SMart eSolutionsA Xerox remote service platform

Install Guide for

CentreWare® Web v.4.0 for Xerox Office devices

based in Europe

INSTALL1

ENABLE 2

March 2005Copyright © XEROX CORPORATION 2001-2005. All rights reserved.

Copyright protection claimed includes all forms and matters of copyrightable materials and information now allowed by statutory or judicial law or hereinafter granted, including without limitations, material generated from the software programs which are displayed on the screen such as styles, templates, icons, screen display looks, and so on.

XEROX® and all identifying numbers used in connections with the Xerox products mentioned in this publication are trademarks of XEROX CORPORATION. All non-Xerox brands and product names are trademarks or registered trademarks of their respective companies and are hereby acknowledged.

While every care has been taken in the preparation of this material, no liability will be accepted by Xerox Corporation arising out of any inaccuracies or omissions.

Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors will be corrected in subsequent editions.

Introducing SMart eSolutionsFeatures ............................................................................................................ 1Documentation/Support ..................................................................................... 1

PreparationNetwork Access ................................................................................................. 2Operating Systems ............................................................................................ 2 NTFS (NT File System) ..................................................................................... 2Security .............................................................................................................. 2Recommended Installation Configuration .......................................................... 2Browser Settings ............................................................................................... 2

CentreWare® Web InstallationSystem Requirements ....................................................................................... 3

Part 1: Installing and Configuring CentreWare® WebWelcome to the Xerox CentreWare® Web Setup wizard ................................... 4License Agreement ............................................................................................ 4Specify Run-As Password ................................................................................. 5 SQL Server Selection ........................................................................................ 5Email Settings .................................................................................................... 6Destination Folder ............................................................................................. 7Ready to Install the Program ............................................................................. 7Completing the Xerox CentreWare® Web 4.0 Setup wizard ............................... 8

Part 2: Enabling and Configuring SMart eSolutions in CentreWare® WebGetting Started: Welcome ................................................................................. 9Getting Started: How Many Printers .................................................................. 9Getting Started: Outgoing Mail Server ............................................................... 10Getting Started: Proxy Server ............................................................................ 10Getting Started: Completed ............................................................................... 11Startup Screen ................................................................................................... 11Administration Page .......................................................................................... 12SMart eSolutions Page ...................................................................................... 13Printer Tab ......................................................................................................... 14 Exit CentreWare® Web ....................................................................................... 14

AppendixFrequently Asked Questions .............................................................................. 15-19Where to go for support ..................................................................................... 20Upgrading CentreWare Web ............................................................................. 21

Table of Contents

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SMart eSolutions is an offering from Xerox designed to eliminate the time and effort required to administer meter reads and supplies-usage data for your Xerox printers and multi-function devices. Taking the “hassle” out of your business, SMart eSolutions consists of a hands free, secure data transmission that enables accurate invoicing, timely replenishment of supplies, and an accessible audit trail.

Features• Automatic collection and submission of meter reads and

supplies-usage data from networked equipment

• View the status of each printer

• Receive email notifications when data is transmitted

• Receive email alerts for network and communication issues

• Automatic retry process when printers are temporarily offline

Documentation/SupportFrom www.xerox.com/centrewareweb, you can:

• Download the CentreWare® Web software

• Download the CentreWare® Web Printer Administration for Windows Install Guide

• Find support information, a CentreWare® Web knowledge base and software updates.

Readme FileThis file provides the most current support information available and can be accessed immediately following the installation process.

For More Information on Xerox SMart eSolutions, please visit www.xerox.com/smartesolutions.

Introducing SMart eSolutions

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To ensure a successful installation of CentreWare® Web, please review the following requirements. Consult your Network Administrator as needed.

Network AccessWe recommend that you install CentreWare® Web on a Windows PC that typically stays on and has access to both the internal network and external Internet.

Once you have chosen where you will install the software, decide when you would like it to perform its automatic functions. CentreWare® Web is preset to send and receive data at a random poll time. If you wish to change the time setting, be sure to take network traffic into account during the discovery, status renewal, email notifications, and printer management work processes.

Operating SystemsCentreWare® Web is designed to be installed on Windows 2000 Server, Windows XP Professional and Windows Servers 2003 only. To check the operating system of the computer you are using to install CentreWare® Web:

• Right-click on the “My Computer” icon on the desktop

• Select “Properties”

NTFS (NT File System)Be sure to install CentreWare® Web on a system running NTFS in order to enable file security.

SecurityCentreWare® Web secures your data through Microsoft’s Active Directory and NTFS security.

