Equitrac Professional

5.7
Administration Guide

© 2015
Equitrac Professional 5.7 Administration Guide
Document History
Revision Date Revision List

February 2015 Updated for software version 5.7

August 2014 Updated for software version 5.6

May 2012 Updated for software version 5.5

July 2011 Updated for software version 5.4

April 2010 Added information about Transaction import from a ODBC data source.

February 2010 Updated for software version 5.3

April 2009 Version 5.2.4

• Enhanced disbursement content
• GARO and UFR II content

© 2015 Nuance Communications, Inc. All rights reserved.

All rights to this document, domestic and international, are reserved by Nuance Communications, Inc. No part of this publication may be
reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or
otherwise) without prior written permission of Nuance.

Trademarks

Equitrac®, Equitrac Professional®, PageCounter®, PageCounter Professional®, SmartPrompt®, Follow-You Printing®, and TouchPoint Console® are
trademarks of Nuance Communications, Inc.

All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such.

Symbols Used In This Guide

The following symbols are used in the margins of this guide:

Caution The accompanying text provides key information about a step or action that might produce
unexpected results if not followed precisely.

Note The accompanying text provides cross-reference links, tips, or general information that can add
to your understanding of the topic.

Warning Read the accompanying text carefully. This text can help you avoid making errors that might
adversely affect program behavior.

Equitrac Professional Administration Guide

Contents

1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
About this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Benefits of Cost Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Core Server Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Core Accounting Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Document Routing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Device Control Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Scan Processing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Device Monitoring Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Call Processing Service (CPS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Making Changes to Server Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Control Mechanisms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
TouchPoint Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
PageCounter Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Embedded Device Interface Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Rate Table Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Server Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Embedded Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Print Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Rules & Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3rd Party Transaction Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Time & Billing Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Data Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Validation Data Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Transaction Data Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Administering Equitrac Professional . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Removing a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Getting Around System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Filtering and Managing List Views in System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Scheduling Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Configuring Administrative Access Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Windows-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Application-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Equitrac Professional Administration Guide 3

Contents

Software Licensing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Changing the License View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Deregistering Licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Initial Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

2 Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
About Equitrac Professional Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
User Accounts Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Creating User Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Assigning Scan Aliases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Creating Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Adding User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Active Directory vs. Import from Time & Billing System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Importing from a Time & Billing System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Importing Users through Active Directory Services Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Auto-creating User Accounts On First Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Adding User Accounts Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Testing the Popup Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Viewing User Accounts in System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Modifying User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Accounts System Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Configuring User Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Selecting Notification Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Configuring the Mail Server for Email Notices and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Qualifying Accounts by Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Maintaining Classes, Locations, and Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Modifying a User Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Removing a User Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Modifying a Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Removing a Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Removing User Accounts from Equitrac Professional . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Managing Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Defining Users as Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Configuring Proxies in System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Revoking Proxy Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

3 Managing Validation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

About Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Validation Data Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Filtering Validation Code Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Validation Code Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

4 Equitrac Professional Administration Guide

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Configuring Equitrac Professional Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Modifying Field Names and Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Designating Fields as Validation Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Resetting Field Names to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Enabling or Disabling the Parent/Child Relationship between Clients and Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Adding Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Importing Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Adding Client Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Adding Matter Codes to Existing Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Adding Custom Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Maintaining Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Modifying Validation Data Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Deleting Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Managing Telcodes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Configuring Account Parsing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Configuring Telcode Generation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Generating or Regenerating Telcodes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

4 Managing Transaction Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Configuring Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Location Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Planning Location Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Determining Validation Code Visibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Determining Transaction Location Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Location Codes in Equitrac Professional Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Importing Transaction Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Using the Transaction Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Importing Disbursement Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Using the Transaction Import Wizard from a Remote Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Maintaining Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Viewing Transactions Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Working with Transactions in Transaction Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Exporting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
The Export Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Creating Custom Export Configuration Files using the Export Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Transforming Field Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Using the Export Wizard from a Remote Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Scheduling Transaction Imports/Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Adding an Import/Export Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Editing Existing Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Defining a Schedule Recurrence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

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Suspending, Resuming, or Removing a Scheduled Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Re-exporting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

5 Configuring Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Price List Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Identifying Pricing Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Overview of Price List Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
The Initial Default Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Basic Print/Copy Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Advanced Print/Copy Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Default Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Device Capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Primary vs. Dual Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Creating Large-format Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Creating Fax Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Creating Scan Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Creating Disbursement Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Creating Phone Surcharges Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Assigning Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Applying Pricing to Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Setting a Default Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Price List Selection Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Using Price List Selection Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Creating a Price List Selection Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Setting the Price List Selection Rule Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Transaction Re-costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Maintaining Price Lists and Price List Selection Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Modifying a Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Removing a Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Editing a Price List Selection Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Removing a Price List Selection Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Example: Calculating Costs for an Advanced Print Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Scenario 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Scenario 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

6 Managing Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Physical Devices Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Device Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Viewing Devices in the Web Status Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Viewing Devices In System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

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Editing and Removing Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Device Status Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Managing Device Licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Device Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Creating a Device Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Setting a Default Device Class for New Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Assigning and Reassigning Devices to Device Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Editing a Device Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Deleting a Device Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Testing the Popup Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Physical Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Physical Device Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Manually Adding and Configuring a Physical Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Converting Existing Printer Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Adding a New Printer Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Configuring Print Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Creating a Print Separator Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
E-queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Adding a New e-queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Changing an Existing Equitrac Port to an e-queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Configuring an e-queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Passthrough Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Adding a New Passthrough Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Changing an Existing Equitrac Port to a Passthrough Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Configuring a Passthrough Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Working with Workstation Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Automatically Registering Workstation Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Configuring a Workstation Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Managing Devices Across Multiple Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Adding Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Adding Devices to Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Workstation Network Printer Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Installing Workstation Network Printer Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Workstation ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Use cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Majority Rules Setup for Printer Name settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

7 Embedded and Controller Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Controller Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Embedded Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Controller and Embedded Device Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Equitrac Professional Administration Guide 7

Contents

Adding a Controller or Embedded Interface to a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

Adding a Controller Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Adding an Embedded Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Xerox Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Xerox Device Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Xerox Controller Interface Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Xerox Print Driver Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Xerox Devices and JBA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Off-Box Authentication Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Forcing a Poll or Upload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Removing an Embedded or Controller Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

8 Device Monitoring with DME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

DME Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
SNMP Communication Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Installing the SNMP Trap Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Which Devices Does DME Monitor? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Viewing Device Status within the Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Creating Alert Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Creating Custom Alert Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Assigning Alerts to Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Generating Device Status Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Routing Based on Device Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

9 Secure Document Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Secure Printing Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Configure Basic Secure Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Configuring Advanced Follow-You Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Follow-You Printing - Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Creating Device Pull Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Identifying the Home Server for each User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Follow-You Printing: The User Experience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Administering the Secure Print Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Secure Document Release Using Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Configuring Administrative Access to Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Using the Release Station Configuration Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Configuring Release Station Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Configuring the Release Station View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Configuring Printers in Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Using Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

8 Equitrac Professional Administration Guide

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10 Routing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Rules Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Creating Rule Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Adjusting the Rule Ranking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Applying a Rule Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Creating Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Print Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Print Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Creating Desktop Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Desktop Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Desktop Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Default Desktop Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Escape Codes in Custom Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

11 Configuring Control Terminals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Control Terminal Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Central Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Offline Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Control Terminal Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Control Terminal Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Creating Configuration Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Creating a General Configuration Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Creating a Fax Configuration Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Adding Phone Speed Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Adding Control Terminals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Auto-detecting a Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Manually Adding a Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Configuring Control Terminal Mode Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Assigning a Control Terminal to a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Configuring the Terminal Database Download Interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Managing Control Terminals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Removing a Configuration Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Editing Phone Speed Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Deleting Phone Speed Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Editing Control Terminal Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Disabling a Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Removing a Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300

12 Configuring TouchPoint Consoles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

TouchPoint Console Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
User Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302

Equitrac Professional Administration Guide 9

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Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

Planning General TPC Configuration Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
User Interface Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
MFP Features and Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Secure Document Release Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Auto advance Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Session Time-outs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
General TPC Configuration Set Planning Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Creating General Configuration Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Planning TPC Fax Configuration Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Dial parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Fax interactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Unattended faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Record incoming faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Advanced Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Creating Fax Configuration Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Setting Global TPC Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Offline Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Assigning Configuration Sets to TPC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Canon Color Copy Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Assigning TPC to a Physical Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Manually Adding a TPC to the Devices List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Replacing a PageCounter with a TPC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
About Card Reader Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Supported USB Card Readers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Card ID Auto-registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Determining Card Data Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Using TPC to View Card Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Determining HID Decoding Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Decoding HID Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Step 1: Display and Record the Encoded HID Card Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Step 2: Convert the Octal Data to Binary Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Step 3: Calculate Bit Positions Within the Binary Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Step 4: Determine Decoded Value Widths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Step 5: Record the HID Decoding and Card Reader Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Case Study Example: Decoding HID Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Checking TPC Status Remotely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342

13 Client Popup Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343

Client Popup Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Determining Print Tracking Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345

10 Equitrac Professional Administration Guide

 Contents

Tracking Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345

Silent Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Print Tracking Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Draft Printing and Reprinting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Disabling Popups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Creating and Maintaining Application Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Adding an Application Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Editing an Application Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Removing an Application Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Assigning Applications to Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Automatically Registered Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Registering Tracked Applications Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Assigning Tracked Applications to an Application Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Editing Tracked Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Removing Tracked Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Testing the Popup Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Defining Field Validation Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Validating Data when CAS is Offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Creating Popup Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Configuring the Client Popup for Macintosh Workstations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Popup Styles Modification Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
General Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Configuring Advanced Print Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Configuring Popup Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Configuration for Validation by Best Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Configuring Speed Buttons/Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Hiding Previously Accessed Data on Client Popup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Customizing Popup Logos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Copying Popup Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Removing Popup Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Creating SmartPrompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Creating SmartPrompts in System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Assigning SmartPrompts to Validation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Configuring Popups to Use SmartPrompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Removing a SmartPrompt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Configuring Print Client User Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Testing the Popup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Previewing the Popup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Testing the Popup Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Associating the Popup Style with a Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382

Equitrac Professional Administration Guide 11

Contents

14 Administering the Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383

Web Client Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383
Providing User Access to the Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Setting Default Web Client Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Validation Data Suggestion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Landing Page Preference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Exceptions and Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Creating System Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Loading Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388

15 Managing Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389

Disbursements Setup Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Define Disbursement Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Define Disbursement Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Disbursement Surcharges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Defining a Disbursement Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Setting a Default Disbursement Price List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Define Disbursement Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Control Disbursement Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Clearing Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Suspending Access Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Define Disbursement Price List Selection Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Maintain Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Editing Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Removing Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Moving Disbursement Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Managing Multiple Disbursement Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403

16 Managing Exception Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405

Exception Editing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Configuring E-mail Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Managing Exception Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Exception Rule Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Creating an Exception Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Activating an Exception Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Deactivating an Exception Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Maintaining Exception Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Auto-charging Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414

12 Equitrac Professional Administration Guide

 Contents

17 Managing Call Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415

Call Accounting Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Call Accounting Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Key Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Data Collection Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Call Accounting Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Obtaining Rate Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Retrieving Rate Tables from the Equitrac FTP Rate Table Update Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Loading Rate Tables from a File System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Loading Rate Tables from a Floppy Disk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Creating and Configuring Call Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Basic Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Special Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Testing Call Costing Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Adding Data Collection Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
User Lookup Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Raw CDR Translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Reprocessing CDR Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Adding PageCounter CDR Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Adding NETBuffer Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Adding ODBC Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Adding File Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Working with Trunks, Extensions, and Routes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Creating and Configuring a Trunk Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Managing Trunks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Creating and Configuring Extension Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Managing Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Creating and Configuring Routes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Tracing Phone Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440

18 Desktop Print Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441

About Desktop Print Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
User Workflow for Desktop Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Desktop Printing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
Excluding Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Re-enabling Application Print Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Editing an Excluded Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445

Equitrac Professional Administration Guide 13

Contents

19 DMS Integration and Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447

Handling DMS Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Configuring Equitrac Professional For DMS Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
ProLaw print integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Configuring DMS Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Configuring Tracking and Popup Behaviors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Configuring Integration with a Subsequent DMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454

A Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Regular Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Branch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Piece . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Bound . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Bracket Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Collating Element . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Printer Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Printer Job Language (PJL) Page Counter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Data Stream Interpreters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Comparing Page Counting Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
Command Line Utilities and Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
The Tools Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
The EQCDRTest.exe Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
The EQModifyDeletedContainerSecurity.exe Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
The EQPrintConversion Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
The EQTerminalUpdate.exe Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
The EQTransactionPurge.exe Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Field String Syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Entry Length . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Character Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Specifically Positioned Character . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Embedded Special Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Combining Syntaxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
SMDR Translator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
The WinSMDR.exe Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Using SMDRDesigner to Create and Modify CDR Parsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Parser Definition Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Using FDL constructs in PRS files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Field Formatting Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
Incoming Call Parsing and Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Color Values in Transaction Import Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Format Variables for Custom Date Format Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493

14 Equitrac Professional Administration Guide

 Contents

Sample Perl Scripts for Perl Script Field Transformations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494

Sample 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Sample 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Sample 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495

B Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497

Equitrac Professional Administration Guide 15

Contents

16 Equitrac Professional Administration Guide

 1 Overview

Topics:
About this Guide
Benefits of Cost Recovery
Core Server Components
Control Mechanisms
Optional Components
Data Flows
Administering Equitrac Professional
Configuring Administrative Access Permissions
Software Licensing
Initial Configuration Workflow

Equitrac Professional is a cost recovery system that works with control terminals, TouchPoint Consoles, client
software, and embedded interface software to record transactions performed on office devices (printers, photocopiers,
fax machines, multi-function devices, and so on) throughout your enterprise. Equitrac Professional is server-based
software consisting of several components—print servers, a core accounting server, and administrative applications—
that track and monitor device usage and export transaction data to your time and billing system, which charges
transaction costs to clients.
You can configure Equitrac Professional to monitor usage patterns on your output devices so you can analyze your
environment to ensure optimum usage of those devices. For example, you can create price lists to determine detailed
pricing for each transaction. You can then use this pricing information to bill clients, or to audit your own policies and
rules to ensure you derive maximum benefit from the various devices throughout your enterprise.
Equitrac Professional also provides a web-based reporting tool called the Web Client to allow disbursement entry,
transaction editing, and reporting. For information on performing transactions and using the Web Client, see the
Equitrac Professional Usage Guide.
This chapter describes essential Equitrac Professional concepts, data flows within Equitrac Professional, and the
primary software and hardware components.

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Chapter 1: Overview

About this Guide

This guide assumes you have already installed Equitrac Professional as described in the Equitrac Professional
Installation Guide. This document provides initial configuration procedures such as importing user, client, and matter
data, mapping field codes, configuring network and communication settings, and adding devices, as well as
conceptual overviews and information on administrative tasks required to maintain your Equitrac Professional
installation. Such tasks include managing validation data, managing devices, managing transaction data, transaction-
specific configuration options, and scheduling tasks.
To learn more about the advanced features and functionality of the Equitrac Professional Suite, refer to the table below
for an outline of the other product guides. These guides are located on the Equitrac Professional CD in the
Documentation folder.

Guide When to refer to this guide

Installation Guide Use this guide to perform an initial installation or upgrade.

Cluster Deployment Guide If you are deploying Equitrac Professional in an existing Windows cluster
environment, use this guide to plan and execute the installation.

Scan Solutions Guide Instructions to configure Equitrac Professional for use with:
Equitrac Embedded for eCopy
ScanPost for eCopy or Xerox
Equitrac server scanning with eCopy or Xerox

Usage Guide Instructions to use the Equitrac Web Client for exception editing, generating
reports, and disbursement entry.

PageCounter Quick Reference If you need help understanding the options available from the main PageCounter
interface, use this reference to quickly look up information.

Online Help Contents

Release Station Help Instructions and reference information about using Release Station to release jobs
from the secure print queue in a secure document release environment (SDR).

TouchPoint Console Online Help If you are deploying TouchPoint Consoles, refer users to the online help system
available for download on the Equitrac partner portal.

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 Chapter 1: Overview

Benefits of Cost Recovery

Equitrac Professional provides comprehensive print tracking and cost management for cost recovery:
• Equitrac Professional facilitates cost recovery and enables professional firms to track bill transaction costs back to
their clients.
• Equitrac Professional helps firms manage the costs associated with printing. Equitrac Professional’s pricing
features enable you to track transactions for both cost recovery purposes and total cost of ownership reporting.

Equitrac Professional Component and Services Overview

Equitrac Professional’s primary function is transaction cost recovery. Equitrac Professional monitors all transaction
activity and calculates the cost, based on pricing policies you provide. You can export tracked transaction data to your
time and billing system for billing those costs back to your clients.
Total cost of ownership for each device monitored by Equitrac Professional is based on direct and indirect costs
incurred over the life cycle of a device. Equitrac Professional enables you to set secondary pricing for transactions to
enable you to track the total cost of ownership of each device.

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Chapter 1: Overview

Core Server Components

Equitrac Professional uses core components, peripheral components, administrative applications, and client
applications. It employs server-based, distributed architecture designed for scalability, robustness, and low
administrator maintenance.
Equitrac Professional is comprised of the following core server
components:
DCE DME
• Core Accounting Server (CAS)
SPE
• Document Routing Engine (DRE) CPS
• Device Control Engine (DCE) CAS
• Scan Processing Engine (SPE)
System
• Device Monitoring Engine (DME) Manager
DRE & DME
• Call Processing Service (CPS) Console

The main Core components include the CAS, DRE, DCE, SPE and the Windows Server
Equitrac port monitor. The DME and CPS are optional licensed
considered core components. Core components reside on one or more
Windows servers.
Administration takes place in System Manager, a centralized interface that provides an intuitive view of the accounts
database, and allows configuration of the server and peripheral components. The print tracking client tracks print
transactions, and the Web Client enables you to manually enter disbursements, and schedule and generate reports.

Core Accounting Server

The Core Accounting Server (CAS) verifies users, calculates transaction charges, and assigns those charges to an
appropriate user or group account. CAS calculates charges using page count and job attribute information received
from the Port Monitor, along with printer costs defined by the administrator.

Every Equitrac Professional installation requires a pre-installed database. CAS uses the database instance to create an
accounts database that contains all printer, user, billing code, transaction, and balance information. The database can
reside on the same machine as CAS, or on a separate server if needed. See System Requirements in the Installation
Guide for information about supported databases.
CAS functionality is configured in System Manager.

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 Chapter 1: Overview

Document Routing Engine

The Document Routing Engine (DRE) is the print server. Its primary function is to enable document flow from user
workstations to output devices such as printers, plotters, or copiers and capture the document characteristics of all
output. Each time a user releases a print job, DRE communicates the job characteristics to the CAS.
The Equitrac port monitor is installed with each DRE. The port monitor integrates with the Windows printing
subsystem and functions as part of the spooler service, enabling the port monitor to receive and route print jobs to
parallel network-connected printers. By configuring the Equitrac port monitor, you create a device that Equitrac
Professional can monitor.
If there are many printers within your deployment that generate frequent throughput, you may need to deploy
multiple DREs. You can designate specific printers to each DRE, balancing the overall load to streamline the data flow.
This is a typical DRE workflow:

1 Print Request

2 Validate Print Request

Port
Monitor

3 Job is Printed DB

4 Update Job Attributes CAS

DRE

Basic DRE workflow used to measure print usage

1 A user generates a print request. The port monitor intercepts the request before it gets to the printer and “holds”
the print job while it waits for a user validation response from the CAS.
2 The CAS checks its database and either validates the user, or denies the request. If denied, the user receives a
notification message on their desktop (if configured).
3 The response is sent back to the DRE, and the print job is forwarded to the printer.
4 After the job is printed, the page count and job attributes are forwarded to the CAS database for tracking.
For installations that require secure document printing, you can configure the DRE to hold documents in a print
queue until the user releases them from either a terminal keypad or a Release Station. See Configure Basic Secure
Printing on page 239 for details.
Although the DRE is a core component, it is not required in all deployments. The DRE manages communications with
physical printing devices. If you are only tracking photocopy transaction on devices with embedded controller
interfaces (rather than tracking printing), you do not need to install the DRE component.
DRE functionality is configured in System Manager.

CAUTION: If the Print Client is installed on a Terminal Services server, the DRE/Print server must be installed on a
separate server.

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Chapter 1: Overview

Device Control Engine

The Device Control Engine (DCE) provides communication with copy and fax devices and with multifunction
devices that provide fax and scan features. You must install specific controller interfaces, control terminals,
TouchPoint Consoles or embedded interfaces to enable communication with these devices. See Embedded and
Controller Interfaces on page 215, Configuring Control Terminals on page 269, and TouchPoint Console Overview
on page 302 for details.
For information on configuring scan solutions, refer to the Equitrac Professional Scan Solutions Guide.
The DCE communicates with the CAS to verify user credentials, and forwards the photocopy and fax information
generated by these devices for tracking in the accounting database.
This is a basic DCE workflow:

2 Validate Login Request

1 Login Requested DB
3 Update Job Attributes
CAS
DCE

Basic DCE workflow used to measure multi-function device usage

1 A user requests access to a multi-function device via a PageCounter terminal or a terminal keypad.
2 The request is handled by the DCE, which then forwards a user validation request to the CAS. The CAS checks its
database and either validates the request, or denies it.
3 After the user completes their photocopy, fax, or scan, the job attributes are forwarded to the CAS for tracking.
Although the DCE is a core component, it is not required in all deployments. If you intend to track printing from
workstations only, and do not need to track photocopy, scan, or fax jobs, you do not need to install the DCE
component. Instead, only the DRE component is required.

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 Chapter 1: Overview

Scan Processing Engine

The Scan Processing Engine (SPE) is responsible for orchestrating all scan features once authentication has taken
place. When a scan request is received by DCE, all information relevant to the request is passed to the SPE to process.
The SPE requires at least one DCE to operate. For details, refer to the Equitrac Professional Installation Guide.

3 SPE sends scan information to CAS for

costing and reporting, and to the
appropriate scan destination

1 User conducts 2 DCE sends files

scan at MFP to SPE

MFP DCE SPE DB

CAS

Basic SPE workflow used to process scans

Device Monitoring Engine

The Device Monitoring Engine (DME) is an optional component that monitors physical device status and faults.
Installed on a server station, the DME monitors selected devices for SNMP status changes and logs the status changes.
You can view the current status of any monitored device in the Device Monitoring Console. If you want to monitor a
device for a particular type of fault (i.e. offline status or paper jams), you can create Alert Rules that send notifications
when the fault occurs.
IT Managers can run standard or custom device status reports to proactively identify devices requiring service or
replacement. These reports track the historical status of a device over time, allowing you to understand the
performance history of the device.
For more information on DME and the DME Console, see Viewing Device Status within the Console on page 229.
This is a typical DME workflow.

1 Request Monitored Device List

SNMP-enabled
DME Devices
Console
2 Load Monitored Device List
SNMP
DB Status Changes
DME
CAS

DME listens for SNMP status changes on monitored devices

The DME keeps a record of all SNMP status changes on connected and enabled devices.

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Chapter 1: Overview

Call Processing Service (CPS)

The Call Processing Service (CPS) enables Equitrac Professional’s optional Call Accounting features, if you register a
Rate Table license and extension licenses. It also enables phone transaction processing through specified devices.
The CPS is installed with the CAS service, and appears as Call Accounting within the Installation wizard. Phone
transactions and communication are handled by the DCE, which then communicates with the CAS service as needed.

Making Changes to Server Components

If you make configuration changes within System Manager to any of the core Equitrac Professional server components
(CAS, DRE, DCE, SPE, DME), such as changing printer languages or PageCounters, you must wait a minimum of
thirty seconds before these changes take effect.
The delay in updating server components is a function of the CAS polling feature. This means that the delay may be
longer in the event that CAS is unavailable for some reason during that polling period after the server changes. CAS
will send the change data to the relevant components once the connection is restored.

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 Chapter 1: Overview

Control Mechanisms
Equitrac’s control mechanisms consist of hardware and software components that control access to office equipment
such as photocopiers, scan devices, and fax machines.

TouchPoint Console
TouchPoint Consoles (TPC) control access to multifunction devices through an intuitive touch-screen application.
Installed near the MFP and connected via a manufacturer-specific copy control cable, TPCs allow the user to quickly
enter their validation data (e.g. user name and password), then choose the client/matter codes to bill their transactions
against. When TPC verifies their entries, the MFP is unlocked and ready for use and the user can access all allowed
capabilities such as copying, scanning, or faxing.
In the case of printing, the user must enter their usercode only to proceed to the Document Release options on TPC.
The appropriate client/matter allocation data is retrieved from the print popup at the time of the print request.
Each TouchPoint Console requires one Device Connector license in System Manager.
See Configuring TouchPoint Consoles on page 301 to configure TouchPoint Consoles in System Manager.

PageCounter Control Terminal

PageCounter and PageCounter Professional control terminals are network devices that you install on or near printers,
copiers, fax machines, scanners, or multifunction devices. Control terminals enable users to release print jobs securely
at the printer, or track copy, fax, or scan transactions through a copy control cable connected to the device.
Each TouchPoint Console requires one Device Connector license in System Manager.
See Control Terminal Workflow on page 271 to set up Control Terminals in System Manager.

Embedded Device Interface Software

Equitrac Professional can track transactions on select multifunction devices using embedded software modules rather
than control terminals. The embedded software is installed on the MFP, allowing the users to authenticate via the front
panel, thereby eliminating the need for a separate control mechanism. Embedded interfaces manage the transfer of
user authentication and transaction details from the device to the DCE, SPE in the case of scan jobs, and ultimately to
the Core Accounting server and database.
Each embedded device requires a manufacturer-specific Embedded Device license in System Manager.
See Embedded and Controller Interfaces on page 215 to configure Embedded Device software in System Manager.

Release Station
Release Station is an optional component used for secure printing. Release Station uses a network workstation as a
point for controlled document release. Using Release Station, network users can view, select, print, or delete
documents held in the proprietary secure print queue. Release Station is not installable default, and can be selected
during initial installation or at a later date.
Each Release Station requires a Release Station license in System Manager.
See Using Release Station on page 253 configure Release Stations.

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Chapter 1: Overview

Optional Components
Equitrac Professional is a highly configurable solution that offers optional components to customize the installation to
specifically suit your requirements. Many optional components are included in the Equitrac Professional Standard
license, however some require a separate license.
The following sections provide a description of each optional component, an indication of license requirements, and a
link to obtain further information if you want to configure the feature.

Rate Table Extensions

Enables the Call Accounting features that process phone transactions from specified devices. See Obtaining Rate
Tables on page 419.

Data Source
The Data Source component enables a third party print tracking system to upload transaction data to the Equitrac
Professional accounting server. See Importing Transaction Data on page 102.

Server Clustering
You can install one more Equitrac Professional core server components within an existing Windows cluster
environment. For more information, refer to the Equitrac Professional Cluster Deployment Guide.

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 Chapter 1: Overview

Embedded Interface
If your deployment includes Equitrac Embedded solutions, you must purchase a manufacturer-specific Embedded
device license to enable this communication. See Embedded and Controller Interfaces on page 215.

Release Station
For a description of Release Station, see Release Station on page 25.

Web Client
The Web Client is a server function that enables users to add disbursements, correct and edit exception transactions,
and schedule and generate reports. Users access the Web Client from a standard web browser.

Print Client
The Print Client application, is deployed to track print transactions from workstations throughout your organization.

NOTE: Along with the Print Client there is an option for a Document Routing Client (DRC), that acts as a locally
installed version of the Equitrac Professional Document Routing Engine. This client is only used when no print server
is available. There are no DRC installation options for Macintosh OS X.

When you deploy the Print Client (through installation on individual workstations or through a centralized, silent
installation on targeted workstations), you can install these components:
1 The user settings tool.
2 The Document Routing Client (DRC). This is only necessary if the installation does not employ a print server.
The user settings tool enables users to temporarily disable the client popup in cases where they are performing several
transactions for the same client/matter combination. The print tracking client popup tracks all transactions against the
specified client/matter, but remains hidden so users do not have to repeatedly enter validation data. The user settings
tool also enables users to disable field-level validation. Equitrac Professional still validates user entries as necessary,
but does so only once for all fields, rather than for each field individually.

NOTE: Equitrac Professional also provides the ability to temporarily "suppress and re-use" values for the popup, even
without the tool tray application. For detailed information, see Configuring Print Client User Settings on page 379.

The print tracking client popup prompts users for validation data and checks with the server to ensure that users have
supplied valid data. When the print tracking client popup receives valid data, it sends the print job to the appropriate
printer, collects details on the transaction, and sends transaction information to the CAS.
See Client Popup Management on page 343 for Administrative tasks. For information on using the Print Popup see
the Equitrac Professional Usage Guide.

CAUTION: If the Print Client is installed on a Terminal Services server, the DRE/Print server must be installed on a
separate server.

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Chapter 1: Overview

Web Client
When you install CAS, Equitrac Professional automatically installs the Web Client with it. Users can log in to the Web
Client to manually enter disbursements, view transactions, and schedule or generate reports.
The Web Client’s reporting functionality provides several system-defined reports. While administrative users with
appropriate access rights can customize these reports, non-administrative users can only modify reports names.
Web Client functionality is restricted to users with specific access permissions, as configured through System
Manager. Therefore, not all options on the Web Client are available to all users.
For information on using the Web Client see the Equitrac Professional Usage Guide. For information on administering
the Web Client, see Administering the Web Client on page 383.

Document Routing Client

The Document Routing Client (DRC) works in tandem with the Print Client, and is intended to provide the
functionality normally provided by the Equitrac Professional DRE. It is used exclusively in situations where the site in
question has no print server.
The DRC collects information about documents printed from the workstation on which it is installed, such as color
data, page layouts and formatting. It then forwards the information collected to the CAS for cost recovery.
DRC also enables sites that do not use print servers to use Equitrac Professional Follow-You Printing function, and
contains Rules and Routing capabilities as described in Rules & Routing on page 28.
No additional configuration is required for DRC.
Limitations
Follow-You Printing is dependent upon the Equitrac client’s ability to contact the DRC. Consequently, the Follow-You
capabilities offered by DRC are only available as long as the workstation is connected to the network.
Rules and Routing and Follow-You Printing are available for Equitrac print server printers. That is, those using DRC
and DRE. For Windows environments, print jobs sent to other printer connection types such as locally attached
printers, print server connections, or shared printers from other workstations, are tracked, but without Rules and
Routing or Follow-You Printing capability. For OS X environments, only print jobs through DRC or DRE printer
connections are tracked, with both types providing Rules and Routing and Follow-You Printing capability.

Rules & Routing

The Rules and Routing feature enables you to configure Equitrac Professional to accept, hold, deny, or re-route to
specific devices, any print requests that meet specific criteria. You can also configure rules that route jobs based on
device status. You can create custom messages that are displayed when a user selects a particular type of print job at
their workstation, or from a Release Station or control terminal. See Routing Rules on page 257 for details.

3rd Party Transaction Integration

If your configuration requires 3rd party validation data (for example copy, scan, fax, or disbursement transaction
details) from a system outside of Equitrac Professional, you can import this data into Equitrac Professional using the
various import mechanisms to consolidate data prior to export to a time and billing system. See Managing Validation
Data on page 79.

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 Chapter 1: Overview

Time & Billing Integration

You can integrate Equitrac Professional with a time and billing system to export all tracked transaction data back for
client billing. Equitrac Professional can be configured to import client/matter codes, gather all transaction data, assign
pricing, then automatically export the data back to the time and billing system.
For details, see Managing Transaction Data on page 97.

Data Flows
Understanding the general data flows involved with your Equitrac Professional solution will help you plan import and
export schedules, load balancing on your print servers, and the deployment of remote management tools and client
components throughout your organization.

Data Source Data Type Destination Route

Time and Billing system or Validation Data (users, CAS Through Validation Import wizard.
external database clients, matters, custom
validation types)

CAS Validation Data Control Terminals Through the Device Control

Engine (DCE) or Scan Processing
Engine (SPE) for scan jobs, over
TCP/IP on port 2939.

CAS Validation Data TouchPoint Console Through the Device Control

Engine (DCE) or Scan Processing
Engine (SPE) for scan jobs, over
TCP/IP port 2939.

CAS Validation Data Embedded Interface Through the Device Control

Engine (DCE) or Scan Processing
Engine for scan jobs, (SPE) over
TCP/IP port 2939.

User Response to validation Validation Data CAS From control terminal, TouchPoint
prompts Console, Print Client, or
embedded interface software
through DCE or SPE for scan jobs.

Controlled device (MFP, Transaction Data CAS From control terminal, TouchPoint
copier, scanner, fax machine, Console, Print Client or embedded
printer) interface software through DCE.

CAS Transaction Data Time and billing system Through Export wizard.
or external database

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Chapter 1: Overview

The time and billing system or external database contains validation data including your users, clients, matters, and
custom validation types. Use the Validation Import wizard to import this data into CAS.

Time and
Billing
System
Validation
Import Wizard CAS

Validation Data is imported from the external database into the

Core Accounting Server

Users can begin performing transactions when the following conditions are met:
• Validation data resides in the CAS
• Physical devices are added and configured in System Manager
• Control terminals and/or TouchPoint Consoles are configured (if in use)
• Print Client Popup styles are applied
• Embedded device interfaces are configured (if in use)

Validation Data Workflow

The following diagram illustrates the data validation process from the time and billing system to the control
mechanisms. Depending on the control mechanism used, the following process is applied:
• embedded interfaces: When a user attempts to login at the device panel, the embedded software sends a
validation request to the DCE. The DCE responds, and if the user data is validated, the device is ready for use.
• control terminals: The CAS pushes validation data to the DCE. The control terminals contact DCE to perform a
validation check. If the DCE is offline from the control terminals, the terminals can locally validate the user data if
configured.
• TouchPoint Consoles: The DCE maintains contact with the CAS and the TouchPoint Consoles to validate user
access. The DCE also performs client/matter validation. TPC forwards transaction details to the DCE, which first
forwards any scan information to the SPE for processing, or forwards the details to the CAS and the database.

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• Print Clients: When a user prints via the Client Popup, depending on the settings for the user, the validation
request is either sent directly to the CAS or checked against a local cache of recently validated data. If the user data
is validated, the print transaction will proceed.

Validation Data Control

Validation Request Mechanisms
Validation Response
Search Request
Embedded
Interface

CAS

Terminal or
TPC
Time and
Validation
Billing DCE
Import Wizard
System

Client
Popup

1 The validation data is imported from the time and billing system, then stored in the CAS and forwarded via the
DCE.
2 When the DCE receives a validation request from a control mechanism, it sends back a validation response. If the
response is positive, the device is unlocked for use. If negative, the device remains locked and the user is not
validated.
3 In the case of the Client Popup and network print requests, when needed, validation requests are made directly to
the CAS, rather than to the DCE. For searches in the Client Popup, requests are made to the DCE.

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Transaction Data Workflow

The transaction data is sent from the embedded interface or control terminal mechanisms through the DCE before it
is passed to the CAS. In the case of scan jobs, the data is sent to the SPE before the CAS; in the case of Print Clients, the
data is sent directly to the CAS. The CAS then exports all transaction data back to the time and billing system.

NOTE: If the DRC is installed, it will collect additional data from the transaction before sending it to CAS. This process
is automatic.

Control
Mechanisms

Transaction Data
Embedded
Controller

CAS

Terminal or
Export TPC
Time and Wizard
Billing DCE
System

Client
Popup

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Administering Equitrac Professional

Use System Manager to administer the Equitrac Professional server. System Manager controls system-wide
configuration and integration settings, as well as the behavior of the Equitrac port monitor on local and remote print
servers, control terminals, embedded devices, and client software. You can run System Manager on the Core
Accounting server or any supported Windows workstation on your network.
By default, the installer places System Manager on the Start menu. Look under Start > Programs > Equitrac
Professional > System Manager.

NOTE: Equitrac Professional stores connections between System Manager and the accounting server separately for
each logged-on user with administrative access. Each System Manager user must connect to the accounting server
to manage the Equitrac Professional applications.

Before System Manager launches, select the CAS you want to work with.

NOTE: The first time you open System Manager after installation, Equitrac Professional assumes the accounting
server resides on the local machine.

Since there is only one CAS, you can disable the dialog. If you later need to connect to a different CAS server, select
Tools > Options from within System Manager, then check the Display server selection dialog on startup option. The
next time you launch System Manager, the Select accounting server dialog box will appear again.

Removing a Server
You can remove a server from the tree structure in the Select server dialog box at connection time. By removing the
server from System Manager, you are disconnecting the accounting server and the accounts database. You are not
deleting information in the accounts database.
In the Select accounting server dialog box, select a server from the tree structure and click Delete Server.

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Getting Around System Manager

The System Manager interface is divided into five areas. The Manager tools are listed beneath the current CAS
heading (TEMPDOCSBOX in the screen shot below). When you make a selection from these tools, the contents of the
right pane update to show you the available options. Alternatively, you can select a task from the Current tasks list,
although for some options, such as Configuration, tasks only appear in the right pane.

Filtering and Managing List Views in System Manager

The main System Manager window provides different views and options for filtering long lists of certain types of data,
such as validation data. Select a validation code, then choose a task from the Current tasks, or click or right-click in
the list of validation data to view other options.
If you are managing a large organization, you may exceed 1000 validation codes. Rather than presenting a huge list of
validation data, System Manager groups the data by either alphabet or number. Click on the Filter group view tab on
the toolbar to open up a Filter group view dialog box where you may manage filters. The System Manager title bar
specifies the group currently displayed in the right pane.

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Scheduling Tasks
Using System Manager > System > Scheduled tasks, you can create different tasks that will run automatically at a
preset date, time, and interval. There are two types of scheduled tasks: Import/Export tasks, and Arbitrary
Commands.
Import/export tasks allow you to create independent schedules for importing and exporting data between Equitrac
Professional and a third party time and billing system. See Scheduling Transaction Imports/Exports on page 138 for
instructions.
By default, when you configure Call Accounting, a Rate Table update task is automatically created to retrieve rate
tables from the Equitrac FTP Rate Table Update Server. This task keeps rate tables up-to-date automatically. See
Retrieving Rate Tables from the Equitrac FTP Rate Table Update Server on page 419.
Arbitrary commands provide the flexibility to run command-line tasks at a preset date, time, and interval.

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Configuring Administrative Access Permissions

There are two different levels of permission that you must set up before you can allow users to use the Equitrac system:
Windows-level permissions and Application-level permissions.

Windows-level Permissions
At the Windows level, define at least one user with administrative privileges on the core accounting server (CAS) and
the document routing engine (DRE). The user must have administrative permissions on the server to start and stop
services and the print spooler. If you are configuring remote DREs, the user with administrative privileges on the
remote server must also have administrative privileges on the server hosting CAS. Refer to your Windows
documentation for information on assigning Windows-level administrative privileges.

Application-level Permissions
Application-level permissions determine which users have access to Equitrac Professional components. You can assign
access to registered domain security user groups to one or more of the following permissions:
• Administrative: Grants access to run System Manager.
• Reports: Grants access to run and schedule reports in the Web Client.
• Device Administrative: Grants access to the Device Monitoring Console.
• Web Disbursements: Grants access to the Disbursements tab in the Web Client.
• Web Transactions: Grants access to the Transactions tab in the Web Client.
• Web Exceptions: Grants access to the Exceptions tab in the Web Client.
You cannot assign application-level administrative permissions on an individual user basis; you must create Windows-
level user groups that include those users to whom you want to assign administrative privileges within Equitrac
Professional.

NOTE: If you start Equitrac Professional using the account that is also running the CAS or DRE services, you have full
administrative access to all Equitrac Professional components.

To configure application-level access permissions, do the following:

1 Open System Manager and connect to the Core Accounting Server.
2 In the left pane, navigate to System > Configuration > Access > Access permissions.

3 In the Permissions dialog box, click the permission group link you want to configure.

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4 Use the Select Group dialog box to choose groups that have access to the selected Equitrac Professional function.

5 Click OK to save the changes.

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Software Licensing
While you can run Equitrac Professional in an unlicensed mode, you cannot configure software and printers,
including print queues on the Document Routing Engine (DRE), without first registering the relevant component
licenses in System Manager.

CAUTION: License Equitrac Professional before managing devices in Windows and configuring devices in System
Manager. If you add licenses after adding physical devices, the print queues do not appear in System Manager until
fifteen minutes expires after licensing Equitrac Professional, a user sends a print transaction to the printer, or you
restart the Equitrac DRE service. For instructions on applying licenses in System Manager, refer to the Installation
Guide.

Changing the License View

To access the License view, click the System Manager > System > Licensing link. You can change the view in System
Manager’s right pane if you need to see specific information:
• License View lists all currently licensed components.
• Assignment View lists all assigned component licenses, the date on which Equitrac Professional last assigned the
license to a component connecting to CAS, and in some cases, the number of licenses assigned (used).

Deregistering Licenses
System Manager enables you to select and deregister one or more desktop print licenses simultaneously.
In an environment with large print implementations, you may find it necessary to change out multiple printers each
month (particularly desktop printers), and manually deregistering each of those desktop print licenses could become
an administrative hassle. In the System Manager > System > Licensing link, use the License view for a full list of
available licenses. Select those licenses you wish to deregister, and right-click to select the relevant option from the
menu.

NOTE: Deregistering licenses requires administrative permissions on CAS.

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Initial Configuration Workflow

This section provides an overview of the general initial system configuration tasks that you may need to perform to
define basic behavior within your Equitrac Professional environment. This workflow assumes the following:
• All Equitrac Professional core and optional components are installed as per the Installation Guide.
• Licenses are applied in System Manager. For instructions on applying licenses, see Apply Equitrac Professional
Licenses in the Equitrac Professional Installation Guide.
Depending on your own unique implementation needs, you may not need to perform all of the tasks below. However,
you can use this workflow as a general guideline for initial implementation.
1 Configure Administrative access permissions
See Configuring Administrative Access Permissions on page 36 to establish windows-level domain groups and
application-level group assignments, limiting access to Equitrac Professional administration and components.
2 Add user accounts
Choose a method to populate the accounts database with user data. See Managing Users on page 41 for general
information on selecting one of these methods:
• Importing from a Time & Billing System on page 48
• Importing Users through Active Directory Services Synchronization on page 60
• Auto-creating User Accounts On First Print on page 62
• Adding User Accounts Manually on page 62
3 Add client/matter codes
Import your existing client/matter validation codes, or create them manually. See Managing Validation Data on
page 79.
4 Add physical devices to System Manager
Equitrac Professional tracks all activity by devices registered in the Equitrac Professional database. See Managing
Devices on page 175, Embedded and Controller Interfaces on page 215, Configuring Control Terminals on page
269, and Configuring TouchPoint Consoles on page 301 for instructions.
5 Register workstation devices
Configure Equitrac Professional to automatically detect new desktop printers, or add a desktop printer manually, if
needed. See Working with Workstation Devices on page 202.
6 Configure Secure Document Release and Follow-You Printing
Use SDR to create secure virtual print queues that hold documents sent to registered devices. Users must release
their documents from a control mechanism (embedded interface, PageCounter terminal, TouchPoint Console, or
Release Station). See Secure Document Release on page 237 for instructions.
7 Set up routing rules
Define the conditions under which a network or desktop print job should be intercepted and handled before it is
printed. See Routing Rules on page 257 for details.
8 Establish price lists for transaction billing purposes

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Establish flat rate or basic price lists for transaction cost tracking and billing requirements. You can create different
types of price lists and apply a price list per device if necessary. See Configuring Price Lists on page 143 for
instructions.
9 Set up Call Accounting
If implementing cost management for telephone systems, import rate tables and create call sites and extensions.
See Managing Call Accounting on page 415 for instructions.

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 2 Managing Users

Topics:
About Equitrac Professional Users
User Accounts Workflow
Creating User Classes
Creating Locations
Adding User Accounts
Viewing User Accounts in System Manager
Modifying User Accounts
Accounts System Configuration
Maintaining Classes, Locations, and Accounts
Managing Proxies

Creating and maintaining user accounts is fundamental to keeping an accurate record of the transactions your
business performs. To make user maintenance as easy as possible, Equitrac Professional provides several automated
ways to add user accounts to the system.
This chapter provides information about:
• the role users play in Equitrac Professional
• ways of categorizing users
• how to add user accounts
• how to maintain user accounts
• administering the accounts database

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About Equitrac Professional Users

Equitrac Professional users perform transactions on behalf of clients. Equitrac Professional uses Windows network
user names to identify users in the print tracking and Web Clients. Equitrac Professional terminals and embedded
devices identify users based on a user code that users enter at the control terminal or embedded device.
All Equitrac Professional users belong to a user class; either a class you have created, or the default class. A class is
simply a way of grouping users that are granted a common set of privileges.
Dividing users into user classes is an effective way of managing your user database and helps simplify reports. If you
have deployed the Equitrac Professional print tracking client popup to workstations in your tracking environment,
user classes determine the popup style and tracking behavior for each user.
Users may also be divided into groups by location. Locations can be any geographical grouping: a room, a building, a
city, or any physical place that helps classify your users. Specifying the location for users is optional, but it can be
useful for reporting purposes.

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User Accounts Workflow

Working with users in Equitrac Professional follows the workflow below. Each step in the workflow is described
within this chapter.
1 Create user classes (page 44)
Create user classes to manage your user data, and in the case of print tracking, to determine the tracking behavior
and popup style for each user. User classes take precedence over all other settings in the Equitrac Professional print
tracking hierarchy. For information on this hierarchy and how it impacts tracking behavior, see Print Tracking
Hierarchy on page 346.
2 Create locations (page 46)
This step is optional, but you may want to create locations to categorize users for reporting purposes.
3 Add user accounts (page 47)
Equitrac Professional provides four different ways to add user accounts to CAS:
• use the Validation Import Wizard to import users from your time and billing system either through a flat file or
ODBC connection
• import users through Active Directory Synchronization
• auto-create users on first print or initial login to the Web Client (using network credentials)
• add users manually
NOTE: Each user account will display the creation source in the User definition dialog box under Client config >
Users.

4 Modify user accounts (page 65)

When you add users to System Manager using an automatic import procedure, you may want to modify a user’s
profile to assign the user to a different class, or to change other attributes such as the user’s user code, email
address, or location.
5 Set global account options (page 66)
6 Maintain classes, locations, and accounts (page 72)
To keep your data relevant and up-to-date, you may need to modify or remove user classes, locations, and
accounts.

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Creating User Classes

Users within Equitrac Professional always belong to a class, and can belong to only one class at a time. Equitrac
Professional has an initial default class called General users. When you create new classes, you can assign one of them
as the default if you wish. When you add users, Equitrac Professional automatically assigns those users to the class you
designated as the default class.
To create a new user class, do the following:
1 In System Manager, navigate to Client config > Classes > Users.
2 In the right pane, right-click anywhere and select Manage classes. A Manage user classes dialog box opens.
3 In the Manage classes dialog box, click Add.

4 In the User class definition dialog box, enter a unique Name and Description for the new class.
5 If you are using Equitrac Professional’s print tracking functionality, use the drop list to select a popup Style for the
current class. The selected style determines the features and functionality that users within this class have access to
from the various control mechanisms. For information on configuring popup styles, see Popup Styles
Modification Workflow on page 358.
6 Select a method of print tracking behavior for this class:
• Display popup: show popup, track for cost recovery and total cost of ownership.
• Hide popup: hide popup, track for cost recovery and total cost of ownership.
• Silent tracking for device management only: hide popup, track for total cost of ownership only.
• Do not track: hide popup, do not track for cost recovery or total cost of ownership.
• Determined elsewhere: behavior determined by other class settings (device or application).

NOTE: For more information on the hierarchy of tracking options, see Print Tracking Hierarchy on page 346.

7 Select the Default class option if you want to make this new class definition the default class definition.
8 Click OK to save these settings and return to the Manage classes dialog box.

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Assigning Scan Aliases

Assigning scan aliases is necessary to assign Equitrac Document Capture scan aliases to selected user classes for scan
workflows.

NOTE: You must have user classes configured. For information on configuring user classes, see Creating User
Classes on page 44.

You will need to have configured a scan aliases for this to be applicable. For information on configuring scan aliases,
see the Equitrac Document Capture chapter in the Equitrac Professional Scan Solutions Guide.
To assign scan aliases to select user classes, do the following:
1 In System Manager, navigate to Client config > Classes > Users.
2 In the right pane, right-click on a user class and select Assign scan aliases. A Scan alias assignment for class dialog
box opens.

3 Under Alias Name, find the scan alias you wish to associate with this user class and mark the checkbox next to it.
4 Click OK.

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Creating Locations
Locations are used for the geographical grouping of users, devices, validation codes or other Equitrac Professional
elements. A location can be a room, a building, a geographic area, or other physical place that helps classify and group
your data. You might use locations for different departments in your enterprise, different operations in a service
business, different areas in a project.
Follow these steps to create a new location:
1 In System Manager, navigate to System > Configuration > Location settings > Locations to manually add a
location to Equitrac Professional.

2 In the Locations dialog box, click Add and in the new row, enter a Name, Abbreviation and Description
(optional) for the new location.
Abbreviations can be no more than three characters in length. Use the same abbreviation that your time and billing
system uses to keep the data consistent both for transaction disbursements and for transaction exports from
Equitrac Professional to the time and billing system.
3 Click OK.

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Adding User Accounts

When you first install Equitrac Professional, the database does not contain valid user data. There are four methods of
creating users in the core accounting database, against which Equitrac Professional can track transaction data.

NOTE: For information regarding importing transaction data, as opposed to validation data, see Determining
Validation Code Visibility on page 100. For information on using the Import Wizard in conjunction with the
Validation by Location feature, see Determining Validation Code Visibility on page 100.

The table below describes each account creation option.

Method Purpose

Validation Import Wizard (import • Most common method for adding user accounts to Equitrac Professional
from Time & Billing System) • After the initial import run subsequent manual imports, or schedule imports to run
automatically.
• See Importing from a Time & Billing System on page 48 for instructions.

Importing users through Active
Directory Services
• Use Active Directory Services to batch import user data, then synchronize updates as
they occur.
• Minimizes administration because updates occur automatically via communication
with the ADS.
• See Importing Users through Active Directory Services Synchronization on
page 60.

Create accounts manually • Add an account one at a time within System Manager
• effective when you need to add a small amount of users relatively quickly
• See Adding User Accounts Manually on page 62

Allow Equitrac Professional to
create users automatically
• auto-create a user account the first time a user prints to an Equitrac Professional-
controlled printer, or logs on to the Equitrac Professional Web Client
• The CAS determines if a user account based on the user’s network name exists or not.
If no such account exists, by default Equitrac Professional creates an account using the
user’s network name as the unique identifier
• enables users to perform print transactions even if they don’t yet have accounts in
CAS
• See Auto-creating User Accounts On First Print on page 62

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Active Directory vs. Import from Time & Billing System

Determining the import method you want to use requires that you understand how Equitrac Professional uses the
following three fields to identify users:

Field Name Description

User name Uniquely identifies user accounts within Equitrac Professional. This field is mandatory and, once populated,
cannot change. Typically, the User name field contains a network user name. If you import user accounts
from a time and billing system that does not include a field for network user name, the import process
creates a name based on the full name (if available) or the user code.

Full name This optional field contains the first and last name of the user. If you are importing from a time and billing
system that does not include the network user name, the import process creates a network name based on
the full name, if included in the import.

User code This optional field contains an alphanumeric code attached to each user account. Users enter user codes at
control terminals, embedded devices, and the Web client. User codes (when available) can be exported
with transaction records to the time and billing system.

Because the User name is the key field, it uniquely identifies user accounts and can neither be changed nor duplicated.
At the same time, control terminals, embedded devices, and (typically) your time and billing system identify users by
User code. As a result, both fields are equally important in Equitrac Professional. When importing users, therefore,
the ideal import source contains both network user names and user codes.
If your Active Directory contains a custom field you use to store user codes, use an Active Directory synchronization.
If your time and billing system contains a field for network user name, use the validation import wizard. If neither
source provides the required fields, you can either add the required field to your time and billing system or Active
Directory, or you can import users without the required fields.
If you import users from your Active Directory without importing user codes, you will have to manually add them to
each user account within Equitrac Professional.
If you import from your time and billing system without importing user names, the import process creates them.
Therefore, when you import from time and billing, you do not have to manually add user names. However, when your
users first generate print transactions, their network names may not exist in CAS (because the import generated
arbitrary user names that may not match actual network names). In such cases, Equitrac Professional automatically
creates a new user account based on the current user’s network name. As a result, such users end up with two user
accounts - one based on their actual network names and the other imported from the time and billing system and
based on user codes.
When importing users from your time and billing system, be aware that some users may end up with two user
accounts.

Importing from a Time & Billing System

Equitrac Professional’s primary functions are:
• tracking transactions performed on behalf of your clients;
• making records of those transactions, and exporting those records to your time and billing system;

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• maintaining records of transactions performed for specific clients to enable you to bill the appropriate clients for
the appropriate transactions.
Your time and billing system or external database can contain a list of active accounts for your organization. When
your users perform transactions, Equitrac Professional prompts them to specify the account for which they are
performing the transaction. To ensure that users only enter accounts that are active in your time and billing system,
Equitrac Professional enables you to import your account roster and validate user responses against it. If a user
provides a valid account ID, Equitrac Professional allows the transaction to continue and tracks it against the account.
If a user provides an invalid account ID, Equitrac Professional returns an error message and prompts the user to enter
a different ID.
Most organizations track transactions to 2 levels of detail: account and sub-account. Equitrac Professional (and this
documentation) refers to accounts as clients and sub-accounts as matters.
In addition to client and matter data, Equitrac Professional enables you to define user codes, definitions, and several
additional types of validation data, known as custom validation types. The term validation code refers to any
combination of user code, client, matter, or custom validation type code.
The first step in importing validation data is to map your validation types (user codes, clients, matters, and custom
types) to the appropriate fields in the Equitrac Professional database. This enables Equitrac Professional to prompt
users for validation data and to track transactions against the correct clients and matters.
The second step is to import validation codes and other transaction tracking data, such as telephone extensions,
through the Equitrac Professional Validation Import Wizard. Typically, you will import user, client, and matter codes
only, and add codes for custom validation types manually. However, if your time and billing system or external
database contains validation codes for your custom types, you can import them in addition to your user, client and
matter codes.

Mapping Validation Fields and Types

When you import users from your time and billing system using the Validation Import Wizard, ensure that you
import the correct fields and map them to the appropriate fields in Equitrac Professional.
Equitrac Professional provides eight fields (Field1 through Field8) into which you can map different types of
validation data including data for users, clients, matters, and custom validation types. All eight fields are available to
terminal prompts and the print tracking client popup. When you customize a field by assigning it a meaningful name,
you can use this name to identify the field when assigning it to terminal and print tracking prompts.
For example, if you want to collect information on transactions performed for specific geographic regions, you can
assign the name Region to the desired field. You can then configure your terminals and popup styles to prompt users
for Region data in addition to the standard client and matter data.
You can further customize the field by designating it as a Validation data field and supplying a list of valid regions.
When users respond to the Region prompt on the terminal or print tracking popup, Equitrac Professional validates
their responses against the list of valid regions you provided, and tracks this information as part of the transaction.

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Equitrac Professional reserves the Field1, Field2, and Field3 fields for matter, client, and user codes respectively,
designates all three fields as validation fields, and designates the Client field as the parent of the Matter field. The
Field mappings dialog box represents this default structure as follows:

Equitrac Professional uniquely identifies users by network user name. If your time and billing system contains a field
for network user names, import this field and map it to Equitrac Professional’s User name field.
If your time and billing system contains a field for users’ full names, import this field and map it to Equitrac
Professional’s Full name field. Your time and billing system contains a field for user codes. Import this field and map it
to Equitrac Professional’s User code field.
If you do not import data from the time and billing’s full name field (or if no such field exists), Equitrac Professional
leaves the field empty.
If you do not import data from the time and billing’s network name field (or if no such field exists), Equitrac
Professional creates a user name based on the full name (if available) or the user code. Because Equitrac Professional
uniquely identifies users by the User name field, you cannot edit the user name after you import it. Therefore, use
caution when importing users from your time and billing system.
If your time and billing system uses a different validation structure, you can modify field mappings as necessary to
replicate that structure. If, for example, your time and billing system does not use a client/matter validation code
structure, but rather a single-tiered validation code, disable the parent/ child relationship between clients and matters
in Equitrac Professional. Disabling this relationship also disables the Client field. Equitrac Professional then uses the
Matter field to track validation data.
When mapping your validation data in Equitrac Professional, you can disable the parent/child relationship between
clients and matters, customize fields for validation types and, if desired, mark custom fields as validation data fields.

Disabling the Parent/Child Relationship between Clients and Matters

To disable the default parent/child relationship between clients and matters, do the following:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mappings.
2 Click in the Parent field for the Matter row.
3 From the drop list, select None. System Manager disables the Client field. Equitrac Professional now tracks
validation data for clients and matters in the Matter field.
4 Click OK to save your changes.

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Customizing Fields for Validation Types

Customizing a field involves changing its name and, if desired, designating it as a validation data field. Customize a
field when you want to use it to collect data for a custom validation type. When customizing a field, assign it a
meaningful name. You can then configure your terminals and popup styles to prompt users to enter the desired type of
validation data. Renaming the field with a meaningful name makes the field easy to recognize on terminal prompts,
the print tracking client popup, and in reports.
Designate the field as a validation data field if you want to validate users’ responses against a finite list of acceptable
responses. When you designate a field as requiring validation, it displays in System Manager’s left pane under the
Client config > Validation codes heading. System Manager then enables you to add, modify, and delete codes for the
custom validation type. Equitrac Professional validates user responses against this list of codes. For information on
creating a list of codes to validate against, see Adding Custom Validation Codes on page 51.
To customize a field for a validation type, do the following:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mappings.
2 Assign the field a custom Name. Equitrac Professional uses this name when identifying the field in both the
Control terminal configuration set dialog box and the Popup style dialog box. For information on configuring
terminal configuration sets and the print client popup, see Creating Configuration Sets on page 272 and Client
Popup Management on page 343.
3 Modify the Description for the field, if desired.
4 Enable the Validation field option for the field, if desired.
NOTE: Enabling this option designates the field as a validation data field. To use this field on your terminals or the
print tracking client, create a list of validation codes for the field. For information on this procedure, see Adding
Custom Validation Codes on page 51.

5 Click OK to save your changes.

When you have customized the field name, the Control terminal configuration set dialog box and the Popup styles
dialog box reflect the field’s new name.

Adding Custom Validation Codes

If you have designated any of your customized fields as validation fields, add a list of codes for Equitrac Professional to
validate against when users supply data to terminal prompts or to the print tracking client popup.
For example, if you prompt users to supply a geographic region for a transaction, you may want to validate user entries
against a finite list of acceptable responses. You may accept values such as northeast, northwest, southeast, and
southwest. If you do not validate a user’s response against this finite list, users may return values such as Midwest,
mountain, or some other string of characters your time and billing system cannot interpret. To ensure that users only
provide valid answers, select a field in which to track regional information, rename the field (for easier identification),
and designate that field as requiring validation. Then, either import a list of acceptable values from your time and
billing system, or add them manually through System Manager. When users enter values in this field, Equitrac
Professional only accepts values existing within your list.

NOTE: Typically, you will add user, client, and matter codes through an import procedure, as described in Managing
Validation Data on page 79. You can also import validation codes for custom validation types, but typically you add
them manually.

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To manually add new validation codes for custom validation types, do the following:
1 In System Manager, navigate to Client config > Validation Codes > <Custom Type>, where <Custom Type>
represents the custom validation type for which you want to add a new code.
2 Select Add under Current tasks in the left pane, or click <Add...> in the right pane.
3 In the <Custom Type> definition dialog box, enter a Name for the code you are adding.
4 Enter a Description, if desired.
5 From the drop list, select a SmartPrompt, if desired. For information on creating SmartPrompts, see Creating
SmartPrompts on page 377.
6 Select or clear the Active, Billable, and Postable options as desired. The Postable option allows you to mark this
validation data for export back to the time & billing system.
7 Click OK to add the code to CAS and close the <Custom Type> definition dialog box.
8 Repeat steps as necessary to add subsequent custom codes.

Using the Validation Import Wizard

Part of your Equitrac Professional configuration may involve importing data from your time and billing system. This
import does not include any transaction data from an external source; for information regarding the Transaction
Import Wizard, please refer to Exporting Transactions on page 123.
Data Sources
There are two sources of data available for Equitrac Professional to import: direct from an ODBC data source, or from
a flat file exported from a database. ODBC data constitutes any relevant user material imported from an SQL database.
For more information on managing your SQL database or the ODBC Data Source Administrator interface, please
refer to your SQL documentation.
Data Import Types and Modes
There are two types of data import: validation data and telephone extensions. Validation data consists of the users or
client/matter validation codes defined in your time and billing system. For more information on validation data, see
Managing Validation Data on page 79.
Telephone extensions are another type of validation data you can import from the time and billing system. These are
the actual phone extensions assigned to specific users; there may be multiple phone extensions assigned to any user.
There are also two modes of data import: a full synchronization, and an incremental update. A full synchronization
essentially creates a mirror of the data from your time and billing system in CAS. The import source file contains all of
the current time and billing validation data, and when you import this data into CAS, overwrites all of the data
currently in CAS. In order avoid completely over-writing any validation data you may have created manually (such as
user data) since the last import, Equitrac Professional flags all CAS data that does not match import data as inactive, as
a means of preserving the data.
If more than fifty percent of the CAS is flagged inactive during an import, however, Equitrac Professional provides an
error and stops the import. It is possible for an administrator to override this error, by running the import manually
from the command line, with the parameter -forcesync. You cannot schedule imports with this override.
An incremental import enables you to import source files containing partial data that has been added to, updated in,
or deleted from the time and billing system since the last import.

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You can run a validation data import as a manual process using the Validation Import Wizard, or you can automate
Equitrac Professional to run data imports as a scheduled task. To use the wizard, you can either create a new import
template, or for subsequent imports, you can modify an existing import template. The Validation Import Wizard does
not include any default templates.
Before you run the Validation Import Wizard, use your time and billing system to create the import source file. This is
a flat file (.txt format, for example) of the delimited data exported from your time and billing system. This source file
must reside in a shared folder accessible to System Manager on the CAS server before you run the import wizard.

NOTE: If you are performing the import from a remote workstation, you must create or save the import source file to
a shared folder on the CAS server. The wizard does not check the local server, but assumes the source file resides on
CAS.

The following procedure assumes this import is for a first-time installation of Equitrac Professional, including a first-
time data import of validation data with no pre-existing import templates.
To use the Validation Import Wizard, do the following:
1 Select Start > All Programs > Equitrac Professional > Validation Import Wizard. A Validation Import Wizard
opens.

2 Select Create new import. (In the future, you can specify either Edit existing import or Load import from file.)
3 Give the new template a brief Import Name and Description. (In the future, you can select an existing template
and modify the description.)
4 Click Browse to open the location to Load import file from.
5 In the Import source section, select either From ODBC source, or From file.

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If you select an ODBC source, do the following:

a Click Configure.
b Specify the DSN, User name, and Password to access the database.
c Click on Test to test the specified connection ID if required.
d Specify the SQL script to run on successful connection with the database.
e If necessary, click on ODBC admin to open the ODBC Data Source Administrator to further configure your
connection to the SQL database.
f Click OK when you have finished configuring the connection.
—Or—
If you select a File source, do the following:
a Click Browse to open the location of the Import source file.
b Select the required file and click on Open.
6 Specify the import Type, selecting either Validation data, Telephone extensions, or Proxy users.
7 Specify the import Mode, selecting either a Full synchronization or Incremental update.
8 Click Next. You will be taken to the step 2: source format page of the wizard.

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9 In the # of lines to preview field, enter the number of lines you want to preview.
10 In the Number of heading rows field, enter the number of heading rows the import source file has.
11 In the Ignore lines that start with field, specify any special characters that indicate a row in the source file that the
import wizard should ignore (default is a semi-colon).
12 Select the file input format.
• Specify the Delimited field delimiter if the input is delimited.
—Or—
• Specify that the input fields are fixed length.
13 Enter the quote character(s) used in the import source file that delimits text fields.
14 If necessary, select a new end of line designation in the EOL symbol field. By default, lines are delimited by ASCII
carriage return and line feed characters as the standard in Windows.

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15 For each field in your import layout, click Add Field. An Add field dialog box opens.

• In the Field name field, enter a unique field name.

• Select the Input field checkbox to specify that this field data comes from your import file. Deselect it if the
field is a virtual, non-input field created for import processing. In some cases, you will specify a virtual field
that does not appear in your import file.
• For instance, you can use a non-input field to indicate the incremental import type. In this case, specify the
Data type as integer and use the Value Select button to identify the import record type: entries that are new
additions (value 1), updates to existing entries (value 2), or entries that have been deleted since the last update
(value 4).
• In other cases, you may need to add a non-input field with static text that appears on all import records.
• Select the data type (integer or text) from the drop list.
• If you are using a fixed-length import file format, specify the position and length of this field in the import
source file.
• Click OK to close the Add field dialog box.
16 Continue to Add, Edit, Delete, or Clear All field entries in this window until you have the input format you
require.
17 Click on the Refresh preview button to see the layout of the import data, according to your defined fields. You can
specify the # of lines to preview (default is 20 lines), and refresh to update the preview.

NOTE: You cannot preview the contents of the import source file until after you configure the fields.

18 Click Next.

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19 In the Field processing window, you can preview your fields.

20 In the Field processing commands section, click Add. An Add/Edit command dialog box opens.

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a Select a field transform Command from the drop-down list. Each command requires specific input and has a
specific purpose. For example, the SPLIT command requires you to specify a split delimiter or position. This
enables you to separate a single field from the source file into two or more CAS fields. Alternatively, the
SUBSTITUTE command requires a search value and a replacement value.
NOTE: For information on the PERL SCRIPT transform, see Sample Perl Scripts for Perl Script Field
Transformations on page 494.

b Select the input/output fields for this command.

At this point, at the bottom of the window, you can see the format of the command taking shape, for example:
substitute Input:Date Output:Text. In this example, the command substitutes the imported Date
data into a text field in CAS.
c Click OK to close the dialog box.

21 Click Refresh preview to see the layout of your fields.

22 Click Next.
23 In the Field mapping screen, select one of the available input fields from the list, and click the > button.

24 In the Select destination field dialog box, select the Available database field to which you want to map the input
field you just selected. The input-to-database field mapping appears in the Selected input fields (mapped to
database fields) list. Note the contents of the Available database field drop-down list will differ, depending on the
type of import source (validation data or telephone extensions) you selected in Step 1 of 5 of the wizard.
25 If this import source file data is for a single location in your organization, select the appropriate location in the
Validation Codes Location field.

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26 Click Refresh preview to see the layout of your fields.

27 Click Next. You will be taken to the step 5: summary.
28 The Summary window displays a preview of the validation data as it will appear in the CAS database format.
29 Click on Save to file if you wish to optionally save this import template to a file. Whether you elect to save the
template to a file or not, the import config will be saved to the CAS server when you click the Finish button. Use
the Save to File button to save a distinct definition of the import config in an XML file. This XML file can be used
in Load import from File section in step 1 of this wizard.
30 Click Finish to close the wizard.
You now have an import template that you can use to manually run or schedule a validation data import from the time
and billing system.

Using the Validation Import Wizard from a Remote Workstation

It is possible to run the import and export wizards remotely, if you define CAS in the Equitrac Common registry on
the remote workstation, or you create a shortcut to the Wizard and include the server name as a command line
parameter (wizards can also simply be launched from the command line with the same parameter). All export/import
wizards, including the re-export wizard, have the optional command line parameter CASName, which you can specify
when running the command.
To launch any wizard from the Start menu using this parameter, do the following:
1 Select Start > All Programs > Equitrac Professional.
2 Right-click the appropriate wizard from the menu and select Properties from the menu.
3 In the Target field, add a space and specify the accounting server name; for example:
"C:\Program Files\Equitrac\Professional\Tools\EQValImportWizard.exe" OKA2

4 Click OK.
5 Open the Equitrac Professional menu and left-click the wizard you’ve just edited. Equitrac Professional launches
the wizard on the specified server.
If you are unable to modify the target field from the properties of the wizard as stated above, you can create a shortcut
that populates the command line parameter when clicked:
1 Right-click anywhere on the Windows Desktop. From the menu, select New > Shortcut.
2 In the Shortcut field, type the UNC path for the Import Wizard, or browse to C:\Program
Files\Equitrac\Professional\Tools\EQEPImport.exe. Click Next.
3 Provide a Name for the shortcut, and click Finish. The shortcut displays on the desktop.
4 Right-click the shortcut you just created, and select Properties from the menu.

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5 In the Target field, navigate to the end of the string, then add a space, followed by the accounting server name. For
example, OKA2:

6 Click OK.
NOTE: Using the Re-export wizard remotely is ineffective for file exports because it writes export files on remote
machine. It does work well for integrated exports, however.

Importing Users through Active Directory Services Synchronization

You can add Windows network users to Equitrac Professional using the Active Directory Services (ADS)
Synchronization feature in System Manager. Equitrac Professional automatically associates imported network users
with the default user class.
Importing users through ADS enables you to keep Equitrac Professional’s user account base synchronized with your
network user base. As you add or remove users from your Active Directory, these changes will be reflected in Equitrac
Professional as well.

CAUTION: If you plan to use Active Directory Services to generate user accounts, you must decide before performing
the first synchronization whether or not to use Domain Qualification. See Qualifying Accounts by Domain on page
70 for instructions.

If your Active Directory does not contain a custom field to store user codes, users’ User code fields will remain blank
when you add them through ADS import. To enable these users to access devices controlled by PageCounter and
PageCounter Professional terminals, assign each of them a user code. For information on this procedure, see
Modifying User Accounts on page 65.

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WARNING: The EQ services must be started by a Domain account with access to the contact Active Directory. If
services are started under the local administrative account, the Active Directory synchronization will fail.

It’s important to select options in the correct order in the Active Directory Synchronization dialog box, so follow the
steps provided below carefully. Performing these steps causes a task to run in the background. After you configure
your synchronization parameters and the first synchronization has run, you can verify your configuration by
reviewing the Users list in System Manager.
1 Enable Domain Qualification if you plan to synchronize accounts against multiple domains. Ensure that you read
the information in Qualifying Accounts by Domain on page 70 before continuing. Failure to enable domain
qualification before initial import will result in duplicate account creation.
2 In System Manager, navigate to Configuration > Network environment > Active directory synchronization.

3 Under Domain Controllers, click Add. An Add Domain Controller dialog box opens. Type the domain name in
the field and click OK to add the domain to the list.
A Domain controller refers to a name shared by a group of computers that use a common accounts database.
4 Click on the Filter button if you wish to filter users in the listed domains by specific attributes. A standard
Windows LDAP filter dialog box opens. Use this to specify basic or advanced conditions. Only user accounts that
meet these conditions will be included in the synchronization.
NOTE: If filters are applied after your initial user import, updates to users who do not match the filter specifications
will be ignored.

5 Under Containers, click Add. A container is a subset of a Domain controller. Select one or more containers that
belong to the selected Domain Controller.
CAUTION: Ensure that the OU containers you choose are comprised of user account data only. If the OUs contain
other data (such as system or contact info), you will see unexpected results. You may need to create specific OU
containers to be used only for importing and synchronization purposes.

6 Click on the Test button to confirm that your domain controller values are properly configured. An Active
directory lookup dialog box opens. Enter a user account name. If the domain controller can be contacted, the
dialog box will show the ADS properties associated for that account. You can use this information to refine your
container and filter configuration.

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7 Adjust the Synchronization interval to change how often Equitrac Professional synchronizes its accounts
database with the specified Active Directories. The synchronization interval value must be at least 15 minutes.
8 Select or clear the Active Directory update options—Adds, Changes or Deletes—to specify which Active
Directory actions that are applied to Equitrac Professional during subsequent synchronizations.
9 In the Assign Values from Active Directory section, you can link Equitrac Professional user fields to ADS
attributes. Note that you should enter the Active Directory attribute name, not the field label from Windows ADS
tools.
• The Equitrac Professional Usercode field can be mapped to a custom ADS attribute. This attribute allows users
to authenticate by user code when allowed.
• In addition to Usercode, you should also consider mapping the following Equitrac Professional fields: Home
Print Server, Alternate Usercode (for card identification), Home folder (for Equitrac Document Capture
scanning), Primary extension, Secondary extension, Call site (name as configured for Call Accounting) and
Location.
10 Click Import to import user data for the first time. The Import task runs in the background on the CAS, and may
take a few minutes depending on the size of the Active Directory you are importing.
11 You can click OK to exit the dialog box. The task will continue to run even though the dialog box is closed.
12 After a few minutes, refresh System Manager, then check the list of Users to ensure successful import of the
accounts. Also open the properties for a user account and ensure that the expected values were assigned.

Auto-creating User Accounts On First Print

Equitrac Professional automatically creates a new user account if a user who does not already exist in the database
issues a print request. Equitrac Professional associates automatically-generated users with the default class, but you
can manually reassign them to any other available user class.

NOTE: Equitrac Professional auto-creates the user account the moment the user is presented with the Print Client
popup. Therefore, the user account is created in System Manager regardless of whether or not the user completes or
cancels the print transaction request.

When Equitrac Professional automatically generates a user account, it does not provide a user code. Therefore, users
with automatically-generated accounts do not have immediate access to Equitrac Professional control terminals. To
provide them access, assign them a user code. For information on this procedure, see Modifying User Accounts on
page 65.

Adding User Accounts Manually

In most cases, you will add user accounts to Equitrac Professional through automatic account generation, by
importing them from your time and billing system, or through Active Directory synchronization. In some cases,
however, you may need to add user accounts manually. When adding users, ensure that you assign each user a unique
name.

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To add a new user account, do the following:

1 In System Manager, select Client config > Users, and click <Add...> in the right pane.

2 In the User definition dialog box, enter a User name. Equitrac Professional uses this name as a unique identifier
for the user.
3 Enter the user’s Full name.
4 Assign the appropriate Location, or leave the field Undefined.
5 Enter the user’s Email address, if you are using email notification within your Equitrac Professional environment.
6 If you have defined user classes, you can assign a Class name from the drop list, or use the General users
default.
7 In the User Code field, enter a unique user code for Equitrac Professional control terminals (this code takes the
place of a primary PIN for users logging onto the terminals or the Web Client). When creating user codes, ensure
you adhere to the configured syntax for your terminals. See Field String Syntax on page 471 for information on
setting syntax for terminal fields.
8 In the Alternate user Code field, enter the unique access code from the user’s magnetic or proximity card readers.
When entering the alternate user code value, ensure you adhere to the configured syntax for the card readers. For
information on determining user card reader codes, see About Card Reader Support on page 327.
9 Specify a Phone auth. code for this user. This is the identifier assigned to this user in the Time & Billing system for
phone transactions; you can edit this code in System Manager.
10 Specify an Alternative reference for this user. This code is the identifier assigned to this user in the Time & Billing
system for users in voice-over-IP (VoiP) environments.

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11 Define Client and Matter codes for this user. These codes relate to the Auto-charge feature in System Manager >
Configuration> Equitrac Professional settings > Auto-charge exception settings. Specify a client/matter
account to which Equitrac Professional will charge this user’s exceptions automatically, if the exception remains an
exception for longer than the time configured in System Manager. The client/matter account you assign here must
be a valid account before the assignment can work.
12 Enter a home print server for this user.
13 Enter a home folder for this user. This folder can be used for Equitrac Document Capture scan operations.
14 The Creation Source identifier indicates the source of this user data:
• Auto-created: indicates users that Equitrac Professional auto-registers on their first print or first login through
the web interface.
• System Manager: indicates users you have added manually in System Manager.
• Active Directory: indicates users imported through an active directory synchronization.
• Import: indicates users created through validation import.
15 Select the Active checkbox if this user’s validation code is active or inactive.
16 Select the Postable checkbox to specify whether or not this user account data is available for posting as export data
to the Time & Billing system.
17 Select the Notify by e-mail checkbox to have an e-mail sent to the user when there is an exception transaction they
need to edit. For more information about managing exceptions, see Managing Exception Editing on page 405.
18 Select Can approve transactions to indicate if this user has the authority to approve transactions via the Web
Client.
19 Click Set user as proxy to identify this user as someone with proxy rights to edit another user’s transaction data.
This opens the Proxy definition dialog box; for more information on managing proxies in Equitrac Professional,
see Managing Proxies on page 74.
20 Click Phone extensions to assign phone extensions to each specific user. You can assign multiple extensions to
any single user. Equitrac Professional imports phone extensions from the time and billing system as part of the
validation import.
21 Click OK to save your settings.
Once you create a user entry in the Equitrac Professional database, that record identifier is permanent. Even if you
delete the user account later, you cannot recreate that identifier, even by adding a new account with the same user
code.

Testing the Popup Preview

For information on using the Popup preview feature on the Users right-click menu to test the client popup, see
Testing the Popup on page 380.

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Viewing User Accounts in System Manager

System Manager window provides different views and options for viewing user listings. Select an account, then choose
a task from Current tasks, or click or right-click in the list of accounts to view other options.
System Manager remembers the last view setting you select, and defaults to that view when re-opening the list view.

Modifying User Accounts

When you add users to System Manager using an automatic import procedure, you may want to modify a user’s
profile to assign the user to a different class, or to change other attributes such as the user’s user code, email address, or
location.
The Users view in System Manager displays all user accounts registered in Equitrac Professional. To access the Users
view, click the Client config > Users link. The right pane displays user account information including the user name,
full name, user code, location, email address, and assigned class association for each user.
Click any of the headings in the right pane to sort the entries by the selected criteria (for example, sort by user name,
full name, or class name).
When modifying a user account, you cannot change the user name; Equitrac Professional uses the Name property as a
unique identifier.
To modify a user account, do the following:
1 In System Manager, click the Client config > Users link, and select the user account you want to modify in the
right pane.
2 In the User definition dialog box, make changes as necessary, then save and close the dialog box.
3 Repeat steps as necessary to modify additional user accounts.
You can also select multiple accounts for simultaneous editing. The User definition dialog box will gray out any fields
that contain inconsistent data from one user to another, although you can still edit these fields.
If you made changes to user accounts in your time and billing system or Active Directory, you can also replicate the
changes in System Manager by re-importing the user data. For information on importing, see Importing Users
through Active Directory Services Synchronization on page 60.

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Accounts System Configuration

System configuration options determine how the Accounting Server validates accounts, provides error notifications,
assigns charges, and handles unknown print requests or unidentified documents.

Configuring User Authentication

Use the User authentication option to configure Equitrac Professional to validate user logins from the Web Client and
from control device software such as TouchPoint Console or Canon MEAP.

NOTE: If you have renamed Field1 in Field mapping, your field name shows in the dialog box rather than UserCode.

1 Open Start > Programs > Equitrac Professional > System Manager and connect to the local server.
2 In System Manager, navigate to System > Configuration > Access > User authentication. The Authentication
methods dialog box opens.

3 In the Authentication mechanisms section, select the methods by which users will login to Equitrac Professional
interfaces.
a Check By UserCode to allow users to login only with their unique identification codes. Typically, these are the
time and billing user validation codes assigned to users on import.
b Check External user ID and password to allow users to login with network credentials according to the
external authority information settings you configure in step 8.
c Check By UserCode with external password to allow users to login by entering their UserCodes in the User
ID field and their network password in the Password field. Use this option to enforce device access security.
Users can swipe their cards at Equitrac interfaces and then type in their network password.

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4 Under UserCode modification, select Zero fill if the user codes at your site start with zeros and your users only
want to enter significant digits to login.
In the Code length field, enter the number of digits expected in the UserCode. The server automatically pads
UserCode values with preceding zeros to the full UserCode length.
5 If you require different login methods depending on the Equitrac interface used, click on the Overrides button. A
Manage overrides dialog box opens.

a Under Client type, click <Add...>. A client type row is added to the list.
b Click on the drop down arrow for the new row and select an Equitrac interface client type.
c Click OK.
d Select the Authentication mechanisms that will be used to verify the user logins through this type of Equitrac
interface.
For instance, you may want all users to login to the Equitrac Professional Web Client with network credentials
rather than UserCodes or you may enforce network logins on embedded scan workstation clients for single sign-
on. Equitrac interfaces that are not included in overrides you configure will follow the default configuration.
6 Under External authorities, select which network authentication methods are in use at your site.
a Select the Windows authentication option to configure Equitrac Professional to validate logins against
Windows. By default, user credentials will be checked against the domain to which the CAS belongs. If your
users belong to a different domain than the CAS, specify a different Default domain.
b Select the LDAP authentication option to validate accounts against a default LDAP server name and type.
Specify a Server name, select a Type from the drop-down list, and select or clear the Force SSL option to
enable or disable LDAP Secure Socket Layer encryption.
7 Click OK to save the changes.
8 Set the Authentication options. This section determines the information the user must enter to gain access to the
device.
a From the Input type drop down list, select whether the user must authenticate via Card swipe or keypad entry,
Card swipe only, or Keypad only. If Keypad only is selected, the Authentication mechanism options disable.
b From the Prompt for password drop-down list, select if the user is asked for a password Always, or Only with
keyboard login.
c If you choose a card swipe option, you must configure the card setup by specifying the first and last position of
stripe data for the User Code. In the Card setup area, enter the data start position and the data stop position in
the Use data from position fields. The first value must be less than the second, and neither can exceed 39.

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Values of 1 and 39 are recommended for proximity cards and track 2 magnetic stripe cards to guarantee
capture of the full information string.
d Determine the type of HID decoding. See Determining HID Decoding Values on page 330 for more
information.
9 Configure the Card Reader Data Positions. When a security card is swiped at the TPC, the Equitrac Professional
server needs to know which data positions in the card data should match a unique user identification code value in
its authentication database.
To configure security cards to function with the TPC, use System Manager to define the positions in the card data
where the user identification code is located.
a In the Use data from position and to fields, enter the values of the first and last digits where the user code data
starts and stops within the complete card data. See Determining Card Data Positions on page 328.
b If your company uses HID cards and you must identify specific authentication data within the HID card data,
click the <none> link beside HID decoding and set the HID decoding values. To learn about setting values for
HID decoding, see Determining HID Decoding Values on page 330.
c When you have entered the data position values and, if necessary, the HID decoding values, click OK to save
your changes. We recommend testing your TPC card reader data settings by swiping a security card at a TPC
with a card reader and verifying that the User field on the TPC screen is filled in correctly.

CAUTION: Be accurate in defining the data positions that will uniquely identify and validate each user in your firm. If
the card data positions do not isolate the data string that is unique for each user, your firm may experience incorrect
TPC user logins.

Selecting Notification Methods

If a transaction fails to complete, the user can be notified by popup message, email, or a notification page.
If you are configuring Routing Rules, these settings also determine the Send message method used within a rule.
Routing Rules do not support printed notification pages; however, all other options outlined below can be applied
with Routing Rules. See Chapter 9: Routing Rules for more information.
In System Manager, select Configuration > Notifications > Error Notifications.

Choose one or more notification methods:

• Using Equitrac messaging service: A proprietary messaging service that is included with the Client install to
display error messages on the users workstation.

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NOTE: The Equitrac messaging service is installed automatically with the Equitrac client. No additional configuration
is required. This service is not supported for UNIX print servers.

• Sending a popup message: Users receive an error message on the workstation from which the print request
originates. If you choose this option, the Windows Messenger service must be running on the client’s workstation.
• Sending the user email: Users receive an email notification of the transaction error. Equitrac Professional uses the
email address configured in Accounts Manager.

NOTE: You must configure System Manager > Configuration > Network environment > SMTP mail server
settings to enable email notifications.

• Printing a notification page: Equitrac Professional prints a separate error notification on a printed page.
By default, the printed notification page includes job status, the error message, and the user ID. You can customize
the printed notification page to provide users with more detailed information. You can format up to five lines
separately with text as well as escape codes. If you leave the field blank, Equitrac Professional assumes the
following escape code entries, in order: job status, error message, user ID, account.
The following table describes available escape codes, print notification details, and possible error conditions.

