help system kyocera fleet services...kyocera fleet services i table of contents chapter 1 kyocera...

KYOCERA Fleet ServicesHelp System

KYOCERA Fleet Services i

Table of Contents

Chapter 1 KYOCERA Fleet ServicesKYOCERA Fleet Services Account................................................................................................... 1-1Password Policy.................................................................................................................................1-1Logging In to KYOCERA Fleet Services...........................................................................................1-1

Using Password Assistance........................................................................................................ 1-2Changing User Information..........................................................................................................1-2Changing Your Password............................................................................................................ 1-2

Chapter 2 GroupsDelegated Groups..............................................................................................................................2-1Editing Group Permissions................................................................................................................ 2-1Group Name List............................................................................................................................... 2-2Group Details....................................................................................................................................2-2Filtering and Searching for Groups................................................................................................... 2-3Adding a Group................................................................................................................................. 2-3Access Codes.................................................................................................................................... 2-4Adding a Delegated Group................................................................................................................2-4Adding External Access.....................................................................................................................2-6Editing Group Information..................................................................................................................2-6CRM Integration.................................................................................................................................2-7

Importing CRM Data....................................................................................................................2-7Changing a Group to a Delegated Group......................................................................................... 2-8Moving Groups...................................................................................................................................2-9Deleted Groups..................................................................................................................................2-9

Deleting a Group....................................................................................................................... 2-10Restored Groups..............................................................................................................................2-10

Restoring Groups.......................................................................................................................2-11Group Branding................................................................................................................................2-11

Creating Group Branding Settings.............................................................................................2-11

Chapter 3 UsersUser Details....................................................................................................................................... 3-1Searching for Users...........................................................................................................................3-2Searching for Users with Advanced Search..................................................................................... 3-2Creating a User................................................................................................................................. 3-3External Access Code....................................................................................................................... 3-4

Generating External Access Codes in the User List...................................................................3-4Editing User Permissions...................................................................................................................3-5Editing User Information.................................................................................................................... 3-5Moving Users to a Different Group................................................................................................... 3-6

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Deleting Users................................................................................................................................... 3-6Resetting a User Password...............................................................................................................3-6Changing User Status........................................................................................................................3-7Unlocking a Locked User.................................................................................................................. 3-7

Chapter 4 GatewayGateway Packages............................................................................................................................ 4-2Downloading the Gateway Installer...................................................................................................4-2Sending Gateway for Windows by Email.......................................................................................... 4-3Sending NetGateway by Email..........................................................................................................4-4Gateway Details.................................................................................................................................4-6Searching for Gateways.................................................................................................................... 4-7Upgrading a Gateway........................................................................................................................4-7Restarting a Gateway........................................................................................................................ 4-8Archiving a Gateway..........................................................................................................................4-8Deleting a Gateway........................................................................................................................... 4-8Device Discovery Settings................................................................................................................. 4-8

Adding Discovery Settings...........................................................................................................4-9Editing Discovery Settings in KFS Manager............................................................................. 4-10Deleting Discovery Settings.......................................................................................................4-10Finding Devices......................................................................................................................... 4-11Searching for Gateway Discovery Settings............................................................................... 4-11

Gateway Logs.................................................................................................................................. 4-12Retrieving Gateway Logs...........................................................................................................4-12Searching Gateway Logs...........................................................................................................4-12Editing Gateway Log Settings................................................................................................... 4-13Downloading Gateway Logs...................................................................................................... 4-13Deleting a Gateway Log............................................................................................................ 4-13

Gateway Settings.............................................................................................................................4-14Viewing Associated Devices............................................................................................................4-14

Chapter 5 Mobile ManagementSearching for Mobile Devices............................................................................................................5-1Archiving Mobile Devices...................................................................................................................5-2Editing a Mobile Device Description..................................................................................................5-2Deleting Mobile Devices.................................................................................................................... 5-2

Chapter 6 Firmware PackagesUploading Firmware Packages..........................................................................................................6-2

Adding a Readme........................................................................................................................6-2Deleting a Readme......................................................................................................................6-3

Viewing Firmware Package List........................................................................................................ 6-3Downloading Firmware Packages..................................................................................................... 6-3Viewing Firmware Package Details................................................................................................... 6-3Readme Files.....................................................................................................................................6-4

Viewing a Readme File............................................................................................................... 6-4Downloading a Readme File....................................................................................................... 6-4

Searching for Firmware Packages.................................................................................................... 6-5Searching for Firmware Package Using Advanced Search.............................................................. 6-5Editing Firmware Package Descriptions............................................................................................6-6Signed and Unsigned Firmware Packages....................................................................................... 6-6Deleting Firmware Packages.............................................................................................................6-6

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Publishing Firmware Packages......................................................................................................... 6-7Unpublishing Firmware Packages..................................................................................................... 6-7

Chapter 7 LogsAudit Logs List................................................................................................................................... 7-1Audit Logs Details..............................................................................................................................7-1Searching Audit Logs.........................................................................................................................7-2Downloading Audit Logs....................................................................................................................7-3Email Logs List.................................................................................................................................. 7-3Email Log Details...............................................................................................................................7-3Searching Email Logs........................................................................................................................7-4Downloading Email Logs................................................................................................................... 7-4

Chapter 8 DevicesDevices List...................................................................................................................................... 8-1Advanced Search...............................................................................................................................8-3

Searching for Devices Using Search Criteria..............................................................................8-3Searching for a Device Using a Serial Number.......................................................................... 8-3

Creating a Favorites Group............................................................................................................... 8-4Creating Custom Device Views.........................................................................................................8-4Editing Custom Device Views............................................................................................................8-4Deleting Custom Device Views......................................................................................................... 8-5Switching Device Views.....................................................................................................................8-5Filtering the Devices List................................................................................................................... 8-5Tasks Menu...................................................................................................................................... 8-6More Menu.........................................................................................................................................8-6Device Management Status...............................................................................................................8-6

Changing the Device Management Status to Archived...............................................................8-7Changing the Device Management Status to Managed or Unmanaged..................................... 8-7

Moving Devices to a Different Group................................................................................................ 8-8Deleting Devices................................................................................................................................ 8-8Exporting Device Logs for a device.................................................................................................. 8-8Exporting Device Logs for multiple devices...................................................................................... 8-9

Chapter 9 TonerToner Order Criteria...........................................................................................................................9-1Toner Order View...............................................................................................................................9-1Setting Toner Order Recommendations for a Group........................................................................ 9-2Setting Toner Order Recommendations for Devices.........................................................................9-2Ordering Toner in the Toner View..................................................................................................... 9-3Ordering Toner in the Toner History List........................................................................................... 9-3Setting Toner Order Flags................................................................................................................. 9-4Editing Remarks for Toner Orders.....................................................................................................9-4Deleting Remarks for Toner Orders.................................................................................................. 9-5

Chapter 10 MapsMap Icons........................................................................................................................................ 10-1Creating a Map................................................................................................................................ 10-3Editing a Map...................................................................................................................................10-4Deleting Maps.................................................................................................................................. 10-5

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Changing the Default Map...............................................................................................................10-5Refreshing the Map List.................................................................................................................. 10-5Filtering and Searching for a Map...................................................................................................10-5Viewing Maps...................................................................................................................................10-6Exporting a Map as a PDF..............................................................................................................10-6Modifying the Map Display Settings................................................................................................ 10-6

Chapter 11 Device SummaryReordering the Device Summary.....................................................................................................11-1Viewing, Sorting, and Filtering Device Logs....................................................................................11-1

Adding a Note to Device logs....................................................................................................11-2Viewing Graphs of Counters and Consumables..............................................................................11-2Viewing Graphs of Early Warning Jams..........................................................................................11-3Counters and Coverage...................................................................................................................11-4

Viewing Counters from Device Properties.................................................................................11-4Device, Network, and Registration Information in More Details.....................................................11-4Adding an Asset Number.................................................................................................................11-4Edit Custom Fields...........................................................................................................................11-5

Editing Custom Fields for Multiple Devices............................................................................... 11-5Adding Custom Text for a Device..............................................................................................11-5

Panel Status..................................................................................................................................... 11-6Checking and Updating Device Panel Status............................................................................11-6

Chapter 12 HyPAS Applications ManagementInstalling a HyPAS Application........................................................................................................ 12-1Activating a HyPAS Application.......................................................................................................12-1Viewing HyPAS Applications on a Device.......................................................................................12-2Viewing a HyPAS Application Task Details..................................................................................... 12-3Deactivating a HyPAS Application...................................................................................................12-4Uninstalling a HyPAS Application.................................................................................................... 12-4

Chapter 13 Task Status ListViewing Detailed Task Status.......................................................................................................... 13-1Downloading Task Status Information............................................................................................. 13-2Filtering and Searching the Task Status List...................................................................................13-2Refreshing the Task Status List.......................................................................................................13-2Editing a Task in the Task Status List............................................................................................. 13-3Canceling Tasks...............................................................................................................................13-3Deleting Tasks in the Task Status List............................................................................................ 13-3

Chapter 14 SnapshotsPreviewing Snapshots..................................................................................................................... 14-1Filtering and Searching Snapshots..................................................................................................14-1Retrieving Snapshots from a Single Device....................................................................................14-2Retrieving Snapshots from Multiple Devices...................................................................................14-2Retrieving On-Demand USB Logs...................................................................................................14-3Modifying Snapshot Retrieval Settings............................................................................................14-3Modifying Automated Retrieval Settings..........................................................................................14-3Downloading Snapshots.................................................................................................................. 14-4Deleting Snapshots..........................................................................................................................14-4

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Uploading Snapshots.......................................................................................................................14-4Editing a Snapshot Description....................................................................................................... 14-5

Chapter 15 Panel ScreenshotUsing Panel Screenshot.................................................................................................................. 15-1Viewing, Rejecting, and Downloading Panel Screenshots..............................................................15-1Viewing a Panel Note with Panel Screenshot.................................................................................15-2

Chapter 16 Panel NoteAdding a New Panel Note...............................................................................................................16-1Posting a Panel Note to a Device...................................................................................................16-2Saved Notes and Shared Notes......................................................................................................16-4Sharing Panel Notes........................................................................................................................16-4Adding a Shared Panel Note to Saved Notes................................................................................ 16-4Managing a Panel Note...................................................................................................................16-5Deleting a Panel Note..................................................................................................................... 16-5Removing a Panel Note from the Device Panel............................................................................. 16-6

Chapter 17 Data CaptureFiltering and Searching Captured Data...........................................................................................17-2Capturing Device Data.....................................................................................................................17-3Downloading Captured Data............................................................................................................17-3Deleting Captured Data................................................................................................................... 17-4

Chapter 18 Firmware UpgradeUpgrading Firmware........................................................................................................................ 18-2

Chapter 19 Device RestartCreating a Restart Task...................................................................................................................19-1

Chapter 20 Maintenance ModeViewing Maintenance Mode Configurations.................................................................................... 20-1Maintenance Mode Configuration Sharing Settings........................................................................ 20-1Creating a Maintenance Mode Configuration with Actions............................................................. 20-2Creating a Maintenance Mode Configuration with Settings (Source Device)..................................20-2Creating a Maintenance Mode Configuration with Settings (Target Models).................................. 20-3Retrieving Maintenance Mode Configurations from a Device......................................................... 20-4Adding Shared Configurations to Saved Configurations.................................................................20-4Editing Maintenance Mode Configurations......................................................................................20-4Applying a Maintenance Mode Configuration..................................................................................20-5Deleting a Maintenance Mode Configuration.................................................................................. 20-5Sharing a Maintenance Mode Configuration...................................................................................20-6Creating a Private Maintenance Mode Configuration..................................................................... 20-6

Chapter 21 Send File

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Sending Files to Remote Devices................................................................................................... 21-2Viewing Uploaded Files................................................................................................................... 21-3Send File Progress Status...............................................................................................................21-3Sharing Settings...............................................................................................................................21-3

Applying Sharing Settings..........................................................................................................21-4Sharing Printable Files in KFS Manager.........................................................................................21-4Downloading Printable Files from KFS Manager............................................................................ 21-4Deleting Uploaded Files...................................................................................................................21-5Filtering and Searching Uploaded Files.......................................................................................... 21-5

Chapter 22 Device SettingsCreating Device Settings................................................................................................................. 22-1Editing a Specific Device Configuration.......................................................................................... 22-2Deleting Saved Device Configurations............................................................................................22-3Sharing a Device Settings Configuration with the System..............................................................22-3Sharing a Device Settings Configuration with a Group...................................................................22-4Adding a Device Configuration for a Single Device........................................................................ 22-4Adding a Device Configuration for Target Models...........................................................................22-5Downloading Saved or Shared Configurations............................................................................... 22-5Viewing Recent Configurations........................................................................................................22-6Shared Configurations..................................................................................................................... 22-6Modifying Sharing Settings.............................................................................................................. 22-6Modifying a Saved Configuration.................................................................................................... 22-7Uploading Device Settings Configuration........................................................................................ 22-7

Chapter 23 NotificationsNotifications History........................................................................................................................23-1

Viewing Details of Notifications History..................................................................................... 23-1Filtering and Searching Notifications History.............................................................................23-2Marking Notifications as Read or Unread................................................................................. 23-3Setting the Priority Level for Notifications................................................................................. 23-3Deleting Notifications History.....................................................................................................23-4

Notifications Criteria.........................................................................................................................23-4Viewing Notifications Criteria Details.........................................................................................23-4Filtering and Searching Notifications Criteria............................................................................ 23-5Creating Notifications Criteria for Devices............................................................................... 23-6Creating Notifications Criteria for Groups..................................................................................23-8Editing Notifications Criteria.....................................................................................................23-10Deleting Notifications Criteria.................................................................................................. 23-11Changing the Status of Notifications Criteria.......................................................................... 23-11

Notification Templates....................................................................................................................23-11Viewing Notifications Template Details....................................................................................23-12Filtering and Searching for Notifications Templates................................................................ 23-13Creating a Notifications Template............................................................................................23-13Editing Notification Templates..................................................................................................23-14Copying a Notification Template..............................................................................................23-14Deleting Notifications Templates..............................................................................................23-15

Chapter 24 DashboardViewing Scanner Volume Statistics................................................................................................. 24-1Viewing System Errors Statistics.....................................................................................................24-2Viewing Paper Jam Statistics.......................................................................................................... 24-2

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Viewing Print Volume Statistics....................................................................................................... 24-2

Chapter 25 Graphical ReportsViewing the Details of a Graphical Report...................................................................................... 25-3Filtering and Searching for Graphical Reports................................................................................ 25-3Setting the Graphical Reports Priority Level................................................................................... 25-3Generating Graphical Reports......................................................................................................... 25-4Downloading Graphical Reports...................................................................................................... 25-4Deleting Graphical Reports..............................................................................................................25-4Enabling or Disabling the Status of Graphical Report Schedules...................................................25-5Filtering and Searching for Graphical Report Schedules................................................................ 25-5Viewing the Details of a Graphical Report Schedule...................................................................... 25-6Creating a Graphical Report Schedule for Devices........................................................................ 25-6Creating a Graphical Report Schedule for Groups......................................................................... 25-8Editing a Graphical Report Schedule............................................................................................ 25-10Deleting Graphical Report Schedules........................................................................................... 25-10Filtering and Searching for Graphical Report Templates.............................................................. 25-11Viewing the Details of a Graphical Report Template.....................................................................25-11

Chapter 26 List ReportsViewing List Reports Details............................................................................................................26-1Filtering and Searching for List Reports..........................................................................................26-2Setting the List Reports Priority Level.............................................................................................26-2Deleting List Reports....................................................................................................................... 26-3Downloading List Reports................................................................................................................26-3Reports Templates........................................................................................................................... 26-3

Viewing Report Template Details...............................................................................................26-4Filtering and Searching for Report Templates...........................................................................26-5Creating Report Templates........................................................................................................ 26-5Editing Report Templates...........................................................................................................26-6Copying Report Templates........................................................................................................ 26-7Deleting Report Templates........................................................................................................ 26-7

Report Schedule.............................................................................................................................. 26-8Viewing Report Schedule Details.............................................................................................. 26-9Filtering and Searching for Report Schedules.......................................................................... 26-9Creating a Report Schedule for Devices.................................................................................26-10Creating a Report Schedule for Groups..................................................................................26-12Editing Report Schedules........................................................................................................ 26-14Deleting Report Schedules...................................................................................................... 26-14Generating Reports..................................................................................................................26-14Enabling or Disabling Report Schedule Status....................................................................... 26-15

Chapter 27 AnnouncementsCreating Announcements................................................................................................................ 27-1Creating Announcements from Existing Announcements............................................................... 27-3Opening Announcements View....................................................................................................... 27-3Setting Announcements Importance Level......................................................................................27-3Retracting Announcements..............................................................................................................27-4Filtering Announcements................................................................................................................. 27-4Marking Announcements as Read or Unread.................................................................................27-5Email Templates...............................................................................................................................27-5Viewing Announcement Details....................................................................................................... 27-5

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Chapter 28 Device Registration Diagnostic ToolDownloading the Device Registration Diagnostic Tool....................................................................28-1Device Registration..........................................................................................................................28-1Registration Settings........................................................................................................................28-2Adding Registration and Unregistration Settings.............................................................................28-2Obtaining the Registration Settings Information..............................................................................28-2Adding Devices to the DRD Tool.................................................................................................... 28-3Registering Devices......................................................................................................................... 28-3Unregistering Devices with the DRD Tool....................................................................................... 28-3Configuring the XMPP Settings.......................................................................................................28-4Updating Device Authentication in the DRD Tool............................................................................28-4Modifying Device Authentication......................................................................................................28-5Updating KFS Registration Status...................................................................................................28-5Upgrading Firmware with the DRD Tool..........................................................................................28-5Viewing the Device Home Page......................................................................................................28-6Saving DRD Tool Settings............................................................................................................... 28-6Loading DRD Tool Settings............................................................................................................. 28-6

Chapter 29 Data Collection ToolData Collection Tool License........................................................................................................... 29-1Data Import with Data Collection Tool.............................................................................................29-1Data Collection Tool Summary View............................................................................................... 29-1Downloading the Data Collection Tool from KFS Manager.............................................................29-2Installing and Opening the Data Collection Tool............................................................................. 29-2Discovering Devices with the Data Collection Tool......................................................................... 29-2Updating Authentication with the Data Collection Tool....................................................................29-3Importing Collected Devices Data and Discovery Settings............................................................. 29-3Exporting Data with the Data Collection Tool..................................................................................29-3Viewing Collected Devices Data......................................................................................................29-4

Chapter 30 Meter ExportsViewing Meter Export Details.......................................................................................................... 30-1Filtering and Searching for Meter Export History............................................................................ 30-1Downloading Meter Exports.............................................................................................................30-2Connection Setting...........................................................................................................................30-2

Creating the Connection Setting for Meter Exports.................................................................. 30-2Clearing the Connection Setting for Meter Exports...................................................................30-3Editing the Connection Setting for Meter Exports..................................................................... 30-3Testing the Connection Setting to an External System............................................................. 30-4

Meter Export templates....................................................................................................................30-4Viewing Meter Export Template Details.....................................................................................30-4Filtering and Searching for Meter Export Templates.................................................................30-5Creating Meter Export Templates..............................................................................................30-5Editing Meter Export Templates................................................................................................ 30-6Deleting Meter Export Templates.............................................................................................. 30-6

Meter Export Schedules.................................................................................................................. 30-7Viewing Meter Export Schedule Details...................................................................................30-7Filtering and Searching the Meter Export Schedules................................................................30-7Creating Meter Export Schedules..............................................................................................30-8Running Meter Export Schedules..............................................................................................30-9Editing Meter Export Schedules................................................................................................ 30-9

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Changing Meter Export Schedule Status................................................................................ 30-10Deleting Meter Export Schedules............................................................................................30-10

Chapter 31 Backup DataImporting Backup Data.................................................................................................................... 31-1Exporting Backup Data....................................................................................................................31-1

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KYOCERA Fleet Services 1-1

1 KYOCERA Fleet ServicesKYOCERA Fleet Services

KYOCERA Fleet Services (KFS) provides a total device management solution inthe cloud. With KFS, you monitor and manage KYOCERA devices and devices byother manufacturers. Some of the remote monitoring features include device countercollection, reporting, device monitoring, consumable status, and ordering. Taskmanagement activities include remote firmware upgrades, device diagnostics andtroubleshooting, remote setup and maintenance. It requires no installation because itoperates on a cloud-based platform. A browser and Internet connection make accessto the service easy.

Devices are registered in KFS using the Command Center or the DeviceRegistration Diagnostic Tool (DRD Tool). A local device with KFS supportedfirmware can self-register.

KYOCERA Fleet Services AccountWhen a new user account is created, an email with a temporary password andUser ID is sent to the user. The temporary password expires within 7 days. Use thetemporary password to login. You will be prompted to create a new password.

Password expires within 1 year from the last date the password is changed. Apassword change request email notification is sent to the user 14 days before theuser’s password expires.

An account will be locked after three consecutive failed attempts to log in. The lockoutperiod is 30 minutes.

Password PolicyThe KFS password policy requires the following:

8 characters in length or longerAt least one uppercase letterAt least one lowercase letterAt least one numberAt least one special character

Logging In to KYOCERA Fleet ServicesYou must log in to KYOCERA Fleet Services to remotely manage devices and users.Your credentials are saved in browser's cache for 7 days or until you log out of KFS.

1 Open a supported Internet browser, type the URL for KYOCERA Fleet Services,then press Enter.

2 Type your credentials for User ID or Email address and Password.

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3 Click Login.

Using Password Assistance

If you forget your password, use Password assistance to receive a temporarypassword. This password expires in 7 days.

1 On the Login screen, click Password assistance.

2 Type your User ID or Email address in the textbox.

3 Click Submit.

4 Use the temporary password sent by email to access your account.

5 After providing the temporary credentials, you will be prompted to create a newpassword.

Changing User Information

Users can edit their own user information. Some settings cannot be changed.

1 In the top banner, click your KFS user name which is your First name and Lastname.

2 Click Edit user.

3 In the Edit User dialog box, change available information. Click Next.

4 Change available contact information, notification options, Language, Dateformat, and Description.

5 Click Finish.

Changing Your Password

You can change a password at any time.

1 In the top banner, click your KFS user name which is your First name and Lastname.

2 Click Change password.

3 In Old password, type the old password.

4 In New password and Confirm password, type a new password.

5 Click OK.


2 GroupsGroups

Devices are registered and managed in groups. Groups are used to manage deviceswithin a hierarchical structure. There is no limit to the number of groups or delegatedgroups or the number of devices registered in a group. KFS supports a maximumnumber of 10 levels.

In the Devices view and Administration view, you can check details about the group,including user permissions.

Group labels identify the type of group with gray icons for groups and blue icons fordelegated groups. For a group/delegated group authorized by a System Administratorwith external access, an external access icon is added to the group label. Externalaccess is automatically inherited by the lower group/delegated group.

Child groups are listed under their parent groups. You can view them by clicking thearrow icon next to a parent group.

System Administrators and Managers grant access authority to KFS users to accessdevices and groups. KFS users can be given access to other groups (delegated andregular groups) in addition to their own Delegated group. Your permissions to groupsare those groups visible in the Group name list. After selecting one or more groups,you can apply management and monitoring tasks to the devices in the groups.

Delegated GroupsDelegated groups manage users and devices. Delegated groups with RHQpermissions may upload firmware packages. System Administrators and Managerscan Edit user permissions for a delegated group that adds KFS functionality forusers of the delegated group. Permissions are inherited from the group above thedelegated group and include diverse management and task functions. Permissionsare inherited by all lower level delegated groups.

Editing Group PermissionsSystem Administrators can add or reduce permissions for managers of delegatedgroups. Managers can edit permissions for child delegated groups, but not the groupthey belong to. Permissions are inherited from the group above the delegated groupand include diverse management and task functions.

1 In the Administration view, click Groups.

2 In the Groups list, select the desired group.

3 Click User permissions.

4 Select permissions you want to authorize for the delegated group manager andclear the selection for those permissions you want to remove.

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5 Click Save.

Group Name ListIn the Devices and Administration view, you can view groups and delegated groupsin a hierarchical display. The Group name list is structured as a tree list. It displays thehyperlinked group name, the number of devices in the group, and an information iconfor access to additional group details, including User permissions. When the tree listis expanded, you can view child groups.

You can click the double left arrow to collapse the Group name list. If the Groupname list is collapsed, you can drag the divider to expand it. In full display, it showsthree columns: Group name, Devices (Managed/Total) and Total device count(Managed/Total).

You can modify the number of devices displayed in the Group name list by selectingfrom one of three options in the Include drop-down menu.

Devices exclusive to this group: Devices registered to the selected group only.Exclusively managed: Devices in the selected group and the regular child groups.All accessible: Devices in the selected group and all the child groups below.

Group DetailsIn the Administration view, you can view the Group details when you click theinformation icon for a group. In the Devices view, you can access Group details whenthe Group name list is fully extended and the information icon is displayed. The Groupname, Group label, and Group type appear at the top of the Details dialog box. ForDelegated groups, click User permissions to see the KFS functions granted by aKFS System Administrator to the group manager. The Group details also include thefollowing information:

Management IDThe Management ID created for Delegated groups only.

DescriptionThe description of the group.

Registration URLThe URL used to register Devices or Gateways to KFS Manager.

Access codeThe Access code identified with the group and used to register Devices orGateways to the specific group.

Customer name and Customer IDThe Customer name and Customer ID associated with the group.

Data collection timeA specified time or a daily schedule when counters and consumables data isupdated in KFS Manager.

Groups


The Group details also display contact information including Email address, Phonenumber, Street 1, Street 2, City, State/Province, Zip/Postal Code, and Country.

The Group details contain two tables that illustrate the relationships of the group withthe child groups and the devices within them.

The Groups table contain information on the selected group’s child groups.

Exclusively managedDisplays the number of regular child groups.

All accessibleDisplays the number of regular and Delegated child groups.

One tier belowDisplays the number of regular and Delegated child groups that is directly onetier below the selected group.

The Devices table contains information about the management state of the devicesand how it relates to the selected group.

Exclusive to this groupDevices in the selected group.

All accessibleDevices in the group and its child groups.

Monitored by this groupDevices in the group and regular child groups.

Filtering and Searching for Groups 1 In the Administration view, click Groups.

