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Paper-Less Pro 9.6 User Manual

1. Save the file as jetty crt Unless you have obtained a certificate from Verisign or Thawte you first need to im port the certificate authority s root certificate into your keystore before importing your newly obtained own certificate The CA s root certificate will usually be available for download on the CA s web site as a file ending on pemor crt Save the file using a filename indicative of the CA s name e g globaltrust pem Import the root certific ate using this command specifying an alias that is indicative of the CA s name type this all in one line keytool keystore my ssl keystor importcert alias globaltrust file globaltrust pem When asked whether to trust this certificate answer yes Trust this certificate no yes Now you can import your own certificate previously saved as jetty crt type this all 373 Tools Advanced 6 in one line keytool keystore my ssl keystor import alias jetty file jetty crt trustcacerts Your new keystore file my ssl keystore is now ready and should be moved to the location app path server custom To configure the Paper Less Pro Application Server to use the new key certificate 1 Copy your signed keystore onto the server running the Paper Less Pro Application Server The suggested location is in the directory app path server custom Open the file app path server server properties with a text edi
2. 328 Mac Printing in Detail Figure 22 15 Option click for advanced printer addition types Leopard 10 5 Control Click on the Toolbar and select Customize Toolbar Drag the Advanced icon to the bar Click the newly added Advanced button Select a Windows device type called Windows Printing via Samba on Tiger In Name field enter a friendly and informative printer name Enter a Device URL in the form smb macuser password server_name printer_name Where password is the password for the macuser domain account server_name is the name of the server hosting the printer and printer_name is the printer s share name On recent fully patched versions of Leopard 10 5 the username passworde component can be skipped as the OS will instead prompt the user for their username and password on first print 0e Printer Browser Advanced sy Device Windows Printer via SAMBA 4 Device Name Science Lab Printer Device URI smb macuser passwd123 printer_server siclabl Printer Model Generic ay Cancel GAD i Location Print Using Pls i printe B More Printers Figure 22 16 Windows printer via SAMBA 8 Select the Print Model to install and configure drivers Click the Add button 10 Test print and ensure jobs are listing in the print queue under the macuser identity To install the Paper Less Pro client software 1 Start and Log into the Mac computer Ensure it s connected to the network 2 Open
3. Print Job Notification amp Print Job Notification 2 Confirm the print and select the print action Print job details Document name Microsoft PowerPoint Presentation Printer Inuxserver Canon 83 2000 Cost 0 93 Pages 93 Print job actions Perform print as another user Username chris Password IIIJ Print _ Cancel Figure 8 23 Popup requesting the user to enter their username and password Tip Paper Less Pro can also be configured to manage its own set of user ac counts See Section 24 1 Internal Users users managed by Paper Less Pro for more details 8 6 Batch Shared Account Import and Update The batch import and update feature allows the administrator to import accounts and op tionally update existing account details by reading data from a simple text file or directory structure In addition to being able to create accounts it enables administrators to update the following account data e Enabled disabled status e Account PIN Code e Credit balance e Restriction status e Users allowed to use the account Groups allowed to use the account e Invoicing options e Comment options e Notes Examples of where the batch import feature is useful include e When importing account and balance data from another external system e g a project management or accounting system e To reset the account balances at the end of a billing period year term semester 140 Shared Acc
4. 8 Browser to Contents Resources 9 Double click on the install login hook command script a client icon icns config properties install login hook command login hook start set permissions command pc client mac command Figure 22 20 Double click to install the login hook 10 Restart the system and verify the client starts on login Configure the popup settings 1 Log on to Paper Less Pro s administration interface as built in admin user 2 Select the macuser account from Users 3 Onthe macuser s details screen set the account balance to zero 331 Mac Printing in Detail Ensure the user is set to Restricted 5 Check the Unauthenticated option and save the changes Advanced Options Advanced options including overriding printer level settings and changing authentication Dehavour C override printerevel settings Figure 22 21 Turning on popup authentication at the user level 6 Click the Apply button to save the changes Testing 1 Log onto a Mac Verify that the PcClient program starts automatically 2 Print to the newly set up printer On the server s print queue the job appears under the user identity of macuser 3 The popup should display on the Mac Enter a valid domain username and password Login mee A Login Poperte Your login credentials are required for printer access Username Password Remember For next 5 minutes Figure 22 22 Paper L
5. ccceceeeeeeeeeeeeeeeeaaeeeeeeaaeeees 343 24 1 2 Internal Users Options ccceeeeeeeeeeeeeeeeeeeeeeeaeaeeeeeeeeeeeeeaes 345 24 1 3 Batch Internal User Import and Update eee 348 A Tools AUVANCEG i2es cce enachacectunngfeeteine EAE E A EEE ETA AEE AASS 352 A 1 Server Commands Server COMMANA sssssssesssssrrsisesssrsrrrrrreeeenes 352 A 1 1 Accessing Server Commands remotely s 353 A 1 2 Available Commands ccccceeeeeeeeeeeeeeeeeeeeeeeaaaaeeneeeeeeeeeaea 353 A 2 Database Tool db tools 0 0 0 eee eeeee cece ee eeeeeenaeeeeeeaaeeeeeeaaeeeeeeaaenees 361 A 2 1 export db Command c ceeeeeeeeeee eee ence eeeeeeeeeeaaaaeeeeeeeeeeeeaaa 361 A 2 2 import db Command cceeeeeeeeee ee eeeeeeeeeeeeeeeanaaeeeeeeeeeeeeaea 362 A 2 3 init db COMMANA 2 00 0 cee ceeeeeee cece eeee tees eeeeeeeeeeeeeeaaaaeeeeeeeeeeeeaaa 362 A 2 4 delete old logs COMMANA ccceeeeeeceeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaes 362 xi Paper Less Pro 9 6 User Manual A 3 The XML Web Services API cccecececeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaees 363 A 3 1 Web Services Example Code cceeeeeeeeeeeeaeeeeeeeeeeeeeeeaes 370 A 3 2 SOCUMILY mionra aia ated dale ea at 370 A 4 SSL HTTPS Key Generation 0 cccccecececeeeeeeeeeeeeeaeaaeeeeeeeeeeeanaaaaees 371 A 4 1 Re create the self signed certificate ec ceeeeeeeeseeeeeeeaa tees 371 A 4 2 Using a c
6. Choose a filename with the extension pfx This is just temporary you MUST delete this file later on Type in a password for the PFX file This is only used temporarily Click OK To import the certificate into your own Paper Less Pro keystore 1 Open a command prompt and change to the application e g cd c Program Files Paper Less Pro Create a subdirectory called custom if it doesn t exist already mkdir custom Enter the following command type this all in one line this command is for recent ver sions of Paper Less Pro only If you are running an older version please contact sup port runtime jre bin java exe classpath server lib jetty 6 1 15 jar org mortbay jetty security PKCS12Import lt pfx file gt custom my ssl keystor For lt pfx file gt substitute the file name ending on pfx or p12 that contains the certi ficate and the key You will be asked to enter the input keystore passphrase Enter the password that you used when you saved the file You will be asked to enter the output keystore passphrase Enter a new password such as password Then proceed to configure the Paper Less Pro Application Server to use the new keystore my ssl keystore with this new keystore password as de 375 Tools Advanced scribed above A 5 User Client Options The user client is used to display user balances system notifications and request informa tion from the users This is di
7. This is a special mode that allows automatically charging all printing to a selected shared account without any user interaction or popup 8 4 1 Standard Account Selection Popup The standard account selection popup offers four account selection types PON gt Charge to personal account Charge allocate to a shared account selected by a PIN Charge allocate to a shared account from list taking into account security settings Perform print as another user username and password required 133 Shared Accounts amp Print Job Notification g Print Job Notification Poperless Confirm the print and select the print action Print job details Document name Microsoft Word list docx Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Print job actions Charge to my personal account Charge to shared account Account Sele Charge to shared account using PIN Code PIN Code Perform print as user Username Password Apply to all documents in queue Jobs 1 Cancel Figure 8 16 The standard account selection popup When a user selects the a shared account there is the option to 1 Charge the print to a shared account 2 Charge the print to personal account and allocate to shared account for reporting The option to charge a to personal account allows printing to be tracked against shared ac counts while allowing the use of user based quotas When this option is selected the
8. at this stage because we need the user database to import user balances into Paper Less Pro To stop and disable the NOT APPLICABLE services 1 Open the Windows services manager Start gt Control Panel Administrative Tools Services Find the Paper Less Print Charging service Right click on the server and select the Properties menu Change the Startup Type to Disabled Press the Stop button to stop the service ParRoOnN Press OK to save the settings changes F 1 2 Step 2 Install Paper Less Pro Install Paper Less Pro as discussed in Chapter 2 Installation During the setup wizard it is recommended that the user import settings be set up in the same way as was configured in NOT APPLICABLE For example if you import users from the full Active Directory domain in NOT APPLICABLE also set this up in Paper Less Pro Check that the users have been imported correctly To adjust the user import settings and re perform the user synchronization process go to the Options User Group Sync screen This is similar to the Tune up function in NOT APPLICABLE Once installed it is recommended that the groups are set up in the same way as in NOT APPLICABLE Groups are used to determine the default settings for new users and also how quotas are allocated For more information on groups see Section 6 1 Groups in Pa per Less Pro F 1 3 Step 3 Configure and test printers Th
9. ja Microsoft Corporation Figure 1 3 The Windows print queue The Paper Less Print Provider intercepts the print job in the queue prior to printing and analyzes the information determining a Who printed the document Introduction b The number of pages in the document c Other information such as duplex grayscale mode paper size etc 3 The Print Provider submits the job s information to the Application Server to process the business logic 4 The Application Server determines that John needs to select the account to charge It notifies the Client Software on John s desktop The Client Software displays the Popup requesting the account After John selects the client account the Application Server is notified of John selec tion 7 The Application Server charges the appropriate account logs the job and instructs the Print Provider to transfer the document onto the printer 1 2 3 Architecture Overview Paper Less Pro was developed using the latest software development strategies a strong influence being Service Oriented Architecture SOA The Print Provider Application Serv erand Client Software all communication uses XML based web services over HTTP Application Server Print Servers n InNuXx Running Paper Less Pro Windows Server Samba and or CUPS Ronaning Prindtiant Po Print Provider component secondary sarver XML over HTTP Database Server optional e g MS SQL Server
10. select printer Printer Setup Name amp Location gt Queue Name Select the appropriate printer model If this is not listed you may need to install the manufacturer s driver then repeat steps 2 through 6 Take some time to print from the workstation and confirm that printing succeeds wy Default Fax 3 ie Protocol Internet Printing Protocol IPP Address 192 168 1 2 Invalid or incomplete address Queue printers LibraryColorLaser Leave blank for default queue Name Library Color Printer Location Library Room 2 Print Using Generic PostScript Printer Figure 22 3 Setting up a workstation printer on Leopard If you have problems obtaining a driver for your printer try the Generic Postscript Driver This option will work with most printers If after a test print the printer stops with a connec tion error check the printer sharing permissions on the server or try the alternate method discussed below 22 1 3 2 Alternate Manual Setup LPD LPR aor oN Log onto a workstation Open the Printer Setup Utility or if on Leopard System Preferences Print amp Fax Click the add new printer button or Select IP as the type and select LPD as the Protocol Enter your server name or the server s IP Address in the Address field 318 Mac Printing in Detail Enter the the printer s Queue Name in the Queue field The queue name of the printer will have been set when th
11. 244 Deployment on an External Database RDBMS e Backup the existing data e Create and initialize the new database e Load the backed up data into the new database e Restart the application These steps are discussed in detail below This chapter also includes some sections that describe database specific configuration See Section 17 3 Database specific configuration for more details 17 2 1 Step 1 Stop Paper Less Pro To upsize to an external database the application server should be stopped This allows the data to be backed up guaranteeing that all data is saved and ready to load into the new database The instructions to stop the application server can be found in Section A 6 Stopping and Starting the Application Server 17 2 2 Step 2 Perform a backup of the existing data Perform a backup of the database This data will be loaded into the application in a future step A detailed discussion about backups can be found in Section 12 4 System Backups To backup the database 1 On the server open a command prompt 2 If running on Linux or Mac use su or equivalent to become the identity of paperless e g Mac sudo su paperless Linux su paperless 3 Change ca to the server binaries directory e g Windows cd C Program Files Paper Less Pro server bin win Mac cd Applications Paper Less Pro server bin mac Linux cd paperless server bin linux Run the following comman
12. Idap schema user office field The LDAP field that contains the user s of fice location Idap schema user name search The LDAP search to retrieve the user The 0 in the search is replaces with when listing all users and username when searching for a specific user If no search is defined the default is userNameField 0 Idap schema group name field The LDAP field that contains the group s name Idap schema group member field The LDAP field that contains the group members Idap schema group search The LDAP search to retrieve the group The 0 in the search is replaced with for all group searches If no search is defined Advanced LDAP Configuration Config name Description the default is groupMemberField 0 which means get all entries with at least one member Idap schema posix groups If y then the group member field contains the user s username If N then the group member field contains the user s DN Table C 1 LDAP Config entries C 1 LDAP Server Default Configuration When a particular LDAP server type is selected e g Novell eDirectory Paper Less Pro uses the following defaults to query the LDAP server These defaults can be used as a starting point for customizing the LDAP searches or for supporting other server types C 1 1 Standard Unix Open Directory If the LDAP server is configured to support Unix based authentication then this schema type can be used The follow
13. The secondary server should now be configured Log into the system as admin and verify that the printers are now listed under the Printers section Perform a multi page test print on each printer and verify that print jobs are tracked correctly 14 3 Configuring a Linux or Novell iPrint Secondary Print Server This section describes the process of setting up a secondary print server on a Linux sys tem The primary Application Server may either be a Windows Mac Novell or a Linux based system Paper Less Pro has full support for mixed or heterogeneous printing envir onments 14 3 1 Step 1 Ensure primary server is set up correctly Before installing a secondary server you should take some time to ensure the primary serv er central Application Server is set up and running correctly If it is not running fine now adding an extra server will only add an extra variable to the equation and complicate troubleshooting Take some time now to verify that the primary server is functioning cor rectly For example verify that e Printers on this server are being tracked Users are allowed user login to user pages from their workstations 226 Configuring Secondary Print Servers and Locally Attached Printers e Administrators can access the system 14 3 2 Step 2 Ensure firewall software is set to allow access to port 9191 Secondary server needs to communicate initiate a TCP connection on port 9191 Admin istrators sh
14. add new user lt username gt Trigger the process of adding a new user account Assuming the user exists in the OS Network Domain user directory the account will be created with the correct initial settings as defined by the rules set up in the admin interface under the Groups section lt username gt the user s system username rename user lt current_username gt lt new_username gt Rename the given existing user Use this method with care Renaming a user should be performed in conjunction with renaming the user in the OS Network Domain lt current_username gt the name of the user to rename lt new_username gt the user s new nam delete existing user lt username gt Delete a user account from the system Use this method with care Calling this will perminantly delete the user account from the user list print history records remain lt username gt the user s system username list user accounts List the names of all the user accounts in the system sorted by username one per lin list shared accounts 355 Tools Advanced List the names of all the s shared account nam list user shared accounts lt user List the names of all the s sorted by account name shared account exists lt account_ hared accounts in the system r lin sorted by on P name gt hared accounts accessible by the given user on per lin name gt Test
15. ate printer in the charging list and clicking the Filters tab 101 Advanced Printer Management Charging Fiters Recent Jobs Statistics K Filter Scope Specify how fiters should be applied to users Only apply filters to restricted users Maximum Cost Fiter by document cost This fiter is used to prevent users from accidently using an excessive amount of their allowance in a single document o Deny print jobs based on document s total cost Page Count Fiter by the number of pages within a document This fiter may help accomplish tasks such preventing large Minimum 0 Maximum documents on slow printers or small documents on specaist high volume printers Deny print jobs based on number of pages 100 Color Mode Fiter documents by their color grayscale mode This filter used in conjunction OPON x with system access permissions can to Allow grayscale documents only prevent selected users from printing in color T Deny print jobs based on color mode Figure 7 5 Some of the available printer filters and restrictions The printer restrictions provide network administrators with advanced control over printer usage Some common examples include 7 7 1 Reduce printer jams Many printers expect print jobs to be on single size of paper or maybe two sizes if the printer has multiple paper trays A non standard size will cause the printer to enter a manu al load state causing the
16. cceeeeeecseeeeeeaeeeeeeaaeeeeeeaaeeees 260 18 5 Web Print Configuration aesan eae iae a e a adia 264 18 5 1 Print Options for Web Print Jobs ccceeeeeeeeeeeeeeeeeeeeeeaees 266 18 5 2 Designing Printer Maps Custom Printer Selection Lists 266 18 5 3 Advanced Web Print Configuration s es 272 18 6 Troubleshooting Web Print Problems cccceeeeeeeneeeeeeaaeeeeeeaaee ees 274 19 Microsoft Cluster Environment ccceeeeeeeee ee eeeeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 276 19 1 lt About CIUSteriNg eni iei a ee bel eee ee 276 19 2 Microsoft Cluster Server cceeceeeaeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaaaneeeeees 276 19 2 1 Mode 1 Clustering at the Print Provider layer 008 276 19 2 2 Mode 2 Clustering at all application layers eee 279 19 2 3 Clustering Tips ccs sde ft wee ei ea ai ian 282 19 3 Veritas Cluster Server 0 cceccceceeeaeeeeeeeeeeeeeeeaeaaeeteeeeeeseeaeaaaaneeeeeees 282 19 3 1 Mode 1 Clustering at the Print Provider layer 008 282 19 4 Client Workstation Configuration ccccceeeeeeeeeeeeeeeeeeeeeeeeaaeneeeeeeees 285 20 Papar Less Pro on LINUX 30 ned nied Rie 287 20 1 The Installation ProCeSs ccceeeeeeeeeeeeeeeeeeeeeaaeeeeeeaaaeeeeeaaeeeeeeaaanees 287 20 1 1 Manual extraction ssri ene ae E EERE 287 20 1 2 The install PrOCESS sarri iiie iie eea a 287 20 1 3 Linux Print Queue Integration
17. fina 10 00 retails Figure G 2 Printing balance window showing 10 00 of printing balance If the balance window is not visible or if you have closed or minimized it click the icon in your system tray to show it again Ges 3 37 PM Figure G 3 Printing balance icon in the system tray When you confirm a print job by pressing Print in the popup dialog the cost will be deduc ted from your printing balance G 1 3 Resolving Problems If the popup window does not appear or the icon is missing from your system tray the print control system may not be active and printing will be denied Please try restarting your sys tem or ask for assistance if problems continue G 1 4 Printing Denied Message If you do not have enough printing balance for a job you will see a Printing Denied mes sage and your document will not be printed Message PRINTING DENIED Not enough credit You have tried to print 3 pages costing 0 30 There is 0 10 in the account Figure G 4 Printing denied message G 2 Example 2 Printing with shared accounts for staff New software to manage printing costs has been installed on the network The system will allow the college to track printing expenses according to the individual faculty or depart ment To allow effective printing please make sure you understand the following points G 2 1 Shared Account Selection Popup Window 407 Example User Information Sheets After s
18. or Postgresq DB Workstations print via shared printers hosted on print servers XML over HTTP Print Provider component PC Macintosh Linux Unix Local Desktop Printer Workstations Workstations Workstations Workstations Figure 1 4 Paper Less Pro Architecture an advanced configuration A more detailed explanation of the architecture and how it relates to a multi server installa tion can be found in subsequent sections 1 3 The Top Ten Hidden Features Paper Less y Much of Paper Less Pro flexibility and usefulness comes not from the features you can see but from the advanced hidden features Paper Less Pro is packed full of handy tools 7 Introduction utilities and options and you will read about these throughout this guide To provide a quick overview now the most popular hidden features are 1 3 1 One Remote Administration Paper Less Pro is a 100 web based application Full system administration can be per formed from anywhere on the network via a standard web browser no special admin soft ware is required To access the administration section point a browser at the server on port 9191 http server_name 9191 admin Encrypted SSL HTTPS access is also available on port 9192 https server_name 9192 admin Access is granted to the built in admin or to any user that has been granted administrator level access 1 3 2 Two Secondary Servers and Local Printers Paper Less Pro i
19. svr2 share client accounts dat 399 Capacity Planning D 3 1 Known limitations There is one minor limitation of using the client account file approach When the account selection popup appears it will list all the defined accounts even if the user does not have permission to charge to these accounts The server still enforces security to ensure that users can only charge to the accounts they have permission to access 400 Appendix E Upgrading From a Previous Version This appendix describes the Paper Less Pro standard upgrade procedure Paper Less Pro supports upgrades using a simple install over the top procedure We recommend review ing all steps prior to commencing the upgrade procedure E 1 The recommended upgrade procedure 1 Download the Paper Less Pro installer for your platform In accordance with best prac tice we recommend that you archive your install programs just in case you need to re install in the future or roll back to a previous version Schedule approximately 10 minutes downtime It is suggested to choose a time of day with minimal network activity If there is a large volume of data in the system for ex ample if the system has been running for more than a year or there are more than 5 000 users the upgrade may take longer With very large installations it may be ap propriate to schedule an hour or more of downtime Take a point in time backup of the data by pressing the B
20. 1 Locate a previous backup file 2 Shutdown the application server See Section A 6 Stopping and Starting the Applica tion Server The database cannot be in use when performing the restore so the ap plication server needs to be stopped first 3 Open a command prompt Change to the server binaries directory On a Windows sys tem the directory location is app path server bin win 4 Re initialize the database back to an empty state by typing the following db tools init db f 5 Run the import process by executing the following db tools import db f C path to backup backup file name zip Or db tools on some systems See Section A 2 Database Tool db tools for more information on using db tools 6 The import will ask whether the existing database data should be deleted before pro ceeding 7 Once the import has completed restart the application server See Section A 6 Stopping and Starting the Application Server 12 4 3 Performing Offline Backups Performing an online backup as discussed above is a simple and convenient process but it is sometimes necessary to perform an offline backup For example e To integrate into your existing backup procedures it might be necessary to write a script or batch file to perform a backup at a known point in time When it is necessary to guarantee that the backup captures all the data When perform ing an online backup the system is still in use
21. 7 11 Toner Levels for supported printers 22 00 00 eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 112 7 11 1 How toner level information is retrieved cceseeeeeeeeeees 112 7 12 Printer Quick Reference c ccceeeeeeeee ee ae ee eeeeeeeeeeeeaeaaeaneneeeeeeeeeaaa 112 13 Retunding Print JORS vce teiisi cat EEEN EE E eA ENEE EEREN 113 7 13 1 Enabling End User Refunds ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 114 7 13 2 Managing Refunds errre oiriin eee TEE TAEAO ERAS 114 7 13 3 Advanced Configuration 00 cccceeeeeeeecceeeeeeeeeeeeeaeaaenteneeeees 116 8 Shared ACCOUNTS ya aea eaaa n aaka a mo Aami aTa Eana fac VaR anaa Kn anar aS 118 8 1 Creating a Shared Account ssesssessesissesssrsrrirrresssrsrrrrrrsssrerrrrrrent 119 8 1 1 The Template Account sssesssssesrrsseerrrensrrrneerrrnesrnrneernennnnnnne 121 8 2 Account Naming Guidelines 0 c ccceeeeeeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaaa 121 8 2 1 Client Matter Naming Model ccceeeeeeeeeeeeeeeaaeeeeeeeeees 122 8 2 2 Project Phase Naming Model ceeeeeeeeeeeeeeeeeeeeeeeeeeenees 126 8 2 3 Customer Job Naming Model ccceeeeeeeeeeeeeeeeaenteneeeees 129 8 3 Clent Securty rien neea e aaa da eeuconsehitabateaidenes 130 8 4 The Account Selection POPUP cccceeeeeeeeeeeeeeeeeeeeeaeaeeaeeeeeeeeeeeeaaa 133 8 4 1 Standard Account Selection POpup eceeeeeeeaeteeeeeeeeeees 133 8
22. E g the intranet address might be internal myschool edu while the Paper Less Pro Application Server can be reached at printing myschool edu In this case the certificate can only be re used if it is a so called wild card certificate that allows arbitrary subdomains under the myschool edu domain name that it was issued for If the certificate with key exist in the Windows certificate store only export it 1 Open the Windows Control Panel and open Internet Options 374 Tools Advanced 8 On the Content tab click Certificates On the Personal tab select the certificate and click Export and click Next at the initial screen Select Yes export the private key and click Next If you selected the last option correctly you will only be able to export as a PFX file e TICK Include all the certificates in the certification path if possible e UNTICK Enable strong protection e UNTICK Delete the private key if the export is successful Type in a password for the PFX file This is only used temporarily Save the PFX file to with the extension pfx This is just temporary you MUST de lete this file later on Finish the wizard to export the certificate If the certificate with key exists in the IIS Server Certificates store export it 1 4 5 Open the Windows management console select your IIS server and open Server Certificates Right click the certificate and click Export
23. For more information about Find Me Printing see Sec tion 11 1 Find Me Printing Implementing load balancing in Paper Less Pro is best described by way of example The following section covers a common scenario for implementing printer load balancing 11 4 1 Example 1 Simple Load Balancing 11 4 1 1 Scenario The science department at East Beach High School has a computer lab with a high volume of printing Students send their print jobs to the nearby print lab which hosts two high volume laser printers of the same model The current print queues are named sci_laser_i and sci_laser_2 and are hosted on the print server called science lab Both queues use the same printer driver and set tings In this scenario there is some natural form of load balancing as students may select a queue at random or perhaps know which queue is available Ideally this load balancing would be automatic and students would not need to concern themselves with which queue to select 11 4 1 2 Implementation The first step is to create a new print queue on the print server This queue will be a virtual queue Students will print to this virtual queue and Paper Less Pro will handle the load bal ancing to the target real queues A new queue simply called sci_laser is created by the administrator on the sci ence_lab print server using the normal methods for the operating system in use The queue is created using the same driver that sci_laser_1 an
24. In the section Client Software find the option Delete jobs awaiting popup re sponse after 3 Enter the number of minutes to wait for users to respond to the popup before their job is deleted Press Apply gt A 381 Tools Advanced A 6 Stopping and Starting the Application Server Most of the time it will not be necessary to stop or start the server however there are some circumstances where this is required e Performing an offline backup e Upsizing the database to an external database e Upgrading the application The procedure for stopping the server depends on the platform the server is run on Important When you start the application server wait approximately 15 20 seconds for the service to start before accessing the admin interface This gives the sys tem time to initialize A 6 1 Stopping and Starting the Application Server on Windows The Paper Less Pro application server runs as a Windows service when installed on Win dows and it can be stopped and started using the Services control panel applet To stop start restart the application server 1 Open the services control panel Start Control Panel Administrative Tools gt Services 2 Find the service named Paper Less Application Server 3 Right click on the service 4 Select the option you want to perform e g Stop Start Restart An alternative to using the services applet is to run the batch files located in the d
25. Java 5 is available for OS X 10 4 or higher If Java 5 is not already installed the installer is available from the Apple website at http www apple com support downloads java2se50release3 html 5 2 1 2 1 Single User Install This method is suitable for a Mac computer used by a single user For example a personal Mac desktop or laptop The installation process simply involves clicking on the client local install program This copies the PCClient application into the over to the sys tem s Applications folder and starts the client in the confirm network identity mode The simplest way to run the install process is to connect to the server s pcclient share over the network however alternate methods such as copying the folder contents via a 63 Services for Users USB key or drive are also possible To install the Mac client from the server s share 1 Start and Log into the Mac computer Ensure it s connected to the network Open the Finder From the Go menu select Connect to Server Window Help Back sl Enclosing Folder eT Computer O C Home OHH Network ORK J iDisk gt E A Applications oxa for L7 Utilities ORU Recent Folders gt Go to Folder HG Figure 5 8 Connecting to a Windows server Enter the pcclient share s connection details like smb server_name pcclient ean Connect to Server Server Address smb 192 168 1 50 peclient OQ Favorite Servers Figure 5 9 The
26. Mar 28 N o3 _ 1d Win2003 Kerox Color print 3 2006 ox James http www slashdot org laptop 225 11 25 aoe16pm 1220 cancel Mar 23 tar 28 tserver John s a pent 206 BASLE my fle POF wine 200 10 00 p A 4 04 16 PM sese Figure 10 3 Web based release station within the admin pages 10 1 4 End user web based interface When end users are logged into the user web interface they can view their print jobs that are currently held pending release The administrator can decide whether this interface is visible to end users and which type of jobs a user may release More information can be found at Section 10 3 4 End User Web Based Release Interface Configuration 158 Hold Release Queues amp Print Release Stations PaperCut NG Jobs Pending Release Microsoft Internet Explorer Jo Fie Edt View Favorites Tools Help Q O a0 Ike 2 W B address E http focalnost 9 19 L app service page UserRelease Jobs x go Logged in as matt Jobs awaiting approval prior to printing are listed below Release All Cancel All All Refresh Now Submit Ea Sa ee Mar 28 2006 printserver Xerox print y 4 04 16 PM Color 1930 htto wun slashdot org 192 168 1 1 98 4 90 cancel Mar 28 2006 Win2003 HP LaserJet Microsoft Word print 4 04 14 PM__SMP Documenti mi 17 0 85 cancel Mar 28 2006 Microsoft PowerPoint print 4 04 14 PM linuxserver HPLaser Sramemhubbe Libary2 70 3 50
27. New user settings help streamine the setup of new future users Initial Credit 1 These settings are automatically applied 10 00 to new users created that belong to this group These settings do NOT affect Inkially Restricted existing user accounts Initial Overdraft Use default overdraft 0 00 Initial Account Selection Settings Automatically charge to personal account v a Advanced Initial Settings C Override printer Jevel settings Figure 6 3 Initial settings applied to new users B Important Changes made to new user settings are in the Groups section only affect users NOT yet listed in the system i e future users Any users already listed in the system are not affected Initial user settings also do not apply when users change groups To modify settings or credit on existing users see Bulk user actions in the following section Tip Initial settings can become confusing when a user belongs to more than one group Paper Less Pro uses the following logic to allocate initial settings e The user obtains a starting credit that is the sum of all the matching groups the special all users group is ignored e If any of the matching groups has unrestricted access the user will in herit unrestricted status e f any of the matching groups has account selection popup settings the user will inherited the ON settings e If the user does NOT belong to any group with new user settings defined they will i
28. Open printers conf e g etc cups printers conf 2 Prefix the DeviceURL for each printers with paperless For example DeviceURI socket 192 168 1 200 9100 Would become DeviceURI paperless socket 192 168 1 200 9100 3 Restart cupsd so the new configuration is detected e g etc init d cupsd re load 20 1 3 2 CUPS Integration Explained CUPS the Common UNIX Printing System is a popular system for managing printers on 289 Paper Less Pro on Linux Linux servers CUPS uses a chain of commands concept where filters and backends combine together to form a process steam a workflow Paper Less Pro hooks into this workflow at the backend level intercepting the job before it s passed on to physical printer hardware The interception is done by wrapping or proxying the real CUPS backend CUPS calls the Paper Less Pro backend which processes the job If the job is approved it passes the doc ument onto the real backend If the job is denied it is deleted and proceeds no further The Paper Less Pro backend is usually set up and installed by default during the standard in stallation Setting up the Paper Less Pro CUPS backend proxy is a relatively simple task All the ad ministrator needs to do is prefix the existing DeviceURI with paperless For example the entry DeviceURI socket 192 168 1 200 9100 would become DeviceURI paperless socket 192 168 1 200 9100 The printer will register itself with Paper Les
29. Step 1 Installing the printers on the Server ceeeee 314 22 1 2 Step 2 Enable Printer Sharing ccceceeeeeeeeeeeeeeeeeeeeeeeees 316 22 1 3 Step 3 Set up the printers on the workstations pointing to the Shared server QUCUCS eceeeeeeeee ce ence cece eeeeeeeeaeeeeeeeaaeeeessaeeeeeesanees 317 22 1 4 Publishing the printer via Workgroup Manager n se 319 22 1 5 Unauthenticated systems e g Laptops s 321 22 2 Windows hosted print QUCUES ceeeeeeeeeeeeee ee eeeeeeaaeeeeeeaaeeeeeeaaeeees 322 22 2 1 Scenario One My Own Mac Single User eessen 323 22 2 2 Scenario Two The Multi User Mac with Popup Authentication 326 22 2 3 Scenario Three Multi user Macs using LDAP or Active Directory AUTH SNCALON asearen lace ae Na Ade need 332 22 2 4 Scenario Four Mac OS X Server ceeeeeeeeeeeeeeeeeeeeeeeeeees 336 22 2 5 Additional information and tips eceeeeeeeeeeneeeeeaeeeeeeeaaeeees 336 23 Running in a Workgroup Environment 0 00 cece cece eeeeeeeeaeeeeeeeaaeeeeeeaaeeees 338 23 1 Option 1 Common username and passwords on all systems 338 23 2 Option 2 Authenticating Via POPUP eceeseeeeeeeeeeeeeeeteeeeeeeeeaeaaes 339 24 Managing Guests and Internal Users ccccceeeeeeeeeeeeeeeeeeeeeaeeaeeeeeeeeeeeeaes 342 24 1 Internal Users users managed by Paper Less Pro eeeeeeeeees 342 24 1 1 Implementation by Example
30. The home directory is determ ined by the HOME environment variable or if not set the result of a call to getpwnam Files are then copied into the paperless user s home directory Care is taken not to over write any existing data or configuration files if this is an install over the top upgrade 20 1 2 3 Permissions To ensure the default installation is secure by default permissions are applied to key files The following area of the application are restricted to the paperless user only server server properties Contains server configuration including the default admin password server data This directory contains application data in cluding database files Some of this data may contain sensitive information server bin linux x64 i686 This directory contains a setuid root binary Even though the binary is no use to an end user or hacker good security practice stip ulates that we should only allow the pa perless user access to this directory Table 20 1 Secured Application Areas Permissions can be checked and re applied at any time post install by running the scripts server bin linux setperms providers print linux setperms 20 1 2 4 Firewall The Paper Less Pro Application Server pc app process listens on port 9191 This port is used for browser based administration access for client access and other services En sure that any firewall or local IP filtering software such as iptables
31. This will allow them to enter their personal username and password chosen when registering their internal user account For a guest to create an internal user account they must 1 Click the Register as a New User link on a login screen the web interface login screen or on the authentication popup or access the registration web interface dir ectly at http server name 9191 register 2 Complete the from and press Register 24 1 1 3 Scenario Three Managing Users in a Non Domain Environment 344 Managing Guests and Internal Users Southmark Inc is a medium sized ten person real estate office service the local area Their network consists of a mix of Windows XP and Windows Vista workstations connected to a workgroup based network No user directory domain exists and setting one up is not a current priority They would like to take control of their printing costs and volumes and use Paper Less Pro to identify the amount of printing performed by each staff member Because no user directory exists Paper Less Pro will be used to maintain user accounts details and passwords for all staff To set this up the administrator performs the following 1 Navigates to Options gt User Group Sync Internal User Options in the Paper Less Pro administration interface 2 Ensures that the Enable internal users option is enabled 3 Removes sets to blank the value for Prefix usernames with There is no need for an
32. advanced lt delete_old_users gt lt update_details gt An advanced version of the user and group synchronization process providing control over the sync settings A call to this method will commence the sync process and the operation will complete in the background lt delete_old_users gt set to TRUE remove old users else FALSE lt update_details gt set to TRUE if existing users details e g email full name etc are to be updated GI add new users Calling this method will start a specialized user and group synchronization process optimized for tracking down adding any new users that exist in the OS Network Domain user directory and not in the system Any existing user accounts will not be modified A group synchronization will only be performed if new users are actually added to the system is task complet Returns TRUE if a long running task such as perform group sync perform user and group sync or add new users has completed get task status Returns status information such as progress completion status and error messages on the current or last run long running task such as perform group sync perform user and group sync or add new users batch import shared accounts lt import_file gt lt test gt lt delete_non_existent_accounts gt Import the shared accounts contained in the given tab delimited import file lt import_file gt the import file l
33. but organizations with many printers or large sites may prefer something that provides users with more context about the printer they are selecting 266 Web Print Uploading Documents for Printing Web Print 2 Options 3 Upload Quick Find Printer Name Location Department J linux server Office MFP Maths department staff room D mac server Wide Format Printer Graphic design 5 windows server Library MFP Library foyer windows server Library Printer Library internet area Back to Active Jobs 2 Print Options and Account Selection Figure 18 15 Web Print selecting a printer from the list which may be replaced with a map or custom list Using a graphical map can assist users to find the most convenient printer A map allows a user to select a printer by location rather than guessing the printer s location based on its name Using printer maps or other types of custom printer lists in Paper Less Pro does not require any special or proprietary software they can easily be implemented using open standards and free software Web Print Ti 2 Options 3 Upload T IL i Select printer from list Back to Active Jobs 2 Print Options and Account Selection Figure 18 16 Web Print printer selection map with a simple floor plan Custom content is loaded in place of the printer list by placing the appropriate file at 267 Web Prin
34. e Access general system settings e Control administrator access and security e Perform network user and group synchronization tasks e Perform backup snapshots e Related sections e Chapter 12 System Management e Appendix A Tools Advanced 4 2 8 M Application Log e View system audit security and application events e Related sections e Chapter 12 System Management 4 2 9 i About e List version and build information e Access update news e Install and view license information e Related sections e Chapter 16 Licensing and Support 4 3 Basic User Operations The user section is dedicated to user management Common user oriented tasks include assigning additional credit to users viewing a user s activity and controlling user priv ileges Users in Paper Less Pro can be assigned either e Restricted access where access to resources is denied once their credit drops to zero or to the overdraft limit Unrestricted access meaning the user is never denied access 46 Quick Tour To change a user s restriction privileges Log in as the built in admin user Click on the Users section Select the user from the list or enter the user name in the quick find Scroll down to the Account Details section Click on the Restricted checkbox O ON Gon IN eee Click on the Apply button to save the change A save success message will appear To increase a user s account balance by 10 00 Select the user
35. last chance before printing confirming what they are about to print e Allow users to select shared accounts via a popup if administrators have granted ac cess to this feature e Display system messages such as the low credit warning message www paperlessalliance com i Detalls Figure 5 2 The user client balance window 4 Print Job Notification A g Print Job Notification Confirm the print Print job detais Document name Stats OpenOffice org Writer Printer printserver Merox Color 1930 Pages 73 Grayscale Cost 5 14 Apply to al documents in quewe Jobs 1 Cancel 59 Services for Users Figure 5 3 The user client s confirmation popup Print Job Notification www paperlessaliance com Poperless Confirm the print and select the print action Print job details Document name Microsoft Word list docx Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Print job actions Charge bo my personal account Charge to shared account tort eather a Charge to shared account using PIN Code PIN Code Perform print as user Password F Apply to all documents in queue Jobs 1 Figure 5 4 The user client s standard account selection popup 60 Services for Users f amp Print Job Notification Print Job Notification www paperlessallance com Paperless Confirm the print and s
36. moved and the job will no longer appear in the user s list of current Web Print jobs The default idle job timeout is 20 minutes 272 Web Print Uploading Documents for Printing Config Name Description web print job rendering timeout mins web print max copies web print hot folder The Web Print server is given this length of time to render a Web Print document If a print job has not been generated from the document after this time the job is marked as errored and associated files are re moved The default job rendering timeout is 5 minutes This is the maximum number of copies a user may print via Web Print This option exists to prevent users accidentally or thoughtlessly printing too much When a user uploads a file via the Web Print interface is it written into the hot folder along with a metadata file con taining information about how to print the job data selected by the user in the Web Print wizard The Web Print server looks for new files in this folder and prints them as required The default hot folder location is app path server data web print hot folder An alternate location can be specified using this config key The loca tion must be local to the Paper Less Pro primary server it cannot be a network share or mapped drive due to Windows denying share access to the SYSTEM ac count Table 18 5 Web Print Config Editor Keys The following configuration
37. ory will automatically be propagated to all workstations The process of setting up zero install deployment will vary form network to network de pending on the directory environment in use and administrator preferences The process can however be summarized as 1 Configure the Macs to mount the pcclient share as a volume on login or start up 2 Configure a login hook to start the client off the share The install lo gin hook command resource script explained in the multi user install above may help The typical way to mount the share is to use mount_smbfs in a boot script See the Apple documentation on mount_smbfs at ht tp developer apple com documentation Darwin Reference ManPages man8 mount_smbfs 8 html Further information on Mac printing is available at Chapter 22 Mac Printing in Detail 5 2 1 3 Deployment on Linux and Unix The Paper Less Pro user client software may be deployed on Linux and other Unix based operating systems using the following installation procedure 5 2 1 3 1 Step 1 Install Java 5 0 Linux and Unix workstations are supported via Java Java version 5 0 or higher is required Your Linux distribution may come with Java pre installed or have the option to install If no Java option exists Sun Microsystems provides a self install Java distribution for Linux and other major Unix platforms Ensure Java 5 0 is installed and the JAVAHOME environment variable is defined on the PATH 5 2 1 3 2 Ste
38. select Empty Home with permissions 755 and change the Home Directory path to define an alternate install location 5 Create the account by clicking the Accept button e Important This quick start guide assumes the install location is home paperless If an alternate home location is defined some of the paths listed in subsequent sec tions will require modification Novell OES Linux has a strict default firewall policy Paper Less Pro uses ports 9191 for HTTP and ports 9192 for HTTPS SSL and these ports must be open To open these ports 1 Open YaST Control Panel and select Firewall under Security and Users 2 Select Allowed Services then click the Advanced button 3 Add ports 9191 and 9192 to the TCP Ports list separated by spaces 4 Click OK Next then Accept to apply the changes 2 3 3 Step 3 Download and installing Important Please make sure you download the correct architecture for your distribution i686 is for 32 bit operating systems x64 is for 64 bit systems also known as x86_64 or amd64 Paper Less Pro is supplied as a self extracting and self installing archive The installation is performed under the rights of the newly created paperless account and temporary root access will be required Please have the root password handy Administrators who are after a detailed explanation of the install process should also consult the background information in Chapter 20 Paper Less Pro on Linux Log
39. st the account bal in the backgro the group fo the adj a comment up gt ustment gt ment gt adjust u ser account balanc mount available in the accou s username ustment amount as a e amount to leave in to be associated wit nce by group lt group gt lt adjust ance for all users i und r which all users ustment amount as a to be associated wit a by group up to lt gr lt co for valid values ment gt lt comment gt tve or v he transaction number h name gt lt adjustment gt lt comment gt s enough credit available ve or v transaction number h the maining me gt lt adjustment gt lt leave remaining gt lt comment gt st a user s account balance if there is e nough credit available nt number ve or the account h the transaction vV lt comment gt This process ment gt n a group ccounts are to be adjusted number ve or v h the transaction oup gt lt adjustment gt lt limit gt mment gt 35 4 Tools Advanced Adjust the account balance for all users in a group but don t increase user balance beyond the given limit This process happens in the background lt group gt the group for which all users accounts are to be adjusted lt adjustment gt the adjustment amount as a number ve or v lt limit gt don t increase user balance beyond this limit lt comment gt
40. that automatically logs in as a user or maybe they just log in locally on their workstations See Chapter 23 Running in a Workgroup Environment for more information on the ways in which Paper Less Pro can be installed in a workgroup environment 3 4 2 4 Requirement 3 All users can be set up as unrestricted In this mode users can start of with a zero bal ance and count down as they print Their balance indicates their printing value to date 3 4 2 5 Requirement 4 38 Implementation by Example Shared accounts can be created to represent the current projects with sub accounts used to represent areas under these projects sub projects The client popup software can be enabled on user accounts forcing users to allocate printing to the project client In addition the advanced client popup will allow premiums to be charged for special printing such as reporduction of expensive mylar film Selected staff can run monthly or quarterly invoice reports at any time to quickly determine printing associated with a given client project More information on shared accounts and re porting can be found in Chapter 8 Shared Accounts 3 4 2 6 Requirement 5 Paper Less Pro records data in real time Full print logs and reports are available at any time and can be accessed using a standard web browser The manager can log into the administration interface and access the reports at any time 3 4 2 7 Requirement 6 All reports and activity lis
41. this is useful in a Windows network but workstations running other operating systems may not receive these messages e User Client messages are sent to users running the Paper Less Pro User Client tool This option is guaranteed to work in all environments where the user runs the user cli ent e Email messages are delivered by email to the email address defined in the system This is a good alternative for low balance warning messages but is not recommended for real time messages like when printing is denied e Custom this allows you to develop your own message delivery mechanism This might be useful if your organization has an instant messaging infrastructure 12 5 1 Configuring Notifications Paper Less Pro provides flexible options for configuring the various notifications The ad ministrator can choose to e Enable disable each of the notification types e Change the notification message to suit your organization e Choose the delivery method for each notification type Notification text can be modified to suit your organization s requirements The notification text is a template that can include some special fields that are replaced by the system when the message is sent They can be used to provide more detailed information to the user These fields are surrounded by percent characters The default notification text in the application shows a variety of examples using these fields For a list of the fields availabl
42. 0 0 0 eect kania E EEI AEREE 6 1 4 Paper Less Pro Architecture an advanced configuration cceeeeeeseeeeeee ee 7 2 1 Network printer configuration eee ee eee cece ne eeeeee ea eeee teen eeeeeeaaeeeeeeaaeeeeeeaaeeees 12 2 2 Configuring Windows print queue permissions ccceeeeeeeeeeeeeeeeeeeeeeeeeaes 13 259 Setup WZA Aa cvie viet Aoed One a alee aie ee ae ages 14 2 4 Paper Less Pro Configuration wizard c cceceeeeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaea 14 2 5 User sync configuration wizard page 0 2 cseeeeeeenneeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 15 2 6 The Paper Less Pro Desktop Widget 0 ceceeeeeeeeeaneeeeeeaaeeeeeeaaeeeeeeaaeeees 16 2 7 Paper Less Pro Configuration wizard 0 ccceeeeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaea 18 2 8 User sync configuration wizard page ccceeeeeeeseeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 19 2 9 The Paper Less Pro Desktop Widget 0 ececeeceeeeeeaneeeeeeaaeeeeeeaaeeeeeeaaenees 20 2 10 The Novell OES Linux install process cceeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeaea 23 2 11 Paper Less Pro Configuration wizard ccccceceeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaes 24 2 12 eDirectory LDAP configuration Wizard page eeeeeceeeeeeeaneeeeeeaaeeeeeeaaeeees 25 2 13 The Linux install process sesiet iaer neeeee cena ener R EREEREER R 29 2 14 Paper Less Pro Configuration wizard ccccceceaeeeeeeeeeeeee
43. 00 Added 10 00 to your account 352 Tools Advanced Note backslash indicates text should be on the same line A 1 1 Accessing Server Commands remotely Server commands can also be called remotely using standard remote command tools A 1 1 1 On Windows Use PsExec http technet microsoft com en us sysinternals ob897553 aspx a remote command program provided by the Sysinternals team at Microsoft For example all on one line psexec exe remoteserver C Program Files Paper Less Pro server bin win server command exe disable p A 1 1 2 On Linux Novell Mac Use SSH http en wikipedia org wiki Secure_Shell a secure remote command shell pro gram SSH can be run non interactively in scripts with the use of an authorized public key added under the paperless account s ssh authorized_keys list For example all on one line ssh paperless remoteserver home paperless server bin linux i686 server command disable printer printsr A 1 2 Available Commands A full list of commands is available via server command help Usage server command COMMAND ARGS COMMAND The server command name ARGS A list of arguments to supply to the command COMMANDS user exists lt username gt Test to see if a user exists lt username gt the username to test get user account balance lt username gt Get a user s current account balance lt username gt the user s username get user prop
44. 0509 9759 5626 4708 1784 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 P 0509 9492 3231 1472 2754 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 C P 0509 9486 0303 9105 3310 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 C P 0509 9408 2604 3498 3741 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 J P 0509 9392 5905 6333 9528 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 P 0509 9327 8371 7122 7595 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 Figure 13 6 Imported card numbers 13 3 2 10 Step 10 Testing It is good practice to test the card process by using one of the cards on a test account standard user level Remember to destroy the spent card used for the test 13 3 3 TopUp Pre Paid Card Tips 13 3 3 1 Security The Paper Less Pro card system is designed with security in mind All fraudulent card re demption attempts are detected trapped and logged The number allocation system is highly secure and guessing a number is statistically impossible With 1 000 cards in circu lation the chance of guessing a number is 1 in 10 000 000 000 000 or in non mathematical terms it would take over 300 000 years to guess a number if a person enters one number every second Like many IT security systems the weakest link in the system is the human interface Cards are a form of virtual currency Care should be taken to protect the cards from unau thorized access and disclosure
45. 10 3 4 End User Web Based Release Interface Configuration 10 2 2 Secure Printing When users print documents that contain sensitive information it is important that no one else picks up the document from the printer Even when the printers are close by people can be distracted and accidentally leave sensitive documents on the printer Print release 159 Hold Release Queues amp Print Release Stations stations can be used to implement Secure Printing which ensures that a document can only be released by the person who printed it and only when that person is standing near the printers Secure printing is implemented as follows e Setup a low end workstation near the printer s e Run the Standard Release Station in Secure mode More information can be found at Section 10 3 3 1 Release Station Modes e In Paper Less Pro enable the printer s for release station use More information can be found at Section 10 3 1 Enabling hold release support on a printer Secure printing requires users to be authenticated on the network when printing i e an Active Directory domain This allows the release station to enforce the secure printing so that users can only release documents they print 10 2 3 Pay per print e g Library or Internet Cafe Libraries and Internet cafes usually only allow printing once a user has paid for the cost of the printed document Previously implementing pay per print often invol
46. 14 3 Configuring a Linux or Novell iPrint Secondary Print Server 226 14 3 1 Step 1 Ensure primary server is set up correctly 0 226 14 3 2 Step 2 Ensure firewall software is set to allow access to port 9191 T E E Prevkbeh tage A EE Rie E SA cate tA 227 14 3 3 Step 3 ACCOUNT setup 0 0 0 e cece ceeeeeeeeeeeeeeeaeeteeeeeeeeeaeaaeaaes 227 14 3 4 Step 4 Install the Print Provider cccecseeeeeeeeeeeeaeeeeeees 227 14 3 5 Step 5 Configuration 2 2 0 0 cecececceeceeeeeeeeeeeaeaeeeeeeeeeeeeeaeaaeaaes 228 143 6 Step 6 TOSt lasessiieccsuseahsoesnadivoaciesldavveusseegensaheaeteatieodateataoes 228 14 4 Print Monitoring Architecture 2 0 0 0 eeceecceeeee een eeeeeeaaeeeeeeaaeeeeeeaaeeees 228 14 5 Multiple Print Servers 0 cccceeeeeeeeeeeeeeeeeee ee ae aaeeeeeeeeeeeeaeaaaaeeeeeeees 229 14 6 Automating Secondary Server Deployment on Windows 05 231 15 Advanced Customization 0 ccccceeeeeceeeeeeeeeeeee ee ae eae eeeeeeeeeeaeaaeaeeneeeeeeeeeaaa 233 15 1 Customizing the User Client Tool WiINdOW ccccseeeeeeeaneeeeeeaaeeees 233 15 2 Limiting the list of interface languages translations 234 15 3 Customizing the User web pages c ccceceeeeeeeeeeeeeeeeeeeaeaaenteeeeeees 235 153 LOOK 8 Feel e ede citi etd Neen eh baad cies 235 15 3 2 LOGIN INStrUCTIONS 200 eee cece cece tee ee tena EERS 238 15 3 3 Custom Printer Maps for Web Print secese 2
47. 2 Step 2 Ensure firewall software is set to allow access to port 9191 Secondary server needs to communicate initiate a TCP connection on port 9191 Admin istrators should ensure that any firewall software on the primary Application Server is not set to block any incoming local network traffic on this port 14 1 3 Step 3 Install the print provider 224 Configuring Secondary Print Servers and Locally Attached Printers Install the print provider software onto the secondary server On a Windows server this is done by selecting the Secondary Print Server option in the installation wizard 14 1 4 Step 4 Configuration The Print Provider on the secondary server needs to know where the primary server is in stalled 1 Open a text editor such as Notepad 2 Open the file app path providers print win print provider conf 3 Locate the line starting with ApplicationServer and change localhost to the name or IP address of the primary server 4 Restart the server so the new configuration is detected To avoid a restart an adminis trator may also choose to manually restart the Paper Less Print Provider service 14 1 5 Step 5 Test The secondary server should now be configured Log into the system as admin and verify that the printers are now listed under the Printers section Perform a multi page test print on each printer and verify that print jobs are tracked correctly 14 1 6 Automated Install The inst
48. 2 Walk up to the release station located next to the printer 3 Log in to the release station using your network username and password To begin enter your details Figure G 8 Login screen 4 After login the system will display a list of print jobs Search for your document by look ing for your user name or document name 409 Example User Information Sheets Print Release Station Time User Document Printer Machine Cost Pages Action 16 04 16 chris my file PDF printserver John s P WinXP 10 00 200 print Cancel 16 04 16 chris Microsoft PowerPoint Win2003 HPLaser 192 168 0 2 75 _55 Print Cancel 16 04 16 matt http www slashdot org printserver Xerox C 192 168 1 1 4 90 98 Print Cancel 16 04 16 james _ http www slashdot org Win2003 xXerox Col laptop 11 25 225 Print Cancel 16 04 15 kelly my file PDF Win2003 HP LaserJ WinXP 7 40 148 Print Cancel 16 04 15 peter Other test document printserver HP Lase Libary2 3 95 79 Print Cancel 16 04 15 peter Microsoft Word Docum Win2003 HPLaser 192 168 0 6 70 134 Print Cancel 16 04 15 mac u Other test document printserver John s P My Computer 4 85 97 Print Cancel Figure G 9 Print jobs waiting in a release station Note If you can t find your print job it may have timed out Print jobs are held by the release station for 30 minutes If they have not been released after this time they will be dele
49. 2 0 0 0 cece eeeeeeeeee eae teeeeeeeeeeeeeaee 289 20 2 Advanced Configuration amp LOGS cccceeeeeeeeeeeeeeeaeeeeeteeeeeeeeeaeaaeaees 292 20 3 Backups amp System Management c eeceeeeeeeeeaeeeeeeeeeeeeeeeaeaaeeees 292 20 4 User Directory and Authentication cc eeeceeeeeeeaeeeeeeeaaeeeeeaaeees 293 20 4 1 Standard Unix eeeeee cece eee ea arer neia enadi 293 20 4 2 Samba Windows Domain cccceecceeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaas 293 20 43 CUSIOM iai ene Aes aed ea te eet ele eee 293 20 5 Unix Command Line Release Station Client 0 ccceceeeeeeseeeeeees 294 20 5 1 Installing the Command Line Release Station Client 295 20 6 Removing Paper Less Pro from a Linux server ceeeeeeeeeeeeee eens 296 20 7 CINUX FAQ iaa onia ahe ede ae en eee 296 21 Print AUTHENTICATION 0 eect E n E 298 21 1 About Authentication and Printing cece eeeeeeeeeeeeeeeeeeeeaaeeeeeeaaeeees 298 21 1 1 What is authentication ccccceceeeceeeeeeeeeeeaeaaeeeeeeeeeeeeaes 298 Paper Less Pro 9 6 User Manual 21 2 21 3 21 1 2 Why does authentication pose a problem ceeeeeeeees 298 21 1 3 How does Paper Less Pro address authentication 299 Handling Unauthenticated non domain Laptops seses 301 21 2 1 Option 1 Popup Authentication for Unauthenticated Laptops 302 21 2 2 Option 2 Release Station Authentication for
50. 4 Define a password for macuser and set the password to never expire Mac account set up Start up the Mac and ensure the system is connected to the network From the Apple menu select System Preferences Select Accounts Create an account called macuser Ensure the account s short name is macuser Set this account as the automatic login account or alternatively make the password known to all users aor ON Set up the printers that the user requires access to 1 Open the Printer Setup Utility from Applications gt Utilities 2 Click the Add button to add a new printer ee ee z eea Printer List a ou es Ad Oe Status Kind 192 168 1 125 Aa Printing Generic PostScript Printer 1 HP Laserjet 5000 Series PS Generic PostScript Printer HPLaser Generic PostScript Printer Laserjet Generic PostScript Printer win2003 Generic PostScript Printer samba Generic PostScript Printer Figure 22 14 Add a printer 3 Option Click More Printers Important Hold the Option key down 4 Tiger 10 4 Option Click More Printers Important Hold the Option key down Se lect Advanced from the top drop down list ooe AppleTalk Bluetooth f Z Windows Printing Canon Network L EPSON AppleTalk Borma EPSON FireWire f EPSON TCP IP HP IP Printing Lexmark Inkjet Networking Cancel d Kar et ee Location Print Using Please select a driver or printer mode 2 More Printers Add
51. 4 2 Advanced Account Selection POpup eeeeeeeeeteeeeeeeeees 135 8 4 3 Manager Mode Popup ceeeeceeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeaaees 137 8 4 4 Automatically charge to a shared ACCOUNT seeeeeeeeeeeee eee 138 8 5 Account Selection in Non Domain Environments Workgroups 139 8 6 Batch Shared Account Import and Update ceeeceeeeeeeeeeeeeeeeeeeee 140 8 6 1 Batch Account Import File Format eecceeeeeeeneeeeeeeaeeeeeeeea 141 8 7 Shared Account Synchronization ccceeeeeeceeeeeeeeeeeeeeeaaeneeeeeeeeeeeeaea 145 8 7 1 Synchronization Options cceeceeeeeeeeeeeeeeeeeeeeeeeaeaaeneeneeeees 145 8 8 Bulk Shared Account Operations cccceceeeeeeeeeeeeeeeee eae eeeeeeeeeeeeaee 146 8 9 Advanced Shared Account Options cceeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaaee 147 9 Repas ovea hn ade aa ddA Ad a A a ne ey 148 9 1 REDON tV POS enrere ee rI EER EEA AEn EEIE ORENA Sia RIET ETERS 149 Oils User REPOS eean aeaa NASTE RAA AATE RAS KNEES pads c heehee 149 91 2 Printer ROPOIMS seitik bebidas RE ERSA 149 913P Log Reports 4 e ee e e EAE viet eee eed 149 9 1 4 Group Reports sonei antie aeii ia iii aeiia e 149 9 1 5 Shared Accounts Reports ccceceeeceeeeeeeeeeeeeeeeeeaeaaeneeneeeees 149 9 1 6 Transaction Reports sinai tii niei E iai di 149 9 1 7 Environmental Impact Reports sssssssessserrerssrrerssrrrresrrressnens 149 91 8 Ratio REPOS
52. Comment Charge rate Default 100 0 Al Accounts Preferred List Recent Selections Search 100 Account Intellectual property Intelectual property C Apply to all documents in queue Jobs 1 Figure 8 9 Searching accounts by matter code in the client matter code naming model 8 2 2 Project Phase Naming Model Engineering and IT firms will be familiar with the project phase model e Parent accounts are created for each project e Sub accounts are created for each project phase or stage Usually charging directly to a project is not allowed in this model instead users should charge to the relevant project phase System administrators should set each parent ac 126 Shared Accounts count to be inactive disabled and all the sub accounts to be active as shown in Fig ure 8 10 Project Phase Naming Model example Shared Account List Shared Account List Quick find Go Clear 0 00 No 034225 0 00 No 0 00 No 0 00 No 0 00 No 0 00 No 0 00 No 0 00 No bSeeee eee n nn Ma Figure 8 10 Project Phase Naming Model example When projects have a job or project number it is recommended that it be included as the shared account code For the shared account code to be visible the option Make shared account PIN code visible must be enabled For more information see Section 8 9 Advanced Shared Account Options By including the project na
53. Doing so makes for easier searching and charging and better integration with existing accounting systems Different account models may be adopted by organizations depending on their require 121 Shared Accounts ments Common models are e Faculty or Department a simple flat list familiar to schools colleges and Universities e Client Matter model familiar to legal and accounting firms e Project Phase model familiar to engineering and technology firms e Customer Job model familiar to other customer based firms and common in account ing software The following sections describe how to configure Paper Less Pro to best match the three advanced models 8 2 1 Client Matter Naming Model The client matter model is one with which legal and accounting firms are familiar In this model e Top level accounts are created for each client e Sub accounts are created for each matter under the relevant client Usually charging directly to a client without a matter is not allowed in this model Instead users should charge to the relevant matter System administrators should set each top level account to be inactive disabled and all sub accounts to active as shown in Fig ure 8 5 Client Matter Naming Model example This will enforce use of sub accounts only Shared Account List Shared Account List Quick find Go Clear Name Code Balance Restricted ad Temolate Accou
54. EEEN E AAEE T NIV 121 8 4 Template account SettiNgS siessrsireor erines ra rta EEE Eei REITERS NAET Da STE OAK EO STREN RENAT 121 8 5 Client Matter Naming Model example cccceeeeceeeeeeeeeeeeeeeeaaenteeeenees 122 8 6 Searching accounts by client name in the client matter code naming model 123 8 7 Searching accounts by client code in the client matter code naming model 124 8 8 Searching accounts by matter name in the client matter code naming model 125 8 9 Searching accounts by matter code in the client matter code naming model 126 8 10 Project Phase Naming Model example cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 127 8 11 Searching accounts by project name or number in the project phase code nam aeaniee e EEA E E E A vadsb artis soc E E E wane dtoeenseaccha AONT 128 8 12 Searching accounts by phase in the project phase code naming model 129 8 13 Selecting a shared account from the popup ssesssssssssssrssssssssrrrrrreresrsrens 130 8 14 The user s popup settings under User gt User Details eee 131 8 15 Setting up shared account security cc ceceeeeececeeeeeeeceeeeeeeceeeeeeseeeeeeeaees 132 8 16 The standard account selection POPUP sssssssssssssssssrssssrrsssrrrssrrrrssrrrrssnne 134 xiv Paper Less Pro 9 6 User Manual 8 17 Client popup options defined on a per user basis cceeeeeeeeeeeeeeeeeeees 135 8 18 The print job confirmation dialog no
55. Format Description PDF Reports PDF is the most appropriate format for printing To view these reports your com puter must have a PDF viewer installed Adobe Acrobat Reader is a free PDF view er available from adobe com HTML Reports HTML Reports will work on all systems and don t require an external PDF viewer These reports may not print or format as well as the PDF versions and are designed for either a quick review of data or for sys tems that don t have a PDF viewer CSV Excel Reports The CSV Excel reports can be used to ac cess the data in plain text format The format is suitable for importing data into programs such as Microsoft Excel Table 9 1 Report Formats 9 3 Combining Filters and Reports All data list views in Paper Less Pro have export print option linked at the bottom of the list The export print links run a report over the data currently displayed in the list The lists column order and filter options are taken into consideration when generating the report 150 Reports data This functionality can be used to produce ad hoc or custom reports This functionality is best described by example To run a report to see who and how much people have printed against a shared account over the month of September Navigate to the Accounts Click on the appropriate shared account Select the Print History tab Click the Show Filters link Select the 1st of September in the from date and ente
56. Is the operating system version supported and are patches up to date Take a few minutes to verify the system is current and supported see Section 1 1 3 System Requirements Paper Less Pro is designed to integrate with iPrint on Novell OES Linux If your printers are currently hosted on iPrint on a Netware server or even under legacy NDPS you will first need to migrate your queues over to a OES Linux based server Ensure your printing is correctly working under iPrint on OES Linux before continuing to the next step Important iPrint and the print queues must be configured and confirmed to work before progressing to step 2 2 3 2 Step 2 Create the host user account and firewall settings Paper Less Pro runs and installs under a non privileged user account called paperless The paperless user s home directory location denotes the application install location home paperless is recommended however Administrators may consider alternate install locations depending on personal preference Alternatives may include e usr local paperless e opt paperless The host user account is not an eDirectory account but a local system account One way to create the paperless account on OES Linux is 21 Installation 1 Open YaST Control Panel and select User Management under Security and Users Click Add to create a new user On the User Data tab enter a username of paperless and assign a secret pass word 4 On the Details tab
57. Navigate to the Options gt Admin Rights page 4 In the field titled Assign administrator access to this group select the Manage ment group from the list and click Add Group Assign administrator access Assign administrator access to this group Use the fields to the right to assign administrator Management M Add Group rights to a given user or group Assign administrator access to this user Add User Figure 12 4 The list of users and groups granted admin access 194 System Management 5 By default Management will have access to all features To change this click on the show hide details link to the right of Management s entry 6 Deselect all access rights for Management except Access reports section When finished click Apply to save the changes 7 Test by logging into the administrator interface as a user in the Management group and checking that access is allowed just to the Reports section Tip The scheduled reports feature can automatically deliver selected reports via email to interested parties See Section 9 4 Scheduling and Emailing Re ports for more information Rights Management Group show hide details remove By defauk administrators have access to all functions Use the show hide details link on the C access users section left t in l rights left to set individual access rights Allow access only to this group Change user settings C Perform bulk
58. Pro should have the ability to redirect jobs to the remote print queues it has been provided access to Test by setting up a simple job redirection scenario such as that described in Section 11 4 1 Example 1 Simple Load Balancing 11 4 Printer Load Balancing Printer load balancing means distributing the printing load between two or more printers While this can be implemented quite effectively by relying on users to pick a printer that is free thereby distributing the load the term generally refers to automatically managed load balancing Load balancing can be implemented in Paper Less Pro as part of Find Me Printing as dis cussed in the proceeding section or separately without the need for release stations in a direct printing environment This section discusses load balancing in general including how it works as well as how to set it up in a direct printing environment without release sta tions Load balancing can be implemented at several different layers none of which are usually mutually exclusive including e the hardware network layer otherwise known as clustering see Chapter 19 Mi crosoft Cluster Environments the operating system layer known as printer pooling in Windows and Novell environ ments and CUPS classes in Mac and Linux within Paper Less Pro itself which will be the topic of this chapter Paper Less Pro adds value to the load balancing available in clusters and operating sys tems by
59. Pro will automatically add users to the system the first time they print If your new user initial settings rules are defined correctly under groups section the user will auto matically be created with the designated starting credit and settings If you have added a large batch of new users you can force the addition of these users im mediately via the User group synchronization option under the Options section For more information see Section 12 2 User and Group Synchronization How should I make a change to more than one user 91 Advanced User Management If you need to make a change to more than one user consider using the Bulk user ac tions link located under either the User or Groups section This allows bulk modification of user settings based on their network group membership See Section 6 4 Bulk User Op erations How do grant administrator access to a trusted person to manage a group of users Administrator level access can be granted to trusted individuals See Section 4 7 Assigning Administrator Level Access By using advanced access control rights adminis trators can be limited to a subset of users a group via the option Limit access to users only in group How can I prevent new users from being added automatically See Section 12 2 3 On Demand User Creation Due to technical reasons I m unable to create new groups in my domain Can create groups in Paper Less Pro Yes Gro
60. SQL Server database but SQL Server Ex press does not enable TCP support by default To enable TCP IP 1 On the machine with SQL Express installed open the SQL Server Configuration Manager Expand the SQL Server Network Configuration node on the left Select the Protocols for SQLEXPRESS node on the left Right click the TCP IP item on the right and select Properties On the General tab change Enabled to Yes On the IP Addresses tab under the IPAII node clear the TCP Dynamic Ports field Also enter the port to listen on in the TCP Port field For example 1450 Remember this port because it needs to be used in the Paper Less Pro connection string oa ro Nn z On the OK button to save the changes 8 Restart the Microsoft SQL Server Express service using either the standard service control panel or the SQL Express tools 17 3 1 2 Enable SQL Server authentication Paper Less Pro requires SQL Server authentication to be enabled on the instance of SQL Express To do this 1 On the machine with SQL Express installed open the SQL Server Management Stu dio Express tool 250 Deployment on an External Database RDBMS Right click the instance of SQL Express to configure and select Properties Select the Security section on the left Change the Server Authentication to SQL Server and Windows Authentication mode Restart the Microsoft SQL Server Express service using either the standard service control panel or th
61. Secondary Copier 28 printserveniBO 0 printserveriESL 23 printservenG1 26 printservenG2 225 printserveriMusic 6 Figure 4 15 Printer utilization chart 54 Quick Tour Under each individual printer the Statistics section provides information on all jobs printed on a given printer printserver Library Copier 240 220 200 180 160 4 120 100 4 80 60 40 2 I 21 Aug 28 Aug 4Sep 11 Sep 18 Sep Day Pages Figure 4 16 Print page history for a single printer 4 8 2 Reports Reports provide a tabular data display often in a printable format of system information ranging from activity histories summaries transaction details etc Reports are typically run to print a summary of user activity printer activity or group or account activity To stream line access to common reports Paper Less Pro provides a series of predefined one click report links under the Reports section Most reports can be generated over a variety of common date ranges or user defined date ranges Standard reports include e User Reports e Print summary statistics grouped by user e Quick list of the most active print users Printer Reports e Summary of print activity grouped by printer e Quick lists of the most active busiest printers e Group Reports e Summary of print activity grouped by network group Note The group needs to be defined under the Groups section e Shared Account Reports e Summary of pri
62. Section 13 3 3 TopUp Pre Paid Card Tips for more ideas 217 TopUp Pre Paid Cards a Labels1 Microsoft Word Ble Edt Vew Insert Format Tools Table Window Hep pe a question for help D K SAY 2a no no eMe 6s D a ANA E rewoira ARA gt Final Showing Markup how gt 4 2 gt X gt G P HB e BA 2a g5 g e 7a e p A a cade a a3 g a 5e e6 7e 18a Prepaid Print Card Prepaid Print Card Value 10 00 Value 10 00 P 0509 5486 8478 1050 3068 P 0509 4687 6179 4530 5373 Prepaid Print Card Prepaid Print Card Value 10 00 Value 10 00 P 0509 2034 3857 4839 6920 P 0509 2472 9803 7725 8586 Vals Uer 2006 03 19 a a m pea s oan ag a k T Figure 13 5 Cards ready for printing 13 3 2 9 Step 9 Importing The final step is to activate the cards by importing the number definition file in the Paper Less Pro admin section 1 Navigate to the Card section 2 Select the Import New Cards action 3 Click the Browse button and locate the number definition file as saved in step 5 above 4 Click the Upload button 218 TopUp Pre Paid Cards Successfully loaded 100 card definitions from batch P 0509 TopUp PrePaid Card Management v Show Filter lt lt lt 12342 2 gt Card Number y Value Used by User Date Used Expiry Date Date Loaded P 0509 9965 9167 1605 8535 10 00 Not Used Not Used Mar 19 2006 Sep 19 2005 o P
63. States If this not correct please change the setting below The location defines default currency and date formats Location System Defauit I Nex gt Installation Figure 2 4 Paper Less Pro Configuration wizard Treat this password like your router modem management passwords It is in dependent of your domain accounts and needs to be kept secure 2 1 4 2 Default Print Cost This is the default cost per page assigned to the printers This setting can be changed on a per printer basis after installation Choosing a sensible cost now will help minimize future setup For example in the USA a value of 0 05 would be appropriate for many standard black amp white printers 2 1 4 3 Initial User Credit Users can be assigned an initial starting credit This ensures they have funds in their ac count as soon as the system is enabled An option also exists to control what happens when users run out of credit quota If you are evaluating Paper Less Pro it might be appro priate not to disable printing when a users funds run out This way you can be assured that user printing is not disrupted during the evaluation These settings may be changed after setup 2 1 4 4 User group synchronization Paper Less Pro extracts user information out of the System or Domain The options presented here will vary depending on the Operating System and its environment During evaluation most sites will opt to import all users from the sy
64. Switching to a different application is possible because the users are not locked in to any particular application The first option should always be to manage users in a user directory but there are some situations where this is not possible or not ideal for example e When a guest visits the organization they may require access to network resources but it requires too much effort to create them an account in the user directory They may receive a temporary generic login instead e Some parts of the organization want to manage their own set of users that cannot or should not be created in the main user directory For example a university may run a short course where the students only require limited or sporadic access to network re sources They will not have accounts in the user directory but still require the ability to print The organization does not have enough users to warrant a user directory domain i e a workgroup or peer to peer environment is in place For these situations Paper Less Pro provides the internal users feature The following sec tion discusses how to get started with the internal users feature and how to configure it to suit your environment Internal users are best thought of as user accounts that only exist inside Paper Less Pro and are independent of the domain network or operating system 24 1 Internal Users users managed by Paper Less Pro The internal users feature allows management of
65. Sync source Text file Synchronize shared accounts against a text file The format of this text file is discussed in Section 8 6 1 Batch Account Import File Format File System Directory Scan Synchronize shared accounts against a directory struc ture Many organizations will have a Customers folder or similar in their file system which will contain one folder per customer For example given Customers Client 1 and Customers Client 2 synchronizing against the Customers directory will im port Client landClient 2 as shared accounts The location of the text file or directory the sync source is relative to the sys tem where Paper Less Pro is installed not the system being used to access the admin interface The sync source should either be physically on that sys tem or accessible via a mapped mounted drive Additionally the source should have permissions to be readable by the Local System account on Windows or the paperless account on Mac or Linux 145 Shared Accounts The other options include e File location directory location The location of the file or directory to sync against The location is relative to the server e Perform sync How often the account sync should take place The available options are Hourly and Overnight If new accounts are being added regularly throughout the day Hourly is probably the best choice The Overnight sync occurs nightly at approx imately 1 15am e Treat subdi
66. The batch user card ID update feature allows the administrator to update user card ID numbers and optionally import or update PINs by reading data from a simple text file User card ID numbers may also be imported using the batch user import update feature see Section 6 6 Batch User Data Import and Update or from a directory server such as Act ive Directory or LDAP see Section 12 2 2 Importing Card Identity numbers from Active Directory or LDAP Example To update import the card ID numbers or PINs of all the users in the import txt file on a windows system C gt cd C Program Files Paper Less Pro server bin win server command batch import user card id numbers C card numbers il Note that the import path should be quoted if it contains spaces e Important The card ID number must uniquely identify a user so care should be taken to 89 Advanced User Management ensure that no two users have the same card ID number This means that the card ID numbers defined in the import file should be unique If Paper Less Pro encounters a non unique card ID number that user will not be updated A batch user card ID update may be performed by calling the batch im port user card id numbers server command Use of server command is detailed in Section A 1 Server Commands server command The import file format is detailed in Section 6 7 1 Batch User Card Identity Update File Format A Caution Batch upda
67. Unauthenticated LAPTOPS ety cre ea a A ee aa dene dates T 303 The Authentication Cookbook Recipes by example s 305 21 3 1 Windows systems with generic logins ec eeeeeeeeeeeeeee eaters 305 21 3 2 Windows laptops that do not authenticate against a domain 306 21 3 3 Windows print server using LDAP or eDirectory authentication 307 21 3 4 Mac OS X systems with generic user accounts 0 6 307 21 3 5 Mac OS X systems using domain authentication via Open Directory CR reer rere erre ro etree T A E rr rreree EE E TN 308 21 3 6 Mac OS X systems using domain authentication via Windows Act WOIDIFG CORY sets niea haute dt ane cities fascav ene cheadestsc ECA EEEa 308 21 3 7 Mac OS X laptops or single user systems printing to Windows Print QUEUCS secede eee Lae nti ai aa eiia 309 21 3 8 Linux Workstations in a lab environment with printers hosted on a WINCOWS SEVE 00 2 eiei OEE cece tees eae a OE EE EE EEA 309 21 3 9 Linux Workstations in a lab environment with printers hosted on Linux CUPS Servei saara inire ie aai eai e tenes 310 21 3 10 Linux laptops or single user systems s 311 21 3 11 Multiuser Unix terminal servers ssssesesrreresrreeserrnns 311 21 3 12 Further Recommendations cececeeeeeeeeeeeeeeeeeaaeeeeeeaaeeees 311 22 Mac Printing in Detalh eiae eee e E KEER EENT 313 22 1 Mac hosted print queues sssesssssesrreresrrrresrrrnenrnnnnsnnrnnennnnnennnnnnnna 313 22 1 1
68. Web Print server The Web Print server renders the document into a print queue by automatic the process of opening the application e g Adobe Reader and printing to the target printer 18 5 Web Print Configuration Administrators must nomininate which printers are available for use with Web Print Smal ler organizations may wish to make all printers available Larger organizations may wish to restrict to a subset e g limiting access to printers located in public areas A printer may be enabled for use with web print via Printers select printer Advanced Configura tion Enable Web Print users may upload documents to print To easily enable all printers for use with Web Print 1 Select Enable Web Print functionality on the Template printer 2 Copy the setting to all other printers using Copy settings from printer to printer General Web Print configuration settings can be found in the admin interface at Options gt General User Features 264 Web Print Uploading Documents for Printing 7 Allow users to view shared accounts balances Enable Web Print allow users to uploads documents for printing Note The Web Print option must be enabled on printers before they will be available Web Print Server Status OK Ready waiting for new jobs Last Activity Sep 4 2009 11 46 25 AM Running on WEB PRINT VM Version 9 5 0 8625 Maximum document file upload size E Only allow
69. Windows Apple and Linux machines then LDAP can provided the single source of user group and authentication information It is worth noting that both Active Directory and Novell eDirectory implement the LDAP protocol Paper Less Pro can use an LDAP directory for user authentication and as a source of user and group information LDAP can either be enabled at installation time or by changing the user source option in Options User Group sync When enabling LDAP a number of configuration settings must be specified to allow the application to connect to the LDAP server Please ask your LDAP administrator what values to use for the various options e LDAP Server Type Determines which LDAP fields are used to get user and group in formation LDAP Host address The hostname or IP address of the LDAP server e Use SSL Indicates if an encrypted SSL connection should be used to connect to the LDAP server The LDAP server requires SSL support to be enabled and should accept connections on the standard LDAPS port 636 e Base DN This is the Base DN of the LDAP server This is the equivalent of the suffix config setting of the OpenLDAP server For example if the domain hosted by the LDAP server is domain com then the Base DN might be Dc domain DC com The format of the Base DN can differ significantly depending on configuration Some examples DC myschool DC edu DC au DC myorganization DC com 192 System Management OU
70. a PIN Groups C Engish Teachers v Remove Selected Allow the following users to select this account without a PIN Users No users selected ERLE maea 3 Figure 8 15 Setting up shared account security 132 Shared Accounts Tip Security settings of multiple shared accounts can be changed simultaneously by clicking on the Bulk account actions link under the Accounts tab More information is available in Section 6 4 Bulk User Operations 8 4 The Account Selection Popup The account selection popup is a feature of the User Client that allows allocating printing to shared accounts There are two types of account selection popup Standard account selection popup The standard account selection popup provides the basic features required to charge to shared accounts It s ideal for sites with simple account structures Advanced account selection popup The advanced account selection popup includes additional features that are suitable when shared accounts are used frequently and especially when many shared accounts exist Manager mode popup The manager mode popup is designed for print managers that allows charging print ing to any user or shared account and apply adjustments to the job costs e g for charge for special paper binding etc The manager mode popup is often used in print rooms where staff perform printing on behalf of other users Automatically charge to a single shared account
71. a generic error The actual errors reported depend on the printer driver and which ones it supports The message can include information such as the name and location of the printer the reason for the error and how many jobs are pending in the queue an indication of the im pact 4 Notify when printers are in error e g paper jam Time a printer has been in error before sending notification 10 minutes Recipients joe domain org A comma separated Ist of email addresses e g joe domain org bil domain org Notification message A printer error was detected at timet Printer tservert tprintert rror terrors Jobs in queue tnum_jobs This message is displayed along with the error details Figure 12 7 Printer error notification settings The setting Time a printer has been in error before sending notifica tion can be used to decide how soon a notification should be sent after a printer goes into error For example if there is a paper jam the user might be able to fix it themselves and raising an immediate notification is unnecessary The suggested default is 10 minutes as problems lasting longer than this are probably more serious and will need technical inter vention The following special fields can be used in printer error event notifications Description time The time the printer error was first reported printer The name of the errored printer 203 System Management Field Description location
72. account This is done by flagging the generic account as unauthenticated in Paper Less Pro e Authenticate users not authenticated to the network e g personal laptop users This is done by marking the print queues as unauthenticated in Paper Less Pro 299 Print Authentication Z Login moe g Login Poper le Your login credentials are required for printer access Username Password Remember For next 5 minutes X Figure 21 1 Paper Less Pro client requesting authentication More information on popup authentication can be found in Section 7 9 Popup Authentica tion 21 1 3 2 Web Print Web Print is a service for printing documents that are uploaded via a web browser This provides a simple way to enable printing for laptop wireless and anonymous users without the need to install print drivers With Web Print users are authenticated when they log into the Paper Less Pro user web interface Any documents they upload can then be tracked against their user name More information about Web Print is available in Chapter 18 Web Print Uploading Docu ments for Printing 21 1 3 3 Release Station Authentication Release stations work by placing print jobs in a holding queue Users must authenticate at a release station before being given access to release their job A release station normally takes the form of a dedicated terminal located next to the printer s however the holding queue may also be acce
73. account selection options 135 8 19 The advanced account Selection POPUP ee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 137 8 20 The Manager MOdE POPUP cee eeeeeeee eect KENK EEEE EREA KEEKEEKE 138 8 21 Account selection option to automatically charge to a shared account 139 8 22 Configuration allowing only selection of other user accounts 0 08 139 8 23 Popup requesting the user to enter their username and password 140 9 1 An example report displaying different date ranges eceeeeeeeeeeeeeeeeeeeee 148 9 2 Selecting Ad hoc date ranges and filters for reports s es 148 9 3 Printer log PDF report eai naea a aa aea 149 9 4 Clickable report icons to run reports in different formats PDF HTML CSV EXCC eo tron teeta tie ets EAE E NEN ed ea aed ea 150 9 5 Filters applied to the shared account print 10g eect trees 151 9 6 The Scheduled Reports page cccececeaceeeeeeeeeeeeeeaeaaeeeeeeeeeeeaeaaeneneeeees 152 10 1 The Standard Release Station ccccceceeeeeeeeeeceeeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 157 10 2 Web based release station Manager mode cceeeeeeesneeeeeaeeeeeeeaneeees 158 10 3 Web based release station within the admin pages eeeeeeeeeeeeeeeeeeees 158 10 4 End user web based interface listing held jobs 1 0 0 eeceeeeeeeeneeeeeeeaaeeees 159 10 5 All documents easily identifiable by document and machi
74. all her allocation but still has one assignment to print on Friday She purchases a 5 00 Card from the school canteen The card contains a 16 digit identification number She logs onto the schools intranet site enters the Paper Less section and enters the card s ID number Her account is automatically credited 5 00 13 1 2 The Administrator s Perspective Andrew is a system administrator at the same high school At the start of the term he used the Paper Less Pro card wizard to generate 500 TopUp Pre Paid Card of 5 00 value These were generated in 2 batches The first batch was prefixed with C1 and the second batch L1 The C1 batch was sold at the school canteen and the L1 batch sold at the school library The cards are kept secured at these locations The card wizard generated a number definition file for each batch Andrew imported these numbers into Paper Less Andrew took the time to customize the look of the cards to in clude the school logo and simple instructions on how to redeem the card During the year Andrew is able to track the cards sold and uses the batch prefixes to track where students like to purchase cards Andrew also keeps an eye on the event log and has disciplined students attempting to guess card numbers 13 2 The Card System Paper Less Alliance has worked with a number of organizations to design the TopUp Pre Paid Card system A number of payment technologies were evaluated over the period of two years These t
75. allocated to shared ac counts via the popup 9 1 6 Transaction Reports These provide a summary of the transactions balance adjustments 9 1 7 Environmental Impact Reports These reports summarize the environment impact of printing 9 1 8 Ratio Reports These reports compare relative printing usage 149 Reports 9 2 Report Formats All reports are available in three different formats Access to all formats depends on the software installed on your system Alternate formats are accessed via the three icons loc ated next to the report period drop down box amp User Reports User 22 User Reports A Show sample 698 User focused reports providing information about users their account balance and activity Largest print users m nas Additional reports for individual users are located under Show sampla Last 30 days gt Be the user s transaction and activity history sections ke All reports are available in PDF HTML and Excel CSV User printing summary oD formats Last 30 days 8988 Show sample t ing al Department printing summary Last30days BOS Show sample Office printing summary Last30 days 688 Show sample User printing job type summary a7 68 Reus a Last 30 days t E User printing printer summai 7 d Last 30 days 6898 Show sample Figure 9 4 Clickable report icons to run reports in different formats PDF HTML CSV Excel There are three report formats available
76. already running will pick up changes made via the config editor the next time they are restarted 109 Advanced Printer Management Please see Section 12 8 Using the Config Editor to find out how to change config keys 7 10 Color Detection The color detection setting determines the method used by Paper Less Pro to analyze doc uments for the presence of color Changing the detection method may require some addi tional printer configuration Please read this section in its entirety The standard way used by Paper Less Pro to handle color in documents is to see if the printer s driver has set the grayscale flag When this flag has been set on a document sent to a color printer the grayscale discount is applied Otherwise the document is charged at the printer s standard rate This may be an inconvenience for users when a large document is printed with just a few color pages For example a user prints a 21 page document to a color printer The document is all gray scale except for a color header on the first page When using standard color detection the user is charged for 21 pages at the color printer s standard rate As a workaround the user could send the document as two print jobs one with just the first page containing color and another with the rest of the document but this is an inconvenience An enhanced al ternative is to use page level color detection When this option is selected the user would be charged
77. and review Pon Click the Approve link p User Refund Requests TEES LETA Request Date 4 Username Amount Requested Reason Job Detal Refund Actions ynia s0 ore ct te oases seo3 z08 s9x06r hi Ps am eect oh Sep 4 2009 12 12 070m 10AN 5 50 acer ove resect pita ouk of tone Onk 5 of tb a 3 sorammmom Mi 20 Gob cost 10 00 Figure 7 16 Approving a refund request from the Refunds tab in the admin interface Jenny could have denied the refund request by clicking on reject link Clicking the other option would have allowed Jenny to review John s previous requests for refunds edit the requested amount and write a comment a Refund Print Job Print Job Details Date Sep 4 2009 11 56 20 AM Chai to Job details of the job to be refunded jakera Pages 200 Document Untitied1 OpenOffice org Writer Cost 10 00 Printer mac server Library MFP Refund Request Detail moe Information about the refund requested Sep 4 2009 12 16 43 PM Username john History 1 Accepted 1 Rejected Amount Requested 5 00 Reason printer out of toner Only 50 of the job was completed Refund Action Take an appropriate action Deny Refund Amount 5 00 Comment OK Cancel Figure 7 17 Overview of user s refund request 7 13 3 Advanced Configuration 116 Advanced Printer Management Email notifications can be enabled via the Options Notifications tab Please see Sec tion 12 5 2 4