Escape
Print Notification Details Possible Error Condition
Code

\U User ID of the user who requested the print job —

\T Current time stamp —

\J Job status • Job has been cancelled

• Job has been truncated

\P Printer name —

\S Windows network name of the print server —

\M Error message from the accounting server • Insufficient funds

• Printer not configured
• Unknown user
• Account locked
• Cannot contact accounting server
• Invalid datastream
• Server down

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Configuring the Mail Server for Email Notices and Reports

Equitrac Professional enables you to send email notices. To configure your mail server, do the following:
1 In System Manager, navigate to System > Configuration > Network environment > Mail server.

2 Enter the SMTP Email Server (DNS name or IP address) of your network email server.

NOTE: Your mail server must support SMTP mail in order to use email features in Equitrac Professional. Older
systems, such as Microsoft Mail, may not support SMTP. Refer to your mail server documentation for details.

3 In the field provided, enter the Mail From address from which system-generated messages originate.
4 Check Basic Authentication if your SMTP mail server requires a user name and password each time it generates a
message, and provide a default user name and password against which Equitrac Professional authenticates these
messages.
5 Click OK to save the changes.

Qualifying Accounts by Domain

If you plan to use Active Directory Synchronization to generate user accounts, you must decide before performing
the first synchronization whether or not to use Domain Qualification.
Performing an initial synchronization creates user accounts based on Windows credentials without specifying a
domain for the imported users. If you enable Domain Qualification after the initial synchronization, however, the
process will create a second account for every Windows user, this one showing the associated domain. Also check the
configuration of your control system; to maintain consistency in user data, both the control system and Equitrac
Professional should be similarly configured to use or not use domain data.

Therefore, to prevent slowing down system resources by doubling the number of user accounts unnecessarily, decide
whether or not to enable Domain Qualification before you perform a synchronization.
If you enable domain qualification and want to subsequently create users manually, ensure that you include the
domain qualification in the user ID you create, using the following format: user’s_domain\userID.
To set the domain qualification option, do the following:

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1 In System Manager, navigate to System > Configuration > Network environment > Domain qualification.

2 Select or clear the Qualify all user IDs with NT domain information option as necessary, depending on whether
or not you want to use domain-qualified user IDs.
3 If necessary, provide a default domain name for unqualified users attempting to print.
4 Click OK to save the changes, or Cancel to close the window without saving changes.

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Maintaining Classes, Locations, and Accounts

To keep your data relevant and up-to-date, you may need to modify or remove user classes, locations, and accounts.

Modifying a User Class

You can, if necessary, modify an existing user class by assigning it a different popup style or tracking behavior, making
it the default class, or changing its description.
To modify a user class, do the following:
1 In System Manager, navigate to Client config > Classes > Users.
2 In the right pane, click the name of the user class you want to modify.
3 Edit the class definition as desired.
4 Click OK. System Manager applies your changes and closes the User class definition dialog box.

Removing a User Class

If a user class becomes obsolete, you can remove it from System Manager, provided you do not have any users assigned
to it. If you do have users assigned to a user class you want to remove, reassign the users before removing the class
from System Manager.
You cannot remove a class if it is assigned as the default user class. If the user class you want to remove is assigned as
the default, assign the default status to a different class before removing the obsolete class.
To remove an existing user class, do the following:
1 In System Manager, navigate to Client config > Classes > Users.
2 Select Manage classes under Current tasks in the left pane, or right-click the right pane and select Manage classes
from the menu.
3 In the Manage user classes dialog box, right-click the user class you want to remove and select Remove class from
the menu. System Manager removes the user class.

NOTE: Use caution when removing entries in the Manage user classes dialog box. Equitrac Professional does not
ask you to confirm your selection before deleting the class from the list.

Modifying a Location
After adding a location to System Manager, you can edit any of its properties.
To modify a location, do the following:
1 Navigate to System > Configuration > Locations settings > Locations.
2 Select the Location, and modify the desired Name, Abbreviation or Description.
3 Click OK.

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Removing a Location
You can remove a location in System Manager at any time. However, you will receive an error if you try to delete a
location assigned to one or more devices.
To remove a location, do the following:
1 Navigate to System > Configuration > Locations settings > Locations.
2 Right-click anywhere on the desired Location’s row.
3 Select Remove from the menu, and click OK.

Removing User Accounts from Equitrac Professional

To keep your Equitrac Professional database clean and uncluttered, it is good practice to remove obsolete user
accounts from your system. Note that when you remove a user account, Equitrac Professional permanently closes the
account in the database. You cannot recreate the account’s internal identifier, even if you add a new account with the
same name.
To remove user accounts, do the following:
1 In System Manager, click the Client config > Users link.
2 In the right pane, right-click an existing user account and select Remove user from the menu. A warning message
indicates that removing a user account is a permanent action, and asks if you want to continue.

NOTE: To select multiple user accounts, hold [CTRL] and select the desired codes, or hold [SHIFT] and select the first
and last codes in the desired, consecutive range.

3 Click Yes. Equitrac Professional removes the selected user accounts from the database.
If you removed user accounts from your time and billing system or Active Directory, you can also use a re-import
procedure to reflect the removal of those accounts in System Manager. For information on importing, see the Equitrac
Professional Installation Guide.

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Managing Proxies
A proxy is a person who is performing cost recovery tasks, or accessing cost recovery data, on behalf of another user.
This includes exception editing for another user, or generating reports on another user’s transactions. Proxy rights
apply to all types of user transaction: copy, fax, phone calls, and so on.
Within Equitrac Professional, you can assign proxies at a global or regular level, the latter covering both users and
locations. You can apply a proxy to one or more users or locations at the same time; you can also associate any user or
location with multiple proxies.
A proxy may also be both regularly and globally applicable, and you can define multiple global proxies.
When you create either global or regular proxies, you can configure the proxy to notify the transaction’s original user
by email when the proxy edits exceptions on the user’s transactions. Likewise, you can configure users to require
notifications via email when another user edits transactions by proxy. Equitrac Professional uses the following logic
process to determine email notifications for proxy activity:
1 Check the User configuration to determine if user requires email notifications; if yes, Equitrac Professional sends
the email notification.
2 Check for user-level proxies; if the proxy requires exception notification, Equitrac Professional sends the email
notification.
3 If Equitrac Professional finds no user-level proxy, it checks for a location-level proxy; if the location proxy requires
exception notification, Equitrac Professional sends the email.
4 If Equitrac Professional finds no location-level proxy, it checks for a global proxy; if the global proxy requires
exception notification, Equitrac Professional sends the email.
5 If there is no user information associated with the transaction data, Equitrac Professional checks for a global proxy
to notify (if the global proxy requires notification).

Defining Users as Proxies

To define particular users as proxies, you can assign proxy status to each user in the User Definition dialog box. This
setting identifies the individual user as one who has rights to edit another user’s transactions.
For more information on this dialog box, see Adding User Accounts Manually on page 62.

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Configuring Proxies in System Manager

Configuring proxies for Secure Document Release (SDR) enables a proxy to release secure print jobs on behalf of
another user. You can access the Proxy definition dialog box in System Manager, either from the User definition dialog
box (see Adding User Accounts Manually on page 62) when assigning a specific user proxy rights, or directly from
System > Configuration > Access > Proxies. Use this dialog box to grant or revoke proxy rights for transaction
editing.
To assign proxy rights, do the following:
1 Navigate to System > Configuration > Access > Proxies. A Proxies dialog box opens:

2 In the Release by Proxy column, select the checkbox of the proxy you want to be able to release secured
documents. The box has three settings:
• No selection indicates that SDR is disabled for this proxy, but can be enabled by selecting this box if required.
• A gray x indicates that SDR is disabled and cannot be enabled for this user. The proxy has been disabled by an
administrator.
• A black x indicates these proxies can release documents on behalf of the user.
—Or—
• To enable all regular proxies in the list, click the Enable RBP for all regular proxies toggle button.
• To enable all global proxies in the list, select the Enable RBP for all global proxies toggle button.
3 In the Notify for RBP column, select the checkboxes of the proxies for whom the user receives a notification when
they release a secured document. When a selected proxy prints the user’s secured document, the proxy is notified
by email that a job is available for release. Note that only regular (individual) proxies receive these email messages;
global proxies do not. The default setting for this option is enabled (checked).

NOTE: Proxies whose SDR settings are disabled (gray check) cannot send notification email messages.

4 Select the Proxies have access to web scans checkbox if you want this user to be able to work with the scan jobs of
anyone or any location for whom they are a proxy.

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5 Select the Enable proxy reporting checkbox to limit the proxy from seeing information about any potential
proxies the proxy has. This is useful for situations where you want to enable the proxy to see data based only upon
location.
6 Click <Add...> to open the Proxy definition dialog box.

7 Select Disable proxy if you wish to disable proxy settings.

CAUTION: This selection disables the proxy definition currently being configured. For more information on disabling
proxy definitions, see Revoking Proxy Rights on page 77.

8 Enter a Name and Description for the proxy definition.

9 Click on the Set proxy user button next to the User name field. In the Set proxy user dialog box, enter a User login
ID and click OK.
10 Specify whether you are defining a Global or Regular proxy.

NOTE: If you select Global proxy, you do not have to configure proxies for location or user and may skip to step 13. If
you select Regular proxy, continue to the next step.

11 For regular proxies, if you have locations defined in System Manager and want to assign proxy rights at the
location level, do the following:
a Under Proxy for location, click <Add...>.

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b In the Add location to proxy list dialog box, select a Location from the drop down list and click OK.
For information on configuring locations, see Creating Locations on page 46.
12 Assigning proxy rights at the user level allows the proxy user the ability to edit transactions for the users
configured here. To assign proxy rights at the user level, do the following:
a Under Proxy for user, click <Add...>
b In Add user to proxy list dialog box, enter a User login ID and click OK.
13 Select Notify by e-mail if you want the proxy user to receive email notifications of any transaction exceptions.
14 Click OK to save the configuration.

Revoking Proxy Rights

To revoke proxy rights for selected users, do the following:
1 In System Manager, navigate to System > Configuration > Access > Proxies.
2 In the Proxies dialog box, select a proxy name in the list.
3 In the Proxy definition dialog box, select Disable proxy and click OK.

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 3 Managing Validation Data

Topics:
About Validation Codes
Validation Code Workflow
Configuring Equitrac Professional Fields
Enabling or Disabling the Parent/Child
Relationship between Clients and Matters
Adding Validation Codes
Maintaining Validation Codes
Managing Telcodes

Equitrac Professional primarily deals with two types of data: validation data (consisting of user, client, and matter
data) and transaction data. Equitrac Professional requires validation data to ensure that access to the terminals and the
system itself is only provided to authorized users, and to bill transactions processed at these terminals to the
appropriate user or client/matter combinations. When the core accounting server (CAS) receives the proper validation
data, a transaction can occur within the Equitrac Professional environment, thereby generating transaction data.
While validation data includes user, client, and matter data, the term validation code refers to any client-matter code
combination. Equitrac Professional enables you to combine client and matter codes to create single-tiered validation
codes, which you can export to your time and billing system or other external application. You can also create custom
validation types that you can use in conjunction with the standard client and matter types.
During initial configuration, most administrators use the import wizard to import validation codes from a time and
billing system. When you have imported your codes, you can use System Manager to manage them. For information
on using the import wizard, see Importing from a Time & Billing System on page 48.
This chapter covers client and matter codes only; for information about assigning user codes, see Managing Users on
page 41.

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About Validation Codes

Validation codes identify the clients and, if applicable, matters, to which you charge transactions. Because your client
base continually changes, Equitrac Professional enables you to add new clients and matters, modify client and matter
attributes, and even delete clients and matters from your system.

NOTE: See Adding Validation Codes on page 86 to add validation codes manually, or see Importing from a Time &
Billing System on page 48 for information on importing them from a time and billing system.

In addition to clients, matters and descriptions, Equitrac Professional enables you to define several custom validation
types. Use custom types to collect validation data other than client/matter or description data. For example, you may
want to track the geographic region of the client/matter for which a transaction is performed. Defining custom types
requires that you customize default Equitrac Professional data fields and designate them as validation data fields.
When you create terminal prompts or print popup styles, you can select these validation data fields for your prompt or
style; the terminal or Print Client popup subsequently prompts users to provide data for the selected fields.
When creating the terminal prompt or popup style, you can specify whether you want the server to validate users’
entries against the data residing in the core accounting server (CAS). If a user provides blank or invalid data, the
terminal, TouchPoint Console, or controller interfaces (for example, MEAP embedded), or client popup prevents the
user from completing the transaction (assuming you have designated the field as requiring server validation). For
more information on configuring terminal prompts, see Creating a General Configuration Set on page 272. For
information on creating a popup style, see Popup Styles Modification Workflow on page 358.

Validation Data Best Practices

Time and Billing Client and Matter numbers (commonly called codes) are typically created and maintained by systems
within professional firms. These systems interface with Equitrac Professional 5 to ensure that codes are automatically
transferred into the Cost Recovery system when users perform actions at an MFP (see Data Flows on page 29 for
more information about how data moves within the system). Time and Billing systems are commonly set up using one
of the three following best practices:

Client/Matter codes
Each client is assigned a unique code. Each matter for each client is assigned a matter code. The matter code must be
unique to the client code to which it is assigned. In such a configuration, two different clients can have identical matter
codes associated. However, matter codes must associate with unique client codes.

Matter codes only

A unique code is assigned for each matter in the Time and Billing system. The Time and Billing system does not assign
or track client codes.

Unique Matter within Client/Matter

Unique codes are assigned to both client and matter. In such a configuration, staff using the system are typically only
prompted to enter matter codes, and the system automatically links their associated client codes. This process is
typically invisible to the user with correctly configured popup styles.

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NOTE: In such a configuration, it is possible to enable users to identify account information by entering matter codes
or client codes. A popup style can include both client and matter input fields, allowing users to select which code to
enter. For information about setting up such a scenario, see Configuration for Validation by Best Practice on page
371.

Filtering Validation Code Data

Use the Filter button to sort a list of items in System Manager’s display pane according to your specified criteria. You
can create custom filters if you have commonly-used operations that only require access to certain types of entries in a
list.
For example, Equitrac Professional automatically generates user accounts with a default General User Class. You may
want to filter your user view to only show users with that assigned class, so you can manually assign them to other
classes as necessary.

Creating Custom Filters

You can create a maximum of ten custom filters to enable select viewing of any list appearing in System Manager. If
you create a new filter beyond that maximum, System Manager will overwrite the oldest filter in the list to make space
for the new one.
1 In System Manager, select Filter from the menu bar.
2 To create a new display filter, select Add filter from the drop list.
3 In the New filter dialog box, click Add.
4 In the New filter criteria dialog box, specify the parameters of the filter.
a Select a filter definition from the drop list. These options correspond to the major column headings for each
type of object you can list in System Manager, and therefore will change depending on whether you are filtering
user, device, or application classes, for example.
b Select a filter operator from the drop list. Operators determine whether items in the filter view are exact
matches for, similar to, or not similar to, the actual specified filter value.
c Specify the filter value. This is the actual number, word, or term on which the System Manager will filter
display items.
5 When you have defined your filter parameters, click OK to save this filter, or Cancel to return to the Add filter
dialog box.

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Validation Code Workflow

Working with validation codes in Equitrac Professional follows the workflow below. Each step in the workflow is
described in the sections that follow.
1 Configure Equitrac Professional fields.
Validation codes map to Equitrac Professional fields. To properly define your validation codes you must first
configure the fields to which they will map.
2 Set up the relationship between clients and matters.
By default, Equitrac Professional assumes a parent/child relationship between clients and matters, where matters
are children of clients. You can disable this relationship, if necessary.
3 Add validation codes.
Typically, you will import your client and matter codes from your time and billing system, however, there may be
instances where you need to add validation codes to the CAS manually.
4 Maintain validation codes.
To keep your system up-to-date, you may need to modify validation code attributes, or remove validation codes
from the CAS entirely.

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Configuring Equitrac Professional Fields

Use the Field mapping option in System Manager to change field names or descriptions, and to designate additional
fields as requiring validation.
When modifying a field, be aware that the changes you make affect the terminal and TPC prompts, client popup,
embedded fields, and validation data requirements.

Modifying Field Names and Descriptions

Modify the name or description of an Equitrac Professional field to more easily identify that field in terminal prompts,
the client popup, and in reports.
When you change a field name, you also change the list of fields available for terminal configuration and the client
popup. For example, if you change the Field5 name to Billable?, Field5 no longer displays as an option for assigning
to terminals or the client popup. To assign the Field5 field as a prompt on the terminals or the client popup, select the
newly labeled Billable? field instead.
To modify a field name or description, do the following:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mapping.
2 In the Field mapping dialog box, double-click the desired field and modify the name and description text as
necessary.
3 Repeat steps as needed to modify names and descriptions for other fields, then click OK to save the changes and
close the Field mapping dialog box.

Renaming a Field
If you need to rename a field, the field must be editable. Any fields that are used as validation data are not editable and
will appear in the Web Interface as non-editable. Clear the Validation checkbox for the field you want to rename.
Double-click on the field to rename it, then enter the new name. When the name is entered correctly, check the field
again if this field should continue to be used as validation data.

Designating Fields as Validation Data Fields

When you designate fields as requiring validation, they display in System Manager’s left pane under Client config >
Validation codes. System Manager then enables you to add, modify, and delete codes for each corresponding
validation type.
For example, if you prompt users to supply a geographic region for a transaction, you may want to validate user entries
against a finite list of acceptable responses. You may accept values such as north, east, south, and west. If you do not
validate a user’s response against this finite list, users may return values such as northwest, southeast, or some other
string of characters your time and billing system cannot interpret. To ensure that users only provide valid answers,
select a field in which to track regional information, rename the field (for easier identification), and designate that
field as requiring validation. Then, either import a list of acceptable values from your time and billing system, or add
them manually through System Manager. When users enter values in this field, Equitrac Professional only accepts
values existing within your list.

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To designate fields as requiring validation, do the following:

1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mapping.

2 In the field mapping dialog box, modify the Name and Description for the field you want to add. You can replace
the Field4 through Field8 names because they are simply default placeholders. In the example above, Field4 is
renamed ‘Location’.
3 Enable the Validation data field option for the new field.
4 Modify settings for other fields if needed, and click OK to close the Field mapping dialog box.
The new validation field appears in the Client configuration area of System Manager, shown in the image to the right.
For information on manually adding codes to the new validation field, see Adding Custom Validation Codes on page
88.

Resetting Field Names to Default

To change an editable field back to being non-editable or invisible in the Web Client, you must restore the field in
question to its original default field name, described in the following procedure:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mapping.
2 Modify the Name for the field to restore the default name; for example: Field4, Field5.
3 Click OK to close the Field mapping dialog box.

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Enabling or Disabling the Parent/Child Relationship between Clients and

Matters
By default, Equitrac Professional assumes a parent/child relationship between clients and matters where matters
(children) are subordinate to clients (parents). You can use the Field mapping dialog box to disable this relationship if
you want to validate against a single-level code, or to restore the relationship if you have previously disabled it.

NOTE: Only modify this relationship to synchronize Equitrac Professional’s validation structure with your time and
billing system’s validation structure.

To modify the parent/child relationship between clients and matters, do the following:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Field mapping.

2 Click in the Parent field for the Matter row.

NOTE: These instructions assume you are using the default Client and Matter labels for your fields. If you have
renamed your Client and Matter fields, select the Parent field in the Field1 row.

3 From the drop list, select either None (to disable the parent/child relationship) or Client (to enable the parent/
child relationship).
NOTE: These instructions assume you are using the default Client and Matter names for your fields. If you have
renamed your Client and Matter fields, select the name of the field assigned to the Field2 row.

4 Click OK.

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Adding Validation Codes

Validation codes can be added to Equitrac Professional either from an import from a time and billing system or
manually.

Importing Validation Codes

The most common method of adding validation codes to Equitrac Professional is to automatically import them from
a time and billing system. Equitrac Professional’s Validation Import Wizard enables you to define an import template;
then you can schedule the import on a daily, weekly, or monthly basis. When you import validation codes using a
scheduled import, there may be new validation codes in your time and billing system that are not yet in CAS. To
enable users to reference the new validation codes prior to the next scheduled import, you can manually add them to
CAS using System Manager.
When adding a validation code that already exists in your time and billing system, ensure that the code you assign to
the client or matter is identical to the client or matter code existing in the time and billing system. This ensures that,
during the next scheduled import, CAS does not import the original validation code from the time and billing system;
it recognizes that you have added the same code manually, and does not replace or duplicate the record in the
database.
For information on importing validation codes to Equitrac Professional, see Using the Validation Import Wizard on
page 52.

Adding Client Codes

When adding a client code manually, ensure that you assign the client the same code assigned to it in your time and
billing system; Equitrac Professional uses this attribute to uniquely identify clients. You can also provide a description
and a SmartPrompt for print (if you have previously defined SmartPrompts), and can specify whether a client is active,
inactive, billable, or non-billable.
If you specify that a client is inactive, users cannot charge transactions to that client. The setting you specify for the
client’s billable flag (0=yes, 1=no) determines the default billable setting for matters assigned to that client. For
example, if you specify that a client is nonbillable, all matters you assign to that client are, by default, also nonbillable.
You can change the setting for individual matters, if desired.

NOTE: The billable setting at the matter level overrides the billable setting at the client level; this setting is inherited,
but the user can change the flag if necessary.

To manually add new client codes to Equitrac Professional, do the following:

1 In System Manager, navigate to Client config > Validation codes > Client/Matter.
NOTE: These instructions assume you are using the default Client and Matter labels for your fields, and that you
have maintained the default parent/child relationship between clients and matters. If you have changed this
relationship or renamed your Client and Matter fields, the link beneath Validation Codes changes accordingly.

2 Select Add under Current tasks in the left pane, or click <Add...> in the right pane.
3 In the Client definition dialog box, enter the appropriate Client code. Ensure that you assign the client the same
code assigned to it in your time and billing system.

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4 Enter a Description for the client, if desired.

5 From the drop list, select assign the client a SmartPrompt for print, if desired. For information on creating
SmartPrompts, see Creating SmartPrompts on page 377.
6 Select or clear the Active, Billable, and Postable options as desired.
7 Click OK to add the client to CAS and close the Client definition dialog box.
8 Repeat steps as necessary to add subsequent clients.

Adding Matter Codes to Existing Clients

When adding a matter code manually, ensure that you assign the matter the same code assigned to it in your time and
billing system; Equitrac Professional uses this attribute to identify matters. You can also provide a description and a
SmartPrompt for print (if you have previously defined SmartPrompts), and can specify whether a matter is active,
inactive, billable, or nonbillable.
If you specify that a matter is inactive, users cannot charge transactions to it. If you specify that a matter is nonbillable,
Equitrac Professional flags transactions performed for that matter as nonbillable. If your time and billing system is
configured to recognize nonbillable transactions, it does not charge the client for transactions flagged as nonbillable.
Creating a nonbillable matter is useful in cases where you want to enable users to perform general transactions that
you do not want to charge to specific client/matter combinations.
To manually add new matter codes to Equitrac Professional, do the following:
1 In System Manager, navigate to Client config > Validation codes > Client/Matter.
NOTE: These instructions assume you are using the default Client and Matter labels for your fields, and that you
have maintained the default parent/child relationship between clients and matters. If you have changed this
relationship or renamed your Client and Matter fields, the label of the link beneath Validation Codes changes
accordingly.

2 In the Matter column of the client to which you want to add a matter, click the ellipsis (...) button.

3 In the Matter frame, click on the <Add...>to open the Matter definition dialog box.

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4 In the Matter definition dialog box, enter the appropriate Matter code. Ensure that you assign the matter the same
code assigned to it in your time and billing system.
5 Enter a Description for the matter, if desired.
6 From the drop list, assign the matter a SmartPrompt for print, if desired. For information on creating
SmartPrompts, see Creating SmartPrompts on page 377.
7 Select or clear the Active and Billable options as desired.
NOTE: The Billable option you set at the matter level overrides the Billable option you set at the client level. For
example, if you mark a client as billable but a matter as nonbillable, transactions performed for that client/matter
combination are nonbillable.

8 Click OK to add the matter to the client and close the Matter definition dialog box.
9 Repeat steps as necessary to add subsequent matters to the same client, or to add matters to different clients.

Adding Custom Validation Codes

When you have designated a custom field as a validation data field, the custom type name displays as a link under the
System Manager > Client config > Validation codes list. This link provides access to the list of codes for the custom
validation type. For information about designating fields as validation data fields, see Designating Fields as
Validation Data Fields on page 83.
Follow these steps to manually add new validation codes for custom validation types:
1 Select the System Manager > Client config > Validation codes > <Custom Type> link, where <Custom Type>
represents the custom validation type for which you want to add a new code.
2 Select Add under Current tasks in the left pane, or click <Add...> in the right pane.
3 In the <Custom Type> definition dialog box, enter the appropriate <Custom Type> code.
4 Enter a Description, if desired.
5 From the drop list, assign the validation type a SmartPrompt for print, if desired. For information on creating
SmartPrompts, see Creating SmartPrompts on page 377.
6 Select or clear the Active and Billable options as desired.
7 Click OK to add the code to CAS and close the <Custom Type> definition dialog box.
8 Repeat steps as necessary to add subsequent custom codes.

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Maintaining Validation Codes

To keep your system up-to-date, you may need to modify validation code attributes, or remove validation codes from
the CAS entirely.

Modifying Validation Data Attributes

Equitrac Professional enables you to modify the attributes of all your validation codes, including clients, matters, and
custom validation types. For example, you can change the status of a client or matter from billable to nonbillable,
assign a SmartPrompt for print to a client or matter, or assign additional matters to a client.
To modify attributes for a validation code, do the following:
1 In System Manager, navigate to Client config > Validation codes > <Validation type> link where <Validation
type> represents the type of code you want to modify.
2 In the code list, locate the validation code you want to modify.
NOTE: If you have maintained the parent/child relationship between clients and matters, and you want to modify a
matter code, locate the client to which the matter belongs, and click the ellipses button (...) in the client’s Matter
field.

3 Click the desired code to display the <Validation type> definition dialog box, where <Validation type>
represents the type of code you are modifying.
4 Modify the code’s attributes as necessary and click OK.
5 Repeat steps as necessary to modify attributes for additional codes.

Deleting Validation Codes

Equitrac Professional enables you to delete obsolete validation codes. Each validation code has a unique identifier in
the CAS database. When you delete a validation code, you effectively close that database record. You cannot re-
activate the closed record, even if you add a new validation code (either manually or through importing) identical to
the one you deleted. If you accidentally delete a code for a client or matter that is still active, you can re-add the code.
In such cases, CAS reports historical data for the validation code separately from data it records after you re-added the
code. Therefore, when deleting validation codes, ensure that you are only deleting codes you no longer use. In
addition, only delete validation codes from CAS after you have deleted them from your time and billing system. If you
delete a validation code from CAS, and that code still exists in your time and billing system at the time of your next
scheduled import, CAS re-imports the code. Maintaining obsolete codes drains system resources and, over time, may
negatively impact performance.
To delete validation codes, do the following:
1 In System Manager, navigate to Client config > Validation codes > <Validation type> link where <Validation
type> represents the type of code you want to delete.
2 In the code list, locate the validation codes you want to delete.
NOTE: If you have maintained the parent/child relationship between clients and matters, and you want to delete
matter codes, locate the client to which the matters belong, and click the ellipsis button (...) in the client’s Matter
field.

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3 Select the codes you want to remove by clicking any of their attributes other than their actual codes.
NOTE: To select multiple codes, hold [CTRL] and select the desired codes, or hold [SHIFT] and select the first and last
codes in the desired, consecutive range.

4 Right-click anywhere in the right pane and select Remove from the menu. A dialog box prompts you to confirm
that you want to remove the selected codes.
5 Click Yes.
6 Repeat steps as necessary to delete additional codes.

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Managing Telcodes
Telcodes are a form of mapping client and matter data to information collected through your phone system. They are
numeric codes corresponding to client/matter combinations already existing in Equitrac Professional.

NOTE: Do not confuse telcodes, which map client/matter data to numeric values, with telephone extensions as a
form of validation data you can import from a time and billing system.

Equitrac Professional uses telcodes because users can only enter numeric codes through a telephone handset or fax
machine. If all codes are numeric to begin with, there is no need to use telcodes. However, alpha-numeric account
codes (including delimiters) need telcode substitutions for use via the telephone or fax machine.
Unless you configure the application to do otherwise, Equitrac Professional generates telcodes automatically during
validation import or manual entry. To prevent auto-generation, you can either configure Equitrac Professional to not
auto-generate telcodes, or explicitly assign telcodes to client/matter definitions.

NOTE: Telcodes are very rarely auto-generated for User Codes. Numeric codes corresponding to the User represent a
telephone AuthCode and an Extension.

Configuring Account Parsing

Use this feature to determine how Equitrac Professional will handle deciphering call detail records (CDR data) that it
receives from the phone system.
1 In System Manager, navigate to System > Configuration > Other settings > Account parsing.

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2 Specify whether the account style is a fixed length or delimited format.

3 Enter a delimiter in the Delimiter box.
4 If you want to use zero-filling (automatically append or prefix a string of zeros or another character to client and/
or matter codes to fill to the needed number of characters), ensure the Enable zero-filling checkbox is selected
and fill in the appropriate information.
5 up to the maximum field length,)
6 Click OK.
For example, if you define the client section of the account with a width of 2 characters and the matter section with a
width of 3 characters, using a hyphen as a delimiter, Equitrac Professional will translate account codes into a format
that looks like this: 77-593.
When Equitrac Professional receives account data from the phone system, it parses the code in an attempt to match it
to a specific client and matter combination. If there is no such match, it next tries to match the code to an existing
telcode. If Equitrac Professional finds a matching telcode, it can use the telcode configuration to break down the code
into the required client and matter combination. Therefore, you may have a client code of 77 that has an associated
matter code of 593, or you may have a telcode of 77-593 that maps to a different client/matter combination.
If there are no client/matter or telcode matches, Equitrac Professional arbitrarily treats the account code as a matter
code and leaves the client code blank when processing the data.

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Configuring Telcode Generation

Use the following procedures to configure the telcode generation and regeneration process.
1 In System Manager, navigate to System > Configuration > Call accounting > Telcode Configuration.

2 In the Telcode configuration dialog box, specify the telcode generation method:
• Do not auto-generate: prevents Equitrac Professional from automatically creating and assigning telcodes
when you import or manually create client/matter records.
• Convert non-numeric characters: for auto-generated telcodes, substitutes an asterisk (*) for any alphabet or
symbol character.
• Letter to Digit: substitutes a numeric value in the place of any letter of the alphabet, according to the following
table of options:

Scheme DTMF1 Scheme DTMF2 Scheme DTMF3 Scheme DTMF4

Letters Digit Letters Digit Letters Digit Letters Digit

A 2 A 21 A 2 A 21

B 2 B 22 B 2 B 22

C 2 C 23 C 2 C 23

D 3 D 32 D 3 D 31

E 3 E 33 E 3 E 32

F 3 F 34 F 3 F 33

G 4 G 43 G 4 G 41

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H 4 H 44 H 4 H 42

I 4 I 45 I 4 I 43

J 5 J 54 J 5 J 51

K 5 K 55 K 5 K 52

L 5 L 56 L 5 L 53

M 6 M 65 M 6 M 61

N 6 N 66 N 6 N 62

O 6 O 67 O 6 O 63

P 7 P 76 P 7 P 71

Q 0 Q 01 Q 9 Q 74

R 7 R 77 R 7 R 72

S 7 S 78 S 7 S 73

T 8 T 87 T 8 T 81

U 8 U 88 U 8 U 82

V 8 V 89 V 8 V 83

W 9 W 98 W 9 W 91

X 9 X 99 X 9 X 92

Y 9 Y 93 Y 9 Y 93

Z 0 Z 02 Z 9 Z 94

NOTE: If you have a large number of client/matter records, the odds of telcode duplication increase with simpler
substitutions, such as DTMF 1 or 3; the more records you have, the more it would be advisable to select DTMF 2 or 4.

3 Select Pad client if you wish to set the client portion of the telcode to a certain number of digits; specify the Pad
character (often a numeric value such as 0), and a maximum width (number of characters used to represent the
client portion of the telcode).
For example, if you have a client code “RKO”, and select a regeneration method using DTMF 2, with a maximum
width of ten characters and padding with zeros as necessary, the client portion of the new telcode would be
0000755567: R=77, K=55, O=67, with an additional four zeros to pad the code to ten characters.
4 Select Insert delimiter, specifying the character to use as a delimiter, if you require something to mark the break
between the client and matter portions of the telcode. For example, you might use a hyphen as a delimiter between
the sections.
5 Select Pad matter if you wish to set the matter portion of the telcode to a certain number of characters; specify the
Pad character (often a numeric value such as 0), and a maximum width (number of characters used to represent
the client portion of the telcode).

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For example, if you have a matter code “BGE”, and select a regeneration method using DTMF 2, with a maximum
width of five characters and padding with zeros as necessary, the client portion of the new telcode would be 22433.
NOTE: If you specify a padding width that is smaller than the number of digits that result from code generation, as
shown in the example above, then the regeneration process will automatically truncate the code at the specified
number of digits. In the example shown above, “BGE” results in six digits (B=22, G=43, E=33), but the configuration
only allows for five digits in the final code.

Using the examples in the preceding steps, a client/matter combination of RKO-BGE will result in a generated
telcode of 0000755567-22433.
6 Specify a replacement character for any non-convertible characters found in the client/matter combination (for
example, accented letters). If you leave this option blank, the generation process will remove non-convertible
characters. Test this setting as required.
7 Select Auto-increment telcode in case of a duplicate in order to avoid having Equitrac Professional attempt to
assign the same code to more than one client/matter combination. If you configure Equitrac Professional with
numeric telcodes only, these codes will increment sequentially.

NOTE: If your telcodes contain any kind of non-numeric characters, however (asterisks or hyphens, for example),
Equitrac Professional cannot increment the codes sequentially, but will still assign a unique code in the format you
determine in this dialog box.

Generating or Regenerating Telcodes

If you configure the telcodes option prior to importing validation data from the time and billing system, Equitrac
Professional will include the telcode information automatically with the imported data (unless configured not to auto-
create telcodes).
Within System Manager, you can edit multiple records simultaneously by selecting more than one record in the listing.
This opens the Account definition dialog box with all fields grayed-out, and also shows the Regenerate TelCodes
option. Select this option and click OK to generate new telcodes for the selected records. You can regenerate telcodes
as part of maintaining matter validation data, if you have changed your original or default telcode generation method.
For mass telcode regeneration, if you have multiple matters associated with each client, you must expand each matter
listing individually; you cannot propagate telcode regeneration from the client level.
To generate one or more telcodes manually after an import, do the following:
1 Select the System Manager > Client config > Validation codes > Client or Matter link.
2 Select a client or matter code to open the Account definition dialog box.
3 Manually enter a telcode in the TelCode field, and save the record.
To regenerate telcodes, do the following:
1 Under Client config, click Client/Matter.
2 In the right pane, select the required client’s Matter listing, by clicking the ellipsis (...) box in the Matter column.
3 Select multiple matters.
4 Right-click the matters, and select Edit from the menu.
5 In the Matter definition dialog box, check the Regenerate telcodes option, and click OK.

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NOTE: The Active, Postable, and Billable flags for every matter remain unchanged, unless you change the state of
the corresponding checkbox.

To regenerate the telcode for only one matter, do the following:

1 Select a matter for editing.
2 Clear the Telcode field.
3 Click OK to save. Equitrac Professional will regenerate the telcode.

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Topics:
Configuring Locations
Importing Transaction Data
Maintaining Transactions
Exporting Transactions
Scheduling Transaction Imports/Exports
Re-exporting Transactions

Equitrac Professional is designed to accept transactional data from devices registered in System Manager, apply cost
definitions to that data, and store the data along with its associated cost in the core accounting server (CAS) database.
When scheduled, Equitrac Professional exports this data to a time and billing system.
Transactions with missing or invalid data are flagged as exceptions. Because of the missing data, such transactions
cannot be accurately billed. Equitrac Professional provides you with the ability to edit these exceptions so you can
correct or supply the invalid or missing information.
Transaction types are allotted based upon their subtype in order to organize the transactions by type. Every
transaction has a type and subtype. These are the available transaction types:
• Document (doc)
• Telephone (pho)
• Disbursements (dsb)
The Document type has the following subtypes:
• cpy = Copy (cpy)
• scn = Scan (scn)
• fsn = Fax sent (fsn)
• frc = Fax received (frc)
• prn = Print (prn)

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The Telephone type has the following Subtype:

• Telephone call (cal)
The disbursement type has subtypes defined in System Manager by your system administrator. They can be any 3
letter abbreviation. For example:
• Postage (pst)
• tax = Taxi (tax)
• etc.
For the sake of simplicity, only transaction types, not subtypes, are available to use as filters when performing
operations, however the subtype does act as the unique identifier for any given transaction. Subtypes are always
lowercase 3 letter abbreviations.
This chapter provides information about:
• configuring locations if needed at your site
• importing transaction data from an external data source
• viewing transactions online
• editing transactions in the Equitrac Professional transaction editor
• exporting transactions to a time and billing system

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Configuring Locations
Equitrac Professional 5 transactions can be assigned to specific locations as they are collected. This is useful for firms
that need to segregate validation codes, devices, users and exported transactions. Equitrac Professional reports are also
grouped by location by default.

Location Configuration Workflow

If your firm uses locations in Equitrac Professional, follow this general workflow as outlined in subsequent sections:
1 Determine your locations and configure your locations list.
2 Apply location codes to users and validation data.
3 Configure validation policies for users and location assignments for transactions.

Planning Location Configuration

Configuring locations is important in obtaining transactional data from devices. Configuring locations allows the
Administrator to:
• set how transaction locations are determined. For more information on determining transaction locations see
Determining Transaction Location Assignment on page 100.
• set validation transaction data by location. For more information on determining transaction locations see
Determining Validation Code Visibility on page 100.

To define locations used in your sites, do the following:

1 Navigate to System Manager > Configuration > Location Settings > Locations. A Locations dialog box opens:

2 Click on Add to create a new location. A Location dialog box opens.

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3 Define your location by adding a Name, three-character Abbreviation, and Description in their respective fields,
then click OK. The Web Client and reports show the abbreviation and name.
4 Apply location codes to your validation codes. You can manually assign locations in System Manager, or specify
locations when importing validation data through the validation import or active directory synchronization for
your users. When manually assigning locations, use multiple select to apply the same location code to many
validation codes at once.

CAUTION: The location assigned to a matter code (child) must match the location assigned to its client code
(parent).

Determining Validation Code Visibility

You may want to prevent users from using validation codes from other locations via the Print Client, Web Client, TPC,
and embedded devices (all locations' validation codes are visible through PageCounter terminals).
In general, you may only view data associated with the location assigned to your user ID. In the Web Client, if you
have Global or location proxy rights assigned to your user ID, you are able to view validation codes for additional
locations.
To enforce that users only see codes associated with their own location, do the following:
1 Navigate to System Manager > Configuration > Location Settings > Validate by location. A Validate by
location dialog box opens:

2 Select the Validate by location checkbox, and click OK.

WARNING: New TERs must be enabled manually. For more information on activating TERs, see Activating an
Exception Rule on page 412.

Determining Transaction Location Assignment

When a transaction is recorded in the CAS, it is assigned a location from either the location associated with the
validation data or the location associated with the device. The transaction location is used in reports and exports.
To configure how transaction locations are assigned, do the following:
1 Navigate to System Manager > Configuration > Location settings > Transaction location settings. A
Transaction location settings dialog box opens:

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2 Click on the Priority 1 and/or Priority 2 checkbox(es) and select a validation code type to specify which
validation data item takes precedence for determining an overall source validation location for transactions.
3 Select either Apply device location or Apply validation location.
4 Click OK.

Location Codes in Equitrac Professional Interfaces

Using location codes affects other areas of Equitrac Professional.

Validation Import Wizard

The Validation Import Wizard enables you to select location abbreviations as part of Step 4 - Field Mapping. When
you Select Destination Fields, you can select the Client or Matter Location Abbreviation destination fields.
In the Validation Import Wizard, Step 4 - Field Mapping, you can also select the Validation Codes Location, if you
wish to import validation data associated with a specific location only. If you select a specific location from this list,
Equitrac Professional ignores any imported data with different location codes. If you specify “Any” in this list,
validation location is determined by validation data.
Location data specified in the wizards affects both full synchronization imports and incremental updates.

Transaction Import Wizard

The Transaction Import Wizard enables you to select a transaction location abbreviation as part of Step 4 - Field
Mapping. If a transaction location is not supplied, Equitrac Professional determines the transaction location according
your configuration above.

Export Wizard
Likewise, when using the Export Wizard, as part of Step 4 - Mapping, you can select to export Transaction Locations
and Validation Locations as necessary.

Location Filtering in the Web Client

If you enable Validate by location, all data shown in the Web Client is filtered by the location associated with your
user ID (unless you have global proxy rights assigned to your user ID). In the Web Client, when adding
disbursements, global proxy users can select any location from a drop list. Regular (non-global proxy) users do not see
the Location selection field.

NOTE: In the Exception Editing columns of the Maintenance > Default Settings view or the My Preference view,
“Location ID”, "Location Abbreviation" and "Location description" refer specifically to transaction location.

Reports
By default, most reports automatically group data on the basis of the transaction location. To limit the report to
localized data only, you can:
• Create a filter based on location
• Generate a report based on the filter
• Save the report as a custom personal report
• Schedule a report based on this custom, locally-filtered report

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Importing Transaction Data

For tracking and reporting purposes, you may want to import transaction data collected outside of Equitrac
Professional. For example, you may have a separate system for certain types of disbursements. Importing transactions
can be done in one of two ways:
1 A a two-step process that begins with exporting the data to a source file, then reformatting and importing that data
into CAS using the Transaction Import Wizard.
2 Directly from an ODBC data source.
Both methods use The Transaction Import Wizard. The wizard does not include any validation data from an external
source; for information regarding the Validation Import Wizard, see Managing Validation Data on page 79.

NOTE: For information on using the Import Wizard in conjunction with the Validation by Location feature, see
Determining Validation Code Visibility on page 100.

You can run a transaction data import as a manual process, or you can automate Equitrac Professional to run data
imports as a scheduled task. To use the wizard, you can either create a new import template, or you can modify an
existing import template.

NOTE: The following procedures assume this is a first-time import with no pre-existing import templates.

Importing from a flat data file

If you are importing information using a flat input source file, before you run the Transaction Import Wizard, use the
time and billing system to create the import source file. This is a flat file (.txt format, for example) of the delimited data
exported from your time and billing system. You must create this source file before you run the Transaction Import
Wizard, and save it to a shared network folder that is browsable from System Manager on the local CAS server.
For information on importing transactions from an ODBC data source see Importing from a data source on page
104.

CAUTION: If you plan to import disbursement transactions, see Importing Disbursement Transactions on page
114 prior to using the Transaction Import Wizard.

Using the Transaction Import Wizard

To use the Transaction Import Wizard, do the following:
1 Open Start > Programs > Equitrac Professional > Transaction Import Wizard.
2 In the wizard, select Create new import. (For future imports, you can specify whether you are creating a new
template, or using an existing one.)
3 Give the new template a brief Name and Description. (For future imports, you can select an existing template and
modify the description.)
4 Browse to select the import source file.
5 Click Next.
6 In the Source format window, specify the number of heading rows that the import source file uses.

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7 Specify any special characters that indicate a row in the source file that the import wizard can ignore (default is a
semi-colon).
8 Select the file input format.
• Specify the field delimiter if the input file is delimited.
—Or—
• Specify that the input fields are fixed length.
9 Enter the quote character used in the import source file that delimits text fields.
10 If necessary, select a new end of line designation in the EOL symbol field. By default, lines are delimited by ASCIII
carriage return and line feed characters as the standard Windows.
11 For each field in your import layout, click on Add Field. An Add field dialog box opens.
• Give the import input field a unique field name.
• Keep the Input field checkbox selected if the field data originates from the input file. Clear the Input field
checkbox f the field data is not included in the input file. Non-input fields are typically data required for import
into CAS but are not known by the external system that generates the input file. Any field you specify as a non-
input field activates the Value field. Either type in a hard-coded value for all input records or use the Select
button to choose a predefined value. For instance, you may use non-input fields to map to required Equitrac
Professional database fields.
• Select the data type from the drop-down list.
• If you select a date and time or time span data type, use the Set Format button to specify the format of the
expected field entries. For date and time, you may specify a format that includes year, month, day, hours,
minutes, seconds, A.M/P.M. indicator, as well as the delimiters (if any) between those fields. Time span fields
are used for transaction durations. You may specify a form that includes hours, minutes, seconds, as well as any
delimiters between those components.
• If you are using a fixed-length import file format, specify the position and length of this field in the import
source file.
• Click OK to close the Add field dialog box.
12 Continue to add Edit, Delete, or Clear All field entries in this window until you have the input format you require.
13 Click Refresh Preview to see the layout of the import data, according to your defined fields. You can specify the #
of lines to preview (default is 20 lines), and refresh to update the preview.
NOTE: You cannot preview the contents of the import source file until after you configure the fields.

14 Click Next.
15 In the Field processing window, you can preview your fields.
16 Under Field processing commands, click Add. An Add/Edit command dialog box opens.
a Select a field transform command. Each command requires specific input and has a specific purpose. For
example, the SPLIT command requires you to specify a split delimiter or position. This enables you to separate
a single field from the source file into two or more CAS fields. Alternatively, the SUBSTITUTE command
requires a search value and a replacement value.

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NOTE: For information on the PERL SCRIPT transform, see Sample Perl Scripts for Perl Script Field
Transformations on page 494.

b Select the input/output fields for this command.

c At this point, at the bottom of the window, you can see the format of the command taking shape, for example:
substitute Input:Date Output:Text. In this example, the command substitutes the imported Date
data into a text field in CAS.
d Click OK to close the dialog box.
17 Click on Refresh preview to see the layout of your fields.
18 Click Next. Proceed automatically to step 4: field mapping.
19 In the Field mapping window, under Field mapping, select one of the available input fields at a time from the list,
and click >.
The following fields are mandatory for specified transaction imports:
• All transactions import: Transaction type
• Fax receive: Transaction subtype, Fax duration, Fax transaction size
• Fax Send: Transaction subtype, Fax duration, Fax transaction size
• Scan: Transaction subtype, total number of pages
• Disbursement: Disbursement abbreviation
• Copy: transaction subtype, a device identification
• Print: transaction subtype, a device identification
NOTE: Including device information is optional for transaction imports, although if you choose to specify such data,
you should map it as device id -OR- device name and type and device site -OR- device IP address and type.

20 Click Next to continue to the next screen.

21 In the Select destination field dialog box, select the Available database field to which you want to map the input
field you just selected. The input-to-database field mapping appears in the Selected input fields list.
22 Click Refresh Preview to see the layout of your fields.
23 Click Next.
24 The Preview window displays a preview of the transaction data as it appears in CAS database format.
25 Click Finish to close the wizard.
You now have an import template that you can use to manually run or schedule a transaction data import from the
time and billing system.

Importing from a data source

When using an Omtool AccuRoute system with Equitrac Professional 5, you can import the AccuRoute transactions
into Equitrac Professional 5 by using an ODBC data source instead of a scheduled ASCII file exchange. This process
requires a dedicated Omtool database containing only transactions that are to be imported to Equitrac Professional.
Once imported, the data can be used to accurately perform cost recovery operations.

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In order to import the data, you must use the Transaction Import Wizard to create an import configuration containing
information about the specific database table to use, the values to map, filtering to be performed on the data (if any),
the purge interval and other information. Once the configuration is created, it can be saved as a template to be re-used
at any time, or scheduled to run automatically. The Transaction Import Wizard does not include any default templates.
Data is imported incrementally, augmenting existing data with data that has been added to the ODBC source since the
last import.

CAUTION: If you are already importing AccuRoute transactions using flat files generated from the AccuRoute server,
we recommend deleting the already imported records from the Omtool table prior to creating a new import
configuration. If you import data from the database after already using a flat file created from the same database, it
can result in duplicate transactions being stored in Equitrac Professional.

When creating a Transaction Import Configuration, you can control whether the transactions in the original ODBC
table are purged. Transaction databases can grow quickly, and purges of older data that have already been imported
into Equitrac Professional is necessary to control the maximum amount of transactions in the system at any given
time, and recommended to reduce storage requirements and streamline the import process. Data purge parameters
can be set based upon the needs of your enterprise.

NOTE: Setting aggressive parameters in the purge configuration can be counterproductive in cases where you are
trying to diagnose data flow issues between systems. Equitrac recommends choosing a maximum age around 8 to
12 weeks.

In order to properly map the contents of the source data to Equitrac Professional, you may need to use a tool to browse
the data in the source database to determine the exact names of the fields to map.

NOTE: This process does not import validation codes. For information on importing validation codes, see Using the
Validation Import Wizard on page 52.

To use the Transaction Import Wizard, complete the following procedure. The procedure assumes this import is for a
first-time installation of Equitrac Professional, including a first-time data import of transaction data with no pre-
existing import templates. Once you have configured an import, it can be saved as a template that can be loaded or
edited using the Edit existing import or Load import from file options instead of creating a new import, as
mentioned in step 2:

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1 Navigate to Start > All Programs > Equitrac Professional > Transaction Import Wizard. A Transaction Import
Wizard opens, indicating the first step of a five step import process:

The field on the left of the dialog indicates which step is being performed by presenting it in bold.
2 Select the Create new import radio button.
3 In the Import name field, provide a brief import name for this configuration.

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4 In the Import source box, select From ODBC source, and click Configure. An ODBC import source
configuration dialog box opens:

5 Provide information to fully define the ODBC link:

a In the DSN field, enter the ODBC Data Set Name as configured on your Windows system.
NOTE: You can access the ODBC Admin component of your Windows workstation by clicking the ODBC admin
button. From this dialog box, you can verify an existing ODBC link, or create one. For more information on creating
ODBC input sources, see Adding ODBC Data Sources on page 432.

b In the User name and Password fields, enter the authentication information to access the ODBC link. These
should be identical to the login password and ID set up when the ODBC link was created.
6 Define the cost recovery table information. These fields identify the valid pre-conditions for acceptable
transaction data import over ODBC. Equitrac Professional can assign values to these fields in order to determine
when and whether the information has been imported. Equitrac Professional writes information to these fields
during the import process to ensure no duplication or loss occurs.
CAUTION: If these particular fields cannot be found, or cannot be written to, Equitrac Professional will not attempt
to import data from an external source.

a In the Input ID field, enter the name of the field that contains the ID of the import run. Every time an import
is run, a unique ID is assigned to it.
b In the GUID field, enter the name of the field that contains information provided by Equitrac Professional to
ensure no duplicate records are input going forward.
c In the Time Inserted field, enter the name of the field that contains the time value the record was inserted in
the AccuRoute CostRecoveryData table. This is used to determine the behavior of the purge feature.

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d Specify the Cost recovery table name used to collect the imported information. Typically, the table is named
CostRecoveryData in the AccuRoute database.
7 Specify the SQL script to run on successful connection with the database. This is typically a select statement
that defines which fields and records are imported from the source database. See Defining an SQL script for ODBC
import on page 113 for more information.

CAUTION: The Transaction Import Wizard uses information from step 1 of the Wizard in the Field Mapping step
(step 4). Specifically, it maps ODBC table fields to Equitrac Professional 5 fields. It is important to use actual field
names in the SQL SELECT statement, rather than an asterisk (*). The field names defined here are carried forward to
step 4 of the Wizard.

8 Click Test to test the ODBC link to the database. Once the test passes, click OK to return to Step 1 of the Wizard.
9 To automatically purge transactions, select the Purge transactions from cost recovery table after checkbox, and
provide a time interval in weeks that is appropriate for your enterprise in the field provided. Equitrac recommends
a value of no less than 12 weeks, to balance disk space used with the need to preserve context for re-imports or
troubleshooting.
10 Click Next. The Transaction Import Wizard - Step 2 of 5 page of the wizard displays.

11 In the # of lines to preview field, enter the number of rows of imported information you want to preview.

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12 For each field you want to map from your database import, click Add Field. An Add field dialog box opens.

• The Field name pre-populates with the values used in the SQL script statement provided in step 7. The fields
map in the correct order, and should not be modified.
• Select the Input field checkbox to specify that this field data comes from your import file. Deselect it if the
field is a virtual, non-input field created for import processing. In some cases, you will specify a virtual field
that does not appear in your import file. Provide a field name in the Field name field.
• In other cases, you may need to add a non-input field with static text that appears on all import records.
• Select the data type (integer or text) from the drop list.
• Click OK to close the Add field dialog box.
13 Continue to Add, Edit, Delete, or Clear All field entries in this window until you have the input format you
require.
CAUTION: The fields you import must be mapped in the same order as they appear in the original database.
Equitrac Professional associates the fields in this list in the same order they appear in the SELECT statement from
Step 7.

14 Click on the Refresh preview button to see the layout of the import data, according to your defined fields. You can
specify the # of lines to preview (default is 20 lines), and refresh to update the preview.

NOTE: You cannot preview the contents of the import source until after you configure the fields.

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15 Click Next. The Transaction Import Wizard - Step 3 of 5 dialog displays:

16 In the Preview area, you can preview the fields set up in the previous step.

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17 In the Field processing commands area, click Add. An Add/Edit command dialog box opens:

a Select a field transform Command from the drop-down list. Each command requires specific input and has a
specific purpose. For example, the SPLIT command requires you to specify a split delimiter or position. This
enables you to separate a single field from the source file into two or more CAS fields. Alternatively, the
SUBSTITUTE command requires a search value and a replacement value.
NOTE: For information on the PERL SCRIPT transform, see Sample Perl Scripts for Perl Script Field
Transformations on page 494.

b Select the input/output fields for this command.

At the bottom of the window, you can verify the format of the command taking shape, for example:
substitute Input:Date Output:Text. In this example, the command substitutes the imported Date
data into a text field in CAS.
c Click OK to close the dialog box.
18 Click Refresh preview to see the layout of your fields.

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19 Click Next. The Transaction Import Wizard - Step 4 of 5 dialog box displays:

20 In the Field mapping area, select one of the available input fields from the list, and click the > button. A Select
destination fields dialog box displays.
21 From the Available database fields drop-down list, select the database field you want to map to the input field you
selected. The input-to-database field mapping appears in the Selected input fields (mapped to database fields)
list.
22 Click Refresh preview to see the layout of your fields.
23 Click Next. The Transaction Import Wizard Step 5 of 5 dialog box displays. This dialog box displays a preview of
the validation data as it will appear in the CAS database format.
24 Click Save to file if you want to save this import template to a file. Whether you elect to save the template to a file
or not, the import config is saved to the CAS server when you click the Finish button. Use the Save to File button
to save a distinct definition of the import config in an XML file. This XML file can be used in Load import from
File section in step 1 of this wizard.
25 Click Finish to close the wizard.
You now have an import template that you can use to manually run or schedule a validation data import from the time
and billing system.

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Defining an SQL script for ODBC import

In order to specify only the fields that you choose to map, or all fields of an ODBC transaction import, you need to
provide an SQL statement which parses out the fields in question. Typically, this is a SELECT statement, and contains
the particular fields and their types. For example, a typical SQL script for choosing fields looks like this:
Select prBillingCode, prGUID, prDateSubmitted, prAttachmentPageCount,
[prTemplateVars.MFPID] from CostRecoveryData where prRecipientType != 1 and
convert(int, prDateDelivered) > 0 and (prConceptuallyInbound is null or convert(int,
prConceptuallyInbound) != 1)

The above example contains the a prDateDelivered flag. In some cases, the AccuRoute server stores process
records in the CostRecoveryData table (as opposed to scan destination records). These processes can be prevented
from being costed by checking the prDateDelivered time.
The above example also contains a prConceptuallyInbound flag. This is an AccuRoute flag that can be used to
differentiate inbound faxes from outbound faxes for costing purposes.
In cases where a SQL table field's name contains a period, the SQL engine can misinterpret the command. We
recommend using square brackets as indicated in the above example to clarify that the value is a field name, not a SQL
ownership designation.
A typical configuration screen for faxes, along with the appropriate script looks like this:

You may need to consult your AccuRoute system administrator for help in interpreting or adding to the fields in the
AccuRoute CostRecoveryData table.

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Importing Disbursement Transactions

You must complete the following prior to importing disbursement transactions to ensure that the transactions are
imported accurately:
1 Create a disbursement type (with an abbreviation) matching the incoming disbursement transactions, and select
Total Cost as the Disbursement field prompt. See Define Disbursement Types on page 391 for details.
2 Create a disbursement price list (with no assigned surcharges) for the disbursement type created in the previous
step and set it as the default price list for the disbursement type. See Define Disbursement Price List Selection
Rules on page 400 for details.

Using the Transaction Import Wizard from a Remote Workstation

It is possible to run the import and export wizards remotely, if you define CAS in the Equitrac Common registry on
the remote workstation, or you create a shortcut to the Wizard and include the server name as a command line
parameter (wizards can also simply be launched from the command line with the same parameter). All export/import
wizards, including the re-export wizard, have the optional command line parameter CASName, which you can specify
when running the command.
To launch any wizard from the Start menu using this parameter, do the following:
1 Click Start > Programs > Equitrac Professional.
2 Right-click the appropriate wizard and select Properties from the menu.
3 In the Target field, add a space and specify the accounting server name; for example:
“C:\Program Files\Equitrac\Professional\Tools\EQTrnImportWizard.exe” OKA2
4 Click OK.
5 Open the Equitrac Professional menu and left-click the wizard you’ve just edited. Equitrac Professional launches
the wizard on the specified server.
If you are unable to modify the target field from the properties of the wizard as stated above, you can create a shortcut
that populates the command line parameter when clicked:
1 Right-click anywhere on the Windows Desktop. From the menu, select New > Shortcut.
2 In the Shortcut field, type the UNC path for the Import Wizard, or browse to C:\Program
Files\Equitrac\Professional\Tools\EQEPImport.exe. Click Next.
3 Provide a Name for the shortcut, and click Finish. The shortcut displays on the desktop.
4 Right-click the shortcut you just created, and select Properties from the menu.

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5 In the Target field, navigate to the end of the string, then add a space, followed by the accounting server name. For
example, OKA2:

6 Click OK.

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Maintaining Transactions
To help you manage the transaction data it collects, Equitrac Professional supports two ways of viewing transactions
that have not yet been exported to your time and billing system: the Equitrac Web Status page, and Transaction Editor.
You may also need to edit a transaction to correct billing or other transaction attributes. Transaction Editor allows you
to modify certain transaction values for transactions that have not yet been exported.

Viewing Transactions Online

Equitrac Professional provides an online web-based status page for viewing the current system status including recent
transactions. The Web Status page is installed on the CAS server.
You can access the status page from the CAS server using one of the following methods:
• On the CAS server, click the Equitrac Web Status shortcut installed to the desktop during installation, or click
Start, then Equitrac Professional > Equitrac Web Status.
—Or—
• In the address field of an Internet browser, enter the following URL:
http:\\<server_name>\EQStatus

Where <server_name> is the name or IP Address of your CAS server.

The top half of the status screen displays a summary of transactions (grouped by type), processed today and over the
last three days.
The bottom half of the status screen displays a summary list of the current CDR/Netbuffer, PageCounter/Pro, and
TouchPoint Console devices registered in System Manager. Click any of the column name links to sort the list by that
column.

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Click the ellipsis (...) under the Transactions column for a given device to open the Device Transactions web dialog
box.

Click the ellipses to view a summary of

transactions for this device.

Here you can review a detailed summary of transactions processed by the device, including transaction type, total
number of transactions tracked on the device, number of transactions processed today, and the number of
transactions processed over the last three, seven, fourteen, or thirty days.

Working with Transactions in Transaction Editor

In the event that network issues prevent you from accessing transactions via the web interface, you can use Equitrac
Professional’s Transaction Editor tool to view and edit transactions in CAS. Transaction Editor can be installed on any
computer with a connection to the CAS database. For example, on the CAS server, you can deploy Transaction Editor
to anyone requiring edit level access to the transactions before they are sent to your time and billing system.
To access the Transaction Editor, from the Start Menu on the CAS server, click All Programs > Equitrac Professional
> Transaction Editor.

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Transaction Editor Interface

The Transaction Editor is essentially a series of forms. Its main window is divided into the transaction types by a
series of tabs. Selecting a tab changes the contents of the form to display transaction data for the corresponding
transaction type.

NOTE: The transaction list is a live snapshot and refreshes to include new transactions (as they are processed) when
you switch between the transaction type tabs.

The rest of the window is divided into two areas: The Filter section and the Edit Transactions section. The Filter
section enables you to limit the view of transactions according to filters you define. See Filtering Transactions on
page 121 for further details. The Edit Transactions section contains a grid displaying the current transactions for the
transaction type selected. See Editing Transactions on page 121 for further details.

Common Fields
The Edit Transactions section displays transaction data fields that can differ depending on which transaction type
you select. However, the table below lists fields common to all transaction types:

NOTE: The following table order matches the order in which the fields appear (from left to right) in the Edit
Transactions section. Transaction specific fields only display for some transaction types and appear at the far right
hand side of the table. Therefore they listed separately.

Field Description

ID_ Transaction ID.

DeviceName_ Name of the device that the transaction was sent to.

SubDeviceType_ The type of child device used in the transaction.

For example: For a print transaction, the device would be a physical printer, but the subdevice
would be the print queue.

SubDeviceName_ The name of the sub-device.

UserName_ The name of the user who performed the transaction.

TransactionDate The date and time at which the transaction was performed.

CreationDate_ The date and time the transaction was created in the database.

LastModifiedDate_ The date and time the transaction was last edited using Transaction Editor.

Cost The amount being charged for the transaction.

ValidExceptionFlag Flag field indicating if the transaction is an exception.

1=yes, 0=no

State_ Transaction state. Indicates if transaction is an exception.

1=valid, 2=exception

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Field Description

UniqueId_ Transaction UUID - Universally Unique Identifier

ApprovedbyUser_ The name of the user who released the transaction at the terminal.

DocName The name of the document.

Copies The number of document copies sent to the device.

Count The number of impressions for the transaction.

Billable Flag Billable flag 0=yes, 1=no

ColorFlag Color flag. 1=yes, 0=no

Details Transaction details.

Field1 User mapped validation field. By default this field is mapped to Matter ID code in System Manager.

Field2 User mapped validation field. By default this field is mapped to Client ID code in System Manager.

Field3 User mapped validation field. By default this field is mapped to User ID code in System Manager.

Field4 User mapped validation field.

Field5 User mapped validation field.

Field6 User mapped validation field.

Field7 User mapped validation field.

Field8 User mapped validation field.

ExportedDate_ The date when the transaction was exported.

Fax-specific Fields
In addition to the fields common to all transaction types, the fax transaction type form contains the following
transaction fields:

Field Description

Direction_: Direction of Fax transmission. In=Incoming, Out=Outgoing

FaxDuration: The duration in (mins/secs/ms) of the transmission

FaxImpressions: The number of pages sent or received

FaxPhoneNumber: The fax number dialed

FaxSize: The total size, in bites of the fax transmission.

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Scan-specific Fields
In addition to fields common to all transaction types, the scan transaction type form contains the following
transaction fields:

Field Description

ScanType: A number indicating the scan destination:

0 = Unspecified
1 = Unknown
2 = Email
3 = Network Server
4 = FTP Server
5 = Local Fax Machine
6 = Remote Fax Machine
7 = Printer
8 = Document Management System
9 = Desktop

ScanDestination: The destination of the electronic file.

ScanBWCount: The number of black and white impressions in the document.

ScanColorCount: The number of color impressions in the document.

Disbursement-specific Fields
In addition to fields common to all transaction types, the disbursement transaction type form contains the following
transaction fields:

Field Description

DisbursementType_ The type of disbursement: Courier, Regular Mail, shipment, or similar type. These are user-defined
values. See Define Disbursement Types on page 391 for details.

ItemCount: Number of items in the disbursement.

ItemRate: The rate at which each item in the disbursement is charged.

TotalCost: The total amount charged.

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Filtering Transactions
Filters enable you to narrow the scope of the data that is presented by displaying only those records that meet specific
criteria. Consider that you might be searching a database with thousands of records, but you may only be interested in
seeing or working with a small subset of the table data such as print transactions, or transactions for a specific client.
By identifying patterns in the data you can reduce the amount of work required to locate a given piece of information.
This not only helps with accounting, but also reduces the load on the server because it doesn't need to return all the
records every time.
Filter transactions by specifying one or more criteria for one or more fields. The more criteria you specify for the filter,
the better chance of obtaining the range of transaction records that you are looking to work with. For example, you
may want to view all transactions on a particular date or made by specific users, or billed to a specific client.
Follow these steps to filter transactions:
1 In the field column list box, select a transaction attribute to filter by.
2 Choose an operator from the Select drop list. Choosing the Between operator replaces the Value field with From
and To fields.
3 Enter a parameter in the Value field, or a parameter range in the From and To fields.
4 Click the Add Filter button to add the filter to the list box.
5 Repeat the above steps to add more criteria to the filter if required.
6 Click the Filter button to apply the filter to the transactions table.
If the resulting number of transactions displayed is too large, add further filter criteria and click the Filter button
again to further narrow your search.
If the resulting list of transactions is too short, you can remove and re-add modified filters as needed. To remove a
filter, select it and click the Remove Filter button.

NOTE: Removing a filter does not clear the filters from the transaction list. Click the Clear Filter button to show all
transactions. Currently defined Filters remain in the Filter List so you can filter the list again if needed.

Editing Transactions
The overall process for editing transactions is the same across all transaction types. However, some fields are specific
to certain transaction types. For information on specific data fields, see Working with Transactions in Transaction
Editor on page 117.

NOTE: Any transactions you can access for editing in the Transaction Editor, such as exceptions or transactions
requiring approval, are also accessible through the Web Status Page.

Follow these steps to edit a transaction:

1 In Transaction Editor, select the desired transaction type tab to change the displayed list of transactions if
required.
2 Create and apply a Filter to narrow the transaction list if necessary. See Filtering Transactions on page 121 for
instructions.
3 In the transaction list, locate the desired transaction.

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4 Edit the transaction fields as necessary.

NOTE: Certain transaction fields are read-only and cannot be modified. These fields are identified by an underscore
at the end of their name. For example, both DeviceName_ and UserName_ are read-only fields.

5 Click Save to save your changes.

6 Repeat the above steps to edit any subsequent transactions if required.
7 Click the Close button to close Transaction Editor.

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Exporting Transactions
The final step in processing transactions is exporting them to the Time and Billing system. Typically, you will schedule
exports to run on a regular basis. In some cases, you may need to re-export transactions. Simply re-running an export,
however, does not re-export transactions that were included in a previous export. Equitrac Professional provides a
wizard called ReExport for this procedure. See Re-exporting Transactions on page 141 for instructions.

NOTE: You can install and run the Export Wizard either on the CAS server or a remote workstation.

Equitrac Professional allows the export of transactional data in three file formats:
• Delimited: data in the flat file is separated by a specific character, usually a comma. This format is accepted by
most financial and accounting packages as it is a more common import export method allowing the import
application to recognize when a field ends and a new one begins regardless of field length.
• Fixed Length: data in the flat file is strung together without a separator. However, each field is of a fixed length
allowing the import application to recognize where each field begins and ends based on its length. This method
requires that some data be appended to meet the fixed length requirements on export. See Transforming Field
Data on page 130 for details.
• Integrated system: data is exported directly into a third-party database, rather than to a flat file. This option
enables you to configure the data mapping between Equitrac’s accounting server and the third-party database.
Transaction Exporting can only be performed using the export wizard and task scheduling features in System
Manager.

The Export Process

Follow this process to export transactions:
1 Using the Export Wizard, create custom export configuration files. You can either create custom export files from
scratch, or modify an existing export file. See Creating Custom Export Configuration Files using the Export
Wizard on page 123 for details.
2 Schedule export tasks to run at regular intervals.
3 If required, see Re-exporting Transactions on page 141 for instructions on re-export transactions.
4 Import the transaction data from the exported flat file. See your time and billing documentation for file format
requirements and importing procedures.

Creating Custom Export Configuration Files using the Export Wizard

There are several export configuration files installed with Equitrac Professional. However, in some cases, the resulting
flat file produced by these standard configurations may not be compatible with the import file format required by your
time and billing system. Equitrac Professional therefore provides an Export Wizard that enables you to create a custom
configuration file from scratch, or modify one of the existing standard configuration files.
To create a custom export configuration file, launch the export wizard using one of the following methods:
• Click Tools > Export Wizard from the main menu bar in System Manager.
—Or—

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• From the Start Menu on the CAS server, click All Programs > Equitrac Professional > Export Wizard.
The export wizard launches and guides you through the following five stages:

Step 1: Introduction
1 At the welcome screen choose your creation method as follows:
a Select Create new export.
b Select Use existing export as template if you have already created an export file. If this is a first export, you can
select the default <Not Selected>.
c Choose the transaction types you wish to export from the View list box.
d Click the Fields button next to Summarized by, to select the fields by which you want the export data
summarized. Note that the text listed in the Fields Summary dialog box corresponds to the names of the
defined mapped fields for the system. For instance, if you have defined a single validation level called Project,
the checkbox label will read “Summary by Project”.
—Or—
a Select Edit existing export.
b Choose an existing export from the saved exports list.
2 Enter a unique Export name and an Export description.
3 Click Next.

Step 2: Configure
This section guides you through configuring the file export type.
1 Select your file export type:
• Delimited flat file: data within the file uses specific characters (delimiters) to separate its values. Most
database and spreadsheet programs are able to read or save data in a delimited format. Any character may be
used to separate the values, but the most common characters used are the comma, tab, vertical bar (also
referred to as pipe) and space. Delimited data is often divided into columns and rows. Column headers are
defined in the first line of data, and each subsequent line is a row of data. The lines are separated by newline
and/or carriage return characters. Due to their widespread use, certain spreadsheet programs can open
comma- and tab-delimited text files without the user designating which delimiter is in use.
• Fixed length flat file: data uses specific field lengths to separate its values. Some variable length database fields
must be appended in order to fit the data design. Column headers are defined in the first line of data, and each
subsequent line is a row of data.
• Integrated system: Exports the data to a specified database table.

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2 If you are creating a delimited or fixed length flat file:

a In the Export options section, specify the File name to be created when the export is run. You can specify a
location for the exported data by including the entire path to the file. If you choose not to specify a location for
the export, the generated export file is saved in the Export Wizard’s working directory: C:\Program
Files\Equitrac\Professional\tools.
You can name the exported file with, or include in the file name, the following variable date parameters. Note that
the parameters must be surrounded with a percent symbol (%) in the file name, for example CPCH%ddMMyy%.trn:
• dd — day of month with leading 0
• MM — month with leading 0
• yyyy — year
• yy — year without century
• HH or hh — 0-23 hour with leading 0
• mm — minute with leading 0
• ss — seconds with leading 0
b Select whether you wish to Append data to an existing file, or Overwrite an exisiting file with your custom
configuration. If you just created a new file name in the above step, select Overwrite an existing file.
3 If you are creating an integrated system export:

a Specify the DSN. Click ODBC admin to access the ODBC Data Source Administrator if necessary.

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b Provide a username and password for an account with valid administrative access to the database.
c Specify the table name in the billing system database that you are exporting the data to.
d Click Test to ensure you can connect the export feature to the relevant table in the database using the account
credentials and DSN provided.
4 If you are creating a delimited flat file:
a Specify a Field delimiting character. The most common choices are a comma, a vertical bar (also known as a
pipe), or a space. If you need a special character to delimit your fields, select the relevant hex codes from the
Use hex code(s) drop list. The character you select will be added between data values when the export task is
run and the flat file is generated.
b Specify a Text identifying character. Many import applications require that text fields be wrapped between a
specific character to mark the beginning and end of the text string. Since commas and spaces are common in
text fields, this alleviates the problem where text strings may include the field delimiting character. The usual
values for wrapping text fields are the single or double quotes.
5 If you are creating a delimited or a fixed flat file, specify whether or not to include a linefeed at the end of each line
to indicate when new data rows begin.
NOTE: New rows in a delimited flat file are identified by carriage returns.

6 Specify whether or not to split the Total Count into two records.Use this option if the Time and Billing system
requires separate charging for black and white versus copy transaction. If you enable this option, specify the flag
field values for black and white or color that you expect to show as the ColorFlag field in your export.

Step 3: Mapping
This section guides you through mapping how fields will be formatted, transformed, and displayed in the final
exported output.
1 Select the fields you wish to include in the exported flat file from the Available fields list box. Select multiple fields
by holding down the Ctrl key.
This step of the export wizard provides a choice of “summarized totals” available for export. The fields available for
export depend on your initial choice of transaction type. For example, if you are exporting telephone transaction
data, then you can choose to export the total call duration, the total cost, and the total number of phone calls, etc.
For copy transactions, you can choose from the total number of pages, the total number of color pages, the total
cost, and other fields.
2 Add or remove the selected fields from the Fields to include in the export export mapping grid using the add (>)
or remove (<) buttons.
3 Edit the field mapping grid values as required. The following table outlines which values are editable and in which
file type they can be modified:

Value Description Editable? Flat File Type

Field Indicates the database field name. No Both

Header This value is displayed in the exported file if the Include column Yes Both
headers in the export option is selected.

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Value Description Editable? Flat File Type

Is text field? Selecting yes from the drop list identifies the field as a text string. Yes Delimited
When the transaction data is exported, these values are wrapped
with the Text identifying character you defined earlier during stage
2, the configuration stage. See Step 2: Configure on page 124.

Length This value identifies the fixed length of the field. Yes Fixed length

Align This option identifies if the field value is represented by the characters Yes Fixed length
at the right of the field or at the left. The rest of the field must be zero
filled for this option to function correctly.

Add new line? Selecting yes adds a linefeed after this field in the export. Yes Fixed length

4 After adding two or more fields to the field mapping grid, you can change the order in which they appear in the
export by moving them up or down in the grid. Select a field in the grid and use either the Up or Down buttons.
5 Click the Transform button to transform the value of a field to one that meets the import needs of your time and
billing application. See Transforming Field Data on page 130 for instructions.
6 Select Include column headers in the export if required.
The group header field will appear once at the top of each grouped set of transactions that match the value of the
group header field.
For example: If you choose clientname as the group header, all transactions will be grouped by client name, and the
clientname field will appear once, on a separate line, before each group as shown in below:
Client 1

transaction1details

transaction2details

transaction3details

Client 2

transaction1details

transaction2details

transaction3details

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7 Click the Filter button to open the filter dialog box. Using a filter will narrow the transaction export output.

a Select one or more Available fields from the list, and click >.
b For each field selected, specify an operator, and the value. For example, you may want to filter on matter codes
less than 1000, so you would select an operator of < and a value of 1000.
c Enable the Include exceptions option if you wish to have transactions that are marked as exceptions included
in the export. By default, only valid transactions are exported.
d Enter your criteria for each selected field and click OK to return to the filter dialog box.
When you apply two logical operators within a rule, the AND operators are evaluated first. Equitrac Professional
permits two or more criteria settings in one rule, assigning AND a higher priority than OR, assuming a usual order
of application. For example:
A or B and C = A or (B and C)
A and B and C or D = ((A and B) and C) or D
A or B and C or D = (A or (B and C)) or D
CAUTION: Use caution when using the operand AND. Selecting the same criterion twice, such as two devices, and
changing the operand to OR allows the rule to apply transactions matching either criteria. However, leaving the
operand at AND could negate the entire re-costing criteria since a single transaction cannot be processed by more
than one device, or processed on multiple dates, or sent by more than one individual.

8 Click Next.

Step 4: File Header

This section guides you through configuring the content and format of a file header for the exported flat file, if you
choose to include one.
1 Select the Include file header option if you require a header in the exported file.
You create the header using the text string (constant string), current date and time, linefeed, and special character
(string character) elements.
You can reuse each element as many times as necessary in order to build the text block you require.

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The following example shows a file header text block and the Header definition grid used to define it immediately
following it:
*** Equitrac Professional 5.7 ***

Copy Transactions

Exported on 01/01/2015 13:15:02

NOTE: Spaces required before and after a constant string must be included as part of the constant string. The above
table represents spaces by the use of [ ]. It is also recommended, but not required to use a final linefeed element to
separate the header from the rest of the file.

Function Parameter

Constant string ***[]Equitrac Professional[]5.7[]***

Linefeed none

String character Copy[]Transactions

Linefeed none

String character Exported[]on[]

Current date/time none

Linefeed none

2 If you selected the option to include a header, create the header by selecting each header option you wish to use to
in building the header text and add it to the Header definition grid using the add (>>) button. Some header
functions have parameters or transformations that you can define when prompted, such as the Current date/time
option.
You can remove options from the Header definition grid by clicking it and using the remove (<<) button.
You can edit the parameter values after adding the option by double-clicking on the value and re-entering it.

Step 5: Summary
This section summarizes the custom configuration you are about to create and gives you the opportunity to preview
an actual export of the flat file would look like.

NOTE: Previewing the flat file does not actually export any transactions. Once the preview is opened in Notepad, you
can save it to a file location or you can email it as an attachment if desired.

1 Click the Preview Export button to launch Microsoft Notepad with an example of the flat file as it would appear if
this custom export configuration file were used now.
If this is a summary export, the preview displays the summary totals available for export. Please note that export
filters are not taken into consideration when generating a preview, so the content of the actual export may be

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different from the content of the preview. The output file will have the transaction totals for every client and matter
combination that had a transaction recorded against it.
For example, the sample output file below shows the print transaction summary for a system with 2 clients (clients
1 and 2), each of which had matters 1 through 5 under it. The output fields appear in dictionary order by default.
Client,EndTransactionDate,Matter,StartTransactionDate,TotalBWPageCount,TotalColorPageCount,TotalCost,Tot
alPageCount,TransactionCount
1,2014-0-10 16:56:25.000,1,2014-10-10 16:31:37.000,63,0,37.80,63,7
1,2014-10-10 16:56:25.000,2,2014-10-10 16:31:37.000,63,0,39.80,63,14
1,2014-10-10 17:29:33.000,3,2014-10-10 16:31:37.000,63,0,32.80,63,5
1,2014-10-10 16:56:25.000,4,2014-10-10 16:31:37.000,72,0,43.20,72,8
1,2014-10-10 17:29:33.000,5,2014-10-10 16:31:37.000,90,0,54.00,90,10
2,2014-10-10 16:56:25.000,1,2014-10-10 16:31:37.000,36,0,21.60,36,4
2,2014-10-10 17:29:33.000,2,2014-10-10 16:31:37.000,117,0,70.20,117,13
2,2014-10-10 17:29:33.000,3,2014-10-10 16:31:37.000,126,0,75.60,126,14
2,2014-10-10 17:29:33.000,4,2014-10-10 16:31:37.000,63,0,30.80,63,7
2,2014-10-10 17:29:33.000,5,2014-10-10 16:31:37.000,135,0,81.00,135,15.
There is one line summarizing the totals for every client/matter combination. For example, the first line indicates
that there were a total of 7 print transactions for Client=1 and Matter=1, with the first of these transactions taking
place at 2014-10-10 16:31:37.000. The last transaction for this client matter was at 2014-10-10 16:56:25.000, and
the total cost of these transactions was 37.80 dollars.
2 If you are happy with the flat file contents and formatting, close Notepad and click the Finish button.
Your saved custom configuration now appears as an existing export configuration file the next time you launch the
Export Wizard.

Transforming Field Data

Equitrac Professional provides you with the ability to transform field value formats in the export file, such as custom
date formats for export data, length, and even content in order to meet the import requirements of your time and
billing system.
For example, many fields in the database have variable field lengths such as description or cost. When creating a fixed
length flat file export, a fixed length file relies on the data fields being specific character lengths in order to mark the
beginning and end of field values. Transforming field data enables you to append the field length to the number of
characters you require.
Appending fields is not the only transformation you can apply to field data. This section describes each field
transformation command, and the variables you must provide (where applicable) in order to transform the field.

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1 From Step 3: Mapping page in the Export wizard, select a field to include in the export, and click the Field
transforms button. This opens the Transformation List dialog box for the selected field.

2 For each field, you can create multiple transformations to apply to export data. Click Add in the Transformation
List dialog box to open the Transform field dialog box; this provides you with a drop-down list where you select
the transformation you want to apply to the selected field.

The options you select here will then appear in the transformation list dialog box.

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Using the Export Wizard from a Remote Workstation

Transformation Description

NUMBERFORMAT Use NUMBERFORMAT to transform the format of a numerical value.

To transform a numerical value, select the Number format from the drop list. Your options include:
• 0.00 changes the format to a decimal value with two decimal places.
• *100 multiplies the numerical value by a value of 100.
• Tenths of a minute the numerical value to tenths of a minute.
To transform the field value to its absolute number, select the Apply ABS option.

LOWER Use LOWER to transform the format of a text string to lowercase characters.

UPPER Use UPPER to transform the format of a text string to uppercase characters.

RIGHT Use RIGHT to truncate the contents of a string value, starting from the right, to the number of
characters you specify in Number of characters.

LEFT Use LEFT to truncate the contents of a string value, starting from the left, to the number of
characters you specify in Number of characters.

SUBSTRING Use SUBSTRING to select a specific section from within the contents of a string value. To transform
a string into a substring, enter a number corresponding to the Start position within the string,
and enter the Number of characters, including the start position character, you want to capture
from the string.

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Transformation Description

DATEFORMAT Use DATEFORMAT to change the format from the one in the database to the one you want to
appear in your flat file.
The following list outlines your date format options:
• yyyymmdd—The four digit year followed by the two digit month and two digit day
• mm/dd/yyyy—The two digit month, the two digit day, and the four digit year separated by
forward slashes
• mmddyyy—The two digit month followed by the two digit day and the four digit year.
• mmddyy—The two digit month followed by the two digit day followed by the last two digits of
the four digit year
• yymmdd—The last two digits of the four digit year, followed by the two digit month, followed
by the two digit day, excluding the time.
• #dd-MON-yy—The two digit date followed by the first three alpha characters of the month and
a two digit year.
• hh—The hour portion of the date/time stamp only.
• mm—The minute portion of the date/time stamp only.
• ss—The seconds portion of the date/time stamp only.
• CUSTOM—The export utility can now export dates in customizable output formats. You must
specify one or more date variables and optional text. All variables are defined by the percent
symbol and a letter. Text that does not follow the variable naming convention will be included
verbatim in the output string. All variables are formatted using the Microsoft Windows strftime()
function. See Format Variables for Custom Date Format Field on page 493 for more
information on supported variables.
Listed below are sample conversions showing the format string used, as well as the output for
“Wed, January 17 2007, 21:25”:
• Date<%b-%d> — Date<Jan-17>
• %Y%%%m%%%d — 2007%01%17
• %I:%M %p — 09:25 PM
• (%B %d ‘%y) — (January 17 ’07)
• %%today — %today
•

GROUPHEADER Use GROUPHEADER to transform a field into a group header. The GROUPHEADER transformation
option is only available to the first field in the Fields to include in the export grid.
If you chose a date/time field as the group header, you can select the Apply date format option
and a date format from the drop list to transform the field value to the date format you require. See
DATEFORMAT on page 133 for a listing of possible formats.

STRING Use STRING to completely replace the contents of a field with your own String text value.

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Transformation Description

PAD WITH 0 Use PAD WITH 0 to pad the beginning of a field with zeros (0) to the Pad length you specify.
The pad length value controls the total length of the field that results after padding the field with
zeros.
The following list shows two examples of how pad with 0 transforms field values:
Field 1
• Field length = 10
• Pad length = 3
• Field Value = 123
123
Field 2
• Field length = 10
• Pad length=10
• Field Value=123
0000000123

CONCATENATE Use CONCATENATE to return a sequence that contains all the individual elements (fields and
strings) entered in the linear order in which they are added. The produced result of the
CONCATENATE transformation results in a string value.
• Note The first field in a the resulting string of a concatenate transformation is the field being
transformed, therefore do not add the field in the grid unless you require the field to
be duplicated in the transformation.
To create a single field, do the following:
• Select CONCATENATE as the transform option.
• Click Add to add a new row to the grid.
• Click <Option> in the Option column and select either a String or a Field from the drop list.
• Enter the Value using one of the following methods:
• For a String: Double click in the value field and enter the string value.
• For a Field: Click <Field> in the Value column and select a field from the drop list.
• Repeat the above steps to add further values as required.
• Click OK to close the Transform field dialog box.