For more information, visit either of the following websites:

• www.microsoft.com/technet/security/prodtech/ad/default.mspx

• www.microsoft.com/windows2000/technologies/directory/default.asp

Recommended Installation ConfigurationBe sure to install CentreWare® Web using a network username and password with administrative rights. This is required so you can administer system settings, as well as add or remove queues throughout the directory tree or NT4 domain.

Browser SettingsInternet Explorer 6.0 and Netscape 6.2 are the minimum browsers recommended for the SMart eSolutions features of CentreWare® Web.

Preparation

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SMart eSolutions requires two steps: 1) Installing CentreWare® Web2) Enabling SMart eSolutions in CentreWare® Web

We recommend that your Network Administrator complete steps 1 and 2 above.

System RequirementsCentreWare® Web is designed to be installed only on specific computers running the Windows operating systems defined below. Please check with your Network Administrator if you are unsure whether your computer meets these requirements.

Microsoft Windows 2000 Server, Windows XP Professional, and Windows Server 2003• PC with a 600 MHz or higher Pentium III processor recommended

• 512 MB of RAM or higher recommended; (256 MB supported, but may limit performance)

• 3 GB of available disk space

• TCP/IP

• Internet Information Services (IIS) 5.05 or greater

• NTFS security access checking is recommended

CentreWare® Web Installation

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To install the software foundation of SMart eSolutions, follow these steps. If at any point you need assistance, please refer to the Appendix at the back of this document where you will find Frequently Asked Questions, web links for support, and phone numbers for the Xerox Welcome Centre.

License Agreement1. Read the page carefully

2. Click the button next to “I accept the terms in the license agreement”

3. Click “Next”

Welcome to the Xerox CentreWare® Web Setup wizard1. Click “Next”

Installing and Configuring CentreWare® Web

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Part 1Part 1

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SQL Server Selection1. The vast majority of people

should select “Install MSDE” here unless you have an existing SQL server where you want to store the data

2. Create a password for your database and retype it in the confirm box

3. Click “Next”

Specify Run-As Password1. Create a password for

CentreWare® Web and retype it in the “Confirm” box

2. Click “Next”

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Email SettingsThis page configures CentreWare® Web to send you timely email updates and information about your meter reads and supplies usage.

1. You must enter the fully qualified domain name of your SMTP server in the box provided. For example, mail.domain.com

2. You must enter your “From Address” in the form of user@domain.com

Note: This will be the address that CentreWare® Web messages will appear to be from.

3. If your SMTP Server requires a user name and password, enter those in the boxes provided

4. Click “Next”

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Destination Folder 1. Click “Next” to accept the

default installation locations.

Or, if you want to select where CentreWare® Web or the CentreWare® Web database is installed on your computer:

1. Click “Change…”

2. Select where you want to install CentreWare® Web or the CentreWare® database

3. Click “Next”

Ready to Install the Program1. Click “Install”

Note: Installation could take several minutes.

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Completing the Xerox CentreWare® Web 4.0 Setup wizard1. You may click on the box

next to “View Readme” if you want to read about the latest information and updates to CentreWare® Web

2. Click “Finish”

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Congratulations, you’ve successfully installed CentreWare® Web. Now that it’s up and running, take a few minutes to enable the SMart eSolutions features of the software.

Getting Started: How Many Printers1. Read screen carefully

2. Slide the arrow to specify how many printers you want found on your network

3. Click “Continue”

Getting Started: Welcome1. Read screen carefully

2. Click the box next to “Hide this wizard on startup” if you want to skip the Getting Started screens when you start up CentreWare® Web from now on

3. Click “Continue”

Enabling and Configuring SMart eSolutions in CentreWare® Web

ENABLE 1

ENABLE 2

Part 1Part 2

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Getting Started: Outgoing Mail ServerNote: If you set this up during installation, click “Continue” to skip this screen.1. Enter the name or IP address

of your SMTP server into the box provided

2. Enter the “from” email address into the box provided

3. Enter your username and password under “SMTP security,” if necessary

4. Enter the email address you’d like receive a test message in the “Test Email Destination” box

5. Click “Send Test.” If you don’t receive the test message, make sure your server information is correct then send another test.

