YSOFT SAFEQ 5

Security

Print management

Monitoring & reporting

Scan management

Private Cloud

& access management

Key benefits

Economical Secure

Efficient Green

Economical With YSoft SafeQ you save an average of 30% on print costs

Eliminate Enforce

Comprehensive reports help you optimize usage and reduce costs across your organization.

!  No tons of paper lying around the printers thanks to easy selection of which documents should be printed

Rule-based printing lets you control whether prints are made in color or B/W, simplex or duplex.

Optimize the unnecessary prints print environment economical printing

Secure A high degree of document security is an essential part of the YSoft SafeQ solution

document security Control Monitor

No prints, copies, or scans can be made without user authentication.

You can define print/copy/scan rights for users, departments, or roles based on individual job duties.

Every operation is monitored and stored for later reports and analysis.

Protect access rights every print, copy,

and scan

Efficient YSoft SafeQ increases employee productivity and the efficiency of corporate processes

Mobile print Scan management Users can pick up their prints at any printer in your organization – with no geographical limitation.

Users can send the common file formats (DOCX, XLSX, PDF, JPEG, etc.) to print from their smartphone or other mobile device and pick up the print later at any printer in your organization.

Scan to email with a single click. And you can create scan workflows that make everyday scanning tasks simple (for example, invoice processing).

Print Roaming

Green YSoft SafeQ helps reduce the use of natural resources and protect the environment

of paper and energy Track Statistics

YSoft SafeQ helps you reduce the use of paper, toner, and energy.

Green reports show the savings to the natural environment your company has achieved in terms of trees, electricity, and more.

Statistics of savings during the year for better taxes

Reduce the use eco-savings

Basic architecture

An essential concept of the software is that it is virtual. The software is not part of the individual printers – it is a server-based application.

Central server !   Extends the standard

functions of each printer !   Analyzes every print,

copy, and scan and applies configured rules

!   Stores all print, copy, and scan operations

Security and access management YSoft SafeQ features

Access management !   Protect documents from

unauthorized access.

!   Authorize users at printers via card, PIN, username/password or combinations of those methods.

!   Monitor the who, what, and when of every print, copy, and scan.

!   Assign print, copy, and scan rights to each user according to his/her needs. !  Allow color printing only for

the employees who need it.

!   Provide web interface access rights according to the user’s job responsibilities. !  Full access rights for

administrator.

Security

YSoft SafeQ terminals enable user identification and easy access to users’ print jobs – and a high level of document security

Users can authenticate via PIN, ID card, username/password, or combinations of those methods. Users can easily complete the assignment of a new card by entering a card activation code or username/password at the printer.

Cost-effective terminal for MFPs and small network printers used for everyday office printing, copying, and scanning.

Enhanced features improve productivity and convenience. Enables users to manage theirs print jobs at the printer – print, reprint, cancel, mark as favorite, copy, scan.

Feature-rich solution integrated directly into the MFP´s user interface panel. Supports the ability of the MFP to perform multiple operations at once and the advanced functions of YSoft SafeQ Scan Management.

Terminal UltraLight Terminal Professional Embedded Terminal

Access controlled by access rights based on user, role, or department. You can set rights for access to the web interface, printers, or to specific functions of printers (copy, scan, print).

Print management YSoft SafeQ features

Job management !   Increase the security of

sensitive documents.

!   Enable members of departments or work groups to share print jobs by using shared queues.

!   Release print jobs at any printer, anywhere in the company.

!   Store frequently used documents as Favorite jobs for one-click printing.

!   Select jobs to reprint directly at the MFP panel.

!   Easily delete unneeded documents from print queues.

Print queues

Mobile print !   Force large documents to

be printed only on economical printers.

!   Force emails to be printed only in black-and-white.

!   Improve the security of confidential documents with automatic watermarks of the userʼs name.

!   Send a print job from your mobile device via the YSoft SafeQ web interface or email. !  Multiple formats are

supported.

