Version 3.20

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Introduction

Overview

Device Monitoring

Using the Software

Configuration

Agenda

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What is it?

Replacement for e-BRIDGE Device Manager (EBDM)

Centralised device management console

Client / Server based software

Counter and status reading from MFD‘s and printers across a network

Completely written in Java which is a benefit as it works across all platforms regardless of operating system

Automatic report generation and distribution by e-mail

Product Code GB-1260

EFMS Introduction

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The History

Development started by Toshiba Germany in 2002.

First release was built-to-customer. Major installation monitoring 500 devices in Spain. Main purpose was counter collection.

Since the introduction of Version 3 in May 2006:

358 registered installations in Europe

Managing 25,243 devices.

Average site has 70 devices.

EFMS Introduction

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Features Automatic counter collection on a regular basis.

Counters can be viewed using the client application and can be exported in csv format.

Configurable counter reports which are generated and sent by e-mail on a scheduled basis.

Device status monitoring and alert reporting

Device status and alert conditions can be viewed using the client application.

Automatic alert forwarding by e-mail to assigned key operators.

Alarm delay feature (Don't get bothered while user is already fixing the error).

Lightweight application. Does not require a lot of system resources.

EFMS Overview

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Internet Connection(VPN)

Network ConnectionEthernet (TCP/IP)

Fleetmanagement

Server

e-mail to key operator

e-mail to dealer

Alarm and reports

Main Office

Branch Office

EFMS Overview

Monitoring networked device

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EFMS Overview

Centralised Management Console

How do you monitor 1 device?

How do you monitor 100 devices?

Right-click a device entry to open a browser and connect to the device's TopAccess page.

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EFMS Overview

Centralised Management Console

How do you monitor 1 device?

How do you monitor 100 devices?

Right-click a deviceentry to open a browser and connect to the device's TopAccess page.

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How devices are organized… EFMS has the capability to reflect a typical organisational structure of a

company in terms of device management. As each MFD can be assigned to:

a location (e.g. Branch office, building, or floor)

a department (e.g. finance, marketing, support)

a cost center (e.g. 1350, customer service)

a key operator (taking care of the MFD, e.g. refill paper)

a service provider (for reference only)

EFMS Overview

Sales

FinanceSupport

2nd floor

1st floor

13501410

Company

Cost Center

Department

Location

Key Operator

Sales

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Types of information Counter information (total counters b/w and color)

print, copy, scan to network, fax/list print

Firmware information system, finisher, fax, scanner

Status online/alert/offline, paper level, toner level

Alarm information paper jam, paper empty, toner empty

Device monitoring

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Poll Cycle (Data update) Counter / Firmware information is read on a

regular basis (poll cycle).

The poll cycle is set on the server and is the same for all monitored devices.

Devices are polled sequentially (one after another) across one poll cycle to avoid network peaks whichwould occur when polling all at the same time.

The more devices to be monitored the longerthe poll cycle should be selected to keep theaverage network utilization low.

Default poll cycle is 600 seconds (10 min).

Beginn of Poll Cycle

End of Poll Cycle

Device A

Device B

Device C

Beginn of Poll Cycle

End of Poll Cycle

Device A

Device B

Device C

Device monitoring

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Alerting Alarm information can be received 'asynchronously'

(any time) between two polls by using SNMP traps.(Must be supported by the device)

The alarm delay determines the minimum time thealarm condition must be present before it will be reported to the server.This avoids unneccessary alerts, e.g. alerting paper empty although a user is already refilling paper.

The alarm delay can be set individually perdevice.

The default (pre-configured) delay time is 240 secs.

Begin of Poll Cycle

End of Poll Cycle

Device A

Device B

Device C

Device B! Alarm

Device B

Alarmdelay time

Device monitoring

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Client Application (User Tool)

Server Services(for Maintenance only)

Adding / Removing Devices

Server Applications (System Administration)

Using the Software

Start Menu Entries The installation wizard creates various entries in the Windows Start menu.

Within the Administration > Services group you will find entries to control the EFMS services. For instance if the services have not been installed during setup this can be done from here as well.

