Electronic Auditron Administration Report Software
Contents
1. WorkCentre Pro C2128 C2636 C3545 3 Select Start gt Programs gt Xerox Applications gt WCPS Auditron Report Tool to start the program Connection Manager x Machine Summary Information Software Version 0 001 04 026 Ser No KMM013023 Speed ppm 32 External Feeder PFP Output Device OCT I Auto Close 4 The PC window will briefly display the configuration of the machine in the Connection Manager window Select OK to close the Connection Manager window If you want the window to automatically close check the Auto Close box If the PC is not connected to the machine at this time no data will appear in the Connection Manager window Close the program ensure the USB Cable is properly connected and try again Page 9 of 19 Electronic Auditron Administration Report Software 5 Select Logon on the RptDoc window fl RptDoc Auditron Report Software px File Database Help Read Admin Report Head Usage Report Save Report wite Hepok 6 Enter the Auditron User Number in the Enter User Number window then select Verify f the User Number is valid the Enter User Number window will automatically close Enter User Number X User Number Serial Number Cancel KMmM 055500 mean If the User Number is not valid an error message will be displayed Close the message window clear the erroneous User Number reenter the correct U2. T i x Conc eC eC 0 H H H H H O0 NONS U NE M O 9 0 90 09 0 0 090 09 0 090 9 90 090 9 0 9 0 0 0 9 0 090 0 0 0 O O O O O 9O O O O O Ol O O O O O Ol Ol o oO o O oO o o o0 o NOTE The sample shown above is for the CopyCentre C32 C40 WorkCentre Pro 32 40 Information for the CopyCentre WorkCentre Pro C2128 C2636 C3545 would include additional Default Group Account and Multiple Group Account Access columns Information for the WorkCentre Pro C2128 C2636 C3545 would include additional Count and Limit columns for Black amp White and Color prints Page 14 of 19 Electronic Auditron Administration Report Software Tips for modifying the data file After you import it into your application you will probably need to adjust row and column widths in order to see all the data To add additional accounts copy a row with the type of account you desire and paste it in the new location Edit the pasted rows as appropriate At a minimum the account number and User Number will need to be changed User Numbers cannot be repeated or contain non numeric characters Under Account Type the number 1 indicates a General Account 0 indicates a User Account and 3 indicates a Group Account If the access information is blank and the file is written to the machine the machine will assume no access is required Under the Access Columns Auditron Administrator Machine Administrator General and Group Accounts 1 indicat
3. Help Read Usage Report Save Report Write Report Auditron Report Tool Status Ready Logon Please Confirm Fi N Are you sure you want to clear all account counters Page 18 of 19 Electronic Auditron Administration Report Software Known problems with the Auditron Report Software 1 The total number of accounts listed across the top of any generated report includes Account 0 This adds an additional account the machine default account to the total number of accounts that are active at the machine 2 After closing a report you must regenerate the report to view it again 3 During installation Windows XP users may be warned that the application is not certified by Microsoft This warning can be safely ignored In Case of Difficulty In the USA please call 1 800 821 2797 In Canada please call 1 800 939 3769 All other locations contact your local Xerox representative Page 19 of 19
4. an account delete the PIN for the account before importing the csv file to the machine Troubleshooting for writing a file to the Machine If you tried to write information to the machine and received an error message check for the following 1 There cannot be any repeated User Numbers 2 The User Number 1111 is reserved for account number 1 It cannot be used for any other account 3 There may be a typo such as non numeric characters in the User Number or other input field 4 The User Number cannot be greater than 12 digits 5 The number of accounts you are trying to write to the machine is greater than the number of accounts initialized on the Auditron system For information on initializing the Auditron to create potential user and general Accounts refer to the Training and Information CD that was delivered with your Xerox machine 6 Only a csv file created from an Auditron Administration Report can be written to the machine It must contain all the columns in an Auditron Administration report An Auditron Usage Report in csv format cannot be written to the machine Page 17 of 19 Electronic Auditron Administration Report Software Clear All Counts If you click on the Clear All Counts button and then confirm your selection all current counts will be set to zero Use of this button requires an account with Electronic Auditron Administrator rights fl RptDoc Auditron Report Software Iof x Fie Database