Rule-based printing

YSoft SafeQ manages all print jobs via its own print queues, with several types of queues that support specific functions !  Direct print queue ! Secure print queue (Print Roaming)

! Shared print queue

Assistant

YSoft SafeQ Print Roaming makes it possible for users to print their documents at any printer in the network – after they authenticate

Users can manage their print jobs directly at a YSoft SafeQ terminal

Document info and preview

Delete, print, reprint, favorite, scan, billing codes

Rule-based printing enables you to define a set of rules that manage jobs based on conditions and actions – and notify the user

A wizard enables fast and easy definition of each rule with settings for Conditions, Actions, and Notifications

Action Notification !  If user is <user, in role> !  If printer is <device, in group, printer-model> !  If job title <contains text> !  If job has been sent to <direct, secure, shared,

auto, ���[named]> queue !  If Job is <enabled, disabled> <PCL, PostScript, PDF,

Prescribe, RPCS, CPCA, other/unrecognized tag> !  If Job size is <greater than, equal to, lesser than, in

between> <x> <kb, Mb, Gb> !  If Current job status is <received/spooled/in progress/

printed/error/deleted, etc.> !  If Job contains <more than, equal to, less than, between>

<x> [<all,b/w,color>] pages [with paper size <large, small>]

!  if total amount of [printed, copied] [BW, color, A3, A4, all] pages by <user, job owner> during <current day, week, month, year> is <more than, less than, exactly, between> <x>.

!  If Current <day of week/day in month> is <before/exactly/after/between/in named period> <x>

!  If Total Page Counter of <device> is <greater than, equal to, lesser than, in between> <x>

!   convert the job to [gray scale, duplex]

!   change number of copies

!   add watermark with <text with variables.> using <font settings> to <left, right, top, bottom, center>

!   add/modify <defined> PJL header

!   re-queue the job to queue <name>

!   reject print / copy session (authentication)

!   force B/W copy session (deny color copying)

!   send <customized> message to [users in role, users in cost centers, users from list, job/session owner] using <email,>

Condition

With Mobile Print Server, jobs can be sent to YSoft SafeQ via smartphone or uploaded via the web interface – YSoft SafeQ then automatically converts the jobs into printable formats ! Print submission via email ! Print submission via web

!  Supports multiple formats: .doc, .docx, .xls, .xlsx, .ppt, .pptx, .odp, .ods, .odt, .html, .htm, .mhtml, .jpg, .jpeg, .png, .txt, .pdf

!  No additional software for printable format conversion needed.

Monitoring and reporting YSoft SafeQ features

Reporting !   Monitors all print, copy, and scan

operations on all MFPs and small network printers.

!   Detailed, accurate accounting according to the specific type of MFP/printer.

!   Comprehensive reports include information about all operations performed across the entire print environment.

!   Standard, Customized, or Green reports provide exactly the information needed.

!   Automatic reports can be generated at defined intervals and exported to .xml, .xls, .pdf.

Monitoring

Multilevel billing codes !   Billing codes enable accounting and

reporting of costs by project

!   Support for multiple project levels

!   Billing codes can be assigned to user or cost center

The YSoft SafeQ web-based dashboard shows crucial system management and monitoring information !  Configuration via widgets !  Compact mode

!  Choice of layouts

Monitor Monitor

!   Monitor users’ authentication to printers or the YSoft SafeQ web interface.

!   Track the who/when/what for every print, including job preview and document backup.

!   Monitor the entire system – printers, terminals, and services.

Monitor access operations system

YSoft SafeQ supports different types of accounting based on the capabilities of the specific printer

!  Local/offline accounting !  Online accounting

!  Native accounting

!  Toner coverage

!   Used if the printer does not support native or online monitoring.

!   Accounts print jobs immediately after they are sent to the printer, regardless of whether or not the prints are made.

!   When a user logs in, monitors all operations and stores information about them on the printer. When the user logs off, the printer transmits that information to the YSoft SafeQ server.

!   YSoft SafeQ communicates directly with the printer via SNMP and accounts the exact number of printed pages.

!   Analyzes the toner coverage on each page of the print job.