2 In the Search text box, select a search category, and then type a searchstring or select a predefined search option. The following item uses predefinedoptions:

Group type: Group, Delegated group

3 Click the search icon.

Click x in the Search box to clear the search value and restore the view to the originallist.

Adding a Group 1 In the Administration view, click Groups.

2 In the Groups list, select the desired group. This selected group will be theparent for the group you are creating.

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3 Click Add.

4 In the Name box, type the group name.

5 For Group type, select Group.

6 For Group label, select from the list of options: Regional headquarters, Salescompany, Dealer, Customer, or General.

7 In the Description box, type a description of the Group.

8 An Access code is used to associate devices with a group. You can use theaccess code provided or click Generate if you want a different access code.

9 Click Next.

10 Add contact information for the group, and then click Next.

11 Select a Group then additional users for whom you want to set accessprivileges. Use the Search text box to find specific users.

12 Click Next.

13 In Device permissions, clear the Allow check box for each KFS feature youwant to restrict. By default, all check boxes are selected.

14 For Data captures, select the number of days (1 - 7 days) you want to retainprintable data captured with the Data capture feature.

15 In Counters and consumables, select from one of the following options:

• Daily (at time of device registration)• Specified time frame and select a time range with a starting time and

ending time. The setting uses a 24 hour clock and 15 minute time intervals.• Specified time and select a time in the Start at drop-down. You can specify

1 to 4 unique retrieval times. The time interval is every 15 minutes.

16 Click Next.

17 Review the Summary, and then click Finish.

Access CodesAn Access code is used to register devices and Gateways to a group. Each groupuses a unique access code that is created at the same time as the group. Whendevices or Gateways are registered, the Access code associates the device orGateway being registered with one group. To view the Access code for a group, clickon the information icon for the group in Administration > Groups.

Adding a Delegated Group 1 In the Administration view, click Groups.

Groups


2 In the Groups list, select the desired group. This selected group will be theparent of the group you are creating.

3 Click Add.

4 In the Name box, type the group name.

5 For Group type, select Delegated group. System Administrators can addRHQ permissions for Managers of a Delegated group by selecting RHQpermissions.

6 Click Edit user permissions then select the KFS feature or clear the checkboxes to add or remove permissions for the user of the delegated group. Thedefault permissions are inherited from the parent delegated group. Changes topermissions apply to all groups below the delegated group.

7 Click Save when finished adding or removing permissions.

8 For Group label, select from the list of options: Regional headquarters, Salescompany, Dealer, Customer, or General.

9 Type a Management ID, if desired.


11 An Access code is used to associate devices with a group. You can use theaccess code provided or click Generate if you want a different access code.Click Next.


13 Set the Language and Date format in the drop-down menus, and then clickNext.

14 Optional: Select a Group manager using one of the following selections:

• Assign from existing users- select from the Group drop-down menu thenselect a user in the list

• Assign a new user and click Add- add new user information

15 Click Next.


17 Click Next.

18 In Device permissions, clear the Allow check box for each KFS feature youwant to restrict. By default, all check boxes are selected.



• Daily (at time of device registration)

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• Specified time frame and select a time range with a starting time andending time. The setting uses a 24 hour clock and 15 minute time intervals.

• Specified time and select a time in the Start at drop-down. You can specify1 to 4 unique retrieval times. The time interval is every 15 minutes.

21 Click Next.


Adding External AccessSystem Administrators and Managers can select a group grant users with Externalaccess to another group. A KFS user role must be assigned and permissions selectedfor the users being added. Prior to adding the select users to the group, an Externalaccess code must be generated and copied for the user or group of users.



3 Click External Access.

4 Paste the External access code in the text box.

5 Click Add.

6 Click the Manage icon.

Select an External access role from the drop-down list for the selecteduser.Select items in the list of User permissions. The available permissions fortasks are based on the permissions of the user's group and are limited bythe selected role.Click Save.

7 In External access list, click the Delete icon to remove external access for theselected user.

8 Click Save.

Editing Group InformationSystem Administrators and Managers can make changes to group information.

1 In the Administration view, select the desired group.

2 Click Edit.

3 Make the desired changes to the group information. Management ID can beedited for Delegated groups only.

Groups


4 To change permissions for a delegated group, click Edit user permissions.Click Save when finished adding or removing permissions.


CRM IntegrationSystem Administrators and Managers can import Customer Relationship Management(CRM) data contained in a CSV file into the KFS database.

The CRM data import must include at least one device per row and one data fieldper column. The CSV file must contain two columns with the headers labeled Serialnumber and the other Asset number. KFS Manager matches registered devices in theCRM data according to the device Serial number in the KFS database and updatesthe Asset number in KFS Manager. The maximum length of an Asset number is 64characters. There are no restricted characters.

Any manually added, edited or reset Asset number in KFS takes precedence overan Asset number from a CRM import which takes precedence over an Asset numberadded or edited in CCRX. For example, a device Asset number edited in KFSManager cannot be overwritten by the Asset number for the same device that is partof a CRM import.

For unregistered devices included in a CRM data import, the Asset number containedin CRM data is applied when the device is finally registered.

The Management status of a device changes from Pending to Managed when a CRMdata import produces a match with a device Serial number and updates the Assetnumber. The Management status is not changed if the status is other than Pending.

If you import a new CRM data file, all CRM data for devices in the targeted group isreplaced. The imported data is stored in the KFS database for each delegated group.If all entries of the import are invalid, Import is disabled on the Summary page.

Importing CRM Data

System Administrators and Managers can import and align data from CustomerRelationship Management (CRM) data contained in a CSV file. KFS can importmultiple devices to upper Delegated Groups or lower tier groups. An error is displayedif there are duplicate Asset number or Serial numbers in the import file or between theimport file and existing devices in KFS.


2 Select the desired delegated group.

3 Click Import.

4 In Select a file, click Browse to select the CSV file you want to import.

5 In List separator, select a comma or a semicolon from the options in the drop-down.

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6 In Column matching, select the alignment you want from the imported file. Bydefault, Serial number appears at the top of the list followed by Asset number.

7 Click the plus sign to add Location, Description, Custom device field 1- 3.KFS supports a maximum of 256 characters for each of these items.

8 Clear Skip first row as header if you want to use the first row in the importedCRM data CSV file.

9 Click Next.

10 Review the Summary, and then click Import.

11 Click Close after the import.

Changing a Group to a Delegated GroupA Group can be changed to a Delegated group.


2 In the Groups list, select the check box for the desired group.

3 Click Edit.

4 For Group type, select Delegated group.

5 Click Edit user permissions to add or remove permissions for users ofthe delegated group. The default permissions are inherited from the parentdelegated group. Permissions apply to users in the groups below the delegatedgroup.


7 Select RHQ permissions to permit the Group manager to load customfirmware.

8 Type a Management ID, if desired.


10 An Access code is used to associate devices with a group. You can use theaccess code provided or click Generate if you want to create a different accesscode. Click Next.


12 Set the Language and Date format in the drop-down menus, and then clickNext.

13 Optional: Select a Group manager using one of the following selections:

• Assign from existing users- select from the Group drop-down menu thenselect a user in the list

Groups


• Assign a new user and click Add- add new user information

14 Click Next.


16 Click Next.

17 In Device permissions, clear the Allow check box for each of KFS feature youwant to restrict. By default, all check boxes are selected.



• Daily (at time of device registration)• Specified time frame and select a time range with a starting time and

ending time. The setting uses a 24 hour clock and 15 minute time intervals.• Specified time and select a time in the Start at drop-down. You can specify

1 to 4 unique retrieval times. The time interval is every 15 minutes.

20 Click Next.


Moving GroupsSystem Administrators and Managers can move a group from one group to another.


2 Select the group you want to move.

3 Click Move.

4 In the New group column, click the destination group. You can click Search,type a group name to find the group, and press Enter. Click x to close theSearch text box.

5 Click Next.

6 Review the Summary, and then click Move.

7 Click Close.

Deleted GroupsKFS maintains deleted groups in the Recycle bin for a period of two weeks. Duringthe period a group resides in the Recycle bin, KFS users will be unable to find theaffected devices using Advanced search nor will the devices be included in reports,

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2-10 Help System

device lists, and dashboards. Device data is preserved, but it is not updated. TheRecycle bin is visible only to System administrators and Managers.

Managers can delete a group but must have permissions and access authority for thespecific group.

A deleted group includes the following associated items:

• All affiliated users• Connected Gateway and Devices• Report templates (Share to Delegated Group)• Notification templates (Share to Delegated Group)• Firmware packages (Custom Firmware)• Logs (Audit/Email)• KFS Mobile

If the parent of a group in the Recycle bin is deleted, then all child groups are deletedtoo. The two-week retention period is determined by the date that the parent groupwas deleted.

After a group is deleted, associated users can neither log in to KFS nor usePassword Assistance. The user status and device management status aremaintained while their associated group is in the Recycle bin. If a user's passwordexpires during the time a group resides in the Recycle bin, the password will beexpired when the group is restored.

On the expiration date, the group is removed from the Recycle bin and the KFSdatabase.

Deleting a Group

System Administrators and Managers can delete any group they have access tobut not the ROOT group. All groups under the deleted groups are also deleted.The deleted group is moved to the Recycle bin for two weeks before final deletion.Permanent group deletion can be made in the Recycle bin.



3 Click Delete.

4 Click OK.

Restored GroupsSystem administrators and Managers can restore groups that have been deletedaccidentally or need to be restored. For two weeks after deletion, groups canbe restored from the Recycle bin. Managers can restore a group but must havepermissions and access authority for the specific group. The restored groups includeassociated users and devices, email and audit logs, child groups, data and schedule

Groups


settings. Because the device data is preserved while the group is in the Recycle bin, itis restored along with the devices.

A restored group includes the following associated items:

• All affiliated users• Connected Gateway and Devices• Report templates (Share to Delegated Group)• Notification templates (Share to Delegated Group)• Firmware packages (Custom Firmware)• Logs (Audit/Email)• KFS Mobile

Restoring Groups

System Administrators and Managers can restore groups from the Recycle bin in KFSManager to their former location.


2 Click Recycle bin.

3 Select the desired group or groups in the list.

4 Click Restore.

5 Click OK.

Group BrandingGroup branding supports customizing the KFS user interface for a dealer or otherbusiness. The customization includes the product name, the colors of the elementsin the user interface, logo, and favicon. The settings are applied to the child groups.You can restore default branding or Use parent group branding. For the parent group,customized branding must already be saved. The selections made in the Groupbranding wizard can be previewed in the UI before you finish.

Creating Group Branding Settings

You can create Group Branding settings in KFS. When you select the Product logoand Favicon, small preview is provided. On the wizard's second page, hover over theinformation icon for more detail about the selected color setting. A preview of the colorscheme is provided in the top half of the screen.

1 In the Administration view, select the desired group.

2 Click Branding.

3 In the Quick edit drop-down, select Use KFS branding for the KFS logo,favicon, and text or Use default group branding for applying the same

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branding as the group. These settings are commonly used when you wantto restore KFS branding, apply Group Branding to a child group, or clear aspecific product branding from a group.

4 Type the Product name.

5 Click Browse and select the image file you want for the Product logo.

6 Click Browse and select the image file you want to use for the Favicon.

7 Click Next.

8 Select the settings for the color scheme. Click in each box and use the providedhex color picker to choose the desired color and the gradient for the brandedsite.

9 To clear changes made in the current session, click Reset recent changes. Tochange to the default blue KFS brand, click Restore default colors.

10 Click Finish.

Remember to reload the page to apply the new Group Branding settings.


3 UsersUsers

Users are created and assigned roles depending on their required tasks,responsibilities, and information needs. The available KFS functions are based on theuser's role and the permissions authorized by System Administrators. Tasks are notsupported for Customers or Analysts.

KFS Manager supports five user roles:

System AdministratorManages the entire KFS. Has access authority to all groups and users. Mayperform all monitoring, maintenance, and troubleshooting tasks.

ManagerManages users under the delegated group to which the Manager belongs.Manages users, service tasks, monitoring, and reporting. Managers with RHQpermissions can upload and publish firmware.

ServiceRegisters and maintains devices for customers. Service users performmaintenance tasks.

AnalystAnalysts gather data about devices and evaluate it. They can run reports andreceive notifications for their authorized groups and delegated groups. Analystscan share templates with their delegated groups.

CustomerCustomers monitor devices by scheduling and generating reports andnotifications for devices in their authorized groups and delegated groups.

User DetailsSystem Administrators and Managers can view user details by clicking the informationicon in the Users tab in the Administration view. The ID, Name, Role, and Userpermissions appear at the top of the Details dialog. User permissions show theKFS functions and features authorized by the System Administrator or Manager forthe selected KFS user. The Details dialog also provides the following information:

Status

The Management status of the user: Enable, Enabled (Locked), Enabled(Expired), Disable, and Disabled (Locked).

Group

The group that the user belongs to

Email address

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3-2 Help System

The email address of the user

Receive notifications

Setting for receiving notifications.

Phone number

The user’s phone number

Mobile number

The user’s mobile number

Company name

The user’s company

Language

The user’s chosen language

Date format

The user’s chosen date format

Last login

The timestamp of the user’s last login

Accessible groups

The groups accessible to the user or a user with authorized external access.

Searching for UsersSystem Administrators and Managers can search for users in KFS Manager.

1 In the Administration view, click Users.

2 In the Search box drop-down, select a search category, and then type a searchstring or select a predefined option.

The following items use predefined options:

Management status: Enable, Disable, Locked, and ExpiredReceive notifications: On, OffRole: System Administrator, Manager, Service, and Analyst, andCustomer



Searching for Users with Advanced SearchYou can search for users using one or more search criteria or recent searchproperties.

Users



2 In the Advanced Search dialog box, select Search criteria.

3 Click Select property and choose a search property from the drop-down list.You can combine 5 search categories in Advanced search. For search fields,you can select from the following:

• Company name• Description• Email address• First name• Group name• Last name• Management status: Enable, Disable, Locked, Expired• Permissions: More than 20 selections related to all KFS functions• Role: System administrator, Manager, Service, Analyst, Customer• User ID

4 In the drop-down list, select a search operator. The options include Contains,Does not contain, Equals, Does not equal, Starts with, Ends with.

5 Type a search term in the text box, if necessary.

6 Click Search.

You can use an alternative search method by selecting Recent searches, then selectfrom the available searches. You can clear your entries in the Advanced search byclicking Reset. It changes nothing in Recent searches.

Creating a UserSystem Administrators and Managers can create users.


2 In the Group name list, select a delegated group where the user will be added.The group name is displayed on the first page of the Add User wizard.

3 In the toolbar, click Add.

4 Type the required information: User ID, Email address, First name and Lastname.

5 Select a Status:

Enable

The user has access to KFS features.

Disable

The user cannot login to KFS.

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6 Select a Role for the user.

7 Click Edit permissions to enable or disable KFS features available to the user.


9 Type the user’s Phone number and Mobile number.

10 Select whether the user will receive notifications.

11 Type the Company name.

12 Select the desired Language and Date format.

13 Type a description in the Description box.

14 Click Next.

15 Select a group or groups to set access privileges.

16 Click Finish.

External Access CodeAn External access code is generated and used by System Administrators andManagers to grant users of one delegated group with external access authorityto another group. As an example, a System Administrator can grant a Serviceuser access to another delegated group so the Service user can perform firmwareupgrades. A KFS role and role-dependent permissions must be selected for the newusers of the group. To view a list of External access users, select the group thenclick External access. Users can be removed from the External Access list or userpermissions can be edited.

For any single user, System Administrators and Managers can generate one or moreexternal access codes. KFS creates an external access code by encrypting the stringproduced by the combination of User ID and created date and time. A single code canbe generated for select users belonging to varied groups. The code expires after 7days.

External access users are not permitted use of report templates and notificationtemplates associated with the group.

Generating External Access Codes in the User List

System Administrators and Managers can generate external access codes to grantusers access to other groups.


Users


2 Select the check boxes for the desired users.

3 Click External access code. You can sort the list of users by selecting thecolumn name.

4 Copy the code.

5 Click Close.

In Administration > Groups, select the desired group, click External access andpaste copied code in the External access code text box. Click Save.

Editing User PermissionsSystem Administrators and Managers can add or reduce permissions available tothe selected user. Permissions include diverse management and task functions.System Administrators edit permissions for Managers, Service users, Analysts,and Customers. Managers can edit permissions for Service users, Analysts, andCustomers. Managers cannot edit their own permissions. Permissions are inheritedfrom the group above the delegated group.


2 In the Users list, select the desired user.

3 Click Edit permissions.

4 Select permissions you want to authorize for the selected user and clear theselection for those permissions you want to remove.

5 Click Save.

Editing User InformationSystem Administrators and Managers can change user information and permissions.All users can edit their own information. Some user information cannot be changed.


2 Select the desired user.

3 Click Edit.

4 Make the desired changes to the user information and permissions, if available.

5 Click Finish.

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Moving Users to a Different GroupSystem Administrators and Managers can move users to a different group. If a user ismoved to a child group lower in the hierarchy, then they will lose access to the groupsabove the new location. Be careful not to move the user away from a group they needaccess to.


2 Select the desired user or users.

3 Click Move.

4 In the Move Users wizard, under the New group list, select the desired group.You can click Search, type a group name to find the group, and press Enter.Click x to close the Search text box.

5 Click Next.


Deleting UsersSystem Administrators and Managers can delete users with the exception thatManagers cannot delete System Administrators. The notification and report settingsand the private report and notification templates are deleted too.


2 Select one or more users.

3 Click Delete.

4 Click OK.

Resetting a User PasswordSystem Administrators and Managers can reset a user password. If a user is locked,the account must be unlocked before the password can be reset.


2 Select the desired user or users.

3 Click Reset password.

4 Click OK.

Users


Changing User StatusSystem Administrators and Managers can Enable or Disable a user in KFS Manager.


2 In the Group name list, select a Delegated group that contains the user.

3 Select the check box for the desired user.

4 Select a user status:

To disable the user, click Status > Disable.

To enable the user, click Status > Enable.

Unlocking a Locked UserSystem Administrators and Managers can unlock a locked user.


2 Select the locked user.

3 Click Unlock.


4 GatewayGateway

Gateway for Windows uses JAVA technology and works with KFS Manager to manageand maintain devices. It runs on a Windows PC. NetGateway uses the Microsoft .NETframework and runs in a browser on a Windows PC. Both Gateway applicationscommunicate counter and consumable information through SNMP to the KFS devicerest server. Counter and consumable information is set in the Group managementsettings and requires devices that support Gateway monitoring. KFS Manager doesnot communicate directly with the devices.

The Gateway applications discover KYOCERA legacy devices, devices from othermanufacturers, and KYOCERA devices with the Remote Services firmware on a localnetwork. The discovered devices can then be registered to KFS groups. The Gatewayapplications serve as a communication channel between devices and KFS Manager.Remote tasks available in the Gateway applications can be performed by SystemAdministrators, Managers, and Service users in KFS Manager.

System Administrator, Manager, and Service users can access the Gateway tab in theDevices view.

The Gateway list can be sorted by clicking column headings for Group, ID,Description, Connection status, Management status, Application version, Automaticupgrade, and Last update.

Management status includes the following:

Active

An active Gateway communicates with KFS Manager after it has been registered. Fora Gateway with a connection status in monitoring, the Gateway uploads from devicesdata, such as counters and consumable information, and events, such as paper jamerrors. In this case, the Gateway is not available for maintenance tasks.

Archived

An archived Gateway does not communicate with KFS Manager. The devicesassociated with the archived Gateway are set to offline and the Discovery settings andGateway logs are retained in KFS Manager. An archived Gateway can be reactivatedby re-registering it to the same group.

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Gateway

1 - UI (Manager) 2 - KFS Manager

3 - Database 4 - Gateway

5 - Devices by other manufacturers andlegacy devices

6 - UI (Gateway)

7 - System Administrator 8 - Manager

9 - RHQ Permissions

Gateway PackagesThe Gateway for Windows and NetGateway packages are available for download inKFS Manager. System Administrators, Managers, and Service users can upgrademultiple Gateway for Windows of the same type at once. Both Gateway installerscheck the installed version and performs the upgrade only if the currently installedversion is outdated. If the Gateway versions match, then the installer notifies the userabout the matching versions.

Downloading the Gateway InstallerSystem Administrators, Managers, and Service users can download the Gatewayfor Windows installer or the NetGateway installer located in the Product downloadspage. The installer is downloaded to your default download location on your computer.

1 In the top banner of KFS Manager, click Product downloads.

2 For the KFS Gateway for Windows, click Download (32-bit) or Download(64-bit). For NetGateway, click Download.

Gateway


3 In your download folder, click the executable file.

Sending Gateway for Windows by EmailIn KFS Manager, System Administrators, Managers, and Service users can send theGateway for Windows installer to specified email recipients. The email includes adownload link to access the Gateway for Windows installer, information about whatgroup the Gateway is associated with, and an XML configuration file attachment thatcan be imported into Gateway for Windows.

As an example, if the Automatic device registration option is enabled, any discoverysettings included in the XML configuration file and run automatically. The emailprovides the KFS Manager URL for registering the Gateway for Windows and theAccess Code associated with the selected group in KFS Manager. The download linkexpires after 7 days.

1 In the Devices view, click Gateway.

2 On the Gateway page, click More > Send Gateway installer.

3 For Gateway type, select Gateway for Windows.

4 For Add recipients, type the recipient's addresses in the Email addresses textbox. For multiple recipients, separate each email with a semicolon.

5 Select the Group to associate with the registered Gateway. You can type agroup name in the Searchtext box to locate the desired group.

6 Type an optional Description.

7 Select a Connection mode. This setting can be modified during the installationof Gateway for Windows.

• Manage - Maintains open and constant communication between Gatewayfor Windows and KFS Manager through XMPP over HTTPS. Supports realtime device status and alert updates.

• Monitor - Communicates counter and consumable information throughSNMP to the KFS device rest server. Counter and consumable informationis set in the Group management settings and requires devices that supportGateway monitoring. KFS Manager does not communicate directly with thedevices.

8 Select an hourly value to retrieve Device information update interval: 6hours, 12 hours, 24 hours.

9 Select the checkbox for Use Gateway as a single point of communicationif you want all devices registered by Gateway for Windows to communicatewith KFS Manager through Gateway for Windows. This setting can be modifiedduring the installation.

10 Click New discovery setting or click the edit icon of an existing Discoverysetting to modify, if desired.

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11 In the Add Discovery Settings wizard, type an optional Description to amaximum of 256 characters.

12 Select a Discovery method. The target varies based on the selected method.Click the plus button to add more addresses, address ranges, or host names.

By local networkDiscovery on the local network. You can select both IPv4 and IPv6. IPv6must be configured before it can be used to search for devices.

By IP address or host nameDiscovery based on an IP address or host name of the devices. You canspecify 5 IP addresses or host names.

By IP address rangeDiscovery based on the specified IP address range. You can specify upto 10 IP address ranges.

13 If desired, select Search for USB connected devices.

14 If desired, select Automatically register newly discovered devices.

15 Type a TCP/IP port number from 1024 through 65535 to match the port on thedevice.

16 Type a Timeout value from 5 through 120 (in seconds).

17 Type an SNMP retries value for the application retry attempts after acommunication failure with the device. The valid range is from 0 to 5.

18 For the SNMPv1/v2 type, type the names for Read community name andWrite community name. The read community and write community names aresent with all SNMP receive and send requests, and must match the communitynames on the device.

19 For SNMP v3 protocol, type the User name, Password, and Context name.

For SNMP Authentication options, select from SHA1 and MD5.For SNMP Privacy options, select from AES and DES.

20 Select Enable SSL protocol.

21 Click Save. You can create a maximum of 10 discovery settings. They areincluded in the XML configuration file sent to the email recipient.

22 Click Send.

Sending NetGateway by EmailIn KFS Manager, System Administrators, Managers, and Service users can send theNetGateway installer to specified email recipients. The email includes a downloadlink to access the NetGateway installer, information about what group the Gateway is

Gateway


associated with, and a configuration key that is associated with the selected group inKFS Manager. The download link and the configuration key expires after 7 days.

After the NetGateway installation, the configuration key will be used to registerNetGateway or devices automatically.


2 On the Gateway page, click More > Send Gateway installer.

3 For Gateway type, select NetGateway.

4 For Add recipients, type the recipient's addresses in the Email addresses textbox. For multiple recipients, separate each email with a semicolon.

5 Select the Group to associate with the registered Gateway. You can type agroup name in the Search text box to locate the desired group.

6 Type an optional Description.

7 Click New discovery setting or click the edit icon of an existing Discoverysetting to modify, if desired.

8 In the Add Discovery Settings wizard, type a Description to a maximum of256 characters.










15 For the SNMPv1/v2 protocol, type the names for Read community name andWrite community name. The read community and write community names are

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sent with all SNMP receive and send requests, and must match the communitynames on the device.

16 For SNMPv3 protocol, type the User name and Password.



18 Click Save. You can create a maximum of 10 discovery settings.

19 Click Send.

Gateway DetailsSystem Administrators, Managers, and Service users can view Gateway details inthe user interface by clicking the information icon. The Details include the followinginformation:

ID

The Gateway ID.

Gateway type

The Gateway type: IB, PC, or NET.

Description

The description of the Gateway. To add or change the description, type theDescription box and click Save before closing the Details dialog box.

IP address

The Gateway IP address.

Host name

The Gateway Host name.

Connection status

The Gateway Connection status: Online, Offline, or Monitoring.

Management status

The Gateway Management status: Active or Archived.

Package version

The version number of the Gateway software. If a yellow icon is displayed, theGateway is out of date.

Application version

Device management identifies the application version and the version of theGateway Java VM (Virtual Machine).

Platform version

Gateway


The version of the JAVA or NET platform system: x86 (32-bit) or x64 (64-bit).

Registration date

The timestamp when the Gateway was registered to KFS.

Last update

The timestamp of the recent device information update by the Gateway.

Searching for Gateways 1 In the Devices view, click Gateway.



