Xerox WorkCentre Pro 40 Manuale utente

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 & Language Services

800 Phillips Road - Bldg 845-17S

Webster, New York 14580

USA

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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, 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

Overview ...................................................................................................................... 4

Minimum System Requirements ................................................................................ 4

Electronic Auditron Administration Report Software Overview ............................. 5

Electronic Auditron Administration Report.................................................................. 5

Electronic Auditron Usage Report .............................................................................. 7

Types of Auditron Accounts Shown on the Reports ................................................... 8

Collecting Data via USB Cable................................................................................... 9

Processing Information Offline................................................................................ 14

Tips for modifying the data file ................................................................................. 15

Writing Information to the CopyCentre / WorkCentre Pro ..................................... 16

Troubleshooting for writing a file to the Machine ...................................................... 17

Clear All Counts ....................................................................................................... 18

Known problems with the Auditron Report Software ............................................ 19

If you have difficulty with this software call ............................................................... 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:

• Machine Administrator

• Auditron Administrator

• General Accounts

• Multiple Group Accounts (CopyCentre/WorkCentre Pro C2128/C2636/C3545 only)

Minimum System Requirements

• PC with 90 MHz Pentium Processor and USB Port

• Microsoft Windows 2000 or Windows XP

• 20 MB free on Hard Drive

• 64 MB RAM

• A standard USB cable (a PC is directly connected to the machine to collect data)

• CD-ROM drive or Floppy Drive

• Microsoft Access 97 or higher is recommended to process data collected in the .mdb

format

• 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:

• Electronic Auditron Administration Report

• 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:

• User Accounts that have an assigned User Number

• General Accounts with a Copy Count

• Group Accounts with a Copy Count (CopyCentre/WorkCentre Pro

C2128/C2636/C3545 only).

Information within the Electronic Auditron Administration Report includes:

• User Numbers for all active user accounts (i.e. those with User Numbers

assigned)

• the maximum number of black & white and color copies available to each active

User Account

• the Access Rights assigned to each active User Account

• the current black & white and color counter values for each active User Account

• the current black & white and color copy counts from all active General Accounts (i.e.

those which have been used and contain a copy count)

• the current black & white and color copy counts from all active Group Accounts

(CopyCentre/WorkCentre Pro C2128/C2636/C3545 only)

• the default Group Account (CopyCentre/WorkCentre Pro C2128/C2636/C3545 only)

• the maximum black & white and color prints available (WorkCentre Pro

C2128/C2636/C3545 only)

• the current black & 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.

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 & white and color copy

counts in each active User Account and in each active General Account. The report also

shows the black & 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.

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 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 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

CopyCentre C2128/C2636/C3545

WorkCentre Pro C2128/C2636/C3545

3. Select Start > Programs > Xerox Applications > WCPS Auditron Report Tool to

start the program.

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.

6. 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.

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 User

Number, and click on the Verify button to continue.

Page 10 of 19

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