epson print admin...track of cost management and infor-mation disclosure. user authentication report...

Epson Print Admin

Solution Overview

NPD5973-00 EN

About this Guide

The content of this documentThis guide provides an overview of Epson Print Admin.

❏ Main functions

❏ Functional Overview

❏ System Overview

The following manuals are available.

❏ Epson Print Admin: Quick Guide for DeploymentExplains the procedure for installing this system.

❏ Epson Print Admin: Hardware Setup GuideExplains how to set up Epson Open Platform on multi-function devices (MFDs).

❏ Epson Print Admin: Epson Print Admin: System Installation GuideExplains the procedure from installing Epson Print Admin to preparing for practical usage.

❏ Epson Print Admin: Administrator's GuideExplains system settings for Epson Print Admin.

❏ Epson Print Admin: User's GuideExplains how standard users can use Epson Print Admin.

Using this Guide

Marks and Symbols

!Caution:

Instructions that must be followed carefully to avoid bodily injury.

cImportant:

Instructions that must be observed to avoid damage to your equipment.

Note:Provides complementary and reference information.

Related Information

& Links to related sections.

Solution Overview

About this Guide

2

Screenshots Used in This GuideSetting items may vary depending on products and setting conditions.

Operating System References

Windows

In this manual, terms such as “Windows 10”, “Windows 8.1”, “Windows 8”, “Windows 7”, “Windows Vista”,“Windows Server 2016”, “Windows Server 2012 R2”, “Windows Server 2012”, “Windows Server 2008 R2”, “WindowsServer 2008” refer to the following operating systems. Additionally, “Windows” is used to refer to all versions.

❏ Microsoft® Windows® 10 operating system

❏ Microsoft® Windows® 8.1 operating system



❏ Microsoft® Windows Vista® operating system

❏ Microsoft® Windows Server® 2016 operating system

❏ Microsoft® Windows Server® 2012 R2 operating system


❏ Microsoft® Windows Server® 2008 R2 operating system


Mac OS

In this manual, “Mac OS” is used to refer to “macOS Sierra”, “OS X El Capitan”, “OS X Yosemite”, “OS XMavericks”, and “OS X Mountain Lion”, “Mac OS X v10.7.x”, and “Mac OS X v10.6.8”.

Solution Overview

About this Guide

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Contents

About this GuideThe content of this document. . . . . . . . . . . . . . . . . . 2Using this Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Marks and Symbols. . . . . . . . . . . . . . . . . . . . . . . 2Screenshots Used in This Guide. . . . . . . . . . . . . . 3Operating System References. . . . . . . . . . . . . . . . 3

What is Epson Print Admin?Solutions provided. . . . . . . . . . . . . . . . . . . . . . . . . . 5

Ensuring security. . . . . . . . . . . . . . . . . . . . . . . . .5Cost Reduction. . . . . . . . . . . . . . . . . . . . . . . . . . 5Business efficiency. . . . . . . . . . . . . . . . . . . . . . . . 6

User types and roles. . . . . . . . . . . . . . . . . . . . . . . . . 6Account types. . . . . . . . . . . . . . . . . . . . . . . . . . . 6Users and the system administrator. . . . . . . . . . . 6

User operations. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Functional OverviewAuthentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Logging in to a multi-function device. . . . . . . . . . 8Printing operation. . . . . . . . . . . . . . . . . . . . . . . . 8

Administrator pages and user pages. . . . . . . . . . . . . 9Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Available items on the administrator pageand the user page. . . . . . . . . . . . . . . . . . . . . . . . 10

Managing users and multi-function devices. . . . . . .11Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Devices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Rules/Policies. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Scan Presets. . . . . . . . . . . . . . . . . . . . . . . . . . . .12Rule-based Printing. . . . . . . . . . . . . . . . . . . . . . 13Available time period. . . . . . . . . . . . . . . . . . . . . 14

Usage amount management settings. . . . . . . . . . . . 14Cost settings, Page Quota. . . . . . . . . . . . . . . . . . 14Generating Reports. . . . . . . . . . . . . . . . . . . . . . 16