CASES Use CASES to transform any standard date format into a custom date format not covered by the
DATEFORMAT transformation.

CUSTOM This transformation is intended for Equitrac support and field service engineers to deploy custom
transformations designed as custom releases for specific customer sites. General system
administrative users will not use this option.

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Transformation Description

EXPORTTIME Use this option to timestamp the transactions with the current export with the time of export.
Some time and billing systems require time stamping be associated with transaction in the
exported file, rather than in the header of the export file itself.
You can specify a time offset in minutes to enable the export time to read a different time than the
actual scheduled export. For example, scheduling options may only accept “first day of the month”,
not “last day of the month”, but your time and billing system may require end-of-month reporting.
Therefore, you can schedule your export for after midnight on the first day of a new month, and
offset the EXPORTTIME option for each field to show 11:30pm on the previous day.

CRLF This option overwrites the actual export field and replaces it with a carriage return line feed.

SUBSTITUTE Use this option to specify values to overwrite in the string of the selected field, for example: From =
jan, To = Jan.

PERL SCRIPT The built-in transforms above represent the most common operations you will need for exported
fields. Given the variety of Time and Billing configurations and specific corporate needs, it is not
possible to predict every possible transformation a firm might need. To meet diverse field
manipulation needs, Equitrac Professional supports arbitrary field transformations using the Perl
scripting language. Perl is extremely versatile and provides exceptionally strong text manipulation
commands.
When you define an export format and select PERL SCRIPT as a field transform, you have the ability
to manipulate each field by using a customized Perl subroutine that you create. The export utility
invokes the Perl module with 2 parameters: the unfiltered exported field, and the text delimiter
used by the export configuration. Your subroutine is expected to output a single string that
represents the filtered field and the delimiter. The export utility is designed so that it does not add
a field delimiter after a field that has been transformed by a PERL SCRIPT. This enables you to
transform multiple fields in a row and effectively concatenate them if you do not include the
delimiter in your field output.
When you first select the PERL SCRIPT transform option, you are presented with a default script
that parses the input parameters, and re-assembles them for output. This script effectively does
nothing, but represents a default template that can be used to construct a filter. At any point
during the testing and editing of the Perl transform, you can use the “Default” button to discard all
changes you’ve made and reset the script to the baseline, null transform.
At any point during your development of a Perl transform, you can use the “Test” section at the
bottom of the dialog box to test it. You must provide a sample input field in the Parameter edit
box. The Delimiter edit box is read-only because the delimiter is fixed for the current configuration.
Specific use of Perl for text manipulation is beyond the scope of this manual. Consult the appendix
for a few sample transforms or use any of the many Perl resources available on the Internet for
further information.
PERL Record Transform
In some cases, it may be difficult to use a Field Transform for your specific needs. This usually
occurs when the resulting transformation of a specific field depends on the contents of other fields
in the record. In those cases, you can use a Record Transform. This special transform operates
similarly to the Field transform, with the obvious difference that it receives the whole record as an
input parameter. The “Default” transform in this case parses all the fields, and re-assembles them
into an identical output record.

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It is possible to run the import and export wizards remotely, if you define CAS in the Equitrac Common registry on
the remote workstation, or you create a shortcut to the Wizard and include the server name as a command line
parameter (wizards can also simply be launched from the command line with the same parameter). All export/import
wizards, including the re-export wizard, have the optional command line parameter CASName, which you can specify
when running the command.
To launch any wizard from the Start menu using this parameter, do the following:
1 Click Start > Programs > Equitrac Professional.
2 Right-click the wizard you want to use and select Properties from the menu.
3 In the Target field, add a space and specify the accounting server name; for example:
“C:\Program Files\Equitrac\Professional\Tools\EQReExportUI.exe” OKA2

4 Click OK.
5 Click Start > Programs > Equitrac Professional and click the wizard you’ve just edited. Equitrac Professional
launches the wizard on the specified server.
If you are unable to modify the target field from the properties of the wizard as stated above, you can create a shortcut
that populates the command line parameter when clicked:
1 Right-click anywhere on the Windows Desktop. From the menu, select New > Shortcut.
2 In the Shortcut field, type the UNC path for the Import Wizard, or browse to C:\Program
Files\Equitrac\Professional\Tools\EQExportWizard.exe. Click Next.
3 Provide a Name for the shortcut, and click Finish. The shortcut displays on the desktop.
4 Right-click the shortcut you just created, and select Properties from the menu.

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5 In the Target field, navigate to the end of the string, then add a space, followed by the accounting server name. For
example, OKA2:

6 Click OK.

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Scheduling Transaction Imports/Exports

Using System Manager > System > Scheduled tasks, you can create independent schedules for importing and
exporting data between Equitrac Professional and a third party time and billing system.
You must specify a unique name for each task, enter task-specific information (including an optional description), and
define a schedule for the task. However, the task-specific information you provide differs depending on which type of
task you are adding.

Adding an Import/Export Task

Using the procedures outlined in this section, you can define schedules for any of the following tasks:
• Import validation data
• Import transaction data
• Import disbursement transactions
• Export transaction data
To add an import or export task, do the following:
1 Click the System > Scheduled tasks link.
2 In the right pane, click Add, select Import/Export from the Task type dialog box and click OK to open the New
task dialog box.
3 Provide a unique name and description for this task.
4 Select Yes or No from the drop list to determine whether this command will run as configured, or is suspended.
5 For either an import or an export task, enter the path and file name of the configuration file you want to run.
When entering the path, use the UNC path; do not use mapped network drives.
• To create an import configuration file using the Validation Import Wizard, see Importing from a Time &
Billing System on page 48.
• To create an import configuration file using the Transaction Import Wizard, see Importing Transaction Data
on page 102.
• To create an export configuration file using the Export Wizard, see Exporting Transactions on page 123.
6 Determine the task schedule. For information on defining a task schedule, see Defining a Schedule Recurrence
on page 139.
7 Click OK to save the task configuration, or Cancel to close the New task dialog box without saving the settings.

Editing Existing Tasks

Use the Modify task dialog box to alter existing scheduled tasks, including suspending task schedules. If you suspend
a task, you must also manually reinstate it; it will not automatically run again on the next cycle of the schedule.

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Defining a Schedule Recurrence

The flexibility of the Equitrac Professional scheduling feature enables you to define diverse schedules for your various
tasks. By scheduling tasks, you can specify whether you want a particular task to run only once, or on a daily, weekly,
or monthly basis. Defining a schedule is a necessary step when adding a task. Familiarize yourself with the various
scheduling options available in Equitrac Professional before adding tasks.
The following sections provide information on the various scheduling options available to all task types. Use the New
task dialog box to schedule tasks. To access the New task dialog box, do the following:
1 Select the System > Scheduled tasks link. The Scheduled Tasks view displays in the right pane.
2 In the right pane, click Add to open the Add new scheduled task dialog box.
3 Select a task type and click OK to open the New task dialog box.

Scheduling a Task to Run Once

When scheduling a task to run once, you can run the task immediately, or you can specify a future date and time for
the task to run. To run the task immediately, ensure that Once is selected in the Schedule drop list, and that the
current date and time are selected, then click OK.

NOTE: The task scheduler uses a twenty-four hour clock.

Scheduling a Daily Task

When scheduling a task to run on a daily basis, you can select the first day, the time of day, the final day, and how
frequently you want the task to run.
Enter the date in the field using the format MM/DD/YYYY

Scheduling a Weekly Task

When scheduling a task to run on a weekly basis, you can select the first day, the time of day, the final day, how
frequently, and on which weekdays you want the task to run.
Enter the first and final date in the fields using the format MM/DD/YYYY.

Scheduling a Monthly Task

When scheduling a task to run on a monthly basis, you can select the first day, the time of day, the final day, how
frequently, and during which months you want the task to run.
Enter the first and final date in the fields using the format MM/DD/YYYY.

Running Tasks Immediately

When you have defined tasks listed in System Manager, you can select any of the existing tasks to run immediately.
In the Task listing, right-click any task and select Run task now from the menu.
Running an existing task immediately does not interfere with any existing schedule that you have configured for the
task. For example, if you manually run an import task, normally scheduled for the weekend, on a Wednesday, the task
will also run as scheduled at its appointed time.

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Suspending, Resuming, or Removing a Scheduled Task

You can stop a scheduled task from running by either suspending or removing it.
Suspend a task to temporarily prevent it from running. A suspended task remains scheduled, but does not run. You
can resume the task by removing its suspended status.
Remove a task to delete it from the schedule permanently. You cannot resume a task you have removed.

Suspending a Task
When you suspend a task, the task remains in the task scheduler, but does not run.
To suspend a task, do the following:
1 Click the System > Scheduled Tasks link.
2 In the right pane, click the desired task to open the Modify task dialog box.
3 Select Yes from the Suspended drop list.
4 Click OK. The task is suspended and does not run at its scheduled time.

Resuming a Task
When you resume a task by removing its suspended status, the task runs at its regularly scheduled intervals.

NOTE: If the task’s end date has passed, you must modify the end date for the task to resume.

1 Click the System > Scheduled Tasks link.

2 In the right pane, click the desired task to display the Modify task dialog box.
3 Select No from the Suspended drop list.
4 If necessary, modify the task’s End date:
• Enter the date in the field using the format MM/DD/YYYY.
—Or—
• Click the arrow to display a calendar and select the desired end date.
5 Click OK. The task runs at its scheduled time.

Removing a Task
To remove a task, do the following:
1 Click the System > Scheduled Tasks link.
2 In the right pane, right-click the task you want to remove and select Remove scheduled task from the menu.
3 Click Yes to confirm the deletion. The task is removed.

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Re-exporting Transactions
You cannot simply re-run an export to re-export transactions since exported transaction records are flagged in the
database once they are exported. Therefore, Equitrac Professional provides you with a separate method for
accomplishing this procedure.
To re-export an export, do the following:
1 From the programs list in the Start Menu on the CAS server, click Equitrac Professional > ReExport to open the
Export history dialog box.
2 Select an export from the history list and click the Re-export button.
Your transactions will be exported to the same location as the first time the transactions were exported.
3 Click OK.

NOTE: Using the Re-export wizard remotely is ineffective for file exports because the wizard writes export files on the
remote machine. It does work well for integrated exports, however.

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 5 Configuring Price Lists

Topics:
Price List Workflow
Identifying Pricing Requirements
Creating Large-format Price Lists
Creating Fax Price Lists
Creating Scan Price Lists
Creating Disbursement Price Lists
Creating Phone Surcharges Price Lists
Assigning Price Lists
Price List Selection Rules
Transaction Re-costing
Maintaining Price Lists and Price List Selection
Rules
Example: Calculating Costs for an Advanced
Print Transaction

A price list is a collection of pricing rules you can apply to devices. These rules define how Equitrac Professional
assigns costs to clients for transactions based on attributes such as page count, page attributes, and finishing options. A
price list can also accommodate time-of-day charging. Once you have created price lists and assigned them to your
devices, you can customize how they are applied by creating price list selection rules. Price list selection rules override
the price list assigned to the device based on transaction attributes such as date, user code, client, matter, or validation
code.
This chapter provides information about:
• planning a pricing strategy
• creating price lists
• creating price list selection rules
• transaction re-costing

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Price List Workflow

Working with price lists in Equitrac Professional follows this workflow:
1 Identify pricing requirements.
Consider the following factors when planning price lists:
• types of price lists
• the need for default price lists
• the need for primary pricing alone, or dual price lists
• reflecting real device capabilities
2 Create price lists.
In System Manager > Price lists, create all required price lists and define default price lists for all transaction
types.
3 Assign price lists to devices.
In System Manager > Devices, assign one or more price lists at the port, queue, control terminal, controller
interface, or device level.
4 Create price list selection rules.
A price list selection rule contains a set of conditions (criteria) under which Equitrac Professional overrides the
price list assigned to a device, port, or queue, and applies another price list.
5 Monitor transactions and re-cost them, if necessary.
Transaction re-costing is used to manually override current transaction costs in the database and apply new
costing to them. Re-cost transactions as necessary to bill your clients correctly.
6 Maintain price lists and price list selection rules.
To keep your pricing data relevant and up-to-date, you may need to edit or remove price lists and price list
selection rules.

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Identifying Pricing Requirements

Equitrac Professional monitors all transaction activity and calculates the cost, based on your pricing policies. This
transaction data is essential for billing those costs back to clients. However, Equitrac Professional also allows you to set
secondary pricing in order to track the total cost of ownership for a device. Reporting on total cost of ownership
enables you to determine the costs associated with operating a device and determine a device’s value based on Return
on Investment (ROI).
The information in this section will help you determine your price list requirements. To achieve the best results, read
through this section before you start creating price lists.

Overview of Price List Types

The following table describes the Equitrac Professional price list types. Depending on your needs, you may need to
define and apply a combination of price list types to each device. For example, a multi-function device requires a
different price list for each of its functions (printing, copying, scanning etc.).

Price List Type Description Apply to these devices Transaction Type

Basic Print/Copy Price per page for black & white or Basic printers that do not offer Print, Copy
color output extended capabilities.

Advanced Print/ Assign costs for extended job and Printers with finishing options and Print, Copy
Copy page attributes. page detail capabilities.

Large-Format Assign costs for extended job and Plotter printers. Print
page attributes for large-format jobs.

Fax Assign costs for fax jobs by page or by Printers with fax capabilities. Fax
minute, and optionally, by prefix.

Scan Assign costs for scan jobs per type Printers with scan capabilities. Scan
and page attributes.

Disbursement Assign costs to disbursements and Control terminals. Disbursement

permit surcharges.

Phone surcharges Assign surcharges for local, long Not applied to a device, use Phone
distance, and international phone pricing rules to assign surcharges
calls. to certain calls.

The Initial Default Price List

The Equitrac Professional installation includes a flat rate system default price list. The flat rate price list enables you to
test initial installation processes or assign a preconfigured price list to new devices. However, you may need to modify
the default price list to accommodate more advanced transaction attributes.
To edit the default price list, click the Flat rate link. The Modify Flat rate price list dialog box opens for editing. The
flat rate is essentially a basic price list. See Creating a Basic Price List on page 146 for details.

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Basic Print/Copy Price Lists

Basic price lists enable you to specify the price per page for black and white, and color print and copy transactions.
When you assign basic costs, Equitrac Professional evaluates color characteristics per job, rather than per page. If the
system detects any color in a given print job, it applies the color page cost to all pages, even if the document contains
some pages that only use black and white.
To avoid inappropriate color charges applied to black and white printing, ensure that the cost per page and subsequent
pages for color jobs is the same as the cost for black and white jobs.

Creating a Basic Price List

To create a basic price list, do the following:
1 In System Manager, click the System > Price lists link.
2 Select Add basic price list under Current tasks in the left pane, or click <Add...> in the right pane and select
Basic from the Add new price list dialog box to open the New basic price list dialog box.

3 Enter a Name and Description for the basic price list.

4 Select or enter the number of pages, and assign per page costs for black and white and color pages as required.
5 To charge a reduced rate for multi-page print transactions, differentiate between first and subsequent page prices
using the Next N pages and per page cost fields.
6 Click OK to close the dialog box.

Advanced Print/Copy Price Lists

Advanced price lists enable you to apply extended costs to printers and copy machines. Advanced pricing divides
document attributes into two categories: finishing operations and page details, each with associated price list selection
rules.
Before creating advanced price lists, familiarize yourself with how Equitrac Professional evaluates a transaction,
breaks it into page sets, and applies charges.

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Finishing Operations Pricing

Finishing operations include a base price per document plus optional pricing for individual finishing operations such
as punching, binding, stapling, folding, trimming, stitching, and wrapping.
Equitrac Professional evaluates each document attribute as either true or false. For example, a document is either
stapled or not. Equitrac Professional applies the specified stapling cost to transaction if they are stapled. If the
document is stapled, bound, and punched, Equitrac Professional applies the specified stapling, binding, and punching
costs.
Equitrac Professional applies the transaction base price to every transaction after assessing and applying all other
applicable document attribute charges described above.

Page Detail Pricing

Page detail pricing includes a default page price and optional rules grid enabling you to create rule sets for page
attributes including type (copy or print), size, color, duplexing, tray source, and media. Equitrac Professional groups
pages by attributes to create page sets and then applies the pricing you assigned to the rules to the page sets that match
them.

Page Sets
Equitrac Professional evaluates each transaction for all of its attributes and groups each page into a page sets according
to common attributes. Equitrac Professional applies only one page detail pricing rule to each page set in a transaction.
Page sets apply to both copy and print transactions.
A document that contains both color and black and white pages, generates two page sets, one grouping all color pages
together, and the other grouping all black and white pages. More page set groupings are created when more attribute
combinations exist.

NOTE: Equitrac Professional treats each side of a duplexed page as a separate impression. Depending on the
transaction attributes, the impressions might be grouped in separate page sets. For example, a document with only
one color page generates two page sets: one color set and one black and white set.

The document to the right would result in three page sets:

• Two pages Ltr (letter size) + color
• Two pages Ltr
• One page Ldgr (ledger/legal) + color
Duplexing the above transaction generates the following page
sets result:
• Two pages Ltr + color + duplex
• Two pages Ltr + duplex
• One page Ldgr + color + duplex
The final page matches the duplexing attribute because the entire document is duplexed.

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Page Detail Pricing Rule Hierarchy

The page detail pricing grid is hierarchical. The number of exact matches in a rule and the order in which you enter
your rules matters. Therefore, take time to understand the order in which Equitrac Professional applies page detail
pricing rules.
The page detail pricing rule grid hierarchy is as follows:
1 Number of exact attribute value matches: The rule with the most exact matches is applied over rules with fewer
exact matches. Although the Any value can be a match, it is not considered an exact match.

2 Left to right: If two rules have the same number of exact matches, column order determines the applied rule. An
exact match in the Type attribute supersedes an exact match in the Size attribute. An exact match in the Size
attribute supersedes an exact match in the Color attribute, and so forth.
3 Top to bottom: If two or more identical rules appear in the grid, the order in which they appear determines the
applied rule, regardless of its pricing.
NOTE: Transaction costs are calculated using the values in the Pricing column. As such, Pricing values are not
considered transaction attributes and therefore have no affect on rule hierarchy.

4 Default price: If the accounting server cannot find a match in the grid, it applies the default price if one is
configured.

Evaluating the Page Detail Pricing Rules Hierarchy

As we determined previously, the document to the right results in three page sets as follows (See Page Sets on page
147 for details on generating page sets):
• Two pages Ltr + color (page set A)
• Two pages Ltr (page set B)
• One page Ldgr + color (page set C)
The following table presents six sample rules using only the first
three attributes in the grid:

Rule Type Size Color Duplex Tray Media Price

1 Print Ltr Any Any Any Any 0.20

2 Print Any Full Any Any Any 0.40

3 Print Ltr Full Any Any Any 0.20

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Rule Type Size Color Duplex Tray Media Price

4 Any Ltr Full Any Any Any 0.30

5 Print Any Any Any Any Any 0.20

6 Print Ltr Any Any Any Any 0.70

Applying the grid hierarchy to the above table, the following rules are applied to the three page sets:
• Page set A: Although rules 2, 3 and 4 could apply, rule 3 has the most exact attribute matches.
• Page set B: Rules 1 and 6 are identical and both apply. However, since rule 1 appears in the grid first, it is applied
over rule 6.
• Page set C: Rules 2 and 4 have more exact matches than rule 5. However, both rule 2 and 4 have the same number
of exact attribute matches (two). Therefore, column order determines which rule is applied. Since rule 2 has exact
matches in columns one and three, it is applied over rule 4 with exact matches in columns two and three.
When defining advanced price lists, define a comprehensive set of page detail pricing rules that assign fixed prices for
several combinations of page attributes. The various page detail pricing rules should cover a range of anticipated page
attribute combinations. See Example: Calculating Costs for an Advanced Print Transaction on page 170 for example
scenarios, the rules required to support them, and how Equitrac Professional calculates the costs.

Defining Page Detail Pricing Rule Criteria

When you define price lists to use with Equitrac Professional, be aware of how page pricing rules affect the final price:
• Equitrac Professional prioritizes document attributes. See Page Detail Pricing Rule Hierarchy on page 148 for
details.
• Equitrac Professional examines all rules, regardless of order.
• Although the Any value is a wildcard match, it does not count as an exact match. Use the Any value for an attribute
when an attribute (such as Tray) does not affect the application of a pricing rule.
• Specifying type, size, tray, or media values count as matches.
• Setting an attribute value to Yes or No count as matches.
• Pricing rules are literal; if Equitrac Professional does not find a match, it applies the default price. Creating a rule
with all attributes configured to Any is the same as setting a default price.
• Once you use a value other than Any in a rule, create rules using the other values associated with the attribute;
otherwise, if no other rules match, Equitrac Professional applies the default price. For example, If you choose Yes
for the Duplexing, create another rule for No.
If you have printing problems related to charging schedules and print costs, ensure you have applied the correct price
list, and that you have defined the page detail pricing properly according to the hierarchy. See Page Detail Pricing
Rule Hierarchy on page 148 for details.

NOTE: Be aware that inconsistencies between printer drivers may require you to establish multiple price lists to
accommodate these differences.

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Creating an Advanced Print/Copy Price List

To create an advanced price list, do the following (See Advanced Print/Copy Price Lists on page 146 for details on
working with advanced price lists):
1 In System Manager, click the System > Price lists link.
2 Select Add advanced price list under Current tasks in the left pane, or click <Add...> in the right pane and select
Advanced from the Add new price list dialog box to open the New advanced price list dialog box.

3 Enter a Name and Description for the advanced price list.

4 In the Job attributes section, enter:
• A Base price value to define the base transaction cost.
• Finishing operation costs for Punching, Binding, Stapling, Folding, Trimming, Stitching, or Wrapping, if
necessary. See Finishing Operations Pricing on page 147 for details.
5 In the Page detail pricing section, enter:
• A Default page price to define the default cost per page if no page detail pricing rules match a page set (see
Page Sets on page 147 for details).
• Click <Add...> to add as many page detail pricing rules as required (see Page Detail Pricing on page 147 for
details).
6 When you have defined all the options for the advanced price list, click OK.

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Default Price Lists

You can create a price list, then assign it as the default for all similar devices. For example, if you create a price list for
scanning, you can set that price list as the default for all devices that support scan activity. If there are particular
scanning devices for which you want to create pricing exceptions, you can create another scan price list, then just
assign the new price to particular devices. The default price list will be used when no other price list is assigned to the
scan device.

Device Capabilities
When planning your price lists, make sure you evaluate the capabilities of each printer within the deployment. The
Equitrac Port Monitor examines incoming print job data only, as opposed to print output. If you create a price list for
a black and white printer, but mistakenly assign color pricing to that printer, a user who sends color output to the
printer will be charged for color output, even though the device cannot print in color.

Primary vs. Dual Pricing

Equitrac Professional uses the primary price list to calculate the actual transaction cost. Secondary price lists (Dual
Pricing) enable the software to calculate another cost that is stored with the transaction for reporting purposes, but
does not factor into any balance calculations.
You create all price lists from the Price lists link. However, if you intend to use secondary price lists, you should factor
that into your planning.

As an example, you can configure primary pricing to charge the user for a print transaction, but use the secondary
price list to track the cost your company pays to the printer leasing company for the job (many lease contracts stipulate
a base cost per page). You could create secondary price lists for each device that reflect the actual costs to operate, then
assign both primary and secondary price list to each device as needed.
You can assign a secondary price list at the physical device, port, and queue level.

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Creating Large-format Price Lists

Large-format price lists enable you to apply extended costs to printers. Like advanced price lists, large-format pricing
divides transaction attributes into two categories that each have associated printing rules: finishing operations and
page details.
Before creating large-format price lists, familiarize yourself with how advanced price lists work to calculate transaction
charges. See Advanced Print/Copy Price Lists on page 146 for details.
To create a large-format price list, do the following:
1 In System Manager, click the System > Price lists link to view the current price lists.
2 Select Add large-format price list under Current tasks in the left pane, or click <Add...> in the right pane and
select Large-format from the Add new price list dialog box to open the New large-format price list dialog box.

3 Configuring finishing costs for large-format price lists is similar to advanced price lists. See Creating an
Advanced Print/Copy Price List on page 150 for details.
4 The Default page price option includes size and roll width options. When configuring Default page price costing:
• Select a size from the drop list.
• When you select a linear size, enter a Roll width value in the field.
Page detail pricing for large format price list configuration is otherwise identical to the advanced price list
configuration. See Creating an Advanced Print/Copy Price List on page 150 for details.

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Creating Fax Price Lists

Fax price lists enable you to apply a base price, as well as per page and per minute costs to fax transmissions according
to the phone prefix of the receiving fax number. If you intend to cost incoming and outgoing faxes differently, create
separate fax price lists for both incoming (received) and outgoing (sent) faxes and assign them accordingly when
configuring pricing on control terminals. See Applying Pricing to Devices on page 159 for details.

NOTE: Fax transaction transmission duration values are saved in seconds, not minutes. Therefore a price list
configured with a per minute charge of 40 cents would result in a 20 cent charge for a 30 second transmission.

Prefixes
The prefix of a number consists of any combination of digits required to dial and send a fax. The prefix can include
area codes, country codes, or a single digit for local long distance dialing. Depending on the combination of numbers,
you can create rules to charge for long distance or international calling. You can also include parts of the actual
number itself to charge specific costs for numbers that start with certain digits.
Equitrac Professional applies rules according to the order they appear in the list from top to bottom, therefore, place
simpler prefixes near the end of the list if you have prefixes that start with the same digits.
For example, calling Europe from Canada or the US requires a country exit code (011) plus the European country
code. If you want to apply specific charges if the fax is going to either France or Germany, plus a generic charge for any
faxes going to any other European country, you would order the prefix rules as follows:
• 01133
• 01149
• 011
• 1
It does not matter which country code is first; but rather that the generic exit code (011) is placed after the two more
specific codes. If the generic exit code were first, then any faxes sent internationally would be charged the same cost.
The following table shows a simple configuration to account for local, long distance, and international dialing from
within North America:

Prefix Per page Per minute Description

1 0.10 0.40 The fax number is local long distance.

011 0.20 0.50 The fax number is international long distance.

Default 0.10 0.00 The default is applied to all faxes sent locally.

NOTE: Some countries use a direct-dial systems and therefore vary in how they are accessed internationally by
phone. For example, If you are making an international call to Denmark, the Czech Republic, Italy, Norway, Portugal,
or Spain, simply dial the international access code, country code, and phone number.
However, to call Belgium, France, or Switzerland, drop the initial zero. For example, to call a Paris hotel from London,
dial 00, 33 (France's country code), then 1 and the rest of the phone number without the initial zero.

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Creating a Fax Price List

To create a fax price list, do the following:
1 In System Manager, click the System > Price lists.
2 Select Add fax price list under Current tasks in the left pane, or click <Add...> in the right pane and select Fax
from the Add new price list dialog box to open the New fax price list dialog box.

3 Enter a Name and Description for the fax price list.

4 Choose the Call Site you want to apply this price list to.
NOTE: Note that you must have rate tables and call sites per-defined. Only existing call sites appear in this list. For
instructions, see Obtaining Rate Tables on page 419 and Creating and Configuring Call Sites on page 421.

5 Enter a Base price value to define the base transaction cost.

6 For fax price lists, either edit the default price rule on a per page or per minute basis; or create a new page pricing
rule.
a Click <Add...> to create new phone prefix pricing rule.

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b In the New phone prefix pricing dialog box, enter a Prefix (name) for this price list. See Prefixes on page 153
for details.
c Choose the Pricing method: Fixed page rate or Variable page rate. Fixed rate applies the same rate to all pages
in the fax. Variable page rate allows you to define page ranges that you want to assign the rate to. For example,
you can charge $1.00 for the first page, and $0.50 for each additional page.
d Adjust the page 1 cost if needed. You can adjust the Price per page price and/or the per minute charge.

NOTE: If a page pricing rule has both a price per page and price per minute cost, then the sum of both amounts is
charged for each transaction that meets the rule.

e Click <Add...> to add additional page pricing rules for page ranges or for single pages. A new line item appears
in the Pricing tiers list. In the example above, page 1 will cost $1.00, pages 2 through 10 will cost $.50, and
pages 11 and beyond will cost $.25.
f Repeat the above steps to add additional prefix rules.
g Click OK to close the dialog box.
7 Click OK to close the New fax price list dialog box.

NOTE: If you require separate price lists for incoming and outgoing fax transmissions, create separate fax price lists
for each. Since you are not charged for the call with incoming fax transmissions, you only need to use the Default
rule for incoming fax price lists to define a per page or per minute cost for all incoming transmissions.

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Creating Scan Price Lists

Scan price lists enable you to apply extended costs to scan transactions. You can apply a base price, as well as separate
black and white or color pricing according to the destination of the scan output file.
To create a scan price list, do the following:
1 In System Manager, click the System > Price lists link.
2 Select Add scan price list under Current tasks in the left pane, or click <Add...> in the right pane and select Scan
from the Add new price list dialog box to open the New scan price list dialog box.

3 Enter a Name and Description for the scan price list.

4 Enter a Base price value to configure the base transaction cost.
5 Enter an surcharge to be added per OCR page in the OCR surcharge field. For more information about OCR
surcharges, see the Equitrac Professional Scan Solutions Guide.
6 In the Price per page section, edit each scan Destination for black and white or color surcharges.
7 Click OK to close the dialog box.

NOTE: Equitrac Professional does not automatically assign a default price list to scan transactions at the device level.
When you create a scanning price list, you must manually flag it as the default price list for Equitrac Professional to
apply it to scan transactions.

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Creating Disbursement Price Lists

Disbursement price lists enable you to apply costs based on previously defined disbursement types.

NOTE: To create Disbursement Price Lists, you must have at least one disbursement type defined.

See Define Disbursement Price List Selection Rules on page 400 for instructions on creating disbursements, and
disbursement price lists.

Creating Phone Surcharges Price Lists

Phone surcharges price lists allow you to apply surcharges to phone calls based on attributes of the call such as the call
site it originated from or the client or matter it is being billed to. You can increase or decrease the cost of a call by a
fixed amount, or by a percentage of the original cost. For example, to give a client a 10% discount, set the multiplier
value to 0.90.
When you have created the phone surcharges price list, create a price list selection rule to determine which calls the
surcharges should be applied to. For more information about creating price list selection rules, see Price List Selection
Rules on page 161.
To create a phone surcharges price list, do the following:
1 In System Manager, click the System > Price lists link.
2 Select Add phone surcharges under Current tasks in the left pane, or click <Add...> in the right pane and select
Add phone surcharges from the Add new price list dialog box to open the Phone surcharges dialog box.

3 Enter a Name and a Description for the price list.

4 Enter the amount of the surcharge and/or the amount to multiply the cost of the call by for local, long distance and
international calls. These costs are calculated by row, independent of other values and are added for a final
surcharge figure.
• Multiplier: Use this to multiply the charge by the value indicated in the respective field below.
• Per call: This value reflects the number of calls to be subject to the multiplier for that row.
• Per minute: This value reflects the number of minutes to be subject to the multiplier for that row.

NOTE: Enter a negative number into the Per call and Per minute surcharges fields to reduce the cost of a call.

5 Click OK to save the price list.

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Assigning Price Lists

Before you assign a price list, it’s important to understand the rules CAS follows to determine which pricing to apply.
When Equitrac Professional receives a request to price a transaction, it evaluates the transaction type requested.
Transaction types are print, copy, scan, phone, or fax. Equitrac Professional then references the CAS for a price list that
matches the requested transaction type. If none is found, Equitrac Professional looks for a port or TPC/Embedded
price list matching the transaction type. Again if none is found, Equitrac Professional looks for a price list assigned at
the device level that matches the transaction type. If no specific price list is found at any level, Equitrac Professional
uses the Default price list for the requested transaction type. If there is no default price list, Equitrac Professional
assumes that the price for the job is $0.00. This logic is depicted in the diagram below.

Incoming Transaction
Job Request Type Print Queue Yes
Price List?
o

No
Databa
N

CAS
Port Yes
TPC/
Price List? Embedded?
No

No

Use this price

Device Yes list to calculate
Price List? job cost
No

Default Yes
Price List?
No

Apply $0.00
pricing

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Applying Pricing to Devices

Once you have created price lists, you can apply them to the devices on your network.
Follow these steps to apply a price list to a device:
1 Click the System > Devices link to view the list of currently registered devices.
2 In the right pane, click the desired device (physical printer, port monitor, print queue, e-queue, device interface, or
passthrough printer) link from the list to open the associated Summary dialog box.
3 Click the Pricing button, and under Primary, select a price list to apply to each supported transaction type,
including copy, fax receive, fax send, and scan transactions (where applicable).

The primary and secondary drop lists for each transaction type only display price lists for the specific transaction
type. If you have not created a price list for a transaction type the list appears empty.
NOTE: There are two fax transmission types: Fax receive for incoming transmissions and Fax send for outgoing
transmissions. Assign the same price list to both if you do not intend to treat incoming and outgoing fax
transmissions differently. Otherwise, select separate price lists for each. See Creating Fax Price Lists on page 153
for instructions on creating fax price lists.

There is no option to select a primary or secondary price list for the disbursement mode as disbursement price lists
are associated with a single specific disbursement type. See Define Disbursement Price List Selection Rules on
page 400 for details.

4 If desired, select a defined secondary price list from the drop list.
Equitrac Professional uses the primary price list to calculate the actual transaction cost. Secondary price lists
enable the software to calculate another cost that is stored with the transaction for reporting purposes. Secondary
price lists do not factor into any balance calculations.
For example, you can use primary pricing to charge the user for a print transaction, and use the secondary price
list to track what you pay to the printer leasing company for the transaction, since many lease contracts stipulate a
base cost per page.
5 Click OK.

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Setting a Default Price List

The following table describes default price lists for each transaction type.

Price List Type Directions

Print / Copy In the right pane, highlight the desired Print/Copy price lists row by clicking any of the price list’s
values other than its name.
• Select Current tasks > Set as default price list for print jobs to make this price list the default for
all print transactions.
– Or –
• Select Current tasks > Set as default price list for copy transactions to make this price list the
default for all copy transactions.

Fax In the right pane, highlight the desired Fax price lists row by clicking any of the price list’s values
other than its name.
• Select Current tasks > Set as default price list for sent faxes to make this price list the default for
all sent fax transmissions.
– Or –
• Select Current tasks > Set as default price list for received faxes to make this price list the
default for all received fax transmissions.
Note: A single Fax price list can be set as the default for both sent and received faxes.

Scan In the right pane, highlight the desired Scan price list row by clicking any of the price list’s values
other than its name.
Select Current tasks > Set as default price list for Scans to make this price list the default for all
scanner transactions.

Disbursement Each disbursement type must have its own default price list. Therefore, for each disbursement type:
In the right pane, highlight the desired Disbursement price list row by clicking any of the price list’s
values other than its name.
Select Current tasks > Set as default price list for <Disbursement type> to make this price list the
default for the current disbursement type where <Disbursement type> is a previously created
disbursement type.
Disbursement transactions processed under a disbursement type without a default price list cannot
be assigned a cost.

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Price List Selection Rules

A price list selection rule contains a set of conditions (criteria) under which Equitrac Professional overrides the price
list assigned to a device, port, or queue, and applies another price list. Price list selection rule criteria selection enables
you to re-define a configured price list, depending on any transaction attribute (or combination thereof) including
date, device, user code, workstation, client, matter, and validation code.

NOTE: If a transaction does not meet any price selection rules, then pricing is applied based on the normal pricing
hierarchy. See Assigning Price Lists on page 158 for details.

Using Price List Selection Rules

Price list selection rules override normal device price list settings. You can therefore use price list selection rules to
assign pricing by transaction type across the entire enterprise for a specific time period. The following table outlines
some sample scenarios that would benefit from the use of price list selection rules:

Scenario Price list selection rule

Your company is performing pro-bono work for a client, and Configure a price list selection rule for each transaction type
wishes to override all billing regardless of the transaction. for this client.

You have a department that does not do client work, so Accomplish this by either configuring multiple price list
transactions are not billable to clients, but you still wish to selection rules for transaction types, or by creating a price list
track transactions for total cost of ownership. selection rule for each user code or user class name.

You wish to provide a discount on all printing transactions Create one price list selection rule for this client based on the
for a particular client. print transaction type.

You wish to create a price list and apply it to all print Create one price list selection rule for the print transaction
transactions regardless of printer or printer location for a type.
specific time period.

You wish to set surcharges for specific clients or matters Create a price list selection rule

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Creating a Price List Selection Rule

To create a price list selection rule, do the following:
1 In System Manager, click the System > Pricing rules link.
2 In the right pane, click <Add...> to open the Price List Selection Rules dialog box.

3 Enter a unique Name and a Description for the price list selection rule.
4 Select a Transaction Type from the Type drop down list.

NOTE: Sent faxes, received faxes, and all disbursement types defined within System Manager are displayed as
options when selecting a transaction type for price list selection criteria.

5 Select a Primary price list to apply if the price list selection rule criteria is met.
6 Use the Price List Selection Criteria section to define the criteria for the rule:
a Click Add to open the Criteria Settings dialog box and add the first criteria set.

b Select an Attribute from the drop list. The attribute drop list displays all relevant criteria that can apply to the
selected transaction type.
c Select an Operator from the drop list.
NOTE: Attributes are unique to transaction types. Operators are unique to the Attributes. The list of operators
displayed is dependent on the Attribute selected.

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d Click OK to accept your new criteria and close the Criteria Settings dialog box.
e Repeat these steps as necessary to add further criteria.
7 Click OK to accept your new price list selection rule and close the Price List Selection Rules dialog box.

Attributes and Operators in Rule Behavior

The combination of attribute and operator activates and determines the contents of the Criteria Settings section.
For example, If you select Attribute = Matter and Operator = CONTAINS, a Matter criteria field appears in the
Criteria Settings section, enabling you to enter a matter value to match.
If you select Attribute = Device and Operator = EQUAL, a Device criteria drop list field appears in the Criteria
Settings section, enabling you to select from among devices in System Manager.
When two logical operators are used in a rule, the AND operators are evaluated first. EP permits two or more criteria
settings in one rule, assigning AND first, then OR, assuming a usual order of application. For example:
A or B and C = A or (B and C)
A and B and C or D = ((A and B) and C) or D
A or B and C or D = (A or (B and C)) or D

NOTE: When selecting transaction date range dates, be advised that the from and until dates include an unseen
timestamp of 00:00:00AM, therefore the date range 10/01/2014 to 15/01/2014 does not include transactions
processed on January 15th. If you wish to include transactions processed on the 15th, select an end date of 16/01/
2014.

Setting the Price List Selection Rule Priority

Price list selection rules are grouped by transaction type and are prioritized by the order in which they appear in the
price list grid. You can change the priority of a price list selection rule by changing its order in the grid. The closer the
price list selection rule is to the top, the higher its priority. Only one rule can be applied to a transaction, so the rule
with the highest priority and that best matches the transaction is applied.

To change the priority of a price list selection rule, do the following:

1 In System Manager, click the System > Pricing rules link to see the list of current price list selection rules.
2 Drag and drop the price list selection rule to the new priority level in the grid.

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Transaction Re-costing
Equitrac Professional enables you to re-cost transactions that it has not yet sent to your time and billing system, based
on specified conditions such as date range or client/matter.
Use transaction re-costing to manually override current transaction costs in the database and apply new costing to
them. For example, you may want to discount transactions for a particular time period or for a specific client. You may
want to re-cost a group of transactions if the wrong price list was originally applied to them.

NOTE: Transaction re-costing applies to both regular transactions and exceptions that fall within the specified
conditions.

If you change a price list or price list rule before running a re-cost, once you have dealt with any outstanding
exceptions or approvals, Equitrac Professional re-processes them on the basis of new validation information, and
costs them accordingly.

The only situation in which this may be a problem is if you override the default pricing on a re-cost. This may mean
that an exception's cost may change again once corrected, but this is not the standard case.

You have two choices for re-costing transactions:

• Using the one-time specified price list
• Using the regular pricing algorithm
To re-cost transactions that have not yet been sent to your time and billing system, do the following:
1 In System Manager, click the System > Transaction re-costing link.
2 In the right pane, click Add to open the Re-cost transactions dialog box.

3 Enter a Description for the re-costing job.

4 In the Transaction type section, select a Type from the drop list.

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NOTE: Sent faxes, received faxes, and all disbursement types defined within System Manager are displayed as
options when selecting a transaction type for price list selection criteria.

5 In the Pricing method section:

• If you want to use the existing costing model to re-cost the transactions, do not select the Override existing
method with option box.
—Or—
• If you wish to use the one time specified price list, enable the option Override existing method with and
choose a price list from the drop list.
The drop list only shows valid price lists for the transaction type chosen. See Identifying Pricing
Requirements on page 145 for details.

NOTE: If you choose this pricing method, you must select a transaction type to re-cost transactions. If you leave the
transaction type at the default <ANY> (meaning all transaction types), then the override existing method with drop
list appears empty as it cannot select a price list.

6 Use the Re-cost criteria section to define the conditions under which transactions will be re-costed:
a Click Add to open the Criteria settings dialog box.
b Select an Attribute and an Operator.
Choosing an attribute and operator combination activates and defines the contents of the Criteria Settings
section. Until you choose an attribute and operator combination, the section remains empty.
NOTE: Clicking the Count button in the Count selected transactions section at any time during the criteria
selection process, displays the number of transactions that meet your current criteria selection.

The following table lists the possible Transaction type + Attribute + Operator combinations and outlines how to
enter the Criteria Settings for each:

Transaction Types Attributes Operators Criteria Settings

Any Transaction date BETWEEN Select a date range. See the Note immediately
following this table regarding date ranges.

Copy Device STARTS WITH Enter the name (or partial name) of a Device
Print CONTAINS
Fax EQUAL
Scan Disbursement

Any Amount LESS OR EQUAL Enter an Amount.

LESS THAN
GREATER OR EQUAL
Amount refers to the total cost of a transaction.
GREATER THAN
NOT EQUAL
EQUAL

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Transaction Types Attributes Operators Criteria Settings

Any Matter STARTS WITH Enter a matter code, or partial matter code
CONTAINS
EQUAL

Any Matter Description STARTS WITH Enter a matter description, or partial matter
CONTAINS description
EQUAL

Any Client STARTS WITH Enter a client code, or partial client code
CONTAINS
EQUAL

Any UserCode STARTS WITH Enter a user code, or partial user code
CONTAINS
EQUAL

Copy Color EQUAL Select yes or no from the drop list

Print
Fax
Scan

Print Application name STARTS WITH Enter the name of an application that the print/
CONTAINS copy job was being sent from.
EQUAL

Print Client workstation STARTS WITH Enter the name, or partial name of a client
CONTAINS workstation
EQUAL

Print Submit username STARTS WITH Enter the name, or partial name of the user who
CONTAINS submitted the print job
EQUAL

Print Release username STARTS WITH Enter the name, or partial name of the user who
CONTAINS released the print job
EQUAL

Print Application Class STARTS WITH Enter the application class name of the
name CONTAINS application printing the job
EQUALS

Phone Authentication STARTS WITH Enter the authentication number of the phone
code CONTAINS
EQUALS

Phone Call Site STARTS WITH Enter the call site associated with the phone
CONTAINS
EQUALS

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Transaction Types Attributes Operators Criteria Settings

Print Device Class name STARTS WITH Enter the device class name of the device
CONTAINS printing the job
EQUALS

Copy Number of Copies LESS THAN OR EQUAL Enter the number of copies produced by the job
Print LESS THAN
Fax GREATER THAN OR
Scan EQUAL
GREATER THAN
NOT EQUAL
EQUAL

Copy Page count LESS THAN OR EQUAL Enter the page count of the job
Print LESS THAN
Fax GREATER THAN OR
Scan EQUAL
GREATER THAN
NOT EQUAL
EQUAL

NOTE: When selecting transaction date ranges, the from and until dates include an unseen timestamp of
00:00:00AM. For example, the date range 10/01/2015 to 15/01/2015 does not include transactions processed on
January 15th. If you wish to include transactions processed on the 15th, select an end date of 16/01/2015.

c Enter your criteria settings and click OK to return to the Re-cost transaction dialog box.
d Repeat the steps above to define further transaction criteria.
Each row in the grid holds one criterion. If you enter more than one criterion, you can change the boolean operand to
either AND or OR making each criteria selection inclusive or exclusive of each other.
When you apply two logical operators within a rule, the AND operators are evaluated first. Equitrac Professional
permits two or more criteria settings in one rule, assigning AND first, then OR, assuming a usual order of application.
For example:
A or B and C = A or (B and C)
A and B and C or D = ((A and B) and C) or D
A or B and C or D = (A or (B and C)) or D
For example, if you select both a transaction date range and a device as criterion for a re-cost:
• Selecting the OR operand expands the transaction selection to include transactions processed during the date
range as well as all transactions processed by the device, regardless of date.
• Selecting the AND operand narrows the transaction selection to transactions processed during the date range on a
specific device.

CAUTION: Use caution when using the operand AND. Selecting the same criterion twice, such as two devices, and
changing the operand to OR allows the rule to apply transactions matching either criteria. However, leaving the
operand at AND could negate the entire re-costing criteria since a single transaction cannot be processed by more
than one device, or processed on multiple dates, or sent by more than one individual.

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7 Select the Include exported transactions checkbox if you want to include already exported transactions in the re-
costing criteria you create. For example, this is useful if you want to retroactively offer a customer a discount on
transactions already posted.
8 Once all your required criteria are created, click OK.
Once you have created the transaction re-costing and clicked OK, System Manager sends the request to CAS for
processing. System Manager shows the status of the re-cost in the right pane. Once complete, the Status changes to
Done. After processing, the transaction re-cost request remains in the right pane as a log entry for historical purposes.

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Maintaining Price Lists and Price List Selection Rules

To keep your pricing data relevant and up-to-date, you may need to edit or remove price lists and price list selection
rules.

Modifying a Price List

Follow these steps to make changes to a price list:
1 Click the System > Price Lists link to display a list of current price lists.
2 Click the desired price list link in the right pane to open the Modify price list dialog box.
3 Edit the price list as necessary and click OK to close the dialog box and save your settings.

Removing a Price List

You can delete any price list not currently in use, even if you have defined one of them as the default price list. If you
delete your default list, the default status reverts to the flat rate price list that was included with your initial installation.
For this reason you cannot delete the initial flat rate price list.
To remove a price list, do the following:
1 In the right pane, highlight the desired price list row by clicking any of the list’s values other than its name.
2 Click Current tasks > Remove price list to delete the price list.
3 Click Yes to confirm. Equitrac Professional removes the list from the System Manager.

Editing a Price List Selection Rule

To edit a price list selection rule, do the following:
1 Click System > Pricing rules to show a list of current price list selection rules in the right pane.
2 Click the name link of the desired price list selection rule to open the Pricing List Selection Rules dialog box.
3 Edit the rule as necessary and click OK to accept.

Removing a Price List Selection Rule

To remove a price list selection rule, do the following:
1 Click System > Pricing rules to show a list of current price list selection rules in the right pane.
2 Right-click the name link of the desired price list selection rule and select Remove from the menu.
3 System Manager asks you to confirm the deletion. Click Yes to confirm.
System Manager removes the price list selection rule.

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Example: Calculating Costs for an Advanced Print Transaction

To illustrate how Equitrac Professional applies advanced price list pricing rules, the following examples calculate
charges for a print transaction sent to a printer defined to use an advanced price list.

Scenario 1
Assign a base price of 5 cents, 5 cents for stapling, and 1.00 for binding. Otherwise, only charge a per page cost under
the following conditions:

Condition Charge

Color pages $0.50

Color pages on A3 size paper $0.75

Color pages on A3 size heavy media paper $1.00

Black and white pages on A3 heavy media paper $0.60

Color pages on heavy media paper $0.50

Define your advanced price list as follows:

Assigned Page charging
Attribute category Individual attributes
charge rule #
Transaction attributes Transaction base 0.05 —
Stapling 0.05 —
Binding 1.00 —
Page detail pricing Default page 0.05 —
Color 0.50 1
Size A3 + color 0.75 2
Size A3 + color + heavy media 1.00 3
Size A3 + heavy media 0.60 4
Color + heavy media 0.50 5

To see how Equitrac Professional compiles this advanced price list, we apply it to a print transaction consisting of a
stapled six page document that has a separator or banner page for the first page.

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The port monitor examines the document and page attributes and passes the necessary information to the accounting
server. The accounting server examines the information and determines that the pages in the print transaction match
the charging rules as outlined below.

Page 1 Page 2 Page 3 Page 4 Page 5 Page 6

A3 size — — — — Yes Yes

Uses color — — — Yes Yes Yes

Heavy media — — — — — Yes

Rule match? No No No Yes. Rule Yes, Rule Yes, Rule

#1 #2 #3

The accounting server groups the pages together into page sets according to page attributes. Equitrac Professional
calculates costs for this print transaction’s page sets as shown below.

# Pages Meets page

Page set Assigned cost Calculation Total cost
in set charging rule

A 3 — 0.05 (default) 3 X 0.05 0.15

B 1 1 0.50 1 X 0.50 0.50

C 1 2 0.75 1 X 0.75 0.75

D 1 3 1.00 1 X 1.00 1.00

The total cost for all the page attributes is $2.40.

Equitrac Professional calculates costs for document attributes as follows:

Specified transaction cost Assigned cost Total cost

Transaction base cost 0.05 0.05

Binding 1.00 0.00

Stapling 0.05 0.05

The total cost for all the document attributes is $0.10.

Equitrac Professional calculates the total cost for this print transaction:
Page Attributes Total ($2.40) + Document Attributes Total ($0.10) = Total Cost ($2.50)

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Scenario 2
Assign a base price of 5 cents for stapling, and 1 dollar for binding. On top of these prices, add a premium under the
following conditions:

Condition Charge

Color pages $0.20

Duplexed pages $1.00

Heavy media $0.30

A3 paper $0.05

This scenario is a bit more complex and requires a more detailed structure. Your advanced price list rule structure
appears in the table below.

Assigned Page charging

Attribute category Individual attributes
charge rule #

Transaction attributes transaction base 0.00 —

Stapling 0.05 —

Binding 1.00 —

Default page price Default page 0.40 —

Size A3 0.25 1

Size A3 + color 0.45 2

Size A3 + color + duplex 0.55 3

Size A3 + duplex 0.35 4

Size A3 + color + duplex + heavy 0.85 5

Size A3 + duplex + heavy 0.65 6

Size A3 + heavy 0.55 7

Size A3 + color + heavy 0.75 8

Color 0.40 9

Color + duplex 0.50 10

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Assigned Page charging

Attribute category Individual attributes
charge rule #

Color + duplex + heavy 0.80 11

Color + heavy 0.70 12

Duplex 0.30 13

Duplex + heavy 0.60 14

Heavy 0.50 15

NOTE: Since you want to add the premiums to the base price, the assigned charge equals the sum of your base price
+ the cost of the associated premium.

To support the pricing structure, the page detail pricing grid requires you to configure the following fifteen rules:

Rule Type Size Color Duplex Tray Media Price

1 Any A3 Any Any Any Any 0.25

2 Any A3 Full Any Any Any 0.45

3 Any A3 Full Yes Any Any 0.55

4 Any A3 Any Yes Any Any 0.35

5 Any A3 Full Yes Any Heavy 0.85

6 Any A3 Any Yes Any Heavy 0.65

7 Any A3 Any Any Any Heavy 0.55

8 Any A3 Full Any Any Heavy 0.75

9 Any Any Full Any Any Any 0.40

10 Any Any Full Yes Any Any 0.50

11 Any Any Full Yes Any Heavy 0.80

12 Any Any Full Any Any Heavy 0.70

13 Any Any Any Yes Any Any 0.30

14 Any Any Any Yes Any Heavy 0.60

15 Any Any Any Any Any Heavy 0.50

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To see how Equitrac Professional compiles this advanced price list, we apply it to a print transaction consisting of a
bound and duplexed six page document that has a separator or banner page for the first page.
The port monitor examines the document and page attributes and passes the necessary information to the accounting
server. The accounting server examines the information and determines that the pages in the print transaction match
the charging rules as outlined below.

Page 1 Page 2 Page 3 Page 4 Page 5 Page 6

A3 size — — — — Yes Yes

Uses color — — — Yes Yes Yes

Heavy media — — — — — Yes

Duplex Yes Yes Yes Yes Yes Yes

Rule match? Yes. Rule#13 Yes. Rule#13 Yes. Rule#13 Yes. Rule#10 Yes, Rule # 3 Yes, Rule # 5

The accounting server groups the pages together into page sets according to page attributes. Equitrac Professional
calculates costs for this print transaction’s page sets as shown below.

Meets page
Page set # Pages in set Assigned cost Calculation Total cost
charging rule

A 3 13 0.30 3 X 0.30 0.90

B 1 10 0.50 1 X 0.50 0.50

C 1 3 0.55 1 X 0.55 0.55

D 1 5 0.85 1 X 0.85 0.85

The total cost for all the page attributes is $2.80.

Equitrac Professional calculates costs for document attributes as follows:

Specified transaction cost Assigned cost Total cost

Transaction base cost 0.20 0.20

Binding 1.00 1.00

Stapling 0.05 0.00

The total cost for all the document attributes is $1.20.

Equitrac Professional calculates the total cost for this print transaction:
Page Attributes Total ($2.80) + Document Attributes Total ($1.20) = Total Cost ($4.00).
Scenarios 1 and 2 should provide an overview of the general strategy for defining advanced price lists.

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Topics:
Physical Devices Overview
Device Classes
Physical Devices
E-queues
Passthrough Printers
Working with Workstation Devices
Managing Devices Across Multiple Locations

Equitrac Professional tracks all activity produced by devices registered in the Equitrac Professional database. When
users access a registered device to print, copy, fax, or scan, Equitrac Professional tracks and stores the resulting
transaction data on the accounting server for both cost recovery and total cost of ownership purposes. The cost
recovery method uses tracked printing costs to bill-back clients, while the total cost of ownership method tracks costs
associated with printing to measure, monitor, and manage all output and print activity.
For information on device status and evaluating device health over time, see Device Monitoring with DME on page
225. For information on configuring Embedded Devices, see Embedded and Controller Interfaces on page 215. For
information on configuring TouchPoint Consoles, see Configuring TouchPoint Consoles on page 301.
This chapter provides information about:
• the various device types and capabilities that Equitrac Professional supports
• configuring each device in System Manager
• configuring device capabilities and options

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Physical Devices Overview

Equitrac can track and control printing to many different types of devices. Each device must be registered in the
Equitrac Professional database. When a user accesses a registered device, Equitrac Professional tracks and stores the
transaction data to the CAS.
There are two different ways that device registration can occur:
• Configure each device to use the Equitrac Port Monitor
Each device that you want Equitrac Professional to track must communicate with the Equitrac Port Monitor. For a
new device, set the port to an Equitrac Port. If you print a test page when configuring the port, the queue is created
automatically and will appear within System Manager. For existing devices, convert the port. See Converting
Existing Printer Ports on page 189.

CAUTION: You cannot remotely configure printers without first installing the Equitrac Port Monitor software to
both the Print Server, and any workstation intended to remotely configure printers. The Equitrac Port Monitor must
be present on the workstation to enable it to display the Print Spooler User Interface dialog boxes, which are used to
configure the printer in question.

• A user prints to a device for the first time

DRE registers a print queue and port for a physical device the first time a user prints to the unknown device. The
device is displayed within System Manager. You can make changes to the device definition, apply pricing, etc. See
Manually Adding and Configuring a Physical Device on page 188 for the configuration information.

Device Types
Equitrac can track and control printing to multiple device types. When a user accesses a registered device, Equitrac
Professional tracks and stores the transaction data to the CAS.

Device Description

Physical Devices • The actual piece of hardware that prints or copies. Physical devices include any device capable
of printing, faxing, scanning, or copying. Equitrac Professional adds physical devices to the
database automatically when you use Windows to add a print queue.
• See Physical Devices on page 187.

Control Terminals • Peripheral hardware you can attach to a printer or multi-function device to track transactions
and control user access to the device’s features and secure print queues.
• For information about control terminals, see Control Terminal Operation Modes on page
273.

TouchPoint Consoles • Peripheral touch-screen hardware you can use to control access to an output device, to track
transactions and control user access to the device’s features.
• For information about TouchPoint Consoles see Configuring TouchPoint Consoles on page
301.

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Device Description

e-queues • A proprietary print queue definition that is not associated with a specific physical device. When
users print, the e-queue holds the documents for release. When users release held documents
from a control mechanism, Equitrac Professional pulls the documents to a physical device for
printing.
• See E-queues on page 197.

Controller Interface • Third-party, manufacturer-specific software bridges that enable limited validation
authentication to occur on the device itself, such as with Xerox JBA.
• For configuration instructions, see Embedded and Controller Interfaces on page 215.

Embedded application • A software application operating on the multi-function device that acts as a controlling
mechanism between the device’s features and the control system resident on the server.
• For configuration instructions, see Embedded and Controller Interfaces on page 215.

Passthrough Printers • A printer port connection using the Equitrac Port Monitor that enables Equitrac Professional to
communicate with an unsupported print device. Associate a Passthrough printer with a target
printer. When a user prints a document, the Passthrough printer tracks and releases the
document to the target printer.
• See Passthrough Printers on page 199.

Workstation Devices • Peripheral printers attached locally to a client workstation. The Desktop Printing feature on each
workstation tracks print transactions through the local printer. Equitrac Professional adds
workstation devices to the database automatically when users print from a workstation to a
local printer.
• See Desktop Print Tracking on page 441.

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Viewing Devices in the Web Status Page

Equitrac Professional provides an online web status page for administrators to view the current system status
including recent transactions and status of CDR/NetBuffer, PageCounter/Pro, and TouchPoint Console device status.
If you suspect that one of these devices is not functioning correctly, you can use this status page to check on the device
communication and the overall status.
The Web Status page is installed on the CAS server.

View device status, and the transaction data summary for

the device.

You can access the status page from the CAS server using one of the following methods:
• Click the Equitrac Web Status shortcut installed to the desktop during installation.
—Or—
• From the programs list in the Start Menu, click Equitrac Professional > Equitrac Web Status.
—Or—
• In the address field of an Internet browser, enter the following URL:
http:\\<server_name>\EQStatus

Where <server_name> is the name or IP Address of your CAS server.

The top half of the status screen displays a summary of transactions (grouped by type), processed today and over the
last three, seven, fourteen, or thirty days.
The bottom half of the status screen displays a summary list of the terminal devices registered in System Manager.
Click any of the column name links to sort the list by that column.

NOTE: You can also view the Web Administration page for each individual device if you click on the IP Address link for
the device.

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Viewing Devices In System Manager

When working with devices, you can change the view in System Manager to make it easier to find and manage devices.
There are four different views available: Standard view, Custom group view, Server view, and Type view.
To sort devices in any view, click a column title to sort that column alphabetically. Click the column title again to sort
in reverse-alphabetical order. You can also filter the devices listed within each view to further narrow the current view.

Standard View
The Standard view displays all devices as individual entries, according to the name of the device. Each device link
opens a device configuration dialog box. The Standard view also includes two separate groups of all control terminals
and TouchPoint Consoles not yet assigned to a physical device. Each control terminal or TouchPoint Console link
opens a device summary dialog box.

Server View
The Server view displays the local print server group containing all devices for that server, as well as groups for any
other print server with devices. Each device link opens a device configuration dialog box.

The Server view also includes a group of all control terminals and TouchPoint Consoles not yet assigned to a physical
device. Each link opens a control terminal configuration or TouchPoint Console Summary dialog box.

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Type View
The Type view displays all device types by group except workstation devices. Each link opens a configuration dialog
box.

Custom Group View

By default, the Custom group view displays two groups: ungrouped physical devices and unassigned control
terminals. Each ungrouped device and unassigned control terminal link opens a configuration dialog box.

In the Custom group view, you can create, edit, populate, and delete custom groups. Creating custom groups of
devices—such as groups by physical location, by manufacturer, and so on—makes viewing all devices on your network
easier.
The Custom group view also includes a group of all control terminals and TouchPoint Consoles not yet assigned to a
physical device. Each link opens a configuration dialog box.

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NOTE: You cannot drag and drop certain current or recently upgraded firmware control terminals into a custom
group.

Editing and Removing Devices

You can edit the properties of a queue, port, physical device, controller interface, passthrough printer or e-queue at
any time. To speed up your work, you can make changes to more than one device at a time. For example, if you want to
set secure printing on all queues, you multi-select the queues, then set secure printing on all devices at once.
When you choose more than one instance of a device type, the summary dialog box opens and disables any properties
that cannot be shared among devices. Examples are the Name fields, Server fields, and Hostname fields. These
properties are blanked out in the dialog box. In the example below, four different print queues were selected. The
current settings on each device do not match, so Equitrac Professional displays the lists and options as blanks. You can
either make changes to editable fields, which will change the field on every selected queue, or you can leave the option
blank to leave the setting as it was.
You can delete a device at any time, but you should remember to delete the device from any Release Stations as well (if
applicable). Choose the device to remove, then select Delete from the list of current tasks.

NOTE: Deleted devices cannot be re-added to the database as the same device. The database assigns a unique
identifier to each device, and a record of the device is kept in the database even after the device is deleted from
System Manager. If you delete a device and need to re-add it, you must choose a unique device name.

If the device was tracked using DME, it will no longer appear in the DME console.

Device Status Tracking

You can use the DME to proactively track the status of any SNMP-enabled device. The DME monitors SNMP
messages generated by specified devices for status information. Each time DME receives a status change message, the
server logs the information in the database. If the new status matches a pre-set alert condition on that device, DME
forwards a notification message to designated individuals or desktops. You can view the current device status at any
time within the Device Monitoring Console, or you can run reports to ascertain the overall device health, and plan
maintenance based on historical performance. For details, Device Monitoring with DME on page 225.

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Managing Device Licenses

Periodically you may find it necessary to deregister one or more devices licenses. Deregistration does not delete the
license from CAS, it removes the association between a particular device and a particular license, and frees that license
for assignment to another device.
For example, a firm may have a printing environment that supports a large number of desktop printers that it cycles on
a regular basis, replacing a certain number at set intervals through the year. In this situation, manual deregistering
each individual desktop printer license could become a considerable amount of administrative overhead.
In System Manager, users with administrative permissions on CAS may use the Licensing > Assignment view to
select one or more licenses. Right-click and select Remove license from the menu. The devices will still appear in
Devices listing, but without licensing, Equitrac Professional will not track (and may completely disallow) any print
transactions that occur with that device.
Deregistered licenses return to a license pool on CAS, ready for assignment to new devices.

CAUTION: The ability to select and deregister licenses in System Manager applies to all license types, but be aware of
the consequences of deregistering core server components or actively-used peripheral components or devices,
before deregistering any licensed component.

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Device Classes
Defining a device class is a means of grouping network printers, print queues, and workstation printers, so that you
can apply common tracking methods to the grouped devices simultaneously.
Each device you register in System Manager can belong to only one device class at a time. The first time a user sends a
document to a device, Equitrac Professional assigns the device to the default class. The default class tracks for cost
recovery by default. You can reassign the default status to any class, however, there must be only one default class.
Device class settings take precedence over any document management system (DMS) and application class settings in
terms of the tracking behavior hierarchy. User class tracking settings overrides any tracking configuration you do for
device classes. See Print Tracking Hierarchy on page 346 for details.
You can track a device for cost recovery or total cost of ownership purposes, or both.

Creating a Device Class

You can create as many device classes as needed, however, there must always be at least one device class defined in
System Manager and you can only assign one device class as the default class. Devices and device class names must be
unique, to avoid conflicting with any other devices or device classes already registered in System Manager.
To add a new device class, do the following:
1 Click the Client config > Classes > Devices link.
2 Select Current tasks > Manage classes to open the Manage device classes dialog box.
3 Click <Add...> to open the Device class definition dialog box.

4 Provide a unique Name and a Description to help identify the class.

5 Assign one of the following tracking behaviors, and any relevant overrides:
• Display popup: show popup and track for cost recovery and total cost of ownership.
• Hide popup: hide popup and track for cost recovery and total cost of ownership.
• Silent tracking for device management only: hide popup and track for total cost of ownership only.
• Do not track: hide popup and do not track for cost recovery or total cost of ownership.
• Determined elsewhere: behavior determined by other class settings (application).

NOTE: For more information on these settings and the general tracking behavior hierarchy, see Print Tracking
Hierarchy on page 346.

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6 Click Override to set device class overrides. This expands the Device class definition dialog box.

7 In the grid, click <Add...> to open the Override popup tracking behavior for user class association dialog box.

a Select the User class that the override will apply to from the drop-down list.
b Enter an Override description.
c Choose the overriding Tracking behavior from the options in the section.
d Click OK.
8 Repeat the above steps to add other override behaviors to other user classes as required.
9 Click OK to close the Device class definition dialog box.

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Setting a Default Device Class for New Devices

Equitrac Professional automatically registers all new devices on first print to a default device class. If there is only one
device class defined in System Manager, then it is the current default and Equitrac Professional will assign new devices
to it. System Manager adds the text (default class) to the end of the current default class so you can easily identify the
current default.
To reassign the default attribute to any device class, do the following:
1 Click the Client config > Classes > Devices link to view the list of current classes and their assigned devices.
2 Decide which class you want as the default, and in the right pane, click that device class to open the Device class
definition dialog box.

3 Select the Default class option at the bottom of the dialog box.
4 Click OK to close the dialog box.

Assigning and Reassigning Devices to Device Classes

The first time a user prints to a device registered in System Manager, Equitrac Professional assigns that device to the
default device class. If you have defined other classes, you can manually move devices between other available classes
in the Client config > Classes > Devices list. For more information on creating new device classes, see Creating a
Device Class on page 183. For information on adding devices, see Physical Devices on page 187, Configuring Control
Terminals on page 269, and Embedded and Controller Interfaces on page 215.
To assign or reassign a device(s) to a device class, do the following:
1 Click the Client config > Classes > Devices link to see a list of current device classes.
You can expand the classes in the list to see their associated devices.
2 In the right pane, highlight the desired device by clicking on any of the class values other than its name.
You can select multiple devices to assign them simultaneously, if needed.
3 Click the Current tasks > Assign to class link to open the Assign to user class dialog box.
4 Select a class and click OK to close the dialog box and accept the assignment.

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Editing a Device Class

You can edit the attributes for any class, including the name, description, tracking behavior, and default attribute.
To edit an existing class, do the following:
1 Click the Client config > Classes > Devices link to see a list of current device classes.
2 In the right pane, click the desired class link to open the Device class definition dialog box.
For more information on how to configure a device class using the Device class definition dialog box, see Creating a
Device Class on page 183.

Deleting a Device Class

You can delete any empty device class other than the default. Before attempting to delete a class, assign all its devices to
other classes, and reassign another class as the default, if necessary. See Setting a Default Device Class for New
Devices on page 185, and Assigning and Reassigning Devices to Device Classes on page 185 for details.

NOTE: You cannot delete devices from System Manager using the Device Class view.

To delete a class, do the following:

1 Click the Client config > Classes > Devices link to see a list of current device classes.
2 Select Current tasks > Manage classes to open the Manage device classes dialog box.

3 Right-click the desired class and select Remove class from the menu.

Testing the Popup Preview

For information on using the Popup preview feature on the Devices right-click menu to test the client popup, see
Testing the Popup Preview on page 354.

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Physical Devices
A physical device is the piece of hardware that performs the print, copy, scan, or fax, including multi-function devices
and embedded options on select manufacturer’s MFPs. Equitrac Professional can track usage on any physical device
that is registered in System Manager.
Within Equitrac, a physical device has three components:
• Device - the device name is registered in the Equitrac database and is used to manage the main device
characteristics. device, port, and queue.
• Port - a port connection on the device that works with the Equitrac Port Monitor to track printed documents sent
to the device. The Port Monitor communicates with the DRE or DCE to control the job requests made to the
device.
• Queue - A virtual list of jobs waiting to print on the device.
You do not have to manually create the three components. Instead, you create the printer using the Operating System’s
(Windows/UNIX) Add Printer utility and assign the Equitrac Port Monitor to the device. Equitrac Professional
automatically adds print queues and port connections to the database when a user prints to the device for the first
time.

Physical Device Configuration Workflow

The workflow for configuring physical devices within Equitrac Professional is quite simple:
1 If it is a new device, use the Operating System’s Add Printer functionality to create the printer definition, and
make sure you set the port to use the Equitrac Port Monitor.
NOTE: Setting ports may require Port Monitor software on multiple machines. See Physical Devices Overview on
page 176 for more detailed information about setting up ports.

See Manually Adding and Configuring a Physical Device on page 188.

—Or—
1 If it is an existing device, convert the existing port to an Equitrac Port.
See Converting Existing Printer Ports on page 189.
2 The port and the queue are created automatically, the first time a user prints to the device.
The first time a user prints to the device, the Equitrac Port Monitor on the device contacts the DRE, then the
queue and port are created automatically. However, to register the device immediately, send a test job the printer
yourself to force the registration to occur within the Equitrac Professional database.
3 Verify the device in System Manager.
Open System Manager, and switch to Devices. Within thirty seconds to a minute after registering the device, the
device will appear in System Manager. If you don’t see a device, first try refreshing System Manager. The CAS
requires a few moments to complete the communication requirements with the device and the DCE or DRE before
it can populate the information in System Manager.
4 Edit the physical device summary.
You can adjust the device definition, apply pricing, set release behavior, and assign routing rules to this device.

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Manually Adding and Configuring a Physical Device

When you add and configure printers using the Equitrac Port Monitor on a printer server, Equitrac Professional
automatically adds the device to the CAS database when the printer port contacts the DRE.
The DRE registers a print queue and port for the physical device with the Equitrac Professional database the first time
a user prints to that device.

CAUTION: Ensure that you apply licenses before managing devices in Windows and configuring devices in System
Manager. If you add licenses after adding physical devices, the print queues do not show up in System Manager until
15 minutes of time passes, you license Equitrac Professional, print a document to the printer or restart the DRE
service; any of these actions will register the devices and populate System Manager.

1 In System Manager, click the System > Devices link.

2 Select Add under Current tasks in the left pane, or click <Add...> in the right pane and select Add Physical
Device from the menu.

3 Enter a Name, Hostname or IP address, and Description for the physical device.
4 Select the appropriate Manufacturer and Model for the physical device from the drop lists.
5 Enter Monthly volume and Speed (in pages per minute) data in the fields.
6 Verify the detected color capability setting in the Monochrome settings field. Equitrac Professional automatically
detects this setting based on the SNMP data, but you can change the option to Monochrome if you want to count
all printed documents as monochrome, even when printing in color.
7 Select a Location from the drop-down list.
The device Type displays Physical device.
8 Assign price lists to jobs output from this device’s print queue. See Configuring Price Lists on page 143 for details.
9 Set the Release behavior options. Leave the default setting unless you are setting up Print pull groups. See Creating
Device Pull Groups on page 241 for details.

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10 Change the settings, as required:

Physical Device Settings Description

Rule Set • Apply a routing rule to jobs that are sent to this device. If the job attributes
match the routing rule, the rule is applied. See Routing Rules on page 257.

Print language • Change the default printer language settings that are used by this device. For
more information about language settings, see Data Stream Interpreters on
page 458.

Queue job if PageCounter active • Select this option to have the device queue the document for printing if the
PageCounter associated with the MFP is already in use by another user session.

Track mailbox & proof printing
• If there is no PageCounter control terminal associated with a Xerox or Canon
device, you can determine at what point in time Equitrac Professional will track
the transaction details and submit them to CAS.
• Select ‘At output time’ to track these transactions when you release the
document(s) at the device.
• Select ‘At send time’ to track the transaction details when you send the
document(s) to the printer. If you select ‘At send time’, Equitrac will not know if
the job was released, nor how many copies were printed. Equitrac will record
the transaction as one released copy.

Tracking behavior • By default, CAS tracks all devices that appear within System Manager. There
may be cases when you do not want to track print or copy activity at a
particular device, but you still want to control access to the device. Select Do
not track and record printing to enable printing without enabling page
counting or transaction tracking on this device.

DME server • If you installed the DME component, select the DME server that you want to
manage this device. The device will appear in the DME console, and you can
track the SNMP status from there. For more details, see Device Monitoring
with DME on page 225.

11 Click OK to save the physical device configuration settings.

Converting Existing Printer Ports

Equitrac Professional uses specialized ports to track print, scan, and fax devices. Each device that will be monitored
must use an Equitrac port. If you have existing devices already set up, you can easily convert their ports to Equitrac
ports.
1 Turn on the devices using the Port Monitors you want to convert. Also ensure the devices are connected to the
network and configured to print.
NOTE: The conversion wizard also supports LPR Port Monitors, although the LPR Port Monitor option is not
available by default in Windows. You can access this option in the Add Printer wizard.

2 Using My Computer, browse to the location where you installed Equitrac Professional.
3 Open the Tools folder, and double-click EQPrinterConversionWizard.exe.

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4 On the Equitrac Printer Conversion wizard welcome screen, click Next.

5 Select the Print server location.
If the print server (DRE) resides on the local machine, select Local machine, otherwise select Remote server.
6 Select Convert printers to use the Equitrac Port Monitor, then click Next.
NOTE: The Port Conversion wizard automatically detects the number of colorants (and therefore the color/B&W
capability) for each device when converting ports.

7 Select or clear printers in the Convert Printers list, then click Next.
NOTE: The Port Conversion wizard does not populate the description data for physical device, ports, or print
queues. If you want to add a description, you can edit the device, port, or queue summary in System Manager >
Devices.

8 Click Finish to complete the conversion.

9 To confirm that Equitrac Professional is able to monitor the print queue of the new printer, open System Manager,
then click Devices. Verify that the right pane displays a physical device with the name you specified within the Add
Equitrac Printer Port wizard.
10 Select and expand the device to view the port and print queue for the device you just added.

Adding a New Printer Port

Depending on your printing hardware, you may need more than one port using the Equitrac Port Monitor on a print
server. You can configure a new printer definition that uses the Equitrac Port Monitor.

CAUTION: You cannot remotely configure printers without first installing the Equitrac Port Monitor software to both
the Print Server, and any workstation intended to remotely configure printers. The Equitrac Port Monitor must be
present on the workstation to enable it to display the Print Spooler User Interface dialog boxes, which are used to
configure the printer in question.

1 Using your standard Windows interface, open the Add Printer wizard.
2 Follow the prompts to add a local printer and create a new port.
3 When prompted, select Equitrac Port as the type of port you want to create and click Next.
4 The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on,
connected to the network, and properly configured. Click Next and select Physical printer as your Device Type
from the drop list.
5 Specify a Printer name or IP address.
6 The wizard supplies a Port name based on the printer name or IP address. Change this name manually, if desired.

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7 Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected
device information displays automatically if the wizard can collect this data from the printer.

8 Specify whether to use standard or custom settings for this port.

If you select the Use custom settings option:
a If you select Raw port communication, identify the TCP Port number, and specify if the Port Monitor should
hold the connection open.
b If you select LPR, specify the name of the print Queue on the physical device (for example, PORT1).
c If you select Specific device, select the appropriate Manufacturer and Model from the drop lists. The device
uses the relevant default communications parameters based on these selections.
9 Click Next and specify the Physical device name. This is the name of the device as it will display within Equitrac
Professional.
10 Review the details for this new port and device registration, and click Finish to close the Add Equitrac Printer Port
wizard, or Back to change any of the settings. Closing the Add Equitrac Port wizard returns you to the Windows
Add Printer wizard.
11 Complete the remaining steps in the Add Printer wizard. When prompted, select Yes to print a test page.
12 Confirm the Windows printer details and click Finish to exit the wizard, or Back to change settings as necessary.
Ports can be configured with their own price lists and rule sets. See Configuring Price Lists on page 143 and Routing
Rules on page 257.

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Configuring a Printer Port

You can apply a price list and a rule set to each port configured on a physical device. The port summary dialog box
also provides controls to set notifications, pricing, and release behavior rules.
To view the port in System Manager, switch to Devices, then select Standard View. Expand the device that you want to
modify, then click to view the port summary.

Option Description

Name • The name for the port. By default, the port is assigned the device IP Address.

Description • A text description of the port that will appear in System Manager. Enter a good description if you
commonly use the Type view. The description should reflect the device name that the port belongs
to, or the location where the device is located.

Server • Displays the local print server. This field is provided for information only.

Type • Indicates that you are viewing information about a port.

Port number • Displays the currently configured port number for this port.

Queue print server • Displays the name of the DRE print server that manages this port.

Pricing • Apply price lists to the jobs output from this port. Price lists assigned to a port will override any
price lists assigned to the physical device.
• See Configuring Price Lists on page 143 for full details.

Rule set • Select the set of Routing Rules that you want to apply to this port. Rules can hold, release, restrict
access to, redirect jobs, reprice jobs, etc.
• You need to configure secure printing on the queue, and create routing rules before they will
appear in this list. See Configuring Print Queues on page 193 and Configuring Price Lists on
page 143 for full details.

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Option Description

Connectivity • You can edit this field only when the port communication type is set to RAW. This option does not
apply to LPR and Passthrough ports.
• Choose Hold port Open to ensure that users can only print to the device through the print server,
preventing users from bypassing the accounting server and establishing an exclusive connection
to the network printer.
• Choose Close port on completion to share the printer connection with other non-Equitrac printer
definitions.

Notification page • Determines if users will be notified when print errors occur on this port.
• You must configure System Manager > Configuration > Error Notifications to set the
notification details. See Selecting Notification Methods on page 68.

Uses PJL • If the physical device is connected to a Printer Job Language (PJL) page counter device, enable this
option.
• When disabled, Equitrac Professional uses the Datastream Interpreter page counting method
configured at the physical device level.
• Note that you cannot enable secure printing when the device is connected to a PJL Page Counter.
The PJL page counter does not count pages correctly in a queuing environment.

Configuring Print Queues

When a user prints to a physical device for the first time, a print queue is created for the device automatically. The new
queue uses default settings only, so you should make modifications to the queue as soon as possible.
To view the queue in System Manager, switch to Devices, then select Standard View. Expand the device that you want
to modify to view the port, then expand the port to view the queue.

In the Print Queue Summary dialog box, you can set these options:

Editable option Description

Description • A text description of the queue that will appear in System Manager. Enter a good description if
you commonly use the Type view. The description should reflect the device name that the queue
belongs to.

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Editable option Description

Pricing • Apply price lists to the jobs output from this queue.
• If you leave the Price list at the default setting, the price list configured at the port level will be
applied to all jobs released from this queue.
• See Configuring Price Lists on page 143 for full details.

Secure Printing • Enable this option to hold all jobs in a virtual print queue, rather than forwarding the jobs directly
to the device for immediate output.
• Secure printing is disabled by default.
• If your deployment involves Release Station or control terminal release, you need to enable secure
printing on each queue that should be held for release.
• See Secure Printing Overview on page 238 for full details.

Rule set Select the set of Routing Rules that you want to apply to this port. Rules can hold, release, restrict
access to, redirect jobs, reprice jobs, etc.
You must create rules before they will appear in this list. See Routing Rules on page 257 for full
details.

Creating a Print Separator Page

You can create a separator page on each device queue that is managed by a Windows DRE Print Server. The separator
page is printed before each released print job on the device. Equitrac Professional separator pages are compatible with
standard Microsoft separator page logic, and also provide Equitrac Professional-specific escape codes. If you have an
existing Microsoft separator page, copy it in to the \Program Files\Equitrac\Professional\Separator
Pages folder on the DRE server, and make modifications to include Equitrac Professional specific information.

If you experience problems with a separator page, remove the Equitrac Professional escape codes from the file, then
ensure that the page prints correctly under a non-DRE controller printer. Consult your Microsoft documentation for
details.
Although Equitrac Professional installs a default separator page with the DRE, it is not enabled on any device. The
instructions below use the default separator page provided with Equitrac Professional.
1 On the DRE server, open \Program Files\Equitrac\Professional \Separator Pages\pcl.sep in
any text editor.
2 Choose the escape character that you want to use. The default file uses the \ symbol, but you can choose any
character you want.
This character identifies the syntax used for all escape codes within the file. Choose a symbol that you do not want
to print on the separator page. For example do not use the @ symbol as the escape character if you want the @
symbol to appear anywhere on the separator page (within an email address, for example).
3 Enter the escape codes for the functions you want to print on the separator page. See the table below for a complete
list of codes, and an example.
4 Save the file using a new name with a .sep extension in Program Files\Equitrac\Professional
\Separator Pages.
5 To apply the separator page, open System Manager > Devices, and open the device’s print queue.

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6 In the Separator pages field, type the name of the separator page, including the .sep file extension.

Escape Code Result on the Separator Page

\N Prints the user name.

\I Prints the job number.

\D Prints the document print date.

\T Prints the document print time.

\L Prints all following characters until the next escape code. Use this code to add messages on the
print separate page. For example, you could use:
\L Job Name

\Fpathname Prints the contents of the file specified by its path name.

\Hnn Prints the character defined by the nn variable. This variable is a hexadecimal ASCII code. See you
printer manual for specific variable numbers accepted by your device.

\Wnn Defines the width of the separator page. The default width is 80 characters and the maximum
width is 256. Printable characters that exceed this width will not appear on the separator page.

\U Turns off block character printing.

\B\S Prints the text in single-width block characters.

\E Ejects a page from the printer. Enter this variable to end the separator page.
Note that some printers detect this automatically. If you include the /E escape code and the
printer generates an extra blank page between the separator page and the print job, remove this
escape code.

\n Skips a variable number of lines (represented by n) from 0-9 lines.

\B\M Prints the text in double-width block characters.

\@ Prints the @ characters. You can use this escape code if you want to append the user name with
the domain name for example.
\N\@\L domain.com

\Q\b Applies the cost of the document that follows the test page, then prints the user balance.

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Escape Code Result on the Separator Page

\Q\c Prints the cost of the document that follows the test page.

\Q\n Prints the document name.

The example below shows the contents of the default pcl.sep page and the result when you print the separator page.

Sets the escape code character

\
Printer hexadecimal value to print the following text
using a specific character \H1B\L%-12345X@PJL ENTER
LANGUAGE=PCL
Prints the user name in single-width block characters
\H1B\L&l1T\0
Prints the job number in regular characters
Prints the date in regular characters \M\B\S\N\U

Prints the Time in regular characters \U\LJob: \I

Ends the separator page \U\LDate: \D

\U\LTime: \T

The resulting print separator page, where ’USER’ is replaced by the actual
user name

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E-queues
An e-queue is a virtual print queue that holds print jobs until the user releases the jobs to a specific printer. Unlike
secure printing, an e-queue consolidates requests from more than one printer, holding all jobs in the virtual queue.
You can define an e-queue as part of a pull group to enable users to pull documents from an e-queue to any of the
printers associated with that particular pull group. For information on configuring pull groups, see Creating Device
Pull Groups on page 241.

Adding a New e-queue

Use the Windows Add Printer wizard in the Control Panel > Printers dialog box to manually add a port using the
Equitrac Port Monitor. Configure the Equitrac port as an e-queue.

Changing an Existing Equitrac Port to an e-queue

Edit the properties of an existing printer definition using the Control Panel > Printers dialog box.
1 In Windows, right-click on an existing printer definition and select Properties.
2 Switch to the Port tab.
3 Click Add Port.
4 Select Equitrac port and click New Port to access the Equitrac Professional printer port wizard. At the welcome
screen, click Next.
5 Select e-queue and configure port and queue options.
6 Configure the device as prompted by Windows.