Local/offline accounting Online accounting

Native accounting Toner coverage

YSoft SafeQ offers predefined reports that provide information per user, printer, cost center, or billing code

YSoft SafeQ lets you use filter settings to create customized reports

Management reports deliver a complete overview with one click and are specifically tailored to the needs of senior executives

Green reports provide information about how your use of YSoft SafeQ makes a positive effect on the environment !  Savings in terms

of CO2, water, trees, and electricity

Track (sub)project printing costs with multilevel YSoft SafeQ billing codes

!  Track multiple levels of projects

!   Import projects from CSV files

!  Assign projects to specific users or cost centers

Scan Management YSoft SafeQ features

The YSoft SafeQ solution – software + terminals – enables secure and easy scanning, along with detailed information for reports

Scan to folder Scan to script !  Scan and send

to the user’s email with one click

!  Scan to the user’s home folder or other predefined folder

!  Create scanning workflows that include operations to be automatically performed by external apps

Scan to email

With YSoft SafeQ Embedded Terminal, scans can include metadata !  For example, all scanned invoices can include a VAT number

and a total amount, and this information can be further processed for other purposes.

Private Cloud YSoft SafeQ features

Load balancing Central reporting

!   Central management of the entire print environment

!   Automatic distribution of configuration settings and updates to all locations

!   Efficient and reliable print services with automatic workload distribution and server clustering !  Enables YSoft SafeQ to

manage millions of pages per month. During printing, YSoft SafeQ automatically determines which server should accept the job to optimally share the workload.

!   Automatic collection of information across all your organizationʼs branches and offices !  Only the minimum

required information is transferred between headquarters and branches to optimize data transfer bandwidth/speeds.

Distributed technology and failover

YSo$  SafeQ  ORS  

Installed  at  every  loca/on  

Configured    via  CML  server  

YSo$  SafeQ  CML  server  

Administrators  use  web  interface  to  manage  en/re  print  environment  

Administrators  perform  all  configura/on  here  

job is sent to ORS When user prints

and creates a job ticket ORS stores print data to server

Only job ticket is transferred to CML server

Job ticket contains username, print job title, size, detailed page count

and sends it back CML server adds authentication information

ORS sends the job to printer When user authenticates at a terminal

What if the network is down?

job is sent to ORS When user prints

from its cache and prints the job ORS loads authentication data

Data about the printed job are stored in the cache

What if the CML server is down?

CML server supports application cluster When CML server is down, other servers in cluster take over all functions

in an enterprise with multiple locations? How does Print Roaming work

Near locations Job ticket is synchronized immediately with nearby servers and the user can pick prints up right away. Once the user authenticates at a terminal to print the job, the job is transferred from the original destination to the current one.

Far locations Job ticket is downloaded when the user logs on at a terminal.

Central reporting Information from job ticket is stored to central database. Central database provides information for reporting.

Payment System YSoft SafeQ features

YSoft Payment System + YSoft SafeQ is the complete pay-for-print solution for educational institutions, public libraries, or any organization that charges for print, copy, and scan services. YSoft Payment System !  Standalone application that enables users to recharge their

accounts

!  Easy to install

!  Easy to integrate with YSoft SafeQ, third-party payment gateways (such as PayPal), or existing credit systems

Machine

Three methods available to recharge accounts – and others can easily be added

YSoft Payment PayPal gateway

Location staffed by an employee, equipped with a networked computer with access to Cash Desk and an optional USB card reader

Self-service YSoft Payment Machine, usually installed in a corridor, that accepts coins and bills of the selected currency

Users can use PayPal to recharge their account via their PayPal account or credit card

location recharging Staffed

YSo@  Payment  System  web  interface  

YSo@  Cash  Desk  web  interface  

With the YSoft SafeQ pay-per-print solution you can: !  Enable students and staff to deposit money in their account !  Enable students and staff to use the same credit account for

printing, copying, or other services across your organization

!  Monitor printing, copying, and scanning costs

!  Set up prices for every type of job !  Set up different prices for prints per user or groups of users

!  Automatically recharge selected accounts or groups of accounts on a regular basis

YSoft SafeQ 5 licensing

YSoft SafeQ is built on a unified platform

Web registration Clear overview !  The YSoft SafeQ

feature set is based on purchased modules

!  License registration or extension is performed via web activation

!   Information about the installed version is stored in a database for convenient service support

Scalable system

The only things you need to know to sell YSoft SafeQ 5 to your customer is the number of MFPs or other network printers and the customerʼs needs and expectations.

