MFP Usage Embedded Solution

Installation and User’s Guide

May 2009 www.lexmark.com

Edition: May 2009

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 Table of Contents

MFP Usage Embedded Solution.................................................................................................1

Installation and User’s Guide......................................................................................................1
GENERAL INFORMATION.........................................................................................................2
PURPOSE......................................................................................................................2
SOLUTION OVERVIEW.....................................................................................................2
PREREQUISITES........................................................................................................................ 2
MFP DEVICE.................................................................................................................2
Device Name.........................................................................................................2
INSTALLATION.......................................................................................................................... 3
CONFIGURING THE APPLICATION..........................................................................................5
A. Configuring Which Functions to Track..................................................................5
B. Data Storage Location..........................................................................................6
C. Data File Actions...................................................................................................6
D. User ID / Password / Destination Settings............................................................6
E. File Delivery Settings............................................................................................7
F. Web Service Configuration....................................................................................7
G. Prompt for Department Code................................................................................7
G. Miscellaneous Settings.........................................................................................8
TROUBLESHOOTING................................................................................................................ 9
Issue........................................................................................................................ 9
APPENDIX A............................................................................................................................. 10
CONFIGURING USER AUTHENTICATION ON THE MFP (WIDESCREEN DEVICES)................10
CONFIGURING USER AUTHENTICATION ON THE MFP (NON-WIDESCREEN DEVICES).........10
APPENDIX B............................................................................................................................. 12
CONFIGURING THE MFP TO SEND EMAIL (WIDESCREEN DEVICES)..................................12
CONFIGURING THE MFP TO SEND EMAIL (NON-WIDESCREEN DEVICES)..........................12

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 General Information

Purpose
The MFP Usage embedded solution is an application that tracks Print, Copy, Fax, E-mail
and FTP activity down to the User or Department level. The usage statistics can be stored
on the hard disk of the device and can be scheduled to send a daily, weekly, or monthly
report to an Email inbox, a Windows Share or to a FTP site in the form of a CSV file. This
CSV file could be imported into a spreadsheet application or to a database. Alternatively,
the job information can be sent to a web service. Lexmark can provide a web service
which will produce the same type of CSV file which would be produced and delivered by
the device.

Solution Overview
1. User chooses Copy, Fax, Email, or FTP on the welcome screen and uses that function
as they normally would.
2. If configured for such, the user may be prompted for username, password, and
department code (see Appendix A for more details).
3. A record of the operation is maintained on the MFP or sent to the web service.
4. If the data is maintained on the MFP, then on the configured schedule, data from the
MFP is transferred to the configured destination.
5. Print jobs are also tracked. The Windows user ID can be captured, and using the
Lexmark Universal Driver allows for the user to enter a department/account code as
well.

Prerequisites

MFP Device
The following table lists the MFP devices that support this application, also included are
the minimum firmware levels in order for the application to function properly.

Device Name Firmware Level

Lexmark X644e LC2.MC.P331 or greater

Lexmark X646e LC2.MC.P331 or greater
Lexmark X850e LC4.BE.P463 or greater
Lexmark X852e LC4.BE. P463 or greater
Lexmark X854e LC4.BE. P463 or greater
Lexmark T644 + X4600 LC2.TI.P313 or greater

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 Lexmark X782e LC2.TO.P311 or greater
Lexmark X940e LC.BR.P086 or greater
Lexmark X945e LC.BR.P086 or greater
Lexmark X65x Series No special firmware requirement

Installation

Execute the following steps to set up the Lexmark MFP Usage Embedded Solution:

1. Navigate to the main web page of the MFP at http://<MFP IP Address>

2. Click the “Configuration” menu item to reach the configuration screen.

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3. Click “Embedded Solutions” in the lower-right to reach the embedded solution
configuration screen

4. Click the “Install” button to reach the installation screen

5. Click the “Browse” button and choose the mfpusage.fls file on your system, then click the
“Start Install” button. Once complete, click the “Return” button. You will now see
MFPUsage in your Solutions list.

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 Configuring the Application

1. After the installation has completed, choose “Configuration” from the list of options on
the left-hand side of the page.

2. On the “Configuration” page, you will choose the “Embedded Solutions” option. You will
now see the “MFPUsage” application in the list, as shown below.

3. When you choose the “MFPUsage” link, you will be taken to the home page for this
embedded application. Choose the Configure Tab. You will be presented with a list of
settings to configure.

