XEROX Document Centre 240-265 Auditron Report Tool
Contents
1. WorkCentre Pro 65 75 90 in the Connection Manager window Select Close if the Connection Manager screen has not been set to close automatically If you want the screen to automatically close check the Auto Close box If the PC is not connected to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 at this time a window will briefly appear with a message to check the connection The software will continually attempt to establish communications If a successful connection has not been made within five minutes the software will cease trying and will leave a window with a request to Core Functionality not detected please try again 6 Select Logon on the RptDoc window The Read Write and Clear All functions will be available after you logon fm RptDoc Auditron Report Software 7 Enter the Auditron User Number in the Enter User Number window then select Verify If the User Number is valid the Enter User Number window will automatically close Enter User Number E puros If the User Number is not valid an error message will be displayed Close the message window clear the erroneous User Number and reenter Click on the Verify button to continue 8 Choose either Auditron Administration or Auditron Usage report from the RptDoc window If the User Number is associated with a User Account that is assigned Auditron Administrator rights you will be able to select either the Auditron Usage Report or the Auditron Administrat2. assignments restart the Auditron Report Software and click on Setup on the Connection Selection window and the window will expand 23
3. machine 11 Disconnect the Serial Cable and PC from the machine Note if the Serial Cable is disconnected at any time before the RptDoc window is closed a Communication Status window appears and notifies you that communications have been interrupted This window may be closed without reconnecting the cable if all of the accounts have been captured 11 Data Collection via Modem You will need the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Serial Number the phone number for the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 and a valid Auditron User Number to successfully collect Auditron data via the telephone connection 1 Ensure that the PC s modem is connected to the phone line 2 Select Start then Programs and then Auditron Report Software to display the Connection Selection window 3 Select Remote r Connection Type Setup Local F Q as C Stand Alone r f a 7 If this is the first time this program has been used the Connection Selection window will display the default assignments for Local Setup and for Remote Setup Check that the Remote Setup matches the actual port used by your PC s modem Refer to Setup Tips at the end of this document to determine the Port that your modem uses Connection Selection Note The local and remote ports assigned must be different 12 4 Select OK The Remote Connection window will appear The window will accept commands after a
4. string of modem validation commands have stopped and lt lt OK is displayed This may take approximately 20 seconds Information for the Press the Select button to last location dialed access the Remote Sites If this is the first window Use the time the program is add edit delete buttons to used the words No change the Remote Sites list Entry will be displayed Hemali Conia hon NO Lorio SWT LAB Access to advance modem Modem H t la commands validation ATI commands Click to dial the currently displayed location Click the Select button to select a different machine to access You can also add edit delete dialing information for other machines If you want to call the phone number that is displayed in the window click on the Call Remote button Click on Exit when finished with this screen Note If a call is not initiated within five minutes a window will appear with a message Core functionality was not detected please try again The program will close requiring you to start again 13 Use the following examples when entering the telephone numbers Local number External number Phone Share Device When calling numbers connected to your local exchange simply enter the telephone number Entering 555 1212 would dial number 555 1212 If your exchange allows the use of abbreviated numbers simply enter the abbreviated number When calling a number that requires
5. the machine 3 After closing a report you must regenerate the report to view it again 4 If you try to collect data remotely and a Xerox Technician has put the system into diagnostics you will get false messages that the PIN and or the Serial Number is incorrect 5 Digital Copiers that have been upgraded to ST System machines will continue to be called Digital Copiers in the Configuration Read Completed window 6 Some windows buttons do not have pre selected choices 7 On occasion when collecting information via telephone connection you may get a window with the message Core Functionality Not Detected Please Try Again The software has timed out trying to call that system again will usually work satisfactorily 8 The Time and Date of the most recent counter reset is not displayed in the Administrator Report The information is contained in the mdb format Header file The Time and Date are not captured in the csv file 9 The message that appears when a local connection is not made refers to resetting the Machine or a Xerox Technician s workstation this reference should be ignored 10 The Local and Remote port designation is displayed as Comml It should be COM1 If you have difficulty with this software call In the USA 1 800 821 2797 In Canada 1 800 939 3769 All other Locations contact your local Xerox representative 22 Local and remote COM port Setup Tips The default selections for the Local S