Configuring an e-queue
Use the System Manager > System > Devices link to configure an e-queue in Equitrac Professional.
1 In Standard View, click on the e-queue you want to configure.
2 Click an e-queue link in the right pane to open the e-queue summary dialog box.

3 Enter a Name and Description for the e-queue.

The device Type displays e-queue.
4 Click Pricing to configure pricing at the e-queue level.

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You can apply a default price list or a primary and optional secondary price list for each applicable function on the
workstation device.
See Configuring Price Lists on page 143 for details on configuring price lists.
NOTE: Generally, you define price lists for an e-queue’s port or print queue. An e-queue’s port or print queue price
list overrides the e-queue’s selected price list.

5 Enter a device Pull group for the e-queue, if desired.

You can also click Browse to select a pull group from the list of all existing pull groups. Users can pull jobs from
the e-queue to any physical device within the selected pull group.
6 If needed, select a printing Rule set for the e-queue. You must enable secure printing in order to apply rules and
routing to e-queues. See Secure Printing Overview on page 238 for details.
NOTE: Generally, you define print rules for an e-queue’s port or print queue. An e-queue’s port or print queue print
rule overrides the e-queue’s selected print rule.

7 Click the Printer language link to open the PageCounters dialog box and manage the supported downstream
interpreters for the e-queue’s printer driver.
8 Click OK to close the e-queue summary dialog box.

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Passthrough Printers
Equitrac Professional does not communicate directly with certain physical printers, such as those using proprietary
communication protocols outside of Raw or LPR. A passthrough printer acts as a translator, converting print
protocols between Equitrac Professional and the target printer.
Add and configure a passthrough printer to pass print transactions to a target printer that does not use the Equitrac
Port Monitor and that Equitrac Professional does not track. Users print to the passthrough printer, which sends the
document to the target printer.

Adding a New Passthrough Printer

Use the Windows Add Printer wizard in the Control Panel > Printers dialog box to manually add a port using the
Equitrac Port Monitor. Configure the Equitrac port as a passthrough printer.

Changing an Existing Equitrac Port to a Passthrough Printer

Edit the properties of an existing printer definition using the Control Panel > Printers dialog box.
1 In Windows, right-click on an existing printer definition and select Properties.
2 Click the Port tab.
3 Click Add Port.
4 Select Equitrac port and click New Port to access the Equitrac Professional Printer Port wizard. At the Welcome
screen, click Next.
5 Select Passthrough printer and select a target printer already defined.
6 Configure port and queue options.
7 Configure the device as prompted by Windows.

Configuring a Passthrough Printer

Use the System Manager > System > Devices link to configure passthrough printers in Equitrac Professional.
1 In Standard view, select the passthrough printer you want to configure. .

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2 In the right pane, click a physical device link of a passthrough printer to open the Physical device summary dialog
box.

3 Enter a Name and Description for the target printer to which passthrough print jobs are sent.
The Hostname/IP address contains the connection to the target printer.
NOTE: In the right pane of System Manager > Devices, the Hostname or IP address of the physical device stores
the target printer name. Only update the Hostname or IP address if you change the name of your target printer.

4 Select the appropriate Manufacturer and Model for this device from the drop lists.
5 Enter Monthly volume and Speed data in the fields.
6 Specify the Monochrome settings for this device. Use this option to define the device as monochrome and prevent
Equitrac Professional from applying a default color price list to color documents printed on the device.
7 Select a Location from the drop-down list.
The Type displays Physical device.
8 Click Pricing to apply a price list to the passthrough printer. You can apply a default price list, or a primary and
optional secondary price list for each applicable function on the passthrough printer.
See Configuring Price Lists on page 143 for details on configuring price lists.
NOTE: Generally, you define price lists for a Passthrough printer’s port or print queue. A passthrough printer’s port
or print queue price list overrides the passthrough printer’s selected price list.

9 If you plan to use the device for secure printing, configure release document device behavior.
• Select the At assigned control terminal option to release documents to the control terminal associated with
the passthrough printer.
• Select the Release documents from pull group option to configure the passthrough printer to pull documents
from a pull group for printing. Enter the desired pull group in the field or click Browse to select from existing
pull groups.

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10 Select from the follow device settings, as necessary:

Passthrough Printer Settings Description

Rule Set Apply a routing rule to jobs that are sent to this passthrough printer. If the job
attributes match the routing rule, the rule is applied. See Routing Rules on page
257.
Note: Generally, you define print rules for a passthrough printer’s port or
print queue. A passthrough printer’s port or print queue print rule
overrides the passthrough printer’s selected print rule.

Print language • Change the default printer language settings that manage the supported
datastream interpreters for the passthrough printer’s print driver. For more
information about language settings, see Data Stream Interpreters on page
458.

Track mailbox & proof printing
• If there is no PageCounter control terminal associated with a Xerox or Canon
device, you can determine at what point in time Equitrac Professional will track the
transaction details and submit them to CAS.
• Select ‘At output time’ to track these transactions when you release the
document(s) at the device.
• Select ‘At send time’ to track the transaction details when you send the
document(s) to the printer. If you select ‘At send time’, Equitrac will not know if the
job was released, nor how many copies were printed. Equitrac will record the
transaction as one released copy.

Tracking behavior
• By default, CAS tracks all devices that appear within System Manager. There may
be cases when you do not want to track print or copy activity at a particular
device, but you still want to control access to the device. Select Do not track and
record printing to enable printing without enabling page counting or transaction
tracking on this device.

DME server • If you installed the DME component, select the DME server that you want to
manage this device. The device will appear in the DME console, and you can track
the SNMP status from there. For more details, see Device Monitoring with DME
on page 225.

NOTE: To ensure accurate document tracking, select the appropriate datastream interpreter/printer driver
combinations for your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver.

11 Click OK to save the passthrough configuration settings, or Cancel to close the dialog box without saving any
changes.

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Working with Workstation Devices

Workstation devices are printers that Equitrac Professional tracks using the Desktop Printing feature, which is
available as part of the Equitrac Professional Client installation. Any printer you can connect to a client workstation
that does not connect to an Equitrac Professional print server—including local printers on a workstation desktop, or
printers using LPT1, USB, or direct network connections—qualifies as a workstation device.
For complete details on Desktop Printing, see Desktop Print Tracking on page 441.
You can configure Equitrac Professional to automatically detect new workstation devices, and you can add a
workstation device manually, if needed.

Automatically Registering Workstation Devices

Equitrac Professional provides a utility that detects devices associated with workstations running the client popup, and
automatically registers those devices in System Manager. Automatically registering workstation devices enables you to
assign them to the appropriate class before users print to them; without automatic registration, Equitrac Professional
does not recognize workstation devices until the first time a user prints to them.
To run the EQRegisterPrinters.exe utility to automatically register local workstation devices, open a command
prompt, navigate to the folder to which the tool was installed (the default installation destination is \..\Program Files
\ Equitrac \ Professional\ Client \ Tools), and execute the following command:
EQRegisterPrinters.exe

NOTE: If you want to register printers from multiple workstations, run the tool at each workstation.

To run the utility to automatically register non-DRE network printers, run the command using the -n and -r
parameters, as follows:
EQRegisterPrinters.exe -n -r

NOTE: When registering network printers, run this command from a single workstation; network printers only need
to be registered once, they do not need to be registered for each workstation that accesses them. The registration
process may take several minutes.

The utility uses the following parameters: [-l] [-r] [-d] [-v] [-t], where
-l lists all printers available to the current workstation
-r registers all available printers with the Equitrac Professional core accounting server
-d performs the requested operation for DRE printers only
-v shows utility version information
-t enables trace logging for troubleshooting

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Configuring a Workstation Device

Use the System Manager > Devices link to change workstation device properties in Equitrac Professional.
1 Switch to Standard view.
2 Click a workstation link to open the Workstation summary dialog box.
3 Enter a Name and Description for the workstation device.
The Server field displays the local print server.
4 Specify the Monochrome settings for this device. This option enables you to define devices as monochrome
devices for pricing purposes, to prevent Equitrac Professional from applying a default color price list to documents
printed on a monochrome device.
5 Select a Location from the drop-down list.
6 Click Pricing to configure pricing at the workstation device level.
You can apply a default price list or a primary and optional secondary price list for each applicable function on the
workstation device.
You can apply a basic price list to charge on a simple, per-page basis, or create and apply an advanced price list to
track and charge for color attributes.
CAUTION: When assigning pricing for desktop print jobs, note that charging for color attributes is possible but
depends on the properties of the printing application and the printer driver. If the application and print driver do
not differentiate between color and monochrome pages, color attribute charges for desktop print jobs will not be
accurate.

See Configuring Price Lists on page 143 for details on configuring price lists.
NOTE: Generally, you define price lists for a workstation device’s port or print queue. A workstation device’s port or
print queue price list overrides the workstation device’s selected price list.

7 Select a Tracking group option for the workstation device by selecting one of the following options:
• Non-tracked: does not track the device.
• Tracked with popup: tracks the device and displays a popup at print time.
• Silently tracked: tracks the device without displaying a popup at print time.
NOTE: You can change the tracking group of the workstation device by editing the device’s configuration.

8 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Managing Devices Across Multiple Locations

If your print environment contains multiple locations, you may want to track transactions on a per-location basis.
System Manager enables you to create custom groups for your devices. You can group your devices by site, and use the
custom group name to identify the site in reports. System Manager includes the name of the device’s custom group
when it creates transaction records, so you can view site information for those transactions when you generate the
relevant reports.
Grouping devices by site requires that you first create custom groups based on those sites, then add your devices to the
appropriate custom group.

Adding Custom Groups

To create custom groups to represent locations, do the following:
1 In System Manager, click the System > Devices link. The right pane displays physical devices and terminals
already registered in System Manager.
2 In the right pane, click Custom group view.

3 Right-click Ungrouped devices and select Manage custom groups from the drop-down list.
4 In the Manage groups dialog box, enter the desired name for the group and click Add.
5 Repeat these steps as required to add all necessary groups.

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6 Click OK to close the Manage groups dialog box and return to the Custom group view. In the example below, a
new custom group named “Workstation” was added.

Adding Devices to Custom Groups

When you have created custom groups to represent the various locations in your print environment, add devices to
each group.

NOTE: When you first add a device (that is, a printer or multifunction product) to your Equitrac Professional
environment, System Manager assigns that device to the Ungrouped devices group. Therefore, if you have not yet
assigned devices to custom groups, all devices reside within the Ungrouped devices group.

To add a device to a custom group, do the following from within System Manager’s Custom group view:
1 If necessary, expand Ungrouped devices to show your physical devices.
2 Click the desired device, drag it to the appropriate custom group, and release. System Manager adds the device to
the group.
3 Repeat step 2 as necessary to add your devices to the appropriate custom groups.

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Workstation Network Printer Consolidation

Workstation network printer consolidation is primarily used in organizations that do not have dedicated print servers,
and therefore manage the bulk of their printing through direct TCP/IP connections to printers. The feature logically
groups workstation printers by the IP address of physical devices within System Manager. Rather than creating a single
entry for each workstation/device combination, Equitrac Professional instead groups workstation printers by Printer
Name under the physical device’s IP address. This has several benefits:
• Presentation of devices in System Manager is more orderly, allowing you to administer all servers by device class,
device IP, or Printer Name rather than listing all workstation/device combinations.
• Changes can be made to the physical devices or to the workstation devices. Changes to the parent physical devices
are inherited by the workstation devices but workstation devices may also have their configurations differ from
their parent.
• Deletion of a parent physical device from System Manager will also delete the workstation devices from System
Manager.
• New workstation settings are derived automatically, based on the settings of other configured workstations using
the same physical device.
• Overrides of the device settings by workstation are possible.

NOTE: Workstation consolidation is available only for devices addressed using standard TCP/IP ports directly from
the workstation. USB printers or those connected directly to a workstation in some physical way, such as a parallel
port, are not supported.

Installing Workstation Network Printer Consolidation

This feature is installed and enabled by default on all new Equitrac Professional deployments ver. 5.7 and above.
Earlier versions must be upgraded to ver. 5.7, and the feature enabled with the aid of Equitrac Customer Support.
There is currently no user-driven way to install the feature. Before you contact Equitrac customer support, consider
the following:
• All new installations of Equitrac Professional 5.7 and over have this functionality enabled by default.
• Upgrades to Equitrac Professional 5.7 and over from earlier versions have the functionality, but it is disabled upon
upgrade to prevent changing existing setups. Contact Equitrac Customer Service to activate the functionality.
• Upgrading to enable this functionality results in all workstations and printers being created in the Equitrac
Professional 5 system as Consolidated Workstation Printers as they are detected by the Equitrac Professional 5
Print Client. All existing workstation/device entries in System Manager remain in the Equitrac Professional 5
system, but their configurations are not used.
• Once you transition to the new functionality, all old associations will remain in System Manager, but will not be
used. A system administrator must manually remove all old workstation/device entries after the upgrade is
complete.

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Workstation ordering
When workstations are added to System Manager using Workstation Network Printer Consolidation, they are
grouped by the referenced Printer Name at the workstation. Workstation names are not listed. The hierarchy for
ordering of workstations in System Manager using Workstation Network Printer Consolidation is as follows:

The workstations in blue above are not displayed in System Manager. Note, however, that in the above example,
workstations 1 and 2 are consolidated under Printer Name 1, because both workstations have named the printer
identically. Similarly, Workstations 1 and 3 are consolidated under Printer Name 2. Note that a workstation can appear
under several printers.

NOTE: Configuration happens at the Device or Printer Name levels only. Per-workstation configuration is possible
only if the workstation in question has a unique name for its assigned device. In the above flowchart, you could
configure the settings for only workstation 3 by changing the configuration settings of Printer Name 2. You could not
configure only workstation 2, because configuring Printer Name 1 effects both workstation 2 and workstation 1.

The information is presented in the System Manager > System > Devices pane in the following way:
Physical device, with associated IP address

Workstation 1 Printer Name

Workstation 2 Printer Name
Workstation 3 Printer Name

There is one entry under the device for workstations 1and 2. This is because, in this example, the workstations in
question use the same Printer Name. Workstation 3 has its own entry because it uses a different Printer Name. If every
workstation in an organization names its devices identically, there will be only one entry under the device. If every
workstation names the same device differently, a new entry is created for each workstation.

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Regardless of the Printer Name given to the device at the workstation, all Printer Names are grouped under the
device’s IP address. This allows you to configure all workstation devices by altering the settings of a single device.
The information is presented in the System Manager > Client config > Devices pane in this way:
Device class

Various Printer Names

Use cases
Once installed and enabled, you will use Workstation Network printer consolidation in various ways under particular
situations. Below are three typical situations you may encounter, and how Workstation Network Printer Consolidation
functionality handles them.

New Installation
During a new installation of Equitrac Professional, existing connections between workstations and MFP devices are
reported to Equitrac Professional to enable cost recovery procedures. Because there is no print server, workstations are
organized in System Manager under the Printer Name of the device they are printing to.
Any number of workstations that share the same Printer Name for a device also share that device’s settings. Changes
made to configuration settings for a particular device are inherited by each workstation under the device. This
facilitates easy administration of devices on multiple workstations, negating the need to administer on a per-
workstation basis. Any physical device or individual workstation devices can be selected in System Manager using the
windows native multi select functionality (either ctrl-clicking or shift-clicking), which allows similar changes to be
affected across multiple devices simultaneously. All information about device classes and individual devices can be
sorted within System Manager by clicking the heading of the column containing the needed information.
A common new installation use case follows:
1 Deploy the software, register the devices, and the workstations.
a Equitrac professional is deployed in an organization that does not use a print server, or has devices that are not
handled through a print server that need to be tracked.
b The first time a print client is installed, configured and run on a workstation, it reports to Equitrac Professional
which printers that workstation is configured to use.
c Equitrac Professional collects the device data and automatically registers the devices in the Equitrac
Professional Core Accounting Server under the default class. The devices inherit the settings attributed to that
class.
d Workstations are ordered under the device based upon the Printer Name given to the device at the workstation.
For detailed information, see Workstation ordering on page 207.

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2 Administer the device classes.

a In the Client config > Devices pane of System Manager, all device classes are shown with any new printers
added. All printers added through auto registration initially are added to the default class. Equitrac
Professional creates this class when deployed:
Default device class, with auto-registered devices listed underneath
Newly created class

b Other classes are created by the system administrator as needed, to differentiate tracking behavior on the
system. Once created, devices can be moved between classes by right-click/Assign, or by click/dragging the
device between classes. All workstations under the device inherit the tracking settings of the class the device is
part of.
c Previously unregistered physical devices are added to the default class. If you want new devices to be added to a
class of your choosing, any class can be designated as the default class. For detailed information about
managing device classes, see Device Classes on page 183.
d Classes and their related information can be sorted in any way the administrator chooses by clicking the
column heading for the desired sort criteria. For example, classes can be sorted by their name by clicking the
Name header above the column. This can facilitate the use of multi select when administering classes by
grouping many devices contiguously for easy multi-selection.
3 Administer the devices.

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a From the System > Devices pane, any device can be clicked to display its Physical device summary dialog box:

b Device settings can be modified as required. All of the changes made at this level are inherited by every printer,
and therefore every workstation, under the device. For detailed information on how to configure physical
devices, see Physical Devices on page 187.
c Devices and their related information can be sorted in any way the administrator chooses by clicking the
column heading for the desired sort criteria. For example, devices can be sorted by their name by clicking the
Name header above the column. This facilitates the use of multi-select when administering devices.
4 Administer the workstations.
CAUTION: This is only supported if the workstation in question has a unique name for the device, and therefore its
own entry under the device. Creating custom settings between workstations that reference devices by identical
names is not supported.

a If a specific workstation printer’s settings need to be different than those of other workstations referencing the
same physical device, the settings can be overridden at the device level, by clicking the Printer Name associated
with the workstation. The Workstation summary dialog box opens, where you can make changes:

b Workstation device settings can be modified as required. Changes made at this level affect only the
workstations using this Printer Name. For detailed information on how to configure workstations, see
Configuring a Workstation Device on page 203.

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Adding or removing workstations and devices

If you add workstation printers to an existing installation of Equitrac Professional, they are added to System Manager
based partially on existing device and device class settings. This allows for intuitive, automatic assignment of settings
to new workstations and reduces the need for additional administration.
The process is outlined below:
1 Add a new workstation with a new device.
a The workstation in question has a print client installed and comes on line for the first time.
b The print client communicates with the Equitrac Professional CAS, auto-registers the device configured on it,
and adds the workstation to the list of devices in System Manager. For information on workstation ordering,
see Workstation ordering on page 207.
c If the printer(s) attached to the workstation are new to Equitrac Professional, they are added to the default class
of printers in System Manager.
d The device(s) are added to the list of devices by their specific IP address, and the Printer Name for the device
used by the workstation is added underneath the device.
The system administrator must then move the device to the desired class, and, if necessary, alter its settings to
the desired configuration. For more detailed information, see Physical Devices on page 187.
2 Add a new workstation with existing devices.
a The workstation in question has a print client installed and comes on line for the first time.
b The print client communicates with the Equitrac Professional CAS and determines that the standard TCP/IP
printers on the workstation are previously registered devices.
c Equitrac Professional consolidates the workstation printers based on the following criteria:
• If the workstation printer’s name is found to be already associated with a physical device, it will not create a
new workstation device in Equitrac Professional. Rather it will be treated as the existing workstation printer
of the same name.
• If the workstation printer’s name is not found to be associated with its physical device, then its Printer Name
is added as a new workstation printer under its physical device. It will inherit the settings of other
workstations referencing this particular printer. If there are conflicts in the settings between different
workstations referencing the printer, they are resolved using a "majority rules" method. For more
information, see Majority Rules Setup for Printer Name settings on page 213.
3 Remove a workstation.
a A workstation is removed from the network, it can no longer be used. All of its information, however, remains
in System Manager, including any devices that were associated with it.
b The system administrator must manually remove any unused workstations or devices from System Manager.

NOTE: If the workstation shared devices and had named the devices identically to other workstations, no changes
are required.

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Device addition/ IP change

If you add a device, or change an existing device’s IP address, it needs to be registered on the network. Registration of
a new device can be done in one of two ways:
1 Pre-register the device in System Manager before allowing users to print to it.
2 Auto register the device in System Manager by allowing users to add the device on their workstations.
Pre-registration of a device
1 The system administrator adds the device in System Manager, configures the device with all appropriate settings,
and then informs users that the device is available for use.
2 Users or system administrators add the device on each workstation. As users begin to print to the device, the
Printer Name given to the device at the workstation is then added underneath the device if new, or consolidated
into an existing identical Printer Name. See Workstation ordering on page 207.
3 Each workstation inherits the settings of the majority of Printer Names under the device. See Majority Rules
Setup for Printer Name settings on page 213.
Auto registration of a device
1 A new printer is added to the network and assigned an IP address.
2 Users add the printer to their selection of printers on their workstations.
3 When used, the printer is added to the default class of devices in System Manager, and assigned the settings for the
default class. The workstation’s Printer Name is associated with the device. See Workstation ordering on page 207.
4 All other users who subsequently use the printer add their printer name to the list of Printer Names under the
device if the name is new, or are consolidated into an existing identical Printer Name, and are assigned settings on
a ‘majority rules’ basis. See Majority Rules Setup for Printer Name settings on page 213.
5 If you want to change the device’s class or modify the settings of individual Printer Names, this is done by the
system administrator after auto registration completes.
NOTE: If many workstations come online in a short time frame, they will form a ‘majority rules’ setting base, and all
other new devices added to the Printer Name inherit these settings. For this reason, it is wise to set device settings
and classes before making devices available, to prevent the need for additional administration following auto
registration. See Majority Rules Setup for Printer Name settings on page 213 for more information.

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Majority Rules Setup for Printer Name settings

Cost recovery, tracking, and settings such as monochrome are typically based upon the particular device accessed
from the workstation. The workstation uses the settings configured in System Manager for the device and Printer
Name it is accessing.
When a Printer Name is added to a particular device, normally that device shares the same setup as the other Printer
Names under it. In this case, any new Printer Name added to a device inherits the settings shared by the majority of
the Printer Names under it. Is is possible, however, that a particular Printer Name will have settings that differ from
the majority of the Printer Names under the device.

In the above simple flowchart, there are four Printer Names organized under a device. There are eight workstations
consolidated under the various Printer Names. For more information about how these are ordered, see Workstation
ordering on page 207. Only one workstation under a single Printer Name uses different settings (Settings 2, rather
than Settings 1). In a case like this, when a new Printer Name is added, the workstation associated with the name
inherits Settings 1, because Settings 1 contains the configuration settings shared by the majority of the Printer Names
under the device.

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This form of automatic setup is effective in most cases. If the workstation in question must have settings that differ
from the majority of Printer Names under the device, the system administrator must ensure the workstation’s
Printer Name is unique, and must configure its settings after the fact, or must ensure the Printer Name for the
workstation matches the Printer Name of an existing entry with the desired settings to allow the new workstation
to inherit the correct settings.

NOTE: If there are no Printer Names under a device, the new Printer Name inherits the settings of the device, if set
up, or the settings of the default class if it is a new device.

Adding a new workstation with majority rules setup

1 The workstation prints to the printer. The Print Client reports to the Equitrac Professional CAS.
2 The workstation is consolidated under the device by its Printer Name. For information about workstation
ordering, see Workstation ordering on page 207.
3 The Printer Name inherits the settings of the majority of Printer Names under the device.

Adding a workstation with custom setup

1 The workstation prints to the printer. The Print Client reports to the Equitrac Professional CAS.
NOTE: To have custom settings, the workstation’s Printer Name must either be identical to a pre-existing Printer
Name with the desired settings, or must be unique to allow settings to be changed after it is added.

2 The workstation is consolidated under the device by its Printer Name. For information about workstation
ordering, see Workstation ordering on page 207.
3 If the Printer Name is identical to an existing Printer Name with the desired settings, it is consolidated into the
existing Printer Name, and inherits the settings of that name.
4 If the Printer Name is unique, it inherits the settings of the majority of Printer Names under the device.
The system administrator must change the settings for the new Printer Name to the desired configuration.

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 7 Embedded and Controller Interfaces

Topics...
Controller and Embedded Device Configuration
Workflow
Adding a Controller or Embedded Interface to a Device
Xerox Device Configuration
Forcing a Poll or Upload
Removing an Embedded or Controller Interface

Controller and embedded interfaces are discrete software applications that enable varying degrees of validation
authentication on an MFP. Equitrac Professional supports the following controller and embedded interfaces.

Controller Interfaces
A controller interface is a software bridge that enables authentication to occur from the front panel of supported
MFPs. The following are supported controller interfaces:

Xerox JBA
If you are implementing Xerox Job-based Accounting (JBA), you require a Xerox controller interface. For detailed
information about Xerox JBA, see Xerox Device Configuration on page 220.

Embedded Interfaces
An Embedded interface allows specific MFPs to host Equitrac applications that track and report output activity. The
following are supported embedded interfaces:
• Canon MEAP
• HP Laserjet MFP
• Ricoh ESA
• Xerox EIP
• Fuji-Xerox
See the Setup Guide for the appropriate embedded interface for more information.
This chapter contains general information to assign a controller interface to a device, and instructions to setup Xerox
JBA with Equitrac Professional’s System Manager.

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Controller and Embedded Device Configuration Workflow

1 Configure the physical devices you want Equitrac to control in System Manager > Devices.
Before you can add a controller interface/embedded interface, you must first ensure that devices appear in System
Manager > Devices and are appropriately configured to communicate with Equitrac Professional. See Physical
Devices on page 187 for general device configuration procedures; for Xerox-specific configuration required to
support a controller interface, see Xerox Device Configuration on page 220.
2 Add and configure a controller interface/embedded interface per device.
Each device must have its own Canon, HP, Ricoh, or Xerox controller interface/embedded interface. Add an
interface in System Manager > Devices. See Adding a Controller or Embedded Interface to a Device on page 217
for general instructions.
3 Configure the global controller/embedded interface settings.
You must complete step 2 to create at least one controller interface before you can change the global settings that
affect the overall performance of the interface.
• For Canon-specific embedded interface instructions, refer to the Equitrac Embedded for Canon Administration
Guide.
• For HP-specific embedded interface instructions, refer to the Equitrac Embedded for HP LaserJet MFP Setup
Guide.
• For Ricoh ESA-specific embedded interface instructions, refer to the Equitrac Embedded for Ricoh ESA Setup
Guide.
• For Fuji-Xerox-specific embedded interface instructions, refer to the Equitrac Embedded for Fuji-Xerox Setup
Guide.
• For Xerox-specific controller interface instructions, see Xerox Controller Interface Configuration on page
220.

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Adding a Controller or Embedded Interface to a Device

You can manually add a controller or embedded interface to a physical device in System Manager > Devices.

Adding a Controller Interface

1 In the Device listing, right-click a physical device and select Add controller interface (for Xerox only).

2 In the Controller interface summary dialog box, enter a Name and Description for the interface.
3 The Server defaults to the current DCE host. Change the server, if necessary, by selecting another server from the
drop list.

NOTE: The device Type and Status data display automatically. The Controller type is automatically set to Xerox.

4 Click Pricing to configure pricing at the interface level.

You can apply a default price list or a primary and optional secondary price list for each applicable function on the
device.
See Configuring Price Lists on page 143 for details on configuring price lists.
NOTE: Select the default price list to configure the interface to use the price list for the associated device. If you
select an alternate price list for the interface, the interface price list overrides the device setting.

5 For Xerox Controller interfaces, choose from the following:

a For Xerox WCP200 series devices, click the Initialize button under Device Initialization for account tracking
to set the device parameters.
CAUTION: These settings change the configuration on the device itself. If you change these settings, the Xerox
device will reboot whether the change is successful or not.

b In the Initialize Xerox/Fuji-Xerox dialog box, select the push or pull method of validation:
• Upload accounts forces Equitrac to upload user data to the device.
The data that is uploaded to the device is determined by the Method setting in the Xerox configuration
dialog box within Equitrac Professional. Ensure the Xerox device is configured correctly, as outlined in
Xerox Device Configuration on page 220.

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If the device is a Fuji-Xerox machine, ensure that you also select the Enable Fuji-Xerox description
extensions box. Equitrac will configure the device to use the correct extensions.
• Off-box validation forces the device to send a request to Equitrac to validate the data input by the user. See
Off-Box Authentication Options on page 223.
6 The EQXConfig.exe utility launches in the background to change the settings on the Xerox device. If the change is
successful, the utility displays “A level 5/5 set_config request successfully committed...” If unsuccessful, the utility
displays, “Set_config call failed.” If the changes fail, you may need to try again several times.
7 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

Adding an Embedded Interface

1 In the Device listing, right-click a physical device and select Add embedded interface.

2 In the Embedded device selection dialog box, select an Embedded device type and click OK.

3 In the Embedded device summary dialog box, enter a Name and Description for the definition.
4 The Server defaults to the current DCE host. Change the server, if necessary, by selecting another server from the
drop list.
5 Specify the serial number of the device hosting the embedded application.

NOTE: The Device type will be either Canon MEAP, Ricoh ESA or HP LaserJet.

6 Click Pricing to configure pricing at the interface level.

You can apply a default price list or a primary and optional secondary price list for each applicable function on the
device. See Configuring Price Lists on page 143 for details on configuring price lists.

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7 Select the default price list to configure the interface to use the price list for the associated device. If you select an
alternate price list for the interface, the interface price list overrides the device setting.
8 Define specific Behaviors for this interface:
a Define a rule set for Equitrac Professional to apply to documents printed at this device. For more information
on defining and applying rules, see Routing Rules on page 257.
b Specify the offline behavior for this interface in the event that it cannot contact DCE or if the CAS service is
offline. Equitrac Professional uses DCE login caching to let users still log in, make copies and release print jobs
even when CAS is offline. DCE caching allows embedded interfaces to grant device access to previously CAS-
validated users, and caches all user transaction details and then uploads to CAS once contact is re-established.
c Select which third-party scan solution you wish to integrate scans with. Click on Options to configure scan
integration options.
d Enable or disable secure document release. If you enable SDR, select the desired release behavior from the
drop list. For more information on the SDR feature, see Secure Document Release on page 237.
e Specify what, if any, transaction tracking you want the interface to record. In the Embedded device
configuration dialog box, if you do not elect to override defaults, Equitrac Professional will use whatever
tracking options you have already defined on the basis of User, Device, or Application classes. If you enable the
override, however, specify the device functions you want to track.
9 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Xerox Device Configuration

Ensure your Xerox device has a static IP address on the server that hosts the Equitrac Professional DCE service. For
information on configuring the devices on your network, refer to your device documentation.

NOTE: To prevent Xerox JBA conflicts with multiple pop-ups for print transactions originating with the Equitrac
Professional Print Client, disable tracking for desktop printers if the Print Client resides on the same machine as the
Xerox embedded print-tracked device. Optionally, you can forego installing the Equitrac Professional Print Client on
this particular PC or server.

Xerox Device Prerequisites

To track print jobs by controller interfaces, your Xerox devices must meet the following prerequisites.
• JBA-supported Xerox device with Network Accounting module installed and enabled and Authentication
(Network Accounting option) enabled.
• TCP/IP enabled and configured on the devices.
• A static IP address or reserved DHCP IP address (recommended).
• TCP/IP port 80 communication enabled on the network between the Equitrac Professional server and the devices.
• Depending on the Xerox device and server operating system, you may require Xerox Advanced Services
Management before you can enable the Accounting option on the printer driver. See the Xerox device
documentation for details.

Xerox Controller Interface Configuration

Complete the following procedure to configure a controller interface for a Xerox device. Changes you make to the
controller interface do not affect the Xerox device configuration. See your Xerox documentation for device
configuration details.

NOTE: You must create at least one controller interface before you can configure the interfaces system-wide. Right-
click on a Device in System Manager > Devices, and select Add controller interface from the menu. The Controller
Type is automatically set to Xerox.

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1 Open System Manager, and click Configuration > Device Settings > Controller interfaces. The Xerox device
configuration dialog box opens.

2 From the User and account are drop-down list, select an authentication method to determine what account
information the Xerox device prompts users for, and how the Xerox device validates that user. The authentication
method specifies what account data Equitrac Professional sends to the Xerox device to correspond with the Xerox
device user and account ID fields.
NOTE: If you select UserCode and Client, Matter from the method list, users must enter their user Id in the UserCode
field, and the client and matter in the Account ID field. The required format is Client code, followed by a comma,
followed the Matter code. (010121,99933).

3 Change the Case Conversion setting if the Xerox device requires only upper or lower case text. Consult your
Xerox documentation for case requirements.
4 Select or clear the Enable local authentication upload option to specify whether or not Equitrac Professional
automatically sends specific account data to the Xerox device at specified intervals. The controller interface uses
the account data to verify users, charge the associated account, and release documents to the printer.
• Select the option to configure Equitrac Professional to automatically send account data to the Xerox device.
• Clear the option to prevent the DCE from automatically sending account data to the Xerox device. You can
manually force Equitrac Professional to send account data using the Force an upload option available in
System Manager > Devices. See Forcing a Poll or Upload on page 224 for details.
The PIN information users enter at the Xerox device must match the information Equitrac Professional has sent to
the device, regardless of whether you enable or disable automatic authentication upload to devices. Users cannot
use the device until they enter correct authentication values.
5 Adjust the Upload interval to change how frequently Equitrac Professional sends account data to the Xerox
device, when you enable authentication. By default, Equitrac Professional sends user account data once every 24
hours (or once every 1440 minutes).
You must enable authentication before Equitrac Professional sends any account data to the Xerox device. If no
accounts exist, Equitrac Professional sends empty account tables to the device, and the device denies users access
to the machine.
6 Enable Automatic release of all print jobs upon validation to release all user documents to print immediately
after a successful login. This option is used for off-box authentication only.

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7 Adjust the Poll interval to change how frequently Equitrac Professional requests job activity details from the
Xerox device. By default, Equitrac Professional requests job activity details once every 30 minutes (or once every
1800 seconds).
When you configure Equitrac Professional to create new accounts automatically, at defined polling intervals,
Equitrac Professional requests job activity details from the device and creates new accounts in the database. See
Auto-creating User Accounts On First Print on page 62 for more details. When adjusting polling values, include
enough time for one poll to complete before the next poll begins.
8 In the Secure access authentication prompts area, enter labels for Title and Login prompt you want to use to
prompt users when logging in to the embedded authentication screen.
9 Select the Enable release all jobs prompt to display an option to release all pending jobs.
10 Select or clear the types of transactions that Equitrac Professional tracks or does not track on the Xerox device,
including copy, print, network scan, received fax, and sent fax transactions.
NOTE: Enabling or disabling transaction type tracking on the controller interface does not configure transaction
type support on the Xerox device. For example, if you do not configure the Xerox device for fax support (sending or
receiving faxes), tracking received faxes or sent faxes through the controller interface does not change fax support
on the Xerox device.

11 Click OK to save the changes, or Cancel to close the window.

Xerox Print Driver Configuration

When tracking print jobs through a controller interface for Xerox, configure the Xerox device and its print drivers to
accept only authenticated print jobs. Users are prompted to enter a user and an account ID prior to printing. The
controller interface tracks printing and captures appropriate accounting information.

NOTE: On some Xerox models, you cannot enter authentication data with lowercase characters on the panel. Xerox is
case-sensitive when it compares data collected from the print transaction with the accounting codes stored in the
device’s local database. Equitrac Professional must convert all account codes to uppercase before uploading to Xerox
devices, and you must enter authentication data in the Xerox print dialog box in uppercase.

In order for Xerox devices to accept authenticated print jobs and the controller interface to track print jobs correctly,
you must configure the Xerox device and Xerox print drivers as described in the following table.

Device and Print Driver Configuration Notes

Install and enable the Network Accounting • Equitrac Professional does not support the Internal Auditron
module on each Xerox device. authentication method.
• When you set the authentication mode on the device, ensure you select
the Network Accounting option.

Enable the Network Accounting
Configuration > Authentication option.
• Depending on the Xerox device Authentication configuration, the device
can accurately track job information regardless of whether or not the user
and account information exists on that device.
• See the Xerox device documentation for details on configuring options
for the physical device.

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Device and Print Driver Configuration Notes

Enable the Accounting option on installed
Xerox print drivers, for each printer to
prompt users for user and account ID prior
to printing.
• The location of the Accounting option in the Xerox print driver dialog
boxes may not be the same for all printer connections you create.
• The option may be located on the Properties > Document Details or the
Printer Preferences dialog boxes. You may find that the location of the
Accounting option varies by Windows platform, driver language type
(Postscript or PCL), driver version, or device model.
• The Xerox device deletes print jobs to prevent anonymous (un-billable)
printing when any of the following situations apply:
•The Xerox print driver does not have authentication features.
•The Accounting option for the print driver is disabled.

When tracking print jobs through the
controller interface, installed Xerox printer
connections must use Windows or other
non-Equitrac Port Monitors.
• Print jobs will be tracked twice if the controller interface for Xerox exists in
System Manager > Devices to track print jobs through the controller
interface while the Xerox printer connection uses an Equitrac Port
Monitor. Both the Equitrac Port Monitor and the controller interface track
the print job.

Xerox Devices and JBA

If you are using Equitrac's Xerox Controller Interface to track copying, faxing or scanning, you must enable job-based
accounting on the MFP. Once enabled, it controls everything including printing, which requires configuring default
“dummy” account codes. The default account codes should be values that Equitrac Professional does not track
elsewhere in the system.
To prevent the Xerox popup from appearing, configure the Xerox print driver to Use Default Accounting Codes,
using the following procedure:
1 Open the printer’s Properties dialog box.
2 Select the Configuration tab, and click Accounting.
3 Ensure you assign default accounting codes that exist in Equitrac Professional but are not used anywhere else, and
are uploaded to the MFP.
4 Save the changes.

Off-Box Authentication Options

Off-Box authentication, available on new Xerox printers (refer to Xerox for a complete list of models), provides the
means of validating printer activity before processing the transaction through an external validation server. Enable
Off-Box authentication to prevent uploading account codes to the printer, since they are not required when utilizing
an external validation server. Equitrac Professional supports Off-Box authentication through the Equitrac DCE
service on TCP port number 1824.
The following conditions apply:
• XPA does not support Off-Box Authentication.
• Unblock TCP port 1824 between the printer and the DCE service to enable Off-Box authentication.

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1 In System Manager > Devices, click the drop-down beside the Xerox device you want to configure, and click on the
Controller interface that you created for the device.
2 In the controller interface summary dialog box, click the Initialize button located under the Device initialization
options.
3 In the Initialize Xerox/Fuji-Xerox device dialog box, select Off-box validation, then select the DCE you want to
use for validation prior to processing the printing activity. For further details, see page 217.

4 Click Initialize to complete the change.

The EQXConfig.exe utility launches in the background to change the settings on the Xerox device. If the change is
successful, the utility displays “A level 5/5 set_config request successfully committed...” If unsuccessful, the utility
displays, “Set_config call failed.” If the changes fail, you may need to try again several times.

Forcing a Poll or Upload

You can force Equitrac Professional to poll the interface, or force Equitrac Professional to upload authentication data
to the physical device and its interface.
Right-click on a interface device in the right pane and select:
• Controller synchronization > Force a poll to poll the device for new documentation output details.
• Controller synchronization > Force an upload to immediately upload Equitrac Professional account information
to the device.

Removing an Embedded or Controller Interface

To delete an existing interface from the list in System Manager:
1 In System Manager > Devices, Standard View, drop down the device that hosts the interface you want to delete.
2 Right-click on the interface, and select Delete from the menu.
3 Click Yes to confirm the deletion.

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Topics...
DME Workflow
SNMP Communication Requirements
Installing the SNMP Trap Service
Which Devices Does DME Monitor?
Viewing Device Status within the Console
Creating Alert Rules
Assigning Alerts to Devices
Viewing Device Status within the Console
Routing Based on Device Status

The Device Monitoring Engine (DME) is an optional server component that gives an Administrator the power to
identify potential device problems based on historical performance data.
The DRE monitors SNMP messages generated by specified devices for status information. Each time a status change
message is intercepted, DME logs the information in the database. If the new status matches a pre-set alert condition
on that device, a notification message is forwarded to designated individuals or desktops. You can view the current
device status at any time within the DME Console, or you can run reports to ascertain the overall device health, and
plan maintenance based on historical performance.
This chapter provides information about:
• The workflow required to configure and use DME
• Communication required between Equitrac Professional components and SNMP devices to capture status change
information
• Creating Alert Rules that specify the faults you want to be notified about per device
• Assigning rules to specific devices
• Viewing status information within the DME Console
• Generating reports to analyze system status information over time

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DME Workflow
Configuring DME to monitor devices is a straightforward task. The DME console automatically contacts the CAS to
determine the list of devices to monitor. Without any further configuration, you can view the current device status
within the Device Monitoring Console, or you can generate reports within the Web Reports to view historical status
detail.
However, if you implement more than one DME, you need to establish which devices each DME will monitor. In
addition, if you want to receive error notifications, you can define Alert Rules that send a notification message when a
particular fault condition occurs. After you establish the rules, you can apply them to one or more devices within the
DME Console.
Follow the workflow below to configure full DME functionality. The remainder of this chapter provides detailed
information about each step in this workflow.
1 Ensure that the SNMPTRAP.EXE service is enabled on the DME server.
You must install and start this service to enable DME to listen for SNMP traps. See Installing the SNMP Trap
Service on page 228 for instructions.
2 Select devices to monitor in System Manager
DME automatically contacts the CAS to retrieve the list of devices to monitor. Within System Manager, you can
manually remove devices from DME monitoring, or assign devices to a particular DME.
3 Create alert rules in the DME Console
Create custom rules that apply only when certain fault conditions occur. Alert rules include configuration
notification options that alert specific Administrators when the fault occurs.
NOTE: To use the DME Console, you must be part of the Device Administrator group within System Manager’s
Access Permissions.

4 Assign alert rules to specific devices

Apply the rules to one or more devices.
5 Run reports to monitor device health and historical performance
Use Web Reports to generate standard or custom reports that provide a historical performance analysis based on
device status.

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SNMP Communication Requirements

The DME reports on device status by polling for SNMP status changes. Therefore, the DME can only monitor SNMP-
enabled printers and devices. DME continually polls for these status change messages, and for any status faults that
match the Alert Rules applicable to one or more devices.
When DME intercepts a status change message, it performs the following tasks in order:
1 Logs the start time of the fault and updates the device status in its database.
2 References the list of Alert Rules.
3 Applies all rules whose criteria matches the device and fault condition.
4 When the status changes again, DME logs the end time of the fault and once again updates the device status.
5 Sends device status information to the CAS to use for reporting purposes.
DME maintains the list of status changes in its database, including the start and end time of each fault. The end time
remains NULL until the status of the device changes. When the end time is set, the fault is considered “closed”. Only
closed faults are forwarded to CAS, so reports reflect device faults that have been resolved only. DME also holds faults
that were closed within the last 7 days in its local database.
The diagram below depicts the communication workflow between the DME component, SNMP-enabled devices, and
the CAS when the DME Console service first launches or is refreshed.

SNMP-enabled
1 Request Monitored Device List Devices
DME
Console
2 Load Monitored Device List
SNMP
status
DB 3 Update Device Status changes
CAS DME

DME listens for SNMP status changes on monitored devices

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Installing the SNMP Trap Service

Windows Server 2008 and 2012 do not install the SNMPTRAP.EXE service by default. Complete the following steps to
ensure that SNMP communication is enabled on the DME server. If this communication is not enabled, DME is
unable to monitor SNMP traps.
To install the SNMP trap service, do the following:
1 On the DME server, open the Programs and Features dialog and click Turn Windows features on or off.
2 In the Server Manager window, click Add Features.
3 In the Add Feature Wizard, check the SNMP Services option and click Next.
4 On the Confirm Installation Selections screen, click Install.

Which Devices Does DME Monitor?

When you install DME, Equitrac Professional automatically assigns all physical devices to the DME for monitoring. If
you installed only a single DME component, you do not need to perform any additional configuration to ensure that
devices appear in the DME Console.
If, on the other hand, you deployed multiple DME components, you must decide which devices each DME should
monitor.
Within System Manager, choose Devices. Right-click on any physical device to view its properties. Select a DME
server from the list located in the bottom right corner of the Physical device summary dialog.

If you prefer not to monitor a particular physical device with the DME, you can set the DME server field to None. The
DME Console will not monitor the status of the device nor will the device appear in the Console.

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Viewing Device Status within the Console

The Device view within the Console provides a complete set of device properties and device status information at a
glance. The DME listens for SNMP status changes on each monitored device, then updates the CAS if the status
changes. The Message view displays all DME generated messages, event log message, and DME service start and stop
events.

NOTE: Within the DME Console, the status column updates only when you press the Refresh button. If you are
checking the current status of a device within the Console, make sure you refresh the window to force the Console to
retrieve the current status information from the DME component.

Status information is shown in the Device properties

dialog and in the Devices view.

If DME cannot populate the device type information (i.e. it was not provided when you added the device to Equitrac
Professional), the DME Console retrieves the information from SNMP data. DME then populates the Manufacturer
and/or Model fields with the retrieved data, followed by an asterisk *.

Manufacturer and Model information is auto-populated

based on SNMP data if no user-entered data is available.

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Use the following table to map the status code to the SNMP fault condition that has occurred on the device.

Status Description

Unknown This status occurs if the DME has not yet tried to contact the device or if the DME
Console cannot communicate with the DME component.

Online Device is online and operating as expected

Paper Low Paper is low

Toner Low Toner is low

Near Full Output Tray The output tray has almost reached capacity. Jobs will not print when the tray reaches
capacity.

Overdue Maintenance The maintenance date has passed, as per the date set on the device by a service person
or Administrator.

Warning The device is reporting a general status warning, but DME is unable to specify the cause.
For example, some printers report a warning when a paper tray is empty, even though
that tray is not requested as the paper source for a print job.

Unreachable The DME did not receive a reply when asking the device for its status.

Offline The device has been set to offline mode.

Paper Jam Paper Jam

Paper is out Paper is out

Toner is out Toner is out

Missing Input Tray An input tray has been removed from the device.

Output Tray Missing An output tray has been removed from the device.

Missing Marker Supply The marker supply has been removed from the device. Marker supply refers to the toner,
ink, dye, etc., that is specifically used on this device.

Full Output Tray The output tray is full and jobs cannot be printed.

Empty Input Tray A job cannot continue because there is no medium in the specified input tray.

Down The printer is reporting its status as DOWN, but DME cannot determine the cause. DME
has received an unrecognized error status.

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Creating Alert Rules

To receive notifications when a specific fault occurs on a device, you can create an alert rule that DME will apply when
the fault criteria exists. You can apply one alert rule to multiple devices, or multiple rules to a single device. For
example, you may want to monitor one high-traffic device for both toner low and paper low messages, but another
less-used device for toner out and paper out only.
Create Alert Rules within the DME Console. From the Manager Tools, click Alert rules, then click <Add...>.

There are three facets to each Alert Rule: Name, Action, and Criteria.

Name
Each rule must have a unique name. Equitrac Professional stores the rule within the CAS database. Use the name to
identify the rule within the DME Console. You can optionally include a description of the rule which enables other
Administrators to understand the rule criteria at a glance from within the DME Console.

Action
Select one or more notification methods that DME should use when the Rule’s criteria is met. By default, Equitrac
Professional enables the Email and Event Viewer options. The table below describes each option.

Notification Method Description

Event viewer • Logs an event in the Windows Event viewer.

Email • Sends a standard or custom email message to designated email addresses.

• If you select this method, you must also select email recipients. Enter one or more recipients
in the space provided, separated by semi-colons.
• You can optionally create a custom notification message that will be used in the body of the
email.
Note: You must configure the Mail Server if you the system to send email messages.
See Configuring the Mail Server for Email Notices and Reports on page 70.

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Notification Method Description

Network pop-up • Sends a network pop-up message to specified users.

• If you select this method, you must enter the network computer names or IP Addresses in
the Computers field. To send the notification to more than one user, separate the computer
names with a semi-colon.

Console • Sends a pop-up message to the machine where the DME Console is installed.

Criteria
Criteria refers to the type of fault that will initiate the notification. Criteria optionally refers to the duration and
frequency of occurrence.
DME can monitor SNMP enabled-devices for the following fault types:

• Down • Overdue Maintenance

• Empty Input Tray • Paper Jam
• Full Output Tray • Paper Low
• Missing Input Tray • Paper Out
• Missing Marker Supply • Toner Low
• Missing Output Tray • Toner Out
• Near Full Output Tray • Unreachable
• Not Available • Warning
• Offline

You can select one or more fault types in the Alert Rule criteria. If a selected fault occurs on a device to which you
assigned the Alert Rule, the Action options are applied. If you want to receive separate alerts for more than one type of
fault per device, you must create a separate rule for each fault type, then apply the rules to each device as needed.

NOTE: Although you can select multiple fault types, as a best practice you should limit each rule to a single fault only.
An alert is triggered only when a status change is detected while the device is in its “ready” state. If one fault triggers
an alert, and another fault is triggered before the device resets to “ready”, a second alert message is not generated.
Instead, ensure that you select a single fault type per alert rule.

If you want to receive notification of a fault only if the fault continues to occur for a period of time, you can set the
Fault active for field. For example, if you want to receive notification when devices are Unreachable for five minutes
or more, set the Fault active to 5 minutes. If the device was unreachable only for a reboot, it’s likely that the device will
be back online before 5 minutes is exceeded. The DME will only send a notification message when the Unreachable
status persists for the period of time you indicate. Use this setting to minimize the possibility of a false alarm, and
eliminate the need for an Administrator to follow up on false alarms.

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Alternatively, you can hold the notification message until the same fault occurs multiple times. For example, if you
want to monitor a device for recurring paper jams, you can set the number of occurrences to 5 jams over the course of
2 days. The DME only sends the notification when the device meets these conditions met, rather than each time there
is a paper jam.

Note that an alert is a one-time event. Once the DME performs the Action dictated by the alert rule, the notification is
sent just once. If you want to be notified more than once of a particular status change, you can use the Fault active for
or More than options. For example, if users within your organization are expected to fix paper jams themselves, you
might want to be notified when the paper jam first occurs, then every 5 minutes. After 20 minutes, you will fix the jam
yourself, or call someone to do it. To accomplish this, create the following alert rules, and apply them all to the device:

Rule Name Fault Fault Active for

Paper Jam Paper Jam 0 minutes

Paper Jam - 5 minutes Paper Jam 5 minutes

Paper Jam - 10 minutes Paper Jam 10 minutes

Paper Jam - 15 minutes Paper Jam 15 minutes

Paper Jam - 20 minutes Paper Jam 20 minutes

Creating Custom Alert Messages

Alert Messages use standard default message text unless you specify a custom message. Within the custom message
window, enter the text and substitution values you want the notifications to contain.

DME replaces the substitutions used with the actual fault type, occurrence, duration, or device type values that are
logged for the fault condition that cause the notification.

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Custom messages can contain any text that you want, plus the variable substitutions described in the table below.

Substitution Description

%1 Inserts the fault type that triggered the alert. Fault types may be: Down, Offline, Paper Jam, Paper
Low, Paper Out, Toner Low, Toner Out, Unreachable or Warning.

%2 The number of times the fault has occurred. If your Alert Criteria uses the More than field, you
should include the number of occurrences within the message.

%3 The length of time the fault has been active. Duration is calculated using the start time field logged
in the DME database when the fault first occurred. If your Alert Criteria uses the Fault active for
criteria, you should include this information in the message.

%4 The name of the device on which the fault occurred.

%% Adds a percent symbol (%) to the message.

Assigning Alerts to Devices

Alert Rules are effective only after you apply them to one or more devices within the DME Console.
To assign a rule, right-click on a device in the Devices view, then select Assign alert rules from the menu. From the
list of available alert rules, select as many rules as you want to apply to the device.

To view the Alert rules applied to a device, you can either open the Assign alert rules dialog, or you can click on a
device Hostname in the Devices view to open the Device Properties dialog and review the list of assigned alerts.

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Generating Device Status Reports

The Web Client provides four reports that you can use to analyze device health over time. Open a browser and type
the host name or IP Address of the Core Accounting Server, followed by /EQClient. For example:
http://192.168.100.89/EQClient/

—Or—
http://CAS1/EQClient/

In the Web Client, click on the Reports view. To view the device status reports, filter the Subject list by Device. Use
the table below to determine which report to run:

Report Name Report contents When to run the report

Device Availability % offline Determine the percentage of time a device is

% online offline or unreachable.
% unreachable

Device Configuration Device name Determine the full suite of devices controlled
Device type and tracked by Equitrac Professional.
IP Address
Manufacturer
Model

Device Faults Total Determine if a service call may be required for

Down particular devices based on how often the device
is down, unreachable, or in a warning state.
Unreachable
Warning

Device Faults vs. Usage Total Faults Determine how often a device is down in direct
Total Pages relation to the amount of usage on the device.
Faults per 1000 pages

For more information on Reports, refer to the Equitrac Professional Usage Guide.

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Routing Based on Device Status

In a typical environment, the print queue backs up when a device is offline. Unaware of the device status, users
continue to send jobs to the printer and become frustrated when they can’t get their print jobs.
In combination with the Rules & Routing feature, DME solves this problem. You can create rules that logically re-route
print jobs sent to a device that is in a specified fault status for a designated period of time.

Within System Manager > Rules & routing, select Add new rule from the list of Current tasks. Check Device status,
then choose a particular fault condition that will cause jobs to be re-routed. When the DME intercepts a device status
condition that matches the routing rule, it notifies the DRE. The DRE then directs any jobs waiting in the device’s
print queue as per the redirect criteria are met. If a print job is already started on the device, it will not be rerouted.
You can also specify a fault duration for the rule. In the case of a Paper Jam, a user might fix the jam immediately. If
you set the duration, the device must be in the fault state for at least that period of time before the routing rule takes
effect. Most likely, a user will fix a paper jam within 5 to 10 minutes, so consider defining the routing rule to re-route
jobs only after the status remains unchanged for 10 minutes.

CAUTION: Do not enable status-based routing if you are using Follow-You printing. The settings for these options
will conflict and produce unexpected behavior. Choose one option only.

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Topics:
Secure Printing Overview
Configure Basic Secure Printing
Configuring Advanced Follow-You Printing
Administering the Secure Print Queue
Secure Document Release Using Release
Station

Secure document release holds printed documents in a secure virtual queue until the user release the documents via a
control mechanism such as a PageCounter, PageCounter Professional, TouchPoint Console, Release Station, or
embedded interface on the MFP.
The secure queue is established on the Document Routing Engine (DRE), and the DRE records each held document’s
status (released, deleted, expired) to provide accurate SDR results reporting.
This chapter provides information about:
• Basic secure printing: setting up virtual print queues that hold jobs until they are released at a control mechanism
by a valid user.
• Follow-You Printing extends secure printing functionality to allow users to pull their print jobs from one secure
print queue to another. To enable this functionality, you must also create device pull groups.
This chapter also provides instructions on configuring and using Release Station to release secure print jobs.

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Secure Printing Overview

Secure printing holds documents in a secure print queue until the user releases the document from either a client
application (such as Release Station), from a control terminal (such as PageCounter or PageCounter Professional),
from a TouchPoint Console, or from an application embedded on an MFP.
In environments where users print proprietary or confidential documents, secure printing gives users the power to
control the timing of their output. Equitrac Professional holds documents sent to registered devices in the DRE’s
secure print queue. Users can access the queue through a control mechanism to view documents in the queue, then
select, delete, or release documents for printing.
Depending on the needs of your organization, you can setup basic secure printing only, or extend the functionality to
use Follow-You printing. In a basic setup (illustrated in the diagram below), the print job is held in a secure queue
until released to the destination printer.

Release
Station

Secure Jobs held

Job Attributes
Print in queue User releases job
Destination Printer Queue to original
DRE destination printer

TouchPoint
User
Console
Workstation
PageCounter

In an advanced Follow-You printing setup, the user can choose a different destination printer at the Release Station,
control terminal or TouchPoint Console -- they do not have to release the job to the printer originally selected at the
user workstation.

CAUTION: If you also configure network printing Routing Rules that hold a job, the rules override the secure printing
settings for all devices that are part of a print rule. When a user submits a print request, Equitrac Professional first
checks the print rules to determine if the job should be held. If no rule exists for the destination printer, Equitrac
Professional checks the secure printing settings for the device. If secure printing is not enabled, the job is released
directly to the printer. See Routing Rules on page 257 for full details.

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Configure Basic Secure Printing

You can enable secure printing on any device that is configured to use the Equitrac Port Monitor. Follow this workflow
to enable basic secure printing system-wide.
1 Convert all existing ports to Equitrac Ports.
See Manually Adding and Configuring a Physical Device on page 188 for instructions on converting or adding
ports.
2 Enable secure printing on each device queue.
For every device that you want to hold print jobs in a queue, rather than printing directly, enable the secure
printing option on the device’s queue:
a In System Manager, navigate to System > Devices.
b Switch to Standard view, then expand the device’s port to view the print queue for that printer/port.

c Click the print queue link to open the Print queue summary dialog.

d In the Behavior options, enable the Secure printing option.

e If required for secure document release, you can also apply print rules to this queue. Select a rule set from the
Rule set drop list. For information on defining print rules, see Creating Rule Sets on page 258. Print rules
specify conditions under which Equitrac Professional automatically manages documents for secure printing. A
print rule defines document attributes that you assign to a specific queuing action—allow, deny, hold, or
redirect. For information on defining print rules, see Routing Rules on page 257.
f Click OK to save these settings.
3 Configure PageCounter/PageCounter Professional terminals/Release Stations/TouchPoint Consoles.
For instructions, see Configuring Control Terminals on page 269, Secure Document Release Using Release
Station on page 246, and Configuring TouchPoint Consoles on page 301.

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Configuring Advanced Follow-You Printing

Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other
compatible devices in the office, regardless of the printer the user originally specified when they submitted the print
job. In a wireless scenario, the user could submit a print job from her laptop within the meeting, then simply release
the job at the nearest TPC (or any other control mechanism) and take the printout back to the meeting immediately.

User releases job to

any compatible
Job Attributes Secure
Print Jobs held printer in pull group

Destination
Queue in queue
Printer
DRE

User Workstation TouchPoint

Console

Supporting secure document release through Follow-You Printing on PageCounter, PageCounter Professional, or
TouchPoint Consoles requires configuration both in Equitrac Professional and on the terminals/consoles.

Follow-You Printing - Configuration Workflow

In general, follow this workflow to setup Follow-You Printing.
1 In Equitrac Professional’s System Manager, ensure that you have enabled secure printing for at least one print
queue. For information on enabling secure printing, see Configure Basic Secure Printing on page 239.
2 Configure at least one printer pull group. For information, see Creating Device Pull Groups on page 241.
3 Configure your terminals/consoles for Follow-You Printing including the following settings:
a Define the print server as Equitrac Professional’s DRE component.
b Define the print queue that the terminal/console will query for held documents. Use the same name as the one
assigned to the print queue in Equitrac Professional.
4 Enable multi-server Follow-You to allow users to direct jobs across multiple servers (optional).
In System Manager, navigate to System > Configuration > Other settings > Multi-server Follow-You Printing
and enable the option in the dialog. This setting is applied system-wide. See Identifying the Home Server for
each User on page 242 for further details.

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Creating Device Pull Groups

As you configure devices in System Manager, you can create and manage printer pull groups that group similar
devices together. With secure printing enabled, users can release jobs from the pull group queue to any compatible
device within the pull group. The groups you create should reflect the needs of your firm. For example, you can group
compatible devices by physical location, by manufacturer, and so on.
These groups serve two purposes:
• managing devices on your network will be far easier
• pull groups are required to support Follow-You Printing
You can create pull groups that include a selection of devices from a single print server only OR across multiple print
servers.
For example, a large firm may have printers on two floors of offices, on another floor in Accounting, on another floor
in Administration, and so on. Pull groups allows a user who sends a print job to a general office network printer to
pull that job to a target printer upstairs in Accounting.

Choosing Devices to Group

The key to creating pull groups is to ensure that all device drivers within the group are technologically compatible. If
you want a print job generated for one printer to output successfully on another printer, you must ensure that the
other printer can understand all of the print commands included in the data stream from the driver.
If the user specifies staples for the print job, but the target device doesn’t support staples, Equitrac Professional charges
for the staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full
color, but releases the job on a machine that supports black and white only, the output is black and white, but Equitrac
Professional charges for color, depending on the price list on the release machine, and color attributes that are
recorded in the database.
You can also add the same device to multiple pull groups. For example, if you want to enable users to retrieve all print
jobs (both color and monochrome) at a color device, but only monochrome print jobs at a monochrome device, you
can add the same device to two different pull groups: one groups color devices, the other groups monochrome
devices.

Creating a Printer Pull Group

Before you create a pull group, ensure that the physical devices you are adding to the group have a secure print queue.
See Configure Basic Secure Printing on page 239 for instructions.
To create a pull group, follow this workflow:
1 Associate a control terminal/TPC with each physical device that will be part of a control group.
See Configuring Control Terminals on page 269 or Configuring TouchPoint Consoles on page 301 for
instructions.
2 Assign two or more devices to one or more pull groups.
a In System Manager, select Devices, then click on one or more physical devices.
(Press CTRL or SHIFT to select more than one device).

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b In the Physical Device Summary dialog, select Release documents from pull group. Type in the name of the
pull group (e.g PullGroupA), then click OK to apply the change. You only have to type in the name of the pull
group the first time you use it. Afterward, it will appear in the list automatically.

c Repeat steps a and b for additional physical devices that should be part of the pull group.
d To add the device to multiple pull groups, enter the name of the pull groups into the Release documents from
pull group field, separated by a semi-colon. For example, PullGroupA; PullGroupB; PullGroupC.

NOTE: The Physical Device Summary dialog is the only place you can view a list of available pull groups.

Identifying the Home Server for each User

When Follow-You printing is enabled, and you have deployed many DRE Print Servers, you can set the Home Server
attribute to help users locate their print jobs a little more quickly. This is an optional setting only, and is used only to
assist users locate their print jobs when releasing.
The Home Server is the DRE that hosts the devices that the user typically prints to. At a Control terminal prompt, the
user can select Home to view all devices on their Home Server. If looking to release jobs to devices on a different Print
Server, the user can use the Search functionality provided.
If you plan to allow users to direct jobs across multiple servers, navigate to System Manager > Configuration > Other
settings > Multi-server follow you and enable the option in the dialog.
To establish the Home Server per user, right-click on any user account in System Manager to open the Properties
dialog. At the bottom of the dialog, enter the DRE print server that will serve as the user’s Home server.

NOTE: Users are not able to print documents across servers when using TouchPoint Consoles. This option is
supported on PageCounter, PageCounter Professional, and Release Station.

Follow-You Printing: The User Experience

This sections describes how the user can release print jobs from one of these control mechanisms: Release Station,
PageCounter, PageCounter Professional, and TouchPoint Console.

Release Station Behavior

From the user perspective, the Follow-you release functionality follows this workflow on a release workstation:
1 The user sends a document to a printer configured with a secure print queue. If configured to use release keys, the
user assigns a release key to the print job.
2 The DRE associates the print request with the user’s credentials, and holds the document in the secure print queue.

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3 The user logs on to a Release Station using valid credentials (either Windows login or release key, depending on
the Release Station configuration).
4 The user selects a destination printer (which can be an entirely different printer than the original device to which
he sent the document).
5 The user selects the destination printer.
6 The user selects his document from the list of queued documents.
7 Depending on the Release Station configuration, the user may receive a prompt for payment at this point, or
immediately after he selects a destination printer (step 5).
8 The user selects OK to release the job.

PageCounter Behavior
From the user perspective, the Follow-You release functionality follows this workflow on PageCounter terminals:
1 The user sends a document to a printer configured with a secure print queue.
2 DRE associates the print request with the user’s credentials, and holds the document in the secure print queue.
3 At the control terminal, the user will have one of the following options available for document release, depending
on the release behavior configured for the terminal:

Release Behavior Description Control Terminal Prompt

All are released The device releases all queued documents for the current user N/A
automatically.

First is released The device releases only the first queued document. N/A

Select to release User can select one or more documents to release or delete. Document1.txt
Print Del End

Prompt The device prompts the user to release all documents for that Select Use:
user. All Select End
OR
Select Use:
All Select Find*

* Find replaces End if Multi-server Follow-You Printing is enabled.

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Multi-server Follow-You Prompts on the PageCounter Terminal

When the user logs in at a PageCounter terminal, the DRE gathers the user credentials and determines their Home or
local server setting. The user is able to select jobs on the local (or Home) print server regardless of the Release
Behavior configured for the terminal.
However, to allow the user to view jobs on other print servers, the PageCounter Release Behavior must be set to
"Prompt". After the user logs in and selects Print, the following prompt is displayed:
[X] Documents found on local servers

All Select Find

If the user presses F2 for Select, they can browse the list of jobs on the local server. If they press F3 for Find, they can
locate another print server. The following prompt is displayed:
Choose server name or search all

Choose Search Find

The user can press F1 to view a list of servers, F2 to search for a print server, or F3 to search for a document across
print servers. If F3 was pressed, the user will see the following:
[Print Server Name]

[Print Server Name]

The user can use the arrow keys to select the server that contains the documents they want to release. The terminal
will then search the select print queue for documents printed by this user. The user can then select a document, print
or delete it, or cancel out of the terminal session.

TouchPoint Console Behavior

From the user perspective, the Follow-You release functionality follows this workflow on TouchPoint Consoles:
1 The user sends a document to a printer configured with a secure print queue.
2 DRE associates the print request with the user’s credentials, and holds the document in the secure print queue.
3 At the TouchPoint Console, the user authenticates.
4 If the Console is configured to allow Print Release, the user can press the Release button on the Allocate or Ready
screens. The user can release one or more (or all) jobs in the secure queue, or they can remove jobs if needed.

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Administering the Secure Print Queue

The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print
queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run
multiple Viewers at the same time. You must specify the print server (DRE) you want to connect to when you launch
the Viewer.
1 Select the Viewer in the Windows Start > All Programs > Equitrac Professional menu.
2 Select Print Queue Viewer. This creates the Viewer icon in the Windows task tray.
3 Double-click the icon to open the Print Queue Viewer.

4 Left-click any document in the list to select it. Hold down SHIFT or CTRL to select concurrent or multiple
documents in the queue.
You can sort documents in the list by clicking any of the column headings visible in the Viewer.
5 To delete selected documents from the queue, do one of the following:
• Select Delete from the Viewer’s File menu.
• Press the Delete key.
• Right-click a selected document and select Delete from the menu.
Select View > Simple view or View > Full view to change the default view depending on how many document details
you want to display.
Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the
Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does
not refresh automatically
To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open
or close the Print Queue Viewer window.

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Secure Document Release Using Release Station

Release Station is an application you can use to manage secure document release features on the Document Routing
Engine (DRE). Release Station requires separate, local configurations on each release workstation. To use the Release
Station Configuration tool, you must have administrative privileges on the Release Station workstation.
Install Release Station and the configuration utility locally on any workstation from the Equitrac Professional CD.

Configuring Administrative Access to Release Station

You may want to consider your users as two distinct user types — system administrators who can configure the
application and printers, and staff users who have limited privileges for the Release Station application, but no access
privileges for the configuration tool.
For example, only system administrative users can:
• Configure Release Station appearance and behavior.
• View, print, or delete all users’ documents in the print queue.
Release Station requires an advanced user right to properly process Windows logon credentials. To set this correctly,
do the following:
1 Access the Local Security Policy Settings dialog for your operating system:
• Select All Programs > Administrative Tools > Local Security Policy from the Windows Start menu.
2 Expand the Local Policies link.
3 Select User Rights Assignment.
4 In the right pane, double-click on Act as part of the operating system.
5 Click Add to add the required Equitrac Professional user groups. Click OK to close the Select Users and Groups
dialog.
6 Click OK to exit the Local Security Policy Settings dialog.

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Using the Release Station Configuration Tool

Use the Release Station Configuration tool to modify the Release Station user interface. For example, you can prevent
users from closing Release Station by disabling the Exit command. For more information on configuring user access,
see Configuring Release Station Operations on page 248.

NOTE: Full functionality is only available when you license your Release Station installation through System Manager.
You can run the application unlicensed, but only in view mode, meaning you can view or delete, but not print
documents in the list.

There are three sections to Release Station Configuration:

• Operation: provides general application parameters, such as options for security, session time-outs, and non-
administrator restrictions.
• View: enables you to define window sizing and location parameters for running Release Station on client PCs.
• Printers: enables you to add and remove Equitrac Professional printers to this Release Station’s view.
Open the application from a desktop shortcut (if configured after installation), or from Start > All Programs >
Equitrac Professional > Release Station Configuration.

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Configuring Release Station Operations

Use the options on this tab to configure the operational behavior of your release workstation.

Session Security
Consider your release workstation and document security requirements when you determine the startup process for
user sessions by selecting one of the following options from the drop list:

Option Description

Prompt for release key This option is not applicable to Equitrac Professional.

End session after N seconds of The session times out automatically after a specified amount of time; 60 seconds
inactivity is the default option.

Automatically end session after The session closes automatically when a user releases documents to the printer.
document release

Disable exit for General users cannot close the application, they can only end the current session.
non-administrators

Release Station uses sessions to denote a specific period of usage, which varies depending on your configuration. You
can configure sessions to close automatically after certain actions, to time out, or to remain open.
A session typically begins and ends with a user logging on to the release workstation using Windows logon credentials
to print or delete queued documents.
Closing a session means closing that single incident of usage. The Release Station application stays open, ready for the
next user.

Automatic Refresh
Select one or more options for determining the refresh rate of the Release Station document list.

Option Description

Refresh document list every N seconds Release Station refreshes the document list display after the specified time
interval.

When new document arrives, play a sound
Uses a sound file to notify users of new documents in the document list. This
feature uses the default beep or sound defined in your Control Panel >
Sounds setting, which you can change by associating a different WAV file in
place of the default. If you do not have a sound card and speakers, Release
Station uses the system speaker.

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Non-Administrator Restrictions
Specify one or more options for users releasing or deleting documents in the print queue.

Option Description

Release one document per Enables users to select a single document for release every session; users with
session multiple documents for release must open a new session for each document.
Use this option to control printer access (for example, to prevent printer
monopolization).

Disable document deletion Users may not delete any documents in the print queue; this works best in
environments where users share accounts.

Disable zero-page, zero-cost document Users may not release any document that has no associated cost, or has content
release that the page counters cannot track.

Features
Select Enable Follow-You Printing to enable users to select print jobs in the Release Station and pull them to a
specific destination printer.
After a successful login, the Release Station displays a list of defined printers on the users local print server. If the
printer is part of a pull group, Equitrac Professional queries all printers within the pull group for print jobs belonging
to this user.
The printer must be part of a pull group to enable this functionality. If the printer is not part of a pull group, the
Release Station displays jobs on the current printer only.
See Creating Device Pull Groups on page 241 for system configuration information. See Using Follow-You on
Release Station on page 254 for instructions to release documents when Follow-You is enabled.

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Configuring the Release Station View

Use options on the View tab to determine the appearance of the Release Station window.
You can configure Release Station to display all available information associated with a print job in the workstation
window, or just enough information for users to identify their own documents in the secure print queue. You can also
change the order in which the selected columns appear in the Release Station display.

Selecting Columns to Display

1 In the Columns to display list, check the types of data you want to appear in the Release Station window. Clear the
checkboxes for any information you do not want to appear to the user.
You can multi-select items in this list, but if you have more than one item highlighted, any action you perform —
selecting or clearing a particular option - applies to all of the highlighted options.
2 Use the Up/Down arrows to the right of the list to move selected items up or down in the list to change the order
in which options appear in the Release Station display. Again, if you have multiple items selected, those items will
move simultaneously. Release Station automatically sizes column widths.

Selecting Window Startup Size

Select the Window startup size. Ensure your selection will fit the workstation monitor’s resolution.

Option Description

Best fit Opens Release Station in the middle of the desktop at the largest size possible for your screen
resolution. You can enable or disable the minimize and window-sizing features.

Small/Medium/Large Specifies the default size for the Release Station window, based on specific resolution settings
for your monitors.

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Option Description

Full-screen Release Station window covers the entire desktop, and cannot be minimized. This is the best
option if the workstation is a dedicated Release Station.
If you select this option, you cannot enable minimizing and sizing operations. You can shut
down Release Station in an open-access environment by clicking the Exit button, or in a public/
mixed security environment by logging on as an administrator to access the Exit button.

Specifying Window Operations

For Window operations, enable or disable window minimizing and sizing. These options are not available for full
screen mode.

Specifying the Status Area

For Status area, if you enable the Show total cost option, Release Station displays a total cost for all selected
documents.

Hiding Buttons
For Buttons, select to hide one or both of the End Session and Select All buttons.

Configuring Printers in Release Station

You must establish a connection between the Release Station application and the Document Routing Engine (DRE).
The two components use this connection to pass information about queued documents. Establish the connection by
adding a printer from a DRE server to the Release Station printers list. Configure each printer separately, and
configure printers individually for each release workstation.
1 Open the Release Station Configuration tool and click the Printers tab.

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2 Click Add to open the Add Printer wizard. In the subsequent dialog, enter the name or IP address for the machine
hosting the DRE and click Next.
After you establish a connection to the print server, the list of available printers appears automatically. This list
includes all the devices defined to use an Equitrac port monitor on the specified print server.

NOTE: You must enable secure printing on the selected device in order to use Release Station as a document release
application for that device. For information on enabling and configuring print queues, see Configuring Print
Queues on page 193.

3 Select the printers for which Release Station will display documents.
4 Click Finish to add these printers to your Printers list.

NOTE: If you rename a device definition on the print server, you must remove and re-add the printer to the Release
Station printer list.

Removing Printers From Release Station’s View

Removing the printer from the list does not affect documents currently in the print queue.
1 On the Printers tab, select a printer from the list.
2 Click Remove.
3 Click Yes to remove the printer, or No to exit the dialog and return to the configuration window.

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Releasing a Test Page

To test your Release Station configuration, release a test document from the DRE.
1 Start the release workstation. Remember that you must use an administrative user account to start Windows and
the Release Station application on the workstation.
NOTE: The DRE uses the information from the Windows logon to authenticate communication between the release
workstation and the DRE.

2 Print a test page. On the release workstation, use the Control Panel’s Printers feature to send a test page to an
Equitrac Professional printer. An Equitrac Professional printer is one that:
• Uses an Equitrac print monitor.
• Resides on a printer port that has queueing enabled.
• Is configured for use with a Release Station.
3 Start the Release Station application. If you have configured the application to request Windows user credentials at
startup, answer the prompt when it appears.
4 Confirm that your document appears in the list.
5 Select the test document from the list. Selecting the document displays a check mark next to it in the list.
6 Click Print to release the job to the printer.

NOTE: If you install Release Station on a workstation without a valid license, you can view and delete documents
from the print queue, however, you will not be able to print.

Using Release Station

Release Station is a separate licensable component for Equitrac Professional that enables you to use a network
workstation as a controlled release point for secure printing. Release Station holds print jobs in a secure print queue
until a network user releases the job to a printer.

CAUTION: Full Release Station functionality is available only if you add a valid Release Station license within System
Manager. If you run the application unlicensed, you will be able to view or delete only, but you will not be able to
print documents in the list.

For security reasons, the user logged into Windows on the release workstation must have administrative privileges in
order to start Release Station.

Secure vs. Unsecure Sessions

The Administrator must configure the Release Station behavior to determine the security requirements. See
Configuring Release Station Operations on page 248 for complete instructions to set the appropriate types of
security for your environment.
A secure session requires the user to start a new Release Station session and login with a valid Windows user name and
password. Users will see only those print jobs associated with their user ID. To enable secure sessions, the
administrator must select release key or network login from the Session Security list in the Release Station
Configuration Utility.

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NOTE: If the network requires domain qualification, the user must enter the Windows domain information in the
login window. Normally, this field defaults to the last-used domain name.

An unsecure session runs in a public mode that is accessible to all users. A login screen is not required, and all
documents appear in the print queue for all users to see and select. This type of session is designed for staffed or
secure release workstations, where only a small group of trusted users or administrators have access to the document
list. To enable unsecure sessions, the administrator must set the Release Station Security Setting to None. See Session
Security on page 248 for details.

Working with Documents in the Print Queue

To release or delete documents from the print queue, you must:
1 Click one or more documents to select for printing or deletion. Selected documents display a check mark.

2 Click Print to release the document to print, or Delete to remove the document from the queue without printing.
If the Release Station enables multiple document releases, you can click Print all to release them in a batch.

Viewing Document Details

Users can review document details for any selected document in the print queue.
1 Select one or more documents in the queue list and click Details.
2 Review such information as document size, cost, request time, job ID and so on, in the Document details window.
Use the scroll bar to move up or down through the display.
3 Click OK to close the Document details window and return to the Release Station window.

Administrative Cost Overrides

Administrative users can override print costs shown in Release Station. Use this feature to release documents for free
when necessary, such as in the case of reprints based on previous print job errors, for example.
1 Right-click the required document in the list, and click Override cost.
2 Check the Override cost box, and enter the new job cost.
3 Click OK to apply the new job cost, or Cancel to exit the dialog without changing the current job cost.

Using Follow-You on Release Station

If the Release Station provides controlled release for multiple printers, and Follow-you is enabled on the Station, the
workflow is slightly different for the user:
1 Login to start a secure session.
2 Choose a destination printer.

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All printers that are configured to send to this Release Station are listed.
NOTE: If the selected printer is part of a pull group, the Release Station displays all compatible jobs from other
printers in the pull group, and on the local print server. For more information on creating pull groups, see Creating
Device Pull Groups on page 241.

Only jobs that the printer is capable of processing are listed in this particular queue. If you selected a destination
printer that does not support the job attributes of the original print request, the job will not appear in the queue.
For example, if you selected duplexing when you originally sent the document to print, but the destination printer
you selected does not support duplexing, the job will not appear in the destination printers queue. However, the
job is still queued at the Release Station, and you can simply choose a different destination printer that matches the
job attributes that the document requires.
NOTE: Note that the print job may be re-costed upon release if the ‘Reprice after release’ feature is enabled.

3 Choose the job to release, then click Print.

The list of jobs shown is for the destination printer selected in step 2 above.

Ending a Session
You can configure a Release Station session to end:
• when the user manually ends the session
• automatically when the user releases a document
• automatically on a time-out after a period of inactivity
At the close of a session, Release Station resets to the configured size and positioning, and columns resize to the best fit
for current document data.
If you disable the exit for non-administrative users, the Exit (X) button in the top right corner of the window is not
visible. If the user attempts to close the Release Station window using Alt+F4 on the keyboard, the session ends and
the start dialog appears automatically for the next user.

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 10 Routing Rules

Topics:
Rules Overview
Creating Print Rules
Creating Desktop Print Rules

A routing rule defines the conditions under which Equitrac Professional should manage a network print or desktop
print job on its way to the device, or under which Equitrac Professional should allow or deny a copy request.
Routing rules are useful when you want to create exceptions to the standard handling you define per device, port, or
queue. For example, if you enable secure printing on a queue, but you want to automatically allow jobs through to
print for a particular user group, create a print rule to allow jobs associated with users in the group to bypass the
secure queue and print immediately. Equitrac Professional will hold jobs sent to the queue by a user outside the group
in the secure queue for manual release via a terminal device, TouchPoint Console, or Release Station, but jobs sent by
a group member will print immediately.
Alternatively, you might want particular color copiers to be accessed by certain users only. You can create a copy rule
that allows only a particular group of users to access the copy functions.
All rules must be part of a Rule Set. Within System Manager, you can create a Rule Set, then create multiple rules
within the set. You can then apply the Rule Set to one or more devices, queues, ports, or control terminals.
This chapter provides information to determine:
• the rule types you need to define
• the attributes to assign to each rule to get the result you want
• the actions that you can assign to a rule and the result of each action
• how to apply a Rule Set to a device

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Rules Overview
Each routing rule is comprised of three attributes. Equitrac Professional only applies a rule when the type and action
match the attributes of the incoming print/copy job.

Type: Determines if the rule applies to a print, desktop print, or copy jobs. You can also create a rule that applies to all
jobs sent to a device, regardless of type.
Attributes: Sets the characteristics against which the incoming job is compared to determine if there is a match.
Action: If the attributes of the incoming job match the attributes of the rule, take specific action.

Creating Rule Sets

A Rule Set is a grouping of rules that are logically related in some
way. You must apply a set of rules to a device, rather than a single
rule (although you can create a Rule Set that contains only a single
rule if needed).
Although there are a number of factors to consider when planning
your Rule Sets, these questions will help you get started:
• which devices require exceptions to the standard Equitrac
request handling?
• do you need to limit access to devices based on user group?
• do you need a set of rules that apply to color printing or copying
vs. monochrome printing or copying?
For example, you might want to create a set of rules that apply to
Desktop printing only, but you might also need a set of rules
designed to limit printing or copying access during certain hours.

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To create a Rule Set, open System Manager, and click the Rules & Routing link. From the list of Current tasks, select
Add Rule Set.

In the Rule Set dialog, type a name for the Rule Set. When you apply the set to a device, you can identify the set by this
name. To add rules to the set, click Add. For information on creating rules, see Creating Print Rules on page 261 and
Creating Desktop Print Rules on page 265.

Adjusting the Rule Ranking

Ranking refers to the order in which Equitrac Professional will apply rules to incoming requests. The ranking is
important because Equitrac Professional applies the action associated with the first matching rule, and ignores all
other rules once the match is found.
For example, if you create a Rule Sets that includes two rules:
• deny color printing jobs greater than 20 pages
• allow color jobs for group “Human Resources”
the order the rules are processed is very important. If Equitrac Professional finds a match to the “deny” rule first, it will
deny all color printing jobs sent to the device that exceed 20 pages, even if the user is a member of the Human
Resources domain group. Once Equitrac finds a match to the rule, it stops looking for other matches and does not
process the remaining rules.
In this case, the “deny” rule is a match, and Equitrac Professional never sees the “allow” rule. You should rank the
“allow” rules before the “deny” rules, ensuring that users who are members of group XYZ can always print color jobs,
regardless of size, whereas other users can print color jobs to the device only when the job is less than 20 pages.

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Applying a Rule Set

You can apply a Rule Set at the device, port, or queue level. If using control terminals or interfaces, you can also apply
a Rule Set at the terminal level. In some cases, you may need to apply a Rule Set to both the port and queue of a device.
In cases where rules are set at different levels (perhaps you set an allow color rule at the physical device level, but set a
deny color rule at the queue level), Equitrac Professional processes rules in the following order:
1 Print Queue
2 Port
3 Control terminal/ Controller Interface (copy rules only)
4 Physical Device
Using the color example, Equitrac Professional will deny color printing to the device because it processes the deny
Rule Set on the queue first.
Before you can apply a Rule Set, you must first create the Rule Set in Rules & Routing. When the Rule Sets are in place,
you can assign rules at required levels. Click the Devices link, then click on the physical device, queue, port, or
terminal to open its summary dialog. From the Rule set drop-down list, choose the Rule Set you want to assign.

When you make changes to existing print rule criteria, or apply different Rule Sets to queuing actions, the changes
affect all subsequent print jobs. Changes do not affect documents currently in the print queue.
It is also important to note that Rule Sets override the secure printing setting on a device queue. If the following
conditions apply, an Allow rule will override the secure printing setting, and Equitrac Professional will not hold the
job in the secure queue:
• you set secure printing on a queue
• you assign a Rule Set that includes a Print Allow rule to the physical device, port, or queue
• Equitrac matches the Allow rule to the attributes of an incoming print job
For more information on secure printing, see Secure Printing Overview on page 238.