78. be printed on a laser printer and vice versa See Section 11 2 Requirements For Job Redirection Load Balancing or Find Me Print ing for more discussion on compatibility The first step is to create a new print queue for each printer type on the print server These queues will be virtual queues with hold release enabled When a student prints to a virtual queue their job will be held at displayed at the release station When a student releases their job Paper Less Pro knows which target queues are compatible based on configura tion and selects one of the available target queues using an intelligent load balancing al gorithm Two new queues called wf plotter and color laser respectively are created by the administrator on the print server graphics print wf plotter is created using the same driver as the existing queues wf plotter 1 and wf plotter 2 and likewise color laser uses the same driver as its counterparts Both new queues point to any physical device of the same type e g wf plotter to wf plotter 1 This last point is not strictly necessary but some printer drivers complain if they do not point to a real printer The administrator ensures that both print queues have registered themselves with Paper Less Pro by checking the Printers tab of the administration interface Information about adding printers can be found in Section 7 1 Adding and Removing Deleting Ignoring Print ers Following creation of the new queues
79. before proceeding If you are unsure of the function or behaviour performing a backup prior to undertaking the operation is advised Other bulk user operations available under Bulk user actions include e Adjust or set the users credit perform a transaction e Change the users restriction status e Modify account selection popup options e Reset the users count statistics e Apply user level overrides like print cost adjustments and disabling printer filters for a user e Disable printing for a specified period of time 6 5 Using Overdrafts The overdraft setting applies to restricted users and restricted Shared Accounts An over draft allows a user to continue to use services even though their account has dropped be low zero In essence the overdraft value moves the zero point allowing users to over draw the account to the agreed limit An overdraft can also be referred to as a credit limit Reasons for using an overdraft include e Provide users with flexibility between budget quote or allocation periods For example an overdraft will allow a user to draw on a portion the next month s quota allocation To Implement a credit system with credit limits rather than an up front pay system 85 Advanced User Management e Grant trusted users a loan on a case by case basis An overdraft can be defined at two levels 1 Globally as a default affecting all users and shared accounts 2 Onan individual user
80. below for more detail Set up a release station This commonly takes the form of a dedicated terminal located near the printers however other options worth considering using the Paper Less Pro end user web interface to release jobs or the release station command line client See Chapter 10 Hold Release Queues amp Print Release Stations for details Instruct users on how to use the release station 21 3 11 2 Other Methods 1 No alternate methods 21 3 12 Further Recommendations 1 Decide on an authentication method and use it consistently throughout the organiza tion and network For example using popup authentication on some systems and re lease stations on others may be confusing for users Try to offer a consistent user ex perience Where possible configure workstations to communicate with the server using the server s native print protocol For example use SMB or standard Windows printing when printing to a Windows server and Internet Printing Protocol IPP when printing to a CUPS server Servers are most reliable when talking their own language Consider the scope of any configuration change For example enabling popup au thentication or release station on a print queue will affect ALL users of that printer For example it may be desirable to ask Linux users to use the release station however 311 Print Authentication this may be regarded as an inconvenience for Windows users In these cases it ma
81. c eeseeeeeeeeeeeteeeees 184 11 5 Find Me Printing and Printer Load Balancing FAQ ossee 185 12 System Management ccceceeeeeeeeeeeeeeeeeeeeeeeeeaeaaeeteeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 187 12 ie COVERVICW s 32st tie culate se ctah eacvbasa Teta ds E E 187 12 2 User and Group Synchronization 0 ccceceeeeeeeeeeeeeeeeeeeeeaaeeeeeeeees 187 12 2 1 Synchronization Options cceeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeaeaaeeees 187 12 2 2 Importing Card Identity numbers from Active Directory or LDAP 190 12 2 3 On Demand User Creation c ccceceeeeeeeeeeeeeeeeeeeeeeeaeaaeeees 191 12 2 4 Using Active Directory for user synchronization 0 0 192 12 2 5 Using LDAP for user synchronization ceeeeeeeeeeeeeeneeeees 192 12 3 Assigning Administrator Level ACCESS 0 0 2 cececeeeeeeeaneeeeeaneeeeeeaaeeees 193 12 3 1 Assigning Administrator Access to a Group s es 194 12 3 2 Assigning Administrator Access to a User ecese 195 12 4 System Backups cece ee eeee cece cece eee cece eeeeeeeeaeaaeateeeeeeeeeaeaaaaneeeeeees 196 12 4 1 Performing an Online Backup ccceeeeeeeeeeeeeeeeeeeeeaeaaeeees 196 12 4 2 Restoring a BaCkup ceceeeeeceeeeeeeeeceeeeeeeeneeeeesnaeeeeessaaees 197 12 4 3 Performing Offline Backups 0 eceeeeeeeeeeeeeeeeeeeeeeeaeaaeaees 197 12 4 4 Backup File Retention cccececcceeeeeeeaneeeeeeaaeeeeeeaaeeeeeeaaeeees 198 12 5 System Notif
82. cancel Mar 28 2006 Microsoft PowerPoint print 2 4 04 06 pm lnuxserver HPLaser oosentation 192 168 1 123 47 2 35 cancel 2 Local intranet Figure 10 4 End user web based interface listing held jobs 10 2 Hold Release Usage Scenarios This section describes various usage scenarios discussing why and how to use a hold release queue They provide a good starting point for your own implementations 10 2 1 Saving paper and toner A large source of wasted paper in organizations are documents that were never collected from the printer Some of these uncollected documents are caused by accidental printing and others were just forgotten But the majority of these documents end up in the bin If the document is not printed until a user walks to the printer to collect it then this source of waste can be mostly eliminated To implement a release station to save paper e Set up a low end workstation near the printer s e Run the Standard Release Station in the default mode Release Any mode More in formation can be found at Section 10 3 3 1 Release Station Modes e In Paper Less Pro enable the printer s for release station use More information can be found at Section 10 3 1 Enabling hold release support on a printer e To allow users to release jobs via the end user web based release station also enable Release Any mode for the web tools interface More information can be found at Sec tion
83. choose to use scripting automation in clude e Automate tasks such as backups and domain user group synchronization e Integrate account creation and management into existing scripts or processes e Manage account balances and transactions outside the application The automation and scripting tools are written for software and script developers It is ex pected that readers intending on using these tools are comfortable with developing system management and server monitoring programs 241 Advanced Customization The server command and Web Services API s are included as standard with Paper Less Pro More information on using these tools is detailed in Appendix A Tools Advanced in Section A 1 Server Commands server command and Section A 3 The XML Web Ser vices API 15 8 Custom User Directory Information Providers Paper Less Pro is a modern application designed with a modern architecture It supports plug ins and extensions at a number of different levels One such layer is the User Direct ory source Organizations with very complex domains such as those seen in large uni versities can be accommodated either with the standard options or if the standard options are not sufficient via a custom plug in For example a University may have multiple domains one running Active Directory and the other LDAP NIS A custom plug in could support this by first querying Domain A and if the user is not found the quer
84. comma separated list of email addresses e g joe Gdomain org bil domain org Notification message The printers listed below are low in toner This message is dsplayed along with the notification details Figure 12 8 Low toner notification settings 12 5 2 3 Error level event notifications Error level event notifications help to draw the attention of the administrator to any errors that might occur This could involve events such as problems contacting a directory server software crashes or processing problems 204 System Management Notify on error level events Recipients joe domain org A comma separated ist of email addresses e g joe domain org bildomain org Notification message The application encountered an error level log terrort This message is displayed along with the error details Figure 12 9 Error level event notification settings The following special fields can be used in error level event notifications Description error The error message detail Table 12 4 Fields available in error level event notifications 12 5 2 4 Pending refund request notifications Pending refund requests notifications help to draw attention of the administrator to pending refund requests By default daily notification messages are sent at 7 a m V Notify when there are pending refund requests Daily Recipients joe domain org A comma separated list of email addresses e g joe domain org bill
85. configuration file should be configured to reflect where jobs released at this station can be sent Paper Less Pro will compare this list with the Jobs may be forwarded to these queues setting of the virtual queue to find possible target queues Take care to ensure the name is spelt exactly the same as listed in the printer list The show jobs from queues option in the release station configuration file may optionally be configured to limit the jobs shown in the release station to one or more queues This can be useful for situations with multiple virtual queues and release sta 181 Find Me Printing and Printer Load Balan cing tions running in Release Any mode 7 If there are multiple print servers and the ability to redirect jobs across print servers is required ensure that the requirements in Section 11 3 2 Cross Server Job Redirec tion are met 11 3 Advanced Configuration 11 3 1 Overriding cost and filter settings The default and recommended setup is to have the filter and cost settings applied to the virtual queue for example the global find me queue as explained in the examples This ensures that you have a common cost and access policy across all printers associated with that queue a model that your end users can easily understand There may however be some special cases where you may wish to instead apply cost and filter settings based on the target queue printer selected e A printer may have les
86. cost of the print job is deducted from the user s personal account but the job is allocated against the shared account which allows for account based print reporting System administrators can control on a per user basis what options are available in the user s popup Note Changes to the options available in the account selection popup come into ef fect immediately There is no need to restart the client software for these set tings to take effect 134 Shared Accounts Account Selection Print account selection Account selection can be used to allow the user R to select what account is charged or even to Show the account selection popup od confirm print jobs before they are sent to the printer These options require running the user client tool on workstations This setting requires this user to run the dient software at all times Information to show in popup E Allow user to charge to ther personal account E Allow user to select shared accounts from list Allow user to select shared accounts using a PIN Allow user to perform printing as another user When shared account is selected Charge shared account Charge personal account and allocate to shared account for reporting Figure 8 17 Client popup options defined on a per user basis The Charge to personal account with popup notification option displays a popup with no account selection features This option is useful in environments wh
87. data e Printer usage logs Record all print history and statistics 362 Tools Advanced e Account transactions Record all adjustments to user and shared accounts e Application logs Record application status and error messages usage db tools delete old logs options delete older than days n non interactive Perform deletion without confirmation h help Displays this help The non interactive option will perform the deletion without confirmation from the user This can be useful when automating this deletion through a scheduled task or cron job The delete older than days option determines what data will be deleted If delete older than days is 90 then all log data more than 90 days old will be deleted A value of zero 0 will remove all historical log data from the system A 3 The XML Web Services API Over the past few years Web Services has been one of the IT industry s buzz words and rightly so Web Services provide a standardized way to transfer data and call functions across different operating system programming languages and networks Web Services data is transmitted over standard HTTP and uses standardized XML mark up There are two main Web Services implementations used for Remote Procedure Call RPC SOAP WSDL XML RPC Paper Less Pro uses XML RPC XML RPC is a lightweight web services implementation and has good support for all major programming and scripting languages such
88. dows or a Command Shell e g bash or a terminal on Linux and Mac On Linux or Mac the command must be run as the paperless user Example use on the Apple Mac sudo su paperless db tools import db f Users bob paperless backup zip db tools needs exclusive access to the database It is important that any Paper Less Pro services and processes are stopped before executing any commands Failure to do so will result in a database in use error message The db tools command is a powerful low level utility and its use on a production system should be carefully considered The available commands are discussed in detail below A 2 1 export db Command The export db command exports the data from the database The application server must be stopped before performing the export The syntax and options for the export db com mand are usage db tools export db options d dir lt dir gt Exports the database to the given directory f file lt file gt Exports the database to the given file h help Displays this help If no options are specified then the database export file is created in the app path server data backups directory and the file is named export date time zip 361 Tools Advanced The dir option is used to override the default backup directory The filename will still be named export date time zip The file option is used to specify the full path and filename where the backup is sav
89. e cece ccceeeeeeeeeeeee esac aaeeeeeeeeeeeeaeaaeeees 213 13 3 3 TopUp Pre Paid Card Tips ccceeeeeeeeeeeaeeeeeeeeeeeeeeaeaaeaees 219 13 4 Usingsai Gard 4 iresvevctoet eR veer et i aleve eles a ce ae a 222 14 Configuring Secondary Print Servers and Locally Attached Printers 224 14 1 Configuring a Windows Secondary Print Server a se 224 14 1 1 Step 1 Ensure primary server is set up correctly 0 224 14 1 2 Step 2 Ensure firewall software is set to allow access to port 9191 beh a See Petes ate ata ie SA cea cure a N CRE cee cee tact the 224 14 1 3 Step 3 Install the print provider cceceeeseeeeeeeeeeeeaeeeeeees 224 14 1 4 Step 4 Configuration 2 0 0 0 ecceceeeeceeeeeeeee sees aaeeteeeeeeeeeaeaaeeees 225 14 1 5e Stepp TESE 2 niei ll aerated Laie oh el actin 225 14 1 6 Automated Install 0 cece iniaa 225 14 2 Configuring a Macintosh Secondary Print Server a e 225 14 2 1 Step 1 Ensure primary server is set up correctly 0 225 14 2 2 Step 2 Ensure firewall software is set to allow access to port 9191 e a dine be alae aden tian a ee 225 14 2 3 Step 3 Create the host user ACCOUNT ceeeeeeeeeeeeeee eee 226 14 2 4 Step 4 Install the print provider ccceeeeseeeeeeeeeeeeeeeeeeees 226 14 2 5 Step 5 Configuration ceccecccceeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaees 226 142 6 Step 6 TeSt sirpin enie dee isa eit ae deta 226
90. e ee aa ee ee senate eeeeaaeeeeeeaaeeeeees 386 D 1 Database growth using the internal database cceeeeeceeeeeeeeeneeeeeeaneeees 396 D 2 Database growth using a Microsoft SQL Server database cceeeeee 397 G 1 Client Popup Confirmation Window c ccceeeeeeeeeeeeeeeeeeeeeeeeeaeaaeaneneeees 406 G 2 Printing balance window showing 10 00 of printing balance 200 407 G 3 Printing balance icon in the system tray ceceeeeeeeeeeeeeeeeeeeeeeeeeeeaaeaeeeees 407 G 4 Printing denied message ceceeeeeeeeeceeeeeteeeeeeeeeaeaaeeeceeeeeeeaeaaaaeneeeees 407 G 5 Shared Account Selection POPUP eccceeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeaeaaeaeeeeeeees 408 G 6 Printing balance icon in the system tray ccceeeeeeeeeeeeeeeeeeeeeeeeeeeaaaaeeeees 409 G 7 Printing denied message cceeceeeeeeeee ee aeeeteeeeeeeeeaeaaeaneeeeeeeeeaeaaeaneeeeeees 409 Gide LOginiSCreens svete i i eA A Ei es eatin 409 G 9 Print jobs waiting in a release station ccececeeeeeeeaeeeeeeeeeeeeeeaeaaeateneeeees 410 EPIO PA Print ISI AEE EEE E E ac cde c paiaaseerac EE STT 411 Gills Refunding print JOD ae c siseieecerstacntdased eetecs eiaeaen aie Tabia 411 G 12 Balance window showing the Details link ccceceeeeeeeeeeeeeeeaeeeteeeeeees 412 G 13 Redeem Card page eceecceccccccceeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaseeeeeeeeeaeaaeaneneeeees 412 xvii List of Tab
91. each supported application Each handler has a log file which may provide more information about why the file format is not available The handler log files are named web print handler log where is the name of the application See Q 18 6 1 3 for the location of the Web Print logs folder Open the log file that matches the application of interest e g web print handler mso word log for Microsoft Office Word documents in a text editor Check the log file for any obvious errors such as not being able to find the ap plication or problems launching it For further assistance contact support The status in the admin interface or on the Web Print dialog is indicating an error What can do The Web Print server is not running or could not be contacted When running in simple mode e The service Paper Less Web Print Server should be running When running in sandbox mode e The Web Print dialog should be visible on the Web Print server and the Status should not indicate any error e While logged onto the Web Print server as the webprint user ensure that the mapped W drive is accessible and maps to app path server data web print hot folder on the Paper Less Pro primary server e Open app path providers web print platform web print conf on the Web Print server in a text editor and ensure that the hot folder option is set to W For further assistance contact support The Web Print service is running
92. file is to create a spreadsheet in Mi crosoft Excel and then save it in the Text Tab delimited format 6 6 1 1 Import File Format Examples The following lines shows importing all the above fields The fields are separated by tabs 88 Advanced User Management matt 20 00 Y Matt Johnson mattj email com Science Dept Head office 103251 NoteA john 25 00 N John Jackson jj domain com Administration Other office 963254 NoteB Note backslash indicates text should appear on the same line The following lines shows importing user email addresses only NOTE That the tabs still exist for balance restriction full name fields but each entry is blank matt matt j email com john jj domain com The following lines shows importing the credit balance and full name for the first user and the credit balance and email address for the second user NOTE That the tabs characters still exist for blank fields matt 10 00 Matt Johnson john 15 00 jj domain com 6 7 Batch User Card Identity Update In Paper Less Pro a unique card identity number can be associated with each user This number may represent student or employee numbers and can assist in searching for a par ticular user using the quick find Do not confuse this number with the TopUp Pre Paid Cards The number may also be used as an alternative to usernames passwords for au thentication at software release stations or at hardware terminals attached to photocopi ers
93. from the list or enter the user name in the quick find Select the Adjustments and Charges tab Enter 10 00 in the adjustment field Enter a comment to associate with the transaction Click the Apply button arf ON aJ User Details chris Detais Adjustments amp Charges Transaction History Print History Enter the adjustment amount to apply to account A negative value subtracts Transaction Details Enter the adjustment amount to apply to ths account A s F nagatva value subtracts from Adjustment to apply the account fa deduction 310 Comments wil appear in the transaction ist and are used to Commen track the reason for the E adjustment Added 10 00 afer cash payment Current balance 10 00 Figure 4 8 Adjusting a user s credit up 10 00 To view a user s transaction and print history 1 Select the user from the list or enter the user name in the quick find 2 Select the Transaction History tab to view the user s transaction 3 Select the Print History tab to view the user s recent print activity 47 Quick Tour 4 4 Basic Printer Operations All printers managed by Paper Less Pro are configured under the Printers section Printer configuration may include e Setting a cost per pages or defining more complex charging rules e Defining advanced filter and restriction rules For example configuring a printer to deny jobs of a selected size or automatically removing du
94. good example The source code is provided in server bin linux i686 src server bin linux i686 sambauserdir server bin linux i686 authsamba 293 Paper Less Pro on Linux Organizations wishing to build a custom User Directory Information Provider are encour aged to contact the Paper Less Pro development team They will be more than happy to assist 20 5 Unix Command Line Release Station Client In a modern Linux environment the most commonly used print system is usually CUPS Paper Less Pro can be configured to integrate with CUPS to conveniently track printing On Legacy Unix systems CUPS is often not an option and printing is performed via the Line Printer tools such as 1p or lpr LPR LPD is a non authenticated printing protocol so the identity of the user associated with a print job can t be trusted Instead the authentica tion must be performed at the Paper Less Pro application layer The Paper Less Pro client tool with popup authentication as discussed at Section 22 2 2 Scenario Two The Multi User Mac with Popup Authentication is a good option but not appropriate for a terminal only environment Terminal only environments can be supported via a release station queue see Chapter 10 Hold Release Queues amp Print Release Stations for more detail Jobs held in a release station queue are normally accessed and released via a dedicated terminal or a web browser based interface however for the benefit of terminal on
95. has granted John access to charge to either his personal account or to either the Science Department or Math Department s shared accounts John presses the Print button in the application 5 The Paper Less client tool displays a popup and presents John with information about the print jobs and requests an account selection In this case accounts represent De partments but could also represent projects or other work areas 6 John selects the science department s shared account from the list Introduction F aZ Print Job Notification x paperlessallance Print Job Notification Poperless Confirm the print and select the print action Print job details Document name Microsoft Word list docx Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Print job actions Charge to my personal account Charge to shared account Account Engish Department Charge to shared account using PIN Code PIN Code Perform print as user Username Password F Apply to all documents in queue Jobs 1 Print Cancel Figure 1 2 The User Client account selection popup The print job is charged to the science department s account The technical perspective behind the scenes When the teacher John prints his 150 page print jobs his workstation transfers the print job to the server and places it in the print queue amp Hp Loree 2000 View Help Printing Google Search ka Soringframework org
96. have their own certificate signing procedure for SSL based servers Paper Less Pro can even accept these signed certificates SSL based encryption is set up by default and is accessed via a URL such as https server_name 9192 admin Information on using a custom SSL certificate is covered in Section A 4 SSL HTTPS Key Generation 3 3 2 7 Requirement 6 Hosting the Paper Less Pro system on top of an external database system such as Mi crosoft s SQL Server offers a number of advantages including easy data access better performance and scalability and the ability to take advantage of existing backup pro cesses More information on external RDMS support is available at Chapter 17 Deploy ment on an External Database RDBMS 37 Implementation by Example The data structure is simple and administrators with report writing skills will quickly be able to access the data for custom reporting via tools such as MS Access or Crystal Reports 3 4 Scenario The Small Business Northwoods Inc is a small twelve person Engineering and Architect Drafting office serving the local area Their network consists of a mix of Windows XP and Windows Vista worksta tions connected on a Workgroup based network Wireless network access is also provided to employees with laptops Most staff work on a project basis and there is a need to track use by project code and sub project Some staff work on a freelance basis and manage ment would like
97. if and only if the printer is using the Simple Charging Model Reset the counts pages and job counts associated with a printer Disable a printer for select period of time Delete a printer Use the special text All Printers to delete all printers on the spe cified server Rename a printer This can be useful after migrating a print queue or print server i e the printer retains its history and settings under the new name Note that in some cases case sensitivity is important so care should be taken to enter the name exactly as it appears in the OS Add a new group to system s group list 367 Tools Advanced Method Description api setGroupQuota api getGroupQuota useCard api api performOnlineBackup api performGroupsync api performUserAndGroupsync api performUserAndGroupSyncAdvan ced api addNewUsers api getTaskStatus 368 Set the group quota allocation settings on a given group Get the group quota allocation settings on a given group Redeem a card and place the credit on the user s account Instigate an online backup This process is equivalent to pressing the manual backup button in the web based admin interface The data is exported into the server data backups directory as a timestamped zipped XML file Start the process of synchronizing the sys tem s group membership with the OS Network Domain s group membership A call to this method will commence
98. in their ac count as soon as the system is enabled An option also exists to control what happens when users run out of credit quota If you are evaluating Paper Less Pro it might be appro priate not to disable printing when a users funds run out This way you can be assured that user printing is not disrupted during the evaluation These settings may be changed after setup 2 4 4 4 User group synchronization Paper Less Pro extracts user information out of the System or Domain The options presented here will vary depending on the Operating System and its environment During evaluation most sites will opt to import all users from the system domain into Paper Less Pro An option also exists to import a subset of users from a given group This option is pertinent when it is known that only a subset of users will only ever use the printers 30 Installation amp 82 User group synchronization The system will synchronise user and group information from a network domain or computer Please select the user information source User source Windows Standard 2 Import all users Import a subset of the users e g a group or org unit This wil be selected on the next page lt Previous Next gt Figure 2 15 User sync configuration wizard page Options on Linux include Unix Standard PAM NIS etc LDAP or Samba Select Unix Standard if the user accounts are setup and defined on the local system as standard Unix accou
99. is that users do not have to remember PINs Most medium to large organizations will already have their network structured into suitable groups representing their position title department or work area These existing groups may be used to control access Access to shared accounts can also be granted on an individual user basis however best practice suggests group based management for medium to large networks Tip In a Windows Active Directory environment Organization Units are treated as special groups Hence they also can be used to control access to a shared ac count Controlling access to shared accounts via group membership rather than indi vidual user accounts is recommended By using group based control new users created on the network inherit the correct account access by virtue of their network group membership This alleviates the need for additional user setup inside Paper Less Pro To grant access to a shared account or all members in a given network group Log into the system as an administrator i e admin account Select the Accounts tab Select the appropriate shared account from the list Click on the Security tab Select the appropriate group from the drop down list Click the Add button Oy OV eee Ir Account Details English Department Details Adjustments amp Charges Security ansactions Print Hist a Control access to this account Allow the following groups to select this account without
100. links supplied to other system administrators 286 Chapter 20 Paper Less Pro on Linux This section is designed to supplement the Install Guide see Section 2 4 Installation on Linux CUPS and or Samba It provides an in depth explanation of the Linux installation process the directory layout and tools Information in this chapter is technical in nature It is expected that readers have prior ex perience with The Unix command line environment e Unix file permissions e Configuring CUPS and or Linux print queues e Or basic Samba configuration 20 1 The Installation Process The Linux version of Paper Less Pro is supplied as a pre compiled self installing applica tion The installation process is designed to work with all major Linux distributions Due to the varied nature of some installations and administrator preferences often some manual configuration is required This section describes the installation process in detail as well as some additional options available to system administrators 20 1 1 Manual extraction The Linux version of Paper Less Pro is supplied in a self extracting self installing archive The archive is simply a tar archive compressed with gzip and headed with a shell script to facilitate self extracting After extraction is complete the installation script named in stall is executed to begin the install process Some system administrators may like to in spect the contents of the archi
101. load bal anced Print Server science lab Workstation user sends print job to the virtual queue sci_laser hosted on science lab Virtual Print Queue sci_laser the application intelligently determines whether the job is redirected to sci_laser_1 or sci_laser 2 sci_laser_1 sci_laser_2 Figure 11 5 Simple Load Balancing 11 5 Find Me Printing and Printer Load Balancing FAQ 11 5 1 1 Why do redirected jobs have document names starting like R 123456 This is a security feature Paper Less Pro marks redirected jobs with a special token in the document name to both distinguish between regular jobs and prevent circum vention by users 11 5 1 2 When jobs are redirected are they logged in Paper Less Pro against the virtual queue or the target queues Jobs are logged against target queues Virtual queues do not represent real printers and hence have no printing associated with them This is why the Recent Jobs and 185 Find Me Printing and Printer Load Balan cing Statistics pages are disabled when viewing a virtual queue 186 Chapter 12 System Management 12 1 Overview This section discusses various options and features to assist the administrator manage and configure the application Paper Less Pro is designed to work with minimal initial con figuration and is self maintaining once set up This section outlines some of the options available to the administrator including Configuring t
102. log entries in the Application event log and or users transaction logs Daily Allocations Applied at 12 10am every day 7 days a week Weekly Allocations Applied at 12 20am on Sunday Monthly Allocations Applied at 12 30am on the first day of the month Custom Allocations Applied at 12 10am on the given day after the daily allocations Table 6 1 Quota schedule times One potential issue associated with quota allocation in some organizations for example Schools or Universities is that users can bank up their quota allowance over time leading to excessive use at periods of the year such as the end of semester The Only allow ac cumulation up to option can be used to implement a use it or lose it policy 81 Advanced User Management 6 2 1 Custom Quota Scheduling Periods In some cases quotas may need to be scheduled for unusual times A good example of this is unusual term or semester start dates The Custom quota scheduling period allows specifying any date for which to run quotas To set a custom quota scheduling period e Select the group for which to allocate quotas Under the Quota Scheduling section select a Period of Custom e Enter a date in the ISO international date format yyYYY MM DD e g 2007 03 15 Multiple dates may be entered separated by a comma eg 2007 03 15 2007 08 20 wildcards are supported e Click the Apply button to save the change Tip The year may be
103. manual On each node navigate to Control Panel Adminis trative Tools gt Services locate the Paper Less Application Server Stop the service and set its start up type to Manual Repeat this on both nodes 19 2 2 5 Step 5 Create a new cluster group The Paper Less Application Server should be designated to run inside its own cluster group Create a new cluster group containing the two nodes Add an IP Resource and a Network Name resource Give the network name resource an appropriate title such aS PCAppSrv The need for a new cluster group is not hard and fast It is however recommended as it gives the most flexibility in terms of load balancing and minimizes the potential for conflicts 19 2 2 6 Step 6 Adding the Paper Less Application Service as a resource managed under the new cluster group 1 Open the Cluster Administrator 2 Right click on the cluster group hosting the spooler service and select New Re source 3 In the new resource wizard enter a name of Paper Less Application Server and select a resource type of Generic Service Click Next Click Next at Possible Owners page 5 Click Next at Dependency page On the Generic Service Parameters page enter a service name of PCAppServer and ensure the Use Network Name for computer name option is checked Click Next 7 Click Finish at the Registry Replication page 19 2 2 7 Step 7 Bring the cluster group online Right click on the cluster group and se
104. network firewall issue not letting the connection through e f the screen goes blank then the connection was established successfully Press Ctrl1 then type quit to close the telnet session 3 Check that the Print Provider process service is in fact installed and running On a Windows system this is located under Start gt Control Panel Administrat ive Tools Services The client software is not displaying the user s account balance and is displaying a network error How do fix this The client software needs to contact the application server For the technical readers the client makes an XML web services request to the server on port 9191 Most prob lems relate to either firewalls blocking access or the application server s name is not correctly defined Ensure that 1 Any firewalling software on the server allows local network access to port 9191 2 Theclient properties file a text file lists the correct server name or IP ad dress of the server If you ve used the zero install deployment option this file is located on the server in the directory app path client client properties B 2 General Questions Q A How do change the built in admin user s password The admin user s password is set up on initial install during the configuration wizard This password can be changed post install by logging into the application as the ad min user and navigating to the Options Advanced tab and selecting th
105. omission of Licensee Severability Should any term of this Licence Agreement be declared void or unen forceable by any court of competent jurisdiction such declaration will have no effect on the remaining terms hereof No Waiver The failure of either party to enforce any rights granted hereunder or to take action against the other party in the event of any breach hereunder shall not be deemed a waiver by that party as to subsequent enforcement of rights or subsequent actions in the event of future breaches 414
106. omitted or replaced with a wildcard to specify that quota al locations should take place on the same date every year The same is true for months For example entering 03 15 or 03 15 will result in quotas being allocated on March 15th every year Entering 15 will result in quotas being allocated the 15th of every month of every year 6 2 2 Advanced User Quota Management Some organizations may require scheduling quota allocations for periods other than those available above For example an education organization may like to schedule quota alloc ation per term semester period or academic year which may not have set dates This can be achieved by a manual update when necessary though Bulk user actions in the Users or Groups tab More information is available in Section 6 4 Bulk User Operations It is also possible to automate the allocation of user quota through the use of Server Com mands see Section A 1 Server Commands server command or XML Web Services see Section A 3 The XML Web Services API 6 2 3 Automated Quota Allocation Example One way to automate quota allocation is through the use of Server Commanas Following is an example of how to use Server Commands to automate quota allocation in a Microsoft Windows environment North Shore High would like to automate their quota allocation on a per term basis There are four terms in a year and terms do not necessarily start on the same d
107. on as the newly created paperless user and download and execute the installer from the command prompt Here is an example using wget to fetch the installer shell gt su paperless shell gt wget download url from Paper Less Alliance website shell gt sh paper less pro setup novell oes linux sh Follow the installation instructions and enter the root password when requested e Important Ensure you login as the user paperless so that the user s environment is 22 Installation sourced and the home directory install location is correctly defined 58920 blocks 4731 block Applying default permissions Setting pernissions on Application Server file Setting pernissions on Print Provider file The install needs to perform some tasks as root Tasks include Setting setuid root on the authentication provider Installing a CUPS backend Configure the server s boot scripts Would you like to perforn these task now tyes or nol je Enter root password when requested Passvord Setting authpan as setuid root Installing SysV style boot script Attenpting to locate CUPS installation ound CUPS backed directory at usr 1lib cups backend Linking Print Provider into CUPS backend directory Creating client configuration file Config file successfully written Starting the application server Starting Application Server tarted pid 4361 Configuring Figure 2 10 The Novell OES Linux install process The ins
108. option Jobs may be forwarded to these queues determines which queues find me queue is capable of redirecting to The queues print server laser 1 through print server laser 7 are selected Enables the option Enable hold release queue and sets Release mode to User re lease the default This ensures that jobs are held in the virtual queue and not auto matically forwarded to one of the targets Clicks OK The next step is to configure the release stations 1 The administrator first configures each release station as per Section 10 3 Release Station Configuration The administrator decides that students should only be able to see and release the jobs they have personally printed so sets up the release station in Secure mode Each release station should be configured to release jobs on the printer it is associ ated with by setting the releases on option in the release station config file E g for the release station set up near the printer 1aser 4 the option should be set to releases on print server laser 4 In the library where there are two printers side by side the administrator configures a single release station to release to either printer by setting the option to releases on print server laser 6 print server laser 7 In this case when a user releases a job at the library release station Paper Less Pro will select either Laser 6 or laser 7 based on a load balancing algorithm see Se
109. or account basis The default overdraft is zero This can be changed by Options gt General Account Options Default overdraft limit Optionally a separate overdraft can be applied to an individual user or shared account using the following procedure Click on the Users section Select the user Ensure the account is set as Restricted In the Overdraft field select the option Individual overdraft Enter a positive value in the adjacent overdraft balance field D 0 RGN Click Apply to save the changes Balance 1 70 adjust E Restricted Figure 6 4 Setting a user s overdraft to 20 00 6 6 Batch User Data Import and Update The user data batch import and update feature allows the administrator to import users user information and optionally update existing users details by reading data from a simple text file It enables administrators to update the following user data e Credit balance e Restriction status e Fullname e Email address Department Office e Card ID Number e Card ID PIN e Notes Examples of where the batch user details import feature is useful include 86 Advanced User Management e To set the user email addresses that are stored in another system like a student man agement system When importing user and balance data from another external or legacy system When moving user balances from previous Paper Less editions to Paper Less Pro For more inf
110. or centrally managed by network administrators The client local install exe pro gram can assist end users with a standard setup wizard install process This installer may also be streamlined automated by using command line options see Section A 7 Automating Streamlining Installation on Windows for more details For more information on alternate deployment options see the app path client README txt file 5 2 1 2 Deployment on Mac OS X This section covers the installation of the Paper Less Pro client on Apple Macintosh sys tems The complexities of Mac printing in general are discussed in Chapter 22 Mac Print ing in Detail Before installing the client software we recommend that administrators study Chapter 22 Mac Printing in Detail and ensure printing is working as expected The Mac client is a supplied as a native Macintosh app package It s a universal applica tion supporting Mac OS X 10 3 9 fully patched or higher on both PowerPC and Intel hard ware O Mac Universal Figure 5 7 Paper Less Pro requires Mac OS X v 10 3 9 or later The three common installation methods are outlined below cover most situations The in structions for the single user install is very standard and should be able to be conducted by any Mac end user The other installation methods are more technically focused and aimed at Mac network administrators The client software will work best if Java 5 is installed
111. popup client software as covered in Section 4 5 Client Software If desired the client software should also be deployed to other workstations This procedure is detailed in Section 5 2 26 Installation User Client 2 4 Installation on Linux CUPS and or Samba e Important The following section assumes the reader has knowledge of general Unix Linux system management including using the command line creating users editing configuration files and understanding file permissions 2 4 1 Step 1 System Requirements Before proceeding with the installation the system administrator should take a few mo ments to verify system requirements Is the operating system version supported and are patches up to date Take a few minutes to verify the system is current and supported see Section 1 1 3 System Requirements Are printer s installed and hosted on this system and are they exposed to the network either via CUPS or Samba Administrators should ensure that the print queues are set up and working as expected before attempting to install Paper Less Pro In a multi user environment printers are often shared with other network users Other workstations should connect to these printers as Network Printers Ensure workstations are configured to print to the shared print queues For example a Windows workstation may connect to a samba exposed printer via samba_server printer Other Linux or Mac worksta
112. printer and ensuring the printer does not re register itself in the system It if does verify that it is not being monitored using Control Printer Monitoring command 7 1 3 On Linux Paper Less Pro tracks printing by integrating with the Common UNIX Printing System CUPS the printing system on Linux For a printer to be tracked CUPS needs to be told to route print jobs through Paper Less Pro before printing To do this the printers conf file must be edited This can either be done manually or assisted via the configure cups script To use the script run the script file at app path providers print linux configure cups Please read the script s instructions carefully to enable monitoring on the desired printers To edit the file manually 1 Open your printers conf ina text editor such as vim On most Linux distributions printers conf is located at etc cups printers conf 2 Prepend paperless to the DeviceURI of the printers you wish to track After the modification a DeviceURI line might look like DeviceURI paperless ipp 1 2 3 4 printers My_Printer 3 Restart CUPS in the way appropriate to your distribution E g etc init d cupsys restart 4 Perform a test print on each printer This will cause the printers to be registered This step is not required with the configure cups script because the script registers the printers automatically 5 The printers should now be registered Log into Paper Less Pro as admin
113. printer on Windows Any user that logs on to the workstation will have the most appropriate printer selected by default All these methods have their drawbacks and require careful planning on the part of admin istrators and the need for end users to understand conventions processes Find Me Print ing solves the problem by asking the job to find the user rather than having the user find the printer It works as follows 1 The user prints to a single site wide global queue 2 The user then walks up to a Release Station logs in locates their job and releases it 3 The job will then proceed to automatically print to the closest physical printer 170 Find Me Printing and Printer Load Balan cing Find Me Printing is referred to by users as other terms such as Follow me printing because print jobs follow you to a printer Pull Printing because the job is pulled from the global queue or Push Printing because the release station pushes the job to the nearest printer Before implementing a Find Me Printing scenario the administrator should be familiar with release stations see Chapter 10 Hold Release Queues amp Print Release Stations Admin istrators will also need to consider and plan hardware and driver compatibility Find Me Printing works by re directing a job targeted at one queue to another and hence printer compatibility is important For example a job designed to print on an inkjet photo printer will not u
114. prompt and developing system management and server monitoring pro grams A 1 Server Commands server command The server command tool provides access to dozens of server operations ranging from user management system maintenance account manipulation and printer control The server command tool is ideal for controlling the Paper Less Pro Application Server via the command line or automating via scripts Some examples of how an Administrator may choose to use the server commanad tool Scheduling of online backups and data snapshots e Scheduling user and or group synchronization tasks e Automating the addition of new users after the accounts are added to the network e Performing account transactions such as adding funds quota to user accounts e Automating user account creation using custom scripts e Disabling Enabling printers e Disabling Enabling printing for users e Controlling user restriction levels e Managing shared accounts The server command program is a command line tool It accepts the commands as argu ments and outputs the results of the command on the console standard out For security reasons only users with read access to the server properties normally only the Ad ministrators group have rights to execute the commands Typical use on a Windows system Add 10 00 to a user named testuser C gt cd app path server bin win C gt server command adjust user account balance testuser 10
115. quota alloc ations for further information 3 2 2 6 Requirement 5 The purchase of additional quota credit is best managed by the TopUp Pre Paid Card sys tem The system reduces the data entry and management requirements associated with manual transactions More information on TopUp Pre Paid Cards is covered in Chapter 13 TopUp Pre Paid Cards 3 2 2 7 Requirement 6 Print release in the print room is best achieved with the release station By running a spe cial full screen application on a dedicated terminal in this room students can release their jobs once they arrive at the room The release station and secure printing in general is covered in detail at Chapter 10 Hold Release Queues amp Print Release Stations 3 2 2 8 Requirement 7 Tracking and allocating staff printing to departments is best achieved by using Shared Ac counts When set up teaching staff are presented with a popup window asking them to se lect an account to charge Account access can be controlled via domain group member ship or via PINs More information on shared accounts is available at Chapter 8 Shared Accounts 3 3 Scenario The University West Face University has a student population of 10 000 full time students and off campus and part time students IT services are centrally control the network however individual faculties and departments also offer and manage some of the specialist IT infrastructure All major operating systems are in used o
116. section Enable the Use email suffix to build user email addresses option Enter the Email Address Suffix Press the Apply button Orawa O To confirm that the email suffix is working as expected 1 Navigate to the Users section 2 Select a user from the list 3 The Use global email suffix option should be enabled and the email field should contain the address constructed from the username and suffix 12 5 2 System Notifications for Administrators Hardware and software errors will happen on all networks from time to time The key to minimizing disruption is to act on errors fast Paper Less Pro s error notifications feature will help keep response times down by proactively notifying key staff of error events Take for example a paper jam It might take several hours before an annoyed user reports the problem as most users may simply opt to use another printer Automated email notifica tions take the human factor out of the loop Paper Less Pro s can also notify the administrator when printer toner levels are low for supported printers This allows for toner to be purchased and replaced pro actively to min imise downtime of the printer fleet To enable and configure error notification options navigate to Options Notifications and scroll down to the System Notifications section The following notification types are available Printer errors Notify when a printer enters an error state for a selected period of ti
117. server release You may be able to use tools such as Samba smbclient to help copy these files Ensure all files in the folder are copied taking care to preserve the existing heirarchy The recommended location to install the release station command line client is usr local paperless release Ensure that the command line release station client has execute permissions for all users This can be achieved with the following command when in the release direct ory chmod 755 pc release cmd line sh For convenience an alias can be created for the command line release station client This is typically done by entering the following line in a global profiles file or each user s profile file alias release print job usr local paperless release pc release cmd line sh Users will now be able to release their print jobs by typing release print job It may also be useful to create a wrapper for 1p to run the command line release station client after a user has sent a print job The following script print doc provides an ex ample 295 Paper Less Pro on Linux bin sh echo Printing document using lpr usr bin lpr Se echo Printing done calling program to release job sleep 1 cd usr local paperless releas pc release cmd line sh echo Done For the convenience of users the command line release station client should be installed on all systems where printing
118. share data source in the form of an external database see Chapter 17 Deployment on an External Database RDBMS Large sites should consider using a clustered database such as Microsoft SQL Server 19 2 2 1 Step 1 Application Server Installation On one of the cluster s nodes install the Paper Less Application Server component by se lecting the Standard Install option in the installer Follow the setup wizard and complete the process of importing all users into the system 19 2 2 2 Step 2 Convert the system over to an external database The system needs to be configured to use an external database as this database will be shared between both instances of the application server Convert the system over to the 279 Microsoft Cluster Environments required external database by following the procedure detailed in Chapter 17 Deployment on an External Database RDBMS The database may be hosted on another system or inside a cluster As per the external database setup notes reference the database server by IP address by entering the appropriate connection string in the server properties file 19 2 2 3 Step 3 Setup of 2nd Node Repeat steps 1 and 2 on the second cluster node 19 2 2 4 Step 4 Decouple service management from the nodes By default the Paper Less Application Server component is installed under the management of the node It needs to be managed inside the cluster so the service s start up type should be set to
119. sheet under Name amp Location Queue Name Take care to enter the name exactly as it appears in the OS as case sensitivity can be important If there is already a printer with the chosen name for example because the print queue has already been renamed in the OS and was automatically added to Paper Less Pro ensure the checkbox If a printer with the new name already exists de lete and replace it is enabled Press Apply Perform a test print to ensure that printing is logged under the new name 7 5 Disabling printers with time latches A new feature introduced in Paper Less Pro is time latch based locks Time latches allow a printer to be disabled for a predetermined amount of time After the disable time has ex pired the printer is re enabled without the need for manual intervention Some examples of where time latches may be useful include Printer maintenance A printer may be consistently jamming and require maintenance The administrator can lock the printer for 24 hours until the maintenance is performed Users receive a notification message if they try to use the locked printer Classroom management in schools A teacher may wish to disable printer use to force students to focus on their work for the duration of the class The printer can be locked for the duration of the class After the class has finished the printer is re enabled auto matically ready for the next class The disable option is located on each printe
120. simulate node failure Monitoring may stop for a few seconds while the passive server takes over the role Simulating node failure is the best way to ensure both sides of the Active Passive setup is configured correctly It is important that the version of Paper Less Pro running on each node is identical Ensure that any version updates are applied to all nodes so versions are kept in sync The Paper Less Pro installation sets up a read only share exposing client soft ware to network users If your organization is using the zero install deployment method the files in this share will be accessed each time a user logs onto the network Your network may benefit from exposing the contents of this share via a clustered file share resource 19 3 Veritas Cluster Server This section discusses configuring Paper Less Pro on a Veritas Cluster Server VCS The section provides a brief overview and is designed to supplement guidance from the Paper Less Pro development team If you are about to commence a production deployment on VCS please feel free to get in touch with the development team for further assistance if re quired 19 3 1 Mode 1 Clustering at the Print Provider layer The Paper Less Print Provider is the component that integrates with the Print Spooler service and provides information about the print events to the Paper Less Applic ation Server At a minimum in a cluster environment the Paper Less Print Provider com ponent nee
121. so data could be modified after the backup completes To perform an offline backup 197 System Management 1 Stop the application server See Section A 6 Stopping and Starting the Application Server To ensure all data is captured the application server must be stopped to per form an offline backup 2 Open a command prompt On a Windows system change to the following directory app path server bin win 3 Run the database export process by executing db tools export db This will create a backup file in the system backups directory and the filename named with a timestamp The export command has additional options that allows you to specify a different dir ectory or filename See Section A 2 1 export db Command for more details 12 4 4 Backup File Retention Backup files in app path server data backups will be retained for 30 days and then deleted This number of days can be changed on the Options gt Backups page under Keep backups for days This period will automatically be extended should backups not be performed on a regular basis i e when automatic backup have been temporarily disabled for a time or when skipping scheduled backups due to a system outage Older backups files will not be deleted unless a number of new backups have been performed At the very least the latest backup file will always be re tained regardless of its age 12 5 System Notifications This section
122. standard print command is the command that would normally be called for printing The u p etc are Samba substitution variables These are replaced with content such as the username printer name etc and are used by Paper Less Pro in the reporting and logging The printer will register itself with the Paper Less Pro web interface after the first print is re ceived 20 1 3 4 1 Paper Less Pro Samba Architecture The Paper Less Pro Samba print command wrapper is a native compiled executable The Paper Less Pro documentation refers to it as a Print Provider It s responsible for analyzing the print job and then communicating this information to the Application Server component Communication is via an XML RPC based Web Services call This means that the com mand does not even need to be on the same server as the system hosting the Application 291 Paper Less Pro on Linux Server component 20 1 3 5 Novell iPrint Configuration Paper Less Pro works by directly integrating with the Novell iPrint Print Manager The con figuration process is detailed in Section 2 3 5 Step 5 Printer iPrint Configuration The development team at Paper Less Alliance has worked with the Novell iPrint engineers dur ing 2008 to ensure an iPrint API was avaliable that allow iPrint users to have access to the same feature set as seen on Windows Mac and Linux CUPS Paper Less Pro uses this API set to intercept and account for jobs as they pass i
123. system should support multiple print servers and locally attached desktop printers 3 The school would like to experiment with hosting printers on a Linux system with the aim of using Linux for print serving tasks to help save on future Windows licensing costs 4 Students are to be granted a small 5 a month printing budget Final year students have a 10 a month allowance 5 If students need additional printing they must purchase it The payment process should be simple and easy to manage 6 Jobs issued to printers situated in the print room should be held in a queue and only printed on the physical printers after the user has arrived at the room to collect the job 7 Staff members should have the option of charging printing to department accounts or to a small personal account depending on the type of print job 3 2 2 Implementation 3 2 2 1 Initial Installation The mixture of operating systems and multiple servers makes this a complex installation Prior to deployment it is advisable for the network manager and or network administrator to plan the deployment and familiarize themselves with the Paper Less Pro software 3 2 2 2 Requirement 1 Paper Less Pro is a cross platform solution designed for all major operating systems Giv en the existence of an existing domain environment the installation of Windows systems is typically straightforward The Macs however can be set up in a number of different ways Network administra
124. tained for the new username This should be performed in conjunction with a rename of the user in the domain user directory as all future usage and authentication will need to use the new username api deleteExistingUser Delete remove an existing user from the user list Use this method with care Calling this will perminently delete the user account from the user list print and transaction his tory records remain api listUserAccounts List all user accounts sorted by username starting at offset and ending at limit This can be used to enumerate all user ac counts in pages When retrieving a list of all user accounts the recommended page size limit is 1000 Batching in groups of 1000 ensures efficient transfer and pro cessing E g listUserAccounts authToken 0 1000 returns users 0 through 999 listUserAccounts authToken 1000 1000 returns users 1000 through 19 99 listUserAccounts authToken 2000 1000 returns users 2000 through 29 99 api listSharedAccounts List all shared accounts sorted by account name starting at offset and ending at limit This can be used to enumerate all shared accounts in pages When retrieving a list of all accounts the recommended page size limit is 1000 Batching in groups of 1000 ensures efficient transfer and processing E g listSharedAccounts authToken 0 1000 returns users 0 through 999 listSharedAccounts authToken 1000 100 retur
125. that are al lowed to select this account from the list no CODE PIN re quired The list of users is pipe de limited To specify that all access users should be o enter a hyphen Groups The groups that are allowed to select this Optional Optional account will be top level if blank Optional account will be enabled if blank Optional PIN not set if blank Optional Balance set to 0 if blank Optional if blank set to a configurable default Optional users are not updated if blank Optional groups are not updated if Shared Accounts No Field Invoice Option Comment Option Description account from the list no CODE PIN re quired The list of groups is pipe delimited To refer ence the special All Users group use the syntax All Users To specify that all access groups should be re moved enter a hy phen The invoicing option defines how prints allocated to this ac count are invoiced Available values are ALWAYS_INVOICE prints allocated to this account are al ways invoiced NEVER_INVOICE prints allocated to this account are never invoiced USER_CHOICE_ON it is up to the user whether or not to in voice prints alloc ated to this account The default is yes USER_CHOICE_OFF it is up to the user whether or not to in voice prints alloc ated to this account The default is no The comments op tion defines whet
126. the administrator performs the following 1 Navigates to Printers gt wf plotter Summary in the Paper Less Pro administration interface 2 Changes the Queue type option to This is a virtual queue jobs will be forwarded to a different queue This reveals the Job Redirection Settings section 3 The option Jobs may be forwarded to these queues determines which queues wf plotter is capable of redirecting to The queues graphics print wf plotter 1 and graphics print wf plotter 2 are selected 4 Enables the option Enable hold release queue and sets Release mode to User re lease the default This ensures that jobs are held in the virtual queue and not auto matically forwarded to one of the targets 5 Clicks OK Repeats steps 2 through 5 for the color laser queue except the option Jobs may be forwarded to these queues in step 4 is instead set to graphics print color laser 1 through graphics print color laser 7 The next step is to configure the release station 174 Find Me Printing and Printer Load Balan cing 1 The administrator first configures a release station as per Section 10 3 Release Sta tion Configuration The administrator decides that students should only be able to see and release the jobs they have personally printed so sets up the release station in Se cure mode 2 A single release station should be configured to release jobs to the printers it is associ ated with by setting
127. the card wizard will guide you through the process of enabling Macros The card wizard uses Word Macros to auto mate much of the card generation process If using Word 2007 after opening the document a Security warning is displayed on the Message Bar You will need to enable macros by selecting Enable this content after click ing on Options on the Message Bar 216 TopUp Pre Paid Cards Home Insert Page layout References Mailings Review View amp Arial 16 RS iS gt e reece os Paar Same tool gt S aan A Se BH 4 ana a Macro Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source More information File Path C Users priyanka AppOata Local Temp PCards TEMP FILE doc elp protect me from unknown content recommended Open the Trust Center Figure 13 4 Enable Macros in MS Word 2007 13 3 2 8 Step 8 Printing Cards A new Microsoft Word document will open listing all 100 cards The cards are standard business card size suitable for printing on heavy paper and cutting with a paper cutter For a professional look consider forwarding a PDF version to your local printing shop See
128. the cluster however a separate system outside the cluster is gener ally recommended An existing domain controller member server or file server will suffice 19 3 1 1 3 Step 3 Install Paper Less Print Provider on both nodes The Print Provider component needs to be installed separately on each node involved in the print spooler cluster This is done by selecting the Secondary Print Server option in the installer Follow the secondary server set up notes as detailed in Chapter 14 Configuring Secondary Print Servers and Locally Attached Printers Take care to define the correct name or IP address of the nominated application server set up in step 1 19 3 1 1 4 Step 4 Configure the Paper Less Print Provider Service to bind to the virtual server By default the Paper Less Print Provider component will associate itself with the physical node A configuration change is required to force it to bind to the virtual server Add the fol lowing lines or uncomment the example lines to the file C Program Files Paper Less Pro providers print win print provider conf ServerName VIRTUAL SERVER NAME PrintServerName VIRTUAL SERVER NAME Where VIRTUAL SERVER NAME is the network name associated with your virtual serv er Note that the PrintServerName must be prefixed with two back slashes The first setting is used to override the name reported to the Paper Less Pro Application Server The PrintServerName setti
129. the give config item NOTE Take care updating config values You may cause serious problems which can only be fixed by reinstallation of the application Use the set config command at your own risk lt config name gt the name of the config value to set lt config value gt the value to set Tip server command is ideal for scripting via batch files or shell scripts Some example scripts can be found at app path server examples scripting Administrators wishing to control Paper Less Pro using a programming lan guage such as C Java Visual Basic Perl Ruby or Python should consider the XML Web Services APIs All commands available via the server com 360 Tools Advanced mand tool are also accessible via calls to the Web Services layer More information on the XML Web Services API is available in Section A 3 The XML Web Services API A 2 Database Tool db tools The db tools command line tool provides a variety of functionality manipulating the Pa per Less Pro database and data The syntax of the command is db tools command options The valid commands are export db export backup the database data import db import restore the database data e init db create tables and initial data in a new database e delete old logs delete old log data transaction print app log etc db tools is a command line application accessed via the Command Prompt on Win
130. the inter ested person the database is Apache Derby an open source database written by IBM and based on their DB2 Cloudscape Database The internal database is optimized for em bedded use is very robust ACID compliant and scales well The internal database however is not designed for multi application access To access the data from an exteral source such as a reporting program you ll need to consider running Paper Less Pro on an external database RDMS designed for multi user and multi applicaiton user access Common database solutions include Microsoft SQL Server Oracle and Postgresql For more information see Chapter 17 Deployment on an External Database RDBMS The Paper Less Pro data structure is relatively simple and people with Crystal Report or SQL experience should have no problems extracting data or written custom reports Report developers should keep in mind e Only access the data in a read only mode Modifying data directly underneath the ap plication may cause unpredictable behavior e Always test any custom reports after an upgrade as the underlying data format may have changed Paper Less Alliance developers try to minimize data structure changes but they are expected to occur in major upgrades 15 6 1 Plain Text Print Log In addition to storing print log information in the database a real time plain text log is also written into the directory app path server logs print logs The log file is in a tab deli
131. the location and lan guage setting is correct 29 Installation 00e Setup Wizard Configuration Wizard 4 gt c O nmp ocalhost 9191 admin OA Apple 167 News S71 ase Configuration Wizard Welcome This wizard will help you configure inital options and ready the system for use W this is the first time installing the application we highly recommend reading the quick start guide in the user manual Open the user manual Type in the password to be assigned to the master administrator account Please keep this password secure Username admin Verify password srere k Your system location is currently set to English United States If this not correct please change the setting below The location defines default currency and date formats Location System Default i Figure 2 14 Paper Less Pro Configuration wizard Tip Treat this password like your router modem management passwords It is in dependent of your domain accounts and needs to be kept secure 2 4 4 2 Default Print Cost This is the default cost per page assigned to the printers This setting can be changed on a per printer basis after installation Choosing a sensible cost now will help minimize future setup For example in the USA a value of 0 05 would be appropriate for many standard black amp white printers 2 4 4 3 Initial User Credit Users can be assigned an initial starting credit This ensures they have funds
132. the sync process and the operation will complete in the background Start a full user and group synchronization This is equivalent to pressing the Syn chronize Now button in the admin inter face No existing users will be removed Whether or not full details for existing users will be updated depends on the current user group sync settings as defined in the admin interface A call to this method will commence the sync process and the oper ation will complete in the background An advanced version of the user and group synchronization process providing control over the sync settings A call to this method will commence the sync process and the operation will complete in the background Calling this method will start a specialized user and group synchronization process optimized for tracking down and adding any new users that exist in the OS Net work Domain user directory and not in the system Any existing user accounts will not be modified A group synchronization will only be performed if new users are actually added to the system Return the status completed flag and a Tools Advanced Method Description status message associated with a back grounded task such as a sync operation started by the performGroupSync API This method returns a struct hashtable map containing elements with keys completed and message This method may be polled to determine if a sync has completed api batchImportSharedAccounts Im
133. the time after which jobs are deleted when awaiting popup response If a user does not respond to the account selection popup after a defined time their print job will be automatically deleted This is to prevent a buildup of old jobs in the print queue For more information see Section A 5 User Client Options 147 Chapter 9 Reports A report is a representation of data often in a printable tabular format Paper Less Pro provides a set of built in reports These include simple pre built reports accessed via one click up to more advanced reports constructed using custom filters Tip Paper Less Pro is an open system System administrators with database man agement experience may choose to run the system on an external database system 3rd party reporting tools can then be used to construct custom reports The Paper Less Alliance Development team can also consult on custom report development Reports can be produced by selecting the date range and then clicking on one of the report format icons Common date ranges such as Last 30 days and Previous Month can be selected via the drop down box The Ad hoc option may be used to generate the reports with custom date ranges and filters e g generate a User printing summaryreport lim ited to a particular department A sample of each report can be seen by clicking on the Show sample link A sample report gives an indication of what the final report will look like User
134. to cover casual printing with cur riculum material to be allocated to share accounts Shared accounts exist for each faculty The network administrator has granted staff members access to the share account popup Access to faculty accounts is controlled via Active Directory group membership Sarah is a Science and English teacher at the school When she prints she is able to alloc ate the print job to either her personal account or either the Science or English shared ac count via a drop down list She can also view the shared accounts balances from the User web pages 118 Shared Accounts Print Job Notification g g Print Job Notification Confirm the print and select the print action Print job details Document name Other test document Printer linuxserver John s Printer Cost 0 91 Print job actions Charge to my personal account Charge to shared account Account pelea aan v Charge to shared account using PIN PIN Perform print as another user Username Password Figure 8 1 Selecting a shared account with the User Client popup To educate the users about shared accounts administrators might find the sample information sheet helpful 8 1 Creating a Shared Account Personal user accounts are automatically created when users are first imported into the system Shared accounts are created manually on an as need basis Normally shared ac counts are created manually via the administratio
135. to see if a shared account exists lt account_nam get shared accou lt account_nam get shared accou Gets a shared accou the shar d account name to test gt nt account balance lt account_name gt Get shared account s current accou nt balance gt the shar nt property lt account_na nt property th lt account_nam gt nam lt property gt access g th roups name of t d acount s full name me gt lt property gt of the user he property to get Valid properties include the shared account s access groups a com ma separated list access u sers the sha balanc th shared a red account s access users a comma separated list ccount s current balance comment option disabled wheth invoice option notes notes fo pin the shared hared acc not the s hared acc shared ac nt s PIN the s er or the s the accou r ount s commenting option hared account is currently disabled ount s invoicing option count restricted whet ner OE TO t the shared account is currently restricted set shared account property lt account_name gt lt property gt lt value gt Sets a shared account property lt account_name gt the name of lt property gt the name of the the shared account property to set Valid properties and i t values access groups he sh a comma s
136. two layers of system access Admin and User 4 6 1 Admin Access Admin access provides access to the system for administration and management This level is usually only granted to selected individuals in the organization such as network ad ministrators or management staff To assign admin rights to an individual or group of users see Section 4 7 Assigning Administrator Level Access 4 6 2 User Access End users are granted access to a set of basic web pages providing them with access to e View their account balance e List recent account activity e Use tools such as TopUp Pre Paid Cards and funds transfers to other users The User Client Tool Paper Less Pro User Client Software complements the web pages by providing users with a quick view of their current account balance e Important Access to the user area like the admin area requires authentication that is the user must enter their network username and password Authentication is required because user information such as print history is confidential Access to the user s funds transfer feature also needs to be protected This is particu larly important in schools Students can rest assured that should they leave their workstation for a few minutes another student can t transfer their account balance to themselves To access the user pages via the User Client Tool 1 Start the client software if it is not already running On the server this may be started 5
137. users inside Paper Less Pro removing the need to create or manage them in an external user directory There are several ways the feature can be utilized e Selected staff can be given access to create internal user accounts This gives staff control over who can receive a new account preventing the creation of unwanted ac counts e g with offensive usernames e Users can be given the ability to create their own internal accounts via a web based re gistration form This can be useful for providing guests the ability to register their own 342 Managing Guests and Internal Users accounts and begin printing immediately removing the need for staff intervention e Administrators can create a new batch of internal users via a text based file import This can be used to import or update a set of users that are managed separately to the regu lar domain users For more information about the internal users batch import and up date feature see Section 24 1 3 Batch Internal User Import and Update The following sections present several different environments and how the internal users feature can be used to accommodate them For information about specific configuration Section 24 1 2 Internal Users Options provides full details about each available option 24 1 1 Implementation by Example 24 1 1 1 Scenario One Manually Managed Guest Accounts North Shore University has a campus that occasionally hosts students from oth
138. workstation and ensures the cli ent software is automatically updated in conjunction with server updates The client can simply be run directly from the PCClient share setup on the server Two executables provide this launch functionality pc client exe pc client local cache ex pce client exe will launch the client directly off the network share The local cache version pc client local cache exe is a smarter version that first copies itself and associated files to the local drive and launches itself from there The local cache version 62 Services for Users has the advantage that any future startups will use the local copy and hence minimize net work traffic The cache is self managing and kept up to date ensuring that any new ver sions of the client are automatically and transparently copied down to the client Using pc client local cache exe is recommended on large networks It does however require a globally writable cache directory By default the cache is created in a dir ectory on the system drive normally C Cache An alternate cache can be specified with the cache command line switch Administrators should ensure than standard users have write access to the system drive or manually create the cache directory if required The zero install deployment option is not appropriate for all situations A local install is re commend on Windows Laptop systems that are not permanently connected to the network
139. 0 00 in the Schedule amount PON 5 Click the Apply button to save the change 80 Advanced User Management cre Group Details staff Details Th i Group Name e group or organization unit s name staff uota Schedulin Q g e Quota can be added to users accounts on a scheduled Weekly v basis either daly weekly or monthly If Only allow accumulation up to is not selected the Schedule Amount user s balance will accumulate indefinately 5 00 Tf Only allow accumulation up to is selected the user s z balance will only accumulate to the amount specified Only allow accumulation up to 10 00 Figure 6 2 The Group Details screen To configure quotas correctly it is important to understand how quota allocations work Users receive quotas for all groups they belong to For example consider the situations where Students and Student Newspaper groups are defined in Paper Less Pro with 20 month and 10 month quotas respectively If a student belongs to both groups they will receive a 30 month of quota If they belong to only the Students group they will receive only 20 month If you configure a quota on the special All Users group then all users in the system will receive this quota in addition to quotas defined on other groups Credit will be assigned to group members at just past 12 00am midnight on the day of the schedule Administrators can verify that this has taken place by inspecting
140. 13 Creste Start Mail Merge Write amp Insert Fields Figure 13 9 Update labels button in MS Word 2007 Repeat the steps above to change other working and layout as required Always change the first card then press the Propagate Lables or Update lables button to ap ply the changes to all cards IMPORTANT Do not accidently delete the special lt lt Next Record gt gt field as this cause the merge to move to the next card number 221 TopUp Pre Paid Cards E Tip before printing the next card Removing this will result in all cards displaying the same card number Click File Save and close Microsoft Word Test the template by running a batch in the card wizard Design Recommendations e Consider changing the logo and adding your organization name e Change the URL reference to point to your intranet site or event your net work card policy page e Provide basic instructions on how to redeem the card or the location of an information page 13 4 Using a Card The following information should be distributed to end users for example via the Print Policy page on your organization s Intranet site To redeem a TopUp Pre Paid Card 1 Purchase a card from the appropriate person or place The network administrator cre ates cards specific for your organization In schools cards are often sold at the library general office or school cafeteria Open a web browser and navigate to the Paper Less Pro user login pag
141. 18 Web Print Uploading Docu ments for Printing 5 4 Mobile User Web Pages When the user web pages are accessed from a mobile browser e g Mobile Safari from an iPhone the user will be presented with a lightweight interface that has been optimized for smaller screen sizes aul Carrier gt 12 23 Summary Username tom Balance 3 20 Redeem Card gt Printing Environmental Impact P Trees 0 239 of a tree J Carbon 1 7 kg T Energy 54 4 hours lt gt Figure 5 23 Mobile user web tools summary page The user may choose to view the user web pages in desktop mode instead by clicking View in Desktop mode onne uvu a suvo Logout View in Desktop mode Figure 5 24 View in Desktop mode link Features available in the mobile user web pages include e Checking user balance 74 Services for Users Username tom Balance 3 20 Figure 5 25 Mobile user web tools balance e Viewing environmental impact statistics Printing Environmental Impact Trees 0 239 of a tree J Carbon 1 7 kg Y Energy 54 4 hours Since Oct 14 2008 Figure 5 26 Mobile user web tools environmental impact statistics e Redeeming a TopUp Pre Paid Card fi Redeem Card Enter the Card number and press the Redeem Card button to redeem NOTE All requests to redeem cards are logged Enter card number Figure 5 27 Mobile user web tools redeem TopUp Pre Paid Card logged Enter card number P 0
142. 18 2 Web Print Server status OK 5 The Web Print setup is now complete and ready for testing Continue at Section 18 4 Web Print Testing and Feature Tour to test printing and functionality 18 3 1 2 Web Print Simple Mode Setup for Other Platforms Support for Web Print on other platforms is under development and will be coming soon 18 3 2 Sandbox Mode Setup Sandbox mode is different to simple mode in that the Web Print software runs as a stand ard GUI application on a dedicated Windows system often a virtual machine The dedic ated system is configured to be always logged on and running the Web Print software This software watches a mapped network share hosted on the Paper Less primary server for the arrival of new documents submitted by users These documents are then opened in the appropriate application and printed Sandbox mode takes a little more time to configure but offers several advantages such as support for Microsoft Office formats and improved security Improved security is gained by opening and printing documents on an isolated system separate from the Paper Less primary server with the only connection between the two being via a simple file share mapped drive Prerequisites e A dedicated standalone system or virtual machine Windows operating system suggested Vista or XP 257 Web Print Uploading Documents for Printing Adobe Reader 9 English US Microsoft Office 2007 to support Offi
143. 2 Quick Tour 2 3 4 via the Client Start menu item See the client software section for details on how to start this on a remote workstation or desktop Figure 4 13 The user client tool Click the Details link The web browser will open Enter your username and password and click Login The user page pages will display To access the user pages directly via a web browser 1 2 Open a standard web browser Enter the URL http servername 9191 user where server_name is the network name assigned to the system running Paper Less Pro The login screen will appear Enter your username and password and click Login 4 7 Assigning Administrator Level Access Paper Less Pro sets up one administrator account called admin This is the master ad ministrator account with access to all features whose password is assigned during the configuration wizard In large organizations it is likely that administrator level access will need to be granted to more than one person One solution is to give all persons the master password however the recommended approach is to assign administrator rights to these individual s network user accounts The advantages of this approach are They can access the administration pages using their own username and password they don t have to remember another password Different levels of administrator access can be assigned to different users Paper Less Pro includes an advanced Ac
144. 2 Perform a backup of the existing data ce 245 17 2 3 Step 3 Create a new database in the external RDBMS 245 17 2 4 Step 4 Change the Paper Less Pro connection details 246 17 2 5 Step 5 Initialize the new database cceeeeeeeeeeeeeeeeeeees 248 17 2 6 Step 6 Load the data into the new database 8 249 17 2 7 Step 7 Restart Paper Less Pro cecceeeeeeeeeeeeeeeeeeeeeaeeeees 249 17 3 Database specific configuration 1 0 2 e eee cece ee nneeeeeeaaeeeeeeaaeeeeeeaaeeees 250 17 3 1 Configuring Microsoft SQL Express s es eeren 250 17 3 2 Configuring MySQL eececececeee naaa aaraa Takaia 251 17 3 3 Configuring Oracle and Oracle Express Edition 0 252 18 Web Print Uploading Documents for Printing ccc ceeeeeeenneeeeeaaeeeeeeaaeeees 253 1x2 Key Features 2 o ccn iW wine a ee i ee ee 253 18 2 Introduction to Web Print 2 0 0 cece eeeeeeaeeeee ceca ENEAK EEEE e REEE 254 18 2 1 Supported Applications and File Formats c ccceeesseeees 254 18 2 2 Security Considerations ccccceeeeeeeeeee esas aa eeeeeeeeeeeeaeaaeaees 254 18 3 Setting Up Web Printia iniii cece iia ii eaaa iiia 255 18 3 1 Simple Mode Setup ccceceeeeeceeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaees 255 18 3 2 Sandbox Mode Setup ccececcccceeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeeaes 257 18 4 Web Print Testing and Feature Tour
145. 2 4 1 Step 1 System Requirement ccceceeeeeeeeeeeneeeeeeeeeeeeaea 27 2 4 2 Step 2 Create the host user account and firewall settings 27 2 4 3 Step 3 Download and installing ccceceeeeeeeeeeeeeeeeeeeeeeeeaee 28 2 4 4 Step 4 Configuration Wizard 20 00 eee ceeeeeeeeeee tees ee eeeeeeeeeeeeeeeeaea 29 2 4 5 Step 5 Printer Configuration ecececeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeaea 31 2 4 6 Step 6 Sharing Client Software ccceceeeeeeeeeeeeneeeeeeeeeeeeaed 32 2 4 7 Step 7 TOSTING niiina a iania A N eE 32 24 8 What NeXt araco nodianan inanin naa Naa EAA Liane 32 3 Implementation by Example cccecceccceeeeeeeeee sees aaeeeeeeeeeeeeseaaaaeeeeeeeeeeeeaea 33 3 1 Scenario The Small School ceecceseeeeeeeeee cece aaeeeeeeeeeeeeaeaaeaneeeeeees 33 3 11 REQUIFGIMOMS ss cccictsidenoneivebcnicnes cuecessvenndevbs EEEE 33 3 1 2 Implementation c cece eeeeceeeeeee ects esac eae teeeeeeeeeeeaaaaeeeeeeeeeeeeaaa 33 3 2 Scenario The Large School ccecececeeeeeeeeeeeeeeeaaeeeeeeeeeeeaeaaaaneneeeees 34 gA l REQUIFGIMOMS inira tee Heectitnad eve acted A T 35 3 2 2 Implement atio sier iisrss iena cet eside eerie i Kana ANARE ERR RAEE 35 3 3 Scenario The University 0 ccccceeececeeeeeeeeeeeeeeeaaeeeeeeeeeeeeaeaaaaeeneeeees 36 3 3 1 REQUIFEMMENKS ra a EAT 36 3 3 2 Implementation riinan iaat ananin aa aaia aE 36 3 4 Scenario Th
146. 39 15 4 Customizing the administration web interface ccccsseeeeeeaneeees 239 15 5 Customizing Report Headers ccccceeeeeeeeeaeeeeeeeeeeeeeeeseaaeeneeeeeees 239 15 6 Data Access and Custom Reports cceceeeeeeeeeeeeeeeeeeeeaaeneeeeeeees 240 15 641 Plaintext Print LOG dees cectescsectietectettsivsealietysaselacehastiettetetieuees 240 15 7 Automation and Scripting ceecceceeeeeeeeeeeeeceaeeeeeeeeeeeeeaeaaeneeeeeees 241 15 8 Custom User Directory Information Providers 0 ccccseseeeeeeeeees 242 16 Licensing and Support 0ccceceeeee ee eeeeeeeeeeeeee ee ae aaeeeeeeeeeeeeaeaaaaneeeeeeeeeeeaaa 243 16 1 Installing a LICENSE 2 0 eee eect ee eee e ae ee cree nance senna eeeeaaeeeeeeaaaeees 243 16 2 Technical Support amp Further Information cccseeeeeeeeeeeeeeeeeneeeees 243 17 Deployment on an External Database RDBMS eecesseeeeeeeeeeeeeeeaee 244 ix Paper Less Pro 9 6 User Manual TAI OVEIVIOW ited eels aa ncaual read aaea Sonne ea aena A erara La Naa EUe Terai 244 17 1 1 Why use an external RDBMS 0 ecececeseeeeeeeeeeeeeaeaaeeees 244 17 1 2 Supported Databases cececcceeeceeeeeeeee seas ea eeeeeeeeeeeeaeaaeeees 244 17 2 Upsizing to an External RDBMS 0 c cceeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeees 244 17 2 1 Step 1 Stop Paper Less Pro cceceeeeeeeeeeneeeeeeeeeeeaeaaeeees 245 17 2 2 Step
147. 4 2 5 a RG DOMNS ecisee hres eater cca ieee edit Adasen 45 4 2 6 2 Gads oai ean E E 45 4 2 7 OP ONS sariari andei e aa Ea aei EAA A TERENE TARS 46 4 2 8 Lp Applicaton Log sessen iaa 46 4 2 9 i DOU reestis nannake aana a a 46 4 3 Basic User Operations c cccececeeeeeceeeeeeeeeeeeeeeeaaeaeeeeeeeeeeaeaaaaneneeeees 46 4 4 Basic Printer Operations ccccceeee ee eeeeeeeeeeeeeeeeaaeeeeeeeeeeeeaeaaaaeeeeeeees 48 4 5 Client SoftWare risna ieena a OE aE needa A seek Aa 50 Paper Less Pro 9 6 User Manual 4 5 1 Demonstrating the client software and account selection process 51 4 6 Interface Levels ois esensi E REREN E 52 4 6 1 Admin ACCESS mireia aa aada Weert 52 4 6 2 WS6r ACCESS 33 ei AE EE EEEE ee ee ee 52 4 7 Assigning Administrator Level ACCESS ceeeeeeeeeeeeeaeeeeeeaaeeeeeeaaeeees 53 4 8 Charting Statistics Reports and LOGS cccceeeeeeeceeeeeeeeeeeeeaaeneeneeeees 53 4 8 1 CHAS ssc e ta a a aa aaa aaa t haart 54 4 8 2 RONIS orreina ENEE NEENA EENEN NAS ENAT EONA E NAS 55 483 LOQOING reai seiat bieveusvate sine aiatagacntea abies AEA A 56 b Services for Users iniii eee ed ai a eee aed eee edt eats 58 5 Tec INthOGUCTION weirs A cre eel ee ee ee oe a a of 58 5 2 User Cliente tn iAseeoncedvndelakis e a eect e a E ARE Eri net 59 5 2 1 User Client Deployment ccceceeeeeeeeeceeeeeeeeeeeeeeeaeaaenteneeeees 62 53 Usor Web Pages siie i eee eee R tenet EEE R IEE ARE
148. 5 Mac Printing in Detail station user discovering the printer directly Some printers also support access control via IP addresses If available consider setting access control so only the server IP can submit print jobs to the physical printer 22 1 1 2 Notes amp Troubleshooting If your printer does not support JetDirect Socket consider using LPR as the 2nd choice Some printers support proprietary connection methods e g selected Epson printers Always try Jetdirect Socket first and use proprietary methods as a last resort If you re not able to install or find a driver for your printer try the Generic Postscript Driver Printer 22 1 2 Step 2 Enable Printer Sharing By default locally installed printers are not shared as public print queues Printer sharing needs to be manually enabled If you re running the workstation version of Mac OS X this is done by enabling Printer Sharing under System Preferences On Mac OS X Server use the following procedure Pe CON on Open Server Admin and select your server Select Settings then Services and enable the Print service Save the change In the server list on the left select your server expand and highlight the newly cre ated Print service Select Queues from the toolbar Your newly installed printers should be listed Select each printer and ensure that at least the IPP protocol is selected It may also be useful to enable LPR and expose via Bonjour E
149. 5 225 Print Cancel 16 04 15 kelly my file PDF Win2003 HP Laser WinXP 7 40 148 Print Cancel d 16 04 15 peter Other test document printserver HP Lase Libary2 3 95 79 Print Cancel 9 16 04 15 beter Microsoft Word Docum Win2003 HPLaser 192 168 0 6 70 134 Print Cancel 9 16 04 15 macu Other test document printserver John s P My Computer 485 97 Print Cancel ba Figure 10 1 The Standard Release Station To educate users about printing using a release station administrators might find the sample information sheet helpful 10 1 2 Web based release station Manager mode The web based release station provides functionality equivalent to the standard release station running in Manager mode However the web based release station can be more convenient because it can be run from anywhere using a web browser The web based release station can be access by visiting the following URL and logging in as a user with admin or release station manager permissions http servername 9191 release where servername is the name of the Paper Less Pro server To make a user a hold release queue manager see Section 10 3 2 Hold Release Queue Managers 157 Hold Release Queues amp Print Release Stations Jobs Pending Release v Show Fiter lt lt lt 12322 gt Submit Time Y Printer User Document Client Pages Cost Action Y Mer 28 2006 404 16PM_ Win2003 HPLaser chris Microsoft Power
150. 50 page document whether it is printed single sided or duplex When calculating the cost of a job the duplex discount is only applied to pages when there is printing on both sides of a sheet paper If a document contains an odd number of pages the duplex discount is not applied to the last page For example if a 11 page document is printed as duplex the duplex discount is applied to the first 10 pages but not the last page Some printers allow multiple copies of a document to be printed as a single job Paper Less Pro will calculate the cost using the above rules i e If a copy contains an odd num ber of pages it will not apply the discount to the last page of each copy 7 7 Using filters and restrictions Paper Less Pro offers advanced filter options to provide network administrators with the ability to filter or restrict print jobs using a set of rules Filtering options available include e Restrict printer access to one or more user groups e Detect and delete duplicate print jobs Define the maximum cost of a single print job Define the maximum number of pages allowed in a single print job Filter documents based on the file extension or name e Allow only selected paper sizes e Seta printer to allow only color or black and white documents Each printer has its own set of restrictions The rules can either apply to all users or re stricted users only the filter scope You access these settings by selecting the appropri
151. 50 peclient O Favorite Servers Figure 22 27 The PCClient share s connection string Enter password information if requested Drag the PCClient package over to the local hard disk s global Applications folder The copy process will commence Control click on the newly copied PCClient application in the Applications directory Select Show Package Contents Browse to Contents Resources Double click on the install login hook command script 335 Mac Printing in Detail i Resources a a lt 38 EM Q imac x i a Network kd A L Macintosh HD client icon iens config properties install login T EAB Desktop n pm E A Appli A cacti Java login hook start f Documents Movies J zm a a amp music Pictures set permissions command pe client mac command f 1 of 7 selected 128 9 GB available J Figure 22 28 Double click to install the login hook 9 Restart the system and verify the client starts on login Testing 1 Restart the system and ensure the client starts on login and lists the user s account balance 2 Ensure print jobs correctly account under the user s Paper Less Pro account 22 2 4 Scenario Four Mac OS X Server If the printers used by Mac clients are hosted shared from a Mac server system or Mac workstation system acting as a server then the preferred solution is to install Paper Less Pro s Mac server software The M
152. 8 1 100 or win pc0076 but would be more meaningful for the user to appear as Public PC 1 These aliases are defined in the app path release client machine aliases properties file The entries are in the format machine alias It is also valid to have multiple entries that map to the same alias So to add aliases for the example above the following lines would be added to the client ma chine aliases properties file 192 168 1 100 Public PC 1 winpc0076 Public PC 1 10 3 3 4 Job timeout If a user does not release their held job after a defined time their job will be automatically deleted This is to prevent a buildup of old abandoned jobs in the hold release queue The default timeout is 30 minutes and can be changed as follows 1 Navigate to Options General Hold Release Queues and find the option Delete held jobs if not released after 2 Enter the number of minutes to wait for users to release their job before it is deleted 3 Press Apply 10 3 4 End User Web Based Release Interface Configuration Configuration options for the end user web based release interface can be found in the ad ministrative interface at Options General User Features These options control the availability of the Jobs Pending Release option available to end users The available op tions are E Allow users to view held release station jobs Users have permission to release their own jobs Z Enable the Release AI a
153. 810 1192 73 Figure 5 28 Mobile user web tools entering a TopUp Pre Paid Card number For more information about the full desktop user web pages see Section 5 3 User Web Pages 5 5 Gadgets Widgets and more Gadgets Widgets are a lightweight application that sits on a user s desktop Windows Vista has in built support for sidebar gadgets The equivalent on the Mac is the Widget Paper Less Pro offers two useful Gadgets as well as a series of AJAX JSON style embeddable components that can be leveraged by intranet developers 75 Services for Users To install the Adobe AIR based Paper Less Pro Desktop Widget Application simply ask end users to open their web browser to ht tp server name 9191 content widgets paper less install html and click the Install Now button E Sheet printed this week Pir pron a9 s Your monthly print coas 10 92 Your environmental imp st singa jon Sr o Tred 0 7 of a iros Corbon 1 1 bg tg Energy 34 4 hours BUA eg puag 4 ADOBE AIR bi SOMETHING Figure 5 29 The Paper Less Pro Desktop Widget This Desktop Widget is also available in a raw AIR file format at app path server data contents paper less widget PaperLessWidget a ir Administrators on large corporate networks may wish to use this file directly along with Adobe deployment tools to push install the Widget 5 5 1 Windows Vista Gadgets Two Windows Vista Gadgets are available The Prin
154. AIS TOA EON EETA EERS 68 5 SA SUMMARY aeia ea aeara ra tara ate aiea aak ee T AAE aa aANT Ead aima tay 69 5 3 2 Environmental IMpPact ees ae a 69 5 3 3 Shared Accounts 22 i iai i ia i dTa 70 DSA RALCS OE E E E E E A E A E E N AS 70 53 5 m BEA OTTO ME A E eo E 71 91976 MANSIS in a a E EE O TEA 71 5 3 7 Transaction HIStory asata e neer nEaN ea KENEEN NAE Eer ANE 72 5 3 8 Recent Print JOBS 20 cece eceee eee ee eee ee aaeeeeeeaaaeeeeeaaaeeeeeaaenees 72 5 3 9 Jobs Pending Release ee ceeeeeeeeeeeeeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeees 73 DOA Web Print eiae nie ee ane eee es 73 5 4 Mobile User Web Pages ceeceeeeeeeneeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaanees 74 5 5 Gadgets Widgets and MOM ccceeeeeeeeeeeeeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeaeaaea 75 5 5 1 Windows Vista Gadgets cccceeeeeeeeeeeeeeaeeeeeeeeeeeeaeaaenneeeeeees 76 5 5 2 Web Widget si wisior i iiaee a U AA ENEE SANE EO 77 6 Advanced User Management sssssssssseerrsresrrrinenrrnnsnntrnennnnnnnnrnnnnnnnnnnnnnnennnne 79 6 1 Groups in Paper Less Pro ccceceeeeeeeee ae ceeeeeeeeeeeeeaeaaeeneeeeeeeeeaeaaeaees 79 6 2 Setting Up quota allocations cece cece cece ee eneeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeeees 80 6 2 1 Custom Quota Scheduling Periods renren 82 6 2 2 Advanced User Quota Management ceeeeeeeeeteeeeeeeeteees 82 6 2 3 Automated Quota Allocation Example eenen 82 6 3 New User Cre
