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INSTALLATION GUIDE

DIRECT ARCHIVE System Administrator Guide

Direct Accounting Installation Guide

System Administrator for Direct Archive – User Guide

Version 5.1 Confidential © 2020 Canon Solutions America Page 2

TABLE OF CONTENTS

TABLE OF CONTENTS ....................................................................................................... 2

SYSTEM ADMINISTRATOR GUIDE - DIRECT ARCHIVE ................................................... 5

SECTION 1: SYSTEM LICENSING CONFIGURATION ....................................................... 6

Importing the License File .......................................................................................................................... 7

Activations ................................................................................................................................................... 7

License Management Application: ............................................................................................................. 9

SECTION 2: ARCHIVE/VAULT CONNECTION CONFIGURATION .................................. 10

Connecting to External Archive ............................................................................................................... 10

Archive Location Configuration ............................................................................................................... 11

SECTION 3: PRINTING CONFIGURATION ....................................................................... 12

Creating a New Device .............................................................................................................................. 14

Onyx support ............................................................................................................................................. 21

Ink Cost Information .................................................................................................................................. 22

Queue Creation and Configuration .......................................................................................................... 23 Job Settings ............................................................................................................................................................ 25 Finishing Options..................................................................................................................................................... 26 Formatting ............................................................................................................................................................... 30 Stamp Setup ........................................................................................................................................................... 38 Edge Setup ............................................................................................................................................................. 39 Security ................................................................................................................................................................... 39

Media Option in System Administrator: .................................................................................................. 40 Media Sizes: ............................................................................................................................................................ 41 Media Color Tab: ..................................................................................................................................................... 41

People Configuration Settings ................................................................................................................. 42 Groups .................................................................................................................................................................... 43 Active Directory Import ............................................................................................................................................ 45


SECTION 4: ACCOUNTING SUPPORT ........................................................................... 47

Accounting configuration ......................................................................................................................... 47

Accounting Data ........................................................................................................................................ 49 Calculating Cost ...................................................................................................................................................... 50

Creating Reports........................................................................................................................................ 51

Cleaning old records ................................................................................................................................. 51

Report Templates ...................................................................................................................................... 52

Accounting Dialog (Fields/Values) ........................................................................................................... 53

Device Meters ............................................................................................................................................ 54

SECTION 5: PRINT SETTINGS ........................................................................................ 55 File Processing section ........................................................................................................................................... 57 Job name format on Océ or Canon Wave device section ....................................................................................... 59 Printer Service ......................................................................................................................................................... 59 Creating a pen set definition .................................................................................................................................... 62

SECTION 6: DATABASE SETTINGS ............................................................................... 65

SECTION 7: ARCHIVE CONFIGURATION ........................................................................ 66

Base Classes ............................................................................................................................................. 66

Searches ..................................................................................................................................................... 69 Search Security ....................................................................................................................................................... 73

SECTION 8: DIRECT INDEX CONFIGURATION .............................................................. 75

Styles .......................................................................................................................................................... 75

Templates ................................................................................................................................................... 83

Lookup Lists .............................................................................................................................................. 86 Import ...................................................................................................................................................................... 88 Automatic Index using Script Processor .................................................................................................................. 89

SECTION 9: DIRECT VIEW CONFIGURATION ................................................................ 91 General Settings...................................................................................................................................................... 91


Search Settings ......................................................................................................................................... 92

Print Settings ............................................................................................................................................. 93

SECTION 10: SECURITY ................................................................................................... 94

User Rights ................................................................................................................................................ 94

Security Log ............................................................................................................................................... 99

Security Patching ...................................................................................................................................... 99

SECTION 11: BATCH FILES ........................................................................................... 101

Convert.bat ............................................................................................................................................... 101

ConvertVault.bat ...................................................................................................................................... 101

SECTION 12: REQUIREMENTS FOR DIRECT ARCHIVE ............................................. 103

Requirements: Client PCs ....................................................................................................................... 103

Requirements: SQL Server Environment .............................................................................................. 103

SECTION 13: DIRECT SUITE TROUBLESHOOTING GUIDE ........................................ 104

Installation Issues.................................................................................................................................... 104

Direct Suite Client Issues ........................................................................................................................ 106

System Administrator Issues ................................................................................................................. 109

Logging Information ................................................................................................................................ 111


SYSTEM ADMINISTRATOR GUIDE - DIRECT ARCHIVE The System Administrator guide provides detailed instructions on how to properly configure Direct Archive for proper use. The guide is structured in a linear manner so that each section can be followed one after another. Alternatively, refer to a specific section as it suits your needs. If the product has not been installed yet, consult the Installation Guide.


SECTION 1: SYSTEM LICENSING CONFIGURATION When attempting to launch the System Administrator application for the first time it will require the user to complete the system Licensing section first. You will see the following error notifying the user that the product is not currently activated with a valid license code:


Importing the License File Select the “Import License File” button. In the next dialog box, browse to the location of the .SIG file that was provided to you by Software Fulfillment. If you do not have a .SIG file, contact Software Fulfillment at 800-714-4427. Select the appropriate “.sig” file and press “Open”.

Close the window and restart the System Administrator before proceeding to the activation step.

Activations Click on the “Settings” button at the left and then on the “Licensing” tab as shown below. Send an e-mail to Software Fulfillment ([email protected]), including the following information:

1. The ‘Server ID’ code, as shown below. 2. The Site ID. 3. The version number. 4. The host name (server) to which Direct Suite has been installed. 5. Name of your company.

When you receive an Activation Code back, enter it in the ‘Activation Code’ textbox and click on ‘Activate’. Click on ‘Save Changes’. You may have to close the ‘Configuration’ window and re-launch System Administrator to access the rest of the features.

mailto:[email protected]


If an invalid Activation Code is used on the system, the following error will appear:


License Management Application: This configuration section of System Administrator allows for better management of the available licenses.

To make changes to the license configuration, simply Right Click on the grey row header:

Selecting the Assign License to User option expands the dialog box to show the available users of the system. Select the user that requires the updated license:


SECTION 2: ARCHIVE/VAULT CONNECTION CONFIGURATION To connect to the archive database, launch System Administrator and click on “Settings > Archive Settings”.