System OverviewSystem configuration. . . . . . . . . . . . . . . . . . . . . . . 18Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

a. Epson Print Admin Server. . . . . . . . . . . . . . . 19b. SQL server. . . . . . . . . . . . . . . . . . . . . . . . . . . 20c. SMTP server. . . . . . . . . . . . . . . . . . . . . . . . . 21

d. LDAP server. . . . . . . . . . . . . . . . . . . . . . . . . 21e/f. Client computer. . . . . . . . . . . . . . . . . . . . . . 21g. Multi-function devices. . . . . . . . . . . . . . . . . . 22h. Authentication device and authenticationcard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

AppendixTrademarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Caution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Solution Overview

Contents

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What is Epson Print Admin?Epson Print Admin is an authentication system that allows you to manage Epson multi-function devices, as well assupport cost reduction and operational efficiency thereby ensuring security.

Solutions providedEpson Print Admin provides the following solutions for managing multi-function devices on complicatednetworks such as in companies and schools.

Ensuring security

Issues Solutions Solutions Provided

Information leaks in which printed ma-terial gets into the wrong hands.

❏ Printed material getting confusedwith other material

❏ Confidential documents andprinted information being leaked

❏ Leaving printed materials wherethird parties can access them

Ensure that printed material cannot beacquired on the multi-function devicewithout authentication. This allowsyou to prevent material from beingleaked or acquired by a third party.

User authentication

Printing of private materials not per-mitted for standard business usage.

Limit multi-function devices, functions,and time periods in which users canaccess the device.

User authentication Use restrictions

The functions being used and the userare unknown.

Keep records on all users and devices.Using this report allows you to keeptrack of cost management and infor-mation disclosure.

User authentication Report output

Cost Reduction


Need to reduce printing costs. By printing after authenticating themulti-function device, you can reducewaste printing.

Cost setting

Credit

Page Quota

Need to limit and manage printing andcopying.

You can limit functionality of the multi-function device according to the user'sbusiness and rights. This allows you toprevent excessive quality printing andcopying.

Use restrictions

Rule-based Print

Credit

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What is Epson Print Admin?

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Need to allocate costs for each depart-ment or user.

Need to provide cost awareness tousers.

Generated reports help to controlcosts by understanding usage patternsby users and groups.

Report output

Cost setting

Business efficiency


Need to print at the multi-function de-vice at the destination.

Print jobs are stored in the Epson PrintAdmin server. You can print from anymulti-function device you are allowedto use.

User authentication

Setting scanning takes time. You can perform a scan in fewer stepsby registering the scan settings in ad-vance. Also, you can send the result toan email address associated with theuser's ID.

Preset scan

User management takes time and ef-ffort.

You can register users by using theuser information in Active Directory orLDAP server. This reduces duplicationin user management.

Directory service cooperation

User types and roles

Account typesThere are two account types available for Epson Admin Print.

❏ Local usersThese users can manage Epson Print Admin independently. They are registered to Epson Print Admin directly.Registration requires a user ID and full name.

❏ LDAP usersThese users are managed in conjunction with the LDAP server. LDAP server accounts that were searched forusing their attributes are added to the server.This allows you to register users even if they do not have an associated email address.

Users and the system administratorA user with the role of administrator is called the system administrator.

❏ UsersCan check user information, perform checks, maintenance, and delete print jobs.

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❏ System administratorCan check system information and all operations for Epson Print Admin such as the user settings.

User operationsYou can operate Epson Print Admin by logging on to the multi-function device's Web page or Epson Print Admin.

❏ UsersCan print and scan by logging on to the multi-function device.They can also check print jobs and user information by accessing the Web page (user pages).

❏ System administratorCan check and setup information for the system and users, manage print jobs, and generate reports by loggingin to the Web page (administrator pages) from a client computer.

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Functional Overview

Authentication

Logging in to a multi-function deviceThe following authentication operations are available.

❏ Enter the user ID and password on the multi-function device's control panel.

❏ Swipe an authentication card over the authentication equipment connected to a multi-function device.(When authentication equipment and an authentication card are registered.)

❏ Enter the ID number on the multi-function device's control panel.

Printing operationThis is an outline of the operations for authenticated printing. Print jobs are regestered to the Epson Print Adminserver. You can print from any multi-function device if you have a permission.

1. Printing is performed from the client computer using a dedicated printer driver.

2. Log in to the multi-function device you want to print from.

3. Select the job you want to print from the list of print jobs that are displayed on the multi-function device'scontrol panel.

