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Configure embedded devices

Embedded devices are manufacturer-specific software components that handle the transfer of user authentication and transaction details between these devices and your accounting server database. Supported devices prompt users for valid user and account ID information for all print release, walk-up copy, scan, and fax jobs.

You must create an embedded interface for each Xerox MFP that will be controlled by Equitrac. Equitrac’s Web System Manager component provides the tools to create these interfaces.

You need only perform these steps if you want to alter the values generated when the device was auto-created. Any default values work, and can be left as is.

The following procedure assumes you have already registered the physical device hosting the Equitrac Embedded application within Web System Manager. For details on performing this procedure, see the Kofax Equitrac Administration Help file.

To configure how each Xerox ECSP device is controlled by Equitrac, do the following:

  1. Use the Web System Manager > Devices link to manually add an embedded device that is associated with a single physical device in Equitrac.
  2. In Devices, select Physical Devicesand select a physical device from the list. Select Add Embedded Device from Select Action list.
  3. In the Definition section, select Xerox ECSP from the Type list.
  4. Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specify a device name if you click OK without naming the device.
  5. Enter a Description for the embedded device.
  6. The DWS server defaults to the current DWS host. Change the server, if necessary, by selecting another server from the list.
  7. The Version field is populated automatically once communication is enabled.
  8. Enter a Device administrator name and Device administrator password to set up secure administrator access to the device.
    This login information is subsequently enforced at the MFP, and must match the MFP's settings. To validate you have the correct Admin name and password consult the Internet Services web pages for the MFP. If left blank, this Admin name and password defaults to the Xerox default user/password.
  9. In the Behavior section, choose how you want to track activities at the device. By default, the global settings are used, but you can Override default tracking options for print, copy, scan, and fax.
  10. From the Secure document release list, select how documents are released from the embedded device.
    • Prompt allows users to release documents through the regular configured workflows. Clearing this releases documents automatically when the user logs in to the device.
    • Release all at login automatically releases all documents in the queue at login. This does not automatically log the user out.
  11. Select the Authentication method:
    • Local - Xerox Native SmartCard – to authenticate using a Xerox native smart card.
    • Server-based - None.
    • Server-based - Xerox Secure Access – to track printing through printer ports or the Direct IP Printing Client (DRC).
      Equitrac relies upon existing SmartCard functionality to allow authentication for embedded functions. Authentication through SmartCard is dependent upon a pre-existing operational native smart card setup per device. Ensure your setup includes smart card authentication before installing the embedded solution.
  12. Select a Prompt for billing code option from the list. These options allow you to configure billing codes on a per device level. For more information on globally configuring billing code prompts, see the Kofax Equitrac Administration Help file.
    • Default – This option uses the global billing code settings configured in Web System Manager.
    • Enabled – This option prompts the user for a billing code even if billing code prompts are not enabled globally.
    • Disabled – This option disables the billing code prompts even if they are enabled globally
  13. Click Pricing to configure pricing at the controller interface level. You should apply a default price list or a price list for each applicable function on the MFP.

    For details on configuring price lists, see the Kofax Equitrac Administration Help file.

    To configure the Equitrac Embedded application to use the price list for the associated device, select the default price list. If you select an alternate price list for the Equitrac Embedded application, the alternate price list overrides the device setting.
  14. Select the Card Reader HID decoding group from the list. For details on HID decoding, see the Kofax Equitrac Administration Help file.
  15. Select an email Disclaimer from the list. When email disclaimer is configured in Web System Manager > Configuration > Workflow and scanning > Scan configurations, the disclaimer appears at the footer of the email message.
  16. Select Enable job limits to set session limit when user is inactive (default is 60 seconds).
  17. From the Services Home Container list, select the Workflow Container you want to use as the global default for all devices. This list contains the pre-configured and created Workflow Containers.
  18. Select the External Application. See Set Xerox Convenience Authentication prompts for details
  19. Click Save to save the embedded device details and close the dialog box. The new embedded device appears in the Devices list beneath the Physical device it is associated with.
  20. Repeat these steps to create an embedded device on each supported Xerox MFP in the Devices list.
    If initialization fails, and the Xerox device does not appear in Web System Manager, go back to Configuring Secure Printing and confirm that the MFP is properly configured.
Before you can initialize a VersaLink C405 MFP, on the Permissions > Accounting Method > Network screen for the MFP, verify that Information Verification is turned on. After initializing the MFP, turn off the Information Verification option. Before you can initialize a VersaLink B405 MFP, log in to http://<device IP address> as an administrator, click Apps and delete the existing ECSP app.