Xerox WorkCentre Pro 65 User manual

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 & Language Services

800 Phillips Road - Bldg 845-17S

Webster, New York 14580

USA

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 names and product names used in this document are trademarks, registered trademarks, or trade names of

their respective holders.

Table of Contents

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

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

Auditron Report Software Overview........................................................................................ 5

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

Electronic Auditron Usage Report .............................................................................................6

Types of Auditron Accounts shown on the reports....................................................................7

Collecting Data via Serial Cable................................................................................................8

Data Collection via Modem...................................................................................................... 12

Processing Information Offline ............................................................................................... 18

Tips for modifying the data file................................................................................................18

Writing Information to the CopyCentre/WorkCentre Pro........................................................19

Troubleshooting for writing a file to the CopyCentre/WorkCentre Pro...................................20

Clear All Accounts ...................................................................................................................20

Known problems with the Auditron Report Software.......................................................... 22

If you have difficulty with this software ..................................................................................22

Local and remote COM port Setup Tips ..................................................................................23

If your computer has a modem..............................................................................................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:

• Machine Administrator

• Auditron Administrator

• General Accounts

Minimum System Requirements

• PC with 90 MHz. Pentium Processor

• Microsoft Windows 95 (Service Pack 1 or OSR2), Windows 98, or Windows NT 4.0 (Service

Pack 3), Windows 2000, Windows XP

• 10 MB free on Hard Drive

• 32 MB RAM for Windows 95 or Windows 98, 64 MB for Windows NT 4.0

• 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)

• Modem, PC phone access and Sixth Sense phone connection to the CopyCentre C65/C75/C90

WorkCentre Pro 65/75/90 (for remote data collection)

• CD-ROM drive or Floppy Drive

• Microsoft Access 97 or higher is recommended if data is to be collected in the .mdb format

• 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 maximum 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.

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 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.

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 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.

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.

2. 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.

3. Select Start, then Programs, and Auditron Report Software to open the Connection

Selection window.

4. In the Connection Selection window, select Local.

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.

5. Select OK. The PC window will briefly display the configuration of the CopyCentre

C65/C75/C90 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.

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.

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 Administration 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.

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