155. Active Directory or LDAP see Section 12 2 2 Importing Card Identity numbers from Active Directory or LDAP or imported in bulk using the Batch User Import file see Section 6 6 Batch User Data Import and Update Once card numbers are associated with users the card based authentication can be en abled in the release station by setting the use card authentication to Y in the re lease station s config properties file Once the release station is restarted it will be in card authentication mode and can be tested by swiping a card through the card reader 167 Hold Release Queues amp Print Release Stations The config properties file has some other settings to change how the card number is read from the reader For example you can change the header and trailer characters used by some card readers to indicate the start and end of the card number See the config file for details 10 3 3 3 Friendly client machine aliases In some environments for example public libraries it can be important for users to identify print jobs by the client machine they were printed from By default the release station will list the either the IP address or the machine s unique network name Neither of these are helpful to release station users To avoid this problem the administrator can define a list of aliases that map the unfriendly names to a more user friendly name For example print jobs might appear in the release station as 192 16
156. Control click and open the package Contents c cseeeeeeeeeeeeeeaneeteeeeeees 66 5 12 Double click to install the login NOOK ccc eeeeeeeeeeee ee eeeeeeaaeeeeeeaaeeeeeeaaeeees 66 5 13 A user s summary information ec cece eeeeee cece ee eeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaenees 69 5 14 Draw a user s attention to their environmental impact ceeeeeeeeeee teeters 70 xiii Paper Less Pro 9 6 User Manual 5 15 A list of available shared ACCOUNTS 000 2 ceeee eee ee tee eeeeeaeeeeeeaaeeeeeeaaeeeeeeaaeeees 70 5 16 Printing costs as seen by the USEF eee ee cece tee eeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeees 71 5 17 Using a TopUp Pre Paid Card ccccceececeeeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaaaneeeeeees 71 5 18 Transferring funds to another User cece cece ee eeeeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeees 72 5 19 A user s recent balance transactions cceeeeeeeeeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeees 72 5 20 A user s recent printing 20 0 ceeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaaeeeeeaaeeeeeaaenees 73 5 21 The user s view of jobs pending release 00 2 eee eeeeeneeeeeeaaeeeeeeaaeeeeeeaaeeees 73 5 22 Web Print jobs iN ProGreSS ce eeee cece eeeeee ee eeeeeeaaeeeeeeaaeeeeeeaaaeeeeeaaeeeeeeaaeeees 74 5 23 Mobile user web tools summary page cece ee eeeeeeee ee eeeeeeaaeeeeeeaaeeeeeeaaenees 74 5 24 View in Desktop mode link 200 00 cece ee cece ee ee erst aa eeeeeeaaaeeeeea
157. E kee Aa S EENE OEA ces eats 149 9 2 Report Formats oier EARE E AEA AEA AAE R 150 9 3 Combining Filters and Reports c cccceeecceeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeaaa 150 9 4 Scheduling and Emailing Reports cccceeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeaea 151 ON A USAGES aise ci caste 2oduadar cethated rah an ch Genita ce ANS 152 9 4 2 Detalls miira lati AA ea ed Di ied 154 Paper Less Pro 9 6 User Manual 9 5 Advanced Reporting Options 0 ccccceeeeeeeeeeeeeeeeeeeeeaeaaeneeeeeeeeeeeeaaa 154 10 Hold Release Queues amp Print Release Stations 2 0 0 156 10 1 Release Station Interfaces 2 0 0 0 cece ceeeeeeeeeee ee aaeeeeeeeeeeaeaaeaeeeeeeees 156 10 1 1 Standard Release Station ccccceeeceeeeeeeeeeeeeeeeeeeeeeeaeaaeeees 156 10 1 2 Web based release station Manager mode 157 10 1 3 Web based release station within the admin pages 158 10 1 4 End user web based interface 200 2 cee eeeceeeeeeeneeeeeeaeeeeeeeaaeeees 158 10 2 Hold Release Usage Scenarios cceceeeeeeeeeeeeeeeeeeeeeeeaeaaeneeeeeeees 159 10 2 1 Saving paper and toner ce cece eeceeeeeeeeeeeee tees ea eeeeeeeeeeeeaeaaee 159 10 2 2 Secure Printing ierisinde mienia niine ii ida 159 10 2 3 Pay per print e g Library or Internet Cafe ceeeeeeeee 160 10 2 4 Expensive Printers Approved Printing ceecee 161 10 2 5 Unauthenticated printing esseeseesssersseerrsreerrrreerrnns
158. MS Paint display pixel coordinates when hover ing the mouse over the image Using the image editor we find the following points for Building A the lefthand build ing starting from the top left corner in x y format 0 48 84 0 143 34 143 142 60 190 0 155 Pixels are counted from the top left corner of an image so the coordinate 60 190 means 60 pixels from the top 190 pixels from the left We repeat the previous step for the second building to get coordinates similar to 242 50 320 4 422 63 422 135 332 190 226 131 Now that we have the clickable area coordinates we can define them in our image map The definition for the area tag when using a poly type shape tells us that the co ordinates are specified in a list of x y coordinates i e x1 y1 x2 y2 xn yn so we enter the coordinates in the coords attributes as follows lt map name buildings gt lt area shape poly coords 0 48 84 0 143 34 143 142 60 190 0 155 href building a html alt Building A title Building A gt lt area shape poly coords 242 50 320 4 422 63 422 135 332 190 226 131 href building b html alt Building B title Building B gt lt map gt Opening printer map html in a web browser should now display the site plan im age Hovering the mouse over each building should display the link cursor and indic ate a link to the respective pages The next step is to create the bu
159. OrgUnit DC domain DC com DC local e Admin DN The DN of the user who has permission to connect to and query the LDAP server This is typically an administrative user although it can be a user that only has read only access to the LDAP server An example of the DN of the Administrator user on a Windows AD domain domain com would be CN Administrator CN Users DC domain DC com The exact format of the DN depends on the LDAP server Some examples e Windows Active Directory CN Administrator CN Users DC domain DC com Windows Active Directory in organizational unit CN administrator 0OU OrgUnit DC domain DC com e Mac Open Directory uid diradmin CN users DC domain DC com e Unix Open LDAP uid root DC domain DC com or uid ldapadmin DC domain DC com e Admin password The password for the above user Some LDAP servers are configured to allow anonymous LDAP query access In these situations the Admin DN and Admin password may be left blank Paper Less Pro supports the following server types e Novell eDirectory e Microsoft Active Directory e Unix Open Directory However it is easy to support other server types by adjusting the LDAP fields Paper Less Pro searches This is discussed in Appendix C Advanced LDAP Configuration 12 3 Assigning Administrator Level Access Paper Less Pro sets up one administrator account called admin This is the master ad ministrator account with access to all feat
160. PCClient share s connection string Enter password information if requested Double click the client local instal11 file This will execute a small AppleScript program that will commence the install copy process Test the application by double click on the PCClient application icon in the system s local Applications folder If the user needs the client for printing for example to use the shared account popup it s advisable to configure the application to automatically open upon start up 1 2 Open System Preference from the Apple menu Select Accounts 64 Services for Users 3 Select your login account Click the Login Items tab 5 Click the button and browse and locate the PCClient application 68 Accounts l lt gt ShowAll Q 4 Password Picture Login items Parental Controls 4 ons A 5 Christ r Dance a Admin These items will open automatically when you log in G Hide item Kind i Matt Doran mal A 5 GrowlHeiperApp Application I GQSkype Application Gitunesteiper Application To hide an application when you log in click its Hide checkbox gt a Click the lock to make changes Figure 5 10 Add PCClient as a Login Item 6 Test by restarting the computer The client should automatically after the reboot and login is complete 5 2 1 2 2 Multi User Install On a multi user Mac system setting up a Login Item for each user would be a tedious task T
161. Paper Less Pro 9 6 User Manual Paper Less Pro 9 6 User Manual Table of Contents PrOlaCe nenion an A E E EA xix T About THIS GUIDG 2 eater iv ie Gael iene ee xix 2 Expectations amp Prerequisites 2 0 0 eeeeeeceseeeeeeeneeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaaeees xix 3 Terminology used in this document cece cece ee aeeeeeeeaaeeeeeeaaeeeeeaaenees xix 4 NOUCE 235 4 peste bas teas ied bane ae ok pee a a eee eas ee XX A Introduction cA hes Cael et ee ee tant Le ei eel aa 1 1 1 What is Paper Less Pro 0 cceceeeceeeceeeeeeeeeee tees ae ea eeeeeeeeeeeeaaaaeeeeeeeeeeeeaaa 1 Tal BOMGItS asin A E E 1 1 1 2 Key Features arria ar N ee elie eel EE EAA A ed 1 1 1 3 System Requirements 0 cccccecececeeeeeeeeeeeeeeeseaateeeeeeeeeaeaaeaees 2 1 2 How does Paper Less Pro Work ssssessssssrssssssssssrrrrrressssrrrrrrreresrsrnrns 3 1 221 Key GonCepts iia ee ae tae aes 3 1 2 2 Understanding the print process flOW eeeeeeeeeeeeeeeeeeeeeeeeeeeees 4 1 2 3 Architecture Overview 0cccccecececeeeeeeeeeeeeeeeeeaeeaeeeeeeeeeeeeaeaaeaees 7 1 3 The Top Ten Hidden Features 2 0 0 0 ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaes 7 1 3 1 One Remote Administration cccccceeceeeceeeeeaeeeeeeeeeeeeeeeaeaaeeees 8 1 3 2 Two Secondary Servers and Local Printers ccccsseeeeeeeeees 8 1 3 3 Three Shared Accounts ccceceeeeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaeaaeeees 8 1 3 4 Four Custo
162. Pending refund request notifications for more information Emails may be delivered hourly or daily By default daily messages are delivered at 7 a m This hour of day can be configured via the config key noti fy pending refund requests daily hour of day Please see Section 12 8 Using the Config Editor to find out how to change config keys 117 Chapter 8 Shared Accounts Paper Less Pro has two types of accounts personal accounts and shared accounts Each user has a personal account This is the default account charged under normal operation In some organizations and businesses it may be useful to provide users or selected users with the option to charge printing to a shared account Some uses of shared accounts in clude In business e Allocate and budget printing by business areas e g cost center e Track printing by project phase client or account e Track printing by client matter popular in legal and accounting firms In a school or university Budget staff use via shared faculty or department accounts e Provide share accounts for classes or subjects e Track printing costs by subject areas Shared account scenario East Beach High School has implemented Paper Less Pro to control their printing Stu dents are allocated a 5 00 a month budget Pre paid cards are sold at the library for stu dents who need extra credit above this allowance Teachers and staff are given a small personal budget
163. Point Presentation 192 168 0 200 55 2 75 print cancel Y Ma 28 2006 4 04 16 PM Win2003 Xerox Color 1930 james http www slashdot org laptop 225 11 25 print cancel Y Mar 28 2006 4 04 16 PM printserver John s Printer chris my file POF WinXP 200 10 00 print cancel S Ma 28 2006 4 04 16 PM printserver Xerox Color 1930 matt http Awww slashdot org 192 168 1 1 98 4 90 pnnt cancel Y Mar 28 2006 4 04 15 M Win2003 Canon B 2000 kelly Microsoft PowerPoint Presentation Server 12 10 20 print cancel Y Me 28 2006 4 04 15 M Win2003 Canon BJ 2000 macuser _http www slashdot org laptop 16 13 60 print cancel Figure 10 2 Web based release station Manager mode 10 1 3 Web based release station within the admin pages When logged into the admin pages an administrator can view all jobs held by release sta tions by e Navigating to the Printers section Selecting the Jobs pending release tab This interface is identical to the full screen web based release station but can be more convenient for users already logged into the administration pages Jobs Pending Release Jobs Pending Release iotification Options Release All Cancel All jl Refresh Now Auto refresh v Show Fiter lt lt lt 12322 gt Submit Ad Printer User Document Client Pages Cost Action Mar 28 fe a e Microsoft PowerPoint print Y 206 Win2003 HPLaser3 drs 192 168 0 200 s55 275 een 4 04 16 PM Presentation cance
164. Pro server is supported on Windows XP Professional It is recom mended that you disable Simple File Sharing This feature causes Windows XP to authenticate all users as Guest which causes two problems All printing is recorded as being printed by the Guest user e Username password authentication does not work correctly because Windows XP will authenticate as Guest even if the username password is entered incor rectly To disable Simple File Sharing open Windows Explorer select Tools Folder Options and un tick the appropriate option on the View tab 385 Troubleshooting amp Technical FAQ s Folder Options ax Genemi View File Types _Offine Sies Folder views You can apply the view such as Details or Tiles that T you are using for this folder to all folders Apply to All Folders Beset All Foiders Advanced settings C Launch folder windows in a separate process a O Managing pairs of Web pages and folders Show and manage the pair as a single file O Show both parts and manage them individually Show both parts but manage as a singe fie Remember each folders view settings Restore previous folder windows at logon Show Control Panel in My Computer Show encrypted or compressed NTFS filee in color woos Figure B 1 Disable simple file sharing am running Paper Less Pro in a workgroup environment i e not as part of a do main What considerations should be taken into account S
165. QL web site here http Awww mysql com products connector j Select the appropriate driver version the latest version is best Download the driver package and unzip the contents to a temporary directory 251 Deployment on an External Database RDBMS Find the driver JAR file which is typically named mysql connect or java X Y Z bin jar Copy the JAR file into the app path server lib ext directory This will allow Paper Less Pro to find and load the driver Once the driver is installed into Paper Less Pro the standard upsizing procedure can be followed See Section 17 2 Upsizing to an External RDBMS 17 3 3 Configuring Oracle and Oracle Express Edition Oracle is a high end database solution that provides a very robust and scalable data stor age solution And with the release of Oracle Express Edition it is available at no cost but it does have some limitations that should not impact Paper Less Pro installations Paper Less Pro supports Oracle versions 9 2 and higher Oracle 8 and earlier are not supported because they did not support the TIMESTAMP datatype required by Paper Less Pro 17 3 3 1 Database Driver Paper Less Pro does not ship with a driver for Oracle because Oracle does not allow us to redistribute the driver and the recommended driver depends on the version of Oracle used These drivers can be obtained from the Oracle website as described below To download the required version of the driv
166. Remember Account Code Preferred My Personal Account o A Accounting ACC o Information Technology IT M Help Desk IT H o Irfrastructure IT 1 M Projects p o Alpha P A a Bravo P8 o Deka PD Foxtrot PF L Sales SAL o General SAL G a Project SAL P oO Support sup a banadi aune m C Apply to all documents in queue Jobs 1 Figure 8 19 The advanced account selection popup As in the standard account selection popup there are two charging options for shared ac counts e Charge shared account e Charge personal account and allocate to shared account for reporting 8 4 3 Manager Mode Popup The manager mode popup popup is designed to be used by authorized users to perform printing on behalf of other users e g in a school s print room The user can charge print ing to users personal accounts or any shared account This popup provides the following features 1 Charge printing to any user The manager enters the user s username or ID number The printing will be logged un der this user s account 2 Charging to any account The print job may be charged from the user s personal printing account or any of the shared accounts in the system The shared accounts may be selected from a list or using the account code PIN 3 Standard cost adjustments 137 Shared Accounts Standard cost adjustments provide a list of adjustments that can be applied to the cost of a print job The print manager can select one or more s
167. S X Server e g Leopard Server however Paper Less Pro also supports running on the workstation version of Mac OS X These notes apply in part to both operating systems The term server is used to represent the system hosting the Pa per Less Pro software and not necessarily the edition of Mac OS X Before we delve into configuring server based print queues in a Mac environment we ll first take a few moments to discuss common terminology Note Print Queue There are typically two ways of providing shared multi system access to a printer 1 Configure each system to print directly to the device The device needs to be networkable e g have an Ethernet connection and support multiple connections 2 Configure a shared print queue In this setup only one system connects directly to the device e g a server and in turn the device is shared on the network via a print queue Other systems on the network print to the shared queue rather than directly to the device Option 2 is regarded as a better solution on multi user networks as it provides a higher level of scalability allows for centralized administration and allows administrators to move or remap devices without needing to propagate changes to workstations Paper Less Pro requires a shared print queue as it works by intercepting the jobs as they pass through the server s queue CUPS CUPS is the print queue system used by Mac This is the same queue system used by many other
168. So 10 000 10 000 8 5 8 5MB Month Therefore in this situation the internal database will grow by approximately 8 5MB per month 3 To estimate the growth per year multiply the above by 12 Therefore in this situation the database will grow by 10 2 12 122 4MB per year 397 Capacity Planning D 2 Network Bandwidth Planning With modern switched Ethernet networks bandwidth is rarely a factor when planning Pa per Less Pro deployments The bandwidth consumed by Paper Less Pro is usually dwarfed by the print document data e g the Postscript spool data sent across the net work Bandwidth does however become a consideration when planning deployments crossing physical site boundaries such as networks linked via a WAN Paper Less Pro uses an XML based web services protocol for communication between cli ent to server and server to server This protocol is very bandwidth efficient and designed to work well on low bandwidth and high latency networks D 2 1 Bandwidth Estimates Bandwidth consumption can be summarized as follows D 2 1 1 Server to Server Other than normal print server traffic standard job spooling Paper Less Pro will generate XML RPC based Web Services based traffic on port 9191 Connections are made from the print server to the main Paper Less Pro server Primary Server Normal activity is around 1 2kb of traffic for for each print job Connections are instigated from the secondary server Network packets
169. Submit a Job Figure 18 6 The front Web Print page before any jobs have been submitted The message at the top of this page may be customized e g to include site specific information or other details that users may need to know See the Introductory mes sage option in Figure 18 14 Web Print settings in the admin interface Web Print Active Inha Figure 18 7 Customizable Web Print introductory message The administrator may restrict access to the Web Print feature by group by IP ad dress range or disable the feature entirely See Section 18 5 3 Advanced Web Print Configuration for details Click Submit a Job to start the Web Print wizard The first step of the Web Print wizard is selecting a printer This is the printer that the uploaded document will print to Web Print 2 Options 3 Upload Quick Find gt linux server Office MFP Maths department staff room D mac server Wide Format Printer Graphic design windows server Library MFP Library foyer windows server Library Printer Library internet area Back to Active Jobs 2 Print Options and Account Selection Figure 18 8 Web Print wizard step 1 list of printers available for Web Print 261 Web Print Uploading Documents for Printing The printers available for Web Print are chosen by the administrator See Sec tion 18 5 Web Print Configuration 264 for details The printer list may be replaced with a
170. Testing Phase 1 UAT Testing Phase 1 stress and volume Testing Phase 2 UAT Testing Phase 2 stress and volume Testing Phase 3 UAT Testing Phase 3 stress and volume C Apply to all documents in queue Jobs 1 F Figure 8 12 Searching accounts by phase in the project phase code naming model 8 2 3 Customer Job Naming Model Organizations that deal with customers on a per job basis will be familiar with the customer job model as will those who use common accounting software packages In this model e Parent accounts are created for each customer e Sub accounts are created for each job The basic principals of the customer job naming model are the same as the project 129 Shared Accounts phase naming model See Section 8 2 2 Project Phase Naming Model substituting project for customer and phase for job 8 3 Client Security By default all printing is automatically charged to the user s personal account For a user to be able to select a shared account the user needs to be granted access to account selec tion popup Print Job Notification g Print Job Notification 4 Confirm the print and select the print action Print job details Document name Other test document Printer Sinuxserver John s Printer Cost 0 91 Print job actions Charge to my personal account Charge to shared account Account ge ete acs Charge to shared account using PIN PIN Perfo
171. The first queue does not use the release station option and only allows printing from au thenticated workstations users while the other queue has the release station option en 294 Paper Less Pro on Linux abled Paper Less Pro managed print queues can be exposed for access via LRP LPD using vari ous methods The optional Windows system component Print Services for Unix can be used if the queues are hosted on a Windows system An LPD interface is available for CUPS if the queues are hosted on Linux Tip Windows system administrators can control which queues are exposed via LPR LPD by setting printer permissions Queues set up to explicitly deny per mission to access from the SYSTEM account will not be accessible via LPR 20 5 1 Installing the Command Line Release Station Client The following installation instructions assume the reader has prior Unix system administra tion experience 1 5 Ensure that Java 1 5 or newer is installed on your system To check type java version at the terminal If you do not have Java 5 1 5 or higher please install it be fore continuing Java is available for all major Unix operating systems Copy the release station files from your primary server to the system for which you wish to set up the command line release station client These can be found in app path release If your primary server is running Windows this folder will be shared by default accessible via smb
172. The location of the errored printer error The error message detail E g Paper jam num_jobs The number of print jobs currently in the queue This information can be used as a guide to judge the severity of the error For example if a printer goes into error while there are 30 jobs in the queue there are probably quite a few people waiting Table 12 3 Fields available in printer error notifications 12 5 2 2 Printer low toner notifications Printer low toner notifications are used give advance warning when printers are running low on toner This allows administrators to ensure that printers never run out of toner and improves printer uptime The printer toner notifications are available for supported network printers The toner in formation is retrieved from the printer using SNMP over the network To use low toner noti fications ensure that SNMP is enabled on your printer and that your network fire walls switches allows the Paper Less Pro server to send SNMP requests to the printers For more information see Section 7 11 Toner Levels for supported printers The notification message lists each printer that is low in toner and includes toner levels for all the printer s toner cartidges The notification message is sent each weekday at 10 30am by default Not y when printers are low in toner for supported printers Send notifications when toner level drops below 15 Recipients matt doran papercutcom A
173. UNIX based platforms including popular Linux dis tributions Apple is a major supporter of CUPS 313 Mac Printing in Detail IP Printing This is a generic term used to describe a number of print proto cols that are used to exchange print documents between a computer a server queue or a physical printer Note This term is also occasionally used incor rectly to describe the JetDirect print protocol discussed below IPP This is an acronym for Internet Printing Protocol This is the native print protocol used by CUPS and hence the Mac It s a modern protocol designed to work well on modern networks including local networks or even over the inter net or a WAN LPR LPR LPD is the traditional UNIX based print protocol JetDirect Socket This is a very simple print protocol used to transmit print jobs to a physical printer on a TCP network The printer simply accepts con nections on port 9100 In Windows this print protocol is often referred to as a Standard TCP IP Port and in some cases generally as IP Printing Al most all network printers support this method Bonjour Printing This is not a print protocol but instead is a way of publish ing printers on a network so workstations can locate the device queue Where possible we have designed Paper Less Pro to work with all print protocols however we do recommend some over others The following setup procedure highlights methods that have shown to work in most environmen
174. Windows platforms Windows 95 and later e Macintosh OS X 10 3 9 or higher recommended e Most modern Linux and Unix Operating Systems Java 5 0 required for optional client tool 1 2 How does Paper Less Pro work Before explaining how Paper Less Pro works at a technical and end user level the reader should be familiar with the following key concepts 1 2 1 Key Concepts 1 2 1 1 Print Server A print server is a system responsible for hosting print queues and sharing printer re sources to desktop clients workstations Users on the workstations submit print jobs to a print server rather then directly to the printer itself A print server may be a dedicated serv er but on most networks this server may also perform other tasks such as file serving 1 2 1 2 Print Queue A print queue is first in first out queue listing all jobs pending on a given printer 1 2 1 3 User ID Username In a multi user environment users log on to a network or computer using a username and password These are often managed by services such as Active Directory or LDAP The username is known as the user s identity Paper Less Pro uses this identity to track print ing 1 2 1 4 Shared Account A shared account is a Paper Less Pro term used to represent an account pool of funds or 3 Introduction allocation group accessible to multiple users Accounts usually represent work areas and the term can be used interchangeably with terms such as Depart
175. Y line to the client con fig properties disabletasktrayicon The option tells the client to hide the task 376 Tools Advanced Option Description tray icon This option can also be set by adding a disabletasktrayicon y line to the cli ent config properties disable balloon tips This option instructs the client to display messages in dialog boxes rather than noti fication area balloon tips Windows only This option can also be set by adding a disable balloon tips yY line to the client config properties user lt username gt The user option allows the client to be run using a different username This can be useful if the user is logged into a machine with a different username than he or she is authenticated to the server printers as For example if a user is using a laptop that is not a part of the domain This option can also be set by adding a user lt username gt line to the client con fig properties cache lt cache directory gt This argument is actioned by pc client local cache exe It defines the location of the globally writable cache directory on the system s locale hard drive The cache is used to minimize network traffic on future launches The default loca tion is C Cache Standard users will re quire WRITE and READ access to this dir ectory neverrequestidentity The client will use the username of the logged in user to identify itself with the server In a do
176. a comment to be associated with the transaction set user account balance lt username gt lt balance gt lt comment gt Set a user s account balance to a set value lt username gt the user s username e e lt balance gt set the account to this value tve or v lt comment gt a comment to be associated with the transaction set user account balance by group lt group gt lt balance gt lt comment gt Set the balance for each member of a group to the given value This process happens in the background lt group gt the group for which all users balance is to be set lt balance gt the value to set all users balance to ve or ve lt comment gt a comment to be associated with the transaction reset user counts lt username gt lt reset_by gt Reset the page and job counts associated with a user lt username gt the user s username lt reset_by gt name of the user script process resetting the counts re apply initial user settings lt username gt Re applies initial settings on the user Initial user settings are base on group membership lt username gt the user s username disable printing for user lt username gt lt minutes_disabled gt Disable printing for a user for a set period of time lt username gt the name of the user to disable printing for lt minutes_disabled gt the time in minutes to disable 1 indicates forever
177. abases such as Microsoft SQL Serv er or Oracle Setting up Paper Less Pro in a cluster environment is an advanced operation This chapter assumes the reader has a high level of expertise in system and cluster configuration The cluster environment should be operational before undertaking the Paper Less Pro installa tion Readers should also have a good understanding of Paper Less Pro s Service Ori ented Architecture specifically its two main components the Application Server and the Print Provider and how they work together Section 14 4 Print Monitoring Architecture In a cluster environment Paper Less Pro can be set up in one of two possible configura tions Mode 7 is the simplest configuration and is suitable for most organizations It imple ments clustering in the front line that is the printer and print monitoring layer Mode 2 im plements clustering on all levels of the application for maximum fault tolerance Mode 2 is somewhat more demanding to configure and should only be attempted by organizations with staff experienced with advanced cluster and database management Please refer to the subsequent sections for an explanation on how to set up Mode 7 or Mode 2 in your environment 19 2 Microsoft Cluster Server This section discusses both Mode 1 and Mode 2 configuation in Microsoft Cluster Server Sites using Veritas Cluster Server should jump to the following section 19 2 1 Mode 1 Clustering at the Print Pro
178. ac server may either be set up as the primary server or as a secondary server reporting back to an existing primary server The Macintosh server support and initial setup is documented in Section 2 2 Installation on Apple Mac 22 2 5 Additional information and tips The client install process is also covered in Section 5 2 User Client After the first Mac is set up and the printing process is tested the simplified client install notes covered in Sec tion 5 2 1 2 Deployment on Mac OS X may be appropriate to provider to end users or other system administrators The Mac client makes use of Java Users running Mac OS X 10 4 are advised to install Java 5 0 Java 5 0 is installed by default on Mac OS X 10 4 5 and higher Java 5 0 for earli er Mac OS versions is available as a dmg from the Apple website Java 5 0 contains new features that allow the client to display popups in an always on top mode above all other application windows Mac client can accept command line options as explained at Table A 2 User Client com mand line options If the client is started via the login hook the command line options can be defined in the file Applications PCClient app Contents Resources login hook start 336 Mac Printing in Detail Look for the line starting with client_args and the associated comments above 337 Chapter 23 Running in a Workgroup Environment A workgroup environment differs from a
179. ach entry is blank Maths groupl group2 group3 Science Physics groupl Science Biology group3 144 Shared Accounts Tip The shared account import process can be triggered via the command line scripting tool server command See Section A 1 Server Commands server command 8 7 Shared Account Synchronization The shared account synchronization feature allows the administrator to define an external source for shared accounts This is useful for situations where shared accounts are man aged by an external system and allows Paper Less Pro to mirror the accounts without any additional administration To enable shared account synchronization 1 2 3 Navigate to the Accounts section Click the Account Sync tab Choose appropriate settings The available settings are discussed in Section 8 7 1 Synchronization Options Press Test Settings The window shown will tell you how shared accounts were processed and how many shared accounts will be imported updated or deleted when Synchronize Now is pressed If you are happy with the results of the test press the Synchronize Now button This will trigger a shared account synchronization and synchronization will continue to oc cur at the chosen interval 8 7 1 Synchronization Options Shared Accounts can be synchronized against two possible sources a text file or a direct ory structure This is configured in the first option on the Account Sync tab
180. ackup Now button located under Options Backups This will ensure you have a copy of the important data As a precaution on very large systems we recommend backing up the whole Paper Less Pro directory Existing overnight backups may have taken care of this task however take a few moments to grab an up to date backup now For example create a zip archive of the directory C Program Files Paper Less Pro or the equivalent path on Linux or Mac Run the installer downloaded in step 1 and install into the same location as the exist ing install After the install is complete log into the system and perform some tests to ensure all is working as expected and the system is monitoring user activity as expected 401 Appendix F Upgrading from NOT APPLICABLE This appendix describes the process for moving from NOT APPLICABLE to Paper Less Pro and includes instruction of importing user balances and restriction settings from the old NOT APPLICABLE installation These instructions assume that Paper Less Pro will be installed on the same machine as I I NOT APPLICABLE however the instructions can also be applied when Paper Less Pro is installed on a new machine F 1 Upgrade process F 1 1 Step 1 Stop and disable NOT APPLICABLE Firstly the NOT APPLICABLE services should be stopped to ensure that they do not interfere with Paper Less Pro You should not uninstall NOT APPLICABLE
181. administer the system To allow additional users to administer Paper Less Pro follow the instructions defined in Section 4 7 Assigning Administrator Level Access 12 6 1 Application Server Connections By default Paper Less Pro runs an internal web server on port 9191 All communication with the server uses HTTP to this port and includes connections by e administrators to connect to the administration interface e users to connect to the end user interface e the user client to communicate with the server to get the user balance and receive noti fications and e the information providers as discussed in Section 1 1 2 Key Features to send in formation to the server It is therefore important that all of the above clients can access this port on the server from across the entire network If your organization uses firewalls between departments or cam puses then it will be necessary to allow inbound HTTP connections on port 9191 to the Pa per Less Pro application server The application server port can be changed from 9191 to any other value r Important If the application server port is changed the port number also must be changed in the applications that connect to the server i e the print provider and the user client To change the application server port 1 On the server navigate to the app path server directory 2 Open the file server properties 3 Change the server port to setting to the desire
182. aeeeeeeaaeeees 395 D 1 2 SQL Server database growth c ceceeeeeeeeeaneeeeeeeeeeeaeaaeeees 396 D 1 3 Sample database growth calculation ccceeeeeeeeeeeaeeneeees 397 D 2 Network Bandwidth Planning c ceceecceeeeeeeaeeeeeeeaaeeeeeeaaeeeeeaaeeees 398 D 2 1 Bandwidth Estimates 20 20 00 ccc eeeeeeceeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 398 D 3 Managing Large Client Account Lists on Distributed Sites 0 398 D 3 1 Known limitations esecek iiae AE 400 E Upgrading From a Previous Version sssssssssssssessssrsrrrrrnssssrrrnrrrnsessrnnnrrreeee 401 E 1 The recommended upgrade procedure sssssssseirsessrrssssrrrrssrrrsesrne 401 F Upgrading from NOT APPLICABLE Lsssssssssssssssrrsrsssrssssrrrrrssssrsrrrrrrens 402 FelUpgrade DrocoS E esilehe er ker RE a EEEE AE EEEE EEA REEE 402 F 1 1 Step 1 Stop and disable NOT APPLICABLE eeen 402 F 1 2 Step 2 Install Paper Less Pro ccccceeeeeeeeeeeeeeeeeeeeeeaeaaeeees 402 F 1 3 Step 3 Configure and test printers esseseeeeeeeeerr neresen 402 F 1 4 Step 4 Import the existing User Balances ceeeeeeeeees 403 F 1 5 Step 5 Upgrade client software ccccecesceeeeeeeeeeeeeeaeeaeeees 404 F 1 6 Step 6 Optionally uninstall NOT APPLICABLE aaan 404 G Example User Information Sheets ccccceeeeeeeeeeeeeaeeaeeeeeeeeeeeeaeaaeeneneeeees 406 G 1 Example 1 Printing
183. aeeeeeeaaeeees 74 5 25 Mobile user web tools balance 2 0 0 cece eeceeeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 75 5 26 Mobile user web tools environmental impact statistics eee 75 5 27 Mobile user web tools redeem TopUp Pre Paid Card 75 5 28 Mobile user web tools entering a TopUp Pre Paid Card number 75 5 29 The Paper Less Pro Desktop Widget ceeeeeeeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeees 76 5 30 The Environmental Impact Gadget ccceeeeeeeeeeeeeeeeaeeeeeeeeeeeaeaaenneneeeees 77 5 31 The Print Balance Gadget ccceeeeeeceeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaneneeeees 77 6 1 AddING rEMOVING QrOUPS 000 renren cece eee E EEEE AEE AKEE EEA REE 80 6 2 The Group Details screen ccceeeeeeeeeeee ce eeeeeeeeeeeeeeeaeaaeeteeeeeeeeeaeaaaaneneeees 81 6 3 Initial settings applied to NEW users sssssssiessssirssssrrsissrrrissrrrrssrrrrnsrrrrssrrens 84 6 4 Setting a user s overdraft to 20 00 ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeds 86 6 5 User printing disabled using a time latch ssseesssserrssssrrsssrsssrrrrssrrrssrrens 91 7 1 The Template Printer cccceeeeeeee ee eeeeee cence ee ee A EAA EE E SEN 96 7 2 Copy settings from one printer to Others ccceceeeeeeeeeeeeeeeeeeeeeeaeaaeeeeneeeees 97 7 3 Printer disabled using a tiMe latCh eee eee ee eee eeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 99 7 4 Advanced
184. agement This is a color printer use page level detection Page level color detection is a relatively new feature for Paper Less Pro introduced in November 2006 and continues to be under active development This feature scans each page of a document for traces of color The grayscale discount is applied to any grayscale pages and other pages are charged at the printer s standard rate Currently Paper Less Pro can perform page level color detection with most PostScript PCL5 and HPGL printer drivers with PCL6 support coming soon Many manufacturers of fer PostScript and PCL drivers as well as proprietary ones check your printer manufac turer s website for availability Important To use page level color detection 1 Ensure the printer is using a PostScript or PCLS printer driver on both the server and workstations 2 Apply the page level detection option for the printer in Paper Less Pro 3 On Windows based servers the Print Provider service will be notified of the set ting change every 2 minutes This can be sped up by manually restarting stop and starting the Paper Less Print Provider service via Control Panel Adminis trative Tools Services Linux and Mac systems will pick up the change immedi ately 4 For Windows based servers disable the setting Enable advanced printing features on the Advanced tab of the printer s Windows Properties page This option needs to be changed on the print server This fo
185. ages Cost Document tame GHNE Attrib Allowed A4 13 03 2005 Microsoft Word Romeo 10 33 24 faz0002 persona 1 0 08 and ace 2 doc eee eee ee 13 09 2005 e909 personal 2 0 16 Meret word 104024159 1okb Yes 10 29 16 le 0001 perso 10 Document2 garis A4 13 09 2005 ar r a Microsoft Word aaa r 10 20 04 ace0001 personal 7 0 56 Goverment print doc 10 80 34 41 m ib Yes 13 03 2005 Microsoft Word M 10 15 18 ace0001 personal 7 0 56 ASS t zi 10 80 34 41 ae Yes A4 13 03 2005 Cannas i Microsoft Word fashion 10 15 14 fig0001 persona 3 0 24 or sighns doc 1808 Yes Figure 4 18 Printer usage log 4 8 3 2 Transaction Logging All modifications or deductions to an account user or shared are recorded in the transac tion log Information recorded includes e The date of the transaction e Who performed the transaction e Any comment or note associated with the transaction if performed by a user Transaction Date y Transacted By Amount Balance Usage Log Comment 19 09 2005 17 31 24 admin 10 00 3 02 user paid 10 at the front office 6 09 2005 14 45 11 system 0 50 6 98 Printer Usage 6 09 2005 14 44 47 system 0 50 6 48 Printer Usage 6 09 2005 14 41 39 system 1 00 5 98 Printer Usage 6 09 2005 14 41 31 system 1 00 4 98 Printer Usage 6 09 2005 14 40 36 system 0 50 3 98 Printer Usage Figure 4 19 User account transaction log 4 8 3 3 Application Activity Logging The Application Log
186. al Display Settings gt Location I ve setup a secondary print server The printers on this server are not listed and not being monitored What s wrong There are a number of possible explanations The first step is to open the Print Pro vider s log file on the secondary server This file will often contain error messages in dicating the cause or type of error On a Windows system the log file is located at app path providers print win print provider log The file can be opened from any text editor such as Notepad Some common issues are 1 Verify that the secondary server s name is correctly defined in the print provider conf file Open a command prompt on the secondary server and use the ping command to verify that the server can be contacted under this name A server restart or a manual restart of the Paper Less Print Provider ser vice is required for any changes to the file to take effect 387 Troubleshooting amp Technical FAQ s 2 Ensure that firewall software on the primary server is not preventing the second ary server from connecting on port 9191 Firewalls should be configured to allow all local network traffic on this particular port A quick way to see if the secondary server can connect to the primary server is to use the command line telnet program Simply type telnet servernam 9191 ata command prompt e If you receive an error like Could not open connection to host then there is probably a
187. allation of the secondary server component on Windows systems can be auto mated This may be handy when the Print Provider component needs to be installed on a number of desktop systems running locally attached printers For more information see Section 14 6 Automating Secondary Server Deployment on Windows 14 2 Configuring a Macintosh Secondary Print Server This section describes the process of setting up a secondary Mac print server The primary Application Server may either be a Windows Mac or a Linux basis system Paper Less Pro has full support for mixed or heterogeneous printing environments 14 2 1 Step 1 Ensure primary server is set up correctly Before installing a secondary server you should take some time to ensure the primary serv er central application server is set up and running correctly If it is not running fine now adding an extra server will only add an extra variable to the equation and complicate troubleshooting Take some time now to verify that the primary server is functioning cor rectly For example verify that e Printers on this server are being tracked Users are allowed top login to user pages from their workstations e Administrators can access the system 14 2 2 Step 2 Ensure firewall software is set to allow access to port 9191 Secondary server needs to communicate initiate a TCP connection on port 9191 Admin istrators should ensure that any firewall software on the primary Ap
188. and sandbox modes Application File Format s Adobe Reader 9 PDF Microsoft Office Excel 2007 XLS XLSX etc Microsoft Office PowerPoint 2007 PPT PPTX etc Microsoft Office Word 2007 DOC DOCX etc Table 18 1 Web Print Supported Applications and File Formats 18 2 2 Security Considerations Before setting up Web Print it is worth considering any security implications Because Web Print allows any user with access to the Paper Less Pro user web interface the ability to upload a document for printing it naturally increases surface area for attack More specifically security vulnerabilities that might usually be considered local because they are triggered by opening a document in a Microsoft Office application or Adobe Read er can become a remote vulnerability This is because these same applications are used to render print jobs on the server after the user has uploaded their document 254 Web Print Uploading Documents for Printing Much of the security risk can be mitigated through security best practice such as regularly applying security updates to the orchestrated applications Organizations that are very se curity conscious may with to consider the sandbox approach Sandboxing the Web Print server provides an extra layer of protection 18 3 Setting Up Web Print Web Print may be configured in one of two possible modes simple mode or sandbox mode Simple mode involves running the Web Print soft
189. and verify that the printers are now listed under the Printers section Verify that the test prints sent previously were tracked correctly To delete a printer 1 Double click on the configure cups script or manually edit printers conf and choose to disable monitoring on the printer s to delete 2 If the printer data is no longer required for reporting purposes log into Paper Less Pro s admin interface and select the Printers section then click on the printer to be re moved and select Delete printer from the Actions list 3 Test the changes by printing to the deleted printer and ensuring the printer does not re register itself in the system If it does verify that it is not being monitored using configure cups 95 Advanced Printer Management 7 2 The Template Printer The Information Technology field is a rapidly moving environment Change is driven by two main forces e Business and end user requirements e Technology advances It is change that often consumes a network administrator s time Paper Less Pro en deavors to alleviate some of the more mundane tasks via automation The New User Ini tial Settings section under Groups assists with the creation of new user accounts The addition of new printers although less common is also inevitable Paper Less Pro helps administrators streamline new print setup using a concept of a template A template is a pattern or initial condition used as a starting point Paper Les
190. ansaction History The transaction history page displays a user s balance history in detail Here a user can see how when any why their balance was affected If there is ever doubt about why a user s balance is at the current amount or what they have been spending their credit on the transaction history page has the answer w Show Filter filter active remove May 29 2007 12 22 44 PM admin May 23 2007 2 42 12PM system May 21 2007 2 50 51PM system May 21 2007 10 06 18 AM system May 21 2007 10 02 36 AM system May 21 2007 9 55 21 AM system May 21 2007 9 37 57 AM system May 21 2007 9 35 21 AM system May 21 2007 9 34 27 AM system May 21 2007 9 34 04 AM system Export Print i 24 30 0 75 0 10 0 50 0 50 0 50 0 50 0 50 0 50 0 75 Figure 5 19 A user s recent balance transactions 5 3 8 Recent Print Jobs 25 00 0 70 1 45 1 35 1 85 Adjustment Printer Usage Adjustment Printer Usage Printer Usage Bulk credit adjustment for group All Users 2 35 Printer 2 85 3 35 3 85 4 35 Printer windowsserver Canon ColorPASS Z500e Color PS Prinj e Pages 2 Document OpenOffice New Document Cost 0 50 e User tom This page displays the user s printing history It allows a user to see the cost of their print jobs or to find a particular print job The filter criteria allows for many different views of printing and can be used to
191. ant procedures and chapters in other parts of the manual 21 3 1 Windows systems with generic logins This scenario arises either when users log into systems using a common username such as user Or student or if the workstations auto login as a generic user See introduction for details 21 3 1 1 Preferred Method e Ensure all users have an account username and password on the server or domain hosting the Paper Less Pro software e Install client software on all systems See Section 5 2 User Client for more detail e Enable popup authentication by selecting the Unauthenticated option on the corres ponding generic user account See Section 7 9 Popup Authentication for more detail 21 3 1 2 Other Methods 305 Print Authentication 1 Use standard release station in Release Any mode or the end user web release sta tion configured to allow users to release any jobs See Chapter 10 Hold Release Queues amp Print Release Stations 2 Consider implementing domain level logins 21 3 2 Windows laptops that do not authenticate against a domain Portable systems may spend most of their time outside the organization s network and hence setting up domain authentication may not be desirable The laptops notebooks are often owned by a single individual and are not under the control of a central administrator 21 3 2 1 Preferred Method Use popup authentication or hold release queues as discussed in S
192. are only sent during printing activity D 2 1 2 Client to Server Connections are instigated by the client inbound to the server on port 9191 and 9192 Encrypted SSL While at idle the client consumes a few bytes once every minute a keep alive heartbeat During print activity up to 1 2kb per print job may be consumed de pending on client popup settings If using account selection popups the client must download the latest account list from the server whenever it is updated The accounts are downloaded in a very efficient com pressed format approximately 20 bytes per account If you have 10 s of thousands of ac counts and many clients running on remote sites with limited bandwidth please see Sec tion D 3 Managing Large Client Account Lists on Distributed Sites D 3 Managing Large Client Account Lists on Distributed Sites When using the print account selection dialogs the user client displays a list of client ac counts for the user to choose from This account list is downloaded from the server whenever the account list is updated i e new accounts added The accounts are down loaded in a very efficient compressed format taking approximately 10 20 bytes per ac count This works very well on the vast majority of sites that have less than 10 000 ac counts and are running on fast network connection On sites that have 10 s of thousands of accounts and many workstations on remotes with bandwidth limited WAN connections t
193. areful what you are doing F gt Warning Where extreme care has to be taken 4 Notice While every effort has been taken to ensure the accuracy and usefulness of this guide we cannot be held responsible for the occasional inaccuracy or typographical error If you do find an error please let the Paper Less Alliance Development Team know Information in this document is subject to change without notice The names of companies products people characters and data mentioned herein are fictitious and are in no way in tended to represent any real individual company product or event unless otherwise noted No part of this document may be reproduced or transmitted in any form without the express written permission of Paper Less Alliance Paper Less is a trademark of Paper Less Alliance c Copyright 1999 2009 Paper Less Alliance All rights reserved XX Chapter 1 Introduction 1 1 What is Paper Less Pro Pa per Less d Paper Less Pro is a comprehensive solution designed to manage and control an organiza tion s print usage The expectations of management and control vary from organization to organization so Paper Less Pro is designed for flexibility to ensure organizations of all types ranging from schools universities small businesses and large businesses can util ize the system for their own requirements and purposes Possible implementations can in clude Silent activity monitoring Visible activity
194. ary 2 Building 8 print server office 1 Building A Office 4 pnint server office 2 Building A Office 4 Figure 11 4 Find Me Printing and Web Based Release Interfaces 179 Find Me Printing and Printer Load Balan cing When using web based release interfaces in conjunction with Find Me Printing it is recom mended to populate the Location field on printers for the convenience of users 11 2 Requirements For Job Redirection Load Balancing or Find Me Printing The ability to redirect print jobs from one print queue to another is limited by several factors Firstly the destination printer must be able to handle the rendered print job This means that the source or virtual print queue and the target print queue must at least use drivers that produce the same print language e g PostScript to PostScript or PCL5 to PCL5 However due to the differences in the way each manufacturer uses a print lan guage and even differences between models from the same manufacturer compatibility can be limited to printers of the same or similar models E g if a print job has been rendered for a letter page size it may not print correctly or at all when sent to a printer with ledger paper in its tray The ideal setup for job redirection is when all target printers are of the same model In reality this is not always possible so when setting up job redirec tion to heterogeneous printers be sure to conduct thorough testing beforehand When selectin
195. as C Java Visual Basic Perl Ruby and Python The list of XML RPC methods exposed by Pa per Less Pro at the URL http server_name 9191 rpc api xmlrpc are sum marized below Method Description api isUserExists Test to see if a user exists in the system database api getUserAccountBalance Get the user s current account balance Gets a user property Properties include the user s full name department email notes office and restriction status among others api getUserProperty Sets a user property Properties include the user s full name department email notes office password for internal users and re striction status among others api setUserProperty 363 Tools Advanced Method Description api adjustUserAccountBalance api adjustUserAccountBalancelIfAv ailable api adjustUserAccountBalancelIfAv ailableLeaveRemaining api adjustUserAccountBalanceByGr oup api adjustUserAccountBalanceByGr oupUpTo api setUserAccountBalance api setUserAccountBalanceByGroup resetUserCounts api api reapplyInitialUserSettings api disablePrintingForUser api addNewUser Adjust a user s account balance by an ad justment amount An adjustment may be positive add to the user s account or neg ative subtract from the account Adjust a user s account balance if there is enough credit available Adjust a user s account balance if there is enough credit available t
196. as the SYSTEM account and does not have access to render print jobs If running Web Print in simple mode check the steps listed in Section 18 3 1 1 Web Print Simple Mode Setup for Windows Systems PDF Only to ensure that the service has been correctly configured to run as the webprint user account If running Web Print in sandbox mode this error may indicate that the service Paper 274 Web Print Uploading Documents for Printing Less Web Print Server is running This service is not required in sandbox mode and should be disabled No valid handler programs installed defined See Q 18 6 1 1 The configured hot folder location is not writable e Check that the location indicated by Hot folder on the Web Print dialog is correct e As the webprint user navigate to the drive directory that is mapped to the PCWebPrint share w on Windows Try creating an empty text file If this action fails there is a problem with permissions Check the Sharing and Security NTFS file permissions for the PCWebPrint share on the Paper Less primary server The webprint user should be allowed read and write access e For further assistance contact support Other error messages Check the Web Print server log file web print log See Q 18 6 1 3 for the location of the logs directory For further assistance contact support 18 6 Where is the Web Print logs folder The logs folder is located on the system running the Web Print server so
197. ase user not a Windows user This user needs to be created in the SQL Server and granted full rights to the application data base 17 2 4 1 SQL Server Database Connection URL Format The SQL Server URL format is jdbc jtds sqlserver server database The server parameter is the name of the server running the SQL Server database and must be resolvable from the Paper Less Pro server If the SQL Server instance is running on the same machine then localhost can be used The database parameter is the name of the SQL Server database you created in Step 3 above When using SQL Server instances the instance name is specified in the connection URL as follows jdbc jtds sqlserver server database instance instancename 17 2 4 2 SQL Server Express Database Connection URL Format The SQL Server Express format is jdbc jtds sqlserver server port database The server parameter is the name of the server running the SQL Server database and must be resolvable from the Paper Less Pro server If the SQL Server instance is running on the same machine then localhost can be used The port parameter is the port the SQL Server Express edition is configured to listen 247 Deployment on an External Database RDBMS on For more information on configuring SQL Express please see Section 17 3 1 Configuring Microsoft SQL Express The database parameter is the name of the SQL Server database you cr
198. atch warning An example of the command s use cd app path server bin win create ssl keystor f myserver fullname com More information is available via the help command line option Usage create ssl keystore f k FILE SYSTEM_NAMEF lt E Force Overwrite any existing keystore file k FILE Define a keystore file location If not set the keystor is created in the default location 371 Tools Advanced server data default ssl keystore SYSTEM_NAME The name of the computer server used to generate keystor If not defined the current computer name is used A 4 2 Using a custom signed SSL key Large organizations may wish to use their own SSL key signed by a commercial certificate authority CA that is recognized by all popuplar web browsers including Internet Explorer Mozilla Firefox and Safari Such commercial CAs include AddTrust Entrust GeoTrust RSA Data Security Thawte ValiCert Verisign beTRUSTed amongst others Some large organizations also operate a certificate authority of their own that is recognized by their users web browsers by way of a root certificate that has been installed into all users web browsers in a manual or automated way The advantage of a signed certificate is that it eliminates the browser warning The secur ity certificate presented by this website was not issued by a trusted certificate authority If you are a
199. ate every year Junior students are to receive 5 per term printing budget and senior students are to re ceive 10 per term The domain has the groups junior students and senior stu dents to reflect the students grade Using the information from Section A 1 Server Commands server command we can see that the Server Command adjust user account balance by group will meet the needs of this situation Create a batch file with a name like assign term quotas bat with content similar to the following depending on your environment 82 Advanced User Management cd C Program Files Paper Less Pro server bin win server command adjust user account balance by group junior students 5 00 5 term budget for junior students server command adjust user account balance by group senior students 10 00 10 term budget for senior students Note backslash indicates text should appear on the same line Running this script will allocate 5 to all members of the group junior students and 10 to all members of the group senior students The script can then be scheduled to run at the specified dates by the use of a tool such as Windows Task Scheduler Control Panel Scheduled Tasks Add Scheduled Task This example can be found with your Paper Less Pro installation under app path server examples scripting batch assign term quotas bat 6 3 New User Creation Rules It is inevitable that new users will be added to
200. ate how to use the Web Services interface is using example code Paper Less Pro ships with example code for Java C Python and Ruby located in app path server examples webservices The C and Java examples also include a full documented Proxy class a proxy is a com mon program design pattern The Proxy wraps and exposes the Web Services methods as standard methods The setup and use of the underlying XML RPC library is all handled in the proxy class meaning you can just focus on calling the methods Please see the README txt files in the examples directories for more information The Java example includes full JavaDoc style documentation under examples webser vices java docs api Developers using other languages such as Perl or Python will need to use an XML RPC library to call the methods directly All methods are exposed via the URL ht tp server_name 9191 rpc api xmlrpce All the XML Web Services commands are also accessible via the server command program An alternative to using a full programming environment to automate Paper Less Pro via Web Services is to use the server command program to call the commands via a script such as a batch file or shell script This may be a simpler solution for common automation tasks such as schedul ing a User Group synchronization each night More information on the server command program can be found in Sec tion A 1 Server Commands server command A 3 2 Se
201. atically deployed and configured The process is a little more manual on the Mac but we ll also discuss a method of automating deployment via the Workgroup Manager First we ll address manual setup The goal is to add the printer on the workstation so it communicates with the server its queues rather than directly to the printer Protocols include IPP LPD or LPD added via Bonjour The recommended setup is to use IPP as this is the native protocol 22 1 3 1 Recommended Manual Setup Log onto a workstation Open the Printer Setup Utility or if on Leopard System Preferences Print amp Fax Click the add new printer button or Select IP as the type and select IPP as the Protocol 317 AOU N gt Mac Printing in Detail Enter your server name or the server s IP Address in the Address field Enter the the printer s Queue Name prefixed with printers in the Queue field For example printers my_office_printer Note if you have selected LPR as the connection method the printers prefix will not be required see the following sec tion The queue name of the printer will have been set when the queue was first created on the server and may be different to the printer name On Mac OS 10 5 the queue name can be found at System Preferences Print amp Fax select printer Op tions amp Supplies General Queue Name On Mac OS 10 4 the queue name can be found at System Preferences Print amp Fax
202. ation Rules cccceeeeeeeeeeeeceeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeeees 83 6 4 Bulk User Operations eissira nit enika aahei aatar aeina 85 6 5 Using Overdrafts ao eraann asni entai ena aima A EE aa EER Ama AAAA Aa EIA E ma ean A AN Ten 85 6 6 Batch User Data Import and Update cee eeeeeeeeeeeeeaaeeeeeeaaeeees 86 6 6 1 Batch User Import File Format 0 0 0 0 cceeecceeeeeeeeeeeeeeaaeeeeeeaaeeees 87 6 7 Batch User Card Identity Update 0 00 00 ccccceceeeeeeeeeeeeeeeaeeeeeeeeeeeeaeaaeeees 89 6 7 1 Batch User Card Identity Update File Format cceee 90 6 8 Disabling user printing with time latches 2 0 0 0 eeeeeeeeeeeeeeaaeeeeeeaaeeees 90 6 9 User Management Quick Reference cceceeeeeeeeeaeeeeeeeeeeeeeeeaeaaeeees 91 7 Advanced Printer Management ccceeeeeeeeeeeeeeeeeeeeeeaaeeeeeeaaaeeeeeaaeeeeeeaaaeees 93 7 1 Adding and Removing Deleting Ignoring Printers 1 0 0 eeeeeeeeeeeeeeeeeeees 93 Fla TOn WINDOWS a eras Siete facet an Arad nat Get eae 93 Flee On MaGicst othr int tetova te ental a ene at 94 Fe ONM NUE ois ose att a oct a agg Sees E A E sacan dim evsatiens 95 7 2 The Template Printer srama aiaiai EAER AA AEKA NEES 96 7 3 Copying Printer Settings sirisirten atenastar aii ar arkaa tas 97 7 4 Renaming a printer 2 2 cece cece eeeeee ce eeee KENIS PENEAN AREENA KERKEE NEAS 97 7 5 Disabling printers with time latches 2 0 0 eee cece eee eeeeeeeeeeeeaaee
203. ation s print server 3 1 2 5 Requirement 4 Teachers can view print activity and account balance by connecting a web browser to http server_name 9191 user Where server_name is the name of the organization s print server Access to the end user pages is covered in Section 4 6 Interface Levels 3 1 2 6 Requirement 5 Summary reports can quickly be generated by any user with Paper Less Pro s system ad ministrator access Granting administrator access and running reports is discussed in Sec tion 4 7 Assigning Administrator Level Access 3 2 Scenario The Large School North Shore High has a student population of 2000 students Their network consists of e Three student Windows PC labs and one Macintosh lab with other computers scattered around the school for student use A mixture of Mac and Windows laptops used by staff A Windows Active Directory environment hosted on a number of servers e Printers are hosted on two separate Windows servers e Some teaching staff have desktop printers attached locally to their workstations e Each lab has a black and white laser printer e Two high end color copier printers and large format printers are located in a print room situated away from the computer labs Students have their own login account and small home directories for storage 34 Implementation by Example 3 2 1 Requirements 1 The system must support the mixed Mac and Windows environment 2 The
204. ation settings cc eeeeeeeeeeeeeeaneeeeeeaneeees 205 12 11 Draw a user s attention to their environmental impact ceeeeeeeeeeees 208 13 1 Entering a batch ID 0 0 ee eain ener cece eee ee OALA EERE NS RECASENS 214 13 2 Defining a valid till date 2 eee ee cents aiae a a 215 13 3 Options to edit the Card design ccceceeeeeeeeeaeeeeeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 215 13 4 Enable Macros in MS Word 2007 cccccceeeeeeaeeeeeteeeeeeeeeaeaaeaeeeeeeeeeeeeaea 217 13 5 Cards ready for printing cceeceeeeeeeeeeeeeeeeeeeeeaeaaeeneeeeeeeeeaeaaaaeeeeeeeeeeeeaaa 218 13 6 Imported Card NUMbEMS crisare iiaa aininn VEE EKAA EAE VETAS NES 219 13 7 Inserting a new logo into a card essssssssssssrrsssrriessrriissrrtissrrtrnsrrrrssrnnne 221 13 8 Propagate labels button in previous versions of MS Word c csseeeees 221 13 9 Update labels button in MS Word 2007 ccccccecesneeceeeaaeeeeeeaaeeeeeeaaeeees 221 1351 0 Usingsa Card sic tril a shel EEEE DEE EEE ae lh eesti ceed alte 223 14 1 Secondary server reporting back to primary server application server 230 14 2 Paper Less Pro Architecture an advanced configuration ceeeee 231 15 1 Customized user client link 0 cece cece cece cece eae ete eeeeeeeeaeaaaaeeeeeeeeeeeeaaa 233 15 2 A customized end user web designed for St Mary s Anglican Girls School 236 15 3 A customized end user web designed for Wi
205. ations directory Open System Preferences from the Apple menu Select Accounts Click the Login items tab NO ap Ww Click the button and select the newly installed PCClient application 00o Accounts E gt Show All Q My Password Picture Login items Parental Controls Christ r Dance Admin These items will open automatically when you log in Hide item Kind Aas E Matt Doran _ GrowiHelperApp Application Gskype Application Q iTunesHelper Application To hide an application when you log in click its Hide checkbox l fia cick the tock to make changes Figure 22 12 Add PCClient as a Login Item 8 Restart the system and ensure the client starts upon login 22 2 2 Scenario Two The Multi User Mac with Popup Authentication Schools and universities often have Macs available for student use in dedicated computer labs In these environments the Macs are shared by many users and Scenario One is not appropriate Larger Mac networks already using LDAP or Active Directory authentication or planning on doing so may wish to consider Scenario Three explained in the next sec tion 326 Mac Printing in Detail Your login credentials are required for printer access Username Password Remember For next 5 minutes B Figure 22 13 Mac popup authentication dialog requesting username and password Scenario Two uses a popup authentication model This is discussed in deta
206. be completed before the setup will work Following is a checklist that can be used to ensure that the main requirements have been carried out It can also serve as a troubleshooting guide in case of unexpected results 1 A new print queue should be created to function as the virtual queue This print queue should be created using the standard methods or tools provided by the host operating system The driver in use by the virtual queue should be confirmed to be compatible with the target printers The output produced by this driver is what will be sent to the printer so it must be compatible The following settings should be configured in the Paper Less Pro administration inter face for the virtual print queue a Queue type should be set to This is a virtual queue jobs will be forwarded to a different queue b Jobs may be forwarded to these queues should be configured to reflect the possible or compatible targets for redirection c Enable hold release queue should be enabled When using Find Me Printing release stations are recommended because they can automatically choose the best nearby printer based on a match between the virtual queue s configured compatible queues the release station s configured releases on queues and current printer load If the web based release interface is used instead the user must choose the desired printer from the list of all compatible queues The releases on option in the release station
207. before proceeding with the import e First experiment test the import process with a small batch of users before moving onto the full batch 6 6 1 Batch User Import File Format The import file is in tab delimited format and contains the following fields in the given order 87 Advanced User Management No Field Description Optional ile Username The user s user Mandatory name 2 Credit Balance The users credit Optional balance balance not set if blank 3 Restricted Status The user s restricted Optional restricted status Y N status not set if blank 4 Full Name The user s full name Optional full name not set if blank 5 Email The user s email ad Optional email not dress set if blank 6 Department The user s depart Optional depart ment or faculty ment not set if blank 7 Office The user s office or Optional office not location set if blank 8 Card ID Number The user s identity Optional card id card number number not set if blank 9 Card ID PIN The user s card PIN Optional card id number PIN not set if blank If the field is then the PIN is set to zero 10 Notes Notes about the Optional notes not user set if blank Table 6 2 User Import File Format Other limitations Although any actual limit to the size of an import file should be large enough for any purpose we recommend keeping the file size below 10MB Tip A simple way to create a tab delimited
208. ber v th s lt property gt for valid values _name gt lt adjustment gt lt comment gt or Vv 356 Tools Advanced lt commen set shared Set as lt accoun lt balanc lt commen add new sha Add an t gt a comment to be associated with the transaction account account balance lt account_name gt lt balance gt lt comment gt hared account s balance to a set value t_name gt the shared account s full name e gt set the account to this value ve or v t gt a comment to be associated with the transaction red account lt shared_account_name gt ew shared account lt shared_account_name gt the name of the shared account delete exis Delete Calling ting shared account lt shared_account_name gt a shared account from the system Use this method with care this will permanently delete it from the shared account list print history records will remain lt shared_account_name gt the name of the shared account to delete add shared account access user lt shared_account_name gt lt username gt Allow the given user access to the given shared account without using a pin lt shared_account_name gt the name of the shared account to allow access to lt username gt the name of the user to give access to add shared account access group lt shared_account_name gt lt group_name gt Allow the given group access to t
209. ber PIN not set if blank If the field is then the PIN is set to zero 11 Notes Notes about the Optional notes not user set if blank Table 24 1 Internal User Import File Format Other limitations Although any actual limit to the size of an import file should be large enough for any purpose we recommend keeping the file size below 10MB e If an optional field is not specified in the import file then it will not be up dated To remove or blank out an existing value use a single hyphen dash e A simple way to create a tab delimited file is to create a spreadsheet in Mi crosoft Excel then save itin the Text Tab delimited format For some examples of using tab delimited files see Section 6 6 1 1 Import File Format Examples 351 Appendix A Tools Advanced This appendix outlines the command line tools and advanced programming tools that come with Paper Less Pro Using these tools has been discussed throughout this manual however this provides a reference guide to these tools and their use A Caution The advanced tools provided with Paper Less Pro are very powerful and offer opportunities for all manner of customizations and enhancements However if used incorrectly these tools could lead to unexpected results Many of the ad vanced tools are written for software and script developers It is expected that readers intending to use advanced tools are comfortable with using the com mand
210. box Perea Lael part of the component wall be installed To see what s included n a component chi Det ais Components 5 Management and Monitoring Tools SB Message Queuing Services 26MB 25 Networking Services 3 6MB a 00MB M Remete Installation Servirea 17MA_ Zl Description Shares fies and printers on this computer with others on the network Total disk space required O4MB Details Space available on dsk 2427 0 MB n Figure 22 23 Windows Component Other Network File and Print Service 5 Click Details and ensure Print Services for Unix is selected 6 Click Next to complete the installation Tip Some systems running firewall software may block LPD printing On systems running firewall software ensure that incoming connections from the local net work are allowed on port 515 On each Mac add the required printers 1 Open the Printer Setup Utility from Applications gt Utilities 2 Click the Add button to add a new printer 333 Mac Printing in Detail epea Printer List O i o Ad Status Wind 192 168 1 125 Printing Generic PostScript Printer 1 HP Laseget 5000 Series PS Generic PostScript Printer HPLaserj in Laserjet Lywin2003 samba Generic PostScript Printer Figure 22 24 Add a printer Click the IP Printing button at the top toolbar From the Protocol dropdown select Line Printer Daemon LPD Enter the IP address of the server hosting the printers in the Address f
211. bs 1 Cancel Figure 8 20 The manager mode popup 8 4 4 Automatically charge to a shared account This special account selection mode allows all printing to be automatically charged to a single shared account without user interaction or the need to run the User Client software on the workstation This mode is useful when a user will only ever charge printing to a single shared account and does not want the inconvenience of responding the the account 138 Shared Accounts selection popup then they print An example of where this would be useful is in a school or business environment where shared accounts represent a department within the organisation In this situation user print ing should be automatically allocated to a single shared account without any user interac tion Although this can mostly be achieved with the standard account selection popup it re quires the user to respond to each popup when they print This option can be selected for an individual user set on multiple users using the Bulk User Actions or set in the initial user settings in the Group section Once the Automatic ally charge to a shared account option is selected then enter the account name to charge To select a sub account the account name must be entered in the par ent sub account format Account Selection Print account selection Account selection can be used to allow the user to select what account is charged or even to confirm Automa
212. c tion 11 4 1 Example 1 Simple Load Balancing Now when students print from a lab computer to the virtual f ind me queue queue their job will be held The student can visit any release station and see their job When the stu dent releases their job at a release station the job will be pulled from the virtual queue into the queue or queues associated with the release station for printing This setup is illus trated in Figure 11 1 Single Virtual Queue High School Administrators should also en sure that the find me queue queue is set as the default queue on all workstations The administrator may now optionally un share all but the virtual queue This would en force that users use the find me process rather than printing directly to one of the target printers 172 Find Me Printing and Printer Load Balan cing Print Server Workstation P clea user sends print job to the virtual printer find me queue hosted on pnint server Virtual Print Queue find me queue The virtual queve may forward jobs to any printer The job waits in a hold release queue and can be viewed at any release Station Each release station is configured to release jobs at its associated nearby printer This release station is capable of releasing to two possible printers load balancing laser 7 Figure 11 1 Single Virtual Queue High School 11 1 1 2 Example 2 Multiple Virtual Queues D
213. cards 100 Vaue 10 00 Expire Date 19 03 2006 X Figure 13 2 Defining a valid till date 13 3 2 5 Step 5 Design To produce a set of standard cards custom design is not required Simply click the Next gt button to move to the next step Modifying the custom design requires knowledge of Mi crosoft Word s mail merge functionality See the Section 13 3 3 TopUp Pre Paid Card Tips for further details amp TopUp PrePaid Card Creation Wizard Design Edit the template that defines the card s visual design You may now customize the Microsoft Mail Merge template to define a custom card design Experience with Microsoft Word s mail merge funchonality is required Edi the template design uses sample data Revert the template back to the system default Save any changes made in Microsoft Word before continuing to the next step Cea Figure 13 3 Options to edit the card design 215 TopUp Pre Paid Cards 13 3 2 6 Step 6 Generate Numbers Press Next gt to generate the card numbers The card wizard will prompt you for a location to save the number definition file Save the file on the local hard driver or a secure network drive 13 3 2 7 Step 7 Create Cards The card wizard will now generate a merged Microsoft Word document Before generating the Word document the card wizard will ask you if Macros have been enabled in Microsoft Word If the answer is no or you are unsure please say No and
214. ce 345 Managing Guests and Internal Users Internal User Options i Enable internal users Provides management of user accounts in addition to those in the configured source Acess control More Information Users can register their own account M v Display registration links on login screens Link text Register as a New User Additional registration instructions User must enter an emai address v Allow user to choose their own identty number Allow user to choose ther own ID PIN Prefix usernames with optional guest Confirmation message Thank you for registering Your details are A Full Name full_namet Username tusername Password passwords Identity Number id_numt ID PIN id_pint Aa lv Also email confirmation message to user Figure 24 1 Internal users options The available options are Enable internal users enables or disables the feature in general If the feature is dis abled internal users will not be able to be created e Access control determines who may create internal users The available options are e Users can register their own account A web based interface will be available for users to register their own account This allows users to register their own accounts without intervention from staff or administrators Paper Less alliance pope User Login Register New User Account John smith Address john smith
215. ce formats To set up Web Print in Sandbox Mode 1 Set up a new virtual machine e g using VMware Server http www vmware com Microsoft Virtual Server http www microsoft com windowsserversystem virtualserver or VirtualBox http www virtualbox org or a standalone system e g a dedicated desktop PC This system will house the Web Print server software and any required printing applic ations and will be termed the Web Print server This system does not need access to all network resources but will need access to printer shares and the hot folder share created in step 6 2 Create a new user account called webprint or equivalent The password for this account should be set to never expire At a minimum this account needs access to the printers the ability to run local programs and the ability to access the hot folder share created in step 6 3 Log in as the webprint user Add print queues for the printers that should be made available to users via Web Print The print queues should be added in the same way that they would be added to a workstation They should point to the print queues hos ted on the print server i e a Network Printer mapped to server printer share It is important that the jobs pass via the queue on the server do not add a Local Printer 4 Install one or more of the applications listed in Table 18 1 Web Print Supported Ap plications and File Formats The applications installed wil
216. cess Control List ACL allowing different administrators access to different functions and areas of the application Most activity is audited so changes can be sourced to an individual For more information see Section 12 3 Assigning Administrator Level Access 4 8 Charting Statistics Reports and Logs One of the key features of Paper Less Pro is the advanced charting statistics reporting and logging This information can be used by administrators to Determine which printers are most used 53 Quick Tour e Spot areas where printers may be inappropriate for the task e View user and printer trends over time 4 8 1 Charts Charts are ideal for obtaining a quick visual overview All users and printers have a line chart displaying activity over the last 30 days Balance history for peterm aig 4 2 00 1 00 0 00 1 00 a 2 00 3 00 4 00 5 00 8 00 7 00 Balance 21 Aug 28 Aug 4Sep 11 Sep 18 Sep Day Figure 4 14 User 30 day account balance history The Charts Tab under the Printers section hosts a set comparison charts allowing adminis trators to compare printers side by side Utilization printservenMusic 6 1 printsewena15 16 printserver A7 Colour 80 printservenAdmin Secondary Copier 28 printservenESL 23 printservenA13 0 printservenA15 16 printserverA2 98 printserver A7 Colour 80 printserver Admin
217. ck on the cluster group hosting the spooler service and select New gt Re source a Cluster Administrator PC CLUSTER PC CLUSTER Physical Disk IP Address Network Name Dy Cluster Conf E Resource Network Z Loca E Network a NOOE1 E Active R PA Network Figure 19 2 Creating a new cluster resource 3 In the new resource wizard enter a name of Paper Less Print Provider and select a resource type of Generic Service Click Next Click Next at Possible Owners 5 Ensure that the Print Spooler Service resource is set as a required depend ency then click Next 6 On the Generic Service Parameters page enter a service name of PCPrintPro vider and ensure the Use Network Name for computer name option is checked Click Next Wy PapeiCut Piint Provider 2 Service name POPinProvider Figure 19 3 Cluster service parameters configuration 7 Click Finish at the Registry Replication page 19 2 1 5 Step 5 Bring up all cluster resources and test 278 Microsoft Cluster Environments Perform operations to verify that 1 Print jobs log as expected 2 No error message appear in the Print Providers text log located at C Program Files Paper Less Pro providers print win print provider log on each node 19 2 1 6 Active Active Clustering Special notes regarding multiple virtual servers On large networks it is common to distribute load by hosting print spooler ser
218. clickable map or other custom content See Section 18 5 2 Designing Printer Maps Custom Printer Selection Lists for details 3 fe Web Print works great in conjunction with hold release queues and Find Me Printing print job redirection load balancing After selecting a printer the second step is to select the print and or account selection options Most users will simply see an option to select the number of copies to print Web Print 1 Printer 3 Upload Options Copies 1 1 Printer Selection 3 Upload Document Figure 18 9 Web Print wizard step 2 selecting the number of copies for a Web Print job The maximum number of copies a user may submit is configurable via the user web print max copies config editor key See Section 18 5 3 Advanced Web Print Configuration for details Users with print account selection options i e users who are using an account selec tion popup will see additional options on this page equivalent to what they would see on their popup Web Print 1 Printer Banco Options Copies 1 Account to Charge D Charge to my personal account Charge to shared account d Harvey Pianos Inc Design a Charge to shared Harvey Pianos Inc Distnbuter contacts PIN Code Harvey Pianos Inc General arvey Pianos Inc Intellectual property Lotek Electronics Lotek Electronics Audit f 1 Printer Selection Lotek Electronics EPA compliance 3 Upload Document Lo
219. clude Setting setuid root on the authentication provider Installing a CUPS backend Configure the server s boot scripts Would you like to perforn these task now tyes or nol Te Enter root password when requested Passvord setting authpan a etuid root Installing SysV style boot script Attenpting to locate CUPS installation ound CUPS backed directory at usr 1lib cups backend Linking Print Provider into CUPS backend directory Creating client configuration file Config file successfully written Starting the application server Starting Application Server tarted pid 4361 Configuring Figure 2 13 The Linux install process The installation process will take between two and five minutes depending on the speed of the system A system restart is not required but administrators are advised to perform in stallation on live production systems during periods of low activity for example not during backup operations or other administration activities 2 4 4 Step 4 Configuration Wizard After installation you will be prompted to open a web browser at ht tp server name 9191 admin to complete configuration The configuration stages are explained below 2 4 4 1 Administrator Password This is the master password for the main in built admin account This password is inde pendent of the operating system or domain passwords Keep knowledge of this password secure This screen also sets the system s physical location Ensure
220. count selection popup so users can allocate print jobs to shared ac counts for example accounts representing departments projects clients etc This is particularly important in a business environment 50 Quick Tour amp Print Job Notification N BH Print Job notification PAM Paper les Confirm the print and select the print action Print job detais Document name P D Floceplan odg Printer maestro OK C9800 GA Color PS Pages 2 Cost 0 80 Comment Floorplan building C C Remember Charge rate Defaut 100 0 x F Show on invoice m All Accounts Preferred List Recent Selections Search 7 Remember Account Code Preferred My Personal Account a a Accounting ACC o Information Technology It M Help Desk IT H pD Irfrastructure IT 1 m Projects p o Alpha P A a Bravo PB F Deka PD Foxtrot PF LI Saes SAL o General SAL G a Project SAL P oO Support sup a banadi one m C Apply to all documents in queue Jobs 1 Cancel Figure 4 12 The user client displaying the Advanced Account Selection Popup 4 5 1 Demonstrating the client software and account selection process Create a Shared Account Log into Paper Less Pro as an administrator e g admin account Select the Accounts tab Click the Create a new account action Enter an appropriate name for the account For example test account Click the Apply button to save the account a ce count If not add th
221. cription reports max rows The maximum number of rows that a report will produce Once the number of rows in a report reaches this value the data in the re port will be cut short and the report will 154 Reports Config name Description contain a message to indicate this has happened This is a sanity limit intended to avoid producing overly large reports by accident The default value is 10000 reports top x rows The number of rows to display in top X re ports such as the Largest print users re port The default value is 100 Table 9 3 Advanced Reporting Config Keys Please see Section 12 8 Using the Config Editor to find out how to change config keys 155 Chapter 10 Hold Release Queues amp Print Release Stations In a standard network printing environment when a user prints from an application the job is sent directly to the printer and starts printing immediately In some environments it may be advantageous to place the job in a holding state prior to printing Some common ex amples include e Secure Printing In a secure printing environment jobs are only printed when the user arrives at the print area and confirms his or her identity This ensures the user is there to collect the job and other users can t accidentally collect the document Approved Printing In some organizations it may be appropriate to hold jobs until they are approved by selected indi
222. ct or warranty the condition or warranty shall be deemed to be included in this Licence Agreement However the liability of Licensor for any breach of such condition or warranty shall be limited at the option of Licensor to one or more of the following a if the breach relates to goods i the replacement of the goods or the supply of equivalent goods ii the repair of such goods iii the payment of the cost of replacing the goods or of acquiring equivalent goods or iv the payment of the cost of having the goods repaired and b if the breach relates to services i the supply of the services again or ii the payment of the cost of having the services supplied again 5 3 Licensor shall have no liability to customer or any third party for any loss or dam age caused directly or indirectly by the Program including but not limited to any interruption of services loss of business loss of data or special consequential or incidental damages 5 4 Licensee shall at all times indemnify and hold harmless Licensor and its officers employees and agents Those Indemnified from and against all loss including reasonable legal costs and expenses or liability reasonably incurred or suffered by any of Those Indemnified arising from any proceedings against Those Indem nified where such loss or liability was caused by a abreach by Licensee of its obligations under this Licence Agreement or b any wilful unlawful or negligent act or
223. curity The Web Services API s provide full access to the system s internals and hence need to be secured Paper Less Pro secures access using two security layers 1 IP address level security 2 Authentication tokens required for each method call The IP address level security is used to control which systems denoted by IP address are allowed to connect to the server and call the API s By default this is restricted to Local host 127 0 0 1 only If the program script making use of the API s resides on another system then this system s IP address will need to be added to the list of approved ad dresses under Options gt General Allowed XML Web Services callers The first argument to all method calls is an authentication token authToken In the de fault setup the authentication token is the built in admin user s password This is password defined for the admin during the initial configuration wizard Optionally an alternative web service authentication token may be defined via configuration see below This token must be supplied with all method calls 370 Tools Advanced To specify an alternative web service authentication token to avoid the need to use share the built in admin user s password Login to the system Navigate to the Options section Click on the Config editor link in the list of actions Find the auth webservices auth token config setting Enter a new value that will be the new web services au
224. d and the delivery type can be modified Description balance The user s current balance Table 12 2 Fields available in low balance notifications e Important This low balance notification is only sent to users who are set as restricted 200 System Management 12 5 1 3 Configuring Email Notifications Before sending notifications via email the system needs to know the SMTP server to deliv er emails to The SMTP server can be internal or external to your organization however it must allow forwarding of emails to your users The SMTP server will typically be the same server that users set in their email application to send emails To set the SMTP server Navigate to Options Notifications Find the Email Options section Enter the SMTP server in the field provided It is also recommended that the subject and from address are changed to be applic able for your environment RON 5 Press the Apply button E Tip If your email server requires SMTP authentication the username and pass word can be configured by setting the notify smtp username and noti fy smtp password settings in the advanced configuration editor For more information see Section 12 8 Using the Config Editor e Important Anti virus software running on the Paper Less Pro server can block disallow SMTP connections because it attempts to block SPAM sent by viruses and tro jans Ensure that any anti virus software i
225. d db tools export db 5 The output of the above command shows the name of the backup file created Take note of this because it will be required in a future step 17 2 3 Step 3 Create a new database in the external RDBMS This step depends on the external database you are using and it is assumed that the ad ministrator knows how to create a new database No matter what database is used the fol lowing steps must be performed 1 Create a new empty database for dedicated use by Paper Less Pro When creating 245 Deployment on an External Database RDBMS the database make sure to select the correct character encoding for your language For SQL Server the character encoding is set in the Collation field on the new data base screen For other databases like PostgreSQL or MySQL it is recommended to select a unicode character set like UNICODE or UTF8 that allows all possible char acters to be stored 2 Create a new database user and password for the Paper Less Pro to use to connect to the database 3 Assign the appropriate permissions to the new user to give them full access to the new database e g permission to create drop tables and select insert update delete in all tables e Important To use SQL Server you must ensure that SQL Server has the TCP protocol and the server authentication option is set to SQL Server and Windows Au thentication Important The database user created for Paper L
226. d link w Show Filter fiter active remove LEGAL Duplex No Sep 4 2009 22 01 28 PM john maccserver Office MFP 55 5 50 Microsoft PowerPoint Presentation Printed Sep 4 2009 12 01 28 PM john Refunded macserver Wide Format Printer 78 52 80 microsoft Word Documents Sep 4 2009 12 01 28 PM_ john linuxeserver Wide Format Printer 114 11 40 Presentation OpenOffice org Impress Printed Request Refund Sep 4 2009 11 56 20 AM john macserver Library MFP 100 10 00 Untitled OpenOffice org Writer Figure 7 14 A Request Refund link on the Recent Print Jobs 4 Enter a reason Refund Request All refund requests will be reviewed by the administrator Job Details Y Time Sep 4 2009 11 56 20 AM Oy Pages 100 Cost 10 00 Document Name gt Printer Untitied1 OpenOffice org Writer mac server Library MFP Refund Details Refund Amount Reason for Request Figure 7 15 Sending refund request 5 Click Send Full amount Partial amount 5 00 printer out of of the job was toner Only 50 completed 7 13 2 2 The administrator approval process 115 Advanced Printer Management Jenny is an IT administrator at John s school She has just received an email indicating that refund requests are pending review To approve John s request Jenny would Log into Paper Less Pro admin interface Navigate to Printers Refunds Locate John s request
227. d fiddly process To streamline the process Paper Less Pro allows its client to be run directly off a network share no need to install locally or mess around with deployment tools Just set the executable as a startup program See Section 5 2 User Client for more information 1 3 10 Ten The Development Team Software is only as good as the development process Paper Less Pro is developed in an open and transparent fashion by a small development team Suggestions and feedback are encouraged and source code access is provided to our customers The team works closely with key system users to architect new features A member of the development team is online for 8 hours a day and is always happy to chat Come visit us on our Live Web Chat page See the Paper Less Alliance website http Awww paperlessalliance com for more informa tion Chapter 2 Installation This chapter covers the initial installation and configuration of Paper Less Pro in your net work environment Initial installation takes only a few minutes on a currently configured server This guide will walk you through installation and configuration step by step The process is summarized below System requirements check Downloading and installing Paper Less Pro Completing the configuration wizard Testing client software a Fon Testing printing and remote access Paper Less Pro is a cross platform solution and the installation procedure will vary depend i
228. d for two reasons e For fast reporting and search performance e To ensure Paper Less Pro is a good network application and does not overload domain controllers with group membership requests Many large networks may contain hundred of groups and or organizational units In many cases only a small percentage of these groups are pertinent to Paper Less Pro manage ment To ensure administrators are not overwhelmed with all groups Paper Less Pro only lists the groups selected as relevant by the administrator To add a group to Paper Less Pro e Navigate to the Group section e Select the Add Remove Group link at the bottom of the groups list e Select the group s required on the left hand side and click the Add arrow e Click the OK button to add the group s 79 Advanced User Management 3 Add Remove Groups Select the groups from the network that are required for management tasks such as group level operations security and reports Large numbers of groups may have a performance impact so only add groups required for system operations Available Selected Backup Operators Administrators Debugger Users Staff Guests English Teachers HelpServicesGrou Students Network Configuration Operators a Power Users Remote Desktop Users Replicator Test Group v Enlarge Apply Cancel Figure 6 1 Adding removing groups Paper Less Pro includes one built in group called the all users group This group is not related to any exis
229. d in the top left hand corner of the application window Actions are adaptive and the list of actions changes depending on the area of the application being viewed 4 1 3 Buttons 42 Quick Tour Figure 4 3 Buttons to validate and save settings Changes made to options user settings or configurations are only validated and applied after submitting the change Screens that you can save in the application will have the fol lowing buttons located at the bottom e Apply Validate and save the changes and return to this location object e OK Validate and save the changes and return to the data list ready to select and edit another object e Cancel Don t save and changes 4 1 4 Crumb Trail Groups Accounts Printers Location Printers gt Printer List gt Printer Details Users Figure 4 4 The crumb trail highlighting the location The crumb trail serves two purposes It maps out the navigation path followed by the user and provides a way to navigate up back the navigation path For example while editing a user s account the crumb trail provides a hyperlink up one level back to the User List 4 1 5 Status Messages Actions Page cost must be a numeric value r P Printer Details linuxserver Canon BJ 2000 a ve g Configuration 9 Hosted on i S Simple printer potintl configuration inuxserver 2 options Advanced options covering ths Location Department print
230. d in this ex ample 1 Download and install Inkscape http inkscape org the free open source vector graphics editor and use it to open your SVG 2 Select the object that should be made clickable You should see a dotted back ground around the object 3 Right click the object and select Create Link 4 Right click the object and select Link Properties 5 In the Link Properties dialog that appears enter a value for the Href field like javascript parent selectPrinter server printer where server is the name of the print server and printer is the name of the print queue 6 Repeat to create links for each printer in the image 7 Select File gt Save As and choose a file type of Plain SVG svg Save the image to app path server custom web printer map svg on the Paper Less Pro server 8 Try the Web Print wizard to test The SVG should be visible on the first step of the Web Print wizard in place of the printer list Clicking a print should move on to the next step 18 5 3 Advanced Web Print Configuration The following advanced configuration options are available via the config editor See Sec tion 12 8 Using the Config Editor for information about using the config editor Config Name Description web print job idle timeout mins If a Web Print job remains unchanged for longer than this period of time it is con sidered finished and is cleaned up The document and associated files are re