If the product was installed with a new archive, ensure that the “Use internal archive” radio button is selected. Skip to the Archive Location Configuration subsection if this is the case.

Connecting to External Archive If you need to be connected to an external Engineering Exec/Doc Exec Pro database, select the “Use Engineering Exec archive” radio button. Enter in the SQL Server information in the “Server Name” textbox. This should be in the format [𝑆𝑒𝑟𝑣𝑒𝑟𝑁𝑎𝑚𝑒]\[𝐼𝑛𝑠𝑡𝑎𝑛𝑐𝑒𝑁𝑎𝑚𝑒] (without the brackets). The database should be the name of the Engineering Exec database. The user and password information should match the user created for the Engineering Exec during installation.

After entering in the appropriate information, notice that a “Generate” button appears. Click the button to generate the archive connection string. After generating the string, notice that a “Test Connection” button appears. Click this to test the connection.


In the textbox below the button, you will be informed if the test was successful or not. If not, review the information entered for the archive. Make necessary changes and re-generate a connection string. Then, test the connection again. Save changes after you have created a successful archive connection string.

Archive Location Configuration If the archive vaults were moved to a different location (e.g., during the installation of Direct Print), the database must be told where vaults now reside. To make configurations to the vault, click on “Vaults” button on the “Archive” tab.

A new content will appear, with a row for each vault in the system. The server and share values should match the server that the archive resides on and the vault share that serves as the archive root. Leave directory and subdirectory values blank, as those will get created automatically when documents are archived. If connected to a preexisting archive, all values (including directory/subdirectory) should be entered in if not already correct (e.g. if the location of the vault has changed). Hit “Save” to save any changes.


SECTION 3: PRINTING CONFIGURATION When you launch System Administrator and go to the Device form, the table summary, or “All Devices” tab, is shown as below:

A double-click on a line causes a jump to the “Device details” tab for that device:


When System Administrator is run for the first time, the Devices form shows:

Only a PDF Export device has been created. Creating your devices is the first step in the configuration of this application.


Creating a New Device To add a new Device, Press the Plus button then click on the “Find” button to locate your device on the network:


If you do not see the printer you are looking for, click on “The printer that I want isn’t listed”, enter the IP address in the box and click the “Search again” button. Select the printer you want and click OK. The model will be detected, and all the appropriate settings will be set for the device.


If this is a standalone print application, then choose ODP from the Device Type. The Device Type options are: ODP: Direct Print Device (controlled by ODP) ONYXQ: Onyx printer queue (allows Quickset support)


To create a device that was not found, choose your model from the Printer Type dropdown:

After you entered the Device Name, a description was automatically filled in. You can change this to something more else, if desired. Notice that the Network Address box is greyed out. To enter a TCP/IP address start typing it in the IP or Hostname Box. You can further customize the device by clicking on the “Show advanced” button.


Choose the Network Protocol that is required. Transfer method options are: FILE: print to file using a local path or a network path FTP: print to file to a remote FTP server. FTP_Sync generates the job entirely before sending it over. LPR: Line Printer Remote. Use the LPR printer protocol that utilizes TCP/IP to send the print job to a network device. LPR_Sync generates the job entirely before sending it over. NOTE: This should be the default connection method for Wide Format devices. SMB: Server Message Blocks. Method to share files, directories and printers utilizing the following format \\servername\sharename. 9100: Uses socket printing to send the print job to the device WINPRINT: prints to a Windows printer using the printer driver EMAIL: send the job to an email server. Backchannel is used to retrieve information form the device (paper, job tracking, …) Backchannel options are: OCI: most common protocol used by Océ wide format device. It uses TCP 65200. WAVE: newer protocol used by Océ and Canon Wave wide format devices. It uses TCP 80. SNMP: protocol typically used for generic PostScript devices. It uses UDP 161. COLORADO: protocol specific to Colorado 1640. It uses TCP 80. CPCA: protocol specific to Canon ImageProGraf devices


SAVE YOUR SETTINGS Now choose the “Equipment” tab on the top:

This page determines what file format the device supports. Any unsupported file will be converted to TIFF or PS or PDF as needed before getting sent to the device. You typically do not need to change this unless configuring a ‘GENERIC’ device. SAVE YOUR SETTINGS AGAIN


If you click on the Rolls and Trays tab, you should see the Roll Width / Media and Color information filled in.

Any information can be retrieved using back-channel by clicking the “Query device” button.


Onyx support

A specific device can be created to output to an Onyx quickset. The device type must be set to “ONYXQ”. The path needs to point to the device Onyx input path.


The quicksets need to be detected by switching to the ‘Rolls and Trays’ tab and click on the “Query device” button. It will detect the quicksets and add them. Any quickset update (name and count) will only be reflected in the system by clicking on this button again.

Ink Cost Information The third tab in the Devices form is used to input cost information for the consumables in a device.

Simply click on the cell you wish to change and enter the appropriate amount.


Queue Creation and Configuration Now we can define a Queue for the Device that was just created (note that a device created using the Find method will already have an associated queue). Like the Devices form, the Queues form has an “All queues” tab, which displays after selecting the Queues form.

The “All queues” tab shows a summary of existing queues. Select a queue by double-clicking on that line. This takes you to the queue detail for that queue. Or go to the “Queue detail” tab and navigate through the queues to make a selection.


Choose the Plus sign to add a queue (do not start typing in data here):

Pressing the Plus sign will create a basic queue with default information. The user can also import/export queue settings to system administrator by selecting the corresponding button. Lock settings at client: this feature allows all queue settings to be defined at the server and then locked so that the clients do not have the ability to modify the queue settings. This helps to standardize the queues to known settings that will provide consistent and predictable device output. Enable quickprint: when checked, this queue is also shared in the ODPInbox folder as \\servername\ODPInbox\quickprint\. Any file dropped in this folder will be printed using the settings defined in the queue. . If the device uses the EMAIL protocol then the file will be sent to the default mailbox address. If the filename found in the quickprint hot folder is actually an email address, this address is used as recipient. This allows for simple “scan to email”.

If present, the “Mirrored Windows printer” checkbox will create a shared local Windows printer associated with this Direct Print queue. This requires WPD driver installed on the same server. This will install and configure the required Direct Port monitor and create the Windows printer. You can remove the printer by unchecking this. The creation will fail if no WPD driver is found.