A. Configuring Which Functions to Track

Print, Copy, Fax, E-mail and FTP tracking is turned ON by default. Uncheck the
functions that you do not want to track.

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B. Data Storage Location
The application can maintain data on the device’s internal hard drive, if available. This
data can be configured for periodic delivery (see below). If no hard drive is available,
or if preferred, the data for each job can be sent real-time to a web service. If sending
to a web service, items C through E are irrelevant. If storing on the hard drive, item F
is irrelevant.

C. Data File Actions

The application is configured to store data on the hard drive on a monthly basis. You
can configure it to send the file to an Email inbox, an FTP server or to a Network share
location.

D. User ID / Password / Destination Settings

The following settings will be configured based on which Data File Action that you chose
in the previous step.

 If you selected “Email the file”, the User ID and Password settings will not be used
(NOTE: This means that SMTP servers which require authentication cannot be
used) but the File Destination would be the Email Address of the recipient that will
receive the report file. For the Email function to work properly, the MFP will need to
be setup with the appropriate email server configuration (see Appendix B for more
details).

 If you selected “Send the file to an FTP Server”, you will need to provide a User ID
and Password of the user who has access to PUT the report file onto the specified
FTP server. The File Destination setting will need to be populated with the address
of the FTP server as well as the path to save the file (e.g. 10.10.1.4/myreports).

 If you selected “Copy the file to a network share”, you will need to provide the User
ID and Password of the person that has write access to the network share. The File
Destination setting will need to be populated with the path to the network share (e.g.
10.10.1.4/mysavelocation). Note the use of the forward slash (/) and the lack of
leading forward or backslashes.

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E. File Delivery Settings

The File Delivery Frequency and Delivery Schedule work together to determine when
and how often the data file is sent via email, FTP, or network copy. For a frequency of
Monthly, the schedule indicates the day(s) of the month. For a frequency of Weekly, the
schedule indicates the day(s) of the week. For a frequency of Daily, the schedule
indicates the hour(s) of the day. See the below table.

Frequenc Schedule When File Will Be Sent

y
Monthly 1,16 Just after midnight on the 1st of the month and the 16th of
each month
Weekly 1,TUESDAY Just after midnight Sunday and Tuesday of each week
Daily 8,17 8 AM and 5 PM of each day
Monthly * Just after midnight of each day
Daily * Every hour on the hour

F. Web Service Configuration

If you choose to have job information delivered to a web service, you’ll need to enter a
valid URL as the web service address. Lexmark can provide an aspx web service which
will create a CSV file on the server much like what is delivered by the device. If using a
device other than an X65x and setting up behind an HTTP proxy, you’ll need to enter the
proxy information as well.

G. Prompt for Department Code

Selecting the “Prompt for Department Code” option will require the user to enter a
department code before using any of the tracked functions. If codes are meant to be
private, such as a PIN number, the option is present to hide code entry. Rather than
showing what the user types, this will display asterisks instead. The message displayed
to the user is specified in the “Department Prompt Text” field, giving the flexibility to refer
to it as something other than department code. There is also an option indicating
whether the department code should be validated. If not validated, any entry will be
accepted and tracked in the CSV file. If validated, the code must match an item in the
department list file.

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 The list of departments can come from two sources. One option is to upload it directly to
the device through the configuration screen. The other is to pull it from a web server. If
you choose to upload, the file is uploaded in the “Department List File” field. If you
choose to pull from a web server, you must specify a URL to the file in the “Department
List File URL” field. (NOTE: The app will pull a fresh list on the same schedule specified
in item E, even if the data is not being stored to the hard drive) The department file
should be a plain text file and must begin with the line “#departments” and be followed
by any number of department codes each on their own line. Blank lines and lines
beginning with “#” will be ignored. For example:

#departments

# Accounting
1234

# This line will be ignored

# HR
5678

If the user enters one of these codes (1234 or 5678) they will proceed to using the
function as normal. Otherwise, they will be told that their entry was invalid and given
another chance. After three failures, the user is returned to the Home Screen.

G. Miscellaneous Settings

There are a few miscellaneous settings at the bottom of the configuration page. The first
option is to count tabloid prints as two pages. This affects the pages printed count in the
CSV file. If a user prints a tabloid page, it normally counts as 1 page. But with this box
checked, it will count as two pages. Next is the MFP Display Name, which is what will
show in the email subject line if you choose to email the data from the hard drive of the
MFP. The subject is, by default, “MFPUsage Report for <ip address>.” If you enter a
display name, it will replace the ip address in the subject line. Finally, there is an option
to prompt the user to do the action again. This will ask the user to perform another
copy/fax/email/ftp when they are done. This allows for another use of the action without
having to enter your department code again.

