KYOCERA CentraQ Pro 40-Pack License User guide

KYOCERA

CentraQ Pro™

CentraQ Pro

Version 1.6

July 2018

KYOCERA Document Solutions America, Inc.

Software Solutions Group

 
2                  Copyright © 2018 KYOCERA Document Solutions America, Inc. All rights reserved. 
Contents 
1.  CentraQ Pro .......................................................................................................................................... 5 
1.1  Software .................................................................................................................................... 5 
1.2  This Guide .................................................................................................................................. 5 
1.3  New in Version 1.6 .................................................................................................................... 5 
1.4  Basic feature comparison chart ................................................................................................. 5 
1.5  Components .............................................................................................................................. 6 
  KYOCERA MFP/Printer ................................................................................................ 6 
  Supported non-HyPAS Printer Models ....................................................................... 7 
  Supported MFP Models .............................................................................................. 7 
  Print Server ................................................................................................................. 7 
  Print Server Requirements ......................................................................................... 7 
  Database Server .......................................................................................................... 7 
  Database Server Requirements .................................................................................. 8 
  Active Directory Server ............................................................................................... 8 
  Active Directory Server Requirements ....................................................................... 8 
  Print Client .................................................................................................................. 8 
  Print Client Requirements .......................................................................................... 8 
  Card Reader ................................................................................................................ 9 
  QR Code Scanner ........................................................................................................ 9 
1.6  Supported Environments .......................................................................................................... 9 
1.7  Meter Counts ........................................................................................................................... 10 
1.8  Licensing .................................................................................................................................. 10 
2.  System Overview ................................................................................................................................ 11 
2.1  Print Management .................................................................................................................. 11 
  Tracked printing ........................................................................................................ 11 
  Secure Printing .......................................................................................................... 11 
  Releasing Print Jobs .................................................................................................. 11 
2.2  Copy, Scan and Fax Management ........................................................................................... 12 
  Authentication .......................................................................................................... 12 
  Authorization ............................................................................................................ 12 
  Accounting ................................................................................................................ 13 
2.3  Usage Metadata ...................................................................................................................... 14 
2.4  Reporting ................................................................................................................................. 14 
  Billing Reference Codes ............................................................................................ 14 

 
Copyright © 2018 KYOCERA Document Solutions America, Inc. All rights reserved.  3 
3.  Installation .......................................................................................................................................... 15 
3.1  Files Required .......................................................................................................................... 15 
3.2  MFP Setup ............................................................................................................................... 15 
  Installation on HyPAS-Capable MFPs ........................................................................ 15 
  Installation on HyPAS-Enabled MFPs ........................................................................ 18 
3.3  Installing CentraQ Pro ............................................................................................................. 20 
3.4  Upgrading CentraQ Pro ........................................................................................................... 21 
3.5  Uninstalling CentraQ Pro ......................................................................................................... 21 
3.6  Proximity Card Reader (USB) Setup for HyPAS-Capable and HyPAS-Enabled Devices ........... 22 
3.7  Proximity Card Reader (USB) Setup for Non-HyPAS Devices .................................................. 22 
4.  Configuration ...................................................................................................................................... 25 
4.1  Print Server .............................................................................................................................. 25 
  System Settings ......................................................................................................... 25 
  License Management ................................................................................................ 26 
  Accounting ................................................................................................................ 28 
  Print Tracking ............................................................................................................ 29 
  MFP Authentication and Authorization .................................................................... 29 
4.2  KX Driver Configuration ........................................................................................................... 35 
  Print Server ............................................................................................................... 35 
  User Workstations .................................................................................................... 38 
  Disabling Secure Print on the User’s Workstation .................................................... 38 
  “Hard-Coding” End User’s PIN .................................................................................. 38 
4.3  HyPAS Application ................................................................................................................... 39 
  Configure IP Address and Port Number.................................................................... 39 
  Setting up CentraQ as a default MFP screen ............................................................ 39 
5.  Operation ............................................................................................................................................ 40 
5.1  Authenticating at MFP panel ................................................................................................... 40 
  Username and password .......................................................................................... 40 
  Card swipe ................................................................................................................ 40 
5.2  Releasing Print Jobs ................................................................................................................. 41 
  CentraQ Pro User Authentication ............................................................................. 42 
  PIN entry ................................................................................................................... 42 
  USB Card Reader ....................................................................................................... 42 
  Ethernet Card Reader ............................................................................................... 42 
  Scanning QR code ..................................................................................................... 42 