The “The devices below do not have queues defined” textbox shows any devices that don’t have any queues defined to those particular devices.

file://///servername/ODPInbox/quickprint/%3cqueue_name


Job Settings

Set Copies: Sets the default number of set copies for this queue Account Number: Can Define a specific Account Number for this queue Collate Checkbox: Utilize this to collate pages when printing multiple sets Reverse Collate Checkbox: Use this option for face up prints so that last page is printed first and all other jobs in the set stack on top of the last page. Pre-process: Select No for the files to be processed at the device. Job Status: Jobs can be sent in either Released (automatic printing) or Paused. Using Paused would allow a print room operator to Release the job at a later time when the print room is less busy. Cover Page: Jobs can now be submitted with Cover Pages (Job: one cover page for each job submitted, Recipient: a single cover page for each Recipient in the list, Set a cover page will be generated as the first page of each set requested). Cover Page Source: Define the media source for the cover page to be printed on. Pen Set: Pen Set to be used Mailbox: Specify a mailbox name to be used for storing all jobs for this queue on the device or the recipient’s email.


Finishing Options

Output Location:

NOTE: Not all of these options will be active for all devices. A device that does not have a folder defined will not be able to utilize the Folder / Bin / Belt options. The physical properties of your device will determine output locations.

Paper Source:

Paper Source options are also dependent upon the physical properties of the output device.


Orientation:

Auto: The machine will determine the best orientation based on available media and the dimensions of the file to be printed. Landscape: All prints will be rotated to print along the long edge of the media. For example a D+ size image will be printed on 36” width media and cut to a length of 24” Portrait: All prints will be rotated to print along the short edge of the media. For example a D+ size image will be printed on the 24” width media and cut to a length of 36” Productive: All prints will be rotated to maximize the media through put of the print device. In most cases, this will be in the Landscape orientation.


Cut Type:

Auto: This setting lets the print device determine the best Cut Type (Method) for the file to be printed.

Plot Size: This setting uses the dimensions of the print file to determine the Cut Type (Method). Note that for Vector formats (HPGL2 / HPRTL) this method can produce output that varies slightly in size for each print.

Standard: This setting will produce a consistent media output size closest to the dimensions of the file to be printed. These standards can include ANSI Small, ANSI Mixed and MM.


Quality:

A setting of Auto will let the device decide

Finishing:


Formatting

Media Size:

: Matches the output media size to the image size of the print file. A ANSI: 8.5 x 11 in B ANSI: 11 x 17 in C ANSI: 17 x 22 in D ANSI: 22 x 34 in E ANSI: 34 x 44 in A ARCH: 9 x 12 in B ARCH: 12 x 18 in C ARCH: 18 x 24 in D ARCH: 24 x 36 in E ARCH: 36 x 48 in A0: 1189 x 841mm or 46.8 x 33.1 in A1: 841 x 594 mm or 33.1 x 23.4 in A2: 594 x 420 mm or 23.4 x 16.5 in A3: 420 x 297 mm or 16.5 x 11.7 in A4: 297 x 210 mm or 11.7 x 8.3 in


Media Type:

Media Color:


Color Mode:

Color Rendering Intent:


CMYK Profile:

RGB Profile:


Content Mode:

Image Scaling:

A 2Up print job prints page 1 and page 2 (and so on) side by side, images are laid in portrait orientation and overall media is in landscape orientation. From the Advanced tab in the right pane, select Pre-processing to Yes, Scaling to 2Up, appropriate Zoom setting, and appropriate Media size to fit 2Up drawings (for example, for two 12” x 18” drawings, select media size as 18” x 24”) side by side.


Image Rotation:

Zoom:


Image Alignment:

Resolution:


Overlay Checkbox:

Checking the Overlay checkbox allows the user to overlay multiple documents on top of each other. This could be useful, for example, to include more than one image stamp on a document.


Stamp Setup

The stamping feature and variables depend on the target device.

Use the Stamp Variables button to add a special field to the stamp or watermark. These can be included in the stamp/watermark text boxes and will display job specific information at the time of job submission. %Date

%Time %JobName %UserName %PageNumber %NumberOfPages


Edge Setup Leading Edge: The first edge of the paper as it exits the print device. Trailing Edge: The last edge of the paper as it exits the print device.

Extra paper can be added to either edge by setting a positive number in the boxes.

Paper will be removed from either edge by setting the value to a negative number.

Security The security tab let’s you define who can view the queue if queue security is enabled. If nobody is assigned to the queue then nobody (except the system administrator) can see it.


Media Option in System Administrator:

Direct Print has Media Types already defined within the system. Use the arrows to view the types that have been defined before adding custom types.


Media Sizes:

Standard Media Sizes have already been created in Direct Print.

Media Color Tab:

Fold Packages:


People Configuration Settings In this section, either add new users or recipients, or edit existing ones. If the environment is set up for printing to multi-recipients, distribution lists can be created within the client application.

Note that when users launch the print client for the first time on their own machines, they will be prompted to enter in user details, if a user has not already been created for them. When new users are automatically created, they are assigned no archive security rights. In addition, new users are automatically assigned to the “Default Group”, and will inherit whatever security settings are applied to that group. If manually creating a user, the user name should match the Windows account credentials for that user. Manually created users are not automatically added to the “Default Group.” The archive/class security settings apply when an archive link has been created. In this scenario, assign default rights as is appropriate. Clicking on “Class security” provides more granular security management. It allows you to give access to specific document classes, while denying rights to others.


Groups To more easily manage security, you can create groups and assign users to them. Note that when a user is a member of a group, the user inherits any additional rights that the user does not already have, but does not lose rights if the group does not have them. Add a new group the same way you would a user, but select “Group” when the appropriate dialog asks. Note that a “Default group” is automatically created and users are automatically added to it. This allows you to set default rights to all users.

To assign users to the group, hit the “Users” button. Selected users are assigned to the group.


This will display the user/group mapping dialog as follows. Users or groups who belong the group are on the right while the left list shows all possible members.


Active Directory Import To import users from Active Directory, click the Active Directory import button on the toolbar.

In the dialog that appears, enter in appropriate values for the Active Directory server and domain, and a valid username and password. Then, hit “Load users”.


