Xerox WorkCentre Pro 40 User manual

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

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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
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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
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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)
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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.
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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.
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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.
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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.
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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.
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