231. d port 206 System Management 4 Change the server port in all providers installed on your network The server port is set in the print provider conf file in the provider directory 5 Change the server port in the user client config file app path client config properties O Important If the client is installed locally on workstations then the config file will need to be changed on each workstation On Linux Unix systems the server runs under the privilege of a non root account Some systems may prevent non root users from binding to ports lower than 1024 An alternate option is to use kernel level TCP port redir ection e g iptables 6 Restart the application server See Section A 6 Stopping and Starting the Applica tion Server 12 6 2 Provider Connection Security The Paper Less Pro architecture as discussed in Section 1 2 3 Architecture Overview and Section 14 4 Print Monitoring Architecture involves having a central application server and multiple information providers that send data to the server to process One ex ample of a provider is the print provider which monitors printing and sends the printer activ ity to the central server Paper Less Pro supports an unlimited number of information providers and they can be located on anywhere on the network By default Paper Less Pro allows these providers to connect from any machine on the network This can be restricted to a reduced s
232. d sci_laser_2 use The queue points to the same physical printer that sci_laser_1 points to This last point is not strictly necessary but some printer drivers complain if they do not point to a real printer The administrator ensures that the print queue has registered itself with Paper Less Pro by checking the Printers tab of the administration interface Information about adding printers can be found in Section 7 1 Adding and Removing Deleting Ignoring Printers 184 Find Me Printing and Printer Load Balan cing Following creation of the new queue the administrator performs the following 1 Navigates to Printers sci_laser Summary in the Paper Less Pro administration interface 2 Changes the Queue type option to This is a virtual queue jobs will be forwarded to a different queue This reveals the Job Redirection Settings section 3 The option Jobs may be forwarded to these queues determines which queues sci_laser is capable of redirecting to The queues science lab sci_laser_1 and science lab sci_laser_2 are selected 4 Clicks OK Now when students print from a lab computer to the virtual sci_laser queue Paper Less Pro will intelligently redirect the job to either sci_laser_1 or sci_laser_2 as illustrated by Figure 11 5 Simple Load Balancing The administrator may now optionally un share the sci_laser_1 and sci_laser_2 queues Doing so ensures that all printing will be via sci_laser and hence
233. d using the following convention config machine name properties where machine name is the name of the machine running the release station A custom configuration file may also be specified as a startup command line option using the following syntax pc release exe config config file path 10 3 3 1 Release Station Modes The release station modes available are described below The release station mode is changed in the configuration file as described in Section 10 3 3 Standard Release Station Configuration Mode Description ReleaseAny This is the default mode It allows a user 166 Hold Release Queues amp Print Release Stations Mode Description who logs onto the release station to release any held jobs Any jobs released will be charged to the logged in user Manager Manager mode allows only administrators or hold release queue managers to log in to the release station In release station mode all jobs are listed and users are not automatically logged out due to inactivity Secure Secure mode allows users to only see and release print jobs that they have printed Release station managers can see and re lease all users print jobs NoPassword This works similar to the secure mode however users dont need to enter the password to view jobs Table 10 2 Standard Release Station modes In all modes except Manager mode users are logged out automatically after a period of
234. ddresses these management areas and covers tools available in Paper Less Pro to assist administrators 7 1 Adding and Removing Deleting Ignoring Printers 7 1 1 On Windows Paper Less Pro tracks all print queues ocal to the system by default Local print queues are those that have been set up on the server running Paper Less Pro with a local port such as a TCP IP connection to a network printer an LPR connection or a printer at tached locally via USB or LPT Standard Windows print queues that are hosted on a differ ent system or re shared are not tracked these queues may be tracked by setting up a secondary print server see Chapter 14 Configuring Secondary Print Servers and Locally Attached Printers New print queues added to the system should show up automatically in Paper Less Pro however in some rare situations the printer may only show up after the first print job has been sent Under some situations it may not be desirable to track all printers Some examples of why an administrator may choose not to monitor a printer include e The printer is a virtual printer such as a PDF generator FAX or document manage ment program e The administrator may wish to offer free printing on a selected printer and not be con cerned with monitoring silent monitoring with a zero page cost will also achieve this e The printer may not be supported by Paper Less Pro and may need to be ignored The Print Provider component i
235. de Setup for Windows Systems PDF Only This section describes how to configure Web Print on the same Windows system as the Paper Less primary server This is the fastest and easiest way to get Web Print up and running on a Windows system Due to the inability of Microsoft Office applications to run as a system service these file formats are only available on Windows when Web Print is con figured in sandbox mode See Section 18 3 2 Sandbox Mode Setup for more information 1 Install the latest version of Adobe Reader http get adobe com reader on the system running Paper Less Pro 255 Web Print Uploading Documents for Printing The Paper Less Pro Web Print server needs to run under a user account so that it has permission to access printers and use the locally installed Adobe Reader a f g h Create a new user account called webprint or equivalent If it is not possible to create a domain user or the system is not a member of a domain then create a local user account instead The password for this account should be set to never expire At a minimum this account needs access to the printers and the ability to run local programs Log into the Paper Less primary server as the newly created account Open a PDF in Adobe Reader and print to several different printers ensuring that all works as expected Test that the user has write access to app path server data web print hot folder e g by creating a n
236. department any text disabled net whether or not the user s internet access is currently disabled TRUE or FALSE disabled print whether or not the user s printing is currently disabled TRUE or FALSE mail the user s email an email address or any text full nam the user s full name any text notes notes for the user any text office the user s office any text password the user s password for internal users only any text restricted whether or not the user is currently restricted my E TR valu U ue gt th my E or FALSI CO ser account balanc st a user s account lt us lt adj lt com adjust u Adju rname gt the user ustment gt the adj ment gt a commen ser account balanc set s lt property gt e lt username gt lt adjust t balance s username ustment amoun to be associa asa ted wit e if available lt user st a user s accoun lt us lt adj lt com adjust u Adju to lL rname gt the user ustment gt the adj ment gt a comment ser account bala t balance if there i s username ustment amoun to be associa asa ted wit nce if available leave re lt userna ave the given a lt us lt adj lt lea lt com adjust u Adju happens lt gro lt adj lt com rname gt the user ustment gt the adj ve remaining gt th ment gt a comment ser account bala
237. describes system notifications and how they can be configured to assist your users and administrators Paper Less Pro includes built in notifications to alert users and administrators of a important pieces of information Examples of these notifications include e Alerting a user when their account balance drops below a given balance e Displaying a message explaining why a print job was denied e g not enough credit the printer is disabled the print job contains too many pages e Alerting administrators or key IT support staff to problems such as printer jams or ap plication errors The message that is delivered to the user can be customized to suit your organization For example if the user is denied printing for some reason you may wish to direct the user to the intranet page that discusses printing policies and guidelines e Important Notifications are important to your users because they let them know why their print jobs were denied If notifications are not enabled users print jobs might be deleted without them knowing and they will not understand what happened They might then contact the Administrator or Help Desk for assistance If they 198 System Management received a notification then this situation is avoided System notifications can be delivered to the user in a number of ways and the administrat or can decide the preferred option The delivery options available include e Winpopup or net send
238. differential charging example ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeanees 100 7 5 Some of the available printer filters and restrictions cceceeeeeeeeeeeeeeeeees 102 7 6 Three cost adjustments defined at the printer level csecsen 105 7 7 Cost adjustments displayed in the Advanced Client Popup nsss 106 7 8 Cost adjustments displayed in the Manager Mode Popup sseeeeeees 106 7 9 Turning on popup authentication at the user level aseeseen 108 7 10 Paper Less Pro client requesting for authentication ce eeeeeeeeee eee 108 7 11 The color detection setting for a printer 2 0 0 eee ceeeeeeeteeeeeeeaeeeeeeeaaeeeeeeaa 110 7 12 Toner level information on Printer Details screen secsec 112 7 13 Enabling end user print job refund requests ce eeeceeeeeeeeeeeeeeeeeeeeeeeeees 114 7 14 A Request Refund link on the Recent Print Jobs 115 7 15 Sending refund request ccceeeeeeeeeee esac ea eeeeeeeeeeeeaeaaeeseeeeeeeeeaeaaeaneneeees 115 7 16 Approving a refund request from the Refunds tab in the admin interface 116 7 17 Overview of user s refund request eee eeeeeeeeeeeeeeeeaeaeeeeeeeeeeeeeaeaaeateneeees 116 8 1 Selecting a shared account with the User Client popup eeeeeeeees 119 8 2 Creating a Shared ACCOUNT cceceeeeeeeee cee eeeeeeeeeeeeaeeaeeeeeeeeeeeeaeaaeaneneeeees 120 8 3 The template ACCOUNT sirier ivs aii ennie erence EANET ANNAA
239. ding s floor plan To finish off this building we now need to define what happens when each printer is clicked This is done using a JavaScript function selectPrinter Calling se lectPrinter my server Library Printer will submit the form on this step of the Web Print wizard selecting the printer called Library Printer hosted on the print server called my server We can call this JavaScript function when one of the defined areas is clicked by set ting the href attribute as follows lt area shape rect coords 4 289 22 307 href Javascript parent selectPrinter building a Printer Trjg alt building a Printer 1 title building a Printer 1 gt 10 Repeat the previous step for the remaining printers taking care that the server and printer names are entered correctly Note that the printer name is the printer s unique name on the print server and may be different to the printer s share name 11 Repeat the steps to create building a html to create building b html or simply copy the file and modify to suit 12 Test the Web Print wizard to ensure that clicking on a building takes you to that build ing s floor plan and clicking on a printer submits the form to select that printer Note that if the names you ve used for the printers don t actually exist in your Paper Less Pro server then you ll see an error message about the printer not being available You may like to modify the details for one of the printers to match a
240. domain org guest john Your full username will be quest john eecccees Register Figure 24 2 Web based internal user registration interface e Only admins can create users Only administrators will be able to create users 346 Managing Guests and Internal Users via the Paper Less Pro administration interface For information about delegating this access to additional users see Section 12 3 Assigning Administrator Level Ac cess 83 Create Internal User New User Settings Username Internal users ere managed internally by guest john PaperCut NG and may be used in addition to Full Name the configured user directory John Smith Email Address More Information john smith domain org Password eeecccece Verify Password eeececce Identity Number Emai confirmation message to user Figure 24 3 Creating an internal user from the administration interface Display registration links on login screens When enabled Paper Less Pro login screens will display a Register as a New User link Clicking this link takes the user to the web based registration interface allowing the user to create their own internal user account If disabled registration links will not appear and users may only access the web based registration interface by navigating to the URL at ht tp server name register Pa per Less g pro w Username Password Language English Figure 24 4 Login
241. domain org Notification message There are tnum_requestst pending refund requests Please login to the admin interface to action them via Printers gt Refunds This message is displayed along with the notification detais Figure 12 10 Pending refund request notification settings The following special fields can be used in pending refund request notifications Description num_requests The number of pending refund requests Table 12 5 Fields available in pending refund request notifications 12 5 3 Testing Notification Methods Once the system notifications are configured it is useful to test that messages can be de livered Paper Less Pro provides a function to send test messages to users This allows you to verify that notifications are working without having to try to produce notifications arti 205 System Management ficially To send a test notification Navigate to the Options Notifications Scroll to the bottom of the page to the Test Notifications section Enter the username of the user to send the message to Select the delivery method to use Enter the notification message to send Press the Send Test Notification button N Oo fF WN gt Verify that the notification was received 12 6 System Security Options The default installation of Paper Less Pro is configured to be secure by default After initial installation only the admin user defined during the setup process is permitted to
242. dows Active Directory v imported from To import a subset of users from the network select 2 group as an import source Import disabled users Selecting Delete users wil remove users that no longer exist in the sync source e g old deleted user Enable multidomain support Advanced accounts Selecting Update users full name will update user Import users from metadata such as names and emai addresses Al Users Change Group Selecting Import new users wil import new users and update any changed details overnight This is in addition Delete users that do not exist in the selected source to the nightly group membership synchronization V Update user s ful name emai department and office when synchronizing You may automate the synchronization process through scripting see Automation and Scripting in the user manual for details Import new users and update details overnight Figure 12 1 User group synchronization options If the Paper Less Pro server is a member of an Active Directory domain it is recommended to use this option The advantages over the Windows Standard include e Allows using Active Directory organizational units e Supports nested groups for simplified user management e Allows importing of users from other trusted Active Directory domains By default Paper Less Pro automatically re syncs the user and group information each night however t
243. ds 1 Use standard release station in Release Any mode or the end user web release sta tion configured to allow users to release any jobs See Chapter 10 Hold Release 310 Print Authentication 2 Queues amp Print Release Stations Use CUPS Authentication 21 3 10 Linux laptops or single user systems Modern Linux laptops will make use of the CUPS print system This environment is equi valent to the Mac laptop recipes described above 21 3 11 Multiuser Unix terminal servers Unix or Linux systems allowing remote SSH Telnet VNC or X connections differ from the other scenarios discussed above These systems can not use the popup authentication as it is not possible to uniquely identify a user from the system s IP address The only secure option is to use the release station 21 3 11 1 Preferred Method Setup Paper Less Pro on your preferred server this does not need to be the multiuser terminal system itself It could be another Windows or Linux server Ensure Paper Less Pro sources its user list from the same source as that used by the multiuser terminal server most likely an LDAP server Enable the release station option on all printers that will be accessed via users of the multiuser terminal system Important Enabling the release station option may be in compatible with objectives of other operating systems so it may be appropriate to set up a separate set of print queues See Further Recommendations
244. ds to be included and managed within the cluster group The Paper Less Ap plication Server component The Standard installation primary server option in the in staller is set up on an external server outside the cluster Each node in the cluster is con figured to report back to the single application server using XML Web Services over TCP IP 19 3 1 1 Single Virtual Server Active Passive Paper Less Pro supports both Active Passive and virtual Active Active in VCS This section discusses configurating Paper Less Pro on a single virtual server running Active Passive If your organization hosts mutliple virtual servers jump to the following section covering Act ive Active 19 3 1 1 1 Step 1 Set up the cluster print spooler and printers First set up and verify that the cluster and print server is working as expected The system 282 Microsoft Cluster Environments should be fully configured and tested before proceeding to the next step and installing Pa per Less Pro 19 3 1 1 2 Step 2 Set up the Paper Less Application Server on a system outside the cluster Install the Paper Less Application Server component Standard installation op tion on your nominated system This system will be responsible for providing Paper Less Pro s web based interface and storing data In most cases this system will not host any printers and is dedicated to the role of hosting the Paper Less Application Server t may be one of the nodes in
245. e linuxserver John s Printer 1 00 sq foot 0 20 Less per page 10 less linuxserver Xerox Color 1930 0 10 macserver HP LaserJet SMP 0 12 windowsserver Gestetner NRG MP C4500 0 13 80 less 0 20 Less per page details Large paper larger than Legal or ISO A4 windowsserver Gestetner NRG MP C4500 v Very large paper larger than 11x17 or ISO A2 E Large paper 0 10 Extra per page Very large paper 20 more Figure 5 16 Printing costs as seen by the user 5 3 5 Use Card From here users can use a TopUp Pre Paid Card When a valid card number is entered the value of the card is transferred to the user s balance More information about cards is available in Chapter 13 TopUp Pre Paid Cards Use Card Enter the Card number and press the Use Card button to redeem NOTE All requests to use cards are logged Figure 5 17 Using a TopUp Pre Paid Card 5 3 6 Transfers This page allows users to transfer credit to other users Transferring balance can be useful in situations such as e A student transferring credit to a fellow student for printing something for them e A teacher transferring credit to a student for extra printing e Teachers trading printing credit between each other 71 Services for Users Transfers Transfer from tom Available credit 25 00 Transfer to user paul Comment 2 00 For printing my assignment thanks Figure 5 18 Transferring funds to another user 5 3 7 Tr
246. e After log ging in your account status should display Click on the Redeem Card link on the left hand navigation bar Enter the Card Number in the Card Number box and press Redeem Card Take care to enter the number exactly as listed including any dashes If the card s number is valid the credit as listed on the card will be transferred to your account and this will list in your transaction history 222 TopUp Pre Paid Cards Paperless BY ae Summary Rates Redeem Card Enter the Card number and press the Redeem Card button to redeem Transfers NOTE All requests to redeem cards are logged Transaction History Recent Print Jobs Jobs Pending Release Logout Figure 13 10 Using a card To educate the users about redeeming their TopUp Pre Paid Card adminis trators might find the sample information sheet helpful 223 Chapter 14 Configuring Secondary Print Servers and Locally Attached Printers This section covers the setup of a secondary print server in Quick Start format For a de tailed explanation of the underlying technology and what s happening behind the scenes see the subsequent sections A secondary print server is a system that directly hosts a printer In many situations it may be a dedicated server however a secondary server may also be a desktop system hosting a directly attached USB printer If this printer is to be controlled and tracked by Pape
247. e also applies to authenticated systems In some ways this is a positive i e provides a consistent policy while in other ways it can be viewed as an unnecessary on trusted authenticated systems This section discusses a solution appropriate for larger sites The solution is to set up two servers One server hosts a set of queues for authenticated systems while the other server provides queues for unauthenticated systems Network router or firewall rules are used to ensure that only authenticated systems have access to the authenticated queues Laptops systems must use the other queues This is best done with partitioned IP address ranges and or subnets An experienced network administrator will be able to assist with restricted server access by IP address 22 1 5 3 Future Plans The Laptop Only Policy is best described as a hack and is only suitable for larger sites with good network administrators In the current release this is a supported solution The developers do however have some ideas to streamline the setup These include e An ability to endorse the authenticated systems so the username is trusted by default For example a special file can be copied to these systems readable only by the root user An IP address range filter restricting systems that can use a given priter If you are using this method please take the time to write to the developer team to share your thoughts and ideas 22 2 Windows hosted print que
248. e 332 22 22 Paper Less Pro client requesting for authentication Sorry Windows screen SHO severest EEE APE E T TT AT 332 22 23 Windows Component Other Network File and Print Service 333 22 24 AO a DIM arra sees ee aed EAEE AAEE 334 22 25 Adding an LPR LPD printer 2 0 0 0 cece eeceeeee cece terete aa Ereni 334 22 26 Connecting to a Windows Server 0ccceeeeeee eee eeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaas 335 22 27 The PCClient share s CONNECTION string cece ee eeeeeeeeeeeeeeeaeeaeeeeeeeeeeeeaes 335 22 28 Double click to install the login NOOK cece eeeeeeeeeeneeeeeeaaeeeeeeaaeeeeeeaaee ees 336 23 1 Turn off simple file sharing c cece eteeeeeeeee cece cece ea eeeeeeeeeeeaaaaaaeeeeeeeeeeaea 339 23 2 Turn off simple file sharing 2 0 eee cece eee e eee ee eee ee aaeeeeeeaaaeeeeeaaaeeeeeaaanees 340 23 3 Enable perform printing as other user eee eee cece cence eeeeaaeeeeeeaaeeeeeeaaeeees 341 24 1 Internal users OPTIONS 2 0 eee eeee cece cette eee aaa rete aaaeeeeeaaaeeeeeaaeeeeeeaaaeees 346 24 2 Web based internal user registration interface ce eeeeeeeeeeeeeeneeeeeeaneeees 346 24 3 Creating an internal user from the administration interface 8 347 24 4 Login screen showing the registration link eee eeeeeeeeeeeneeeeeeaaeeeeeeaaeeees 347 Xvi Paper Less Pro 9 6 User Manual B 1 Disable simple file sharing 20 2 eee eee eect cece eee eee
249. e Change internal admin password option If you have forgotton the internal admin password it can be reset by editing the ad min password property in the text file located at app_dir server server properties run a small peer to peer network and my users don t log onto the workstations Can still use Paper Less Pro Paper Less Pro is primarily designed for networks managed under a domain and or authenticated environments Peer to peer networks or Workgroups are however sup ported The first option should be to consider requiring users to log onto the worksta tions using their username and password If this is not possible an alternate option is 388 Troubleshooting amp Technical FAQ s to set up the user accounts on system hosting the printers system running the Pa per Less Pro server software and configuring the account selection popup with the Charge to other users option selected Users can then enter their username and password in the popup that displays each time they print would like to start the user inquiry tool client software with the window minimized Is this possible Yes The client software can be started minimized by executing the program with a command line switch minimized See Section A 5 User Client Options How do stop users from closing shutting down the client software If the user running the client software is configured to either e select shared accounts e confirm the pr
250. e Ensure the generated Microsoft Word document is deleted or saved in a secure place after the cards are printed e Always delete the number definition file after importing the batch into Paper Less e Never leave the cards in an unsecured or visible location Consider sealing cards in en velopes e Check the Paper Less Pro application event log on a weekly basis for security mes sages Paper Less will log and trap unauthorized card use 219 TopUp Pre Paid Cards Use the card log to track card redemption and allocation e Cancel Expire lost or stolen cards by batch number as soon as the problem is reported Important The cards are like a form of cash and should be treated with the same care Make sure the cards are carefully secured 13 3 3 2 Cards Design The Edit Template button in Step 4 of the card wizard opens the standard card template for editing The card wizard is able to use any standard mail merge design It s even pos sible to convert the template layout to letters rather than cards Microsoft s mail merge sup port is designed for Word power users Consider taking the step by step mail merge tu torial provided with Microsoft Word help if you do not have experience with Word s mail merge functionality Consider keeping your customizations initially simple and work up towards more complex configuration To change the logo graphic 1 Click the Edit Template button in step 5 Say Yes to E
251. e Environmental Impact section is available to end users via their web summary page See Section 5 3 2 Environmental Impact for more details Administrators also can view the impact of a user and a printer via the details pages in the admin interface The meaning of the reported values and how they are calculated are detailed below Field Description Trees This value corresponds to percentage of a tree that has gone into making the paper The value assumes the user is printing on standard A4 or Letter sheets and 80 500 sheets make up a tree This value is set by the config key envir onment sheets per tre Carbon This value corresponds to greenhouse gases released in the production of the pa per CO equivalent The value assumes that the user is printing on standard A4 or Letter sheets and one sheet equals 4 5g Te The default value takes in account CO produced as a byproduct of the paper pro duction only It does not take into account the power consumed by the printer or power associated with the ink toner use and production Finding referenced figures on these values is difficult and one could argue that the printer power consumption is not a function of the user s usage as the printer would be there consuming power even if they choose not to use the device This value is set by the config key envir onment co2 grams per sheet Energy This value represents the manufacturing energy used to produce t
252. e SQL Express tools 17 3 1 3 Create Database User Paper Less Pro requires a user to connect to the database To create this user 1 ON Oo On the machine with SQL Express installed open the SQL Server Management Stu dio Express tool Right click the Security gt Logins node and select New Login Enter the username e g paperless Change the Server Authentication to SQL Server and Windows Authentication mode Enter the user s password Disable password expiration On the OK button to create the user After creating the Paper Less Pro database assign this user db_owner permissions on the database so that it can create the required database tables To initialize the database follow the instruction in Section 17 2 Upsizing to an Extern al RDBMS 17 3 2 Configuring MySQL MySQL is a free open source database solution that provides robust proven and scalable storage at a great price Paper Less Pro supports MySQL 5 0 and higher Important In line with our external database support policy requires separate licensing Please contact Paper Less Alliance for licensing details 17 3 2 1 Database Driver Paper Less Pro does not ship with a database driver for MySQL because the MySQL li censing does not allow redistribution of the driver These drivers can be downloaded for free from the MySQL website as described below To download the required version of the driver 1 2 3 Visit the MyS
253. e Sec tion 11 3 2 Cross Server Job Redirection for further information 178 Find Me Printing and Printer Load Balan cing Workstation user sends print job to the virtual printer site1 server find me queue Application Server The job waits in a hold release queue and can be viewed at any release station Cj lt lt a B44 F2 C01 Q Release Station co When the user releases x B02_F1_G02 the job the application B44_F2_B01 intelligently sends to the best local printer Figure 11 3 Multiple Location Specific Virtual Queues Large Company 11 1 2 Find Me Printing and Web Based Release The Find Me printing examples covered above involve setting up a release station so that users can release jobs to the printers at their current location The web based release in terfaces are also supported via the user web tools admin interface or full screen web based release interface although due to the lack of location information the user is asked to select the destination printer When a user releases a job held in a virtual queue using one of the web based release in terfaces they are presented with a list of target printers and their locations as shown in Figure 11 4 Find Me Printing and Web Based Release Interfaces This job may be printed at one of several possible printers Please select a printer from the list below print server library 1 Building 8 print server libr
254. e Small Business ccceeeeeeeee cece ee eeeeeeeeeeeeeeeeaaeaeeeeeeees 38 3 41 Roure me MS eana A R 38 3 4 2 Implementation cce eee ceceee cece cece cece aaa eeeeeeeeeeeeaaaaaeeeeeeeeeeeaea 38 3 5 Scenario The Medium to Large BUSINESS c eeeeeeeeeeeeeeeneneeeeeeees 39 8 0212 REQUIFGMGMS sere cnideccssd Statics eacdes askance sient asters 39 3 5 2 Implementation ccececeeeeeeeceeeeeee cee eeeeeeeaeeeeseaaeeeeseaeeeeessaaees 39 3 6 Scenario The Public Library or Internet Cafe Kiosk 40 30 1 REQUIFGMOMS sssr ieseri krenas aE E EE 40 3 6 2 Implementation esena A TO 40 4 QUICK TOUN ci iiscweciek riain aia aE ei lined EEEE ERRA a TE AERA 42 4 NaViQation sistance ronan oa ENES Ka AEEA SKAER AEAEE ANRE 42 ADs TADS siirre neinir ainn aaa RNa Aaa 42 ACE ACIOS eaa arn seveccuaucesaeihaacasunuuceraenaaeeaee eucesammngees 42 431 32 BUUONS soriana Gite eee el ieee eee te Dee ee 42 41 4 Crumb Trail sssercocssssupedeaveusnedess seoecnantendesnenietessahancdeatneoncaaetendasts 43 4 1 5 Status Messages eee cece ee eeeeee ee ee cette eee aaa eeeeeeeeeeeeaaeaeeeeeeeeeeeeaea 43 ANG elle e vie risteksovagea sti A dd sennas oer 44 4 27 SOCUONS harini aE AEA E AEA Ea a E a AN aE 44 4 2 1 a2 De E E E A A tate ee E 44 4 2 2 3 GPOUPS ga sesceds canvapienceaterssinituataess E E E E RR 44 4 2 3 a ACCOUNTS sinivccurin ran eee aE N EE EEA EA NRR 45 4 2 4 gt PYIMGIS criniera naaa AE AE A AE TAEA 45
255. e eeeeeeeeeeeeaaaaeeeeeeeeeeeeaes 322 2251 AOT ANO daze ze tebe a A lous tule dda westie fa dvane ed adebaadd aeksededuwesne difess 324 22 8 Option click for advanced printer addition types 0 cceeeeeeeeeeeeeeeeeeeeaes 324 22 9 Windows printer via SAMBA 0 ee cece ceceeeeeeeee cece cece ee eeeeeeeeeeeeaaaaeeeeeeeeeeeeaea 325 22 10 Connecting to a Windows Server ccceeeeeeeeeeeeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeaas 325 22 11 The PCClient share s CONNECTION String cece ee eeeeeeeeeeeeeee eee eeeeeeeeeeeeaes 326 22 12 Add PCClient as a Login Item eee ceceeececeeeeeee eee enteeeeeeeeeeeaeaaaeeeeeeeeees 326 22 13 Mac popup authentication dialog requesting username and password 327 22 NAL ADGA PINK ci ces beac eehendecoetne snes aaeide cat head A 328 22 15 Option click for advanced printer addition types ceeeseeeeeeeeeeeeeeees 328 22 16 Windows printer via SAMBA eeeecceeeeeeeee cece eee eeeeeeeeeeeeeaaaaeeeeeeeeeeeeaas 329 22 17 Connecting to a Windows Server 0ceceeeeeeeeeeeeeeeeeeeeeeeeeaaeaeeeeeeeeeeenaas 330 22 18 The PCClient share s CONNECTION String 2 0 0 e cece eeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeaes 330 22 19 Command click and open the Package cceeeeeeeeeeeeeeeeaeeaeeeeeeeeeeeeaes 331 22 20 Double click to install the login NOOK eeeeeeeeeeeeeeeeeeeaeeeeeeaaeeeeeeaaeeees 331 22 21 Turning on popup authentication at the user level esseer
256. e global Print Log under the Printers section How do add a new printer On Windows systems new printers will be added to the system automatically once the printer is added to a monitored server On a Mac or Linux system after Paper Less Pro is enabled on the printer it will list in the administration interface after first print New printers are assigned initial settings based on the configuration assigned to the Template Printer How do I delete a printer Once the printer has been removed from the operating system s print list the printer may be deleted from Paper Less Pro via the delete printer action under the printer s detail page This action will remove the printer from the monitored list Print history logs are still main tained allowing access to historical data Always confirm your action before proceeding with the delete How do disable a printer Printers can be disabled indefinitely or for a specified time via the Disable option under the printer s details section How do tell Paper Less Pro to ignore not monitor a printer By default on Windows systems all printers are tracked by Paper Less Pro The Print Pro vider can be instructed to ignore a printer by setting the IgnorePrinters attribute in the print provider conf file A restart may be required for this to take affect Note This setting only stops monitoring The printer will continue to be listed under the printer list sec tion until it is manually d
257. e group by selecting it from the drop down and pressing Add Select the security tab and ensure the All Users group has access to the ac 7 See Chapter 8 Shared Accounts for more details about creating and managing shared accounts Grant account selection access to your account Select the Users tab 2 Locate and click on your personal user account 3 Under the Account Selection section select the option Show the advanced ac count selection popup 4 Print the OK button to save and apply changes 51 Quick Tour Launch the client software Windows Platform 1 Log into a workstation using your user account as modified above note The server it self can also be used for this testing if desired 2 Open Windows Explorer File Explorer 3 In the address bar enter server_name pcclient where server_name is the name of the server hosting the Paper Less Pro software This will bring up files loc ated on the PCClient share 4 Launch the pc client exe program by double clicking on the file An icon should appear in the task tray 5 Print atest page for example a web page The advanced client popup should appear allowing you to select the test account set up in the preceding section More information about shared accounts can be found in Chapter 8 Shared Accounts and information about client software deployment is covered in Section 5 2 User Client 4 6 Interface Levels Paper Less Pro provides
258. e growth characteristics of The internal database Apache Derby e Microsoft SQL Server For more information on running Paper Less Pro on external databases see Chapter 17 Deployment on an External Database RDBMS Database growth is very dependent on the usage patterns and therefore differs signific antly from site to site The best way to predict database growth is based on the rate of print jobs performed Although there is some overhead for other data like users groups print ers etc this data is static and does not grow over time The majority of database growth is caused by print and transaction logs The growth calculations performed below provide an indication of growth per 1000 or 10000 print jobs Then using these numbers and your estimate of the rate of printing in your organization a growth estimate can be made See Section D 1 3 Sample database growth calculation for an example of this calculation D 1 1 Internal database growth Most Paper Less Pro installations use the internal database This database is suitable for most organizations however some prefer to run using an external database as discussed in Chapter 17 Deployment on an External Database RDBMS The following graph shows the database size increase with the number of print jobs 395 Capacity Planning DB Growth Internal DB DB Size MB on S amp S n 0 5000 10000 15000 20000 25000 30000 Print Jobs Fi
259. e in each type of notification see the following sections covering each notification type in more detail 12 5 1 1 Printing Notifications To change printing notification options navigate to Printers Notification Options Field Description user The username of the user receiving the message A full_name The full name of the user receiving the message date The date time that the message was sent balance The user s current balance 199 System Management Field Description Cost The cost of the print job printer The printer the job was printed to document The name of the document printed pages The total number of pages in the print job copies The number of copies of the document printed paper size The size of the paper used to print the doc ument Table 12 1 Fields available in printing notifications 12 5 1 2 Low Balance Notification To change low balance notification options navigate to Options Notifications and scroll down to the Low Balance Notification section Notify users when their credit drops below 0 10 V Enable notification LOW BALANCE F To user cient By Winpopu Your balance has dropped to ay popup tbalancet By Email F known Custom delvery not avafable Figure 12 6 Options for a single system notification Using the notification options shown above the notification can be enabled the notifica tion text can be change
260. e name of your organization Unknown 372 Tools Advanced What is the name of your City or Locality nknown is the name of your State or Province nknown is the two letter country code for this unit U What U Unknown C n n Wha Is L U N printing myschool edu OU Unknown O Unknown known ST Unknown C Unknown correct o yes Enter key password for lt jetty gt RETURN if same as keystore password password Prepare your new SSL key for certification by the certificate autority keytool certregq alias jetty keystore my ssl keystor file jetty csr The contents of the resulting jetty csr can be pasted into the online order forms of abovementioned commercial certificate authorities or passed to your organization s own certificate authority When the certification process has completed the authority will provide you with a certificate file that can be downloaded from the autority s web site The filename will usually end in crt cer or cert The contents of the file should look something like this BEGIN CERTIFICATE MIIDLTCCApagAwIBAgIQJc MOT JAWOHrPI 4rGtDCDANBgkqhkiG9w0BAQUFADCB hzELMAKGA1UEBhMCWkExI JAGBgNVBAgTGUZPUIBURVNUSU5HIFBVULBPUOVTIE90O more here Awjhfz9Ef xN211UYP15xZZyNO4D03X L1iCG9pdF f 4nUH18t RnhQBvRR1FOvV9UHB PC6L9jNJMbDQUOQOING S8Nn7ZcSHNy P53nt IBaEfTv7 qvxXNWvSb5wj4pd0 5wGF1 Bw END CERTIFICATE
261. e next step is to set up the printers in Paper Less Pro to reflect the require page costs 402 Upgrading from NOT APPLICABLE and print restrictions To do this Fon Navigate to the Printers section Select the printer to adjust by clicking on the printer name Enter the cost and filter settings Press the OK or Apply buttons to save the changes For a detailed explanation of setting printer costs and restrictions see Chapter 7 Ad vanced Printer Management Tip If all your printers are configured with similar costs and filters then the settings can be copied from one printer to the other printers This is discussed in Sec tion 7 3 Copying Printer Settings It is recommended that the administrator set up the template printer This printer is used as a template when new printers are added to the system The template printer is discussed in detail in Section 7 2 The Template Print er To ensure that the printers are setup correctly perform a test print to one of the configured printers Once printed check the print log Printers Print Log that the job was recor ded and the correct cost calculated F 1 4 Step 4 Import the existing User Balances Moving the user balances and restricted status from NOT APPLICABLE to Paper Less Pro is a simple process If the server is running Windows then 1 2 3 Navigate to the Users section Click the Batch import action o
262. e printer as unauthenticated e Must be published to anonymous users so they know how to connect user the printers If the descision as been made to split up printers into two seprate queues authenticated and unauthenticated administrators can use tools such as IP address filtering firewalls or user group access permsisions to control who has access to which set of queues i e deny guest account access on authenticated queues in Windows For a detailed explanation of setting up Paper Less Pro for unauthenticated laptop printing see Section 21 2 Handling Unauthenticated non domain Laptops For discussion of many other authentication scenarios see Section 21 3 The Authentica tion Cookbook Recipes by example 21 2 Handling Unauthenticated non domain Laptops Schools and colleges commonly allow students to use their personal laptops for printing to campus printers They also want to allocate charge printing from these unauthenticated users to the correct person However if the systems haven t authenticated with the network then user credentials are not provided with the print job or worse their personal laptop 301 Print Authentication username is associated with the job For example on Windows networks the jobs may list as guest Paper Less Pro addresses this this problem by providing alternate print authen tication options This section provides a step by step guide to configuring these authentica ti
263. e printer configuration screen Start Printers Right click a printer and select Properties Pon Select the Security tab 12 Installation 5 Select the CREATOR OWNER user and uncheck the Manage Documents permis sion See Figure 2 2 Configuring Windows print queue permissions 6 Press the OK button 7 Perform these steps for each of the monitored printers x CS HP LaserJet 6MP Properties Ax General Shanng Ports Advanced Securty Device Settings Group or user names EP Administrators MAESTRO Administrators ji CREATOR OWNER fji Everyone aq Power Users MAESTRO Power Users Pemissions for CREATOR OWNER Allow Deny Print o O Manage Printers Oo o as Special Permissions For special permissions or for advanced settings click Advanced Achanced Figure 2 2 Configuring Windows print queue permissions 2 1 3 Step 3 Download and install Paper Less Pro is supplied as a standard Windows setup exe install program The latest version may be downloaded from http www paperlessalliance com After the download is complete run the setup wizard as an administrator level user A system restart is usually not required but administrators are advised to perform installation on live production sys tems during periods of low activity for example not during backup operations or other ad ministration activities Installation R Welcome to the Setup Wizard This will instal
264. e queue was first created on the server and may be different to the printer name On Mac OS 10 5 the queue name can be found at System Preferences Print amp Fax select printer gt Op tions amp Supplies gt General gt Queue Name On Mac OS 10 4 the queue name can be found at System Preferences Print amp Fax select printer Printer Setup Name amp Location gt Queue Name Select the appropriate printer model If this is not listed you may need to install the manufacturer s driver then repeat steps 2 through 6 Take some time to print from the workstation and confirm that printing succeeds 22 1 4 Publishing the printer via Workgroup Manager Manually installing the printer on each desktop on a large network may be tedious Large networks using Open Directory may benefit from automating the process using Workgroup Manager The key to successfully deploying publishing printers via the Workgroup Man ager is to publish the configuration from a working workstation rather than the server itself This is counter intuitive as normally administration is conducted by running Workgroup Manager on the server itself This however would publish the server s printer configuration the server is configured to print direct to the device and not to the queue hence this is why it s not appropriate to publish its configuration Instead we need to install the Workgroup Manager software on a configured workstat
265. e script s instructions carefully and en sure that the Print Setup Utility is closed quit when running this script After running the script the printers should now be registered Log into Paper Less Pro as admin and verify that the printers are now listed under the Printers section Perform a test print on each printer and verify that the jobs are tracked correctly Note At the technical level Mac systems use the Common UNIX Printing System CUPS Paper Less Pro tracks printing by integrating with CUPS For system administrators familiar with CUPS Paper Less Pro integrates by wrapping or proxying the CUPS backend The Control Printer Monitor ing command script simply edits the file etc cups printers conf and prefixes the DeviceURI with paperless enabling monitoring on the selected print er System administrators experienced with the terminal may prefer to edit the printers conf file directly with a text editor See Section 7 1 3 On Linux for more details To delete a printer 1 Doubleclick on the Control Printer Monitoring command script 2 Choose to disable monitoring on the printer s to delete 3 Ifthe printer data is no longer required for reporting purposes log into Paper Less Pro s admin interface and select the Printers section then click on the printer to be re moved and select Delete printer from the Actions list 94 Advanced Printer Management 4 Test the changes by printing to the deleted
266. e set by adding a windowposition lt position gt line to the client config properties Allows the window title to be customized If the lt title gt includes 0 then this will be replaced by the user s username windowtitle lt title gt The window title can also be set by adding a windowtitle lt title gt line to the cli ent config properties Changes the background color of the cli ent s balance window The colors are coded in standard hexadecimal RGB web colors see ht tp en wikipedia org wiki Web_colors for an explanation E g to set the background color to red use SOAK GROUT colori eolo background color FF0000 The balance window background color can 378 Tools Advanced Option Description also be set by adding a background col or lt color gt line to the client con fig properties text color lt color gt Changes the text color of the client s bal ance window The colors are coded in standard hexadecimal RGB web colors see http en wikipedia org wiki Web_colors for an explanation E g to set the text color to blue use text color 0000FF The balance window text color can also be set by adding a text color lt color gt line to the client config properties link color lt color gt Changes the color of the link on the client s balance window The colors are coded in standard hexadecimal RGB web colors see http en wikipedia org wiki W
267. e to log in and browse the interface There are many options and now is a good time to have a look at some of the key areas of the application Take some time to explore 2 3 5 Step 5 Printer iPrint Configuration Paper Less Pro works by directly integrating with the Novell iPrint Print Manager iPrint must however be configured to use Paper Less Pro as an accounting control source In the current release this configuration is done manually at the individual print queue level 1 Log into iManager expand iPrint and select Manage Printer Manager 2 Select the Printer Manager associated with one of your print queues 3 Click the Manage health monitor link A list of all your printers should appear m Shutdown Move Refresh Status Active Network address oes vmtestpaper Manager health monitor Printer agents confguravon report 4 Select a Printer Agent from the list 5 Click Configuration Options 25 Installation Printer Agent hp Information Shutdown Printe v Apply eee Maes Job List Shutdown Startup History Message from Admin Next Pnnter Job Processing Information Scheduled Active Requested Last Job Finished Printing Jobs 6 1 0 07 16 2008 08 45 34 PM Job History Since 07 28 2008 08 15 00 AM Since 07 28 2008 12 00 00 AM Sinc 6 Enter paperless under the Accounting Autoload Command Click Apply 8 Click Back then Back and repeat steps 4 through 7 for all printers that s
268. ease station 1 Deploy the standard release station to workstations located nearby your printers See Section 10 3 Release Station Configuration for information on deploying the release station 2 Run the release station in Release Any mode which allows users to login and see all print jobs awaiting release When they release a job it will be charged to their user ac count For more information see Section 10 3 3 1 Release Station Modes 21 2 2 4 Step 3b Enable and configure the End user Web Release Station If using the end user web release station 1 Log in as the built in admin user 2 Click on the Options section 3 In the User Features section enable the Allow users to view held jobs hold release queues option 4 Change the Users have permission to setting to Release any jobs charge to their account 5 Press the Apply button to save the changes 21 2 2 5 Step 4 Enable the Hold Release queue for the print queues By default Paper Less Pro allows the jobs to be printed without any interaction from the user The hold release queue feature will hold the print job until the user logs into a release station and releases the job To enable the hold release queue for a printer Log in as the built in admin user Click on the Printers section Select the printer you wish to enable the Hold Release queue on In the Configuration section enable the Enable hold release queue checkbox ONS eG INE Es P
269. easily drill down to find the information required 72 Services for Users w Show Filter filter active remove A4 1S0_A4 Duplex No Grayscale Administration macserver HP Color LaserJet 9500 2 0 50 Microsoft Word list doc No Printed 300 kb MAESTRO Postscript May 28 2007 9 43 17 AM A4 ISO_A4 Duplex No Grayscale No 273 kb MAESTRO Postscript Cancelled May 23 2007 English windorsserver Gestetner NRG 3 0 75 Untitled bs Refunded 2 42 35 PM Department DSe424 OpenOffice org Writer A4 1S0_A4 Duplex No Grayscale research paper pdf No Denied 273 kb MAESTRO Postscript May 23 2007 linuxserver maestro Dell Color 2 42 15 PM Laser 5110en 3 0 75 A4 ISO_A4 Duplex No Grayscale No Copies 3 PaperCut Software 4 kb Cancelled partial Mozilla Firefox MAESTRO print Postscript Not Invoiced May 23 2007 2 33 35 PM tom macserver HP Color LaserJet 3000 9 2 25 Comment A4 ISO_A4 Duplex No Grayscale No Budget OpenOffice org 278 kb Cak MAESTRO Postscript May 23 2007 Science 9 21 34 AM Departaaonk linuxserver HP Color LaserJet 500 1 0 25 Printed Comment Export Print B 6 i Figure 5 20 A user s recent printing 5 3 9 Jobs Pending Release This page allows users to view and interact with jobs held in a hold release queue From here jobs that have been held in a managed queue can be released printed by the user This allows for them to confir
270. eated in Step 3 above 17 2 4 3 PostgreSQL Database Connection URL Format The Postgres URL format is jdbc postgresql server database The server parameter is the name of the server running the PostgreSQL database and must be resolvable from the Paper Less Pro server If the PostgreSQL instance is run ning on the same machine then localhost can be used The database parameter is the name of the PostgreSQL database you created in Step 3 above 17 2 4 4 MySQL Database Connection URL Format jdbc mysql server database The server parameter is the name of the server running the MySQL database and must be resolvable from the Paper Less Pro server If the MySQL instance is running on the same machine then localhost can be used The database parameter is the name of the MySQL database you created in Step 3 above 17 2 4 5 Oracle Database Connection URL Format jdbc oracle thin server port SID The server parameter is the name of the server running the Oracle database and must be resolvable from the Paper Less Pro server If the Oracle instance is running on the same machine then localhost can be used The port specifies the port number that the Oracle services are listening on By default this is 1521 The SID specifies the Oracle service identifier used to identify the database The SID for Oracle Express edition is XE 17 2 5 Step 5 Initialize the new database The next step is t
271. eb_colors for an explanation E g to set the link color to a dark gray use Imk color on 3 5 3 5 The balance window link color can also be set by adding a link color lt color gt line to the client config properties default selection lt option gt Specifies the default selected option on the account selection popup This option can be used to save mouse clicks keyboard presses by setting the default selected op tion to the one that is most commonly used Options include charge personal The Charge to my personal account option is selected e charge account list The Charge to shared account option is selected e charge account pin The Charge to shared account using PIN Code option is selected e print as user The Perform print Tools Advanced Option Description as user option is selected For example applying a default selection of charge account list ensures that the option Charge to shared account is selec ted and the dropdown list of accounts is highlighted This allows the user to begin navigating the list of shared accounts im mediately via the keyboard and saves them having to select the option first This option can also be set by adding or enabling the default selec tion lt option gt line in the client con fig properties file default account lt option gt Specifies the default selected account on the account selection popup This optio
272. echnologies included vending machines smart cards micro payment systems and manual processing The card system proved to be the most successful and cost effective solution The card concept is now the de facto standard in other industries 211 TopUp Pre Paid Cards such as pre paid mobile phones The Paper Less Pro card system is 100 software based There is no need for special hardware such as smart card readers or special vending machines The card system is included as standard with Paper Less Pro The system includes e Acard wizard application for assisting with the process of creating new cards e A web page for end users to enter card numbers e A security framework for tracking card redemption and implementing fraud prevention 13 3 Creating New Cards 13 3 1 Overview and Definitions Cards are generated using the Card Wizard The card wizard is a Microsoft Windows ap plication that integrates with Microsoft Word The card wizard install can be downloaded from inside the Paper Less Pro administration login under the Card section The download link is located in the Actions area e Important The Card Wizard integrates with Microsoft Word Please ensure that Microsoft Word is installed before using the Card Wizard Term Definition Card Wizard A tool to help administrators produce a set of cards The wizard generates cards ready for printing and a number definition file suit able for importing into the Paper L
273. ection 21 2 Handling Unauthenticated non domain Laptops 21 3 2 2 Alternate Method 1 If using a version of Windows that can authenticate with a domain i e not the Windows Home editions then the laptop can be configured to authenticate with the network as fol lows e Teach the user how add their domain username and password to their Stored user names and passwords 1 Start Control Panel User Accounts Select the user s laptop login account Click Manage my network passwords Click Add Enter the name of the server and the user s network domain username and pass word OP wh e Teach the user how to add a network printer in the form server printer e Optional Locally install client software using the client local install exe install program This is located on the Server PCClient win share At the end of the in stall process the client will open asking the user to confirm their network identity See Section 5 2 User Client for more detail 21 3 2 3 Alternate Method 2 Adda generic LaptopUser or guest user account to the domain Make the password known to all users e g password e Set the unauthenticated option on this user enable popup authentication e Locally install client software using the client local install exe install program This is located on the Server PCClient win share At the end of the install pro cess the client will open asking the user to confirm their net
274. ed If the directory or filename parameters contains space then the argument needs to be quoted A 2 2 import db Command The import db command imports the data from a previous export into the database The application server must be stopped to perform the import The syntax and options for the import db command are usage db tools import db options import file f fore Deletes any existing data before loading the data h help Displays this help The force option is required when the data is loaded into a database that already con tains data In this situation the force option indicates that existing data will be deleted first If the import file contains spaces this argument will need to be quoted A 2 3 init db Command The init db command initializes a database creating the required tables and initial data The application server must be stopped before you initialize the database The syntax and options for the init db command are usage db tools init db options Ore Re initializes the database even if it already exists h help Displays this help The force option is required to initialize a database that already contains the tables and data In this case the force option will drop the existing tables before recreating the tables A 2 4 delete old logs Command The delete old logs is used to delete old log data from the system This command will permanently delete the following
275. ed and utilizing them in the correct manner This chapter covers common implementation scenarios in a case study form It discusses the requirements common to the scenario and how these requirements are satisfied using key features The aim of this chapter is to guide implementers towards identifying and util izing the most appropriate features Locate the scenario that s the closest fit to your organization It may also be beneficial to read other scenarios that might apply to your situation For example a large business may benefit from some of the ideas presented in the small business case and so on 3 1 Scenario The Small School Fast River School has a student population of 200 and caters to students in Kindergarten through 6th grade A teacher is responsible for each class The school has a two com puters in each class room and a small computer lab for older students All computers are networked A single server acts as a domain controller and a file and print server The stu dents in each year level log on to the computers using the username and password alloc ated to their class 3 1 1 Requirements 1 Each grade level has a monthly printing budget of 50 2 If the budget is exceeded teachers may discuss additional funding with the school principal 3 Student use of color printers should be approved by teachers 4 The teacher for each grade level should have access to activity reports in order to track the class s pri
276. ee Chapter 23 Running in a Workgroup Environment Paper Less Pro is not detecting jobs printed from a network clients How can fix this There are two main causes of this problem e Users are not correctly logging on to your network domain or computer If the do main server does NOT authorize users Paper Less Pro has no way of knowing who submitted the print job With system policies login onto the domain can be made mandatory eliminating this problem Alternatively printer permissions can be set on the print server to ensure only valid users may print to the printers Alternatively the client computer may be configured to print directly to the network interface printer Ensure all network clients are configured as outlined in the Pa per Less Pro installation guide All print jobs must pass through the print server running Paper Less Pro Paper Less Pro is not counting detecting pages correctly What s causing this Paper Less Pro currently supports about 90 of printers on the market If a printer s language is not recognized Paper Less Pro will not detect any pages and record the print job as a zero page count This is usually accompanied with an error message in the Application Event Log We recommend you try the following problem resolution 386 Troubleshooting amp Technical FAQ s actions in this order 1 Many printers come with a variety of driver options Install the Postscript drivers if one is available for
277. eeaaeeees 54 4 15 Printer utilization Chart Geesen eeee cece ee ee E ee essai R E 54 4 16 Print page history for a single printer cece cece ee nneeeeeeaaeeeeeeaaeeeeeeaaee ees 55 4 17 Printer rep rt m PDF seie enti eave ee YER EE EEA ir dees 56 4 18 Printer usage P eredet ereed reston EERE A AE O E EATERS AREA POSEE ESTRESA 57 4 19 User account transaction l0g sssssssssessssrissssrrsissrrrissrrtrasrrtrnsrntennnnnnnnnnnnaan 57 5 1 Example of customized user web pages ececeeeeeeeeeeneeeeeeaaeeeeeeaaeeeeeeaaeeees 58 5 2 The user client balance WINdOW sssssesssssssrrsrserrssesrnrnnennnnnsnnnnnnnnnnnennnnnennnne 59 5 3 The user client s confirmation POPUP sssssssssssssrrssssrrsssrrirssrrrrssrrrnssrrrrnsrrnns 59 5 4 The user client s standard account Selection POPUP eeeeeeeeeeeeneeeeeeaaeeees 60 5 5 The user clietn s advanced account selection popup eeeeeeeeeaneeeeeeaaeeees 61 5 6 Paper Less Client on Mac OS X eeeeceeceececeeeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaneeeeeees 61 5 7 Paper Less Pro requires Mac OS X v 10 3 9 or later cccseeeeeeeeeeeeeeeeeees 63 5 8 Connecting to a Windows Server ececeeeee ce eeeneeeeeeeeeeeeceaaeeteeeeeeeeeaeaaeaneeeeeees 64 5 9 The PCClient share s Connection String cceeceeeeeeeeeeeeeeeeeeeeeeaeaaenneeeeeees 64 5 10 Add PCClient as a Login Item 0 cecceeeeeeaeceeeeeeeeeeeeeeeaaeaeeeeeeeeeaeaaeaneeeeeees 65 5 11
278. eee cece ee aeeeee ceca eeeeeeaaeeeeeaaeeeeeeaaenees 264 18 14 Web Print settings in the admin interface cccceceeeeeeeeeeeeeeeeeeeaeees 265 18 15 Web Print selecting a printer from the list which may be replaced with a map OF CUSTOMISE eaea EE es fab larg boii ges tobaden coe ES 267 18 16 Web Print printer selection map with a simple floor plan eee 267 18 17 Web Print printer selection map with a simple site plan eee 269 19 1 Stopping the service and setting to Manual startup ccecseeeeeeeneeeees 277 19 2 Creating a new cluster resource eeeeeeeeeeee eee eeeeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 278 19 3 Cluster service parameters Configuration ccceeeeeeeeeeeeeaeeeeeeeeeeeeeeeaes 278 19 4 Stopping the service and setting to Manual startup ccesseeeeeeeneeeees 284 21 1 Paper Less Pro client requesting authentication 300 22 1 Setting up a printer direct on Leopard server using Jetdirect 315 22 2 Enable IPP on each queue via Server Admin 0 ccceeeeeeeeeeeeeeeeeeeeeeeaee 317 22 3 Setting up a workstation printer ON Leopard ceeeeeeeeeeeeeeeeeeeeeeeeeeeeaes 318 22 4 Printing settings via the Workgroup manager cseeeeeeeeeeeeeeeeeeeeeeeaaeeees 320 22 5 Add printer appropriate to the container users group or computer 320 22 6 Paper Less Client on Mac OS X oo eceeeceeeeeeeeeeeee ee
279. eeeaaeeees 98 7 6 Managing printing using differential Charging seeen 99 7 6 1 Charging modes available ccccceeeceeeeeeeeeeeeeeeeaeaaeeteneeeees 99 7 6 2 How duplex discounts are Calculated i 101 7 7 Using filters and restrictions 2 0 0 eee ee cece eeeeee eee eeeeeeeeeeeeeeaeeeeeaaaes 101 Paper Less Pro 9 6 User Manual 7 7 1 Reduce printer JAMS oo eect cece ee eeeeee eee eeeeeeeeeeeeeeeeeeeeeaaes 102 7 7 2 Controlling documents on slow Inkjets aee 102 7 7 3 Automatically deleting duplicate jobs ceeeeeeeeeeeeeeeeeeeeee 102 7 14 Force sensible Use biti sv cuseavertusdedieetideeleaviettbeadeeseeehadediee 103 7 7 5 Automatically deny documents based on file extension or name 103 7 7 6 Control who can print in color Advanced 103 Til FeAOVANCEO SOUPS cchicsvsisaeeeteleeoyeaveldebsceteepeasehecesaetiettedstiaeres 104 7 8 Cost Adjustments cee cece cece cee ence eeeeeeee ee ae aaaeeeeeeeeeeseaaaaeeteeseeeeaeaea 104 7 9 Popup Authentication sree cece AE RAAE EAEE KEA ARER 106 7 9 1 Where Popup authentication is used ec ceeeeeeeeeeeeeeeeeeeeeneee 106 7 9 2 How does popup authentication work ccccseeeeeeeeeeeeeeeeees 107 7 9 3 CONTIQUIATION errien pe ai eaii adver ei Ea 107 7 10 Color Detection 20 2 ccc ccecceeeeeeceaeeeeeeeeeeeee ee ae aaeeeeeeeeeeeaeaaaaaeeeeeeeeeeeaaa 110 7 10 1 Limitations of Page Level Color Detection cccceeeeeeee ees 111
280. eeeeaaeaeeeeeeeeeeeeaes 30 2 15 User sync configuration wizard page ceeeeeeeneeeeeeeaeeeeeeeaueeeeeeaaeeeeeeaaeeees 31 4 1 Application navigation tabs oo eee eeeeeenneeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaaeees 42 4 2 The Actions area Click to perform the action cccseeeeeeeeeeeeeeaeeneeeeeeeeeees 42 4 3 Buttons to validate and Save settings ccceeeceeseeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeees 43 4 4 The crumb trail highlighting the location 200 2 ceeeeeeesneeeeeeaaeeeeeeaaeeeeeeaaeeees 43 4 5 A red status message indicating a validation error 00 0 eeeeeeeeeeeeeeeeeeeeeeeaneeees 43 4 6 A field highlighted indicating a validation error eeeeeeeceeeeeeeeeeeeeeaeeeeeeeaaee ees 44 4 7 Application navigation tabs cece cece ee neeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaenees 44 4 8 Adjusting a user s Credit up 10 00 2 ecccccccececcecececececeeeeeeeeeteeeeeeeeeeeenteess 47 4 9 A 40 discount applied to double sided printing ceeeeeseeeeeeneeeeeeaaeeees 48 4 10 Printer Filters and Restrictions ccceeeecaeeeeeeeaeeeeeeeaaeeeeeeaaeeeeeaaeeeeeeaaeeees 49 4 11 A printer disabled for 1 hour eee ce eeeeeeneeeee ceca eeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 50 4 12 The user client displaying the Advanced Account Selection Popup 51 4 13 The user client tool arniarna A aiaa 53 4 14 User 30 day account balance history 1 0 0 eee e cece eneeeeeeaeeeeeeeaaeeee
281. eeeeeeeaea 17 2 2 2 Step 2 Print Queue Setup eeeeeee cece ee eeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaaa 17 2 2 3 Step 3 Download and install 2 0 0 0 cece eeeeeeeeeeeeeeeeeeeeeeeeeeeeaea 18 2 2 4 Step 4 Configuration Wizard c cc ceeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeaea 18 2 2 5 Step 5 Printer Configuration cccccceeeeeeeeeeeeeeeeaeeneeeeeeeeeeeeaed 20 2 2 6 Step 6 Sharing Client Software ccceceeeeeeeeeeteeeeeeeeeeeeeeaee 20 2 2 7 Step 7 Testing ceccccee cece eeeeeeeeeeeeeeeeaeaaeeteeeeeeeeeaaaaaateeeeeeeeeaea 20 2 2 8 What Next aide ariel Add oe eine eM eee 21 2 3 Installation on Novell OES Linux iPrint s es 21 2 3 1 Step 1 System Requirements amp Printer Setup ceeee 21 2 3 2 Step 2 Create the host user account and firewall settings 21 2 3 3 Step 3 Download and installing ccceceeeeeeeeeeeeeeeeeeeeeeeeeaee 22 2 3 4 Step 4 Configuration Wizard 0 ccc cece eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaea 23 2 3 5 Step 5 Printer iPrint Configuration cceceeeeeeeeeeeeeeeeeeeeeaee 25 2 3 6 Step 6 Sharing Client Software c ccceceeeeeeeeeaeeneeeeeeeeeeeeaea 26 iv Paper Less Pro 9 6 User Manual 2 3 7 Step 7 T StiNG siessen eeeeee cece aaeeceeeeeeeeeeeaaaaeeeeeeeeeeeeaed 26 2 9 03 Vlad MOUS ceninin a vu bensesiaveded edpanabaravtersshsviasanasveceds 26 2 4 Installation on Linux CUPS and or Samba s es 27
282. een selected and Upload amp Complete is pressed the file will begin uploading to the server Web Print 1 Printer 2 Options 3 Upload Select a document to upload and pnnt C Users tom Desktop F Browse aaminin E E 2 Print Options Figure 18 12 Web Print wizard step 3 document upload in progress The maximum file size a user may upload is configurable with a default of 100MB 263 Web Print Uploading Documents for Printing See the option Maximum document file upload size in Section 18 5 3 Advanced Web Print Configuration for details 7 Once the document upload is complete the user is returned to the front Web Print page The table now displays the status of the user s job The status will change to in dicate the progress of the job from rendering to printing and job details such as cost and number of pages will be populated when known The user may stay at this page to track the status of the job or navigate away close their browser the job will not be affected Active Jobs Submit Time Printer document Name Pages cost status Jun 19 2009 12 32 09 PM_Win2003 HP LaserJet SMP Project docx Submitting Jun 18 2009 12 29 49 PM print server Library Laser 1 Letter 1 63 6 30 Successfully queued for printing Submit a Job Figure 18 13 List of active Web Print jobs At this stage the Paper Less application server accepts the uploaded document and sends it to the
283. eful include e Student discipline Under some circumstances it might be useful to disallow printing for a student who has been misbehaving in class abusing computer resources or for other disciplinary reasons The user s printing can be disabled for the duration of a class or indefinitely Once the time period has passed printing will automatically be enabled for this user e Classroom Management Using the bulk user actions screen printing can be disabled for a group of users This can be useful to stop a classroom from printing for a period of time e User Management If a employee or student is away for an extended period of time and may return printing can be disabled so that their details and balance is unchanged but no one can use their account for printing The disable printing option is located on each user on the user details screen 23 User Details Amy Jones amy Detats Details Username General information about this user To send emai notifications to users their email 7 address must be entered Full name Amy Jones Email Enable Disable printing 4 Printing disabled until Jun 28 2006 6 24 01 PM Enable Figure 6 5 User printing disabled using a time latch 6 9 User Management Quick Reference How do add credit to a user Select the user from the groups list and click on the adjust link next to the credit or select the Adjustment amp Charges tab How do add a new user to the system Paper Less
284. eir authentication de tails should remain active An administrator can control the options presented to the user by modifying the following system configuration keys These configuration keys are edited under Options gt Actions gt Config editor Advanced Config name Description client config auth ttl values A comma separated list of values to display in the popup authentication login box Pos itive numbers represent the number of minutes to remember the authentication for The value of 0 indicates that the authentic ation is remembered for this print job only The value of 1 indicates that the authen tication is remembered until the user logs out or exits the client The value of 2 in dicates that the authentication is re membered indefinitely even after restarting the client For security reasons the client does not save the password Instead a server generated cookie is placed in a file in the user s home directory The default is 1 5 15 30 60 1 client config auth ttl default minutes The default time to live value automatically selected when the login authentication win dow displays cli Determine if the client should request au ent config auth popup on startup if unauthe thentication when the client starts if the op nticated erating system user is unauthenticated Set to y yes enabled or N no off Table 7 2 User Client Popup Config Keys Important User client tools that are
285. elease Station Your balance 297 58 Document Printer Machine Cost Pages Action 16 04 16 i my file PDF printserver John s P WinXP 10 00 200 Print Cancel 16 04 16 chris Microsoft PowerPoint Win2003 HPLaserJ t 1192 168 0 2 75 55 Print Cancel 16 04 16 matt http www slashdot org printserver Xerox Ca 192 168 1 1 4 90 98 Print Cancel 9 16 04 16 ames Ihttp www_slashdot org Win2003 Xerox Col haptop 11 25 225 Print Cancel 16 04 15 kelly Ley file PDF Win2003 HP Laser Winxp 740 148 Print Cancel 9 16 04 15 peter Other test document printserver HP Lase Libary2 3 95 79 Print Cancel 9 16 04 15 peter Microsoft Word Docum Win2003 HPLaser 192 168 0 6 70 134 Print Cancel 16 04 15 mac u Other test document printserver John s P My Computer 4 85 97 Print Cancel f SS Figure 10 5 All documents easily identifiable by document and machine name To implement unauthenticated printing using a release station e Set up a low end workstation near the printer s e Run the Standard Release Station in Release Any mode See Section 10 3 3 1 Release Station Modes e In Paper Less Pro enable the printer s for release station use and select the User re lease mode See Section 10 3 1 Enabling hold release support on a printer e To allow users to release jobs via the end user web based release interface also en able Release Any mode
286. elect the print action Print job detais Printer maestro OKI C9800 GA Color PS Pages 2 Cost 0 80 Comment Floorplan building C CI Remember Charge rate Defaut 100 0 x Z Show on invoice All Accounts Preferred List Recent Selections Search i Z Remember Account Code Preferred My Personal Account o Accounting ACC o Information Technology It M Help Desk IT H oO Infrastructure IT 1 M Projects P go Alpha P A gp Bravo Ps oO a aa CA Foxtrot PF o Saes SAL o General SAL G oO Project SAL P oO Support Sup go Camana A One m C Apply to all documents in queue Jobs 1 Cem Figure 5 5 The user clietn s advanced account selection popup The client software is available for most major platforms including e Microsoft Windows e Macintosh OS X e Linux and Unix O Balance for tlock www papercut biz 3 00 i Details Figure 5 6 Paper Less Client on Mac OS X The client software and deployment tools are installed automatically on the server under the app path client directory On a Windows based server this directory is automat 61 Services for Users ically shared in read only form providing network users with access to the client execut ables The following chapters contain further information about the user client Command line and config options are discussed in Section A 5 User Client Options e Customization of the user client is discussed in Secti
287. elected staff the ability to create internal accounts for the guest students When a guest student prints from the generic guest login the Pa per Less Pro client tool will display the authentication popup This will allow them to enter their personal username and password assigned by the administrator when registering their internal user account Staff can create an internal user account for a guest student as follows 1 Log into the Paper Less Pro administration interface and select the Create internal user action from the Actions menu of the Users tab 2 Complete the from and press Register 343 Managing Guests and Internal Users 24 1 1 2 Scenario Two Automated Guest Management self registration West Face College is a large community college that regularly has members of the public visiting to use the library resources It is not feasible to create a domain login for every visitor and manually creating an internal user account for each guest would require too much time of the administrators or staff so the decision is made to automate the process and allow guests to register their own intern al user accounts To set up the internal users feature and allow guest self registration the administrator per forms the following 1 The guests are first provided with access to computers or network resources using the generic login guest password guest 2 The generic guest login is marked as Unauthenticated using t
288. eleted via the Delete printer action For more information see Section 7 1 Adding and Removing Deleting Ignoring Printers What can I use the printer notes field for The Notes field under each printer is useful for tracking all manner of information Typical uses include e Tracking configuration changes e Recording maintenance and or toner replacements e Documenting problems e Leaving notes comments to assist other administrators 7 13 Refunding Print Jobs 113 Advanced Printer Management Paper jams toner problems and print quality issues will always occur Larger organizations will require a policy to address these situations and under what conditions a print job may be refunded The assessment to give a refund or not is subjective and needs to be man aged by responsible administrators To streamline and partially automate the process Pa per Less Pro provides a browser based refund management process Highlights include e Users can request refunds via a simple form and track their status e Administrators can quickly approve deny requests with one click e Administrators can be alerted via email when requests are pending e Issue partial and manual refunds 7 13 1 Enabling End User Refunds Users request refunds via the end user web pages This feature is enabled as follows 1 Log into Paper Less Pro admin interface 2 Navigate to Options General 3 Under User Features enable the option Allow use
289. ement 1 Paper Less Pro supports Microsoft Clustering Services The installation process is docu mented at Chapter 19 Microsoft Cluster Environments 39 Implementation by Example 3 5 2 3 Requirement 2 The print servers at the remote locations can be installed as secondary servers reporting back to the primary server All data will be stored in one location The services communic ate using XML Web Services and only consume a few bytes per print job Hence the sys tem will work well over the WAN 3 5 2 4 Requirement 3 Paper Less Pro has a fail open design This means that if a failure occurs such as the net work fails between servers printing will continue as normal 3 5 2 5 Requirement 4 The consulting division can make use of the share accounts feature to track their printing by client More information on shared accounts is available in Chapter 8 Shared Accounts These advanced users would benefit from using the advanced popup The advanced popup offers advanced searching features allowing end users to quickly located the appro priate account and enter job comments as required 3 5 2 6 Requirement 5 Secured print release can be facilitated by setting up a terminal a low end PC will do in the finance department s utility room When a member of the finance department prints to a shared printer their document will hold in the queue until that member goes to the utility room and releases the print job with his or
290. en Consult your distribution documenta tion for details on how to open firewall TCP ports 2 4 3 Step 3 Download and installing Important Please make sure you download the correct architecture for your distribution i686 is for 32 bit operating systems x64 is for 64 bit systems also known as x86_64 or amd 64 Paper Less Pro is supplied as a self extracting and self installing archive The installation is done under the rights of the newly created paperless and temporary root access will be required for part of the install Please have the root password or sudo password handy Administrators who are after a detailed explanation of the install process should also con sult the background information in Chapter 20 Paper Less Pro on Linux Log on as the newly created paperless user and download and execute the installer shell gt su paperless shell gt wget download url from Paper Less Alliance website shell gt sh paper less pro setup linux sh Follow the installation instructions and enter the root password when requested Important Ensure you login as the user paperless so that the user s environment is sourced so the home directory install location is correctly defined 28 Installation 58920 blocks 4731 block Applying default permissions Setting pernissions on Application Server file Setting pernissions on Print Provider file The install needs to perform some tasks as root Tasks in
291. enOffice org Impress Cost 3 80 Printer inux server Lbrary MFP Job details of the job to be refunded Refund Action Refund Amount Take an appropriate action 3 80 Comment Printer out of toner OK Cancel Figure G 11 Refunding print job G 5 Example 5 Adding credit using a TopUp Pre Paid Card New software to manage printing costs has been installed on the network Without suffi cient printing credit in your account printing will be denied To add more credit you can buy TopUp Pre Paid Cards from the nominated venues around the college Each card is a voucher or coupon with a unique number Please make sure your card number is kept secret until use To add credit to your account using a card e Log in to a computer Soon after login your printing balance window will appear e Click the Details link on the balance window 411 Example User Information Sheets Figure G 12 Balance window showing the Details link e A web page will open requesting your network username and password e After logging in click the Redeem Card link from the left menu e Enter the number from the card It should be entered exactly as shown on the card in cluding any dashes Redeem Card Enter the Card number and press the Redeem Card button to NOTE All requests to redeem cards are logged P 0803 0150 0735 5528 5882 Redeem Card Figure G 13 Redeem Card page e Click Redeem Card The value o
292. ending a print job a popup dialog will appear and ask you to confirm the details The print job may be charged to your personal account using your personal printing balance or to a shared account a faculty using the faculty budget After choosing an account to charge click Print to confirm the job and agree to the cost Otherwise click Cancel if you no longer wish to print the job Your personal account should be selected when printing non faculty related documents For example e Printing your personal bank or phone statement e Occasional personal use of a photo printer A shared account should be selected for faculty printing For example e Student handouts e Student reports e Course syllabus e Class lists Selecting the right faculty account from the drop down list is important Different staff mem bers will have access to different faculty accounts If an account that you require is missing from the list please contact the system administrator Please note that the use of faculty accounts is monitored and faculty heads are provided with printing reports i J Print Job Notification om I Print Job notification Pope P Confirm the print and select the print action Print job details Document name Microsoft Word list docx Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Print job actions Charge to my personal account Charge to shared account Account Engish Department RA Charge to shared acco
293. ensuring equal load between printers For comparison the primary objective of Windows printer pools is to provide fault tolerance while load balancing is secondary and to a large extent non existent Printer pooling on Windows will often simply pick the first avail 183 Find Me Printing and Printer Load Balan cing able printer in a predefined order The result is that wear and tear of printers is not even the first printer in the group will see the heaviest usage and the others may be mostly idle System administrators often mitigate this by rotating printers periodically With load balan cing in Paper Less Pro none of this is necessary jobs are distributed evenly between queues based on intelligent algorithms taking into account several factors e An estimate of the current print load i e pages remaining to print by inspecting past print history The estimate is done by using a Pages Per Minute PPM for an average printer however Paper Less Pro will improve on the PPM value by watching the print er and learning over time The printer that is likely to get the job done quickest is selected e If all printers are currently equal e g all idle then a random printer is selected This ensures that over time load is distributed evenly e Printers currently in an error condition are avoided if possible Find Me Printing also makes use of printer load balancing while giving users the option of where to send their print job
294. ent amount An adjustment may be positive add to the account or negative subtract from the account Set the balance on a shared account to a set value This is conducted as a transac tion Create a new shared account with the giv en name 366 99 oken user oken user 99 oken user 99 Tools Advanced Method Description api deleteExistingSharedAccount api addSharedAccountAccessUser api addSharedAccountAccessGroup api removeSharedAccountAccessUse api removeSharedAccountAccessGro up api getPrinterProperty api setPrinterProperty api setPrinterCostSimple api getPrinterCostSimple api resetPrinterCounts api disablePrinter api deletePrinter api renamePrinter api addNewGroup Delete a shared account from the system Use this method with care Deleting a shared account will permanently delete it from the shared account list print history records will remain Allow the given user access to the given shared account without using a pin Allow the given group access to the given shared account without using a pin Revoke the given user s access to the giv en shared account Revoke the given group s access to the giv en shared account Gets a printer property Available properties include disabled _ print stats job count print stats page count Sets a printer property Set a page cost using the Simple Charging Model Get the page cost
295. ents users to print but not to track them using Paper Less Pro There are three options available for the setting When the user does not exist 1 create the user on demand default users are created when they interact with Paper Less Pro for the first time E g when they print for the first time 2 donot create the user and allow usage users interacting with Paper Less Pro who do not already exist will not be created but their usage will be allowed The usage will not be logged 3 donot create the user and deny usage users interacting with Paper Less Pro who do not already exist will not be created and their usage will be denied The usage will not be logged On Demand User Creation F When the user does not exist Users are created either via a user sync or on demand create the user on demand default v e g when they first print This setting controls the on demand user creation behavior More Information Apply_ TestSettings Synchronize Now Figure 12 3 On demand user creation options 191 System Management To change the behavior select the desired option and press Apply 12 2 4 Using Active Directory for user synchronization Paper Less Pro s Active Directory integration is performed at a native level and supports advanced features such as nested groups and OU s Some additional options provided with the Active Directory interface include Import disabled users f
296. eny print jobs based on number of pages Color Mode Fiter documents by their color grayscale mode This filter used in conjunction Jonersnansesunenseusneneeeneia sooseenuneneennnantennnny with system access permissions can to Allow grayscale documents only prevent selected users from printing in color Deny print jobs based on color mode Figure 4 10 Printer Filters and Restrictions To disable a printer for the next hour using a time latch 49 Quick Tour Under the Printers section select the printer to lock or disable On the Summary tab scroll to the Configuration section Select Disable for next hour from the drop down list Pon Click the Apply button to save the change Y Printer Details maestro HP DeskJet 930C 932C 935C Summary Advanced Charging Configuration Hosted on Simple printer configuration options Advanced options covering this printer are located under maestro the appropriate tabs Location Department On the admin front desk Page cost E cimos Enable Disable printer Disabled unti 19 09 2005 18 49 43 Enable Figure 4 11 A printer disabled for 1 hour 4 5 Client Software The client software is optional and not required for basic logging however it does provide users with access to advanced features These features include e Real time feedback to the user including their account balances and event messages such as print job denied reasons e Access to the ac
297. ep 1 Set up one Virtual Server 284 Microsoft Cluster Environments Set up one virtual server using all steps in the preceding section After this virtual server is tested perform the steps below to set up the 2nd virtual server 19 3 1 2 2 Step 2 Create a 2nd instance of the Paper Less Print Provider on each physic al node A 2nd copy of the Paper Less Print Provider needs to be created on each physical node This is required so that a separate service can be installed and configured to bind to the 2nd virtual server Copy the following directory and all its contents c Program Files Paper Less Pro providers print to C Program Files Paper Less Pro providers print2 Repeat this step on both physical nodes 19 3 1 2 3 Step 3 Configure the copied instance to bind to the 2nd virtual server Add the following lines or uncomment the example lines to the file at C Program Files Paper Less Pro providers print win print provider conf ServerName VIRTUAL SERVER NAME 2 PrintServerName VIRTUAL SERVER NAME 2 Where VIRTUAL SERVER NAME 2 is the network name associated with your 2nd virtu al server Note that the PrintServerName must be prefixed with two back slashes Repeat this step on both physical nodes 19 3 1 2 4 Step 4 Manually install the a 2nd instance of the PCPrintProvider service Services need a unique name We ll install a 2nd instance of the service under the
298. ep 10 Test Mode 2 setup is about as complex as it gets Take some time to verify all is working and that Paper Less Pro is tracking printing on all printers and all virtual servers 19 2 2 11 Advanced Load distribution and independent groups It is possible to split the two application layers Resources into two separate Cluster Groups e Group 1 Containing only the Paper Less Application Server service e Group 2 Containing the Paper Less Print Provider and Print Spooler ser vices These services are dependent and hence must be hosted in the same group Separating these resources into to groups allows you to set up different node affinities so the two groups usually run on separate physical nodes during normal operation The ad vantage is that the load is spread further across the systems and a failure in one group will not necessarily fail over the other To make this change after setting up the single group Mode 2 configuration 1 Change the ApplicationServer option in app path providers print win print provider conf on each physical node to the IP or DNS name of the virtual server 2 Create anew group called Paper Less Application Server Group 281 Microsoft Cluster Environments 3 Set the Preferred owners of each group to different physical nodes 4 Restart or bring on line each group and independently test operation and operation after fail over 19 2 3 Clustering Tips Tip Take some time to
299. epara th nclude ared account s access groups ted list access users sha balanc th comment option NO_COMMENT COMMENT_REQUI S ne s NO CO RED COMMENT_OPTIO disabled whethe TRUE ry NAL r or or FA red account s access users a comma separated list hared account s cu rrent balance a decimal number hared account s commenting option One of mment may be entered a comment must be entered the user may enter a comment or not not the shared account is currently disabled LS E invoice optio ALWAYS_INVOICI n my E PH NEV ER_INVOICI my E USI US notes pin restri GI amp c lt value gt the shared prin the R_CHOICI R_CHOICI notes for Gl Fl __ON _ OFF the account ted whet restricted the shared accou nt s invoicing option One of nt jobs will always be invoiced the user can choose shared account her or not jobs will never be invoiced user can choose default on yes default off no any text any text must be unique the shared account is currently or FALSE s PIN F E F a TRUI adjust shared Adjust a s lt account_name gt lt adjustmen he value to set account account balance lt accoun hared account s account balance shared account s full name t gt the adjustment amount as a num
300. er 1 Visit the Oracle web site here ht tp Awww oracle com technology software tech java sqlj_jdbc index html Select the appropriate Oracle version Download the driver file for JDK 1 4 or later The filename is usually called ojd bel4 jar Copy the downloaded file into the app path server lib ext directory This will allow Paper Less Pro to find and load the driver Once the driver is installed into Paper Less Pro the standard upsizing procedure can be followed See Section 17 2 Upsizing to an External RDBMS 252 Chapter 18 Web Print Uploading Documents for Printing Web Print is a driver less printing service that allows users to print by uploading documents from a web browser No client software or driver installation is required Web Print provides a simple way to enable printing for laptop wireless and anonymous users without the over head of installing printer drivers and managing server authentication The recent growth in popularity of laptops and other small devices such as netbooks is changing the landscape of network printing Where it was previously normal to only allow printing from in house systems there is now a growing need to support casual printing from user owned devices Providing users with information about how to configure these devices can be inconvenient and complicated due to issues such as drivers and authentic ation and in some situations may not be possible at all Due to
301. er Management 4 2 2 3 Groups e Add Remove domain or network groups required for user management e Define rules controlling how new users are created e Perform bulk user operations 44 Quick Tour e Control user quota allocations e Related sections e Section 6 1 Groups in Paper Less Pro e Chapter 6 Advanced User Management 4 2 3 a Accounts e View edit and create shared accounts e View and change the shared accounts credit balance e List all charges against shared accounts e Set account access security e Related sections e Chapter 8 Shared Accounts e Section 5 2 User Client 4 2 4 gt Printers e View and edit printer costs and settings e Define printer filter rules and restrictions e View all recent print jobs e View printer statistics and charts e Related sections e Section 4 4 Basic Printer Operations e Chapter 7 Advanced Printer Management 4 2 5 amp Reports e Access to standard reports for viewing export and printing Run one click reports for quick overviews e Run reports over Ad hoc date ranges e Related sections Section 4 8 Charting Statistics Reports and Logs e Chapter 9 Reports 4 2 6 Z Cards e Managed TopUp Pre Paid Cards also known as vouchers e View card use and activity 45 Quick Tour e Download and install the card creation wizard e Import new cards e Related sections e Chapter 13 TopUp Pre Paid Cards 4 2 7 Options
302. er are located under the appropriate tabs Page cost amok Figure 4 5 A red status message indicating a validation error Important status messages are displayed in the top section of the application window Mes sages relating to an error or requiring user intervention are displayed in red Standard mes sages are displayed in green and cautions in yellow 43 Quick Tour 4 1 6 Fields Canute anyon j fi configuration linuxserver options Advanced options covering this Location Department printer are located under the appropriate tabs Page cost simple Figure 4 6 A field highlighted indicating a validation error Configuring printers users or settings are often done via text fields Changes made to fields are validated after pressing OK or Apply buttons If the field fails validation the of fending data is marked with a red asterisk Typical validation errors include invalid number or currency formats 4 2 Sections The Paper Less Pro administration interface is grouped into task oriented sections These are denoted by the tabs at the top of the screen The sections are Figure 4 7 Application navigation tabs 4 2 1 a2 Users e View a list of all users e View and change a user s credit balance e View a user s statistics and charts e List a user s printing activity Change user privileges and settings e Related sections e Section 4 3 Basic User Operations e Chapter 6 Advanced Us
303. er universit ies These guest students do not have a login in the universities domain and it is con sidered too much effort to go through official channels to create one for them The administrator would like to provide selected staff the ability to create Paper Less Pro accounts for these guest students as needed To go about this the administrator performs the following 1 The guest students are first provided with access to computers or network resources using the generic login guest password guest 2 The generic guest login is marked as Unauthenticated using the Paper Less Pro ad ministration interface This option is available on the user s details page 3 Navigates to Options gt User Group Sync gt Internal User Options 4 Checks the Enable internal users option and under Access control selects Only admins can create users 5 The Confirmation message is tailored to provide relevant information such as how to log in 6 Presses Apply 7 Paper Less Pro administrator access is assigned to the staff who will be responsible for creating the new student guest accounts The administrator right Create internal users is required for this purpose For more information about assigning administrator rights see Section 12 3 Assigning Administrator Level Access 8 Ensures that the Paper Less Pro client software is running on workstations where guest printing will be allowed The system is now configured to allow s
304. eral information about the user client see Section 5 2 User Client 15 1 Customizing the User Client Tool window The pc client exe program displays a small window highlighting the current logged in user s current account balance This window contains two links One called Details that takes the user to the User Pages login The other defaults to the Paper Less Alliance web site The link to the Paper Less Alliance website can be replaced Some suggestions in clude linking to your organization s website or intranet site or linking to a page containing your organization s network usage policy The logo used on the window can also be cus tomized To change the link on the User Client window 1 Login to the system as an administrator e g the built in admin account 2 Navigate to the Options section 3 Click on the Config editor link in the list of actions 4 Inthe quick find are enter client config and press GO 5 Locate the key titled config client 1link url and enter a new value pointing to your new destination The link should be a complete URL including the http com ponent e g http www myorganization com printpolicy htm 6 Press the Update button to the right to apply the change 7 Locate the key titled config client link text and enter the text that should be displayed e g Print Policy 8 Press the Update button to the right to apply the change The next time the client tool is started on one
305. ere the system ad ministrator desires to provide users with cost confirmation prior to printing amp Print Job Notification em I Print Job notification a Fe Poper Les Confirm the print Print job details Document name AEAN ie atts Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Apply to all documents in queue Jobs 1 Cancel Figure 8 18 The print job confirmation dialog no account selection options d To educate the users about the pop up confirmation window administrators might find the End user handout example helpful 8 4 2 Advanced Account Selection Popup The advanced account selection popup allows charging to personal or shared accounts and has the following additional features 1 A searchable account list The account list can be searched by the account name or code making it much easier to find an account when there are many in the list The search can also be re membered for next time 2 Structured account list 135 Shared Accounts The account list is hierarchical that is sub accounts are shown indented from their parent accounts for clarity A preferred list of accounts The most commonly used accounts can be saved to a list This is a useful feature when many accounts exist but each user mostly just uses a few of them A list of recently selected accounts The accounts that have been recently selected are saved to a list for quick selection C
306. erty lt username gt lt property gt Gets a user property lt username gt the name of the user lt property gt the name of the property to get Valid properties include balance the user s current account balance card number the user s card number card pin the user s card pin number department the user s department disabled net whether or not the user s internet access is currently disabled disabled print whether or not the user s printing is currently 353 Tools Advanced disabled mail the user s email full nam the user s full name notes notes for the user office the user s office print stats job count the total print job count for the user print stats page count the total printed page count for the user net stats data mb the internet data used by the user in MB net stats time hours the internet time used by the user in hours restricted whether or not the user is currently restricted set user property lt username gt lt property gt lt value gt Sets a user property lt username gt lt property gt the name of the user the name of the property to s values include et Valid properties and lt val adjust u Adju balance the user s current account balance a decimal number card number the user s card number any text card pin the user s card pin number any text department the user s
307. ess Pro system Card Number All cards are designated a random unique number Paper Less uses this number to identify the card and its value Users enter this number to allocate the credit to their account An example number P0409 1945 4833 5750 4452 Batch ID A batch ID is a user defined ID or number assigned to all cards in a batch The batch ID will prefix all card numbers and are used to identify the source of a card A unique number should be assigned to each batch Valid Till Date Expiration Date Define the date on which a card can no 212 TopUp Pre Paid Cards Term Definition longer be used It s analogous to a use by date on a gift certificate Expiration dates ensures cards only remain in circulation for a limited period of time A six to 12 month period is recommended In a school envir onment it may be useful to define an expir ation date as the last day of the semester Mail Merge Mail merge is an advanced feature of Mi crosoft Word The mail merge feature takes a design template and a data source and merges the two together to construct a composite document In the card wizard s case the number list is the data source and the design template is the template Mi crosoft Word document The number definition file contains informa tion on all cards in a batch including a list of card numbers their expiration date and value The card wizard creates this file dur ing the generat