Gateway type: PC, IB, NETManagement status: Active, ArchivedConnection status: Online, Offline, MonitoringApplication version (Older than): Package version, other availableversionsLast update (Later than): 24 hours, 7 days, 14 days, 30 daysLast update (Recent): 24 hours, 7 days, 14 days, 30 daysAutomatic upgrade: Enabled, Disabled



Upgrading a GatewaySystem Administrators, Managers, and Service users can upgrade a Gateway. Youcan check the package version in Gateway details to see the upgrade status. Ayellow icon indicates the Gateway is out of date and the level of the current versionis displayed. You can upgrade only an online Gateway. You can select the AutomaticGateway upgrade setting in the Gateway for Windows application.


2 In the Group name list, select the desired group.

3 Select one or more online Gateways.

4 Select Notifications if you want to receive an email notification about theoutcome of the upgrade. This selection is recommended.

5 Click Upgrade.

When selecting multiple Gateways, you must choose the same Gateway type: IB,PC.

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Restarting a GatewaySystem Administrators, Managers, and Service users can restart one or moreGateways. Closing the progress window does not stop the Gateway restart process.



3 Select one or more Gateways, and then click Restart.

4 Select Notifications if you want to receive an email notification.

5 Click Restart.

Archiving a GatewayAdministrator and Service users can select and archive multiple Gateways.



3 Select one or more Gateways.

4 Click Archive.

5 Click OK.

Deleting a Gateway 1 In the Devices view, click Gateway.



4 Click Delete.

5 Click OK.

Device Discovery SettingsDiscovery settings are used for finding network devices and updating information forregistered devices. System Administrators, Managers, and Service users can create,edit, and delete discovery settings. Accessed in the Gateway tab, the Discoverysettings incorporate Discovery method, Communication Settings, and Devicelogin. You can use the Find devices feature with Discovery settings to find and

Gateway


register devices. You can create a maximum of ten Discovery settings for oneGateway. Discovery settings are sent to KFS Manager for data synchronization.

Adding Discovery Settings

System Administrators, Managers, and Service users can create discovery settingsthat can be saved and reused in KFS Manager, Gateway for Windows, amdNetGateway. These settings are used for finding devices on a local network.


2 In the Group name list, select the desired group. You can type a group name inthe Search text box to locate the desired group.

3 Select a Gateway. You cannot select multiple Gateways.

4 Click More > Discovery settings.

5 Click Add.

6 In the Add Discovery Settings wizard, type an optional Description to amaximum of 256 characters.










13 For the SNMPv1/v2 type, type the names for Read community name andWrite community name. The read community and write community names are

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sent with all SNMP receive and send requests, and must match the communitynames on the device.

14 For SNMP v3 protocol, type the User name, Password, and Context name.



16 Click Save. You can create a maximum of 10 discovery settings.

The saved settings are listed on the Discovery settings page.

Editing Discovery Settings in KFS Manager

System Administrators, Managers, and Service users can modify saved Discoverysettings for Gateways.



3 Select a Gateway.


5 In the Discovery settings list, select the desired Discovery settings, and thenclick Edit.

6 In Edit Discovery Settings wizard, change the Discovery settings as desired.

7 Click Save.

Deleting Discovery Settings

System Administrators, Managers, and Service users can delete discovery settings forGateways that have been saved in KFS Manager.



3 Select the desired Gateway.


5 In the Discovery settings list, select one or more discovery settings, and thenclick Delete.

6 Click OK to confirm.

Gateway


Finding Devices

You can use existing Discovery settings to find and register devices. It also updatesthe information, such as host name, of registered devices that fall within the scope ofthe discovery setting.



3 Select a Gateway that is online.


5 In the Discovery settings list, select a discovery setting.

6 Click Find devices.

7 In the Find and Register Devices wizard, select Automatically registernewly discovered devices if you want to register the discovered devices.

8 Click Find.

Searching for Gateway Discovery Settings



3 Select a Gateway.


5 In the Search box drop-down, select a search category, and then type a searchstring or select a predefined option. The following items use predefined options:

Discovery Method: Via local network, By IP address or host name, ByIP address rangeLast discovery (Later than): 24 hours, 7 days, 14 days, 30 daysLast discovery (Recent): 24 hours, 7 days, 14 days, 30 days



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Gateway LogsGateway logs provide information for Service users to resolve KFS Gateway issues.System Administrators, Managers, and Service users can select the gateway logs tobe obtained from KFS Gateway. Gateway logs are obtained based on the settings inthe Gateway Log Settings.

Retrieving Gateway Logs




4 Click More > Gateway logs.

5 Click Retrieve.

The retrieved logs are added to the Gateway logs list. If Retrieve is grayed out, theConnection status of the selected Gateway is offline or monitoring.

Searching Gateway Logs

You can use search filters to display a list of Gateway logs.



3 Select the desired Gateway.



Timestamp (Later than): 24 hours, 7 days, 14 days, 30 days

Timestamp (Recent): 24 hours, 7 days, 14 days, 30 days

Type: Gateway system logs, Gateway audit logs



Gateway


Editing Gateway Log Settings

You can select the type of log information that KFS Manager will retrieve from KFSGateway.





5 Click Settings.

6 In the Gateway Log Settings wizard, select the Type of logs, Gateway systemlogs and Gateway audit logs, and then click Save.

Downloading Gateway Logs



3 Select a Gateway.


5 Select one or more Gateway logs.

6 Click Download.

7 Open or save the Gateway log ZIP files.

Deleting a Gateway Log



3 Select a Gateway.


5 Select one or more Gateway logs.

6 Click Delete.

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7 Click OK.

Gateway SettingsService users and Managers can modify Gateway Settings to set the frequency ofDevice information update interval and the automatic software upgrade setting. Theinterval setting has no effect if Gateway has no existing discovery settings.

For NetGateway, you can configure only the automatic software upgrade setting.




4 Select More > Gateway settings.

5 Select a device refresh interval based one of the following: 6 hours, 12 hours,and 24 hours.

6 Select Enable automatic upgrade.

Daily (at time of Gateway registration)Checks for Gateway upgrades based on the same time of day theGateway was originally registered.

Automatic software upgradeChecks for Gateway upgrades at the same time of day, as specified bythe user.

7 Click Save.

Viewing Associated DevicesYou can view the devices associated with a KFS Gateway.



3 Select a Gateway.

4 Click More > Associated devices.

You can manage the devices displayed in the Search Results.


5 Mobile ManagementMobile Management

KFS Manager lets you manage mobile devices in a delegated group. SystemAdministrators, Managers, and Service users can view, edit, archive, and delete aregistered mobile device in KFS Manager. When the mobile device is used for the firsttime with KFS Manager, it is registered with your User name, Password, and Accesscode. These login credentials connect the device to the user’s delegated group in KFSManager.

Archiving a mobile device lets you disable that device in KFS Manager. The mobiledevice appears as Archived in the Administration view. You can archive multiplemobile devices at one time.

Any device registered by the mobile device before the mobile device has beendeleted, remains registered in KFS Manager and the device's Registration type ischanged to None. If you register the same deleted mobile device again, any devicespreviously associated with the deleted mobile device will not be associated with thereregistered device.

The following mobile details are available:

ID

The mobile device ID.

Group

A registered group in KFS Manager. The Group menu is not available to Serviceusers.

Model name

The model name of the mobile device.

Mobile OS and version

The mobile device operating system and version.

Application version

The version of the KFS mobile software.

Description

The description of the mobile device.

User

The User ID of the person who uses the mobile device.

Registration Date

The date and time the mobile device was registered to KFS Manager.

Searching for Mobile DevicesYou can use search filters to find mobile devices.

Mobile Management

5-2 Help System

1 In the Administration view, click Mobile.


3 In the Search text box, select a search category, and then type a searchstring or select a predefined search option. The following item uses predefinedoptions:

Management status: Active, Archived


Click x in the Search box to clear the search value and restore the view to theoriginal list.

Archiving Mobile DevicesYou can archive one or more mobile devices.



3 Select one or more mobile devices.

4 Click Archive.

5 Click OK.

Editing a Mobile Device DescriptionYou can edit the description of a registered mobile device.



3 Click the information icon for the mobile device.

4 Type a Description to a maximum of 256 characters.

5 Click Save.

6 Click Close.

Deleting Mobile DevicesYou can delete one or more mobile devices.


Mobile Management



3 Select one or more mobile devices.

4 Click Delete.

5 Click OK.


6 Firmware PackagesFirmware Packages

The Firmware packages tab is where device firmware ZIP files are stored. Thereare five firmware package release types: Official, Custom, Long-term test, Short-term test, and Evaluation. Kyocera releases official firmware to the market. Kyocerareleases custom firmware only to a specific company or dealer. Users have varyingpermissions for this feature depending on their user role. Analysts and Customers donot have access to Firmware packages.

System Administrators, Managers and Service users can do the following:

• Download firmware packages• View Readme files

System Administrators and all Managers can do the following:

• Publish firmware one tier down. (System Administrators and RHQ Managers arenot restricted to one tier.)

• Unpublish firmware• Grant Service users access to the non-official firmware

System Administrators and Managers with RHQ permissions can do the following:

• Add, edit, and delete Readme files from unpublished packages

System Administrators can do the following:

• Upload firmware to any group• Official firmware uploaded to ROOT will automatically publish to the first tier

Delegated groups• Edit descriptions of all packages• Delete firmware from any group

Managers with RHQ permissions can do the following:

• Upload firmware to RHQ Delegated groups they have access to• Must publish Official packages from System Administrators before current group

users and child groups get access• Edit descriptions for packages they upload• Delete firmware they uploaded

Firmware packages for some devices are digitally signed with public keys in theform of X.509 certificates. You can view the details of firmware packages, and thecertificates associated with the firmware packages. You can download firmwarepackages to your computer.

If the Firmware package metadata is incorrect and unusable, KFS prevents it frombeing uploaded. In this event, KFS posts an error message.

Firmware Packages

6-2 Help System

Uploading Firmware PackagesSystem Administrators and Managers with RHQ permissions can upload Firmwarepackages.

1 In the Administration view, click Firmware packages.


3 Click Upload. The package is uploaded to the selected group and only userswith access rights and associated with this group can access a firmwarepackage.

4 In the Upload Firmware Package wizard, click Browse to find a firmware file(ZIP) located on your computer.

5 Select a Readme type:

• File• Text or images• Announcement

6 Select a Readme from your computer, write a new Readme, or link a Readmeto an existing announcement.

7 Click Upload.

Adding a Readme

System Administrators and RHQ Managers can add a Readme to an unpublishedfirmware package after it has been uploaded.


2 In the Group menu, select the desired group.

3 In the Firmware packages list, locate the package you want to add theReadme to and select Add readme in the Readme column.

4 In the Upload Readme wizard, select a Readme type:

• File• Text or images• Announcement

5 Select a Readme on your computer, write a new Readme file, or link a Readmeto an existing announcement.

6 Click Upload.

Firmware Packages


Deleting a Readme

System Administrators can delete a Readme from any unpublished firmware packageand Managers with RHQ permissions can delete a Readme from an unpublishedfirmware package in their group.



3 In the Firmware packages list, select the desired Readme.

4 In the Readme dialog, click Delete.

5 Click OK.

Viewing Firmware Package ListYou can view the firmware packages in KFS Manager.



3 Review the firmware package details.

Downloading Firmware PackagesYou can download one or more Firmware packages as ZIP files to your computer.



3 Select the desired firmware packages.

4 Click Download.

Viewing Firmware Package DetailsYou can see the details of Firmware packages, including the certificates associatedwith signed packages.

1 In the Administration view, click Firmware Packages.

2 In the Firmware Packages list, click the information icon of the desiredfirmware package. If your access rights are limited, then select your group inthe Group name list.

Firmware Packages

6-4 Help System

The details display the following information:

• Package name• Package version• Group• Description• Readme• Package type• Target devices• Size• Date created• Date released• Release type• Signed• Uploaded by• Publication status• Published by• Certificates• Firmware version

3 Click Close.

Readme FilesReadme files contain text message with images that you can add to firmwarepackages in KFS Manager. You can add readme files in the following formats: JPG,GIF, PNG, PDF, DOC, DOCX, RTF, HTML, and TXT. You can link a readme file to anexisting announcement.

Viewing a Readme File

You can view the contents of a Readme file in KFS Manager.



3 In the Firmware packages list, select the Readme from the Readme column.

4 In the Readme dialog, view the contents of the Readme file.

5 Click Close.

Downloading a Readme File

You can only download the readme associated with a firmware package in KFSManager.

Firmware Packages




3 In the Firmware packages list, select the desired readme.

4 In the Readme dialog, click Download.

5 Click Close.

Searching for Firmware PackagesYou can search for firmware packages in KFS Manager.


2 In the Search menu, select a search category.

3 In the Search drop-down, select a search category, and then type a searchstring or select a predefined option.

The following categories use predefined options:

Release type: Official, Custom, Long-term test, Short-term test, Evaluation

Package type: Main firmware package, Optional enhancement package,Optional language package

Signed: Yes, No

Publication status: Published, Unpublished

Released (Recent): 7 days, 30 days, 3 months, 6 months

Released (Later than): 7 days, 30 days, 3 months, 6 months



Searching for Firmware Package Using Advanced SearchYou can search for firmware packages using multiple criteria with the Advancedsearch feature.


2 Under the search text box, click Advanced search.

3 Select up to five Search criteria, and then select or type their properties on theadjacent fields.

Firmware Packages

6-6 Help System

4 Select Recent searches, and then select one of search from the five mostrecent.

5 Click Search.

Editing Firmware Package DescriptionsSystem Administrators and Managers with RHQ permissions can edit descriptionsfor firmware packages if permissions allow. System Administrators and Managers useEdit to grant service users access to Custom firmware packages.


2 In the Firmware packages list, select a firmware package.

3 Click Edit.

4 In the Edit Firmware Package wizard, type a new description in theDescription box to a maximum of 256 characters.

5 Click Next.

6 Type the names of the Service users in the Filter text box or select the Serviceusers in the list.

You can add Service user names to a maximum of 100 characters.

7 Click Finish.

Signed and Unsigned Firmware PackagesAccording to the new anti-spam legislation in Canada from January 15th, 2015, anysoftware installation on a device requires obtaining the user's consent. Firmwareupgrade involves software installation. There is no feature for obtaining the user’sconsent on the device panel.

You can upload signed and unsigned packages in the Administration view of KFSManager. When uploading a firmware package, KFS Manager checks the certificateand condition of the package. If the package has malformed XML or mismatchedmodels, the firmware is rejected, whether or not a certificate is present. If a packagehas no certificate, the firmware package does not undergo certificate validation. KFSManager warns you if the package has no certificate.

The device also validates the firmware package during upgrade. Packages for somenewer devices are signed with public keys in the form of X509 certificates.

Deleting Firmware PackagesSystem Administrators can delete any firmware packages from KFS Manager.Managers with RHQ permissions can delete firmware packages they uploaded. Youcannot delete a package that is in use for a scheduled task.

Firmware Packages


1 In the Administration view, click Firmware Packages.

2 In the Firmware packages list, select the firmware packages you want todelete.

3 Click Delete.

4 To confirm the deletion, click OK.

Publishing Firmware PackagesIf firmware packages are not directly uploaded to a group, groups can gain access tofirmware packages if a parent group publishes the package to them, granting themaccess. System Administrators and Managers have permissions to publish firmwarefrom their group to any child groups. Managers without RHQ permissions can onlypublish to child groups directly below them. To publish further down, you will need tonavigate to the lower level and repeat the process. RHQ Managers need to publishOfficial packages before their child groups can access it. Readme files of publishedpackages cannot be edited or deleted.


2 In the Firmware packages list, select the desired official or custom firmwarepackage.

3 Click Publish.

4 For official firmware package, click Close.

5 For custom firmware package, select the desired group.

6 Click Next.

7 Click Publish.

8 Click Close.

Unpublishing Firmware PackagesYou can unpublish and remove group access to firmware packages. You cannot selecta group if the package is not published to that group. Unpublishing firmware packagesfrom a group also unpublishes the package from all of the associated child groups.Pending tasks fail if the firmware packages that are being used are unpublished.


2 In the Firmware packages list, select the desired official or custom firmwarepackage.

3 Click Unpublish.

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6-8 Help System

4 For official firmware package, click Close.

5 For custom firmware package, select the desired group.

6 Click Next.

7 Click Confirm.

8 Click Close.


7 LogsLogs

KFS provides logs for Delegated group events so Managers and SystemAdministrators can track both KFS operations (Audit logs) and email transmissions(Email logs) sent from KFS. Audit logs contain operations history for theselected Delegated groups related to KFS user, group, and device events. SystemAdministrators and Managers can check the log to ensure security and operationalefficiency. Email logs contain information about emails generated by KFS and storedin the database. This includes the transmission history of emails sent to recipientsoutside of KFS. System Administrators and Managers can check emails sent to usersabout specific KFS events such as user registration.

A maximum of 10,000 logs is supported. You can download logs from KFS to yourcomputer as CSV files in ZIP files. The log file name includes the name of theDelegated group and a timestamp.

Audit Logs ListYou can view the list of Audit logs for a Delegated group. In this list, you can view thefollowing information:

Timestamp

The timestamp for the operation based on the user’s computer.

Type

The type of operation saved as an event in the database.

Result

The outcome of the operation.

Email address

The Email address of the user who performed the operation.

User name

The name of the user who performed the operation.

Audit logs are stored for three months. A maximum of 10,000 logs is supported. KFSdisplays 50 logs per page view. The downloadable Audit log as a CSV file containsmore details about the Delegated group and the user.

Audit Logs DetailsIn the Audit logs list, you can view Audit logs details of a single operation by clickingthe information icon. The Audit logs timestamp appears at the top of the Detailsdialog box. The details include the following information:

Source IP

The global IP address of the user who performed the operation.

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7-2 Help System

Type

The type of operation or event recorded in the database.

Result

The result of the operation.

Reason

The reason for the outcome as stated in an error or status message.

Email address

The email address of the user who performed the operation.

User ID

The User ID of the user who performed the operation.

User name

The name of the user who performed the operation.

Role

The KFS user role.

Delegated group

The name of the Delegated group.

Delegated group ID

The ID of the Delegated group.

Remark

Remark varies based on the type of event.

Searching Audit Logs 1 In the Administration view, click Groups.

2 Select a Delegated group.

3 In the toolbar, click Logs > Audit logs.


Timestamp (Later than): 24 hours, 7 days, 14 days, 30 daysTimestamp (Recent): 24 hours, 7 days, 14 days, 30 daysResult: Successful, Failed



Logs


Downloading Audit Logs 1 In the Administration view, click Groups.


3 Click Logs > Audit logs.

4 Click Download.

Email Logs ListYou can view the list of Email logs for a Delegated group. In this list, you can view thefollowing information:

Timestamp

The timestamp for the operation based on the user’s computer.

Type

The type of KFS operation saved as an event in the database.

Result

The outcome of the sent email log.

Recipient

The destination email address.

Email address

The email address of the user who generated the log.

Email logs are stored for three months. A maximum of 10,000 logs is supported. KFSdisplays 50 logs per page view. The downloadable Email log as a CSV file containsmore details about the Delegated group and the user.

Email Log DetailsIn the Email logs list, you can view the details of a single email operation by clickingthe information icon. The Email logs timestamp appears at the top of the Detailsdialog box. The details include the following information:

Type

The type of operation or event recorded in the database.

Result

The result of the operation.

Reason

The reason for the outcome as stated in an error or status message.

Email address

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7-4 Help System

The email address of the user who performed the operation.

Recipient

The destination email address.

Subject

The title of the email.

Delegated group

The name of the Delegated group.

Delegated group ID

The ID of the Delegated group who performed the operation.

Searching Email Logs 1 In the Administration view, click Groups.


3 In the toolbar, click Logs > Email logs.

4 In the Search box drop-down, select a search category and type a searchstring. Some categories use predefined options.

Timestamp (Later than): 24 hours, 7 days, 14 days, 30 daysTimestamp (Recent): 24 hours, 7 days, 14 days, 30 daysResult: Successful, Failed



Downloading Email Logs 1 In the Administration view, click Groups.


3 Click Logs > Email logs.

4 In the toolbar, click Download. The ZIP file containing the email event log issaved on your computer.

Downloaded email logs include additional information such as the body of the emailsent from KFS.


8 DevicesDevices

The Devices list lets you view and check detailed information from registered devicesconnected to a group. The maximum number of the devices displayed on the deviceslist is 3000. You can select a device from the Devices list and view the log information.You can edit custom fields for multiple devices.

The Group name list displays Favorites and All groups for easier navigation betweenfavorite devices and groups. You can expand the column to display the Managedand Total counts for devices and total devices. The information icon provides accessto group details, including User permissions. In Display settings, you can add andarrange the information displayed in the Devices list columns. In the View drop-down,you can select from the five default device views, General, Counter, Firmware, Maps,Toner order, plus custom views you have created.

You can filter devices in the Group name list by selecting one of three options from theInclude drop-down menu.

Devices exclusive to this group: Devices registered to the selected group only.Exclusively managed: Devices in the selected group and the regular child groups.All accessible: Devices in the selected group and all the child groups below.

Devices ListThe Devices list lets you view and check detailed information from registereddevices connected to a group. In Display settings, you can also customize your owndevice views. In the Status column of the General device view, the device status forMonitoring and Offline displays No recent updates warning if no device update hasbeen received within the last 72 hours.

You can view the following device information from the General device view:

• Serial number• Model name• Host name• Status• Firmware version• Toner information

You can view the following device information from the Maps device view:

• Map name• Last update• Total devices

You can view the following device information from the Counter device view:

• Serial number• Model name• Printer total

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8-2 Help System

• Black & white total• Single color total• Full color total• Scan total

You can view the following device information from the Firmware device view:

• Serial number• Model name• Firmware version• Scanner firmware• FAX firmware (Port 1) FAX firmware (Port 2)• Panel firmware• Firmware package version

You can view the following toner information from the Toner order view:

• Current level• Useful life (days)• Order/Flagged• Last replaced• Toner level before replaced• Toner order criteria• Remarks

You can only view information from devices that you have permission to access.

Device List

1 - Device List 2 - Device View Select and Edit

3 - Device View Edit 4 - UI (Manager)

5 - KFS Manager 6 - Database

7 - Custom Device View 8 - Manager

9 - RHQ Permissions 10 - System Administrator

11 - Service 12 - Customer

Devices


Advanced SearchThe Advanced Search feature lets you search for devices in all groups and delegatedgroups. You can select advanced search criteria to narrow the number of devices. Youcan also use Recent searches to select from one of the most recent searches.

Searching for Devices Using Search Criteria

You can choose up to five search criteria to find a device.

1 In the Devices view, select Advanced search.

2 In the Advanced Search dialog box, select Search criteria.

3 Click Select property and choose a search property from the drop-down list.You can use 5 search categories in Advanced search. For Devices searchfields, you can select from the following:

• Asset number• Customer ID• Customer name• Description• Engine firmware• Group• Host name• IP address• Location• Management status: Managed, Unmanaged, Archived, Pending, Not

registered• Manufacturer• Model name• Serial number• Status: Ready, Monitoring, Warning, Error, Offline• System firmware

4 Select a search operator from the drop-down list. The options includeContains, Does not contain, Equals, Does not equal, Starts with, Endswith.

5 Type a search term in the text box.

6 Click Search.

You can use an alternative search method by selecting Recent searches, then selectfrom the available searches. To clear your entries in the Advanced search, clickReset. It changes nothing in Recent searches.

Searching for a Device Using a Serial Number

You can search for a specific device using a serial number in the Devices view.

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8-4 Help System

1 In the Serial number text box, type the Serial number.


The Device Summary view is displayed.

Creating a Favorites GroupYou can create up to ten favorite groups. The selected group is listed in the Favoritessection in the Group name list.

1 In the Devices view, select the desired group.

2 Click the star icon next to the Group name in the banner.

Creating Custom Device ViewsYou can add custom device views and change the order in which the deviceinformation is displayed.


2 Click Display Settings.

3 In Display settings, click the add icon. If the add icon is gray, the maximum of10 custom settings has been reached.

4 Type a View name to a maximum of 64 characters.

5 In Available columns, select the items you want to display, and then click theright arrow to move them to Selected columns. To reorder Selected columns,choose an item, and then use the up and down arrows to move the item.By default, Serial number/Model name is included in Selected columns. Toremove items from Selected columns, select the item and click the left arrow.

6 Click Save.

7 For any selected Display settings, choose how devices are sorted to view byManagement status, Status, or None (no sorting).

Management status is the default status. The Management status types areManaged, Unmanaged, Archived, Pending, and Not registered. The Statustypes are Ready, Warning, Error, Offline and Monitoring.

8 Click Save.The devices registered to the Group are displayed in the devices list.

Editing Custom Device ViewsYou can make changes to the device views you created. You cannot edit the defaultdevice views.

Devices



2 In Display settings, select a custom view.

3 Click the edit icon.

4 To rename a device view, type a new View name to a maximum of 64characters.

5 In Available columns, select the items you want to display, and then click theright arrow to move them to Selected columns. To reorder Selected columns,choose an item, and then use the up and down arrows to move the item. Toremove items from Selected columns, select the item and click the left arrow.

6 Click Save.

Deleting Custom Device ViewsYou can delete one custom device view at a time.


2 Click Display settings.

3 In Display settings, select the desired custom view, and then click the deleteicon.


Switching Device ViewsYou can change your default view of the Devices list. The View drop-down listincludes default views for General, Counter, Firmware, Toner order, and Maps. Youcan also select Custom views which are created and edited in Display settings.


2 In the View drop-down menu, select a view.

Filtering the Devices ListYou can filter the Devices list using categories in the Search menu. The type ofcategory depends upon the default or custom views selected in the View menu.




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Tasks MenuThe Tasks menu lets you create new device tasks by managing features in KFSManager. You can access the Tasks menu in the Devices view.

You can manage the following features for online and offline devices from the Tasksmenu:

• Firmware upgrade• Device settings• Maintenance mode• Restart• Retrieve snapshots• Send file• Panel note• Manage HyPAS Applications• Backup data

More MenuThe More menu lets you manage devices, create toner order recommendationthresholds, or export logs in a group registered in KFS Manager. Within a group,you can manage registered devices by performing the following tasks from the Moremenu:

• Change status• Move• Delete• Archive• Export device logs• Toner order

Device Management StatusDevice Management Status determines what KFS users can do with devices. Adevice must first be registered to KFS to modify the device management status.System Administrators, Managers, and Service users can change the managementstatus of multiple registered devices in KFS Manager simultaneously.