For single-function printers, all of the jobs that have been registered will be printed when you log in.

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Functional Overview

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Administrator pages and user pagesIn Epson Print Admin, you can browse, set system information, and perform maintenance by accessing the Webpage from a browser. The administrator or user page is displayed depending on the role allocated to the accountbeing accessed.

DashboardThis is the point of access for the administrator page and the user page. This is the first thing displayed when youlog on to the Web page.

Administrator page

The following items are displayed.

❏ Error status (if an error has occurred)

❏ Usage monitoring

❏ Environmental impact

❏ System status

❏ License information

❏ Product Information

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User dashboard

The following are the main items.

❏ Credit

❏ Remaining pages

❏ Number of pending jobs

❏ Usage monitoring

❏ Environmental impact

Available items on the administrator page and the user page

Administrator page

You can perform the following operations on the administrator page.

❏ Account menuDisplays information for the account, allows you to change passwords, switch to the user page, and log out.

❏ DashboardDisplays the dashboard.

❏ UsersAllows you to register and edit user accounts. You can also send the email notification.

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❏ GroupsRegisters and edits groups.

❏ DevicesRegisters and edits the multi-function devices. You can set available functions for Users and Groups.

❏ Rules/PoliciesSet rules and policies for system operation. Make settings for the operating rules (Preset scanning, rule-basedprinting, number of allowed times, Printer Driver Settings, and Button Layout) and the usage amount for thefunction (credit recharging, cost settings, billing codes, and page quota).

❏ ReportsMake settings for report output and scheduled report delivery.

❏ System SettingsConfigure basic settings such as the URL for the user page and multi-function device panel, items the user canset, and the print queue name.You can also set the SMTP server, the LDAP server, download the driver/client tool, register the license, and thenotification email settings.

❏ MaintenanceCheck the status or delete pending print jobs, download the system log, and backup the system.

User page

You can perform the following operations on the user page.

❏ Account menuAllows you to change the password, change the ID number, and log out. If you are logged on as a systemadministrator, you can switch to the administrator page.

❏ DashboardDisplays the dashboard.

❏ Print JobsAllows you to check the status of print jobs and delete jobs.

❏ HistoryAllows you to view logs for the last 18 months.

❏ User InformationAllows you to check user information such as user IDs and full name, as well as available domains, multi-function devices, and functions. You can also check information such as the registration status of theauthentication card.

❏ Driver/Client Tool DownloadAllows you to download printer drivers for logged in users, as well as the Epson Print Admin notification tool.

Managing users and multi-function devicesYou can register and manage users and multi-function devices individually or collectively.

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UsersYou can register users individually, or in bulk by importing a CSV file.

When using an LDAP server, you can set attributes for accessing the LDAP server, and then register users bysyncing data with the Epson Print Admin server.

Users registered by syncing data do not need to enter passwords on the user page. They can login using the user IDand password registered to the LDAP server.

Users that have been deleted from the LDAP server are also deleted from the Epson Print Admin server duringmanual synchronization.

When you register by using a CSV file, you can set the card information for users who are registered to the LDAPserver in bulk. Also local user password can be set in bulk.

GroupsYou can create groups based on the organizations and departments that the users belong to. You can then applyrules/policies to users who belong to the group. For LDAP users, the group which is set as the domain name orattribute will be applied, and cannot be changed.

DevicesYou can register multi-function devices by searching the network for a specific IP address, network address, or arange of IP addresses.

You can update, export, or import information on registered devices such as multi-function device names,locations, remarks, and IP addresses by using a CSV file.

You can also temporarily register unconnected printers by describing the printer name, location, remarks, and IPaddress information in the CSV file.

Rules/PoliciesYou can set multi-function devices and functions that can be used on a per-user or per-group basis.

Scan PresetsThe system administrator can register the action for the scanned document. You can set the following actions.

❏ Scan data destinationNetwork folder, email

❏ Scan settings

❏ Scan to My FolderUsers can send the scan results to their folder by selecting Scan to My Folder in the multi-function device.

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❏ Scan to My Email (Scan and Send to Me)Users can send the scan results to their folder by selecting Scan to My Email (Scan and Send to Me) in themulti-function device.