308. ess Pro client requesting for authentication Sorry Windows screen shot 4 The corresponding user should be charged for the job 22 2 3 Scenario Three Multi user Macs using LDAP or Active Directory au thentication Larger networks often run the Macs in a domain environment either authenticating with an Active Directory or an LDAP network In an authenticated domain environment the identity of the user the user s username is known and verified at the time of login With the help of the TCP IP Printing Services for Microsoft Windows and the LPR LPD support on the Mac print jobs can be identified on the server and associated with the user s login name This avoids the need for the popup authentication used in Scenario Two 22 2 3 1 Requirements e Macs set up in multi user mode authenticating off a domain Either Active Directory or 332 Mac Printing in Detail LDAP e Printers hosted on a Windows print server e The server needs the TCP Printing Services installed also known as Print Services for Unix 22 2 3 2 Installation On the server hosting the printers setup TCP IP Printing Log into the server as asystem administrator Select Control Panel Add Remove Programs Click on Add Remove Windows Components Select Other Network File and Print Services OMe Windows Components Wizard i xj Windows Components You can add of remove components of Windows 2000 To add of remove 4 component click the check
309. ess Pro should only have minimal set of permissions required for the application The user should have full permissions to create drop tables and have full access to any created tables However the user should not have permissions to access other databases installed on the database server 17 2 4 Step 4 Change the Paper Less Pro connection details The next step is to configure Paper Less Pro to connect to the new external database To do this 1 On the server open the server config file app path server server properties 2 On the server open the server config file app path server server properties in a text editor e g Notepad 3 Comment out the line database type Internal by adding a hash character to the beginning of the line 4 Find the database connection details for the database type you require e g SQL Server or PostgreSQL and uncomment the lines by removing the hash charac ters 246 Deployment on an External Database RDBMS 5 Set the username and password used to connect to the database database username your db user database password your db password 6 Set the database URL which describes the location and connection details of the ex ternal database See below for details of the format of the database URLs for different database types B Important If using Microsoft SQL Server the username specified in the configuration set tings is a SQL Server datab
310. est notifications eee 205 12 6 Environmental Impact Reporting ccc cece nneeee eee eeeeeeaaeeeeeeaaeeeeeeaaeeees 209 13 1 Card Terminology scien aen bel enc eas at dace a blac eed 213 14 1 Paper Less Pro services COMPONENS eecceeeeeeeeeeeeeeeeeaeeeeeeeaaeeeeeeaneeees 228 15 1 User Client Customization Config Keys cccccceeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeaee 234 15 2 Files used to customize the user Web pages eeeeeceeeeeeeeneeeeeaaeeeeeeaaeeees 238 15 3 Custom login instructions config key ccceeeeeeeeeeeeeeeeeeeeeeeeaaenteneeeeeeeeeaaa 239 15 4 Text print log file format soyir kka ENEE Ene KEERAS KEKEE ENE AEREE ERANS 241 18 1 Web Print Supported Applications and File Formats cccssseeeeeaeeeees 254 18 2 Web Print Setup Options by platform 2 0 0 0 cece eeeeeeeeeeee ee aeeeeeeeeeeeeeeaaee 255 18 3 Web Print SettingS sini iia ee eee i ene 266 18 4 Files used for custom printer selection in the Web Print wizard 268 18 5 Web Print Config Editor Keys ccceeeeeseeeeeee ee ae ae eeteeeeeeeeeaeaaeaeeeeeeeeeeeeaaa 273 18 6 Web Print Server Config File ccccccceeeeeeeee eee ee eeeeeeeeeeeeaeaaeaneeeeeeeeeeeaaa 273 20 1 Secured Application Areas ccceececcceeeeeeeeeeeeeeeaeeaeeeeeeeeeeeeaaaaeneeeeeeeeeeaaa 288 20 2 Standard print COMMANAS cccceeeeeeeeeeeeeeeeeee ceca ee eeeeeeeeeeeeaaaaeeeeeeeeeeeeaaa 291 20 3 Adva
311. esting for authentication 7 9 3 2 Popup authentication on a print queue The following notes explain how to enable popup authentication when a user attempts to print to a non authenticated printer such as one hosted via an LPR LPD queue or a CUPS print queue Add the printer to the system and normal Perform a few test prints to ensure the printer is functioning and tracking as expected Log into Paper Less Pro and check the Unauthenticated option under the relevant print to enable the popup authentication Install the client software on any workstation that will print to this printer See Sec tion 5 2 User Client for details When a user attempts to print to this printer they will be prompted for their username and password 7 9 3 3 User Interaction When running in popup authentication mode the client makes available a number of addi tional options including 108 Advanced Printer Management e Logout e Login as another user The Logout option is available on Windows via either the right click option on the task try icon or when running on Mac or Linux via a right click popup menu Option Click access via the icon on the balance window The Login as option is made available if the client starts as an unauthenticated user This option allows users to authenticate or quickly switch user identity 7 9 3 4 Advanced Popup Configuration The login box displayed to the user offers the choice of how long th
312. et of ma chines by specifying a list of IP addresses or subnets that are allowed to submit informa tion to the application server To define the list of addresses that providers can connect from 1 Navigate to Options gt General Scroll down to the Security section Enter the list of IP addresses or subnet masks to allow The list of addresses is comma separated The format of the subnet is x x X xX Y Y Y yY where X repres ents the address and Y the subnet mask 4 Press Apply 5 It is then recommended to test all providers to ensure that they can still submit inform ation to the application server To test the print provider perform a test print job to the server that the provider is running on 12 7 Environmental Impact One of the primary aims of Paper Less Pro is to reduce printing levels by changing a user s printing behavior Implementing monitoring quotas and charging are a good way of draw ing a user s attention to their habits The topic of the environment global warming and waste management is currently an area of debate and interest to many Highlighting the environmental aspects of their activities is another good way of modifying a user s behavi 207 System Management or rees O 9 0 361 of a tree since Jun 18 2007 4 148 grams of carbon dioxide since Jun 18 2007 Y Equivalent to running a 60W bulb for 82 4 hours Figure 12 11 Draw a user s attention to their environmental impact Th
313. eue Jobs 1 Figure 8 6 Searching accounts by client name in the client matter code naming model 2 Searching by client code will display the client plus all matter codes for the client 123 Shared Accounts p Print Job Notification Confirm the print and select the print action Print job detais Document name Chapter 7 Shades Printer maestro Canon CLC iR C3220 C2 Color PELSc perenen nen camai OO C Remember C Apply to all documents in queue Jobs 1 Figure 8 7 Searching accounts by client code in the client matter code naming model Searching by matter name will display the matching matters plus the client for each matching matter 124 Shared Accounts z Print Job Notification Confirm the print and select the print action Print job detais Document name Chapter 7 Shades OOO Printer maestro Canon CLC R C3220 C2 Color PCLSc po Cat 60 40 J C Remember C Apply to all documents in queue Jobs 1 Figure 8 8 Searching accounts by matter name in the client matter code naming model Searching by matter code will display the matching matters plus the client for each matching matter 125 Shared Accounts A Print Job Notification Confirm the print and select the print action Print job detaiis Document meme Chapter 7 Shared Accewnts_ Printer maestro Canon CLC R C3220 C2 Color PCLSc Pages 4 Cost 0 40
314. ew empty text file in that folder Log in as an administrator level user again Open the Windows Services dialog Start gt Control Panel Administrative Tools Services Right click the service named Paper Less Web Print Server and select Proper ties From the Log On tab select This account and enter the credentials for the newly created webprint service account From the General tab change the Startup type to Automatic Press Apply Press Start to start the service Log into the Paper Less Pro admin interface and navigate to Options gt General gt User Features In the section titled Web Print Server ensure that the Status is OK If the status indic ates an error see Section 18 6 Troubleshooting Web Print Problems for assistance 256 Web Print Uploading Documents for Printing 4 Allow users to view shared accounts balances Enable Web Print allow users to uploads documents for printing Note The Web Print option must be enabled on printers before they will be available Web Print Server Version 9 5 0 8625 Maximum document file upload sze 100 MB Only allow uploads from users in this group Alowed user IP addresses a comma separated list of IP addresses Introductory message Web Print is a service to enable printing for laptop wireless and unauthenticated users without the need to install print drivers Display Options v Dispby currency sign Figure
315. f the card will immediately be added to your printing balance e Click Summary from the left menu and check your balance to confirm the card s value has been added to your account Note The card is valid for a single usage only The card should be recycled or disposed of after use 412 Appendix H Software License Agreement EULA THE PROGRAM IS COPYRIGHTED AND LICENSED NOT SOLD BY PURCHASING THE PROGRAM YOU ARE ACCEPTING AND AGREEING TO THE TERMS OF THIS LI CENSE AGREEMENT THIS LICENSE AGREEMENT REPRESENTS THE ENTIRE AGREEMENT CONCERNING THE PROGRAM BETWEEN YOU AND Paper Less Alli ance REFERRED TO AS LICENSOR AND IT SUPERSEDES ANY PRIOR PROPOS AL REPRESENTATION OR UNDERSTANDING BETWEEN THE PARTIES 1 License Grant Licensor hereby grants to you and you accept a nonexclusive licence for the Evaluation Term and Term to use the Program in machine readable object code form only for use only as authorised in this Licence Agreement The Programs may be used only on computers owned leased or otherwise controlled by you The Program shall only manage the number of user accounts specified in the purchase agreement You agree that you may not reverse assemble reverse compile reverse engineer or otherwise translate the Program Term Evaluation Version Only This Licence commences upon the installation of the Program and is initially effective for 40 days following the date you install the Pro gram the Evaluat
316. face for system admin istration and management Web applications offer administration flexibility by allowing ac cess from any location on the network and avoid the need for installation of separate soft ware 1 2 2 Understanding the print process flow To help explain what Paper Less Pro is and how it works we ll introduce the system by ex ample We ll start with a simple high school example The student s perspective transparent quota control 1 Matt is a student at a local high school He has logged onto the network using his username matt j smith and is surfing the Internet He would like to print out a web page for his school assignment 2 The network administrator has allocated Matt a printing credit budget of 10 00 a month He can see his current account balance of 4 50 in the Paper Less Client Tool window Introduction Figure 1 1 The user client tool 3 Matt prints the web page 5 pages come out of the printer 4 The network administrator has set a cost per page inside Paper Less on the printer at 0 10 Matt s 5 page document costs 0 50 5 Matt s account balance is now at 4 00 He may continue to print until his account drops to zero The teacher s perspective allocation to accounts 1 John is a science and mathematics teacher at the same local high school 2 John needs to print out a presentation consisting of 122 page science worksheet for his next class 3 The network administrator
317. for Printing e Supports popular document formats including PDF DOC DOCX and other Microsoft Office Word formats XLS XLSX and other Microsoft Office Excel Formats PPT PPTX and other Microsoft Office PowerPoint formats e Users select printers from an auto generated list or a clickable printer map which can be designed or imported using open standards and free software 18 2 Introduction to Web Print Web Print works by accepting popular file formats and converting them to print jobs using common applications This is done by orchestrating and controlling applications such as Adobe Reader or Microsoft Office as background server side tasks Using this ap proach ensures that maximum print compatibility and quality is maintained e Important Adobe Reader and Microsoft Office are not supplied with Paper Less It is your responsibility to purchase and conform to the licensing requirements of any third party software 18 2 1 Supported Applications and File Formats The following table lists the applications that Web Print may use to render uploaded docu ments into print jobs Before a file format can be accepted as an upload its supporting ap plication must be installed Note that when running Web Print on Windows in simple mode Microsoft Office applica tions are not available due to limitations in the applications See Section 18 3 Setting Up Web Print for information about the difference between simple
318. for one page at the color printer s standard rate and receive the grayscale dis count for the other 20 pages Paper Less Pro has three options for document color detection e Grayscale only for grayscale printers e Standard color detection also referred to as document level detection e Page level color detection The color detection setting is available for each printer controlled by Paper Less Pro To access the setting click on a printer from the Printers tab to bring up the Printer Details page Color detection mode This 5 a greyscale printer This is a color printer use standard detection This amp a color printer use page tevel detection Figure 7 11 The color detection setting for a printer This is a grayscale printer This option indicates that the printer is not capable of printing color documents so color detection should be bypassed This will ensure that the color page count for this printer is always zero This is a color printer use standard detection When this option is active documents are treated as being either grayscale where a print er s driver has set the grayscale flag or color This mode is available in almost all color printers and is the standard color detection method in Paper Less Pro Where users print documents containing both grayscale and color pages this option encourages users to use color printers only for their color printing 110 Advanced Printer Man
319. for the web tools interface More information can be found at Section 10 3 4 End User Web Based Release Interface Configuration To implement unauthenticated printing using the browser interface e In Paper Less Pro enable the Hold Release mode on the appropriate printer s See Section 10 3 1 Enabling hold release support on a printer e Ensure end users have the ability to view held jobs and can release any job charging to their account More information can be found at Section 10 3 4 End User Web Based Release Interface Configuration 10 3 Release Station Configuration This section describes various aspects to configuring release stations Some additional installation notes can also be found in the release station README file located here app path release README txt 162 Hold Release Queues amp Print Release Stations 10 3 1 Enabling hold release support on a printer By default print jobs will be sent directly to the printer and will not be held To turn on hold release support on a given printer arf won Log on to the administration section Navigate to the Printers section Select the printer Select the option to Enable hold release queue Choose the appropriate release mode for your needs The two release modes available are E Tip User Release this is the standard mode that allows users to release and view only the jobs printed under their name user acc
320. from the Paper Less Alliance website useful in managing the deployment process The latest version of this manual in HTML and a printable PDF format are available from the Paper Less Alliance website at http Awww paperlessalliance com 2 Expectations amp Prerequisites Paper Less Pro is a network based server application Experience with basic network con cepts such as server administration and network connectivity is expected Prior to installing or evaluating Paper Less Pro you should be familiar with e The concept of sharing printers and print servers e Understanding of client server relationships e Understanding of basic security concepts such as permissions groups and users 3 Terminology used in this document To make reading this manual easier the names of all of the screens tabs and actions from Paper Less Pro are marked up in a different font The User Details screen for instance A sub screen or tab is indicated with an arrow User Details Adjustments means se lect Adjustments amp Charges tab from the User Details screen User Interface Buttons are indicated like this Press OK to continue System output and keyboard input is indicated with a different font as well Field labels are indicated like this Username e Important Important notes are marked like this Tip xix Preface Tips provide useful advice to make your life easier A Caution Indicate situations where you have to be c
321. from the terminal may be performed 20 6 Removing Paper Less Pro from a Linux server Paper Less Pro can be completely removed from a system with the following procedure Remove all files from the paperless user s home directory Remove the paperless user account and home directory Remove any server start scripts matching etc init d paperless etc rce d paperless 20 7 Linux FAQ 20 7 1 Troubleshooting amp Installation Questions Q A How can I run the root installation tasks manually If you opt not to run the root level tasks during installation or if they fail they can be manually run later by running the following shell scripts as root server bin linux roottasks providers print linux roottasks am unable to open a browser to http server_name 9191 admin What is wrong The first step is to check to see if the Paper Less Pro is listening on the port The command netstat anp grep 9191 should list the pc app as the owner of the process on port 9191 If nothing is listed 296 Paper Less Pro on Linux check that the application server has started e g ps ef grep pc app If the server is already running the next step is to ensure no IP filtering is applied to the port Some Linux distributions have strict iptables filters enabled by default Ensure that port 9191 is accessible from all local network systems would like to use a custom script to start the server Is
322. ftware On Windows the location of the logs folder depends on configuration and the Win dows edition Logs may be written to app path providers web print win logs or to SUSERPROFILE web print logs e g C Users username web print logs on Windows Vista 2008 For a defin itive answer open the file app path server data web print hot folder web print server st atus on the primary Paper Less Pro server in a text editor and check the line begin ning server log fil 275 Chapter 19 Microsoft Cluster Environments 19 1 About Clustering Paper Less Pro is designed to scale to 60 000 users To ensure reliability on networks of this size network architects may adopt strategies including e Load balancing spreading tasks across multiple servers e Clustering building in redundancy by implementing a failover strategy Paper Less Pro is a cluster compatible application It supports clustering using two differ ent technologies Microsoft Cluster Server and Veritas Cluster Server at all levels of the application including e Clustering at the print spooler service layer by integrating with clustering services e Failover based clustering at the Application Server layer using clustering services Paper Less Pro s Application Server is web and web services based and hence can support other failover methods such as heartbeat driven DNS e At the database layer by utilizing cluster aware dat
323. g one button When this option is disabled users must release or cancel jobs individually This option is purely for the convenience of the users It can save a user a few clicks when they want to release all their jobs at once However if the user is able to release jobs other than their own a user might accidentally release and be charged for many other users jobs 169 Chapter 11 Find Me Printing and Printer Load Balancing This chapter covers two advanced concepts printer load balancing and find me printing e Find Me Printing solves the problem of finding the closest printer from a long list of available printers It is a roaming print service that allows print jobs to find users based on their physical location It s sometimes referred to as Pull Printing Push Printing or Follow Me printing Printer Load Balancing covers the act of automatically distributing print load between multiple physical printers These are two advanced features pertinent to large sites with a large number of printers These topics are addressed together in this chapter as they both involve the concept of print job redirection where a job is taken from one queue and transferred to another The topics covered in this chapter are advanced in nature and targeted towards the admin istrator who is already comfortable with Paper Less Pro and print queue configuration If implementing Paper Less Pro for the first time it is recommended
324. g the driver to use for a virtual Source print queue pick a simple lowest common denominator driver and test it for compatibility with each one of your printers On the Mac the Generic Postscript Driver is a good choice On Windows select a Color Post script driver for a mid range popular model Always carefully test driver compatibility before implementing Find Me Printing Take care to address corner cases such advanced graph ics options grayscale mode paper sizes duplexing tray selection etc If a common driver can not be found you may need to implement multiple virtual queues as discussed in Ex ample 2 above The following sections provide a simple procedure that can be followed to to test printer compatibility 11 2 1 Compatibility Testing 1 Select your candidate driver to use for your global virtual queue Use it to set up a print queue on the server and share the queue 2 Select the new printer in Paper Less Pro and change it a virtual queue 3 In the list of compatible queues select the printers for which you d like to test compat ibility Enable the Hold Release option on the queue 5 Print a test document e g print an email to the virtual queue from a workstation The job should hold in the virtual queue 6 On the Jobs Pending Release tab under the Printers section release the held job Select a target queue to test when prompted 7 Verify that the job printed correctly Also check the App Log sections fo
325. gh the process of creating a printer map using HTML with image maps This method is most suitable if you have floor plan images and or arial photos of your site e g in PNG or JPEG format If you have a plan in SVG vector graphic format then Section 18 5 2 2 Example 2 Creating a Printer Map Using SVG may be more suit able The source for this example can be found at app path server examples printer maps html image map For this example we will create a printer selection map with two layers a site plan and floor plans Users first choose a building from the site plan then choose a printer from the build ing s floor plan We have two buildings Building A and Building B Each building has one 268 Web Print Uploading Documents for Printing floor of interest with identical floor plans and five selectable printers Web Print 2 Options 3 Upload bois Back to Active Jobs 2 Print Options and Account Selection Select printer from list Figure 18 17 Web Print printer selection map with a simple site plan The first step is to create a file named printer map html at app path server custom web This file will be loaded as an HTML page in an iframe in place of the default printer selection list and may contain any content you choose including links to further pages Open this file in a text editor We then add the site plan image lt img src site plan png usemap b
326. glish United States If this not correct please change the setting below The location defines default currency and date formats Location System Default i Figure 2 11 Paper Less Pro Configuration wizard Tip Treat this password like your router modem management passwords It is in dependent of your domain accounts and needs to be kept secure 2 3 4 2 Default Print Cost This is the default cost per page assigned to the printers This setting can be changed on a per printer basis after installation Choosing a sensible cost now will help minimize future setup For example in the USA a value of 0 05 would be appropriate for many standard black amp white printers 2 3 4 3 Initial User Credit Users can be assigned an initial starting credit This ensures they have funds in their ac count as soon as the system is enabled An option also exists to control what happens when users run out of credit quota If you are evaluating Paper Less Pro it might be appro priate not to disable printing when a users funds run out This way you can be assured that user printing is not disrupted during the evaluation These settings may be changed after setup 2 3 4 4 User group synchronization Paper Less Pro extracts user information out of the System or Domain The options presented here will vary depending on the Operating System and its environment During evaluation most sites will opt to import all users from the system domain i
327. gn That s the way the previous admin set it up e Networks with 100 printers or more may need multiple servers to spread the printing load e Networks spanning multiple physical sites or subnets may have separate servers min imize cross site network traffic e Servers may exist to support different operating systems e A local desktop printer attached to a system is also a remote print server One of the servers on the network needs to be nominated as the primary server This sys tem runs the Application Server software responsible for providing the user interface stor ing the data and managing the application logic The system nominated for this task is usually a print server but could be any server It needs to be a system with spare capacity to run the Paper Less Pro application server software This system should have good per formance have at least 500 Mb of free hard disk space and be included in an off disk backup routine Other print servers are known as secondary servers These servers run the Print Provider component and communicate back to the central server The following diagram illustrates this setup 229 Configuring Secondary Print Servers and Locally Attached Printers Primary Server Secondary Server Central server hosting data and Running Print Provider component application logic reporting back to Application Server XML over HTTP Running Print Provider component only PC Macintosh Li
328. gure D 1 Database growth using the internal database These results show that the internal database grows by approximately 8 5MB per 10 000 print jobs D 1 2 SQL Server database growth 396 Capacity Planning DB Growth SQL Server oa d ab ab oOo N DB Size MB co 6 4 2 0 0 5000 10000 15000 20000 25000 30000 Print Jobs Figure D 2 Database growth using a Microsoft SQL Server database These results show that a Microsoft SQL Server database grows by approximately 4 5MB per 10 000 print jobs D 1 3 Sample database growth calculation This section provides a sample of how to estimate the database growth for your environ ment To perform this calculation we need to make a number of assumptions These as sumptions should be adjusted to suit your organization The assumptions are e 1 print job per user per day e 20 working days in a month e Therefore 20 print jobs per user per month Here is a sample database growth calculation based on a 500 user site using the internal database 1 Calculate the total number of print jobs expected for the month i e the total number of users multiplied by the number of print jobs 500 20 10 000 So in this example Paper Less Pro is handling 10 000 print jobs a month 2 Calculate the monthly growth rate by dividing the jobs per month by 10 000 and then multiplying by the database growth rate i e for the internal DB this is 8 5MB for 10 000 jobs
329. he Paper Less Pro ad ministration interface This option is available on the user s details page 3 Navigates to Options gt User Group Sync gt Internal User Options Checks the Enable internal users option and under Access control selects Users can register their own account 5 Checks Display registration links on login screens so that users will have easy ac cess to the registration interface 6 Changes the Link text to Guests click here to register to provide a better clue for guests 7 Adds more information about the organization s printing policy how to access printing resources etc under Additional registration instructions A note is also added to specify that only guests need to register to access printing resources students or users with existing accounts do not need to register Presses Apply Ensure that the Paper Less Pro client software is running on workstations where guest printing will be allowed 10 Creates an information sheet for guests providing instructions about how to register how to print and where to find additional help Most people will not need this kind of information to work out how to use the system for themselves but some people appre ciate step by step instructions The system is now configured to allow guests to register their own internal user accounts When a guest user prints from the generic guest login the Paper Less Pro client tool will display the authentication popup
330. he accumulated bandwidth usage could be signific ant To reduce this bandwidth usage the clients can be configured to load the accounts from a file stored locally at each site When the accounts are updated on the server the file can be re copied to each site This distributes the client account list to all users at a site by sending the account list over the network only once instead of one copy per workstation cli ent The process works as follows 398 Capacity Planning 1 On the server the administrator sets up a scheduled task to run the server command to generate the client accounts file as follows server command create user client accounts file This creates the client account file in app path server data client client accounts dat For more information running server command see Section A 1 Server Commands server command See below for a sample batch file 2 Copy the client accounts dat to each of the sites running the client software It should be copied to a shared location accessible by all users running the client e g a file share E Tip If you are using Microsoft distributed file system DFS you can copy the client account file to the distributed share DFS will then efficiently distrib ute the file to all your remote sites 3 Configure the user client to run with the accounts file fileserver path to client accounts dat option Clients at each site should use the accounts f
331. he given shared account without using a pin lt shared_account_name gt the name of the shared account to allow access lt group_ to name gt the name of the group to give access to remove shar Revok d account access user lt shared_account_name gt lt username gt the given user access to the given shared account lt shared_account_name gt the name of the shared account to revoke access to lt userna me gt the name of the user to revoke access for remove shar Revok d account access group lt shared_account_name gt lt group_name gt the given group s access to the given shared account lt shared_account_name gt the name of the shared account to revoke access lt group_ TON name gt the name of the group to revoke access for get printer Gets a printer property property lt server_name gt lt printer_name gt lt property gt lt server_name gt the name of the server the printer is hosted on lt print r_name gt the name of the printer lt proper dis pri pri cost model the cost model used by the printer e g SIMPLE ty gt the name of the property to get Valid properties include abled whether or not the printer is currently disabled nt stats job count the total print job count for this printer nt stats page count the total printed page count for this printer set printer property lt server_
332. he paper The en ergy value is represented by relating it to the equivalent energy consumed by a standard light bulb This provides users with a real world understanding of the 208 System Management Field Description value This value assumes the user is print ing a standard A4 or Letter sheet and that the manufacturing cost per sheet is 17Wh This is an appropriate amount for virgin office paper 12Wh is more appropriate for 100 recycled paper This value is set by the config key envir onment watt hours per sheet Table 12 6 Environmental Impact Reporting a A single tree can produce about 80 500 sheets of paper according to How Much Information 2003 filed by Uni versity of California at Berkeley http Awww2 sims berkeley edu research projects how much info 2003 print htm Office paper produces 0 27 metric tons of carbon equivalent MTCE per ton of paper according to the USA EPA report Greenhouse Gas Emissions From Management of Selected Materials in Municipal Solid Waste 1998 p26 http www epa gov climatechange wycd waste downloads fullreport pdf This amount is equal to 1 0 metric tons of CO carbon equivalents per metric ton of paper The Environmental Energy Technologies Division of the U S Department of Energy indicate that there are about 220 000 paper sheets in a ton ht tp eetd Ibl gov paper ideas html copyfactsM htm According to the Environmental Energy Technologies Divis
333. he popup This can be useful in environments where a user only ever needs to charge to a single shared account and it is not desir able to display the popup e Important Users need to restart their workstation or manually restart the Paper Less cli ent software for this change to take affect Users with the Show the account selection popup option enabled need to be running the client software at all times Print jobs will not print until the user has selected the account In addition to granting users access to the popup they also need to be granted access to a shared account Shared accounts access can be controlled using two methods e Network group membership e PINs also known as security codes or passwords If an account is allocated a PIN an alpha numeric access code users with knowledge of the PIN can select the account A PIN based system would be a sensible selection in an organization when PINs are already in use for other systems such as photocopiers or door access codes Tip PINs Codes can also be used when using parent and sub accounts To select a specific sub account from the client software both the parent and sub account pins are required They should be entered in the format of 131 Shared Accounts parentPIN subPIN i e they are separated by a hypen An alternate method is to delegate access to the shared account via network group mem bership One advantage of group based control
334. he sync process can also be initiated manually To initiate a manual sync Navigate to the Options User Group sync tab 2 Press the Synchronize Now button The sync process will start and a status window will open showing the status of the sync process 188 System Management http localhost 9191 Progress Mozilla Firefox ig User synchronization Starting User synchronization Synchronization process starting Synchronizing users and groups with the operating system R Retrieving users from the operating system Retrieving existing users from database Checking for new users to add Added 6 new users The system now contains 1852 users Synchronizing group information Synchronizing the members of group A11 Users Retrieving group members from the operating system Synchronizing group members Associated 6 users with group All Users Group All Users now has 1846 members Synchronizing the members of group staff Retrieving group members from the operating system Synchronizing group members Associated 2 users with group staff Di saeenciated 248 neers from aroun arate Figure 12 2 Progress of a user group synchronization process P By default the Active Directory user source will import all users including those that are disabled It is possible to change this behaviour using an ad vanced config entry To do this Navigate to the Opt
335. he synchronization of users and groups Managing backups Configuring user notifications Exporting import the data Defining security options Disabling features in the user web interface Display options like whether to display the currency sign 12 2 User and Group Synchronization One of the most important parts of managing the system is to configure the User and Group synchronization options Paper Less Pro synchronizes user and group information from a source such as Windows Active Directory or Windows Domain This simplifies the administration of the system by avoiding the need to manage a separate database of users and groups If a user is added to the domain or is removed from a group then Paper Less Pro will automatically synchronize this information without any intervention from the admin istrator For example Jason configures Paper Less Pro to assign an initial credit of 10 to users that are members of the Students windows security group At the start of the new school year Jason the system administrator has just added 100 new students to the Windows Active Directory Jason also adds all the users to the Students Windows security group When Paper Less Pro next synchronizes with Active Directory the 100 new users are added to Paper Less and automatically assigned the 10 of initial credit This was done automatically without any additional work by Jason 12 2 1 Synchronization Options The synchronization option
336. her or not comments should be added to prints allocated to this account Avail able values are NO_COMMENT com Optional blank Optional set to USER_CHOICE_ON if blank Optional set to COM MENT_OPTIONAL if blank 143 Shared Accounts No Field Description Optional ments may not be added COM MENT_REQUIRED comments must be added COM MENT_OPTIONAL it is up to the user whether or not to add a comment 11 Notes Notes about the Optional notes not shared account set if blank placed in the Notes field Table 8 1 Shared Account Import File Format Other limitations Although any actual limit to the size of an import file should be large enough for any purpose we recommend keeping the file size below 10MB A simple way to create a tab delimited file is to create a spreadsheet in Mi crosoft Excel and then save it in the Text Tab delimited format 8 6 1 1 Import File Format Examples The following lines shows importing all the above fields The fields are separated by tabs Maths Y 12 5 N userll user2 groupl group2 ALWAYS_INVOICE COMMENT_REQUIRED Science Physics Y 1620 100 Y user3 NO_COMMENT A Note Science Biology N 16 12 50 N group3 USER_CHOICE_OFF The following lines show updating only the groups that can access the account NOTE The tabs still exist for the enabled status pin balance restriction and users fields but e
337. her username and password This process en sures that documents stay secure and can t be accidentally collected by other people 3 6 Scenario The Public Library or Internet Cafe Kiosk The Sandy Beach Cafe is a typical Internet cafe offering Internet access faxing printing and other services This business has 50 computers and two printers A black amp white laser printer called Black and White Printer and a high end color inkjet system named as Color Printer They would like to implement a pay per print system that meets the following pro cess and requirements 3 6 1 Requirements The customer prints the job to the appropriate printer At the front desk the customer pays a staff member for the print job The staff member releases the job for printing Par Cole Oe The customer collects the print job 3 6 2 Implementation Paper Less Pro s hold release queues are ideally suited to the Internet cafe scenario More information on the hold release queues are available at Chapter 10 Hold Release Queues amp Print Release Stations Paper Less Pro provides both an application interface for release station managers i e desk staff as well as a convenient web browser based interface To summarize a typical implementation 1 The Paper Less Pro server software is installed on the system hosting the printers An existing server or desktop system will suffice 40 Implementation by Example Workstations are configured
338. hese environments administrators ask users to log into selected systems using standard user names such as student or user This practice is particularly common on the Apple Mac operating system as a single login helps streamline system and application management The use of the Window auto login feature also poses a similar problem au thentication is not enforced at the time of system startup An extra layer of authentication is required on these systems to correctly identify the person that performs printing Unauthenticated print queues also pose problems in cross platform environments In an 298 Print Authentication ideal world all computers would talk the same protocols and happily work together in a single centrally authenticated environment We can come close to this goal in a 100 Mi crosoft Windows environment however if we mix in Unix Linux and Mac it s a different story Although initiatives such as CUPS Common Unix Printing System and the Internet Printing Protocol IPP offer some hope unification in the area of authenticated printing is still some way off Unfortunately technical reasons often prevent networks from using CUPS authentication or exclusively using the authenticated Microsoft printing protocol The use of personal laptops or other unauthenticated workstations in an otherwise authen ticated network is another cause of problems These machines may not be able to authen ticate to your network for number
339. heterogenous network with a mix of both authenticated an unauthentic ated printing A common example is a college where all lab computers are connected to the domain and users must login to the workstations to print The college also allows stu dents to print using their personal laptops that are not authenticated on the network An administrator can choose to enable Paper Less Pro authentication for all users This is the simplest to setup but may be inconvenient for users who are already fully authentic ated Why should an authenticated user have to reauthenticate with Paper Less Pro to print To overcome this it is recommended to setup two sets of print queues one for the authen ticated users and another for the unauthenticated users These queues can point to the same physical printers but are configured differently in both Paper Less Pro and the oper ating system The authenticated print queues e Must only be accessible to authenticated users i e through network security or operat ing system permissions e Should not have the authentication enabled within Paper Less Pro i e do not enable the hold release queue or unauthenticated printer options on the print queue e Should not be published to unauthenticated users The unauthenticated print queues e Must be configured to allow printing by unauthenticated users e Must have the authentication enabled within Paper Less Pro i e Enable the hold re lease queue or flag th
340. hin the same group as the print server and will fail over as part of the group Create a new Gener icServer resource called Paper LessPrintProvider0l Set the service name to PCPrintProvider The account password and domain can be left as defaults 19 3 1 1 7 Step 7 Set up dependencies The PCPrintProvider service must start after the print spool resource Create a de pendency link between Paper LessPrintProvider0Ol and the PrintSpooler using the tools on the Veritas Cluster Resources tab associated with this virtual server 19 3 1 1 8 Step 8 Test Take some time to test and ensure printing is monitored as expected Use the Veritas Cluster administration console to simulate node failure and ensure monitoring continues after failure 19 3 1 2 Multiple Virtual Servers Active Active On large networks it is common to distribute load by hosting print spooler services under two or more virtual servers For example two virtual servers may each host half of the or ganization s printers and hence share the load This is sometimes referred to as Active Act ive clustering albeit not an entirely correct term as the print spooler is still running in Act ive Passive Virtual servers cannot share the same service on any given node For this reason if the vir tual servers share nodes you ll need to manually install the Paper Less Print Pro vider service a second time under a different name Use the following procedure 19 3 1 2 1 St
341. hould be monitored controlled by Paper Less Pro 9 Finally restart the Printer Manager in iManager by pressing Shutdown then Startup After this all jobs on the queues should be tracked 2 3 6 Step 6 Sharing Client Software The Paper Less Pro client software is located in the local directory home paperless client This software needs to be shared over the network so workstations can access install the client application Novell iManager provides a number of file sharing options One simple solution is to add a read only NCP or Samba share called PCClient pointing to home paperless client Established networks will benefit from ensuring the client files are available in their Distributed Files Services The deployment of the client software e g zero install deployment is covered in Section 5 2 User Client 2 3 7 Step 7 Testing It is now time to test the system Print a test document such as a web page or basic document Navigate to the printer section and select the Print Log tab Navigate to the Printers Print Log tab Your print job should now be listed in the log Your user account should also be charged an appropriate amount aFon 2 3 8 What next This concludes the Install Guide You may like to take some time to explore the features of Paper Less Pro before continuing reading at Chapter 3 Implementation by Example or Chapter 4 Quick Tour Business users may be particularly interested in trying the
342. iated print queues to perform authentication For example in normal operation a user logs into a workstation using a domain network level authentication method such as a username and password The print queues also use this authentication and Paper Less Pro can trust the supplied identity However in some network environments relying on network level authen tication may either not be possible or may not be reliable Common examples include e All users log in with a common generic username and password meaning that it s not possible to distinguish between users e Aprint queue that does not enforce authentication For a detailed explanation of print authentication please Chapter 21 Print Authentication 7 9 1 Where Popup authentication is used 106 Advanced Printer Management Some real life examples covering these two situations include 7 9 1 1 The Student Lab Some student labs are set up so everyone logs in using a generic username and pass word For example username student password student This is common in Apple Mac labs where enabling multi user authentication is complex and can often prevent selected applications from running correctly 7 9 1 2 LPR LPD or CUPS The Line Printer Daemon print protocol often used in UNIX environments is a non authenticated system The username associated with the print jobs is passed through to the print queue however the name is not verified and can easily be forged An ext
343. ications ccc ceceeeeeeeeeeeeeeeeeeeeeeaeaaeeteeeeeeeeeaeaaeaneeeeeees 198 12 5 1 Configuring Notifications ccccceceeeeeeeee seas eeeeeeeeeeeeeeaeaaeeees 199 12 5 2 System Notifications for Administrators 0 ceeeeeeeeee 202 12 5 3 Testing Notification Methods 2 00 eeeeeeeeeeeeenneeeeeeaaeeeeeeaaeeees 205 12 6 System Security Options 2 0 0 0 cece ee eeeeee cece ae aaeeeeeeeeeeeeaeaaeaneeeeeees 206 12 6 1 Application Server Connections ccceeeeeeeeeeeeeeeeeeeeaeaaeeees 206 12 6 2 Provider Connection Security ccccceeeeeeeeeeeeeeeeeeeeeaeaaeeees 207 12 7 Environmental Impact saosa rinia ae EaR N A AEREA NVE 207 Paper Less Pro 9 6 User Manual 12 8 Using the Config Editor cceceecceceeeeeeeeeee esse eaeeeeeeeeeeeeaeaaeaneeeeeees 209 13 TopUp Pre Paid Cards cceccceeeeeeeeeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaneeeeeeeeeeeaaa 211 13 1 Cards by Example sarni ilaan deal need ended 211 13 1 1 The User s Perspective ce ccecceeeeeeceeeeeeeeneeeeeeceeeeeesnaaees 211 13 1 2 The Administrator s Perspective ccceeeeeeseeeeeeeaeeeeeeeaaeeees 211 13 2 The Card System reri cians ieee cii iin i eed ieee ives 211 13 3 Greating NEW Cards 1 cccccicedtesveheesthad enteasshecturet ioc desselecviaetaettcistiecres 212 13 3 1 Overview and Definitions ccceceeeeeeeeeeeaeeeeeeeeeeeeeeeaeaaeaees 212 13 3 2 Using the Card Wizard 0 0 0
344. idea to put a notice on the printer that tells users how to have their doc uments released 10 2 5 Unauthenticated printing In some environments it is not possible or very difficult to have users authenticated when printing This could be due to a technology constraint like using Macs in mainly Windows environment or could be for convenience like having kiosk computers in the library that people can use without logging in In these scenarios print jobs are printed under one name but charging should be allocated to another For example a job is printed by an generic library user but there is a need to charge to the user s real account In order to charge the correct user for printing Paper Less Pro needs to identify the user to charge and this can be achieved by using a release station in Release Any mode This works as follows 1 The user prints from a workstation but is not authenticated so jobs are allocated to a generic user The print job is held in the queue awaiting release The user walks to the release station and enters a username and password Alternat ively the user may log into the Paper Less Pro web interface and select Jobs Pending Release 4 All jobs held are listed Jobs can be identified by document name or workstation ma chine name 5 The user selects his or her jobs Any jobs released are charged to that user s account 161 Hold Release Queues amp Print Release Stations Print R
345. ield Enter the printer s share name in the Queue field opm e w Printer Browser A cH y Default Browser IP Printer Protocol Line Printer Daemon LPD A Address 192 168 1 2 Valid and complete address k Queue ScienceLab a k Leave blank for default queue wre Name 192 168 1 2 Location Science Lab Print Using HP H AP Laserjet 55i Mopier PS HP Laserjet 551 551 MX PostScript HP Laserjet 6 series Cirmp Print vS 0 0 beta2 HP Laserjet 6P 6MP PostScript HP Laserjet 8000 Series 4 HP Laserjet 8100 Series HP Laserjet 8150 Series More Printers Figure 22 25 Adding an LPR LPD printer 7 Define a user friendly name in the Name field and select the printer type 8 Click the Add button 9 Repeat for other printers as necessary To install the Paper Less Pro client software 1 Open the Finder 2 From the Go menu select Connect to Server 334 Mac Printing in Detail Window Help Back sl Enclosing Folder eT Computer O C Home QHH Network ORK J iDisk gt A Applications oxa forr 7 Utilities oxu Recent Folders gt Go to Folder HG Figure 22 26 Connecting to a Windows server Enter the pcclient share s connection details like smb server_name pcclient Where server_name is the name of the server hosting the Paper Less Pro server software ean Connect to Server Server Address smb 192 168 1
346. ifferent Printer Types 11 1 1 2 1 Scenario West Face University has a Graphic Design department who use two wide format plotters and seven color laser printers The two plotters and two of the laser printers are located in the department print room while the other laser printers are scattered around various loca tions The plan is to add more printers next year The two wide format plotter queues are named wf plotter 1 and wf plotter 2 and the color laser printers are named color laser 1 through color laser 7 Laser 1 and 2 are located in the print room with the plotters The goals of the project are e Implement Find Me Printing so users don t need to remember the names associated with the ever growing list of printers 173 Find Me Printing and Printer Load Balan cing e Implement release stations This will ensure the student staff member is there to collect their work minimizing the chance of one person accidently collecting another s work e Ensure the procedure is similar for all types of printers meaning users only have to learn one process e Automatic load balancing in the print room to ensure all printers receive an equal load and throughput is maximized 11 1 1 2 2 Implementation This implementation differs from the previous implementation in that we have two distinct printer types It is not technically possible to have one find me queue as jobs rendered by the application for the wide format printer can t
347. il in Sec tion 7 9 Popup Authentication and discussed further below The end user s perspective 1 The user sees the client tool PCClient running 2 When the user prints a job the client pops up a window requesting the user to enter a username and password See Section 7 9 Popup Authentication 3 The user enters a domain username and password 4 Ifthe credentials are valid the job is charged to the user account The explanation 1 The print event is performed as a generic user for example macuser student etc 2 In Paper Less Pro the macuser account is set up to use popup authentication by en abling the option Unauthenticated user See Section 7 9 Popup Authentication for further details 3 The popup requests the user to enter a username and password 4 The password is authenticated and printing is charged against the supplied account 22 2 2 1 Requirements e Printers hosted and shared off a Windows Mac or Linux server e Mac systems set up to login under a generic account name e g macuser student etc The domain contains a user account matching the generic account 22 2 2 2 Installation Domain account set up 1 Log onto the print server or the domain controller 2 Open Active Directory Users and Computers or equivalent user management tool from Start gt Administrative Tools 3 Add anew domain user called macuser 327 Mac Printing in Detail
348. ilding a html page Using a similar process to the existing page we add floor plan png and create an image map for it lt img src floor plan png usemap printers style width 600px height 362px border none gt lt map name printers gt lt area shape rect coords 4 289 22 307 href alt building a Printer 1 title building a Printer 1 gt lt area shape rect coords 33 342 51 360 href alt building a Printer 2 title building a Printer 2 gt lt area shape rect coords 58 342 76 360 href alt building a Printer 3 title building a Printer 3 gt lt area shape rect coords 521 7 566 23 href alt building a Plotter 1 270 Web Print Uploading Documents for Printing title building a Plotter 1 gt lt area shape rect coords 571 88 592 129 href alt building a MFP 1 title building a MFP 1 gt lt map gt lt div gt Building A lt a href printer map html gt back lt a gt lt div gt g pP This map is mostly similar to the previous one except that we have defined five rect angle shapes shape rect and provided a link back to the main site plan printer map html Rectangle shapes in an lt area gt element are defined with the coordinates of top left and bottom right corners x1 y1 x2 y2 9 Now we have the images and shapes in place for the site plan and one buil
349. ile stored locally at that site The account file location can also be specified in the client s config properties file For more information on cli ent configuration settings see Section A 5 User Client Options 4 Clients then load the accounts from the file and not directly from the server The client will only load the accounts from the server if it fails to load the accounts file i e the file does not exist Below is an example batch script that can be scheduled to run regularly on your Paper Less Pro server This should be scheduled to run whenever your shared accounts are up dated e g once a day You will need to modify the script to reflect where Paper Less Pro is installed and where the client file should be distributed ve GI EM Batch file to create and distribute the client accounts file REM Create the client account file app path server bin win server command create user client accounts file REM COPY TO SERVER 1 REM Copy to destination server REM Create temp file so clients do not load an incomplete file copy y app path server data client accounts dat svrl share accounts tmp REM Rename the temp file the final account file name used by the user clients move y svri share accounts tmp svrl share client accounts dat REM COPY TO SERVER 2 copy y app path server data client accounts dat svr2 share accounts tmp move y svr2 share accounts tmp
350. ill vary depending on the Operating System and its environment During evaluation most sites will opt to import all users from the system domain into Paper Less Pro An option also exists to import a subset of users from a given group This option is pertinent when it is known that only a subset of users will only ever use the printers amp 88 User group synchronization The system wil synchronise user and group information from a network domain or computer Please select the user information source User source Windows Standard Import all users Import a subset of the users e g a group oF org unit This wil be selected on the next page lt Previous Next gt Figure 2 8 User sync configuration wizard page Options include Mac Standard PAM Local Netinfo etc LDAP Open Directory or Samba Select Mac Standard if the user accounts are setup and defined on the local sys tem This option will work with most Mac networks The LDAP option is appropriate for large networks with existing Open Directory domains This includes networks running Mac OS X Server with Open Directory and Windows do mains running Active Directory Paper Less Pro will do it s best to auto discover LDAP set tings but some knowledge of LDAP and or Open Directory will be required More informa tion on LDAP is available in Section 12 2 5 Using LDAP for user synchronization Use the Test Settings to test and confirm your settings bef
351. in activity defined in the configuration file the default being 30 seconds 10 3 3 2 Card based User Authentication In some environments users are issued with identity cards that can be used for authentica tion The cards might be used to gain entry to buildings or borrow from a library The cards can also be used to authenticate users at the standard release station Using a card is of ten much more convenient and less error prone than entering a username and password To use card based authentication an appropriate hardware card reader is required The card reader must be connected to the machine running the release station and act like a keyboard i e when the user swipes scans their card the card reader outputs the digits just as if someone entered them using the keyboard There are card readers that can do this for all commonly used card types e g magneetic stripe barcode etc An easy way to test a card reader is to open a text editor and place the cursor in a new text document Then when a card is swiped the card number will appear in the text file The card numbers entered at the release station are validated against the Card Id number field for the user This can be found at the bottom of the user details screen in the admin interface Before card authentication can be used the users card numbers must be associ ated with the user record in Paper Less Pro The numbers can be entered manually auto matically synchronized from
352. in widgets do not suit your needs you can create your own that better suit your site There are only two requirements to running web widgets on your intranet site 1 2 You require edit access to the intranet pages to add the required HTML JavaScript The username of the logged in user is required so the web widget knows whose de tails to load This will usually require that users login to the intranet When using a Mi crosoft Active Directory domain and Microsoft IIS web server the user is automatically logged in and their username is available 77 Services for Users The simplest way to get started with web widgets is to look at some examples There are detailed and well commented examples available on the Paper Less Pro server in the dir ectory app path server examples webwidgets examples html These ex amples should be used as a starting point to implement web widgets on your site The basic steps to adding a web widget to a page are 1 Adda lt div gt element to your page The widget will be drawn within this tag The div element must be given a unique ID 2 Include scripts into your page to load the widget and user data from the Paper Less Pro 3 Edit the included script to set pcUsername to the logged in user 4 Edit the included script to set pcServerURL to base URL of the Paper Less Pro serv er 5 Add some script to draw the built in widgets to the page You can use one of the built in widgets o
353. infrastructure and would like to consolidate all applications on the same database platform Your organization has an existing database maintenance and backup procedure and would like Paper Less Pro to take advantage of this People would like to use 3rd party reporting and analysis tools like Crystal Reports to view and analyze the Paper Less Pro database Your organization is very large and requires the performance benefits of a dedicated RDBMS This also allows the database to reside on a separate server to Paper Less Pro which improves the system scalability 17 1 2 Supported Databases Paper Less Alliance supports the following two external databases out of the box Microsoft SQL Server 2000 2005 2008 either 32 or 64 bit Microsoft SQL Express 2005 2008 free from Microsoft PostgreSQL 7 1 the free open source database MySQL 5 0 requires an optional support module Please contact Paper Less Alliance for details Oracle 9 2 including the free Oracle Express Edition These databases were chosen to cater for the majority of our customers Most customers have existing SQL Server licenses so can take advantage of this support PostgreSQL was chosen as the second alternative RDBMS because it is free open source and supported on all common platforms 17 2 Upsizing to an External RDBMS Upsizing to an external RDBMS is a simple process that should take approximately 15 30 minutes The high level steps to upsize are
354. ing defaults are used Config name Default value Idap schema user name field uid Idap schema user full name field cn Idap schema user email field mail Idap schema user department field departmentNumber Idap schema user office field not set Idap schema user name search uid 0 Idap schema group name tield cn Idap schema group member field memberUid Idap schema group search memberUid 0 Idap schema posix groups n Table C 2 Unix Open Directory LDAP default settings C 1 2 Novell eDirectory Defaults If the LDAP server is a Novell eDirectory then the following defaults are used 392 Advanced LDAP Configuration Config name Default value Idap schema user name field cn Idap schema user full name field fullName Idap schema user email field mail Idap schema user department field OU Idap schema user office field iL Idap schema user name search amp cn 0 objectClass person Idap schema group name tield cn Idap schema group member field member Idap schema group search amp member 0 objectClass group OfNames Idap schema posix groups N Table C 3 Novell eDirectory LDAP default settings C 1 3 Microsoft Active Directory Defaults If the LDAP server is a Microsoft Active Directory then the following defaults are used Config name Default value Idap schema user name field sAMAccountName Idap schema user full name field displayName Idap schema user email field
355. ing important data fast however sometimes it is more convenient to have important data pushed to in terested parties This can be achieved through the use of scheduled reports Paper Less Pro can schedule reports to run periodically and have them automatically sent out via email Scheduling reports can be used for a variety of purposes for example e Sending a department manager a summary of the department staff s printing e Sending a teacher a summary of printing for each student in their class e Producing a regular CSV report for import into an external system such as an account ing package e Producing a regular report for billing or invoicing purposes 9 4 1 Usage The scheduled reports page can be found at Reports Scheduled Reports B Important Before scheduled reports can be sent via email Paper Less Pro needs to know where to find the SMTP server outgoing email server For information about how to configure email sending see Section 12 5 1 3 Configuring Email Notifications Schedule Email Reports Schedule Emai Reports Y Schedule a Report Ta Reports can be scheduled for automatic delvery va emal Group pising eet lob type sunan ad To schedule a report fil in the details to the right and press Add Optional parameters More Information Group name students Limt to one group Leave blank to include all groups Only show printing allocated to Choose whether to only show pri
356. ings but can be overridden by specifying a lan guage The available languages are e de German e en English es Spanish e fi Finnish e fr French e it Italian e nl Dutch pt Portuguese pt_BR Brazilian Portuguese e zh_CN Chinese Simplified e zh_HK Chinese Traditional Note This option only specifies the lan guage during installation More languages and regional options are available in Paper Less Pro once installed which are con figured separately Table A 3 Windows installer command line options 384 Appendix B Troubleshooting amp Technical FAQ s There are a number of problems you may run into in the course of installing and using Pa per Less Pro Many will be resolved once you get a better idea of how Paper Less Pro works while others may require you to dig deeper into the application s workings The following list has been compiled over the course of years of Paper Less Pro usage If you can t find a reference to the problem you re having here look at the most up to date version of the FAQ and Knowledge Base http Awww papercut com kb at the Paper Less Pro website http www paperlessalliance com In addition to this section some platform specific FAQ s are available at Section 20 7 Linux FAQ B 1 Troubleshooting amp Installation Questions Q am running Paper Less Pro server on Windows XP Professional Is this supported A Yes Paper Less
357. ings for the task at hand This ensures maximum utilization of the resources available Example David is a network administrator at a local university The printer comparison charts in Paper Less Pro suggest that one of the printers on the 4th floor in the computer science wing is only used half as much as other printers Upon investigation he finds that students prefer to use the closer printer located in the corridor outside the lab David de cides to relocate the printer at the end of semester In the meantime he encourages its use by reducing the price thereby taking load off the other printers 7 6 1 Charging modes available Paper Less Pro offers a very powerful array of charging rule possibilities To help simplify configuration charging options are divided into modes 7 6 1 1 Simple Mode Simple mode is the default mode and is appropriate to all types of printers It allows admin 99 Advanced Printer Management istrators to define a simple cost per page setting only For example if the cost per page was defined at 0 10 50 pages would cost 5 00 7 6 1 2 Charging by Category Category based charging is the most commonly used mode for printers that support ad vanced print attributes including e Duplex or double sided printing Color or Black amp White printing modes e Multiple paper trays offering standard and large sizes Category based charging allows administrators to define costs based on the document s a
358. ins gt optional default TRUE TRUE or FALSE If TRUE PINs from the import file will overwrite existing PINs wher a user already has a has a PIN set If FALSE existing PINs will not be changed batch import user card id numbers lt import_file gt lt overwrite_existing_pins gt Import the user card ID numbers and PINs contained in the given tab delimited import file S the user manual chapter Advanced User Management for a description of the file format lt import_file gt the import file location lt overwrite_existing_pins gt optional default TRUE TRUE or FALSE If TRUE PINs from the import file will overwrite existing PINs wher a user already has a has a PIN set If FALSE existing PINs will not be changed create user client accounts file Saves a file containing shared accounts data for the user client See the manual for more information on how this feature can be used The file will be saved on the server to the location app path server data client client accounts dat If this file already exists it will be over written get config lt config name gt Gets the value of the given config value printing the result If the config value does not exist a blank string is displayed lt config name gt the name of the config value to get set config lt config name gt lt config value gt Sets the value of
359. int job via a popup the client software must be running at all times If the user is configured in either of these modes the client software s exit option is disabled Note The client software will need to be restarted to pick up this option after the user s options have been changed Why does Paper Less Pro cache the group membership Paper Less Pro caches group membership by replicating the user group relationship structure internally in the system Typically network group membership is relatively static and is usually set up when a user account is initially created Paper Less Pro tries to be a good network application by avoiding common no no s such as flooding domain controllers with group lookup requests This is achieved by caching Opera tions such as Bulk user operations quota allocations group reports and group fil tering all need to do group membership lookups Caching speeds up these opera tions and prevents excessive callouts to the domain servers The downside to caching is that group membership changes are not immediately re flected inside Paper Less Pro To force Paper Less Pro to detect the change perform a User Group synchronization under the Options section The system will also auto matically refresh group membership overnight during low network activity have noticed a lot of extra options available under the Config Editor Advanced area Can change these The config area contains all of the Paper Less Pro sy
360. internal username prefix because all users will be internal 4 Collects a chosen username and password from each staff member This is used to construct a batch import file using the format specified in Section 24 1 3 1 Batch In ternal User Import File Format 5 Imports the batch file into Paper Less Pro using server command to create a new in ternal user account for each staff member following the directions in Section 24 1 3 Batch Internal User Import and Update 6 Follows the directions in Section 5 2 1 User Client Deployment to deploy the client software to each workstation in the office 7 When staff send print jobs from their workstations they arrive at the print server under the generic guest username The administrator marks this generic account as Unau thenticated using the Paper Less Pro administration interface This option is available on the user s details page The batch of internal user accounts has now been imported ready for the staff to use them When a staff member next sends a print job the Paper Less Pro client tool will dis play the authentication popup This will allow them to enter their personal username and password provided to them on arrival having been assigned by the administrator in the batch import file 24 1 2 Internal Users Options The options for configuring internal users are located at Options User Group Sync gt Internal User Options in the administration interfa
361. ion 1 1 3 System Requirements Paper Less Pro supports the following server platforms Microsoft Windows Server 2008 any edition Microsoft Windows Server 2003 any edition Microsoft Windows 2000 Pro and Server Microsoft Windows XP Pro and Pro x64 Microsoft Windows Vista any edition except Home editions Macintosh OS X 10 4 or 10 5 e g Tiger or Leopard both PowerPC and Intel suppor ted Novell Open Enterprise Server 2 OES2 SP1 Most modern Linux operating systems including e Red Hat Enterprise Linux AS 3 0 ES 3 0 AS 4 0 ES 4 0 e Novell SuSE Linux 8 2 9 0 e Fedora Core Introduction e Debian 3 1 With print queues hosted via e Samba based print queues e CUPS based print queues Servers and clients must use user ID username based authentication e g Active Direct ory Windows NT LDAP or local system accounts Sites with more than 500 users should consider a server class system with more than 512MB of RAM and 500 MB of free disk space Paper Less Pro supports approximately 90 of printers on the market Where possible we recommend printers that support one of the two major printer language standards Post script or PCL Up to date information on printer compatibility is covered on the Paper Less Alliance website knowledge base at Paper Less Knowledge Base Printer Information http Awww papercut com kb Main SupportedPrinters On workstation clients All supported Microsoft
362. ion Address ranges may be entered in the OME 12 3 0 255 255 255 0 Introductory message This message appears on the first page after a user clicks the Web Print item and can be used to explain the service offer site specific advice or other information to assist the user HTML is supported e g lt p gt tags may be used to start a new paragraph or an lt a gt tag may be used to provide a link Table 18 3 Web Print Settings 18 5 1 Print Options for Web Print Jobs The print options selected during the Web Print wizard are currently limited to the number of copies to print Other print options such as grayscale duplex paper size etc are selec ted based on the default options on the print queue If it is important to provide the user with a print option choice e g when the same printer has trays for Letter and Legal paper two print queues may be created and set up with dif ferent default settings E g one print queue called Library Printer Letter that defaults to the Letter size and tray and a second print queue pointing to the same physic al printer called Library Printer Legal that defaults to the Legal size and tray Note The developers hope to be able to support grayscale and duplex print options in the near future 18 5 2 Designing Printer Maps Custom Printer Selection Lists Part of the Web Print wizard involves selecting the target printer from a list This is fine most environments
363. ion Term After the expiry of the Evaluation Term you shall have the right to use the Program on a perpetual basis for the purpose specified in clause 1 the Term as long as you continue to pay all applicable licence fees This Licence terminates automatically without notice from Licensor upon the expiration of the Evalu ation Term or if you fail to comply with any provision of this Licence including but not limited to non payment of licence fees when they are due Upon termination you shall remove the Program from your computer s Updates 3 1 You acknowledge and agree to allow the Program versioning and licence details to be sent to Licensor when you request to check for updates This allows the Program to determine whether software updates are available in real time 3 2 Licensor is under no obligation under this Licence Agreement to provide updates or new releases of the Program 3 3 Where an update or new release is provided pursuant to clause 3 1 a Licensor will make the new release available to you at a rate determined by the Licensor s public upgrade policy b this Licence Agreement will continue to apply in all respects to the update or new release which shall be deemed to be the licensed program for the pur poses of this Licence Agreement and c you shall as far as possible stop using any prior or old versions of the Pro gram 3 4 Without limiting your obligations under this clause 3 and notwithstanding any o
364. ion as per Section 10 3 Release Sta tion Configuration The release station is configured in Secure mode so that staff can only see and release the jobs they have personally printed 2 The release station should be configured to release jobs to the printers it is associated with by setting the releases on option in the release station config file The adminis trator sets the option to the full name of the printer s in each print room releases on sitel server B02_F1_G01 sitel server B02_F1_G02 sitel server B02_F1_COl All workstations should be configured to use the local find me queue on each site by de fault Now when a staff member prints to either virtual queue their job will be held The staff member can visit the release station and see their job When the staff member releases their job it will be sent to any of the available and compatible devices in the floor s print room This setup is illustrated in Figure 11 3 Multiple Location Specific Virtual Queues Large Company Advanced Paper Less Pro can also support redirection between print queues in different servers In this example it may occur when a laptop user that roams between sites prints Their laptop may be configured to print to the virtual queue on sitel but they have re lease their job on a printer hosted on the server in site2 Directing between different serv ers is Supported however some additional configuration may be required Se
365. ion client and publish its known configuration Use the following procedure 1 Select one workstation on your network Follow the manual setup procedure as dis cussed above Test and confirm this workstation is configured and printing correctly Also choose oth er settings as appropriate such as tray duplex and other defaults Install the Workgroup Manager on this client workstation found on the Mac OS X Server install disk Open the Workgroup Manager connect to your directory and select an appropriate user group or computer group used to manage client settings Enter the Settings Preferences area and select Printing 319 Mac Printing in Detail amo Qr Name Contains Group Name acio S _quest 201 S papercut 101 S Students 1025 S Teachers 1026 Preference is being managed for the selected accounts Preference is being managed for some of the selected accounts 1 of 4 groups selected Figure 22 4 Printing settings via the Workgroup manager Select Manage Always and add printer s set up in step 1 Authenticated as chris to local directory Local Default imo of gt To Qr Name Contains Manage Group Name icio Be _quest 201 Access m papercut 101 Available Printers D Students 1025 S Teachers 1026 Amran braryColorLaser Open Printer St search raion printes l Allow user to modify the printer list Mac OS X v10 4 or earlier C Allow printers that connect di
366. ion is ready to restart 17 2 7 Step 7 Restart Paper Less Pro The data has now been moved to the new database and the server can be restarted The instructions on how to start the server can be found in Section A 6 Stopping and Starting the Application Server 249 Deployment on an External Database RDBMS Wait 30 seconds for the server to start then log in to the admin console If you can log in successfully then the upsizing process worked successfully 17 3 Database specific configuration This section includes database specific configuration for use with Paper Less Pro 17 3 1 Configuring Microsoft SQL Express Microsoft SQL Express provides enterprise class database performance for free However it does have some limitations when compared to the full version of SQL Server But these limitations are not likely to adversely affect most Paper Less Pro users These limitations include e 4GB limit on database sizes e Limited to only use 1 CPU e Limited to only use 1GB of RAM This section described how to configure Microsoft SQL Express edition for use with Paper Less Pro It is assumed that SQL Server Express is already installed with the default con figuration Once this configuration is complete the database can be used with Paper Less Pro by fol lowing the instructions in Section 17 2 Upsizing to an External RDBMS 17 3 1 1 Enable TCP IP connections Paper Less Pro uses TCP IP to connect to the
367. ion of the U S Department of Energy the manufac turing cost of virgin office paper is 17 Watt hours http eetd lbI gov paper ideas html issues htm According to the Environmental Energy Technologies Division of the U S Department of Energy the manufac turing cost of 100 recycled office paper is 12 Watt hours http eetd IbI gov paper ideas html issues htm Config keys can be set by at Options Config editor advanced 12 8 Using the Config Editor Most of the settings in Paper Less Pro are easily accessible via the main admin interface e g the Options tab Some advanced settings are however only accessible via the Config Editor The Config Editor stores keys or information used by Paper Less Pro to configure various options and functions This is very similar to the Windows System Registry data base Administrator can edit config keys using the following procedure Login to the system as an administrator e g the built in admin account Navigate to the Options section Click on the Config editor advanced link in the Actions list on the left In the quick find enter the config key name and press GO Locate the required key and enter a new value o p ewop Press the Update button to the right to apply the change Example of some keys that are often changed by administrators include e config client link url Used to change the URL displayed at the top of the user client e client config link text Used to cus
368. ion process and the system administrator will import this file into the Card administration section Number Definition File Card Number Entry Page The card web entry page is a designated page inside the user login section Table 13 1 Card Terminology 13 3 2 Using the Card Wizard This section will walk you through the process of creating a batch of TopUp Pre Paid Cards The example covers creating a batch of 100 cards of value 10 00 each The Cards feature is accessed via the Cards tab If there is no Cards tab enable the fea ture by navigating to the Options section and selecting Enable use of TopUp PrePaid Cards Click Apply 13 3 2 1 Step 1 Install the card wizard Log onto a desktop system with Microsoft Word installed normally not the server Open a web browser at http server_name 9191 admin Log into Paper Less Pro as admin and navigate to the Cards section Download the card wizard from the Download card wizard action Run the install program and complete the installation process 213 TopUp Pre Paid Cards 13 3 2 2 Step 2 Welcome Open the Card Wizard from the start menu and press Next gt 13 3 2 3 Step 3 Batch ID amp Format Enter a unique batch ID to define this batch and click Next gt We recommend adapting a consistent convention For example choose numbers representing the date or a sequen tial numbering scheme The wizard offers a choice of two popular card number fo
369. ions tab Press the Config Editor Advanced action on the left Find the user source config arg property Change the value to enabled users only g O Na Press the Update button next to the config property Take care when changing this option if you temporarily disable user accounts for disciplinary or other reasons If you do this performing a user sync will cause disabled users to be deleted if you also have the Delete old users when syncing option enabled d By default Paper Less Pro automatically syncs user and group information with your directory each night However additional full user group syncs may be performed by scheduling a script to run the appropriate server command command More information on using the server command can be found in Appendix A Tools Advanced 189 System Management 12 2 2 Importing Card Identity numbers from Active Directory or LDAP In Paper Less Pro a unique card identity number can be associated with each user The card number is used as an alternative to usernames passwords for authentication at soft ware release stations or at hardware terminals attached to photocopiers The card ID number can also be searched in the user quick find in the User List page The card ID number can be entered manually in the user interface imported using the batch user import update feature see Section 6 6 Batch User Data Import and Update or imported using the batch user card identit
370. irectory app path server bin win Using the batch files might be more convenient when the process needs to be automated like scripting a database backup The batch files to stop start the server are called e start server bat starts the service stop server bat stops the service A 6 2 Stopping and Starting the Application Server on Mac The Paper Less Pro application server may be stopped or started on Mac by using the fol lowing scripts found at app path server bin mac e start server command Starts the application server stop server command stops the application server A 6 3 Stopping and Starting the Application Server on Linux The Paper Less Pro application server may be stopped or started on Linux by using the 382 Tools Advanced following scripts found at app path server bin linux x64 i686 e start server Starts the application server e stop server stops the application server A 7 Automating Streamlining Installation on Windows In some cases organizations may wish to streamline the installation of Paper Less Pro or a particular Paper Less Pro component for automating deployment For example when in stalling on many secondary print servers or installing the user client tool locally on many desktops although the recommended installation procedure is the Zero install strategy see Section 5 2 1 User Client Deployment The installer command line options provide the abilit
371. irectory app path client the same directory as the executable The image must satisfy the following requirements e Comply to the PNG Portable network graphic format e A size of 64px by 64px e Display correctly on different background colors make use of transparencies or alpha channels On the Apple Mac platform the process is a little more involved The image needs to be placed inside the App package at PCClient app Content Resources To access this directory Option click on the PCClient icon and select Show package contents The user client can also be configured by passing command line parameters to the pro gram This is described in Section A 5 User Client Options 15 2 Limiting the list of interface languages translations Paper Less Pro has been translated into a number of languages Some of these transla tions are complete and done at an official level while others are partial and done by Paper 234 Advanced Customization Less Pro users working in cooperation Many of these languages may not be appropriate for your environment and it may make sense to limit the list the user selects the language in the drop down list on the web login screen The list of available languages can be set by changing config key language available to a comma separated list of ISO language codes The list should be a subset of cs de el es fi fr hu it ja ko nl pt sk sv zh_HK zh_CN For example setting language avai
372. is shared by all users For this reason an extra layer of authentication is required 21 3 6 1 Preferred Method e Host printers and the Paper Less Pro system on the Windows server e Ensure the print server is running in Mixed mode or Pre Windows 2000 Compatibility Mode Macs currently have problems with Native Mode networks e Add a domain network user account that matches the generic login account i e mac user This ensures that the macuser account will appear in Paper Less Pro s user list e In Paper Less Pro turn on the Unauthenticated option on the macuser account to enable popup authentication Also ensure that the account has zero balance and is re stricted e Add the printer s so jobs list under the macuser account If the print queues are hos ted on Windows add the printer using Samba e g A DeviceURI like smb macuser password servername printer See Chapter 22 Mac Printing in Detail for an explanation on how to add a printer using this method e Install client software as discussed in Section 5 2 User Client 308 Print Authentication 21 3 6 2 Other Methods 1 Use LPR as a connection method See Section 22 2 3 Scenario Three Multi user Macs using LDAP or Active Directory authentication in detail 2 Use standard release station in Release Any mode or the end user web release sta tion configured to allow users to release any jobs See Chapter 10 Hold Release Queues amp P
373. is running in Mixed mode or Pre Windows 2000 Compatibility Mode Some Linux distributions currently have problems with Native Mode networks e Add a domain network user account that matches the generic login account i e linux user This ensures the linuxuser account will appear Paper Less Pro s user list e In Paper Less Pro turn on the Unauthenticated option on the linuxuser account to enable popup authentication Also ensure that the account has zero balance and is re stricted 309 Print Authentication e Add the printer s so jobs list under the linuxuser account If the print queues are hos ted on Windows add the printer using Samba e g A DeviceURI like smb linuxuser password servername printer Please refer to the CUPS or distribution documentation to read more how to add a CUPS printer using an smb backend e Install client software as discussed in Chapter Section 5 2 1 3 Deployment on Linux and Unix If users login to the workstations using a username that matches their Active Directory password no additional client configuration is required If users log in using a generic or non matching account use command line options or the con fig properties file to force the client to display under the user s domain identity See Section A 5 User Client Options for more information 21 3 8 2 Other Methods 1 Use standard release station in Release Any mode or the end user web release sta tio
374. is set to allow local network traffic access to this port 20 1 2 5 Root Level Tasks A small part of the install process needs to run as the root account The tasks conducted as root include e Setting the authpam binary as setuid root This binary is used for password verification 288 Paper Less Pro on Linux e Installing a CUPS backend This is done by placing a symlink in the CUPS lib backend directory e Setting up SYSV style start scripts if the system uses this boot process This is done by placing symlinks in the etc init d etc rc3 d etc rc5 d and so on If the administrator decides not to run the root level tasks during the install process the tasks can be run again post install by executing the shell scripts server bin linux roottasks providers print linux roottasks Alternatively the administrator can view the scripts and make the required changes by hand 20 1 3 Linux Print Queue Integration Paper Less Pro is able to integrate with and monitor CUPS Samba and Novell iPrint based print queues The configuration and an explanation of the integration methods fol lows 20 1 3 1 CUPS Configuration Overview If the print queues are managed and controlled via CUPS the Device URI on each printer should be modified so the paperless backend is incorporated into the print process This can be done either via the CUPS web admin interface or by manually editing the CUPS printers conf file 1
375. ity from Applications gt Utilities 2 Click the Add button to add a new printer Eao een z eoe Printer List as GOH Ad Status Kind 192 168 1 125 am Printing Generic PostScript Printer 1 HP Laserjet 5000 Series PS Generic PostScript Printer HPLaser Generic PostScript Printer Laserjet Generic PostScript Printer LWin2003 Generic PostScript Printer samba Generic PostScript Printer c Figure 22 7 Add a printer 3 Tiger Option Click More Printers Important Hold the Option key down Select Ad vanced from the top drop down list 20 AppleTalk b Bluetooth V Windows Printing Canon Network EPSON AppleTalk tamed EPSON FireWire p EPSON TCP IP HP IP Printing Lexmark Inkjet Networking Location Print Using Please select a driver or printer mode More Printers Add Figure 22 8 Option click for advanced printer addition types Leopard Control Click on the Toolbar and select Customize Toolbar Drag the Ad vanced icon to the bar Click the newly added Advanced button Select a Windows device type called Windows Printing via Samba on Tiger 5 In Name field enter a friendly and informative printer name Enter a Device URL in the form smb username password server_name printer_name Where username and password are the user s domain account login details serv er_name is the name of the server hosting the printer and printer_name is the 324 Mac Printi
376. l custom user in formation It is recommended you consult your LDAP server s documentation or talk to your LDAP administrator to understand which LDAP field your stores the user card ID number By default Paper Less Pro uses the employeeNumber field to retrieve the card number This is a standard LDAP field but id this is not suitable you can choose any valid LDAP user field Important It is important to test the card numbers are being retrieved correctly To test the changes press the Test Settings button If the card number is retrieved correctly then they will be listed as the 4th user field in the test output 12 2 3 On Demand User Creation The On Demand User Creation setting defines if and when Paper Less Pro will create new users The settings applied to newly created users are defined by their group member ship for more information see Section 6 3 New User Creation Rules By default new users are created automatically when they print for the first time start the user client tool or log into the user web tools This makes administration much easier as there is no need for additional administration when new users come along they can use Paper Less Pro straight away In some situations it may be preferable to change the way new users are treated For ex ample when just one department is being tracked but there are other departments using the same printers it may be preferable to allow the other departm
377. l determine which file formats are available to users for upload and printing As the webprint user open a file in each of the installed applications and print to several different printers ensuring that all works as expected Tip When installing Microsoft Office applications choose all optional compon ents for installation This will prevent printing issues occurring due to miss ing components 5 Configure the Web Print server to automatically log in as the webprint user on star tup This system will permanently stay running and logged in as this user e Automatic logon for Windows Vista http windowshelp microsoft com Windows en US help e224c60c 0708 48ba ae9 7 fcdaddb3dd9d1 033 mspx e Automatic logon for Windows XP http support microsoft com kb 315231 6 On the Paper Less primary server share the folder at app path server data web print hot folder and name the share PCWebPrint The hot folder facilitates communication between the primary server and the Web Print server Adjust both the Sharing and Security NTFS file permissions of the PCWebPrint share to allow the webprint user read and write access 258 Web Print Uploading Documents for Printing Log in to the Web Print server as the webprint user Map the w drive to the PCWeb Print share Ensure that the option Reconnect at logon is selected when mapping the drive Test that the file share can be accessed and written to from the Web Prin
378. l the application on your computer it is recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup Figure 2 3 Setup wizard Select the standard install option and install Paper Less Pro onto a hard drive with ad equate free disk space The default options will suffice for most systems 2 1 4 Step 4 Configuration Wizard After installation the install will open a web browser window The configuration stages are explained below 2 1 4 1 Administrator Password This is the master password for the main in built admin account This password is inde pendent of the operating system or domain passwords Keep knowledge of this password secure This screen also sets the system s physical location Ensure the location and lan guage setting is correct Setup Wizard Configuration Wizard T http locathost 9191 admin proes 82 Configuration Wizard Welcome This wizard will help you configure inital options and ready the system for use If this is the first time installing the application we highly recommend reading the quick start guide in the user manual Open the user manual Type in the password to be assigned to the master administrator account Please keep this password secure Verify password s eseee k Your system location is currently set to English United
379. lable to en de would limit the list to English and German only Please see Section 12 8 Using the Config Editor to find out how to change config keys 15 3 Customizing the User web pages 15 3 1 Look amp Feel The user pages display information about the user s account and provide access to fea tures such as TopUp Pre Paid Cards The visual design of these pages can be tailored to make them fit into the look and feel of an existing internet or intranet site This gives the pages an official look ensuring your users see the system as an important part of your or ganization s network 235 Advanced Customization Ge Cat pew Hawy Qockmarks Tools tb s R O moosst 919 Laonenn notad Tronsters Trensacton Mstory Recera Prost Jobs Recert internet Use Joba Pending Retesse Logout Activity Balance history for tom o 4 IM awg 2a Jarg darp Gasp Gang Fave Ow Environmental Impact eer Figure 15 2 A customized end user web designed for St Mary s Anglican Girls School 236 Advanced Customization Ghecen Sey mtx LS Be th Wer Hawy Eootmets Toss beb amp gt E A rs itecahcet 92 vago nervcreoage Leer mary be Nar williamstown Summary CN CO CT o Total Detereet hours 0 00 Activity Balance history for tom Figure 15 3 A customized end user web designed for Williamstown High School Paper Less Alliance offers a service where their develope
380. lculated see Section 12 7 Environmental Impact If desired this option can be disabled via the Options section Jerry o y Equivalent to running a 60W bulb for 82 4 hours Figure 5 14 Draw a user s attention to their environmental impact 5 3 3 Shared Accounts Shared accounts page lists the balances of the shared accounts that a user can access Arts Department 80 50 No commerce Department 109 20 No Economics Department 9 80 No English Department 10 00 No Finance Department 10 00 Yes History Department 160 90 No Information Technology Department 10 00 No Marketing Department 50 80 No Mathematics Department 30 40 Yes Science Department 110 00 No Figure 5 15 A list of available shared accounts More information about shared accounts can be found in Chapter 8 Shared Accounts 5 3 4 Rates The rates page lets users know the printing costs associated with each printer Displaying costs to users is a good way for them to see and understand the costs involved without having to spend time distributing the information to them Armed with this information users can seek the most cost effective way to manage their printing With discounts for grayscale and duplex printing clearly visible ink and paper us age will be reduced by the users own accord 70 Services for Users Printing Rates Quick Find lt lt lt 123 gt linuxserver Canon BJ 2000 1 00 sq metre 0 10 Less per page 0 20 Less per pag
381. le the hold release queue for your unauthenticated laptops you must configure a second set of unauthenticated print queues These queues can point to the same physical printers as your authenticated queues Often the simplest way to setup these unauthenticated queues is to configure a separate print server that allows anonymous printing You can make use of a firewall or operating system permissions to ensure that the anonymous users cannot access the authenticated queues 21 2 2 2 Step 2 Choose which Release Station interface to use You can choose between the Standard Software release station interface and the end user web interface The standard release station 303 Print Authentication e Requires a dedicated workstation nearby the printers that is configured to run the re lease station e Requires less user education because when they walk up to fetch their print jobs it is obvious they need to use the release station to user the job The end user web release station e Requires no workstations configured near the printers Users simply use a web browser to login to the end user web interface and release their jobs e Users must be provided with instructions on how to print and then login to the web re lease station to release their print jobs After choosing the release station interface proceed to the appropriate step below 21 2 2 3 Step 3a Run and configure the Standard Release Station If using the standard rel
382. lease Stations 307 Print Authentication 2 Consider setting up domain level authentication 21 3 5 Mac OS X systems using domain authentication via Open Directory Mac systems can be configured to authenticate users via a central Mac OS X server run ning Open Directory Each user has their own login account 21 3 5 1 Preferred Method e Set up print queues on the Mac OS X Server e Set up Paper Less Pro on the server either as a primary server or as a secondary server reporting to another primary server either Mac Linux or a Windows system See Chapter 2 nstallation e Add printers to each Mac workstation Ensure the local printers point to the shared print queue set up on the server e Optional Install client software as discussed in Section 5 2 User Client 21 3 5 2 Other Methods 1 Use standard release station in Release Any mode or the end user web release sta tion configured to allow users to release any jobs See Chapter 10 Hold Release Queues amp Print Release Stations 2 Setup print queues on a Windows system and use popup authentication see next re cipe 21 3 6 Mac OS X systems using domain authentication via Windows Active Directory Mac systems can be configured so users log in using their Windows Active Directory do main username and password The Mac Windows printer support using Samba SMB however requires printers to be added using a single username and password and this
383. lect Bring online Wait until the application server has started then verify that you can access the system by pointing a web browser to http Virtual Server Name 9191 admin 280 Microsoft Cluster Environments Login and perform some tasks such as basic user management and User Group Syn chronization to verify the system works as expected 19 2 2 8 Step 8 Set up the Print Provider layer Interface the Paper Less Print Provider layer with the clustered spooler service by following the same setup notes as described for Mode 1 The exception being that the IP address of the application server will be the IP address assigned to the Virtual Server assigned in step 19 2 2 9 Step 9 Client Configuration The client and release station programs are located in the directories e app path client app path release These directories contain configuration files that instruct the client to the whereabouts of the server The IP address and the server name in the following set of files will need to be updated to the Virtual Server s details Name and IP address app path client win config properties app path client linux config properties e app path client mac PCClient app Contents Resources config pro perties app path release connection properties Edit the files using Notepad or equivalent and repeat this for each node Also see Sec tion 19 4 Client Workstation Configuration 19 2 2 10 St