In KFS Manager, the following device management status are available:

• Pending

A registered device that has not been converted to "Managed" or "Unmanaged"status. The device has been registered with KFS with an Access code. Oncethe status changes, a device cannot be returned to a Pending status. Thedevice information can be monitored for device logs and counters. The devicecannot be maintained remotely. System Administrators, Managers, and Service

Devices


users can change the device management status from Pending to Managed orUnmanaged.

• Managed

A registered device that is being managed within a group and for which Tasks canbe applied. The device has been registered with KFS with an Access code anduser credentials. Managed devices can receive firmware upgrades, maintenancemode, device settings, send files, and retrieve snapshots. System Administrators,Managers, and Service users can change the device management status fromManaged to Unmanaged or Archived.

• Unmanaged

A registered device for which only monitoring functions are available. The devicecannot be maintained remotely. System Administrators, Managers, and Serviceusers can change the device management status from Unmanaged to Managedor Archived.

• Archived

The device can be viewed in KFS Manager but no monitoring or maintenance canbe performed on the device. Once the device is archived, device managementstatus cannot be changed.

• Not registered

The device information in KFS Manager is not updated and the device registrationis unfinished.

Changing the Device Management Status to Archived

System Administrators, Managers, and Service users can change the devicemanagement status to Archived. When the device management status is Archived,the device information is not updated and no notifications are sent from the device.


2 Select one or more devices.

3 Click More > Archive.


Changing the Device Management Status to Managed orUnmanaged

System Administrators, Managers, and Service users can change the devicemanagement status in KFS Manager.



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8-8 Help System

3 Click More > Change Status.

For Managed devices, select Unmanaged.

For Unmanaged devices, select Managed.

For Pending devices, select Managed or Unmanaged.

Moving Devices to a Different GroupSystem Administrators and Managers can move registered devices from one group toanother group.



3 Click More > Move.

4 In the Move Device wizard, move the selected devices by clicking a grouplisted in the New Group column, and then click Next. You can click Search,type a group name to find the group, and press Enter. Click x to close theSearch text box.


6 Click Close.

Deleting DevicesYou can delete devices depending on your user role.



3 Click More > Delete.

4 Click OK.

Exporting Device Logs for a deviceYou can export a device logs for a single device. The device logs include consumable,counter, event, and system errors.

1 In the Devices view, select the group.

2 Click the Serial number of the desired device.

3 Click Device logs.

Devices


4 Click Export device logs.

KFS Manager downloads the device logs in a ZIP file to your computer.

Exporting Device Logs for multiple devicesYou can export device logs for multiple to your computer. The device logs includeconsumable, counter, event, and system errors. KFS Manager downloads the devicelogs in a ZIP file to your computer.


2 Select multiple devices.

3 Click More > Export device logs.


9 TonerToner

KFS supports detailed reporting, ordering, tracking, and views of toner for all of yourdevices. You can setup toner notifications for devices that report toner status by aspecified toner level. You can setup toner notifications based on the level of individualcolors, control the frequency of notification, and select toner for specific devices orgroups.

Once the toner order is placed, specified recipients receive an email containing thetoner order request. The toner order email includes the Group path, Model name,Serial number, Asset number, Location, Color, Toner name, and Quantity. Detailedtoner reports can be viewed in Device log graphs where toner can also be ordered.

Toner order replacement can be set for devices and groups. Functionality is providedto predict the number of days until the next toner replacement date. Replacementbased on toner level by percentage is also available. This feature is available fordevices with Managed or Unmanaged status.

Toner Order CriteriaSystem Administrators and Managers can set the recommendation criteria fortoner replacement by group. System administrators, Managers, and Service userscan set the recommendation criteria for toner replacement by device. The tonerrecommendation options include an estimated number of days of remaining toner,the device’s toner level, or a combination of both. Thresholds can be established formonochrome devices and for each of the four colors on color devices. Levels cannotbe displayed for devices with non-genuine toner.

By default, the toner replacement recommendation is off.

Toner Order ViewThe Toner order view provides information about toner for the devices managed byKFS users with access authority. If the devices meet the toner order criteria, then thetoner status displays Order toner icon. (based on the graph) Hover over the icons inthe status column to view the state.

Order toner

The toner order criteria meets the thresholds set in KFS. According to thesesettings created for the specific device or group, toner should be ordered.

Order placed

The toner order criteria threshold has been met and toner was ordered. The icon isupdated when the order is placed.

Flagged

The toner order criteria threshold has been met or order has been placed and aKFS user has flagged toner with a remark.

Toner

9-2 Help System

The Toner order view displays the following information: Current level, Useful life(days), Ordered/Flagged, Last replaced, Toner level before replaced, Toner ordercriteria, Remarks.

Devices in the Toner order list are organized into three categories based on thewhether toner order criteria is met. They include the following:

• Recommended

Toner order criteria has been met.• Optional

Toner order criteria has not been met.• Not applicable

Toner order criteria has not been set or device management status is not managedor unmanaged.

Setting Toner Order Recommendations for a GroupSystem administrators and Managers can set Toner ordering thresholds for a KFSgroup. KFS Manager includes functionality to estimate the number of days remainingon toner based on current usage levels.

1 In the Administration view, select the desired group or groups.

2 Click Toner order criteria.

3 Select a color.

4 Type values for the Toner replacement prediction (days), the Toner level(percentage), or both. The range is 0 to 30 days for the toner replacementprediction and 0 to 100% for toner level. Repeat the procedure for each desiredcolor.

5 Click Save.

Setting Toner Order Recommendations for DevicesSystem administrators, Managers, and Service users can set Toner orderingthresholds for devices in KFS. KFS Manager includes functionality to estimate thenumber of days remaining on toner based on current usage levels.


2 Select the check boxes for one or more devices.

3 Click More > Toner order criteria.

4 Select a color. All toner is selected by default. To prevent toner orderrecommendations for any color, clear the check box for the desired colors.

5 Select Use group criteria to adhere to the value established for the group orselect Customize.

Toner


6 For Customize, type values for the Toner replacement prediction (days), theToner level (percentage), or both. The range is 0 to 30 days for replacementprediction and 0 to 100% for toner level. Repeat the procedure for each desiredcolor.

7 Click Save.

Ordering Toner in the Toner ViewUsers with access authority to a group can order toner in the Toner View menu.


2 In the drop-down View menu, select Toner order (Default).

3 Select the toners of the devices you want to order.

4 Click Order.

5 In the Quantity column, increase or decrease the number of each toner youwant included in the order.

6 Click Next.

7 Select Me to receive the generated report. Type the email addresses for newrecipients. You can add multiple email addresses, separated by semicolons.

8 Type the Email subject to accompany the order.

9 Type any optional Remarks.

10 To create an attachment to accompany the email order, select Toner orderinformation then select a CSV or XML format in the drop-down.

11 Click Next.

12 Review the Summary and then click Order.

Ordering Toner in the Toner History ListYou can order toner in the Toner History section of Device log graphs.


2 Click the Serial number of the desired device

3 Click Device logs > Graphs > Consumables or Both counters andconsumables.

4 In the Toner history list, click Order.

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9-4 Help System

5 In the Quantity column, increase or decrease the number of each toner youwant included in the order.

6 Click Next.

7 Select Me to receive the generated report. Type the email addresses for newrecipients. You can add multiple email addresses, separated by semicolons.

8 Type the Email subject to accompany the order.

9 Type any optional Remarks.

10 To create an attachment to accompany the email order, select Toner orderinformation then select a CSV or XML format in the drop-down.

11 Click Next.

12 Review the Summary and then click Order.

Setting Toner Order FlagsUsers with access authority to a group can set flags and add remarks for toner.Multiple toners for available devices can be flagged at once.



3 Select the toners for the devices you want to create a flag.

4 Click Flag.

5 Type your remarks to associate with the selected toners.

6 Click Save.

Editing Remarks for Toner OrdersUsers with access authority to devices can edit remarks for toner. You can editremarks for multiple toners and devices.



3 Select the desired toners.

4 Click Remarks > Edit.

5 Type the remarks you want to associate with the toner.

Toner


6 Click Save.

Deleting Remarks for Toner OrdersUsers with access authority to devices can delete remarks for toner listed.



3 Select the toner with the remarks you want to remove.

4 Click Remarks > Delete to delete the remark.

5 Click OK.


10 MapsMaps

Maps provide a graphical representation of the location of users and devices within aphysical area such as an office floor. You can view the maps created for a group in themap list.

System Administrators, Managers, Analysts, Service users, and Customers cancreate a maximum of 100 maps for each group, edit, delete maps, and change thedefault map for a group. You can select a map as the default map in a group. The firstmap that you create for a group is automatically set as the default map.

KFS Manager lets you choose how the map icons are displayed in the map Displaysettings. You can click Edit to change the positions of the map icons, and then clickSave to save your changes.

Map IconsYou can add icons to maps to show where existing devices in the group, users,physical locations, and links are located on the map. You can also use icons to controlhow map elements are displayed.

You can edit map icons under Edit in the selected map. You can add descriptions toicons except for MFPs, printers, and links. The Model name, Serial number, andstatus of MFPs and printers are displayed under their icons.

You can use the following icons for Maps.

Description Icon

MFP

You can search for the available MFP devices in the Search field.

Printer

You can search for the available printers in the Search field.

Links

Use this icon to add a link to other maps from the same devicegroup.

Maps

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Description Icon

Monitor

Server

Building

Male user

Female user

Group of users

Rotate right

Use this icon to rotate the map background in a clockwisedirection.

Rotate left

Use this icon to rotate the map background in a counter-clockwisedirection.

Maps


Description Icon

Flip horizontal

Use this icon to flip the map background image horizontally.

Flip vertical

Use this icon to flip the map background image vertically.

Creating a MapYou can add a map and change how the map icons are displayed. You can add one ormore icons on the map.


2 In the View drop-down menu, select Maps (default).

3 Click Upload.

4 Type a Title to a maximum of 64 characters.


6 Click Browse, and then select the map image file from your computer.

7 Click Upload.

8 In the map list, click the name of the map.

9 Click Edit.

10 Click MFP, and then drag the device to a location in the map.

11 Click Printer, and then drag the device to a location in the map.

12 Click Links, and then drag the link to a location in the map.

13 For each icon, you can type a name for it after you drag it to the map or doubleclick to add a name for an icon already placed on the map.

The following map icons are available:

• Monitor• Server• Building

Maps

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• Male user• Female user• Group of users

14 To filter devices in the map, click Filter.

15 Type a Model name or Serial number and click the search icon.

16 Use the Transform image icons to position the map image.

17 Click Browse to replace the map image.

18 Click Save.

Editing a MapYou can edit a map in KFS Manager.


2 In the View drop-down menu, select Maps (Default).

3 Select the desired map.

4 Click Edit.

5 Click MFP, and then drag the device to a location in the map.

6 Click Printer, and then drag the device to a location in the map.

7 Click Links, and then drag the link to a location in the map.

8 For each icon, you can type a name for it.

The following map icons are available:

• Monitor• Server• Building• Male user• Female user• Group of users

9 To filter devices in the map, click Filter.

10 Type a Model name or Serial number and click the search icon.

11 Use the Transform image icons to position the map image.

12 Click Browse to replace the map image.

Maps


13 Click Save.

Deleting MapsYou can delete one or more maps from KFS Manager.



3 Select the desired maps.

4 Click Delete.

5 Click OK.

Changing the Default MapYou can change the default map of a group.




4 Click Change default.

5 Click OK.

Refreshing the Map ListYou can refresh the map list in KFS Manager.



3 Click Refresh.

Filtering and Searching for a MapYou can use search filters to display a list of maps by category or use the filters tosearch for a map.


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3 In the Search box drop-down, select a search category, and then type a searchstring or select a predefined option. The following categories use predefinedoptions:

• Last update (Later than): 24 hours, 7 days, 14 days, 30 days• Last update (Recent): 24 hours, 7 days, 14 days, 30 days



Viewing MapsYou can open a map and view the map details in KFS Manager. You can view the mapimage, devices, users, group of users, and links to other maps.




4 Scroll up or down to zoom in or zoom out the map.

5 Review the map image, devices, users, group of users, and links on the map.

6 Click the Model name of the device in the map to view the Summary page.

Exporting a Map as a PDFYou can export a map to a PDF file and save the file to your computer.




4 Click Download.

Modifying the Map Display SettingsYou can change how the map elements appear in a map from the map displaysettings.


Maps


2 In the View drop-down menu, select Maps.


4 Click Display settings.

5 In the Type drop-down, select from the following map icons:

• MFP• Printer• Links• Monitor• Server• Building• Male user• Female user• Group of users

6 Select from the available Display options. The available display options aredependent on the selected Type.

7 Select the desired Icon size.

8 Click Save.


11 Device SummaryDevice Summary

The Device Summary displays device properties information, an image of the device,device logs, with a list of the five most recent events, system errors, counters andconsumables. You can customize device properties. Select display settings andchoose the items to display and the order of the items. Customers and Analystscannot view device logs, counters, and consumables.

The Device Summary includes the following information:

ManufacturerModel nameAsset number- click Edit to change, click Reset to clear it from the KFS databaseafter the device is restarted. Type a new Asset number and then click SaveMaintenance kit informationFirmware information - includes all firmware on the deviceToner information - includes the toner color, level, part number, and the tonerserial numberStatusNetwork - includes the IP address and MAC addressConnection status - includes a timestamp when the device connectedDevice logs - includes a table of the five most recent system errors and eventsCounters - includes a graph of counters for colors.Consumables - includes a graph of toner levels for supported colors.

Reordering the Device SummaryYou can choose and arrange the information displayed on the Device Summary page.



3 Click Display Settings.

4 Select the information to include or exclude. Select the topmost check box tochoose all items or clear all items.

5 In the Order column, use the up and down arrows to set the order.

6 Click Save.

Viewing, Sorting, and Filtering Device LogsYou can view the error, event, and notes log information for a device.

Device Summary

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3 Click Device logs.

4 In the Device logs view, you can sort the list of logs by the following: Type,Category, Start time (GMT-8:00), End time (GMT-8:00), Life counter, andDescription.


Type: System error, Event, NoteStart time (Later than): 24 hours, 7 days, 14 days, 30 daysStart time (Recent): 24 hours, 7 days, 14 days, 30 daysEnd time (Later than): 24 hours, 7 days, 14 days, 30 daysEnd time (Recent): 24 hours, 7 days, 14 days, 30 days



Adding a Note to Device logs

Administrators and Service users can add notes to the list of Device logs. The noteappears in the Device logs list in the Type column as Note.



3 Click Add note.

4 In the Add Note dialog, type a Category to a maximum of 64 characters, and aDescription to a maximum of 256 characters.

5 Click Add.

Viewing Graphs of Counters and ConsumablesSystem administrators and Service users can view counters and consumablesinformation in a graphical format. When Both counters and consumables isselected, Y-Axis (left side) displays Counter volume, Y-Axis (right side) displaysToner level by percentage, and X-axis displays the time value.

A maximum of 10 counter types can be displayed in the graph. The selected counterspersist through multiple sessions. Counters and consumables are retrieved on a dailybasis.

Device Summary




3 Click Device logs > Graphs.

4 To magnify the Counters and consumables graph view, scroll anywhere on thegraph. To reset the view to 100%, click Zoom to 100%.

5 To manage Counters and consumables in the graph, select and clear checkboxes in the Legend.

6 To add counters to the Legend, click Add counters and the select from themodel dependent options.

7 Click Save.

8 In the Type menu, select the desired type:

• Counters• Consumables - The graph displays consumables only. Selected counters

are not be displayed.• Both counters and consumables

9 In the Range menu, select the desired time range:

• All available data• Past 12 months• Past 6 months• Past 3 months• Past 30 days• Past 7 days

Viewing Graphs of Early Warning JamsSystem administrators and Service users can view early warning jam information in agraphical format. The legend provides the 10 fixed locations of jams with the currentjam location noted with an icon.

In the graph, Y-Axis (left side) displays Number of jams, Y-Axis (right side) displaysCounter. X-axis displays the time value of 30 days. Counters are retrieved on a dailybasis. The Range selection is unavailable.



3 Click Device logs > Graphs.

4 In the Type menu, select the Early warning (jam).

5 To manage the display of jam locations in the graph, select and clear checkboxes in the Legend.

Device Summary

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Counters and CoverageYou can view counters for devices and toner coverage information. The display ofcounters varies by device.

Viewing Counters from Device Properties



3 Click Counters in the toolbar to view counters supported by the selecteddevice.

4 based on Function, Paper size, Duplex, Multiple pages per sheet, Scanned,Life count, Usage, and Other. Black & White, Sum, Full color, Two colors,Single color, Total, and Page count, Level 1, Level 2, and Level 3 are alsoshown based on the selected device.

Device, Network, and Registration Information in More DetailsIn the More details section, you can view general information about the device, itsnetwork connection, registration, and other information.

Device includes Model name, Print speed, and Equipment ID.

Network includes MAC address, IP address, Host name, Subnet mask, andDefault gateway.

Registration includes Registration type, Remote component ID, Managementstatus, and Registration date.

Other includes Last update which is a timestamp for the most recent device update.You can edit the Description, Location, and Custom field 1 – 3.

Adding an Asset NumberSystem Administrators and Managers can add or edit an asset number for a device.



3 Click Edit in the Asset number.

4 Type an Asset number to a maximum of 64 characters.

5 Click Save.

Device Summary


Edit Custom FieldsThe Edit custom fields selection in the Devices view toolbar lets you specify thecustom information to display in KFS Manager. Users cannot edit the custom fieldsif the device management status is Not registered. When the device managementstatus is Not registered, the device information is not migrated from other devicesand the device registration is not completed. You can select multiple devices and editvalues in the custom fields of the selected devices.

You can update the following fields with this feature:

• Custom field - 1



• Description: You can type a description for the selected devices to a maximum of256 characters.

• Location: You can type a location for the selected devices to a maximum of 256characters.

Editing Custom Fields for Multiple Devices

You can edit the Custom field and apply the changes to selected devices.



3 Click Edit custom fields.

4 In Edit Custom Fields dialog box, type descriptions in the available text boxes.

5 Click Save.

Adding Custom Text for a Device

You can add custom text for a device that is registered in KFS Manager.



3 Click More details.

4 In the Custom field - 1, Custom field - 2, Custom field - 3, type the desiredtext to a maximum of 256 characters each.

5 Type a Description, and a Location to a maximum of 256 characters each.

Device Summary

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6 Click Save.

Panel StatusPanel status enables users to view the Panel message and Alerts for remotedevices. Panel status requires connection to devices that are managed and online.It cannot be obtained at the same time as Snapshots, Panel screenshot, Firmwareupgrade, Data capture, Panel note, Restart, Send file, Device settings, HyPAS,and Maintenance mode. Multiple users can view Panel status at the same time.

Checking and Updating Device Panel Status

You can see the Panel message and Alerts for online devices.



3 Click Panel status.

4 In the Panel status wizard, click Refresh to update the panel status.


12 HyPAS ApplicationsManagement

HyPAS Applications Management

KFS Manager lets you manage Hybrid Platform for Advanced Solutions (HyPAS)applications. HyPAS offers both Java-based and Web Services-based Softwarethat provide more open and flexible platform. HyPAS enables advanced integrationwith implemented systems. System Administrators can install and uninstall HyPASapplications on a single device or multiple devices, activate and deactivate HyPASapplications on a single device or multiple devices, and view HyPAS ApplicationsTask. The device must be online to perform these actions. HyPAS applications can beactivated on a trial basis when you select Try without a key.

You cannot perform the following tasks on a device when a HyPAS operation is activeon the device: Panel Message, Panel Screenshot, Panel Note, Firmware Upgrade,Maintenance Mode, Restart, Snapshots, Send File, and Data Capture.

Installing a HyPAS ApplicationSystem Administrators and Managers can install a HyPAS application on single andmultiple devices.

1 In the Devices view, click the desired group.

2 Select the desired devices.

3 Click Tasks > Manage HyPAS Applications > Install Application.

4 In the Install Application wizard, select Recent and select an application in thelist of 10 most recently uploaded packages. As an alternative, you can selectUpload new package and click Browse, and then select the desired HyPASapplication package. Click Open.

5 Click Next.

6 Type a Task name to a maximum of 64 characters, and a Description to amaximum of 256 characters.

7 Select Notifications to receive an email notification about the installation taskresult, and then click Next.

8 Review the Summary, and then click Install.

9 Click Close.

Activating a HyPAS ApplicationSystem Administrators and Managers can activate installed HyPAS application onsingle and multiple devices. For application activation, the devices must be online.


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3 Click Tasks > Manage HyPAS Applications > Activate Application.

4 In the Activate Application wizard, select the desired application for activation.You can use search for an application an application with one of the followingsearch filters: Application name, Application version, or Status. Click Next.

The Details section displays the following application information:

• Application name• Application version• Status• License• License date• Expiration date of trial• State• Type• Manufacturer• Activation key is required

5 To activate an application with a license key provided in a CSV file, clickBrowse, and then select the desired CSV file.

6 The License keys mapping dialog previews the contents of the CSV file. Thefile should include the device serial number and application license key. Checkthe data in the file and click OK.

If your file uses a header row, select The file headers check box.

If the fields are unaligned, use the drop down menus to select the columns fromthe file import that you want to use as Serial number and License key.

7 To activate an application that does not require a License key or offers a trialperiod, select Try without a key.


9 Select Notifications to receive an email notification about the activation taskresult, and then click Next.

10 Review the Summary, and then click Activate.

11 Click Close.

Viewing HyPAS Applications on a DeviceSystem Administrators and Managers can view a list of installed HyPAS applicationson a target device. Check the Last update to see when the list was last refreshed.The device must be online to successfully use the HyPAS features.





3 Click HyPAS.

4 To view the most current HyPAS applications list, click Refresh.

Viewing a HyPAS Application Task DetailsSystem Administrators and Managers can view the details of a HyPAS applicationtask in the Task Status view.

1 In the Devices view, click Task Status.

2 In the Task Status view, you can view and sort the following details about alltasks:

• Operation type• Task name / Description• Serial number / Model name• Status / Timestamp• Created by

3 Click the information icon of the desired HyPAS application task.

You can view the following details about the HyPAS application:

Task type

Application name

Description

Notifications

Schedule

Retry

Retry time

Start time

End time

Date created

Created by

Task source

Application type

Application version

Expiration date

License date


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4 Click Close.

5 Review the Details, and then click Close.

Deactivating a HyPAS ApplicationSystem Administrators and Managers can deactivate installed HyPAS applicationsfrom single and multiple devices. To deactivate applications, devices must be online.



3 Click Tasks > Manage HyPAS Applications > Deactivate Application.

4 In the Deactivate Application wizard, select an application for deactivation.You can use the Search function to find an application with one of the followingsearch filters: Application name, Application version, or Status. Click Next.




6 Select Notifications to receive an email notification about the deactivation taskresult, and then click Next.

7 Review the Summary, and then click Deactivate.

8 Click Close.

Uninstalling a HyPAS ApplicationSystem Administrators and Managers can uninstall a HyPAS application from singleand multiple devices. To uninstall applications, devices must be online.





3 Click Tasks > Manage HyPAS Applications > Uninstall Application.

4 In the Uninstall Application wizard, select an active application to uninstall.You can use search for an application with one of the following Search filters:Application name, Application version, or Status. Click Next.




6 Select Notifications to receive an email notification about the uninstallationtask result, and then click Next.

7 Review the Summary, and then click Uninstall.

8 Click Close.


13 Task Status ListTask Status List

KFS Manager lets you view created tasks. A maximum of 10,000 tasks are supported.In the Task status list, columns with two descriptions can be sorted by selecting aname such as Description, Model name, and Timestamp.

The download feature is available through the task information icon where you selectDownload detailed status or Download results depending on the type of task. Thetask details vary depending on the type of task.

The Task status list includes the following information:

• Operation type

The feature for which a task is created.

• Task name / Description

The name and description of the task.

• Serial number / Model name

The Serial number and the Model name of the target device for the task.

• Status / Timestamp

The available status types are Failed, Successful, On hold, Canceled,Processing and Waiting. The timestamp indicates the task start time, end time, orscheduled time.

• Created by

The user who created the task.

• Information icon

The information icon provides details of the created tasks according to the types oftasks and supports downloading the task status.

Viewing Detailed Task StatusYou can view the detailed task status in the Task status list.

1 In the Devices view, click Task status.

2 Click the information icon for the desired task.

3 Review the Details. The information varies by the type of task.

4 Click Close.

Task Status List

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Downloading Task Status InformationYou can download and save the task status information for Retrieve snapshots,Maintenance mode, and Device settings from KFS Manager to your computer. Thetask status information is downloaded in a .ZIP file and opened as CSV or TXT files.


2 Click Task status.

3 Click the information icon for the desired task.

4 Review the Details, and then click Download results for Retrieve snapshotsand Download detailed status for Maintenance mode and Device settings.

5 Click Close to return Task status list.

Filtering and Searching the Task Status ListYou can search and filter the Task status list in KFS Manager.




Operation type: Firmware upgrade, Device settings, Maintenancemode, Restart, Retrieve snapshots, Send file, Panel note, Install HyPASapplication, Uninstall HyPAS application, Activate HyPAS application,Deactivate HyPAS application, Adjust maintenance actions, Import backupdata, Export backup data

Status: On hold, Waiting, Processing, Successful, Failed, Canceled





Refreshing the Task Status ListYou can refresh the task status list in KFS Manager. Only the tasks listed in theviewable table are refreshed.


2 Click Refresh.

Task Status List


Editing a Task in the Task Status ListYou can edit tasks if the status of the task is Failed, Canceled, or On hold. Optionsvary depending on the type of task. HyPAS tasks cannot be edited.


2 Select the desired task, and then click Edit.

3 Change the settings as desired for the selected task.

4 Review the Summary, and then apply changes.

Canceling TasksAn On hold task can be canceled by System Administrators, Managers, and Serviceusers. The task is not deleted and the status is changed to Canceled.


2 Select the desired On hold tasks.

3 Click Cancel.

Deleting Tasks in the Task Status ListYou can delete one or more tasks you created if the task status is Failed, On hold, orSuccessful.


2 Select the desired tasks.

3 Click Delete.

4 Click OK.


14 SnapshotsSnapshots

KFS Manager provides a Snapshots feature for automatic or manual retrieval ofstatus pages, reports, and logs from a device. Snapshots show the current state of adevice. KFS Manager stores a maximum of 100 snapshots per device.