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Creating Print Rules

When the DRE receives a print job, it gathers the job attribute information from the request. The DRE then contacts
the CAS to determine if there is a Rule Set applicable to the device (at the device, queue, or port level). If not, the DRE
checks the secure printing setting for the device queue. If secure printing is not enabled, the DRE forwards the
document to the printer immediately. If secure printing is enabled, the DRE holds the document in the secure queue
until the user releases it from a control terminal or Release Station.

NOTE: If you are using Workstation Direct IP Printing (DRC), you must synchronize the CAS server with the DRC
before new rules take effect. For more information, see Forcing a cache update on page 262.

If you apply a Rule Set to the device, Equitrac Professional evaluates the rules in the set according to the rank order
applied within the Rule Set. Equitrac Professional compares the attributes of the print job to the rule type and rule
attributes. When it finds a match, it applies the rule action to the print job.
If you define more than one Print rule within the Rule Set, Equitrac Professional compares the attributes to each rule
of type until it finds a match. If no match exists, Equitrac Professional applies the action associated with the rule, and
ignores all other rules.

1. Gather print job attributes

Print job 2. Apply rules logic

User Workstation

Do job
Is a rule set Yes attributes match Yes Apply rule action
assigned to this any rule
device? definition?

No No

Is secure Yes Hold job in

printing queue for
enabled on release
the queue?

No

Allow job to print

This diagram depicts the general workflow applied when

the DRE receives a print job for a monitored printer.

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Forcing a cache update

If you are using Workstation Direct IP Printing with a DRC setup, to activate a new rule, the CAS server must be
synchronized with the DRC. This synchronization occurs automatically each 24 hour period, or with a system reboot,
however to use the rule immediately, we recommend updating the cache to enable the rule. To do this:
1 In System Manager, select Software from the left pane. A list of servers displays in the right pane.
2 In the right pane, locate the CAS server, and right-click its name.
3 Click Force cache update from the menu.

Print Actions
Equitrac implements the rule Action only when it locates a match to the rule attributes.
You can select one of seven actions for each network Print rule:

• Allow sends the document to the user-selected device.

• Deny cancels the request for the user-selected device. Print jobs are deleted automatically.
• Force duplex outputs the document using both sides of the sheet of paper, regardless of the finishing options
chosen by the user at print time.
• Force monochrome outputs the document in gray scale/black and white, regardless of the color settings chosen by
the user at print time.

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• Hold the document for manual release using Release Station, a control terminal, or an embedded application.
• Redirect and reprice routes the print job to another compatible printer, and recalculates the price using the Price
lists applied to the print queue you select. Update the custom message to let the user know where they can pick up
their print job.
• Send message displays a customized popup message on the user’s desktop or sends an email when they try to print
to the device. The method used depends on the Notification settings in System Manager.
For all actions except Allow and Hold, the user will receive a message if their print job matches a routing Rule Set on
the device they select. You can leave the default messages in place, or click on Custom message to personalize the
message for your users.

NOTE: Force monochrome and Force duplex printing rules have the following characteristics:

• They are only supported on some models using PCL5, PCL6 and PostScript data streams. Please
confirm compatibility in conjunction with your printer drivers before implementing into production.
• There is no message option for Force monochrome and Force duplex. However, it is possible to add a
notification message rule to the rule set. These are the only print actions where a second rule in a rule
set is executed. The criteria of the two rules must match.
• Unlike other rules, where evaluation of a job stops when the criteria for a rule is met, Force
monochrome and Force duplex can be run as a set. When one is chosen, the software looks to see if the
other is active, and if so, runs both. Effectively this creates a Force monochrome/duplex rule.
• They require no additional licenses beyond the standard rules and routing licenses.
• Print jobs are costed based upon the output, not by how they are printed by the user.

NOTE: If the global error notifications are set to use Email, the user will receive the messages via email in addition to
the popup on their desktop. See Selecting Notification Methods on page 68 and Configuring the Mail Server for
Email Notices and Reports on page 70.

When creating custom messages, you can use escape codes as shortcuts for entering certain types of data
automatically. See Escape Codes in Custom Messages on page 268 for more details.

NOTE: The Terminal Services windows service is required to run for custom messages feature to function. You must
start the Terminal Services windows service. By default, this Service is configured to 'Manual'. If the configuration
changes to 'Disabled', custom messages will not pop up.

Although you can use a Redirect rule to direct a document from one device to another, consider carefully the devices
to which you may commonly redirect documents, for use of a compatible Page Description Language such as PCl5/6
or PostScript. Equitrac Professional does not perform job translation on the document in transit. Normally, print job
redirection between devices from the same manufacturer (for example, between different types of HP printers) does
not require any special consideration, because the printers use compatible languages and drivers.
In any case, it is a best practice to test redirection rules to ensure portability of the documents from the source
application to various destination devices. In case of output differences, updating or replacing with a more appropriate
print driver on the client workstation may resolve print errors. The type of client application from which the
document originates is not normally a factor in the cross-device portability of the document itself.

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Print Attributes
Equitrac compares the network print job attributes to the defined rule attributes. For a print rule, you can define any
combination of the attributes listed in the table below. A rule is applied only when all selected rule attributes match the
job attributes.

Document criteria Description

Group Any selected Windows group to which the document’s originating owner belongs.
Note that groups are not searched recursively. To ensure that a rule matches for all intended
users, add all sub-groups to the rule as well.

Pages The number of print impressions in the job.

Size The print driver determines job size in bytes after processing; it will not be the same size as the
file that you create with the printing application.

Color A property of the print impression—color or black and white.

Duplexing A property of the print impression—one or two-sided paper output.

Title matches A regular expression in the document name, specified by the application sending the print job.
If using server-based printing, where the application name is added to the document title, enter
the application title in the field (i.e. Microsoft Word).
To add multiple titles within a rule, separate each name with a comma.

Day of week The rule will apply only when the network print job is generated. You can use this field to
differentiate weekday vs. weekend print rules.

Time of day The rule will apply only when the print job occurs between specific hours of the day.

Application name The rule will apply to print jobs generated from a specific application only.
This feature is supported only if the Desktop Printing client and the Client Billing option is
installed on the workstation where the job originated.

Device Status Use to redirect print jobs based on device status. The device that you apply the rule to must be a
DME-monitored device.
For example, if the job is offline for a particular period of time, you could route any incoming
print jobs to a different compatible printer.
See Routing Based on Device Status on page 236 for more information.

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Creating Desktop Print Rules

In some environments that mix network and desktop printing, you may require a method of encouraging users to
print to higher volume/lower cost network printers instead of their desktop devices. You could apply pricing that
charges more for desktop printing, but a Desktop Print Rule can automatically prevent users from printing large jobs
on desktop printers.

CAUTION: Create desktop print rules only if you deployed the desktop printing feature within Equitrac Professional
and applied a Desktop Printing license within System Manager.

If Equitrac Professional locates a Rule Set for the selected desktop device, Equitrac evaluates the rules in the set,
starting with the first rule. If a match is found for both rule type and rule attributes, the rule action is applied to the
request.

1. Gather print job attributes

Desktop Pint job 2. Apply rules logic

User Workstation

Is a rule set Do job

Yes attributes match Apply rule action
assigned to this
device? any rule
definition?

No No

Allow job to print

This diagram depicts the general workflow applied when a

user sends their print job to a local desktop printer.

As an example, you might want to deny users the ability to print to desktop printers when their print job exceeds 50
pages. Or, you could set up a warning message as part of the rule that allows the job to print, but asks the user to
consider printing to a network printer when their jobs exceed 50 pages.

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Desktop Actions
Equitrac implements the rule Action only when it locates a match to the desktop print rule attributes.
You can apply one of four actions for each Desktop Print rule:
• Allow sends the document to the user-selected device.
• Deny cancels the request for the user-selected device.
• Send message displays a customized popup message on the user’s desktop when they try to print to a desktop
device. After the user acknowledges the message, the print job will proceed. Click on Custom message to change
the message shown to the user.
• Warn displays a warning to the user when they try to print to a desktop device: "A defined desktop printing rule
limits use to this printer. Press Print to continue printing or Cancel to delete your job." Click on Custom message
to change the message shown to the user.

Desktop Attributes
Equitrac compares the desktop print job attributes to the defined rule attributes. For a desktop print rule, you can
define any combination of the attributes listed in the table below. A rule is applied only when all selected rule
attributes match the job attributes.

Attribute Description

Group Any Windows group to which the document’s originating owner belongs.

Pages The number of print impressions in the job as determined by the page counting method you
select for the printer port.
Select either Greater than or Less than, and type in a page count.

Day of week The rule will apply only when the days of the week selected match the day of the week when the
desktop print job is generated. You can use this field to differentiate weekday vs. weekend print
rules.

Time of day The rule will apply only when the print job occurs between specific hours of the day.

Application name The rule will apply to print jobs generated from a specific application only.

Default Desktop Print Rules

You can specify a particular desktop print rule as a default Rule Set for desktop printing. As with any other type of
print rule, you can create multiple rules for desktop printing. Unlike network print rules, you can select one desktop
print rule to be a default rule.
Equitrac Professional checks to see if there is a default desktop print rule before it checks all other desktop print rules.
If there is a default rule, and it matches the incoming print job, Equitrac will not process any other desktop print rules
for that request.

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For example, if you define a default rule that denies color printing on local devices, and a second rule that warns users
if they attempt to print a large B&W document to a local printer, Equitrac Professional will check the default first, and,
finding no match for the color document attribute, will check the attributes against the second rule. If the document
exceeds the defined page count limit, the user receives a desktop message.

This diagram depicts the workflow applied when a user sends their print job to a local
desktop printer and the Administrator has set a default desktop print Rule Set.

In the Rules & Routing dialog, right-click on the Desktop Rule Set that you want to set as the default. From the menu,
select Set as default for workstations.

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The Rules list will display the notification For workstation devices under the Default Rule Set column.

Escape Codes in Custom Messages

When you create a custom message for a custom Rule Set, you can use escape codes to enable Equitrac Professional to
provide user information automatically.
In the Custom message field, enter one or more of the following codes to add the relevant data automatically to the
message.

Escape code Description

%n Document name

%o Job owner

%j Job ID

%d Destination device

%s Source device (same as destination device, assuming there is no document routing)

%p Readable document properties string

%% Displays a single readable % in the custom message

%a Date

%t Time

%f Full user name

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Topics:
Control Terminal Overview
Control Terminal Workflow
Creating Configuration Sets
Adding Control Terminals
Configuring the Terminal Database Download
Interval
Managing Control Terminals

PageCounter and PageCounter Professional control terminals are network devices that you install on or near printers,
copiers, fax machines, scanners, or multifunction devices. Control terminals enable users to release print transactions
securely at the printer, or track copy, fax, or scan transactions performed on devices connected to the terminal.
This documentation refers to both PageCounter and PageCounter Professional terminals as control terminals
collectively as they both interact with Equitrac Professional in the same manner. Where a distinction between
PageCounter and PageCounter Professional is required, the documentation will specifically state the terminal type.
For information about configuring PageCounter CDR or NETBuffer devices, see Managing Call Accounting on page
415.
This chapter provides information about adding and configuring control terminals in System Manager.

NOTE: This chapter does not describe configuration for TouchPoint Consoles. Instead, see Configuring TouchPoint
Consoles on page 301.

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Control Terminal Overview

You can manually add a control terminal and associate it with a single physical device or configure it to be an
independent stand alone device. However, control terminals are required for tracking scan, copy, and fax transactions.

NOTE: Control terminals support DHCP communication by default.

Central Validation
Control terminals communicate with Equitrac Professional’s device control engine (DCE) to validate transaction data.

Offline Support
Although control terminals use central validation, they also retain validation information to authenticate transaction
data if network connectivity to DCE is lost. Users can still complete their copy, scan, fax and external disbursement
transactions if the transaction is valid according to the most recent validation information.
When network connectivity is restored, the control terminals send the pending transactions to the CAS database.

Control Terminal Prerequisites

Using System > Devices, you can manually add a control terminal and associate it with a single physical device or
configure it independent of a physical device. However, prior to adding a control terminal you must ensure the
following prerequisites have been met:
• Create a general configuration set in order to load the terminal parameters to the terminal. See Creating
Configuration Sets on page 272 for instructions on creating a general configuration set.
• Create a scan price list if you plan to enable the scan mode. See Creating Scan Price Lists on page 156 for details.
• Create any required disbursement types if you plan to enable disbursement modes. See Define Disbursement
Types on page 391 for details.
• Map a description field in field mappings if you plan to us a description field on the terminals. See Configuring
Equitrac Professional Fields on page 83 for field mapping information.
• Understand field string syntax. See Field String Syntax on page 471 for details.

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Control Terminal Workflow

Setting up control terminals for Equitrac Professional follows this workflow:
1 Create one or more configuration sets to govern your control terminals’ behavior.
A configuration set defines settings that are common across terminals. You set configuration values specific to
each terminal when you add the terminals to Equitrac Professional. There are two types of configuration sets:
general and fax. You must create at least one general configuration set for your terminals. If you want to use the fax
mode on a terminal, you must create a fax configuration set as well.
2 Add the control terminal to Equitrac Professional.
Depending on how you install the control terminal, Equitrac Professional may automatically detect it and display
it in a list of unassigned terminals in System Manager > Devices. If the terminal is not automatically detected, you
can add it manually.
To activate the terminal, you can now assign a configuration and enable the terminal. If you are using the control
terminal to monitor transactions on a device, the final step in adding the control terminal is to associate it with the
physical device.
3 Configure the terminal database update interval or time of day.
Configure the terminal database update interval or time to define how frequently your control terminals upload
the validation database to DCE. If you are configuring the upload time of day, also configure the Retry period (in
minutes).
NOTE: The terminals will download the validation database automatically the first time they are activated.

4 Maintain configuration sets and control terminals.

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Creating Configuration Sets

A configuration set defines operational parameters for control terminals. Once created, you can assign a configuration
set to multiple terminals, saving you the need to re-configure the same operational parameters when adding each
terminal to System Manager.
When you assign a configuration set to a terminal, you can still perform local customizations on the terminal itself.
Such customizations affect neither the main configuration set nor other terminals using that configuration set. They
do, however, override the default configuration on the terminal you customized and, in some cases, prevent the
terminal from recognizing updates to its main configuration set. Therefore, use caution when customizing terminals
locally, and when adding terminals to Equitrac Professional for the first time, follow the workflow outlined Auto-
detecting a Control Terminal on page 289 and Manually Adding a Control Terminal on page 291.
For information on performing local terminal customization, see the Manager Mode descriptions within the
PageCounter Administration Guide and the PageCounter Professional Administration Guide.

Creating a General Configuration Set

General configuration sets define operational parameters for control terminals. If you want to use the fax mode on the
control terminal, you must also create a fax configuration set. See Creating a Fax Configuration Set on page 284 for
details.
Follow these steps to create a general configuration set:
1 In System Manger, navigate to System > Configuration > Configuration sets > PageCounter/Pro.
2 Click <Add...> to open the Add new PageCounter/Pro configuration set dialog box.

3 Select the General option, and click OK.

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4 Click OK to open the Control Terminal Configuration Set dialog.

5 Enter a Name and Description, for the configuration set.

6 Enter the Client name you want displayed on the terminal.
7 You can change the assigned character value for the Sep key on the PageCounter terminal by changing the default
value in the Separator Key field. The default character for the Sep key on the terminal is a period (.) and is
normally used to enter the decimal point for dollar values on the terminal.
NOTE: The Sep key is specific to the PageCounter terminal - there is no such key on the PageCounter Professional
terminal.

8 Choose an External input device for this terminal. Control terminals provide a number of data entry tools; see
your control terminal administration guide for details on supported input devices.
9 For PageCounter Professional terminals, enter an Idle hint for the terminal. The hint will show as a callout for the
first field on the terminal.
10 Configure the control terminal operational modes, as described in the following section.

Control Terminal Operation Modes

While creating or editing configuration sets, you can configure the available terminal operation modes and how their
corresponding fields (within each mode) appear on the terminal during transactions. You can define up to six modes
for each configuration set.
Operation mode tabs in the Control terminal configuration set dialog determine the terminal modes available on
the control terminal. You can disable or re-configure the six modes according to your requirements. However, you can
only assign a single Copier, Fax, Fax2, Local fax code, and Follow-You™ mode per configuration set.

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The Copier mode and the Ext. Disbursement mode cannot both be used in the same configuration set. You will
receive an error if you attempt to enable both modes because they use the same interface port.

CAUTION: If you are configuring Copier mode or Ext. Disbursement modes within a configuration set, ensure that
you inspect the ready screen settings before assigning the configuration set to a terminal - in some cases, the ready
screen parameters are not set by default. If this occurs, the terminal will display a static” message.

NOTE: Since you can assign a configuration set to multiple terminals, the modes you enable are applied to all
terminals you associate with the configuration set. Therefore, any changes to a configuration set will be sent to all
terminals associated with it.

The following table lists the available mode types for control terminals:

Mode Type Description

Copier The terminal’s photocopy mode interfaces with copier devices by means of a Copy Control Cable. You
can only enable one copier mode per configuration set.

Fax The Fax mode interfaces with fax machines. You can only enable one fax mode per configuration set. if
you require a second fax interface, enable the Fax2 mode.
If you enable Fax mode, you must also enable Local fax code.

Fax2 The Fax2 mode interfaces with a second fax machine. You can only enable one Fax2 mode per
configuration set.
If you enable Fax2 mode, you must also enable Local fax code.

Disbursement Disbursement mode enables users to enter disbursements. You can define up to six disbursement
modes in a singe terminal configuration. Prior to adding disbursement modes to a configuration set,
you must define disbursement types. For information, see Define Disbursement Types on page
391.
You can configure each disbursement mode to show a single disbursement type, or all disbursement
types.

Ext. Disbursement The External Disbursement mode interfaces with an external device such as a postage meter. Prior to
adding this mode to a configuration set, you must define disbursement types. For information, see
Define Disbursement Types on page 391.
The terminal interfaces with the external disbursement device through the use of a power interrupt
cable. Therefore you can only define one external disbursement mode per terminal

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Mode Type Description

Local fax code Local fax codes must be used in place of full validation data when validation codes containing alpha-
numeric characters cannot be entered using the standard fax machine keypad.
The local fax code mode enables the user to enter complete validation information at the control
terminal. Once entered, the terminal generates a random 6-digit fax code number to use at the fax
machine when sending a fax. By default, the lifespan of this code is 24 hours.
The control terminal retrieves the validation data corresponding to the fax code used, and instructs
the fax machine to send the transmission to the phone number dialed. Once complete, the control
terminal sends all the transaction data to CAS.
If you enable the Local fax code mode, you must also enable either a Fax or Fax2 mode.
Equitrac Professional defaults a Broadcast code mode automatically, similar to the local fax code
mode, except that it generates a 1-digit fax code number. By default the lifespan of this code is 30
minutes.

Follow-You The Follow-You mode enables secure document release.

See Configuring Advanced Follow-You Printing on page 240 for details.

To configure control terminal modes, do the following:

1 In System Manger, navigate to System > Configuration > Configuration sets > PageCounter/Pro.
2 Click on the desired configuration set to open the PageCounter/Pro configuration set dialog.

NOTE: By default, System Manager assigns the first mode to Copier and leaves the remaining tabs unassigned.
Mode tab names for unassigned modes display as Mode <#>, where <#> indicates the tab number (1-6
respectively). Changing the mode type in a tab changes the displayed name for the tab.

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CAUTION: Do not assign the first tab to either the Fax or Fax2 mode as they do not have configurable fields. Assign
the first tab to the Local fax code mode if you plan on using the terminal for a dedicated fax machine only.

3 Change or assign a terminal mode to each of the six available terminal mode tabs, by choosing an option from the
Mode type drop list. You can disable existing terminal modes, by selecting Undefined from the drop list.
NOTE: The Mode type drop list only displays modes that are not already assigned and modes that can be assigned
to more than one tab.

4 Change the Mode Name from the default if you require a more descriptive name or if you have two disbursement
modes and want to differentiate them. This mode name will display in brackets beside the mode type when you
configure the control terminal. See Configuring Control Terminal Mode Options on page 293 for details.
5 Select the History Field level from the drop list. The history field defines the hierarchical level at which the
terminal allows the use of the History key:
• Selecting None disables the use of the History key.
• Selecting User Code enables the use of the History key after a user enters a valid user code. Pressing the
History key displays all historical transactions for the specified user regardless of client or matter codes.
• Selecting Client enables the use of the History key only after a user enters both a valid user code and a valid
client code. Pressing the History key on the terminal displays all historical transactions for the specified user-
client combination, regardless of matter code.
• Selecting Matter enables the use of the History key only after a user enters a valid user code, client code and
matter code. Pressing the History key displays all historical transactions for the specified user-client-matter
combination.
6 Select the SpeedCode Key Field option from the drop list. The SpeedCode key option determines whether
SpeedCode keys are set by user code or are defined globally.
• Selecting User Code enables any user to configure their own SpeedCode keys on the terminal.
• Selecting Global enables the administrator to set global SpeedCode keys to be used by all users of the
terminal. If this option is selected, users are no longer able to configure their own SpeedCode Keys on the
terminal.
7 For Disbursement modes only, choose the Disbursement type from the drop list. This drop list only displays if
the current mode is either disbursement or ext. disbursement and contains a selection of user-defined
disbursement types. See Define Disbursement Types on page 391 for details.
If you select All as the disbursement type, Equitrac Professional inserts an additional field prompt to the terminal
configuration. This field is configurable, and is represented by a new tab called Disb. Type.
NOTE: By default, the Disb. Type field is pre-configured with SmartPrompts that are not editable; see Control
Terminal SmartPrompts on page 281 for details.

8 For Local Fax Code mode only, choose the Phone # position from the drop list. The phone number position
controls the order in which the user must enter the fax code and the phone number for a fax transaction.
• Selecting Last informs the terminal that the user must enter the fax code first followed by an asterisk, and then
the phone number.
• Selecting First informs the terminal that the user must enter the phone number followed by an asterisk, and
then the fax code.

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If the user enters the fax code and phone number in the wrong order, the transmission will fail as the terminal is
expecting the two numbers in the opposite order.
CAUTION: If you change the phone number position while editing a configuration set, you can no longer use fax
codes generated by terminals using the previous configuration set at the fax machine. Fax codes provided by
terminals using the previous configuration set were generated expecting the fax code and fax number fields in the
reverse order. If your terminals use custom configuration, you must also update their configuration so they
recognize the change in the phone number position.

9 Click the Ready Screens button to open the Ready screen dialog and configure fields shown on the terminal when
the transaction is processing. Some Modes will have pre-populated ready screen fields, others won’t.

To configure ready screen fields, do the following:

a From the drop list in each row, choose the control terminal status field you want to display.
The corresponding field label automatically displays in the accompanying text field.
b Change the text that appears as the field label on the terminal, if desired.
c Click OK to close the dialog
10 For each terminal mode you have enabled, there are eight control terminal prompt fields that can be configured.
See Configuring Control Terminal Mode Fields on page 278 for details.

Custom Parameters
Clicking the Custom parameters button enables you to create or over-write custom parameters on the terminal.

CAUTION: When creating custom parameters, you must use specific terminal registry values. Creating incorrectly
constructed custom parameters can cause your terminal to stop functioning as intended. It is strongly
recommended that you only create custom parameters under the direction of a qualified Equitrac technician.

NOTE: Depending on your terminal firmware version, you may find Equitrac Professional does not accept custom
parameters unless you insert a carriage return (press Enter) at the end of each entry, or at the very least after the last
field entry.

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Configuring Control Terminal Mode Fields

You can configure the fields presented to users on the control terminal, for each mode enabled on the terminal. Each
terminal field is represented by a tab in the PageCounter/Pro configuration set dialog. There are a total of eight fields
available to each terminal mode.

NOTE: By default, System Manager maps the first fields under each mode tab as UserCode, Client, Matter, and
Description. However, these fields correspond to validation fields 3, 2, 1, and 4 respectively and may have different
names if you defined different validation fields during the installation and initial configuration process. If you did not
change or add any field mappings, the first four tabs display the defaults and the remaining four display as Field 5
through Field 8 respectively. See Configuring Equitrac Professional Fields on page 83.

Field Mapping Default Name Field Tab order

Field 1 Matter 3

Field 2 Client 2

Field 3 UserCode 1

Field 4 Description 4

Field 5 Field 5 5

Field 6 Field 6 6

Field 7 Field 7 7

Field 8 Field 8 8

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NOTE: The Matter, Client, UserCode, and [field 4] fields display in reverse order in the configuration set dialog to
match their order on the terminal.

To configure control terminal fields, complete the following for each field within each enabled mode of the
configuration set:
1 Set the field state attribute from the drop list. The following table describes each field state option:

Field State Description

Visible Visible fields prompt users to enter validation data.

Not Visible Not Visible fields are not presented to the user, but you can define an auto-filled value to
send to CAS when transactions are generated. If you select Not Visible, the Auto-Fill (if
non-visible) field becomes the only active field. Enter a default auto-fill value. See Field
String Syntax on page 471 for details on how to enter a value in this field.

Disabled Disabled fields do not show up on the terminal and are not filled in with any default values
in generated transactions.

On NonBillable Only If you select On NonBillable Only, the field will display on the terminal after the user enters a
non-billable matter code (or client code, if you do not use matter codes). See Managing
Validation Data on page 79 for details on configuring Client and Matter Validation codes.

NOTE: You can only configure one prompt field to be visible On NonBillable Only for each terminal operation
mode. Once you assign this value to a field, it is no longer listed as a visibility option for other fields.

2 For Visible fields only, you can change the field Prompt for the terminal. Enter a short descriptive label for the
field. The field prompt displays on the terminal as the field label and informs the user what data is expected. For
On NonBillable Only fields, you can enter a prompt similar to Why Non-Billable or Reason Non-
Billable.

NOTE: Changing the field prompt does not change the displayed name for the tab.

3 Define the Validation mode as Open, Hard, or Hard with verify by choosing an option from the drop list.
The following table lists and describes the three validation modes:

Validation Mode Description

Open Field entry must conform to the syntax defined for the field. Entries are not checked
against a validation table.

Hard Field entry must conform to the syntax defined for the field. Entries are checked against a
validation table.

Hard with Verify This validation mode is the same as Hard, but in addition, presents the user with a dialog
asking them to confirm the entry.

NOTE: For NonBillable Only fields, the validation mode must be set to Open.

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4 Define a Max length for the field. Maximum length controls the maximum number of characters that can be
entered.
5 Select the Zero Fill option to automatically append a string of zeros to the beginning the user entry, up to the
maximum field length, as specified in the Max length attribute.
Do not select the zero fill option for On NonBillable Only fields.
6 Define the type of Syntax permissible for the field (alpha, numeric, or alpha-numeric). By default, the field syntax
is alpha-numeric.
For On NonBillable Only fields, define the syntax as 1-16LT (A descriptive text field of any length with any
characters, such as commas and slashes, being valid). See Field String Syntax on page 471 for full details on field
syntax.
7 Choose a Search Mode for this field. Your search mode selection determines the terminal search and scan
behavior for this field. See your terminal documentation for details. The following table lists and describes the
available search mode options:

Search Mode Description

Disabled Disables search mode - this option is the default setting.

Auto Code Automatically search by code.

The UserCode field is not searchable using this mode.

Auto Description Automatically search by description.

The UserCode field is not searchable using this mode.

First Key Code Search by code using the first characters entered.

First Key Description Search by description using the first characters entered.

Manual Code Press Search on the terminal to search by code. If you enter a partial code, the search
attempts to match the entered characters.

Manual Description Press Search on the terminal to search by description. If you enter a partial description,
the search attempts to match the entered characters.

NOTE: For NonBillable Only fields, you must disable Search Mode.

8 Select the Speed Code Enabled option to enable the Speed Code key. This feature is only available on the
PageCounter Professional control terminal. Do not select the speed code enabled option for On NonBillable Only
fields.
NOTE: The Speed Code Enabled option is not available in the UserCode field tab.

9 Select the Recall Last Value option to enable the user to see previously entries for this field. Do not select the recall
last value option for On NonBillable Only fields.
NOTE: The Recall Last Value option is not available in the UserCode field tab.

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10 Select the Show Code Description option to enable the user to view validated field descriptions for this field. Do
not select the show code description option for On NonBillable Only fields.
11 Select the Show Code As Asterisks option to enable the terminal to display entered data as asterisks. Do not select
the show code as asterisks option for On NonBillable Only fields.
12 Select the Auto Enter option to enable the terminal to jump to the next field if the maximum number of characters
for a given field has been reached.
13 For Not Visible fields, enter an Auto-fill value (if non-visible) if you want a default value for this field to be sent
to CAS with each transaction. This is the only configurable attribute for, and is only available to, Not Visible fields.
14 For Visible fields, enter an Auto-fill value (if visible) if you want a default value for the field to appear during
transactions. The value you enter here will auto-populate in the field but will be modifiable during a transaction.
This attribute is only available to Visible fields.
15 Click the SmartPrompts button to open the Conditional Prompting dialog and configure any required
SmartPrompts. See Control Terminal SmartPrompts on page 281 for details.
For On NonBillable Only fields, SmartPrompt #1 is pre-configured and is not editable. You can enter up to 3
additional SmartPrompts.

Control Terminal SmartPrompts

Each control terminal SmartPrompt consists of a condition, an associated action, and an anti-action. After the user
enters a value in the field, the terminal checks the SmartPrompt criteria and, based on the data entered, either
performs the associated action (if the entry meets the criteria), or performs the associated anti-action.
Most commonly, you use control terminal SmartPrompts to enable or disable other terminal fields. However, a
SmartPrompt’s criteria and associated actions can differ from terminal to terminal.

NOTE: When configuring terminal SmartPrompts, all field numbers must be entered using a two digit format.
Therefore field 1 must be entered as field 01.

Follow these steps to configure the control terminal field SmartPrompts for a field in a terminal mode:
1 Click the SmartPrompts button to open the Conditional Prompting dialog.
2 Enter up to four control terminal SmartPrompts. In each case, if a transaction meets the condition you specify, the
terminal performs the specified action; otherwise it performs the associated anti-action.
3 Use the information in the following table to enter a Condition string for each SmartPrompt you create:

Example
Command Description Format
Command Description

S Syntax match in S{FIELD#}{SYNTAX S013X Check Field 1 for 3 alphanumeric

specific field STRING} characters.

V Validation table match V{FIELD#}{TABLE#} V010 Check for Field 1 entry in Table 0.
on specific field

B Billable table match B B Check for non-billable field entry

in Table 7.

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Example
Command Description Format
Command Description

Y Entry in specific field is Y{FIELD#} Y02 Entry in Field 2 has been Verified
verified as yes at as Yes.
Verify Y/N prompt

M Validation Table Match M{FIELD#}{TABLE#}{ M0302~ Check for combined Field 2 and 3
on specific combined DELIMITER} in Table 2.
fields

F Flag F{FLAG#} F1 Flag 1 status enabled.

, Separator character Use between S013X, Check Field 1 for 3 alphanumeric

(Comma) individual V010 characters and check Field 1 entry
commands to in Table 0.
specify multiple
conditions

- Opposite command Use before a -V012 Check that Field 1 entry is not
(Dash or minus sign) specific command found in Table 2.
to indicate the
opposite of a
condition

NOTE: The maximum length for a condition string is 37 bytes (37 characters). Therefore, you can use the above
commands as necessary to build a condition, as long as the total length of the characters comprising the string does
not exceed 37 bytes (including all commands, parameters, and separators).

4 Use the information in the following table to develop Action and Anti-Action strings for each SmartPrompt you
create.

Example
Command Description Format
Command Description

EF Enable specific field EF{field#} EF04 Field 4 is enabled for additional

data entry.

DF Disable specific field DF{field#} DF03 Field 3 is disabled; data entry is not
required.

EP Enable security on EP{field#} EP02 Entry in Field 2 is displayed as

specific field asterisks characters when entered.

DP Disable security on DP{field#} DP02 Entry made in Field 2 is displayed

specific field as entered.

R Replace specific field R{field#}{char string} R03NONBIL Replace the contents of Field 3
entry with character LABLE with the entry NONBILLABLE.
string (up to 16
characters)

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Example
Command Description Format
Command Description

LF Look up specific field LF{destfld#}{srcefld#} LF03025 Look up the entry from Field 2 in
entry (source) in {table#} Table 5; if found, insert the entry’s
specific table; insert the associated description into Field 3
associated description
in another field
(destination)

SF Set status flag (1 SF{flag#} SF1 Enable Flag 1 status

through 8)

CF Clear status flag (1 CF{flag#} CF1 Clear Flag 1 status

through 8)

CO Copy contents of CO{destfld#}{srcefld#} CO0301 Copy contents of Field 1 into Field

source field to 3
destination field

, Separator character Use between EF03,R03NO Enable Field 3 and place the
(Comma) individual NBILLABLE character string NONBILLABLE in
commands to Field 3
specify multiple
actions or anti-
actions

- Opposite command Use as an anti- -SF1 Do not enable Flag 1 status.

(Dash or minus sign)
action command to
perform the
opposite of the
listed actions if the
condition is not
met.

NOTE: The maximum length for an action/anti-action string is 18 bytes (18 characters). Therefore, you can use the
above commands as necessary to build an action or anti-action, as long the total length of the string does not
exceed 18 bytes (including all commands, parameters, and separators).

NOTE: For NonBillable Only fields, SmartPrompt #1 is pre-configured and is not editable. You can enter up to 3
additional SmartPrompts.

5 Click OK.

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Sample SmartPrompts
The following examples show how you can configure the four SmartPrompts in the Conditional Prompting dialog:
SmartPrompt #1: If the code 1234 is entered in Field 1, disable all subsequent fields (field 2 and field 3) and go
directly to the Ready State. Otherwise, leave fields 2 and 3 enabled.

Condition Action Anti-Action

S01"1"2"3"4 DF02,DF03 -

SmartPrompt #2: If the user enters a 5-digit code starting with a 1 in Field 2 and the 5-digit code appears in Table 2,
enable security on Field 3 and place the value CONFIDENTIAL in Field 6 of the transaction record, otherwise disable
security on Field 3 and place the value PUBLIC in Field 6.

Condition Action Anti-Action

S02"14N,V22 EP03,R06CONFIDENTIAL DP03,R06PUBLIC

SmartPrompt #3: If the code entered in Field 1 is verified as Yes, enable Status Flag 1 (checked in next SmartPrompt
as additional criteria), otherwise disable Flag 1 if it is currently enabled.

Condition Action Anti-Action

Y01 SF01 -

SmartPrompt #4: If Flag 1 is enabled (by the criteria specified in the previous SmartPrompt), enable Field 3 for
additional data entry.

Condition Action Anti-Action

F01 EF03 -

Creating a Fax Configuration Set

Fax configuration sets control the Dial string settings for fax machines and are required to enable the Local fax code,
Fax and Fax2 modes on a control terminal.
You configure fax configuration sets outside the general configuration set to enable sharing of dial string settings.
Once defined, a fax configuration set can be applied to one or more control terminal configuration sets.
To create a configuration set, do the following:
1 Click the Configuration > Configuration sets > PageCounter/Pro link to open the Manage PageCounter/Pro
configuration sets dialog.

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2 Click Add to open the Add new PageCounter/Pro configuration set dialog.

3 Select Fax and click OK.

4 In the Fax terminal configuration set dialog, enter a unique Name and Description for the configuration set.

5 In the Fax parameters section, you can change the Phone number syntax value to change the valid phone number
string format. See Field String Syntax on page 471 for details.
6 In the Dial parameters section, you can modify the Syntax and Dial String values for each of the four phone call
types when using fax control terminals. Each phone call type must be defined here to enables the terminals to
recognize field entries as telephone numbers according to the character syntax entered in that field:
• Local: The syntax for a local call, format 555-1212 would be 7N (You cannot enter dashes at the terminal)
• Local Long Distance: The syntax for a local long distance call, format 1-555-1212 would be “17N (the 1 is a
specific positioned character; you cannot enter dashes at the terminal)
• Long Distance: The syntax for a long distance call format 1-305-555-1212 would be “110N (the 1 is a specific
positioned character; you cannot enter dashes at the terminal)
• International: The syntax for an international call format 011-813-3818-4608 would be “0”1”16-13N (011 is
actually three specific positioned characters; the dashes are not entered at terminals).
See Fax Dial Strings on page 286 for further details on dial string syntax.
7 Select the Record incoming faxes option to record incoming faxes.
8 Click OK to save your settings and close the Fax terminal configuration set dialog.

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Fax Dial Strings

Dialing sequences are not the same as telephone number syntaxes, although they are related to each other. The syntax
of a phone number indicates what type of call it is (i.e., local, long distance, local-long distance or international).
Depending on the type of call, the corresponding dialing sequence includes the phone number and any other
commands or information required to place an outgoing call.
Using any combination necessary of the dialing sequence commands provided in the following table, you can build
the dialing sequences for each of four types of dial parameters. As shown in the examples that follow the table, each
command is separated from the next by a comma.

Command Format Description

A Appc... Substitute the specified string of characters into the dial buffer, replacing an equal number of
c characters starting at the specified position.
pp — position to start the replacement (01-16 ASCII).
c…c — the characters to substitute; 1-16 ASCII characters (0-9, #, *, A, B, C, or D).

C C Enter the Connect Mode and wait for fax progress messages. This command terminates all
dialing sequences.

D D Wait for a dial tone before proceeding.

E E Send the current contents of the dial buffer.

F F# Move the specified field data into the dial buffer without modification.
# — the number of the data-entry field (1-8 ASCII).

G Gxy Replace all occurrences of a specific character in the dial buffer.

x — the character to replace.
y — the replacement character (ASCII characters 0-9, #, *, A, B, C, or D).

I Ippc Insert a single character into the dial buffer at a specific position.
pp — position to insert the character (01-16 ASCII).
c — the character to insert.

J Jt Flash the phone line for the specified number of seconds to clear the line.
t — flash time in ASCII-coded decimal seconds (1-255).

K Kd...d Dial a constant string of numbers.

d…d — string of constants to dial (up to 16 numeric characters).

M Mc Remove all occurrences of the specified character from the dial buffer.
c — character to remove (one character only).

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Command Format Description

N NSnn Remove the specified number of consecutive characters from either the start or the end of the
or dial buffer.

Nenn
S — start of buffer.
E = end of buffer.
nn — number of characters to remove (01-16 ASCII).

O O Remove all non-numeric characters from the dial buffer.

R Rpp Remove the character in a specific position in the dial buffer.

pp — position of the character to remove (01-16 ASCII).

X Xt Pause for the specified number of seconds.

t — pause time in ASCII-coded decimal seconds (1-255).

Sample Dial String 1

To transmit a fax locally on a dedicated outside line, you would need: to flash the phone line; wait for a dial tone; dial
the phone number found in field 8; and then connect to the receiving location. The corresponding string of dialing
sequence commands is as follows:
J2,D,F8,E,C(cr)

In the example above, J2 flashes the phone line for 2 seconds, D waits for a dial tone, F8 loads field 8 into the dial
buffer, E sends the contents of the dial buffer, C(cr) connects to the fax machine on the line.

Sample Dial String 2

To transmit a fax long distance on a phone switch that requires entry of a client-matter number, you would need to:
flash the phone line; wait for a dial tone; dial an 8; wait for a dial tone; enter the client-matter fax number found in
Field 2 with an asterisk (*) between the client code and the matter code; pause for one second; dial a 1; dial the phone
number; and then connect to the receiving location. The corresponding string of dialing sequence commands is as
follows:
J2,D,K8,D,F2,G*,E,X1,K1,F8,E,C(cr)

In the above, J2 flashes the phone line for 2 seconds, D waits for a dial tone, K8 dials an 8, D waits for a dial tone again,
F2 loads field 2 into the buffer, G* replaces the dash (-) with an asterisk (*), E sends the buffer, X1 pauses for 1 second,
F8 loads field 8 into the buffer, E sends the buffer, C(cr) connects to the fax machine on the line.

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Adding Phone Speed Codes

Equitrac Professional enables you to define speed dial codes for your fax transactions. Once you’ve created phone
speed codes, your users can enter them to quickly dial destination fax numbers from the fax control terminal or from
the fax machine itself.

NOTE: Phone speed codes can be from one to three digits long, and must be comprised of numeric characters only.

To add a speed code, do the following:

1 In System Manager, navigate to System > Configuration > Call accounting > Phone speed codes.

2 Click <Add...> to add a blank phone speed code row in the grid.
3 In the new row, do the following:
a Enter a unique Name for the phone speed code. The name cannot contain spaces.
b Enter a unique Code, up to three numeric characters long, for use on the control terminal or fax machine.
c Enter the Phone number that the code will dial once entered. The phone number must be numeric, with no
spaces, dots, or hyphens.
4 Click OK to close the dialog.

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Adding Control Terminals

Depending on how you install the control terminal, Equitrac Professional may automatically detect the terminal when
you connect it to the network. You can also manually add a control terminal to Equitrac Professional if necessary.

Auto-detecting a Control Terminal

Equitrac Professional automatically detects a terminal if you add it to your network and point the controller to the IP
address of your System Manager server. Auto-detected control terminals can either be used as stand alone devices, or
can be assigned to a device for print, copy, scan, or fax transaction tracking.
Automatically detected terminals are unassigned and disabled. You must enable them manually.
If a PageCounter terminal is configured to point to the DCE server when you connect it to the network, DCE will
register the device and the terminal appears in System Manager as an unassigned terminal. DCE registers the terminal
under its configured name. The terminal appears as unassigned in System Manager even if it is connected to a device.
To assign the terminal to a device, see Assigning a Control Terminal to a Device on page 296.
To auto-detect a control terminal, do the following:
1 Attach the control terminal to the device you want to track. Attaching the terminal to a device may require the
assistance of a certified device technician. See the PageCounter Administration Guide or the PageCounter
Professional Administration Guide as appropriate for further information on connecting terminals to devices.
This step is optional, if want to use this terminal as a stand alone device for entering disbursements it is not
necessary to connect the control terminal to a device.
2 Connect the terminal’s power supply.
NOTE: Do not connect the terminal’s network connection at this point.

3 Configure the terminal as instructed in either the PageCounter Administration Guide or the PageCounter
Professional Administration Guide. When prompted for a control system IP, use the IP address of the DCE host.
Ensure that you provide the terminal an appropriate name.
4 Connect the control terminal to the Network.
DCE registers the terminal under its configured name. The terminal appears as unassigned in System Manager
even if it is connected to a device. To assign the terminal to a device, see Assigning a Control Terminal to a Device
on page 296.
5 In System Manager, click the System > Devices link to show the list of current devices in System Manager.

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6 Click the name link of the new device to open its Control Terminal dialog.

The PageCounter type automatically displays either PageCounter or PageCounter Professional.

The Name field displays the name of the terminal, as defined on the terminal. Updating a terminal will display the
name of the selected terminal in the configuration dialog.
7 The terminal is disabled by default. You must manually enable the terminal by clearing the Disable terminal flag.
8 Enter a Description for the control terminal.
9 The Device site defaults to the current DCE host. Change the server if necessary by selecting another server from
the drop list.
10 Select a Location from the drop list. See Creating Locations on page 46 for details.
11 Select a Configuration Set from the list of currently defined configured sets. Your choice of configuration set will
determine the operational modes available for the control terminal.
NOTE: If you perform configuration procedures at a terminal and later make changes to its terminal configuration
set, the terminal does not recognize the new configuration until the next communication between the terminal and
the DCE. For information on performing configuration procedures on terminals, see the PageCounter Administration
Guide or the PageCounter Professional Administration Guide.

12 Edit the Validation Entry Timeout interval and Hold Button Time interval as necessary.
13 Click the Pricing button to apply a default price list or primary and optional secondary price list to the control
terminal for copy transactions. See Configuring Price Lists on page 143 for details.
NOTE: Select default to use the price list defined for the device. Selecting a control terminal price list overrides the
device price list.

14 Select the Modes you want to support on this terminal. Modes that are undefined in the selected configuration set
are not available. See Configuring Control Terminal Mode Options on page 293 for details on defining available
modes for a configuration set.

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15 Clicking the Copier Options, Fax Options, Fax2 Options and Scan device options buttons corresponding to the
modes you selected in the previous step, enables you to further configure mode options for this terminal. See
Configuring Control Terminal Mode Options on page 293 for full instructions.
16 Click OK to close the Control Terminal dialog and save these settings.
System Manager sends the configuration settings to the terminal.
17 Click Close to exit the Terminal configuration sets dialog.

Manually Adding a Control Terminal

You can manually add an un-assigned terminal or manually add a control terminal directly to a device in System
Manager. An unassigned terminal can either be used as a stand alone device for disbursements or can be assigned to a
device for print, copy, scan, or fax transaction tracking.
An assigned terminal is already associated with a device, thereby by-passing the need to assign the terminal later.
To manually add a control terminal, do the following:
1 Click the System > Devices link to show the list of current devices in System Manager.
2 Open the Control terminal dialog using one of the following two methods:
• If the device you want to track is already registered in System Manager, select it from the list by clicking on any
of its attributes other than its name, then click the Current tasks > Add control terminal link.
—Or—
• If the device you want to track is not already registered in System Manager, click the Current tasks > Add
control terminal link to add a control terminal independent of a physical device.
NOTE: If you add a control terminal independent of a physical device, you can manually assign it to a device later.
See Assigning a Control Terminal to a Device on page 296 for details.

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3 De-select the Disable terminal option if you want the terminal to be active after you have completed this
procedure.

4 Select a PageCounter Type from the drop list.

5 Enter the Name of the control terminal.
Record the name you give the terminal as you will need it later when configuring the PageCounter terminal.
NOTE: The control terminal name
has a maximum field length of seven characters and must be unique within System Manager.

6 Enter a Description for the control terminal.

7 The Device site defaults to the current DCE host. Change the server if necessary, by selecting another server from
the drop list.
8 Select a Location from the drop list. See Creating Locations on page 46 for details.
9 Select a Configuration Set from the list of client-configured sets. Your choice of configuration set will determine
the operational modes available for the control terminal.
NOTE: If you perform configuration procedures at a terminal and later make changes to its terminal configuration
set, the terminal does not recognize the new configuration until the next communication between the terminal and
the DCE. For information on performing configuration procedures on terminals, see the PageCounter Administration
Guide or the PageCounter Professional Administration Guide.

10 Edit the Validation Entry Timeout interval and Hold Button Time interval as necessary.
11 Click the Pricing button to apply a default price list or primary and optional secondary price list to the control
terminal for copy transactions. See Configuring Price Lists on page 143 for details.
NOTE: Select default to use the price list defined for the device. Selecting a control terminal price list overrides the
device price list.

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12 Select the Modes you want to support on this terminal. Modes that are undefined in the selected configuration set
are not available. See Configuring Control Terminal Mode Options on page 293 for details on defining available
modes for a configuration set.
13 Clicking the Copier options, Fax options, Fax2 options and Scan device options buttons corresponding to the
modes you selected in the previous step, enables you to further configure mode options for this terminal. See
Configuring Control Terminal Mode Options on page 293 for full instructions.
14 Click OK to close the Control Terminal dialog and save these settings.
15 Attach the control terminal to the device you want to track. Attaching the terminal to a device may require the
assistance of a certified device technician. See the PageCounter Administration Guide or the PageCounter
Professional Administration Guide as appropriate for further information on connecting terminals to devices.
The above step is optional, as you may want to use this terminal as a stand alone device.
16 Connect the terminal’s power supply.

NOTE: Do not connect the terminal’s network connection at this point.

17 Configure the terminal as instructed in either the PageCounter Administration Guide or the PageCounter
Professional Administration Guide. When prompted for a control system IP, use the IP address of the DCE host.
When prompted for a terminal name, use the same name you entered in the Control terminal dialog within
System Manager.
18 Connect the control terminal to the Network.
DCE registers the device and System Manager sends the configuration settings to the terminal.

Configuring Control Terminal Mode Options

The following three sections outline how to configure the Copier, Fax and Scan modes for control terminals.
Complete all option configuration sections corresponding to the active modes defined in the selected configuration
set for the terminal.
Terminal mode options can be configured for an existing terminal, or during the initial creation and configuration of
a control terminal. See Auto-detecting a Control Terminal on page 289 or Manually Adding a Control Terminal on
page 291 for details on adding control terminals in System Manager.

NOTE: Mode option buttons are disabled for inactive terminal modes. See Configuring Control Terminal Mode
Options on page 293 for details on active terminal modes.

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Copier Mode Options

Follow these steps to configure the copier transaction mode options for a terminal:
1 From within the Control terminal dialog, click the Copier Options button to open the Copy Mode Options
dialog.

2 Select the Copier Type from the drop list of supported copiers.
3 Adjust the value in the Copier Idle Timeout field, if needed. The default is 150 seconds.
The copier idle timeout interval defines the length of time the terminal will wait between keystrokes, before
returning to the main screen.
4 Adjust the Min. Copy Pulse on time, Min Copy Pulse off time, Max Copy Pulse, and Release Time Multiplier
values in the Copy Pulse Detection section, if required. Consult your device’s documentation for appropriate
values.
If required, click the Reset to Defaults button to restore the System Manager defaults.
5 Click OK.

Fax 1 Mode and Fax 2 Mode Options

You must have at least one fax configuration set created prior to configuring the Fax Mode options. See Creating a Fax
Configuration Set on page 284 for details.
Complete the following to configure the fax transaction mode for the control terminal:

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1 From within the Control terminal dialog, click either the Fax 1 Options or Fax 2 Options button to open the Fax
1 mode options or Fax 2 mode options dialog.

NOTE: Both fax option dialogs are the same, however, you can assign different Fax configuration sets for each here.

2 Select a Configuration Set from the drop list to select the fax configuration set you want to associate to the current
fax mode. Fax configuration sets contain the dial string settings. See Creating a Fax Configuration Set on page
284 for details.
3 Options in the Line Parameters section control telephone line parameters. The list below briefly describes each
parameter.
CAUTION: Line Parameters values should only be changed by, or under the direction of, an Equitrac representative.
Click the Reset to Defaults button to restore the System Manager defaults if you inadvertently changed any of the
default values.

• DTMF Tx Db level: Adjusts the dual tone multi-frequency transaction decibel level.
• DTMF Tx Timing (ms): Adjusts the dual tone multi-frequency transaction timing for sent faxes. The value is
in milliseconds.
• DTMF Rx Timing (ms): Adjusts the dual tone multi-frequency transaction timing for received faxes. The
value is in milliseconds.
• Pulse Dialing Parameters (ms): Adjusts pulse line signal timing. The value is in milliseconds.
• V.34 Fax Speaker Volume: Adjusts the fax speaker volume.
• V.34 Fax: Specifies this configuration as relating to a V.34 fax machine only.
4 Select the Use External Fax Controller option if you are using an external fax controller.
An external fax controller is an external fax modem that connects to the serial port on a PageCounter Professional
terminal. It is a device that extends the capability of PageCounter Professional terminals that do not have their own
internal fax modem. See your control terminal documentation for instructions on configuring a control terminal
to use an external fax controller.
5 Click OK to save your changes and close the Fax 1 mode options or Fax 2 mode options dialog.

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Scan Device Mode Options

Prior to enabling the scan mode on a control terminal, you must create a scan price list. See Creating Scan Price Lists
on page 156.
Follow these steps to configure the scan transaction mode for this control terminal:
1 From within the Control terminal dialog, check Enable External Scan Device to enable scanning for this control
terminal.
2 Click the Scan Device Options button to open the Scan device options dialog.

3 In the Scan device options dialog, define the following parameters as determined by your choice of scan device
type in the first field:
a Select the Scan device type. Specify Xerox or eCopy v2.
NOTE: When selecting eCopy versions in Equitrac device configuration dialogs, you are actually specifying the Cost
Recovery Connector protocol version.

b Specify your User lookup method. For Xerox solutions, define this option as By User Code.
c Specify the eCopy Client IP address (eCopy v2 only).
d Specify the Server IP address. This is the address of the ShareScan OP or Xerox CenterWare server.
e Specify the device Port (eCopy v2 only). This defaults to 9325, and must mirror the port defined on the eCopy
ShareScan OP server for communication to the terminal. If it is different on the ShareScan OP server, makes
sure the new port number is reflected in this configuration dialog.
f Specify the Activity field separator for transaction records as a comma (eCopy v2 only).
4 Click OK.

Assigning a Control Terminal to a Device

You can assign a control terminal to a single physical device, such as a scanner, fax machine, or dedicated copier. To
assign a control terminal to a device, do the following:
1 Click the System > Devices link to show the list of current devices in System Manager.
2 Expand Unassigned control terminals, if collapsed, and highlight the desired control terminal by clicking any of
the terminal’s attributes other than its name.

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3 Click the Current tasks > Assign control terminal link to open the Assign Control Terminal to device dialog.

You can also use the drag + drop method to drag an unassigned control terminal to the destination MFP.
4 From the list of registered devices, select a device to which you want to assign this control terminal.
5 Click OK to close the dialog and assign the terminal.
6 Verify that the right pane reflects the new control terminal association. The control terminal should be listed
under the device with which it is now associated.

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Configuring the Terminal Database Download Interval

Equitrac Professional allows you to configure the terminal database download time interval to define how frequently
your control terminals download the validation database from DCE.
To configure the database download time interval, do the following:
1 In System Manager, navigate to System > Configuration > Configuration sets > Offline database management
to open the Offline database management dialog.

2 In the Offline database generation section, select either Use update intervals or Use time of day as the type of
interval you require.
3 Depending on the interval type you selected, set the time interval using one of the following methods:
• For Use update intervals: Change the time (in minutes) in the Update frequency field from the default 15
minutes, if required.
—Or—
• For Use time of day: Change the time of day in the Update time field, and a time period (in minutes) in the
Retry for field defining how long the terminals will continue to attempt to download the database from DCE if
a connection is not available.
4 In the Download behavior section, change the Maximum number of concurrent database downloads from the
default number 3, if required.

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Managing Control Terminals

To keep your data relevant and up-to-date, you may need to modify or remove configuration sets or control terminals.

Removing a Configuration Set

You may only remove configuration sets that are not assigned to a terminal. To remove a configuration set, do the
following:
1 Click System > Configuration > Configuration sets > PageCounter/Pro to open the Manage PageCounter/Pro
configuration sets dialog.
2 Right-click the desired configuration set and choose Remove set from the menu.

Editing Phone Speed Codes

To edit a phone speed code, do the following:
1 Click the System > Configuration link to show the list of system configuration settings.
2 In the right pane, click the Phone speed codes link to open the Phone speed codes dialog.
3 Double-click the desired phone speed code to edit the Name, Code, or Phone number.
4 Click OK to close the dialog.

Deleting Phone Speed Codes

If you have created a phone speed code you no longer use, you can delete it from the system entirely.
When you delete a code from the system, Equitrac Professional removes the record from the database, losing all
information associated with the code.
To delete a phone speed code, do the following:
1 Click the System > Configuration link to show the list of system configuration settings.
2 In the right pane, click the Phone speed codes link to open the Phone speed codes dialog.
3 Right-click the desired phone speed code and select Remove from the menu.
4 Click OK to close the dialog.

Editing Control Terminal Configuration

To make configuration changes to an existing control terminal, do the following:
1 Select the name link of the terminal in the right pane to open the Control Terminal dialog
2 Make your required changes. See Manually Adding a Control Terminal on page 291 and Configuring Control
Terminal Mode Options on page 293 for configuration details.
3 Click OK.
To edit multiple devices at once, hold the CTRL key and select multiple devices in the right pane, then select Current
tasks > Edit.

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However, consider the effects of editing multiple devices with different configurations prior to making any changes to
multiple control terminals:
• Fields that must differ across all devices, such as Name are not editable.
• Empty fields across all devices, display as empty fields.
• Fields configured with different values across the selected devices, appear as empty fields.
• checkboxes with different options selected across the selected devices appear as deselected options.
• Options (checkboxes or drop list) appear as default values, or deselected options.
• If a field value is identical across all devices, the field will show the matching value (whether a checkbox, text value,
or drop list selection).
• If a price list is not applied across all devices, the price drop list box displays the <Default> value.

CAUTION: As a precaution, check the current configuration across all devices prior to changing configuration
settings. Entering a value or selecting an option will assign the value to all the selected devices overwriting exiting
values.

Disabling a Control Terminal

To disable a control terminal in System Manager:
1 Click the name link of the device in the right pane to open the Control terminal dialog.
2 Select the Disable terminal option in the top left corner of the dialog.
3 Click OK.

Removing a Control Terminal

Deleting a control terminal deletes all associations between the terminal and the transactions processed by it. Adding
a new terminal with the same name will not re-associate the transactions. Therefore it is recommended that you
disable a terminal if you still need to report on transactions associated with it, rather than removing it. Disabled
terminals do not count towards your licensed terminal count.
To delete an existing control terminal from the list in System Manager:
1 Select a device in the right pane and select Current tasks > Delete.
2 Confirm the deletion by clicking Yes.

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Topics:
TouchPoint Console Overview
Configuration Workflow
Planning General TPC Configuration Sets
Planning TPC Fax Configuration Sets
Setting Global TPC Options
Assigning Configuration Sets to TPC
Assigning TPC to a Physical Device
Manually Adding a TPC to the Devices List
Replacing a PageCounter with a TPC
About Card Reader Support
Determining Card Data Positions
Determining HID Decoding Values
Decoding HID Cards
Checking TPC Status Remotely

TouchPoint Consoles (TPC) are network devices that you install on or near printers, copiers, fax machines, scanners,
or multi-function products (MFP). These touch-enabled consoles control access to output MFPs and their
functionality.
Each TPC can be configured to track the types of transactions users can perform (such as copying, scanning, faxing,
printing, and disbursements). When configuring TPCs, you can create configuration sets that assign similar functions
to groups of TPCs. These configuration sets reduce configuration tasks, and allow you to assign functions once and
then apply a set to each TPC.
This chapter provides information about adding and configuring TouchPoint Consoles in System Manager.

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TouchPoint Console Overview

TPCs are treated as a unique device type within System Manager, and are
configured differently than PageCounter or PageCounter Pro terminals.
Installation technicians must follow the instructions in the TouchPoint Console
Installation & Setup Guide to correctly set up TPCs at the site and configure them
to establish network communication. Initial configuration requires the technician
to assign the TPC an IP address and point the TPC to the correct DCE server.
Once TPC can communicate with the DCE server, the TPC appears in the Devices
list within System Manager.

CAUTION: Ensure that each TPC is updated with the applicable firmware version
from the Equitrac Partner Portal at http://partners.equitrac.com. Look under Tech
Support, then click Software Downloads and locate the TouchPoint subheading on the page. For complete
instructions on upgrading TPC firmware, see the TouchPoint Console Installation & Setup Guide.

User Workflow
Users must first authenticate at the TPC before they can proceed with their transactions. After selecting the billing
data (such as client and matter) to charge their transactions against, they can copy, scan, fax or enter disbursements (if
TPC is configured to allow these activities). For print jobs, users must authenticate only – because the user selected
billing data in the print popup on their desktop computer, the user does not need to select this data again and can
continue to the Print Release options if their authentication is accepted.
Administrators can use configuration sets to control the activities and capabilities available on each TPC. For full
details, see Planning General TPC Configuration Sets on page 304 and Planning TPC Fax Configuration Sets on
page 311.

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Configuration Workflow
If you are adding TPCs to the Equitrac Professional suite follow the workflow outlined below. If you are upgrading
existing an PageCounter to TouchPoint Consoles, see Replacing a PageCounter with a TPC on page 326.

CAUTION: This workflow assumes that you have already upgraded each TPC to the applicable firmware version and
that TPCs are communicating with the correct DCE server. For initial configuration and firmware update instructions,
see the TouchPoint Console Installation & Setup Guide.

1 Plan TPC Configuration Sets

Configuration sets allow you define a group of characteristics that will define the features and functionality
available on each TPC. You can create general configuration sets and fax-specific configuration sets, then later
apply the sets to TPCs in System Manager under Devices. See Planning General TPC Configuration Sets on page
304.
2 Create TPC Configuration Sets
After you plan your configuration sets, create the sets in System Manager > Configuration > TouchPoint
Console Configuration. See Creating General Configuration Sets on page 309 and Creating Fax Configuration
Sets on page 316.
3 Assign a configuration set to each TPC
If you want to use a configuration set other than the default, you must assign a general configuration and a fax
configuration set (if TPC is fax-enabled) to each TPC. You may also need to configure a TPC with advanced
settings. See Assigning Configuration Sets to TPC on page 320.
4 Assign each TPC to a physical device
Each TPC appears in the Devices list within System Manager as soon as it contacts the DCE service, and DCE
notifies CAS. However, TPC will not control and track transactions from an output MFP until you assign the TPC
to a specific device.
5 Set Global TPC options
Global options set system-wide TPC options including offline behavior, fax code time-out values and card reader
settings. See Setting Global TPC Options on page 318.
6 Configure card reader settings
If you are using a card reader with TPC, you need to set the configuration parameters that Equitrac Professional
will use when cards are swiped to be associated with a user in Equitrac Professional. See Card ID Auto-registration
on page 327.

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Planning General TPC Configuration Sets

You may want to dedicate certain TPCs to provide specific functions. For example, the TPC controlling a multi-
function product (MFP) might be dedicated to network printing, copying and scanning only. Disbursement entry and
fax code generation might not be allowed on this TPC to ensure that the MFP is productive at all times.
A configuration set is a group of characteristics that you create then assign to one or more TPCs. Rather than
assigning individual characteristics to one TPC at a time, you can create a configuration set to speed up the
configuration work, then apply a set to TPCs that share the same characteristics.
There are two different types of configuration sets, general and fax. If you are enabling fax on a TPC, you must create
a fax-specific configuration set. You can apply both a general configuration and one or more fax configuration sets to
each TPC.
When planning your general TPC configuration sets, consider the following options:
• User interface settings
• MFP features and access
• Auto advance settings
• Session time-out values
To create your TPC configuration plan, use the General TPC Configuration Set Planning Sheet on page 309.
When your plan is complete and you are ready to create general TPC configuration sets, see Creating General
Configuration Sets on page 309 for instructions.

User Interface Settings

User interface (UI) settings determine which option-key character is applied to the configurable Option key that
appears on the TPC numeric keypad. If for some reason you need a different option key character to appear on
different TPCs, you must create two different configuration sets.

You can configure the character

that appears on the TPC Option
key.

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MFP Features and Access

You may want to limit the functionality allowed on the controlled MFP. Therefore, you must decide which MFP
features (copy, scan, disbursement entry, secure printing and prompt for color) will be allowed on each TPC.
Example
Firm ABC is implementing 20 TPCs.
15 TPCs will only allow copying, scanning, and printing on connected color-capable MFPs. Although all 15 TPCs are
connected to MFPs with Equitrac copy control cables, two of the cables do not include the extended attributes feature.
Firm ABC wants to track color copies from all 15 MFPs. Therefore, the two TPCs without extended attribute cables
will need to be set to prompt for color copying.
To maximize productivity on these 15 MFPs, disbursement entry is not allowed.
Of the remaining five TPCs, one is dedicated only to faxing documents; three are connected to black-and-white MFPs
and allow access to all features including disbursement entry, and one is entry for disbursement only.
figure 1 show s how the administrator must create the configuration sets to support this configuration.

13 TPCs
Configuration Set #1 = Copy/
scan
Print

2 TPCs
Configuration Set #2 = Copy/
scan
Print
Color
prompt

3 TPCs
Configuration Set #3 = Copy/
scan
Print Disb.

1 TPC
Configuration Set #4 = Fax
Only

1 TPC
Configuration Set #5 = Disb.
Only

Figure 1: Sample TPC Configuration Sets

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Secure Document Release Settings

It is possible to configure how secure document release behaves when a user logs in using the TPC. To configure this
option:
1 In System Manager, navigate to Configuration > Configuration Sets > TouchPoint Console. The Manage
TouchPoint Console configuration sets dialog opens.
2 Click TPC configuration. The TouchPoint Console configuration set dialog box for the TPC opens:

3 In the Device/features access section, select the SDR login behavior from the Secure document release drop-
down list:
• Select Disable Release jobs to prevent users from releasing held print jobs at the TPC.
• Select Release all jobs on login to release all of the user’s held jobs to print when the user logs into the TPC.
• Select Prompt and select to release jobs to allow users to selectively release their held jobs to print.

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Auto advance Settings

The Auto advance feature eliminates the need for the user to press Start on the TPC keyboard when all fields are
complete. When TPC determines that all fields are complete and valid, it can advance to the next screen. This feature
helps speed up the user’s workflow on the controlled MFP.
There are three different locations within the TPC user interface where you can enable the Auto advance feature:
• On Search
When Auto advance is enabled and a user selects billing codes from the Search results screen, TPC automatically
presses Start and proceeds to the Ready screen. If the billing codes are invalid, the user will receive an error
message. TPC History list

TPC Search results screen

• On History

The History list includes the most recent billing selections for the logged-in user.
When Auto advance is enabled and a user selects an entry from the History list, TPC automatically presses the
Start key and proceeds to the Ready screen. If the entry’s billing data is invalid, the user will receive an error
message.

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• On Favorites

Favorites list

Favorites are user-configured short-cuts for codes that are used often. The billing codes appear in the Favorites list
and users can select a favorite with one touch.
When Auto advance is enabled and a user selects a favorite, TPC moves users to the Ready screen immediately
after they select an item from the Favorites list. If the billing information saved with the favorite is not valid, users
receive an error message.

Session Time-outs
TPC will log users out after set periods of inactivity. If the user leaves the TPC but has forgotten to log out, TPC will
automatically log the user out of the TPC session and lock the controlled MFP again.
Session time-out settings log the current user out of TPC when there is user inactivity or MFP inactivity. As an
important part in your firm’s security policy, you can configure the following session time-out settings:

Time-out Setting Description

User inactivity (seconds) If the user logs in and advances on the TPC to where the MFP is no
longer in Ready mode, and then the user stops using the TPC, the user is
logged off the TPC automatically and the controlled MFP is locked.

Hold/Copier inactivity
(seconds)
If the controlled copier, or MFP, connected to the TPC is inactive for this
set period of time (default 180 seconds), the user is logged off TPC
automatically and the controlled MFP is locked.
If the user presses Hold, the user inactivity countdown is reset to the
default value. The user can press Hold again at any time to reset the
logout countdown until they are ready to use the controlled MFP.
If the default time counts down and the controlled MFP remains
inactive, the user is logged off the TPC and the controlled MFP is locked.

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General TPC Configuration Set Planning Sheet

When planning your general configuration sets, use the table below as a guideline for mapping the various settings
to your specific requirements. Use the list when mapping your configuration sets to TPCs within the Devices list.

Set #1 (Example) Set #2 Set #3

Name: Copy/Print Name: Name:

Option key character ~

Enable copy and scan Yes

• Prompt for color copy • No

Enable disbursements No

Enable secure document Prompt and select to

release (network print) release jobs

Auto advance on search Yes

Auto advance on history No

Auto advance on favorite No

User inactivity time 60

Hold inactivity time 120

Apply to these TPCs TPC 1

TPC 2
TPC3

NOTE: "Prompt for color copy" applies only to copy transactions. Scans do not use this function.

Creating General Configuration Sets

1 In System Manager, click Configuration, then click TouchPoint Console under the Configuration sets
subheading.
2 In the Manage TouchPoint Console configuration sets dialog, click <Add...>.

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3 In the Add new dialog, select General, then click OK.

The TouchPoint Console configuration set dialog opens.

4 Enter a unique name for this configuration set, and include a description that might help you identify the
configuration set contents when you apply the set.
Only the name will appear in the Device dialog, but you can use the description to identify the configuration set
contents from the configuration set list if needed.
5 If you want to make this configuration set the default set, check Default configuration set.
Only one set can be the default set. When a new TPC is added to the system, it will use the default configuration
set until you change it.
6 Choose the combination of options that will make up this configuration set, then press OK to save the set. For
details on the options that appear in this dialog, see these topics:
• User Interface Settings on page 304
• MFP Features and Access on page 305
• Auto advance Settings on page 307
• Session Time-outs on page 308

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Planning TPC Fax Configuration Sets

If a TPC is fax-enabled and connected to one or two fax devices, you must apply a fax configuration set in addition to
the general configuration set. For example, if a TPC is fax enabled and will also allow copy, scan and print
functionality, you must create one general configuration set that enables copy, scan and secure document release, and
a separate fax configuration set that reflects the capabilities of the fax device connected to TPC.
When planning your company’s TPC fax configuration sets, consider all the scenarios in which people may use fax
documents and make sure that the fax configuration sets are consistent in all scenarios and at all fax-enabled MFPs.
The following sections provide descriptions of the options to consider when planning fax configuration sets. When
your plan is complete and you are ready to create the sets, see See Creating Fax Configuration Sets on page 316 for
instructions.

CAUTION: The default TPC fax configuration sets use settings for telephone systems in the United States and
Canada. If you are using fax-telephone systems in other countries, pay close attention to the dial parameters and any
other country-specific dialing settings.

Dial parameters
Dial parameters establish the valid phone number string format used by the fax device for local, long distance, local
long distance and international dialing. For details on how to set this syntax correctly, see Field String Syntax on page
471.
Fax dial sequences are different than telephone syntaxes, although they are related. The syntax of a phone number
indicates what type of call it is (such as local, long distance, local-long distance or international). Depending on the
type of call, the corresponding dialing sequence includes the phone number and any other commands or information
required to place an outgoing call.

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Using any required combination of the dialing sequence commands provided in the following table, you can build the
dialing sequences for each of four types of dial parameters. As shown in the examples that follow the table, each
command is separated from the next by a comma.

Command Format Description

A Appc... Substitute the specified string of characters into the dial buffer, replacing an equal
c number of characters starting at the specified position.
pp — position to start the replacement (01-16 ASCII).
c…c — the characters to substitute; 1-16 ASCII characters (0-9, #, *, A, B, C, or D).

C C Enter the Connect Mode and wait for fax progress messages. This command
terminates all dialing sequences.

D D Wait for a dial tone before proceeding.

E E Send the current contents of the dial buffer.

F F# Move the specified field data into the dial buffer without modification.
# — the number of the data-entry field (1-8 ASCII).

G Gxy Replace all occurrences of a specific character in the dial buffer.

x — the character to replace.
y — the replacement character (ASCII characters 0-9, #, *, A, B, C, or D).

I Ippc Insert a single character into the dial buffer at a specific position.
pp — position to insert the character (01-16 ASCII).
c — the character to insert.

J Jt Flash the phone line for the specified number of seconds to clear the line.
t — flash time in ASCII-coded decimal seconds (1-255).

K Kd...d Dial a constant string of numbers.

d…d — string of constants to dial (up to 16 numeric characters).

M Mc Remove all occurrences of the specified character from the dial buffer.
c — character to remove (one character only).

N NSnn Remove the specified number of consecutive characters from either the start or the
or end of the dial buffer.

Nenn
S — start of buffer.
E = end of buffer.
nn — number of characters to remove (01-16 ASCII).

O O Remove all non-numeric characters from the dial buffer.

R Rpp Remove the character in a specific position in the dial buffer.

pp — position of the character to remove (01-16 ASCII).

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Command Format Description

X Xt Pause for the specified number of seconds.

t — pause time in ASCII-coded decimal seconds (1-255).

Sample Dial Strings

To transmit a fax locally on a dedicated outside line, you would need to:
1 Flash the phone line
2 Wait for a dial tone
3 Dial the phone number found in field 8
4 Then connect to the receiving location

The corresponding string of dialing sequence commands is as follows:

J2,D,F8,E,C

In the example above, J2 flashes the phone line for 2 seconds, D waits for a dial tone, F8 loads field 8 into the dial
buffer, E sends the contents of the dial buffer, C connects to the fax machine on the line.
As an other example, you might want to transmit a fax long distance on a phone switch that requires entry of a
client-matter number. To do so, you would need to:
1 Flash the phone line
2 Wait for a dial tone
3 Dial an “8”
4 Wait for a dial tone
5 Enter the client-matter fax number found in Field 2 with an asterisk (*) between the client code and the matter
code
6 Pause for one second
7 Dial a “1”
8 Dial the phone number
9 Then connect to the receiving location
The corresponding string of dialing sequence commands is as follows:
J2,D,K8,D,F2,K,E,X1,K1,F8,E,C

In the above, J2 flashes the phone line for two seconds, D waits for a dial tone, K8 dials an “8,” D waits for a dial tone
again, F2 loads field “2” into the buffer, G* replaces the dash (-) with an asterisk (*), E sends the buffer, X1 pauses for
one second, F8 loads field 8 into the buffer, E sends the buffer, C connects to the fax machine on the line.

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Fax interactions
Under the Fax interactions section, you can define the prompt style, or format, that users must conform to when
keying in a fax code.

Prompt style
At the “Prompt style” setting, select from the drop-down list a popup style that combines user, client and matter codes.

NOTE: We recommend creating a new prompt style that includes the user code to ensure that all transactions are
assigned to a corresponding user. If you do not include a user code in the prompt style, all transactions will be
assigned to a default user or you may receive an exception.

Phone number position

Set whether the phone number should be the first or last part of the complete fax code. The position of the telephone
number is important because users may expect to enter it either at the start (First) or end (Last) of the fax code
prompt, depending on what they are used to. If you change this value, you will receive the following warning message.

If you click OK, the required phone number position is changed, but be sure to let users know the correct way to enter
the fax numbers.

Unattended faxes
Under Unattended faxes, you can set a time period during which faxes will be transmitted without needing
validation. Any faxes sent between the start and stop times will not require user, client, matter or other validation
codes.

Record incoming faxes

By default, the fax device will store a record of all incoming fax transactions. If you prefer not to keep these records,
clear this checkbox. Fax calls will still be answered, but no fax transactions will be recorded.

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Advanced Options
CAUTION: Advanced fax settings should only be changed with the help of Equitrac Support for non-standard phone
systems.

To view the advanced fax options, click Advanced.

Dialing and line options

In rare cases, a firm might need pulse dialing rather than the default tone dialing. However, the DTMF settings should
be changed only to accommodate specific call systems.
If the default settings do not work, contact Equitrac Technical Support for Pulse, Transmit timing settings or other
settings to match your call system requirements.

Minimum On/Off hook time

The value in the Min On/Off hook time setting determines the amount of time (in milliseconds) to engage the dial
time when the phone is picked up. You can change the default 255 milliseconds if your call system requires a different
value.

Validation decode time-out

Validation decode time-out determines the amount of time TPC waits for DCE to respond to a fax data validation
request. If a validation response is not received before the default 15000 milliseconds, the fax will not go through. In
the case of unattended faxes, TPC will send the fax regardless of this setting, but the validation data associated with the
transaction may not be correct and an exception might require resolution.

Fax device settings

Coefficient strings encode data to determine how TPC will interpret different sounds on the fax line. Only Equitrac
Technical Support should change these settings.

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Reset to defaults
If you want to reset the advanced fax setting options, click Reset to defaults. This setting applies only to the default
installation settings.

Creating Fax Configuration Sets

1 In System Manager, click Configuration, then click TouchPoint Console under the Configuration Sets
subheading.
2 In the Manage TouchPoint Console configuration sets dialog, click <Add...>.

3 In the Add new dialog, select Fax, then click OK.

The TouchPoint Console fax configuration set dialog opens.

4 Enter a name for the new configuration set and enter a description if necessary.

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5 Define the setting for Dial parameters, Phone number position and Unattended faxes, and select or clear the
Record incoming faxes option. For details on these dialog options, see Planning TPC Fax Configuration Sets on
page 311.
CAUTION: If you decide to change the position of a phone number, you must manually update the fax dial strings.
The phone number field position (“F” values in the strings) will need to be updated to reflect changes based on the
popup style.

NOTE: Refer to the table below for how to update the dial string according to phone number position and prompt
style. * refers to the default settings.

Phone Number Position Prompt Style Updated Dial String

First all J2,D,F1,E,C

Last* user-client-matter* J2,D,F4,E,C*

Last client-matter J2,D,F3,E,C

For more information on fax dial strings, see Fax Dial Strings on page 286.
6 Click Advanced if you need to adjust further options.
7 Click OK to save the new configuration set.

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Setting Global TPC Options

There are several global options that affect how all TPCs function within Equitrac Professional. If you are
implementing fax-enabled TPCs or if you are using an external card reader with one or more TPCs, consider the
following global configuration options.
1 In System Manager > Configuration, select TouchPoint Console global options.

NOTE: The following TouchPoint Console global options also control offline support for authentication in Equitrac
Embedded for Canon MEAP and Equitrac Embedded for Ricoh ESA:
• Maximum users to cache on device
• Maximum days to keep in cache
When configuring these global options, consider that these settings will apply to TPC and to these embedded
applications.
2 In the global options dialog, set the following options if needed:

Option Description

Login access mode
• If the TPC cannot contact the DCE server, the TPC operates in offline mode. This option
determines if users are allowed to log in while in offline mode.
• Options are:
• Deny: users cannot log in while TPC is offline from the DCE server.
• Cached Users Only: users can log in to the TPC if they have logged into this TPC at least
once previously (causing their login credentials to be cached on the TPC).
• Allow All: users can enter their validation data to log in, but a validation check will not
occur. Transactions will be logged to the validation data, but if the data is incorrect, an
exception will be created. This is the default option.

Maximum users to cache • If Login Access is set to Cached Users Only or Allow All, set the number of users whose
validation data will be kept in cache on each TPC.
• The default is 500 users.

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Option Description

Maximum days to keep in • If Login Access is set to Cached Users Only or Allow All, set the number of days to hold the
cache user validation data on the local TPC cache.
• The default is 30 days. If a user has not logged in within the past 30 days, their validation
data will removed from the local TPC cache. If set to Cached Users Only and the TPC is
offline from the DCE server, this user will not be able to log in.

Broadcast code time-out
• Determines the expiry time for a broadcast fax code. The default value is 30 minutes.
• A broadcast code is a randomly generated one-digit code that is associated with a specific
user-client-matter code combination for this set period of time. A broadcast code allows
the user to enter a series of fax numbers in the connected fax machine, as opposed to just
one fax destination. After generating the code, the users has this set period of time to
enter it at a fax machine.
• The time-out value must be short because it is a one-digit code. These codes must be
unique while they are ‘alive’ and each TPC can therefore have only nine “live” broadcast
codes (1 through 9) across all users at any time.
• If you change the default value, inform users of the new time-out.

Local code time-out
• Determines the expiry time for users’ local fax codes. The default value is 24 hours.
• A local code is a randomly generated three-digit number (between 100 and 799) that is
stored on the TPC and associated with a logged-in user’s specific billing code
combination for a specified period of time. If not used within this period of time on the
connected fax device, a local code expires and can no longer be used.
• If you change the default value, ensure that you inform users of the new time-out.

Global code time-out
• Determines the expiry time for users’ global fax codes. The default value is seven (7) days.
• A global code can be used on any networked fax machine controlled by Equitrac
Professional, rather than just the fax device connected to the local TPC. This code consists
of four digits.
• If you change the default value, ensure that you inform users of the new time-out.

Card reader positions Sets the user code position on the magnetic stripe or proximity card data. See Card ID
Auto-registration on page 327 for further details.

Offline Support
Equitrac Professional supports offline usage in the case when CAS is unavailable. If the CAS service goes offline, users
can still log in, make copies and release print jobs using the DCE login cache. DCE caching allows previously CAS-
validated users to login when CAS is offline.
For example, with DCE caching, if User1 logged in while CAS was online, but User2 did not, then if CAS goes offline,
User1 can still login, but User2 cannot login until CAS comes online again. Once CAS is back online, then User2 can
login, and continue to login even if CAS goes offline again.

NOTE: When DCE is available but CAS is unavailable, users whose credentials are cached at the DCE are able to log in,
make copies and release print jobs from their home Follow-You queue. However, other functions may not operate
normally depending on the end points.

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Assigning Configuration Sets to TPC

When a new TPC contacts the DCE service, the list of devices within System Manager is updated and the TPC appears
as an unassigned TouchPoint Console. New TPCs use the default TPC configuration set unless you assign a different
set.
The instructions below describe how to assign both a general configuration set and a fax configuration set to a new
TPC.
1 In System Manager, click Configuration > Devices, and choose the Standard view.
2 Expand the list of Unassigned TouchPoint consoles by clicking on the plus sign (+).

3 Click the name of the TPC you want to assign configuration sets to or configure with advanced settings.

The TouchPoint Console summary dialog opens for the selected TPC.

4 Under the Behavior section, select a Configuration set to apply to this TPC from the drop-down list.
5 If this TPC is fax-enabled only, select the fax set to apply to this TPC from the Fax configuration set drop-down
list.
If the TPC is connected to two fax devices, ensure the Enable secondary fax box is selected.
NOTE: Although a single TPC can have multiple fax lines, you must apply the same fax configuration set to both
lines.

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6 If necessary, set the Pricing options. For information on setting pricing for this TPC, see Configuring Price Lists
on page 143.
7 If necessary, select a Rule set option from the drop-down list. For information on applying a rule set to this TPC,
see Routing Rules on page 257.
8 To enable scan tracking on the TPC, select a Scan device type from the drop-down list and configure Options. For
information on scan integration, see the Equitrac Professional Scan Solutions Guide.
9 Select the License for DMS or License for OCR to designate this TPC as one to use for scanning to a Document
Management System or to user Optical Character Recognition functionality, respectively.
NOTE: You must have available licenses to enable these functions. For detailed information about licensing, see the
Equitrac Professional Installation Guide.

10 If necessary, select an Override copier type from the drop down list that corresponds to the copy control cable
connecting this TPC to its MFP. If this TPC is to be configured for Canon color copy tracking, select Canon -
enhanced TCP/IP. For more information, see Canon Color Copy Tracking on page 321.
11 Click OK to save the changes.

Canon Color Copy Tracking

To track copies, Equitrac TouchPoint Consoles connect to MFPs with copy control cables. MFPs provide copy
information as electrical signals along those cables. Some copier types provide extended copy information such as
color and page size.
Historically, Canon MFPs have not provided color information for copies through copy control cables. Using a
software-based implementation, Equitrac Professional can track color copies from supported Canon MFPs connected
to TPCs. When copy information is passed from the TPC, the DCE directly queries the MFP over the network for
color attributes from the Canon job log file.

Requirements
Equitrac Professional’s server based Canon color copy tracking requires the following:
• Equitrac Professional 5.2.3 or higher
• TCP/IP ports 9007 and 47545 open on your network between DCE and the MFP
• TouchPoint Console (TPC) connected to a supported Canon MFP with a copy control cable
Canon color copy tracking is available with TPCs only. Other Equitrac Professional control device software clients
are not supported.

Supported MFPs
Color copy tracking is supported for all multi-function Canon imageRUNNER products designed for office or
production use. It is not supported on copy only or desktop models.

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Communication Workflow
The following diagram depicts the data communication workflow that occurs for color copying tracking with Canon
MFPs and TPCs:

4. TPC sends the

copy transaction DCE 6. DCE registers the
page counts to detailed transaction
TouchPoint
Console DCE. with CAS for
costing and
1. User logs reporting.
onto TPC to 5. DCE queries the
unlock MFP. Canon MFP log
file for job details
Equitrac and matches the
Copy CAS
Control information with
3. Canon MFP signals pages that
Cable the transaction
are copied to the TPC through from the TPC.
Canon MFP with
the Equitrac Copy Control Cable.
copy function

2. User makes color copies on Canon MFP.

Color Copying with Canon MFPs - Communication Workflow

Constraints and Limitations

There are some inherent constraints and limitations with Canon color copy tracking.

Constraint/limitation Description

Color information is not tracked for Equitrac Professional matches TPC transactions with MFP logs to determine
unassigned TPCs. color attributes of copy transactions. DCE queries the MFP referenced in the
TPC’s physical device. As such, it is critical that the TPC be associated with the
physical device for the Canon MFP for color tracking to work.

Color information will not be tracked with If the network is down, DCE will not have access to the Canon MFP and cannot
copies if the network is down retrieve job details to match with TPC copy information. The resulting
transaction will not have color attributes recorded.