6. Click “Continue”

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Getting Started: Proxy Server1. Click “Test Connection”

2. If the connection fails, consult your Network Administrator

3. Click “Continue”

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Getting Started: Completed1. Check the settings to make

sure they’re correct. To make changes, click “Start Over”

2. Click the box next to “Hide this wizard on startup” if you want to skip the Getting Started screens when you start up CentreWare® Web from now on

3. Click “Finish”

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Startup Screen1. Click on the

“Administration” link

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Administration Page1. Click one of the “SMart

eSolutions” links, either on the page or in the left-hand menu

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SMart eSolutions Page1. Follow the instructions on

the page, making sure to scroll down to the bottom

2. Make sure “Automatic Device Registration” is selected

3. Click “Save” at bottom of the screen

SMart eSolutions are now enabled. You will be taken directly to the SMart eSolutions Group.

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Printer Tab1. Under Printer Actions, click

“Add to Group”

2. All printers that have been discovered will be displayed. Click boxes next to the printers you want to participate in SMart eSolutions or click the “Select All” box

3. Click “Request Registration” at the bottom of the page

ENABLE 9

Exit CentreWare® WebCongratulations, you’ve completed Part 2 and enabled the SMart eSolutions features of CentreWare® Web. The last step is to set up the service agreement against your device for MeterAssistant. See Part 3.

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SMart eSolutions CentreWare WebFrequently Asked Questions

What is SMart eSolutions?How does it work?What equipment do I need?What impact does SMart eSolutions have on my network?Can Xerox gain access to my network?Is my data secure?Who at my company needs to be involved in this?What happens to my meter read data when it gets to Xerox?What happens if I install a new device at a later date?What happens when the PC with CWW/SMart eSolutions installed is powered off?What happens if one of my devices breaks down?What happens if one of my devices has to be replaced?Where can I go for support?

What is SMart eSolutions?SMart eSolutions is a new system designed to take the hassle out of collecting and submitting meter reads and supplies-usage data from Xerox equipment via a hands-free, secure data transmission process.

How does it work?SMart eSolutions works by loading Xerox software onto your network. This software talks to Xerox devices to get the necessary data and send it back to Xerox using standard Internet protocols similar to those used for business to-business transactions.

Setting up SMart eSolutions requires two steps:1. Installing CentreWare® Web

2. Enabling SMart eSolutions in CentreWare® Web

Appendix

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What equipment do I need?CentreWare® Web is designed to be installed only on specific computers running the Windows operating systems defined below.

Microsoft Windows 2000 Server, Windows XP Professional, and Windows Server 2003• PC with a 600 MHz or higher Pentium III processor recommended

• 512 MB of RAM or higher recommended; (256 MB supported, but may limit performance)

• 3 GB of available disk space

• TCP/IP

• Internet Information Services (IIS) 5.05 or greater

• NTFS security access checking is recommended

What impact does SMart eSolutions have on my network?SMart eSolutions uses standard industry protocols to communicate between CentreWare® Web and your printers approximately every two hours. SNMPv2 is used to read the MIBs, which contain the meter read values for billing and supplies usage data for replenishment.

CentreWare® Web communicates with the Xerox Communication Server once a day using Web service protocols, including:

• HTTPs – Certicom SSL 128 Bit with server side certificates from Verisign

• SOAP – 1.1

• Wsdl – 1.1

• WS Security – Oasis – Working Draft 11 – 3 March 2003

There are several different types of transactions that can occur between CentreWare® Web and the Xerox Communication Server. The network loading varies based on the type of transaction and the number of devices that are in the CentreWare® Web group. These transactions are:

Registering the CentreWare® Web Proxy and Devices with XeroxAllows Xerox to identify and authenticate the proxy and devices. This communication happens only once in the life cycle of the CentreWare® Web proxy and devices.

reg proxy = 1526 bytes reg proxy device = 393x + 1503 bytes

Total: reg proxy + proxy devices = 393x + 3029 bytes

x = the number of devices

Sync RequestSent once a day by the proxy.

sync proxy request = 1425 bytes

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Sync Request ResponseTells CentreWare® Web to turn on SMart eSolutions for each device. This communication happens only once in the life cycle of the device.

sync proxy request response = 1510x + 1425 bytes

Sync StatusLets Xerox know that the SMart eSolutions service has been turned on, enabling Xerox to know that a request can be made and responded to. This communication happens only once in the life cycle of the device.

sync proxy status = 260x + 1247 bytes

Billing Transaction RequestThe response from Xerox asking for meter reads to be sent once each billing cycle, whether monthly, quarterly, or semi-annually.

sync proxy request response = 1510x + 1425 bytes

Billing Transaction ResponseCentreWare® Web sends the billing meter reads once per billing transaction request for each device.

billing transaction response = 1314x + 1993 bytes

Can Xerox gain access to my network?1. In order to participate, you must personally initiate device registration

and sign up for the SMart eSolutions service. CentreWare® Web will not automatically find and register your equipment unless you enable it to do so.