5. 31 PM Machine Serial Number KMiMO13023 Date of Last Counter Reset 4 90 04 Time of Last Counter Reset 6 54 32 AM Bay Copy Color Copy BAW Print Color Print Auditron Machine General MultiGroup Default Counts Limit Count Limit Counts Limit Count s Limit Admin i Access Access Group 35 765 835 9 321 473 False False False 1 16 000 000 16 000 000 16 000 000 16 000 000 o o o o True 1 000 000 1 000 000 1 000 000 1 000 000 411641 643 23 5 321 754 1 000 000 1 000 000 1 000 000 1 000 000 1 400 134948728627 8 211 739 12 376 2 356 1 000 000 1 000 000 1 000 000 1 000 000 121 183 1 2 3 NOTE The sample shown above was generated from a WorkCentre Pro C2128 C2636 C3545 Reports generated for different products will not include all of the same row and or column headings Page 6 of 19 Electronic Auditron Administration Report Software Electronic Auditron Usage Report The Electronic Auditron Usage Report shows the black amp white and color copy counts in each active User Account and in each active General Account The report also shows the black amp white and color print counts in each active User Account and in each active General Account for the WorkCentre Pro C2128 C2636 C3545 only This report does not include sensitive information such as User Numbers Access Rights or Account Limits Anyone with an Auditron account can capture the data for the Electronic Auditron Usage Report zx Electronic Auditron Admini
6. E oielelutess 18 Known problems with the Auditron Report Software ccccccccceeseeeseeeeeeeeeeeeeees 19 If you have difficulty with this software Call cccccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 19 Page 3 of 19 Electronic Auditron Administration Report Software Overview The CopyCentre C32 C40 WorkCentre Pro 32 40 CopyCentre C2128 C2636 C3545 and WorkCentre Pro C2128 C2636 C3545 have an integrated usage tracking and control system known as the Internal Auditron The Internal Auditron provides the capability to track the number of copies made by an individual user or the number of copies charged to an account accessed by multiple users For the WorkCentre Pro C2128 C2636 C3545 the Internal Auditron also provides the capability to track the number of prints made by an individual user or the number of prints charged to an account accessed by multiple users The Electronic Auditron Administration Report Software allows you to collect this data from these products using a PC In order to establish the Internal Auditron a person referred to as the Auditron Administrator assigns accounts to users and assigns a User Number to each User Account This User Number when entered at the machine allows the user to make copies The Auditron Administrator can also assign any of the following Access Rights to any of the User Accounts e Machine Administrator e Auditron Administrator e General Accounts e Multiple Gro
7. XEROX Electronic Auditron Administration Report Software for CopyCentre C32 C40 WorkCentre Pro 32 40 CopyCentre C2128 C2636 C3545 WorkCentre Pro C2128 C2636 C3545 User Manual November 2004 This software application is used to periodically collect or modify Electronic Auditron data on the CopyCentre C32 C40 WorkCentre Pro 32 40 CopyCentre C2128 C2636 C3545 and WorkCentre Pro C2128 C2636 C3545 products Contact Xerox if you have any questions about using this software and a specific CopyCentre C32 C40 WorkCentre Pro 32 40 CopyCentre C2128 C2636 C3545 or WorkCentre Pro C2128 C2636 C3545 model System Administrators Key Operators Electronic Auditron Administrators or their representatives who manage Auditron data should use this tool 701P23800 Xerox Corporation Global Knowledge amp Language Services 800 Phillips Road Bldg 845 17S Webster New York 14580 USA 2004 by Xerox Corporation All rights reserved Copyright protection claimed includes all forms and matters of copyrighted material and information now allowed by statutory or judicial law or hereinafter granted including without limitation material generated from the software programs that are displayed on the screen such as icons screen display looks etc XEROX The Document Company and the stylized X and identifying product names and numbers are registered trademarks of XEROX CORPORATION or Xerox Europe Limited Xerox Canada is a licensee of all t
8. e information is collected it can be imported into a variety of off the shelf software applications where it can be processed further After you save the file simply import the data file into your application The illustration below shows how a file will appear after it has been imported into Microsoft Access E Microsoft Access of x File Edit View Insert Format Records Tools Window Help m H S6RY sBes o els YW EEEIEE amp Account Table Account AccountType AccountTypeS __PIN__ TopStop CurrentCount TopStopColor CurrentCount gt i 1111 1000000 1000000 865584570616 1000000 1000000 187701935964 1000000 1000000 810436672572 1000000 1000000 956002371164 1000000 1000000 278112691241 1000000 1000000 698587420985 1000000 1000000 D User 206844180079 1000000 1000000 469302183209 1000000 1000000 D User 675288456770 1000000 1000000 O User 564124317729 1000000 1000000 0 User 949071855498 1000000 1000000 0 User 220665162400 1000000 1000000 0 User 901161726870 1000000 1000000 0 User 804869903206 1000000 1000000 0 User 032496356476 1000000 1000000 0 User 187560700126 1000000 1000000 0 User 307724395513 1000000 1000000 0 User 812086630184 1000000 1000000 O User 492746725521 1000000 1000000 D User 766537662849 1000000 1000000 D User 259093856984 1000000 1000000 D User 642383702081 1000000 1000000 0 User 716022392278 1000000 1000000 0 User 710442950528 1000000 1000000 0 User N A 16000000 16000000 D User Account N A 0