The Snapshots feature also supports Retrieve Settings and Automated RetrievalSettings. Retrieve Settings lets you configure the types of snapshots that areretrieved from the device. Automated Retrieval Settings lets you retrieve snapshotsdaily, and configure which types of snapshots to retrieve.

You can retrieve snapshots from multiple devices. You can also view, download, anddelete multiple snapshots directly from KFS Manager. Snapshots can be images ortext.

Previewing SnapshotsYou can view the contents of a snapshot. You can only view snapshots with thefollowing file types: JPG, PNG, GIF, TXT, XML, and LOG.



3 Click Tasks > Snapshots.

4 Select a snapshot file, and then click the view icon.

5 Click Close when finished previewing the snapshot.

Filtering and Searching SnapshotsYou can use search filters to narrow the scope of displayed snapshots.






Type: Status page, Service status page, Network status page, Maintenancereport, Application status page, Event log, USB log, FAX report, Image

Snapshots

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Method: Manual, Automatic



Retrieving Snapshots from a Single DeviceYou can obtain snapshots from a device that is directly registered in KFS Manager.




4 Click Retrieve.

Retrieving Snapshots from Multiple DevicesYou can retrieve snapshots from two or more devices.


2 Select multiple devices.

3 Click Tasks, and then select Retrieve snapshots.

4 In the Retrieve Snapshots wizard, select the snapshots you want to include,and then click Next.

5 Select a Schedule, adjust the Retry setting, and then click Next.


7 To receive an email notification, select the Notifications check box.

8 Click Next.

9 Review the Summary, and then click Retrieve.

10 View the progress of task processing, and then click Close.

Snapshots


Retrieving On-Demand USB LogsYou can retrieve a USB log from a remote device in the Snapshot feature. The deviceis locked while the log is retrieved.




4 Click On-demand USB log.

5 Click Yes.

Modifying Snapshot Retrieval SettingsYou can modify the settings for retrieving snapshots.



3 Click Tasks > Snapshots > Retrieve settings.

4 In the Retrieve Settings wizard, select the logs, reports, and pages you want toinclude.

5 Click Save.

Modifying Automated Retrieval SettingsYou can use Automated Retrieval Settings to select the types of Snapshots andretrieve them on a Daily basis. If you select Daily, then all selected Snapshots areretrieved at the same time each day which is displayed.



3 Click Tasks > Snapshots > Automated retrieval settings.

4 In the Automated Retrieval Settings wizard, click Daily to retrieve snapshotsdaily.

5 Select the desired logs, reports, and pages for the Snapshot.

6 Click Save.

Snapshots

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Downloading SnapshotsYou can download Snapshots from KFS Manager to your computer.


2 Click Task Status.

3 In the Search drop-down box, select Operation type, then select Retrievesnapshots, and click the search icon.

4 Click the information icon of the desired device and Snapshot.

5 Click Download results.

6 Click Close.

Deleting SnapshotsYou can delete snapshots from KFS Manager.




4 Select the desired snapshot, and then click Delete.

5 Click OK.

Uploading SnapshotsYou can upload one or more snapshots from your computer to KFS Manager. You canonly upload snapshots that support the following file types: ZIP, JPG, GIF, PNG, PDF,DOC, DOCX, RTF, HTML, TXT, ODT, ODS, and ODP.



3 Click Tasks > Snapshots > Upload.

4 In the Upload Image wizard, click Browse, and then select a file from yourcomputer.

5 Click Upload.

You cannot upload a snapshot that exceeds to 15 MB.

Snapshots


Editing a Snapshot DescriptionYou can change the description of a snapshot in KFS Manager.



3 Click Tasks > Snapshots > Edit description.

4 In the Edit description wizard, change the description of the snapshot.

5 Click Save.


15 Panel ScreenshotPanel Screenshot

Panel screenshot provides users with the capacity to view in KFS a device panel atthe customer site. At the target device, a request to start the Panel screenshot mustbe accepted, then a continuous view of the panel is shown in KFS.

Multiple KFS users can view a Panel screenshot. No other KFS functions areavailable for the device during a Panel screenshot. A short delay occurs betweenthe start of the capture and the display of the first panel image, as well as for allsubsequent refreshes.

Using Panel Screenshot 1 In the Devices view, select the desired group.


3 Click Tasks.

4 Click More > Panel screenshot.

5 Click Take a panel screenshot.

6 After the customer confirms the request, you can view the panel of customer'sdevice.

7 Click Stop to end the Panel screenshot function or Update status to update it.

Viewing, Rejecting, and Downloading Panel ScreenshotsYou can take a panel screenshot to view the device panel at the customer site. Youcan also reject and download a panel screenshot.



3 Click Tasks.



You can only view the device panel after the customer confirms your request.

6 Click Stop to reject the panel screenshot.

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7 Click Update status to update a panel screenshot.

8 Click Save to download a panel screenshot.

KFS Manager downloads the panel screenshot as a PNG file.

Viewing a Panel Note with Panel ScreenshotYou can view the panel note on the device panel with Panel screenshot.



3 Click Tasks.



Before you can view the panel screenshot, the customer must confirm the request atthe front panel.


16 Panel NotePanel Note

The Panel note feature lets you post messages on the display panel of a remotedevice. A panel note contains a title and a message. Panel notes can display varioustypes of information, including device status and support information. This feature letsyou send instructions to the customer or to announce an upcoming visit. Panel notesare supported for devices that are managed and online.

Panel Note


3 - Customer 4 - KFS Device

Adding a New Panel NoteYou can create a new panel note in KFS Manager.



3 Click Tasks.

4 Click More > Panel note.

5 Click Add.

Panel Note

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6 Click Create from, and then select New.

7 In the Title box, type a panel note title to a maximum of 50 characters.

8 In the Note box, type a message to a maximum of 256 characters.

9 Click Save if you want to save the panel note for future use.

10 To configure the posting schedule, select Once or On Interval.

If you select Once, you can post a panel note one time. Proceed to step 14.

If you select On Interval, you can repeatedly post a panel note at specific timeintervals by selecting one of the following:

• 1 minute• 3 minutes• 5 minutes• 10 minutes• 30 minutes• 1 hour• 8 hours

11 If you select On Interval, select the end date and end time when the panel noteposting should stop.

12 Click Enable if you want to receive an email notification.

13 In the Email address, type your email address.

14 Click Send.

KFS Manager saves the new panel note in Saved notes. One user can only save to amaximum of 5 panel notes.

The target device displays the new panel note on the device panel, according to thespecified schedule. You cannot post a panel note to offline or unmanaged devices.The device also saves the new panel note in the device history. If the device isrestarted, the panel note reappears on the device panel.

Posting a Panel Note to a DeviceYou can add and display a panel note to the device panel.



3 Click Tasks.


Panel Note


5 Click Add.

6 Click Create from.

7 Select one of the following:

• New

You can create and post a new panel note. Proceed to step 9.

• Saved notes

You can post one of the 5 latest panel notes that you have saved to KFSManager. Each user can save up to a maximum of 5 panel notes.

• Shared notes

You can post a panel note that is shared by other users within the group orshared as a system.

• History

You can post a panel note from device history. The device history stores upto a maximum of 10 recent panel notes.

If you select Saved notes, Shared notes, or History, you can edit the Titleand Note.

8 Click Select note, and then select the desired panel note.

9 In Title, type a title, up to a maximum of 50 characters.

10 In Note, type a note, up to a maximum of 256 characters.

11 Click Save.

12 To configure the posting schedule, select Once or On Interval.

If you select Once, you can post a panel note one time. Proceed to step 14.

If you select On Interval, you can repeatedly post a panel note at specific timeintervals by selecting one of the following:

• 1 minute• 3 minutes• 5 minutes• 10 minutes• 30 minutes• 1 hour• 8 hours

13 If you select On Interval, select the frequency, end date, and end time when thepanel note schedule stops.

14 In Notifications, select Enable to receive an email notification.

15 In Email address, type an email address of a KFS user.

Panel Note

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16 Click Send.

The target device displays the selected panel note on the device panel, according tothe specified schedule. You cannot post a panel note to offline or unmanaged devices.The device saves the panel note in the device history. If the device is restarted, thepanel note reappears on the device panel.

Saved Notes and Shared NotesSaved notes are the panel notes that you have saved in KFS Manager. Each usercan save a maximum of 5 panel notes. You can select, edit, and post a panel notefrom Saved notes to the device panel.

Shared notes are the panel notes shared with other users within the group. You canselect, edit, and post a panel note from Shared notes to the device panel. You canalso copy and save a panel note from Shared notes to Saved notes.

Sharing Panel NotesKFS Manager lets you share panel notes with other users. You can also save ashared panel note in your own list for further editing and use.

Sharing a panel note as Groups lets any user who belongs to the current group, orany child groups under the current group, access the panel note. Sharing a panel noteas System lets all users in KFS Manager access the panel note. No other users canaccess a panel note that is saved as Private.

Adding a Shared Panel Note to Saved NotesYou can add a shared panel note to your own list of panel notes in KFS Manager.



3 Click Tasks.


5 Click Add.

6 In the Create from box, select Shared notes.

7 In Select note, select the desired panel note.

You can edit the Title and the Note of the selected panel note if you want.



Panel Note


10 Click Save.

11 Click Send.

KFS Manager saves the panel note from Shared notes to Saved notes.

Managing a Panel NoteYou can edit a panel note in KFS Manager.



3 Click Tasks.


5 Click Manage notes.

6 Click Saved notes, and then select the desired panel note.

7 Click Edit.



10 Select one of the following sharing settings:

• Private

No other users can access the panel note.

• Groups

Any user who belongs to the current group, or any child groups under thecurrent group, can access the panel note.

• System

All users in KFS Manager can access the panel note.

11 Click Save.

Deleting a Panel NoteYou can delete a panel note in KFS Manager.



Panel Note

16-6 Help System

3 Click Tasks.


5 Click Manage notes.

6 Click Saved notes, and then select the desired panel note.

7 Click Delete.

KFS Manager deletes the selected panel note from Saved notes. You cannot retrievedeleted panel notes.

Removing a Panel Note from the Device PanelYou can remove the last panel note sent to the device.



3 Click Tasks.

4 Click Panel note.

5 Click Remove to remove the displayed panel note.

KFS Manager removes the panel note from the device panel. The removed panel noteis saved in KFS Manager.

The customer can also remove the panel note at the device panel by clicking Close.KFS Manager does not track panel notes removed by the customer.

If the device is restarted, a panel note removed by KFS Manager does not appear onthe device panel while a panel note removed by the customer is displayed again.


17 Data CaptureData Capture

Data capture lets System Administrators, Managers, and Service users obtainprintable data from a registered device. You must request permission at the devicefront panel before data capture can start. You can view the details of the captureddata, cancel an ongoing data capture task, download a copy of the captured data, ordelete captured data from KFS Manager. The Data capture list displays the followinginformation:

File name

The file name of the printable data.

Timestamp

The date and time when the data capture is performed.

Created by

The name of the user requested the data capture.

Size

The file size of the printable data.

Truncated

The data capture is truncated because the 15MB limit has been exceeded. Any datacaptured after 15MB is discarded. A maximum of 10 printable files can be saved perdevice for 1 to 7 days after the capture date.

Data Capture

17-2 Help System

Data Capture

1-KFSManager

2-Customer

3-KFSDevice

Filtering and Searching Captured DataYou can use search filters to display a list of captured data by category or use thefilters to search for captured data.



3 Click Tasks.

Data Capture


4 Click More > Data capture.



The following items use predefined values:

• Timestamp (Later than): 24 hours, 7 days, 14 days, 30 days• Timestamp (Recent): 24 hours, 7 days, 14 days, 30 days


Capturing Device DataYou can capture printable data by working at the device front panel and in KFSManager.



3 Click Tasks.


5 Click Start.

6 At the device front panel, press Accept to the request for the data capture.

7 On the computer, print the desired file.

8 At the device front panel, press Accept to send the data file to KFS Managerin .ZIP format. When you open the uncompressed, the data capture file formatis .CAPT. It can be viewed in a text editor or sent to developers for furtherinvestigation.

To stop data capture, click Cancel in KFS Manager. The data capture can beaccepted or rejected at the device front panel.

Downloading Captured DataYou can download captured data to your computer. Once downloaded, extract the fileand view it in a text editor.



3 Click Tasks.

Data Capture

17-4 Help System


5 Select the captured data, and then click Download.

6 In the Data Capture dialog, select the check box for Delete the files when thedownload has completed, if desired. If the check box is clear, the .CAPT file issaved in KFS Manager.

7 Click OK.

Deleting Captured DataYou can delete one or more printable data from KFS Manager.



3 Click Tasks.


5 Select one or more device data.

6 Click Delete.

7 Click OK.


18 Firmware UpgradeFirmware Upgrade

System Administrators, Managers, and Service users can upgrade all firmware for adevice. Firmware can be upgraded for a single or multiple devices at the same time.If more than one device is selected for upgrade, the devices must belong to the samemodel group. Firmware upgrades can be performed immediately or scheduled at alater time. You can check the firmware version of all the devices in a group. You canalso check if the firmware package has a signed certificate.

Firmware Upgrade Overview

1 - Manager 2 - System Administrator

3 - Service 4 - RHQ Permissions

5 - KFS Manager 6 - Firmware File Repository

7 - XMPP Server 8 - Firewall

9 - KFS Gateway 10 - Device from outside vendor

11 - KFS Device 12 - Small/Medium/Large office

Firmware Upgrade

18-2 Help System

A. User selects the firmware package for a KFS device in the KFS UI.Communication with KFS Manager is secured through HTTPS.B. KFS Manager uses the XMPP protocol for communication and sends thefirmware upgrade command to Gateway or Device.C. The Gateway or device downloads the firmware package via HTTPS.D. The Gateway sends the firmware upgrade command to devices.E. The Device downloads the firmware package from the Gateway and upgradesthe firmware.

Upgrading FirmwareYou can upgrade the firmware of one or more devices of the same model.


2 Select the desired device. You can select multiple devices of the same model.

3 Click Tasks > Firmware upgrade.

4 In the Firmware Upgrade wizard, if you selected multiple models, select themodels you want to upgrade and click Next.

Some devices may have known issues with their installed firmware versions.Devices with these known issues are recommended to be restarted beforeperforming the upgrade.

5 Select a firmware package. If you select a model with custom firmware, selectthe Show other type of packages to display all available packages for themodel.



• Release type: Official, Custom, Long-term test, Short-term test,Evaluation.

• Released (Recent): 7 days, 30 days, 3 months, 6 months• Released (Later than): 7 days, 30 days, 3 months, 6 months

7 When a package contains a Readme, select I have read the upgrade Readmecheck box.

8 Click Next. If the selected device uses custom firmware, click OK to overwritethe custom firmware.

9 Select a schedule to Upgrade now or Upgrade later (based on local timezone), which requires the date and time of the scheduled upgrade.

10 Select Enable and type values for the Interval (minutes) from 5 to 60 andNumber of attempts from 1 to 10.


Firmware Upgrade


12 Select Notifications to receive an email notification about the results of therestart task, and then click Next.

13 Review the Summary, and then click Close for a scheduled upgrade, or clickUpgrade to run the upgrade immediately.

14 The firmware package will overwrite the existing firmware.


19 Device RestartDevice Restart

Device restart lets you restart multiple devices or network components remotely. Youcan restart a device, or a network component at a set schedule or you can restart thedevice immediately. You cannot restart a device that is offline.

You can also view a list of restart tasks by clicking Task status in the Devices view.From the list of tasks, you can edit, cancel, delete, and check the details of a taskor refresh the list of tasks. You can only edit a device restart task if the task status isfailed, canceled, or on hold. If desired, you can also search a task in the search box.

Creating a Restart TaskTo remotely restart a device, you must first create a restart task. You can restartmultiple devices or network components.


2 Click the desired devices.

3 Click Tasks > Restart.

4 In Type, select Device or Network.

5 In Schedule, select Restart now or Restart later (based on local time zone)which requires the date and time for restarting the device.

6 In Retry, select Enable and type values for the Interval (minutes) between 5and 60 and Number of attempts between 1 and 10.

7 Click Next.


9 Select Notifications to receive an email notification about the task, and thenclick Next.

10 Review the Summary, and then click Close if the task is scheduled or clickRestart to restart the device immediately.


20 Maintenance ModeMaintenance Mode

The Maintenance mode feature lets you manage devices that are directly registeredin KFS Manager. This feature lets you create or update maintenance modeconfigurations and apply them to a device or devices in the same model group. Youcan also edit, delete, and share maintenance mode configurations through KFSManager.

You can use two types of maintenance mode configurations:

• Actions: Maintenance mode configurations that can have additional settings.

• Settings: Maintenance mode configurations that can have varying settingcombinations.

Viewing Maintenance Mode ConfigurationsYou can view the maintenance mode configurations that you saved for a device. Youcannot view the configurations created by other users. The configurations displayedare specific to the logged in user, and are not specific to any device.



3 Click Tasks.

4 Click Maintenance mode > Saved configurations.

Maintenance Mode Configuration Sharing SettingsSharing settings controls access to maintenance mode configurations for KFS users.

You can choose one of the following Sharing settings options:

• Private

This setting does not let other users to view the configurations.

• System

This setting grants all users access to the configurations.

• Group

This setting grants access to configurations for all users in your group and all childgroups of your group.

Maintenance Mode

20-2 Help System

Creating a Maintenance Mode Configuration with ActionsYou can create a maintenance mode configuration with selected actions that you canlater apply to one or more devices in the same model group.



3 Click Tasks.

4 Click Maintenance mode > Saved configurations, and then click Add.

5 In the Add Configuration wizard, select Actions, and then click Next.

6 Select the target model, and then click Next.

7 Type a configuration name to a maximum of 100 characters.

If you create a configuration using a name of an existing configuration createdby another user, an error is shown.

8 Select a category and one or more actions, and then click Next.

9 Select an action, edit the properties, and then click Next.

10 Review the Summary, and then click Save.

You can view the maintenance mode configuration that you created in Savedconfigurations.

Creating a Maintenance Mode Configuration with Settings (SourceDevice)

You can create a maintenance mode configuration with selected settings through thesource device settings.



3 Click Tasks.


5 In the Add Configuration wizard, select Settings, and then click Next.

6 Select Source device.

7 Select the desired group, and then select a device within that group.

Maintenance Mode


8 Click Next.



10 Select a category and one or more settings, and then click Next.

11 Select one or more settings, edit the properties, and then click Next.

12 Review the Summary page, and then click Save.

You can view the maintenance mode configuration you created in Savedconfigurations.

Creating a Maintenance Mode Configuration with Settings (TargetModels)

You can create a maintenance mode configuration with selected settings through thetarget models settings.



3 Click Tasks.


5 In the Add Configuration wizard, select Settings, and then click Next.

6 Select Target models, and then select the desired device.

7 Click Next.



9 Select a category and one or more settings, and then click Next.

10 Select one or more settings, edit the properties, and then click Next.

11 Review the Summary page, and then click Save.

You can view the maintenance mode configuration that you created in Savedconfigurations.

Maintenance Mode

20-4 Help System

Retrieving Maintenance Mode Configurations from a DeviceYou can obtain the maintenance mode configurations from a registered device.



3 Click Tasks.

4 Click Maintenance mode > Recent configurations > Retrieve.

KFS Manager displays current configurations.

Adding Shared Configurations to Saved ConfigurationsYou can add multiple shared configurations to saved configurations.



3 Click Tasks.

4 Click Maintenance mode > Shared configurations.

5 Select one or more configurations.

6 Click Add to Saved configurations.

7 Click Close. The selected shared configurations are added to savedconfigurations.

Editing Maintenance Mode ConfigurationsYou can make changes to maintenance mode configurations.



3 Click Tasks.


5 Select the desired configuration, and then click Edit.

6 In the Edit Configuration wizard, make the desired changes available forConfiguration.

Maintenance Mode


7 Click Next.

8 Review the Summary page, and then click Save. You can view the editedconfiguration in Saved configurations.

Applying a Maintenance Mode ConfigurationYou can apply a maintenance mode configuration to a device immediately or at a latertime.



3 Click Tasks.

4 Click Maintenance mode > Recent configurations > New.

5 In the Maintenance Mode wizard, select one of the following: Actions,Settings, Saved configurations, or Shared configuration, select one or moreactions for the configuration, and then click Next.

6 Select the configuration values, and then click Next.

You may have to restart device or network interface to apply changed settings.

7 Click OK to restart your device after the task is performed.

To abort the task, click Cancel.

8 Select a Schedule to Apply now or Apply later (based on local time zone),which requires the date and time of the scheduled maintenance.

9 Select Enable to enable the Retry settings.

Retry Interval (minutes) must be set from 5 minutes through 60 minutes. TheNumber of attempts must be set from 1 through 10.

10 Click Next.

11 Type a Task name to a maximum of 64 characters and a Description to amaximum of 256 characters.


13 Review the Summary page, and then click Close for a scheduled task orApply to run the task immediately.

Deleting a Maintenance Mode ConfigurationYou can delete one or more maintenance mode configurations that are listed in Savedconfigurations.


Maintenance Mode

20-6 Help System


3 Click Tasks.


5 Select the check box for the desired configuration, and then click Delete.


Sharing a Maintenance Mode ConfigurationYou can share a maintenance mode configuration with other users by System orGroup.



3 Click Tasks.


5 Select the desired configuration.

6 Click Sharing settings.

7 Select from Groups or System.

8 Click Apply.

Creating a Private Maintenance Mode ConfigurationYou can set the maintenance mode configuration to Private for your personal use.



3 Click Tasks.




7 Select Private.

Maintenance Mode


8 Click Apply.


21 Send FileSend File

The Send file feature lets System administrators and Service users to upload printablefiles and command files to KFS Manager then download them to remote devices.You can schedule when to send the file or send it immediately. The devices must beregistered in KFS Manager, Gateway for Windows, or NetGateway. You can store amaximum of 10 and the maximum file size cannot exceed 15 MB. Depending on thesize of the file, it may take a few minutes for the task to complete. The task will timeoutif it does not finish within 3 minutes.

This troubleshooting feature enables KFS users to send test files to remote devices.At first, you must upload printable file to KFS Manager before sending the printable fileto a device. Command files using PRESCRIBE can configure target devices.

If you receive a message that you have reached the maximum of 10 stored files, youcan access the Send File list, remove files to go under the limit, then retry the Sendfile again. You can upload one file at a time.

Send File

1 - KFS Manager 2 - UI (Manager)

3 - File 4 - Customer

5 - KFS Device 6 - Gateway

7 - Legacy Device 8 - Database

Send File

21-2 Help System

Sending Files to Remote DevicesWith the Send file task, you can upload a file to KFS Manager, or select a stored sendfiles, send it to a remote registered device devices in real time or at a scheduled time.If you upload a file, KFS Manager uses the time from your PC to timestamp the file.



3 Click Tasks.

4 Click More > Send file.

5 In the Send File wizard, select one of the following:

• New

You can browse a new file on your computer. Click Browse then select thedesired file and click Next.

• Recent

You can select a file from recently uploaded files.• Shared

You can select a file from shared files.

6 For Recent or Shared, select the desired file in the list, and click Next.

7 In Schedule, select Send now or Send later (based on local time zone)which requires the date and time for sending the file.

8 In Retry, select Enable and type values for the Interval (minutes) between 5and 60 minutes and Number of attempts between 1 and 10.

9 Click Next.


11 Select Notifications to receive an email notification about the task.

12 Click Next.

13 Review the Summary, and then click Close for a scheduled task or click Sendto send the file immediately.

14 If the file was sent immediately, you must click Close to close the status view.The progress of the task is not interrupted when you close.

If you receive a message that the limit of saved printable files has been reached, youcan access the Send file list, remove one or more the stored files, then retry Send fileagain.

Send File


Viewing Uploaded FilesYou can see the uploaded files stored in KFS Manager.



3 Click Tasks.

4 Select More > Send file.

5 Select Shared files or Recent files.

Send File Progress StatusKFS Manager lets you check the status and result of file transmissions. Send file istreated as a task in KFS Manager. When executing a task, the target device statusmust be online or ready. If the target device has any other active task, the task statusis set to Waiting. If the selected device does not support the Send file feature, youcannot create a task.

In Send now, the task progress status information includes the following:

• Serial number• Model name• Customer ID• Customer name• Status• Progress• Detailed status

In Send later (based on local time zone), you can check the task progress statusinformation in the Tasks searchable menu by providing the task name.

Sharing SettingsSharing settings lets you share printable files between registered groups in KFSManager. You can access Sharing settings via Recent files, where all the files youcurrently created are displayed. You can select one or multiple files and change thesharing setting for the files that are selected.

The user can set the sharing setting based on the following user roles:

• System Administrator: Private, System, Group• Manager: Private, Group• Other Roles: Private

Send File

21-4 Help System

Applying Sharing Settings

You can set and apply sharing settings to the files that are previously uploaded in KFSManager. The default sharing setting is Private.



3 Click Tasks.

4 Click Send file.

5 Click Recent files.

6 Select one or more files, and then click Sharing settings.

7 In the Sharing Settings wizard, select one of the following Sharing settingsoptions:

Private: This setting does not allow other users to view the files.

Group: This setting allows all users in the current user’s group and all the usersin the child groups of the current user’s group to access the files.

System: This setting allows all users to access the files. They appear asShared files to other users.

8 Click Apply.

Sharing Printable Files in KFS ManagerKFS Manager provides the ability to share printable files between groups. SystemAdministrators can configure Sharing settings as Private, System, or Groups.Managers can configure Sharing settings as Private or Groups. When the printablefiles are changed to Private, they are no longer shared.

Downloading Printable Files from KFS ManagerYou can download printable files from KFS Manager to your computer. Multipleprintable files can be downloaded at the same time. Files are downloaded witha name that uses 'filename-unix timestamp.file extension’. The filename of thedownloaded file may not match the original filename.



3 Click Tasks.


Send File


5 Click Recent files or Shared files.

Recent files contain your uploaded files. Shared files contains files that youand other users uploaded.

6 Select one or more files, and then click Download to save the files to yourcomputer.

7 Click Save.

Deleting Uploaded FilesYou can delete uploaded files in KFS Manager. For this Send file feature, you candeleted multiple files.