Color copies will not be tracked if the TPC If the TPC is offline, the DCE does not know when a TPC session is started and
is offline so will not query the MFP for color information.

Color copy tracking will not work if there is If there is a delay in the copy job, such as a paper jam, a transaction may not be
a prolonged error condition on the MFP tracked with color details in the Canon log file.

NOTE: To assist with troubleshooting color tracking issues, the DCE will log an event with the Windows Event
subsystem every time it detects 4 or more synchronization problems within a 30 minute period. This will occur
whenever the DCE is unable to determine which TPC transactions are associated with Canon MFP log file entries.

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Assigning TPC to a Physical Device

If TPC is connected to an MFP by a copy control cable, you can assign TPC to the MFP as a physical output device in
the Equitrac Professional System Manager. When assigned to, or associated with, the MFP, TPC can control access to
and track the MFP functions, and support secure document print release functions.

NOTE: Your firm may have stand-alone TPCs that are used only for disbursement entries or fax devices. These TPCs
may not need secure access control or function tracking, and therefore do not need to be assigned to an MFP
through Equitrac Professional.

To assign a TPC to a physical device, or MFP, ensure that you have already assigned a general configuration set and
a fax configuration set (if required) to each unassigned TPC before you complete the following steps.
1 In System Manager, click Configuration > Devices. Ensure that you are using the Standard view to display the
device list.
2 Expand the list of Unassigned TouchPoint consoles by clicking on the plus sign (+).
3 To assign the TPC to a physical device, you can:
a Right-click on an unassigned TPC name and click Assign. The Assign to physical device dialog opens.

b Select a physical device name from the list, and click OK.
—Or—
• Drag-and-drop each TPC to an output device.
In the example below, TPC1 is assigned to the Ricoh Aficio 1060 and therefore appears as a subset of the
device.

TPC now controls access to the output device (MFP) and can be configured to track supported functions and release
secure documents from a print queue.

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Manually Adding a TPC to the Devices List

If for any reason a new TPC does not appear automatically in the Devices list, you can manually add the device if you
know the correct name of the TPC on the network.
1 In System Manager, click Configuration > Devices, then right-click anywhere within the list of devices.
2 Select Add TouchPoint Console.

The TouchPoint Console summary dialog opens.

3 In the Name field, enter the name of the TPC exactly as it was entered in the TPC’s initial configuration.

WARNING: A TPC name is a unique identifier for each TPC. If you do not enter an existing TPC name exactly as
entered during the initial TPC configuration, the TPC will assume that it is a new device and will launch the initial
configuration wizard upon restart.

NOTE: You do not need to complete the Description field in the TouchPoint Console summary dialog. The
Description field is filled automatically with the description entered during the TPC initial configuration or during a
reconfiguration using the TPC Administrative options.

For details about changing the TPC name or description, see the section TouchPoint Console Name in the
“Additional Local Configuration” chapter of the TouchPoint Console Installation and Setup Guide.
4 For the Server option, select from the drop-down list the DCE server that you want to manage this TPC.
5 If necessary, select a Location for this TPC from the drop-down list.

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NOTE: The IP Address, Hardware Address, and Firmware version information is not populated until the TPC has
successfully contacted the DCE server.

6 If necessary, set the Pricing options. For information on setting pricing for a TPC, see Configuring Price Lists on
page 143.
7 If necessary, select a Rule set option from the drop-down list. For information on applying a rule set to a TPC, see
Routing Rules on page 257.
8 Choose a general configuration set from the Configuration set drop-down list. See Planning General TPC
Configuration Sets on page 304 for details.
9 Choose a fax configuration set from the Fax configuration set drop-down list. If this TPC is not fax-enabled, you
do not need to set this option.
If there are two fax lines controlled by this device, select the Enable secondary fax box. You can only apply one fax
configuration set to each TPC, even if there are two fax lines.
10 To enable scan tracking on the TPC, select a Scan device type from the drop-down list. For information on setting
the Scan device type, see the Equitrac Professional Scan Solutions Guide.
11 If the TPC is connected to the MFP with a specific copy-control cable type, select it from the Override copier type
list.
12 Click OK to save these settings.
To determine if the Equitrac Professional DCE service successfully communicated with this TPC, open the summary
dialog again. If the IP address field is filled, communication was successful.

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Replacing a PageCounter with a TPC

If you want to replace a PageCounter or a PageCounter Professional terminal with a TouchPoint Console, perform
the following steps:
1 If you will be re-using the IP address of the existing PageCounter or PageCounter Professional, record the IP
address of the PageCounter terminal and the name of the MFP that the PageCounter is controlling.
2 Remove the PageCounter from the network.
3 In System Manager, delete the PageCounter from the Devices list by right-clicking on the terminal in the Devices
list, then selecting Delete from the menu. Confirm that you want to delete the device.
NOTE: If you prefer, you can drag the PageCounter to the <Unassigned control terminals> list, rather than deleting it
from the Devices list. This disassociates the terminal from an MFP, allowing you to associate a TPC instead.

4 Use the TPC Installation & Setup Guide to place the TPC on the network. During initial configuration, you can
assign the same IP address as the removed terminal if you select the Static IP option to set the static TCP/IP
address. If using DHCP to assign addresses, ensure that you choose the DHCP option instead.
5 To apply a general configuration set to the new TPC, select a Configuration set from the drop-down list.
6 If this TPC is fax-enabled only, select the fax set you want to apply to this TPC from the Fax configuration set
drop-down list.
If the TPC is connected to two fax devices, ensure the Enable secondary fax box is selected.
7 For information on setting pricing for this TPC, see Configuring Price Lists on page 143.
8 For information on applying a rule set to this TPC, see Routing Rules on page 257.
9 For information on configuring scan with a TPC, see the Equitrac Professional Scan Solutions Guide.
10 In the Devices window within System Manager, drag-and-drop the new, unassigned TPC to the physical output
MFP that the deleted PageCounter was controlling.

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About Card Reader Support

TouchPoint Console (TPC) is available with an optional external card reader. A card reader enables you to integrate
your firm’s security or identification system with Equitrac Professional’s user authentication system. The available
TPC card reader options are:
• Magnetic swipe, Track 2
• HID proximity card or key fob, 125 KHz
• Mifare contactless smart card, 13.56 MHz (reads serial number only), including HID iCLASS contactless smart
card*
• Legic contactless smart card, 13.56 MHz (reads serial number only)

NOTE: * The HID iCLASS contactless smart card does not use HID encoding to store data. When configuring Equitrac
Professional to recognize HID iCLASS cards, use only the procedure for setting card reader data position, as described
in Card ID Auto-registration below.

Users will swipe or wave their security cards at the card reader to identify themselves at the TPC. As the administrator,
you must identify the positions within the complete card data where the unique user identification code is located.
The user identification code value can correspond to:
• The user validation code from your time and billing system (the Field 3 value defined in Equitrac Professional
System Manager > Configuration > Field Mapping)
—Or—
• An alternate user code configured for a user (the Alternate user code value defined in Equitrac Professional
System Manager > Users > [User name])

Alternate user codes can be manually added or updated in System Manager, or automatically registered at a TPC with
a card reader. For information about automatic registration of alternate user codes, see Card ID Auto-registration on
page 327.

Supported USB Card Readers

Equitrac Professional supports Equitrac USB (Universal Serial Bus) card readers that can be attached to an MFP with
a USB connector.
For a list of Equitrac Professional supported card readers models, go to
http://www.equitrac.com/devices/cardreaders.asp.

NOTE: If the MFP fails to respond to card reader activity, check and secure the card reader’s USB connection to the
MFP and restart the MFP.

Card ID Auto-registration
If a user’s alternate user code has not been registered with the Equitrac Professional server, TPC includes an automatic
registration feature. When a user swipes a card at the TPC, if the card ID is unknown, the user will be prompted to log
in with their system user code or network credentials. After their system or network credentials are authenticated,
Equitrac Professional will automatically register the card ID as the alternate user code for that user, thereby enabling
subsequent card access to all TPCs with card readers.

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Determining Card Data Positions

To determine user code data positions on security cards, you first need to see the full string of data values stored on
the cards. From the full string of data values, you can then isolate the data positions that contain the unique ID values.

Using TPC to View Card Data

To see the complete data value stored on a card, you need the following:
• A TouchPoint Console with:
• A connected card reader
• Access to the Administrative Options
• One or more sample supported cards
To view the complete data value stored on a sample card, ensure that a supported card reader is attached to the TPC
and follow these steps:
1 On the TPC, log in to the Administrative Options.
a Press Help, then Admin Login.
b Enter the Administrator User ID and Password.
2 Press Ext. Serial Device Interface.
3 On the External Serial Device Interface screen, press Test to reset the connected card reader. You should hear an
audible beep from the card reader and the card reader LED light should switch between off, green and red three
times.
4 When the LED light stays green, swipe or wave a test card at the card reader.
The Help area on the right side of the TPC screen will show the full card data.

5 Record the data value.

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Determining Unique ID Data Positions

Once you have determined the full card data value, use one of the following methods to determine the data positions
that will contain a unique identification value for each user. For the procedure on entering the data positions in the
TouchPoint Console global options dialog, see Card ID Auto-registration on page 327.

CAUTION: Be accurate in defining the data positions that will uniquely identify and validate each user in your firm. If
the card data positions do not isolate the data value that is unique for each user, your firm may experience incorrect
TPC user logins.

1 Use the complete card data value.

Since the full data stored on each user card should contain a unique data value, this is the simplest method of
determining data positions. The data starts at the first digit (1) and ends with the total number of digits in the data
value.
In the TouchPoint Console global options dialog, enter Use data from position 1 to <#>, where <#> equals the
total number of digits in the card data.
2 Locate a subset of the card data value that consistently represents a unique value on any card.
From several samples of full card data values, locate a subset of numbers that are consistently unique across all
cards for your firm. Starting from the left, count the digits in the full data value until you reach the first digit in
your unique subset; this is the starting data position. Continue counting until you reach the last digit in the unique
subset of numbers; this is the ending data position.
In the TouchPoint Console global options dialog, enter Use data from position <x> to <z>, where <x> equals
the first digit of your unique subset and <z> equals the last digit of your unique subset.
3 Locate the numbers that represent your firm’s user identifiers.
If you know how your firm defines unique user identifiers (IDs), such as employee numbers or other numeric user
codes, locate the ID value. Starting from the left of the full card data value, count the digits until you reach the first
digit in the ID value; this is the starting data position. Continue counting until you reach the last digit of the ID
value; this is the ending data position.
In the TouchPoint Console global options dialog, enter Use data from position <x> to <z>, where <x> equals
the starting digit of the ID value and <z> equals the last digit of the ID value.
4 For supported 125 KHz HID proximity cards, use 1 to 16, or decode and convert card data.
HID proximity cards and key fobs are encoded with values in a proprietary format that is unique for each firm.
If you do not need to identify any specific data value within the HID card data, you do not need to set the HID
decoding function within the TouchPoint Console global options configuration dialog. Since the TPC reads HID
encoding as 16 octal digits, enter “1” and “16” as your start and end values in the Use data from position and to
fields in the TouchPoint Console global options dialog.
If you need TPC to identify a specific set of unique authenticating numbers within the full HID card value, you
will need to enter the HID decoding values within the TouchPoint Console global options configuration dialog.
For details, see Determining HID Decoding Values on page 330.

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Determining HID Decoding Values

While a TPC with a 125 KHz HID proximity card reader option will function the same as with any other card reader
option, the HID card itself is encoded with values in a proprietary format. HID card readers return the encoded card
data to the TPC as a 16-octal-digit code.
The ID code in the HID card value represents a unique value that is associated with a specific card user, such as an
employee number.
The optional facility code part of the full card value represents a group of users within your firm, often associated with
a physical location, such as a building site, or an organizational group, such as a business unit.

NOTE: While HID options work with embedded devices as well as TPCs, the determination of exact HID content
requires the use of a TPC.

For Equitrac Professional to authenticate the user codes in the HID cards, you need to:
• Determine the binary digit (bit) positions for the ID code and, if used, facility code within the HID card data
• Determine how to identify these HID codes as decimal values
• Configure Equitrac Professional to extract the unique HID codes from the card data value using your determined
settings
You will configure Equitrac Professional for identifying the unique HID data values through both the HID
decoding and Card reader data position settings within the TouchPoint Console global options configuration
dialog.

NOTE: Remember that if you do not need to identify any specific data value within the full HID card data value, you
do not need to set the HID decoding function within the TouchPoint Console global options configuration dialog.
Since the TPC reads HID encoding as 16 octal digits, enter “1” and “16” as your start and end values in the Use data
from position and to fields in the TouchPoint Console global options dialog.

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How you determine the specific data positions for the codes on the HID cards depends on your HID card
encoding format:

If you are using... Then...

...a 26-bit HID card 1 Check your HID card order forms to confirm the HID card format, and the facility and ID
encoding format with code lengths.
a facility code, 2 Enter the following values in the HID decoding dialog:
Facility code ID code
Start: 23 Start: 31
End: 30 End: 46
Width: 3 Width: 5
3 Enter the following values as your start and end values in the Card reader data positions
in the TouchPoint Console global options dialog:
Use data from position 1 to 8
These configuration settings will identify 8-digit decimal identifiers within the HID card
data, where the first 3 digits are the facility code and the remaining 5 digits are the ID code.

...an HID card with any ...you need to convert the encoded data stored on HID cards into a format that allows you to
other encoding locate the ID and facility code values within the full data value.
format or an For detailed procedures, see Decoding HID Cards on page 332.
unknown encoding
format, For administrators who understand HID card encoding concepts, review the Case Study
Example: Decoding HID Cards on page 340.

CAUTION: If you do not know the encoding used on your HID proximity cards, this document provides a reasonable
method to determine your card encoding. Determining the encoding type for your firm’s HID cards will require time,
effort, mathematical calculations and deductive reasoning. Therefore, if possible, it is recommended that you contact
your security administrator or HID vendor to determine the encoding type used on your proximity cards or for help.

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Decoding HID Cards

In some cases, you need to determine how HID data is encoded on your cards, and then configure Equitrac
Professional and connected TPCs to interpret the data correctly.

CAUTION: Your HID cards may include a printed number on the surface of the card. Although this number may be
similar to the facility or ID code encoded within the card, you should still analyze the card data itself to determine the
accurate HID data positions.

To determine specific positions of the encoded ID code and facility code (if used) on the HID card, follow these
procedures:
1 Use a TPC with a card reader to display the HID-encoded card data values for you to record (see page 332)
2 Convert the octal data to binary data (see page 332)
3 Calculate bit positions for the ID code and facility code (if used), within the binary data (see page 334)
4 Determine the decoded data value widths (see page 338)
5 Record the HID decoding values in the TouchPoint global options dialog (see page 339)

Step 1: Display and Record the Encoded HID Card Values

1 Swipe or wave several sample HID cards at a TPC with a card reader to display the encoded card data. If you use
facility codes, for best results, make sure all of the sample cards use the same facility.
The TPC displays the HID data as 16 octal digits.
For instructions on using the TPC to display encoded card data, see Using TPC to View Card Data on page 328.
2 Record the octal digit card values.
Example: Step 1
The TPC displays the following 16-digit card data value in octal format from five sample cards:
• 0000201550521216
• 0000201550521220
• 0000201550521223
• 0000201550521225
• 0000201550521226

Step 2: Convert the Octal Data to Binary Data

HID uses a proprietary binary encoding format to encode ID and facility code data on proximity cards. To convert the
octal data returned on the TPC to a binary format, follow these steps:
1 Open a calculator application, such as the one available in most versions of the Microsoft Windows operating
system.
2 Change the view to a scientific calculator view. In Microsoft Calculator, click View > Scientific.
3 Set the number system to octal. In Microsoft Calculator, click the Oct option.

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4 Set the display size to allow at least 16 digits in the text field. In Microsoft Calculator, click the Qword option.
5 Copy-and-paste or type the 16 octal digits into the text field.
6 Change the number system to binary. In Microsoft Calculator, click the Bin option.
The number is displayed again in binary digits.
CAUTION: You should have a 48-digit binary string for each card. However, the calculator application will usually
delete leading zeros. If necessary, adjust your resulting binary digits to include any missing leading zeros and ensure
there are three binary digits for each octal digit.

Example: Step 2
The five sample HID cards provided 16-digit octal values on the TPC. The following table shows how these sample
values convert to binary data values, including four leading octal zeros represented as 12 (4 octal digits x 3) zeros in
the binary numbers:

Octal Card Data Values Binary Card Data Values

0000201550521216 000000000000010000001101101000101010001010001110

0000201550521220 000000000000010000001101101000101010001010010000

0000201550521223 000000000000010000001101101000101010001010010011

0000201550521225 000000000000010000001101101000101010001010010101

0000201550521226 000000000000010000001101101000101010001010010110

HID’s binary encoding is made up of:

• A leading parity bit
• A string of bits containing the facility code, if your site uses one, and the ID code (the string length varies
depending on the HID encoding type)
• An trailing, or end, parity bit
Common HID encoding types are:

Encoding Type ID and Facility Codes Mapped to Bit Layout

26 bits
(with facility
code)

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Encoding Type ID and Facility Codes Mapped to Bit Layout

37 bits
(without facility
code)

37 bits
(with facility
code)

NOTE: HID also offers other card formats, such as 35-bit Corporate 1000 cards.

Regardless of the type of proprietary encoding used on the HID card, the HID card reader always returns 16 octal
digits to the TPC. When converted to binary, the 16 octal digits equal 48 binary digits, including zeros for padding. In
addition, the actual digits of the facility and ID codes always appear at the right end of the data string. Therefore,
knowing the type of encoding used on your HID cards will help you greatly in decoding the facility and ID codes from
the card data.

Step 3: Calculate Bit Positions Within the Binary Data

Once you know the binary data values of the HID card data, you may be able to locate the ID code and facility code
data positions by following these steps (a Case Study Example: Decoding HID Cards follows this procedure).
Remember that knowing the type of encoding used on your HID card will help, since the user identification codes
always appear at the end of the decoded binary data string.
1 Using a text editor, such as Notepad, open the HIDEncoding-Ruler.txt file provided with the Equitrac
Professional software installation files.
NOTE: The array of digits displayed in the Equitrac ruler file and used for HID card encoding values is zero-based.
Therefore, the index, or digit count, in the ruler file starts at zero and ends at digit 47.

2 Paste the binary strings you converted from the octal string above the ruler. Be sure to add enough leading zeros to
make the string equal to 48 digits.
3 Compare the binary strings against the common card encoding formats (26-bit and 37-bit) to see if your card data
matches any of them. Look for a matching set of digits in the facility code positions of the common card format.

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Also, take care to watch for 1’s in your sample binary string to ensure they occur between the leading and trailing
parity bits of a common encoding type.

If the card data... Then...

...matches a common HID card encoding format, ...use the common card encoding format to determine the start and
end positions of the facility and ID codes. Then skip to Step 4:
Determine Decoded Value Widths on page 338.

...does not match a common HID card encoding ...skip to 5. To determine the range of digits that make up the
format AND your firm does not use facility ID code, use one of the following procedures: on page 336.
codes,

...does not match a common HID card encoding ...skip to step #4 below.
format AND your firm does use facility codes,

4 If your firm uses a facility code, follow one of these procedures to determine the range of digits that make up the
facility code. Otherwise, skip to 5. To determine the range of digits that make up the ID code, use one of the
following procedures: on page 336:

If... Then...

you know the facility code 1 Use a calculator, such as Microsoft Calculator, to convert the decimal format of your
for your sample cards, facility code to its binary format.
2 Perform a find, or search, operation in the text editor to locate the digits of the binary
string representing the facility code.
3 In the highlighted search results, use the ruler to calculate the start and end digits of
the facility code.

you do not know the Analyze the data from a number of cards to determine the common, repeating data on
facility code, each card, make the following assumptions:
• The facility code will appear first in the string, counting from the left, and the ID code
will appear on the right end of the string.
• If there is a set of digits on the left that are identical in all strings, then you can assume
that it is the facility code.

NOTE: If you need help identifying your firm’s facility code, contact your security system administrator or HID card
vendor.

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Example: Step 3.4

The following example shows that the facility code is located from digit 20 to digit 26 inclusive.

NOTE: In the example, the facility code data positions do not match one of the common HID encoding types and
therefore has unique start and end positions.

5 To determine the range of digits that make up the ID code, use one of the following procedures:

If... Then...

...you know the ID codes 1 Use a calculator, such as Microsoft Calculator, to convert the decimal format of your ID
for your sample cards, code to its binary format.
2 Perform a find, or search, operation in the text editor to locate the digits of the binary
string representing the ID code.
3 In the highlighted search results, use the ruler to calculate the start and end digits of
the ID code.

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If... Then...

...you do not know the Analyze the data from a number of cards, make the following assumptions:
expected ID codes for • The last binary digit (the 47th) is a parity digit and must be disregarded. ID codes
your sample cards, typically end at bit 46.
• Knowing a range of ID codes that may be encoded on your cards will help you
determine how many binary digits are required for the ID.
Example: Step 3.5a
If you know that the ID codes at your site range between 75,000 and 200,000, you can
calculate that the largest ID code (200,000) in binary would need 18 digits
(110000110101000000).

• The starting bit (at the farthest left) for ID codes will be the first bit after:
• your facility code (if there is one)
—Or—
• what appears to be the leading parity bit.
• If your cards have printed labels on them, converting possible ID data to decimal format
may yield values that are close to the numbers printed on your cards.
Example: Step 3.5b
If the number printed on a sample card was 87343 11082200-1, you could convert the
5-digit number 87343 or the 8-digit number 11082200 to their binary values and
compare each one to the binary string.

The following comparison shows a repeat of the string of digits at the far right end of
the string, 111(minus the last binary digit) and in the middle with 101010.
Full card data: 10000001101101000101010001010001110
Binary value of 87343 (from printed card): 10101010100101111

If you now take the digits from the same location and width in the card data
(10101000101000111) and convert this to a decimal value, you discover its value is
86343, with only one digit different, in the 1,000 digit, than the one on the printed card.

If you repeat this analysis with other sample cards, you may discover a pattern in how
the binary format of the number printed on the card relates to the string of binary
digits, for instance, with only one digit consistently different in the 1,000 digit location.

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Example: Step 3.5c

The image below shows that the ID code is located from digit 29 to digit 46 inclusive. The last binary digit (the 47th) in
the string is a parity digit and can be disregarded.

NOTE: If there are leading zeros before the ID code (and after the facility code, as in the example above), it is possible
that the ID code or the facility code may include more digits than your analysis shows and that your sample card
codes do not represent possible code ranges. To ensure that you identify the largest possible range of digits in the
data and anticipate more variations in the card ID codes, you may want to start the ID code earlier or extend the
facility code.

Step 4: Determine Decoded Value Widths

Once you have determined how HID data is encoded on your cards, you must consider how to format the data to
produce unique user identification codes. When configured, Equitrac Professional’s HID decoding operation will
produce a single value for each card to compare against its authentication data.
To generate a single decoded card value from HID card data, Equitrac Professional:
1 Converts the binary HID codes to decimal numbers.
2 Pads the decimal numbers with leading zeros to the field widths you specify.
3 Creates a single value made up of the padded facility code, if used, and the padded ID code.
To determine the maximum number of decimal digits a binary value requires when it is converted, use a calculator
application, such as Microsoft Calculator, to raise the number 2 to the power of the number of binary digits (2<x>
where x is the number of binary digits). The resulting decimal number is the maximum value of the ID or facility
code. The number of decimal digits in this resulting value is the width of the code value.
Example: Step 4a
If the facility code within the binary data ranges from bit 20 to 26, the binary width is 7 digits. The decimal value
equivalent of this binary width is 27 (2 x 2 x 2 x 2 x 2 x 2 x 2), or 128. Therefore, in this example, no more than 128
facility codes will be recognized and authenticated for this firm. Since 128 is a 3-digit number, the decimal width for
128 is 3. Facility codes less than 100 will be zero-padded, such as 047.
If you are using both facility and ID codes, you must add the facility code decimal width to the ID code decimal width
for the total width of the decoded card data that Equitrac Professional will produce.

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Example: Step 4b
If the decimal width for a facility code is 3, and the decimal width for the ID code is 6, then the total width for your
unique user authentication codes is 9 (3 + 6).

Step 5: Record the HID Decoding and Card Reader Values

1 On the TouchPoint Console global options dialog, click HID decoding. The HID decoding dialog opens.

2 In the HID decoding dialog, record the values for the facility code (if used) and ID code:

HID Decoding Option Description

Facility code Select this option to make the facility code-value fields available.

Facility code/Start The bit position in the complete binary data value where the facility code begins.

Facility code/End The bit position in the complete binary data value where the facility code ends.

Facility code/Width The number of decimal digits in which the facility code is represented after
conversion from the HID binary value.

ID code Select this option to make the ID code-value fields available.

ID code/Start The bit position in the complete binary data value where the ID code begins.

ID code/End The bit position in the complete binary data value where the ID code ends.

ID code/Width The number of decimal digits in which the ID code is represented after conversion
from the HID binary value.

NOTE: If you do not know how to determine the HID decoding values, see Determining HID Decoding Values on
page 330.

3 Click OK to save the HID decoding changes.

4 In the TouchPoint Console global options dialog, enter Use data from position 1 to <#>, where <#> equals the
total width of the decoded user authentication value (facility code width + ID code width).

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Case Study Example: Decoding HID Cards

In this example, the firm uses both a facility code and an ID code in their HID card encoding. The administrator
knows the following about the encoding format:

Code Length Sample Card Code (in decimal numbers)

Three (3) decimal digits 109

Five (5) decimal digits 86343

1 When the administrator swipes the HID card at the HID card reader connected to the TouchPoint Console, the
TPC External Serial Device Interface screen shows the following card data string in octal format:
0000201550521216

2 The administrator translates the octal string to its binary value using the Microsoft Windows Calculator:

Octal Format Binary Format

0000201550521216 000000000000010000001101101000101010001010001110

Although the calculator returned a binary value of 10000001101101000101010001010001110, the administrator

adds 12 leading zeros (4 zeros in octal equals 12 zeros in binary) to bring the total count to 48 digits.
3 The administrator opens the HIDEncoding-Ruler.txt file in Notepad and pastes in the binary string of the
complete card value.
4 Since the administrator knows the facility and ID code lengths, and has a sample set of codes, he translates the
facility code and ID code from decimal format to binary format:

Code Type Code (in decimal) Code (in binary) Decimal Digit Width

Facility 109 1101101 3

ID 86343 10101000101000111 5

5 Returning to the HIDEncoding-Ruler.txt file in Notepad, the administrator clicks Edit > Find and enters the
expected binary string representing the facility code (1101101). He clicks Find Next. The search string is
highlighted.

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6 The administrator uses the ruler to determine that the facility code may start at digit 20 and is likely to end at digit
26. The facility code (109) ends with an odd number and so the binary digit “1” at position 26 confirms the
likelihood of the administrator’s choice.
7 The administrator clicks Edit > Find again and enters the expected binary string for the ID code
(10101000101000111). He clicks Find Next and the search string is highlighted.

8 The administrator uses the ruler to determine that the ID code may start at digit 30 and end at digit 46. Since there
are three zeros between the end of the facility code (bit 26) and the start of the ID code (bit 30), the administrator
decides to add two digits to the start of the ID code. He therefore uses a starting digit of 28 for the ID code.
9 The administrator knows the facility code of 109 is 3 decimal digits wide and uses this value for the facility code
width.
10 Although the sample ID code (86343) is 5-digits wide, the administrator added two more binary digits to the ID
code to account for a higher number of employee IDs over time. Therefore, the administrator uses a value of 6 for
the ID code width.
11 The administrator can now use the following values to complete the HID decoding dialog:

HID Decoding Option Value

Facility code/Start 20

Facility code/End 26

Facility code/Width 3

ID code/Start 28

ID code/End 46

ID code/Width 6

12 The administrator then calculates the total width of the unique card value to be 9 decimal digits (3 [Facility code]
+ 6 [ID code]). Therefore, he can enter the following values in the Card reader fields in the TouchPoint Console
global options configuration dialog:
Use data from position 1 to 9

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Checking TPC Status Remotely

If you need to determine the status of a TPC or if you want to view a summary of transactions posted per TPC, use the
Web Status page. This browser-enabled page is installed on the same server as the CAS service, and you can access it
through any IIS-enabled web browser on the network.
Launch a web browser, then type the following in the Address field:
http:\\<server_name>\EQStatus

Where <server_name> is the name or IP address of your CAS server.

View device status and the transaction data summary.

To view information specific to TouchPoint Consoles, select TouchPoint Console from the Device Type drop-down
list, then click Apply.
The list of devices will update and you can view the status of each TPC.
To view a summary of transactions generated on a particular TPC, click the ellipsis (...) under the Transactions
column.
To view the Web Administration page for a particular TPC, click on the IP address of the TPC. The Web
Administration page will launch and you can view more detailed system information about the TPC.

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Topics:
Client Popup Workflow
Determining Print Tracking Requirements
Creating and Maintaining Application Classes
Assigning Applications to Classes
Defining Field Validation Requirements
Creating Popup Styles
Creating SmartPrompts
Configuring Print Client User Settings
Testing the Popup
Associating the Popup Style with a Class

This chapter introduces the Equitrac Professional client popup, and provides details on configuring the appearance
and functionality of the popup for both Windows and Macintosh environments. You can define a number of popup
styles and, if desired, assign a different style to each user class defined in Equitrac Professional. This enables you to
customize the transaction data Equitrac Professional collects, based on configurable popup prompts and default field
values.
The client software provides print-time selection functionality using a workstation popup and a separate tool tray
application. Client popup styles also affect what the user sees on TouchPoint Consoles and on any embedded devices
configured. The Administrator can establish popup styles that generate prompts for billing data after the user
identifies themselves at a TPC or at an embedded device.
This chapter provides information about:
• creating application classes and assigning applications to them
• creating and testing popup styles
• associating popups with classes
• identifying draft or reprint transactions, and associating popup behavior for each

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Client Popup Workflow

Follow this workflow to configure client popups:
1 Determine your print transaction tracking requirements.
Client popup behavior is determined by your print tracking requirements. You should determine which print
transactions you want to track and how you want to track them before creating client popups.
To determine your print transaction tracking requirements, see Determining Print Tracking Requirements on
page 345.
2 Create user, device, and application classes and define print tracking behavior for them.
Equitrac Professional applies print tracking behavior based on user, device, and application classes. When you
have determined how you want to track print transactions, you can create these classes, if you have not already
done so, and set the print tracking behavior for them.
For information about creating user classes, see Creating User Classes on page 44. For information about creating
device classes, see Device Classes on page 183. For information about creating application classes, see Creating
and Maintaining Application Classes on page 350.
3 Determine popup field validation requirements.
Equitrac Professional validates data in the popup either at the field level, or at the popup level. For instructions, see
Defining Field Validation Requirements on page 355.
4 Create popup styles.
Popup styles are popup configurations you can apply to each user class you define in System Manager. When you
create a style for a user class, every user in that class sees the same popup and enters the same validation
information to print a document. For instructions, see Creating Popup Styles on page 356.
5 Create SmartPrompts to request additional validation information, if necessary.
SmartPrompts are dialogs that open when a user enters a particular value in a popup field. These dialogs allow you
to gather additional information from the user before a document is printed. For instructions, see Creating
SmartPrompts on page 377.
6 Test your popup.
Test your popup for both appearance and functionality. For instructions, see Testing the Popup on page 380.
7 Associate the popup style with a user class.
The final step in configuring popup styles is to associate your styles with the classes to which they apply. For
instructions, see Associating the Popup Style with a Class on page 382.

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Determining Print Tracking Requirements

Equitrac Professional determines print tracking behavior for user, device, or applications classes. You can track print
transactions on the basis of popup configuration settings for each defined class. Print tracking behavior determines
how Equitrac Professional tracks transaction validation data and whether to display the client popup on the client
workstation during a print transaction.

Tracking Options
You can set tracking behavior for each user, device, or application class by assigning one of the following tracking
behavior options outlined below.

Tracking Option Tracking Behavior Can be defined for

Display popup The popup appears as per the popup behavior and rules you User Class
configure; Equitrac Professional gathers all document transaction Device Class
details and costs, and posts the transaction to the control system.
Application Class

Hide popup The popup does not appear to the user; Equitrac Professional applies User Class
the configured default hide mode values configured for the popup Device Class
style assigned to this class in the background, and posts transaction
Application Class
details to the control system without user intervention.

Silent tracking for The popup does not appear to the user; Equitrac Professional collects User Class
device management all transaction data including costing, and posts the transaction to Device Class
only CAS only. You can run reports later detailing device performance on
Application Class
the basis of this data, but it never appears in the control system
database.

You do not require a popup style for any class to which you will
assign silent tracking.

Do not track The popup does not appear to the user, and Equitrac Professional User Class
collects no data on the transaction whatsoever. This option is Device Class
applicable only to non-DRE printing in Equitrac Professional 5.2.
Application Class

You do not require a popup style for any class that you will not track.

Determined elsewhere The tracking behavior is determined by the next level in the tracking User Class
hierarchy (either the device or application level). Device Class

For example, you may designate popup behaviors for each of your user, device, and application classes. When you
print a document, Equitrac Professional evaluates the document details to determine the user and the associated user
class. Because user class settings are at the top of the tracking hierarchy, the application applies the assigned user class
tracking behavior when printing the document, and does not check for tracking behaviors defined at the device or
application levels of the hierarchy.

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Continuing with the example above, if you configure the user class tracking behavior as Determined elsewhere,
Equitrac Professional checks for device class settings on the selected printer. If the printer is part of an existing device
class, Equitrac Professional applies the popup and tracking behavior assigned to the device class when printing the
document.

NOTE: If the printer is not yet registered in Equitrac Professional, or if it is not a standard network printer, there are
administrative procedures for registering the device and assigning both non-default classes and popups as required.
See Managing Devices on page 175 for more details.

You can also define the device class tracking behavior as Determined elsewhere, in which case if there are no
applicable user class settings for the current print user, and no device class tracking settings defined for the current
printer, Equitrac Professional checks for application class tracking behavior. The application class is the lowest level in
the tracking hierarchy. There are no tracking options below this level, although you can still apply overrides to the
application tracking behavior.
For information on tracking and popup behaviors using a Document Management System, see Configuring Tracking
and Popup Behaviors on page 451.

Silent Tracking
Using the Silent tracking for device management only option to track transactions without prompting users for
validation data. Transactions tracked in silent mode use pre-defined validation codes and are still posted to CAS for
reporting purposes.

Print Tracking Hierarchy

Equitrac Professional checks tracking behavior settings in a hierarchical manner and if it encounters applicable
tracking settings at the first level of the hierarchy (user class), it applies the tracking behavior without checking other
class settings. If the tracking behavior setting is defined as Determined elsewhere, Equitrac Professional continues to
check for further settings in subsequent class levels until it finds a defined behavior that it can apply. You can also set
tracking behavior overrides to user classes; users in those classes see the override behavior, not the default behavior.

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Default Tracking Hierarchy

Equitrac Professional uses the following logic when determining which tracking behavior to apply:

Check for User

Class Tracking
Behavior

Apply User Check for User

Class Tracking Determined Device Class
Behavior No Elsewhere? Yes Tracking
Override

Check for Apply Override

Device Class Set? Tracking
No Yes Behavior
Tracking
Behavior

Check for
Apply Device Determined Application
Class Tracking No Elsewhere? Yes Class Tracking
Behavior Override

Apply Apply Override

Application Set? Tracking
No Yes Behavior
Class Tracking
Behavior

NOTE: You can completely disable popups for all classes by using the Global popup behavior configuration option
in System Manager. See Disabling Popups on page 349 for more details.

Tracking Behavior Overrides

Equitrac Professional enables you to assign a user class override to any device or application class. Users assigned to
the overriding user class see the override behavior, not the device or application class’ default popup behavior.
For example, you may define a device class that includes a pool of general office printers, with a tracking behavior that
displays the popup at all times. The users most likely to use these printers belong to the Legal Assistants user class,
which has its popup tracking behavior configured as Determined elsewhere. This means that users in this class
printing to the general office printer pool see the popup, as determined by the printer’s device class tracking
configuration.
You might then assign the System Administrators user class as an override to the same device class, and configure the
overriding popup tracking behavior as Silent tracking for device management only.
When a user prints to a device in this class, Equitrac Professional checks the print request for the user’s associated user
class.

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• If the user is a legal assistant, the application finds no defined tracking behavior for the user class, checks the
device class, and tracks based on the device’s Display popup configuration. The application tracks all print
transaction and costing details, and posts the transaction to the control system.
• If a system administrator prints to the same device, however, Equitrac Professional checks the user class and device
class settings, and finds the System Administrator class has an override on the device behavior. It does not display
the popup, and only posts transaction details to CAS.
Tracking overrides can only be set at the device and application level. For more information, see Creating a Device
Class on page 183 and Setting Application Class Overrides on page 351.

Draft Printing and Reprinting

The print popup provides users the option of stipulating that a particular print request is a non-billable (draft)
transaction. CAS still tracks transaction details for reporting purposes, and prices the transations, but flags the
transaction as not applicable for cost-recovery purposes. For information on configuring the print popup to support
draft printing, see Configuring the Popup for Draft Printing on page 368.
Equitrac Professional also provides options to enable reprinting rules from within the popup. Once you define
reprinted document criteria in System Manager (see Identifying and Tracking Reprints on page 366), you can specify
popup behavior in the designer on the basis of whether or not a document meets reprint criteria (see Creating Popup
Styles on page 356).
If you have reprints enabled, the Print Client could re-use previously entered billing values. This is another time-
saving feature for end users.
The specific logic is as follows:
• When a document matches reprint criteria,
• AND the popup is configured as hidden
• AND there are no default billing values to use for the hidden popup (no values from DMS or defined hide mode
values)
• THEN the hidden popup will re-use the values from the last print.
This feature simplifies printing for users not working from a Document Management System. Users can print a
document once, fill in the popup, then not see it again on subsequent prints while the reprint rules are in effect (such
as same user, same source doc, same printer, within 24 hours of last print).

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Disabling Popups
Use this feature if you want to disable the client popup for all print transactions monitored by Equitrac Professional.
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Global popup
behavior.

2 In the Global popup behavior dialog, check this option to suppress the popup for all print transactions monitored
by Equitrac Professional. Leave the option unchecked to enable Equitrac Professional to apply popup behaviors
according to the defined tracking behavior hierarchy.
3 The Offline tracking behavior for unknown user, device or application radio buttons are used when the client
workstation (EQSharedEngine) cannot contact the CAS and the exact combination of user, printer and application
has not been printed to before. Typically, the client workstation caches the tracking behavior for each combination
once used, and uses these settings going forward. The tracking behavior modes are identical to those used for user,
printer, and application classes:
• Display popup: The print is tracked and the user sees a popup, unless popup rules cause the popup to be
hidden.
• Hide popup: The print is tracked and the popup is not shown. Hide mode values (or DMS values) are used in
the transaction.
• Silent tracking for device management only: The print is tracked but no client\matter info is posted. This
setting generates an exception unless the Exception rules are altered.
• Do not track: No transaction is posted for locally connected printers. Prints to DRE and DRC prints are
tracked as “Silent tracking for device management only”.
4 Click OK to save the setting, or Cancel to close the window without saving the setting.
For information on the general tracking behavior hierarchy, see Print Tracking Hierarchy on page 346.

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Creating and Maintaining Application Classes

Application classes group applications on workstations, so that you can apply common tracking methods or popup
styles to the applications in the class.
By default, Equitrac Professional tracks all applications that print to network (DRE) printers, and initially assigns each
application to the default initial application class. You can drag and drop an application from the initial class into any
other application class you have defined. The default initial class tracks for cost recovery by default. When you create
new classes, you can reassign the default status to any one of the new classes. You cannot delete the initial default class,
even if you re-assign all applications within that class to other default classes, and reassign default status to another
class.
Each application registered in Equitrac Professional can belong to only one class at a time, and you cannot delete a
class if it still has any applications registered to it. You must reassign all applications to another class before you can
delete the selected class.

NOTE: If you configure a workstation to use local desktop or non-DRE network printers, you can also configure an
Exclusion list of applications that Equitrac Professional does not track.

Application class settings take precedence over DMS settings only in terms of the tracking behavior hierarchy. Both
user and device class tracking settings override any tracking configuration you define for application classes.

Adding an Application Class

Follow these steps to add a new application class to Equitrac Professional:
1 In System Manager, navigate to Client config > Classes > Applications, and in the right pane, click Add.
2 In the Manage classes dialog, click Add.
3 For each class you create in the Application class definition dialog, provide a unique name, and a description to
help identify the class.

4 Assign the relevant tracking behaviors, and any relevant overrides, as defined in the table shown in Tracking
Options on page 345.
5 To set application class overrides, see Setting Application Class Overrides on page 351.
6 If you want to make this new class the default class, to which Equitrac Professional will automatically register all
new applications on first print, check the Default class option.
7 Click OK to close the dialog.

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Setting Application Class Overrides

Equitrac Professional allows you to assign a user class override to a application class. Users assigned to the overriding
user class see the override behavior, not the application class’ default popup behavior.

NOTE: Device class tracking behavior overrides application class tracking behavior. See Print Tracking Hierarchy on
page 346 for details.

Follow these steps to set an application class override:

1 In the Application class definition dialog, click the Overrides button to expand the dialog.
2 In the grid, click Add to open the Override popup tracking behavior for user class association dialog.

a Select the User class that the override will apply to from the drop list.
b Enter an Override description.
c Select the overriding Tracking behavior.
d Click OK.
3 Repeat the above steps to add other override behaviors to other user classes as required.
4 Click OK to close the Application class definition dialog.

Editing an Application Class

Once you create an application class, you can edit the details for that class, including the tracking behavior, at any time.
To edit an application class, open System Manager > Client config > Classes > Applications. Click any application
class in the list pane to open the Application class definition dialog.
For more information on using the Application class definition dialog, see Adding an Application Class on page
350.

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Removing an Application Class

Once you have deleted any applications associated with a particular class (see Removing Tracked Applications on
page 354 for details), you can delete the class itself.

NOTE: Equitrac Professional does not prompt for confirmation when deleting application classes. If you delete a class
that still has applications assigned to it, Equitrac Professional moves the assigned applications into the default
application class.

To delete an application class, do the following:

1 In System Manager > Client config > Classes > Applications, select a class in the list pane and select Manage
classes.
2 In the Manage classes dialog, right-click the desired class and select Remove class from the menu.

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Assigning Applications to Classes

When you have created your application classes, you can assign applications to them. Applications must be registered
with Equitrac Professional before they can be assigned to a class. Applications are registered automatically the first
time a user prints from them, but you can also register applications manually, if necessary.

Automatically Registered Applications

By default, when a user prints a document from an application, Equitrac Professional checks to see whether or not the
application appears in the excluded applications list. If not, Equitrac Professional automatically adds it to the default
application class and applies the default tracking behavior, assuming the user class, device class, or DMS tracking
behaviors do not take precedence.
For more information about the excluded applications list, see Excluding Applications on page 444.

Registering Tracked Applications Manually

To manually register applications, do the following:
1 In System Manager, navigate to Client config > Classes > Applications.
2 Right-click anywhere in the right pane, then select Add from the menu.
3 In the Application definition dialog, assign the application to the desired class. By default, Equitrac Professional
assigns all new applications to the default application class. If you have other classes available, you can select a new
one from the drop list. You can also drag and drop this application to another class in the application class view in
System Manager later.

4 Specify the filename extension and description for each application you want to track. Filenames must be unique,
to avoid conflicting with other currently-registered applications.
5 Click OK to save these settings, or Cancel to close the Application definition dialog without saving this entry.

Assigning Tracked Applications to an Application Class

Once a user prints from a tracked application, Equitrac Professional assigns that application to the default application
class. If you have defined other classes, you can manually drag and drop the application into any other available class
in System Manager’s Applications list. Application names must be unique, to avoid conflicting with any other
application already registered in System Manager.
For more information on creating new application classes, see Adding an Application Class on page 350.

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Editing Tracked Applications

To open and modify an existing application definition, use one of the following options:
• Click the application in the Application class view in System Manager.
—Or—
• Right-click the application in the right pane, and select Edit application from the menu.
—Or—
• Select Edit application from the Current task section of the left pane.
The dialog for modifying application definitions is described in Registering Tracked Applications Manually on page
353.

Removing Tracked Applications

You cannot delete an application class until you first remove the applications associated with that class.
To delete an existing application, right-click an application in the right pane view and select Remove application from
the menu.

NOTE: Each application is given a unique identifier. Once you delete it, the application is effectively closed in the
database. Its identifier cannot be recreated, even by adding a new application with the same name.

When prompted, confirm the deletion, or cancel the action without deleting the application from Equitrac
Professional.

Testing the Popup Preview

For information on using the Popup preview feature on the Applications right-click menu to test the client popup,
see Testing the Popup on page 380.

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Defining Field Validation Requirements

Equitrac Professional validates data in the popup either at the field level, or at the popup level. At the field level,
Equitrac Professional validates each entry against relevant data cached on the accounting server. At the popup level,
Equitrac Professional waits until the user completes the fields on the popup and presses Print before validating all
field data against CAS.
Field-level validation is the default behavior for the popup. You can override this behavior at the field level when you
design new popup styles, unless you configure a field to use SmartPrompts. Equitrac Professional must validate the
field data in order to ensure it displays the correct SmartPrompt to the user. Users can also override the default
validation behavior using the User Settings tool on the client workstations.
The following four scenarios explain how the defaults and overrides work for field validation in the popup:
• If you enable server validation for one or more fields in the popup, and the user disables field-level validation in
the User Settings tool, then Equitrac Professional only validates the popup data when the user presses Print. If all
entries validate successfully, the client popup sends the print transactions to the printer; otherwise, the client
popup displays an error message and requires the user to re-enter the data.
• If you enable server validation for one or more fields in the popup, and the user does not disable field-level
validation in the User Settings tool, then Equitrac Professional validates the popup data on a field-by-field basis. If
an entry does not validate successfully, the client popup displays an error message and requires the user to re-enter
the data for that field.
• If you disable server validation for one or more fields in the popup, and the user does not disable field-level
validation in the User Settings tool, then Equitrac Professional validates the popup data on a field-by-field basis.
• If you disable server validation for one or more fields in the popup, and the user disables field-level validation in
the User Settings tool, then Equitrac Professional sends the print transaction without validating any of the popup
data against CAS.

NOTE: Disabling validation on both the client and server side may speed your print transaction process (especially
useful if your network response time lags for any reason), but also introduces the risk of sending erroneous
transaction data to CAS.

Validating Data when CAS is Offline

Both field level and dialog level validation require an active connection to CAS. There are times, however, when CAS
may be unavailable. In such circumstances, you can configure Equitrac Professional to either validate user entries
against a local cache, or to accept all entries without attempting to validate them.
To configure Equitrac Professional’s behavior when CAS is offline, open System Manager and click the Client config >
Popup styles link. Enable the Validate against local cache if server unavailable option to configure both field level
validation and dialog level validation to attempt to verify user entries against data cached locally.
Disable Validate against local cache if server is unavailable to configure Equitrac Professional to accept all data
entered in the popup fields as valid. When you disable this option, the client popup does not generate error messages
at either level of validation for invalid entries. If users create print transactions using invalid data, those transactions
generate exceptions when CAS comes back online. To fix the exceptions, access the transaction editor and supply valid
data for the exceptions. For information on the transaction editor, see Editing Transactions on page 121.

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Creating Popup Styles

Popup styles are popup configurations you can apply to each user class you define in System Manager. When you
create a style for each user class, for example, every user within that class uses the same popup, ensuring any
information the user enters during the print request is consistent across the entire class.
Equitrac Professional provides a default popup style that works out of the box. The default style automatically appears
to users when they print, assuming you have not globally disabled the popup feature. By default, the popup looks like
this:

Default settings include the Client and Matter fields, Search function, and Last Job Speed Button.

Configuring the Client Popup for Macintosh Workstations

The Equitrac Professional client popup works in both Windows and Macintosh environments, but the Macintosh
feature set is a limited version of the features available for the popup in Windows.

NOTE: The popup’s appearance on a Macintosh workstation is different than the sample shown above, and typically
looks more like a standard Macintosh dialog.

When you configure the popup for use in mixed environments, any features you configure for use that are not
supported by the Macintosh operating system, do not appear in the Macintosh workstation client. They will be visible
as expected in the Windows workstation popup.
The Macintosh environment supports:
• Popup styles defined on CAS to show custom fields on the popup with defined speed buttons and SmartPrompts
only.
• Online validation only, not local caching.
• Users configuring the popup on the local Macintosh workstation to show or hide speed buttons and last job
button.

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• Limited tracking mode functionality; the Macintosh popup tracks silently for cost recovery, no cost recover, and
regular popup functionality. There is no support in the Macintosh version for Copy-level control, Page-level
control.
• Limited search functionality; search for child field is available only for specified parent field.
For a full comparison of the features available in Macintosh OS X and Windows environments, please consult the
following table:

Feature OS X WIN

1 Create custom pop-up Yes Yes

2 Show/Hide popup options:

Page-level control No Yes

Copy-level control No Yes

3 Charge splitting:

Subjobs No Yes

Free copies No Yes

4 Show Last Job speed button Yes Yes

5 Security mode Yes Yes

6 Easy search No Yes

7 Global speed button labels Yes Yes

8 User class definition:

Hide popup No Yes

Silent tracking No Yes

9 History button No Yes

10 MRU on fields No Yes

11 DMS integration No Yes

12 User-defined speed buttons Yes Yes

13 Field-level search Yes Yes

14 Custom logo No Yes

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Popup Styles Modification Workflow

This section details the process of creating or modifying a client popup style that users will see on their workstations
when they print, or on a TouchPoint Console when they print or copy. For another method of creating popup styles,
Copying Popup Styles on page 376.

NOTE: If you edit an existing style, be aware there is no way to restore the Equitrac default settings on the initial style,
or previous settings on a style you created. If this is a concern, instead of modifying the initial style, create new popup
styles for every variation you foresee using.

To create or edit popup styles, do the following:

1 Provide a name and description for each unique style you create.
2 Configure Advanced Print Settings, including rules with trigger specific popup behavior on the client workstation.
3 Configure the fields and field options for the popup/console interface.
4 Configure Speed Buttons/Favorites for the popup/console interface.

General Configuration
1 In System Manager, navigate to Client config > Popup styles.
2 Click Add in the right pane to open the popup designer. You can also right-click an existing popup style and select
Modify to open the popup designer. A Modify <name> popup style dialog opens:

3 Enter a unique Name for this popup style. This is the name that will appear in the styles list in System Manager.
4 Provide a description for this popup style.

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5 In the Global settings section, enable or disable Non-billable/Draft printing. This option determines whether or
not the Draft printing checkbox appears on the client popup and allows users to quickly designate specific
transactions as non-billable, thus overriding the status that is determined from the validation codes or other
system rules.
See Configuring Show/Hide Popup Options on page 359 for more information on configuring overrides for
billable/non-billable/inherited status on the basis of popup triggering rules.

Configuring Advanced Print Settings

In any New popup style or Modify <name> popup style dialog box, click Advanced print settings to configure the
popup trigger rules and the use of legacy (pre-Equitrac Professional 5.2) configuration options.
Also use the Advanced print settings to enable or disable validation against local cache. Check the Validate against
local cache if server unavailable option to enable Equitrac Professional to continue printing with locally-cached
client/matter data in the event that the network connection to CAS drops for any reason. for more information on the
implication of this option, see Validating Data when CAS is Offline on page 355.

Configuring Show/Hide Popup Options

The Show/Hide popup options enable you to define rules for suppressing the popup for print or copy transactions that
meet specified criteria.
Equitrac Professional continues to track and bill for all printing done while suppressing the popup, automatically
filling the required details on the basis of Hide mode values you specify for this popup style. For more information on
the Hide mode values, see Configuring Popup Fields on page 368

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NOTE: If you provide invalid Hide mode values or make any errors when configuring Hide mode settings, the client
popup will appear.

1 In the Show/Hide popup options box, click Add to add a new rule, or right-click an existing rule to modify it. The
Rule dialog box opens:

2 In the Rule dialog, provide a name for each hide/show popup rule. Each new rule you create increments the rule
ranking, which determines the order in which Equitrac Professional checks and applies rules. The first rule you
create ranks first, the next rule you create ranks second in the list by default, the following rule ranks third, and so
on.
You can change the ranking manually by selecting and moving one or more rules up and down in the listing in the
Advanced print settings dialog, in the Show/Hide popup options section.
3 Define the transaction criteria which will trigger this rule:
• Application name: Any transactions originating from a particular application.
• Device name: Any transactions originating from a particular device.
• Device Class: Any transactions originating from a device within a specific device class.
• Copies: A number of copies, including reprints, greater or less than the number specified.
• Pages - 1 copy: A number of printed pages in a single-copy document greater or less than the number
specified.
• Pages - active job: A number of printed pages, including multiple copies of a single document, greater or less
than the number specified.
• Pages - including reprints: A number of printed pages, including reprinted pages within a particular
document, greater or less than the number specified. For more information regarding tracking reprints, see
Identifying and Tracking Reprints on page 366.

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• Color: The properties of the document, specified as Color or B&W.

• DMS: The source of this document, originating from a Document Management System or not. For more
legacy DMS popup options, see Configuring DMS Options on page 362. For more information regarding
integrating a Document Management System and Equitrac Professional, see DMS Integration and
Configuration on page 447.
• Document Name: Any transaction with a particular file name. Wild cards can be used. For more information
about configuring Document Name rules, see Configuring Document Name Options on page 364.
NOTE: The Application name, Device name, Device class and Document name entered in System Manager are
comma separated lists of regular expressions. For example, if the Device name is set to "Ricoh,Xerox" then all print
queue's that contain either Ricoh or Xerox anywhere in their name will match the rule.

4 Once you have defined triggering criteria for this rule, specify the Prompt behavior for the popup, either to Show
or Hide on the user’s workstation. If this popup is hidden from the user, Equitrac Professional will populate the
required fields and values in the background based on configuration specified here.
5 Define the Costing behavior for this popup, as either Billable, Non-billable, or Inherited from fields (values you
define for each field when you import them from the time and billing system). Specify whether or not the user can
override this costing behavior on the popup.
6 Select the Ignore "First N copies are non-billable" checkbox to ignore the first N copies are non billable option for
this rule. This option is only available if the First N copies are non-billable option is selected in the Advanced
print settings dialog box.
7 Click OK.

Legacy Configuration Options in the Popup Designer

If you have an Equitrac Professional environment that includes print popups from 5.0 or 5.1.x and you upgrade your
server component to 5.2, CAS supports configuration both legacy configuration options for the popup as well as new
configuration rules.
If you do not define new rules for 5.2 print popups, any existing legacy definitions will apply to all your print clients by
default, both 5.1.x and 5.2 clients. As soon as you define at least one new print popup rule, however, the new rule(s)
take effect for your 5.2 print clients only and supersede any legacy configurations. Legacy print clients will continue to
operate according to legacy configurations.
The popup designer in Equitrac Professional enables you to maintain and edit legacy configurations for pre-5.2 print
clients even after you create print rules for 5.2 print clients. If you would like to ensure that your business practices
carry forward after an upgrade to 5.2, ensure that one of the first things you do is configure print rules for your 5.2
clients that mirror the functionality of your 5.0 or 5.1.x, before you upgrade all of your print clients and create new
custom rules.

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Configuring Charge Splitting Options

Charge splitting enables your users to separate costs for print jobs on the basis of either a set number of free prints or
the use of Subjobs.
Free copies enables you to charge only for those copies made after a specified number of free copies. For example, if
you keep two copies of all printed documents for archival purposes, you may choose not to charge for archived
documents. In this example, if you print five copies with two free copies, Equitrac Professional splits the charge and
only charges for the three non-archival copies.
Subjobs charge the first N prints, where N is a user-defined number, to a specified primary account (generally the
client account), and any copies printed after that number to a specified secondary account.
For example, if a user prints documents relating to a legal case, the primary account may be the prosecuting client
filing the paperwork, and the secondary account could then be the defendant. Using Subjobs in this example enables
users to charge the first N print copies to the primary client account, and the subsequent copies to the secondary
account.
In the Charge splitting section, select the desired charge splitting option for the popup style as follows:

• Select None to disable charge splitting in the popup.

—Or—
• Select Free and specify the number of free copies, to a maximum of ten copies. Equitrac Professional only charges
for the number of copies printed after the number you specify here.
—Or—
• Select Enable Subjobs to split the charge between a primary and secondary account. Specify whether the
subaccounts are user-selectable, with a specified number of copies charged to the main account; or defined by an
administrator with a specified number of copies charged to the subjob account. You must enable this option in
order to assign subjob values on a per-field basis for the popup and print transactions.
Configuring DMS Options
In an integrated DMS environment, you can configure the popup to handle documents differently depending on
whether they are DMS documents or not. You can configure Equitrac Professional to suppress the popup and populate
the validation data in the background, using DMS data associated with the document.
If there are errors in the DMS data and the popup is not configured to be hidden, a popup will appear with the invalid
DMS values if you enable server validation. If you disable server validation, then Equitrac Professional uses the invalid
DMS data. If there are errors in the DMS data and the popup is not configured to be hidden, a popup will appear with
the invalid DMS values.

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If the document is not a DMS document, Equitrac Professional’s class-level settings and tracking hierarchy determine
popup behavior.
For more information on mapping fields in the popup to fields from the DMS, see Configuring Popup Fields on page
368.
For information on integrating Equitrac Professional with your Document Management System, see DMS Integration
and Configuration on page 447.
Use the following options to define popup behavior in an environment that prints both DMS and non-DMS
documents. For more information on integrating Document Management Systems with Equitrac Professional, see
DMS Integration and Configuration on page 447.
• Select Hide popup for N pages or fewer to suppress the popup for a specified number of pages. Enter the
maximum number of pages for which the popup will operate in the background only. If the user prints more than
the maximum number of pages, the popup displays, and the user must manually provide the required validation
data to continue.
• Select Hide popup for N copies or fewer to suppress the popup for a specified number of copies. This option
suppresses the popup for a specified number of full copies of the same document, regardless of the number of
pages in the document, and also enables you to specify what to do with the copies greater than N (treat them as
billable or non-billable). If the user prints more than the maximum number of pages, the popup displays, and the
user must manually provide the required validation data to continue.
• Hide popup for non-DMS documents: When you enable this setting and a user prints a non-DMS document, the
popup does not display, regardless of the tracking behavior determined by the class-level settings and the tracking
hierarchy. Equitrac Professional tracks the document using the current popup style’s Hide mode validation values.
If you have not enabled this option and the user prints a non-DMS document, the class-level settings and tracking
hierarchy determine the popup and tracking behaviors.
• Hide popup for DMS documents: When you enable this setting and a user prints a DMS document, the popup
does not display, regardless of the tracking behavior determined by the class-level settings and the tracking
hierarchy. Equitrac Professional accesses the DMS to retrieve validation data and charges the print transaction to
the appropriate account. If you do not enable this setting and a user prints a DMS document, Equitrac Professional
accesses the DMS to retrieve validation data, and uses this data to prefill the fields on the popup. The user can
confirm that Equitrac Professional retrieved the appropriate validation information, change the information if it is
incorrect, and complete the print transaction.
Users can also choose to suppress the popup themselves, using the User Settings tool in the Windows tool tray. For
more information on this feature, see the online help for the User Settings tool, available by clicking the Help button in
the tool itself.

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Configuring Document Name Options

Popup dialogs can be configured to appear based upon the name of the file being printed. In this way, certain
document names trigger the appropriate action based upon Prompt behavior of the rule.
To designate document names and patterns, do the following:
1 In the Rule dialog box, select the Document Name checkbox and click Config. The Document Names and
Patterns dialog box opens:

2 In the text box, enter the name(s) of the document for which the rule will be applied. Wild cards such as "?" and "*"
are allowed. Limit document names to their own line; do not use a delimiter to separate document names.
CAUTION: Commas are not allowed within document names.

3 Click OK to close the dialog box.

NOTE: This popup style is limited to TouchPoint Consoles and the Print Client (Print Popup). The Embedded popup
styles force entry of Client codes prior to entry of Matter codes.

Validating Against Local Cache or Allowing All Codes

Advanced print settings is also used to enable or disable validation against local cache or allow all codes. Under If
server unavailable, select the Validate against local cache radio button to enable Equitrac Professional to validate
entered validation codes against the print client local cache data in the event that the network connection to CAS or
DCE drops for any reason. Select the Allow All Codes radio button to effectively disable data validation and accept all
codes entered during offline conditions. For more information on the implication of this option, see Validating Data
when CAS is Offline on page 355.

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Using QuickPrint
For most users, the time it takes to send a print request to a physical device is not significant enough to be noticed.
There is, however, a small class of users where an extra few seconds for the job to start printing can be significant. This
delay is often characterized as "Delay to First Page Out", meaning the time it takes from the print request to the time
the first page is ejected from the physical device.
First Page Out delays can occur in Equitrac Professional in those cases where a Print Popup is displayed on the user
workstation because of 2 key factors:
• some users want the ability to cancel a print request at the Print Popup phase
• some corporate policies prevent users from printing documents unless they have entered validated client/matter
codes.
In those cases where neither of those two factors are significant for a specific user class, a site administrator can
effectively eliminate this delay by enabling the QuickPrint feature.
QuickPrint effectively disassociates the validation data collection from the print stream. This means that the print job
is sent to the device at the same time as the Print Popup is displayed on the workstation. When this feature is enabled,
a user can still cancel the Print Popup, but this will not impact the delivery of the print job to the device. When a user
cancels the Print Popup, this cancels client and matter code collection and a transaction is still recorded in Equitrac
Professional but will likely generate an exception for the user (depending on the exception rules configured by the
system administrator).

Using WAN Optimizations

WAN optimization optimizes the data workflow in your WAN for greater performance with the print client. It is an
available option for those customer sites that have either unreliable or very slow WANs to remote offices. The Equitrac
Professional print client is frugal in its use of WAN connectivity, by which we mean access to the CAS service, Despite
this fact, there are extreme situations where a site administrator might still elect to minimize those accesses even more.
It is used to tailor the business logic of the Equitrac Professional components to be less reliant on CAS access. When
activated, additional caching is enabled to minimize CAS access. This can be especially beneficial in those instances
where a remote office has sporadic WAN connectivity to the central site with the CAS server.
Some key features of Equitrac Professional can be adversely impacted by WAN optimization settings, so this option
should be limited to those users located in remote offices with poor central site connectivity. Specifically:
• highly dynamic validation code changes: In those instances where the validation codes on a Time & Billing system
change often, enabling WAN optimization will slow down the dissemination of some codes to remote sites.
• speed buttons (favorites): Favorites created on distinct Equitrac Professional front ends (e.g. TouchPoint Consoles)
will not be immediately available on the print client. Favorites dissemination will be delayed.
• popup rules: In those cases where Print Popup rules change often, recognition of new popup rules may be delayed.
• roaming profiles: History, Favorites and Popup styles will experience a delay in dissemination across different
front ends (e.g. Print Client and TouchPoint Console).

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In all cases, a full synchronization will occur:

• on a daily basis
• Each time a print client is restarted
• On a periodic basis (e.g. 20 minutes) for certain cached data
• Upon specific trigger by user in the Print Popup Tool Tray application
It is important to note that this option does not eliminate WAN access completely, but rather minimizes it. For
example, a user who enters a previously unused Client/Matter code in a Print Popup client will still access live, up-to-
date information upon first use as long as the network is available.
The following three settings are controlled by WAN optimization:
• caching of tracking modes
• caching of MRVs
• displaying the global history from server

NOTE: Global History is recognized as an option that might still be necessary, even though WAN optimization is
enabled. Because of this, users have the ability to enable WAN optimization, but still elect to preserve the Global
History behavior of Equitrac Professional.

Determining Non-Billable Copies

In the Advanced Print settings dialog, you can select the "First N copies are non-billable" checkbox. With this option
selected, you can configure any show/hide popup rule to ignore this setting.
Identifying and Tracking Reprints
If you have reprints enabled, the Print Client could re-use previously entered billing values. This is another time-
saving feature for end users.
The specific logic is as follows:
• When a document matches reprint criteria,
• AND the popup is configured as hidden
• AND there are no default billing values to use for the hidden popup (no values from DMS or defined hide mode
values)
• THEN the hidden popup will re-use the values from the last print.
This feature simplifies printing for users not working from a Document Management System. Users can print a
document once, fill in the popup, then not see it again on subsequent prints while the reprint rules are in effect (such
as same user, same source doc, same printer, within 24 hours of last print).
Equitrac Professional also tracks reprints for the Copies hide rule, if you configure the criteria for Copies in step 3,
above.

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If you are configuring popup rules specifically for reprints (the Pages — including reprints criteria), you must also
specify how Equitrac Professional will identify reprints, using the following procedure:
1 Open the System Manager > Configuration > Equitrac Professional settings > Reprint Identification dialog.

2 Check the Enable reprint identification option. Reprint identification is disabled by default.
3 Specify the criteria by which Equitrac Professional will identify reprints on the device, such as the device name, or
by matching identical data streams sent to the target device.
If you disable the Device name option, Equitrac Professional will enable you to count as a reprint any document of
the same name as a previously-printed document, even if you sent the earlier print to a black and white printer,
and the current transaction to a color printer.
If you disable the Identical data sent to driver option, you can make minimal edits to the document between print
requests, as long as the changes do not alter the page count, and are sent through the same driver. Increasing or
decreasing the page count will cause Equitrac Professional to treat the document as a new print request, not a
reprint. Selecting a different driver will check the print driver capabilities, causing Equitrac Professional to treat
the document as a new print request.
4 Specify the time frame in which a user must send the same document to the printer for it to count as a reprint. The
default is 24 hours.
5 In the Modify popup style > Advanced print settings > Hide popup options >Add rule dialog, select the Pages
— including reprints criteria, and specify a Greater than value of more than one.
6 Specify the Prompt behaviour to show or hide the print popup for documents triggering this rule, including
reprints. If you plan to hide the popup for reprints, ensure you have defined the default Hide mode values for all
the fields on the relevant popup style.
If the Hide mode values for the popup are empty, the popup automatically assigns the field values from the user’s
previous transaction.
7 Specify the Costing option for this rule, and whether or not the user can override the costing, assuming the popup
appears when the user sends the triggering document to reprint.

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Configuring the Popup for Draft Printing

The print popup provides users the option of stipulating that a particular print request is a non-billable (draft)
transaction. CAS still tracks transaction details for reporting purposes, but does not apply any pricing information for
the purposes of cost-recovery.
Equitrac Professional enables the display of this option by default, located in the bottom left box in the popup style
dialog box, by already having a check mark in the Enable Non-Billable/Draft checkbox:

You can define each style you create with global settings to enable or disable non-billable/draft printing as an option
on the print popup (shown above).

CAUTION: Hierarchical tracking behaviors, rules, and user overrides may have an effect when draft printing is
enabled.

In the designer’s Rule dialog, if you specify that documents meeting specific rule criteria are billable (the Costing
option under Actions and attributes), you can allow user to override the billing by identifying the document as Draft
on the popup:

If you do not enable the user override option in the Rule configuration, Equitrac Professional disables the option for
Draft printing on the popup.

Configuring Popup Fields

This section details how to configure what fields actually appear on the popup, and any default values that Equitrac
Professional will provide automatically, or use if populating the popup in the background.
Use the Speed Buttons/ Fields button to toggle the bottom portion of this dialog between field and Speed Buttons
configuration options.

Selecting Fields
Use the options in this section to determine what fields will actually be visible to the user on the popup. To remove a
field from this list after you’ve added it, right-click the desired field in the Modify popup style dialog, and select
Remove from the menu.
1 In the Fields section, double-click Add to open the Prompt field dialog.
2 From the Field name drop list, select the desired field. Note that certain field options are restricted on the basis of
the field you select from the list.
3 Provide a Label for this field, as you want it to appear on the popup or console. For example, if you select the
UserCode field in the list, you might want the field on the popup or console to show the label User ID.

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4 Specify a Default value for this field. This is the data that displays automatically in the popup when it appears to
the user, and is user-editable unless you define this field as Read-only.
5 Specify the Type of field this will be in the popup: Text box, Pick list, or Option list.
If you select either of the List options, click Add to define the contents of the field’s drop list, using the List
definition dialog. Click Add to populate selections in the Pick list or Option list for this field.
6 Syntax refers to a set of rules governing the format of a field entry. When a user enters a code in a field on the
popup, the code is only valid if it uses a specific format. Syntax enables you to define whether the code for each
field should be composed of alphabetic and/or numeric characters and whether the length of that code should be
fixed or of variable length.
If you enable Zero fill for the current field, in the Length field, enter the number of characters the entry in the
current field should have, including the zeros preceding the code.
If you enable Syntax for the current field, in the Mask field, enter the appropriate codes for the desired field entry,
based on the syntax format options shown in the following table.

Code Type Code Description

Entry length # Specifies an exact entry length, where # is a number from 1-99, inclusive.

#-## Specifies a range of lengths, where # is the minimum value for the range,
and ## is the maximum value. The range must be from 1-99, inclusive,
with minimum and maximum values separated by a hyphen.

Specific positioned “X Specifies that a certain character (X) must be included in the entry; any
character character can be used.

Character type A Specifies alphabetic characters only (A-Z), not case-specific.

N Specifies numeric characters only (0-9).

X Specifies alphanumeric characters (A-Z, 0-9).

Embedded Special B Specifies alphabetic characters with embedded spaces.

Characters

M Specifies numeric characters with embedded spaces.

Y Specifies alphanumeric characters with embedded spaces.

C Specifies alphabetic characters with spaces, dashes, and/or periods.

P Specifies numeric characters with spaces, dashes, and/or periods.

Z Specifies an open syntax - any alphanumeric characters with spaces,

dashes, and/or periods.

If you enable Syntax for the current field, the Error message field enables. In this field, enter an intuitive phrase to
help users correct an inaccurate syntax entry.

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Consider the following syntax format examples:

For the UserCode field, you might want to force users to enter their Windows user credentials, which are typically
alphabetic characters only. You can configure the UserCode field syntax as 1-10A, for example. The UserCode
field then accepts alphabetic entries between 1-10 characters long, such as TBONSARD. Configure an error message
such as "Use only alphabetical characters, ten letters maximum." to help users who have inaccurately entered data.
For the Client field you might configure the field syntax as 3A”-4N, which forces the field entry to accept three
alphabetic characters (3A) and four numeric characters (4N), separated by a hyphen(-). Therefore, the data entry
for the Client field might look like this: MUR-023. Configure an error message such as, "Enter a value of AAA-
#### where A is an alphabetic character and # is a number." to help users who have inaccurately entered data.
7 In the Print specific section (order of options changes slightly between the legacy configuration and new rule
configuration):
a In the Hide mode value field, enter the value the popup uses for this field when the popup remains hidden.
Equitrac Professional uses this value to populate the field automatically when hiding or suppressing the popup.
This value may be the same as the default value.
NOTE: When you enable Hide popup options for legacy options, Equitrac Professional uses the hide mode values
regardless of whether the document is a DMS document or not; these options override the DMS popup settings. If
the printed document is a DMS document, Equitrac Professional uses the values it retrieved from the DMS.

b Specify a Subjob value for this field. This option is only accessible if you enable Subjobs in the Legacy options.
See Legacy Configuration Options in the Popup Designer on page 361 for details.
c Select a DMS data type from the drop list to identify the DMS field containing the value you want to retrieve
for the current field. If the current field is the Client field, for example, and the DMS database stores client
values in a field called ClientCode, select the ClientCode field from the drop list.
d If you configure your DMS as an application class that hides the popup on the basis of tracking hierarchy, or if
you configure the popup directly to hide for DMS documents, then Equitrac Professional populates the print
popup automatically on the basis of the DMS field values you specify for the DMS-specific application class
popup.

Field Options
Check any and all of the options that apply to each field you assign to the popup. Option availability depends on the
field name and type you specify.

Option Definition

Required This is a required field; users must provide valid data for the server to accept the print request.

Server validation The server validates data entry for this field when the user presses Print on the popup. Invalid data
returns a warning message on the workstation. Disabling this option also disables SmartPrompts.
Users can override field-level validation with temporary settings in the User Tool.

Allow Overrides Allows users to provide their own data for the field in place of the pre-populated data.

Use SmartPrompt Data entry in this field triggers another dialog prompting for additional information. For more
details on using SmartPrompts, see Creating SmartPrompts on page 377. Enabling this option
also enables Server validation, below.

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Option Definition

Read only This field is not user-editable in the popup. Data appears for information purposes only.

Security mode Equitrac Professional masks this field’s entries with asterisks, as a security feature. Enabling this
option disables the Show MRU option, below.

Search capability Users can search for valid entries for this field. Enabling this option displays the Search icon next to
the current field.

Show MRU on print Enables users to access a Most Recently Used list of entries for this field. For example, if you enable
client this feature for the Client field, users can view a list of the ten most recently used client codes, and
select the one they want if it appears in the list. Enabling this option disables the Security mode
option, above.

Auto advance field Enable or disable this option to advance to the next field when the user enters a valid code in the
current field. If the user types an invalid code, a status message appears at the bottom of the popup.
If you do not enable this feature, the user manually advances to the next field.

Configuration for Validation by Best Practice

Depending upon your Time and Billing system, the fields in the popup style must be configured in specific ways. Use
these settings to configure your popup style, based upon your particular Time and Billing system setup. For a
discussion about the various best practices, see Validation Data Best Practices on page 80.

Client/Matter
In this setup, the information in the matter field must be associated with and nested under the information in the
client field. That is, the client and matter have a "parent/child" relationship. This relationship must be defined, and
then the field properties set:
1 In system Manager, click Configuration > Field Mapping. A Field mapping dialog opens.
2 Set Field 1 to matter, and Field 2 to client.
3 Indicate the parent/child relationship of the codes by designating that matter’s parent field is client. Then, click
OK.
4 Click Popup Styles in the main menu, then open a style for editing by double-clicking it in the right pane. If no
popup styles are currently configured, first configure a new one. See General Configuration on page 358 for more
information about creating popup styles.
5 Create a popup style containing input fields for both client and matter.
NOTE: The popup must list client first, before prompting for matter.

6 Define both client and matter fields in the popup style. This requires users to enter codes for both fields in their
workflow.

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Matter codes only

In this setup, define only matter codes:
1 In system Manager, click Configuration > Field Mapping. A Field mapping dialog opens.
2 Set Field 1 to matter, and Field 2 to Field2. This disables Field 2 for use in Equitrac Professional 5. Then, click OK.
NOTE: Matter must be mapped to Field 1.

3 Click Popup Styles in the main menu, then open a style for editing by double-clicking it in the right pane. If no
popup styles are currently configured, first configure a new one. See General Configuration on page 358 for more
information about creating popup styles.
4 Define only a matter code field in the popup style.
Unique matter within client/matter
In this setup, when users provide a matter code, the respective client code is automatically associated:
1 Define field mappings as described in steps 1 and 2 under Client/Matter above.
CAUTION: The “Unique Matter” control for Equitrac Professional 5 is not available in System Manager. To enable
“Unique Matter” functionality, you must contact Equitrac Support for assistance.

2 Click Popup styles in the main menu, then open a style for editing by double-clicking it in the right pane. If no
popup styles are currently configured, first configure a new one. See General Configuration on page 358 for more
information about creating popup styles.
3 Create a popup style containing both client and matter, or only matter. If you define only a matter field, Equitrac
Professional 5 automatically links the client code associated with the provided matter code and transactions are
associated with both codes properly.

Unique matter within client/matter (variation)

popup dialogs can be configured to present both the client and matter fields while only requiring the user to provide
information for one field of their choice, with the other auto-populating. To allow for this functionality:
1 Follow steps 1 and 2 as above.
2 Deselect the Required checkbox for the client field in the popup style editor. This makes prior entry of the client
code optional for users, and allows them to either enter the client code first, or proceed to the matter code for code
entry.

Configuring Speed Buttons/Favorites

You can define an unlimited number of Speed Buttons/Favorites on each popup style to fill in validation information
for the most-often-used types of print transactions. When entering codes, be sure to use the syntax assigned to that
field.
Changes made to global popup styles override existing locally configured styles. Any local configurations need to be
redefined.
Configure Speed Buttons/Favorites by clicking the Speed Buttons button at the top of the popup designer. In the
Speed Buttons view, this button is labeled Fields, and will return you to the Fields view of the popup designer.

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1 In the Speed Buttons section, click Add to add a button to the list. Use the Up/Down buttons to change the Speed
Buttons position in the list.

2 In the Prompt SpeedButton/Favorite dialog:

a Provide a label for this button.

b Specify how many copies to assign to the main account (the account is a set of CT fields that you must define in
order to print the document).
c If you enable subjobs, you can use a main account and subjob account, and use Assign N copies to main
account to define the cost split between the two accounts.
d Check Validate and exit to enable the immediate submission of a print request to the printer when using this
Speed Button on the popup.
e In the Add values section, define the validation values for each of the configured fields assigned to this popup
style.

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If you have enabled Subjobs for this popup style, provide the validation values for each of the configured fields for
the Subjob account. This option is only available when you enable Subjobs, and you must specify both main and
Subjob values for each of the defined fields.
If you enable Subjobs for this style, you can use secondary accounts with each Speed Button by specifying the
number of copies assigned to the main account, after which Equitrac Professional will charge the secondary
account.
NOTE: This setting supersedes the value you assign to charge splitting if using Subjobs. For example, if the global
setting is for five prints to the main account before charging a Subjob account, and you define this Speed Button to
charge the Subjob account after two prints, then Equitrac Professional uses this setting instead of the global setting.

Hiding Previously Accessed Data on Client Popup

Equitrac Professional allows you to hide previously accessed User, Client and Matter data so that this information
cannot be recalled by other users. For example, if a computer is shared by multiple users, you can prevent the list of
most recently used client/matter codes from being viewed and used.
Additionally, you can disable the History and Speed buttons on the client popup, thus preventing unwanted access to
this data.
To hide the most recently used (MRU) list of entries for User, Client or Matter, do the following:

1 In System Manager, navigate to Client config > Popup styles, and click on the User-Client-Matter style.

2 In the Fields section, double-click the desired UserCode, Client or Matter entry.
3 In the Prompt field dialog box, uncheck the Show MRU on PrintClient option, and click OK.
4 Repeat this for all fields which you do not want to show the MRU list.
5 Click OK to close the Popup style dialog.

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Disabling History and Speed Buttons

To disable the History and Speed buttons, open the Registry Editor, and ensure the following values are set:
For 64-bit clients:
[HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Equitrac\Desktop Client\Shared Engine]

"HideHistory"=dword:00000001

"HideSpeedButtons"=dword:00000001

For 32-bit clients:

[HKEY_LOCAL_MACHINE\SOFTWARE\Equitrac\Desktop Client\Shared Engine]

"HideHistory"=dword:00000001

"HideSpeedButtons"=dword:00000001

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Customizing Popup Logos

You have the option of adding your company logo or other appropriate image to the default Equitrac logo that appears
on the client popup. Images to be used on the client popup must be in.bmp format, and should be 200 pixels wide by
84 pixels high, to avoid stretching or skewing.
To add a graphic to the client popup, do the following:
1 Using the Windows file explorer on the machine hosting CAS, navigate to the following directory: Program
Files\Equitrac\Professional\Accounting Service\Redist.
NOTE: The directory provided in step 1 assumes a default installation; if you installed Equitrac Professional to a non-
default location, navigate to that location and select the Accounting Service\Redist directory.

2 Within the Redist directory, create a directory called Logo.

3 Copy the image file you want to use in your client popup to the new Logo directory.
4 Change the name of the image file to EquitracClientLogo.bmp.
NOTE: Ensure that the image is sized at 200 pixels wide by 84 pixels high to avoid stretching or skewing the image.
Image requirements may differ for the e-copy popup.

5 For any machine on which you have already installed the client popup, stop and restart the EQ Shared Engine
service to enable the client popup to display the new graphic.

Copying Popup Styles

Copying styles is a fast and convenient way to create popup styles that are only slightly different from each other. You
can create a copy of an existing style, make whatever changes you require, provide a new name, and save the
configuration as a unique popup style. This saves the time and effort of having to design each style from scratch.
Follow these steps to copy an existing style:
1 In System Manager, navigate to Client config > Popup styles.
2 Select Copy popup style from the Current tasks section in the left pane, or right-click the style you want to copy in
the right pane, and select Copy popup style from the menu.
3 Modify the style configuration as desired, including providing the new style with a unique name. See Popup
Styles Modification Workflow on page 358 for details.
4 Save and close the Modify popup styles dialog for your changes to take effect.

Removing Popup Styles

Follow these steps to delete a style:
1 In System Manager, navigate to Client config > Popup styles.
2 Right-click the style and select Delete from the menu.
3 At the prompt to confirm the deletion, click Yes.

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Creating SmartPrompts
Use SmartPrompts to gather additional accounting information for particular codes used on the client popup for print
transactions. Equitrac Professional does not validate data entered through SmartPrompts, and does not require
SmartPrompts to submit a print job.

NOTE: If you require information on configuring or using SmartPrompts for Control Terminals, please refer to
Control Terminal SmartPrompts on page 281.

When you assign a SmartPrompt to a particular field in the popup, an additional dialog appears when the user enters
the selected trigger code. The user then enters additional data in the SmartPrompt dialog.
To use SmartPrompts:
• popups for print jobs must not be disabled (see Disabling Popups on page 349)
• you must have custom validation types defined for available fields (see Modifying Field Names and Descriptions
on page 83)

NOTE: The client popup can hold and send 255 characters, though the dialog only displays a maximum of 65
characters. This could result in a discrepancy between what the user enters in the SmartPrompt and what is stored in
the database. For example, the document description “15 copies/Appeal notification/State v. Smith” is 45 characters
long and would be cut off by field length restrictions in the CAS.

Creating SmartPrompts in System Manager

This section details how to create the actual SmartPrompt as it will appear to users in the client popup.
Follow these steps to create a SmartPrompt for print:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > SmartPrompts.
2 In the SmartPrompts dialog, click <Add...> to create a new prompt. Double click a field under any column
heading to specify that SmartPrompt criteria.

3 Provide a descriptive name for this prompt. The name describes the criteria that triggers the SmartPrompt, such as
(in the example shown) a user entering a non-billable code for a print request.
4 Provide a label for this SmartPrompt. This is the text that will appear to the user in the popup.
5 Specify any relevant default value for this prompt, if applicable.

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6 Specify the popup field to which this SmartPrompt maps. This is the popup field that triggers the SmartPrompt if
the user enters data matching the criteria you identified in the first column.
7 Check the Prompt if non-billable option to force the popup to show a SmartPrompt if the associated field entry is
flagged by the control system as non-billable. For example, the control system may flag a particular client code as
non-billable; if Equitrac Professional recognizes the non-billable flag, this option forces the SmartPrompt for the
Client field on the popup.
8 Click OK to save the settings, or Cancel to close the window without saving changes.
To remove any of the SmartPrompts you have configured, right-click your selection in the list and select Remove from
the menu.

Assigning SmartPrompts to Validation Codes

Once you have defined one or more SmartPrompts, you can assign them to your validation codes. When you select a
code type, the right pane lists the validation codes, including a column for the SmartPrompt name.
1 Launch System Manager.
2 In the left pane under Validation codes, click on a validation code link.
3 In the right pane, select any item in the list by right-clicking on it and select Assign SmartPrompt from the menu.
For general details on creating and configuring validation codes in System Manager, please refer to Managing
Validation Data on page 79.
4 If assigning a SmartPrompt to the matter half of an existing client/matter combination, click the ellipsis next to the
Matter column, and select the required matter code. Proceed as for assigning a SmartPrompt to any other
validation code type.
5 In the <code> definition dialog, select a SmartPrompt from the drop list.
6 Click OK to save the validation code configuration, or Cancel to close the dialog box without saving.

