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Facilities Manager – Local Device Tracking - Off-script.com

Facilities Manager

Local Device Tracking

The Information Collection Engine (ICE) can track print volumes on all types of devices, whether they are

networked or not. Devices that do not support SNMP or which are not connected directly to the network are

called Local Devices. In most cases, Local Devices connect to a computer using USB or parallel port. They

may or may not be shared on the network, but they are not directly connected to it.

By default, the Information Collection Engine will not automatically track Local Devices. The ICE obtains

this information by integrating with another software product, Print Audit 6. Print Audit 6 tracks every single

printing device at a customer site, including Local Devices and special types of printers like PDF writers.

WHAT INFORMATION IS AVAILABLE WITH LOCAL PRINTER TRACKING

Because there is no MIB information available on local printers, there is no information for Facilities

Manager to collect from these devices regarding toner or ink levels, error messages, or device status.

After installing Print Audit 6 to track local print devices, the local printers will report to Facilities Manager

only with a page count.

To include information in Facilities Manager regarding Location, Serial Number, and Life Count, please

follow the procedure starting on page 6.

Sharp networked printers – special note:

When installing a Sharp print driver to add a Sharp networked device, an LPR port is created (instead of a direct

to IP). This causes each Host (workstation) with a Sharp print driver installed to appear in the Print Audit

database as a local printer with that IP, which results in the appearance of duplicate printers in Print Audit

reports.

To resolve this issue, find the first duplicate printer in the Print Audit 6 Administrator panel, and using the

instructions found below on page 2, set up Automatic Merging of all subsequent printers. Put a check mark in

all three options for Applies to, and make sure to use the wildcard (*) for Device and Host name, so that it will

match on the IP address.

Once this is done, all of the printers with the same IP address will show up as the single correct printer, even if

other workstations add that printer using the Sharp built-in installation utility.

ENABLING LOCAL DEVICE TRACKING

There are four steps required to enable Local Device Tracking for a customer’s site:

1. Install and configure Print Audit 6, if it is not already present at the customer site.

(Instructions on how to install Print Audit 6 start on Page 8)

2. Deploy the Print Audit 6 Client to workstations that you want to track local printing on.

3. Configure local devices in the Print Audit 6 Administrator.

4. Enable Local Device tracking in the ICE configuration for the site.

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BEST PRACTICES

The following section describes best practices for managing local devices with Facilities Manager. Installation and

configuration procedures begin in the following section, starting on page 4.

CONFIGURE LOCAL DEVICES IN THE PRINT AUDIT 6 ADMINISTRATOR

Step 1: Merging Duplicate Printers

Shared local printer devices can show up multiple times in the Print Audit “Printers” list as the devices can have

different names, ports, or hosts. These duplicate printers can be merged into a single printer to simplify administration

on the Facilities Manager website. Automatic device merging can be used to automatically add new matching printers

to a merged print group.

Manual Printer Merging

1. Open the Print Audit 6 Administrator.

2. Click on the “Printers” icon to display a list of printers that have been detected.

3. Use CTRL-CLICK or SHIFT-CLICK to select the printer you want to merge. Note that the merged

printer name will be that of the first printer selected.

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4. Go to the top menu and select “Advanced”, then “Merge Printers”.

5. Confirm that you want to merge the printers by clicking the Yes button.

6. After merging, the merged printers will be shown with a “+” sign. You can click the “+” sign to view the

printers that have been merged.

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Automatic Device Merging

File based printers, such as Adobe and Microsoft XPS Document Writer, use a printer device driver to

perform document conversions and will appear as local printers in Print Audit 6/Facilities Manager. Each

workstation is considered a different host; therefore, these printers appear numerous times in the Print Audit

Administrator.

1. Open the Print Audit 6 Administrator.

2. Click on the “Printers” icon to display a list of printers that have been detected.

3. Click the New button on the toolbar to add a new printer for device merging purposes, or edit an existing

printer.

4. Click the Auto Merging tab.

5. Check “Local” as the “Applies to” type.

6. Fill in the values for Device, Host, Port, and Model. For each value you can enter either an exact match

value, or a wildcard match. The wildcard character is “*”. And you can place it at the beginning of the

match, the end of the match, or both. If you only want to match on the device name, enter only a “*” for

the Host, Port and Model.