3 Click Tasks.


5 Select the desired files to delete.

6 Click Delete.

7 Click OK.

Filtering and Searching Uploaded FilesYou can filter and search uploaded files to KFS Manager. These uploaded files areassociated with the Send file feature.



3 Click Tasks.


5 Click Recent files or Shared files.



• Uploaded date (Older): 24 hours, 7 days, 14 days, 30 days• Uploaded date (Recent): 24 hours, 7 days, 14 days, 30 days

Send File

21-6 Help System

• Sharing: Private, Groups, System




22 Device SettingsDevice Settings

The Device Settings feature in KFS Manager allows System Administrators andService users to retrieve device settings, create device configurations, and upload anddownload configurations. The Device Settings feature lets you modify settings for adevice, and enables you to execute device settings changes immediately or at a latertime. You can view the most recent settings for an online device.

Device Settings

1 - KFS Manager 2 - Manager

3 - RHQ Permissions 4 - Service

5 - System Administrator 6 - Retrieve (Receive)

7 - Set (Send) 8 - KFS Device

Creating Device SettingsYou can create device settings configurations from scratch for a selected devicemodel group. A setting can only be applied to multiple devices if they are the samemodel.


Device Settings

22-2 Help System


3 Click Tasks.

4 Click Device settings > New.

5 Select Current configuration. You can create new settings for Defaultsettings, Network settings, or System settings.

6 Choose available settings. Click Next.

7 Select a configuration. Add values and information for each configuration.

8 After setting all of the desired configurations, click Next.

9 Select a Schedule to Apply now or Apply later (based on local time zone),which requires the date and time of the scheduled change.

10 Select Enable to enable the Retry settings.

Interval (minutes) must be set from 5 minutes through 60 minutes. TheNumber of attempts must be set from 1 through 10.

11 Click Next.



14 Review Summary, and then click Close for a scheduled task or Apply to runthe task immediately.

Editing a Specific Device ConfigurationYou can edit the device settings configuration for a specific device.



3 Click Tasks.

4 Click Device settings > Recent configurations.

5 Select Retrieve.

6 Click Update next to the desired device settings configuration.

7 Make changes to the desired device settings, and then click Next.

Device Settings


8 Select a Schedule to Apply now or Apply later (based on local time zone),which requires the date and time of the scheduled change.



11 Review the Summary, and then click Apply.

Deleting Saved Device ConfigurationsYou can delete saved device configurations.



3 Click Tasks.

4 Click Device settings > Saved configurations.

5 Select the desired configuration, and then click Delete.

Sharing a Device Settings Configuration with the SystemA System Administrator can share a saved device settings configuration with theentire system.



3 Click Tasks.

4 Click Device settings.

5 On the Device settings page, click Saved configurations.

6 Select the Device settings configuration to share.


8 Select System, and then click Apply.

Device Settings

22-4 Help System

Sharing a Device Settings Configuration with a GroupA Manager can share a saved device settings configuration with their group. A SystemAdministrator can share a saved device settings configuration and make it available toevery user in the child group.



3 Click Tasks.


5 On the Device settings page, click Saved configurations.

6 Select the Device settings configuration to share.


8 Select Groups, and then click Apply.

Adding a Device Configuration for a Single DeviceIf you are a System Administrator, Manager, or Service user, you can create up to tensaved configurations.



3 Click Tasks.

4 Click Device settings > Saved configurations, and then click Add.

5 In the Add Configuration wizard, select Source device.

6 In the Group column, select a group, then select the devices in the OnlineDevices column. You can find and display devices using the following options:

To find a group in a large list of groups, click Search in the Group column, typea search term, then use the up and down arrows to move between instances ofthe search term in the hierarchical structure. The number of occurrences of thesearch term is displayed as well.

To find a device among many in the Online Devices column, type a searchvalue in the Search box, click the search icon, and select the desired devices.

Use the Device ID gear icon in the Online Devices column to select a categoryto sort the list of devices: Serial number, Host name, IPv4 address, MACaddress.

Device Settings


7 Click Next.

8 Type a Name for the configuration to a maximum of 100 characters.

9 Select the settings you want included in the configuration, and then click Next.

10 Select the desired Configuration in the drop-down, edit the properties, andthen click Next.


Adding a Device Configuration for Target ModelsIf you are a System Administrator, Manager, or Service user, you can create aconfiguration for a model group. You can save up to ten saved configurations.



3 Click Tasks.

4 Click Device settings > Saved configurations, and then click Add.

5 In the Add Configuration wizard, select Target models.

6 In the Search box, type the desired model name, and then select the modelname in the list. Click Next.

7 Type a Name for the configuration to a maximum of 100 characters.

8 Select the settings you want included in the configuration, and then click Next.

9 Select the desired Configuration, edit the properties, and then click Next.


Downloading Saved or Shared ConfigurationsSystem Administrators, Managers, and Service users can download single or multiplesaved or shared configurations in XML format.



3 Click Tasks.


Device Settings

22-6 Help System

5 Choose Saved configurations or Shared configurations.

6 Select the settings you want to download, and then click Download. KFSManager downloads the settings in XML files.

Viewing Recent ConfigurationsIn Device Settings view, you can view the recent configurations of a device, if thereare any available.



3 Click Tasks.


5 Click Retrieve.

Most recent configurations of the device are displayed.

Shared ConfigurationsYou can use a configuration that was created by a different user. You can also savethe shared configuration, edit it, and use it on a different device at a later time. TheShared configurations tab lets you view the configurations that are shared with you.

You can save a shared configuration by selecting the configuration, and thenclicking Add to Saved configurations. The configuration appears under Savedconfigurations.

Modifying Sharing SettingsWhen you create a saved configuration, it is set to Private by default. You can sharesaved configurations with groups or system wide by modifying Sharing settings.



3 Click Tasks.


5 On the Device settings page, click Saved Configurations.



Device Settings


8 In the Sharing Settings dialog, change from Private to Groups or System andthen click Apply.

Modifying a Saved ConfigurationIf you are a System Administrator, Manager, or Service user, you can edit savedconfigurations.



3 Click Tasks.



6 On the Saved Configurations page, choose the desired configuration, andthen click Edit.

7 Select the settings you want included in the configuration. Use Search to findspecific settings to change, and then click Next.

8 Select the desired Configuration, edit the properties, and then click Next.


Uploading Device Settings ConfigurationIf you are a System Administrator, Manager, or Service user, you can upload a devicesettings configuration by uploading an XML or ZIP file with the configuration settings inMSTE format.



3 Click Tasks.



6 Click Upload.

7 Enter a unique name for the configuration, to a maximum of 100 characters.

8 Choose the device model from the searchable field.

Device Settings

22-8 Help System

9 Locate the configuration file on your computer, and then click Upload.


23 NotificationsNotifications

Notifications can be sent to users when specific events occur on managed devices.For example, notifications can be created for a system event, toner level alerts, orpage count thresholds. The format and the information included in a notification aregoverned by the type of device and the selected notification template. If you don'trecognize notification event, refer to the service guide for the specific device.

Notifications in KFS provides the option to notify you when the event occurs (starts),the event is cleared (ends), or after the event both starts and ends. For example, ifyou select starts for an Offline event, you will receive a notification when the devicegoes offline.

For the error Notification type, you can choose notifications based on each occurrenceor for repetitive occurrences. Notifications Criteria supports a repeat counter (Alertrepetition threshold) for device alerts. You are given control of notification frequencyfor errors or events based within a time frame of an hour, day, or month. A similarfeature for Toner level alerts controls the limit of toner level alerts with a range of 1 to30 days.

The Notification template includes the content and format for the email notification.

Notifications can be sent to both the logged in KFS user and to specific emailrecipients. Notifications include a summary link.

If a change occurs for a selected group, target device, or user that affects NotificationsCriteria, then the status changes from Enable or Disable to a Warning. For example,the removal or change of access authority to a device will change a green status iconto gray. If your access level changes, none of the Notifications Criteria you created willbe accessible. You cannot change the status to Enable.

Notifications History is maintained for a period of 60 days.

Notifications HistoryNotifications History lets you view and manage the notifications that you receivefrom monitored devices in KFS Manager. By default, Notifications are sent to the KFSuser who created the Notifications Criteria. Additional recipients can be added to thenotification. You can set flags to indicate the Priority level of the notification and marknotifications as Read and Unread. You can sort the notifications in the list by clickingthe column headings.

Viewing Details of Notifications History

You can view the details of a notification.

1 In the Devices view, click Notifications > History.

2 Click the information icon for the desired notification.

Notifications

23-2 Help System

The notification details display the following information:

Notification type

Shows the notification type.

Subtype

Shows the notification subtype, if available.

Device

Shows device information and the group associated with the device. You canclick on the hyperlinked model name to open the Device Summary.

Recipient

Shows the notification recipients.

Name

Shows the name of the notification criteria.

Timestamp

Shows the date and time when the notification was received.

Message

Shows the message sent in the notification.

3 Click Close.

Filtering and Searching Notifications History

You can use search filters to narrow the scope of displayed notifications.


2 Select the desired group.



Read/Unread: Read, Unread

Set priority: High, Medium, Low, Clear

Notification type: Page count, Event, Toner level alert

Event: System error, Paper jam, Toner low, Toner empty, Time formaintenance, Unknown toner installed, Waste toner box full, Waste tonerbox almost full, MK change, Toner change, Staple error, Punch error,Storage memory error, Other error, Offline, Condition-based maintenancealert

Toner level alert: Black, Cyan, Magenta, Yellow

Notifications


Page count: Copier total, Copier black & white, Copier color total, Printertotal, Printer black & white, Printer color total, FAX total, FAX black &white, FAX color total, Other total, Other black & white, Other color total,Combined total, Black & white total, Color total, A3 total, B4 total, A4total, B5 total, A5 total, Folio total, Ledger total, Legal total, Letter total,Statement total, Banner 1 total, Banner 2 total, Other 1 total, Other 2 total,Large total, Single-sided total, Duplex total, Large (duplex) total, Doubleclick total, 1 in 1 total, 2 in 1 total, 4 in 1 total, Copier scan total, Copierscan black & white, Copier scan color total, FAX scan total, FAX scanblack & white, FAX scan color total, Other scan total, Other scan black &white, Other scan color total, Scan total, Scan black & white, Scan colortotal, Life count total, Color life count total

Received (Later than): 24 hours, 7 days, 14 days, 30 days

Received (Recent): 24 hours, 7 days, 14 days, 30 days



Marking Notifications as Read or Unread

You can change the read or unread status of notifications.



3 Select one or more notifications.

4 Click Mark notifications, and then select Read or Unread.

Setting the Priority Level for Notifications

You can change the priority level of one or more notifications.



3 Select one or more notifications.

4 Click Priority level, and then select High, Medium, or Low. You can also setthe priority level by clicking the flag icon for the desired notifications.

The following flags are available:

• Red (High)• Blue (Medium)• Green (Low)

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23-4 Help System

• Gray (Clear)

5 Select Clear to remove the priority level from one or more notifications.

Deleting Notifications History

You can delete notifications.



3 Select one or more notifications, and then click Delete.

4 Click OK.

Notifications CriteriaNotifications criteria let you configure the notifications for yourself or others froma device or a group of devices. You can configure the options for the selectednotification type. Managers with access to notification criteria can view, edit, delete orchange the status of users' notification criteria.

You can edit or delete the notification criteria that you created. You can also enable ordisable notification criteria. The status of notification criteria automatically becomes awarning if any of the following actions occur to a user, in a device or group:

• Device move: A device with notification criteria is moved to a different group whicha user cannot access.

• Device deletion: A device with notification criteria is deleted.• Group deletion: A group with notification criteria is deleted.• Move KFS User: A KFS user who created the notification criteria is moved to a

different group.• Group move: A group with notification criteria is moved to different group, or a

device with notification criteria belongs to a group that is moved to a differentgroup.

• Delegated group move: A delegated group with notification criteria is moved todifferent group, or a device with notification criteria belongs to a delegated groupthat is moved to a different group.

• Access Authority change: The access authority of the KFS user who created thenotification criteria is changed.

• Device Status change: The status of a device with notification criteria is changed toArchived or Unmanaged.

Viewing Notifications Criteria Details

You can view the notifications criteria details in KFS Manager.

1 In the Devices view, click Notifications > Criteria.

Notifications



3 Click the information icon of the desired notifications criteria.

Name

Shows the name of the notification criteria.

Template name

Shows the template name.

Notification type

Shows the details of the notifications criteria type.

Source

Shows group information or device information. For groups, it shows theavailable groups. For devices, it shows device information and the groupassociated with the device. You can click on the hyperlinked model name toopen the Device Summary.

Recipients

Shows the email addresses of the notification recipients.

Created by

Shows the user who created the criteria.

Last update

Shows the date and time of the last notifications criteria update.

Updated by

Shows the KFS user who updated the notifications criteria.

4 Click Close.

Filtering and Searching Notifications Criteria

You can search and filter notifications criteria in KFS Manager.





Status: Enable, Disable, Warning

Notification type: Page count, Event, Toner level alert

Event: System error, Paper jam, Toner low, Toner empty, Time formaintenance, Unknown toner installed, Waste toner box full, Waste tonerbox almost full, MK change, Toner change, Staple error, Punch error,

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Storage memory error, Other error, Offline, Condition-based maintenancealert

Toner level alert: Black, Cyan, Magenta, Yellow

Page count: Copier total, Copier black & white, Copier color total, Printertotal, Printer black & white, Printer color total, FAX total, FAX black &white, FAX color total, Other total, Other black & white, Other color total,Combined total, Black & White total, Color total, A3 total, B4 total, A4total, B5 total, A5 total, Folio total, Ledger total, Legal total, Letter total,Statement total, Banner 1 total, Banner 2 total, Other 1 total, Other 2 total,Large total, Single-sided total, Duplex total, Large (duplex) total, Doubleclick total, 1 in 1 total, 2 in 1 total, 4 in 1 total, Copier scan total, Copierscan black & white, Copier scan color total, FAX scan total, FAX scanblack & white, FAX scan color total, Other scan total, Other scan black &white, Other scan color total, Scan total, Scan black & white, Scan colortotal, Life count total, Color life count total

Maintenance kit level alert: Maintenance kit A - E, Cassette 1 - 7

Source: Devices, Groups

Last update (Later than): 24 hours, 7 days, 14 days, 30 days

Last update (Recent): 24 hours, 7 days, 14 days, 30 days



Creating Notifications Criteria for Devices

You can create notifications criteria that you can apply to specific devices.


2 Click Add.

3 In the Add Notification Criteria wizard, type a Name for the notification criteriato a maximum of 64 characters.

4 Select a Notification type:

EventThis option lets you specify an event type and the event trigger. Youcan select one or more events. You can also specify an Alert repetitionthreshold to set the frequency and number of alerts that you receive forthe selected event.

Toner level alertThis option lets you set the toner level value that triggers the notification.You can select one or more color toners. To manage the level ofredundant toner notifications, you can select the Prevent multiple alerts

Notifications


check box set the frequency of toner alerts based on values of 1 to 30days.

Page countThis option lets you specify a counter type and page count value thattriggers the notification. You can select one or more counter types.

Maintenance kit level alertThis option lets you create notifications for Maintenance kit and Cassettelevels. You can also add or remove selections from the list.

5 Click Next.

6 For Source, select Devices. This option lets you select devices within a group.You can select multiple devices.

7 In the Group column, select a group, then select the devices in the Devicecolumn. You can find and display devices using the following options:

To find a device among many in the Device column, type a search value in theSearch box, click the search icon, and select the desired devices.

Use the Device ID gear icon in the Device column to select a categorydisplayed in the list of devices: Serial number, Host name, IPv4 address,MAC address.

8 Click Next.

9 Type the name of an existing notification template in the Search text box andpress Enter or select one from the following Template source:

All templatesThis option lets you view and select a notification template from allavailable.

PrivateThis option lets you view and select a notification template that youcreated as private in a group.

ShareThis option lets you view and select a notification template that is sharedin your delegated group.

System shareThis option lets you view and select a shared template created bySystem Administrators. You can also select a default notificationtemplate.

10 As an alternative template selection method, click New template. Selecta Method by choosing Create a new template or Copy from an existingtemplate. New templates are created as Private templates. Both methodsrequire a Template name and you can create an optional Description. Forthe copy method, you must select a Template source then a Template. Both

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methods lead into the Add Notification Template wizard. KFS supports 10templates. You will receive a warning when the maximum is reached.

11 For any template in the list, you can click the edit icon to edit a Notificationtemplate through Edit Notification Template wizard. You can also delete anytemplate in the list. Click the delete icon to remove the template then press OK.

12 Click Next.

13 Select Me to receive the notification as well as display your email address in thenotification.

14 Click Add users to add other KFS users.

15 Select a group from which to add users. You can use the search text box to findusers.

16 If you know the email address for the target user, click Email search. Type thecomplete email address of the desired user then click the search icon.

17 Select any other users in the list. You can also click Clear all or Select all.

18 Click Add.

19 Select Send information-only emails to users outside KFS or without accessto the group. The email content will not contain links. Type the email address foreach user. Additional email addresses should be separated by a semicolon.

20 Select Send as bcc to hide the email addresses of the recipients of other usersin the notification email.

21 Click Next.


Creating Notifications Criteria for Groups

You can create notifications criteria that you can apply to all devices in groups.


2 Click Add.

3 In the Add Notification Criteria wizard, type a Name for the notification criteriato a maximum of 64 characters.

4 Select a Notification type:

EventThis option lets you specify an event type and the event trigger. Youcan select one or more events. You can also specify an Alert repetitionthreshold to set the frequency and number of alerts that you receive forthe selected event.

Notifications


Toner level alertThis option lets you set the toner level value that triggers the notification.You can select one or more color toners. To manage the level ofredundant toner notifications, you can select the Prevent multiple alertscheck box set the frequency of toner alerts based on values of 1 to 30days.

Page countThis option lets you specify a counter type and page count value thattriggers the notification. You can select one or more counter types.

Maintenance kit level alertThis option lets you create notifications for Maintenance kit and Cassettelevels. You can also add or remove selections from the list.

5 Click Next.

6 For Source, select Groups. This selects all the devices in the selected groups.You can select multiple groups.

7 In Quick select, you can display groups in the following manner:

All accessible includes all child groups and the delegated groups underthem.Exclusively managed includes all child groups but not delegated groupsunder them.Off provides no filter for the group.

8 In Search, type a group name then use the up and down arrows to movebetween instances of the search term in the hierarchical structure. The numberof occurrences of the search term is displayed as well.

9 Click Next.

10 Type the name of an existing notification template in the Search text box andpress Enter or select one of the following Template source:

All templates

This option lets you view all the available notification templates in theTemplates list.

Private

This option lets you view and select a notification template that you created andhave not shared in a group.

Share

This option lets you view and select a notification template that is shared in yourdelegated group.

System share

This option lets you view and select a shared template created by SystemAdministrators. You can also select a default notification template.

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11 As an alternative template selection method, click New template. Selecta Method by choosing Create a new template or Copy from an existingtemplate. New templates are created as Private templates. Both methodsrequire a Template name and you can create an optional Description. Forthe copy method, you must select a Template source then a Template. Bothmethods lead into the Add Notification Template wizard. KFS supports 10templates. You will receive a warning when the maximum is reached.

12 For any template in the list, you can click the edit icon to edit a Notificationtemplate using the Edit Notification Template wizard. You can also delete anytemplate in the list. Click the delete icon to remove the template then press OK.

13 Click Next.






19 Click Add.



22 Click Next.


Editing Notifications Criteria

You can edit the settings in the Notifications Criteria that you created.


2 In the View by menu, select the desired group or Private. The View by menuappears only for System Administrators and Managers.

3 Select the desired Notifications Criteria, and then click Edit.

4 You can modify any of the following items:

• Name

Notifications


• Notification type• Source• Template source• Template• Recipients


Deleting Notifications Criteria

You can delete notifications criteria.



3 Click the desired notifications criteria.

4 Click Delete.

5 Click OK.

Changing the Status of Notifications Criteria

You can change the status of notifications criteria.



3 Select the desired notifications criteria.

4 Click Change Status, and then select Enable or Disable.

Notification TemplatesNotification templates let you specify the contents and layout of notifications receivedfrom a device. You can create a notification template to customize the information thatyou receive, and then save the template as a personal template. You can edit, copy, ordelete the notification templates you created.

Manager, Service users, and Analysts can share notification template with userswho belong to their groups. Manager, Service users and Analysts can edit, copy, ordelete notification templates shared with a delegated group which they belong to.Additionally, Managers can share notification templates with other delegated groupsfor which they have access authority. Managers can edit, copy, or delete notificationtemplates in those groups. System Administrators can edit, copy, or delete anynotification template in the system. A notification template that is being used in one or

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23-12 Help System

more notifications criteria cannot be deleted. The use of the template in a NotificationsCriteria is called a Reference.

Customers can create notification templates to a maximum of 10 private templates.Managers, Service users, and Analysts can create notification templates to amaximum of 100 templates, and can share those templates with their group. Adelegated group can support 100 shared templates. System Administrators, Manager,Service users, Analysts, and Customers cannot use the same existing template namethat they created. Any user can use an existing template name created by anotheruser.

System Administrators can view all notification templates in the system. Other userscan view notification templates shared to the delegated groups they belong to.

Viewing Notifications Template Details

You can view the details of a notifications template.

1 In the Devices view, click Notifications > Manage templates.


3 Click the information icon for the desired notifications template.

The notifications template details display the following information:

Template name

Shows the template name.

Description

Shows the description of the template.

Subject

Shows subject of the template.

Message

Shows the details of the notifications template.

Share

Shows the sharing setting of the template with other groups and the system.

Created by

Shows the KFS user who created the template.

Last update

Shows the date and time of the last template update.

Updated by

Shows the KFS user who updated the template.

Reference

Shows how many Notifications Criteria use the template.

Notifications


4 Click Close.

Filtering and Searching for Notifications Templates

You can use search and filter Notifications Templates in KFS Manager.





Share: Private, Share, System share





Creating a Notifications Template

You can create and customize a notifications template in KFS Manager.


2 Click Add.

3 In the Add Notification Template wizard, type a Template name to amaximum of 64 characters, and a Description to a maximum of 256characters.

4 To share a Notification template, select Share template. For SystemAdministrators, select Share to system or Share to group. For Managers,select Share with own group or Share with other group. Service users andAnalysts can share to the delegated group they belong to. Share template isnot available to Customers.

5 Click Next.

6 In Email contents, place the cursor in the Subject or Body text box.

7 Select a parameter or link from the drop-down menu below the Body text box,and then click the up arrow button to add them to the Subject or Body of thenotification template. You can type a description and add the parameter or linkin the Body to ensure the content is easier to understand.

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8 Select a Mail format:

HTML

This option supports email notification in HTML format

Plain text

This option supports email notification in plain text format.

9 Click Next.


As a security measure, KFS Manager prevents users from adding some HTML tagswhen HTML is selected as the Mail format.

Editing Notification Templates

You can edit the contents of the notifications templates that you created.


2 In the View by menu, select the desired group, System share, or Privatebased upon your permissions and your KFS role.

3 Select the check box for the desired template, and then click Edit.

4 You can edit any of the following options:

• Template name and Description• Email contents and Mail format

5 Click Next.


Copying a Notification Template

You can use the Copy Notification Template wizard to create a new notificationtemplate.



3 Select the check box for the desired template, and then click Copy.

4 You can edit any of the following options:

• Template name, Description, Share template• Email contents, Mail format

Notifications


5 Click Next.


Deleting Notifications Templates

You can delete one or more notification templates that you created from KFSManager.



3 Select one or more notification templates.

4 Click Delete.

5 Click OK.


24 DashboardDashboard

The Dashboard feature lets you view analysis information of devices registered to agroup. You can view the usage in the customer environment. The Dashboard lets youview the devices with issues and toner reports for devices.

The following Dashboard analysis information is available:

Print volume: You can view print volume reports.

• Monthly print volume• Device usage• B&W vs color/ Function / 3 tier color (copy) / 3 tier color (printer)• Top 10 devices (last month)• Inactive devices (under 200 pages) (last month)

Scan volume: You can view scan volume reports.

• Scan volume trend• Scan volume ratio• Scan volume• Scan volume top 10 devices (last month)

Jams: You can view paper jam reports.

• Last x months jams, top 5 models• Last 6 months jams trend• Last x months jams, top 10 devices

System errors: You can view system error reports.

• Last x months system errors, top 5 models• Last x months system errors, top 10 error codes• Last x months system errors, top 10 devices

Viewing Scanner Volume StatisticsYou can view scanner usage statistics of devices from the Scan volume view.

1 In the Devices view, select Dashboard.

2 On the Dashboard page, click Scan volume.

3 In the Scan volume view, you can view the following scanner usage reports:

• Scan volume trend• Scan volume ratio• Scan volume• Scan volume top 10 devices (last month)

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24-2 Help System

Viewing System Errors StatisticsYou can view system errors statistics of devices from the System errors view.


2 On the Dashboard page, click System errors.

3 In the System errors view, you can view the following:

• Last x months system errors, top 5 models - 1 month, 3 months, or 6months

• Last x months system errors, top 10 error codes• Last x months system errors, top 10 devices

Viewing Paper Jam StatisticsYou can view paper jam statistics of devices from the Jams view. To see additionalinformation about jams in a device, click More details.


2 On the Dashboard page, click Jams.

3 In the Jams view, you can view the following:

• Last x months jams, top 5 models 1 month, 3 months, or 6 months• Last 6 months jams trend• Last x months jams, top 10 devices

To see additional information about jams in a device, click More details.

Viewing Print Volume StatisticsYou can view printer usage statistics of devices from the Print volume view.


2 On the Dashboard page, click Print volume.

3 In the Monthly print volume graph, you can view the following print volumereports:

• B&W vs color• Function• 3 tier color (copy)• 3 tier color (printer)

4 In the Device usage graph, the following options are available:

• MFP/printer• Manufacturer

Dashboard


5 In the Print volume view, you can also view the following printer usage reports:

• Top 10 devices (last month)• Inactive devices (under 200 pages) (last month)


25 Graphical ReportsGraphical Reports

Graphical reports let you generate visual reports that contain information aboutselected devices or groups, and then send the reports to specified recipients. Thereports produce four types: Meter reading, consumables management, preventivemaintenance, and usage analysis. You can configure the graphical reports to begenerated and sent to the recipients at a scheduled time or immediately.