384. les 6 1 Quota schedule MeS lisnir erea aeaaeai 81 6 2 User Import File Format aies seraa annan ERN Aa ENEAN REAREA Na KAEKA ERE EEEE C EEKANNA 88 6 3 User Card Identity Update File Format ccccsccceceeneeeeeeaeeeeeeeaaeeeeeeanenees 90 7 1 Cost Adjustment Types 0 cccceceeeeeeeeeeeeeaeaaeeeeeeeeeeeeseaaaaaaeeeeeeeeseaaaaeneeees 105 7 2 User Client Popup Config KeyS cccceceeeceeeeeeeeeeeeeeeaeaaeeeeeeeeeeeaeaaeaneneeeees 109 8 1 Shared Account Import File Format cececeeeeeeeeeeeeeeeeeeeeeeaeaaenteeeeeees 144 9 1 Report Formats ccc ced rio ie A a ee 150 9 2 Scheduled reports delivery times 2 0 0 0 cc eeeceeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeateeeeeees 154 9 3 Advanced Reporting Config Keys cccccceeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeaneeeeeees 155 10 1 Standard Release Station config settings ccccseseeeeeeeeneeeeeeeeeeeeeeaes 166 10 2 Standard Release Station modes ccecceeeeceeeeeeeeeeeeeeeeeaeaaeteeeeeeeeeeeaaa 167 12 1 Fields available in printing notifications ce eeeececeeeeeeeeeeeeeeeaaeeeeeeaaeeees 200 12 2 Fields available in low balance notifications cc ceeeeeeeteeeeeeeaeeeeeeeaaee ees 200 12 3 Fields available in printer error notifications eee eeeeeeeeeeaeeeeeeeaneeees 204 12 4 Fields available in error level event notifications eeeeeeeeeeeneeeeeeeaeeeees 205 12 5 Fields available in pending refund requ
385. ll gt su paperless mkdir p providers print cd providers print scp r primary server name home paperless providers print After the copy operation is performed execute the setperms and roottasks scripts as root shell gt shell gt su root sh paperless providers print linux i686 setperms 227 Configuring Secondary Print Servers and Locally Attached Printers shell gt sh paperless providers print linux i686 roottasks 14 3 5 Step 5 Configuration The Print Provider on the secondary server needs to know where the primary server is in stalled e g Its IP address 1 Open the file home paperless providers print linux i686 print provider conf in a text editor 2 Locate the line starting with ApplicationServer and change localhost to the name or IP address of the primary server The binaries copied in step 4 now need to be integrated into the CUPS Samba or Novell iPrint print queues This process is detailed in Section 20 1 3 Linux Print Queue Integra tion and Section 2 3 5 Step 5 Printer iPrint Configuration 14 3 6 Step 6 Test The secondary server should now be configured Perform some test printing on all of this secondary server s printers Log into the system as admin and verify that the printers are now listed under the Printers section Perform a multi page test print on each printer and verify that print jobs are tracked correctly 14 4 Print Monitori
386. lliamstown High School 237 15 4 Login Page with custom instructions 00 cceceeeeeeeeeeeeeeeeeeeeeeaeeeeeaeeeaaees 238 15 5 Example custom report header usage eceeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeaaees 239 18 1 Web Print architecture Overview 0 0 cee ecceeeeeeeeneeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 253 18 2 Web Print Server status OK ccecccceeeeeeeeeeeee eee ae eeteeeeeeeeeaeaaeaeeeeeeeeeeeaaa 257 18 3 The Paper Less Web Print dialog cceeeeececeeeeece ae eeeeeeaaeeeeeeaaeeeeeeaaeeees 259 Paper Less Pro 9 6 User Manual 18 4 Web Print Server status OK cceecccceceeeeeeeeeee esac eee teeeeeeeeeaeaaeaneeeeeeeeeeeaaa 260 18 5 Web Print link in the User interface eee eee cece ee cece ante eeeeaaeeeeeaaeeeeeeaaeeees 260 18 6 The front Web Print page before any jobs have been submitted 261 18 7 Customizable Web Print introductory message cceeeeeeeeeeeeeeeeeeeeeeaee 261 18 8 Web Print wizard step 1 list of printers available for Web Print 261 18 9 Web Print wizard step 2 selecting the number of copies for a Web Print job 262 18 10 Web Print wizard step 2 account selection Options eeeeeeeeeeeeeeeeees 262 18 11 Web Print wizard step 3 upload a document ce eeeeeeeeeeeee ae eeeeeeanee ees 263 18 12 Web Print wizard step 3 document upload in progress n se 263 18 13 List of active Web Print jobs
387. lready in posession of a signed SSL key and certificate for the domain name of the Paper Less Pro application server please see Section A 4 3 Importing an existing SSL key below To create your own SSL key and have it signed by a commercial or intra organizational certificate authority you can use the keytool tool supplied in the directory app path runtime jre bin 1 Open a command prompt window and change to the directory app path runtime jre bin 2 Enter this command to produce the SSL key keytool keystore my ssl keystor alias jetty genkeypair keyalg RSA As keystore password choose password or another simple password as it is not very important Enter the same password again later when asked for a key password Note Some organizations require larger key sizes than the default 1024 bit In this case add the keysize 2048 or keysize 4096 parameter to the end of the above command line You will be asked a series of questions Enter the exact fully qualified domain name of the Paper Less Pro Application Server where it asks you for first and last name and leave everything else empty The server name must be the exact one that users will enter into their browsers to access Paper Less Pro s web interface e g print ing myschool edu Enter keystore password password What is your first and last name Unknown printing myschool edu What is the name of your organizational unit Unknown What is th
388. ly isn t the need to customize it to the extent of the user web interface for informa tion about customizing the user web interface see Section 15 3 Customizing the User web pages An organization logo or other image can be displayed in the header of the ad ministration interface however To place a custom image in the header of the administration interface save your image as admin logo png and place it in the directory at app path server custom web The image will be scaled to 250px by 42px so for best results the image should have these dimensions 15 5 Customizing Report Headers The standard Paper Less Pro report header logo can be replaced with an alternate image This can be used to include an organization logo and address for example which may be useful when attaching reports to customer invoices or just to make reports look more pro fessional Joe s Widgets Group list PO Box 123 Sometown initially Schedule Amount Schedule Period Restricted All Users 49 00 Yes 0 00 None Building 201 10 00 Yes 0 00 None Oftice St ft 100 00 No 0 00 None Figure 15 5 Example custom report header usage To use a custom report header logo place an image at app path server custom web report header png The image should be 250px by 80px in PNG format 239 Advanced Customization 15 6 Data Access and Custom Reports The default Paper Less Pro installation stores data in an internal database For
389. ly users a command line job release client is also provided This process is best explained using an example 1 John uses the 1p command to print a Postscript document from his Unix terminal ses sion The job arrives in the queue under the username identity john Although the name can t be trusted 2 The administrator has enabled the Paper Less Pro release station on this print queue The job is placed into a holding state 3 John must now authenticate proving his identity and release the job He chooses to do this via the command line release station client 4 John enters the command release print job This command was set up by the system administrator 5 John enters his username and password confirms the job s name cost and page count and releases the job for print The following is an example of the output seen Please enter your username john Please enter your password Current balance 8 00 18 04 13 Name Configuring Linux Pages 2 Cost 0 40 Print this job yes Released 1 job s 6 The job prints and John s account is charged Enabling the release station on a printer is a global option it affects all jobs from all users In some environments it may not be appropriate to have all jobs controlled via a release station for example jobs originating from Windows systems are already authenticated and should print directly An alternate strategy is to have two queues for the same printer
390. m the cost and details of the job before printing and or con firm their identity before the job is released Jobs awaiting approval pnor to printing are listed below Cancel All Refresh Now V May 29 2007 2 14 10 PM linuxserver Xerox Color 1930 PaperCut Software Mozilla Firefox MyDesktop 20 2 00 print cancel Y May 29 2007 2 13 02 PM macserver HP LaserJet SMP research paper pdf MyDesktop 403 40 30 print cancel Figure 5 21 The user s view of jobs pending release More information about hold release queues is covered in Chapter 10 Hold Release Queues amp Print Release Stations 5 3 10 Web Print Web Print is a printing solution ideal for laptops and other non domain connected systems This page allows users to upload documents for printing rather than requiring the print queues to be installed on their system 73 Services for Users The user will be guided through a wizard where they can select a printer choose options such as number of copies and select a document to upload The document will then be queued for printing and the user can track its status from this page Active Jobs C aE risa oo Deaan Pea Eaa Pa a Jun 19 2009 12 32 09 PM_Win2003 HP LaserJet SMP Project docx Submitting Jun 19 2009 12 29 49 PM print server Library Laser 1 Letter 2 63 6 30 Successfully queued for printing Submit a Job Figure 5 22 Web Print jobs in progress More information about Web Print can be found in Chapter
391. mail Idap schema user department field department Idap schema user office field physicalDeliveryOfficeName Idap schema user name search amp SAMAccountName 0 objectCat egory person objectClass user sAMAccountType 805306368 Idap schema group name field sAMAccountName Idap schema group member field member 393 Advanced LDAP Configuration Config name Default value Idap schema group search amp member 0 objectCategory gr oup Idap schema posix groups N Table C 4 Active Directory LDAP default settings 394 Appendix D Capacity Planning This section discusses capacity planning considerations to allow administrators to plan fu ture infrastructure requirements and make decisions about how to deploy the application Paper Less Pro is designed to be self maintaining however it is important that the adminis trator understands the disk space requirements and how this changes overtime D 1 Database Sizing and Growth The most important part of capacity planning for Paper Less Pro is the size and growth of the underlying database All other aspects of the system manages itself but care must be taken to ensure there is enough disk space to hold the growing database The size and growth of the database depends on the database being used Each database uses a different format to store their data therefore the growth characteristics of databases will differ This section outlines the databas
392. main environment users al ways login using their network identity and the names will always match However on non domain systems where local accounts are used e g Laptops these names may not match The client will display a popup requesting the user to confirm their identity This option will suppress this dialog This option can also be set by adding a neverrequestidentity yY line to the client config properties 377 Tools Advanced Option Description windowposition lt position gt Specify where the client window should ap pear The valid options include top left top right bottom left or bottom 1 aL SlAue In addition to the above set of fixed posi tions co ordinates of the window can also be specified by setting the lt position gt parameter to xy lt x gt lt y gt The lt x gt value sets the x co ordinate of the window if neg ative the value indicates the distance from the right of screen The lt y gt value sets the y co ordinate of the window if negative the value indicates the distance from the bot tom of screen Some examples include e XY100 100 position the window 100 pixels from the left and 100 pixels from the top of the screen e XY 50 100 position the window 50 pixels from the right and 50 pixels from the top of the screen e X Y50 100 position the window 50 pixels from the left and 100 pixels from the bottom of the screen The window position can also b
393. me Low Toner warnings Notify when a printer runs low on toner for supported printers Application errors Notify if a software or application error is detected This option will al low administrators to proactively act on errors raised in the App Log section e License errors Notify on important license events such as exceeding the licensed user limit All error notifications can be enabled using the checkbox and a list of recipient email ad dresses can be specified Multiple email addresses can be entered by separating them with a comma e g joe domain org bill domain org 202 System Management Tip Consider SMS alerts Error notifications are often important and require urgent attention Many organizations use an email to SMS gateway service to ensure technical staff can receive urgent messages from anywhere in the building via the text message service on their cell mobile phones 12 5 2 1 Printer error notifications Printer error notifications can be used to give advance warning when printers go into an er ror state Paper Less Pro detects a printer error if either the print queue or the job at the top of the print queue are in an error state This is equivalent to clicking on the print queue from the operating system and checking its status Some errors that might be seen on print queues or jobs include paper jam out of paper out of toner out of memory device is offline device door is open or
394. me project number and phase name users can search for a particular account using any of these fields The following examples demonstrate this 1 Searching by project name or number will display the project plus all phases for that project 127 Shared Accounts pm Print Job Notification Se Confirm the print and select the print action Document name Chapter 7 Shared Accounts Printer _maestro Panasonic KX CL510 Color PS Pages 4 Cost 0 40 Charge rate Defaut 100 0 v Customer Product Invento Analysis Object modelling Design System design Testing Phase 3 UAT hie Mhean A sina ee amd ncek C Apply to all documents in queue Jobs 1 Figure 8 11 Searching accounts by project name or number in the project phase code naming model Searching by phase will display all matching project phases plus the project name for each phase 2 128 Shared Accounts i 8 Print Job Notification Confirm the print and select the print action Print job deta s Document name Chapter 7 Shared Accounts Printer maestro Panasonic KX CL510 Color PS Pages 4 Cost 0 40 Comment Charge rate Def aat 100 0 All Accounts Preferred List Recent Selections Search testing 7 Remember Account Code Preferred 034225 m Se ee e O o o o o o D o O o Testing Phase 1 stress and volume Testing Phase 2 UAT Testing Phase 2 stress and volume
395. ments Faculties Projects Clients Client Matter or Cost Centers 1 2 1 5 Client Server Model Client software is a small program that runs on each workstation and communicates with a server The printing process on most networks works on a client server model with clients workstations submitting jobs to a server Paper Less Pro also uses optional client soft ware to help provide information to end users This also runs in a client server model 1 2 1 6 Application Server An application server is a server program responsible for centrally processing business lo gic and providing services to end users Paper Less Pro uses the application server mod el to provide a business logic unit for calculating user costs and providing a web browser interface to end users 1 2 1 7 Information Provider A provider is a software component or program responsible for providing information to an Application Server Paper Less Pro uses providers to submit print queue job information to its application server This information provider is called the Print Provider Other important providers included with Paper Less Pro include user directory and authentication providers 1 2 1 8 Web Application Interface A web application is a software program that interacts with end users via a web browser Examples range from Google Microsoft SharePoint Hotmail Internet banking and router management consoles Paper Less Pro provides a web based inter
396. mited format and a new log is created for each day Files are named with the format printlog_yyyy_mm_dd log and files are archived for 30 days The tab delimited file can easily be imported into programs such as Microsoft Excel Mi crosoft Access or other database Field Description Field 1 Date in format yyyy MM dd th mm ss a p Field 2 Server Name Field 3 Printer Name Field 4 User who printed the document Field 5 Account charged usually the user s per sonal account but could be a shared ac count Field 6 Client Workstation Name 240 Advanced Customization Field Description Field 7 Document name Field 8 Total number of pages Field 9 Total number of color pages Field 10 Number of copies this has already been used to calculate the total pages Field 11 Cost Field 12 Duplex status Field 13 Grayscale status Color mode Field 14 Paper Size e g Letter A4 Field 15 Paper Height in Millimetres divide by 24 5 for inches Field 16 Paper Width in Millimetres divide by 24 5 for inches Field 17 Print job size in KB Field 18 Printer Language Field 19 Cost Adjustments comma separated Field 21 Job Type PRINT COPY Table 15 4 Text print log file format 15 7 Automation and Scripting Paper Less Pro provides a detailed set of server commands and Web Services API s These services may be used to automate common operations and management tasks Some examples of where an administrator may
397. mizable Web Interface cceccceseeeeeeeeeeeeeeeaeeaeeees 9 1 3 5 Five XML Web Services and Command line Control 08 9 1 3 6 Six Hold Release Queues and Release Stations eee 9 1 3 7 Seven Text Print LOGS cccceeeeaeeeeeeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaeeees 9 1 3 8 Eight 3rd Party Database Support 0 cceeeeeeeeeeeeeeeeeeeeeeeaaee 10 1 3 9 Nine Zero install Client Deployment n 10 1 3 10 Ten The Development Team 00 0 ieee cece ee teeeee eee eeeeeeaaeeeeees 10 2 INStAMALOM sesir aA sad bah See EE EAA EAER R 11 2 1 Installation ON WiINGOWS verdie aere eie an eneee EAEE EERE RE 11 2 1 1 Step 1 System Requirements amp Network Setup eee 11 2 1 2 Step 2 Print queue configuration cceceeeeeeeeeeteeeeeeeeeeeeeeaee 12 2 1 3 Step 3 Download and install cece eeeeee cesses rererere erenn 13 2 1 4 Step 4 Configuration Wizard sseseeseeeieseeesesrerrrrrreessrnrnnne 14 2 1 5 Step 5 Printer Configuration sesesseeeeseeeieseeeeesrerrrerreeesrerrnne 16 2 1 6 Step 6 Sharing Client Software ccceceeeeeeeeeeeneeeeeeeeeeeeaea 16 21 7 Step 7 SING niae i teal wan IW eet See 16 2 eleBoW hat Next Aspect ieee id Soviet ee beet teed 17 2 2 Installation ON Apple Mac cceeeeecenneeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 17 2 2 1 Step 1 System Requirement cceeeeeeeeeeeeeeeeeeeee
398. monitoring and expense tracking by work area projects and depart ments Quota allowance enforcement Up front user pays systems or pay per print systems In addition Paper Less Pro provides system administrators with a kit of tools to manage printers including Advanced print document job filtering Detailed logging and reporting Access control 1 1 1 Benefits a Some of the key benefits of Paper Less Pro are Transfers accountability to users or departments by individually tracking activity Creates responsibility and environmental awareness by drawing users attention to their own activities Reduces overall printing cost by virtue of either making users aware of their own activ ity enforcing reasonable quotas or recovering full costs from end users Discourages overuse of IT resources Improves efficiency by allowing administrators to encourage use of underutilized print ers and or servers Improves network reliability by implementing rules to prevent printer queue jams queue hogging and inappropriate printing types 1 1 2 Key Features a Some of the key features of Paper Less Pro are Introduction Track all printing activity by user client printer and document metadata Enforce per user quotas allowances or budgets Full differential print cost charging system allowing different costs to be assigned on a per printer basis with advanced options to charge different amounts based on docu ment type use
399. n can be used to save mouse clicks key board presses by setting the default selec ted account to the one that is most com monly used For example setting the default account to sales invoices results in this account be ing selected when the account selection popup shows This allows the user to quickly confirm the selection by just clicking OK in those cases that the print should be charged to this account The selection can still be changed in case the print should not be charge to this account This option can also be set by adding or enabling the default ac count lt option gt line in the client con fig properties file accounts file Specifies the location of the local accounts lt account file path gt file to load For more information see Sec tion D 3 Managing Large Client Account Lists on Distributed Sites auth ttl values Comma separated list of authentication ttl lt ttl value mins gt values in minutes This overrides the val ues configued on the server See Sec tion 7 9 Popup Authentication This option can also be set by adding or enabling the auth ttl values line in the client config properties file 380 Tools Advanced Option Description auth ttl default The default time to live value automatically lt default mins gt selected when the login authentication win dow displays This overrides the values configued on the server This option can also be
400. n both the workstations and servers 3 3 1 Requirements 1 Centrally managed printers are hosted in a clustered print server environment The solution needs to support clustering 2 IT services wants to provide the option for department labs to also have their printers controlled via the central system 3 Client software needs to be optional It would be preferable for students to have ac cess to their account details via a web browser The design of the web interface should be customizable The system must be secure and support SSL based encryption 6 The system should run on top of a database system and allow data access to facilitate custom reports using packages such as Crystal Reports 3 3 2 Implementation 3 3 2 1 Initial Installation University wide deployments can be quite involved Most large universities that have de 36 Implementation by Example ployed Paper Less Pro have worked closely with the Paper Less Pro development team during implementation A lot can be gained by arranging a teleconference or similar with the development team We re always happy to help our larger customers deploy the ideal solution 3 3 2 2 Requirement 1 Paper Less Pro supports clustering at all application layers including the print server the database server and the application server on both Microsoft Windows and Linux Setting up Paper Less Pro in Microsoft Clustering Services is covered in Chapter 19 Microsoft Cluster E
401. n configured to allow users to release any jobs See Chapter 10 Hold Release Queues amp Print Release Stations Host printers on a CUPS server running on Linux Install Print Services for Unix on the Windows server and use a LPR rather than CUPS or CUPS with an LPR backend 21 3 9 Linux Workstations in a lab environment with printers hosted on Linux CUPS server Many network administrators running Linux labs may be most comfortable hosting the printers on a Linux server running CUPS For convenience CUPS is set up without au thentication 21 3 9 1 Preferred Method e Setup CUPS print queues on a Linux server e Ensure each user has an account on this system or the domain depending on Paper Less Pro s selected user list source e Set up Paper Less Pro on the server either as a primary server or as a secondary server reporting to another primary server either Mac Linux or a Windows system See Chapter 2 nstallation e Set the Unauthenticated option on each printer print queue This will enable popup authentication See Section 7 9 Popup Authentication Ensure the system is configured to deny remote shell access to standard users that is only allow direct screen console access This ensures the system s IP address can be associated with a single user providing a suitable environment for popup authentication e Install client software as discussed in Section 5 2 User Client 21 3 9 2 Other Metho
402. n interface however organizations with many accounts and good IT skills can automate the account creation process by importing accounts Import options include via a file for example Excel or an export from a 3rd party system or by scanning an existing directory structure More information on automatic im porting can be found in Section 8 6 Batch Shared Account Import and Update To create a shared account Log into Paper Less Pro as an administrator e g admin account Select the Accounts tab Click the Create a new account action Pe Ns Enter an appropriate name for the account Account names should be as descriptive as possible 119 Shared Accounts 5 Complete other details such as starting balance restrictions status and notes as ap propriate 6 Click the OK button to save the changes and return to the accounts list pg Account Details Deka Details amp Balance nee Selected users may charge to Marketing shared accounts The account name should be unique and descriotive Account Pin marketng9a27 Access to te account amp controbed ether via a simple nee PIN or via group level control Balance as defined under the Security 0 00 afust tab Ci Restrict the use of this account when haknce drops to zero Figure 8 2 Creating a shared account By default shared accounts default to an unrestricted status This means that the account s balance is allowed to drop below zero Man
403. n or off as required This is useful for situations where a particular service is not suitable for exposing to the users For example some organiza tions may like to disable the ability for users to transfer funds Each service is discussed in the following sections 5 3 1 Summary This page provides a summary of the information most important for a user including their current balance a summary of their printing usage and a graph of their balance history Summary gt Activity Balance history for tom 5 May 12 May 19 May 20 May Day Figure 5 13 A user s summary information 5 3 2 Environmental Impact One of the primary aims of Paper Less Pro is to reduce printing levels by changing a user s printing behavior Implementing monitoring quotas and charging are a good way of draw ing a user s attention to their habits The topic of the environment global warming and waste management is currently an area of debate and interest to many Highlighting the environmental aspects of their activities is another good way of modifying a user s behavi or The Environmental Impact section appears on the Summary page and provides the user with feedback on the environmental impact or footprint associated with their activities In formation presented includes an indication on how their printing equates to trees CO 69 Services for Users emissions and energy For more information about how these values are ca
404. n the left Press the Browse and locate the NOT APPLICABLE user database PCUser DB mdb This is typically located at C Program Files Paper Less Database PCUserDB mdb Press the Import button to start the import process Upon successful completion the number of users updated and created will be dis played Perform some checks of the user balances and restricted statuses to ensure they are set to the values from NOT APPLICABLE If the Paper Less Pro server is not running on Windows the NOT APPLICABLE data base converter can be run manually on a Windows system and the resulting text file can then be imported in a process similar to the above To convert the NOT APPLICABLE user database manually 403 Upgrading from NOT APPLICABLE 1 Copy the app path server bin win PCQuotaExport exe file from the serv er running the non windows OS to the Windows machine running NOT APPLIC ABLE Copy the exporter to the NOT APPLICABLE database directory usually c Program Files Paper Less Database Open the command prompt by running cmd exe from Start gt Run Change to the NOT APPLICABLE database directory e g cd c Program Files Paper Less Database 4 Run the converter with the location of the PCUserDB mdb as the argument For ex ample PCQuotaExport exe PCUserDB mdb gt user export txt If running the exporter from a different directory t
405. n the printer so only these users can access the printer shares i e don t allow guest 7 Install the Paper Less Pro server software and complete the configuration wizard 8 Instruct each user to log onto their workstation using an account with the same user name and password as set up for them on the nominated host system This will en sure that their jobs list in the queue under their username 23 2 Option 2 Authenticating via popup Option 1 may not be appropriate for some environments For example Windows XP Home edition has a limitation that ensures that all users list as guest when printing to a remote printer This limitation can be worked around with popup authentication 1 Nominate a system to host the printers and the Paper Less Pro server software 2 Windows XP only Turn off simple file sharing by opening Windows Explorer select 339 Running in a Workgroup Environment Tools Folder Options and un ticking the appropriate option on the View tab Folder Options Jeg General View File Types Offfine Files Folder views You can apply the view such as Details or Tiles that you are using for this folder to all folders Beset Al Folders Advanced settings C Launch fokler windows in a separate process A CD Managing pairs of Web pages and folders Show and manage the pair as a single file O Show both parts and manage them individually Show both parts but manage as a singe fle Remember each f
406. n will share the directory in read only form pcclient path home paperless client comment Paper Less Client public yes only guest yes read only yes e NFS a popular sharing method used for Linux Unix based workstations 2 4 7 Step 7 Testing It is now time to test the system Navigate to the Printers Print Log tab Your print job should now be listed in the log Ore GN 2 4 8 What next Print a test document such as a web page or basic document Navigate to the printer section and select the Print Log tab Your user account should also be charged an appropriate amount This concludes the Install Guide You may like to take some time to explore the features of Paper Less Pro before continuing reading at Chapter 3 Implementation by Example or Chapter 4 Quick Tour Business users may be particularly interested in trying the popup client software as covered in Section 4 5 Client Software If desired the client software should also be deployed to other workstations This procedure is detailed in Section 5 2 User Client 32 Chapter 3 Implementation by Example Paper Less Pro is a feature packed application designed to meet the print management re quirements of all types of organizations It s unlikely that any single organization would use or need all the features in Paper Less Pro The key to a successful implementation is with identifying the features that are most need
407. nable Macros Select the standard Paper Less logo on the first card and press the Delete button on the keyboard Select Insert gt Picture From File 5 Locate the desired logo and click Insert 220 TopUp Pre Paid Cards File Edt Wew Insert Format Tools Table Window Help peaq Oe ee 6RY RROT O o OROR Io QV ES Final Showing Markup Showy gt 9 2 G E BO AEE insert wordred 42 E 2B 41 AY Hew PR A CO CO RR EU TopUp Card Next Records TopUp Card A o Value Value Value Value Car dumber Carddumbe r Expiry Date ExpDate 9 ETOD er cee ee ee ave Ty Abeshoes gt AS OOR ASHE amp 4 A S eam Page 1 Sec 1 1 1 At 3 90m Ln3 Coll REC TRK EXT OR OZ Figure 13 7 Inserting a new logo into a card If using pre 2007 MS Word click on the Propogate Labels button on the mail merge tool bar The new logo should propagate across all cards on the page doc Microsoft Word t Format Tools Table Window Help Ly kB O gt T mE om ww 89929 2 G B Figure 13 8 Propagate labels button in previous versions of MS Word In MS Word 2007 click on the Update Labels button on the Mailings tool bar Home inset Page Layout References Mailings Review View Design Layout Laz lt 2 lS rej Ea EERE E anaip Envelopes Labels Start Mail Select Edit Highlight Address Greeting Insert Merge Merge Recipients Recipient List Merge Fields Block Line feid
408. name PCPrintProvider2 This is done by typing the following commands at the command prompt cd C Program Files Paper Less Pro providers print2 win pce print exe PCPrintProvider2 install Repeat this step on both physical nodes 19 3 1 2 5 Step 5 Add this service to the resource group associated with the 2nd virtual server Repeat steps 5 through 8 in the preceding section this time using the service name PCPrintProvider2 rather than PCPrintProvider The recommend unique name for the cluster resource in step 6 is Paper LessPrintProvider0Ol 19 4 Client Workstation Configuration In a clustered environment the behaviour of Paper Less Pro on the workstations is identical to that of a non clustered environment The one exception however is in terms of configur ation The clients need to be configured to connect to the Virtual Server rather that directly connecting to a node i e network connections need to be made via virtual server s desig nated IP address The changes necessary are 1 Update User Client s configuration file config properties with the Virtual Server s details as per Section 19 2 2 9 Step 9 Client Configuration 285 Microsoft Cluster Environments 2 Ensure that any URL s pointing to Paper Less Pro s web administration and user inter faces http server 9192 admin and http server 9192 user user the virtual server s name For example any links on the organization s intranet site or
409. name gt lt printer_name gt lt property gt lt value gt Sets a printer property lt server_name gt the name of the server the printer is hosted on lt print r_name gt the name of the printer lt property gt the name of the property to set Valid properties and dis values include abled whether or not the user is currently disabled 357 Tools Advanced TRUE or FALSE lt value gt the value to set s lt property gt for valid values set printer cost simple lt server_name gt lt printer_name gt lt cost_per_page gt Sets the printer s page cost using SIMPLE charging model lt server_name gt the name of the server the printer is hosted on lt printer_name gt the name of the printer lt cost_per_page gt the cost per page simple charging model get printer cost simple lt server_name gt lt printer_name gt Get the printer s page cost using SIMPLE charging model lt server_name gt the name of the server the printer is hosted on lt printer_name gt the name of the printer reset printer counts lt server_name gt lt printer_name gt lt reset_by gt Reset the page and job counts associated with a printer lt server_name gt the name of the server hosting the printer lt printer_name gt the printer s name lt reset_by gt name of the user script process resetting the counts disable printer lt ser
410. nced Configuration 0 cccceeeececeeeeeeeeeeeeeeeaaeaeeeeeeeeeeeeaaaaeeeeeeeeeeeeaaa 292 24 1 Internal User Import File Format ccceeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 351 A 1 XML Web Services Methods cccccceeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeaea 369 A 2 User Client command line Options ccceeeeeeeeeeeeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeaas 381 A 3 Windows installer command line options ce ceeeeeeeeeeeeeeeeeeeeeaaeeeeeenaeeees 384 C i EDAP Config entries eissis ae aa ai araia nET begia 392 C 2 Unix Open Directory LDAP default settings cccceeseeeeeeeeeeetneneeeeeeees 392 C 3 Novell eDirectory LDAP default settings 0 cccceeeeeaeeeeeeeeeeeeeeaaneeeeeeees 393 C 4 Active Directory LDAP default settings ccceceeeeeeeceeeeeeeeeeeeeeaaenteeeeeees 394 xviii Preface 1 About This Guide Paper Less d The Paper Less Pro User Guide covers the setup management and configuration of Pa per Less Pro For information regarding how to configure and install Paper Less Pro see the Quick Start Guide in Chapter 4 Quick Tour and the accompanying sections like Chapter 14 Configur ing Secondary Print Servers and Locally Attached Printers Prior to installing the applica tion please take a few moments to read key sections of this manual In addition people new to print control may also find the accompanying implementation guide available
411. nd Cancel Alf buttons 168 Hold Release Queues amp Print Release Stations Figure 10 6 End user web based release interface options Allow users to view held jobs this option enables the Jobs Pending Release screen in the user web tools When this option is disabled no related functionality is available from the user web tools interface Users have permission to this option changes which type of jobs users can see and or release The available options are view their own jobs only users may see their own jobs that are held in the hold release queue Jobs printed by other users are not displayed They may cancel their own jobs but cannot release them This is useful if users are required to be physic ally at the printer to release a job where a standard release station is running release their own jobs users may release or cancel their own jobs Jobs printed by other users are not displayed release any jobs charged to their account users may release or cancel any job that is being held including jobs from other users If a user releases a job that was sent by a different user the releasing user is charged for the job This option is equi valent to the Release Any mode used in Release Station and is ideal for authen ticating printing in a unauthenticated environment Enable the Release All and Cancel All buttons enabling this option allows users to release or cancel all held jobs by clickin
412. nd Locally Attached Printers Application Server Print Servers Running Paper Less Pro Windows Server Linux Samba and or CUPS Ronaning Prindtiant Po Print Provider component secondary server XML over HTTP Database Server optional e g MS SQL Server or Postgresq DB Workstations print via shared printers hosted on print servers XML over HTTP Ruining Print Provider be amp Q 4 Macintosh Linux Unix Local Desktop Printer Workstations Workstations Workstations Workstations Figure 14 2 Paper Less Pro Architecture an advanced configuration 14 6 Automating Secondary Server Deployment on Windows The secondary server installation process can also be automated via command line switches issued to the installer program This may be useful when there is a need to install the Print Provider on a number of desktop systems hosting local attached printers To automate the installation 1 Copy the windows installer program paper less pro setup exe into a directory accessible to the target systems i e A network share or mapped drive 2 Copy the print provider conf file from main server This file is located at app path providers print win Place the file in the same directory as the in stall program as performed in step 1 3 Edit the print provider conf file and define the correct server name or IP ad dress of the main application server in the line starting with Ap
413. nd at app path server examples scripting batch may help administrators automate the process of maintaining an off disk copy On larger networks it may be desirable to perform backups more frequently than the in built once a week period The server command tool may be used to execute the backup task at other times Simply write a script e g batch file to execute server command perform online backup Schedule the script to run at the desired intervals More information on server command is available in Section A 1 Server Commands server command 12 4 1 Performing an Online Backup In addition to the automated weekly backups it is also possible to manually initiate a backup This might be useful to back up the system before performing an upgrade To per form a manual backup 1 Navigate to the Options gt Backups page Press the Backup Now button A window will open showing the backup progress and the location where the backup file is saved 196 System Management 12 4 2 Restoring a Backup There are a number of situations when it might be necessary to restore a database includ ing e Hardware or system failure requires you to rebuild the server and reinstall Paper Less Pro e Anew print server was purchased and Paper Less Pro is being moved to a new server e To import data into an external RDBMS See Chapter 17 Deployment on an External Database RDBMS To restore from a backup
414. ndard Release Station Configuration The Standard Release Station is configured using a configuration file located in the direct ory where the release station executables are located The default configuration file is app path release config properties This configuration file allows you to configure the behavior and look of the release station in a number of ways Each of the configuration items are described in the table below Config name Description mode The mode changes the behavior of the re lease station depending on the need The available modes are described in Sec tion 10 3 3 1 Release Station Modes use username authentication Y N Enable username authentication Users will be required to enter their domain username to log into the release station They may also be required to enter their password depending on the mode setting Default Y Yes use card authentication Y N Enable card based authentication This is designed for use with dedicated hardware card readers The card number is validated against the user s card number field Default N No printers Filters the list of jobs to only those printers listed This is a comma separated list of full printer names i e server printer This is useful when there are multiple release sta tions each managing the queues of a dif ferent set of printers display columns Used to customize the columns displayed and the order they appear in the list
415. ndard Release Station in Manager mode requires minimal setup Web based release interface requires only a web browser 160 Hold Release Queues amp Print Release Stations 10 2 4 Expensive Printers Approved Printing At times it is necessary to restrict access to an expensive printer like a color laser printer or other printer that should only be used with an administrator s permission Instead of lock ing the printer away where no one has access to it the printer can be configured so that only administrators or hold release managers can release print jobs In this situation 1 The user prints the document to the restricted printer The document is held in the queue awaiting approval by an authorized person The user talks to the administrator or approved user who would decide whether the user should be allowed to perform the print 4 The administrator logs into the web based release interface from any machine on the network and Release or Cancel the job as appropriate To implement admin manager only release interface e In Paper Less Pro enable the hold release mode on the printer s and select the Ad min Manager only release mode See Section 10 3 1 Enabling hold release support on a printer for more info e It is not necessary to set up a dedicated release station near the printer because the web based release interface can be used from any machine on the network e Itis also a good
416. ne name 162 10 6 End user web based release interface Options ceeeeeeseeeeeeaneeeeeeaneeees 168 11 1 Single Virtual Queue High School 0 eeeeeee ee eeeeeeeeeeeeeeeeaeaeenteeeeeeeeeeeaaa 173 11 2 Multiple Virtual Queues Graphics Department ceceeceeeeeeeeeeeeeee eee 176 11 3 Multiple Location Specific Virtual Queues Large Company eee 179 11 4 Find Me Printing and Web Based Release Interfaces n 179 11 5 Simple Load Balancing 2 iccaieus sit Ree Re ete 185 12 1 User group synchronization Options ceeeeeeceeeeeeeeaneeeeeeaaeeeeeeaaeeeeeeaaeeees 188 12 2 Progress of a user group synchronization Process ssseeeeenneeeeeeaeeeees 189 12 3 On demand user creation options cceeeeeeeeeeeeeeeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaas 191 12 4 The list of users and groups granted admin ACCESS cceeeeeeseeeeeeeeeeeees 194 12 5 The list of users and groups granted admin ACCESS cceeeeeeseeeeeeeeeeeees 195 12 6 Options for a single system notification 2 0 00 ee eeeeee cece eee eeeeeeeeeeeeeeaes 200 12 7 Printer error notification settings 2 0 eee cece ee ceeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 203 12 8 Low toner notification settings cece cece ee aneeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 204 12 9 Error level event notification settings ceceeeccceeeeeeeeeeeeeeeaeeeeeeeeeeeeeeaas 205 12 10 Pending refund request notific
417. network domain model In the domain model users authenticate using a common username password as defined in a central server Users can typically access and use any PC on the network by using their username and password In a workgroup the PC s are loosely coupled and user identity is validated loc ally rather than centrally The PC s are either set up to automatically log in as a general user or user accounts are set up on the PC s as required For systems running Windows XP Home simple file sharing cannot be disabled forcing client machines to try to authenticate as the Guest user For this reason we do not recom mend the use of Windows XP Home in multi user environments Users may still authenticate with Paper Less Pro on Windows XP Home by entering their details into the User Client utility This is similar to how user authentication is performed with Mac clients For more information see Section 23 2 Option 2 Authenticating via popup Paper Less Pro offers a number of options for running and authenticating users in a work group The two common options are 23 1 Option 1 Common username and passwords on all systems This option is suitable for networks running Windows 2000 or Windows XP Pro 1 Nominate a system to host the printers and the Paper Less Pro server software Set up the printers and share with appropriate names Windows XP only Turn off simple file sharing by opening Windows Explorer select Tools F
418. ng Typical examples of commands usually used for printer are listed below Command BSD AIX QNX LPRNG or PLP lpr r P p s SYSV or HPUX lp c d p s rm s Table 20 2 Standard print commands More information on standard print commands is available under the Samba docu mentation installed on your system see man smb conf 20 1 3 4 Samba Integration Explained Samba is used to provide file and print sharing to Windows systems and is a popular solu tion One of the main reasons for its popularity is that it avoids the need for expensive Mi crosoft Windows server licenses Samba exposes the locally set up Linux Unix printers as network shared Windows printers It does this by wrapping the underlying print system usually CUPS or LPR LPD In the case of LPR Samba calls the standard 1p command line programs to perform printing Pa per Less Pro works by wrapping or proxying the print command More information on how Samba interacts with the underlying print system is available in the Samba document ation A typical entry in the Samba configuration file smb conf defining the Paper Less Pro print command wrapper would be print command home paperless providers print linux i686 samba print provi u Woy J eg h Woh m Wom p Sp s aE Te a standard print command amp IMPORTANT The above information should appear all on the one line Note the use of the amp ampersand on the end of the line where
419. ng Architecture This section covers Paper Less Pro print monitoring architecture from a technical perspect ive Knowledge of advanced networking is expected Paper Less Pro is designed using the latest software design principles An important design principle used is Service Oriented Architecture SOA Paper Less Pro divides key operational areas into components These components communicate using an XML Web Services standard Two of the main services are Service Component Description The Application Server The central logic service responsible calcu lating user costs and providing the web and admin interface Print Provider Service A service responsible for monitoring and analyzing print jobs and reporting this in formation using XML Web Services to the application server Table 14 1 Paper Less Pro services components In a single server setup an administrator does not need to be concerned with the two com 228 Configuring Secondary Print Servers and Locally Attached Printers ponents as they automatically act as one it s only noticeable in that two processes are run ning on the server On a multi server system environment a deeper understanding of the architecture is required 14 5 Multiple Print Servers Many large networks or even smaller networks with a legacy design may be composed of more than one print server Reasons for separating printers across servers systems in clude e Legacy desi
420. ng in Detail printer s share name On recent fully patched versions of Leopard 10 5 the user name password component can be skipped as the OS will instead prompt for the username and password on first print nee Printer Browser O Advanced Device Windows Printer via SAMBA a Device Name Science Lab Printer Device URI smb macuser passwd123 printer_server siclabl Ic Printer Model Generic ay Canc D Location Print Using Please select a driver or printer model ra More Printers Add Figure 22 9 Windows printer via SAMBA Select the Print Model to install and configure drivers Click the Add button 9 Test print and ensure jobs are logged in Paper Less Pro under the user s network identity To install the Paper Less Pro client software 1 Open the Finder and select Go gt Connect to Server w Window Help Back se Enclosing Folder eT l Computer osc Home QHH Network QRK J iDisk gt E A Applications owa fom 3 Utilities oxu Recent Folders gt Go to Folder HG Figure 22 10 Connecting to a Windows server 2 Enter smb servername pcclient where servername is the name of the server hosting Paper Less Pro 325 Mac Printing in Detail ean Connect to Server Server Address smb 192 168 1 50 pcclient O Favorite Servers Figure 22 11 The PCClient share s connection string Drag the PCClient application across to the local Applic
421. ng instructs the print provider to search for printers on the virtual server rather than on the physical server 19 3 1 1 5 Step 5 Decouple service management from nodes By default the Print Provider component is installed under the management of the node To hand over management to the cluster the service start up type needs to be set to manual On each node navigate to Control Panel Administrative Tools Services and locate the Paper Less Print Provider service Stop the service and set the start up type to Manual Repeat for each node in the cluster 283 Microsoft Cluster Environments PaperCut Print Provider Properties Local Computer 2 x General Leg On Recovery Dependencies Service name PCPrintProvider Display name Pape rCut Print Provider PaperCut service that montos print jobs and sends t Desciption ithe print jobs information to the server 5 Path to executable C Program Files PaperCut Ni Startup ype Service status Stopped Stat You can specity the start parameters that apply when you start the service from here Start parameters Figure 19 4 Stopping the service and setting to Manual startup 19 3 1 1 6 Step 6 Add the Paper Less Print Provider Service as a Generic Service The Paper Less Print Provider service needs to be added to the Veritas Cluster group as sociated with the virtual server This is to ensure that the service is managed wit
422. ng on WEB PRINT VM Version 9 5 0 80625 Maximum document file upload size 100 MB E Only allow uploads from users in this group Allowed user IP addresses a comma separated list of IP addresses Introductory message Web Print is a service to enable printing for laptop wireless and unauthenticated users without the need to install print drivers Display Options F Desptay currency sign Figure 18 4 Web Print Server status OK 14 The Web Print setup is now complete and ready for testing Continue at Section 18 4 Web Print Testing and Feature Tour to submit a test print job and test functionality 18 4 Web Print Testing and Feature Tour This section covers the usage and main features of Web Print For detailed configuration see Section 18 5 Web Print Configuration 1 Log into the Paper Less Pro user interface and click the Web Print link in the naviga tion menu We ins Web Print hy Figure 18 5 Web Print link in the user interface 2 The front page contains a list of active and recently submitted Web Print jobs for the logged in user At first the list will be blank Later the list will show the status of submit 260 Web Print Uploading Documents for Printing ted jobs Web Print Web Print is a service to enable printing for laptop wireless and unauthenticated users without the need to install print drivers Active Jobs No active jobs
423. ng on the target operating system s Please jump to the appropriate section below e Windows Section 2 1 Installation on Windows e Mac Section 2 2 Installation on Apple Mac e Novell Section 2 3 Installation on Novell OES Linux iPrint e Linux Section 2 4 Installation on Linux CUPS and or Samba 2 1 Installation on Windows od Important This guide assumes that you are using Windows Server 2003 The process is similar for other Windows operating systems such as XP Server 2008 or Vista If you re upgrading from a previous Paper Less Pro version please refer to the directions outlined in Appendix E Upgrading From a Previous Version 2 1 1 Step 1 System Requirements amp Network Setup Before installing Paper Less Pro for either evaluation or production use the system admin istrator should take a few minutes to verify system requirements Is the operating system version supported and patches up to date Take a few minutes to verify the system is current and supported see Section 1 1 3 System Requirements In workgroup environments i e where no domain is present some additional configura tion may be required For more details see Chapter 23 Running in a Workgroup Environ ment Are printer s installed and hosted on this system Paper Less Pro needs to be installed on the system directly hosting the printer s The printer should be installed as a Local Print er with a c
424. nherit the settings applied to the special all users group Tip To control when users are automatically created see Section 12 2 3 On De mand User Creation 84 Advanced User Management 6 4 Bulk User Operations A bulk user operation refers to an operation that is applied to more than one user This op eration was referred to in previous Paper Less releases as Group level functions Bulk user operations are best described by example John is a network administrator at a local high school A number of students from each year level have been placed on the school newspaper committee The head teacher has requested that John allocated an extra 10 00 of printing credit to these students The stu dents are all in a network group called NewspaperCommittee John performs this opera tion as follows Clicking the Bulk user actions link under the Users section Selecting NewspaperCommittee as the group to perform the action on Selecting the Adjust credit by option and entered 10 00 in the amount field Entering a transaction comment of extra allowance for newspaper committee role af on Clicking the OK button to apply the change Bulk user operations apply changes to all users matching the selected group and other cri teria Settings under the Groups section or shared accounts are not affected ig Warning Group level operations are one way and cannot be undone Always carefully consider the operation
425. ns users 1000 through 1999 listSharedAccounts authToken 2000 100 365 Tools Advanced Method Description api listUserSharedAccounts api isSharedAccountExists api setSharedAccountAccountBalan ce api setSharedAccountProperty api getSharedAccountProperty api adjustSharedAccountAccountBa lance api setSharedAccountAccountBalan ce api addNewSharedAccount returns users 2000 through 29 List all shared accounts the user has ac cess to sorted by account name starting at offset and ending at limit This can be used to enumerate the accounts in pages When retrieving a list of all ac counts the recommended page size limit is 1000 Batching in groups of 1000 en sures efficient transfer and processing Eg listUserSharedAccounts authT returns users 0 through 999 listUserSharedAccounts authT returns users 1000 through 19 listUserSharedAccounts authT returns users 2000 through 29 Test to see if a shared account exists in the system database Sets a shared account s current account balance Sets a shared account property Properties include access groups balance comment options disabled status notes pin and re striction status among others Gets a shared account property Properties include access groups balance comment options disabled status notes pin and re striction status among others Adjust a shared account s account balance by an adjustm
426. nsure Enforce Quotas for this queue is turned off as Paper Less Pro manages this Click the Save button or save when prompted 316 Mac Printing in Detail ALO Server Admin macserver local Print Y SERVERS 8 Available Servers O 4 or Overview Logs jobStatus Queues Settings Name Kind AdminPrinter Generic PostScript Printer LibraryColorLaser Generic PostScript Printer gt Q macserver papercutsoftware c Y macserver local Printer LibraryColorLaser Kind Generic PostScript Printer Sharing Name LibraryColorLaser Protocol AppleTalk m LPR FA Show name in Bonjour ISMB Requires SMB service to be running on this server Enforce quotas for this queue Use the Workgroup Manager application to set up quotas for each user Cover Sheet None Bi Ama mea Figure 22 2 Enable IPP on each queue via Server Admin 9 Restart the Print Service by pressing Stop Print followed by the Start Print Note In some cases we ve seen issues where server admin changes have not been immedi ately picked up If you suspect this and can afford the downtime schedule a system restart now 22 1 3 Step 3 Set up the printers on the workstations pointing to the shared server queues Once the printers are set up on the server and shared the next step is to install the printers on the workstations In the Windows world this is an easy process the user just double clicks on the print queue and the drivers are autom
427. nt 0 00 No Envrotech 00002 0 00 No f Alr Filter 00002 002 0 00 No EJ 00002 010 0 00 No s Genera 00002 001 0 00 No E 00002 100 0 00 No E PCB removal 00002 003 0 00 No E Public labiit 00002 012 0 00 No f Norkcover 00002 011 0 00 No a 00003 0 00 No a General 00003 001 0 00 No f Hahitat nrecervation annn2nn2 en an Na Figure 8 5 Client Matter Naming Model example As shown in the example the shared account code is used as the client code for the top level client accounts and the matter code for the matter sub accounts In the account list the sub account codes are displayed as parentCode subCode For the shared ac count code to be visible the option Make shared account PIN code visible must be en abled For more information see Section 8 9 Advanced Shared Account Options By including both the client matter code and name users are able to search for a particular account by either client code matter code client name or matter name The following ex 122 Shared Accounts amples demonstrate this 1 Searching by client name will display the client plus all matter codes for the client 2 Print Job Notification v Confirm the print and select the print action Print job detais Document name Chapter 7 Shared Accounts Printer maestro Canon CLC R C3220 C2 Color PCLSc l Pages 4 Cost 0 40 Charge rate Defaut 100 0 C Apply to all documents in qu
428. nt activity grouped by shared account charged e Print Log Reports e Detailed lists of all print jobs over a given period e Quick list of the largest print jobs 55 Quick Tour Printer List Report Printer Total Pages Total Jobs Page Cost Charge Type printserver Library Copier 1 494 547 0 08 simple printserver G3 667 220 0 08 simple printserveriLibrary Colour 263 154 0 50 simple printserveriG2 225 72 0 08 simple printserver H Block Pod 166 oo 0 08 simple orintserver Library Colour A3 155 122 0 50 simple orintserver Admin Main Copier m1 6 0 08 simple Figure 4 17 Printer report in PDF Standard reports are provided in a variety of output formats including HTML PDF and MS Excel PDF reports are ideal for printing HTML versions of the reports are provided for systems without a PDF viewer Tip In addition to the standard reports administrators can run other reports on ad hoc data by using the Export Print option available under most of the data lists This is covered further in the subsequent report section See Chapter 9 Reports 4 8 3 Logging The Paper Less Pro activity logging can be classed into the following areas 4 8 3 1 Usage Logging Usage logging records information about usage events such as printing Information in cludes e The date of the use e Who performed the use e Details of the type of user including cost and other attributes 56 Quick Tour Client usage user Charged p
429. ntents Resources Double click on the install login hook command script gt client icon icns config properties install login hook command t login hook start N a pe client mac command Figure 5 12 Double click to install the login hook 10 Restart the system and verify the client starts on login Important If you re already using a login hook for other script tasks the setup process will be different Instead in step 9 double click on the set permis sions command file Then insert the following line at the end of your current login script all on one line Applications PCClient app Contents Resources login hook start wes The set permissions command script ensures the software is set up with 66 Services for Users the correct permissions ensuring it s accessible to all users The login hook once installed can be removed with the terminal command sudo defaults delete com apple loginwindow LoginHook 5 2 1 2 3 Zero Install Deployment This deployment method is for advanced Mac network administrators and is suitable for medium to large Mac networks Knowledge of the Mac s Unix underpinning and scripting is required A more flexible option over locally installing the PCClient package on each Mac system is to directly launch the client from the pcclient share The advantage of this deployment method is that any updates applied on the server and hence updates to the client direct
430. nting allocated to user accounts shared accounts X Title Group printing user job type summary An optional title to appear at the top of the report Format PDF Send report Weekly Recipients joe domain org A comma separated ist of emal addresses e g joe domain org bill domain ceg Type Title Parameters Format Period Recipients Only show printing allocated to User ser printing summar User printing ry U ting summary ser printing summary accounts POF Daiy matt 152 Reports Figure 9 6 The Scheduled Reports page To create a scheduled report choose the desired report options and press Add The pro cess is best described by way of example 9 4 1 1 Example 1 Faculty based reporting in education Joe is head of the science faculty at a university Faculty staff have the ability to charge printing back to the faculty Joe would like to see on a regular basis how much printing each user charges to the faculty To do this 1 Navigate to the Scheduled Reports page 2 Click Schedule a new report if the panel is not already displayed 3 Choose the report Type of Shared account printing user summary 4 Under Optional parameters Account name enter Joe s faculty shared account name Science Change the report title to Science Faculty Account Printing Leave the report Format as PDF Make the report deliverable every week by setting Send report to Weekly Enter Joe
431. nting volume 5 The school principal needs a summary report of class printing activity at the end of each semester 3 1 2 Implementation 3 1 2 1 Initial Installation Paper Less Pro should be installed on the school s file and print server The initial installa tion process is covered in Chapter 2 nstallation 3 1 2 2 Requirement 1 The monthly budget can be automated by applying a 50 00 monthly quota to the A11 Users group The domain login accounts used for each year level are automatically placed in the All Users group See the following areas for more information 33 Implementation by Example e Section 6 1 Groups in Paper Less Pro e Section 6 2 Setting up quota allocations 3 1 2 3 Requirement 2 Teachers can be warned when their class s balance has reached a low balance limit The notification can be via email The notification option is located under Options Notifica tions Low Balance Notifications Enable the email option for email notifications 3 1 2 4 Requirement 3 The system administrator can set up the printers so only selected users i e teachers can approve jobs issued to color printers By selecting the Only managers can release option on a given printer jobs are held in a queue Teachers can then approve the student print jobs by accessing the web based release software accessed via the URL http server_name 9191 release Where server_name is the name of the organiz
432. nto Paper Less Pro An option also exists to import a subset of users from a given group This option is pertinent when it is known that only a subset of users will only ever use the printers 24 Installation amp 2 LDAP Server Details The LDAP source requires connection and authentication information about your LDAP server Enter the following details for your LDAP server Completing these settings require a good understanding of LDAP and your LDAP configuration For more information see the manual below The system has attempted to automatically discover your LDAP configuration Carefully review these settings LDAP server type Novell eDirectory LDAP server address OES VM F Use SSL Must be enabled on LDAP server Base DN jO myorg Admin user DN en admin O myorg Admin user password pe oo Test LDAP Settings j lt Previous Next gt Figure 2 12 eDirectory LDAP configuration wizard page Paper Less Pro has native support for eDirectory LDAP schemas This will be the default user import option for most sites Paper Less Pro will do it s best to auto discover LDAP settings but some knowledge of eDirectory and or LDAP will be required More information on LDAP is available in Section 12 2 5 Using LDAP for user synchronization 2 3 4 5 Wizard Completion After completing the configuration wizard you will be presented with a user synchronization status screen and an option to Login Take some tim
433. nto the iPrint queue 20 2 Advanced Configuration amp Logs The majority of Paper Less Pro configuration is conducted in the Application Servers web interface Some additional configuration options are available in the following configuration files Config File Comments server server properties Contains server configuration including the default admin password the server s TCP port and external database connection parameters providers print linux x64 i68 The Print Providers configuration file used 6 print provider conf by both the Samba and CUPS Print Pro viders This file defines items such as the Application Servers IP address and port process timeouts and other Table 20 3 Advanced Configuration Most important application logging is available via the Application Log section of the Ap plication Servers web interface Some additional advanced level logging is maintained in standard text files located at server logs providers print linux x64 i686 print provider log Administrators may wish to consult these logs when attempting to diagnose or troubleshoot problems 20 3 Backups amp System Management Suggested backup procedures are detailed in Section 12 4 System Backups Common system management functions are covered in Chapter 12 System Management Administrators managing Linux servers should also consider adopting the following man agement policies e Regularly check for Pa
434. nts administrator level rights rather than have them use the general built in admin account e Grant the administrator the minimum level rights need for them to perform their job e ACL configuration can be complex Always test that the ACL rights as signed work as expected by asking the administrator to log in and verify that they can access the required program functions 12 3 1 Assigning Administrator Access to a Group Assigning administrator access to a group is useful when many users all require access to the same functionality For example the Management group might be assigned access to reporting functionality only Groups in Paper Less Pro are mirrored from the domain directory server Before a group can be used it must be added to Paper Less Pro see Section 6 1 Groups in Paper Less Pro for more information By default Paper Less Pro synchronizes users group member ship with the domain directory server overnight If a user has been added to a group in the domain directory and requires group level admin access on the same day a manual synchronization should be run See Section 12 2 User and Group Synchronization for more information Example assigning the Management group access to reporting features 1 Log in to the system as the built in admin user 2 Ensure that the Management group has been imported into Paper Less Pro see Sec tion 6 1 Groups in Paper Less Pro for more information 3
435. nts or mapped into the system from a central directory service such as LDAP via nsswitch conf and PAM Most large established networks will use this option The LDAP option is appropriate for large networks with existing Open Directory domains This includes networks running Open LDAP and Windows domains running Active Direct ory Paper Less Pro will do it s best to auto discover LDAP settings but some knowledge of LDAP and or Open Directory will be required More information on LDAP is available in Section 12 2 5 Using LDAP for user synchronization Select Samba if the central user directory is a Windows Domain The Samba option is only available if Samba is installed on the system The Samba option is appropriate on medium to small networks currently operating in a Windows Domain environment The Samba option requires additional information such as the name of a domain server and login credentials for an Administrator level account This information is requested on the subsequent wizard screen Take care to ensure this information is complete and cor rect More information on user group synchronization on Linux is available in Chapter 20 Paper Less Pro on Linux 2 4 4 5 Wizard Completion After completing the configuration wizard you will be presented with a user synchronization status screen and an option to Login Take some time to log in and browse the interface There are many options and now is a good time to have a look at s
436. nux Unix Workstations Workstations Workstations Workstations Figure 14 1 Secondary server reporting back to primary server application server When a client prints to a secondary server the Print Provider intercepts the print job and forwards the information to the central server for processing Communication is via XML Web Services over HTTP on the Paper Less Application Server s nominated port normally port 9191 The web services protocol is specifically designed to facilitate easy firewalling scalability and will work over a wide range of network speeds Paper Less Pro Service Oriented Architecture offers many advantages for network admin istrators including e Secondary servers run the minimum amount of software e Communication between servers uses minimal bandwidth Physically separated servers connected via WAN links VPNs or other slow links are supported with minimal or no impact on printing performance e All data logging and configuration information is stored on one single central server fa cilitating central backup from one location e Management may be conducted centrally from one location Paper Less Pro s SOA design allows advanced setups including e Decentralized deployment e Separation of concern servers dedicated to separate tasks such as database server application server and print server e Options to remove points of failure via clustering or fail over 230 Configuring Secondary Print Servers a
437. nvironments The Paper Less Pro development team has experience using Linux HA High Availability Linux and other tools to support customers who use Linux 3 3 2 3 Requirement 2 Printers and labs hosted by individual faculties and departments outside the central IT ser vices area can optionally be joined into the campus wide system via Paper Less Pro s sec ondary server support Central IT staff can approve these secondary servers via IP ad dress and grant selected staff administrator level access to the system s admin web inter face on a case by case basis See Chapter 14 Configuring Secondary Print Servers and Locally Attached Printers for more information on secondary servers 3 3 2 4 Requirement 3 Paper Less Pro s client software is optional in a basic charging quota environment Users can access their accounts and view their account balance transaction and printing history and use advanced tools such as TopUp Pre Paid Cards and transfers More information on the web based users tools is available at Section 4 6 Interface Levels 3 3 2 5 Requirement 4 The design and layout of the end user web interface can quickly be changed using HTML and Cascading Style Sheets Customizing the end user web design is covered in Sec tion 15 3 Customizing the User web pages 3 3 2 6 Requirement 5 Paper Less Pro provides secure connections for report access and administration via SSL based encryption Larger universities often
438. ny we are transparent in our development approach work closely with our users and support a number of open source projects both financially and with code submission Paper Less Pro however remains a commercial application with commercial support at the current time 297 Chapter 21 Print Authentication Modern large multiuser networks like those typically seen in Higher Education are made up of mix of operating systems authentication methods personal student laptops print protocols and disparate networks This heterogeneous mix poses problems for system ad ministrators working towards a unified and centralized print management system Paper Less Pro sports an array of tools to help administrators meet their unification goals Paper Less Pro s flexibility is however a double edged sword and the multitude of options also bring complexity This section discusses cross platform support in detail and hopes to arm the reader with the knowledge needed to make the correct architecture decisions Solu tions are presented as recipes with the aim of directing the reader to appropriate proced ures and other chapters The objective of a centralized and unified Paper Less Pro system is to offer all users irre spective of their operating system or access method access to the full array of features in a secured and authenticated way Paper Less Pro offers cross platform client software providing end user features on all major operating system
439. o initialize the new database creating the required database tables and initial data To initialize the database 1 On the server open a command prompt 248 Deployment on an External Database RDBMS 2 If running on Linux or Mac use su or equivalent to become the identity of paperless e g Mac sudo su paperless Linux su paperless 3 Change ca to the server binaries directory e g Windows cd C Program Files Paper Less Pro server bin win Mac cd Applications Paper Less Pro server bin mac Linux cd paperless server bin linux i686 4 Run the following command db tools init db A message will be displayed to indicate that the connection details are correct the data base was initialized correctly 17 2 6 Step 6 Load the data into the new database This step loads the data that was exported in Step 2 into the database To import the data 1 On the server open a command prompt 2 If running on Linux or Mac use su or equivalent to become the identity of paperless e g Mac sudo su paperless Linux su paperless 3 Change ca to the server binaries directory e g Windows cd C Program Files Paper Less Pro server bin win Mac cd Applications Paper Less Pro server bin mac Linux cd paperless server bin linux i686 Run the following command db tools import db backup file name 5 This command will show progress importing the data If no errors occurred then the applicat
440. o leave the given amount available in the account Adjust the account balance for all users in a group by an adjustment amount An adjust ment may be positive add to the user s ac count or negative subtract from the ac count Adjust the account balance for all users in a group by an adjustment amount but not above the given limit An adjustment may be positive add to the user s account or negative subtract from the account Set the balance on a user s account to a set value This is conducted as a transac tion Set the balance for each member of a group to the given value Reset the counts pages and job counts associated with a user account Re applies initial settings on the user Initial user settings are based on group member ship Disable printing for a user for selected peri od of time Triggers the process of adding a new user account defined by a given username As suming the user exists in the OS Net work Domain user directory the account will be created with the correct initial set tings as defined by the rules set up in the admin interface under the Group s section Calling this method is equivalent to trigger ing the new user event when a new user 364 Tools Advanced Method Description performs printing for the first time api renameUserAccount Rename a user account Useful when the user has been renamed in the domain dir ectory so that usage history can be main
441. o streamline this process the PCClient application can be configured to start on login via the login hook A login hook is an advanced Mac feature that works by running a script when a user logs in The PCClient package includes a command script resource that installs the login hook To install the client on a multi user system Start and Log into the Mac computer Ensure it s connected to the network Open the Finder From the Go menu select Connect to Server Enter the pcclient share s connection details like smb server_name pcclient Enter password information if requested o p ewe yH Drag the PCClient package over to the local hard disk s Applications folder The copy process will commence 7 Control click on the newly copied PCClient application in the Applications directory Select Open Package Contents 65 Services for Users F itunes 1 iweb Work 06 Lingon E Mail J Office 200 Test Drive OmniOutliner Mowe to Trash amp sherlock Duplicate GB skype Make Alias 12 05 Stickies Create Archive of PCClient Stuffit 10 System Copy PCClient Color Label x eeveesee Automator Enable Folder Actions Configure Folder Actions Figure 5 11 Control click and open the package contents W imac Network Be Macintosh Ho GB Desktop chris Applications N i Documents pj Movies amp music Browser to Co
442. o the database the full path to the database should be provided 5 The above command creates a text file called user export txt that contains the user data from NOT APPLICABLE The file can be opened in a text editor to re view the contents 6 The file can then be imported into Paper Less Pro First log in to Paper Less Pro 7 Navigate to the Users section 8 Click the Batch import action on the left 9 Press the Browse and locate the user export txt file created in the above step 10 Press the Import button to start the import process 11 Upon successful completion the number of users updated and created will be dis played 12 Perform some checks of the user balances and restricted statuses to ensure they are set to the values from NOT APPLICABLE F 1 5 Step 5 Upgrade client software The old NOT APPLICABLE client software is not compatible with Paper Less Pro The old client software must be uninstalled off all workstations and the new client software deployed The zero install deployment method can greatly assist with this process More information on the client deployment is detailed in Section 5 2 User Client Note It is not 100 accurate to claim that the old client software must be removed Once the old server side software is disabled the old client will sit in an inactive state and do no harm Having said that however it will consume some system resources on the worksta ti
443. ocation lt test gt TRUE or FALSE If TRUE perform a test only The printed statistics will show what would have occurred if testing wasn t enabled No accounts will be modified lt delete_non_existent_accounts gt TRUE or FALSE If TRUE accounts that do not exist in the import file but exist in the system will be deleted If FALSE they will be ignored batch import users lt import_file gt lt create_new_users gt Import the users contained in the given tab delimited import file S the user manual chapter Batch User Data Import and Update for a description of the file format lt import_file gt the import file location lt create_new_users gt 359 Tools Advanced If TRUE users only existing in the import file will be newly created otherwise ignored batch import internal users lt import_file gt lt overwrite_existing_passwords gt lt overwrite_existing_pins gt Import the internal users contained in the given tab delimited import file S the user manual chapter Managing Guests and Internal Users for a description of the file format lt import_file gt the import file location lt overwrite_existing_passwords gt optional default TRUE TRUE or FALSE If TRUE passwords from the import file will overwrite existing passwords where a user already has a has a password set If FALSE existing passwords will not be changed lt overwrite_existing_p
444. of print jobs The default value is date user printer document machine pages cost display column widths Used to customize the width of columns 164 Hold Release Queues amp Print Release Stations Config name Description displayed The setting can only be used if the display columns is defined The number of values must match the number of values in the display columns set ting The default value is 8 12 25 30 15 8 8 hide printer server names Y N Used to hide the printer server names from the list of print jobs Default N No show release all Y N Indicates whether the Release All button should be displayed Default Y Yes show cancel all Y N Indicates whether the Cancel All button should be displayed Default Y Yes max idle secs The number of seconds without user input before the user is logged out of the release station The default is 30 seconds background color Allows for customizing the background col or of the release station to match the or ganization s colors The color format is the hexadecimal color code used in HTML RRGGBB where RR is the red compon ent GG is the green component and BB is the blue component font color Allows for customizing the font foreground color used in the release station The color format is the hexadecimal color code used in HTML title The title that appears at the top of the re lease station screen instructions The instruction
445. of reasons The operating system does not support authentication like Windows Home editions e It is too complex to configure authentication on personal laptops e Users log in to their laptop with their personnally chosen username and password e You cannot force users to change the configuration of their personal laptops 21 1 3 How does Paper Less Pro address authentication If technical reasons prevent authentication at the print queue level Paper Less Pro provides a number of alternate authentication options These options change Paper Less Pro s default behavior of trusting the username associated with a print jobs and instead the user will be required to re authenticate before the job is printed The two alternate au thentication options are described below 21 1 3 1 Popup Authentication IP session based authentication This method involves associating the workstation s IP address with a user for a specified period of time a session Any print jobs arriving from this IP address are deemed to be as sociated with this user Authentication is provided by the Paper Less Pro client software in the form of a popup dialog requesting a username and password Data is transmitted to the server via an SSL encrypted connection To print with popup authentication the client soft ware must be running on the workstations or laptops Popup authentication can be used to e Authenticate users that print from a generic login or auto login
446. of the workstations the new link will be displayed Figure 15 1 Customized user client link 233 Advanced Customization There are other configuration keys that allow an administrator to customize the user client for their organization The table below outlines all of the client customization keys avail able These values are updated by following a similar process as described above Config name Description client config link text The text to appear on the link at the top of the user client client config link url The destination URL of the link displayed at the top of the user client For example this can be point to the internal intranet page describing printing policies client config show link Indicates whether the link at the top of the user client should be displayed To display set the value to y to hide set the value to N Indicates whether the Details link that points to the user web interface is dis played To display the link set the value to y to hide set the value to N client config show details link client config show document cost Determines whether to show the document cost to the user in print popup notifications To show the cost set the value to Y to hide set the value to N Table 15 1 User Client Customization Config Keys The logo used on the User Client balance window and the account selection dialog can also be customized by placing a file called client logo png in the d
447. older Options and un ticking the appropriate option on the View tab 338 Running in a Workgroup Environment Folder Options Jeg General View File Types Offine Fies Folder views You can apply the view such as Details or Tiles that T you are using for this folder to all folders Apply to Al Folders _j Reset All Folders Advanced settings C Launch folder windows in a separate process A CD Managing pairs of Web pages and folders Show and manage the pair as a single file Show both parts and manage them individually Show both parts but manage as a single fle Remember each folder s view settings C Restore previous folder windows at logon E Show Control Panel in My Computer V Show encrypted or compressed NTFS filee in color Figure 23 1 Turn off simple file sharing 4 On the nominated host system ensure that the Guest account is disabled To do this on a system running Windows XP a Open the Local Users screen Start gt Control Panel Administrative Tools Computer Management Local Users and Groups gt Users b Right click on the Guest user and select Properties c On the General tab check Account is disabled d Press the OK button This should also be performed for any system running a release station 5 On the nominated host system set up user accounts for all users This can be done via under User Accounts in the Windows Control Panel 6 Set permission o
448. older s view settings Restore previous folder windows at logon Show Control Panel in My Computer Show encrypted or compressed NTFS files in color aoc enne skjop items a O m v le sharing Recommended Figure 23 2 Turn off simple file sharing On the nominated host system ensure that the Guest account is disabled To do this on a system running Windows XP a Open the Local Users screen Start Control Panel Administrative Tools Computer Management Local Users and Groups gt Users b Right click on the Guest user and select Properties c On the General tab check Account is disabled d Press the OK button This should also be performed for any system running a release station On the nominated system set up user accounts for all users Install the Paper Less Pro server software and complete the configuration wizard Print from another workstation The job should list in Paper Less Pro under the user guest In the Paper Less Pro admin interface enable the account selection popup and turn off the Allow user to charge to their personal account option and enable the Allow user to perform printing as another user 340 Running in a Workgroup Environment Print account selection Show the account selection popup Information to show in popup C Allow user to charge to their personal account C Allow user to select shared accounts from list Allow user to select shared accounts
449. ome of the key areas of the application Take some time to explore 2 4 5 Step 5 Printer Configuration Unlike Windows and Mac with single print system environments Linux is a more complex environment with a choice of print system implementations At this stage some manual printer configuration is required Please see Section 20 1 3 Linux Print Queue Integration and follow the steps for integrating with the print queues in your environment before return ing to this section and following on with the next step Printers hosted a machine other than the Paper Less Pro server will require additional in stallation steps to be configured as secondary servers Please see Chapter 14 Configur ing Secondary Print Servers and Locally Attached Printers for details 31 Installation 2 4 6 Step 6 Sharing Client Software The Paper Less Pro client software is located in the directory app path client It may be useful to share this directory over the network so workstations can access install the client application Common sharing methods include e Samba used to share files to Windows based workstations Mac OS X Server tools such as the Workgroup Manager or other 3rd party tools such as SharePoint may help with sharing the client directory via Samba Similar GUI tools exist on Linux Advanced system administrators may be comfortable sharing this directory by hand editing the etc smb conf file The following configuratio
450. omments on print jobs The advanced account selection popup allows assigning a comment to a print job for future reference Cost Adjustments Cost adjustments offer the ability to apply various adjustments to the cost of a print job Adjustments can be a percentage rate a per job adjustment or a per page adjust ment For example a 200 adjustment could be defined for manually loading photo paper charge twice the standard cost Other common examples of adjustments in clude Mylar Film draft paper draft printing mode discounts for special customers jobs and extra for binding and manual handling Cost adjustments are defined at either a global or printer level and are documented in detail in Section 7 8 Cost Ad justments Option to not show a print job on invoices Sometimes there are print jobs that need to be allocated to an account but not appear on any invoice reports The advanced account selection popup has an option to alloc ate a non invoiceable print job to an account 136 Shared Accounts amp Print Job Notification N BH Print Job notification PAM Paper les Confirm the print and select the print action Print job detais Document name P D Floceplan odg Printer maestro OK C9800 GA Color PS Pages 2 Cost 0 80 Comment Floorplan building C Remember Charge rate Defaut 100 0 x F Show on invoice All Accounts Preferred List Recent Selections Search 7
451. on 1 1 kg al Energy 34 4 hours PUA Bc pag 4 ADOBE AIR b SOMETHING Figure 2 9 The Paper Less Pro Desktop Widget 2 2 7 Step 7 Testing 20 Installation It is now time to test the system Print a test document such as a web page or basic document Navigate to the printer section and select the Print Log tab Navigate to the Printers Print Log tab Your print job should now be listed in the log oP oN Your user account should also be charged an appropriate amount 2 2 8 What next This concludes the Install Guide You may like to take some time to explore the features of Paper Less Pro before continuing reading at Chapter 3 Implementation by Example or Chapter 4 Quick Tour Business users may be particularly interested in trying the popup client software as covered in Section 4 5 Client Software If desired the client software should also be deployed to other workstations This procedure is detailed in Section 5 2 User Client 2 3 Installation on Novell OES Linux iPrint e Important The following section assumes the reader has knowledge of general Novell OES Linux system management including using the command line creating users editing configuration files and understanding file permissions 2 3 1 Step 1 System Requirements amp Printer Setup Before proceeding with the installation the system administrator should take a few mo ments to verify system requirements
452. on 15 1 Customizing the User Cli ent Tool window E Tip The behavior of the user client such as where on the screen it pops up or which option is selected by default can be customized This is discussed in Section A 5 User Client Options To educate the users about the user client administrators might find the sample information sheets helpful 5 2 1 User Client Deployment 5 2 1 1 Deployment on Windows The Paper Less Pro client software may be deployed to workstations using a variety of de ployment methods The deployment options are covered in details in the app path client README txt file Options include 1 If you re after a manual setup wizard style installer run the program client loc al install exe located in the network share PCClient You can access this share by typing the following address into Windows Explorer lt MyServer gt PCCClient win where MyServer is the name of the server where Paper Less Pro is installed 2 Administrators looking for an automated install deployment option should consider the zero install strategy See below for details The recommended approach with Windows Domains is the Zero install strategy This in volves configuring the workstations via group policy or otherwise to run the client execut able directly off the PCClient share a share set up during installation This avoids the need to undertake a separate installation process on each
453. on options Before continuing it is highly recommended to read the introduction to print authentication see Chapter 21 Print Authentication It introduces the important concepts required to un derstanding print authentication 21 2 1 Option 1 Popup Authentication for Unauthenticated Laptops Having chosen popup authentication to authenticate your laptop users you should review Section 7 9 Popup Authentication for a detailed explanation of the feature 21 2 1 1 Step 1 Decide whether to enable popup authentication on all printer queues First decide whether to enable authentication for all queues or only the queues accessed by unauthenticated laptop systems For more information please read Section 21 1 3 5 Handling partially authenticated networks If you choose to only enable authentication for your unauthenticated laptops you must configure a second set of unauthenticated print queues These queues can point to the same physical printers as your authenticated queues Often the simplest way to setup these unauthenticated queues is to configure a separate print server that allows anonymous printing You can make use of a firewall or operating system permissions to ensure that the anonymous users cannot access the authenticated queues On Windows networks you may need to enable the guest account on the do main system so users running the Home editions of Windows can print to these queues 21 2 1 2 Step 2 Install
454. on such as e Details of your organization s printing policy such as the standard cost per page and whether or not more printing balance may be added after the user has run out e Location of the printers e How to report problems or receive assistance such as refunding a failed print job e How to contact the help desk e How to provide feedback about the new system G 1 Example 1 Printing with the popup confirmation window New software to manage printing costs has been installed on the network To allow effect ive printing please make sure you understand the following points G 1 1 Popup Confirmation Dialog After sending a print job a popup dialog will appear and ask you to confirm the details Click Print to confirm the job and agree to the cost Otherwise click Cancel if you no longer wish to print the job J Print Job Notification r e I Print Job Notification Poperte Confirm the print Print job details Documert name MEANEN eet Printer server HP LaserJet P3005 PS Pages 1 Grayscale Cost 0 10 Apply to all documents in queue Jobs 1 Cancel Figure G 1 Client Popup Confirmation Window Note Large documents might take a while to display the number of pages and cost G 1 2 The Printing Balance Window After logging on to a workstation you will see a window showing your printing balance 406 Example User Information Sheets PE Balance for john i Acah g w paperlessalliance com IA I
455. on supported and are patches up to date Take a few minutes to verify the system is current and supported see Section 1 1 3 System Requirements A system prerequisite is Java version 5 0 or high er If your Tiger or Leopard server is fully patched this requirement will be satisfied 2 2 2 Step 2 Print Queue Setup Most small to medium Mac networks will have their workstations configured to print directly to the physical printers This method of printing is not supported by Paper Less Pro and in stead administrators will need to set up global server hosted print queues Some adminis trators will be familiar with server queues while others will need to invest some time into understanding Mac printing in more detail The topic of Mac printing is complex and is hence deserves its own chapter Please read the first section of Chapter 22 Mac Printing in Detail and ensure your organization s printers are set up as required Administrators should ensure that the server based print queues are set up and working as 17 Installation expected before attempting to install Paper Less Pro 2 2 3 Step 3 Download and install Paper Less Pro is supplied as a standard disk image containing the installer Log on as an admin level account Download and double click Mac installer Double click on the installer package named Paper Less Pro Standard Installation pkg Follow the direc tions on the screen The installation process will take be
456. on with print queues For security reasons this service as for most other Windows ser vices runs as the SYSTEM account This account does not have the privileges required to access another system and place a print job in one of its queues Therefore to enable this functionality the privileges of the Paper Less Print Provider service must be escal ated The recommended way to escalate the privileges of the Paper Less Print Provider service to the required level is as follows First a service account is created with permission 182 Find Me Printing and Printer Load Balan cing to create new print jobs 1 On each print server create a new domain user called paperless_service or something suitably descriptive 2 Ensure this user has the rights to print on all printers It s not a requirement that it be an Administrator level user 3 Ensure that the Password never expires option is enabled Next the Paper Less Print Provider service on each print server is configured to run as the new service account changed from default SYSTEM to paperless_service Open the Windows Services list Stop the service Paper Less Print Provider Right click the Paper Less Print Provider service and select Properties Select the Log On tab Select the option This account Enter the username and password of the newly created service account Press OK Start the Paper Less Print Provider service ONOAPPwoNnN a Now Paper Less
457. onization for more information about LDAP Set the Unauthenticated option on each printer print queue This will enable popup authentication See Section 7 9 Popup Authentication for more information Install client software See Section 5 2 User Client for more detail 21 3 3 2 Other Methods 1 Use release station See Chapter 10 Hold Release Queues amp Print Release Stations 21 3 4 Mac OS X systems with generic user accounts Mac OS X workstations in a lab environment are often set up so users log in using a com mon generic or standard account For example macuser or student 21 3 4 1 Preferred Method Install client software See Section 5 2 User Client for more detail Add a domain network user account that matches the generic login account i e mac user This ensures that account will list in Paper Less Pro Set the Unauthenticated option on the macuser account Add the printer s so jobs list under the macuser account If the print queues are hos ted on Windows add the printer using Samba e g A DeviceURI like smb macuser password servername printer See Chapter 22 Mac Printing in Detail for an explanation on how to add a printer using this method 21 3 4 2 Other Methods 1 Use standard release station in Release Any mode or the end user web release sta tion configured to allow users to release any jobs See Chapter 10 Hold Release Queues amp Print Re
458. onnection method such as TCP IP Port LPR or JetDirect or directly connected to the system via USB or LPT Port In a multi user environment printers are often shared with other network users Other 11 Installation workstations should connect to these printers as Network Printers Ensure workstations are configured to print to the shared print queues For example a Windows workstation may connect to a printer via a path like samba_server printer Ensure that printers are configured correctly and work before installing Paper Less Pro Parallel Printer lt z Windows print server Windows Clients 9X NT 2000 Figure 2 1 Network printer configuration e Important If you are running the Paper Less Pro server on Windows XP Professional you must disable Simple file sharing For more information please see Ap pendix B Troubleshooting amp Technical FAQ s If you are running a Windows workgroup network or using Windows XP Vista Home workstations please see Chapter 23 Running in a Workgroup Environ ment 2 1 2 Step 2 Print queue configuration When using release stations or account selection popups it is recommended to secure the print queue so that users do not have permission to pause resume documents in the queue This allows Paper Less Pro to have full control of documents without interference from users To do this Log onto the server hosting the printers as an Administrator Open th
459. ons and hence it is generally recommended that it be uninstalled F 1 6 Step 6 Optionally uninstall NOT APPLICABLE Once the Paper Less Pro installation is completed and tested you can optionally uninstall II NOT APPLICABLE If you would like to view historical print data then we recommend keeping the old application installed so you can view the historical data If this is not import ant then the application can be uninstalled 404 Upgrading from NOT APPLICABLE To uninstall 1 On the Windows server running NOT APPLICABLE go to Start Control Pan el Add or Remove Programs Find and select NOT APPLICABLE in the list of installed programs Click the Remove button to start the uninstall process 405 Appendix G Example User Information Sheets Usually administrators are responsible for educating users about policy or system changes when Paper Less Pro is deployed on their network Providing the right information and guidelines for users is important for the success of any new system This chapter contains examples of information sheets which could be distributed to users The purpose of these information sheets is to assist the administrator in providing import ant information about the new system and how to use it These examples can act as tem plates or starting points for your own information sheets We suggest you enhance the information sheets to include informati