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7. Click the Save button. A message box will appear asking if you are sure you want to merge these

devices.

8. Click the Yes button. Any existing printers in the list that match what you entered are deleted and their

jobs are assigned to the printer you are editing.

Please note:

As local printers do not have an MIB that can be queried, only minimal information regarding the device is

available. You will be able to see the Model of the printer (taken from the print driver), and the Host (workstation)

that it is attached to.

It is highly recommended that you print a configuration page from each local printer that you wish to track and

make a note of the location. You will then be able to enter the Serial Number, Life Count, and Location by

following the directions below.

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Step 2: Add Life Counts to Locally Tracked Printers

The Print Audit Client is not able to retrieve printer life counts from local devices, there fore, the Print Audit

Administrator allows you to enter the correct black and white and color page counts to these devices. These counts

will give a total life count for these devices.

1. Open the Print Audit Administrator.

2. Click on the “Printers” icon to display a list of printers that have been detected.

3. Double click on the printer.

4. Select the Advanced tab.

5. Change the “B/W total” and “Color total” fields to reflect the number that the device is currently reporting.

Only new print jobs submitted to the printer will be added to this starting value.

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Step 3: Add Serial Numbers and Locations to Local Devices

The Print Audit 6 Administrator allows you to manually enter the Serial Number and Location as the Print Audit 6

Client is not able to retrieve these values from local printers.

NOTE: Serial Number and Location fields can only be populated for local printers in the Print Audit 6

Administrator if these values are not already present in the Device Details in Facilities Manager. New scans

will not overwrite these fields in Facilities Manager.

1. Open the Print Audit 6 Administrator.

2. Click on the “Printers” icon.

3. Double click on a local device.

4. Click on the Model tab and enter the “Serial Number” and/or the “Location” values.

5. Click the Save button

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ENABLING LOCAL DEVICE TRACKING IN THE ICE CONFIGURATION

1. Log in the Facilities Manager website.

2. Navigate to Administration, then Customers.

3. Locate the customer you wish to enable local tracking for and click on the name of the site.

4. Click on the Information Collection Engine tab.

5. Enable local device tracking by clicking the Local Device Tracking checkbox.

6. Scroll to the bottom of the page and click the Save button.

7. The ICE will automatically begin tracking local devices the next time it scans devices at the site.

Please note:

Printing from a computer not running the PA6 local client will not increment the printer count.

Unprinted pages cancelled at the printer for various reasons such as jamming, will still be recorded as

completed in PA6.

8. The Print Audit 6 Database Communicator and the Facilities Manager Information Collection Engine must

be installed on the same computer.

9. Do not install the Print Audit 6 Client on your server unless there is printing being done from this machine.

10. You must use a Microsoft SQL Database if you will be installing the Print Audit 6 Client to more than 100

computers.

11. We suggest installing one Print Audit 6 Database Communicator for every 1000 workstations that will be

running the Print Audit 6 Client software.

12. Before enabling Local Device Tracking in Facilities Manager run the Print Audit 6 software for 30 days to

get a complete list of all devices that users print to. Once you have this list, merge duplicate local devices

in the Print Audit 6 Administrator.

NOTE: Ensure that the duplicate devices in the Administrator are the same physical printer. Once

the devices have been merged, there is no way to unmerge the page counts.

13. In Facilities Manager, set the Tracking Level of local devices to Silver.

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INSTALLING AND CONFIGURING PRINT AUDIT 6 AT THE CUSTOMER SITE

Print Audit 6 setup can be downloaded from our website at www.printaudit.com.

The Step by Step Walkthrough method is intended for network installations where multiple computers will

communicate with a central database. It is also useful if you wish to decide which components will be installed.

Step 1: Greeting

The installation welcomes you to Print Audit 6, press “Next” to continue. You can abort the installation process at any

point by selecting “Cancel”.

Step 2: License Agreement

This screen will present you with the Print Audit 6 End User License Agreement. You will need to select “I accept the

terms in the license agreement” before the setup process can continue. Press “Next” once you have read the

agreement and selected the appropriate checkbox.

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Step 3: Installation Type

Select the “Step by Step Walkthrough” installation type, press “Next” to continue.

Step 4: Select Destination Folder

This step lets you choose the folder you want to install Print Audit 6 to. If you would like to use the default folder,

press “Next” to continue.