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Navigation

Devices are organized in a tree view and can be listed - per department,- per location,- per cost center, - or per device model

Detailed information can be freely arranged

on the right hand panel.

All device related settings and information can be selected through

a 'right-click' context menu.

Using the Software

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Age of displayed counters.

Counter Information

Firmware Information

(e-Bridge models)

Device display information

(some SNMP models)

Status Summary

Device Status Information Device Context Menu (right click a device in the tree view): Status

Paper / Toner information.

Using the Software

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Device Alerts Three ways of alerting:

Alarm pop-up window

A pop-up windows per alarm is displayed in the EFMS client

Pop-up window closes automatically if alarm is cleared on the device

If pop-up is closed by the user is does not reappear if alarm is still pending

Alarm list in the client

All pending alarms are added to this list

Alarm entry is removed from the list when alarm is cleared on the device

Closing the alarm list does not remove entry

All alarms are visible here even if not reported by a SNMP trap

E-mail alerting to the key operator

An e-mail message is generated and sent to the key operator who is assigned to this device.

Content of the e-mail is similar to the pop-up window content

Using the Software

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Device Alerts Pop-up window

If you want to close all existing pop-up windows just disable the Pop-up window entry in the abovemenu. You will be asked if you want to close all openpop-up windows.

Using the Software

Enable/ Disable

here

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Device Alerts Alarm list

This list contains all known pending device alerts

The list is updated dynamically

The column "Alert Level" shows an alert level number which can be used to filter out uninteresting alerts (e.g. like 'Binary Alert Removed' alerts)Alert level is calculated as 100 * severity level + training level

To filter out a certain alert level add the number to the file "ignorealerts.txt" which is located at <Install Dir>\EFMS_Server\DevicePolling module. Simply add the level to the line "IgnoreAlerts= " and separate each level by a comma.e.g. IgnoreAlerts=407,103

Using the Software

Level for alert filtering

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Device Alerts E-mail to key operator

If configured and enabled an alert message will be sent to the key operator's e-mail address.

Key operator must be assigned to a device

E-mail alerting must be enabled for the device

E-mail server must be configured in 'Basic settings'

Using the Software

Message contains a

link to TopAccess

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Device Counter Markers Device Context Menu (right click a device in the tree view): Status / Settings

Marker names can be defined in the device' settings

dialog

Trigger value

Current counter value

Reset the counter (does not affect the

real device counters)

Markers can be used to be informed of counter related events (e.g. PM cycles). They work like an odometer.Following markers are available:4x b&w / color counter2x total counter

When this box is checked an alert will be send when the trigger level is reached and

the counter will be reset and start from 0 again.

Using the Software

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Same departments found on different devices, this time listed individually. Dept names are listed in

alphabetical order.

As only online devices can be polled, this hint is shown before

the poll. (Devices listed as unconnected will not be

included)

Right click on either a single device, a branch, or the root of the tree to

define the group of devices to get department

counters from.

Using the Software

Department counter reading Department counter reading is done upon request (real-time reading)

Department counters are not stored in the database

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Same departments found on different

devices, this time listed individually. Dept

names are listed in alphabetical order.

Same departments found on different devices, this time

consolidated.

Table can be exported to csv for

further analysis and processing.

Using the Software

Department counter reading Result table can be exported to csv file.

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Same departments found on different devices, this time

consolidated.

List of devices which have been included in the

department counter poll.

Status of those devices with regards to

department counters.

Using the Software

Department counter reading Second tab labeled "Devices" shows which devices have been included in the poll

and if departments are defined on the device.

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Reports and statistics

Select the view:- Locations- Departments- Cost Centers

Select the branch for which you would like to get the report.

Right-click will bring up the context menu from which you can select the type of report.

Using the Software

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Using the Software

Device list

Counter report with absolute

values.

Identify offline devices by

counter age.

Device list with Firmware Information

(e-Bridge based models only)

Export this data to csv files.

Bar graph statistics

Reports and statistics

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Mark this check box if you want to use this field for e.g. an asset

number rather than the device SN.