Rule-based PrintingYou can create print rules such as "Print document in black and white double-sided" or "Print presentationmaterials using this layout", and then apply the rules to users or groups.

Normally, you can create rules for the following print jobs.

❏ Job Type: Print jobs from a specific application such as Word and Excel.

❏ Print Specifications: Print jobs sent as color prints, single-sided prints (simplex), no layout, and so on.

If deviated from the rule, the following actions can be specified.

❏ Cancel printing.

❏ Change the print settings to comply with the rules.

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❏ Contact the user to determine the appropriate action. (Epson Print Admin Notification tool is required.)

Available time periodThe system administrator can specify available time periods for multi-function devices.

Usage amount management settingsYou can limit the usage of functions and the use of printers by cost and the number of pages.

You can also output a report to give you a clear view of the operating situation.

Cost settings, Page QuotaYou can manage the use of functions in the following way, and you can restrict usage of the printer.

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You can periodically add and adjust the number supplied to the user.

Set costs and manage using credit balance

The administrator sets the consumption cost by function (such as printing, copying, and faxing), paper size, jobs,and so on, and grants credit to the user.

When a user uses multi-function devices, they consume credit. Once a user's credit has been used up, they can nolonger use multi-function devices.

You can set the cost for each device or group.

Set the number of available pages and manage using remaining pages

The administrator sets the maximum number of pages that the user can consume for each function such asprinting, scanning, copying, and faxing.

When the user uses multi-function devices, the number of pages decreases.

When the number of remaining pages runs out, they can no longer use multi-function devices.

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You can limit by the total number of print pages and the number of pages per function, and you can also control byColor/B&W.

Generating ReportsYou can generate detailed reports for users, devices, and the usage situation. You can set up a customized reportthat allows you to select the items to be output.

You can generate the following reports.

❏ Cost reports per user

❏ Number of pages in report per user

❏ Number of pages in report by paper size per user

❏ Rule-based print report per user

❏ Cost reports per group

❏ Number of pages in report for each group

❏ Number of pages in report by paper size for each group

❏ Rule-based print report for each group

❏ Number of pages in report for each device

❏ Number of pages in report by paper size for each device

❏ Cost reports for each Billing code

❏ Different/affiliated billing costs for cost report

❏ Cost ranking report

❏ Environmental report

❏ Customized report

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❏ Usage history report

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System Overview

System configurationThe following shows how Epson Print Admin is configured.

❏ a: Epson Print Admin server

❏ b: SQL server (If you are using another server for the database)

❏ c: SMTP server

❏ d: Active Directory server

❏ e: Client computer (administrator role)

❏ f: Client computer (user role)

❏ g: Multi-function device

❏ h: Authentication device and authentication card

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ComponentsEpson Print Admin operates under the following environment:

a. Epson Print Admin ServerThe computer that runs Epson Print Admin.

Minimum system requirements

CPU 2.0 GHz or faster x86 or x64 processor

RAM 2 GB or more

Hard disk free space 50 GB or more (Except for database capacity)

Display 1024 x 768 or more

!Caution:

❏ You cannot install this system on a server that is being used to control domains (such as the Windows SmallBusiness Server or the Active Directory server).

❏ This system does not support a Multihomed computer environment. In this situation, address resolution may notbe completed for the system.

Note:Make sure the system configuration matches the current environment, such as the network communication speed, number ofmulti-function devices, number of users, and so on.

Operating system

OS Service packs Edition

Windows Server 2008 (32bit/64bit) Service Pack 2 or later Standard / Enterprise / Datacenter

Windows Server 2008 R2 Service Pack 1 or later Standard / Enterprise / Datacenter

Windows Server 2012 - Essentials / Standard / Datacenter

Windows Server 2012 R2 - Essentials / Standard / Datacenter


Windows 7 Service Pack 1 or later Professional / Enterprise / Ultimate

Windows 10 - Pro / Education / Enterprise

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!Caution:

Notes for installing Epson Print Admin on Windows 7 or Windows 10

❏ Authenticating or printing may take some time.

❏ Due to a restriction in Windows, you cannot use the Notifier on 10 or more computers at the same time. Printingspeed may slow down when using the Notifier.

❏ If Epson Print Admin is installed on a computer running Windows 10, and you cannot open the administrator'spage or the user's page in Edge, try using Internet Explorer.