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Step 5: Select Database Type

Print Audit 6 can use two types of databases; Microsoft SQL Server (6.5, 7.0 and 2000, 2005 or SQL Server 2005

Express Edition or SQL Server 2008 Express Edition) or Microsoft Access. Microsoft Access is easier to configure

while SQL Server is more robust and handles large user bases better. Microsoft Access does not need to be installed

in order to use Microsoft Access for database storage.

Select the type of database you wish to use and press “Next” to continue.

Step 6: Create New Database?

Print Audit 6 requires a Print Audit 6 compatible database to exist before it can store information in it. If you have not

yet created a database for Print Audit 6, choose “Yes – Create a new database”. If you previously created a

database, choose “No – Do not create a new database, I already created one”. Press “Next” to continue.

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If you previously selected to create a SQL Server database, you will see the following window. It is used to inform

you that the database will be created after Print Audit 6 setup finishes. Press “OK” to dismiss this information

window. If you see this window, proceed directly to step 7 in the instructions.

Step 7: Select Database Location (Microsoft Access Only)

This screen allows you to select where the Microsoft Access database will be created. You can accept the default

location (the My Documents folder for the current user) or press “Change” to select a new location.

You can also choose to automatically share the newly created database on the network. If you plan on running

reports from multiple computers, it is recommended you share the database by selecting “Share this folder across the

local network”. Optionally you can select what name you wish this folder to be visible as on the network by typing in

the desired name in the “Share Name” field. Press “Next” to continue.

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Step 8: Install Database Communicator

Print Audit 6 uses a component called the Database Communicator to facilitate communication between the database

and Client component installed on workstation computers. Usually one Database Communicator per 1000

workstations should be installed on a network. It is also highly recommended to install the database and Database

Communicator on the same computer that the Information Collection Engine is installed on.

Select “Yes – Install the Database Communicator”. Press “Next” to continue.

Step 9: Database Communicator Settings

The Database Communicator allows for two settings to be modified; location and port.

The location is the name of the machine on which the Database Communicator has been installed to. Since we are

installing the Database Communicator to this machine, the field is grayed out as Print Audit 6 automatically defaults

the entry to the name of your computer.

The port field is defaulted to 17520. In most situations this default port will work perfectly. If you are aware of another

application on your network using port 17520, you may change the communication port to one that is not used on

your network.

Press “Next” to continue.

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Step 10: Install Copy Audit

Users may track photocopy expenses by purchasing a hardware device called a Copy Audit. The Copy Audit device

is connected to a photocopier and records copy information to the same database as Print Audit 6. This data can be

used to generate reports for both printing and copying expenses.

If you have one or more Copy Audit devices on your network, select “Yes – Install the Copy Audit Communicator on

this machine”. If you do not have a Copy Audit device on your network or have already installed the Copy Audit

Communicator onto another machine, select “No – Do not install the Copy Audit Communicator on this machine”.

Press “Next” to continue.

Step 11: Select Components

Print Audit 6 gives you the opportunity to select which optional components will be installed to this machine. If you

are installing on the server, it is recommended that you do not install the Client.

Select components you wish to install and press “Next” to continue.

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Step 12: Ready to Install

Print Audit 6 now has enough information to proceed with installation. If you wish to make changes to any previously

entered settings, you can use the “Back” button to return to the appropriate screen. If you are happy with your

selections, press the “Install” button to install Print Audit 6.

Step 13: Installation Complete

Print Audit 6 will inform you when the installation has completed. In some circumstances, if system files need to be

updated during installation, Print Audit 6 may need to reboot the computer. If that is the case, you will be prompted to

reboot your computer.

If you selected to use a Microsoft Access database, the installation is now complete, however, if you selected to use a

SQL Server database, the next steps will review how to create a database, create users and set up all necessary

permissions for the database.

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Step 14: Enter Database Login Information (SQL Server Only)

After the installation of Print Audit 6 has completed, you will be prompted with the screen below.

Print Audit 6 will attempt to create a database on your SQL Server, however, it needs “sa” credentials before it can do

so. Enter your server name along with “sa” login and password into the appropriate fields. The “sa” user account will

only be used to create the database and will not be stored on your system. Print Audit 6 automatically creates a user

during installation with only enough permissions to function correctly. More information on the “PrintAudit” user

account can be found in step 16.