Configuring Popups to Use SmartPrompts

Follow these steps to use the SmartPrompt in a popup:
1 Launch System Manager.
2 In the left pane, click on the Popup styles link.
3 In the right pane, double click on the popup you want to use the SmartPrompt with. A Modify popup style dialog
should popup.
4 In the fields field, double click on the field the SmartPrompt applies to.
5 In the Field options section, select the Use SmartPrompt checkbox and click OK.
6 Click OK to save your changes to the popup.

Removing a SmartPrompt
Right-click on any list item with an assigned SmartPrompt, and select Remove SmartPrompt assignment from the
menu. Confirm the removal when System Manager prompts you.

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Configuring Print Client User Settings

Configuring print client user settings is necessary if you wish to control the print popup’s behavior as it appears on
users’ workstations. It is also a troubleshooting tool for System Administrators and installation staff for investigating
print client performance.
Configuring print client user settings offers the following benefits:
• Suppresses popups on users’ workstations for silent tracking
• Disables field level validation for improved, faster performance
• Shows the print client evaluation dialog for detailed statistics on print transactions
• Clears the cache so that data in validation and transaction fields are clean
To configure print client user settings, do the following:

1 Double click the icon in your tooltray. A Print Client user settings dialog displays.

2 Under Popup behavior, select Suppress popup for minutes if you wish to withhold the popup from appearing
from a user’s screen when printing. Enter a value in the minutes field.
3 Select Disable field-level validation
4 Click on Clear cache if you wish to clear the cache.
NOTE: On 64-bit operating systems, the Clear Cache button only appears if the currently logged in user has
administrative privileges. This is caused by the User Account Control (UAC) settings of the operating system. When
UAC is enabled, all users, including administrators, must have sufficient rights when launching the EQToolTray
application to display the button. To always show the Clear cache button, you must either disable UAC, or run the
EQToolTray application as an administrator.

CAUTION: Using the Clear cache button clears previously used validation codes from your local cache. The data
cache will be rebuilt over time on its own. Use this option if you want to force a re-validation of all local values. The
cache is resynchronized automatically once a day or upon restart of the Print Client, so a manual clear using this
procedure should only be necessary if there have been many changes made to the validation codes on the server in
the last 24 hours and if you feel that they must be reflected in the local print client cache.

5 Select Show Print Client evaluation dialog if you want to see detailed Equitrac Professional evaluation logic to
determine if the popup should show and what values will be pre-filled in its fields.

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6 Select Allow print proxy to release jobs if held to change the default value displayed on the print popup. This
option only displays if a user has print proxies and is printing to an SDR printer. If selected on the popup, by
default print jobs to printers with SDR enabled have this option selected, allowing proxies to release print jobs. If
deselected, by default the option is deselected on the print popup, and proxies are not able to release print jobs for
the user.
7 Click OK.

Testing the Popup

Two types of popup testing are available:
• previewing the popup appearance
• testing the popup configuration

Previewing the Popup

The popup styles designer includes a preview feature that enables you to review the layout of the popup before
committing to your configuration. Use the Popup preview button on the bottom of the designer dialog to see all of the
field labels and Speed Button names as you have assigned them.
The fields in the popup are not active; you cannot use the popup style designer’s preview feature to test the popup for
data entry and validation.

NOTE: The popup’s Easy Search Show/Hide feature, and the History recall buttons, are not configurable in the
popup design. You can enable or disable search and most recently used (MRU) features on a field-by field basis only.

In the popup, the History and (if configured) MRU buttons will display a maximum of the ten most recently used and
validated codes.

Testing the Popup Configuration

System Manager provides the option of testing the configuration for the popup style assigned to any class in Equitrac
Professional. The Popup preview dialog enables you to provide a user name, device, and application name that
Equitrac Professional will treat as test transaction data. Assuming all of your entries in this dialog are valid, you will
see the popup as configured, or not see it, if you have configured the popup to hide under certain conditions (for
example, if you have determined that the popup will be hidden for DMS documents).
1 Once you have created your classes and assigned popup styles to each of them, click the Users, Devices, or
Applications link (under Classes) from the left pane to select the desired class view.
2 Right-click anywhere in the right pane and select Popup preview from the menu.
3 In the Popup preview dialog, specify a user name.
4 Specify the device you want to use in your popup preview scenario:
• Type a device name, or select a registered device from the drop list.
—Or—
a Select Custom from the drop list.

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b Click Customize to open a secondary Popup preview dialog.

c Specify a device name, and select a device site and device type from the drop lists.
d Click OK to apply your selection.
5 Type an application name, or select a tracked application from the drop list.
NOTE: The data you enter for the user, device, and application fields is arbitrary, and does not need to reside in the
database for testing purposes.

6 Specify whether Equitrac Professional will treat this test transaction as a DMS document or not.
7 Specify the total pages and copies for the test transaction.
8 Click Close.
When you have entered values as necessary, one of two things will happen. Either:
• The popup you configured for that class displays.
—Or—
• If you have configured the popup to hide for the conditions you applied in the preview dialog (for example, if
you configured Equitrac Professional to hide the popup for DMS documents, then specified a DMS document
in the test scenario), Equitrac Professional displays an error message stating that the popup will not appear for
the specified test data, as well as an explanation stating why.

CAUTION: When you do the test prints and the Equitrac Professional client popup appears, the application from
which you have printed will be unresponsive, as the popup interrupts it until the print job finishes or you cancel the
job.

Moving the client popup around within the application you have printed from may result in “drawing” problems
where portions of this interrupted application window fail to redraw or appear erased. This will only affect the
application from which the user has printed, and which the client popup has interrupted. Other applications already
open, and any applications the user opens with the client popup active on the desktop will be responsive and
unaffected by the popup.

The user cannot minimize the client popup, though they can minimize the application from which they are printing.
Users may want to move the client popup to the corner of their desktop until which time they are ready to complete
or cancel the print job.

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Associating the Popup Style with a Class

The final step in configuring popup styles is to associate your styles with the classes to which they apply.
Follow these steps to associate a popup style with a user class:
1 In System Manager, navigate to Client config > Classes > Users.
2 In the right pane, click the name of the user class you want to associate the popup style with.
The User class definition dialog opens.
3 In the User class definition dialog, select the popup style from the Popup style drop-down list.
4 Click OK to save your changes.

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Topics:
Web Client Prerequisites
Setting Default Web Client Preferences
Creating System Filters
Loading Custom Reports

The Equitrac Professional Web Client is both an administrative tool for running reports and a data entry tool for
entering disbursements. As an administrator, you must enable certain configuration settings to allow users to access
the Web Client.
You may also need to inform your users how to access the Web Client. This chapter provides information about
configuration settings required for the Web Client and for using the Web Client to view the current system status.
For information about scheduling auto-generated reports, refer to the Equitrac Professional Usage Guide.

Web Client Prerequisites

Equitrac Professional installs the Web Client on the same server as the CAS installation. Users can log in to the Web
Client to manually enter disbursements, view transactions, and schedule or generate reports.
To enable your users to access the Web Client, configure the following settings on the server:
• Set the web server URL as a trusted site.
• Enable pop-ups and Java Script on the workstations accessing the Web Client.
• Set security to Low, Medium-low or Medium for the Web Client application.

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Providing User Access to the Web Client

To enable user access to all functionality in the Web Client, do the following:
• Create a user group in your Active Directory for accessing the Web Client. See your Network Administration
documentation for instructions.
• Configure permissions for users requiring access to Equitrac Professional report functionality. See Setting Group
Access Permissions for the Web Client on page 384 for instructions.
• Configure Domain Qualification in System Manager to enable users from different domains to authenticate based
on their Domain\Username. See Qualifying Accounts by Domain on page 70 for complete information. Instruct
your users from domains other than the domain hosting CAS to log in using a domain-qualified user name.
• Configure Single Sign-On, if desired.

Setting Group Access Permissions for the Web Client

Using Windows security groups, you can control which users have access to the Reporting, Add Disbursement,
Transaction, and Exception tabs within the Web Client.
1 In System Manager, click the Configuration > Access > Access permissions link to open the Permissions dialog.

2 In the Permissions dialog, click the permission group link you want to configure.
3 Use the Select Group dialog to choose groups that have access to the selected Web Client function.

4 Verify that your new selection shows in the Configure access permissions section, and click OK.

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Setting Default Web Client Preferences

You can customize the Web Client’s appearance and behavior by setting your preferences in the application. This
section describes setting default preferences for all users on first use. For information about setting individual user
preferences, see the Equitrac Professional Usage Guide.

NOTE: The Record Limit value can be overridden to limits up to 4000. If the value is set higher, Equitrac Professional
returns the value to the default of 1000.

To set default preferences, do the following:

1 Log on to the Web Client as a user with Administrative access permissions.
2 In the Maintenance section click the Default Settings tab. The options on the Default Settings screen are described
below.
3 When you have made your changes, click Save to apply them.

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Validation Data Suggestion

The validation data radio buttons control the options that appear when you begin typing in a validation data field (for
example, the Client, Matter and UserCode fields) in the Web Client.

Option Description

Name When this option is selected, the Web Client displays validation data suggestions alphabetically by
name.

Description When this option is selected, the Web Client displays validation data suggestions alphabetically by
description.

None When this option is selected, the Web Client does not offer validation data suggestions.

Search When this option is selected, the Web Client suggests validation data that begins with the
characters entered into the field. For example, typing “Gr” in the Client field would result in “Green
Tree Consulting” and “GRC Inc.”

Scan When this option is selected, the Web Client suggests validation data that contain the characters
entered in the field. For example, typing “Gr.” in the Client field would result in “Green Tree
Consulting” and “Bedrock Aggregates.”

Landing Page Preference

The landing page is the first page you see when you log in to the Web Client. Select the radio button beside the section
you would like to use as your landing page. For Exceptions and Transactions, you can also select which tab should be
selected when the page opens from the drop-down lists.

Exceptions and Transactions

The Exceptions and Transactions section enables you to specify the data that appears in Web Client lists and on the
More Info page for each type of exception and transaction.

Select the
transaction
type

Select the location checkbox beside the

column of information you want to
see. You can select a maximum of
twelve columns

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Creating System Filters

Filters enable users to narrow the scope of the data presented in a report or the list of exceptions by displaying only
those records that meet specific criteria. Consider that users might be searching a database with thousands of records,
but may only be interested in seeing or working with a small subset of those records such as print transactions or
transactions for a specific client. Filtering makes data easier to work with and helps to minimize the load on the server.
Administrators can create system filters that all users can use. Users can also create their own filters for their unique
tasks.
To create system filters, do the following:
1 Log in to the Web Client as an administrator.
2 On the Filters tab in the Maintenance section, click the Add Filter button.
3 In the Add Filter dialog, enter a descriptive Filter Name.
4 Select a Subject from the drop list.
5 Optionally, enter a Filter Description.
6 Create each criteria statement as outlined below:
a In the Column drop list, select a subject attribute field. The list of available fields changes depending on the
report subject you selected.
b Select a Condition from the drop list. Conditions will change depending on the transaction attribute you have
selected in the previous step.
c Enter a Value to test against. Values must match the data type of the selected field iterate. For example, an ID
field is a numerical field; entering alpha characters generates an error when you try to save the filter.
7 If you want to add another criterion, select a boolean operator from the Operator list.
Boolean operators AND, and OR tell search engines which statements you want your results to include or exclude.
Using AND narrows your search as data must match both criteria to be selected and shown in the report.
Using OR expands your search as data that matches either criteria will be selected and shown in the report.
CAUTION: Use Caution when using the AND operator, as it is possible to create a filter that returns no data. When
used as a boolean operator, AND tests a single item against two conditions to see if the answer is true or false.
Searching for transactions sent to two physical devices using the AND operator would return no results, as it is not
possible for a single transaction to be processed simultaneously by two physical devices. Use OR to return
transactions processed by either device.

If you need to delete a row, select the checkbox to the right of the row and click the Delete Row button.
8 Select the System Filter checkbox.
9 Click Save to close the Add Filter dialog.

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Loading Custom Reports

You can preload your custom Crystal Reports into Equitrac Professional. These custom reports must have an.rpt
extension.
To load custom Crystal Reports, use the following procedure:
1 Copy the new .rpt file to the report repository:
C:\Program Files\Equitrac\Professional\Web\Reports
2 Create a new entry in the cas_web_rpt_template file, with the following information:
• type (0=summary, 1=detail, 2=analysis, 3=other)
• name (report filename without extension)
• description (report display name)
• groupid (1=fax, 2=tel etc)
• iscustom (1=true always in this case)
• isgraph (0=false, 1=true)
3 Launch the CustomReportIntegration.exe tool found in
C:\Program Files\Equitrac\Professional\Tools folder.

4 Enter the report file name, without the .rpt file extension. This name must be identical to the file located in the
C:\Program Files\Equitrac\Professional\Web\Reports. For example, if you create a report called
custrpt.rpt, you must enter custrpt in the report file name text box.
If the file name is not identical, the Web Client will not locate and load this report.
5 Enter a Display Name that is used in the Web Client when a user views this report.
6 Choose a Format for the report.
7 Select a Subject.
8 If you prefer to view the report in graphical format, check Graphical Report.
9 Click OK to launch a task in the background that updates the CAS with this report.

NOTE: Some report labels, such as the Company Name, are retrieved from existing system information. This
information was provided when Windows was installed on the workstation. To change these labels, your system
administrator must change the name in the Windows Registry. In the case of Company name, the associated value is
found in the registry at HKLM\SOFTWARE\Microsoft\Windows
NT\CurrentVersion\RegisteredOrganization. Changing registry entries can have undesireable
consequences, and as such should be thoroughly evaluated prior to being made.

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Topics:
Disbursements Setup Workflow
Define Disbursement Types
Define Disbursement Price Lists
Define Disbursement Classes
Control Disbursement Access
Define Disbursement Price List Selection Rules
Maintain Disbursements

Equitrac Professional can accommodate cost recovery for firm-specific charges. Chargeable costs such as those
associated with mailing letters, taxi fees, courier charges or client meals, are costs your enterprise likely wants to track
and recover from clients. Such costs are referred to as disbursements. Equitrac Professional enables you to define your
own disbursement types and classes specific to your enterprise.
This chapter provides information about:
• creating disbursement types.
• creating disbursement classes.
• controlling access to disbursement types and classes.
• creating disbursement price lists and defining default price lists.
• creating price list selection rules for disbursements.
• maintaining disbursement types and classes.

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Disbursements Setup Workflow

To manage disbursement setup configuration in Equitrac Professional, do the following:
1 Define disbursement types.
Disbursement types define the disbursements you want to track, for example, courier costs by company, or cab
fare. Create a disbursement type for each distinct expense you want to track.
2 Define disbursement price lists.
Disbursement price lists enable you to apply costs for defined disbursement types. Each disbursement type must
be assigned a default price list.
3 Configure TPCs or terminals for users to enter disbursements.
For information about configuring TPCs, see Configuring TouchPoint Consoles on page 301.
For information about configuring terminals, see Configuring Control Terminals on page 269.
4 Define disbursement classes (optional).
Disbursement classes act as hosts for similar disbursement types. If your enterprise has many disbursement types,
arranging them into classes simplifies the user experience and allows you to more easily assign permissions.
5 Control disbursement access (optional).
Access permissions allow only certain Touchpoint Console (TPC) devices, TPC Configuration Sets, Users or User
Classes to access particular disbursement types.
6 Define disbursement price list selection rules (optional).
A pricing rule is a set of criteria that, when met, enables Equitrac Professional to override one price list with
another price list.
7 Maintain disbursement types, price lists, and price list selection rules.
To keep your system relevant and up-to-date, you may need to edit or remove disbursement classes, types, price
lists, and price list selection rules.

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Define Disbursement Types

To recover disbursement costs, you must identify the types of disbursements your users submit. When defining a
disbursement type, consider how it will be costed. A single expense, such as a business lunch is costed differently than
a per-item expense, such as file storage boxes. Equitrac Professional prices disbursements based on these
considerations.
To add a disbursement type:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.

2 In the Disbursement types list, right-click All Disbursements and select Add Type from the menu. The
Disbursement type dialog box opens.

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3 Provide Disbursement definition information:

a Name: This value is displayed to users when they select a disbursement. Use an intuitive, unique name to
identify this specific disbursement, for example "Red Legal Binder".
b Abbreviation: This three-character identification tag is entered by users to retrieve information about the
disbursement on the PageCounter and PageCounter Professional terminals. If you use abbreviations for
disbursements in your time & billing system, we recommend you use the same abbreviations defined in this
step. Use three characters that map logically to the name, for example "rlb".
c Description: This value is displayed to users on TPCs in addition to the Name. Use a short description to
augment the Name; for example, "1-inch red binders, legal size".
4 Select the Disbursement field prompts that appear to the user on the TPC, terminal or Web Client that are
associated with this disbursement type. These enable the user to input cost-related information about the
disbursement:
a Number of items prompts the user to specify how many items are included in the disbursement. The cost per
item is either specified by the user or by the administrator in the price list and assigned to the disbursement.
For information on creating a price list, see Define Disbursement Price List Selection Rules on page 400.
b Price per item prompts the user to specify the cost of each individual item. The Number of items field is
automatically selected with this option, as the user must also indicate how many items comprise this
disbursement.
c Total cost prompts the user to identify the total sum value of the disbursement. Selecting this option renders
the others immaterial, and so they are disabled.
NOTE: If you do not select any prompt options, users are not prompted for any additional information about the
disbursement and the cost becomes a fixed price assigned by the administrator in the disbursement’s price list.

5 Click OK to save the changes and return to the Disbursement type configuration and access permissions dialog
box.

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Define Disbursement Price Lists

For each disbursement type, you must create at least one price list and assign it as the default costing scheme for that
type. Additional price lists can be assigned to the disbursement type if needed.

NOTE: To create Disbursement Price Lists, you must first have at least one disbursement type defined. See Define
Disbursement Types on page 391 for details.

Disbursement Surcharges
Disbursement types do not allow implementation of tiered or incremental costing. To simulate tiered pricing schemes,
use surcharges. Equitrac Professional applies surcharges sequentially, assuming the relevant criteria match.
There are two types of disbursement surcharges:
• price per item surcharges
• total cost surcharges
Price per item surcharges are available for disbursement price lists with the following pricing scheme: item price x
quantity (price specified by user; x item price specified by administrator).
Total cost surcharges are available for all disbursement price lists with all disbursement types.
The Disbursement surcharges dialog box allows you to add a wide range of surcharge combinations, with percentage
or fixed adjustment. Equitrac Professional applies surcharges in the order in which they appear in the Price per item
Surcharges box.
For example:

From To Action Value

5 7 Fixed 0.5

6 ALL Percentage 10

Assuming the item price specified by user is 0.20, then:

• For 3 pages, the transaction cost will be 3 x 0.2= 0.6, because no surcharge criteria match.
• For 5 pages, the transaction cost will be 5 x (0.2+0.5)= 3.5, because one surcharge criterion matches.
• For 7 pages, the transaction cost will be 7 x ((0.2+0.5) x 1.1)=5.39, because two surcharge criteria match.

NOTE: From and To numbers are included in the criteria.

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Equitrac Professional enables the use of negative values in the surcharge calculations. Negative values, such as -10
appear as (10).

From To Action Value

11 20 Percentage (10)

21 ALL Fixed (0.2)

Assuming the price specified by the user or administrator is equal to 1, then:

• for 15 pages, the transaction cost will be 15 x 1 x 0.9 = 13.5
• for 25 pages, the transaction cost will be 25 x (1-0.2) = 20.
Total cost surcharges have two fields, Fixed and Percentage. For example, if you have
• Fixed: 20
• Percentage: 50
And total cost specified by user or administrator is 30.00, the transaction cost will be (30 + 20) x 1.5 = 75.00.
You can also use Price per item + Total cost surcharges for pricing schemes based on item price and quantity. In this
case, Equitrac Professional adjusts the total cost using Price per item surcharges, then applies Total cost surcharges.
For example:
Price per item surcharges:

From To Action Value

0 5 Fixed 0.1

6 ALL Percentage (10)

If the Total cost surcharges are:

• Fixed: 10
• Percentage: 0
And price per item specified by user or administrator is 0.5, then:
• For 4 pages, the total cost is 4 x (0.5+0.1) = 2.4, and the transaction cost is 2.4 + 10 = 12.4
• For 6 pages, the total cost is 6 x 0.5 x 0.9 = 2.7, and the transaction cost is 2.7 + 10 = 12.7

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Defining a Disbursement Price List

To create a disbursement price list, do the following:
1 In System Manager, click the System > Price lists link.
2 Select Add disbursement price list under Current tasks in the left pane, or click <Add...> in the right pane and
select Disbursement from the Add new price list dialog box to open the Disbursement price list dialog box.

3 Enter a Name and Description for the disbursement price list.

4 Select a Disbursement type from the drop-down list.
5 The Pricing box shows different values depending upon the field prompts selected when the Disbursement type
was created. If needed, fill in the field for total cost or price per item.
6 To configure surcharges, click the Surcharges button to open the Disbursement surcharges dialog box:

a The Item Price Surcharges section is available when you enable the Number of items field prompt in the
selected disbursement type’s Disbursement type dialog box.

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The Price per item surcharges section contains a grid that enables you to define surcharges on the item price.
Surcharges are applied in the order in which they appear in the grid. The following types of adjustments can be
made.

Adjustment Type Description

Fixed Specify a numeric range of items to which this surcharge should be applied in the
From and To columns of the grid. Select Fixed in the Action column. Specify a
constant value by which item price should be adjusted.
To enter a discount, enter a negative number. For example, entering -5 will give a
discount of 5 dollars, and will appear as (5.00) in the action column.

Percentage Specify a numeric range of items to which this surcharge should be applied in the
From and To columns. Select Percentage in the Action column and specify the
percentage the item price should be adjusted.
To enter a discount, enter a negative number. For example, entering -5 will give a
discount of 5%, and will appear as (5.00) in the action column.

b In the Total cost surcharges section, enter a Fixed surcharge to adjust the total cost value by a dollar amount,
and a Percentage surcharge to adjust the total cost by a certain percent.
Total cost surcharges can be specified for both Price per Item and total cost pricing schemes. If both schemes
are used, Equitrac Professional will adjust the item price, calculate the total cost and then apply the total cost
surcharges respectively.
c Click OK to save your settings and close the Disbursement surcharges dialog box.
CAUTION: Equitrac Professional only supports English (United States) as the Region Format for disbursement
surcharges. Changing the Region settings and then editing disbursement price lists can cause transactions to be
costed incorrectly.

7 Click OK to close the Disbursement price list dialog box and save your settings.

Setting a Default Disbursement Price List

To set a default price list for a disbursement type, follow the instructions in Setting a Default Price List on page 160.

WARNING: You must have at least one price list set up and associated as the default for each disbursement type
before disbursement entries are priced. If you do not have a default price list assigned for a disbursement type,
disbursements entered for that type will have a cost of $0.00 regardless of whether the user specifies all cost
information.

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Define Disbursement Classes

If you have many disbursement types, disbursement classes allow you to group them by similarity. For example, if you
create a disbursement class for “Binders” you can then place all variants of binders into their own class.
There is only one class level; any new classes are always added under All Disbursements. Using classes to consolidate
similar disbursement types has two main benefits:
1 Provides ease of navigation in cases where there are many types.
2 Allows easy assignment of user permissions to disbursement types through the host class rather than individual
types.

NOTE: Disbursement classes are supported on TPCs and the Web Client.

To add a disbursement class, do the following:

1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 In the Disbursement types list, right-click All Disbursements and select Add Class from the menu. The
Disbursement class definition dialog box opens.

3 In the Name field, enter a value to be displayed to users when they select a class. Use an intuitive, unique name that
suggests the disbursement types hosted in the class. For example, "Binders".
4 In the Description field, enter a brief description of the disbursement types this class holds. This value is displayed
to users on TPCs to help them quickly select the correct disbursement type. For example "All binder types from
copy center".
5 Click OK. The new disbursement class appears in the Disbursement types list under All Disbursements as a
folder, in alphabetical order.
6 Add disbursement types to the new class either by right-clicking the class and adding a new type (see Define
Disbursement Types on page 391) or by clicking and dragging existing disbursement types into it (see Moving
Disbursement Types on page 403).

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Control Disbursement Access

You can control which users have access to specific disbursement types once you have created a list of the types and
optional classes of disbursements you want to track. You can choose which disbursements users can access dependent
upon any combination of a particular TPC device, TPC Configuration Set, User Class, or User’s location. Permissions
are assigned at the disbursement type level or at the disbursement class level. Disbursement types within a class inherit
the permissions of their host class. Once permissions are enabled, any disbursements lacking permission settings will
not be viewable to Web Client or TPC users until they are specifically assigned permissions. By default, when you
create a new disbursement type or class, there are no permissions attached to it.
To configure access permissions to existing disbursement classes or types, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 Select the Enable access permissions checkbox. A warning message displays, asking you to confirm if you want to
enable the feature. Click Yes.
NOTE: Once you enable access permissions, permissions must be assigned to disbursement types before users can
see them in the Web Client or TPC. If you want to allow all users access, create a permission for < All user classes > for
the appropriate disbursement type or class. You can further refine permissions going forward.

3 Select the classes or types to assign permissions to, then in the Access permissions list, click <Add...>. The
Disbursement access permission dialog box opens.

4 From the Access group type drop-down, select the group type assigned to this disbursement class or type:
• TPC config set assigns permissions to specific TPCs.
• User assigns permissions to specific users.
• User class assigns permissions to specific types of users.
• User’s location assigns permissions based upon the location assigned to the logged in user.
5 Depending upon which access group type you chose, assign an Access group or user name:
• For TPC config set access groups, select the particular configuration set from the drop-down list, or <All TPC
config sets> to allow all.
• For User access, enter the network user name of the user, as it appears in the Users pane, into the field.
• For User class access groups, select the particular User class from the drop-down list, or <All user classes> to
allow all.
• For User’s location groups, select a defined location from the drop-down list, or <All locations> to allow all.
6 Click OK. The Name and Group type of the permission appears in the Access permissions list.

NOTE: You can add multiple access permissions to each disbursement class or type, however, once you add a
discrete access group type it is removed from the drop-down list to prevent its addition to the same disbursement
classes or types.

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Clearing Permissions
You can remove the access permissions to disbursement types or classes. Removing access permissions by class
removes the permissions from all types that inherit them from the class. Any individually assigned permissions
remain.
To clear permissions, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 In the left pane, click the disbursement type or class you want to modify. Its Access permissions display in the right
pane.
3 In the right pane, right-click the access permission you want to remove and select Remove from the menu. You
can also press DELETE while the access permission is selected.

Clearing All Permissions

To clear all permissions from all disbursement types and classes, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 Click the Clear all permissions button.
3 Click Yes to confirm the deletion.

Suspending Access Permissions

You can temporarily remove all access permissions from disbursement types and classes.
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 Deselect the Enable access permissions checkbox, and click Yes to confirm you want to disable the permissions.
All users will have access to all disbursement types.
To reinstate the access permissions, reselect the Enable access permissions checkbox, and click Yes to confirm.

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Define Disbursement Price List Selection Rules

A pricing rule is a set of criteria that, when met, enable Equitrac Professional to override one price list with another
price list. Pricing rule criteria selection allows you to re-define a set price list, depending on any transaction attribute
(or a combination of attributes) including: date, device, user code, workstation, client, matter, and validation code.
You can also use pricing rules to determine pricing by transaction type across the entire enterprise for a specific time
period, rather than assigning price lists to each device, port or queue.
For more information on managing general price rules, including editing or deleting existing rules, refer to Price List
Selection Rules on page 161.
Once you have defined both disbursement types, and disbursement price lists, you can create pricing rules that will
enable Equitrac Professional to assign pricing to the appropriate disbursement transactions automatically, if the
transactions meet predefined criteria.
To create a pricing rule, do the following:
1 Click the System > Pricing rules link to see the list of current pricing rules.
2 In the right pane, click Add to open the Price List Selection Rules dialog box.

3 Enter a unique Name and a Description for the pricing rule.

4 In the Transaction Type section, select a disbursement Type from the drop list.
5 In the Price List section, select a Primary price list, to apply if a disbursement transaction meets the selected
pricing rule criteria, from the drop list.

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6 In Price List Selection Criteria section, click <Add...> to open the Criteria Settings dialog box and add the
criteria set.

d Select an Attribute from the drop list.

e Select the Operator from the drop list. The combination between attribute and selected operator determines
the criteria field or fields that appear in the Criteria Settings section.
For example: If you select Attribute = Matter and Operator = CONTAINS, a Matter criteria field appears,
enabling you to enter a value to match.
If you select Attribute = Device and Operator = EQUAL, a Device criteria drop down field appears, enabling
you to select from among registered devices in System Manager.
f Click OK to accept your new criteria.
g Repeat these steps as necessary to add further criteria.
7 Click OK to accept the new pricing rule.

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Maintain Disbursements
To keep your system relevant and up-to-date, you may need to edit or remove disbursement types, price lists, and
price list selection rules. This section describes editing and removing disbursement types only. Disbursement price
lists and price list selection rules are maintained in the same way as regular transaction price lists and price list
selection rules.

Editing Disbursements
To edit the information for a disbursement type, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 Select an existing disbursement type from the listing to open the Disbursement type dialog box. Make any
changes necessary. For an explanation of the editable fields, see Define Disbursement Types on page 391.
3 Click OK to save the changes and return to the Disbursement types configuration and access permissions dialog
box, or click Cancel to close the dialog box without saving the changes.

NOTE: If you try to edit a disbursement type after applying one or more price lists to it, the Disbursement field
prompts options (Number of items, Price per item, and Total cost) become unavailable in this dialog box. You
cannot make changes to the prompt fields, since you already have defined price lists that rely on these settings. You
must remove the price list associations before you can edit these fields.

You may instead prefer to define a new Disbursement type with the desired field prompt options.

Removing Disbursements
If you no longer require a particular disbursement type, you can delete it from the database. When you delete a
disbursement type, you can no longer assign that type to new transactions. However, if you delete a disbursement type
assigned to existing transactions, those transactions are unaffected.
To delete a disbursement type, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 Right-click an existing disbursement type from the listing and select Remove from the menu.

NOTE: If you try to delete a disbursement type after applying one or more price lists to this type, the CAS returns an
error message. You must remove all price lists associations from the selected disbursement type before you can
delete the disbursement type itself.

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Moving Disbursement Types

If you have configured disbursement classes, you can relocate a disbursement type from the root disbursement list, or
from any existing class to a different class. Classes cannot be moved.
Any existing permissions on a type will move with the type, however disbursement types also inherit the permissions
of their host class. Therefore, moving them into a class will apply whatever permissions are assigned to the class, and
remove those permissions if they are moved out of it. Permissions assigned to a type through their host class are
tagged with [from Class] in their Access permissions.
To move a disbursement type, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 In the list of Disbursement types, click an existing disbursement type or hold down CTRL or SHIFT to select
multiple types, and drag the type(s) to the desired class. The disbursement type(s) are added to the class.
3 Click OK to save the changes and return to the Disbursement types configuration and access permissions dialog
box, or click Cancel to close the dialog box without saving the changes.

Managing Multiple Disbursement Types

You can make global changes to disbursement types and classes configured on the system. This allows you to easily
remove or add access permissions on many types or classes at once.
To make global adjustments to disbursement types or classes, do the following:
1 In System Manager, navigate to System > Configuration > Other settings > Disbursement types. The
Disbursement type configuration and access permissions dialog box opens.
2 In the Disbursement types pane, hold down CTRL or SHIFT to select multiple types or classes, or right-click
within the pane, then click the selection type from the menu:
• Click Select All Classes to change all disbursement class permissions.
• Click Select All Types to change all disbursement type permissions.
NOTE: Only access permissions shared by all selected disbursement types or classes will appear in the Access
permissions pane.

3 From the Access permissions pane, do one of the following:

• Right-click the common permission you want to remove, and select Remove from the menu.
• Right-click and select Add from the menu, or click <Add...> to add a new permission. See Control
Disbursement Access on page 398.

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Topics:
Exception Editing Configuration Workflow
Configuring E-mail Notification
Managing Exception Rules
Auto-charging Exceptions

An exception is a transaction that is missing or contains invalid validation data required by the time and billing
system, or otherwise fails to meet requirements for a complete transaction. For example, if a user prints a document
without specifying the matter code and the popup configuration does not validate user-entered data against CAS,
Equitrac Professional records the transaction but cannot post it to the time and billing system because of the missing
data. It marks the transaction as an exception and the user, or his proxy, must use the Equitrac Web Client to add the
missing matter code.
Equitrac Professional uses rules to determine the status of transaction data before posting the data. You can create
your own rules to determine which transactions can be posted to the time and billing system automatically and which
need to be reviewed or modified before being posted. For your convenience, Equitrac Professional provides a number
of default exception rules. You may edit, deactivate, or remove these rules as necessary to suit your business practices.
This chapter provides information about managing exception rules in System Manager.

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Exception Editing Configuration Workflow

Follow this workflow to configure exception editing and transaction approval at your site.
1 Assign user proxy rights to view and edit exceptions and approve transactions.
When users log in to the Equitrac Professional Web Client, they can view and edit any exceptions they create.
Proxies can view and edit exceptions on behalf of others.
You should configure at least one user as a global proxy. Global proxies have access to all exceptions.
For information about assigning proxy rights to users, see Configuring Proxies in System Manager on page 75.
2 Configuring e-mail notification for users and proxies.
If you have configured Equitrac Professional to notify users and/or their proxies by email when it creates
transaction exceptions, you can configure who receives notification and customize the content of the E-mail that is
sent.
For more information, see Configuring E-mail Notification on page 407. For more information about configuring
users and proxies, see Managing Users on page 41.
3 Create exception rules to define which transactions are exceptions or require approval.
In addition to providing a number of default exception rules, Equitrac Professional enables you to create custom
rules to determine which transactions to treat as exceptions, or require manual approval before sending them to
the time and billing system.
For more information, see Managing Exception Rules on page 408.
4 Configure Equitrac Professional to automatically charge exceptions to a default client and matter.
If you have assigned a client and matter as the personal account for a user, you can configure Equitrac Professional
to automatically charge the user’s exceptions to that client and matter if the user has not edited them within a
certain amount of time.
For more information see, Auto-charging Exceptions on page 414.

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Configuring E-mail Notification

You can configure Equitrac Professional to send automated email notifications to users and proxies when it detects
exceptions in processed transaction data. Equitrac Professional determines the recipients for the email on the basis of
the users (primary and proxy) associated with the transaction data.

NOTE: Before you configure exception emails, ensure you have defined the email server and “Mail from” address for
any system-generated emails. See Configuring the Mail Server for Email Notices and Reports on page 70 for
details on defining these system options.

To configure the notifications, use the following procedure:

1 In System Manager, navigate to System > Configuration > Notifications > Transaction exception notification
settings.

2 Check Notify by email to enable the error notifications.

3 Specify the time of day and one or more days of the week for Equitrac Professional to send the automated email
notifications. To minimize load on your email server, consider a time and day well outside normal or high-traffic
business hours.
4 The Last run date field displays the send date for the most recent exception notifications. This is for your
information only and cannot be edited.
5 Click OK to save these settings.

Customizing the Exception Notification Email

You can customize the content and appearance of these automated emails by editing an HTML template included with
Equitrac Professional. This template resides on the server hosting Equitrac Professional: C:\Documents and
Settings\All Users\Application Data\Equitrac\Equitrac Platform Component\5\EQCASSrv.

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Managing Exception Rules

Exception rules enable you to flag transactions meeting certain criteria as requiring some input before being posted to
the time and billing system. Exception rules are commonly used to flag transactions that are missing a client or matter
code, however there are many other ways to use exception rules, including marking transactions that are not
exceptions under certain circumstances. Consider the following scenarios where you might want to create exception
rules:
• You do not want color printing transactions to be posted to the time and billing system if the cost exceeds $100.
• You do not want to fix phone call transactions that are missing data if the duration of the phone call is less than five
seconds.
• You want a supervisor to review copy transactions exceeding 200 pages before they are posted to the time and
billing system.
• You do not want a call to certain area code flagged as an exception if the call was made by a partner.
• You want all disbursements over $75 to be flagged for approval.

NOTE: Equitrac Professional bases exception rules on a default association of client/matter data. If you change any of
the field mapping (for example, changing the name of the Client field to Client Account Code), it is also your
responsibility to update the relevant field names for any related transaction exception rules.

NOTE: There are also dependencies for certain exception rules. If you deactivate the “Matter is empty” and the
“Matter is not valid” exception rules, the “User Location not equal to Matter location” exception rule will not work in
the Web Client for reprocessed transactions.

WARNING: New transaction exception rules must be enabled manually. For more information on manually enabling
TERs, see Activating an Exception Rule on page 412.

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Exception Rule Priority

Exception rules are grouped by transaction type and are prioritized by the order in which they appear in the exception
rule grid. You can change the priority of an exception rule by changing its order in the grid. The closer the rule is to
the top, the higher its priority. Only one rule can be applied to a transaction, so the rule with the highest priority (and
that best matches the transaction) is applied.

To change the priority of an exception rule, do the following:

1 In System Manager, click on Exception rules.
2 Select an exception rule by clicking on its Transaction state. The exception rule should now be highlighted.
3 Drag and drop the exception rule to a new position.

WARNING: Make sure to select the exception rule by clicking on its transaction state and not the name of the
exception rule itself. If you select the name of the exception rule, a dialog box will be shown.

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Creating an Exception Rule

Follow these steps to create an exception rule:
1 In System Manager, click on Exception rules.
2 In the right pane, click Add to open the Exception rules dialog.

3 Enter a Name and a Description for the exception rule.

4 From the Type drop-down list, select a specific type of transaction the rule applies to, or select <Any> to apply the
rule to all transaction types, or select <Any Disbursement> to apply the rule to all transactions for any
disbursement type.
5 From the State drop-down list, select the state that should be applied to transactions meeting the rule criteria. The
following states are available:

State Description

Non-exception Transactions meeting the rule criteria are not exceptions and should be posted to
the time and billing system.

Exception Transactions meeting the rule criteria are exceptions and should not be posted to
the time and billing system until they have been fixed in the Equitrac Web Client.

Do not care exception Transactions meeting the rule criteria are exceptions and should not be posted to
the time and billing system but do not need to be fixed in the Equitrac Web Client.

Requires approval exception Transactions meeting the rule criteria are exceptions and should not be posted to
the time and billing system until a designated person has approved the transaction
in the Equitrac Web Client.

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6 Use the Transaction exception criteria section to define the criteria for the rule:
a Click Add to open the Criteria Settings dialog.

b Select an Attribute from the drop list. The attribute drop list displays all relevant criteria that can apply to the
selected transaction type.
c Select an Operator from the drop list.
NOTE: The list of operators displayed depends on the Attribute you selected. For more information, see Attributes
and Operators in Rule Behavior below.

d Enter the criteria the transaction must match for the rule to apply.
e Click OK to accept your new criteria and close the Criteria Settings dialog.
f Repeat these steps as necessary to add further criteria.
7 Click OK to add the exception rule.

Attributes and Operators in Rule Behavior

The combination of attribute and operator activates and determines the contents of the Criteria Settings section.
For example, If you select Attribute = Matter and Operator = CONTAINS, a Matter criteria field appears in the
Criteria Settings section, enabling you to enter a matter value to match.
If you select Attribute = Device and Operator = EQUAL, a Device criteria drop list field appears in the Criteria
Settings section, enabling you to select from among devices in System Manager.
When you apply two logical operators in a rule, Equitrac Professional evaluates the AND operators first. Equitrac
Professional permits two or more criteria settings in one rule, assigning AND a higher priority than OR, assuming a
usual order of application. For example:
A or B and C = A or (B and C)
A and B and C or D = ((A and B) and C) or D
A or B and C or D = (A or (B and C)) or D

NOTE: When selecting transaction date range dates, be advised that the from and until dates include an unseen
timestamp of 00:00:00AM, therefore the date range 10/01/2014 to 15/01/2014 does not include transactions
processed on January 15th. If you wish to include transactions processed on the 15th, select an end date of 16/01/
2014.

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Attributes for Transaction Exception Rules

Not all attributes on the Criteria Settings dialog are applicable for the specified transaction type specified when
defining a transaction exception rule. For example, the Page count attribute has no meaning when you are defining a
Disbursement (Total Cost).
The following table illustrates the attributes available for All and for user-defined disbursement types:

Any Copy Print Fax S/R Scan Telephone Disbursement

Transaction Date X X X X X X X

Device X X X X X X X

Amount X X X X X X X

Page Count X X X X

Matter X X X X X X X

Client X X X X X X X

User Code X X X X X X X

Color X X

App. Name X

Client Workstation X

Submit Username X

Release username X

Creating an Exception Rule by Copying

You can also create a new exception rule by copying an existing one and editing it. To create a copy of an exception
rule, right-click on the rule and select Copy exception rule.

Activating an Exception Rule

If you want to activate an exception rule, select the appropriate checkbox in the Active column to check mark it.

Deactivating an Exception Rule

If you do not want an exception rule to be applied, you can deactivate the rule by clearing the appropriate checkbox in
the Active column.

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Maintaining Exception Rules

To keep your data relevant and up-to-date, you may need to edit or remove exception rules.

Editing an Exception Rule

To edit an exception rule, click the System Manager > Exception rules link and click the name of the rule. Make the
necessary changes and click OK.

Removing an Exception Rule

To remove an exception rule, click the System Manager > Exception rules, right-click the rule and select Remove
exception rule from the menu. In the confirmation dialog, click Yes to remove the rule.

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Auto-charging Exceptions
Equitrac Professional enables you to automatically charge a user’s exception transactions to the client and matter
defined as the personal account for the user.
For more information about configuring users, see Managing Users on page 41.
To configure Equitrac Professional to automatically charge exceptions:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings > Auto-charge
exception settings.

2 Select the Auto-charge enable checkbox to enable the auto-charge functionality.

3 Enter the number of days after an exception is created that the auto-charge should be applied.
4 Specify the time of day for Equitrac Professional to apply the auto-charges. To minimize load on your server,
consider a time of day well outside normal or high-traffic business hours.
5 The Last run date field indicates the last time exceptions were automatically charged to a client.
6 Click OK.

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Topics:
Call Accounting Overview
Call Accounting Configuration Workflow
Obtaining Rate Tables
Creating and Configuring Call Sites
Adding Data Collection Sources
Working with Trunks, Extensions, and Routes
Tracing Phone Data

Equitrac Professional’s call accounting feature provides complete cost management for telephone systems.
This chapter provides information about:
• Key call accounting concepts
• Adding and configuring call accounting Call Sites
• Configuring costing for phone transactions
• Adding call data collections sources, such as buffer devices, databases, and file sources

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Call Accounting Overview

Call accounting consists of collecting, processing, and storing Call Detail Record (CDR) data from one or more
telephone sources.

Call Accounting Architecture

Equitrac Professional receives raw call data from a data source which could be a buffer device such as a PageCounter
CDR or a NETBuffer, an ODBC source, or a flat file. As depicted in the diagram below, when Equitrac Professional
receives the data, it determines the call site associated with the data source, and, using the parameters set in the call
site, it parses the data and applies costing for the transactions. The transactions are then exported to the time and
billing system.

Raw call data sources

ODBC 1. Determine call site

2. Apply transaction
costs

Netbuffer
CAS Time and
Billing
System
Flat File

Key Concepts
The following concepts are important to understanding how call accounting is configured in Equitrac Professional.

Call Sites
A call site is a CDR data source that is tied to a specific geographic location. Call processing and costing configuration
is specific to each call site in Equitrac Professional, however, you can copy a call site if you have several sites you want
to configure in the same way. Call sites can have an number of trunks and/or trunk groups, extensions and/or
extension groups, and routes associated with them.

Rate Tables and Call Costing

Equitrac Professional uses a rate table for each call site to perform call processing. Rate tables are databases that
encode information about phone calls placed for a specific geographic origin point to any destination point in the
world. In Equitrac Professional rate tables are used to:
• determine the type and facility of an outgoing call (local, long-distance, international, etc.)
• assign the correct country code, area or region code, and phone number for an outgoing call

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• identify the city name of the call destination or the call origin of an incoming call, if Caller ID is available
• cost the call according to the latest commercial tariff rate filed by the communications carrier with the government
regulatory body
Rate tables are provided by subscription. If you have obtained a license to use call accounting with Equitrac
Professional, you have a Subscriber ID that allows you to access Equitrac’s rate table FTP site to retrieve updated rate
tables. A scheduled task is automatically created to retrieve rate tables on a timely basis.

Trunks and Trunk Groups

Equitrac Professional records trunks to identify the physical and/or logical resource used to transmit a telephone call.
You can add trunks manually, or Equitrac Professional can learn trunks automatically as they are used.
You can group individual trunks together, by range or by arbitrary association, for configuration and reporting
purposes. Trunk groups are an easy way to manage multiple services connected to your phone system.

Routes and Access Codes

Routes (sometimes called access codes) refer to special configurations of the call costing engine to reflect routes
implemented in the phone system. For example, on some phone systems you dial 9 to make an outside local call, but
you dial 8 to make a long-distance call. In Equitrac Professional a route could be created for the “8” access code to
reflect this configuration. Use routes to represent tie lines between offices, alternate carriers within access codes,
special 800 services, or any other special situation that is triggered by a specific pattern of digits dialed.
You can also use routes to absorb or insert digits to adapt foreign or non-standard dialing patterns. Equitrac
Professional allows you to configure routes to customize every call costing parameter specifically for the route.

Extensions
Extensions are connected with call sites in Equitrac Professional; they represent a terminal point (usually a phone) of
the telephone system Equitrac Professional is connected to. Extensions are reported in the CDR data for all calls
(except trunk to trunk calls) and can be added in System Manager or learned automatically as each extension is used.
Specific extensions can be excluded from a site and extension groups can be created to apply special call processing
and costing for a set of extensions.
Equitrac Professional links calls to users by their extension, as configured via the Client config > Users link. You can
assign multiple extensions to any single user.

Data Collection Sources

Equitrac Professional can obtain telephone data from any of the following sources:
• PageCounter CDR device
• NETBuffer device
• ODBC database
• flat file
If you have a PageCounter CDR device connected and configured with the DCE IP address, Equitrac Professional will
automatically detect the device. You must add all other data sources manually in System Manager.

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Call Accounting Configuration Workflow

Follow this workflow when configuring call accounting in Equitrac Professional:
1 License call accounting for your Equitrac Professional installation.
You must license Call Accounting for Equitrac Professional before you can import rate tables and create call sites
or extensions. For more information about licensing call accounting, see the Equitrac Professional Installation
Guide.
2 Configure global call accounting behavior.
In System Manager > Configuration click Call accounting configuration. Select or clear the checkboxes to
instruct Equitrac Professional to learn extensions and trunks automatically, and to indicate if extension codes are
globally unique.
In the FTP rate table update configuration section, enter your subscription ID. Equitrac Professional uses the
subscription ID you received when you purchased a rate table license to determine which rate tables to obtain
from the FTP server.
3 Obtain rate tables.
The recommended way to obtain rate tables is to retrieve them from the Equitrac FTP rate table update server.
However, if you cannot access the FTP server, you can load the rate tables from your file system or floppy drive.
For more information about obtaining rate tables, see Obtaining Rate Tables on page 419.
4 Create a call site in Equitrac Professional for each location that collects telephone data.
Call processing and costing configuration is specific to each call site in Equitrac Professional. For information
about creating call sites, see Creating and Configuring Call Sites on page 421.
5 Add a data source to each call site.
Equitrac Professional applies costing to transactions coming from a data source based on the call site the source is
associated with. For information about adding a data source to call sites, see Adding Data Collection Sources on
page 427.
6 Create trunks and trunk groups, extensions and extension groups, and routes for each call site.
The last step in configuring call accounting is the add and organize trunks, extensions, and routes for your call
sites. For instructions, see Working with Trunks, Extensions, and Routes on page 436.

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Obtaining Rate Tables

Equitrac Professional uses rate tables set by carriers to determine the cost of transactions. The recommended way to
obtain rate tables is to retrieve them from the from the Equitrac FTP rate table update server. A scheduled task will be
automatically created to retrieve the tables at regular intervals, which ensures that Equitrac Professional always has the
latest carrier rates.
If you are unable to access the FTP site, you can load the rate tables from a file system or a floppy drive.

Retrieving Rate Tables from the Equitrac FTP Rate Table Update Server
The simplest way to keep rate tables up-to-date is to create a scheduled task to retrieve them. Equitrac Professional
includes a default scheduled task called Monthly rate table FTP update; you can either use this default task, or create
a custom task.

NOTE: To retrieve rates from the FTP server, communication on Port 21 must be allowed.

To create a scheduled task to obtain the rate tables you need from the FTP server, do the following:
1 In System Manager > Scheduled tasks, click <Add...> and select Add scheduled arbitrary command to create a
new arbitrary command scheduled task.
2 Enter a name and description for the task.
3 In the Command line field, enter the following for 64-bit environments:
C:\Program Files\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
—Or—
For 32-bit environments, enter:
C:\Program Files (x86)\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
4 Select how frequently this task should be run from the Schedule drop-down list. Carriers update their rates on a
quarterly basis, so you will probably want to run this task monthly.
5 Leave the Start date as the current date, but set the Start time to at least a few minutes from the current time.
6 Select when Equitrac Professional should run the task in the future.
7 Click OK.
Equitrac Professional runs the task at the scheduled time and retrieves the rate tables from the FTP server and load
them to the database. Rate tables are stored in C:\Documents and Settings\%User%\Local
Settings\Application Data\Equitrac\Equitrac Platform Component\5\EQCPSrv\RawRates.

NOTE: It may take several minutes for the rate tables to be retrieved.

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Testing FTP Connectivity

You can test the FTP connectivity from the machine running the CAS. To test FTP connectivity, open a command
prompt and enter the following FTP commands:
ftp> open rates.equitrac.com

User (rates.equitrac.com:(none)): partner

Password: rtclient

ftp> cd rtupdate/partnerScripts

ftp> GET RTUPDATE_VER500.FTP

Loading Rate Tables from a File System

If you are unable to connect to the FTP server, you can load the rate tables to Equitrac Professional from a network or
local file system.
To load rate tables from a file system, open a command prompt on the system running the CAS and enter the
following:
For 64-bit environments:
C:\Program Files\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
—Or—
For 32-bit environments, enter:
C:\Program Files (x86)\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
All rate table packages from “C:\Path Only” are extracted into C:\Documents and Settings\%User%\Local
Settings\Application Data\Equitrac\Equitrac Platform Component\5\EQCPSrv\RawRates and
loaded into the database.

Loading Rate Tables from a Floppy Disk

To load rate tables from a floppy disk, open a command prompt on the system running the CAS and enter the
following:
For 64-bit environments:
C:\Program Files\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
—Or—
For 32-bit environments, enter:
C:\Program Files (x86)\Equitrac\Professional\Tools\eqrtulauncher.exe /t 1
All rate table packages from the floppy drive are extracted into C:\Documents and Settings\%User%\Local
Settings\Application Data\Equitrac\Equitrac Platform Component\5\EQCPSrv\RawRates and
loaded into the database.

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Creating and Configuring Call Sites

You must create a call site for each PBX system that will collect the call data you want to track. Call sites are created in
System Manager > Call accounting.
To create a new call site, do the following:
1 In System Manager, click the System > Call accounting link, right-click anywhere in the right pane and select Add
site from the menu.
2 Select a rate table to apply to the new site; selecting a table automatically opens the Call site dialog.
3 In the Call site dialog, fill in the following fields:

• Name: A name for this site.

• Description: A description for the site.
• PBX model: The model of the telephone system this site is using.
4 Click the Change... button to open a list of available rate tables. Select the rate table to use with this site and click
OK.
5 If all outgoing calls from this call site use a passive access code (for example, outgoing calls prefixed by a 9), enter
the code in the Passive access code field.
NOTE: If you specify the access code here, you do not need to create a route to absorb the passive access code later.

6 If you wish to treat calls to some area codes as local calls even if they are not recognized as such by the commercial
tariff rate table, enter those area codes (separated by commas) in the Treat these NPA’s as local field.

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Basic Costing
The Basic costing tab allows you to set standard parameters for calls for this call site. Use the field descriptions below
to configure basic costing.

Carriers and evaluation order

This field lists the available carriers for this call site. Select the primary carrier to be used when performing Direct
Distance Dialing (DDD) costing with the commercial tariff rate table. If necessary, use the Up and Down buttons to
move the carrier to the top of the list.

Cost multiplier
Equitrac Professional uses the cost multiplier to adjust the computed cost of a call. For example, to charge an
additional 10% for all calls, set the cost multiplier value to 1.10. To apply a 20% discount to all calls, set the cost
multiplier value to 0.80.
This multiplier is applied last and therefore adjusts any other entered costs or multipliers set on the Special Costing
tab. For more information about special costing, see Special Costing on page 423.

Minimum duration
This is the minimum duration of a call, in seconds, before it will be considered for costing and promotion to a
transaction. This parameter is evaluated after the dial delay (see below) has been subtracted from the actual duration
reported by the telephone system.

Dial delay
This is the number of seconds to be subtracted from the actual call duration reported by the telephone system before
costing the call. This parameter is used to account for dialing and ringing time, since many systems report the call
duration from off-hook to on-hook including the dialing and ringing time. This parameter is used to adjust the call
duration before the call is checked against minimum duration (see above).

Initial period
This is the period, in seconds, that constitutes the initial period for fixed and DDD+fixed costing methods (for
information about costing methods see Special Costing on page 423). For by-the-minute fixed rate costing use 60
seconds, for 1/10th-of-a-minute costing use 6 seconds, and for by-the-second costing use 1 second.

Additional period
This is the period, in seconds, that constitutes additional periods after the initial period for fixed and DDD+fixed
costing methods (for information about costing methods see Special Costing on page 423). For by-the-minute fixed
rate costing use 60 seconds, for 1/10th-of-a-minute costing use 6 seconds, and for by-the-second costing use 1 second.
The additional period does not have to be the same as the initial period.

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Special Costing
The Special costing tab allows you to set default rates and fine-tune the costing methods and rates for each call type.
Use the field descriptions below to configure special costing.

Costing method
Select one of the following costing method options:

Costing Method Description

No cost No cost is generated for calls.

DDD+fixed Call cost is based on the rate table, and initial and additional period costs.

DDD only Call cost is based on the rate table only.

Fixed only Call cost is based on the initial and additional period costs only.

DDD multiplier
Use this parameter to adjust the tariff cost reported by the rate table. This field is only available if the costing method
is DDD+fixed or DDD only. Setting this parameter is a convenient way to specify costing as a percentage of the
commercial tariff rate.

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Initial period cost

This is the cost of the initial period defined in Basic costing. This field is only available if the costing method is
DDD+Fixed or Fixed only.

Additional period cost

This is the cost for any additional periods after the initial period defined in Basic costing. This field is only available if
the costing method is DDD+Fixed or Fixed only.

Surcharge per call

Use this parameter to add a surcharge to the cost of every call.

Custom rates by call type

Click the Custom rates by call type button to customize the costing for each call type.

Select the checkboxes corresponding to the call types you want to apply customized costing to. To override the cost
method defined in Basic costing for a call type, click in the Cost method cell and select a new cost method from the
drop-down list. Enter any additional costs as required.

Advanced
Click the Advanced button to access the Advanced call costing parameters dialog. Use this dialog to expose
additional parameters that may not be available in the user interface, but that are nonetheless available to properly
configure call accounting. This editor can be very useful for complicated configuration of trunk groups, routes, and
extension groups, where the user interface only exposes a subset of all the configurable parameters.

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NOTE: Advanced configuration is recommended for technicians and advanced users only.

Transactions
Equitrac Professional receives raw call data from the telephone system, parses it, and stores the parsed data as
transactions. Use the Transactions tab to set parameters that control what data Equitrac Professional will store and
post to the time and billing system.
Select the corresponding checkboxes to store and/or post any of the following call types:

Call type Notes

Long-distance Long-distance calls are stored by default. This ensures that all long-distance calls are promoted to
transactions and stored in the database. If you choose to post long-distance calls, enter a minimum
cost the call must meet before it is sent to the time and billing system.

Local Local calls include calls to area codes listed in the Treat these NPA’s as local parameter as well as
those determined by the commercial tariff rate table. If you choose to post local calls, enter a
minimum cost the call must meet before it is sent to the time and billing system.

Zero-rated You can store calls that have a zero cost, but otherwise meet the criteria. This could include toll-free
calls, or any other calls that are zero-rated.

Incoming and Zero- If your telephone system exports incoming call information, you can store it and post it to the time
cost incoming and billing system.

Extensions
Use the Extensions tab to register extensions for which transactions should never be generated. For example:
• extensions that are tracked by another system, such as a PageCounter device fax control device
• a modem
• an extension that should not be tracked for privacy reasons

NOTE: Trunk usage information is still collected for these calls, but they will not be costed or promoted to
transactions.

To add an extension to the exclusion list, click Add, then type in the extension. To remove an extension from the list,
right-click the extension and select Remove.

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Testing Call Costing Configuration

Use Equitrac Professional’s Cost hypothetical call feature to determine if you have set up call costing correctly. In the
Cost hypothetical call dialog, enter the call details and any other call parameters you want to test then click Cost call.
The cost of the call and the details of the call processing appear in the Costing results section of the dialog.

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Adding Data Collection Sources

When you have created a call site, you can begin collecting telephone data from that site. To collect data, you must
configure the call site for the source of that data. Equitrac Professional can get data from PageCounter CDR or
NETBuffer devices, or it can query an ODBC database or read a flat file if the telephone system provides data that way.

User Lookup Methods

When Equitrac Professional processes a transaction, it needs to resolve the user responsible for the transaction. This
determination must be based on information available in the raw CDR data. For example, almost every call includes
an extension, therefore the site and extension information is the most common way of resolving a user for a phone
transaction. Equitrac Professional provides the following methods for determining the user associated with a
transaction:

Method Description

By user code User code is available directly in the raw transaction.

By auth. code User is looked up based on the authorization code. If a call has either a blank or an invalid
auth. code, the user is left unassigned.

By user network login User is looked up based on the user’s network login name.

By site & ext. code User is looked up based on the device’s site and the call’s extension.

By site & ext. alt. code User is looked up based on the device’s site and the call’s alternate extension.

By unique ext. code User is looked up based on the call’s extension, ignoring the device’s site.

By unique alt. ext. code User is looked up based on the call’s alternate extension, ignoring the device’s site.

By auth. code or extension User is looked up based on the auth. code. If a call has either a blank or an invalid auth. code,
the user is looked up based on the call’s site and extension.

By alternative reference For flat file data, the flat file may contain some validation other than that described above.
For example, if flat file contains calling card data, the user is assigned based on the calling
card provided in the flat file.

Raw CDR Translation

Equitrac Professional receives CDR data from the data collection source in a raw format it must translate into
transactions to store and post to the time and billing system. Equitrac Professional provides an SMDR Translator
(WinSMDR.exe) to translate most CDR formats; however you can write and use a custom translator, if necessary.
The SMDR Translator uses a CDR format definition file with the extension .PRS called a parser to translate the raw
CDR data to transactions. Many standard PRS files are included with Equitrac Professional, however, you can create
custom PRS files, if necessary. For more information about creating custom PRS files see SMDR Translator on page
476.

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NOTE: When you change a configuration parameter for any CDR source (an ODBC source, for example), you should
wait one minute before retrieving the CDR from the source. The DCE services requires that time to retrieve and
update the data source change. If you try to retrieve the CDR before DCE has a chance to update the source, you will
not get the results you expect.

To use a custom PRS file, create the file and place it in the following directory:
C:\Program Files\Equitrac\Professional\Accounting Service\Redist\
CDRTranslatorParams

Reprocessing CDR Data

Reprocessing raw CDR is necessary when either the defined SMDR Parser, SL1 Config file, custom translator or
SMDR Translator change in a way that affects the normalization of raw CDR before it populates the database table.
These changes are common, as users may change an existing PBX for new VoIP solutions, or make other
modifications to the behavior and format of raw CDR data, intentionally or otherwise (for example, a new phone
switch installation versus the phone vendor making a change without notifying the customer).
Reprocessing from raw CDR data may require a complete recost of existing transactions; this reprocessing is common
in many telephone applications, such as TTPro versions 2 and 3, PartnerSERVER versions 2 and 3, and all versions of
Equitrac Professional.
The DCE component sends alert messages to indicate CDR data that requires re reprocessing from raw:
odbc device:: Translation of raw CDR data for this PageCounter CDR device using
translator WinSMDR failed. Please verify the raw CDR translator settings for this
device and manually reprocess the data from CDR archive 'C:\Documents and Settings\joe-
user\Local Settings\Application Data\Equitrac\Equitrac Platform
Component\5\EQDCESrv\CDRDeviceData\odbc device\2014\08\15' from file position 36575430
to 36939042. Refer to documentation for details regarding manual reprocessing of raw
CDR data.
You must manage the reprocessing manually, using the DCE utility described on the following page.
Equitrac Professional archives all raw CDR data daily in:
Documents and Settings\<USER>\Local Settings\Application Data\Equitrac\Equitrac
Platform
Component\5\EQDCESrv\CDRDeviceData\<DEVICE_NAME>\<YYYY>\<MM>\<DD>\<DEVICE_NAME>.cdr
You can manually process the required daily file from the archive with the EQCDRTransfer.exe tool (installed to
DCE folder), using the following command line parameters:
EQCDRTransfer <DCE_SITE_NAME> <DEVICE_NAME> <CDR_FILE_NAME>

NOTE: You would only need to delete data from the database if the transactions are posted to CAS in the first place.
In some cases, you may simply need to fix your parser so non-identification data goes into the correct fields. In this
case, there would be data in CAS. In others, as for the alert above, you would not need to delete data first.

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Adding PageCounter CDR Data Sources

PageCounter CDR devices connect to telephone systems and communicate raw CDR data to Equitrac Professional via
a network connection. For information about installing and configuring PageCounter CDR devices, see the
documentation for that product.

Configuring the PageCounter CDR Device

To enable communication between the DCE component and PageCounter CDRs, you must configure PageCounter
communication to use port 2939, rather than the default port 80.
Download the PageCounterCDR.txt file from a PageCounter CDR terminal, then modify the port setting to use
2939 rather than 80, and upload the new PageCounterCDR.txt to the terminal again before the PageCounter can
establish communication with DCE.

WARNING: Failure to complete this procedure will result in PageCounter CDR devices never communicating with DCE
for Call Accounting.

To change the HTTP Port in the PageCounterCDR.txt file, use the following procedure:
1 Open a browser and connect to the PageCounter’s web administration page at http://<yourPCCDRIPADDRESS>,
replacing the information in the angle brackets with the IP Address of the PCCDR.
2 Click the Download link, logon, and follow the links to Disk1 > PageCounterCDR.
3 Open the PageCounterCDR.txt file and search for Internet Port.
4 Edit this field from “Internet Port”=dword:00000050 to “Internet Port”=dword:00000b7b.
5 Save the changes.
6 Browse back to the terminal web administration page and select Upload.
7 Browse the location to which you saved the PageCounterCDR.txt file.
8 In the next drop-down list, select the PageCounterCDR folder.
9 Click Upload.
10 Click the Restart link, and confirm that you want to restart the terminal. The change takes affect when the
terminal restarts.

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Adding a PageCounter CDR Device Incoming Data Source

Follow these steps to add a PageCounter CDR device incoming data source to a call site:
1 In System Manager > Call accounting, right-click the site you want to add the data source to and click Add
PageCounter CDR incoming source.

2 Enter a Name and a Description for the source.

3 From the Device site drop list, select the call site’s DCE server
4 The Call site field automatically displays the Call site you selected to add the PageCounter CDR device to, but you
can select a different call site, if necessary.
5 In the Serial number field, enter the serial number of the PageCounter CDR device. If the device is already
configured and connected to the network, Equitrac Professional automatically populates this field with the
selected device’s serial number.
6 Select a User lookup method. For more information about user lookup methods, see User Lookup Methods on
page 427.
7 Select the Convert date/time of call records from UTC checkbox to convert the date and time of call records from
Universal Time Code to you local time based on the built in GMT offset in the rate table.
8 Select the Reject unknown extensions checkbox to cause all calls to and from extensions that do not exist in the
extension list for the call site to be discarded.
9 Select the Inactive device checkbox to indicate that the PageCounter CDR is inactive.
10 In the Raw CDR translation section, select whether you will use WinSMDR.exe to translate CDR data or a custom
translator. If you are using a custom translator, click the ellipsis button (...) and browse to the custom translator
executable.
11 Enter any additional parameters that should be included on the command line when Equitrac Professional runs
the translator in the Extra parameters field.
NOTE: If you are translating CDR into SL1 format, enter ’Sl1’ in the Extra parameters field.

12 Click OK to add the PageCounter CDR data source to the call site.

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Adding NETBuffer Data Sources

NETBuffer devices connect to your PBX system and communicate raw CDR data to Equitrac Professional via a
network connection. For information about installing and configuring NETBuffer devices, refer to your NETBuffer
device documentation.

NOTE: For NETBuffer devices to work correctly with Equitrac Professional, they must be running firmware version
3.70. For information about upgrading firmware, refer to your NETBuffer device documentation.

Follow these steps to add a NETBuffer data source to a call site:

1 In System Manager > Call accounting, right-click the site you want to add the data source to and click Add
NETBuffer incoming source.

2 Enter a Name and a Description for the source.

3 From the Device site drop list, select the call site’s DCE server.
4 The Call site field automatically displays the Call site you selected to add the NETBuffer device to, but you can
select a different call site, if necessary.
5 The Serial number for the device is automatically detected when you enter the device’s IP address.
6 Select a User lookup method. For more information about user lookup methods, see User Lookup Methods on
page 427.
7 Select the Convert date/time of call records from UTC checkbox to convert the date and time of call records from
Universal Time Code to you local time based on the built in GMT offset in the rate table.

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8 Select the Reject unknown extensions checkbox to cause all calls to and from extensions that do not exist in the
extension list for the call site to be discarded.
9 Select the Inactive device checkbox to indicate that the PageCounter CDR is inactive.
10 In the Raw CDR translation section, select whether you will use WinSMDR.exe to translate CDR data or a custom
translator. If you are using a custom translator, click the ellipsis button (...) and browse to the custom translator
executable. Enter any additional parameters that should be included on the command line when Equitrac
Professional runs the translator in the Extra parameters field.
11 Enter the IP address of the NETBuffer device.
12 In the Channel settings section, enter the following values:

Field Description

Server port IP port number that the CAS is listening on for communication from the device. Set this to
zero (0) to allow the CAS to choose an appropriate port number.

Client port IP port number that the device is listening on for communication from the CAS. By default,
NETBuffers use port 2062. This value cannot be zero (0).

Encryption key The key used to encrypt data flowing between the CAS and the device. This value is always
in uppercase characters.

Poll interval Specifies, in seconds, how often the CAS will poll the device for CDR data. Setting the
interval to zero (0) disables the automatic poll.

Survey interval Specifies, in seconds, how often the CAS will survey the device for information (device
status, error logs, etc.) Polling the device includes a survey.

Broadcast window Specifies how many records can be sent before a checkpoint is performed. This parameter is
size used to fine-tune broadcast performance on a noisy network.

Data timeout Specifies, in milliseconds, the timeout when waiting for a response from the device.

Data retries The number of times to retry device packets if the operation fails.

13 Click OK to add the NETBuffer data source to the call site.

Adding ODBC Data Sources

Equitrac Professional can read raw CDR data directly from an external ODBC-compliant database. To create an
ODBC data source, you must have a DataSource Name (DSN) pointing to the database server. A separate DSN must
be created for each database the CAS will need to connect to. DSNs are created using the Windows ODBC
Administrator. For instructions, see the help files for your Windows operating system.
Follow these steps to add an ODBC data source to a call site:

NOTE: After adding or making a change to an ODBC data source, you should wait one minute before retrieving the
CDR from the source. The DCE services requires up to one minute to retrieve and update the ODBC data source
change. If you try to retrieve the CDR before DCE has a chance to update the source, you will not get the results you
expect.

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1 In System Manager > Call accounting, right-click the site you want to add the data source to and click Add
ODBC incoming source.

2 Enter a Name and a Description for the data source.

3 Select the DCE server from the Device site drop-down list.
4 If all the calls in the database will be coming from the same site, select the site from the Call site drop-down list. If
the database contains calls from various sites, select one of the following dynamic call site resolution methods:
• Lookup by unique extension - Use this method if extensions are globally unique among all sites. This method
requires an up-to-date Extension table with a correct call site assigned to each extension. For more information
about configuring extensions, see Managing Extensions on page 438.
• Lookup by unique alt. extension - Use this method if another piece of data must be used to resolve the call
site. The key for this lookup method must exist in the extension’s Alternative code field.
5 Select a User lookup method from the drop-down list. For a description of the user lookup methods available, see
User Lookup Methods on page 427.
6 Select the Convert date/time of call records from UTC checkbox to convert the date and time of call records from
Universal Time Code to you local time based on the built in GMT offset in the rate table.
7 Select the Reject unknown extensions checkbox to cause all calls to and from extensions that do not exist in the
extension list for the call site to be discarded.
8 The Auto feed data checkbox is selected by default. Clear this checkbox if you do not want the DCE to process the
ODBC data automatically.

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9 In the Poll interval field, enter the number of minutes Equitrac Professional should wait before polling the
database for new data.
10 Select the Inactive device checkbox to prevent Equitrac Professional from polling the database at this time.
11 In the Raw CDR translation section, select whether you will use WinSMDR.exe to translate CDR data or a custom
translator, and if the latter, select the custom translator executable. Enter any additional parameters that should be
included on the command line when Equitrac Professional runs the translator in the Extra parameters field.
12 In the ODBC source settings section, enter the DSN, User name and Password for the database where the CDR
data is stored. If you have not created a DSN, or you need to modify one you have created, click the ODBC admin...
button to launch the Windows ODBC Data Source Administrator dialog. You can also test the ODBC connection
by clicking the Test button.
13 In the Fetch SQL script field, enter the script to use to fetch the data from the database. You can start by selecting
a template from the Load template from field and customizing the script for your database.
14 If you want the records returned to be sorted by a particular field, enter the field name in the Ordered by field
name field.
15 The Last ordered by value field is updated automatically with the timestamp of the last call record fetched from
the database. Change the value of this field if you want to fetch older records from the database. If this field is
empty, all the data in the database is retrieved.

Adding File Data Sources

If your telephone system provides call data in a file, you can configure Equitrac Professional to use the file as its data
source.
Follow these steps to add a file data source to a call site:
1 In System Manager > Call accounting, right-click the site you want to add the data source to and click Add
ODBC incoming source.

2 Enter a Name and a Description for the source.

3 From the Device site drop list, select the call site’s DCE server.

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4 The Call site field automatically displays the Call site you selected to add the file source to, but you can select a
different call site, if necessary.
5 Select a User lookup method. For more information about user lookup methods, see User Lookup Methods on
page 427.
6 Select the Convert date/time of call records from UTC checkbox to convert the date and time of call records from
Universal Time Code to you local time based on the built in GMT offset in the rate table.
7 Select the Reject unknown extensions checkbox to cause all calls to and from extensions that do not exist in the
extension list for the call site to be discarded.
8 The Auto feed data checkbox is selected by default. Clear this checkbox if you do not want the DCE to process the
file data automatically.
9 In the Poll interval field, enter the number of minutes Equitrac Professional should wait before polling the file for
new data.
10 Select the Inactive device checkbox to prevent Equitrac Professional from polling the file at this time.
11 In the Raw CDR translation section:
a Select whether you will use WinSMDR.exe to translate CDR data or a custom translator, and if the latter, select
the custom translator executable.
b Enter any additional parameters to include on the command line when Equitrac Professional runs the
translator in the Extra parameters field.
c Enter the file path for the source file, or click the ellipsis [...] to browse to the file.

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Working with Trunks, Extensions, and Routes

When you have created a call site and added a data collection source to it, you can further customize the way Equitrac
Professional processes and costs call data by configuring trunks, extensions, and routes.

Creating and Configuring a Trunk Group

Trunk groups are the primary tool used to manage your trunks for each site. Use trunk groups to organize a large
number of trunk records that have been learned, or entered manually, as a single unit. Another benefit of the trunk
group is that it allows more concise reporting of trunk usage by providing trunk group subtotals.
Follow these steps to create a trunk group:
1 In System Manager > Call accounting, right-click the site you want to add the trunk group to and select Add
trunk group.

2 Enter a Name and a Description for this trunk group.

3 Select the Ignore site-level special routes for calls from this trunk group checkbox to disable the processing of
any routes you may have defined when this specific trunk group is used. Use this feature to determine precedence
between trunk groups and routes when processing calls.
4 Select the Customize costing for this trunk group checkbox to enable the Services and Custom rates tabs.
The Services tab is very similar to the Basic costing tab in the Call site dialog. Use this tab to select a carrier and
enter a cost multiplier for this trunk group.
The Custom rates tab is identical to the Special costing tab in the Call site dialog. Use this tab to configure costing
for this trunk group. For more information, see Special Costing on page 423.
5 Click OK to save the trunk group.

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Managing Trunks
When Equitrac Professional is configured to learn trunks, new trunks that it encounters are placed in the default
Unassigned trunks group. When you have created trunk groups you can move trunks into those groups by dragging
and dropping the trunk on the trunk group. You can also create trunks manually in a trunk group.
To create a trunk manually, right-click on a trunk group (or the default Unassigned trunks group) and select Add
trunk. Enter a name and description for the trunk. Select the Do not store calls for this trunk checkbox if you do not
want calls from this trunk to be processed and promoted to a transaction.
To remove a trunk, right-click on the trunk and select Remove trunk.

Creating and Configuring Extension Groups

Use extension groups to re-define the call processing and call costing that is applied to specific extensions in a site.
Follow these steps to create an extension group:
1 In System Manager > Call accounting, right-click the site you want to add the extension group to and select Add
extension group.

2 Enter a Name and Description for the extension group.

3 Enter an optional Extra surcharge that should be added to call made by extensions belonging to this group. This
surcharge will be applied to all call types made by extensions in this group.
4 Enter an optional Extra multiplier that should be applied to any call with a cost. For example, this can be used to
provide for a markup factor or a tax adjustment.
5 If the call processing and call costing need to be adjusted further for this extension group, select the Customize
costing for this extension group checkbox to enable the Services and Custom rates tabs. For information about
using these tabs, see step 4 in Creating and Configuring a Trunk Group on page 436.

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Managing Extensions
When you configure Equitrac Professional to learn extensions, it places new extensions that it encounters in the
default Unassigned extensions group. When you have created extension groups you can move extensions into those
groups by dragging and dropping the extension on the extension group. You can also create extensions manually in an
extensions group.
Follow these steps to create an extension manually:
1 Right-click on an extension group (or the default Unassigned extensions group) and select Add extension.

2 Enter the extension Code, and optionally, an description for the extension.
3 Enter an Alternative code for this extension, if necessary.
4 In the Assign to user field, enter the user name of the user this extension belongs to. Click the Verify button to
verify that the user name you entered exists in the CAS.
5 If this is the primary extension for the user, select the Set as primary extension checkbox.
To remove an extension, right-click on the extension and select Remove extension.

Creating and Configuring Routes

Use routes to configure Equitrac Professional for special dialing patterns or to provide special processing for specific
PBX services.
Follow these steps to create a new route:
1 In System Manager > Call accounting, right-click the Unassigned routes link for the site you want to add the
route to and select Add route.

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2 Enter a Name and Description for the route.

3 In the Raw digits to match field, enter the exact digits that define when this route applies. These digits must
include any passive access codes already absorbed.
4 In the How many digits to absorb field, enter the number of digits that should be stripped from the digits dialed
to process the route properly.
5 In the Digits to prefix field, enter the digits that should be inserted at the beginning of the effective digits dialed to
prepare the call for costing.
6 If the call processing and call costing need to be adjusted further for this route, select the Customize costing for
this route checkbox to enable the Services and Custom rates tabs. For information about using these tabs, see step
4 in Creating and Configuring a Trunk Group on page 436.

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Tracing Phone Data

Equitrac Professional saves raw CDR data on the DCE machine under the name of the account running the DCE
service. If you need to trace phone data, or wish to backup or archive the raw CDR data, you can locate the raw CDR
files here:
C:\Documents and Settings\%User%\Local Settings\Application Data\Equitrac\Equitrac
Platform Component\5\EQDCESrv\CDRDeviceData\%cdr device%\YYYY\MM\DD\cdr device.cdr
where User is the account name running the DCE service.

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 18 Desktop Print Tracking

Topics:
About Desktop Print Tracking
Desktop Printing Configuration Workflow
Excluding Applications

Workstation devices are printers that Equitrac Professional tracks using the Desktop Printing feature, which is
available as part of the Equitrac Professional Client installation. Desktop print tracking tracks print jobs from any
printer you can connect to a client workstation that does not connect to an Equitrac Professional print server. This
includes local printers on a workstation desktop, or printers using LPT1, USB, or direct network connections.
Desktop print rules enable you to control whether users can print a document to their workstation printer or whether
the job is directed to a network printer based on the job’s attributes.
When tracking desktop printing, you can create and maintain an application exclusion list, which excludes print
tracking for documents printed from specified applications.

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About Desktop Print Tracking

Desktop printing tracks the use of local printers connected directly to a user workstation, rather than connected to the
office LAN. These printers are not controlled by a DRE print server. Equitrac Professional groups these devices as
Workstation devices in System Manager.
Desktop print tracking is useful for tracking print volume for users who require private printing devices. As an
example, legal documents, accounting documents, or HR documents are often proprietary and should not be left
unattended on a widely- or publicly-accessed printer.

••user
user verification
verification
••print
print charge calculations
charge calculations

••output
output tracking
tracking

• account balance mgmt

The Desktop Port Monitor intercepts print requests to the local printer

Desktop Printing supports dual pricing on a per-page basis, and advanced price lists tracking. Desktop print tracking
does not support charging for attributes such as duplexing or page size.

CAUTION: Charging for color attributes is also possible but depends on the properties of the printing application
and the printer driver. If the application and print driver do not differentiate between color and monochrome pages,
color attribute charges for desktop print jobs will not be accurate.

The client popup appears only on the workstation connected to the printer. Users printing to a shared desktop printer
do not see the client popup.
Support for desktop print tracking is installed automatically with the client popup, but requires a Workstation Client
license for activation. When you have installed the client popup and have an available Workstation Client license,
printers local to the workstation are ready for use within your Equitrac Professional environment.

User Workflow for Desktop Printing

From the user perspective, the desktop printing functionality follows this workflow:
1 The user needs to print a private document, so they choose the local workstation printer.
2 Depending on the document attributes and the rules set for your device, one of three things will occur:
• Equitrac Professional will allow the document to print on the local device if the user or release key is validated.
• Equitrac Professional will deny printing to the local device, because the document attributes meet or exceed
criteria defined in the print rules for that device, and delete the print request.
• The user will receive a warning that the document attributes meet or exceed criteria defined in the print rules
for that device. The user can choose another printer, or elect to over-ride the warning and print to the local
device anyway.

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Desktop Printing Configuration Workflow

Follow these steps to set up desktop printing on each user workstation that will print to a device not managed by a
DRE Print Server.
1 Connect the printer to the workstation.
Workstation printers are printers that Equitrac Professional tracks using the Desktop Printing feature. Any printer
you can connect to a client workstation that does not connect to an Equitrac Professional print server—including
local printers on a workstation desktop, or printers using LPT1, USB, or direct network connections—qualifies as a
workstation device.
Equitrac Professional registers workstation devices automatically in System Manager > Devices, when users print
from a workstation to a workstation device.
For information on adding and configuring workstation devices, see Configuring a Workstation Device on page
203.
2 Set the device properties.
In System Manager > Devices, click on a local device to view the Workstation summary dialog. Change the Name,
Description, and if required, apply pricing parameters.
You can apply a default price list, or a primary and optional secondary price list as needed.
See Basic Print/Copy Price Lists on page 146 or Advanced Print/Copy Price Lists on page 146 for instructions to
create price lists.
3 Create rules that limit access to the local printer, if necessary.
You can limit the users who are permitted to print to this printer. See Creating Print Rules on page 261 for
instructions. These rules also allow you to limit access to the printer based on job attributes.
4 Select any applications that are excluded from Desktop Print tracking.
Set system-wide exclusions to desktop print tracking. Exclusions are specific applications that you do not want to
track output for. See Excluding Applications on page 444 for instructions.

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Excluding Applications
The exclusion list specifies applications that Equitrac Professional does not track, and is applicable to all desktop
printer clients (non-DRE printing only). All desktop applications that are included for tracking must be part of an
existing application class in Equitrac Professional. For information about creating application classes in Equitrac
Professional see Creating and Maintaining Application Classes on page 350.
When Equitrac Professional evaluates a print transaction, it first checks whether the document originates with a
tracked application or an excluded application. If the application is on the Excluded list, Equitrac Professional
proceeds with the print and does not track any transaction or document data. If the application is included for
tracking, Equitrac Professional assesses the document data to assign the appropriate tracking and popup behaviors.

NOTE: You must register applications in Equitrac Professional before you can assign the application to the Exclusion
list. Once you exclude an application from tracking, it no longer appears in the Applications view in System Manager.
For more information on adding applications, see Registering Tracked Applications Manually on page 353.

To add a registered application to the Exclusion list, do the following:

1 In System Manager, navigate to System > Configuration > Desktop printing > Exclusion list to view default
applications and add additional applications excluded from print tracking.

NOTE: If applications on workstations appear to function incorrectly, add the application to the Exclusion list.

2 Click Add to specify an application for Equitrac Professional desktop printing to exclude.
3 Enter an Application Name and Description in the fields and click Add. The application excluded from print
tracking displays in the Additional excluded applications list.

4 Click OK to save the changes, or Cancel to close the window without saving the changes.

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Re-enabling Application Print Tracking

You cannot enable print tracking for any application included in the default exclusion list.
1 In System Manager, navigate to System > Configuration > Desktop printing > Exclusion list to open the
Exclusion list dialog.
2 Select an application from the Additional excluded applications list and click Remove.
3 Click Yes to confirm the removal.
4 Click OK to save the changes, or Cancel to close the window without saving the changes.

Editing an Excluded Application

The only component of an excluded application’s properties that you can edit is the Description field. Because the
Exclusion list identifies excluded applications by their executable filename as a default, you may choose to edit the
description to make the application more identifiable in the list.
1 In System Manager, navigate to System > Configuration > Desktop printing > Exclusion list to open the
Exclusion list dialog.
2 Select an application from either the Default or Additional excluded applications list and click Properties.
3 Edit the application’s Description and click OK.
4 Click OK to save the changes, or Cancel to close the window without saving the changes.

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 19 DMS Integration and Configuration

Topics:
Handling DMS Documents
Configuring Equitrac Professional For DMS
Integration

Equitrac Professional integrates with select third-party Document Management Systems (DMS), to enable print
tracking and data collection for documents that users generate from these applications. Supported systems include
Hummingbird (DM and DocsOpen), Autonomy iManage, Worldox, and ProLaw. Equitrac Professional with DMS
integration supports multi-copy intervals, charge splitting, and Subjobs.
You can configure Equitrac Professional to collect data from a DMS document and automatically pre-fill the popup
with chosen values from the document's profile. Depending on your DMS vendor, these values may include (but are
not limited to) client, matter, author, document name, and description. Equitrac Professional extracts client and
matter data directly from the DMS, not from the user.
Once you have integrated your DMS with Equitrac Professional, you can configure popup behaviors for DMS
documents, and apply the popup style to the relevant User Classes in System Manager. If you do not configure
Equitrac Professional to track print transactions by any other means (for example, by user class or device), the system
defaults to tracking transaction data by DMS.
For the DMS integration to function properly, you must already be running your DMS software. When you change the
DMS settings in Equitrac Professional, the change will take effect on a user’s workstation the next time a user prints a
document from your DMS.

