Copyrights and Trademarks

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Chapter 4: Creating Users

By:

Dan Shea

Administration Course

Welcome to the Equitrac Administration course, brought to you by your Equitrac Training Department. This is Chapter 4, Creating Users. My name is Dan Shea and I will be your host for this training. Should you have any questions or comments about this or any other Equitrac training program, please email [email protected].

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Copyrights and Trademarks

domestic and international, are reserved by Equitrac

Corporation. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission of Equitrac.

Trademarks

Equitrac is a registered trademark of Equitrac Corporation.

Equitrac Express, Equitrac Office, Pay Station Deposit Center, and Follow-You are trademarks of Equitrac Corporation.

All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such.

Copyrights and Trademarks

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Chapter 1 Overview Chapter 2 Billing Codes Chapter 3 Departments Chapter 4 Creating Users Chapter 5 Assigning Billing Codes & Dept.

Chapter 6

Transaction Pricing Chapter 7

Rules and Routing Chapter 8 Schedule Tasks Chapter 9 Reports Certification Exam

Outline

This is Chapter 4, Creating Users. At the end of this chapter there will be a review. If you want to get certified, complete all chapters in this course and then you will be required to take the certification exam for this course.

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5 Ways to Create Users

Use Active Directory Synchronization to import user data, then synchronize updates as they occur. Minimizes administration because updates occur automatically via communication with the AD. This offers PIN code, Department, home server, etc. synchronization from single or multiple AD servers. NetWare Directory Services Synchronization

Use NetWare Loadable Modules to populate user account data, and synchronize the directory to capture required updates as they occur.

Here are 2 of 5 Ways to create users:

You can use Active directory synchronization to import existing domain Users

When you use Active Directory Synchronization to import user data, the synchronization updates the user data as they occur. This minimizes administration because updates occur

automatically via communication with the AD. This offers PIN code, Department, home server, etc. synchronization from single or multiple AD servers.

NetWare Directory Services Synchronization

Use NetWare Loadable Modules to populate user account data, and synchronize the directory to capture required updates as they occur.

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5 Ways to Create Users (cont’d)

Flat-File Import

Use the EQCmd.exe utility to import a file containing user account data.

Add users individually

Use Accounts Manager within Equitrac to add users one at a time.

Allow Equitrac to create users automatically Configure Equitrac to create a new account

automatically when a print request is received from a user not known to the Core Accounting Server.

3 more ways to Create Users Flat-File Import

Use the EQCmd.exe utility to import a file containing user account data.

Add users individually

Use Accounts Manager within Equitrac you can add users one at a time.

Allow Equitrac to create users automatically

Configure Equitrac to create a new account automatically when a print request is received from a user not known to the Accounting Server.

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Using Active Directory Synchronization

Using this method causes a task to run in the background. You will see the results of the task in the Accounts Manager –

the list of users (and optionally

departments) will populate

automatically when the task is complete.

Using Active directory synchronization to Import Existing Users

Using this method causes a task to run in the background. You will see the results of the task in the Accounts Manager - the list of users (and optionally departments) will populate automatically when the task is complete. This is a one way pulled from the active directory. Equitrac does not update Active Directory.

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Type the Domain Controller name or IP address in the Domain Controller field. A Domain controller refers to a server that holds a common accounts database for a domain.

More then one can be listed

Set priority on left

Identifying the Domain Controller

It’s important to set options correctly in the Active Directory Synchronization dialog.

Using ADS – and setting Domain Controllers

Type the Controller name in the Domain Controllers field by clicking the add button.

A Domain controller refers to a server that holds a common accounts database for a domain.

More than one can be added or listed.

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Select the Organizational Unit Containers to be used

More than one can be added.

Use the test button to make sure you have the right containers

Click the import button to do all one time import

Identifying Organizational Units

Select one or more OU containers that belong to the selected Domain. A container is a subset of a Domain users population.

You normally would not import all the users from your active directory More than one OU can be added.

Sub OU’s will automatically be imported

Use the test button to ensure that you have communication with the specified containers .

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Set the Synchronization interval The synchronization

interval value must be at least 15

minutes.