460. options are available in the Web Print server configuration file located at app path providers web print platform web print conf Config Name Description hotfolder debug The location of the Web Print hot folder This is generally a mapped drive letter Windows or a mount point that maps to a file share Mac Linux It may also be a loc al path if the Web Print server software is running on the same system as the Paper Less Pro primary server Set to on to enable debug logging Table 18 6 Web Print Server Config File 273 Web Print Uploading Documents for Printing 18 6 Troubleshooting Web Print Problems 18 6 1 1 Why are some file formats not available Supported file formats listed in Sec tion 18 2 1 Supported Applications and File Formats are not listed under Options General Web Print Status page or not accepted when uploading a file First check Section 18 2 1 Supported Applications and File Formats to see that the file format is supported in the mode that the Web Print server is running in Some file formats are only supported in sandbox mode Next ensure that the associated application is installed and working If running in sandbox mode log in as the webprint user open and print a document with the ap plication to ensure the user has the correct permissions The next step is to check the Web Print log files The Web Print server has a handler for
461. opup They allow an administrator to define a user selectable list of adjustments to apply to the current print job These adjustments can be in the form a percentage adjustment a per job fixed adjustment or a per page adjustment Charge Rates are commonly used in the Engineering and Architectural Drafting fields Examples include e Charging different rates for premium print material For example 150 for use of Mylar drafting film e Offering a discount of selected situations A 2nd copy of an architectural plan printed on draft quality paper may be charged at 50 normal rate e Charging a fixed cost for services like document binding For example binding might cost an additional 5 00 e Increasing the per page cost of a job for color paper e g an additional 0 20 per page Cost adjustments are defined at both a global and printer level allowing common adjust ments to be applied globally to all printers with the flexibility to also define printer specific adjustments The adjustments are defined in the format adjust1 100 adjust2 150 adjust3 3 0pj adjust4 0 10pp A comma separated list of rates in the format of Name and Amount separated by a colon The first rate listed in the default rate and is automatically selected in the Advanced Client Popup The format of the Amount depends on the type of adjustment Each of the 104 Advanced Printer Management formats is defined below Type Description Percen
462. ore continuing 19 Installation 2 2 4 5 Wizard Completion After completing the configuration wizard you will be presented with a user synchronization status screen and an option to Login Take some time to log in and browse the interface There are many options and now is a good time to have a look at some of the key areas of the application Take some time to explore 2 2 5 Step 5 Printer Configuration The printers should be automatically detected and listed under the Printers section If the printers do not display try printing a document as the first job will trigger registration 2 2 6 Step 6 Sharing Client Software The Paper Less Pro client software is located in the directory Applica tions Paper Less Pro client It may be useful to share this directory over the net work so workstations can access install the client application If you re running Mac OS X Server use Server Admin to add a read only file share called PCClient Sharing with Protocols AFP for Mac clients and SMB for Windows clients is recommended To install the Paper Less Pro Desktop Widget Application simply ask end users to open their web browser to ht tp server name 9191 content widgets paper less install html and click the Install Now button Hire ip your peint usagt s Sheels printed we this waak Pir pron a9 b Your monthly prin coas 10 92 Your environmental im prcect singe jon POC E Trews 0 25 of a irou Corb
463. ormation on using the batch import to import data from previous Paper Less editions please see Appendix F Upgrading from NOT APPLICABLE E Tip Paper Less Pro is designed to import user information from the underlying sys tem or network domain The batch user data import feature is not designed to replace this but rather complement it by allowing importing of user data from other systems our sources For information about managing a set of users in addition to those in a user directory see Section 24 1 Internal Users users managed by Paper Less Pro To perform a batch import 1 Manually inspect your file in a text editor and ensure it s in the prescribed tab delimited format as detailed at Section 6 6 1 Batch User Import File Format Navigate to the Users section Click the Batch import action on the left 4 Click Browse to select the file to import The format of the file is described in Sec tion 6 6 1 Batch User Import File Format 5 Choose whether you want the import to create new users if they do not already exist If you clear this checkbox lines that contain users that do not exist will be ignored and only existing users will be updated 6 Press the Import button Upon completion you will be told how many users were updated and how many users were created ml Caution Batch imports are a major operation modifying data en masse Best practise suggests e Always run a backup
464. ot affect and will not delete internal users e The special Internal Users group contains all internal users It can be used to produce reports showing information about internal users or to apply a bulk user operation on all internal users 24 1 3 Batch Internal User Import and Update 348 Managing Guests and Internal Users This section covers the batch importing and updating of internal users Internal users are managed internally by Paper Less Pro and may be used in addition to those in the con figured user directory source For more information about internal users see Section 24 1 Internal Users users managed by Paper Less Pro For information about importing and updating regular users see Section 6 6 Batch User Data Import and Update The batch internal user import and update feature allows the administrator to import users user information and optionally update existing internal user details by reading data from a simple text file In addition to being able to create internal users it enables administrators to update the following user data e Password e Credit balance e Restriction status e Fullname e Email address Department Office e Card ID Number e Card ID PIN e Notes e Important An internal user can be deleted by selecting the Delete user action while view ing the user Features to simplify the deletion of multiple users a batch de lete will be introduced in a futu
465. ould ensure that any firewall software on the primary Application Server is not set to block any incoming local network traffic on this port A good way to test is to open a browser on the planned secondary server and confirm you can access the administration web interface on port 9191 14 3 3 Step 3 Account setup On the secondary server create a user account called paperless The paperless user s home directory should be set to the desired install location This is normally home paperless The method of creating this account is the same as that used for the primary server setup See Chapter 2 nstallation for more details if required 14 3 4 Step 4 Install the Print Provider r Important The instructions below assume i686 architecture If your system OS is 64 bit replace i686 with x64 in all file paths Install the Print Provider software onto the secondary server by copying all files and direct ories from the primary Application Servers directory app_dir providers print linux i686 To the equivalent location on the secondary server home paperless providers print linux i686 on the secondary server Perform the copy operation as the paperless user so that files are owned by the paperless user You may use any method to copy the files including over the network or via a USB key If the primary server is also Linux the simplest way would be use Secure Copy scp as follows shell gt shell gt shell gt she
466. ount Admin Manager only release in this mode jobs can only be released by administrators or hold release queue managers To configure multiple printers with hold release queue support the Copy set tings to other printers function can be used To use this configure one print er as required press the Copy settings to other printers and select the print ers to copy the settings to 10 3 2 Hold Release Queue Managers A hold release queue manager is a user that has additional privileges to manage release stations and jobs held in hold release queues Managers can Log on to the manager mode release stations both the software and web based re lease station Log on to the secure mode release stations which switches them into manager mode so that users print jobs can be released Release jobs that can only be released by managers or administrators Can close the Standard Release Station when running in full screen mode To make a user a hold release queue manager Pon Log on to the administration pages Navigate to the Options section Find the Release Station security section Enter user s username in Hold Release Queue Managers field To enter multiple users separate usernames with a comma 163 Hold Release Queues amp Print Release Stations e Important Paper Less Pro administrators can automatically perform all operations that hold release queue managers are allowed to 10 3 3 Sta
467. ount import files can be found at app path server examples import shared accounts in both Excel and TSV tab separated values formats The Excel format may be used to produce the TSV format by saving aS Text Tab delimited Examples include a flat list of accounts using the example of departments in a school school departments tsv and another with sub accounts using the example of a client matter layout for a business clients client mat ter tsv 8 6 1 Batch Account Import File Format The import file is in tab delimited format and contains the following fields in the given order Description Optional Parent Account The name of this ac Mandatory Name count s parent 141 Shared Accounts No Field Sub account Name Enabled Account PIN Code Credit Balance Restricted Status Users Description When creating a top level account leave the sub account name blank and this will be the ac count s name When creating a sub account 1 level deep only enter its name here Whether or not this account is enabled Y N where Y YES and N No The account PIN Code For parent ac counts the code must be unique for all parent accounts For sub accounts the code must unique amongst ac counts with the same parent ac count The account bal ance The account s re stricted status Y N where Y YES and N No The usernames of users
468. ounts e To bulk update the users and groups who are allowed to use access the accounts security To update shared accounts from a tab delimited file on a regular basis see Section 8 7 Shared Account Synchronization instead You can also syn chronize shared accounts against the directory structure of a file system for example when there is a separate folder for each department or customer To perform a batch import 1 Manually inspect your file in a text editor and ensure it s in the prescribed tab delimited format as detailed at Section 8 6 1 Batch Account Import File Format Navigate to the Accounts section Click the Batch Import Update action to the left Click Browse to select the file to import The format of the file is described in Sec tion 8 6 1 Batch Account Import File Format 5 Choose whether you want to delete accounts that exist in Paper Less Pro but not in the import file 6 Press the Test Settings button The window shown will tell you how many lines were processed and how many shared accounts will be imported updated or deleted when Import is pressed 8 If you are happy with the results of the test press the Import button Consider testing your import file format with a small sample first e g maybe a copy of the file containing only the first five lines This way any formating mis take will only propagate to a few accounts rather than all Some example shared acc
469. p 2 Copy or Mount the Paper Less Pro user client files Like the Windows version of the client software the Linux Unix Java version is installed in the client directory on the server All files in this directory need to be copied or make 67 Services for Users available to the Linux Unix workstation Common methods include e Copying the files from the server using file transfer programs such as FTP or scp e If the server is Windows based connecting using smbclient or the Gnome or KDE smb file browsing tools The client files are shared via a read only share called server_name PCClient e If the server is Linux based consider exporting the paperless client directory via NFS and mounting on the workstations The client can then be ran directly from the mount If the workstation is used by multiple users the client directory should be copied to a com mon location such as usr local paperless client 5 2 1 3 3 Step 3 File permissions Open a command prompt and set execute permissions on the pc client linux sh file as follows cd usr local paperless client chmod 755 pce client linux sh 5 2 1 3 4 Step 4 Testing Log on as a user a user listed in the Paper Less Pro system in your preferred Linux desktop GUI environment Locate and execute the file usr local paperless client pc client linux sh The Paper Less Pro client should open displaying the user s account balance It is usual to configu
470. per Less Pro updates Updates can be applied with a simple in stall over the top procedure e Remember to add the Paper Less Pro backend or command when configuring new 292 Paper Less Pro on Linux printers e Always check Paper Less Pro s functionality after a system updates i e new versions of CUPS or Samba or configuration changes 20 4 User Directory and Authentication Paper Less Pro synchronizes its user directory with the underlying operating system or network The Linux version of Paper Less Pro ships with two user directory implementa tions Due to the nature of Linux some organizations may have customized user directory implementations Paper Less Pro can support customization in this area This section de tails the user group authentication options available as standard as well has how one would go about developing customized implementation 20 4 1 Standard Unix The Standard Unix user directory provider uses standard Unix API s to enumerate user and group information This allows group information to be defined on either the local sys tem or via another source as configured via nsswitch conf For example the system may be configured via nsswitch conf to obtain user directory information from a central ized LDAP server or Novell s eDirectory User password authentication is performed via PAM Note For administrators wishing to customize the PAM authentication method at the application level Paper Less P
471. plicate documents e Controlling the enabled disabled status via time latches To define a basic cost per page of 0 10 Log in as the build in admin user Select the Printers section Click on the printer who s page cost is to be defined Enter a page cost of 0 10 under the configuration section Press the Apply button to save the change OP ON oS To define an advanced cost model offering a 40 discount for duplex double sided print ing 1 Under the Printers section select the printer whose cost model is to be modified 2 Click on the Advanced Charging tab 3 Select a charge type of by category 4 Enter 40 in the duplex discount field and select Percent less from the dropdown list 5 Click the Apply button to save the change Charging type by category v Charging by Paper 5 Base cost Size Category 0 10 This charging model provides the ability to contro cost based on categories All jobs are Large paper surplus arger than Legal or A4 charged at the base 0 00 Extra per page cost per page Documents printed on large paper can be 4 charged at a higher rate a Very large paper surplus larger than A2 surplus while grayscale and 0 00 Extra per page duplex documents offered a discount Grayscale discount 0 00 Less per page Duplex discount 40 00 Percentless Figure 4 9 A 40 discount applied to double sided printing Filters provide administrators with access to a set of
472. plication Server is not 225 Configuring Secondary Print Servers and Locally Attached Printers set to block any incoming local network traffic on this port 14 2 3 Step 3 Create the host user account Paper Less Pro runs under a non privileged user account called paperless This invisible system account is created automatically upon first install Advanced system administrators may however have a preference to create this account manually If you fall into this cat egory create the paperless account now prior to installation 14 2 4 Step 4 Install the print provider Install the print provider software onto the secondary server Download the latest Mac DMG disk image and execute the contained installer called Paper Less Pro Second ary Server Installation pkg 14 2 5 Step 5 Configuration The Print Provider on the secondary server needs to know where the primary server is in stalled The installer may open the appropriate configuration file after the install completes 1 Open a text editor such as TextEdit 2 Open the file app path providers print mac print provider conf 3 Locate the line starting with ApplicationServer and change localhost to the name or IP address of the primary server 4 Save the file and exit the text editor Double click on the command script Applications Paper Less Pro Control Printer Monitoring command and enable monitoring on the appropriate printers 14 2 6 Step 6 Test
473. plicationServer 4 Use a batch file or equivalent to start the install program as follows paper less pro setup exe TYPE secondary_print SILENT Note The installer requires administrator level needed to install a system service Note The executable name of the installer program may vary depending on the version e Replacing the SILENT option with VERYSILENT will suppress all visual output during the installation process e The copy of the print provider conf file is used during the install process to en sure the installation is aware of the location of the main application server 231 Configuring Secondary Print Servers and Locally Attached Printers e Fora full list of command line arguments see Section A 7 Automating Streamlining Installation on Windows 232 Chapter 15 Advanced Customization Paper Less Pro is an important part of network infrastructure at many thousands of organ izations Having the ability to seamlessly integrate Paper Less into an existing network is important There are a number of ways to ensure end users see the system as part of the network rather than an add on These include e Changing the URL or link on the User Client window e Customizing the look and feel of the use web pages e Using the Paper Less Pro back end data in other procedures such as custom reports This section covers some of the customization options available within Paper Less Pro For gen
474. plify the printing process for users so that they do not need to decipher the naming scheme to work out their closest available printer Implement a system procedure common across all sites e Reduce wasted printing by ensuring the user is physically present in the print room to pick up their job when it prints e Ensuring high uptime by minimizing single points of failure 11 1 1 3 2 Implementation This implementation differences from the previous implementation in that there is a large number of printers and users spread across multiple physical sites Although it would be possible to implement one global virtual Find Me Queue there are some benefits in im plementing multiple virtual queues one per site e Minimize network traffic jobs should only spool on queues on the local server where possible e No single point of failure if an issues occurs on the single find me queue it would af fect printing on all sites Implementing multiple virtual queues will offer considerable benefits One queue per site or maybe even one queue per floor department on larger sites should be considered as the benefits will outweigh the small additional overhead in administration setup The first step is to create the new print queues that will become the virtual queues The ad ministrator installs a separate queue for each site called find me queue on each of the site s servers This queue is set up using the common Postscript driver
475. policy procedure is to be applied to all network systems or just untrusted laptops 22 1 5 1 Network wide policy This is the simplest solution and provides a consistent procedure policy across all your users irrespective of their access method workstation or their own laptop Select your au thentication method such as popup authentication or hold release queue and enable this option on ALL print queues The setup procedure for both methods is summarized as fol lows Using Popup Authentication 1 Select the Unauthenticated printer option on all printers 2 Ensure that all workstations have the client software installed This includes both au thenticated lab systems and laptops The client must be running to have printer ac cess 3 Instruct users that they will need to enter their username password in the client when requested Using Hold Release Queue Authentication 321 Mac Printing in Detail 1 Check the Enable the hold release queue option on all print queues Jobs will not print until a user has authenticated and released the job 2 Setup release stations or ensure the Jobs pending release option is enabled in the end user web interface 3 Instruct users on how to release their jobs This procedure must be followed by all users 22 1 5 2 Laptop Only Policy Advanced One problem with the network wide policy discussed above is that it the authentication method e g client popup or hold release queu
476. port the shared accounts contained in the given tab separated import file located on the server api batchImportUsers Import the users contained in the given tab delimited import file located on the server See Section 6 6 Batch User Data Import and Update for a description of the file format api batchImportInternalUsers Import the internal users contained in the given tab delimited import file located on the server See Section 24 1 3 Batch In ternal User Import and Update for details of the required file format api batchImportUserCardIdNumbers Import the user card ID numbers and PINs contained in the given tab delimited import file api createUserClientAccountsFile Saves a file containing shared accounts data for the user client See the manual for more information on how this feature can be used The file will be saved on the serv er to the location app path server data client cl HOME accoun esr Gah If this file already exists it will be over written api getConfigValue Gets the value of a configuration settings api setConfigValue Sets the value of a configuration setting NOTE Take care updating config values You may cause serious problems which can only be fixed by reinstallation of the ap plication Use the setConfigValue API at your own risk Table A 1 XML Web Services Methods 369 Tools Advanced A 3 1 Web Services Example Code The best way to demonstr
477. ports Printer reports produce information on printers including configuration usage summaries and statistics 9 1 3 Print Log Reports The print log is a detailed list of all printing performed on the network The print log reports allow administrators to produce reports list all jobs over a given date range with simple one click version for today s print jobs and largest print jobs Largest print jobs Last 30 days For the period of Dec 31 2006 to Jan 30 2007 Date Printer Usemame Document Pages Cost Allowed Attributes E Awesome Presentation OpenOffice org FOOLSCAP Duplex Yes Dec 31 2006 8 36 46 AM Win2000HP LaserJet SMP matt 220 om ee en ines Awesome Presentation OpenOffice org A3 Duplex Yes Grayscale Yes Dec 31 2008 3 44 36 AM Win200 HP LaserJet SMP mark 139 sem ve Gorn Ubah Jan 1 2007 1 2238AM__printserve Xerox Color 1930 bob research paper pdf m smo ves Sioa No Grayscale No Jan 1 2007 5 53 00AM inuxserveriCanon BJ 2000 cathy Stats OpenOffice org Whiter a8 gm w POSADA a Figure 9 3 Printer log PDF report 9 1 4 Group Reports These reports group printer usage by network group allowing system administrators to de termine which group of users performs the most prints These reports are ideal for gaining a quick overview of printing costs performed by work area department floor management level etc 9 1 5 Shared Accounts Reports Administrators may use the shared account reports to track printing
478. printing printer summary 6 oS Show sample Last 30 days Previous Month Last 7 days Today Ad hoc Figure 9 1 An example report displaying different date ranges Ad hoc Report Largest print users Report Title tapot Mia Enter the ttie of the report or use the default titie Largest print users Parameters From date 24 Feb 2009 Time 00 00 Enter the report parameters to fiker the report data as required Indude report data starting from this date To date T Time Incuide report data up to this date Department Limit to users from one department Leave bink to include users from al departments Office Limit to users from one office Leave blank to lndude users fram all offices Only show printing allocated to Choose whether to only show printing allocated to user accounts shared accounts Job Type Choose to show prnt or copy jobs only Report Format TaM E Choose the output format to create for the report POF Run Report Cancel Figure 9 2 Selecting Ad hoc date ranges and filters for reports 148 Reports 9 1 Report types The one click reports accessed under the Reports section can be grouped into the follow ing areas 9 1 1 User Reports These are reports producing information about users They range from a list of users their names and current account balance to detailed reports listing all print jobs printed by a user over a particular time frame 9 1 2 Printer Re
479. queue to halt Paper Less Pro Filters section allows Administrat ors select the allowed sizes Non standard sizes are automatically deleted before they re sent to the printer It s an effective way of reducing one of the most common causes of queue jams 7 7 2 Controlling documents on slow Inkjets Inkjet printers have very low throughput rates A large color document can hold up a queue preventing other users from getting their fair share of print time By setting an upper page count via the printer s Filters section network administrators can prevent large print jobs The page count forces users to split up large documents and allows other users access to the printer 7 7 3 Automatically deleting duplicate jobs Paper Less Pro can also monitor the print queues and automatically delete duplicate print jobs This option is useful on networks with novice users New users often double click an application s printer icon causing two identical print jobs to be sent to the queue This wastes paper and users print quota Network administrators can enable duplicate job de tection via the Filters section A popup message warns the user and the duplicate job is removed from the queue 102 Advanced Printer Management e Important This option can affect multiple prints from Microsoft Excel and some other ap plications Users wishing to print multiple prints from Excel may need to reprint the document 30 seconds apart 7 7 4 Fo
480. r Less Pro a small monitoring component needs to be installed The monitoring component inter cepts the local printing and reports this use back to the primary Application Server A sec ondary server may either be 1 A server style system hosting many printers 2 Adesktop style system hosting printer s also shared to other network users 3 Adesktop style system with the printer used only for local users not shared The monitoring service is also referred to as a Print Provider as its task is to provide in formation back to the main Application Server The process of setting up a secondary print server depends on the operating system Read the section appropriate to the required operating system 14 1 Configuring a Windows Secondary Print Server This section describes the process of setting up a secondary Windows print server 14 1 1 Step 1 Ensure primary server is set up correctly Before installing a secondary server you should take some time to ensure the primary serv er central application server is set up and running correctly If it is not running fine now adding an extra server will only add an extra variable to the equation and complicate troubleshooting Take some time now to verify that the primary server is functioning cor rectly For example verify that e Printers on this server are being tracked e Users are allowed top login to user pages from their workstations e Administrators can access the system 14 1
481. r any error re ports 8 Repeat the previous 3 steps for all printer types and using different document settings and applications Make sure you test a variety of print options targeted at all device types Problems may manifest in various and maybe subtle ways Error events logged in Paper Less Pro s App Log e Error status on the printer e g a red light and failed print status message 180 Find Me Printing and Printer Load Balan cing Or more subtle issues like Truncated documents because of different device margin sizes printable area Errors only when non default options options are selected e g finishing options Issues only on very large documents due to printer memory limitations Errors problems when certain paper sizes are selected If issues problems errors occur 1 Try disabling the Enable Advanced Printing Features option in Windows on the vir tual queue on the server This is accessed by right clicking on the printer selecting Properties then the Advanced tab This change can improve redirection results with some drivers If you continue to experience compatibility issues you may need to consider setting up multiple virtual queues for each printer type class as discussed in Section 11 1 1 2 Example 2 Multiple Virtual Queues Different Printer Types 11 2 2 Find Me Printing Implementation Checklist Setting up Find Me Printing involves several configuration steps that must
482. r create your own 78 Chapter 6 Advanced User Management This section covers some of the more advanced user management tasks On large net works managing users on an individual basis is not practical Management needs to be handled either via a level of automation or manually at group level Some common user management tasks that typically consume time on a large network include e Allocating user credit or quotas e Creating new user accounts e Performing administration tasks such as allocating additional allowances or applying different privileges Paper Less Pro offers a number of features to help automate these tasks 6 1 Groups in Paper Less Pro Groups are collections of users Paper Less Pro uses the network domain or computer s groups meaning administrators can take advantage of the existing network structure Groups in Paper Less are used in the following ways To control how quota credit is allocated to users on a regular basis To automate the addition of new future user accounts To assist with making modifications to user accounts by group Pee COMIN es For group based reporting Paper Less Pro mirrors caches domain network group memberships for performance reasons Hence changes in group membership made at the domain level may not be im mediately reflected in Paper Less The group membership can be refreshed at any time via the User Group Sync option under the Options section Groups are mirror cache
483. r including features such as search preference list recent selections comment entry and invoicing options This is ideal for businesses including Engineering Law Accounting and Architecture Firms Access to accounts is controlled via integrated network group membership or optionally 8 Introduction PIN s See Chapter 8 Shared Accounts for more information 1 3 4 Four Customizable Web Interface Did you know that the end user interface can be quickly customized to make it look like an official part of your organization s infrastructure With some simple HTML you can make the Paper Less Pro end user interface look just like your existing web site or intranet site See Section 15 3 Customizing the User web pages for more information 1 3 5 Five XML Web Services and Command line Control It seems like everything these days is Web Services enabled Not to be outdone Paper Less Pro exposes dozens of API s via secured XML Web Services This provides ad vanced administrators and developers with the ability to programmatically remotely control integrate and manage the application The possibilities are endless some of our users now have their library fines hooked into the Paper Less Pro system In addition to the Web Services API s system administrators may hook into the inner work ings of Paper Less Pro via our advanced server command application This simple but powerful command line tool provides command based acce
484. r is flagged as Unauthenticated no print jobs will be printed un til the user has authenticated using the client software It is important that all workstations using these print queues are running the client software 21 2 1 4 Step 4 Test the popup authentication It is important to test the popup authentication once enabled To do this 1 Start up an unauthenticated laptop workstation Ensure that the user client software is installed and running Perform a test print job to the queue on the print server you flagged as Unauthentic ated 4 The client software should popup the authentication dialog box The print job should not print until you successfully authenticate 5 Once authenticated verify that the print job completes and the job is logged against the correct username in Printers gt Print Jobs 21 2 2 Option 2 Release Station Authentication for Unauthenticated Laptops Having chosen release stations to authenticate your laptop users you should review Chapter 10 Hold Release Queues amp Print Release Stations for a detailed explanation of the feature 21 2 2 1 Step 1 Decide whether to enable release station authentication on all print queues First decide whether to enable the the hold release queue for all print queues or only the queues accessed by unauthenticated laptop systems For more information please read Section 21 1 3 5 Handling partially authenticated networks If you choose to only enab
485. r logs out 7 9 3 Configuration The following sections cover how to enable popup authentication on either the user ac count level or the print queue level 7 9 3 1 Popup authentication and generic user accounts The following notes explain how to enable popup authentication when a user logs in under a generic user account for example student Add the account to the domain called student You may already have such as ac count set up e Perform a User Group Sync or print a job from this account so the username is listed in Paper Less Pro 107 Advanced Printer Management Select the generic user and set the account to a zero balance and a restricted status This will ensure that users can t charge against this account Check the Unauthenticated option and click on the Apply button to save the changes Advanced Options Advanced options including overriding printer level settings and changing authentication behavour C override printertevel settings Figure 7 9 Turning on popup authentication at the user level Install client software on workstations See Section 5 2 User Client for details When a user logs in as the generic student they will be prompted for their domain level username and password amp Login nm g Login Fenaste Your login credentials are required for printer access Username Password Remember For next 5 minutes X Figure 7 10 Paper Less Pro client requ
486. r or group Hardware neutral solution supports all major printer types and operating systems No hardware vendor lock in Both cross platform and multi platform support Run a mix of Windows and or Linux print servers and support clients ranging from Windows Mac Linux and Unix Provides end users with management options such as funds transfers usage tracking and reporting Provides end users with advanced options to allocate print jobs to shared accounts cost centers faculties or departments Single sign on user authentication with native integration with Active Directory or the system s underlying user management no separate passwords to manage Flexible hold release queue support with Release Station software allowing administrat ors to implement approved and secure printing environments Service Oriented Architecture utilizing the latest software design methods including test driven development XML Web Services and layered architecture This ensures scalab ility and stability by design Advanced reporting and charts available in standard formats including PDF Excel and HTML All reports accessible from anywhere on the network via a standard web browser Ability to run on top of leading 3rd party Relational Database Management Systems RDBMS including Microsoft SQL Server Oracle and PostgreSQL Database Enterprise level security and encryption based on SSL Open architecture with source code access and API documentat
487. r the 30th of September in the to date 6 Click Apply Filter button The data displayed in this list should be all print jobs printed against this shared account for the month of September 7 Click on the Summary by user link to produce the PDF report af on Account Details IT Support Details just ts amp Charges Securit Transactions Print Hide Fiter between dates 01 Sep 2005 7 to 30 Sep 2005 7 comment containing Transaction Date y Transacted By Amount Balance Usage Log Comment 13 09 2005 09 52 45 system 0 15 45 34 Printer Usage 13 09 2005 09 48 02 system 0 08 45 49 Printer Usage 13 09 2005 08 29 01 system 0 15 45 57 Printer Usage Figure 9 5 Filters applied to the shared account print log To run a report listing all transactions issued against a user s account over the month of September ordered by transaction amount Navigate to the Users tab Click on the appropriate user account The user details page will display Select the Transactions tab Click the Show Filters link Select the 1st of September in the from date and enter the 30th of September in the to date Click Apply Filter button Click on the Amount column to order the data by amount value 8 Click on the Export Print button at the bottom of the list to produce the report oP we NS N O 9 4 Scheduling and Emailing Reports 151 Reports The one click reports in the Paper Less Pro web interface are good for find
488. r under the printer configuration area 98 Advanced Printer Management P Printer Details maestro HP DeskJet 930C 932C 935C Summary Configuration EPE Simple printer configuration options Advanced options covering this printer are located under maestro the appropriate tabs Location Department On the admin front desk Page cost SOMME cimos Enable Disable printer Disabled unti 19 09 2005 18 49 43 Enable Figure 7 3 Printer disabled using a time latch 7 6 Managing printing using differential charging In a quota based or charged environment one of the most important tools at the adminis trator s disposal is the ability to charge different amounts for different types of documents or on different types of printers Printers are designed for a particular task and a particular work rate For example an inkjet color printer is ideal for photos or the occasional color page but should not be used print 1000 page black and white documents when the heavy duty laser printer is located just down the corridor Paper Less Pro allows administrators to e Charge different cost per page amounts for each printer e Charge different amounts based on the type of document including e Discounts for black and white printing e Discounts for double sided or duplex printing e Different amounts based on the size of the page Administrators can use differential charging to encourage users to use the correct printer and printer sett
489. ra level of authentication is required CUPS the modern print system often used on Linux Apple Mac and some Unix systems is often implemented in a non authenticated fashion Although CUPS can support authen tication technical considerations such as the inability to interface with Active Directory do main authentication often prevent its use 7 9 1 3 Mac Print Queues Mac OS X server use the CUPS print system Current Apple implementations prevent ad ministrators from enabling CUPS authentication This is not usually a problem in an envir onment where logins can be controlled at individual workstation level It does however pose a problem if users have local admin access for example individual owned laptops Paper Less Pro popup authentication provides a way to work around the non au thentication issue More information including a discussion of platform specific issues is available in Chapter 21 Print Authentication 7 9 2 How does popup authentication work The popup authentication works by authenticating the user via the Paper Less Pro client software The client software pops up a window requesting the user s username and pass word The password is sent to the server via an SSL encrypted connection and is valid ated On successful validation a session is formed that associates the user with this work station The session is valid for a length of time as selected by the user the default being 5 minutes or until the use
490. ransfer ring funds and displaying usage costs The User Web Pages are accessed either via the Details link on the User Client window or via the browser URL ht tp server_name 9191 user The appearance of the user web pages may be customized to fit in with your organiza tion s existing intranet web pages or color scheme More information is available in Section 15 3 Customizing the User web pages rapa WE Suramar Mozilla Fi etx Joe Be iin ew Mary bomes Toes belo Activity Balance history for tom Figure 5 1 Example of customized user web pages 58 Services for Users More information about each of these areas is available in the following sections 5 2 User Client The Paper Less Pro activity tracking and charging is implemented using 100 server side technology User Client software is not required as part of the activity monitoring process Note The use of client software for activity monitoring could open up security prob lems as client software is readily accessible to end users By design Paper Less Alliance developers endeavor to implement all monitoring at the server level eliminating client side loopholes The client software supplied with Paper Less Pro is simply a presentation layer around server side implementation Client software is provided to facilitate four tasks e Allow users to view their current account balance via a popup window e Provide users with a
491. rce sensible use Restrictions can be set to define a maximum cost per job This will prevent users from acci dentally spending all their credit quota in one print job 7 7 5 Automatically deny documents based on file extension or name There are many reasons why users should not print certain files For example maybe a re port from the accounting application consists of 400 pages Users may not be aware of this and accidentally print the report expecting only a few pages Paper Less Pro can be con figured to match this document via its name and automatically deleted it from the queue Use the Filters keyword filter to implement this functionality Additionally it s also possible to filter documents based on file extension by entering a keyword like htmor pdf To filter a document name based on a regex regular expression enclose the keyword in forward slashes Note that the regex matches the entire document name For example e To disallow printing of any documents ending in htm atm e To disallow printing documents of the form account 12345 pdf account d pdf e Important This is not a security option It is easy to circumvent the filter by simply renam ing the document Some systems may not even report type information 7 7 6 Control who can print in color Advanced By combining Paper Less s ability to restrict color printing allow only grayscale and standard printer access permissions it s pos
492. rces documents to spool in the driver s native PostScript or PCL language that Paper Less Pro can analyze 5 Print a few test documents with both grayscale and color pages and ensure Paper Less Pro is correctly charging the document The Print Log under the Printers tab is a good place to monitor the detection in real time e Important Ensure that the three conditions listed above are met before enabling page level color detection Page level color detection is a new and maturing feature that the development team continues to enhace If you do encounter any is sues please raise them with the development team 7 10 1 Limitations of Page Level Color Detection Page level detection works by inspecting the contents of the document looking for color use The aim is to track down simple black and white only pages so it can offer the user the grayscale discount on these pages There are a few situations that may cause a seemingly grayscale page to list as color referred to as a false positive These situations are rare and are discussed below e The use of some image formats even if they look grayscale may detect as color For example JPEG is a lossy format and artifacts as a result of compression may cause speckles of color Paper Less Pro will handle most of these situations but grayscale JPEG images in PDF files can cause false positives e The use of color white space in Microsoft Word can cause a false positive with some p
493. re information 1 3 7 Seven Text Print Logs Paper Less Pro maintains a real time tab delimited text log listing all printing activity in de tail The system already includes advanced analysis tools such as reports statistics and graphs however many organizations would like to use the data for their own ad hoc ana lysis The real time text print logs can be tapped and extract into applications such as ex 9 Introduction ternal databases scripts and even Microsoft Excel See Section 15 6 Data Access and Custom Reports for more information 1 3 8 Eight 3rd Party Database Support Paper Less Pro ships with its own preconfigured and self maintaining database The sys tem however is database independent and can be run on top of a number of leading data base systems Maybe you have an existing Microsoft SQL Cluster and would like to take advantages of this infrastructure No problem Paper Less Pro can be quickly configured to hook into your preferred database See Chapter 17 Deployment on an External Database RDBMS for more information 1 3 9 Nine Zero install Client Deployment Paper Less Pro is implemented using 100 server side logic and no client software is re quired A simple lightweight client tool is however provided so end users have access to advanced features such as shared accounts and the option of viewing their account bal ance in a popup window Deploying client software can be a time consuming an
494. re the client as a Startup Program or AutoStart Program launched during login See your desktop documentation to see how to define a startup program A number of command line options are available to change the client s behaviour More in formation can be found in Table A 2 User Client command line options 5 3 User Web Pages The User Web Pages are accessed either via the Details link on the User Client window or via the browser URL http server_name 9191 user The User Web Pages provide a range of services for users including e Summary A summary of usage and balance history e Shared Accounts Lists the shared accounts that the user may use for printing e Rates The current costs for printing and internet usage e Use Card Add balance by using a TopUp Pre Paid Card e Transfers Transfer funds to other users e Transaction History A history of balance transactions e Recent Print Jobs A list of the user s recent printing e Recent Internet Use A list of the user s recent internet usage e Jobs Pending Release Print jobs pending release when using a release station 68 Services for Users The services available provide a range of functionality that empowers users to make the most of Paper Less Pro without requiring intervention from administrators The user web pages allows users to do what they need for themselves and quickly get back to what they were doing Many services can be switched o
495. re version Examples of where the batch user import feature is useful include e Several guests to the organization will be arriving at the same time and will require their own accounts in Paper Less Pro e A set of users needs to be managed separately externally to the existing user direct ory source For example the users of a certain computer lab require their own accounts in Paper Less Pro but it is not possible to create accounts for them in the existing user directory e Details for existing internal users needs to be updated To perform a batch internal user import 1 Manually inspect your file in a text editor and ensure it s in the prescribed tab delimited format as detailed at Section 24 1 3 1 Batch Internal User Import File Format 2 Follow the directions in Section A 1 Server Commands server command to run the server command bat ch import internal users For example to import update internal users from a file import tsv on a Windows system 349 Managing Guests and Internal Users C gt cd C Program Files Paper Less Pro server bin win server command batch import internal users C extra users import tsv Note that the import path should be quoted if it contains spaces 3 The import process will start running in the background See the App Log tab in the administration interface to check the status of the import or if any errors were en countered A Caution Batch import
496. real printer so that the wizard can be tested end to end The source for this example contains some additional tweaks to improve browser con sistency such as removing the border and white background of the iframe in Internet Explorer 18 5 2 2 Example 2 Creating a Printer Map Using SVG This example explains how to use an SVG image for a clickable printer map This method is most suitable if you have plans or drawings in a vector format that can be saved as SVG Otherwise Section 18 5 2 1 Example 1 Creating a Printer Map Using an HTML Image Map may be more suitable An example SVG floor plan with clickable printers can be found at 271 Web Print Uploading Documents for Printing app path server examples printer maps html image map Modern web browsers are capable of displaying an SVG file in a similar way to displaying a web page Mozilla Firefox and Opera can display SVGs out of the box and Microsoft In ternet Explorer can display SVGs_ using the Adobe SVG Viewer http www ieaddons com en details Time_Savers Adobe_SVG_Viewer add on In addi tion to drawing the image parts of the image may be made clickable to provide links to other pages or as in this case to call a JavaScript function that selects a printer In this example we will describe how to take an existing SVG image and make parts of it clickable so that a printer may be selected A Microsoft Office Visio drawing can be saved as SVG and use
497. records system events messages such as e User logins e Security errors such as incorrect password attempts e Backup times and scheduled tasks e Any system errors or warning It is similar to the operating system s event log It is recommended that system administrat ors view this log on a daily basis for the first week and weekly thereafter 57 Chapter 5 Services for Users 5 1 Introduction How a user experiences and interacts with Paper Less Pro will vary depending on how it is implemented When configured as a silent monitoring solution users may not even know Paper Less Pro is in use In other environments users will make extensive use of the vari ous services that are available Services are provided to users through one of two interfaces the User Client The User Client is an optional piece of software that provides additional functionality Its purpose is to display to the user their balance deliver notification messages such as low balance notifications assist in selecting accounts to charge and it can also provide an extra layer of authentication The appearance of the user client tool may be customized to fit in with your organiza tion More information is available in Section 15 1 Customizing the User Client Tool window the User Web Pages The User Web Pages provide additional features that may be of use to users Func tionality includes summaries and logs of usage using TopUp Pre Paid Cards t
498. rectly to user s computer Require an administrator password 1 of 4 groups selected Figure 22 5 Add printer appropriate to the container users group or computer 320 Mac Printing in Detail 7 Save settings and exit e g click Done 8 Log onto another workstation and confirm that printer settings are being published as expected e Only publish the printer configuration after it s been tested e If you have problems with the manufacturer supplied driver try the Generic Postscript Printer e Always publish the printer config from a tested client workstation and never from server itself 22 1 5 Unauthenticated systems e g Laptops The print queues in current Mac OS X server releases both Tiger 10 4 and Leopard 10 5 are unfortunately unauthenticated editor s note CUPS supports authentication however Apple have decided not to expose support this feature Authentication in an Open Direct ory environment is instead performed at the time of system login Unauthenticated systems such as laptops however fall outside this check The introduction of unauthenticated sys tems on your network mandates the need for an extra layer of authentication Paper Less Pro offers two options 1 Popup authentication via the client software or 2 authentication via a release station or the web based release interface end user login gt Jobs pending release Network administrators must decide if the authentication
499. rectories as sub accounts This option is only available with directory syn chronizing against a directory When checked subdirectories will be treated as sub accounts For example a directory structure of Customers Client 1 Project 1 will produce a top level account called Client 1 and a sub account of Client 1 called Project 1 e Delete accounts that do not exist in the selected source This option will delete ac counts that exist in Paper Less Pro but not in the sync source Use this option to clean out old accounts This option is not remembered for the automatic synchronization so accounts can only be deleted by checking this box and pressing Synchronize Now Deleting is a destructive operation Don t forget to perform a test first and a backup is also advised 8 8 Bulk Shared Account Operations A bulk shared account operation refers to an operation that is applied to more than one shared account There are occasions where the same task needs to be performed on mul tiple accounts With a large number of shared accounts it may take too long to perform the task manually on each one this is where bulk account operations are useful Bulk account operations can be found in the Actions list while on the Accounts tab Some examples of where bulk account operations might come in useful include e Shared account balances need to be reset at the start of a new billing period e A new printing policy or account model is being introd
500. ress the OK button to save the changes 304 Print Authentication 6 Repeat this process for each printer that requires the hold release queue enabled e Important Once the hold release queue is enabled no jobs will print until released using a release station It is important to instruct your users how to use the release station otherwise they will not be able to print 21 2 2 6 Step 5 Test the release station It is important to test the release station once enabled To do this 1 Start up an unauthenticated laptop workstation Perform a test print to a print queue with the hold release queue enabled For the standard release station go to the print release station and login as a user Select the job you printed and press the Print link to release the job The job should begin to print 4 For the end user web release station login to the end user web pages at ht tp yourserver 9191 user Select the Jobs pending release link Select the job you printed and press the print link to release the job The job should begin to print 5 Login to the Paper Less Pro admin pages and verify the print job was allocated to the correct user in the Printers gt Print Jobs section 21 3 The Authentication Cookbook Recipes by example This section discusses various solutions to the authentication problem in recipe style The aim is not to provide detailed step by step instructions but rather guide the user to the rel ev
501. rint Release Stations 3 Host printers on a Mac Server see the previous recipe 21 3 7 Mac OS X laptops or single user systems printing to Windows print queues Mac systems that are owned used by a single user can benefit from having the printers ad ded in such a way in that they automatically authenticate under their identity 21 3 7 1 Preferred Method e Teach users how to add printers using the method described in Section 22 2 1 Scenario One My Own Mac Single User e Use popup authentication or hold release queues as discussed in Section 21 2 Handling Unauthenticated non domain Laptops 21 3 7 2 Other Methods 1 Locally install client software using the client local install program located in the directory app path client mac This install script will cause the client to dis play a popup asking them to confirm their network identity via username password 21 3 8 Linux Workstations in a lab environment with printers hosted on a Win dows server Linux workstations typically use the CUPS print system CUPS through the use of Samba can print directly to Windows print queues 21 3 8 1 Preferred Method Ensure the system is configured to deny remote shell access to standard users that is only allow direct screen console access This ensures the system s IP address can be associated with a single user providing a suitable environment for popup authentication e Ensure the print server
502. rint drivers For example the user selects a color font enters a single space or new 111 Advanced Printer Management line and then changes back to black Paper Less Pro in most cases will correctly filter out the color space but may experience problems with some drivers leading to a false positive 7 11 Toner Levels for supported printers Managing printer toner on a large fleet of printers can be a time consuming task The ad ministrator must track toner usage and ensure that replacement toner cartridges are avail able when printer toner runs out Often the administrator is only made aware that a printer is out of toner after receiving complaints from users Paper Less Pro can track the toner levels for supported printers and provide toner level information in reports or email notifica tions when the toner is low Armed with this information the administrator can purchase toner supplies in advance and replace toner cartridges before the printer runs out of toner This saves the administrator time and ensures that printer downtime is minimized For more information on low toner notifications see Section 12 5 2 2 Printer low toner no tifications Type Model SHARP MX 2300N Physical identifier net 192 168 1 7 Toner status Black 68 Cyan 99 Magenta 73 Yellow 85 Figure 7 12 Toner level information on Printer Details screen 7 11 1 How toner level information is retrieved Paper Less Pro re
503. rm print as another user Username Password Figure 8 13 Selecting a shared account from the popup Access to the account selection popup as shown in the above figure is controlled at the user level on the user s details page The Show the account selection popup option needs to be selected for each user that requires access to shared accounts System ad ministrators might find the Bulk user actions section under the User List screen conveni ent for applying this change to many users 130 Shared Accounts Account Selection Print account selection Account selection can be used to allow the user to select what account is charged or even to Show the account selection popup bil confirm print jobs before they are sent to the printer These options require running the user dient tool on workstations This setting requires this user to run the dient software at all times Information to show in popup E Allow user to charge to their personal account E Allow user to select shared accounts from list E Allow user to select shared accounts using a PIN allow user to perform printing as another user When shared account is selected Charge shared account Charge personal account and allocate to shared account for reporting Figure 8 14 The user s popup settings under User gt User Details Note It is also possible to automatically charge printing to a single shared account without the need for t
504. rmats The Numeric format is the most secure and generates long numbers The Alphanumeric format produces a shorter format consisting of letters and numbers The Alphanumeric format is a little less secure due to the reduced number of possible permutations however it does offer a shorter more convenient entry format amp TopUp PrePaid Card Creation Wizard Batch ID Allocate a unique ID to this batch of cards Please allocate a batch ID to this card run Batch IDs help identify and track card use and sale Using your organization s acronym combined with a year month combination ts good practice All cards in this batch are prefixed with this batch ID Batch ID P 0509 Sample Number Tipe If you sell cards at multiple locations consider using different batch ID to track the origin Use a different batch run with different ID for each sale location Ca Figure 13 1 Entering a batch ID 13 3 2 4 Step 4 Card Attributes Ensure that the number of cards is set up to 100 and the value of each card is 10 00 By default the valid till date is set 6 months in the future We recommend defining an appropri ate date that corresponds to a fixed event such as the end of the year budget year term or semester 214 TopUp Pre Paid Cards amp TopUp PrePaid Card Creation Wizard Card Attributes Select the number of cards and their value Enter the number of cards to produce the card value and their expiry date Number of
505. ro reports itself as paperless 20 4 2 Samba Windows Domain If the user and group information is provided by a Windows Domain such as an NT Style Domain or Active Directory the Samba option is most appropriate This option would nor mally be used on networks where the printers are hosted on a Linux server and exposed to Windows users via Samba At the technical level the Samba support is implemented as a set of Perl script wrappers around standard Samba commands such as net and smbclient Administrators should ensure these Samba commands are on the paperless user s path 20 4 3 Custom Some large networks particularly those found at established universities may have cus tom user directory and authentication services not directly supported by Paper Less Pro To support these networks administrators can use scripting and other technologies to build anew custom User Directory Information Provider Paper Less Pro works by handing off user group and user authentication tasks to a separ ate program process The external process must accept a set of commands as command line arguments and return the answer in a tab delimited prescribed format on standard out More information on the format can be found in Section 15 8 Custom User Directory In formation Providers The source code for the standard Paper Less Pro supplied User Dir ectory Information Provider are also supplied as part of the installation and these may prove to be a
506. rs to request refunds v Alow users to request refunds v Alow users to enter a reason for ther request Refund policy instructions shown to the user when requesting a refund All refund requests will be reviewed by the administrator Figure 7 13 Enabling end user print job refund requests 4 Click Apply End users may enter a reason why they are requesting a refund Some organizations may prefer to disable this feature e g where users may write inappropriate comments To dis able end user comments reasons deselect the Allow users to enter a reason for their request checkbox It is recommended that organizations follow a formal refund policy This policy may be out lined via Refund policy instructions option This text may also include basic HTML markup such as a link to an external policy page 7 13 2 Managing Refunds The refund process is best described in the form of an example 7 13 2 1 How users request refunds John s print job failed to fully print due to a printer jam forcing him to reprint the remainder of the job on another printer He would like to request a refund of approx 50 of his job 114 Advanced Printer Management cost for the first failed job John would place the request as follows 1 Log in to the user web interface at http server_name 9191 user using his network username and password 2 Locate the first failed print job on the Recent Print Jobs page 3 Click the Request Refun
507. rs will undertake design work based on an existing website If you would like assistance with the customization please email the Paper Less Alliance support team Organizations whose staff have good to advanced HTML experience may choose to cus tomize the pages in house The design of the user pages is controlled via HTML include files for the header and foot er areas of the page with page styling controlled via Cascading Style Sheets CSS Pla cing the following files in the Paper Less Pro directory structure at app path server custom web overrides page layout and style Filename Description user css If this file exists the contents of user css is included as an overriding stylesheet Styles in this file can be used to define fonts colors and sizes If the header include file exists the HTML in the header area of the pages is replaced with the contents of the file header inc 237 Advanced Customization Filename Description Footer inc If the footer include file exists the HTML in the footer area of the page is replaced with the contents of the file login logo png If this file exists the logo on the web based login page is replaced with the supplied im age The file should be an image of size 250px by 64px in PNG format Table 15 2 Files used to customize the user web pages Any custom content placed in app path server custom web such as additional images can be accessed
508. rts 8 Press Add The report is now scheduled to run every fortnight and should now be shown in the table below Mary will receive an email every second Sunday showing the previous fortnight s printer usage by her division 9 4 2 Details Each report Period determines when the report will run When the report includes date based usage information such as printing usage the period also determines the date range of the data to include Period Report Run Time Report Date Range Daily Early every morning about The previous day 01 15 Weekly Every Sunday in the early The previous week from morning about 01 15 Sunday to Saturday Fortnightly Every second Sunday in the The previous fortnight from early morning about 01 15 two Sundays ago to Sat Fortnightly reports are run urday on even weeks i e the second week of the year the fourth week of the year etc Monthly Early morning on the first The previous month day of every month about 01 15 Table 9 2 Scheduled reports delivery times If a user has their email address set in Paper Less Pro their username can be entered in the Recipients instead For example instead of entering joe123 domain org entering just joe will work 9 5 Advanced Reporting Options The following configuration keys can be used to configure report behavior Configuration keys can be edited at Options Actions Config editor advanced Config name Des
509. rules to control what type of docu 48 Quick Tour ments are allowed access to the printer Filter rules can be used for a variety of tasks such as e Enforcing good printing practices e Preventing queue jamming and hogging e Ensure printers are used for the purpose they are designed for Filter options include Control by the jobs cost Control by a document s page count e Denying jobs based on their color mode e Filtering by document name e Automatically denying and deleting duplicate documents Example To apply a filter preventing jobs over 100 pages Under the Printers section select the printer to which the filter should be applied Click on the Filters tab Scroll to the Page Count section Click and select the deny jobs based on number of pages af on Enter in 100 in the maximum filed Summa Advanced Charging Fiters Recent Jobs Statistics Filter Scope E only apply filters to restricted users Spec y how fiters should be applied to users Maximum Cost Fiter by document cost This fiter is used to prevent users from accidently using an excessive amount of their allowance in a single document C Deny print jobs based on document s total cost Page Count Fiter by the number of pages within a document This fiter may help accomplish tasks such preventing large Minimum 0 Maximum 100 documents on slow printers or small documents on specaist high volume printers M D
510. run the user client software on laptops To use popup authentication the client software must be installed and running on the un authenticated laptops You should make the client available for your users along with in structions of how to install the software on their laptops The software can be easily in stalled on all common operating systems Windows Mac and Linux For more information on installing and deploying the client software see Section 5 2 1 User Client Deployment 21 2 1 3 Step 3 Mark the printer queue as Unauthenticated By default Paper Less Pro trusts the usernames that are associated with the print job When printing from unauthenticated laptops this username cannot be trusted By flagging the printer queue as unauthenticated Paper Less Pro will no longer trust the username and will prompt the user to authenticate Advanced An alternate approch on Windows networks is to enable the unauthenticated option at the user level on guest only rather than at the queue level To flag the printer as Unauthenticated 1 Log in as the built in admin user 2 Click on the Printers section 3 Select the printer you wish to mark as Unauthenticated 302 Print Authentication 4 Inthe Configuration section enable the Unauthenticated printer checkbox 5 Press the OK button to save the changes 6 Repeat this process for each printer that requires popup authentication enabled e Important Once the printe
511. rver and web services are written in server side Java I d like to investigate server cluster support The Paper Less Pro is designed as a cluster compatible application and supports clustering at all layers of the application For more information on configuring Paper Less Pro in a Microsoft Cluster environment please see Chapter 19 Microsoft Cluster Environments lf you d like to investigate clustering options on other platforms Linux please contact our support team 390 Appendix C Advanced LDAP Configuration Paper Less Pro supports the following LDAP server types out of the box e Novell eDirectory e Microsoft Active Directory e Unix NIS Posix and basic configuration options for these platforms environments are discussed at Sec tion 12 2 5 Using LDAP for user synchronization However other server schema types can be supported by defining the fields to query and the LDAP searches to perform These options are configured by adjusting config entries in the Config Editor which can be opened from the Options tab The following config items are available Config name Description Idap schema user name field The LDAP field that contains the user s username Idap schema user full name field The LDAP field that contains the user s full name Idap schema user email field The LDAP field that contains the user s email address Idap schema user department field The LDAP field that contains the user s de partment
512. s however the need for secured and authenticated access adds an extra somewhat complex dimension 21 1 About Authentication and Printing 21 1 1 What is authentication Authentication in a printing environment is the act of confirming the digital identity of the person who issued a print job Knowledge of the user s identity allows Paper Less Pro to offer the user access to functions such as allocating the cost of a job to their account or of fering them access to shared accounts In a Windows domain environment authentication is handled at the point of login using a username and password A web of trust is then es tablished between servers and services 21 1 2 Why does authentication pose a problem By default Paper Less Pro assumes the printer queues are authenticated and trusts the username that is associated with the print job It is this user is charged for for the printing On fully authenticated networks like 100 Windows Active Directory networks Paper Less Pro can trust the username associated with the job There are a few common scen arios where authentication is not as simple Generic common or shared user accounts e g generic student login Systems that auto login as a set user Unauthenticated print queues or print protocols e g LPR PS CON Users personal laptops that are not authenticated on the network Generic or shared login accounts are seen in some computer lab and network environ ments In t
513. s Pro has a special virtual printer called the template printer This is not a real printer but a special printer used as a template for printers added in the future The template printer is best described by an example 1 Jane is a network administrator at a local business She has implemented a print policy across all printers as follows a The page cost for a standard page is 0 10 b Double sided printing is encouraged with a 40 discount c A filter exists on all printers to prevent jobs of over 100 pages This prevents users from holding up the queues with large single jobs 2 Jane has set up her policy on all existing printers and then adjusted settings on a print er by printer basis depending on the type and functions 3 She has also set up this policy on the template printer Two months later Jane adds 4 new printers No change in Paper Less Pro needs to take place as the printers automatically set themselves up based on the settings in the template printer 5 When Jane has spare time later in the month she fine tunes printer configuration as required As the example shows the template printer not only helps alleviate future configuration work but also ensures a consistent policy is applied on printers by default It brings Paper Less Pro one step closer to the zero administration goal It is recommended the administrators take a few minutes to configure the template printer on any network of more than 100
514. s Pro on the first print event 20 1 3 2 1 Paper Less Pro CUPS Architecture The Paper Less Pro CUPS backend is a native compiled binary In Paper Less Pro docu mentation it is referred to it as a Print Provider a component that provides print event in formation to the Application Server It s responsible for analyzing the print job and then communicating this information to the Application Server component Communication is via an XML RPC based Web Services call This means that the backend does not even need to be on the same server as the system hosting the Application Server component 20 1 3 3 Samba Configuration Overview If the print queues are exposed to network workstations using Samba Samba Website http Awww samba org and a print system other than CUPS is used e g BSD LPRNG SYSV etc the smb conf needs some additional configuration The print command needs to be replaced with a Paper Less Pro command 1 Openthe smb conf e g etc samba smb conf 2 Under the global section insert the line print command home paperless providers print linux i686 samba print provide u Woy J ui Ta ku h wea m Wom p Sp s Wag a standard print command amp IMPORTANT The above information should appear all on a single line Note the use of the amp ampersand on the end of the line where standard print command is the command that would normally called for 290 Paper Less Pro on Linux printi
515. s an enterprise level application designed to be managed and controlled from a central location Multi server environments are common in large organizations and Paper Less Pro handles them with ease All servers are configured to report back to the central Application Server This ensures that all management logging and control is cent ralized on the one location These secondary servers simply run a light weight monitoring component and communicate to the central server via XML Web Services calls Would you like to run some of your printers on an alternate operating system such as Linux Again no problem Paper Less Pro supports mixed or heterogeneous networks as welll You can also use Paper Less Pro to manage local desktop printers directly attached to a workstation Just treat the workstation as a Secondary Server and install the monitoring component as normal See Chapter 14 Configuring Secondary Print Servers and Locally Attached Printers for more information 1 3 3 Three Shared Accounts Many organizations would like to track their printing on more than a per user level With the Shared Accounts feature users can allocate jobs to cost areas such as Faculties Depart ments Projects Clients Cost Centers or Pools Shared accounts are selected via a cus tomizable popup window Two popup window types are available e Standard A simple window design ideal for most users e Advanced An advanced window designed for the power use
516. s are a major operation modifying data en masse Best practice suggests e Always run a backup before proceeding with the import e First experiment test the import process with a small batch of users before moving onto the full batch 24 1 3 1 Batch Internal User Import File Format The import file is in tab delimited format and contains the following fields in the given order No Field Description Optional ile Username The internal user s Mandatory username If the policy is to use a username prefix for internal users in clude the prefix here e g guest user123 2 Password The user s password Optional although internal users can not log in without a password 3 Credit Balance The users credit Optional balance balance not set if blank 4 Restricted Status The user s restricted Optional restricted status Y N status not set if blank 5 Full Name The user s full name Optional full name not set if blank 6 The user s email ad Optional email not Managing Guests and Internal Users No Field Description Optional dress set if blank 7 Department The user s depart Optional depart ment or faculty ment not set if blank 8 Office The user s office or Optional office not location set if blank 9 Card ID Number The user s identity Optional card id card number number not set if blank 10 Card ID PIN The user s card PIN Optional card id num
517. s are located on the Options User Group sync tab There are five options to select Sync source this selects where the users groups should be imported from Active Directory Windows NT Domain LDAP or Custom provider Import users from Group use this setting to import a subset of users from a single group rather than the whole domain directory Delete users that do not exist in the selected source deletes users from Paper Less Pro if they no longer exist in the selected synchronization source This setting only affects users added via the synchronization source e g the domain and will not delete 187 System Management internal users e Update users full name email department and office when synchronizing if a user s details in Paper Less Pro do not match those in the synchronization source they will be updated e Update the users unique card identity number from the AD LDAP field allows a user card or ID number to be imported from an Active Directory or LDAP field specified For more information see Section 12 2 2 Importing Card Identity numbers from Active Directory or LDAP Import new users and update details overnight when selected synchronization will be automated to occur each night at approximately 1 15am This option will never de lete users from Paper Less Pro Notificatio User Group Sync Sync Options Sync source The sync options define where the user and groups are Win
518. s configured to allow Paper Less Pro to make SMTP connections e g add an exception or disable the SMTP block ing When anti virus is blocking email delivery Paper Less Pro will log errors like Mail server connection failed Software caused connection abort These errors are displayed in the application log or on screen when performing email notification tests If there are other SMTP connection problems you should check that your fire wall allows SMTP connections and that your SMTP server is configured to ac cept connections from the Paper Less Pro server 12 5 1 4 Configuring Email Addresses To send notification messages to users via email an email address needs to be defined for the user User email addresses can be entered in the User Details screen However if all email addresses match the pattern username yourdomain com then the email ad dresses can be defined globally using the global email suffix An example of how this works is as follows 1 An email notification needs to be sent to user brian 201 System Management 2 No email address has been defined in Brian s user details but a global email suffix of myschool com is defined in the Email Options section 3 To generate Brian s email address the username brian and suffix myschool com are combined to form the email address brian myschool com To define the global email suffix Navigate to Options Notifications Find the Email Options
519. s email address under Recipients Press Add MONAA The report is now scheduled to run every week and should now be shown in the table be low Joe will receive an email every Sunday showing the previous week s printing in his faculty To find out exactly when the report will be sent see Section 9 4 2 Details To see an example of what the report will look like press show example next to the report To manually run the report generate it and email to Joe now press run now The The run now operation also provides a convenient way to resend the previous period s report if the original delivery failed or if the email was accidentally deleted 9 4 1 2 Example 2 Division based reporting in business Mary is head of marketing division at a company She would like to see which printers her staff use most to make decisions about printer redistribution and purchasing Also of in terest are the sizes of paper being used and how much color printing is being performed To do this Navigate to the Scheduled Reports page Click Schedule a new report if the panel is not already displayed Choose the report Type of Group printing printer summary Pe Ge Under Optional parameters Group name enter Mary s division group name Mar keting on Leave the report Format as PDF Make the report deliverable every fortnight by setting Send report to Fortnightly N Enter Mary s email under Recipients 153 Repo
520. s memory that others and jam error on large jobs Implementing a page or job size filter at the target queue level may help prevent problems e A printer may not support the full range of paper sizes and may jam if an incorrect pa per size is selected The settings are overridden by the option Cost and filter settings are overridden by the target queue Please use this option with care and careful consideration B Important If used incorrectly the Cost and filter settings are overridden by the target queue option can be very confusing to end users For example the cost that is displayed in the release station and or client popup will be as calculated by the virtual queue settings If after the job is redirected the cost changes the user may become confused As a general rule don t override the cost or if it must be overridden communicate this situation to your users beforehand 11 3 2 Cross Server Job Redirection Paper Less Pro supports redirecting print jobs across print servers but due to technical limitations the print servers must be running the same operating system e g Windows to Windows Mac to Mac etc 11 3 2 1 Cross Server Job Redirection On Windows To enable redirection of print jobs from one Windows print server to another some addition al configuration is required This section covers the steps necessary to set it up The Paper Less Print Provider service is the Windows service responsible for inter acti
521. s responsible for locating and tracking the printers To in struct it to ignore a printer 1 Open the file app_dir providers print win print provider conf in a text editor such as Notepad 2 Locate the line IgnorePrinters and enter the full name of the printer on the right hand side of the equals line For example IgnorePrinters Office Printer 93 Advanced Printer Management Note This is the printer s locally assigned name and not the name of its network share If you have multiple printers to ignore then separate the each printer name with a comma For example IgnorePrinters Office Printer Copy Room Printer 3 Restart stop then start the Paper Less Print Provider component under Start Control Panel Administrative Tools Services 4 If the printer data is no longer required for reporting purposes log into Paper Less Pro s admin interface and select the Printers section then click on the printer to be re moved and select Delete printer from the Actions list 5 Test the changes by printing to the deleted printer and ensuring the printer does not re register itself in the system It if does verify the name assigned under the Ignore Printers setting is correct 7 1 2 On Mac The list of monitored printers is configured when installing Paper Less Pro To change the list of monitored printers run the script at Applications Paper Less Pro Control Printer Monitoring command Please read th
522. s that the above information should be copied to Please mq be careful as the operation is not H Template reversible Y printserver Canon BJ 2000 P inuxserver Canon B 2000 Z win2003 Canon B 2000 Z win2003 HP LaserJet SMP Figure 7 2 Copy settings from one printer to others 7 4 Renaming a printer To uniquely identify a print queue Paper Less Pro uses a combination of the hostname the print queue is hosted on and the printer s queue name If either of these change for ex ample because if the print queue is renamed or because the print queue was migrated to a new print server then a new entry will be created for the Printer List Future print logs 97 Advanced Printer Management will be tracked against the new printer name and the old printer name will still be available along with all its logs In some cases this is the desired behavior In other cases it may be preferred to rename the old printer to its new name so that logs and settings are maintained To rename a printer log into the administration interface and 1 2 3 Select the printer to rename via Printers Printer List Click Rename this printer from the Actions menu Enter the new server and print queue name B Important The print queue name may not be the same as the print queue s share name On Windows the print queue name appears in Control Panel gt Printers On Mac the print queue name can be found on the printer s Printer Info
523. s to display at the login page A lt br gt can be included to start a new line card and username instructions The instruction text that appears when us ing both card authentication and username authentication appearing in between the card entry and username entry fields A lt br gt can be included to start a new line logo image Allows a custom logo image to be dis played For best results the image should 165 Hold Release Queues amp Print Release Stations Config name Description be between 50 and 80 pixels in height PNG JPG or GIF images are allowed scale factor Allows to adjust the size of text displayed in the release station Higher value increases the text size Larger text may be preferable on high resolution screens or touch screens The default is 1 5 release cancel gui style Allows to set the GUI style of the release station actions The valid styles are link and button Setting it to button is useful when running release station on touch screens The de fault is link Table 10 1 Standard Release Station config settings d When running release stations from the server PCRelease share each workstation can have its own configuration file The config properties is used for default settings for all release stations but settings can be overridden by defining another configuration file for each release station These files should be put in the same directory and be name
524. screen showing the registration link 347 Managing Guests and Internal Users e Link text The text used for registration links on login screens The default link text is Register as a New User An example of alternate link text might be Guests click here to register Additional registration instructions This option allows providing additional instruc tions to users when registering and are displayed above the web based registration form Specific instructions will vary from site to site but could include information such as how to log in and print how to add credit to their account or where to find additional help e User must enter an email address Enable this option to require that the user enters an email address If disabled entering an email address is optional Allow user to choose their own identity number If enabled the user will be able to enter choose their own identity number The chosen identity number must be at least 6 digits and must be unique If disabled a unique identity number will be automatically generated for the user Identity numbers may be used for logging into some devices where only a numeric keypad is available e Allow user to choose their own ID PIN If enabled the user will be able to enter choose their own ID PIN The chosen PIN must be at least 4 digits If disabled a ran dom PIN will be automatically generated for the user e Prefix usernames with optional This prefi
525. scussed in more detail in Section 5 2 User Client The user client implements a number of command line options that change it s behavior Option Description silent The silent option tells the client not to report errors if it has problems connecting to the server If the server is unavailable at time of startup e g the client is not connected to the network or if the user does not cur rently exist in the database the client will simply sleep waiting for the condition to change This option can also be set by adding a silent y line to the client con fig properties debug The debug option tells the client to log activity to a file called user client log which will be created in the user s home directory This option can also be set by adding a debug Y line to the client con fig properties minimized The minimized option tells the client to start minimized On windows the client will be minimized to the task tray This option is recommended if the user s balance is not important to the user For ex ample if a user is only allowed to assign print jobs to a shared account then their personal balance is of little importance so the user client should be minimized This option can also be set by adding a minimized Y line to the client con fig properties noquit The noquit option tells the client that it stop the user from closing or quitting the client This option can also be set by adding a noquit
526. se information It s converted to ZIP format to minimize size If you re inter ested in viewing the contents of the file rename the file to zip and simply open itin any ZIP extraction utility If you have a question about your license or need assistance please email the Paper Less Alliance technical support team and they will be more than happy to assist you 16 2 Technical Support amp Further Information The Paper Less Alliance technical support team is always happy to assist customers with further technical questions Please feel free to contact us for assistance Contact informa tion is listed on our website at http www paperlessalliance com 243 Chapter 17 Deployment on an External Database RDBMS 17 1 Overview This section describes the process of running Paper Less Pro on an external relational database and describes why an organization would choose to do this By default Paper Less Pro uses an internal database product known as Apache Derby This database en gine was donated to Apache by IBM and was previously known as IBM Cloudscape 17 1 1 Why use an external RDBMS The internal Paper Less Pro database is stable scalable self maintaining and provides very good performance For this reason most organizations do not need to run Paper Less Pro on an external database system However there are some good reasons to run Paper Less Pro on an external RDBMS including Your organization has existing database
527. server set up notes as detailed in Chapter 14 Configur ing Secondary Print Servers and Locally Attached Printers Take care to define the correct name or IP address of the nominated application server set up in step 1 19 2 1 3 Step 3 Decouple service management from nodes By default the Print Provider component is installed under the management of the node To hand over management to the cluster the service start up type needs to be set to manual On each node navigate to Control Panel Administrative Tools Services locate the Paper Less Print Provider service Stop the service and set the start up type to Manual Repeat for each node in the cluster PaperCut Print Provider Properties Local Computer 2x General Log On Recovery Dependencies Service name PCPrintProwider Display name PaperCut Print Provider PaperCut service that montos pant jobs and sends t Devostion ithe print jobs information to the server E Path to executable C Progam Files PaperCut NG p Service status Stopped esm so f eme f newe f You can specity the stait parameters that apply when you start the service from here Startup ype Stait parameters Figure 19 1 Stopping the service and setting to Manual startup 19 2 1 4 Step 4 Adding the Print Provider service as a resource under the print spooler s cluster group 277 Microsoft Cluster Environments 1 Open the Cluster Administrator 2 Right cli
528. set all users including disabled accounts will be imported from the domain In an education environment it is recommended to leave this option on as often student accounts are disabled for disciplinary actions and removing the ac count from Paper Less Pro is not appropriate e Enable multi domain support This is an advanced option and is appropriate for larger sites running multiple trusted domains For example in an education environment it is common to have separate domains for students and staff teachers with a one way trust relationship This option can bring in groups OU s and users from both domains The list of domains is semicolon separated This list should contain the name of the domains in DNS dot notation and should include the name of the current domain if im porting from this domain is desired Trust domain relationships are a complex area and administrators are advised to use the Test button to verify that the settings result in the desired behaviour The total num ber of user accounts is a good measure 12 2 5 Using LDAP for user synchronization LDAP Lightweight Directory Access Protocol directories usually store information about user and groups in an organization One of the most common uses of LDAP is to provide single sign on on a network that comprises multiple platforms and applications When a network consists of only Windows computers then an Active Directory domain can be used But when there is a mix of
529. set by adding or enabling the auth ttl default line in the client config properties file Table A 2 User Client command line options The command line arguments listed above are usually used in the area method used to start the client a login script shortcut or the relevant registry key in HKEY_LOCAL_MACHINE Software Microsoft Windows CurrentVersion Run The command line arguments may also be set in the config properties file This is particularly helpful on Apple Mac systems where command line arguments are difficult to implement The config properties file is located in the same directory as the client ex ecutable on Linux and Windows On the Mac it can be found at app path PCClient app Contents Resources config properties Additionally settings may be changed at the user level by placing a file in the user s Library Preferences folder located at Library Preferences PCClient config properties The file should contain the options in a properties file form like user mary minimized Y windowposition top left windowtitle Print Balance 0 e Changing the time after which jobs are deleted when awaiting popup response If a user does not respond to the account selection popup after a defined time their print job will be automatically deleted This is to prevent a buildup of old jobs in the print queue The default timeout is 10 minutes and can be changed as follows 1 Navigate to the Options tab 2
530. shared account For example an organiz ation dealing with projects might allocate a shared account the project code 123 When this option is active it has several effects throughout Paper Less Pro including e The shared account list on the Accounts tab includes the shared account code e Reports dealing with shared accounts display the code e On the account selection popup dialogue of the user client tool the code is visible when entering i e it is no longer hidden by stars This allows charging to a shared account by code rather than scrolling through the dropdown list to find the correct account by name To activate this option e Go to the Options tab e Check the option Make shared account PIN code visible e Press Apply Apply to all documents in queue This option appears at the bottom of both the standard and advanced account selection popups When checked the settings being applied to the current print job will be ap plied to all waiting jobs automatically The text will let you know how many jobs this will affect e g Jobs 5 This setting is useful when printing a batch of documents for the same purpose For ex ample when printing a letter diagram and spreadsheet for a client the client account can be selected on the account selection popup along with any other appropriate set tings and the settings will be applied to all three jobs This saves the time taken to ap ply the settings for each job Changing
531. sible to control which users have access to color printing To implement 1 On the print server set up two print queues that point to the same physical printer 103 Advanced Printer Management Call one queue Grayscale Only and the other Color You will now have two printer icons logical printers each connected to the same physical printer 2 Share the printers as normal 3 Set Windows access permissions on each queue as required Users that require color access should be able to print to the color printer Other users should only be provided access to the black and white only printer Add the printers to Paper Less Pro and define appropriate costs 5 From the printer s Filters amp Restrictions tab in Paper Less Pro ensure that the Color Mode restriction is configured to Allow grayscale documents only on the grayscale printer 7 7 7 Advanced Setups Paper Less Pro provides printer management features that can be easily extended to more advanced network setups including Environments with multiple print servers e Monitoring of locally attached network printers e Central monitoring over Wide Area Networks WAN or VPN These topics are an advanced subject and covered in subsequent sections 7 8 Cost Adjustments Cost Adjustments are used in conjunction with the User Client s Advanced Popup see Section 8 4 2 Advanced Account Selection Popup or Manager Popup see Sec tion 8 4 3 Manager Mode P
532. snrrneenreenen 161 10 3 Release Station Configuration cccccecececeeeaeeeeeeeeeeeeeeeaeaaeteeeeeees 162 10 3 1 Enabling hold release support on a printer cere 163 10 3 2 Hold Release Queue Managers ccceeeeeeeeeeeeeeeeeeeeeeeaae 163 10 3 3 Standard Release Station Configuration ccceeeeeeeeeees 164 10 3 4 End User Web Based Release Interface Configuration 168 11 Find Me Printing and Printer Load Balancing cceeeeeeeaeeeeeeeaaeeeeeeaaeeees 170 PUIG Me Printing eeri aas ieeattcn de Sevcces SA E S 170 11 1 1 Implementation by Example cee cceeeeeeeeeeeeeeeaaeeeeeeaaee ees 171 11 1 2 Find Me Printing and Web Based Release 179 11 2 Requirements For Job Redirection Load Balancing or Find Me Printing Suara hettion San on pean ad 10h reed ne Nas ei tia 180 11 2 1 Compatibility Testing 2 0 0 0 cccecceeceeeeeeeeeee sees aaeeeeeeeeeeeeaeaaeaees 180 11 2 2 Find Me Printing Implementation Checklist ceeeee 181 11 3 Advanced Configuration cccccccccceeeeeeeeeeeeeaeaaeeeeeeeeeeeeaeaaenneeeeeees 182 11 3 1 Overriding cost and filter settings cceeeeeeeseeeeeeeeeeeeeeeaees 182 11 3 2 Cross Server Job Redirection ccccceeeeeeeeeeeeeeeeeeeeaeaaeeees 182 11 4 Printer Load Balancing ccceeeeecneeeeeeaeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeaaeeees 183 11 4 1 Example 1 Simple Load Balancing
533. ss Add 3 e amp 0 z o O Default Fax IP Windows Bluetooth AppleTalk Advanced More Printers Protocol HP Jetdirect Socket Address 192 168 1 100 Invalid or incomplete address Queue Leave blank for default queue Name LibraryColorLaser Location Library Room 2 Print Using Select a driver to use qa mmearerer oroo m vues se HP Laserjet 8100 Series HP Laserjet 8150 Gutenprint v5 1 3 HP Laserjet 8150 Series HP Laserjet 9000 Gutenprint v5 1 3 Figure 22 1 Setting up a printer direct on Leopard server using Jetdirect Test printing using a local application e g Print a web page from Safari Confirm that printing works as expected Important For new printers it is necessary to configure Paper Less Pro to monitor the new printer This is discussed in Section 7 1 Adding and Removing Delet ing Ignoring Printers e Important Continue to the next step only after printing from the server is working If you have problems see the troubleshooting section below 22 1 1 1 Optional Hardware Configuration Some high end printer models support other connection methods such as LPR IPP or even direct AppleShare or Boujour printing If the printer offers the option to disable these protocols e g via a web based configuration page take the time to turn these off This will minimize the chance of incorrect future configuration and minimize the chance of a work 31
534. ss to dozens of system func tions Maybe you have batch files or scripts managing back ups account creation or sys tem maintenance With server command you can quickly integrate Paper Less Pro into your existing infrastructure Some ideas 1 Schedule online backups to coordinate with your existing backup processes No need to take the system down to take a data snapshot 2 Create users in Paper Less Pro automatically and as part of your existing user cre ation scripts 3 Automatically import sync list of accounts from a file 3rd party system or existing dir ectory structure Great for Engineering and Architecture firms 4 Automatically schedule user group synchronization with Active Directory or another environment Have full control of how and when synchronization takes place See Section A 3 The XML Web Services API and Section A 1 Server Commands server command for more information 1 3 6 Six Hold Release Queues and Release Stations Do you have problems with users forgetting to collect their print jobs or other users acci dentally picking up the wrong document With Paper Less Pro s secure print release sta tion support administrators can alleviate many of these problems Paper Less Pro s hold release queues are also ideally suited to education environments and Internet Cafes where per print approval or pay per print is required See Chapter 10 Hold Release Queues amp Print Release Stations for mo