NOTE: The information in this chapter pertains only to print DMS integration. For information about scan DMS
integration, please see the Equitrac Professional Scan Solutions Guide

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Handling DMS Documents

In an integrated DMS environment, the difference between DMS and non-DMS documents is simply the difference in
initial outputs. A DMS document originates from your third party document management system; non-DMS
documents are any documents not checked into the DMS database for library storage and tracking. This can include
such things as user email, or a printed web page.
You can use System Manager to determine tracking options and default values to display, hide, or suppress the popup
for DMS documents. These options may vary depending on the document management system; please refer to
Configuring Equitrac Professional For DMS Integration on page 449 for details on configuring your DMS
integration, and Configuring Show/Hide Popup Options on page 359 and Legacy Configuration Options in the
Popup Designer on page 361 for details on DMS-specific options within the popup designer. General information on
designing your popup is available in Creating Popup Styles on page 356.
Each DMS contains a database that houses a library of documents on a server. The database also manages data
associated with each document in the library, including:
• Client ID
• Matter ID
• Document number
• Location of document in the library
• File Name in the document library
When you print a DMS document to an Equitrac Professional-tracked printer, Equitrac Professional collects the
associated DMS data and includes it with the transaction data sent to CAS.

NOTE: We recommend installing any Application Integrations from third party document management systems.
These integrations may help Equitrac Professional achieve better document matching and enhance the abilities of
features such as Verify document name. Integrations are most useful in deployments that use multiple libraries.

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Configuring Equitrac Professional For DMS Integration

When you integrate Equitrac Professional with your Document Management System (DMS), you can retrieve
validation data (typically client and matter) associated with a DMS document to prefill the validation fields on the
popup. When a user prints a DMS document, Equitrac Professional collects the required information from the DMS
and prefills the validation fields on the popup. Depending on the popup’s configured behavior, the popup uses the
values from the DMS but remains hidden so the user does not have to interact with the popup at all, or the popup
displays the retrieved validation data, enabling users to verify the data for accuracy before sending the print job.
Equitrac Professional integrates with the following document management systems:
• Hummingbird DM 5.x
• Hummingbird DOCS Open 3.96
• Autonomy iManage WorkSite 8.0 to 9.0
• ProLaw (Version 11.11 with updates installed or version 12)
• Worldox 2000, 2002, GX
Integrating Equitrac Professional with a DMS involves setting the initial configuration parameters—the DMS with
which Equitrac Professional is integrating, connection details, and, if necessary, the servers hosting the DMS—and
configuring popup styles with the desired tracking and popup behaviors.

ProLaw print integration

In the case of ProLaw DMS, Equitrac Professional can only detect print jobs from certain specific applications. The
applications currently supported are:
• Microsoft Word 2007 - 2010
• Adobe Acrobat Reader 8-current
• Adobe Acrobat Professional 8-current
• Nuance Converter Enterprise 7
• Microsoft PowerPoint 2007 - 2010
• Microsoft Excel 2007 - 2010
• WordPerfect

Configuring DMS Integration

Configuring Equitrac Professional to integrate with your DMS requires the following steps:
• specify the DMS type
• specify the desired authentication mode
• selecting which DMS field value to use for document identification at the MFP
• in the case of iManage, specify the server or servers hosting the DMS.

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When configuring the authentication mode in System Manager, you have the option of using a trusted connection, or
of supplying a default user name and password. If your DMS uses Windows authentication, select the trusted
connection option; when Equitrac Professional accesses the DMS to obtain document details, the DMS allows access
based on the Windows user currently logged in to the client workstation. If your DMS does not use Windows
authentication, supply the user name and password of a valid DMS user. When Equitrac Professional accesses the
DMS to obtain document details, the DMS allows access based on this user name-password combination.
The DMS grants access based on the user type of the user name-password combination you provide. If you provide the
user name and password of a user with restricted access to the DMS data, Equitrac Professional may be unable to
retrieve the data you require. If the DMS does not recognize the user name and password, Equitrac Professional
cannot retrieve DMS data at all.
To configure Equitrac Professional to integrate with your DMS, do the following:
1 In System Manager, navigate to System > Configuration > Equitrac Professional settings >DMS configuration.
The DMS configuration dialog opens:

2 In the DMS field, select the desired DMS from the drop-down list. When you select a DMS, the Configure button
becomes active if additional DMS-specific configuration is available.
3 Select the Rename print jobs using DMS field value checkbox, then select the field value you want to use from the
drop-down list. This field is used with secure document release and follow you printing, and substitutes the file
name of the file with the selected associated field (in this case description) of the file from the DMS, making it
easier for users to identify documents.
4 Click Configure to open a DMS-specific configuration dialog.
5 Configure the desired authentication option as follows:
• In the Authentication section, select the Trusted option.
—Or—
a In the Authentication section, select the Login required option.
b In the User name field, enter a valid DMS user name.
c In the Password field, enter a valid DMS password.
6 If necessary, specify the DMS servers you want to integrate (applicable for integration with iManage only):
a In the Servers section, click the Add link.
b Enter the name of the desired DMS server.
c Repeat steps a - b to specify additional servers, as necessary.
d In the Authentication section, specify either the Trusted or Login required option.
e If you select Login required, provide a valid DMS user name and password.

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7 Click OK to close the DMS-specific configuration dialog.

8 In the DMS configuration dialog, click OK.

Configuring Tracking and Popup Behaviors

When you have configured Equitrac Professional for integration with a DMS, Equitrac Professional can access the
DMS to retrieve the required validation data when a user prints a DMS-managed document. The popup’s general
behavior and the data it retrieves depend on both the class-level behavior settings and the popup style. When
configuring application, device, and user classes, specify the desired behavior for each class; these selections determine
the popup’s behavior. When configuring popup styles, specify the desired behavior for both DMS and non-DMS
documents, and indicate which DMS fields Equitrac Professional will retrieve for the popup when accessing the DMS.
The following overview illustrates the DMS-specific options, and indicates how to map DMS data fields to the
appropriate fields on the popup. For detailed information on creating a popup style, see Creating Popup Styles on
page 356.
For each user, device, and application class, specify the desired tracking behavior:

Tracking Option Tracking Behavior Can be defined for

Display popup The popup appears as per the popup behavior and rules you configure; User Class
Equitrac Professional gathers all document transaction details and costs, Device Class
and posts the transaction to the control system.
Application Class

Hide popup The popup does not appear to the user; Equitrac Professional applies the User Class
configured default hide mode values configured for the popup style Device Class
assigned to this class in the background, and posts transaction details to
Application Class
the control system without user intervention.

Silent tracking for The popup does not appear to the user; Equitrac Professional collects all User Class
device management transaction data including costing, and posts the transaction to CAS only. Device Class
only You can run reports later detailing device performance on the basis of this
Application Class
data, but it never appears in the control system database.
You do not require a popup style for any class to which you will assign silent
tracking.

Do not track The popup does not appear to the user, and Equitrac Professional collects User Class
no data on the transaction whatsoever. This option is applicable only to Device Class
non-DRE printing in Equitrac Professional 5.7.
Application Class
You do not require a popup style for any class that you will not track.

Determined The tracking behavior is determined by the next level in the tracking User Class
elsewhere hierarchy (either the device or application level). Device Class

The tracking hierarchy determines whether the popup uses the application, device, or user class’ tracking behavior. For
information on the tracking hierarchy, see Print Tracking Hierarchy on page 346.

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NOTE: Equitrac Professional does not track print transactions sent from a DMS viewer. If you want to track DMS
documents, instruct your users not to print directly from the DMS viewer; instead, they should use a document
authoring tool, text editor, or other similar application.

When you have integrated Equitrac Professional with a DMS, two additional settings influence the popup’s behavior.
Unlike the tracking behavior settings applied to each application, device, or user class, these additional settings are
specific to each individual popup style. Equitrac Professional evaluates these settings after evaluating the tracking
hierarchy. Therefore, these settings may override the previously determined tracking behavior.
The applicable settings are in the popup designer under Advanced print settings > Legacy options:
• Hide popup for non-DMS documents: If the tracking behavior is set to display popup, when you enable the hide
setting and a user prints a non-DMS document, the popup does not display, regardless of the tracking behavior
determined by the class-level settings and the tracking hierarchy. Equitrac Professional tracks the document using
the current popup style’s Hide mode validation values. If you have not enabled this option and the user prints a
non-DMS document, the class-level settings and tracking hierarchy determine the popup and tracking behaviors.
• Hide popup for DMS documents: If the tracking behavior is set to display popup, when you enable the suppress
popup setting and a user prints a DMS document, the popup does not display, regardless of the tracking behavior
determined by the class-level settings and the tracking hierarchy. Equitrac Professional accesses the DMS to
retrieve validation data and charges the print transaction to the appropriate account. If you do not enable this
setting and a user prints a DMS document, Equitrac Professional accesses the DMS to retrieve validation data, and
uses this data to prefill the fields on the popup. The user can confirm that Equitrac Professional retrieved the
appropriate validation information, change the information if it is incorrect, and complete the print transaction.

NOTE: When you configure Hide popup options, the Hide options and the Hide mode value take precedence in the
popup behavioral hierarchy over any DMS-specific behavioral configurations.

When you configure a popup style for use with DMS integration, map each applicable Equitrac Professional validation
field to the corresponding field in the DMS database. This mapping tells Equitrac Professional which values to retrieve
from the DMS. If, for example, you are retrieving client and matter data from the DMS, map the Equitrac Professional
client and matter fields to the DMS database fields that contain client and matter codes.
To set DMS-specific options for a popup style, do the following. For complete details on configuring a popup style, see
Creating Popup Styles on page 356:
1 Select Start > All Programs > Equitrac Professional > System Manager. A dialog displays prompting you to
select the core accounting server with which System Manager is associated.
2 Select the local server and click Connect. The System Manager window displays.
3 In the left pane, click the Popup Styles link. The right pane displays the User-Client-Matter popup style, and any
others you have created.

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4 Click the desired popup style to open the Modify popup style dialog.

5 In the Fields section, double-click a validation field in the list.

6 In the Prompt field dialog, configure the field’s print-specific DMS-related attributes, as follows:
a In the Hide mode value field, enter the value the popup uses for this field when the popup remains hidden.
NOTE: When you enable Hide popup options, Equitrac Professional uses the hide mode values regardless of
whether the document is a DMS document or not; these options override the DMS popup settings. If the printed
document is a DMS document, Equitrac Professional uses the values it retrieved from the DMS.

b In the DMS data field, use the drop list to select the DMS field containing the value you want to retrieve for the
current field. If the current field is the Client field, for example, and the DMS database stores client values in a
field called ClientCode, select the ClientCode field from the drop list.
If you configure your DMS as an application class that hides the popup on the basis of tracking hierarchy, or if
you configure the popup directly to hide for DMS documents, then Equitrac Professional populates the print
popup automatically on the basis of the DMS data and Hide mode values you specify for the DMS-specific
application class popup.
7 Repeat step 7 as necessary for the active validation fields in the current popup style.
8 Click OK to save your settings.
For more information about configuring the Print Popup, see Creating Popup Styles on page 356.

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Configuring Integration with a Subsequent DMS

Equitrac Professional integrates with one DMS at a time. If, after integrating with one DMS and generating print jobs
from DMS documents, you need to integrate Equitrac Professional with a different DMS, ensure that you:
• Reset the initial configuration parameters; see Configuring DMS Integration on page 449 for details.
• Reconfigure popup styles, as necessary; see Configuring Tracking and Popup Behaviors on page 451 for details.
• Use the Services option within your Windows Control Panel to stop and restart the EQ Shared Engine service on
all client machines in your printing environment to ensure that the changes take effect the next time users print
from those workstations.

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 A Appendix

Topics:
Regular Expressions
Printer Support
Command Line Utilities and Tools
Field String Syntax
SMDR Translator
Color Values in Transaction Import Files
Format Variables for Custom Date Format Field
Sample Perl Scripts for Perl Script Field
Transformations

This appendix provides administrative and support tool information for advanced configuration and data
manipulation.

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Regular Expressions
You can use regular expressions in the Document title pattern of a print rule set.
A regular expression consists of one or more “branches”, separated by ‘|’. The regular expression matches anything that
matches at least one of the branches. For example, “abc” and “def ” are branches in the following regular expression:
abc|def.

Branch
A branch is one or more pieces, concatenated. It matches a match for the first, followed by a match for the second, etc.
For example, “a”, “b” and “c” are pieces in the first branch of the following regular expression: abc|def.

Piece
A piece is an atom possibly followed by a single ‘*’, ‘+’, ‘?’, or a bound. An atom followed by ‘*’ matches a sequence of 0
or more of the atom. An atom followed by ‘+’ matches a sequence of 1 or more of the atom. An atom followed by ‘?’
matches a sequence of 0 or 1 matches of the atom. For example, in the following:
ab - matches “ab” but not “a” or “abb”

ab* - matches “a”, “ab” and “abb”

ab+ - matches “ab”, “abb” but not “a”

ab? - matches “a” and “ab” but not “abb”

Bound
A bound is ‘{‘followed by an unsigned decimal integer, possibly followed by ‘,’ and possibly followed by another
unsigned decimal integer, and then always followed by ‘}’. The integers must be at least 0 and no greater than 255, and
if there are two, the first must be no greater than the second.
An atom followed by a bound containing one integer i, and no comma, matches a sequence of exactly i matches of the
atom. An atom followed by a bound containing one integer i, and a comma, matches a sequence of i or more matches
of the atom. An atom followed by a bound containing two integers i and j matches a sequence of i through j (inclusive)
matches of the atom. For example, in the following:
ab{1}- is equivalent to “ab”

ab{0,}- is equivalent to “ab*”

ab{1,}- is equivalent to “ab+”

ab{0,1}- is equivalent to “ab?”

An atom is a regular expression enclosed in ‘( )’ (matching the regular expression within the parentheses), an empty
set of ‘( )’ (matching the null string), a bracket expression, ‘.’ (matching any single character), ‘^’ (matching the null
string at the beginning of a string), ‘$’ (matching the null string at the end of a string), a ‘\’ followed by one of the
characters ‘^.[$()|*+?{\’ (matching that character, taken as an ordinary character), a ‘\’ followed by any other character
(matching that character taken as an ordinary character, as if the ‘\’ had not been present), or a single character with

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no other significance (matching that character). A ‘{‘followed by a regular expression character other than a digit is
considered as an ordinary character, not as the beginning of a bound. It is illegal to end a regular expression with ‘\’.
For example,
^New- matches all strings starting with “New”

\.xls$- matches all strings ending with “.xls”

.xls$- matches all strings ending with “xls” (note that the ‘.’ will match any
character in a pattern)

\.(xls|XLS)- matches all strings ending with either “.xls” or “.XLS”

Bracket Expression
A bracket expression is a list of characters enclosed in ‘[ ]’. It normally matches any single character from the list
enclosed within. However, if the list begins with ‘^’, the list matches any single character not included in the rest of the
list. Two characters in the list separated by ‘-’ is shorthand for the full range of ASCII characters between those two
(inclusive), for example, ‘[0-9]’ in ASCII matches any decimal digit. It is illegal for two ranges to share an endpoint, for
example, ‘[a-c-e]’. In general, special characters, including ‘\’, lose their special significance when used in a bracket
expression.
For example, in the following:
[a-z]- matches any lowercase letter

[A-Za-z]- matches any upper or lowercase letter

[^012345]- matches everything except digits from 0 to 5

Collating Element
Within a bracket expression, a collating element (a character, a multi-character sequence that collates as if it were a
single character, or a collating-sequence name for either) enclosed in ‘[.’ and ‘.]’ stands for the sequence of characters of
that collating element. The sequence is a single element of the bracket expression’s list. A bracket expression
containing a multi-character collating element can thus match more than one character, for example, if the collating
sequence includes a ‘ch’ collating element, then the regular expression ‘[[.ch.]]*c’ matches the first five characters of
‘chchcc’.
In the event that a regular expression could match more than one substring of a given string, the regular expression
matches the one starting earliest in the string. If the regular expression could match more than one substring starting
at that point, it matches the longest. Subexpressions also match the longest possible substrings, subject to the
constraint that the whole match be as long as possible, with subexpressions starting earlier in the regular expression
taking priority over ones starting later. Note that higher-level subexpressions thus take priority over their lower-level
component subexpressions.
Match lengths are measured in characters, not collating elements. A null string is considered longer than no match at
all. For example, ‘bb*’ matches the three middle characters of ‘abbbc’; ‘(wee|week)(knights|nights)’ matches all ten
characters of ‘weeknights’; when ‘(.*).*’ is matched against ‘abc’ the parenthesized subexpression matches all three
characters, and when ‘(a*)*’ is matched against ‘bc’ both the whole regular expression and the parenthesized
subexpression match the null string.

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Appendix

Printer Support
Equitrac Professional supports specialized hardware units, printer interfaces, and print job languages. Understanding
the way Equitrac Professional supports and interacts with these components can help you configure your Equitrac
Professional environment to accommodate additional hardware devices or identify potential issues that may impact
system performance.
If you require more information, see your hardware manufacturer’s documentation, or visit their online website.
Equitrac Professional supports the following printer interfaces and print job languages. If you require more
information, see your hardware manufacturer’s documentation, or visit their online website
Printer support varies based on the selected page counter. The following subsections describe the types of hardware
drivers that each page counter supports.

Printer Job Language (PJL) Page Counter

The PJL page counter supports most Hewlett-Packard, Xerox Docuprint, Compaq PageMarq, and IBM network
printers. PJL page-counting is independent of the actual printer driver used. This page counter counts page numbers
only, not document attributes.

Data Stream Interpreters

These page interpreters handle print driver output for number of pages and some document attributes, such as color,
paper size, duplexing, and finishing options.
To ensure accurate document tracking, select the appropriate data stream interpreter/printer driver combinations for
your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver.

PostScript Page Interpreter

The PostScript page interpreter supports all PostScript Level 1-, PostScript Level 2-, and PostScript Level 3-based
printers. Regardless of the make and model of the printer, ensure that you also use a PostScript-based printer driver
when using the PostScript page interpreter. This interpreter collects document attributes from most PostScript print
drivers.

PCL3, PCL4, PCL5 Page Interpreter

The PCL page interpreter supports PCL-based printers, including PCL3, PCL4, PCL5, PCL5e and PCL5c. Regardless
of the make and model of the printer, ensure that you also use a PCL3, PCL4, or PCL5-based printer driver when
using the PCL page interpreter. This interpreter collects document attributes from most PCL print drivers.

PCL6 Page Interpreter

The PCL6 page interpreter supports PCL6- (PCL-XL-) based printers. Regardless of the make and model of the
printer, ensure that you also use a PCL6-based printer driver when using the PCL6 page interpreter. This interpreter
collects document attributes from most PCL6 print drivers.

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HP-GL/2. HP RTL Page Interpreter

The HP-GL/2 page interpreter supports HP-GL/2- and HP RTL-based plotters and large-format printers. Regardless
of the make and model of the plotters, ensure that you also use an HP-GL/2-based printer driver when using the HP-
GL/2 page interpreter. This interpreter collects document attributes from most HP-GL/2 print drivers.

HP PPA Page Interpreter

The HP PPA page interpreter supports PPA-compatible printers. Regardless of the make and model of the printer,
ensure that you also use a PPA-based printer driver when using the PPA page interpreter. This interpreter gives page
counts only, not document attributes.

Ricoh IPDL-C Page Interpreter

The Ricoh IPDL-C page interpreter supports all Ricoh IPDL-C-compatible printers. Regardless of the make and
model of the printer, ensure that you also use a compatible printer driver when using the Ricoh IPDL-C page
interpreter. This interpreter collects document attributes from most IPDL-C print drivers.

Ricoh RPCS Page Interpreter

The Ricoh RPCS page interpreter supports all Ricoh RPCS-compatible printers. Regardless of the make and model of
the printer, ensure that you also use a compatible printer driver when using the Ricoh RPCS page interpreter. This
interpreter collects document attributes from most RPCS print drivers.

Canon GARO and UFR II Interpreters

Interpreters for Canon GARO and Canon UFR II print streams are automatically enabled and are supported in
versions 5.2.4 and 5.2.3 of Equitrac Professional respectively, and later.

Canon LIPS Page Interpreter

The Canon LIPS page interpreter supports all Canon LIPS-compatible printers. Regardless of the make and model of
the printer, ensure that you also use a compatible printer driver when using the Canon LIPS page interpreter. This
interpreter collects document attributes from most LIPS print drivers.

Canon BJ, IBM ProPrinter Page Interpreter

The Canon BJ/IBM ProPrinter page interpreter supports all Canon BJ-compatible and IBM Proprinter-compatible
printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when
using the CanonBJ page interpreter. This interpreter gives page counts only, not document attributes.

Kyocera Prescribe Page Interpreter

The Kyocera Prescribe page interpreter supports all Kyocera-Mita Prescribe-compatible printers. Regardless of the
make and model of the printer, ensure that you also use a compatible printer driver when using the Kyocera Prescribe
page interpreter. This interpreter collects document attributes from most Prescribe print drivers.

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Epson ESC/Page Interpreter

The Epson ESC/Page interpreter supports all ESC/Page-based printers. Regardless of the make and model of the
printer, ensure that you also use a compatible printer driver when using the ESC/Page page interpreter. This
interpreter gives page counts only, not document attributes.

Epson ESC/P Page Interpreter

The Epson ESC/P page interpreter supports all ESC/P- and ESC/P2-based printers, such as the Epson MX, FX and LQ
models. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when
using the ESC/P page interpreter. This interpreter gives page counts only, not document attributes.

Genicom Page Interpreter

The Genicom page interpreter supports Genicom line printers. This interpreter gives page counts only, not document
attributes.

Text Interpreter
The text page interpreter supports text printing. You may use the text page counter, for example, if you are printing
text output from DOS or UNIX-based applications. This interpreter gives page counts only, not document attributes.
When you select this page counting option, you must specify the number of lines per page for text output.

Comparing Page Counting Methods

This table compares Data Stream Interpreters and Job counters only. Other page counting methods, such as bi-
directional NPA and PJL counters, do not handle page counting correctly in a queuing environment.

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Data Stream Interpreter Page Counter

Support for Color/

Interpreter Notes
Oversize

PostScript  The Datastream Interpreter requires CPU time on the print server because
it examines print data on the way to the printer.

PCL3, PCL4, PCL5 

PCL6 

HP-GL/2, HP RTL 

Ricoh IPDL-C 

Epson ESC/Page 

Kyocera Prescribe 

Other Page Counter Methods

Support for Color/

Interpreter Notes
Oversize

Job — • Can be used with any EQ print monitor.

• Consider using for a plotter.
• Counts one page per print job.
• Very low processing overhead.

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Appendix

Command Line Utilities and Tools

Equitrac Professional provides a number of utilities and tools that extend or modify Equitrac Professional
functionality. These tools reside on the accounting server in the \Program Files\
Equitrac\Professional\Tools folder.

This section documents the commonly-used tools not already described elsewhere in this guide; a list of these tools
and links to their details is on the next page.
Any utilities not described here or elsewhere in this guide are intended for service and support purposes only, not for
general administrative usage.

The Tools Folder

You can execute these commands with a single command line or as a batch file, but you must have Equitrac
Professional administrative privileges on the target server to run these utilities.

Tool Description

CustomReportIntegrator.exe Use this tool to preload your custom Crystal Reports into Equitrac
Professional; see Loading Custom Reports on page 388.

EQCDRTest.exe Use this tool to test WinSMDR’s translation when you’ve created a new parser
for translating raw CDR data into phone data.

EQExportWizard.exe The transaction Export Wizard; see Exporting Transactions on page 123.

EQModifyDeletedContainerSecurity.exe This tool displays or modifies the access permissions on the deleted objects
container in Active Directory.

EQPrinterConversionWizard.exe and These utilities install with the core Equitrac Professional server components.
EQNT4PrinterConversionWizard.exe

EQPrintQueueViewer.exe The utility installs on the server hosting the document routing engine as part
of the DRE installation. When you have enabled queuing, this tool provides a
graphic interface that enables you to see and delete documents in the print
queue. See Administering the Secure Print Queue on page 245.

EQReExportUI.exe The transaction Re-Export utility, accessed via the Start menu on the CAS
server: Equitrac Professional > ReExport; see Re-exporting Transactions on
page 141.

EQTerminalUpdate.exe The utility installs with the core Equitrac Professional server components. This
tool is for administrators and technicians to update PageCounter and
PageCounter Professional device firmware for terminals equipped with hard
disks. You cannot use this tool to update firmware if the terminal is not
equipped with a hard disk.

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Tool Description

EQTransactionPurge.exe
The utility installs with the core Equitrac Professional server components. The
utility enables you to purge transactions from the CAS database, based on a
specified date criteria. This is especially useful prior to a database backup or
migration, in which you might not want to include old and unused
transaction records as a means of speeding up the process. You must have
Equitrac Professional administrative privileges on the target server to run this
utility.

EQTrnImportWizard.exe The Transaction Import Wizard; see Using the Transaction Import Wizard
on page 102.

EQValImportWizard.exe The Validation Import Wizard; see Managing Validation Data on page 79.

SmdrDesign.exe and WinSMDR.exe Utilities associated with the SMDR Translator; see SMDR Translator on page
476. For more information on working with CDR data, see Raw CDR
Translation on page 427.

TransactionEditor.exe The Transaction Editor, an alternate tool for accessing data normally
accessible through the Equitrac Professional Web Client, see Working with
Transactions in Transaction Editor on page 117.

The EQCDRTest.exe Utility

Use this tool to test WinSMDR’s translation when you’ve created a new parser for translating raw CDR data into phone
data. It is extremely valuable to be able to test and confirm raw data translation without actually introducing it into the
live database. Translation and posting data into the live database should not happen until the administrator is certain
of accurate call accounting (including parser and costing) configuration.

Command Line Usage

Equitrac Professional installs this utility by default on the accounting server in the directory: Program Files >
Equitrac > Professional > Tools.

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1 Double-click the EQCDRTest.exe icon to open the CDR Devices Test Suite.

2 Select the DCE details, including the Device Site and CAS DNS names.
3 Click Get Devices.
4 Select a CDR device from the list.
5 Browse to find and select a Raw CDR File.
6 Click Translate.
7 When the Test Data list box populates, select a row and click Cost.
8 In the Cost hypothetical call dialog, click Cost call.
9 Review the details of the test translation.

The EQModifyDeletedContainerSecurity.exe Utility

This tool displays or modifies the access permissions on the deleted objects container in Active Directory. By default
only Active Directory administrators have access permission. The Windows account running the Equitrac
Professional services will need this access if you wish to synchronize deleted accounts between Active Directory and
Equitrac Professional.
The account running this command must be an administrator in the Active Directory domain.
See Importing Users through Active Directory Services Synchronization on page 60 for more information on
configuring Active Directory Synchronization options.

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Command Line Usage

Equitrac Professional installs this utility by default on the accounting server in the directory: Program Files >
Equitrac > Professional > Tools.
The command-line utility accepts commands in the following format:
EQModifyDeletedContainerSecurity.exe (-sserver) [-p | {-r} -a accountname]

Parameters enclosed in brackets ( ) are mandatory, and parameters shown in square braces [ ] are optional.

Parameter Description

-sserver Server name of the Active Directory domain controller.

-p Display current permissions on the container.

-r Remove access permissions for the specified accountname.

- a accountname Account to be granted access to the container. Access permission will be removed if
specified with the -r option.

The EQPrintConversion Wizards

The EQPrintConversion wizards (EQPrintConversionWizard.exe and EQNT4PrintConversionWizard.exe) are GUI
tools that enable you to convert a standard TCP/IP port monitor to the Equitrac port monitor. They can also restore a
converted Equitrac port monitor to its original port monitor configuration, as stored in the registry.

NOTE: The conversion wizard supports LPR port monitors, although the LPR port monitor option is not available by
default in Windows. You can access this option in the Add Printer wizard.

Before you begin this process, ensure that the devices using the port monitors are turned on, connected to the
network, and configured as required.
1 Run the conversion wizard, EQPrintConversionWizard.exe, located within the Equitrac Professional Tools
directory. Typically, this directory is located under <Root>:\Program Files\Equitrac\Professional.
2 On the Equitrac Printer Conversion wizard welcome screen, click Next.
3 Select the Print server location:
• Select Local machine if the print server resides on the local machine.
—Or—
• Select Remote server if the print server resides on a remote machine.
4 Select a conversion Action:
• Convert printers to use the Equitrac port monitor.
—Or—
• Restore converted Equitrac printers to use their original port monitors.
5 Select or clear printers in the Convert Printers list:

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• Select the printers you want to convert.

• Clear the printers you do not want to convert.
• Click Select all to select all printers in the list.
• Click Clear all to clear all printers in the list.
NOTE: The Port Conversion wizard does not populate the description data for physical device, ports, or print
queues.

6 Click Finish to complete the conversion.

The EQTerminalUpdate.exe Tool

This tool is for administrators and technicians to update PageCounter, PageCounter Professional, and TouchPoint
Console device firmware for deployed devices equipped with flash cards in the field. You cannot use this tool to
update terminal firmware if the terminal is not equipped with a flash card.

NOTE: The procedures documented in this section are also available as a compiled help file (.CHM) that accompanies
this tool.

To update your device firmware, do the following:

Selecting Device Firmware

1 Open the Program Files > Equitrac > Professional > Tools folder.
2 Double-click the EQTerminalUpdate.exe icon to open the updater tool.
3 To select device firmware, click Browse.
4 Navigate to and select an appropriate device firmware .bin file and click Open. The Terminal Updater displays the
firmware name and associated firmware version.
The firmware .bin file you specify must match the device type you intend to update, as follows:
SALxxxxxx.bin files update PageCounter firmware.
OMGxxxxxx.bin files update PageCounter Professional V1 firmware.
OCRxxxxxx.bin files update PageCounter Professional V2 firmware.

Selecting Devices
5 Select terminal devices to update with new firmware by:
a Adding a single device:
• Click Add.
• Enter a valid device IP address and click OK. The Terminal Updater adds the device to the Terminal device
list.
—Or—

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b Importing a device list file:

Device list files are ASCII text files that list device IP addresses, one per line. For example:
192.168.97.10
192.168.97.11
192.168.97.12
NOTE: The Terminal Updater supports IP addresses only and does not support domain or host names in the ASCII
text file.

To import a device list file:

• Select File > Open device list.
• Navigate to and select a device list .txt file, and click Open.
The Terminal Updater reads each line containing a device IP address in the file and tries to connect to each device
to verify that it is a valid Equitrac terminal.
—Or—
• Discovering devices on a subnet:
• The Terminal Updater can search a specified subnet for valid terminal devices and publish all found devices, as
well as their attributes and states, in the Terminal device list.
• Click Discover.
• Enter a valid sample device IP address.
• Enter the subnet mask and click OK.
The time required to complete the device discovery depends on the subnet range you specify. To stop a
discovery that is in-progress, click Abort.
You can customize the network connection timeout value, if desired. Select the Options > Timeout setting
and, in the Connection field, enter a timeout value (in milliseconds), then click OK.
NOTE: If you enter a connection timeout of 0, the Terminal Updater replaces this time with the system-defined
maximum value (4294967295), which represents approximately 49 days. Do not enter a value greater than this
maximum.

6 You can also monitor and manage the Terminal device list by:
a Refreshing the list. Click Refresh to update the device attribute details displayed in the Terminal device list.
NOTE: When rebooting the devices, allow 1 to 2 minutes for the devices to fully reboot before refreshing the
Terminal device list display.

—Or—
b Deleting a device. Select a device in the Terminal device list and click Delete.

NOTE: Press and hold SHIFT to select a consecutive range of devices, or press and hold CTRL to select multiple
devices. To de-select a device, click it again. If you have only one device selected and you want to de-select it, press
CTRL and click the device.

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—Or—
c Filtering the list view. You can filter the Terminal device list to display all device types, only PageCounter
devices, only PageCounter Professional V1 devices, or only PageCounter Professional V2 devices. Select the
desired option from the Filter drop list to display only those terminal devices that match the filter you selected.
The Terminal Updater displays all defined devices in the Terminal device list. Both the device type and the device
status affect whether or not you can proceed with the firmware update.

Saving Device Lists to a File

7 When the Terminal Updater finishes searching the specified subnet for valid terminal devices, you can save your
device list to file for later use. Device list files are ASCII text files that list device IP addresses, one per line.
For example:
192.168.97.10
192.168.97.11
192.168.97.12
NOTE: The Terminal Updater supports IP addresses only and does not support domain or host names in the ASCII
text file.

a Select File > Save Device List.

b Navigate to and select a file location and name and click Save.

Uploading Firmware to Devices

8 You can upload the specified firmware .bin file to all applicable devices of the same type in the Terminal device list
reporting an Idle status. You cannot upload firmware to devices which are not currently on the network, are not
powered on, or which report a status other than Idle in the Terminal device list.

NOTE: The firmware .bin file you specify must match the device type you intend to update, as follows:

SALxxxxxx.bin files update PageCounter firmware.

OMGxxxxxx.bin files update PageCounter Professional V1 firmware.

OCRxxxxxx.bin files update PageCounter Professional V2 firmware.

NKxxxxxx .bin files update TouchPoint Consoles V1 firmware.

Before updating devices, delete the existing validation tables on the devices and ensure that you select the
Automatically restart after firmware update option. Selecting this option ensures that the devices reboot after
receiving the updated firmware:
a To delete validation, select the desired devices from the Terminal device list and click Delete Validation. Press
and hold SHIFT to select a consecutive range of devices, or press and hold CTRL to select multiple devices.
CAUTION: Do not reboot the terminals prior to sending the firmware update.

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b Before uploading new firmware, verify that the Automatically restart after firmware update option is
selected. This option reboots each device when the Terminal Updater completes the firmware upload. If this
option is not selected, you must reboot the terminals using the Restart button.
c Click Refresh to refresh the status information in the Terminal device list before proceeding with the firmware
update. Refreshing the list ensures that you have the most up-to-date status for each of the terminals; you
cannot update a terminal's firmware unless it reports an Idle status.
9 When you have deleted validation as necessary, verified the status of the Automatically restart after firmware
update option, and refreshed the Terminal device list, proceed with the update.
a From the Terminal device list, select the terminals you want to update. Only select terminals with an Idle
status.
b When you have selected the desired terminals, click Update to upload the firmware file to all selected terminal
devices. The time required to complete the upload depends on the number of devices you have selected.
c If, during the update, the Terminal Updater encounters a PageCounter terminal without a disk, the Terminal
Updater:
• Changes the terminal's status in the Terminal device list to Failed.
• Does not upload new firmware to the terminal.
• Does not reboot the terminal.
• Continues uploading firmware to valid terminals in the list.

Rebooting Devices
Complete this step only if you neglected to enable the Automatically restart after firmware update option prior to
sending the update; if you enabled this option, all updated terminals reboot automatically.
10 To reboot terminal devices, select the desired devices from the Terminal device list and click Restart. The
Terminal Updater sends a command to reboot each of the selected terminal devices.

NOTE: Press and hold SHIFT to select a consecutive range of devices, or press and hold CTRL to select multiple
devices. To de-select a device, click it again. If you have only one device selected and you want to de-select it, press
CTRL and click the device.

Enabling Discovery Tracing

Select the Log to trace file option to create a log of all IP addresses the Terminal Updater does not successfully detect
during terminal discovery.
The Terminal Updater logs all IP addresses not reached during discovery to the trace log file located at: Documents
and Settings \<user>\ Local Settings\Temp\EQTerminalTrace.log

The EQTransactionPurge.exe Utility

The EQTransactionPurge.exe utility enables you to purge transactions from the database.
Equitrac Professional installs this utility by default on the accounting server in the directory: Program Files >
Equitrac > Professional > Tools.
The command-line utility accepts commands in the following format:

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EQTransactionPurge.exe [-f] [-u] (-o n | -d yyyy-mm-dd) [-t]

Parameters enclosed in brackets ( ) are mandatory, and parameters shown in square braces [ ] are optional.

NOTE: The -f option toggles a simulation mode; you can run this utility initially without this parameter, to review
the data that the utility will purge (the utility shows the same output without -f as with it). Once you confirm the
parameters and the purgeable data, run the utility again with -f to actually purge the data.

Parameter Description

-f Force transaction purge.

-o Purge transactions more than n days old.

-d Purge transactions on given date or older.

-t Enable trace logging.

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Field String Syntax

This section outlines the content and rules governing the format of data entry within Equitrac Professional.
A syntax string indicates the required sequence and number of alphabetic and/or numeric characters that the control
terminal accepts in a given field. The control terminal uses the defined field string syntax to determine which entries
are valid during data entry. Syntax is used in the configuration of both general and fax control terminal configuration
set fields.
During data entry at a control terminal, the control terminal checks entries for a syntax match. If a field entry does not
match the required syntax for a field, the terminal generates an error message and requires the user to enter data in a
valid format before proceeding.
Using any combination necessary from the syntax codes provided in the table below, you can build syntax definitions
for use during data entry at the control terminals, including telephone numbers for fax control terminals.

NOTE: You must enter all syntax codes in upper-case.

Code Type Code Description

Entry Length [#] Specifies an exact entry length, where [#] is any number between 0 and 16 inclusive.
Using 0 indicates that the field is optional.

[#]-[##] Specifies a range of lengths, where [#] is the minimum value for the range and [##] is the
maximum value. Range must be between 0 to 16, inclusive, with minimum and
maximum values separated by a hyphen. Using 0 as the minimum field length indicates
that the field is optional.

* Specifies an open entry length, enabling entries from 0 to 16 characters long. However,
the maximum length can be changed in a configuration set. See Configuring Control
Terminal Mode Options on page 293 for details.

L Specifies the total length of the entry.

T Specifies the end of the syntax definition.

Specific Positioned “[X] Specifies the use of a specific character [X] in the entry, where X represents any
Character character you choose to use.

Character Type A Specifies alphabetic characters only (letters A-Z).

N Specifies numeric characters only (numbers 0-9).

X Specifies alphanumeric characters (A-Z, 0-9).

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Code Type Code Description

Embedded Special B Specifies alphabetic characters with embedded spaces.

Characters
C Specifies alphabetic characters with spaces, dashes, and/or periods.

M Specifies numeric characters with embedded spaces.

P Specifies numeric characters with spaces, dashes, and/or periods.

S Specifies all displayable ASCII characters.

Y Specifies alphanumeric characters with embedded spaces.

Z Specifies an open syntax — any alphanumeric characters with spaces, dashes, and/or
periods.

Combining / Specifies an OR situation — combines the syntax definitions.

Syntaxes

Entry Length
With the exception of specific positioned characters, a number or range of numbers precede all syntax command
codes to specify an entry length. The entry-length variable is a number from 1 to 16 inclusive, or a range of numbers
within those limits. Separate numbers specifying a range by a dash (-). To make a field optional, the syntax must
accept 0 as the minimum length (0-16 instead of 1-16).
An asterisk (*) before a character type specifies an open entry length. The entry can contain any number of characters,
of the specified character type.
Use the string-length code (L) to define the total length of an entry. This code is especially useful with an open-length
syntax (*code). Use the string-length code with the terminate code (T) to define a syntax that accepts any entry of the
proper length using any characters.
The following table shows examples of entry lengths:

Syntax String Matching Entries Description of Entry

5N 12345 Fixed-length of five all-numeric characters.

22222

3-5A ABC Variable length from three to five alphabetic characters.

JOHND

*X AA2250 Any length alphanumeric entry.

2005TAXCODE

6-8L.N”. .N 123.456 Variable length from six to eight numeric characters with floating decimal.
1234.5678
12.34567

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Syntax String Matching Entries Description of Entry

10LT 1A.2A-11 1 Any ten characters (no other syntax restrictions).

A34930W.99
11 22-5.BB

*LT 1&$5.00+2% Any length of any displayable ASCII characters. Limited only by the maximum
allowable length of the field.

0-16LT (nothing) Optional descriptive text field of any length, including any characters such as
ABC/123,- commas, dashes and slashes.

2-4N/0T (nothing) Optional two to four digit numeric entry.

12
1234

0-3N”.2N .25 Money Syntax (3-6N, with decimal).

1.25
123.00

Character Types
There are four types of characters on Equitrac control terminal keyboards; you can meet most syntax requirements
using these four basic formats:
• Alphabetic: includes all letters from A to Z.
• Numeric: includes all numbers from 0 to 9.
• Special characters: includes the space ( ), the dash (-), the at symbol (@), the period (.) and others.
• Alpha Terminal characters: includes any character on the QWERTY keypad.
These character type syntaxes will not accept special characters in the specified entry.
The following table shows examples of character types:

Syntax String Matching Entries Description of Entry

4A ABCD Four-letter entry code.

JOHN

4N 1234 Four-number entry code.

5555

4X AA12 Four-character entry code.

123A

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Specifically Positioned Character

A common type of syntax involves a single special character located in a specific position in a data-entry string. The
specific positioned character syntax code (“[X], where [X] is a specific character) is the best way to handle the exact
placement of a character in an entry string.

Syntax String Matching Entries Description of Entry

4N”-5N 1234-67890 10-character numeric entry consisting of 4 numeric characters, a dash in

4444-55555 fifth position, and 5 additional numeric characters.
Note: The dash is considered a character.

3A”-5N AAA-12345 9-character combination consisting of 3 alphabetic characters followed by a

CLC-22222 dash and then 5 numeric characters.
Note: The dash is considered a character.

Embedded Special Characters

Occasionally, a syntax requires the use of special characters within a data-entry string, sometimes more than once
within the same entry. The codes for this type of syntax builds upon the use of the basic character types. See Character
Types on page 473 for details.
As shown below, embedded special character syntax codes enable you to specify characters with spaces only or
characters with spaces, dashes, and/or periods.

Syntax String Matching Entries Description of Entry

5B A CDE Five character alphabetic code with one embedded space.

AB DE Note: The embedded character is considered part of the string. Therefore,
the entry A BCDE would constitute a 6 character code.

8M 12 45 78 Eight character numeric code with two embedded spaces.

1 345 79

5Y AB 12 Five character alphanumeric code with one embedded space.

X 123

6c A.B-CD Six character alphanumeric code with one period and one dash.
AB.D-C

10P 12-45-78.0 Ten character numeric code with 2 dashes and 1 period.
1-34-67.90

9Z ABC-567.90 Nine character alphanumeric code with any number of special characters.
AB 4567890
123.567 90

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Syntax String Matching Entries Description of Entry

1-4N1-4R 0001 1 to 4 numeric character(s) - zero-filled field.

0222
5555

Combining Syntaxes
Occasionally, one syntax string will not be enough to check a single entry field for validation. For example, you may
require the user to enter either a three digit user code, or a two digit speed entry code for validation. In these cases, use
the OR code (/) to combine syntax strings. The slash (/) must separate each individual syntax string.

Syntax String Matching Entries Description of Entry

4N/6N 1234 Code with exactly four numeric characters or six numeric characters.
123456

3A/2N CLC Code in the format of a three-letter user code or a two-digit speed entry
01 code.

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Appendix

SMDR Translator
The program WinSMDR.exe converts raw/native CDR records, stored in a disk file, to a standard SMDR format. This
appendix describes how to use WinSMDR.exe.

The WinSMDR.exe Utility

Equitrac Professional receives CDR data from the data collection source in a raw format it must translate into
transactions to store and post to the time and billing system. The Equitrac Professional executable WinSMDR.exe can
translate most CDR formats, however you can write and use a custom translator, if necessary.
WinSMDR.exe uses a CDR format definition file with the extension .PRS called a parser to translate the raw CDR data
to transactions. Many standard PRS files are included with Equitrac Professional, however, you can create custom PRS
files, if necessary, using SmdrDesign.exe.

WinSMDR Standard Translation Mode

Standard mode is used for all non-SL1 formats. Standard mode requires a CDR format definition file (with extension
PRS), which is called an SMDR parser. Many standard PRS files are installed into the .\SMDR sub-directory of
Equitrac Professional. PRS files are developed, customized, and tested with the help of the SMDRDesigner.exe. See
The WinSMDR.exe Utility on page 476 for information on using the SMDRDesigner and designing PRS files.

WinSMDR SL1 Translation Mode

SL1 mode is used for most SL1-related formats. The specialty of the SL1 mode is its ability to maintain a run-time
table of Trunk-based activity, which allows matching of the Start/End records and Authorization/Account records to
the corresponding call records. Trunk-based activity information is saved between runs of the translator to ensure that
even call records that are split among multiple files are still matched up correctly.
To use the SL1 translation mode, you first need to create an SL1 configuration file. SL1 configuration files follow the
following format:
SL1-xx.cfg

where xx is a channel number (0 to 99) used to differentiate among multiple configuration files.
CFG files can be developed, customized, and tested with the help of the SMDRDesigner.exe. The CFG file format is
completely different from the PRS file format that is used for Standard Mode translation. See The WinSMDR.exe
Utility on page 476 for information on using the SMDRDesigner and designing SL1 CFG configuration files.
To use the CFG file, it must reside in the Equitrac Professional root directory.
To use WinSMDR in SL1 translation mode, do the following:
1 Select the Use WinSMDR.exe option in the Raw CDR Translation section of the SMDR Buffer Editor screen.
2 In the edit box, enter SL1 xx, where xx is an indicator of the CFG file to use.
When Equitrac Professional wants to translate a file of raw CDR records, it launches WinSMDR with the following
command line:
WinSMDR.exe SL1 xx <CDR input file> <output file> [/D]

where
• xx is a channel number, 0 to 99, and corresponds to the SL1-xx.cfg file to use.

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• {parse file} is the name of the file containing the parsing and conversion parameters. All parse files have the
suffix ‘.PRS’. The SMDR program assumes a ‘.PRS’ suffix. Do not include the extension on the command line.
Note that in addition to the parse file, there may also a record filter file. The filter file has the same name as the
parse file, but the extension is ‘.FLT’. As a result, the use of this extension is reserved.
• {input file} is the full path and name of the file containing the raw/native SMDR records.
• {output file} is the full path and name of the file of generic SMDR records. The SMDR program appends to this
file if it already exists. The format of this file is recognized by SDS.
• [/D] is an optional parameter that invokes debugging mode. If invoked, the output file will contain the input field
along with the output field. This function is used for debugging parsing file formats.

NOTE: Debug, currently, does not support multi-line records.

In most cases, the program is setup to be run automatically by specifying it for every SMDR Device in the SMDR
Device List editor. The Conversion Program field is used to specify the translator executable and any parameters. An
example is shown below:
Conversion Program: SMDR ROLM8004

Using SMDRDesigner to Create and Modify CDR Parsers

Generic SMDR Formats

Generic SMDR format is what SDS, PartnerDOS, PartnerSERVER, and EQUITRAC PROFESSIONAL systems reads and
understands. The WinSMDR.exe translator program, by using different parsers, converts Raw SMDR records from
various CDR sources (i.e., switches, PBXs, router boxes, etc.) into the Generic SMDR format which is then processed
by SDS.
The Old and New Generic SMDR Format is a fixed length, fixed position format. The Extended Generic SMDR
Format is a pipe-delimited, non-fixed position format to allow for greater variation in field lengths.

New Generic SMDR Format

0000000000000000000000000000000000000000000000000000000000000000000000000000000000000
00000000000000111111111111111111

0000000001111111111222222222233333333334444444444555555555566666666667777777777888888
88889999999999000000000011111111

1234567890123456789012345678901234567890123456789012345678901234567890123456789012345
67890123456789012345678901234567

YYYYMMDDHHMM DDDDDDD EEEE TTTTTTTTTT NNNNNNNNNNNNNNNNNNNN AAAAAAAAAAAAAAAA

DDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDD Y

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Old Generic SMDR Format

0000000000000000000000000000000000000000000000000000000000000000000000000000000000000
00000000000000111111111111111111

0000000001111111111222222222233333333334444444444555555555566666666667777777777888888
88889999999999000000000011111111

1234567890123456789012345678901234567890123456789012345678901234567890123456789012345
67890123456789012345678901234567

YYMMDDHHMM DDDDD EEEE TTTTTTTTTT NNNNNNNNNNNNNNNN AAAAAAAAAAAA Y

Where:
• {YY}YYMMDDHHMM is the Date and Time of the Call
• DDDDD{DD} is the call duration in seconds
• EEEE is the Extension
• TTTTTTTTTT is the Trunk
• NNNNNNNNNN... is the Digits Dialed
• AAAAAAAAAA... is the Account Code
• DDDDDDDDDD... is the Description
• Y is the call type; O – Outgoing, I – Incoming

Old Format New Format

Field Name
Start End Length Start End Length

Date 1 6 6 1 8 8

Time 7 12 4 9 12 4

Duration 12 16 5 14 20 7

Extension 18 21 4 22 25 4

Trunk 23 32 10 27 36 10

Digits 34 49 16 38 57 20

Account 51 62 12 59 74 16

Description - - - 76 115 40

Type 64 64 1 117 117 1

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Extended Generic SMDR Format

(Supported by EQUITRAC PROFESSIONAL and PartnerSERVER versions 2.07.03 or greater)
This is pipe-delimited format. The order of fields is as follows:

Field Notes

E 1st character is the Extended format identifier

YYYYMMDD HHMMSS Date/Time, including a 4-digit year and seconds

Duration Expressed in seconds

Extension Max 24 digits

Trunk ID Max 15 characters

Digits Dialed Max 30

Account Max 32

Auth. Code Max 24

Description Max 40

Type O or I (Outgoing or Incoming)

Current WinSMDR.exe can generate both old and new Generic SMDR formats. WinSMDR.exe generates the old
format by default. SDS auto-senses which format it is reading and deals with it accordingly. As much as possible, the
Extended format should be used.

Parser Definition Rules

The SMDR parser definition file (called the PRS file) contains the parsing rules and definitions that the WinSMDR.exe
program uses to convert raw CDR data into Generic SMDR format usable by SDS. There are two PRS file formats: the
old format and the new format. Old PRS file format is accepted by the WinSMDR.exe for backward compatibility.
The detection of incoming, outgoing, and tandem call records is done by the WinSMDR.exe. See Incoming Call
Parsing and Identification on page 491 for details on how to implement Incoming Call parsing and storage.
The raw data can be in either of the two types of basic formats:
• Fixed-position format It is always known exactly at what position in a line to look to find a particular piece of data
• Delimited-field format A particular piece of data always occurs in the same sequential field number (i.e., order of
fields is the same for all records)

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The PRS file contains different sections for defining various parsing parameters:

Section ID Notes

[OUTGOING] Used to define parsing parameters for outgoing calls

[INCOMING] Used to define parsing parameters for incoming calls

[TEMP_FIELDS] Used to define parsing parameters for extraction of temporary fields. Up to 20 fields are
allowed.

[FILTERS] Used to define text values for temporary fields which would cause a record to be
discarded. The conditions are ORed together (i.e., if any of the specified conditions
hold, the record will be discarded)

[INCOMING_ID] Used to define configuration used in identifying incoming calls.

[TANDEM_ID] Used to define Tandem type call (the extension is unknown).

[GENERAL] Specifies other configuration parameters

FDL COMMANDS can be constructed after General section

[REPLACE_STRINGS] Replacing a string

[COMMENTS] Used to include reference information, such as raw record format samples,
development notes, warnings, etc.

Format Specification Overview

Below is an example of a how parsing and formatting parameters are specified:
[OUTGOING]

1 000 000 000 000 000 000

2 004 007 221 000 000 000

3 008 011 223 000 000 000

4 034 038 003 000 000 000

5 016 018 003 820 000 000

6 019 033 003 721 000 000

7 039 053 003 000 000 000

8 001 000 666 000 000 000

9 001 000 104 000 000 000

10 000 000 000 000 000 000

11 000 000 000 000 000 000

12 000 000 000 000 000 000

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13 063 069 003 000 000 000

14 034 038 003 822 000 000

In this format:
• 14 = field ID
• 034 038 = field position start and end parameters
• 003 822 000 000 = field formatting codes; up to four formatting codes per field

Field IDs:
1 Date 6 Digits 11 End Date
2 Time 7 Account 12 End Time
3 Duration 8 Type 13 Auth. Code
4 Extension 9 Alt. Date 14 Aux. Field 1
5 Trunk 10 Description 15 Aux. Field 2

NOTE: Field 13 is usable for Extended Generic SMDR Format only

Field Start/End Position:

Specifying pure character position:
{Start} and {End} parameters specify the character position range, inclusive, where cut the raw data out. The most
significant digit of the {start} position-specifier indicates the line number. The line counting starts at 0. For example,
210 specifies the 3rd line - character position 10. Note that if any lines other than 0 are specified, then a 'SYNC'
command must be included in the '.PRS' file.
Specifying a delimited field extraction:
Delimited field is indicated as shown by the following example:
4 D03 “,” 003 000 000 000

As can be seen, {Start} parameter starts with letter 'D', which indicates a delimited field. Letter 'D' is followed by the
sequential position of this field in the raw record. {End} parameter is used strictly to specify the delimiter character to
use. The example is read as follows:
Get Extension (i.e., Field ID 4) by extracting the third field in a comma-delimited sequence of fields.

Field Formatting Codes:

The {Conv} parameters specify 4 successive conversions which each raw field undergoes. The available conversions
are listed in Field Formatting Codes on page 489.

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The [OUTGOING] and [INCOMING] Sections

The OUTGOING section specifies the fields, from 1 to 10, which will make up the normal outgoing telephone
transaction.
[OUTGOING]

1 038 042 101 000 000 000

2 044 048 201 000 000 000

3 150 157 200 000 000 000

4 013 015 000 000 000 000

5 018 024 000 000 000 000

6 159 175 003 000 000 000

7 050 060 003 000 000 000

8 001 001 666 000 000 000

9 001 000 104 000 000 000

The [TEMP_FIELDS] Section

The TEMP_FIELDS section has the same format as the OUTGOING section, but the fields are numbered from 20 up
to 39, allowing up to 20 temporary data fields to be used.

The [INCOMING_ID] Section

The INCOMING_ID section specifies what conditions will cause the current record to be considered Incoming. FDL-
style INCLUDEOR, INCLUDEAND, EXCLUDEOR, and EXCLUDEAND directives are used. The record will be
considered Incoming if any INCLUDE's are True or any EXCLUDE's are False. Below is an example:
[FILTERS]

INCLUDEAND(23,“9”,24,” ”)<--- All pairs must match

INCLUDEOR(23,“9”,23,“4”)<--- At least one pair must match

EXCLUDEAND(...)<--- All pairs must NOT match

EXCLUDEOR(...)<--- At least one pair must NOT match

If a call qualifies as Incoming, field [_Incoming] will evaluate to “TRUE” when used with directives in the
[GENERAL] section.

The [TANDEM_ID] Section

The TANDEM_ID section specifies what conditions will cause the current record to be considered as a Tandem call.
Tandem call is usually an indication of an internal activity in the switch whereby an incoming call is directly re-routed
by the switch to an outgoing trunk, therefore using up two trunks simultaneously, and at the same time not using any
extensions. FDL-style INCLUDEOR, INCLUDEAND, EXCLUDEOR, and EXCLUDEAND directives are used. The
record will be considered Tandem if any INCLUDEs are True or any EXCLUDEs are False.

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Example:
[FILTERS]

INCLUDEAND(23,“9”,24,” ”)<--- All pairs must match

INCLUDEOR(23,“9",23,“4”)<--- At least one pair must match

EXCLUDEAND(...)<--- All pairs must NOT match

EXCLUDEOR(...)<--- At least one pair must NOT match

If a call qualifies as Tandem, field [_Tandem] will evaluate to “TRUE” when used with directives in the [GENERAL]
section.
The translator can be instructed to output either one or two records for each Tandem call it encounters. If both
Incoming and Outgoing trunks are given in one CDR record, then two records will need to be written out. Use
TandemOutput parameter in the General section to control how many records are written.
TandemOutput=BOTH|IN|OUT

• Default is BOTH
• IN only an incoming record will be written
• OUT only an outgoing record will be written
Since Tandem calls usually do not have an extension, the translator will assign “TDM” as the default extension. This
can be changed using TandemExtension parameter in the [GENERAL] section.
TandemExtension=TDM

If outputting both Outgoing and Incoming records, it may be necessary to pick a different Trunk ID for the Incoming
record. Recommended way to do this is as follows (requires WinSMDR.exe version 5.12 or greater):
• In the [OUTGOING] section, initialize field 14 (or any other Auxiliary Field) with the alternative Trunk ID value
• In [GENERAL] section, use directives as follows to assign the alternative value to the Trunk ID field:
IF [_Tandem] = “TRUE”

IF [_Incoming] = “TRUE”

ASSIGN [5]=[14]

ENDIF

ENDIF

The above example assumes that the outgoing portion of the Tandem call will be parsed and written out using the
[OUTGOING] call rules.

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The [FILTERS] Section

The FILTERS specify what conditions will cause the current record being read to be accepted or thrown away. The
FILTERS section uses FDL-style INCLUDEOR, INCLUDEAND, EXCLUDEOR, and EXCLUDEAND directives. The
record will not be accepted if any INCLUDE's are false or any EXCLUDE's are true. Below is an example of a
[FILTERS] section, with comments on the right indicating conditions to allow each statement to become true.
[FILTERS]
INCLUDEAND(35,“INT”,35,“XFR”) <--- All pairs must match
INCLUDEOR(5,“T001”,5,“T008”) <--- At least one pair must match
EXCLUDEAND(...) <--- All pairs must NOT match
EXCLUDEOR(...) <--- At least one pair must NOT match

The [GENERAL] Section

The GENERAL section contains all other parameters and options for the WinSMDR.exe translator program. All the
available parameters allowed in the GENERAL shown below, with explanatory comments to the right or below each
item.
[GENERAL]

LinesPerRec=2  LinesPerRec and Sync parameters can also be

Sync=1,01,“C” specified as before in the old PRS files.
However, the ones in the GENERAL section would
override the ones in the INCOMING and/or OUTGOING
sections.
New Syntax:
LinesPerRec=<# of lines>
Sync=<line#>,<position>,<quoted text>
NewGenSMDR=TRUE  If set to TRUE, WinSMDR.exe will generate new-
style Generic SMDR format. FALSE by default.
ExtendedGenSMDR=TR  If set to TRUE, WinSMDR.exe will generate
UE Extended Generic SMDR format. FALSE by default.
KeepOutgoing=TRUE  If set to FALSE, those records that are not
incoming would be discarded. TRUE by default. For
Windows Call Accounting products, always Set to
TRUE.
KeepIncoming=FALSE  If set to FALSE, those records that are incoming
would be discarded. FALSE by default. For Windows
Call Accounting products, always Set to TRUE.
IncomingWithBlankA  Specifies whether to keep or discard incoming
cc=FALSE records with blank account codes. FALSE by
default. For Windows Call Accounting products,
always Set to TRUE.
IncomingDigitsPref  Specifies digits that will be stuffed as a prefix
ix=“12345” into the digits dialed field.

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IncomingDescriptio  Defines how to generate a description field for

n=“INCOMING”,4,22, the incoming calls. If this parameter is absent,
6 the raw description field will be used as parsed.
Syntax: ...=<combo of quoted text fields and
field #'s>
NOTE: Quoted text may not exceed 50 chars.
OutgoingDescriptio  Same as IncomingDescription, but applies only to
n=4,“OUTGOING”,31 Outgoing calls.
TandemExtension= Extension number for Tandem calls.
9999 'TDM' by Default
TandemOutput The output in the case of a Tandem call
Values : BOTH, IN, OUT
Default : BOTH
ExtractAccFromDigi X= If length of digits dialed is greater than x
ts=X,Y,Z,V Y= Account code position in digits dialed. If
zero then copy from the END
Z= Account code length (look at TADIRAN.PRS or
Blitman example)
V= Delete Account code in digits dialed
V=0 Delete (Default)
V=1 Don't Delete

The [REPLACE_STRINGS] Section

This section is used to specify a pattern to match and replace in each line read from the CDR file. The pattern to
search for is specified on the left side of the equal sign, and the text to replace it with is specified on the right side of
the equal sign. Both values can be enclosed in quotes if leading or trailing spaces must be specified in the pattern to
match or text to replace it with.
Examples:
04 / 28 /99 = 04/28/99

“ 17 : 15 ” = “17:15”

“ 18:05 ” = “18:05”

“ A000” = “T000”

The [COMMENTS] Section

This section can contain anything, such as a PBX full name and model, additional notes, and sample CDR records, as
shown below. It is very strongly recommended that sample CDR is always included in the this section.
[COMMENTS]

PBX SMDR SOURCE : NEC 2400 IMS Format

PARSER NAME : nex2400

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NOTES : This parser extracts the account code from account

field. IT USES OF THE NATIVE 2400

ACCOUNT FIELD.

0 1 2 3 4 5 6 7 8 9

1234567890123456789012345678901234567890123456789012345678901234567890123456789012345
67890

-----------------------------------------------------------------------------------
-------

C 037 00 DN0259 T012000 12/06 19:13 123456789

N 038 00 DN0259 T012000 12/06 19:15 00:02:29 15144572500

C 039 00 DN0228 T011000 12/06 19:13 987654321

N 040 00 DN0228 T011000 12/06 19:15 00:01:56 15144572500

-----------------------------------------------------------------------------------
-------

1234567890123456789012345678901234567890123456789012345678901234567890123456789012345
67890

0 1 2 3 4 5 6 7 8 9

Using FDL constructs in PRS files

[Filters], [Incoming_ID] and [Tandem_ID] sections all make use of INCLUDEOR, INCLUDEAND, EXCLUDEOR
and EXCLUDEAND directives to specify inclusion/exclusion of call records into respective categories. In addition to
these four directives, the following directives are also supported:
IF - ELSEIF - ENDIF

ASSIGN

The IF and ASSIGN directives can be used in [GENERAL] section as well. Note that INCLUDE/EXCLUDE set of
directives are not applicable to the [GENERAL] section.
FDL constructs are based on fields and constants. Constants are specified in double-quotes, as per FDL standard.
Fields are specified in square brackets (exception is when fields are used in INCLUDE/EXCLUDE set of directives).
Fields available in PRS files are listed below:

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Real Field Numbers

1 Date 6 Digits 11 End Date
2 Time 7 Account 12 End Time
3 Duration 8 Type 13 Auth. Code
4 Extension 9 Alt. Date 14 Aux. Field 1
5 Trunk 10 Description 15 Aux. Field 2

Temporary Field Numbers

20 to 39: Twenty temporary fields are available for use, between 20 and 39.

Information Fields (available only in [GENERAL] section)

_Incoming Returns “TRUE” if the current call record is an incoming call, FALSE otherwise.
_Tandem Returns TRUE if the current call record is a tandem call, FALSE otherwise.

Persistent Fields
100 to 199: 99 persistent fields are available. These fields start off blank, and once initialized, they hold their value until
cleared or re-initialized. They can be re-assigned at any time, and they are used in the same way as other fields.

NOTE: When SMDR translator program terminates, all Persistent Fields are dumped to a file. When SMDR translator
runs again, it re-loads this file and re-initialized Persistent Fields to their values from the previous execution of the
SMDR translator.

Usage of IF and ASSIGN directives is explained through the use of examples. These examples apply to all sections
where the use of directives is allowed. Important thing to remember is the order in which sections are executed.
[FILTERS], [INCOMING_ID] and [TANDEM_ID] sections are executed first, in no specific order. At the very end of
processing, directives of the [GENERAL] section are executed. Below are the rules of when access to various fields is
allowed:
• Temp fields can be created using ASSIGN directive in any section
• Temp fields created in [FILTERS], [INCOMING_ID] and [TANDEM_ID] sections are then usable in the
[GENERAL] section
• Temp fields created in the [GENERAL] section are not usable in the other three sections, since [GENERAL]
section is executed last
• Do not assign values to real fields in [FILTERS], [INCOMING_ID] and [TANDEM_ID] sections; use temp fields
only. Values of real fields are not finalized when these sections are executed, and may change. For that reason, do
not use values of real fields in these sections at all, even to assign values to temporary fields. If a value of a real field
is needed, use [TEMP_FIELDS] section to cut out and format a temp field, which corresponds to the data of the
desired real field.

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ASSIGN directive examples

“=” sign signifies straight assignment:
ASSIGN [21]=“**” assign ** to temp field 21

ASSIGN [21]=[5]assign value of real trunk

ASSIGN [4]=“TDM” assign TDM to Extension (real field 4)

“=+” sign signifies an append operation:

ASSIGN [21]=+“**” append ** to the end of text already stored in temp field 21

ASSIGN [4]=+[22]append value of temp field 22 to text already stored in Extension

field (real field 4)

IF - ELSEIF - ENDIF examples

IF [29] != “**”if temp field 29 does not equal to **

ASSIGN [25]=“8801” 

ASSGIN [25]=+[6]

ASSIGN [6]=[25]prepend 8801 to digits dialed

ENDIF

IF [_INCOMING] = “TRUE” test the value of special field _Incoming. _Tandem special
field can be used in the same way.

ASSIGN [10]=“Incoming call” assign text to Description field

ELSEIF

ASSIGN [10]=“Outgoing call”assign text to Description field

ASSIGN [5]=[23]assign temp field 23 to Trunk

ENDIF

Allowed operators in the IF directive:

Text comparisons: = Equal to

Numeric comparisons:
!= Not equal to
>, >= Greater than, Greater than or equal to
<, <= Less than, Less than or equal to
EQ Equal to
NEQ Not equal to
GT, GTEQ Greater than, Greater than or equal to
LT, LTEQ Less than, Less than or equal to

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Returning the Length of Any Field

Format 99 is reserved for use with any field number to return the length of text data in that field. Format 99 can be
used with Real Fields, Persistent Fields, Temporary Fields, and Information Fields.

Example 1 - Using format 99 in ASSIGN directive:

ASSIGN [100]=“***111”

ASSIGN [101]=[100,99]

Field 101 will contain “6”, since the length of text in field 100 is 6.

Example 2 - Using Format 99 in IF directive:

IF [6,99] GT “11”

...

...

ENDIF

The IF directive is true if the length of field 6 (digits dialed) is Greater Than 11.

Translation and Error Log File

There is a log file, SMDRPRS.LOG, generated in the same directory as the translator program. This log file can be
examined to detect syntax errors and error messages from the translation process.

Field Formatting Codes

General Formatting
0 Do nothing

1 Remove all white-space characters: leading, trailing, and internal

2 Remove all non-numeric characters

3 Strip all leading and trailing white-space characters

10..19 Remove 1 to 9 left-most characters

20..29 Remove 1 to 9 right-most characters

30..39 Delete consecutive zeros starting at position x

40..49 Insert an asterisk (*) character at position 1 to 9

50 Replace all #'s with *'s

51 Replace all *'s with #'s

60..69 Insert zero-char. at position 1 to 9 if that position is blank

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Date Conversion to YY/MM/DD format

100 Convert from MM/DD/YYYY

101 Convert from MM/DD

102 Convert from MM/DD/YY

103 Convert from a day number out of 365

104 Convert from %YYMMDD (this is an internal Date Stamp)

120 Convert from YYMMDD

121 Convert from MMDD

123 Convert from Unix Date (Number of Seconds since Midnight Jan/1/1970)

Time and Duration Conversion to HH:MM:SS format

200 Convert from HH:MM:SS (already correct, so do nothing)

201 Convert from HH:MM

202 Convert from H:MM:SS

203 Convert from MM:SS

204 Convert from HH:MM;SS (note semi-colon between minutes and seconds)

205 Convert from MMM:SS or MMM.S

206 Convert from HH.MM

207 Convert from HH:MM:SS AM|PM (one or two digit Hour and Minute)

208 Convert from HH:MMAM|PM

209 Convert from HH:MMP

220 Convert from HHMMSS

221 Convert from HHMM

222 Convert from HH:MM.T or H:MM.T (T=Tenth of a minute)

223 Convert from HMMT (T=Tenth of a minute)

245 Convert from MMMT (T=Tenth of a minute)

247 Convert from HMMSS

249 Convert from SSSSS

250 Calculate the duration based on Start and End Date/Time: EndDT-
StartDT

255 Convert from HH:MM.SS (note the dot)

257 Convert from Unix Time (Number of Seconds since Midnight Jan/1/1970)

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Additional General Formatting

300..399Extract 1 to 99 left-most characters

400..499Extract 1 to 99 right-most characters

7xx Prefix Temp field xx to the current string

8xx Postfix Temp field xx to the current string

Digits Dialed and Account Code Extraction

501 Extract the account code from the Digits#Account format

502 Extract the digits dialed from the Digits#Account format

503 Extract the account code from the Digits*Account format

504 Extract the digits dialed code from the Digits*Account format

510..519Extract the digits dialed from the DigitsAccount*# (51x length of

digits dialed)

520..529Extract the account code from the DigitsAccount*# (52x length of

account code)

(*# = Either or Both)

Other Special Formats

666 Force Outgoing

Incoming Call Parsing and Identification

The parsing of Incoming is done in the following order:
1 The raw data will be parsed using Outgoing and Temp. Field parameters.
2 Then [INCOMING_ID] section will be used (based on Temp. Fields) to determine whether this record is
Incoming.
3 If [INCOMING] section was specified, then an incoming record will be re-parsed using the parsing parameters in
the [INCOMING] section.
4 If [INCOMING] section was not specified, the Incoming Gen. SMDR record will be generated based on the
[OUTGOING] parsing parameters.

The [INCOMING] Section

The INCOMING section uses the same format as the OUTGOING section. It lists field numbers and how to parse
them out of the raw CDR record.

The [INCOMING_ID] Section

The INCOMING_ID section uses the same conditional construct as the FILTERS section. Any real field (1 to 10) or
temporary field (20 to 39) can be used in the INCLUDE/EXCLUDE statements.

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Appendix

Color Values in Transaction Import Files

The following table illustrates the mapping of color values, between what is set in the transaction file, and what
appears in the database after a transaction import.

Color value set in transaction import file ColorFlag will be set in db

0 (meaning: COLOR_UNKNOWN)

0 (meaning: COLOR_UNSPECIFIED) 0 (kJobColourFlag_None)

1 (meaning: COLOR_NO)

255 (meaning: COLOR_UNSUPPORTED)

2 (meaning: COLOR_YES) 1 (kJobColourFlag_Colour)

3 (meaning: COLOR_SINGLE) 2 (kJobColourFlag_Single)

For example, if you define the color value as 2 (COLOR_YES) or 3 (COLOR_SINGLE) in the transaction import file,
Equitrac Professional sets the color flag in CAS as a non-zero value.

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Format Variables for Custom Date Format Field

The following table includes the variables used to transform the custom date format field.

Variable Description

%a is replaced by the locale's abbreviated weekday name.

%A is replaced by the locale's full weekday name.

%b is replaced by the locale's abbreviated month name.

%B is replaced by the locale's full month name.

%c is replaced by the locale's appropriate date and time representation.

%d is replaced by the day of the month as a decimal number [01,31].

%H is replaced by the hour (24-hour clock) as a decimal number [00,23].

%I is replaced by the hour (12-hour clock) as a decimal number [01,12].

%j is replaced by the day of the year as a decimal number [001,366].

%m is replaced by the month as a decimal number [01,12].

%M is replaced by the minute as a decimal number [00,59].

%p is replaced by the locale's equivalent of either a.m. or p.m.

%S is replaced by the second as a decimal number [00,61].

%U is replaced by the week number of the year (Sunday as the first day of the week) as a decimal
number [00,53].

%w is replaced by the weekday as a decimal number [0,6], with 0 representing Sunday.

%W is replaced by the week number of the year (Monday as the first day of the week) as a decimal
number [00,53]. All days in a new year preceding the first Monday are considered to be in week 0.

%x is replaced by the locale's appropriate date representation.

%X is replaced by the locale's appropriate time representation.

%y is replaced by the year without century as a decimal number [00,99].

%Y is replaced by the year with century as a decimal number.

%z OR %Z is replaced by the timezone name or abbreviation, or by no bytes if no timezone information exists.

%% is replaced by %.

For more information on customizing the date format field, see Transforming Field Data on page 130.

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Appendix

Sample Perl Scripts for Perl Script Field Transformations

These sample Perl scripts demonstrate common simple transformations on a sample export field. The following notes
may be useful for novice Perl programmers:
• Using a pound sign (#) introduces a comment.
• Perl variables start with a dollar sign.
• Arrays are zero based and are accessed using square brackets [].
• Strings are delimited by double quotes.

Sample 1
sub EQTransform {
# PERL TO INSERT A DASH BETWEEN THE 2nd AND 3rd CHARACTERS
# ON A 5 DIGIT ACCOUNT
# EXAMPLE WOULD CONVERT 12345 to 12-345

$input_field = $_[0]; # source field

$input_delim = $_[1]; # source delimiter
$delimiter = "-"; # REPLACE DASH WITH YOUR DELIMITER
# insert perl processing here
$a = substr($input_field,0,2); # Start at position 1(0) and take 2
$b = substr($input_field,2,3); # Start at position 3(2) and take 3
$output = $a . $delimiter . $b . $input_delim;

return($output);
}

Sample 2
sub EQTransform {
$input_field = $_[0]; # source field
$input_delim = $_[1]; # source delimiter

# insert perl processing here

# PERL to strip dash and parentheses from PhoneNumber Field

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$string1 = $input_field;
$_ = $string1;
tr/-//d; # Replace every instance of dash with NULL
$string1 = $_;
$string2 = $string1;
$_ = $string2;
tr/(//d; # Replace every instance of left paren with NULL
$string2 = $_;
$string3 = $string2;
$_ = $string3;
tr/)//d; # Replace every instance of right paren with NULL
$string3 = $_;

$output = $string3 . $input_delim;

return($output);
}

Sample 3

sub EQTransform {
$input_field = $_[0]; # source field
$input_delim = $_[1]; # source delimiter

# PERL to modify phone duration in seconds to duration in minutes.tenths of minutes

# 60-65 seconds will be 1 minute, 66 seconds will be 1.1 minutes

$p1 = $input_field / 60;

$p2 = $p1 * 10;
$p3 = int($p2);
$p4 = $p3 / 10;
$output = $p4 . $input_delim;
return($output);
}

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Glossary

Symbols

Caution
When you see this symbol in the margin, the accompanying text provides key information about a step or
action that might produce unexpected results if not followed precisely.

Note
When you see this symbol in the margin, the accompanying text provides cross-reference links, tips, or
general information that can add to your understanding of the topic.

Warning
When you see this symbol in the margin, read the accompanying text carefully. This text can help you avoid
making errors that might adversely affect program behavior.

Access Permissions
Settings within the System Manager that limit or grant access to the Equitrac Professional Administrative
Applications.

Accounting Precision
An option within System Manager that determines the number of decimal places used to calculate printing costs. The
default setting is two decimal places.

Active Directory Synchronization

ADS provides a method of sharing user data across multiple domains or network. Equitrac Professional can link to
existing ADS data to batch import user accounts, then poll for updates at set intervals. This feature can minimize User
Account maintenance significantly.

Administrative Applications
A set of software tools used to manage all Equitrac Professional functionality either locally or remotely. Administrative
Applications can be installed on any Equitrac Professional server component machine.

Alert Rules
A preset rule that triggers an action if a specific fault and defined criteria occurs on a DME-monitored device.
Administrators can be alerted to fault conditions by email, Event Viewer, or by network popup messages.

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Billing Code
A unique combination of letters and numbers that represent a charge-back group. Users can assign their print jobs to a
particular code, and the Equitrac Professional database tracks the characteristics of jobs printed to the code.

CAS
The Core Accounting Server controls the accounting database that stores all printer, user, billing code, transaction and
balance information. The CAS also verifies users, calculates copy, fax, scan and disbursement transaction charges, and
assigns charges to an appropriate user, or billing code.

Cluster
A group of servers and other resources that act like a single system to ensure that resources remain available to client
workstations.

Control Terminal
A physical device that releases documents and controls copier access. Equitrac Professional supports PageCounter,
PageControl Stations, and Network Transaction Stations.

Controller Interface
A software bridge between the Equitrac server and a multifunction device that enables device communication. Some
Xerox and Canon devices require a controller interface to configure the behavior and communication requirements of
the device so that Equitrac Professional can track printing activity on the device.

Cost Preview
A software feature that enables users to see the entire cost of a print request before sending the document to the
selected output device.

DCE
A core component of Equitrac Professional, the Device Control Engine provides management of control terminals
and the ability to access the scan and fax features on multifunction devices.

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Desktop Printing
Desktop printing tracks the use of local printers connected directly to a user workstation, rather than connected to the
office LAN. These printers are not controlled by a DRE print server. Equitrac Professional groups these devices as
Workstation devices in System Manager.

Device Interfaces
Connections to physical devices that track transactions. There are two types of device interfaces in Equitrac
Professional: Control terminals and Controller interfaces.

Device Monitoring Console

A licensed Administrative Application that works with the DME component to provide historical data on device
performance.

Domain Controller
A name shared by a group of computers that use a common accounts database. When importing and synchronizing
accounts using Active Directory Services, you must specify particular Domain Controllers and OU Containers to
import.

DME
The Device Monitoring Engine proactively track the status of selected SNMP-enabled devices. The DRE monitors
SNMP messages generated by specified devices for status information. Each time a status change message is
intercepted, DME logs the information in the database. View DME-related activity in the Device Monitoring Console.

DRC
For optional use in installations where there is no DRE (see below), and therefore no dedicated print server, the
Document Routing Client (DRC) is a locally installed version of the DRE that allows for similar functionality.

DRE
A core component of Equitrac Professional, the Document Routing Engine enables document flow from workstations
to output devices including printers, plotters, scanner, multifunction devices, copiers, etc. DRE communicates
document characteristics to the Core Accounting Server for processing. In a large deployment, multiple DREs are
often required to manage the device load.

Dual Pricing
A feature that allows you to create a primary price list and a secondary price list that is applied under certain
conditions. Equitrac Professional uses the primary price list to calculate the actual transaction cost. Secondary price
lists enable the software to calculate another cost that is stored with the transaction for reporting purposes, but does
not factor into any balance calculations.

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Embedded Interface
Platform-specific Equitrac software that is embedded on select MFP’s to handle the transfer of user credentials and
transaction details between the device and the Core Accounting server database.

e-queue
A proprietary print queue definition that implements secure printing and is not associated with a specific physical
device. When users print, the e-queue holds the documents for release. When users release held documents, Equitrac
Professional pulls the documents to a physical device for printing.

Equitrac Port
A proprietary port that is included with the DRE. Each printer that you want to control and track transactions must
use an Equitrac Port. This port communicates with the DRE and ultimately the Core Accounting Server to track user
transactions.

Escape Code
Syntax used to identify variables that should be printed on a print separator page. By default, Equitrac uses the /
character.

Follow-You Printing
A secure printing feature that holds print jobs in a virtual print queue until the user “pulls” the print job to a selected
device. A user can select a particular printer when they submit a print request, then walk to an entirely different print
server and redirect the job to a different compatible printer.

G-H

Home Server
An attribute assigned to a user account indicating the DRE print server that hosts the devices the user typically prints
to. You can assign a Home Server to each user account if you are enabling multi-server Follow-You printing. At a
Release Station or Control terminal prompt, the user can select Home to view all devices on their Home Server. If
looking to release jobs to devices on a different Print Server, the user can use the Search functionality provided

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Local Install
All Equitrac Professional server components and Administrative Applications are installed on a single server. This
installation type is often used for small deployments where the overall print and tracking load can be managed on a
single server.

Mailbox Printing
A print job sent to a device with ‘mailbox printing’ or ‘device server’ selected in the device driver. The print job resides
on the device’s hard disk until the user releases the job.

Off-box Validation
An option used for select Xerox devices that forces the physical device to send a request to the Equitrac Core
Accounting Server to validate the data input by the user.

Offline
A situation where the Core Accounting Server is not available to the other core components. Hardware failures, or
communication failures on the network may can an offline situation. Equitrac Professional offers Offline support to
cache data locally until the CAS is back online.

OU Container
A subset of a Domain Controller. When importing OU Containers using Active Directory Services, OU Containers
must contain user account data only.

P-Q

PageCounter
A physical device that is integrated with an output device (copies, scanner, printer) to allow the user to release print
documents or enable copier access at the physical device.

Passthrough Printer
A printer port that acts as a translator between Equitrac Professional and a target printer that cannot communicate
directly with Equitrac Professional. You must convert the printer port to a Passthrough printer port on any devices
that use proprietary communication protocols other than RAW or LPR.

Physical Device
A printer, scanner, copier, plotter or multi-function unit that translates digital data into hardcopy output.

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Physical Disk
A local disk subsystem on a cluster node; a physical disk can be shared, but cannot be used as a quorum disk.

Pin2 Encryption
Equitrac stores the secondary PIN information (called PIN2 in the CAS database) using a two-way AES encryption.

Port
A connection on a device that works with the Equitrac Port Monitor to track printed documents sent to the device.

Port Monitor
Examines print job and page attributes, and passes the necessary information to the Accounting Server. The Port
Monitor communicates with the DRE or DCE to control the job requests made to a device.

Price List
A collection of charging rules applied as a set to one or more network printers. These rules define how Equitrac
Professional assigns transaction charges to printing accounts based on attributes such as page count, page attributes,
finishing options, and surcharges.

Pull Group
A logical grouping of printers with similar device capabilities. When secure printing is enabled, users can release jobs
from the pull group queue to any compatible device within the pull group.

Queue
A virtual list of jobs waiting to print on the device.

Release Station
A licensed feature that sets up a network station as a point of controlled document release. Users can view, select,
print, or delete documents held in the secure print queue.

Remote Install
A deployment in which the core Equitrac Professional components are dispersed among two or more server
machines.

Routing
The process of intercepting and changing the destination of network print jobs based on a comparison of job
characteristics against routing rule attributes.

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Scheduled Task
A pre-defined task that is set to run automatically at a particular time and interval. Tasks can include report
generation, auto-run of command line utilities, etc.

Secure Printing
A means of controlling document release. When a user prints, the document is held in a virtual queue until the user
releases the document at the output device. The goals of secure printing is to ensure that proprietary information does
not sit in on an output device for public consumption. Secure printing uses the DREs queuing feature in conjunction
with a client application such as Release Station or Print Queue Viewer for user-controlled release. You can also release
documents directly from a control terminal, such as a PageCounter, PageControl Station, or Network Transaction
Station terminal.

Separator Page
A page printed before each released print job on a device. You can configure the job details that appear on the printed
page to assist users when they pick up print jobs output on public printers.

Silent Installation
A method used to install the client features that allows you perform the install on all clients at the same time. Place the
client installation in a central shared folder on a network server, then push the installation to all required clients.

SPE
A core component of Equitrac Professional, the Scan Processing Engine handles all scan jobs from a device, once
authentication and additional information is achieved. An SPE requires at least one DCE to function.

System Manager
An Administrative Application used to apply system-wide configuration settings, customization of the Accounting
Server and Port Monitor settings.

Transaction
The page count, job information, and printer cost information calculated for a single print/scan/copy/fax job.

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Glossary

Transaction Import Wizard

A wizard that allows you to create Import Configurations that can subsequently be saved and scheduled. These configurations will
import transaction data from your time and billing system into Equitrac Professional.

Unidentified Documents
Transactions for which Equitrac Professional cannot identify the associated account, such as a received fax on a multi-
function device.

User Authentication
A prompt for a user to enter their login credentials when submitting a print request. Equitrac Professional checks the
credentials to ensure that the user is authorized to access the print network.

V-Z

Validation Import Wizard

A wizard that allows you to create Import Configurations that can subsequently be saved and scheduled. These
configurations will import validation data from your time and billing system into Equitrac Professional.

Workstation Device
Workstation printers are printers that Equitrac Professional tracks using the Desktop Printing feature. Any printer you
can connect to a client workstation that does not connect to an Equitrac Professional print server—including local
printers on a workstation desktop, or printers using LPT1, USB, or direct network connections—qualifies as a
workstation device.

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