 
4                  Copyright © 2018 KYOCERA Document Solutions America, Inc. All rights reserved. 
6.  Database ............................................................................................................................................. 43 
6.1  Included Database ................................................................................................................... 43 
  Install SQL Management Studio ............................................................................... 43 
  Changing the default password ................................................................................ 43 
  View the data in the tables ....................................................................................... 45 
7.  Reports ................................................................................................................................................ 46 
7.1  Generate Report ...................................................................................................................... 46 
7.2  User Usage Report ................................................................................................................... 48 
  Parameters ............................................................................................................... 48 
7.3  Device Usage Report ............................................................................................................... 48 
  Parameters ............................................................................................................... 48 
7.4  User Ranking Report ................................................................................................................ 48 
  Parameters ............................................................................................................... 48 
7.5  Device Ranking Report ............................................................................................................ 49 
  Parameters ............................................................................................................... 49 
7.6  Reference ID Summary Report ................................................................................................ 49 
  Parameters ............................................................................................................... 49 
7.7  Reference ID Usage Report ..................................................................................................... 49 
  Parameters ............................................................................................................... 49 
7.8  Job Information Report ........................................................................................................... 50 
  Parameters ............................................................................................................... 50 
8.  CentraQ Pro Troubleshooting ............................................................................................................. 51 
8.1  Log Files ................................................................................................................................... 51 
  Enabling/Disabling Verbose Logging ........................................................................ 51 
8.2  Connection Issues .................................................................................................................... 51 
9.  Support ............................................................................................................................................... 52 
  RFIDeas Network Card Reader Setup (RDR-6081AKE).............................................. 53 
  RFIDeas Ethernet 241 Setup (PCBA-241) .................................................................. 58 
  Database Metadata .................................................................................................. 59 
  Moving the CentraQ Pro Reports tool to another server ......................................... 60 
 

1. CentraQ Pro

1.1 Software

Kyocera’s CentraQ Pro is a business application that provides usage tracking, cost accounting and secure

printing capability across KYOCERA MFPs and Printers. This application enables an organization to

control printing and copy costs, reduce waste and print important documents with confidentiality. Its

detailed usage reports transform raw usage data into actionable information.

1.2 This Guide

This document describes the components, functions, installation requirements and setup steps required

to deploy CentraQ Pro effectively.

1.3 New in Version 1.6

• Added Reference ID Summary Report

• Added Date column to Reference ID Report

1.4 Basic feature comparison chart

CentraQ

CentraQ Pro

Secure Printing

✓

Print, Copy, Scan and Fax usage tracking



✓

Reporting usage data



✓

1.5 Components

KYOCERA MFP/Printer

• Supported Kyocera MFP or Printer must be connected to the network and configured with a

network IP address. Devices must be licensed before they can be used with CentraQ Pro.

• CentraQ Pro HyPAS Application installed on HyPAS-enabled MFPs allow users to authenticate prior

to utilizing the MFP and accessing secured jobs on the touchscreen panel.

• The application also supports non-HyPAS or single function printers

Supported non-HyPAS Printer Models

• ECOSYS P2040dn

• ECOSYS P2040dw

• ECOSYS M2135dn

• ECOSYS M2635dn

• ECOSYS M2635dw

• ECOSYS M2040dn

• ECOSYS M2540dw

• ECOSYS M6026cdn

• ECOSYS M2640dw

• ECOSYS M6030cdn

• ECOSYS M6530cdn

• ECOSYS P6130cdn

• ECOSYS P6035cdn

• ECOSYS P7040cdn

• ECOSYS P4040dn

• ECOSYS M6526cdn

• ECOSYS M2535dn

• ECOSYS M2035dn

• ECOSYS M2530dn

• ECOSYS M2030dn

• ECOSYS M3040dn

• ECOSYS M3540dn

Supported MFP Models

For a full list of support MFP models, please refer to the Solutions Compatibility Chart on

KDACentral.com.

Print Server

• Windows Print Server hosting print queues configured with Kyocera KX Driver and shared for users

to print.

• CentraQ Pro business application is installed on the print server. It consists of following components:

o Port Monitor module, running within the Print Spooler process, spools print jobs.

o CentraQ service, running in the background, provides CentraQ services.

o Settings utility for licensing, configuring authentication and system configuration options.

o Report Viewer for creating detailed usage reports.

Print Server Requirements

Supported

Operating

Systems

- Windows Server 2008R2

- Windows Server 2012

- Windows Server 2012R2

- Windows Server 2016

Hardware

Requirements

- 2 GHz or faster processor. An i5 processor with at least 2 cores is

recommended.

- 2GB of RAM. 4 GB RAM is recommended.

- 5 GB of available hard disk space.

Supported

Driver

- KX Driver 6.0 and 6.1

- Printer language: Only PCL-XL is supported by CentraQ

NOTE: If a server OS is no longer supported by the manufacturer Kyocera cannot

guarantee operation and/or support of this software on that operating system.

Database Server

• Stores print, copy, scan and fax usage data collected from all Kyocera MFPs and printers on the

network.

• Data is stored in a Microsoft SQL Server.