After selecting some users, click the “Add selected users” button to add them to the Direct Print environment.


SECTION 4: Accounting support System administrator allows you to manage accounting data and create reports.

Accounting functionality is managed via the Accounting form. When using internal accounting, Direct Print retrieves accounting data directly from Océ or Canon Wave devices and pushes accounting dialogs directly to Océ or Canon Wave devices. When using external accounting, Direct Print relies on an Account Console host for data retrieval from the devices. After Enabling the Accounting option, you can provide the Océ Account Console Host IP address, if external accounting is desired (“Use internal accounting” is unchecked). As an alternative, the IP address of any Océ or Canon Wave device that has Account Logic enabled can be used.

Accounting configuration


Enable/Disable Accounting using the Settings tab. Select Use Internal Accounting as appropriate, or unselect and then enter the location (or IP address) of the External accounting server. Remember to click “Retrieve fields” when using external processing

Once accounting is enabled a new “Accounting” group is available in the Direct Print Client application job settings. It will use the fields as shown in the “Dialog” tab. Import fields automatically from file: The user may wish to specify a file name from which to import accounting fields. Export CSV report automatically to file: The user may wish to specify a file name that will be used to export a CSV of a report. Import devices: Imports devices from Account Console. The devices must be configured in Account Console, and they must have had logs retrieved by Account Console. Clicking this button will configure each qualifying device in the Devices form of System Administrator, unless the device is already present there. Retrieve fields: Imports Accounting Fields and Values as configured in Account Console.


Accounting Data

All job accounting data can be seen in this main window. The date range for the logs may be selected in the bottom left of the tab. By default, the “From” date is the first day of the current month, and the “to” date is the current date +1. Special case date selections are available by using the appropriate radio button to override the date range – Today, This month, Last month

Use the checkboxes to aggregate by either job or device. In addition, the logs may be grouped by any one of the attributes in the dropdown menu. No more than one aggregate box may be checked at a time.

Use the above dropdowns to filter (show only those entries which contain) on a particular attribute. The upper dropdown selects the attribute on which to filter, and the lower dropdown selects the desired value on which to filter. Customer Name: The user may wish to specify a customer name to be used on an accounting record printout for a particular customer.


You can select which column is visible by right clicking on any column header. You can then pick and choose the headers you wish to display. Note that some page specific columns (like width, height, media type) will not have any data in some aggregation modes.

In order to display new accounting data that may have been retrieved while the application is running, click on the refresh button.

Calculating Cost Media cost and Ink/Toner Cost is tied to usage data and the costs assigned to media types as well as consumables. These are set in the administration tool.

Chargeable/Billable column: The user may include a special “Chargeable” or “Billable” field (column) as part of the accounting fields. If a “Chargeable” or “Billable” field is present, all “cost” fields will have a “0” value if the value in the “Chargeable” or “Billable” column is “False” (or f or F) or “No” (or n or N) for that record. Otherwise, media, ink/toner, or clicks costs will be shown calculated based on usage and per-unit cost.


Creating Reports

You can export the current view as is to a CSV file which can then be imported into other tools such as Microsoft Excel.

You can also print the exact same layout to a printer configured on your PC. This can be to print to PDF or to print to an actual printer. It is suggested to use a landscape layout for better readability.

Cleaning old records It is possible to delete old records from the system using the Purge old logs button.

Any record predating the date chosen will be completely deleted from the system. Note that if a device still has the record, it may be retrieved from the device again in the next few minutes.


Report Templates In order to retain a certain log report configuration, including visible columns, filters, aggregate, or grouping, maybe for a particular customer, it is possible to create and store report templates.

Make column, aggregate, grouping, and filter selections. Then press the “Save current report as new template” button and enter a report name. This report style will be saved. Go to the “Report templates” tab to retrieve the template when needed.

Manage your report templates from the “Report Templates” tab. From this tab, you may

➢ Delete a template or templates ➢ Apply template (switch to Logs tab and see the report for this template) ➢ Make a template your default template (will always display when entering the accounting form Logs

tab)


Accounting Dialog (Fields/Values) Use the accounting dialog to add/delete accounting fields and associated appropriate values.

The meaning of the buttons on the left side of this screen is intuitive. Columns in the Field area are as follows: ID: Identifier for the Field Caption: The description of the field Type: Text field, password (encrypted), dropdown list of values, or multiline text field Required: no, always, or ondevice Clear on submit: after entering the values and submitting the print job, the values will clear Depends on: This is a dropdown list of Fields of which one (per row) may be chosen to be tied to another field. For example, there might be a UserName Field and a Password Field. The Password Field could depend on (or have one-to-one correspondence to values in) the UserName Field. There would be a separate Password value for each UserName, for instance. Import Dialog: allows you to import a dialog definition from a file, an Account Console server or a device. Reload dialog: discards your changes while Save dialog: commits changes to the database. Note that possible Values for a field will only be shown if exactly one Field row is selected.


Accounting fields may be pushed to a device from the Devices→Device details→Accounting tab for a device. Accounting logs/data may also be retrieved from this same location.

Device Meters Meter data for a device is found on the Devices→Device details→Meters tab


SECTION 5: PRINT SETTINGS The printing section allows you to set global print settings.

Logging level: determines the amount of logs written by all the modules for troubleshooting purposes. High means that the logs will fill up quicker. Log to database: determines whether logging is also done to the database and accessible through the security page. Logging to database can add a large load to the system. Number of days before a job gets removed from history: determines how far long old jobs are kept in the error, history or print vault folders Forward security logs to Syslog server: store security logs at the IP address entered in the text box. Check for application updates on start-up: The client will display a message that an update is available if the server is of a higher version. The server will check for any Direct Print updates that are available on the Canon Solutions America website before the program loads. Compress print jobs: determines whether jobs are transferred in zip form or not Enable queue security: enabling queue security restricts queue access to users who belong to the related user group Lock job settings on clients: print clients cannot modify job settings (except for a few like number of copies) Enable printing to local devices and exporting to TIFF or PDF: determines whether a print client can print directly from the viewer to a local windows printer and whether they can save previews Allow users to see jobs submitted by other users: enables the ability to see all jobs submitted to a queue by different users Hide print preview button: if checked, will hide the print preview button from the Direct Print client window


Enforce user rights and memberships from Active Directory: will sync the rights of users and their memberships between groups created in System Administrator and Active Directory groups using a configurable prefix (“Oce Direct ” is typical). Note that the prefix can contain the domain name, for example “Domain\Oce Direct “. Enable document access control: enables control over what documents users are able to see when they try to access the archive Enable status notes on documents: enables or disables the document attribute Status Notes

Configuration path: points to the configuration file used Database path: indicates what database the system is using. (Note: Local database will prevent network connections) Inbox path: determines where incoming jobs transit through. This can be changed by browsing for a new path or entering a different value. Vault path: determines where the print job vault is located.