Too frequent will increases network traffic.

Setting the Synchronization Interval

Setting the Synchronization interval

Adjust the Synchronization interval to change how often Equitrac

synchronizes its accounts database with the specified Active Directory. The synchronization interval value must be at least 15 minutes.

Depending on how often your active directory changes the status and attributes of a user the frequency of every hour or two should be fine.

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Set AD update options - Adds, Deletes, Changes Adds – will add a user account that have been added to the

data-base since the last synchronization Changes – only updates changes to user attributes Deletes – the deleted account in AD will lock an

Equitrac user account

Updating Users

Select or clear the Active Directory update options—Adds, Deletes, or Changes—to specify which Active Directory accounts Equitrac receives and applies to the accounts database during subsequent

synchronizations.

Adds – will add a user account that have been added to Active directory since the last synchronization

Changes – only updates changes applied to users in Active Directory. Deletes – the deleted account in AD will lock an Equitrac user account and hide it from the users list. This is so Equitrac does not lose the history of the user.

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The Department attribute maps the ADS

department name to the Department field in the Equitrac Express

database.

If the department name does not already exist within Equitrac Express, it is automatically created and the selected users are added to the new department.

Importing Departments

The Assign Values from Active Directory attributes save you time and effort by assigning particular attributes to all users within the selected Container.

The Department attribute maps the Active directory user field you specify and its contents to the Department field in the Equitrac database. If the department name does not already exist within Equitrac, the department is automatically created and the selected users are added to the new department. View the whats new in 4.1 CBT to see other new features about importing Departments.

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The Home Server attribute maps the name of a particular print server to the Home Server field in the Equitrac Express

database. If you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users.

Importing the Home Server

The Home Server attribute maps the name of a particular print server or DRE to the Home Server field in the Equitrac database. If you are

enabling Follow-You Printing, ensure that you select the Home Server attribute for these users.

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The Primary PIN and Secondary PIN attributes map the numeric PIN values found on the ADS to the Primary PIN and Secondary PIN fields in

Equitrac.

Importing Primary/Secondary PINS

The PrimaryPIN and SecondaryPIN attributes map the numeric PIN values found on the Active directory to the PrimaryPIN and

SecondaryPIN fields in Equitrac.

If you are using access control cards, you can import the card number into the primary PIN field.

Warning – You can import the secondary PIN value if you have stored it in Active Directory first; however, if you choose to do this, the value will be visible as clear text in Active Directory to everyone in the

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Swipe cards use Primary PIN

User forgets their swipe card they use their Alternate PIN

Importing Alternate Primary PIN

If you are using card swipe for you authentication the number on the card would go in Primary PIN.

The alternate PIN is if the user forgot their card they can still access a device by typing the Alternate pin. This is used as a backup.

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Synchronizing with NetWare Directory

Services

If you have existing user account data that is

managed by NetWare Directory Service (NDS), you can use Equitrac NetWare Loadable Modules (NLM) to monitor changes to the directory service.

If a new user is added to the directory, or if a change is made to an existing account NDS,

Equitrac Express receives a notification specifying the change details.

Refer to Chapter 5 of the Administration Guide, in the section “Working with User Accounts” for more details.

Synchronizing Accounts with NetWare Directory Services

If you have existing user account data that is managed by NetWare Directory Service (NDS), you can use Equitrac NetWare Loadable Modules (NLM) to monitor changes to the directory service.

If a new user is added to the directory, or if a change is made to an existing account in NDS, Equitrac receives a notification specifying the change details.

Equitrac provides two NLMs:

• EQNDSMon.NLM: Automatically loaded by EQDSSync.NLM to monitor NDS events.

• EQDSSync.NLM: Caches events retrieved from EQNDSMon.NLM to post adds/deletes/changes of user objects to CAS.

Refer to Chapter 5 of the Administration Guide, in the section “Working with User Accounts” for more details.

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Adding Users From A Flat File Import

Use the EQCmd.exe utility to add, delete, modify and query user, department and Billing Code

accounts from a flat file. You can also assign users and departments to Billing Codes.

This method is a one-time import and does not synchronize data beyond the import.