Set the community name here. Applying the wrong name will result

in no device information

Not needed for current e-BRIDGE range. Required for older GA-1040 / GL-1010 board in order to access

TopAccess information

Minimum time an error must be present before it is reported to the

server

Log level for debugging purposes. Leave at '0' for normal operation

Auto-assigned ID used internally by Fleet Management for device identification.

Configuration

Setting up devices using the DeviceManager

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Setting up devices (Device Discovery) When clicking the "Search" button a new dialog pops up, allowing to specify the IP

search range, scan speed (Reply Timeout), and DNS name lookup.

If you expected more devices to be found than the actual scan results show, you should re-scan the network using a slower scan speed.

Using a slow scan speed in a subnet with a lot of unused IP addresses will result in a long scan duration as the scanner waits 2 secs for a reply on each unused address.

Scan speed:(waiting time for device reply)

slow 2000 ms timeoutnormal 250 ms timeoutfast 125 ms timeout

IP range to be scanned for devices.

Resolve device IPs to network names.

Configuration

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Setting up devices (Searching for devices) Select devices you want to take over into Fleet Management by clicking the table

row or click the button Select all to select all supported devices.

Select / Deselect all supported devices.

Devices which have been found during the scan.

Clicking "Done" will take over the selected devices into Fleet Management.

Right-clicking a row brings up the model selection dialog for manual assignment of model/controller.

Configuration

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Setting up devices (Current Status) When devices have been added after the search or by manually adding them you

can check the current connection status by clicking the "Status" button.

Click "Status" to change to the status overview

List of registered devices

Status:pendingdevice has not yet been polled

onlinepolled OK

**offline**device not reached

Right-click a device entry to open a browser and connect to the device's TopAccess page.

Configuration

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Configuration

Server settings - Locations/Departments/Cost Centers Volume Report

This report contains counter information split into monthly volumes. The report will contain data of the current year only (January through December). Volume of previous years is listed as "Carry".

Cost Report

This type is similar to the Volume Report but volumes are multiplied by cost settings. Calculation is done at report generation time, thus previous cost setting changes are not reflected by this.

Current Counter List

Most versatile report. It contains the current total counter values (for copy, print, fax, net scan, separate for b&w and color). By comparing two of these reports, volumes for any time period can be calculated (e.g. using Excel).

Receive all locations/departments/cost centers

Reports for each location/dept./cost center will be sent to the specified e-mail address.

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E-mail alerts will be send to this e-mail address (separate

several mail addresses by ',')

Type of e-mail alerts will be defined individually

for each device

Configuration

Server settings - Key Operators 'Server' Menu > 'Basic Settings'

The assignment to devices and selection of alert types* is done through the device's setting dialog

[Settings Dialog of a device]

[Edit Key Operators Dialog]

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Note: Cost per Fax means fax printing costs, not sending/receiving costs!

Cost settings can be set individually for a device or

taken over from a pre-defined cost settings

template

Create templates for quick cost assignment

to several devices.

Changing a template's cost settings will not affect the cost settings of devices which have been assigned prior to the template change! Template settings are take over at the time of selection only!

Configuration

Server settings - Cost Presets 'Server' Menu > 'Edit Cost Presets'

The assignment to devices is done through the device's cost setting dialog

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Right click on a device and select 'Settings' from the appearing pop-up

menu

These drop down lists contain all the pre-defined values which have been

defined through the server menu.

Configuration

Assigning settings to devices In order to assign settings to devices use the "Settings" dialog which can be

selected from the device' popup menu (right-click opens the popup).

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Administrative group defining the

user's rights.

Location which can be managed/viewed by this user, or ALL

for unlimited access.

User's login credentials

Configuration

Server settings - Manage Users 'Server' Menu > 'Manage Users'

The default user 'toshiba' (password 'efms') has administrative rights.

Users can be limited to view a certain location only

Users' rights can be limited (Admin/Service/Accounting)

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Configuring the server - creating user accounts

Type of accounts

ADMIN: Administrative accounts, no limitations

SERVICE: Service accounts, device status and settings, counter reading(no cost related settings)

ACCOUNT: Accounting accounts, cost settings, cost related reports, monthly reports

Note: Regardless of the account type the user can be limited to view a certain location only.

Configuration

Version 3.20