Prompt to update documents when changing queues: determines whether the settings from the new queue settings overwrite existing job settings Clear job on submit: determines whether the current job is kept in the client after hitting the submit button Use external processing: determines if an external converter (like Cadzation’s Acroplot Repro) should be used Enable distribution list support (license required): enable or disable the use of distribution lists (multiple print recipients) Rename original file: enable or disable the ability to rename the original file from the current job Default job name: based on selection, this will be the name of the job when you open Direct Print Change name on new job only: check this if you would like to print the job multiple times with the same name. Remove job ticket embedded in data file: discards the job ticket before the file is added to the job, then a modified version of the file is added to the job Ignore job ticket embedded in data file: discards any header found in the file Allow multiple jobs view: allows one to submit print sets, using different job settings and different queues, in each of multiple job windows

File Processing section Do not convert or split file: do not process files when adding them to the print client Convert file to TIFF: convert files to TIFF when they are added to the print client Ask to convert or split multi-page: ask before converting or splitting to give a chance not to convert/split certain files Split multi-page PDF files using internal processing: split multipage files into single page documents using internal library Split multi-page PDF files using external processing: special case where PDF files can be split into TIFF images using an external tool as opposed to internal library Resolution for local conversions and preview: what DPI is used to process files for client conversions and previews


Tolerance margin: margin outside of the media size of the image that allows it to be considered a good fit (in inches). Resolution: target DPI for image processing and conversion when printing. Show document list on cover page: shows a list of your print documents on the cover page for the job (if cover page is selected). Create PostScript level 3 files: when using a device that expects postscript, allow files to be created using PostScript level 3. Add extra 180 to landscape image when folding: images that are in landscape will have an extra 180 rotation added when the image is sent for folding. OCE device specific. Add extra 180 to portrait image when folding: images that are in portrait will have an extra 180 rotation added when the image is sent for folding. OCE device specific. Override pens: when supported, allows an image’s pen data to be changed by image processing. Merge HPGL/2 layers: enables the HPGL image to merge the layers together if necessary. Use external conversion: determines if an external converter (like Cadzation’s Acroplot Repro) should be used Correct Resolution: use for troubleshooting purposes. Inked area: trims any white space around the inked area of a processed image. Use device media control: lets the device controller calculate media placement. Split multi-page files in print job: enables the ability to split multi-page PDFs in the print client. Split multi-page files in print job: enables the ability to split multi-page PDFs in the print client. Split job into separate files when sending: enables the ability to send documents to the printer listing them one-by-one. Split job sets into separate jobs when sending: sets are sent to the printer as separate jobs.


Job name format on Océ or Canon Wave device section Include submitter name: shows the name of the local user who is printing the job in the name Include recipient name (if applicable): will show which recipient the job was printed for Start job name with original job name: will display the name that the user created for the job in the name that goes to the Océ or Canon Wave device

Printer Service The Print Service Settings tab shows if the print service is running and allows you to stop or start it if you started the application with administrative rights. From this tab, you may also assign a device, devices, or a group of devices to a print service.

The general portion of the printer services tab allows you to select polling interval and number of document processing threads.


You may also select a device, several devices, or a group of devices to assign to a printer service:

Select a device in the Unassigned panel and click the right-arrow to Assign that device to the current Print Service, or click on the double-right-arrow to Assign all devices to the Print Service. Unassign a device by selecting that device and clicking on the left-arrow.


Create a group of devices by clicking on Add Group and entering the group name. Then select the group by double-clicking on that group name. A dialog pops up for that device group:

Select which devices to assign to this group by selecting the device and clicking on the right-arrow, or click on the double-right-arrow to select all devices. Don’t forget to save what you have done by clicking on Save. The Port Monitor Settings tab allows users to decide whether to overwrite blank empty stamps with a queue default.


The Pens Settings tab lets the user create, import, and/or edit custom pen sets for the job.

New: create a new pen set definition that can be used in the client. Import: use a plot file that has pens defined. Edit: make changes to any of the pen sets that have already been created. Delete: remove any pen set definition that is in your pen sets.

Creating a pen set definition When the user presses the “New” button on the pen settings, they will be prompted to create a unique name for the pen set. Once the user creates the name a new dialog will pop-up will display. This dialog allows the user to create the pen definitions. They can create as many pens as they like. To create a new pen they simply edit the row that has a ‘*’ symbol as shown below.

The Stamps tab allows the user to add, manage, and modify stamp sets available to the user.


Add: creates a new row that you can make a new set of stamps and watermark that can be used for multiple jobs. Edit: allows the user to edit the stamp set and make any changes to the current set. Delete: removes a stamp set when that set’s row has been selected. Save: once you have made the changes or created a new one you can then save the sets you have made.


The File Formats tab allows the user to see which processing engines are available for selected file formats:

The Email tab allows the user to specify email settings and select desired alerts to use for sending device error and warning alert messages:


SECTION 6: DATABASE SETTINGS

This tab shows the database connection and lets you switch from SQL authentication to Windows authentication. By default, all modules use a specific login to access the database. This can be switched to using Windows authentication for more granular security control. However, this will typically require creation of user groups and assigning them to the OCEPRINT database. You can also backup the database by pressing the corresponding button.


SECTION 7: ARCHIVE CONFIGURATION Direct Suite must be configured to properly access data from the archive. This configuration will define what system the data is stored on, what classes to search on, how to perform those searches and where to import data. Click on the “Archive” button to access the configuration tools.

Base Classes The first step to configuring the archive is setting up the base classes. These can be created in any way to best reflect the needs of the customer. Navigate to “Archive>Base classes”. To add a new base class, click the “Add” button.