Equitrac installs this utility by default on the accounting server in the directory: Program Files > Equitrac > Express/Office > Tools.

Adding Users From A Flat File Import

Use the EQCmd.exe utility to add, delete, modify and query user, department and Billing Code accounts from a flat file. You can also assign users and departments to Billing Codes.

This method is a one-time import and does not synchronize data beyond the import.

Equitrac installs this utility by default on the accounting server in the directory: Program Files > Equitrac > Express/Office > Tools.

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Importing LDAP User Accounts

Lightweight Directory Access Protocol Example Outlook used it to confirm email addresses.

You can use the EQCmd.exe utility to import a class containing specific LDAP users into the Core Accounting Server database.

After you create the LDAP class, you call the class from the command line.

Importing LDAP User Accounts

LDAP stands for Lightweight Directory Access Protocol. Which is a software protocol used to access directory listings. Example Outlook used it to confirm email addresses.

You can use the EQCmd.exe utility to import a class containing specific LDAP users into the Core Accounting Server database.

After you create the LDAP class, you can call or run the class from the command line.

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Adding Users Individually

If you are managing a smaller number of users, you may prefer to create users one at a time. To create users manually, open Accounts

Manager, and select Users then right click to Add a user.

Adding Users Individually

If you are managing a smaller number of users, you may prefer to create users one at a time.

To create users manually, open Accounts Manager, and select Users then right click to Add a user.

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User Information - User ID

User ID is logged to the database to track the account.

User Information - User ID

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User Information - Full Name

The full name of the user. Enter a full name to easily identify the user within Accounts Manager or Department Manager. This name also appears in account statements and reports.

User Information - Full Name

The full name of the user is optional. Enter a full name to easily identify the user within Accounts Manager or Department Manager. This name also appears in account statements and reports.

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User Information - Email Address

The email address is used:

To send notification email messages to the users in event of job error.

For automatic PIN generation.

To define the FROM: value when scanning on supported embedded devices.

User Information - Email Address

The email address is used to send notification email messages to the users in event of job error.

It is also required for automatic PIN generation.

This field is also used in the from field when scanning on an embedded device.

If you want to use this feature you must also specify the mail server in your System Manager configuration settings.

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User Information - Department

Department - If enabling department charging or tracking, select the department you want to assign the user to.

User Information - Department

If enabling department charging or tracking, select the department you want to assign to the user.

A user can only belong to one department at a time and can be used to control access to billing codes.

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Account Information – Location

Location - Another way to organizes users.

Additional information -Allows you to record any additional information on a user.

User Location Field is another good way to organize users.

The Additional information field allows the administration to make notes about the user.

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Account Information - Current Balance

Enter the initial balance for this account. All jobs for this user are logged against this balance,

which declines after every job.

Account Information - Current Balance

Enter the initial balance for this account. All Jobs for this user are logged against this balance, which declines after every job that is charged to the user.

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Account Information - Minimum Balance

If the balance drops below the minimum balance, the users are not able to release their print jobs and receive an error notifications instead. To

enforce the minimum balance, configure the Account limits in System Manager>

Configuration>Accounts limits.

Account Information - Minimum Balance

If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead. To enforce the minimum balance, configure the Account limits in System Manager > Configuration > Accounts limits.

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Account Information - Account Locked

Account Locked - When enabled, users will not have access to an Equitrac

enabled device.

Account Information - Account Locked

When enabled, users will not have access to an Equitrac enabled device.

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Color Quotas – Total Usage

If Color Quotas are enabled system-wide, enter the

number of color pages (both copied and printed) that the user is allowed to produce. You can reset the value manually as needed, or create a scheduled task to reset user quotas

periodically.

Color Quotas – Total Usage

If Color Quotas are enabled system-wide, enter the number of color pages (both copied and printed) that the user is allowed to produce. You can reset the value manually as needed, or create a scheduled task to reset user quotas periodically.

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Color Quotas – Reset Usage

The reset usage button will set the number of color page is used back to zero. This is useful once in awhile when a user needs to do a special project, if color pages were subtracted by accident, or to manually reset.

The Color Quotas reset usage button will set the number of color page used by the user back to zero.