Graphical Reports History

Graphical reports history lets you manage generated reports. You can prioritize,delete, download, and refresh generated graphical reports. You must create aGraphical Report Schedule before you can generate, send or download graphicalreports. Reports are maintained for 60 days in KFS Manager.

Graphical Report Schedule

Graphical report schedule lets you create, edit, and delete schedules, generatereports and enable/disable status. schedules specify the file format and paper sizeof the graphical report you want to generate. You must create Graphical ReportSchedule before you can generate and send graphical reports. You can also specifyfrom which devices or groups to retrieve the report data, and within which date rangeyou want to retrieve the information. You can also set the delivery frequency of thegraphical reports.

The settings for the graphical report schedule include the following:

• Template• File format: .pdf, .docx, .xlxs, .pptx, .csv• Output size: A4, Letter• Source: Group, Devices• Report Range• Frequency• Recipients

Graphical Reports Templates

Graphical Reports Templates include 19 predefined report template. To buildGraphical reports, you specify a report template in the graphical reports schedule.You cannot edit templates. You can view the details of a template by clicking theinformation icon of the desired template.

You can choose from the following 19 report templates:

• Print Color Usage• Copy Color Usage• Page Volume by Manufacturer

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• Top Page Volume Changes• Top 10 Problem Devices• Toner Replacement History• Inactive Devices• Paper Jam Count• New Devices• New Group• Model Counts• Manufacturer Counts• Devices Under 200 Page Volume• Group Summary• Days Until Empty• Current Toner Levels• Counter Reports• B&W vs Color Print Volume (Total)• B&W vs Color Print Volume (by Month)

You can change the priority levels of graphical reports from KFS Manager.

Graphical Reports

1 - Graphical Report Template 2 - Used

3 - Graphical Report Schedule 4 - Reporting Targets

5 - Group 1 6 - Devices

7 - Created 8 - Generated Graphical Report

9 - Send 10 - Mailbox (Outside the System)

Graphical Reports


Viewing the Details of a Graphical ReportYou can view graphical report details in KFS Manager.

1 In the Devices view, click Graphical reports.

2 In the Graphical reports list, click the information icon of the desired list reportsto view the following details:

Report name

Name

Source (can include multiple groups or devices)

File format

Size

Recipient

Generated time

Created by

3 Click Close.

Filtering and Searching for Graphical ReportsYou can search for graphical reports in KFS Manager.




• Set priority: High, Medium, Low, Clear• File format: .pdf, .docx, .xlsx, .pptx, .csv• Generated (Later than): 24 hours, 7 days, 14 days, 30 days• Generated (Recent): 24 hours, 7 days, 14 days, 30 days



Setting the Graphical Reports Priority LevelYou can set the priority levels for graphical reports.


2 Select the desired graphical reports.

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25-4 Help System

3 Click Priority level.

4 Select a priority level. You can also set the priority level of the graphical reportsby clicking the flag icon for the desired report. The following options areavailable:

• High (Red)• Medium (Blue)• Low (Green)• Clear (Gray)

Generating Graphical ReportsYou can generate graphical reports from KFS Manager.


2 Click Schedule.

3 In the View by menu, select the desired group or Private. Private appears onlyfor System Administrators and Managers.

4 Select the desired graphical report schedule.

5 Click Generate report.

The email address of the reports scheduler is included in the reports sent to the targetuser.

Downloading Graphical ReportsYou can download graphical reports from KFS Manager. Graphical reports support thefollowing file formats: .pdf, .docx, .xlsx, .pptx, .csv. The reports are downloaded in aZIP file.



3 Click Download.

Deleting Graphical ReportsYou can delete graphical reports in KFS Manager.


2 Click History.

Graphical Reports



4 Click Delete.

5 Click OK.

Enabling or Disabling the Status of Graphical Report SchedulesYou can change the status of the graphical report schedules in KFS Manager. Thenew status changes the status icon for the selected graphical report schedules.


2 Click Schedule.

3 In the View by menu, select the desired group or Private.

4 Select the desired graphical report schedule.

5 Click Change status.

6 Click Enable or Disable.

Filtering and Searching for Graphical Report SchedulesYou can search for graphical report schedules in KFS Manager.


2 Click Schedule.




Last run time (Later than): 24 hours, 7 days, 14 days, 30 days

Last run time (Recent): 24 hours, 7 days, 14 days, 30 days

Schedule results: Successful, Failed, On hold, Processing

Next run time (Earlier than): 24 hours, 7 days, 14 days, 30 days

Next run time (Later than): 24 hours, 7 days, 14 days, 30 days



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Viewing the Details of a Graphical Report ScheduleYou can view the details of a graphical report schedule in KFS Manager.


2 Click Schedule.


4 In the list, click the information icon of the desired report schedule to display thefollowing information:

Name

Template

Report name

File format

Source

Recipients

Report range

Frequency

Last run (result/time)

Scheduled next

Created by

Last update

Updated by

5 Click Close.

Creating a Graphical Report Schedule for DevicesYou can create a graphical report schedule for devices to generate and send graphicalreports.


2 Click Schedule.

3 Click Add.

4 In the Add Graphical Report Schedule wizard, type a Name for the graphicalreport schedule to a maximum of 64 characters.

5 Select the desired graphical report template. You can type text in the Search tofind a template.

Graphical Reports


6 Type a Report name to a maximum of 64 characters.

7 Select a File format for the graphical report: .pdf, .docx, .xlxs, .pptx, .csv

8 Select an Output size: A4, Letter

9 Click Next.

10 For Source, select Devices. This lets you select the devices in the selectedgroups. You can select multiple groups.


To find a group in a large list of groups, click Search in the Group column, typea search term, then use the up and down arrows to move between instances ofthe search term in the hierarchical structure. The number of occurrences of thesearch term is displayed as well.


Use the Device ID gear icon in the Device column to select a category to sortthe list of devices: Serial number, Host name, IPv4 address, MAC address.

12 For Option, select Add target information.

13 Click Next.

14 Select a Report range.

The following options are available:

• Last x days

This option lets you specify the number of days before the date the report isgenerated within to retrieve data for the report.

• Date range

This option lets you specify the Start and End dates within which to retrievedata for the report.

• Recent x months

This option lets you select the Start and End dates

15 Select a Frequency.


• On scheduled intervals: Daily, Weekly, Monthly• At scheduled time: date and time• On demand

16 Click Next.


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25-8 Help System





22 Click Add.



25 Click Next.


Creating a Graphical Report Schedule for GroupsYou can create a graphical report schedule for groups to generate and send graphicalreports.


2 Click Schedule.

3 Click Add.

4 In the Add Graphical Report Schedule wizard, type a Name for the graphicalreport schedule to a maximum of 64 characters.

5 Select the desired graphical report template. You can type text in the Search tofind a template.


7 Select a File format for the graphical report: .pdf, .docx, .xlxs, .pptx, .csv

8 Select an Output size: A4, Letter

9 Click Next.

10 For Source, select Groups. This lets you select the devices in the selectedgroups. You can select multiple groups.

11 In Quick select, you can display devices in the following manner:

Graphical Reports


Exclusively Managed includes all child groups but not delegated groupsunder them.All accessible includes all child groups and the delegated groups underthem.Off provides no filter for the group.

12 In Search, type a group name then use the up and down arrows to movebetween instances of the search term in the hierarchical structure. The numberof occurrences of the search term is displayed as well. Select a group.

13 For Option, select Add target information.

14 Click Next.

15 Select a Report range.

The following options are dependent on the selected graphical report template:

• Last x days

This option lets you specify the number of days before the date the report isgenerated within to retrieve data for the report.

• Date range

This option lets you specify the Start and End dates within which to retrievedata for the report.

• Recent x months

This option lets you select the Start and End dates

16 Select a Frequency.



17 Click Next.






23 Click Add.

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26 Click Next.


Editing a Graphical Report ScheduleYou can edit a graphical report schedule in KFS Manager.


2 Click Schedule.


4 Select the check box for the desired graphical report schedule.

5 Click Edit.

6 In the Edit Graphical Report Schedule wizard, edit the following options:

• Name• Template• Report name• File format• Output size• Source• Report range• Option• Frequency• Recipients

7 Click Finish.

Deleting Graphical Report SchedulesYou can delete graphical report schedules in KFS Manager.


2 Click Schedule.

3 In the View by menu, select the desired group or Private. Private appears onlyfor System Administrators and Managers.

Graphical Reports


4 Select the desired graphical report schedules.

5 Click Delete.

6 Click OK.

Filtering and Searching for Graphical Report TemplatesYou can filter and search for graphical report templates within a specified category byusing keywords or selecting from a predefined set of values.


2 Click Templates.






Viewing the Details of a Graphical Report TemplateYou can view the details of a graphical report template in KFS Manager.


2 Click Templates.

3 Click the information icon of the desired graphical report template to view thedetails

4 Click Close.


26 List ReportsList Reports

List reports let you obtain data from specific devices, gateways, or groups, andspecify how to display the data in KFS Manager. You can generate a list report ata scheduled time, or you can generate the list report immediately. You can instructKFS Manager to report information about groups and devices on a regular basis.For all users except for System Administrators, selected permissions govern accessto List reports. If permissions are removed, the status of Report Schedule itemsautomatically changes to Warning.

List reports

1 - Report Template 2 - Selected

3 - Report Schedule 4 - Reporting Source

5 - Group 1 6 - Devices

7 - Created 8 - Generated Report

9 - Send 10 - Email (Outside of System)

Viewing List Reports DetailsYou can view the details of list reports in KFS Manager. If Source includes multiplegroups or devices, click the information icon to view the list of groups or devices.

1 In the Devices view, click List reports.

2 In the History list, click the information icon of the desired list reports to viewthe following details.

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Name

Report name

Source (can include multiple groups or devices)

File format

Size

Recipient

Generated time

Created by

3 Click Close.

Filtering and Searching for List ReportsYou can search for list reports in KFS Manager.



Set Priority: High, Medium, Low, Clear


File format: .csv, .xml

Generated (Later than): 24 hours, 7 days, 14 days, 30 days

Generated (Recent): 24 hours, 7 days, 14 days, 30 days



Setting the List Reports Priority LevelYou can set priority levels for the list reports.


2 Select the desired list reports.

3 Click Priority level.

4 Select a priority level. You can also set the priority level of the list reports byclicking the flag icon for the desired report.


• High (Red)

List Reports


• Medium (Blue)• Low (Green)• Clear (Gray)

Deleting List ReportsYou can delete list reports in KFS Manager.


2 Select the list reports.

3 Click Delete.

4 Click OK.

Downloading List ReportsYou can download list reports from KFS Manager. Multiple list reports can bedownloaded at once. All selected list reports (CSV or XML files) are included in a ZIPfile.


2 Select the desired list reports.

3 Click Download.

Reports TemplatesReport templates let you specify the contents of list reports you want to receive. In Listreports, you can select templates when you creating a report schedule.

Four default system templates are available:

Group SummaryA report template containing the management status of devices for all groups.month

Gateway ReportsA report template containing detailed Gateway information for the selectedgroup.

Counter ReportsA report template containing device counter information for each device.

Toner ReportsA report template containing device toner information for each device.

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System Administrators can share a list report template to the entire system or to anydelegated groups in the system. System Administrators can also edit, copy, or deleteshared templates of every delegated group in the system. Managers can only sharelist report templates with groups they have access to. This includes their delegatedgroup and sub-groups of that group. Managers can edit, copy, or delete sharedtemplates of the delegated groups. Service users and Analysts can share list reporttemplates to users who belong to the same delegated groups. All users can edit, copy,and delete their list report templates.

You can use a report template in more than one report. You can share 100 listreport templates per group in KFS Manager. You can also save 10 Private list reporttemplates in KFS Manager. System Administrators can share a maximum of 1000 listreport templates to the system.

Report Templates

1 - KFS Manager 2 - UI (Manager)

3 -View 4 - Customer

5 - Details 6 - Add/Edit Wizard

7 - Customer 8 - Default Template

9 - Report Template

Viewing Report Template Details

You can view report templates details in KFS Manager.


2 Click Templates.

3 In the Report Templates list, click the information icon of the desired reporttemplate. The report template details appear, showing the following information:

Template name

Description

Reported fields

List Reports


Share

Created by

Last update

Updated by

Reference

4 Review the details of the report template.

5 Click Close.

Filtering and Searching for Report Templates

You can search and filter report templates.


2 Click Templates.


Share: Private, Share, System share





Creating Report Templates

You can create report templates in KFS Manager. System Administrators can sharetemplates with any delegated group or the entire system. Managers, Service users,and Analysts can share templates to delegated groups that they are authorized toaccess. Service users and Analysts can select the Share template check box to savethe template to their group. Share template check box is not available for Customers.


2 Click Templates.

3 Click Add.

4 In the Add Report Template wizard, type a Template name for the reporttemplates to a maximum of 64 characters.


List Reports

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6 Templates can be shared based on your permissions and access authority.To share a report template, select Share template, and then select Share tosystem (for system-wide access) or Share to group, and select a group in thegroup menu.

7 Click Next.

8 Select the desired items in Available columns list, and then click the rightarrow to move the items to the Report items list.

9 To arrange the Report items list, select the items and use the up or downarrows.

10 To add counter data obtained from devices, select Include counterinformation in the report.

11 Click Next.

12 If you selected to Include counter information in the report, selected from theavailable counter data:

• Function: Copier, Printer, FAX, Other, Total• Paper size: A3, B4, A4, B5, A5, Folio, Ledger, Legal, Letter, Statement,

Banner 1, Banner 2, Other 1, Other 2, Large• Duplex: Single-sided, Duplex, Large (duplex), Double click• Multiple pages per sheet: 1 in 1, 2 in 1, 4 in 1• Scanned: Copier, FAX, Other, Total• Usage: Print, Scan, Professional, Professional accent, Office, Office

accent• Other: Development, Staple, Double click, Fax send, Fax receive,

Configuration, Linear feet• Life count: Total• Total• Black & White• Color: Sum, Full Color, Two colors, Single color• Page count: Level 1, Level 2, Level 3

Depending on the selected check boxes, you can select one or more counteroptions at the same time.

13 Click Next.

14 In Change header label, rename column header names for the report items asdesired.

15 Click Finish.

16 Click OK.

Editing Report Templates

You can change the settings in a report template in KFS Manager.

List Reports



2 Click Templates.


4 Select the desired report template.

5 Click Edit.

6 In the Edit Report Template wizard, edit the settings for the following:

• Template name and Description• Report items• Counter information (Only when counter information is included in the

report.)• Change header label

7 Click Finish.

Copying Report Templates

You can copy a report template in KFS Manager.

1 In the Devices view, click List reports > Templates.


3 Select the desired report template.

4 Click Copy.

5 In the Copy Report Template wizard, edit the values of the following options:

• Template name and Description• Share template• Report items• Counter information (Only when counter information is included in the

report.)• Change header label

6 Click Finish.

Deleting Report Templates

You can delete report templates in KFS Manager. You cannot delete a report templatethat is used by other schedules.

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2 Click Templates.


4 Select the desired report templates.

5 Click Delete.

6 Click OK.

Report ScheduleReport schedule in List reports lets you specify the group or devices from which to getthe data, specify the frequency of the report generation, and specify the recipients ofthe generated report. The schedule creator's email address is included in the emailreports sent to the target user.

You can enable or disable report schedules. The report schedule status changes towarning, when a group, gateway, or device specified in the report schedule is movedto another group. You can change the report schedule status from warning to enableto resolve the error.

Report Schedule

1 - View 2 - Details

3 - Add/Edit Wizard 4 - UI (Manager)


7 - Report Schedule 8 - Manager

9 - RHQ Permissions 10 - System Administrator

11 - Service

List Reports


Viewing Report Schedule Details

You can view report schedule details for List reports in KFS Manager. If Sourceincludes multiple groups or devices, click the information icon to view the list of groupsor links to the devices.

1 In the Devices view, click List reports > Schedule.

2 In the list, click the information icon of the desired report schedule to display thefollowing information:

Name

Template

Report name

File format

Source

Recipients

Target devices filter type

Report range

Frequency


Last update threshold

Send reports with results

Scheduled next

Created by

Last update

Updated by

3 If the File format is XML, you can click Download XSD schema to downloadthe schema file to your default download location. The file can be opened in atext editor.

4 Click Close.

Filtering and Searching for Report Schedules

You can search for report schedules in List reports.


2 In the View by menu, select the desired group or Private. The View by menu isdisplayed only for System Administrators and Managers.


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Last run time (Later than): 24 hours, 7 days, 14 days, 30 days

Last run time (Recent): 24 hours, 7 days, 14 days, 30 days

Schedule results: Successful, Failed, On hold, Processing

Next run time (Earlier than): 24 hours, 7 days, 14 days, 30 days

Next run time (Later than): 24 hours, 7 days, 14 days, 30 days



Creating a Report Schedule for Devices

You can create a report schedule for devices which includes selection of a template,devices, date range, report frequency, and the recipients of the report. You can alsocreate a New template.


2 Click Schedule.

3 Click Add.

4 In the Add Report Schedule wizard, type a Name for the report schedule to amaximum of 64 characters.

5 Type the Name of an existing report template in the Search text box and pressEnter or select one from the following Report template sources:

• All templates

This option lets you view all the available report templates and select areport template.

• Private

This option lets you view and select a report template that you created andhave not shared in a group.

• Share

This option lets you view and select a report template that is shared in yourdelegated group.

• System share

This option lets you view and select a shared template created by SystemAdministrators. You can also select a default report template.

6 As an alternative template selection method, click New template. Selecta Method by choosing Create a new template or Copy from an existingtemplate. New templates are created as Private templates. Both methods

List Reports


require a Template name and you can create an optional Description. Forthe copy method, you must select a Report template then select a Template.Both methods lead into the Add Report Template wizard. KFS supports 10templates. You will receive a warning when the maximum is reached.


8 Select a File format: .csv or .xml.

9 By default, the report is sent as a compressed file. Clear the Compress emailattachment check box to send the report as an uncompressed file.

10 Click Next.

11 For Source, select Devices. This option lets you select devices within a group.You can select multiple devices.


To find a group in a large list of groups, click Search in the Group column,type a search term, then use the up and down arrows to navigate withinthe hierarchical structure. The number of occurrences of the search term isdisplayed as well.


Use the Device ID gear icon in the Device column to select a categorydisplayed in the list of devices: Serial number, Host name, IPv4 address,MAC address.

13 Select Target devices filter type. You can choose to filter the target devices inthe report by Last update, Toner order criteria, or Early warning (jam).

14 Choose filter settings in the drop-down. Last update lets you select a thresholdvalue for the number of days for devices whose information is not updated. Therange is 1 to 90 days. Toner order criteria applies to devices with toner thatmeets the toner criteria. Early warning (jam) applies to devices with Warningstatus when paper jam conditions are met.

15 Click Next.

16 Select Report range. On scheduled intervals option is disabled when youselect the Date range option. The following options are available:

• Latest date• Last x days: select the number of days before the Generated time• Current month: select the Start and End days• Previous month: select the Start and End days• Date range: select the Start and End date and time

17 Select Frequency. Date range option is disabled when you select the Onscheduled intervals option.


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18 Click Next.

19 Select Me to receive the generated report. Type each Additional recipientemail address separated by a semicolon.

20 Select the check box for Send report only if there are results. This preventsempty reports from being sent by email.

21 Click Next.


Creating a Report Schedule for Groups

You can create a report schedule for groups which includes selection of a template,devices, date range, report frequency, and the recipients of the report. If the listedtemplates lack what you need in the report, you can create a New template thencopy and modify an existing template for what you need in the report. You receivea warning and cannot create additional templates the when the maximum of 10templates is reached.


2 Click Schedule.

3 Click Add.

4 In the Add Report Schedule wizard, type a Name for the report schedule to amaximum of 64 characters.

5 In the Report template section, select a report template. Search text box canalso be used to find a template. The drop-down menu acts like a filter to make iteasier to find the template from the following Report template sources.

• All templates

Displays all report templates the user has access to.• Private

Displays report templates the user created and are not shared.• Share

This option lets you view and select a report template that is shared in yourdelegated group.

• System share

Displays all report templates available to all users.

6 If the desired template is not available, you can create a new template, ClickNew template and select a Method by choosing Create a new template

List Reports


or Copy from an existing template. New templates are created as Privatetemplates. Both methods require a Template name and you can create anoptional Description. For the copy method, you must select a Report templatethen select a Template. Both methods lead into the Add Report Templatewizard.


8 Select a File format: .csv or .xml.

9 By default, the report is sent as a compressed file. Clear the Compress emailattachment check box to send the report as an uncompressed file.

10 Click Next.

11 For Source, select Groups. This option lets you select a group.

12 In Quick select, you can select group display in the following manner:

All accessible includes all child groups and the delegated groups underthem.Exclusively managed includes all child groups but not delegated groupsunder them.Off provides no filter for the group.

13 Select Target devices filter type. You can choose to filter the target devices inthe report by Last update, Toner order criteria, or Early warning (jam).

14 Choose filter settings in the drop-down. Last update lets you select a thresholdvalue for the number of days for devices whose information is not updated. Therange is 1 to 90 days. Toner order criteria applies to devices with toner thatmeets the toner criteria. Early warning (jam) applies to devices with Warningstatus when paper jam conditions are met.

15 Click Next.

16 Select a Report range from the following options:

• Latest date• Last x days: select the number of days before the Generated time• Current month: select the Start and End days• Previous month: select the Start and End days• Date range: select the Start and End date and time

17 Select a Frequency. Date range option is disabled when you select the Onscheduled intervals option.



18 Click Next.

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19 Select Me check box to receive the generated report. Type each Additionalrecipient email address separated by a semicolon. Click Next.

20 Select the check box for reports containing no records to prevent this type ofreport from being sent by email.


Editing Report Schedules

You can edit report schedule information in KFS Manager.



3 Select the desired report schedule.

4 Click Edit.

5 Make desired changes to the schedule settings.

6 Click Finish.

Deleting Report Schedules

You can delete report schedule in KFS Manager.


2 Click Schedule.



5 Click Delete.

6 Click OK.

Generating Reports

You can generate reports in KFS Manager. You can also generate a report if the reportschedule status has a Warning.


List Reports


2 Click Schedule.


4 Select a report schedule.

5 Click Generate report.

The report can be accessed in List Reports > History.

Enabling or Disabling Report Schedule Status

You can change the status of report schedule in KFS Manager.


2 Click Schedule.






27 AnnouncementsAnnouncements

KFS Manager lets you manage and publish announcements for a group.Announcements send important information to a specific group about a device orrelease. System Administrators and authorized Managers can create, edit, and retractannouncements. System Administrators and Managers can send an email notificationto a specific group about an announcement. System Administrators can authorizeManagers of a delegated group by selecting Edit user permissions in Group/Edit.Service users, Analysts, and Customers can view the announcements.

The three types of recipients for announcements include the following:

• Organization wide

Recipients are users who belong to a group the Announcement creator has accessto.

• Group wide

Recipients are users who belong to the selected delegated group and its childgroups (not listed).

• Individual groups

Recipients are users who belong to the selected

groups.

Announcements

1 - Manager 2 - UI (Manager)


Creating AnnouncementsSystem Administrators and authorized Managers can create announcements for aspecific group in KFS Manager. System Administrators can authorize Managers of adelegated group to create announcements. Each user can select the AnnouncementSettings level which triggers an email notification for the announcement.

1 In the top banner, click Announcements.

2 In the top banner, click See all.

3 Click Create.

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4 In the Create Announcement wizard, type a Title for the announcement to amaximum of 64 characters.

5 In the Importance drop-down, select an importance level for theannouncement:

• High• Normal• Low

6 In the Announcement text box, type or paste the announcement to a maximumof 10MB encoded data. The Title and Announcement text boxes are used asthe default title and message.

7 In the Add language drop-down, select the desired language which opens anew untitled text box.

8 Select Use announcement title to use the default title and message. If desired,type or paste the new Announcement text for the selected language.

9 Optional: To create an announcement in another language, click Add languageand select a language. Select Use announcement title or Custom title. ForCustom title, type the title. Type the localized announcement content in the textbox.

10 Click Next.

11 In Recipients, select one of the following distributions:

• Organization wide• Group wide: displays a flat list of first level delegated groups for the System

Administrators and authorized Managers. Group wide includes the groupselected and all of its child groups.

• Individual groups

12 For Group wide and Individual groups, select the group or groups to beincluded in the announcement. You can click Search, type a group name to findthe group, and press Enter. Click x to close the Search text box.

13 In Notification, select Send an accompanying email notification to sendan email notification about the announcement to the members in the selectedgroups. The email format uses a Blind Carbon Copy (Bcc) format so therecipient's email address is hidden from other users.

14 Click Next.

15 In Schedule, select Send now to send the announcement immediately, orselect Send later (based on local time zone) to send the announcementbased on the date and time you establish.

16 Click Next.

17 Review the Summary, and then click Confirm.

Announcements


Creating Announcements from Existing AnnouncementsSystem Administrators and authorized Managers can create a new announcementfrom an existing announcement. KFS Manager displays a maximum number of 7unread announcements.


2 In the top banner, click See all.

3 Select the desired announcement, and then click Create from existing.

4 In the Create from Existing Announcement wizard, make the desiredchanges to the Title, Importance, and Announcement.

5 Optional: To create an announcement in another language, click Add languageand select a language. Select Use announcement title or Custom title. ForCustom title, type the title. Type the localized announcement content in the textbox.

6 Click Next.

7 Make the desired changes to Recipients, Notification, and Group.

8 Click Next.

9 Make the desired changes to Schedule.

10 Click Next.

11 Review the Summary, and then click Confirm. You can view the newannouncement on the Announcements page.

Opening Announcements ViewKFS Manager lets you view both read and unread announcements in theAnnouncements list.


2 Click See all to open the Announcements view.

Setting Announcements Importance LevelYou can set the importance level of the announcements for which you want to receivethe email notifications. You will receive email notifications for announcements with apriority greater than or equal to the selected Importance level.


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2 Click See all.

3 Click Settings.

4 Drag the slider to set the announcement Importance level for emailnotifications to High, Medium, or Low.

5 Click Save.

Retracting AnnouncementsSystem Administrators and authorized Managers can retract announcements in KFSManager.