Optionally, you can use Windows authentication to create the database. Your user account will need necessary

permission to create a database, otherwise creation will fail. On some networks a “Network Provider” has to be

specified before Print Audit 6 can connect to your SQL Server. If you know of a specific network provider that is

required for your network, enter it in the “Network provider” field.

Click “Next” to continue.

Step 15: Enter Database Name (SQL Server Only)

Enter the name of the database you wish to create on your SQL Server. Print Audit 6 will automatically create all

necessary tables and structures in this database. Make sure the database name you are specifying does not already

exist on your SQL Server.

Press “Next” to continue.

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Step 16: Select Password for PrintAudit User (SQL Server Only)

Print Audit 6 automatically creates a user named “PrintAudit” and gives that user permissions to the Print Audit 6

database. The user permissions are limited to what is necessary for Clients to be able to connect to the database.

You should use this user account to connect to the Print Audit 6 database.

The window below allows you to set the password for the “PrintAudit” user. If a password is not entered, it will default

to “password”. Press “Next” once you have set a password for the “PrintAudit” user account.

Step 17: Ready to Create Database (SQL Server Only)

The Maintenance Wizard will now show you the summary of options you selected. If there is anything you wish to

change, press the “Back” button and make any required changes. If you are satisfied with the settings, press “Create”

to create a Print Audit 6 database.

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Step 18: Database Creation Complete (SQL Server Only)

You will see the screen below if the desired database has been successfully created. If the database could not be

created, Print Audit 6 will inform you of the errors and give you a chance to modify your settings.

Press “Done” to complete the Print Audit 6 installation. If you selected to install the Database Communicator during

this installation, proceed to step 19, otherwise you are ready to capture print information with Print Audit 6.

Step 19: Client Run for the First Time (SQL Server Only)

After installation is completed, the Print Audit 6 Database Communicator is automatically started. At this point you will

see the error message below. It indicates that Print Audit 6 could not detect your database settings. This is normal

behavior as we have not told the Database Communicator which account to use to connect to the Print Audit 6

database.

Press “OK” to dismiss this dialog and proceed to the SQL Server Login screen in step 19.

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Step 20: Enter SQL Server Login Information (SQL Server Only)

You will be presented with a SQL Server Login screen. The following information needs to be entered before we can

connect to the database; server, database, user and password.

The “server” field is usually the name of your SQL Server. If you have multiple instances of SQL Server, then the

server name needs to be entered in the following format “SERVERNAME\INSTANCENAME”.

In the “database” field, enter the name of the database you created for Print Audit 6 in step 15.

In the “user’ and “password” fields, enter the “PrintAudit” username and the password you set in step 16.

If you are using NT authentication, press the “Advanced” button to see advanced setting, otherwise press “Login” to

have the Print Audit 6 Database Communicator connect to your SQL Server and the Print Audit 6 database.

To use NT authentication, check the “Use NT authentication” checkbox.

Check the “remember password” option if you do not wish to have to reenter the password when the Database

Communicator is restarted.

In the “Network provider” field enter the same information you used in step 14.

The default for “Connection timeout” is 5 seconds. If you have a slow or congested network, you may want to raise

this value. This timeout determines how long Print Audit 6 waits before giving up attempting to establish a connection

to your SQL Server.

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The “Query timeout” field defaults to 60 seconds. This is the time Print Audit 6 will wait for a response from the SQL

Server after it has been sent a query.

Press “Login” to have the Print Audit 6 Database Communicator connect to your SQL Server and the Print Audit 6

database.

DEPLOY THE PRINT AUDIT 6 CLIENT

Print Audit 6 is a desktop application that you must install on every computer where you want to track local printing.

Users installing Print Audit must have Administrator rights, or you must use third-party tools that can install software in

a locked down environment. Installing Print Audit 6 across a network requires knowledge of the network design, user

rights and technologies available in your organization. Print Audit supplies various tools to aid in the network rollout

of Print Audit 6 software but these tools are meant to complement your organization's current desktop software rollout

procedures. If you do not have an established way to rollout software in your organization then we strongly advise

that you develop a software rollout plan for all desktop software before attempting to roll out Print Audit 6 software.

The Client component communicates print job information with a Database Communicator component, which is

usually installed on the same computer as the database. The Database Communicator receives print job information

from the Client component on workstations and saves it to the database.