9. es access permitted and 0 indicates no access Page 15 of 19 Electronic Auditron Administration Report Software Writing Information to the CopyCentre WorkCentre Pro To write data to the machine you will need a User Number for an account that has Electronic Auditron Administrator rights and an Auditron Administration report file in csv format 1 Click on the Write Report button on the RptDoc screen fl RptDoc Auditron Report Software Iof x File Database Help Read Admin Hepat lt 3 Read Usage Report Save Report Le Auditron Report Tool Clear All Counts Status Ready logom 2 An Open window will appear allowing you to select the appropriate file Select a csv formatted file Open 2 x Look in Data ae pT Admin File name fAdmin090903 csv Files of type Comma Delimited File csv 7 Cancel h Page 16 of 19 Electronic Auditron Administration Report Software 3 Click the Open button and the data will automatically transfer to the machine A message will appear when the transfer is completed Completed X Accounts Modified Successfully 4 Click the OK button NOTE Changes will only be made to accounts contained in the csv file If other accounts exist they will remain unchanged NOTE If an account is deleted from a csv file the account will not be deleted from the machine when the csv file is imported To delete
10. he trademarks Adobe is a trademark of Adobe Systems Incorporated Microsoft Microsoft Excel Microsoft Access Windows Windows 2000 Windows XP are registered trademarks of Microsoft Corporation All brand names and product names used in this document are trademarks registered trademarks or trade names of their respective holders Electronic Auditron Administration Report Software Table of Contents VET VIO W sade EEE AAE AE E E A AAS E A E A 4 Minimum System Requirements neee 4 Electronic Auditron Administration Report Software Overview ssssesseee 5 Electronic Auditron Administration R port ccccccccccceeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeesenaas 5 Electronic Auditron Usage Report eeen ennnen 7 Types of Auditron Accounts Shown on the Reports seeeeeeeeeeeeeeeeeeeeeeeeeeeees 8 Collecting Data via USB Cable sssssnsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 9 Processing Information Offline ccsssssssssessssesseesesenssneseneeensesesnssesseneeeeenees 14 Tips for modifying the data file 2 ccccce ccc decedececenedenetetenene dene detenetedenenetedenenetedeneentess 15 Writing Information to the CopyCentre WorkCentre Pro ccccccceeceeeeeeeeeeeeeeeees 16 Troubleshooting for writing a file to the Machine cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 17 Clear All COUS Aana a cents soiling ied cea ia aeaa a n E E EA E
11. ies made by the Machine Administrator who uses Account 1 User Accounts 2 and beyond are for other users The Machine Administrator can authorize additional access rights including Machine Administrator Auditron Administrator and General Accounts to any of these accounts General Accounts The optional General Accounts can be made available to the owner of any User Account Once they have logged on with their User Number users with General Account rights can charge copies to any General Account rather than to their own User Account Group Accounts For CopyCentre WorkCentre Pro C2128 C2636 C3545 products each User Account is assigned a default Group Account Group Accounts provide accounting for groups of users such as budget centers When a User Account is incremented the associated Group Account is also incremented User Accounts can be given permission to charge against a Group Account other than the default account For more information on establishing and using the Internal Auditron refer to the Training and Information CD that was delivered with your Xerox machine Page 8 of 19 Electronic Auditron Administration Report Software Collecting Data via USB Cable To collect Internal Auditron data locally you will need a USB cable and a valid User Number 1 Locate the USB port on the machine 2 Connect a USB cable between the USB port on the machine and the PC CopyCentre C32 C40 WorkCentre Pro 32 40 p
12. parated csv Comma Separated format is appropriate for use with Microsoft Excel and other applications Enter the file name or use the Browse button to change the save location Only information saved in the csv file format can be written back to the machine Source File Name e erox WCPS Auditron Report Tool wCPS_AR OK Note Cancel Only Administration files saved in csv format can be written back to the machine File type is from the last report created Report Type in Source File Administration Report Save Format Microsoft Access Format C Comma Separated csv Destination File Name C Xerox WCPS Auditron Report Tool Data 4dmin Page 12 of 19 Electronic Auditron Administration Report Software 10 Click OK The PC will display a message acknowledging successful copying of the rpttool32 X IN The report has been saved successfully file You must close and reopen the program to connect to a different machine 11 Close the program and disconnect the USB Cable and PC from the machine If the cable is disconnected at any time before the RptDoc window is closed a Communication Status window will appear and notify you that communications have been interrupted This window may be closed without reconnecting the cable if all of the accounts have been captured Page 13 of 19 Electronic Auditron Administration Report Software Processing Information Offline After th