6. XEROX CopyCentre WorkCentre Pro Auditron Report Software User Manual Software Version 3 3 May 2004 This software application is used to periodically collect or modify Auditron data on the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Contact Xerox if you have any questions about using this software and a specific CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 model System Administrators Key Operators Electronic Auditron Administrators or their representatives who manage Auditron data should use this tool 701P41817 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 the trademarks Adobe is a trademark of Adobe Systems Incorporated Microsoft Microsoft Excel Windows Windows 95 Windows 98 Windows NT Windows 2000 Windows XP are registered trademarks of Microsoft Corporation All brand name
7. a dialing prefix to access an outside line simply add the additional number and a comma For example entering 9 555 1212 would dial 9 to gain access to outside line then pause for two seconds to wait for an outside line then dial 555 1212 When calling a machine that is on a line sharing device such as the Xerox Phone Share or the Stealth AccuPol 3 with the machine plugged into address 2 on the device Entering 555 1212 2 2 2 would dial 555 1212 then pause four seconds to wait for the call to go through then dial 2 to connect to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Note The provides enough time for the line sharing device to respond to the call The last sequence of 2 is repeated three times to ensure reliable connection to the machine Select Call Remote and wait for the next window to appear The connection is established when lt lt Connect 19200 is displayed The modem connection speed display may differ depending upon your modem and line conditions If any of the following error signals occurs check the indicated causes and retry e Ifthe message No Dialtone is displayed your PC s modem may not be connected to the phone line e Ifthe message No Carrier is displayed your CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 may not be connected to the phone line or it may be turned off The Reference Guide shows the location of the phone line connection to the CopyCentre C65 C75 C90 WorkCentre Pr
8. ailable 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 For more information on establishing and using the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Internal Auditron refer to the Quick Reference Guide Collecting Data via Serial Cable To collect data locally you will need a 9 pin serial throughput cable and a valid User Number 1 Locate and open the 3 inch by 3 inch cover at the left rear of the Document Glass cover to expose two connectors the smaller one is the 9 pin serial connector Connect a 9 pin serial throughput cable between the serial connector on the machine and the PC This cable will have rectangular connectors on both ends Select Start then Programs and Auditron Report Software to open the Connection Selection window In the Connection Selection window select Local Recensennsenes C Remote _ a C Stand Alone If this is the first time this program has been used the Connection Selection window will display the default assignments for Local Setup and Remote Setup Check that the Local Setup assignment is correct for your computer Refer to Setup Tips at the end of this document to determine the port used by your computer s spare serial connection Select OK The PC window will briefly display the configuration of the CopyCentre C65 C75 C90
9. e nirs sii nnee ian ies ndede telat a as E gedit ude degsees 20 Known problems with the Auditron Report Software sesssesssecssocesocesoocesoesssecesocesooseooeesse 22 If you have difficulty with this software sesssseeesesssesesseeesseesseesseesseessseeessresssesseesseeessseessreso 22 Local and remote COM port Setup Tips eicsccsisccicasscesssacsassveejsacessnatan seusccesutesoacta suntan odenccavantenas 23 It your commputer hasa modemni a Oca E ed lee ee 23 Overview The CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 has an integrated usage tracking and control system known as the Internal Auditron The Auditron provides the capability to track the number of copies made by an individual user or copies charged to an account accessed by multiple users The Auditron Report Software allows you to collect this data from the Xerox CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 using a PC Data can either be collected with a direct connection to the machine or can be remotely collected through a telephone line connection In order to establish the Auditron a person referred to as the Auditron Administrator assigns accounts to users User Accounts and assigns a User Number to each User Account This User Number when entered at the machine allows the user to make copies The Administrator can also assign any of the following Access Rights to any of the User Accounts e Machine Administrator e Auditron Administrator e General Account
10. e report fa RptDoc Auditron Report Software 10 The Auditron Administration Report lists detail for all the Auditron s User Accounts that have a User Number assigned including User Access numbers Account Limits and Access Rights It will also display General Account information if they are active The Auditron Usage Report only lists the copy count in each active User Account and in each active General Account See page 3 of this document for more detailed information To download information from the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 select Read Report The program retrieves the data at a rate of approximately one account per second The more accounts you retrieve the longer your connection time When data transmission is complete the program will build the report you selected You can review it on the screen or print it 16 To save a report so you can import the information into a database or spreadsheet application first close the Report window and then click on File then Save Report in the RptDoc window fi RptDoc Auditron Report Software File SEU Save Report he l logom Choose either Microsoft Access Format or Comma Separated csv Note Only information saved in the csv file format can be transmitted to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Save Report Ed EMudter RPTTOOLS2me TB Use the Browse button to navigate to the location wher