The Create a Network Install method is meant to prepare Print Audit 6 for mass deployment. We suggest running this

type of install only after the database has been created and the Database Communicator is running on one of the

computers.

The result of going through “Create a Network Install” will be a folder with batch files useful for deploying using login

scripts, MSI files that can be used with Active Directory deployment using group policy, a CFG file that can be used to

modify which components are installed and a copy of the installer.

Step 1: Greeting

The installation welcomes you to Print Audit 6, press “Next” to continue. You can abort the installation process at any

point by selecting “Cancel”.

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Step 2: License Agreement

This screen will present you with the Print Audit 6 End User License Agreement. You will need to select “I accept the

terms in the license agreement” before the setup process can continue. Press “Next” once you have read the

agreement and selected the appropriate checkbox.

Step 3: Installation Type

Select the “Create a Network Install” installation type. Press “Next” to continue.

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Step 4: Network Installation Setup

The following screen explains what to expect from this type of installation. Press “Next” to proceed with creating the

network installation folder.

Step 5: Select Network Installation Folder

Files created during the “Create a Network Install” process must be placed into a folder. The window below will allow

you specify where this folder is created.

Additionally, when using login scripts to deploy, this folder will need to be shared across the network. The Print Audit

6 installer gives you the chance to automatically create a network share.

Select “Do not share this folder across the local network” if you do not wish to automatically share this folder, of

“Share the folder across the local network” if you are planning on using login scripts to deploy Print Audit 6. If you will

be sharing out this folder, enter the desired name for the network share in the “Share Name” field.

Press “Next” to continue.

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Step 6: Select Database Type

Select the type of database you wish to use and press “Next” to continue.

Step 7: Select Components

In this step, select which components you wish to have installed on all machines that this network installation will be

used to deploy to. By default, the Client component will be selected.

The Client component must be installed on every machine you wish to track.

The “Administration” and “Job Editing and Reporting” components can be pushed out to the entire network; however

we highly recommend they only be installed on a few machines.

Select components you wish to install and press “Next” to continue.

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Step 8: Database Communicator Connection Settings

The Print Audit 6 Client component needs to connect to the Database Communicator in order to communicate with

the database. This is done by entering the location and port of the Database Communicator.

Enter the name or IP address of the machine running the Database Communicator in the “Location” field.

Enter the port number on which the Database Communicator is listening on in the “port” field.

Press “Next” to continue

Step 9: Advanced Settings

There are four advanced settings that can be set during network installation.

“Suppress Reboots” – In certain environments, it is desired not to show any signs of new software being installed. In

those kinds of environments, the Print Audit 6 installer can be configured not to reboot upon completion (even if a

reboot is requested by the operating system). Notice that Print Audit 6 may not function correctly until computers

deployed to are rebooted.

“Do Not Create Uninstall” – If you do not wish to see an uninstall entry for Print Audit 6 in the Windows Control Panel

under Add/Remove Programs, check this setting. Notice that this will make it more difficult to uninstall the software

by both users and network administrators.

“Do Not Create Start Menu Icons” – In an environment where you wish to have very little indication that Print Audit 6

is installed, turning this option on will prevent Print Audit 6 from creating start menu items. Note that this will make it

more difficult to launch Print Audit 6 components such as Help.

Select desired options and press the “Next” button to continue.

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“Ignore Disconnected Status” – If you do not want the Client to track print jobs and store them locally if the Client is

not able to connect to the Database Communicator, check this setting. This will only take effect if the Client has never

connected to the Database Communicator. Once the Client has connected to the Database Communicator, the

Disconnected Jobs option in the Print Audit Administrator will over this.

Please note: If you select this option, there will no notification from the Client that it has never connected to the

Database Communicator.

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Step 10: Ready to Install

Print Audit 6 now has enough information to proceed with creation of the network install folder. If you wish to make

changes to any previously entered settings, you can use the “Back” button to return to the appropriate screen. If you

are happy with your selections, press the “Install” button to create the network install folder for Print Audit 6.

Step 11: Installation Complete

When Print Audit 6 finishes creating the network install folder, you will be presented with the Install Shield Wizard

Completed window. Press “Finish” to complete the installation.

Congratulations! You have successfully created a network installation folder for Print Audit 6. The contents of this

folder will help you deploy Print Audit 6 using login scripts, Active Directory and many more mass deployment tools.

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