A dialog will pop up that allows you to edit details before saving the new base class. At the top of the window, add a name and description. In addition, choose whether the base class should check for duplicate document submissions.

In this window, you can also add or edit class attributes. However, there are some important details to note. After an attribute has been added and saved, it cannot be deleted, and the attribute name cannot be changed (other attribute specific details can be changed at any time). Optionally, can you change the order of attributes, whether or not they are used for simple searches, and whether or not they are used as part of the duplicate key.

At the bottom of the window, you can create a display name that is applied to documents. Display names use attribute information, which can be added via the dropdown.


Click “OK” to save the new base class.


Searches Searches are used to query the archive for documents. Any number of searches can be created and are tied to the document classes. They can provide users with multiple search fields to type in criteria.

Click on the “Add” button to create a new search or select an exist search to and click “Edit”. Note that from this dialog, you can also enable or disable search security (if licensed), and rearrange the order of searches.


The search editing dialog will appear. At the top of the dialog, type in a search name and description, and choose which class this search will be tied to. Searches can also be configured to return the latest document revisions only. In the main body of the window, you can configure the search behavior by choose which attributes to use for search, display, sort and filter. Search attributes represent the fields that will be presented to the user.


After a search is performed, the display attributes dictate what information to show the user about each document found. The “Display Name” is a special attribute that ties to the display name created in the base class.

Choose how to sort documents returned from a query by adding sort attributes and selecting either ascending or descending. You could also sort the documents based on value length of the file name. Give priority by moving the attributes up or down with the move arrows.


Optionally, you can filter the results returned from a query by adding filter attributes, choosing conditions and adding a value. For example, you can return only documents with sheet number equal to one.


Search Security

If licensed and enabled, a search security tab can be used to configure access rights. Note that if search security is enabled and nobody or no group is assigned to it, then only administrators will see the search.

Membership to a search group can also be adjusted from the people tab. It is not possible to create a search group manually.


NOTE: Search security does not apply to simple searches (used in Direct View web client). Simple searches are only affected by class security. If using search security, it is suggested that you disable simple searches (from the Direct View Configuration Tool).


SECTION 8: DIRECT INDEX CONFIGURATION

Styles To create an indexing style, navigate to “Indexing>Templates” and click “Manage”. NOTE: At least one base class must have been created with “Imports” configured.

Choose “Create a new indexing style” and enter in an appropriate name.


To load attributes from an existing base class (created in the previous guide section), choose “Load attributes from server”. A list of available attribute categories will load to choose from.

The attributes connected to the chosen category will be displayed on the next page. If desired, reorder the attributes.

The next page allows for detailed attribute editing.


1. Name – The attribute name as defined when the base class was created. 2. Default Name – This will appear on the importing screen as opposed to the attribute label. 3. Default Value – A value used as a default for the attribute. This can either be entered or selected

from the lookup list population method. 4. Population Method – Several population methods are available, including Typed Value, Hollerith,

Barcode, File System Tag or Lookup List. Additionally, the current date can be used. 5. Checked values:

a) Locked – If checked, users will not be able to change the value. b) Optional – If checked, users can decide whether or not to enter a value. c) Double Entry – If checked, users will be required to enter in the value twice for

confirmation purposes. d) Remove leading and trailing spaces – If checked, automatically removes extra spaces at

the beginning or end of an entered value. e) Hide in Direct Index – If checked, this attribute will not appear on the Direct Index

interface.


Edit each attribute before continuing.


Index Styles allow for validation masks. Character validation masks check the type of characters entered by the user into the attribute field and warn the user if the characters do not match the mask.

If Hollerith was selected for any of the attribute population methods, the next page to configure those attributes. Hollerith data properties map the start and end column values from the Hollerith data to the attributes.

If Barcode was selected for any of the attribute population methods, the next page is to configure those attributes. Barcode data properties map the start and end column values from the Barcode data to the attributes.


If Arizona Print File was selected for any of the attribute population method, the next page is to configure those attributes. The attributes can then be mapped to data fields that were extracted from the Arizona Print File.

The next page is used to configure attributes with population types set to File System. There are two available system population methods.

1. File System Tags – Pulls values from the filename and its location. 2. Filename Parsing – Extracts data from the original filename to use as attribute values. If imported

files have consistent names, portions of the filenames can be parsed out to use for attributes.


When a sample image is loaded, a drop down will appear that allows you to select a root folder to see how the file system will organize the directories. This will show how it populates.

The last population wizard is Lookup Lists. A list of available lookup lists will display for any attribute population types set to Lookup Lists. Assign an existing lookup list as desired or create a new one.


On the final page, hit “Finished” to save the Index Style.


Templates To create an indexing template, navigate to “Indexing>Templates” and click “Manage”. NOTE: At least one Indexing Style must have been created.

Select “Create a new indexing template.”


Add a name for the template and a description as desired.

On the following page, choose which file system category to import files into.


Importing can automatically apply optional image formatting or conversion, if desired.

Select an indexing style to associate with the template.


Click “Finished” in order to save the template.

Lookup Lists Lookup Lists are used a population method for attributes when importing documents into the vault. They are simply a collection of predefined items that a user can pick from when importing. To create a lookup list, navigate to “Indexing>Templates” and click “Manage”. In the editor that appears, click “Add” to add a new list.

Enter in a name and description as is appropriate and accept.


Add one or more lookup list items.

Click ‘Save’ to save changes, ‘OK’ to save and quit or ‘Cancel’ to quit without saving.


Import To import a lookup list, first select the appropriate list from the list of available lists, or create a new one. Then, click on the ‘Import’ button.

1. Browse to a delimited CSV file. 2. Choose the character that serves as the delimiter (default is a comma). 3. Mark whether or not the file contains a header row. 4. Choose the column to serve as the display value. 5. Choose the column to serve as the system value. 6. Contents of the CSV file. 7. Import the CSV contents into the selected lookup list. 8. Cancel the operation.


Automatic Index using Script Processor Automatic index allows users to send files to Direct Index or the archive directly through the script processor. The user can add a document to folders located in the scripting folder to add to the archive. These folders are based on the index styles you have currently created. If your document already has values for the attributes, then it will be added to the archive. If you are missing any attribute values, then the document will be sent to Direct Index for you to review and then add to the archive. To enable automatic indexing the user will need to click on the “Enable Automatic Indexing” checkbox in the indexing tab.