13. port includes e User Numbers for all active user accounts i e those with User Numbers assigned e the maximum number of black amp white and color copies available to each active User Account e the Access Rights assigned to each active User Account e the current black amp white and color counter values for each active User Account e the current black amp white and color copy counts from all active General Accounts i e those which have been used and contain a copy count e the current black amp white and color copy counts from all active Group Accounts CopyCentre WorkCentre Pro C2128 C2636 C3545 only e the default Group Account CopyCentre WorkCentre Pro C2128 C2636 C3545 only e the maximum black amp white and color prints available WorkCentre Pro C2128 C2636 C3545 only e the current black amp white and color print counts WorkCentre Pro C2128 C2636 C3545 only Page 5 of 19 Electronic Auditron Administration Report Software The Electronic Auditron Administration Report is only available to someone with Auditron Administrator rights This software will collect data only from active accounts A sample Electronic Auditron Administration Report is shown below MEE Electronic Auditron Administration Report Electronic Auditron Usage Report x Gfx a J 1 oft gt gt g crystal ese Electronic Auditron Administration Report Date Report Was Generated 5 6 04 Time Report Was Generated 2 17
14. ser Number and click on the Verify button to continue Page 10 of 19 Electronic Auditron Administration Report Software 7 Choose either Read Admin Report or Read Usage Report fl RptDoc Auditron Report Software EX File Database Help Read Admin Report Read Usage Report Save Hepat rae l 1A N amp gt ii Write Report Auditron Report Tool Clear All Counts If the User Number is associated with a User Account that has been assigned Auditron Administrator rights you will be able to select either the Read Admin Report or Read Usage Report button If the User Number does not have Auditron Administrator rights you can only select Read Usage Report When data transmission is complete the report type you selected will be displayed on your PC screen You can review it on the screen print it or save it as a file Page 11 of 19 Electronic Auditron Administration Report Software 8 To import this information into a database or spreadsheet application click on the Save Report button The Save Report window will appear NOTE The Save Report button is not available until after you have read a report from the machine fl RptDoc Auditron Report Software Piel x File Database Help Read Admin Henar Read Usage Report Write Report Clear All Counts Status Ready Logon 9 On the Save Report Window choose either Microsoft Access Format or Comma Se
15. stration Report Electronic Auditron Usage Report x ln gt M 4 1 of 1 gt gt of crystal Electronic Auditron Usage Report Date Report Was Generated Time Report Was Generated Machine Serial Number S 604 1 41 01 PM KMiMi0 13023 Date of Last Counter Reset Time of Last Counter Reset 43004 6 54 32 AM Account Biw Copy Color Copy BAW Print Color Print Number Count Count Count Count o 35 765 835 9 321 473 1 o o o o 567 643 23 521 754 1 400 8 211 739 12 376 2 356 121 643 23 521 754 133 43 215 72 4 350 45 215 75 12 5 5 1 75 12 42 12 2 93 7 12 2 3 1 240 70 4 000 150 NOTE The sample shown above was generated from a WorkCentre Pro C2128 C2636 C3545 Reports generated for different products will not include all of the same row and or column headings Page 7 of 19 Electronic Auditron Administration Report Software Types of Auditron Accounts Shown on the Reports User Account 0 The Auditron reserves User Account 0 to count copies made when the Auditron is disabled to accommodate those who may disable the Auditron during the working hours and enable during non working hours This counter is captured and displayed as a part of the report and is reset when all Auditron counters are reset User Account 1 This account is reserved for the Machine Administrator and always possesses Machine Administrator and Auditron Administrator access rights This account will count all cop
16. up Accounts CopyCentre WorkCentre Pro C2128 C2636 C3545 only Minimum System Requirements e PC with 90 MHz Pentium Processor and USB Port e Microsoft Windows 2000 or Windows XP e 20 MB free on Hard Drive e 64 MB RAM e A standard USB cable a PC is directly connected to the machine to collect data e CD ROM drive or Floppy Drive e Microsoft Access 97 or higher is recommended to process data collected in the mdb format e Adobe Acrobat Reader 3 0 or higher to view the instructions Page 4 of 19 Electronic Auditron Administration Report Software Electronic Auditron Administration Report Software Overview The Electronic Auditron Administration Report Software provides access only to the Internal Auditron information described in these instructions It cannot provide access to any image s or information that has been printed is currently being printed or is in the queue to be printed The software captures data and provides the following two reports e Electronic Auditron Administration Report e Electronic Auditron Usage Report Electronic Auditron Administration Report The Electronic Auditron Administration Report shows all of the details for Active Accounts Active Accounts are defined as e User Accounts that have an assigned User Number e General Accounts with a Copy Count e Group Accounts with a Copy Count CopyCentre WorkCentre Pro C2128 C2636 C3545 only Information within the Electronic Auditron Administration Re
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