535. ssed via a web browser The act of a user releasing a job causes it to be charged to their account Release stations can be used without installing the client software on user s workstations The hold release queues are enabled on a printer queue level within Paper Less Pro More information on setting up and using release stations is discussed in Chapter 10 Hold Release Queues amp Print Release Stations To achieve authentication the Release Station will be run in release any mode 21 1 3 4 Choosing the right authentication option for your network The choice of the authenticatation approach depends on the constraints of your network and your requirements Below are some points to consider when making this decision e Popup Authentication Usually the most user friendly option but it requires the client software to be installed and running on all workstations that print In some environ ments it is not possible to mandate that software be installed on personal laptops e Release Station Authentication Users do not need any additional software installed but 300 Print Authentication the process of releasing a print job is more involved You must install standard release stations nearby all your printers or make use of the end user web release station If you are already using hold release queues then it makes sense to also use them for authentication 21 1 3 5 Handling partially authenticated networks Many sites have a
536. stem domain into Paper Less Pro An option also exists to import a subset of users from a given group This option is pertinent when it is known that only a subset of users will only ever use the printers amp 88 User group synchronization The system wil synchronise user and group information from a network domain or computer Please select the user information source User source Windows Standard Import all users Import a subset of the users e g a group or org unit This wil be selected on the next page lt Previous Next gt Figure 2 5 User sync configuration wizard page Options on Microsoft Windows include Windows Standard Active Directory or LDAP In a domain enviroment Active Directory is the default option as this offers access to Or ganization Units Nested Groups and other AD features Use the Test Settings to test and confirm your settings before continuing 2 1 4 5 Wizard Completion After completing the configuration wizard you will be presented with a user synchronization 15 Installation status screen and an option to Login Take some time to log in and browse the interface There are many options and now is a good time to have a look at some of the key areas of the application Take some time to explore 2 1 5 Step 5 Printer Configuration The printers should be automatically detected and listed under the Printers section If the printers do not display try printing a doc
537. stem wide settings Some of these can be changed via the normal options interface while others are designed for internal developer use and tuning and are only accessible via the config editor Any changes made in the config editor should be done with care as an invalid entry may require you to reinstall the system I d like to write some custom extensions Do you support this One of the business objectives of Paper Less Pro was openness The development team actually encourages this and can assist with detailed API documentation and 389 Troubleshooting amp Technical FAQ s source code If you would like feedback on your ideas please email our support team They would be more than happy to offer advice What external databases are supported Running Paper Less Pro on top of an external database is an advanced option This is discussed in details in system management section What is the internal database format Paper Less Pro s internal database is Apache Derby an open source database writ ten by IBM and based on IBM s DB2 Cloudscape database system The internal database has proven to scale very well and is suitable for networks of all sizes What language is Paper Less Pro developed in Paper Less Pro is developed under a number of languages and development envir onments The printer monitoring component and other native operating system inter faces such as user authentication are written in C C The application se
538. sually be suitable for printing on a laser printer The topic of printer driver compat ibility is discussed in detail in the section proceeding the examples below 11 1 1 Implementation by Example Implementing Find Me Printing is best described by way of example The following sections cover some common scenarios for implementing Find Me Printing 11 1 1 1 Example 1 Single Virtual Queue High School 11 1 1 1 1 Scenario East Beach High School has seven high volume laser printers of the same model at vari ous locations throughout the campus When sending a print job students must currently se lect the printer nearest to them before retrieving the document Students often send jobs to the wrong queue and rather than going to pick it up they re send the document to a closer queue and leave the original document uncollected The current print queues are named laser 1 through laser 7 with the number corres ponding to a label on the printer All printers are hosted on the print server called print server All printers are the same make and model using the same driver In the library there are two printers Laser 6 and laser 7 side by side The goal is to implement one central queue to receive all print jobs A release station will be set up next to each printer Each release station will allow users to have their job printed at the nearby printer 11 1 1 1 2 Implementation The first step is to create a new print queue on the prin
539. t lt quota_max_accum gt lt group_name gt the name of the group to set lt quota_amount gt the quota amount lt period gt the schedule period i e DAILY WEEKLY MONTHLY lt quota_max_accum gt the quota maximum accumulation amount Set to 0 0 to have no limit T use card lt user_name gt lt card_number gt Redeem a card and place the credit on the user s account lt user_name gt the name of the user with the account to credit lt card_number gt the number of the card to use perform online backup 358 Tools Advanced Start an online backup The back file is written to server data backups as a dated zipped XML file This process happens in the background perform group sync Start the process of synchronizing the system s group membership with the OS Network Domain s group membership A call to this method will commence the sync process and the operation will complete in the background perform user and group sync Start a full user and group synchronization This is equivalent to pressing the Synchronize Now button in the admin interface No existing users will be removed Whether or not full details for existin users will be updated depends on the current user group sync settings a defined in the admin interface A call to this method will commence the sync process and the operation will complete in the background perform user and group sync
540. t Uploading Documents for Printing app path server custom web as described in the following table File Name Description printer map html If this file exists it will be loaded as an HTML page and displayed in an iframe in place of the printer selection list The HTML may contain any content or images includ ing links to other pages which will also be loaded in the iframe by default printer map svg If this file exists it will be loaded as a SVG page and displayed in an iframe in place of the printer selection list The SVG may con tain links to other pages or other SVGs An SVG may be created using software such as Microsoft Visio or the free open source Inkscape http inkscape org and is a convenient way of displaying a map or floor plan with clickable links Table 18 4 Files used for custom printer selection in the Web Print wizard Any custom content placed in app path server custom web such as additional images can be accessed via a URL beginning with custom For example if a file named floor plan png is placed in app path server custom web it can be accessed via the URL custom floor plan png The custom printer map is displayed in an iframe with dimensions 776px x 400px If the content is larger than this then scrollbars will be visible the area will not be expanded to fit the content 18 5 2 1 Example 1 Creating a Printer Map Using an HTML Image Map This example runs throu
541. t Balance Gadget Used to display user s personal balance on the desktop or sidebar This is called PCcBalance gadget e The Environmental Impact Gadget Used to provide the users with feedback on the en vironmental impact associated with their printing activities Highlighting the environ mental aspects is useful in modifying a user s behavior towards printing For more in formation about how these values are calculated see the section called Section 12 7 Environmental Impact This gadget is called PCEnvironmentalImpact gadget 76 Services for Users Printing Impact Figure 5 30 The Environmental Impact Gadget amp 900 12 Figure 5 31 The Print Balance Gadget To install a Gadget 1 2 Log in as administrator Browse to the share on the Paper Less Pro server at server PCClient win Gadgets Copy all gadget folders to the local directory C Program Files Windows Sidebar Gadgets Users should now see the Paper Less Pro Gadgets as available Gadgets on the sys tem 5 5 2 Web Widgets Paper Less Pro also provides web widgets that can be easily embedded within pages on your intranet site These widgets work in a similarly to Google Web Gadgets or the Google Maps APIs All that is required is to paste a few lines of HTML JavaScript on your pages There are two built in web widgets that offer balance and environmental impact and look identical to the Vista widgets above However if the built
542. t server This queue will be a virtual queue with hold release enabled When students print to the virtual queue their job will be held and the release station the user releases the job at will determine to which printer the job is sent the job is pulled from the virtual queue to a printer near the user A new queue will be called ind me queue is created by the administrator on print server using the normal methods for the operating system in use The queue is created using the same driver that Laser 1 through laser 7 use The queue points to the IP ad dress of one of the printers this is not strictly necessary as the virtual queue is just a col lecting queue that forwards jobs to real queues however some printer drivers complain if they do not point to a real printer The administrator ensures that the print queue has registered itself with Paper Less Pro by checking the Printers tab of the administration interface Information about adding printers can be found in Section 7 1 Adding and Removing Deleting Ignoring Printers After creating of the new virtual queue the administrator performs the following 171 Find Me Printing and Printer Load Balan cing Navigates to Printers find me queue gt Summary in the Paper Less Pro adminis tration interface Changes the Queue type option to This is a virtual queue jobs will be forwarded to a different queue This reveals the Job Redirection Settings section The
543. t server e g by creating a new text file on wW Run the main Paper Less Pro installer on the Web Print server and select the Web Print server installation sandbox mode install option Configure the webprint user to run app path providers web print win service pc web print exe at lo gin e g by adding a shortcut to the user s Startup folder Reboot the system Ensure that the system automatically logs in as the webprint user when it starts up and that the Paper Less Web Print dialog is displayed shortly afterwards 8 PaperCut Web Print ng for new web print jobs is window or logout from this system This application is required to Figure 18 3 The Paper Less Web Print dialog See Section 18 6 Troubleshooting Web Print Problems for assistance if the dialog indicates an error Log into the Paper Less Pro admin interface and navigate to Options gt General gt User Features In the section titled Web Print Server ensure that the Status is OK If the status indic ates an error see Section 18 6 Troubleshooting Web Print Problems for assistance 259 Web Print Uploading Documents for Printing 7 Allow users to view shared accounts balances Enable Web Print allow users to uploads documents for printing Note The Web Print option must be enabled on printers before they will be available Web Print Server Status OK Ready waiting for new jobs Runni
544. tage Applies a percent age adjustment to the job cost Rates above 100 will in crease the cost while those below 100 will discount the job NOTE When mul tiple adjustments are applied with the manager popup the percentage adjust ments are applied last Per Job Adds subtracts a fixed amount to the total job cost Adds subtracts a fixed amount to each page in the job Per Page 0 00pp Examples 120 increases cost by 20 75 discounts the cost by 25 0 sets the cost to zero 3 00pj increases total cost by 3 00 1 00pj reduces total cost by 1 00 0 10pp increases cost by 0 10 per page 0 05pp reduces cost by 0 05 per page Table 7 1 Cost Adjustment Types If the option Always require manual selection is enabled then the default selected rate will read Select requiring that users manually select a charge rate every time they print Global cost adjustments are defined in Options Client Options These will be available for all printers Any adjustments defined at the printer level will be in addition to the global adjustments If an adjustment with the same name is defined at both the global and printer level the printer adjustment takes preference 7 Define cost adjustments Global cost adjustments Not configured Additional cost adjustments Default 100 Discounted 50 Premium 150 The user must run the popup in advanced mode
545. tallation process will take between two and five minutes depending on the speed of the system A system restart is not required but administrators are advised to perform in stallation on live production systems during periods of low activity for example not during backup operations or other administration activities 2 3 4 Step 4 Configuration Wizard After installation you will be prompted to open a web browser at ht tp server name 9191 admin to complete configuration The configuration stages are explained below 2 3 4 1 Administrator Password This is the master password for the main in built admin account This password is inde pendent of the operating system or domain passwords Keep knowledge of this password secure This screen also sets the system s physical location Ensure the location and lan guage setting is correct 23 Installation 00e Setup Wizard Configuration Wizard 4 gt c O nmp ocalhost 9191 admin OA Apple 167 News S71 ase Configuration Wizard Welcome This wizard will help you configure inital options and ready the system for use W this is the first time installing the application we highly recommend reading the quick start guide in the user manual Open the user manual Type in the password to be assigned to the master administrator account Please keep this password secure Username admin Verify password srere k Your system location is currently set to En
546. tandard adjustments to apply to a given print job Adjustments can be a percentage rate a per job adjustment or a per page adjustment For example a 200 adjustment could be defined for manually loading photo paper charge twice the standard cost Other common examples of ad justments include Mylar Film draft paper draft printing mode discounts for special customers jobs and extra for binding and manual handling These adjustments can be defined on the server at a global or printer level and are documented in detail in Sec tion 7 8 Cost Adjustments 4 Custom cost adjustments If none of the standard adjustments are applicable the print manager can easily apply a custom per page or per job adjustment 5 Comments on print jobs Allows assigning a comment to a print job for future reference e g to explain the reas on for the cost adjustments 4 Print Job Notification a amp Print Job Notification Manager mode popup for approved users only Print job details Document name Budget OpenOffice org Calc Printer server printer Pages 160 Cost 1 60 L Select a user Username or ID matt Venty Verified Matt Johnson matt 2 Select an account Account Sdence Faculty Or enter PIN code 3 Adjustments Standard 4 Binding 2 00 per job Color Paper 0 20 per page Staff Discount 30 0 Custom 0 00 per page per job 4 Comments Extra for color cover sheet Apply to al documents in queue Jo
547. ted Check the cost and details of the job 6 Click Print to release the job Please note that it may take up to 30 seconds for the printer to warm up after clicking Print G 4 Example 4 Refunding a print job for staff Selected staff members have been granted access to refund print jobs in the new print control system Reasons for refunding a print job may include e There was a paper jam or the document failed to print correctly The document failed to print at an acceptable quality As a staff member you will need to make an assessment about whether or not to issue a refund A print job may be fully or partially refunded A full refund is the more common scenario G 4 1 Refund To issue a refund e Log in to the Paper Less Pro administration interface at ht tp servername 9191 admin using your network username and password e Find the user to refund from the Users tab by entering their username in the Quick find box or clicking on their username e Click on the Print History tab This will list recent print jobs printed by the user with the most recent at the top e Look for the print job that needs refunding and click the refund link next to it 410 Example User Information Sheets A9 User Details kelly Figure G 10 Print History e Enter a comment and press OK P Refund Print Job Print Job Details Date Sep 8 2009 11 46 47 AM Charged to kely Pages 38 Document Presentaton Op
548. ted with other tools By de fault Paper Less Pro will import the card identity number from the user s pager number field i e the pager field This field was chosen because it is rarely used and is also edit able in the Windows user interface If this field is not suitable you can choose any valid Active Directory user field The list of standard Active Directory user fields can be found on the Microsoft web site here http msdn2 microsoft com en us library ms683980 aspx The field name entered in Paper Less Pro must be in the LDAP display name format For example if you want to use the Employee Number field then the field name entered into Paper Less Pro should be mployeeNumber as shown on the Employee Number attribute page here ht tp msdn2 microsoft com en us library ms675662 aspx e Important If the field name is entered incorrectly the synchronization will fail It is there fore important to test your configuration changes To test the changes press the Test Settings button If the card number is retrieved correctly then they will be listed as the 4th user field in the test output 190 System Management 12 2 2 2 Importing the Card Identity number from LDAP LDAP provides a very flexible way to store a variety of user related information The fields available depend on LDAP server being used and how that is configured Many LDAP servers also allow administrators to create custom fields to store additiona
549. tek Electronics General Lotek Electronics Intellectual property Skynet Skynet AntiGrav Engine Licensing Skynet Anificial Intelligence Rights ad SES Senah Rnhac and Riarlemail 262 Web Print Uploading Documents for Printing Figure 18 10 Web Print wizard step 2 account selection options Note The developers hope to be able to support grayscale and duplex print op tions in the near future 6 After selecting the print options and or account selection settings the third and final step in the Web Print wizard is to upload a document to print This page lists the ap plications and associated file extensions that are supported Web Print 1 Printer 2 Options BRA Grr Select a document to upload and print Browse The following file formats are allowed Application File Type File Extension s Microsoft Office Excel xlam xis xisb xism xlsx xltm xitx Microsoft Office PowerPoint pot potm potx ppam pps ppsm ppsx ppt pptm pptx Microsoft Office Word doc docm docx dot dotm dotx PDF pdf 2 Print Options Upload amp Complete Figure 18 11 Web Print wizard step 3 upload a document If a supported application file extension that is listed in Section 18 2 1 Supported Ap plications and File Formats is not shown on this page but you expect that it should be see Section 18 6 Troubleshooting Web Print Problems for assistance Once a document has b
550. tes are a major operation modifying data en masse Best practise suggests e Always run a backup before proceeding with the import e First experiment test the update process with a small batch of users before moving onto the full batch 6 7 1 Batch User Card Identity Update File Format The import file is in tab delimited format and contains the following fields in the given order No Field Description Optional ile Username The users user Mandatory name 2 User Card ID Num A unique card ID Optional card ID ber number for this user number not set if blank Ck User Card ID PIN The user s card ID Optional card ID PIN PIN not set if blank Table 6 3 User Card Identity Update File Format Other limitations Although any actual limit to the size of an update file should be large enough for any purpose we recommend keeping the file size below 10MB A simple way to create a tab delimited file is to create a spreadsheet in Mi crosoft Excel then save itin the Text Tab delimited format 6 8 Disabling user printing with time latches 90 Advanced User Management Paper Less Pro allows printing to be disabled for particular users using time based locks These time latches allow a user s printing to be disabled for a predetermined amount of time After this time has passed the user s printing is re enabled without the need for manual intervention Some examples of where time latches may be us
551. th er provision of this Licence Agreement Licensor shall be under no liability to you in the event of loss or damage suffered by you as a result of Licensor s failure to comply with this clause 3 and you shall indemnify Licensor in respect of any loss or damage suffered by Licensor as a result of your failure to comply with this clause Licensor s Rights You acknowledge and agree that the Program is proprietary to Li censor and protected under copyright law You further acknowledge and agree that all 413 Software License Agreement EULA rights titles and interest in and to the Program including associated intellectual prop erty rights are and shall remain with Licensor The Licence Agreement does not con vey to you an interest in or to the Program but only a limited right of use revocable in accordance with the terms of this Licence Agreement No Warranty Limitation of Liability 5 1 You acknowledge that the Program is provided on an as is basis without war ranty of any kind Licensor makes no representations or warranties regarding the use or performance of the Program Licensor expressly disclaims the warranties of merchantability and fitness for a particular purpose 5 2 Where local law or legislation implies in this Licence Agreement any condition or warranty and that legislation avoids or prohibits provisions in a contract excluding or modifying the application of or exercise of or liability under such contra
552. that has been con firmed to work with all models in the printer fleet The administrator ensures that all print queues have registered themselves with Paper Less Pro by checking the Printers tab of the administration interface Information about adding printers can be found in Section 7 1 Adding and Removing Deleting Ignoring Print ers After creation of the new queues the administrator performs the following on each new vir tual queue site1 example 1 Navigates to Printers site1 server find me queue Summary in the Paper Less Pro administration interface 2 Changes the Queue type option to This is a virtual queue jobs will be forwarded to a different queue This reveals the Job Redirection Settings section 3 The option Jobs may be forwarded to these queues determines which queues are compatible Because this virtual queue is capable of forwarding to all printers in the or ganization the Select all printers is clicked 4 Enables the option Enable hold release queue and sets Release mode to User re lease the default This ensures that jobs are held in the virtual queue and not auto 177 Find Me Printing and Printer Load Balan cing matically forwarded to one of the targets 5 Clicks OK 6 Repeats steps 2 through 5 for all other ind me queue s on each site server The next step is to configure a release station for each floor s print room 1 The administrator first configures a release stat
553. the Finder 3 From the Go menu select Connect to Server 329 Mac Printing in Detail Window Help Back Enclosing Folder eT Computer osc T Home QHH Network ORK b iDisk gt A Applications oxa fore 3 Utilities oxu Recent Folders gt Go to Folder HG Figure 22 17 Connecting to a Windows server Enter the pcclient share s connection details like smb server_name pcclient Where server_name is the name of the server hosting the Paper Less Pro server software e0 Connect to Server Server Address smb 192 168 1 50 peclient iis Q Favorite Servers Remove Figure 22 18 The PCClient share s connection string Enter password information if requested Drag the PCClient package over to the local hard disk s global Applications folder The copy process will commence 330 Mac Printing in Detail T itunes I WPreview web LI Work 06 gt Lingon Mail I Office 200 Test Drive Omniouttiner Show Package Contents Move to Trash Duplicate Make Alias 06 12 05 Create Archive of PCClient Copy PCClient Color Label x eeuveese skype Stickies Stuffit 10 System j Automator Enable Folder Actions Configure Folder Actions Figure 22 19 Command click and open the package 7 Command click on the newly copied PCClient application in the Applications direct ory Select Open Package Contents
554. the printer Do this on both the Print Server and all network Clients 2 Try the drivers included with the Windows CD Paper Less Pro supports the ma jority of drivers distributed with recent Windows releases 3 Try turning Enable advanced printing features as follows a On the print server Start gt Settings gt Printers b Right click on the printer and select Properties c Select the Advanced Tab d Turn off disable the Enable advanced printing features More information is available in our Knowledge Base http www papercut com kb Main EnableAdvancedPrintingFeatures 4 If you re still having problems email Paper Less Alliance support The develop ment team may be able to recommend a suitable set up or even supply a recent update supporting your hardware 5 Specific information on printer compatibility is discussed in the Paper Less Knowledge Base http www papercut com kb Information here might be of as sistance How do ignore not monitor or delete a printer The Print Provider may be configured via its configuration to ignore a printer For more information see Section 7 1 Adding and Removing Deleting Ignoring Printers The system is not displaying the correct currency sign Paper Less Pro will format the currency based off the operating system s default re gional settings If the default regional settings are incorrect the format can be changed by defining your location under Options Gener
555. the releases on option in the release station config file In the print room the administrator sets the option to the four printers releases on graphics print wf plotter 1 graphics print wf plotter 2 graphics print color laser 1 graphics print color laser 2 3 A separate release station is also set up next to each of the five remaining laser print ers in the department The releases on is set to the single adjacent printer in each case Now when a student prints from a lab computer to either virtual queue wf plotter or color laser their job will be held The student can visit the release station and see their job When the student releases their job in the print room the system will automatically im plement load balancing and select an available compatible printer This setup is illustrated in Figure 11 2 Multiple Virtual Queues Graphics Department B Important Load balancing may not be appropriate on the plotters if manual loading of pa per media is required as it is not possible to know beforehand which target printer will be selected In this case a separate release station may be required for each plotter 175 Find Me Printing and Printer Load Balan cing Workstation user sends print job to the virtual printer wf plotter hosted on graphics print Print Server graphics print The job waits in a hold release queue and can be viewed at the release station Release Sta
556. thentication token Press the Update button to the right to apply the change NO a PON This authentication token can now be used in addition to the built in admin user s password A 4 SSL HTTPS Key Generation During the install process Paper Less Pro generates a self signed key certificate issued for the host s machine name This key is used by default when the system is accessed via HTTPS on port 9192 The default SSL certificate provides good security however there are two downsides to us ing a self signed certificate 1 When users access the HTTPS site using a fully qualified domain name the browser will issue a Domain mismatch warning To avoid this warning re create the self signed certificate with the machine s fully qualified domain name see Section A 4 1 Re create the self signed certificate 2 The browser will also warn the user that the certificate is not signed by a trusted au thority To overcome this you must obtain a certificate signed by a trusted authority see Section A 4 2 Using a custom signed SSL key or if you already have one see Section A 4 3 Importing an existing SSL key Eliminating these warnings provides a smoother experience for the end users of Paper Less Pro A 4 1 Re create the self signed certificate The tool create ssl keystore can be used to re create the key certificate stored in a keystore file for a different hostname eliminating the browser domain mism
557. this complexity many organizations opt to simply disallow printing from user owned systems A common workaround in these environments is for users to send themselves a document e g via email on a USB drive and print from an in house system Web Print works in a similar way it allows a user to upload their file to an in house system known as a Web Print server and have this system perform the printing on their behalf With Web Print users are authenticated when they log into the Paper Less Pro end user web interface Any documents they upload can then be tracked against their user name Users have access to the standard selection of features normally available for in house printing including access to shared accounts User Workstation 1 User uploads document via a simple web interface Web Print System or VM Primary Server S 2 Document is sent SS to the Web Print system for conversion to a print job 3 Web Print server prints document on behalf of the user Printer Figure 18 1 Web Print architecture overview 18 1 Key Features Some of the key features of Paper Less s Web Print solution include e Simple wizard style interface accessed from any web browser e Users authenticate with their regular network domain logins 100 web based No drivers or client software required e File uploads with progress indicator in the style of GMail attachment uploads 253 Web Print Uploading Documents
558. this possible The SYSV style start script included should work with all systems using an etc rc d style boot process Some administrators may wish to replace the app server with a custom script that better fits in with their Linux distributions style guide Administrators should consider storing this script outside the Paper Less Pro install structure so it s not overwritten in any further upgrade Can run install Paper Less Pro under an account other than paperless No At the moment the installation and other scripts assume the existence of a user called paperless This may however change in the future E mail your thoughts to the development team Is an RPM or deb package available No At the moment we re supplying it as a self extracting and self installing archive This gives us the flexibility to support install over the top for upgrades and maintain full control over the installation process The process will also allow Paper Less Pro to run and install on systems not using RPM or apt We also plan on supporting other Unix based operating systems in the future such as FreeBSD and Solaris The cur rent installation method should work with all standard Linux distributions 20 7 2 General Questions Q A Is Paper Less Pro open source Paper Less Pro in not open source in reference to it being available under the GPL or another popular open source license Source code is however provided to custom ers AS a compa
559. tically charge to a shared account M print jobs before they are sent to the printer These options require running the user client tool on Charge to account wor ns workstations Science Department 9 Scence Department or Acne Corp Reports When shared account is selected Charge shared account O Charge personal account and allocate to shared account for reporting Figure 8 21 Account selection option to automatically charge to a shared account 8 5 Account Selection in Non Domain Environments Workgroups Many small networks may not be controlled via a central domain server These networks are sometimes referred to as workgroups or peer to peer networks On these networks users may not log on to their desktop or computers may be shared by multiple users The Allow user to perform printing as another user option may be useful in non do main logon environments User accounts can be set up in the system hosting the printers and users can select their account using usernames and passwords for each print job irre spective of which user account is currently logged onto the workstation Information to show in popup o Allow user to charge to their personal account C Allow user to select shared accounts from Ist Allow user to select shared accounts using a PIN E Allow user to perform printing as another user Figure 8 22 Configuration allowing only selection of other user accounts 139 Shared Accounts
560. ting network group and simply is a catch all group that represents all users list in the Paper Less system It is similar to the Everyone special group in Win dows Note Paper Less Pro sources groups and group members from your selected direct ory domain source There are however some situations where maintaining groups within the network directory source is not possible For example may you only have read access to the domain If for technical reasons it s not pos sible to define the required groups in your network directory groups may also be defined via a text file e g a tab delimited file Simply place your group definition file at the location app path server data conf additional groups txt See the template file additional groups txt tmp1 in the same directory for an example and further information 6 2 Setting up quota allocations In many organizations Paper Less Pro is used to control and restrict users to sensible use by allocating a quota or allowance a budget For example a user may be allocated 10 00 a week This type of control is particularly popular in schools and universities The process of quota allocation can be automated via the Groups section To allocate a 10 00 a week to members of the Students group Navigate to the Groups section Add the Student group via Add Remove Groups if not already listed Select the Student group Under the Quota Scheduling section select a period of Weekly and enter 1
561. tion When the user releases l the job the application p intelligently sends it to color laser 2 wf plotter 2 either wf plotter 1 or wf plotter 2 Figure 11 2 Multiple Virtual Queues Graphics Department 11 1 1 3 Example 3 Multiple Location Specific Virtual Queues Large Company 11 1 1 3 1 Scenario Acme Inc is a large organization with hundreds of printers located throughout They main tain a common printer fleet of grayscale devices and a smaller but matching fleet of color devices The existing grayscale devices use a naming scheme like sitel server B02_F12_G04 where B02 represents building 2 F12 represents floor 12 G04 meaning it is the fourth grayscale printer on that floor Color devices use the same naming scheme except the G is replaced with a c Each floor of each building has a print room with several grayscale devices and two color devices The organization also has multiple offices located and separate physical sites Each sites hosts their local print queues on their own local print server however all sites 176 Find Me Printing and Printer Load Balan cing exist in a single WAN and shared domain Through trial testing the IT administrators have confirmed that the Postscript drivers sup plied with the color devices also work with the lower cost grayscale only version of the printers This means that one common driver will work across the full fleet The main goals of the project are e Sim
562. tions will use IPP via CUPS If the printers are currently not installed and configured this task should be performed and verified before proceeding further 2 4 2 Step 2 Create the host user account and firewall settings Paper Less Pro runs and installs under a non privileged user account called paperless The installation location for the application is the paperless user s home directory Cre ate a user account on this system called paperless This is usually done by logging in as root and at the command prompt entering shell gt useradd d home paperless paperless The syntax for useradd and groupadd may differ slightly on different versions of Linux They may also be called adduser and addgroup The user s home directory the a option denotes the install location home paperless is the recommended location Administrators may however also consider alternate install locations depending on personal preference Alternatives may include e usr local paperless e opt paperless 27 Installation e Important This quick start guide assumes the install location is home paperless If an alternate home location is defined some of the paths listed in subsequent sec tions will require modification Some Linux distributions have strict default firewall policies Paper Less Pro uses TCP ports 9191 for HTTP and ports 9192 for HTTPS SSL and these ports must be open Take some time now to ensure these ports are op
563. to access cost adjustments Format rate 100 Binding 2 00pj ColorPaper 0 20pp J Always require manual selection Figure 7 6 Three cost adjustments defined at the printer level 105 Advanced Printer Management e W Print Job Notification m BH Print Job Notification Poper es Confirm the print and select the print action Print job detais Document name Chapter 7 Shared Accounts Printer maestro Brother HL 2700CN Color PS Pages 4 Cost 0 40 C Remember Tharge rate Photo Paper 200 0 7 Show on invoice raft Paper 80 0 Standard Paper 100 0 Transparency 130 0 7 Remember Code Preferred gt 00003 001 o A Marine park lobby 00003 004 p Tortoise training wheels 00003 003 v Wombat colocation 00003 002 C 00004 E Design 00004 003 a Distributer contacts 00004 002 LJ General 00004 001 Vv Intelectual property 00004 010 o 00001 o Aud 00001 002 a EPA compliance 00001 003 yy General 00001 001 oO Intellectual property 00001 100 C v C Apply to all documents in queue Jobs 1 Cancel Figure 7 7 Cost adjustments displayed in the Advanced Client Popup 3 Adjustments Standard 7 Binding 2 00 per job Color Paper 0 20 per page Staff Discount 30 0 Custom 0 00 per page JE per job Figure 7 8 Cost adjustments displayed in the Manager Mode Popup 7 9 Popup Authentication Paper Less Pro normally relies on the underlying operating system and the assoc
564. to plan a simple configur ation in the first phase then return to implement find me printing or load balancing in a later phase once users and administrators are comfortable with the basic features 11 1 Find Me Printing Find Me Printing is best described not by what it does but by the problem it solves Con sider a large organization with hundreds of printers The task of selecting the best printer from the list at the time of print can be daunting Organizations tend to mitigate this con cern using a number of methods e Naming Conventions network administrators will adopt a printer naming convention that helps users locate the best printer A common convention is to use the room name or floor number This is usually complemented by a sign on the printer itself e Location Adaptive Login Scripts in many respects a location adaptive login scripts is a most elegant solution The login script automatically adds the printers to the workstation based on the workstation s physical location denoted by the document name For ex ample any workstation containing Ivl2 in the name will have the two printers on Level 2 by default Users will only need to consult the full list of printers in the rare occasion that they wish to print to a printer outside their physical level room e Global Profile administrators map the best printer based on location globally on the workstation e g using rundl132 printui dll PrintUIEntry ga n server
565. to print to the printers shared on the system set up in step 1 Inside the Paper Less Pro admin interface the printers should have the manager only release option selected Desk staff can view and control pending print jobs their cost and other details via the web based release interface accessible at the URL http server_name 9191 release 41 Chapter 4 Quick Tour This section will guide you through the main areas of the application and cover some com mon management tasks 4 1 Navigation Before we jump in and start our tour of Paper Less Pro it is important to take some time to understand the application s navigation tools The subsequent sections detail the major user interface elements 4 1 1 Tabs Paper Less VT OC pomme by Papert Figure 4 1 Application navigation tabs Application areas are grouped into tabs that logically separate parts of the system Select ing a tab displays the controls and information related to that area Users will be familiar with the concept of tabs from many other applications 4 1 2 Actions e Rese f a8 Copy settings to other printer x Delete this orinter a View charging rules A View filter rules lid View filter rules y View recent jobs View statistics Figure 4 2 The Actions area Click to perform the action Throughout the application the Actions area lists a number of tasks or actions that can be performed The Actions list is always locate
566. to the master administrator account Please keep this password sacure Username admin Your system location is currently set to English United States If this not correct please change the setting below The location defines default currency and date formats Location System Default g Figure 2 7 Paper Less Pro Configuration wizard Installation Treat this password like your router modem management passwords It is in dependent of your domain accounts and needs to be kept secure 2 2 4 2 Default Print Cost This is the default cost per page assigned to the printers This setting can be changed on a per printer basis after installation Choosing a sensible cost now will help minimize future setup For example in the USA a value of 0 05 would be appropriate for many standard black amp white printers 2 2 4 3 Initial User Credit Users can be assigned an initial starting credit This ensures they have funds in their ac count as soon as the system is enabled An option also exists to control what happens when users run out of credit quota If you are evaluating Paper Less Pro it might be appro priate not to disable printing when a users funds run out This way you can be assured that user printing is not disrupted during the evaluation These settings may be changed after setup 2 2 4 4 User group synchronization Paper Less Pro extracts user information out of the System or Domain The options presented here w
567. to track and charge for color printer use on a monthly basis 3 4 1 Requirements The system must be easy to set up and maintain as there is no full time IT staff The system must work in a Windows workgroup environment Staff are to have unlimited access i e no budgets Poe Ni Staff need to allocate their printing to projects and cost centers so printing and drafting costs can be passed back onto the clients chargeback a Managers need access to view real time reports 6 Data should be able to be exported to Excel on a monthly basis for billing 3 4 2 Implementation 3 4 2 1 Initial Installation One system on the network needs to be allocated the task of hosting the printer and the Paper Less Pro application Users will print via this system so it needs to be left on most for most of the time An existing file server is ideal however someone s desktop system will also suffice must be left on at all times 3 4 2 2 Requirement 1 Paper Less Pro is well known for its ease of use It is a self maintaining system with a simple to use web based interface Apart from the initial set up and the recommendation to incorporate the application s data into a backup procedure no further technical adminis tration and support is required 3 4 2 3 Requirement 2 Workgroup environments are common on small networks They differ from a domain envir onment in that they are not centrally authenticated via a server USers may use a system
568. tomize the text visible at the top of the user client 209 System Management e display login instruction Used to display login instructions on the user password screen Qe Important Take care when using the Config Editor If you use the Config Editor incor rectly you may cause serious problems which can only be fixed by reinstalla tion of the application 210 Chapter 13 TopUp Pre Paid Cards Many organizations run Paper Less Pro in either a silent logging mode or as a way of en forcing sensible quotas On the other hand other organizations choose to run Paper Less Pro in charging mode requiring users to make payments in advance Recording and en tering payments can be a time consuming process for staff or system managers Paper Less Pro offers a web interface for user account management to assist with the process however there is still the need for someone to manually assign credit The TopUp Pre Paid Card system included with Paper Less streamlines the payment process and moves much of the manual handling over to the end user Cards are also known as e Vouchers e Re Charge Cards e Pre Paid Cards 13 1 Cards by Example The card system is best described by walking through the payment process 13 1 1 The User s Perspective Amy is a student at a local high school The school uses Paper Less Pro for their charging Amy is allocated 5 00 a week for printing and Internet use This week she has used
569. tor e g Notepad Locate the section titled SSL HTTP Configuration Remove the hash comment maker from all server ss1 lines Define the location of your keystore and the keystore and key password chosen above The file should look something like this server ssl keystore custom my ssl keystor server ssl keystore password password server ssl key password password Restart the Paper Less Pro Application Server and verify all is working If the server fails to start error messages will be recorded in logs located in the server s logs dir ectory A 4 3 Importing an existing SSL key If you have an existing SSL key with certificate you can import it into the Paper Less Pro keystore Reasons for an existing signed key include You have obtained an SSK key specifically for use with your Paper Less Pro Applica tion Server using a method other than using keytool as described above As a result you have a certificate with an attached private key either stored in the Windows certific ate store or in a so called PCKS 12 file with the file extension p12 or pfx Your organization s intranet as served by Internet Information Server or another web server uses a certificate that can be re used for Paper Less Pro NOTE Unless your in tranet server and Paper Less Pro run on the same server i e on different ports the server name of your intranet server will be different from your Paper Less Pro Applica tion Server
570. tors should consult Chapter 22 Mac Printing in Detail 3 2 2 3 Requirement 2 Multi server installations are commonplace on larger networks One system needs to be nominated as the primary Paper Less Pro server This system is responsible for running the brains of the system and storing all data The other servers secondary servers re port back to the central primary server via XML Web Services The system architecture deployment considerations and recommendations are outlined in Section 14 5 Multiple Print Servers 3 2 2 4 Requirement 3 Linux is becoming ever popular in the server space First web hosting and now common file and print services are being serviced with the Linux operating system Paper Less Pro is available for Windows Mac and Linux systems Not only that its architecture allows all three systems to run side by side sharing a common central server This school may ex periment with hosting printers on Linux by running a Linux based secondary server along side their main Windows servers See Section 14 3 Configuring a Linux or Novell iPrint Secondary Print Server for additional information 3 2 2 5 Requirement 4 35 Implementation by Example Quotas or allowances are allocated to users on a per group basis By adding network do main groups to Paper Less Pro that represent the respective student groups system ad ministrators can automate the allocation process See Section 6 2 Setting up
571. trieves toner information from supported printers using the SNMP net work protocol Most modern network printers allow the toner information be queried via SN MP Paper Less Pro can retrieve toner information for printers that meet the following re quirements The printer is networked i e it is connected to your network and not directly to a com puter with a USB or parallel port e The printer supports SNMP and it is enabled e The printer supports the SNMP standard for printers RFC 1759 that allows toner in formation to be retrieved in a standardized way Most network printers support this standard e The Paper Less Pro server can establish SNMP connections to the printer Ensure that your network e g routers firewalls etc allow SNMP connections between the Paper Less Pro server and your printers Paper Less Pro regularly updates the toner information to ensure the data is kept up to date 7 12 Printer Quick Reference 112 Advanced Printer Management How do view printing history Printing history can be quickly accessed via a number of areas The most appropriate area depends on the information required e To view a user s print history select the Print History under the user s details page e To view recent print jobs printed on a printer select Recent Jobs under the appropriate printer s details page e To view all print jobs printed on the network with advanced search and filtering options use th
572. ts The Paper Less Pro compatible setup procedure can be summarized as follows 1 Step 1 Install the printers on the server using a compatible driver 2 Step 2 Enable Printer Sharing 3 Step 3 Set up the printers on the workstations to point to the server s shared queue Each one of these steps is discussed in detail below 22 1 1 Step 1 Installing the printers on the server Install the printer on the system running Paper Less Pro using a compatible driver For ex ample a driver supplied by Apple or the manufacturer If there is a choice of driver opt for a Postscript or PPD based driver Follow the manufacturer s suggested setup procedure or Apple s recommended Queue setup procedure Apple Print Services Administration Guide if running on 10 5 Server If the manufacturer supports various connection methods we re commend using JetDirect Socket if possible Here is an example of a procedure that will set up a standard printer using a plain JetDirect Socket connection on all Mac versions server workstation 10 4 10 5 From the Apple Menu select System Preferences Select Print amp Fax Click on the button to add a new printer Click on the IP icon on the toolbar Select HP Jetdirect Socket in the Protocol list Enter the printer s assigned IP address NO a PWN For convenience give the printer a simple name without spaces 314 Mac Printing in Detail 8 Select the driver or printer model from the list and pre
573. ts can be exported to Microsoft Excel To access the Excel data click on the small Excel icon located next to the report name or the icon at the bottom of the print log 3 5 Scenario The Medium to Large Business SandComp is a large manufacturing company consisting of 3000 employees spread over 4 sites All sites are connected via a fast Wide Area Network WAN Printers are hosted on local servers with the largest site hosting printers in a Microsoft Cluster environment 3 5 1 Requirements Must support a Microsoft Cluster environment Must centrally store print data on a server located at the main office Must not cause disruption if the WAN link goes down between offices ESO Dates The consulting division needs to be able to track printing by project client matter format so costs can be passed back to their clients 5 The finance department needs secure print release on their shared printers stored in the utility room 3 5 2 Implementation 3 5 2 1 Initial Installation The implementation of Paper Less Pro in this environment would best be managed using staggered or step by step approach First the software should be installed and tested on the central offices clustered environment then rolled out to the other offices and finally the secure printing and client popups should be implemented A staggered approach is likely to minimize disruption allowing network administrators to focus on the tasks at hand 3 5 2 2 Requir
574. ttributes Black and white grayscale documents can be granted a discount over full col or An option also exists to discount and encourage double sided printing Discounts can be applied either as fixed amounts or as a percentage of document cost A practical example Mary has a color printer that supports letter and legal paper and du plex She would like to define rules to e Charge 1 00 per page for letter standard size color printing e Charge 0 40 per page if the users select grayscale black amp white a 0 60 discount for grayscale e Charge an extra 0 80 if they use large legal size paper e Offer a 50 discount for duplex to encourage double sided printing To accomplish this complex set of charging rules Mary should setup the Advanced char ging options for the particular printer as defined in the screenshot below Charging by Paper Size accu Category 51 00 This charging model provides the abilty to control cost based on categories All jobs are L A 4 eee charged at the base cost per page arge paper surplus larger than Legal or A4 Documents printed on large paper can be 0 80 Extraperpage charged at a higher rate a surplus while m le le ff f pene and duplex documents offered a Very large pa Surplus lerger than A2 0 00 Extraperpage Grayscale discount 0 60 Lessperpage Duplex discount 50 00 Percentless v Figure 7 4 Advanced differential charging example 7 6 1 3 Charging by Paper Si
575. tween two and five minutes de pending on the speed of the system A system restart is not required but administrators are advised to perform installation on live production systems during periods of low activity for example not during backup operations or other administration activities The default install location is Applications Paper Less Pro e Important Make sure you re installing the correct package The similarly named Paper Less Pro Secondary Server Installation pkg only installs part of the application and is designed for more advanced networks 2 2 4 Step 4 Configuration Wizard After installation the install will open a web browser window The configuration stages are explained below 2 2 4 1 Administrator Password This is the master password for the main in built admin account This password is inde pendent of the operating system or domain passwords Keep knowledge of this password secure This screen also sets the system s physical location Ensure the location and lan guage setting is correct ene Setup Wizard Configuration Wizard Eno il Ch tp localhost 9191 admin oma ON Apple 167 7 News S71 82 Configuration Wizard Welcome This wizard will heip you configure inital options and ready the system for use f this is the first time installing the application we highly recommend reading the quick start guide in the user manual N n u Type in the password to be assigned
576. u may like to take some time to explore the features of Paper Less Pro before continuing reading at Chapter 3 Implementation by Example or Chapter 4 Quick Tour Business users may be particularly interested in trying the popup client software as covered in Section 4 5 Client Software If desired the client software should also be deployed to other workstations This procedure is detailed in Section 5 2 User Client 2 2 Installation on Apple Mac e Important This guide assumes that you are installing on Mac OS X either server or work station hosting and sharing printers This guide will refer to this system as the server This represents the role of the system rather than the edition of the operating system Paper Less Pro equally supports both the server and work station versions of Mac OS If you re upgrading from a previous Paper Less Pro version please refer to the directions outlined in Appendix E Upgrading From a Previous Version The following section assumes the reader has knowledge of general Mac OS X server management Although the installation process is graphical it would be an advantage to have knowledge of the command line creating users edit ing configuration files and an understanding file permissions 2 2 1 Step 1 System Requirements Before proceeding with the installation the system administrator should take a few mo ments to verify system requirements Is the operating system versi
577. uced and needs to be rolled out across all shared accounts e Shared accounts are to be temporarily disabled For example over the holiday period when there should be no shared account based printing A particular group needs to be given access to all the shared accounts ig Warning The bulk account operations are one way and cannot be undone Always care fully consider the operation before proceeding If you are unsure of the function or behaviour performing a backup prior to undertaking the operation is ad vised The following tasks can be performed through bulk account operations e Adjust of set the accounts credit perform a transaction e Change the accounts restriction status 146 Shared Accounts Disable the accounts for a specified period of time Change the invoicing option Change the comments option Change the security settings 8 9 Advanced Shared Account Options It is possible to customize the functionality of shared accounts to suit a wide range of uses There are several advanced options available throughout Paper Less Pro to control this customization Make shared account PIN code visible When this option is active the purpose of the shared account PIN is changed Usually the PIN is equivalent to a password and can be required before a user is able to charge to a shared account When this setting is active the PIN is treated as a code instead that is a unique identifier for a given
578. ues Paper Less Pro is a multi user application designed to integrate with an authenticated net work The Macintosh system has a long history It s grown up from a single user desktop heritage and is now based on a full multi user Unix kernel However some single user isms remain and these can pose challenges for Administrators One area in particu lar is remote printer configuration and credential management Balance for tlock VW papercuL piz Figure 22 6 Paper Less Client on Mac OS X 322 Mac Printing in Detail When a network printer for example a shared Windows printer is added to a Macintosh system the Printer Setup Utility requests printer access credentials in the form of user name and password Any user that prints to this printer uses these supplied credentials This means that on the print server all jobs originating from this Mac system list with sup plied username irrespective of who s actually using the Mac This chapter discussed some of the multi user challenges and their solutions Macs can be set up to work with Paper Less Pro in a number of configurations or scenari os There is no one best set up The ideal solutions will vary from network to network and will depend on factors like e Your existing network configuration e The mix and makeup of operating systems used on the network e The underlying directory technologies Active Directory LDAP etc if used Whether Macs are used b
579. ues Three of these are variations of a web based interface and one is a software version that is typically used for dedicated release stations These interfaces are described below 10 1 1 Standard Release Station The standard release station is typically used on dedicated workstations located near by the printers It usually runs in a full screen mode that cannot be exited The release station can be run in a number of modes that changes its behavior depending on your needs These modes are described in Section 10 3 3 1 Release Station Modes 156 Hold Release Queues amp Print Release Stations For more information regarding deployment of the Standard Release Station see the app path release README txt file For information regarding configuration of the Standard Release Station see Section 10 3 3 Standard Release Station Configuration The release station scenarios below describe which mode to use for different situations Print Release Station Cancel All Refresh Your balance 297 58 Time User Document Printer Machine Cost Pages Action 16 04 16 chris my file PDF printserver John s P WinXP 10 00 200 Print Cancel je 16 04 16 chris Microsoft PowerPoint Win2003 HPLaser 192 168 0 2 75 55 Print Cancel L 16 04 16 matt Int www_slashdot org printserver Xerox C 192 168 1 1 4 90 98 Print Cancel 16 04 16 lames hittp www slashdot org Win2003 Xerox Col laptop 11 2
580. uildings style width 422px height 190px border none gt The usemap buildings attribute tells the image to look for an image map with the name buildings Image maps allow you to make parts of an image clickable For more information about the HTML lt map gt element see xhtml com s map element reference http xhtml com en xhtml reference map Now we define the image map lt map name buildings gt lt area shape poly coords href building a html alt Building A title Building A gt lt area shape poly coords href building b html1 alt Building B title Building B gt lt map gt Here we have defined a new image map called buildings with two clickable areas These areas are polygon shapes shape poly which means we can specify a list of points that will form the outline of the clickable area i e the area inside the points 269 Web Print Uploading Documents for Printing will be clickable Clicking the first area will load the page building a html The alt and title tags provide information about the link and display a tooltip when the user hovers over the area We have defined two areas and the pages they will link to but we have not yet defined the coordinates for these areas This is done using the coords attribute of the two area tags Using an image editor we can find coordinates for the outline of the two areas Most image editors including
581. ument as the first job will trigger registration 2 1 6 Step 6 Sharing Client Software The Paper Less Pro client software is located in the directory app path client This software needs to be shared over the network so workstations can access install the client application The directory is automatically shared in read only form as PCClient as part of the install process Confirm that you can access the client software via the network by browsing to server PCClient To install the Paper Less Pro Desktop Widget Application simply ask end users to open their web browser to ht tp server name 9191 content widgets paper less install html and click the Install Now button Hie is your peint usagt 7 Sheets printed me this week Pir pron a9 E Your monthly prin coas 10 92 AOU na m a oe Your environmental imprest since jon SCR se Trees 0 2 of a iros Corbon 1 1 kg ta Energy 34 4 hours pusu e cy pueg 4 ADOBE AIR Di SOMETHING Figure 2 6 The Paper Less Pro Desktop Widget 2 1 7 Step 7 Testing It is now time to test the system Installation Print a test document such as a web page or basic document Navigate to the printer section and select the Print Log tab Navigate to the Printers Print Log tab Your print job should now be listed in the log af on Your user account should also be charged an appropriate amount 2 1 8 What next This concludes the Install Guide Yo
582. unt using PIN Code PIN Code Perform print as user Username Password Apply to all documents in queue Jobs 1 Print Cancel Figure G 5 Shared Account Selection Popup Note Large documents might take a while to display the number of pages and cost G 2 2 Resolving Problems If the popup window does not appear or the icon is missing from your system tray the print control system may not be active and printing will be denied Please try restarting your sys tem or contact the network administrator if problems continue 408 Example User Information Sheets Re 3 37 PM Figure G 6 Printing balance icon in the system tray G 2 3 Printing Denied Message If you do not have enough printing balance for a job you will see a Printing Denied mes sage and your document will not be printed Message PRINTING DENIED Not enough credit You have tried to print 3 pages costing 0 30 There is 0 10 in the account Figure G 7 Printing denied message G 3 Example 3 Printing using a release station The printing procedure has been changed on the network Now when you print a job it will not print it immediately but instead will be held in a queue You will need to attend a re lease station and release the job to print This new system ensures that you are present and ready to collect your job Please follow the steps listed below 1 Select Print from your application e g File Print
583. uploads from users in this group Allowed user IP addresses a comma separated list of IP addresses Introductory message 100 MB Web Print is a service to enable printing for laptop wireless and unauthenticated users without the need to install print drivers Display Options Figure 18 14 Web Print settings in the admin interface Display currency sign Setting Description Enable Web Print allow users to uploads documents for printing Maximum document file upload size Only allow uploads from users in this group Allowed user IP addresses 265 When enabled a Web Print item will ap pear in the navigation menu of the user web interface and users will be able to use Web Print functionality When disabled this item will not be visible and Web Print func tionality will not be available to users If a user uploads a document greater than the specified size in MB their upload will be rejected This option may be used to restrict Web Print access to a particular group of users When this option is enabled users not in the specified group will not see the Web Print item in the navigation menu This option may be used to restrict Web Print access to a select IP address range For example access might be limited to systems on a wireless network i e force users on the wired network to use standard print queues Web Print Uploading Documents for Printing Setting Descript
584. ups may also be defined via a text file e g a tab delimited file Simply place your group definition file at the location app path server data conf additional groups txt See the template file additional groups txt tmpl1 in the same directory for an example and further in formation have two different networks with different username naming conventions e g j smith and jsmith Is this supported Yes There is a username aliases file that can be used to map usernames in one format to the format expected by Paper Less Pro Aliases are defined in the file app path server data conf username aliases txt See the comments in this file for more information Can manage my own set of users inside Paper Less Pro as well as instead of im porting users from a user directory Yes Paper Less Pro is designed to keep user management simple and automated but it is possible to manage users inside Paper Less Pro as well as or instead of using users from a user directory Users managed by Paper Less Pro are termed internal users For more information see Section 24 1 Internal Users users managed by Paper Less Pro 92 Chapter 7 Advanced Printer Management This section covers some of the more advanced printer management tasks Advanced printer management can be grouped into the following high level concepts e Activity monitoring e Encouraging appropriate use e Managing the addition of new printers This section a
585. ures whose password is assigned during the configuration wizard In large organizations it is likely that administrator level access will need to be granted to more than one person One solution is to give all persons the master password however the recommended approach is to assign administrator rights to these individual s network user accounts The advantages of this approach are e They can access the administration pages using their own username and password they don t have to remember another password e Different levels of administrator access can be assigned to the user Paper Less Pro in cludes an advanced Access Control List ACL allowing different administrators access to different functions and areas of the application e Most activity is audited so changes can be sourced to an individual 193 System Management Administrator access may be assigned at the group or user level Assigning admin access to a group is convenient for giving the same permissions to multiple users Assigning ad min access to a user is useful when specific permissions are required See the following sections for more detail Important Paper Less Pro allows different levels of administrator access to be defined via access control list The access list is presented as a series of checkboxes en abling or disabling access to selected features or application areas For security reasons it is advisable to e Grant the user s own accou
586. user actions LI Access groups section C access shared accounts section C Perform bulk account actions C Access printers section Change printer settings Allow access to All printers 2 LJ Edi print log detais C Access intemet section I Access reports section Access cards section o C access options section Access admin rights settings C access application log section mary Mary Jane show hide details remove ox anan Cancel Figure 12 5 The list of users and groups granted admin access 12 3 2 Assigning Administrator Access to a User Assigning access to an individual user is suitable when the access rights are specific to that user For example the junior system administrator mary might be assigned access to all functionality except the ability to grant administrator rights to other users Assigning the user with login name mary all admin rights except the ability to grant admin rights to other users Log in to the system as the built in admin user Navigate to the Options Admin Rights page 3 Enter mary into the field titled Assign administrator access to this user and click Add User 4 By default mary will have access to all features To change this click on the show 195 System Management hide details link to the right of mary s entry 5 Deselect the access right Access admin rights settings for mary Click on the Appl
587. users P Printer List Printers Quick find lt lt lt 122 gt 2 gt i Total Total Printer Page Cost Filtered Pa Jobs No fiters 0 Template Printer gt linuxserver HP Laserjet SMP 0 08 simple No fikers 0 0 0 50 simple 96 Advanced Printer Management Figure 7 1 The Template Printer 7 3 Copying Printer Settings Another way to quickly configure printers and have a consistent charging policy is to copy printer settings costs filters etc from one printer to another ig Warning Copying settings to printers is a one way operation and cannot be undone Al ways carefully consider the operation before proceeding If you are unsure of the function or behavior performing a backup prior to undertaking the opera tion is advised To copy printer settings from one printer to another Navigate to the Printers tab N Select the printer you wish to copy the printer settings from The Printer Details screen appears Click the Copy settings to other printers action link Choose which settings to copy There is a choice of the cost and the filter settings Select the printers to copy the settings to oa e amp Press Copy to perform the copy Copy printer settings Source Select the printer and type of information to copy Copy settings from Win2003 Canon BJ 2000 5j Copy cost settings Z Copy fiter settings Target To printers Select the printer
588. using a PIN E Allow user to perform printing as another user When shared account is selected Charge shared account Charge personal account and allocate to shared account for reporting Figure 23 3 Enable perform printing as other user Install the client software on each workstation See Section 5 2 User Client When the user prints to the shared printer a popup will now ask users to enter their username and password 341 Chapter 24 Managing Guests and Internal Users Paper Less Pro is designed to keep user management simple and automated by synchron izing against an external user directory source such as Active Directory Open Directory eDirectory or LDAP This simplifies administration of the system by avoiding the need to manage a separate database of users passwords user details and groups Synchronizing against a user directory is the recommended way to manage user accounts and ensures e The tool is right for the job User directories are specifically designed for managing users and can provide a wide range of useful features It also allows for single sign on allowing users to log in with the same username and password across many differ ent applications e Scalability and centralization of user management Many applications may access the same user directory so the effort to set up users only needs to be performed once rather than once for each application e Application vendor neutrality
589. ustom signed SSL key ceceeeeeeeeeeeeeeeeeeeeeeeeaes 372 A 4 3 Importing an existing SSL key ccceeeceeeeeeeeeeeaeeeeeeeeeeeeeeeaee 374 A 5 User Client Options 2 0 00 ccccecececeeeeeee cece aaa eeeeeeeeeeeeaaaaaaeeeeeeeeeaeaaaaees 376 A 6 Stopping and Starting the Application Server ccccceeesseeeeeeeeeees 382 A 6 1 Stopping and Starting the Application Server on Windows 382 A 6 2 Stopping and Starting the Application Server on Mac 382 A 6 3 Stopping and Starting the Application Server on Linux 382 A 7 Automating Streamlining Installation on Windows cceeeeeeees 383 B Troubleshooting amp Technical FAQ S ccccceceeceeeeeeeeeeeeeeeeaeaaeeteeeeeeeeeaeaaeeaes 385 C Advanced LDAP Configuration 0 ccccccccececeeeeeeeeeeeeeaeaaeeeeeeeeeeeaeaaaaneeeeeees 391 C 1 LDAP Server Default Configuration ccccseseeeeeeeeeeeaeeeteeeeeeeeeeeaee 392 C 1 1 Standard Unix Open Directory cceeeeeeeeeeeeeeeeeeeeeeeneeeees 392 C 1 2 Novell eDirectory Defaults cccceeeeeeeeeeeeeeeeeeeeeeeeaaenteneeeees 392 C 1 3 Microsoft Active Directory Defaults 0 0ceceeeeeeeeeteeeeeeeeeees 393 D Capacity Planning tesia a aiaa aa Aa e a EREE RE 395 D 1 Database Sizing and Growth 0 cecceceee cece eeeeee ee aeeeeeeeeeeeeaeaaeaneeeeeees 395 D 1 1 Internal database growth 00 2 eee cece eect eeeeeenaeeeeeea
590. ve and possibly the installation process itself prior to the ac tual install The self extracting installer takes a number of command line arguments The e argument will extract the archive into the current working directory ready for inspection Further options and documentation is available via the he1p option Usage paper less pro setup sh e i 1 v n list e Extract the files and then exit without installing i Install after extracting the files default L List the contents of the archive and exit without extracting v Verbose Print the names of the files as they are extracted list The list of files to extract 20 1 2 The install process Even though the majority of the installation process is completed under the identity of the non privileged user account called paperless most administrators would like to know what the install process does The main steps are outlined below 20 1 2 1 Extraction The first stage in the install process extracts the archive to tmp or a location as defined 287 Paper Less Pro on Linux by an environment variable TEMDIR The command line programs tar and gunzip are used during this phase 20 1 2 2 Installation After extraction is complete the installation script is called The install script called in stall will present the EULA and request acceptance The script then determines the in stall location This is the paperless user s home directory
591. ve time by applying the most common set tings to all newly created accounts The Template Account can be found on the Shared Account List page of the Accounts tab za Shared Account List Shared Account List 3t Uodate Name Balance Restricted 50 00 Finance 0 00 No Figure 8 3 The template account Any settings applied to the template account will be applied to new accounts when they are created g Account Details Template Account Detais Se Details amp Balance Balance Selected users may charge to shared accounts 50 00 The account name should be unique and descriptive C Restrict the use of this account when balance drops to zero Access to the account is controlled ether va a simple PIN or via group level control as defined Enable Disable under the Security tab Enabled v Figure 8 4 Template account settings Some examples of where the template account might prove useful include e Applying common security settings For example if the Staff group should have ac cess to all accounts adding the group to the template account will ensure group mem bers can also charge to future accounts e Applying a starting balance The starting balance might represent the standard depart ment print quota or the amount of free printing a customer has before they are billed for the excess 8 2 Account Naming Guidelines Administrators are encouraged to create accounts as logically related groups
592. ved deploying ex pensive card based payment solutions however Paper Less Pro release stations allow this to implemented in a more cost effective way An example of how print release stations would be used in this scenario is Users print documents from a workstation without any assistance from staff The printed documents will be held in the queue until released by a staff member The user goes to the staff desk and asks for the document to be released Pe oN ae The staff member opens a release station the program or a web page finds the user s job notes the cost and collects the payment from the user on The staff member presses the Print button allowing the job to be printed 6 The user then collects the printed document from the printer If the user never pays for a print then the print job will be automatically deleted without any staff interaction To implement a pay per print hold release queue e In Paper Less Pro enable the hold release option on the printer s See Section 10 3 1 Enabling hold release support on a printer e In Paper Less Pro setup the staff to be a hold release queue manager This will allow them to log in to the manager mode release stations See Section 10 3 2 Hold Release Queue Managers e On the staff desk workstations run the release station in Manager mode See Sec tion 10 3 3 1 Release Station Modes e There are two release interfaces to choose from e Sta
593. ver_name gt lt printer_name gt lt minutes_disabled gt Disable a printer for a set period of time lt server_name gt the name of the server hosting the printer lt printer_name gt the printer s name lt minutes_disabled gt the time in minutes to disable 1 indicates forever delete printer lt server_name gt lt printer_name gt Delete a printer lt server_name gt the name of the server hosting the printer lt printer_name gt the printer s name Use All Printers to delete all printers on the specified server rename printer lt server_name gt lt printer_name gt lt new_server_name gt lt new_printer_name gt Rename a printer This can be useful after migrating a print queue or h print server i e t printer retains its history and settings under the new name Note that in some cases case sensitivity is important s care should be taken to enter the nam xactly as it appears in the OS lt server_name gt th xisting printer s server nam lt printer_name gt th xisting printer s queue name lt new_server_name gt the new printer s server nam lt new_printer_name gt the new printer s queue name add new group lt group_name gt Add a new group to the system s group list The group should already exist in network directory lt group_name gt The name of the group to add set group quota lt group_name gt lt quota_amount gt lt period g
594. via a URL beginning with custom For example if a file named header jpeg is placed in app path server custom web it can be accessed via the URL custom header jpeg 15 3 2 Login Instructions Some organizations may benefit from providing additional login instructions to users This can be useful for explaining which username or password to use in the case there are multiple logins or passwords at the site print CHARGES Please log in using your Active Directory domain login Username Password Language English Figure 15 4 Login Page with custom instructions 238 Advanced Customization A custom message may be displayed on the login page using the following config key Config name Description display login instructions A message to be displayed on the login screen above the username and password fields Table 15 3 Custom login instructions config key Please see Section 12 8 Using the Config Editor for more information about changing the value of config keys 15 3 3 Custom Printer Maps for Web Print A graphical map or other custom content may be used instead of the default printer selec tion list in the Web Print wizard For more information see Section 18 5 2 Designing Print er Maps Custom Printer Selection Lists 15 4 Customizing the administration web interface As the Paper Less Pro administration interface is designed for use by administrators there general
595. vices under two or more virtual servers For example two virtual servers may each host half of the or ganization s printers and hence sharing the load This is sometimes referred to as Active Active clustering all be it not an entirely correct term as the print spooler is still running in Active Passive Virtual servers cannot share the same service on any given node For this reason if the vir tual servers share nodes you ll need to manually install the Paper Less Print Pro vider service a second time under a different name This can be done via the command line as follows cd C Program Files Paper Less Pro providers print win pc print exe PCPrintProvider2 install The argument proceeding instal1 is the unique name to assign to the service The re commended procedure is to suffix the standard service name with a sequential number 19 2 2 Mode 2 Clustering at all application layers Mode 2 implements failover clustering at all of Paper Less Pro s Service Oriented Architec ture software layers including e Clustering at the Print monitoring layer e Clustering at the Application Server layer e Optional clustering at the database layer Mode 2 builds upon Mode 1 by introducing failover Active Passive clustering in the Ap plication Server layer This involves having an instance of the application server on each of the cluster nodes When one node fails the other automatically takes over the operation Both instances use a
596. vider layer The Paper Less Print Provider is the component that integrates with the print spooler ser vice and provides information about the print events to the Paper Less Application Server At a minimum in a cluster environment the Print Provider component needs to be included and managed within the cluster group The Application Server component The Standard 276 Microsoft Cluster Environments Install option in the installer is set up on an external server outside the cluster Each node in the cluster is configured to report back to the single application server using XML Web Services over TCP IP 19 2 1 1 Step 1 Application Server Setup Install the Application Server component Standard Install option on your nominated sys tem This system will be responsible for providing Paper Less Pro s web based interface and storing data In most cases this system will not host any printers and is dedicated to the roll of hosting the Paper Less Application Server It may be one of the nodes in the cluster however a separate system outside the cluster is generally recommended An ex isting domain controller member server or file server will suffice 19 2 1 2 Step 2 Installing the Print Provider components on each node The Print Provider component needs to be separately installed on each node involved in the print spooler cluster This is done by selecting the Secondary Print Server option in the installer Follow the secondary
597. viduals A good example would be a teacher approving printing on an expensive color printer e Authentication Hold Release queues can be used as a form of authentication in an un authenticated environment Users must authenticate prior to releasing their jobs allow ing Paper Less Pro to confirm their identity Paper Less Pro provides the framework and software interface to implement hold and re lease queues Users can interact with the Hold Release Queues e g release their jobs in a number of ways This normally takes the form of a Release Station a dedicated computer terminal located next to the printers however other interaction methods include access via a browser based interface Hold Release Queues are used for a wide variety of purposes de pending on the requirements of the organization This section outlines a number of these scenarios and also how to install and configure the release interface The simplest way to get started with hold release queues is to read through the scenarios below see Section 10 2 Hold Release Usage Scenarios and decide which best suits your needs These scenarios will outline the steps required to configure and manage a queue Hold release queues may be used to implement a find me printing environ ment See Chapter 11 Find Me Printing and Printer Load Balancing for details 10 1 Release Station Interfaces Paper Less Pro includes four different interfaces to manage hold release que
598. ware on the same system as the Paper Less Pro primary server It is the fastest and easiest way to get Web Print working Setting up Web Print in sandbox mode involves a sandboxed or virtualized system isol ated and dedicated to the task of processing Web Print jobs Sandbox Mode takes a little more time to configure but offers several advantages including improved security and more supported formats Primary Server Type Simple Mode Sandbox Mode Microsoft Windows Yes PDF only Yes All formats supported Apple Mac Available Soon PDF only Yes All formats supported Linux running CUPS Available Soon PDF only Yes All formats supported Novell OES Linux ae e Mode not sup Yes All formats supported porte Table 18 2 Web Print Setup Options by platform 18 3 1 Simple Mode Setup Simple mode involves running the Web Print software on the same system as the Paper Less Pro primary server It is the fastest and easiest way to get Web Print working It is suitable for testing Web Print functionality or where only PDF support is required In simple mode the Web Print software runs as a service background process or daemon that is responsible for watching a directory for documents e g PDFs submitted by users When a new document is detected the background process opens the document and prints it The service runs as a user that has rights to open the application and access print queues 18 3 1 1 Web Print Simple Mo
599. with the popup confirmation window 0 406 G 1 1 Popup Confirmation Dialog 0 ccccccesceeeeeeeeeeeeeeeeaaenteneeeees 406 G 1 2 The Printing Balance Window cccceeeeeeeeeeeeeeeeeeaaeneeeeeeees 406 G 1 3 Resolving Problems cccceceeeeeeeee cece aeaeeeteeeeeeeeeaeaaaaneeeeeees 407 G 1 4 Printing Denied Message ccceceeeeeeeeeeeeeeeeeeeaeaaenteeeeeees 407 G 2 Example 2 Printing with shared accounts for staff cceeeeeeeee 407 G 2 1 Shared Account Selection Popup Window c eeeeeeeeees 407 G 2 2 Resolving Problems cccccceceeeeeeeeeeeeeaeaeeeeeeeeeeeeeaeaaeteneeeees 408 G 2 3 Printing Denied Message ccececeeeeeeeeeeeeeeeeeeaeaaeneeneeeees 409 G 3 Example 3 Printing using a release station ceeeeeeeeeeeeeeeeeeeee eee 409 G 4 Example 4 Refunding a print job for staff ceeeeeeeeeeeeeeeeeeeee anaes 410 Gis lie RETIN teva ae orae ce ds ac eK Eaa ERA A Aaa vende eapeedethabwess 410 G 5 Example 5 Adding credit using a TopUp Pre Paid Card 8 411 H Software License Agreement EULA cceececeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeaeaaeeaes 413 xii List of Figures Tis THE user cient tool pice tecet si cetceoesttectedtreteges AEE EEEa REIN SNR EE RATON EERTE 5 1 2 The User Client account selection POPUP sssssssssssrsrssesssrsrrrrerssssrsrrrreresesnss 6 1 3 The Windows print QUCUC
600. work identity See Sec tion A 5 User Client Options for details e Teach the user how to add a network printer pointing to server printer e See the preceding scenario for more detail 306 Print Authentication 21 3 3 Windows print server using LDAP or eDirectory authentication The Microsoft Windows operating system does not play well in non Active Directory do main environments such as LDAP or eDirectory Although it is possible to configure a Win dows print server on any network Windows does not normally provide the ability to use LDAP as an authentication source Jobs will either list under a local Windows user identity or a guest account Paper Less Pro s popup authentication bound to LDAP can be used to work around this limitation 21 3 3 1 Preferred Method Set up the Windows server and install and share printers Set printer permission to allow printing from a general guest type account This will usually take the form of the built in guest account or a local account with a known user name and password e g printuser Configure printers on each workstation Ensure all workstation users can print and jobs list in the print queue under the guest account configured in the previous step Install the Paper Less Pro software Select the LDAP server as your user group source Paper Less Pro will then use this source for the user list and authentication See Sec tion 12 2 5 Using LDAP for user synchr
601. x will be applied to the username of all users registering via the web based interface E g if a user chooses the name john and the username prefix is guest their allocated username will be guest john This prevents name clashes with existing or future users from the configured user group sync source and immediately identifies the user as being internal e Confirmation message This message is displayed to the user after they have com pleted registration It may also be emailed to the user see next option Also email confirmation message to user If this option is enabled the confirmation message will be emailed to the user after registration if an email address was provided e An alternative to the Paper Less Pro client tool s authentication popup is to use a print release station in Release Any mode After ensuring that guest users have their own internal account this will allow users to submit a print job under a guest generic login then authenticate at the release sta tion and choose which job s they would like to release For more informa tion about setting up a release station see Chapter 10 Hold Release Queues amp Print Release Stations e To delete an internal user navigate to their User Details page in the ad ministration interface by clicking on the user in the User List then select the Delete user item from the Actions list The domain network level User and Group Synchronization settings and opperations do n
602. y be advantageous to set up two print queues for each physical printer the first queue without release station enabled for Windows users and the other with the release sta tion option enabled for Linux users 312 Chapter 22 Mac Printing in Detail Apple Mac printing is a complex topic and deserves its own chapter The developers star ted on Paper Less Pro for the Mac in 2006 Developing software on the Mac was an enjoy able experience and presented very few technical challenges The challenges instead came in the area of general printer setup and idiosyncrasies with printer configuration Mac administrators will be all too familiar with these challenges This chapter addresses Mac printer setup on both the client and server and presents solutions for common setup and deployment scenarios The Chapter is split into two sections e 1st Section Organizations hosting their print queues on a Mac e g Mac OS X Server e 2nd Section Organizations hosting their print queues on Windows Servers but support ing Mac clients In most cases only one section will apply on your network Jump to the relevant section as appropriate 22 1 Mac hosted print queues This section discusses printer setup on systems where the print queues are hosted on a Mac system For example Paper Less Pro is installed on a Mac system such as Mac OS X Server See the next section if your print queues are hosted on a Windows server This section assumes Mac O
603. y Domain B via LDAP The Paper Less Pro development team is happy to provide API documentation and sample source code to assist organiza tions with custom requirements For some working examples available in your current installation look in app path server bin linux i686 sambauserdir app path server bin linux i686 authsamba and app path server bin linux i686 src 242 Chapter 16 Licensing and Support This section describes how to install the Paper Less Pro license you receive after pur chase and also provides information about gaining support and assistance 16 1 Installing a License Paper Less Pro licenses are issued as a digitally signed file Installing the license file into the application enables the software for use within your organization To install the license file supplied by your vendor 1 Save the license file to your hard disk Files are typically named Paper Less Pro orgname license E Tip There is no need to unzip the file The file can be loaded into the system as supplied Log into the administration interface Navigate to the About section Scroll down to the Register section and click the Browse button Locate the license file saved in step 1 and click Open Click the Install license button NO Rw LV Verify license information is correctly listed in the About page Note The file supplied is simply a digitally signed and zipped text file containing your licen
604. y a single owner or multiple users The following sections outline common set up scenarios and their pros and cons Your solution may fit one of these scenarios or may be composed of a combination 22 2 1 Scenario One My Own Mac Single User Many networks particularly those in a business environment have a dedicated desktop system for each user This allows the desktop system s global settings to be customized for the user Common examples include e Dedicated computers used in a business e Staff laptops or desktops used in education 22 2 1 1 Requirements e Printers hosted and shared from a Windows or Linux server e Mac systems used by a single user or small group of known users e Each user has a domain account and password The username associated with the account on the Mac matches the domain username either the account used to login or the account set up as the automatic log in account e Running Mac OS X 10 3 or higher 22 2 1 2 Installation Check the user account information Start up the Mac and ensure the system is connected to the network From the Apple Menu select System Preferences Select Accounts Click MyAccount Uae ee ea Ensure that the Short name associated with the account matches the user s domain account username If not create a new working account as appropriate 323 Mac Printing in Detail Set up the printers that the user requires access to Open the Printer Setup Util
605. y button to save the change Verify that Mary can now log into the administrator interface but is unable to access the Admin Rights section 12 4 System Backups As with any application it is important to ensure that backups are performed regularly Pa per Less Pro includes a built in backup process that saves the state of the database to a file The in built backup functionality is designed to complement not replace a good sys tem wide backup policy and procedure The backup is stored in the industry standard XML format that is compressed using the standard ZIP format to reduce disk space on the serv er and your backup medium The use of these open standards ensures that your data is al ways available and accessible Paper Less Pro makes the process of managing backups simple by automatically perform ing a weekly backup The backup file is in the following directory app path server data backups The weekly backups are performed at 20 minutes past midnight on Sunday morning or as otherwise defined by the schedule weekly config key Please see Section 12 8 Using the Config Editor to find out how to change config keys In accordance with backup best practice the above directory should be regu larly backed up to offline media e g tape CD or remote server This will al low the data to be restored in the case the server hard drive is corrupted An example backup script called copy backups to remote server bat fou
606. y organizations use shared account to track printing expense A common strategy is to start the account off at a zero balance and let it count down into the negative By setting the account to restricted and allocating an initial starting balance shared accounts can be used as a budget control system as printing to the account is denied once credit is exhausted Paper Less Pro has support for advanced parent child account structures The subsequent account naming conventions section covers many of the common practices See Section 8 2 Account Naming Guidelines for more details Each account can also be assigned a PIN Code that helps uniquely identify an account Many users use the codes to represent cost centers clients projects etc These codes are often also used in other systems like the accounting system to identify these accounts consistently across the organization Once defined these codes can be used in the client software to quickly search for accounts and can also displayed in account based reports The account PIN code can be entered on both parent and sub accounts For example it is common to use parent accounts to represent clients and sub accounts to represent projects for those clients In this scenario the parent account code would represent a client code and the sub account code would represent the project code 120 Shared Accounts 8 1 1 The Template Account The Template Account is designed to sa
607. y to pre select the installer options such that there is no need to click through them when installing The options in table Ta ble A 3 Windows installer command line options are valid for the Windows installers for Paper Less Pro the main installer the user client tool and the card wizard Option Description SILENT or VERYSILENT Instructs the installer to be silent or very silent When silent the installation begins immediately and only the progress window is displayed When very silent installation begins immediately with nothing displayed If any errors are encountered the error messages are still displayed with either op tion DIR x dirname Overrides the default installation directory This can be used to install Paper Less Pro to a different directory than the default TYPE secondary_print Selects the install type options Server installer e full The Paper Less Pro server The default option secondary_print Install option to set up a secondary print server Only in stalls the print provider component GROUP folder name Overrides the default Start menu group folder into which Paper Less Pro is in stalled NOICONS Disables the creation of a Start menu group folder LANG language Specifies the language to use during install 383 Tools Advanced Option Description ation By default this is automatically detec ted based on your language sett
608. y update feature see Section 6 7 Batch User Card Identity Update however it is usually more convenient to automatically import them from Active Directory or LDAP Unlike other fields like full name and email address there is no single field used exclusively for card numbers For this reason Paper Less Pro allows specifying the field to import the card ID number from To enable importing the card identity number first enable the Update users full name email department and office when synchronizing and the Update the users unique card ID number from the AD LDAP field options Then enter the field name to import the card identity number from and press Apply For more information on the field names to use see the sections on Active Directory and LDAP below Important The card ID number must uniquely identify a user so you should ensure that no two users have the same card identity number The card identity numbers you have defined in your user source should be unique If Paper Less Pro finds a non unique card identity number it will not update the user s details and will display a warning in the synchronization results 12 2 2 1 Importing the Card Identity number from Active Directory Active Directory has a number of user fields that can be used to store the user s card identity number Some of these fields are editable in the user s properties in the Active Dir ectory Users and Computer tool but others can only be upda
609. your network in the future To streamline ac count setup Paper Less Pro offers the option of having new users automatically assigned initial settings such as starting credit privilege level and other settings based on their group membership Users are automatically added to Paper Less Pro when either e The user sends his or her first print job e Overnight during user group synchronization e When a manual user group synchronization is performed Taking the time to configure initial settings rules means one less job for administrators to perform The group based control offers maximum flexibility and ensures that it s possible to have a different set of initial settings rules for different types of users This flexibility is particularly important in an academic environment where students of different year levels need different settings For example an administrator may wish for new users belonging members of the Senior Students group to be allocated 10 starting credit and restricted access while all other students receive 5 00 starting credit New user creation rules are controlled under the Groups gt Group Details gt New User Settings section When a new group is added it does not provide any new user settings To enable user creation rules for a group the Use this group to define new user settings option must be enabled 83 Advanced User Management New User Settings Use this group to define new user settings
610. zes The charging by paper size mode is designed for printers with multiple trays and a variety of available paper sizes Administrators have full flexibility to define cost for each of the pa per sizes support by the printer For example printing a letter size page would cost less 100 Advanced Printer Management than printing a legal size page This mode includes options to enable discounts for gray scale and or duplex jobs Discounts can be applied either as fixed amounts or as a per centage of document cost 7 6 1 4 Charging by Paper Area This mode is designed for plan printers plotters or printers that support a variety of paper sizes For example many engineering firms use these types of printers for plotting CAD design diagrams Charging by area allows the cost of the print job to be a function of the paper area 7 6 1 5 Charging by Paper Length This mode is designed for plotters or printers that use a paper roll or fixed width media Charging by length allows the cost of the job to be a function of the paper plot length 7 6 2 How duplex discounts are calculated Many of the supported cost modes allow a discount to be applied to printing duplex docu ments The discount is entered as either a percentage or a constant amount per page It is important to understand that Paper Less Pro counts a single side of printing as a one page For example if you have a 50 page Word document Paper Less Pro will count this as a

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