When the checkbox is checked it will add new folders based on the index styles to the scripting folder that is located at C:\ProgramData\Oce Direct Print\ODPInbox\Scripting. Once the folders are added, you can add the documents to any of these folders to index.


When the checkbox is unchecked, it will delete the folders from the scripting folder.


SECTION 9: DIRECT VIEW CONFIGURATION This section will cover the various configuration options that are available with Direct View.

General Settings

1. Direct View requires user credentials that have sufficient rights to access the “ODPInbox,” “OceVault”

and document vault directories. These credentials can be changed here. 2. By default, if a user attempts to connect to Direct View without existing within the Direct Suite

environment, the user will be refused. By checking this feature, new users will be automatically created and assigned to the default user group, with inherited rights.

3. Direct View allows for a custom logo, which can be set and previewed here. 4. Set the timeout period (in minutes) for user sessions to end. Set to ‘0’ for never. 5. The display timeout (in seconds) is a custom option for timing out the messages displayed to the user.

Set to ‘-1’ to hide non-critical messages. 6. Enabling this option will allow users to download archived files to their personal computers.

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5

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3 5


Search Settings

1. This option controls the maximum number of records that can be returned in a search. Setting to

zero will allow an unlimited number of records. NOTE: Allowing an unlimited number of records in a search can have noticeable implications on server performance.

2. Allows users to perform basic searches. 3. Allows users to perform advanced searches. 4. Controls whether or not user-to-document link security is used. (Licensed feature) 5. If document linking and this feature are enabled, results will always be the latest revision of a

document, even if the user is not explicitly given rights to the latest revision document.

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Print Settings

1. Allows users to select documents, add them to the print job, and submit the print job to a selected

queue. 2. Allows users to add local documents to the print job. 3. Allows users to save and load print job files.

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SECTION 10: SECURITY

User Rights Security is based on group rights and individual rights using an inheritance system. A user will inherit rights from the groups it belongs to. However, user rights are considered in addition to rights from the group. This applies to basic rights as well as to class security. Note that access to queue or search cannot be configured through this page but only through the relevant queue group or search group in the people tab. Security rights can be set either under the people section or under the security section.


The view can be sorted along any column by clicking on the column header. Clicking a second time reverses the order.

You can view and change group membership by clicking on the groups or users button.

Any setting in the grid can be copied down to quickly apply a given settings to a large group of people.


Class security can also be removed from selected records. This allows quick fallback to defaults or group security.

Class security can be configured for a given user or group by clicking on the “Edit class security” button. Class security is based on basic rights. The default is to inherit but it is possible to actively permit or forbid a given right. A blank value stands for inherit rights. The checkbox “Show final security” previews actual rights after all group and user security rights are applied.


The grid can show effective basic rights or effective class rights.


The view can be filtered by groups.


Security Log

The Security log tab shows entries resulting from operations on the System Administrator application.

Security Patching Patches are obtained and applied to a device via the Devices→Device details→Patches tab:


Patching may also be managed via the Settings→Patching tab


SECTION 11: BATCH FILES

Convert.bat The convert.bat file is responsible for defining what third party applications are available to utilize for file processing and converting when external processing is specified on the client. The location of the file is located here by default (the install drive may differ):

• x86: C:\Program Files\Oce\Direct Suite\

• x64: C:\Program Files (x86)\Oce\Direct Suite\ Common default parameters set by convert.bat Default preview resolution = 200dpi Default preview Width = 1280 pixels Default preview Height = 1024 pixels Default file converter = oceconvert.exe For processing postscript and PDF files, either of the following can be used (must be installed on local system, please verify installation location): Acroplot Repro

OR Ghostscript 9.0 or greater For processing DWG, Cadzation Acroplot Auto or AnyDWG can be used.

ConvertVault.bat The vault conversion batch file can be used to create PDF and preview files of documents stored in a vault. ConvertVault.bat does utilize the Covert.bat file listed above. Ensure that its requirements are met before attempting to use ConvertVault.bat. NOTE: This process will not replace or write over any existing files. If the files already exist, they will be skipped over. The location of the file is located here by default (the install drive may differ) and must be run from the Direct Suite root path.

• x86: C:\Program Files\Oce\Direct Suite\

• x64: C:\Program Files (x86)\Oce\Direct Suite\

file:///C:/Program%20Files/Oce/Direct%20Suite/file:///C:/Program%20Files%20(x86)/Oce/Direct%20Suite/file:///C:/Program%20Files/Oce/Direct%20Suite/file:///C:/Program%20Files%20(x86)/Oce/Direct%20Suite/


To use the file, launch the Windows Command Prompt. Type in… 𝑐𝑑 𝐶:\𝑃𝑟𝑜𝑔𝑟𝑎𝑚 𝐹𝑖𝑙𝑒𝑠 (𝑥86)\𝑂𝑐𝑒\𝐷𝑖𝑟𝑒𝑐𝑡 𝑆𝑢𝑖𝑡𝑒\ …and hit “Enter”.

Then, type in the following (replace the vault path as appropriate)…

𝐶𝑜𝑛𝑣𝑒𝑟𝑡𝑉𝑎𝑢𝑙𝑡. 𝑏𝑎𝑡 𝐶:\𝑂𝑐𝑒𝐴𝑟𝑐ℎ𝑖𝑣𝑒\𝑂𝑐𝑒𝑉𝑎𝑢𝑙𝑡\ Optionally, add “nopdfprinting” (without quotes) after the vault path. The PDF files generated from this process will be read-only, and cannot be printed when viewed from Direct View or elsewhere.

…and hit “Enter”. You will be given a prompt to continue.

Press any key to begin the process or “Ctrl-C” to exit.