2 Click See all.

3 Select the desired announcements.

4 Click Retract.

5 In the Announcements dialog box, select the Send an accompanying emailnotification check box if you want to send an email notification after theannouncements are retracted.

6 Click OK.

Filtering AnnouncementsYou can filter announcements in KFS Manager. Only System Administrators andManagers can view Recipients.


2 Click See all.


• Read/Unread: Read, Unread• Importance: High, Normal, Low• Announcement date (Later than): 24 hours, 7 days, 14 days, 30 days• Announcement date (Recent): 24 hours, 7 days, 14 days, 30 days



Announcements


Marking Announcements as Read or UnreadYou can mark announcements as read or unread on the Announcements page. Youcan mark announcements one by one or all at once.


2 Click See all.

3 Select the desired announcements.

4 Click Mark read.

5 Select Read to mark the selected announcements as read, or Unread to markthe selected announcements as Unread.

Email TemplatesThe following email templates for announcements are available:

• CREATE ANNOUNCEMENT

Subject: [KFS Announcement] <Title>

Body:

An announcement has been posted.

Click the link to view the announcement.

Text preview:

<ANNOUNCEMENT BODY>

KYOCERA Fleet Services <hyperlink>

• RETRACT ANNOUNCEMENT

Subject: [KFS Announcement] <Title> - Retracted

Body:

An announcement has been retracted.

Text preview:

<ANNOUNCEMENT BODY>

KYOCERA Fleet Services <hyperlink>

Viewing Announcement DetailsYou can view the details of an announcement. System Administrators can view theannouncement details in other languages.


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2 Click See all.

3 Click the view icon for the desired announcement's details.

4 Click Close.


28 Device RegistrationDiagnostic Tool

Device Registration Diagnostic Tool

The Device Registration Diagnostic Tool (DRD Tool) provides one-click registrationof multiple local network devices to KFS Manager. The application is run from aWindows desktop and can discover network printers over SNMP, check registrationstatus, diagnose issues with XMPP and Proxy settings, KFS authentication as wellas communication with the HTTP and XMPP servers. Previously, service techniciansneeded to register devices to KFS Manager one device at a time through the devicepanel or the Command Center software.

Device registration is normally performed at a customer site by a Service user. Serviceusers run the DRD Tool from a USB drive inserted into a computer or from the servicetechnician’s laptop.

The DRD Tool discovers Kyocera devices, configures Registration Settings,registers devices with the KFS Manager, performs firmware upgrades, andauthenticates devices. The DRD Tool has a diagnostic feature to troubleshootincorrect KFS server settings and connection issues with the XMPP server. The DRDTool supports to a maximum of 100 devices.

Downloading the Device Registration Diagnostic ToolYou can download the Device Registration Diagnostic Tool from KFS Manager toyour computer. The download is in a ZIP file format.

1 In the top banner, click Product downloads.

2 For the Device Registration Diagnostic Tool, click Download.

3 In your computer's download folder, extract DRTool.ZIP, and then save the filesto a DRD Tool folder.

Device RegistrationThe process of device registration involves two KFS servers - the KFS web applicationserver and a device registration server. When devices are registered to the deviceregistration server, KFS Manager assigns the device to the proper group. The DRDTool allows user to register devices to KFS using User name and Password with anAccess Code. The groups and devices are then managed through KFS Manager.

The following device registration methods are available:

• New models with firmware that supports WSDL do not require authenticationsettings, as the settings are automatically detected.

• Not all devices that support WSDL support registration via WSDL.• Devices with Command Center RX require a username and password.• Devices with Command Center require the Command Center password.


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Authentication method depends on the device settings. For example, CCRXdevices are registered with the Command Center password.

Registration SettingsYou can register devices with the DRD Tool using the KFS Registration URL and theaccess code for the group that the devices belong to. The DRD Tool also supportsdevice registration using User name, Password, and Access code. The first methodwith just an Access code registers the device as Pending and the second methodwhich uses credentials with the Access code registers the device as Managed.

Adding Registration and Unregistration SettingsIn the KFS Device Registration Diagnostic Tool, you can create the RegistrationSettings then check whether the registration settings are valid.

1 In the toolbar, click Registration settings.

2 If your network uses a proxy server to connect to the Internet, enter the proxyserver settings under Proxy settings. Click Start diagnostic to test that yoursettings are valid.

3 In Server settings, type the Registration URL for KFS Manager.

4 In User access code (group code), type the Access code for a KFS Managergroup.

5 Select User credentials and then type your User name and Password toregister the device to KFS Manager in a Managed state rather than a Pendingstate.

6 Click Start diagnostic to test whether your settings are valid.

7 Click Unregistration, and then type the required settings for unregistration.

8 Click OK.

Obtaining the Registration Settings InformationYou can copy and save the KFS Registration URL and the Access code for the DRDTool Registration settings. This information is required for using the DRD Tool withdevices.

1 In KFS Manager, select the desired group.

2 In the Group name list, click the information icon for the group to open Details.

3 Copy the Registration URL and Access code, and then save this informationto use in the Registration settings in the DRD Tool.



4 For any additional groups, copy and save the Access code.

Adding Devices to the DRD ToolYou can discover and add devices to the DRD Tool. The DRD Tool searches fordevices based on the parameters and lists them.

1 In the toolbar, click the Add devices icon.

2 Select a Discovery method: Search for network printers or Search by hostname or IP address.

3 If you select Search by host name or IP address, select your search optionsor accept the default. If you need to search outside the local network, use the IPaddress or IP address range options.

4 Click Next.

5 Set your Communication settings and Device login options, and then clickNext.

6 Review the Summary and then click Start.

When discovered devices appear in the list, check the Authentication statuscolumn. A green check means you can register the device. A red exclamationmark means the DRD Tool cannot authenticate the device. In this case, youshould update Device authentication settings for the device.

Registering DevicesTo register devices with the DRD Tool, you must complete Registration settings.

1 In the DRD Tool device list, select each device you want to register. You canalso select all devices by clicking the header row above the check boxes. Youcan select multiple devices.

2 Click Register devices.

3 Click OK.

4 When the registration is completed, click Close.

Unregistering Devices with the DRD ToolTo unregister devices with the DRD Tool, you must complete the Registrationsettings. These settings include the URL of the KFS server and the Access code ofthe group with the registered devices.

1 In the DRD Tool device list, select the devices you want to unregister. You canalso select all devices by clicking the header row above the check boxes.

2 Click Unregister devices.


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3 Make sure that all the devices you want to unregister are selected, and thenclick OK.

4 When the unregistration process is completed, click Close.

Devices may show their registration status to KFS Manager as N/A after theunregistration process completes. Click Refresh to update the list.

Configuring the XMPP SettingsXMPP Settings can diagnose potential connectivity issues with KFS. The inabilityto connect from the customer's network to the XMPP server can cause all of thedevices registered in KFS to appear as offline and/or unable to perform many tasksand operation. The XMPP protocol is used for messages such as status reports orrequests for information between a KFS server and a device. The diagnostic checksthe connection with the XMPP server.

1 In the toolbar, click XMPP settings.

2 Click Obtain settings to load settings from the KFS server.

3 Make the desired changes to XMPP settings.

4 Click Start diagnostic to test the connection with the XMPP server.

5 Click OK.

Updating Device Authentication in the DRD ToolThe second column in the DRD Tool device list shows Authentication status.Authentication requires that proper credentials be used when adding devices. In thiscase, the green mark in the Authentication status column indicates authenticationwas successful and the devices can be registered. For devices with a red exclamationpoint, authentication did not work with the DRD Tool. In this state, the device is notcapable of being registered with a KFS server. Devices without KFS compatiblefirmware cannot be authenticated with the DRD Tool.

1 To resolve conflicts, select the devices in the DRD Tool devices list which showAuthentication status failures.

2 Click Device authentication.

3 Make necessary credential changes to User name and Password,or Command Center password. You may also need to update yourAuthentication mode.

4 Click OK.

5 Click Update KFS registration status.



Modifying Device AuthenticationThe DRD Tool can change the values for Device login including User name,Password, Command Center password, and Authentication mode. The DRDTool uses these settings to communicate with devices that do not have KM-WSDLcapabilities. These settings are required for the DRD Tool to authenticate with adevice or for updating when the Authentication status column displays a redexclamation point.

1 Select a device or multiple devices in the DRD Tool device list that displays ared exclamation point in the Authentication status column.

2 Click Device authentication.

3 Make necessary changes to User name and Password, or Command Centerpassword. You may also need to update your Authentication mode.

4 Click OK.

Updating KFS Registration StatusWith the DRD Tool, you can update the registration status of devices in the DRD Tooldevice list. It checks whether the selected devices are registered to a KFS or TDRSserver.

1 Select individual devices in the DRD Tool device list. You can select all devicesby clicking the header row above the check boxes.

2 Click Update KFS registration status.

3 Click Close.

Upgrading Firmware with the DRD ToolYou can upgrade the firmware for a device or for multiple devices of the same modelwith the DRD Tool. To perform firmware upgrades from the DRD Tool, TCP ports800-899 need to be available and not blocked by a firewall.

For security reasons, this version of the DRD Tool does not allow firmware upgradesunless the user runs the program as an administrator with full access rights. Right-click on the program shortcut or EXE file and then click Run as administrator.

1 Select a device or multiple devices of the same model type in the DRD Tooldevice list.

2 Click Firmware upgrade.

3 Select the check box to acknowledge the risk associated with a firmwareupgrade, and then click Next.

4 Click Browse and locate the desired firmware package, and then click Next.


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5 Confirm the appropriate firmware for the devices, and then click Upgrade.

Viewing the Device Home PageYou can visit the home page of any device in the device list. The Device home pageopens in your default browser.

1 Select a device in the DRD Tool device list.

2 Click Device home page.

Saving DRD Tool SettingsYou can save the current DRD settings in the DRD Tool. These include Registrationand Unregistration settings, Communication settings, Device login, Discoverymethod, and XMPP settings. The DRD Tool automatically saves settings enteredwhich are immediately available on the next use of the application. Saving settingsallows you to store multiple sets of settings for use in different servers andconfigurations.

1 In the toolbar, click Save settings as.

2 Type a name for the JSON file, and then click Save.

Loading DRD Tool SettingsYou can load DRD settings that have been previously saved using the DRD Tool.

1 In the toolbar, click Load settings.

2 Locate and select the JSON file, and then click Open.


29 Data Collection ToolData Collection Tool

Data Collection Tool (DCT) is a Windows application for Service users todemonstrate the capability of KFS Manager for a customer on the customer’s network.The DCT can discover devices and collect devices data. DCT lets you send collecteddevices data to KFS Manager. DCT supports a maximum of 1000 devices.

The Data Collection Tool supports a 32-bit and 64-bit operating system version ofWindows 7 and above. Your computer's operating system must have a Microsoft.NETFramework version 4.0 and above. You can download and install the Data CollectionTool from KFS Manager to your computer. You can also run the Data Collection Toolon a USB drive.

The collected devices data includes the general device information, counters,consumables, alerts, firmware versions, job logs, and summary.

Data Collection Tool LicenseThe Data Collection Tool (DCT) is available to the KFS Manager users only. Youmust log in to KFS Manager to download the Data Collection Tool and a licensekey. This feature works only with the KFS server from which you downloaded theData Collection Tool. DCT requires your KFS user credentials for login. The DataCollection Tool temporary license is valid for a maximum of 7 days. The timeremaining on license is displayed in days. If the time remaining on license is less thanone day, the time is displayed in hours.

Data Import with Data Collection ToolThe Data Collection Tool lets you import communication settings and collecteddevice data that are saved from previous sessions. With Import settings, you canimport Discovery settings and start new device discovery. With Review collecteddata, you can also import Discovery settings and collected device data, however,you cannot start device discovery. Collected device data includes Consumables,Counters, Firmware, General device properties, Alerts, Job logs, and Summary.

Data Collection Tool Summary ViewThe Data Collection Tool Summary view shows the collected data of all discovereddevices in chart diagrams. You can select bar chart and pie chart. The Summary viewdisplays the general information about counters, color mode, consumables, brandname, and device status. The devices are grouped by brand name or other criteriain a pie chart. Groups with less than 8% of the total sum of the collected data aregrouped to Other category.

The collected data from all discovered devices are displayed in table views where youcan specify sorting and filtering options. The table header column lets you sort thedisplayed data. The combo box lets you specify filtering criteria.

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Downloading the Data Collection Tool from KFS ManagerYou can download the Data Collection Tool from KFS Manager to your computer.The download is in a ZIP file format.

1 In the top banner, click Product downloads.

2 For the Data Collection Tool, click Download.

3 In your computer's download folder, extract DCTool.ZIP, and then save the filesto a DC Tool folder.

Installing and Opening the Data Collection ToolYou can install the Data Collection Tool after it has been downloaded from KFSManager to your computer. Your computer must have Microsoft .NET Frameworkversion 4.

1 In the extracted DCTool folder, click Data Collection Tool.

2 On the License page, type your User name and Password.

3 If your login requires proxy settings, select Use proxy settings.

Type values for Host, Port, User name, and Password.

4 Click Sign in.

5 Click START NEW.

Discovering Devices with the Data Collection ToolYou can discover devices using the Data Collection Tool.

1 In the Data Collection Tool, click START NEW.

2 In the Discovery settings, select Discovery method.

By local network

This method discovers devices on your local network. SNMPv3 is notsupported.

By IP address

This method discovers devices by IP address. You must provide one or more IPaddress in IP address. Click the + icon to add another IP address.

By IP address range

This method discovers devices by IP address range. You must provide one ormore IP address ranges by typing the IP address in the Starting IP addressand Ending IP address. Click the + icon to add another IP address range.



3 Click Start discovery.

4 If you want to terminate device discovery, click Stop discovery.

Updating Authentication with the Data Collection ToolAfter you have performed a discovery, you can update the Device login andCommunication settings for devices selected in the Discovered devices list.

1 In the Data Collection Tool, click the Discovered devices tab.

2 Select the devices in the list.

3 Click Update authentication.

4 Make the desired changes.

5 Click Update.

Importing Collected Devices Data and Discovery SettingsYou can import collected devices data and discovery settings with the Data CollectionTool.

1 In the Data Collection Tool, click RESUME PREVIOUS.

2 Select one of the following import options:

Import settings (Resume using configuration settings from a previoussession)

This option lets you import the discovery settings.

Review collected data (Import previously collected data to view or exportresults)

This option lets you import the discovery settings and all collected data. Use theData Collection package (DAT file) that was created with Data export in theData Collection Tool.

3 Click Browse, and then select the desired DAT file.

4 Click Resume.

Exporting Data with the Data Collection ToolYou can export collected data as one Data Collection package or as individual filesin a CSV file format from one or multiple devices. Each CSV and Package file use atimestamp in the filename. The Data Collection package can be imported in Resumeprevious.


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1 In the Data Collection Tool, select Data export.


3 Click Export.

4 Select Data Collection package (all data related to discovery settings anddevice information) or from the following list of CSV file downloads:

• Consumables• Counters• Firmware• General• Alerts• Job logs

5 Click Browse, and then select the file path.

6 Click Export.

Viewing Collected Devices DataYou can view the collected devices data with the Data Collection Tool.

1 In the Data Collection Tool, select Collected data.

2 In the View menu, select one from the following views.

• Alerts• Consumables• Counters• Firmware• General• Job logs• Summary

The Summary view shows the chart diagrams of the collected devices data.

3 In the Filter view, select the desired search criteria.

The Alerts view search filter criteria are the following:

• Brand name• Model name• IP address• Status• Alerts count

The Consumables view search filter criteria are the following:

• Brand name• Model name• IP address



• Status• Toner information• Black• Cyan• Magenta• Yellow

The Counters view search filter criteria are the following:

• Brand name• Model name• IP address• Status• Total printed pages• Black & white total printed pages• Single color total printed pages• Full color total printed pages• Total scanned pages

The Firmware view search filter criteria are the following:

• Brand name• Model name• IP address• Status• Firmware version• Scanner firmware• Fax firmware (port 1)• Fax firmware (port 2)• Panel firmware• NIC firmware

The General view search filter criteria are the following:

• Brand name• Model name• IP address• Status• Serial number• Host name• MAC address• System location• Device type• Color support• Print speed (ppm)• Memory size (MB)• Panel message• Asset number• Sleep timer (minutes)• Low power timer (minutes)


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• System up time• Sleep level

The Job logs view search filter criteria are the following:

• Brand name• Model name• IP address• Status• Total jobs• Print jobs• Send jobs• Storage jobs


30 Meter ExportsMeter Exports

Meter exports begin with configuring connection settings for a KFS group and anexternal server. The connection settings include your credentials for the externalserver, Dealer ID, Database instance. The templates let you specify the countercontents of Meter exports. In addition to counter selection, you can edit the counterlabels when creating the template.

System Administrators and Managers create and use the templates with Meter exportschedules for collecting meter readings from select devices. The meter readings canbe downloaded as CSV files in ZIP packages. With Meter export download, you cansave meter export files to your PC. The export files contain selected counters forFunction, Paper size, Duplex, Multiple pages per sheet, Scanned, Life count,Usage, and Other. The available counters vary by device.

Viewing Meter Export DetailsYou can view Summary and Device results in Meter exports details.

1 In the Administration view, click Meter exports.

2 Click History.

3 In the Group name list, select the desired group based upon your permissionsand your KFS role.

4 Select the desired meter export.

5 Click Details.

6 Click Summary to show an overview of the meter export.

7 Click Device results to display the meter export results by device.

Filtering and Searching for Meter Export HistoryYou can filter and search for Meter export history within a specified category by usingkeywords or selecting from a predefined set of values.


2 Click History.

3 In the Group menu, select the desired group based upon your permissions andyour KFS role.

Meter Exports

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• Timestamp (Later than): 24 hours, 7 days, 14 days, 30 days• Timestamp (Recent): 24 hours, 7 days, 14 days, 30 days• Result: Successful, Partial, Failed



Downloading Meter ExportsYou can download Meter exports in KFS Manager. These meter readings aredownloaded as separate CSV files within one ZIP file. The filename is generatedusing the schedule name and the timestamp.


2 Click History.


4 Select the desired meter exports.

5 Click Download.

Connection SettingThe Connection setting for Meter exports lets you specify the information andcredentials necessary to connect to an external system. After you add the connectionsettings, you can test the connection within the Add Connection Setting wizard orclick Connection test in the toolbar. In addition to the connection setting, you mustchoose your Sync by method, Serial number or Asset number, which determineshow the server identifies devices. You must also set the number of days before a non-reporting device is no longer included in reporting. To complete the setting, you mustknow your credentials for the external server, Database instance, Dealer ID, andMeter source.

Creating the Connection Setting for Meter Exports

You can create a connection setting so Meter exports can be sent to an externalsystem.


2 Click Connection setting.

Meter Exports



4 Click Add.

5 Type a Name and an optional Description.

6 Type your credentials for the external system in Authentication ID,Authentication password, and Database instance.

7 For Sender information, type your Dealer ID and Meter source.

8 Click Connection test if you want to check the settings you have entered.

9 Click Close after the connection test results are displayed.

10 Click Next.

11 For Sync by, select how the external server identifies the devices. Theavailable options include Serial number or Asset number.

12 For Exclude devices that have not reported for, select the number of daysthat a device has not sent counters or information to KFS. The range is from 1to 1000 days. The setting ensures that non-reporting devices are excluded fromscheduled exports.

13 Click Finish.

Clearing the Connection Setting for Meter Exports

You can clear the connection setting to an external system for Meter exports.




4 Click Clear.

5 Click OK.

Editing the Connection Setting for Meter Exports

You can edit the connection setting to an external system for Meter exports.



Meter Exports

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4 Click Edit.

5 Modify the Connection setting as desired.

6 When all desired changes are complete, click Finish.

Testing the Connection Setting to an External System

You can test the connection setting for Meter exports.




4 Click Connection test.

5 Review the results and click Close.

Meter Export templatesMeter export templates let you specify the counter contents of Meter exportdownloads. In addition to selecting the counters, the template provides the option forediting counter labels. Administrators create the templates to work with Meter exportschedules for collecting meter readings from select devices. The meter readings canbe downloaded in CSV files. In the Meter export download, you can view the selectedcounters for Function, Paper size, Duplex, Multiple pages per sheet, Scanned,Life count, Usage, and Other. The available counters vary by device.

Viewing Meter Export Template Details

You can view template details for Meter exports in KFS Manager.


2 Click Templates.


4 In the templates list, click the information icon of the desired template to displaythe following information:

Template nameDescription

Meter Exports


Counter labelsCreated byLast updateUpdated byReference

5 Click Close.

Filtering and Searching for Meter Export Templates

You can filter and search for Meter export templates within a specified category byusing keywords or selecting from a predefined set of values.

1 In the Devices view, click Meter exports.

2 Click Templates.







Creating Meter Export Templates

You can create templates for Meter exports in KFS Manager.


2 Click Templates.


4 Click Add.

5 In the Add Meter Export Template wizard, type the Template name andDescription.

6 Click Next.

7 Select or clear the counters to be included in the export.

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8 Click Next.

9 For Edit counter labels, rename column headers as desired.

10 Click Finish.

Editing Meter Export Templates

You can edit templates for Meter exports in KFS Manager.


2 Click Templates.


4 Select the desired Meter Export Template.

5 Click Edit.

6 In the Edit Meter Export Template wizard, change the Template name andDescription.

7 Click Next.

8 Select or clear the counters to be included in the export.

9 Click Next.

10 For Edit counter labels, rename column headers as desired.

11 Click Finish.

Deleting Meter Export Templates

You can delete templates for Meter exports in KFS Manager.


2 Click Templates.


4 Select the desired templates.

5 Click Delete.

Meter Exports


6 Click OK.

Meter Export SchedulesMeter export schedules let you specify a Meter export template and source groups forthe collection of meter readings from select devices based on a schedule. During theschedule creation, you can create a new template, select from existing templates, orselect and edit existing templates.

Viewing Meter Export Schedule Details

You can view schedule details for Meter exports in KFS Manager.


2 Click Schedule.


4 In the schedule list, click the information icon of the desired schedule to displaythe following information:

Name

Template name

Connection setting

Source

Frequency


Scheduled next

Created by

Last update

Updated by

5 Click Close.

Filtering and Searching the Meter Export Schedules

You can search and filter the schedules for Meter exports list in KFS Manager


2 Click Schedule.


Meter Exports

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Status: Enable, Disable, WarningSchedule results: Failed, Successful, On hold, Processing, PartialTimestamp (Later than): 24 hours, 7 days, 14 days, 30 daysTimestamp (Recent): 24 hours, 7 days, 14 days, 30 daysNext run time (Earlier than): 24 hours, 7 days, 14 days, 30 daysNext run time (Later than): 24 hours, 7 days, 14 days, 30 daysLast update (Later than): 24 hours, 7 days, 14 days, 30 daysLast update (Recent): 24 hours, 7 days, 14 days, 30 days



Creating Meter Export Schedules

You can create schedules for Meter exports in KFS Manager. Schedules usetemplates and are group specific. Within the scheduling feature, you can modifyexisting templates or create new ones.


2 Click Schedule.


4 Click Add.

5 In the Add Meter Export Schedule wizard, type a Name to a maximum of 64characters.

6 Select a Connection setting in the drop-down.

7 Click Next.

8 Select a Meter export template in the list or type the Name of an existingmeter export template in the Search text box and press Enter.

9 As an alternative template selection method, you can click the Edit icon tomodify an existing template or click New template to create settings for yournew template. Click the Delete icon to remove templates from the list.

10 Click Next.

11 In Quick select, you can display groups in the Source list based on thefollowing settings:

Meter Exports


Exclusively Managed includes all child groups but not delegated groupsunder them.All accessible includes all child groups and the delegated groups underthem.Off provides no filter for the group.

12 In Search, type a group name then use the up and down arrows to movebetween instances of the search term in the hierarchical structure. The numberof occurrences of the search term is displayed as well.

13 Select the desired Groups in the Source list.

14 Click Next.

15 Select Frequency.



16 Click Next.


Running Meter Export Schedules

You can run schedules for Meter exports in KFS Manager.


2 Click Schedule.


4 Select the desired schedules.

5 Click Run.

6 Click Close.

Editing Meter Export Schedules

You can edit the schedules for Meter exports in KFS Manager.


2 Click Schedule.

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3 In the Group menu, select the desired group based upon your permissions andyour KFS role.

4 Select the desired schedule.

5 Click Edit.

6 Make the desired changes and click Finish after all changes are complete.

Changing Meter Export Schedule Status

You can change the status of schedules for Meter exports in KFS Manager. TheDisable setting prevents a meter export schedule from being run.


2 Click Schedule.





Deleting Meter Export Schedules

You can delete the schedules for Meter exports in KFS Manager.


2 Click Schedule.



5 Click Delete.

6 Click OK.


31 Backup DataBackup Data

The KFS Backup data task supports import and export of user selected data typesfor a select group of KFS devices. This on-demand task can be performed by SystemAdministrators, Managers, and Service users who can save and access the importand export backup data on their PC. The backup data cannot be stored in KFS. Somedata types are constrained. For example, if you clear the Fax Forward data type,constraints cause Program and Panel Setting to be cleared. Some imports initiate adevice restart.

Before an export is performed, a user must accept a backup request that has beensent to the device panel.

Import and export results can be found in the Audit logs.

Importing Backup DataYou can import various data types from backup data created in KFS. The import willoverwrite existing data on the device.



3 Click Tasks.

4 Click More > Import backup data.

5 Click Browse and select a data file in a ZIP file format. Data types are stored inthe data file.

6 Select the desired data types. Make sure the selected types match those in theimported data file.

7 Click Next.

8 Type a Task name and an optional Description.

9 Review the Summary and click Import.

10 Click View detailed results to download the results.

11 Click Close.

Exporting Backup DataYou can export various data types to backup data. The export is encrypted andpassword protected. It can be used to replace data in another device.

Backup Data

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3 Click Tasks.

4 Click More > Export backup data.

5 Select the data types you want to export.

6 Click Next.

7 Type a Task name and an optional Description.

8 Click Next.

9 Review the Summary information and click Export.

10 To download the backup data after completion, click Download exported data.This download is the only method for saving the Export backup data.

You can click Cancel to close the confirmation request and cancel the operation.

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