4. Once you have finished the configuration, click on the Apply button to update the
application and to save your changes.

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9
 Troubleshooting

This section describes possible issues that may be encountered when either setting up the
application or when executing the application.

Issue Resolution

I received the following message when You have tried to install the application
installing the application: onto a device that does not support the
application. See the section labeled
This application is not authorized to run on
“Prerequisites” for a list of supported
this printer. Please make sure that you
devices
have the correct file and try again.
I received the following message when The firmware on the device needs to be
running the application: updated. See the section labeled
“Prerequisites” for a list of supported
900.xx Error devices and their respective firmware
level requirements.
When I choose a MFP function (Copy, Fax, The MFP probably is not configured with
Email or FTP), I am never prompted to enter an Authentication Method; see Appendix
a User ID. A for more details.

I never receive a usage report in my Email Make sure that you have the setting
inbox. configured correctly. Refer to the section
“Configuring the Application” in this
document for more details.

All usage but Fax usage is being tracked. Make sure that you have configured the
application to track Fax Activity. Refer to
the section “Configuring the Application”
in this document for more details.

Why isn’t inbound faxing not being tracked This application only supports outbound
faxing.

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 Appendix A

Configuring User Authentication on the MFP (widescreen devices)

If you want to track usage by user (this feature is not available for print tracking), then you
will need to setup the MFP to require the user to login using their network credentials. The
following information describes the process of setting up the MFP for user authentication:

1. Navigate to the main web page of the MFP at http://<MFP IP Address>

2. Click the “Settings” menu item to reach the configuration screen.

3. Click on the link named “Security”

4. Click on “Edit Security Setups”

5. Click on Access Controls

6. Once your have selected the desired Authentication method for Copy, Fax, Email, and
FP, click on the Submit button to save your changes.

For more information on configuring security, consult the manual for your device.

Configuring User Authentication on the MFP (non-widescreen

devices)
If you want to track usage by user (this feature is not available for print tracking), then you
will need to setup the MFP to require the user to login using their network credentials. The
following information describes the process of setting up the MFP for user authentication:

7. Navigate to the main web page of the MFP at http://<MFP IP Address>

8. Click the “Configuration” menu item to reach the configuration screen.

9. Click on the link named “Security”

10. On the next screen there will be an Authentication Method drop down box, choose the
specific method that you want to use and then click on the Submit button. Setup
instructions for Authentication Methods are out of scope for this document, check with
the documentation that came with the MFP for more details.

11. Once your have selected the desired Authentication method, click on the Submit button
to save your changes.

12. Once the save is complete, choose the “Function Access” link.

13. Select the Profile Access drop down box and choose from a list of available settings:

a. No Authentication Required – Don’t require the user to login at all, this would
not allow usage tracking down to the user level.

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b. Require User ID only – Require the user to enter just their network user id.

c. Require User ID and Password – Require the user to enter both their network
user id and password

d. Function Disabled – This would turn OFF all Profiles and would not allow you
to track usage on the device.

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 Appendix B

Configuring the MFP to send Email (widescreen devices)

For e-mail to operate, it must be turned on in the MFP configuration and have a valid IP
address or gateway address. To setup the e-mail function:

1. Open your Web browser. In the address line, enter the IP address of the MFP you want
to configure using the format: http://ip_address/.

2. Click Settings.

3. Click E-mail/FTP Settings.

4. Click SMTP Setup.

5. Fill in the fields with the appropriate information. Server and Reply Address are
required.

6. Click Submit.

Configuring the MFP to send Email (non-widescreen devices)

For e-mail to operate, it must be turned on in the MFP configuration and have a valid IP
address or gateway address. To setup the e-mail function:

7. Open your Web browser. In the address line, enter the IP address of the MFP you want
to configure using the format: http://ip_address/.

8. Click Configuration.

9. Click E-mail/FTP Settings.

10. Click Email Server Setup.

11. Fill in the fields with the appropriate information. Server and Reply Address are
required.

12. Click Submit.

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Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc.,
registered in the United States and/or other countries.
© 2008 Lexmark International, Inc.
740 West New Circle Road
Lexington, KY 40550

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