This is useful once in awhile when a user needs to do a special project, if color pages were subtracted by accident, or to manually reset.

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PIN Information - Primary PIN

Primary PIN - If this user will enter PIN codes on a control terminal, enter a Primary PIN here.

PIN can be alphanumeric. The primary PIN identifies the user.

If you are using swipe cards the card number will be entered here.

PIN Information - Primary PIN - If this user will enter PIN codes on a control terminal, enter a Primary PIN.

The PIN can be alphanumeric as long as the release device (page counter or embedded device) supports alphanumeric characters. The primary PIN identifies the user.

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PIN Information - Secondary PIN

The Secondary PIN (PIN2) is an optional PIN and is used as a password. On a control terminal you can enable the secondary PIN to require a two factor identification.

PIN Information - Secondary PIN

The Secondary PIN is an optional PIN and is used as a password. On a control terminal you can enable the secondary PIN to require a two factor identification.

If you are using a swipe card, this is a form of security if you lose your card.

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PIN Information – Alternate PIN

Alternate PIN serves as another primary PIN for this user

The user can enter either PIN at a control mechanism.

PIN Information – Alternate PIN

You can also enter an alternate primary PIN that serves as another primary PIN for this user.

If you use swipe cards this is a backup in case the user forgets their card.

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Home Server

Home server is the Print server or DRE that the user normally prints through.

This is important in a multi server environment and Follow-You printing.

Home server is the Print server or DRE that the user normally prints through.

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User Account – Billing Codes

Billing Codes are available in the user property screen if appropriate options are set in System Manager.

This forces the user to a limited set of Billing codes available to them.

User Account – Billing Codes

Billing Codes are available in the user property screen if appropriate options are set in System Manager.

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Create Users Automatically

By default, Equitrac is set to automatically create a new account for any user that does not exist in the CAS database the first time they submit a print job.

When a user submits a job request, the CAS checks the database for a corresponding user account.

If the CAS does not find an account, it checks the Account creation configuration options to

determine what to do with the job request.

Create Users Automatically

By default, Equitrac is set to allow automatic creation of new user account for any user that does not exist in the CAS database.

When a user submits a job request, the CAS checks the database for a corresponding user account.

If the CAS does not find an account, it checks the Account creation configuration options to determine what to do with the job request.

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Automatic User Account Creation

User account fields that will automatically be filled in by default for a newly created user account The system affixes the system-created user ID to the specified domain name for email address.

Automatic User Account Creation

These are the fields that will automatically be filled in by default for a newly created account such as initial account balance and minimum balance

Use Email address Automatically generates an email address for system-created user accounts. The system affixes the system-created user ID to the specified domain name. For example, if the user’s ID is JaneD and the specified domain name is domain.com, the address is recorded as [email protected].

Windows group to department mapping

If these users belong to windows groups then we can map the windows group to and Equitrac department

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Set User Color Quotas

If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of pages a user can print or copy in color output.

You can set a different quota per user, assign a quota to an entire department, or multi-select users to apply a specific quota to a group at a time.

Quotas apply to user accounts only. You cannot set a color quota per Billing Code or department.

Set Color Quotas

If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of pages a user can print or copy in color output.

You can set a different quota per user, assign a quota to an entire department, or multi-select users to apply a specific quota to a group at a time.

Quotas apply to user accounts only. You cannot set a color quota per Billing Code or departments.

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Configuring Quotas for Print Requests

When a job attribute is identified as color output, the CAS checks the following:

Are Color Quotas are enabled?

Quotas are enforced only when the system option is enabled in System Manager > Configuration > Color Quota.

Has the User already exceeded their quota?

CAS checks the number of color pages remaining for the user. If the number of remaining color

pages is less than the number of color pages in the job, the job is denied and the user receives a

notification.

When a job attribute is identified as color output, the CAS checks the following:

Are Color Quotas enabled?

Quotas are enforced only when the system option is enabled in System Manager > Configuration > Color Quota.

Has the User already exceeded their quota?

CAS checks the number of color pages remaining for the user. If the number of remaining color pages is less than the number of color pages in the job, the job is denied and the user receives a notification.