SECTION 12: REQUIREMENTS FOR DIRECT ARCHIVE

Requirements: Client PCs

Client Workstation Specification

CPU Core 2 duo 2GHz or better

Operating System Windows Vista SP1 x64 (Windows 7 or later recommended)

RAM 4GB

Hard Disk (Application only) 1GB

Requirements: SQL Server Environment

Server Specification

CPU Core 2 duo 2GHz or better

Operating System Windows Server 2008 R2 (Windows Server 2012 or later recommended)

RAM 4GB (8GB or more recommended)

Hard Disk (Application only) 1GB (Additional space required for document vault)

Database SQL Server 2008 R2 (Express or Full) (SQL Server 2014 or later recommended)

Web Server Internet Information Services 6.0 or later (If using web application Direct View)


SECTION 13: DIRECT SUITE TROUBLESHOOTING GUIDE

Installation Issues 1. Problem: When beginning installation, the following error message appears:

Solution: This occurs when the client machine does not have Windows Installer 4.5. Visit the Microsoft website to download and install Windows Installer 4.5: http://www.microsoft.com/en-us/download/details.aspx?id=8483

2. Problem: When installing Direct Suite on a client PC, the following error occurs:

Solution: The PC you were trying to install Direct Suite on did not allow setup to install SQL Server CE 3.5. In some cases, if applications are open during the installation this component will fail to install. Make sure you close all applications prior to installing Direct Suite. You can try to perform a manual installation SQL server CE 3.5 prior to installing Direct Suite. The installation file for SQL Server CE 3.5 may have been included in the installation media. If not, try downloading the following link: http://www.microsoft.com/en-us/download/details.aspx?id=5783

http://www.microsoft.com/en-us/download/details.aspx?id=8483http://www.microsoft.com/en-us/download/details.aspx?id=5783


3. Problem: When installing SQL Server, the following error occurs:

Solution: This occurs when the server machine and current user have the same name. Log into the machine as a different user before performing the installation.

4. Problem: When installing Direct Suite, the following error occurs:

Solution: This occurs because the installer is actually unable to create some necessary configuration directories. Refer to the installation media and locate a batch file called “CreateIntallFolders.bat”. Execute the batch file and follow its directions. Then, return to the Direct Suite installer and click “Retry”.


Direct Suite Client Issues

1. Problem: When I add a file into the print client, the thumbnail shows a read X Solution: Check to make sure the file types you are adding to the print client is a supported file type. Supported File types are (DWF, PS, PRN, PDF, HPGL, HPGL/2, TIFF, JPEG)

2. Problem: I receive a connection error when launching the print client.

Solution: Make sure the Direct Print Server is running. Try browsing or pinging the Server.

3. Problem: When opening a previously saved a Direct Print job, an error indicating the files are missing occurs.

Solution: If this occurs, the job was probably saved using the option ‘Save Job Ticket’ or ‘Save Job Ticket As’. Feature in the Direct Print client. To avoid this error, don’t move the original drawing locations after it’s saved, or save it using the ‘Save Full Job’ or ‘Save Full Job As’ option.


4. Problem: Print Jobs never make it to the Output device. Solution: Make sure the ‘Direct Print Service’ is running on the Direct Print Server. If this service is not running, jobs will be held in the ‘ODPInbox’ on the Direct Print Server. Check the contents of the ‘ODPInbox. Windows XP and Windows server 2003: C:\Documents and Settings\All Users\Application Data\Oce\Direct Print\ODPInbox\.

Windows Vista and later or Windows server 2008 and later: C:\ProgramData\Oce Direct Print\ODPInbox\

file:///C:/Documents%20and%20Settings/All%20Users/Application%20Data/Oce/Direct%20Print/ODPInbox/file:///C:/ProgramData/Oce%20Direct%20Print/ODPInbox/


5. Problem: When launching the print client after installing it on a Client PC, the following error occurs:

Solution: This error occurs when the client’s user account is local and unknown to the server PC. The user must be added to the server.

6. Problem: Changes made in System Administrator are not reflected in Direct Print client.

Solution: In print client, either press F5 (to refresh) or close the program and restart it.


System Administrator Issues 1. Problem: When creating devices in System Administrator, Roll information is not updated:

Solutions:

• Check that backchannel is configured and click on the “Query device” button

• Close System Administrator and re-launch. Then, check the Rolls/Trays tab again.

• If the roll information is still not updated, close System Administrator and restart the print service, PrintDirectSvc. Restart the service by:

1) Open the start menu, and right click on “My Computer”. Select “Manage”. 2) On the left pane, expand “Services and Applications”. Click on “Services”. 3) In the services list that has just opened, scroll down until you find “Direct Print Service”.

Restart the service. It should look like this:

4) After restarting the service, re-launch System Administrator and check the Rolls/Trays tab once more.


2. Problem: Can’t add a new ‘Device’ or ‘Queue’ to System Administrator. Solution: First click on the (+) sign first to create the new device.

3. Problem: My devices and Queue information does not save. Solution: Click on the ‘Save’ icon to save Device and Queue information.


Logging Information System Administrator has a log feature that details the activity of the print service and various Direct Suite applications. System administrators can increase or decrease the frequency of log updates by going to the Settings section of System Administrator:

The maximum history of the log can also be configured.


The help menu allows you to access the log files for the SystemAdministrator application, the print service (used to handle print jobs and device backchannel), the script processor service (used for archive integration with 3rd parties), the port monitor (used for Windows printer mirroring) and the convert module (used by the service for processing different file formats).

The log file for the print service is named DirectPrintSvc.log and can be found:

• On Windows Vista and later or Windows server 2008 and later: C:\ProgramData\Oce Direct Print\

• On Windows XP or Windows server 2003 at: C:\Documents and Settings\All Users\Application Data\Direct Print\ Other application logs can be found:

• On Windows Vista and later or Windows server 2008 and later: C:\Users\[Local User]\AppData\Local\Oce Direct Suite\

• On Windows XP or Windows server 2003 at: C:\Documents and Settings\[Local User]\Application Data\Local\Direct Suite\
file:///C:/ProgramData/Oce%20Direct%20Print/file:///C:/ProgramData/Oce%20Direct%20Print//C:/Documents%20and%20Settings/All%20Users/Application%20Data/Oce%20Direct%20Print//C:/Documents%20and%20Settings/All%20Users/Application%20Data/Oce%20Direct%20Print/file:///C:/ProgramData/Oce%20Direct%20Suite/file:///C:/ProgramData/Oce%20Direct%20Suite/file:///C:/Documents%20and%20Settings/All%20Users/Application%20Data/Oce%20Direct%20Suite/file:///C:/Documents%20and%20Settings/All%20Users/Application%20Data/Oce%20Direct%20Suite/