2. All transactions between CentreWare® Web and the Xerox Communication Server are initiated within your environment by CentreWare® Web. There is no way for Xerox to initiate the communications to CentreWare® Web or for Xerox to probe your network.

3. You can turn off communication to Xerox at any time.

Is my data secure?1. All communications occur over a secure channel using 128 bit SSL

with server side certificates. This means that the data is encrypted and communications to CentreWare® Web must hold a valid certificate from Xerox.

2. No customer data is communicated to Xerox. The only data that is sent for Xerox SMart eSolutions is the printer serial number, the meter name, the meter values, supplier usage values, and the date of the reading.

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Who at my company needs to be involved in this?For SMart eSolutions to run properly, CentreWare® Web must be installed first and the Xerox eligible registered with Xerox. Xerox must also set up your service agreement so that automatic meter reads can be recorded. Because SMart eSolutions involves loading software on the network, it is likely that approvals need to be provided by your Network Administrator or someone with similar responsibilities at your company.

SMart eSolutions installation may involve an IT Administrator and the Equipment Administrator.

The IT Administrator is needed to:• Install CentreWare® Web

• Provide CentreWare® Web with the location of the proxy server that connects your network to the Internet

• Run the CentreWare® Web device discovery tools to find the Xerox devices that will be participating in SMart eSolutions

• Enable CentreWare® Web to register with Xerox

The person within your organisation who is responsible for providing Xerox with the Billing Meter Readings will need to:• Identify which devices should participate in Xerox SMart eSolutions and

provide this information to the person who will load the software on the Server PC.

What happens to my meter read data when it gets to Xerox?Your meter read data is recorded against your device in Xerox service management system. It is used for the invoicing of metered service agreements, and also for evaluating consumable usage against machine performance. The automatic collection of the meter reads will ensure quality and reliability of the data we use to manage your service agreements.

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What happens if I install a new device at a later date?If you would like this new device to provide automatic meter reads to Xerox you will need to perform Step 2 of the Install Guide.

The SMart eSolutions will automatically detect the new device and you can then select to register with Xerox. Alternatively you can enter the IP address of the device and when it has been identified on your network by the SMart eSolutions you register your new device. You will also need to set up your service agreement to receive automatic meter reads from SMart eSolutions MeterAssistant

What happens when the Server PC with CWW/ Smart eSolutions software installed is powered off?There will be no meter read data collected or sent to Xerox while the PC is powered off. Smart eSolutions will resume this activity when it is powered on again. If Xerox does not receive meter reads for more than 14 consecutive days a notification is sent by email to the key user at your company. You may also be asked for a manual meter read when you next order consumables.

What happens if one of my devices breaks down?If your device breaks down it is typically repaired by the following day and it is most unlikely that it will ever be out of action for more than a week. SMart eSolutions MeterAssistant will allow for this and will pick up on the automatic meter reads again when the device is up and running.

What happens if one of my devices has to be replaced?If your device needs to be replaced with a new one, there is a standard product replacement process to follow which includes recording the end meter read of the old device and the begin meter read of the new device. To turn on automatic meter reading for the replacement device follow the process for installing a new device, described above.

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Where can I go for support?Xerox provide a comprehensive on-line service KnowledgeBase at www.xerox.com/linktobeentered here

Phone support is available by dialling the following local country numbers:

Country Phone No.AUSTRIA 01 207 9000BELGIUM (Flemish) BELGIUM (French)

02 713 14 5302 713 14 52

DENMARK 7010 7288FINLAND 09 693 79666FRANCE 0825 012 013GERMANY 0180 500 4392HOLLAND 020 656 3620IRELAND 1890 925 050ITALY 199 112 088LUXEMBOURG 480 123NORWAY 8150 0308SPAIN 902 160 236SWEDEN 0771 1788 08SWITZERLAND (German) SWITZERLAND (French)SWITZERLAND (Italian)

043 299 9000043 299 9001043 299 9002

UK 0870 900 5501

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Upgrading CentreWare® WebIf you currently use a previous version of CentreWare® Web and would like to participate in the SMart eSolutions program, follow these steps to upgrade to CentreWare® Web 4.0.

From version 3.6 to 4.01. Backup all databases using the CentreWare® Web configuration tool

2. Install version 4.0 (all data will be preserved)

From version 3.5 to 4.01. Backup all databases using the CentreWare® Web configuration tool

2. Install CentreWare® Web version 3.6 available from www.xerox.com/ centrewareweb

3. Install CentreWare® Web version 4.0