When creating a license, follow these simple steps: 1.  Find out the customerʼs needs and expectations.

2.  Obtain the number of MFPs/printers in the customerʼs network.

3.  Decide which type of YSoft SafeQ terminal will be used: hardware or embedded.

To give your customer the full-featured solution that delivers maximum printing efficiency and savings, select YSoft SafeQ Suite

!  YSoft SafeQ Suite benefits: !  Security and access management !  Print management !  Monitoring and reporting !  Scan management !  Private Cloud !  Payment System

If your customer does not need the full-featured YSoft SafeQ Suite, you can keep the price affordable by selecting only the modules the customer needs

!  Authentication !  Chargeback

!  Scan Management

!  Rule-Based Printing !  Reporting

!  Print Roaming !  Mobile Print

License modules

User can authenticate at a YSoft SafeQ terminal and select a predefined workflow to scan a document.

Scan Management

User can print a job and collect it at any printer in the YSoft SafeQ network.

User can cancel, reprint, or mark print jobs as Favorites.

Shared queues enable users to collect each otherʼs print jobs.

Print Roaming

Predefined rules are automatically applied to usersʼ jobs when they are printed (for example, convert simplex to duplex and color to black-and-white).

Rule-Based Printing User access to printers is secured. User authenticates at a YSoft SafeQ terminal to unlock printer and make prints or copies.

Authentication When a user prints a job, he/she is charged the calculated price based on the applied price list. Multiple price lists can be created and assigned.

User can use billing codes.

Chargeback

Administrator and other authorized users can access comprehensive standard and management reports. Administrator can set up automatic reports and define custom reports. Administrator can set up prices for all print, copy, and scan options.

Reporting User can send print job from his/her mobile device via email or upload it to Mobile Print web interface and use the interface to print the job on the specified printer via direct queue.

Mobile Print Authentication module required

Authentication module required

Security and access management

Print Roaming

Authentication

Print management

Print Roaming

Rule-Based Printing

Authentication

Mobile Print

Monitoring and Reporting

Print Roaming

Authentication

Chargeback

Reporting

Scan Management Authentication

Scan Management

Private Cloud

Payment System

Authentication

Print Roaming

Chargeback

!   Provided with all YSoft SafeQ licenses

License model is solely per-printer !  No need to choose editions !  No need to know network architecture or the number of

ORSs needed

!  No need to know the number of servers in cluster

license with embedded terminal license without embedded terminal

EXAMPLE

Big customer Small customer

Full-featured solution for 50 MFPs (40 with embedded terminal, 10 with Terminal Professional) YS SQ5 license with embedded terminal, SUITE 40 pcs YS SQ5 license without embedded terminal, SUITE 10 pcs

Only the security function for 5 MFPs with embedded terminal YS SQ5 license with embedded terminal, AUTHENTICATION 5 pcs YS SQ5 license with embedded terminal, PRINT ROAMING 5 pcs

The Reporting module is the only module that can be used as a standalone with any license

!  EXAMPLE: The customer wants secure print and reporting functions available at 10 MFPs. The customer has 3 network printers where secure print is not needed, but reporting is required. YS SQ5 license with embedded terminals, AUTHENTICATION, 1 device.......10 pcs. YS SQ5 license with embedded terminals, PRINT ROAMING, 1 device..........10 pcs. YS SQ5 license with embedded terminals, REPORTING, 1 device..................13 pcs.

The YSoft SafeQ Suite gives your customer all the benefits of managed printing. If you decide to purchase only individual modules instead, choose them carefully to best meet the customerʼs needs.