11. e you wish to save your file Enter the file name and Click OK The PC will display a message acknowledging successful copying of the file You must close and reopen the program to connect to a different machine 17 Processing Information Offline After the 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 csv file will appear after it has been imported into Microsoft Excel Malini imi 24 Cie SE pe pE yer pimi Pmi pah paia ors ee i Gag gbr rero ee rA mo ic am Fe Pee ok A eo _ amp A W Airah e Fpi 5 F 3 4 G 7 a E bel tt bat r H E i 1t P E ke x H r H P E E ial l ala H a y Lal D Paay p Tips for modifying the data file e After you import it into your application you will probably need to adjust row and column widths in order to see all the data e 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 e User Numbers cannot be repeated or contain non numeric characters e Under Account Type the number 1 indicates a General Account and 0 indicates a User Account If the access information is blank and the
12. etup port and for the Remote setup port are COM1 and COM2 respectively If you are not sure of the correct assignments for your PC check the following If your computer has a modem 1 Double click My Computer on your PC s desktop 2 Double click Control Panel 3 Double click Modems and select Properties The Port assignment for the modem is then displayed COMI COM2 COM3 or COM4 If you are going to collect Auditron data remotely this is the port that will need to be assigned as the Remote Setup port If you are going to collect data locally examine the connector on your computer s mouse to determine the type of mouse you have A PS 2 mouse has a circular 6 pin connector A Serial mouse has a rectangular 9 pin connector In the expanded Connection Selection window select the correct COM ports for Local and or Remote Setups If you are going to collect data locally the correct selection for Local Setup is determined as follows e If your mouse is a PS 2 mouse the correct selection is likely COMI if the modem is not COM1 If the Modem is COM1 the correct selection is likely COM2 e If your mouse is a Serial mouse the correct selection is likely COM2 if the modem is not COM2 If the modem is COM2 the correct selection is likely COM3 Notes e The Local Setup and the Remote Setup can not be assigned to the same Port e If the expanded Connection Selection window is not displayed when trying to check the port
13. file is written to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 the machine will assume no access is required e Under the Access Columns Auditron Administrator Machine Administrator and General Accounts 1 indicates access permitted and 0 indicates no access 18 Writing Information to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 To write data to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 you require a User Number with Electronic Auditron Administrator rights and a CSV formatted file containing the same information as an Auditron Administration repott 1 Simply click on the Write Report button on the RptDoc screen E RpiDoc Aucdenon Repwi Sofware 2 An Open window will appear allowing you to select the appropriate file Select a CSV formatted file 3 Click the Open button and the data will automatically transfer to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 A message will appear when the transfer is completed ipttowl 2 19 Troubleshooting for writing a file to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 If you tried to write information to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 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 There may be a typo such as non numeric characters in the User Number or
14. ion Report If it does not have Auditron Administrator rights you can only select the Usage Report 9 Click on the Read Report button The program retrieves the data at a rate of approximately two accounts per second The time to acquire the data is affected by the number of active accounts in the Auditron If a total of 250 accounts are active the data transmission takes slightly over 2 minutes 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 10 Close the Report window To import this information into a database or spreadsheet application first close the Report window and then click on File then Save Report in the RptDoc window E por Auditres Repeat Sofware 10 On the Save Report Window choose either Microsoft Access Format or Comma Separated csv Note csv format is appropriate for use with Microsoft Excel and other applications Enter the file name and use the Browse button to change the save location Note Only information saved in the csv file format can be transmitted to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Save Aepoel Fepol Seer Format gt Micoa icess Foma D Conna Sapaiaed i Souce File Hore Eao APTDO mi a Mairi Click OK The PC will display a message acknowledging successful copying of the file You must close and reopen the program to connect to a different
15. lude 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 E Electronic Auditron Usage Report Electronic Auditron Usage Report Date Report Was Generated Time Report Was Generated Machine Serial Number Date of Last Counter Reset Time of Last Counter Reset 05 13 1999 12 46 27 PM 3UP063414 5699 12 55 42 PM Account Number Current Count User Account General Account nl 0 1 2 3 4 5 6 7 8 9 2 3 gt 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 off 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 copies 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 av