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Configuring Quotas for Print Requests

Will producing the job exceed the user’s quota? CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in the print request.

If the user belongs to a department for which color quotas are not enforced, the user is allowed to exceed their quota regardless of pages remaining.

Will producing the job exceed the user’s quota? CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in the print request.

If the user belongs to a department for which color quotas are not

enforced, the user is allowed to exceed their quota regardless of pages remaining.

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Configuring Quotas for Copy Requests

The workflow for a copy request is similar, but because the CAS does not receive the job

attributes until the copy job is complete, Equitrac cannot determine if producing the job will exceed the user’s quota.

If you can select "Disable copying on color devices once quota exceeded" in System Manager >

Configuration > Color Quota, you prevent the user from copying on all color-capable devices after their quota is

exceeded.

The workflow for a copy request is similar, but because the CAS does not receive the job attributes until the copy job is complete, Equitrac cannot determine if producing the job will exceed the user’s quota. If you can select "Disable copying on color devices once quota exceeded" in System Manager > Configuration > Color Quota, you prevent the user from copying on all color-capable devices after their quota is exceeded even for black and white copies.

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Enable Color Quotas

In System Manger, select Configure, and then Color Quota under Accounting and quotas

How to enable Color Quotas

In System Manger, select Configure, and then Color Quota under Accounting and quotas

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Entering Page Quotas per User

Color quotas apply to user accounts and

departments. Within Accounts Manager, you can assign a quota to a single user, entire department, or assign the same quota to multiple users at the same time.

Entering Page Quotas per User

Color quotas apply to user accounts and departments. Within Accounts Manager, you can assign a quota to a single user, entire department, or assign the same quota to multiple users at the same time.

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Assign a Color Quota to Multiple Users

Press SHIFT-click or CTRL-click within the Users view to select multiple users, right-click, select Set color quota, and enter a value.

How to assign a Color Quota to Multiple Users

Press SHIFT-click or CTRL-click within the Users view to select multiple users, right-click, select Set color quota, and enter a value

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Reset Color Quotas

There are three different ways to reset quotas: One user at a time

Multiple users at once Using a Schedule task

There are three different ways to reset quotas: One user at a time – Manually

Multiple users at once using stiff to click Using a Schedule task

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Reset the Quota for a Single User

Open the user account Click the Reset Usage button

The Page Usage and Remaining pages fields are set back to the original quota granted to this user.

Reset the Quota for a Single User

Open the user account Properties screen Click the Reset Usage button

The Page Usage and Remaining pages fields are set back to the original quota granted to this user.

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Reset the Quota for Multiple Users

Press SHIFT-click or CTRL-click within the Users view to select multiple users.

Right-click and select Reset Quota Usage. Click OK to confirm the reset for the selected users; the Page Usage and Remaining pages entries are set back to the original quota granted.

Reset the Quota for Multiple Users

Press SHIFT-click or CTRL-click within the Users view to select multiple users.

Right-click and select Reset Quota Usage.

Click OK to confirm the reset for the selected users; the Page Usage and Remaining pages database entries are set back to the original quota granted to this user.

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Create a Scheduled Task to Automatically

Reset Color Quotas

Create a task to reset quotas on a

scheduled basis

You can schedule the reset to occur either once, every day, every week, or monthly.

Adjust the options to suit your needs.

Create a task to reset quotas on a scheduled basis

You can schedule the reset to occur either once, every day, every week, or monthly.

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Review

1.

5 ways to Create users

2.

Active Directory Import

3.

Setting color quota

4.

Reset color quotas

To review, you should stop and practice what you have learned here. As mentioned before if you have no intention of getting certified this

Review is optional. So here is your Review: 5 ways to Create users Active Directory Import Setting color quota Reset color quotas

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Conclusion of Chapter 4

What's Next: Chapter 5

Assigning Departments and Billing Codes

Contact [email protected]

This concludes Chapter 4 of Administration Course– Creating Users. Next, is Chapter 5 which covers Assigning Departments and Billing Codes.

Should you have any questions or comments regarding this training program, please email [email protected]. Thank you for your attention, and have a great day!