Operating environment

The software necessary to run Epson Print Admin.

Installed by default on Windows Server 2012 or later.

Runtime .NET Framework 4.5 or later

Web server

The Web server that runs in Epson Print Admin.

OS Version

Windows Server 2008 7.0

Windows Server 2008 R2/ Windows 7 7.5

Windows Server 2012 8.0

Windows Server 2012 R2 8.5

Windows Server 2016/Windows 10 10.0

Operation in a virtual environment

Epson Print Admin also runs in the following virtual environments, although performance may be degraded.

Virtual environments Version

Hyper-V Versions in conjunction with a running OS

VMWare vSphere Ver.4.1, 5.5, 6.0

b. SQL serverThe database that records information such as print jobs and logs for Epson Print Admin. You can use an alreadyexisting SQL server.

You do not need to make any preparations if you are already using Microsoft SQL Server 2014 Express.

Microsoft SQL Server 2014 Express *

Microsoft SQL Server 2008

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Microsoft SQL Server 2008 R2





* Included in the package in this system.

c. SMTP serverThe following authentication and encryption methods are supported.

Security Settings

Authentication method No authentication, SMTP authentication, and POP before SMTP

Encryption No encryption, StartTLS, and SMTP over TLS

d. LDAP serverSynchronizes with other servers that manage users. The following directory services are supported.

Service Version

Active Directory Windows Server 2008, Windows Server 2008 R2,

Windows Server 2012, Windows Server 2012 R2,

Windows Server 2016

Open LDAP Ver.2.3, Ver.2.4

e/f. Client computerComputers for system administrators and users. You can access the administrator page or the user page andperform printing.

The administrator page is compatible with Windows only.

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Operating system

❏ Windows

Operating system Service packs Edition

Windows Server 2008 (32bit/64bit) Service Pack 2 or later Standard / Enterprise / Datacenter

Windows Server 2008 R2 Service Pack 1 or later Standard / Enterprise / Datacenter


Windows Server 2012 R2 - Essentials / Standard / Datacenter


Windows Vista Service Pack 2 or later

.NET Framework 3.5 or later

Business / Enterprise

Windows 7 - Professional / Enterprise

Windows 8.1 - Professional / Enterprise

Windows 10 - Pro / Education / Enterprise

❏ Mac OS

Operating system Version

Mac OS 10.8.5 or later

Supported browsers

Browser Version

Internet Explorer 9 or later

Microsoft Edge 20 or later

Google Chrome Ver.40 or later

Mozilla Firefox 37 or later

Safari 5.x or later (excluding Windows version)

g. Multi-function devicesMulti-function devices must support Epson Open Platform.

Epson Open Platform unlocks the potential of Epson business multi-function devices, enabling them to beintegrated into the Epson Print Admin server providing customized user interface.

Platform Version

Epson Open Platform 1.0, 1.1

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h. Authentication device and authentication cardIt is necessary in the case of performing authentication using the authentication card.

You can check information on authentication devices and authentication cards for which operations have alreadybeen confirmed on the following Web site.

https://openplatform.epson.biz/download/op/

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https://openplatform.epson.biz/download/op/

Appendix

Trademarks❏ EPSON and EXCEED YOUR VISION are registered trademarks of the Seiko Epson Corporation.

❏ Microsoft, Windows, Windows Server, and Windows Vista are registered trademarks of the MicrosoftCorporation in the US and other countries.

❏ macOS, Mac OS, OS X, and Safari are trademarks of Apple Inc., registered in the U.S. and other countries.

❏ Other product names may be trademarks or registered trademarks of their respective owners.

© Seiko Epson Corporation 2018

Caution❏ Unauthorized reproduction of a part or all of this guide is strictly prohibited.

❏ The contents of this guide are subject to change without prior notice.

❏ Contact our company if you have any questions, find a mistake, encounter a missing description, and so on inthe contents of this guide.

❏ Regardless of the previous point, we will under no conditions be liable for any damages or losses resulting fromthe operation of this product.

❏ We will under no conditions be liable for any damages or losses resulting from operation of this product in anyway other than described in this manual, inappropriate use of this product, or modifications performed by athird party other than our company or our suppliers.

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Appendix

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epson print admin...track of cost management and infor-mation disclosure. user authentication report...

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