16. mum number of copies available to each active User Account the Access Rights assigned to each active User Account the Current Counter value for each active User Account additionally this report captures the copy counts from all active General Accounts i e those which have been used and contain a copy count This report is only available to someone with Auditron Administrator rights This software will collect data only from active accounts A sample report is displayed below EF Dieckonc Audition Admragiashon apart Diir Funct Ceram Accent Eeim Audition Adirai Rapai Dale Report War Genemied See Tura Report War Gerarded 124015 PM Niche Som Horner SUK D4 l 16 000 000 LIL 16 000 000 lal 16 000 000 Epee 146 000 000 Peery 16 000 000 ari 16 000 000 pana aon TW H pca i ee on On HA Dii His E z rE k AAAS D eeuBeonuo BG a b D meei Ee RE o 1 2 3 4 2 6 7 g 2 3 a 5 Note EAA stands for Electronic Auditron Administrator an account with Auditron Administrator access rights KOSA stands for Key Operator System Administrator an account with Machine Administrator access rights to Tools General indicates whether the account has the ability to charge copies to a General Account Electronic Auditron Usage Report The Electronic Auditron Usage Report shows the copy count in each active User Account and in each active General Account This report does not inc
17. o 65 75 90 in the Activating the Sixth Sense section e In either of these error conditions a window may eventually appear with a message Cannot Establish Reliable Connection 14 6 Upon successful connection the Connection Manager window will briefly display the configuration of the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Select OK if the Connection Manager screen has not been set to close automatically If you want the screen to automatically close click on the Auto Close box 7 Select Logon on the RptDoc window to display the Enter User Number window Enter User Number N x User Number n Serial Number Cancel 8 Enter a valid User Number and correct Serial Number in the Enter User Number window Click on the Verify button to proceed e When the User Number and Serial Number are validated the Enter User Number window will close and the RptDoc window remains open e If either is not valid an error message will be displayed Close the message window clear the erroneous User Number or Serial Number and reenter Click on Verify to continue If the User Number is associated with a User Account that is assigned Auditron Administrator rights you will be able to select either the Auditron Usage Report or the Auditron Administration Report If it does not have Auditron Administrator rights you can only select the Usage Report 15 9 Select Report Type either Auditron Administration or Auditron Usag
18. other input field The User Number cannot be greater than 12 digits The number of accounts you are trying to write to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 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 CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 Reference Guide Only a csv file created from an Auditron Administration Report can be written to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 It must contain all the columns in an Auditron Administration report An Auditron Usage Report in csv format cannot be written to the machine Clear All Accounts E RptDoc Auditron Report Software OF Xx File Help Report Type Head Report Wie Hepat Auditron Administration Heare lsaunts Status E Logon 20 If you click on the Clear All Counts button and confirm all current accounts will be set to 0 Use of this button requires an account with Electronic Administrator rights 21 Known problems with the Auditron Report Software 1 There is no Save button on the report screen Follow the procedures described in these instructions to save the report 2 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
19. s Minimum System Requirements e PC with 90 MHz Pentium Processor e Microsoft Windows 95 Service Pack 1 or OSR2 Windows 98 or Windows NT 4 0 Service Pack 3 Windows 2000 Windows XP e 10 MB free on Hard Drive e 32 MB RAM for Windows 95 or Windows 98 64 MB for Windows NT 4 0 e A spare serial connection and a standard 9 pin serial RS 232 throughput cable for use only when the PC is directly connected to the machine to collect data e Modem PC phone access and Sixth Sense phone connection to the CopyCentre C65 C75 C90 WorkCentre Pro 65 75 90 for remote data collection e CD ROM drive or Floppy Drive e Microsoft Access 97 or higher is recommended if data is to be collected in the mdb format e Adobe Acrobat Reader 3 0 or higher to view the instructions Auditron Report Software Overview This software provides access only to the 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 two types of data Electronic Auditron Administration Report The Electronic Auditron Administration Report shows all of the details of the Active Accounts Active Accounts are User Accounts that have a User Number assigned to them or General Accounts with a Copy Count Information provided includes User Numbers for all active user accounts i e those with User Numbers assigned the maxi
20. s and product names used in this document are trademarks registered trademarks or trade names of their respective holders Table of Contents COVED VIEW succissssaaseuisesvgviseonaicvassauonsnshuadtualenuscesasunssudionasduadonsecaanansduhoevandenheacduononeavouacuasenahoursbiuesescees 4 Minimum System Requirements ieissa e ender eae ae aime eee 4 Auditron Report Software Overview ccsssccssssccssssccssssccssssscssscsssssssssscsssssssssssssseessssescoss 5 Electronic Auditron Administration Report cesscesssecesnseceececeeeneeceeeeeceeceecseeeceeeeeseeeesaes 5 EBlectrone Auditron Usage Report sanis aici dela eae a n EE te E E R 6 Types of Auditron Accounts shown on the reports 2 0 0 eceeeeeesecseeeeseceeseeesaeecaeceeesseeesneeesaeenes 7 Collecting Data via Serial Cable cssesssecssoossecccoccccocesoecsococsosecosscsoesoscosscoscosccsosessessosossssesossee 8 Data Collection via Modem e sessesessossesossossescosossessossesossossesossossessossesossossesosssssossessossssossosses 12 Processing Information Offline cccccossevsccossnnvsssscssvesseevncsovceossebecesvesevesvecsovenocsonceevscsssussunevouness 18 Tips fot modifying the Cala fil sc ces ciecssasatuccarecatoroatde innia a a a 18 Writing Information to the CopyCentre WorkCentre Pro sesesesseseseseeeeeseessrseresresseserssressresees 19 Troubleshooting for writing a file to the CopyCentre WorkCentre Pro eee eeeeeeeeeeneee 20 Clear All ACCOUNTS innreis
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