Database Server Requirements

Supported

MS-SQL

Servers

- Microsoft SQL Server 2012 SP1, SP2

- Microsoft SQL Server 2014 SP1, SP2, SP3

- 32 and 64-bit versions of all servers listed above are supported

- The Standard, Enterprise, and Express editions of all servers listed

above are supported

Supported

Operating

Systems

- Windows Server 2008 R2 (32- and 64-bit)

- Windows Server 2012 (32- and 64-bit)

- Windows Server 2012 R2 (32- and 64-bit)

Hardware

Requirements

- 2 GHz or faster processor. An i5 processor with at least 2 cores is

recommended.

- 2GB of RAM. 4 GB RAM is recommended.

- 5 GB of available hard disk space.

NOTE: If a server OS is no longer supported by the manufacturer Kyocera cannot

guarantee operation and/or support of this software on that operating system.

Active Directory Server

CentraQ relies on Microsoft Active Directory for user authentication and access authorization.

Active Directory Server Requirements

Supported

Active Directory

Servers

- Microsoft Exchange Server

- Microsoft Active Directory Server

Supported

Protocols

- LDAP V3 is used to communicate with directory servers such as

Microsoft Active Directory.

- SSL/TLS support is available to encrypt communication between

MFP and directory server.

NOTE: SSL/TLS must be enabled on the directory server for this

feature to work properly.

NOTE: If a server OS is no longer supported by the manufacturer Kyocera cannot

guarantee operation and/or support of this software on that operating system.

Print Client

Windows Client PCs: User workstations or laptops connected to printers shared on the print server

Print Client Requirements

Supported

Operating

Systems

- Windows 7 (32- and 64bit)

- Windows 8 (32- and 64bit)

- Windows 8.1

- Windows 10 (32- and 64-bit)

- Windows Server 2008 R2

- Windows Server 2012

- Windows Server 2012 R2

Hardware

Requirements

- 1 GHz or faster processor

- 512 MB of RAM

- 500 MB of available hard drive space

NOTE: If a server OS is no longer supported by the manufacturer Kyocera cannot

guarantee operation and/or support of this software on that operating system.

Card Reader

• USB connected card reader (configured to be used with supported MFPs and Printers) allows users

to use their HID cards to quickly access secured jobs. These readers require an MFP license.

• Ethernet connected card readers (configured to be used with supported MFPs and Printers) allows

users to use their HID cards to quickly access secured jobs.

QR Code Scanner

Network connected smartphone equipped with a QR code scanner application can be used to quickly

view and release secured jobs on any supported MFP or Printer.

1.6 Supported Environments

Not all Windows Environments are supported and depending on a variety of factors, Kyocera CentraQ

Pro may not be the ideal choice. Please read the following limitations and considerations carefully

before deciding to implement Kyocera CentraQ Pro.

Windows Client – Server environment are supported with the following exclusions:

• Mac or Linux workstations or laptops are NOT SUPPORTED.

• Terminal services, Citrix environments are NOT SUPPORTED.

• Print queues using drivers other than KX Driver 6 or 6.1 are NOT SUPPORTED.

• Cluster servers are NOT SUPPORTED.

Kyocera CentraQ Pro is intended for Small and Medium scale environments:

• Kyocera CentraQ Pro is restricted to 200 devices per Print Server.

• Print volumes greater than 1 job every 5 seconds would result in decreased system

performance.

Kyocera CentraQ Pro requires bi-directional communication between Server and Printer or MFP,

therefore following limitations apply:

• Implementation over a WAN is only supported if bi-directional communication is enabled on

the network.

• A network where a Network Address Translation (NAT) separates server from devices is not

supported.

• The software cannot function in networks where communications over ports used by Kyocera

CentraQ Pro are blocked.

System performance depends on a variety of factors including, but not limited to:

• Print Server hardware performance factors

o CPU speed and number of cores.

o Available RAM and hard drive space.

• Network environment performance

o Networking hardware such as Switches and Routers.

o Available network bandwidth may be affected by network traffic generated by

applications running on the network. Kyocera CentraQ Pro is not suitable for High-

latency or low-bandwidth networks. Tools such as traceroute or SNMP tools can be used

to measure network’s QoS (Quality of Service).

Please utilize the trial feature of the software to ensure its suitability in a specific environment.

1.7 Meter Counts

CentraQ Pro track every copy, scan and fax executed by users at the MFP panel. Print jobs sent from the

print servers are accounted in whole, irrespective of any interruptions or failure in printing. For example,

if a 10-page document is printed and cancelled when the 5

th

page printed, CentraQ Pro would detect all

10 pages as having printed.

1.8 Licensing

CentraQ Pro requires the purchase of a software license from an authorized Kyocera or Copystar

dealership.

• Each Printer or MFP must be licensed prior to being used with the CentraQ Pro application.

• Device licenses are available through authorized Kyocera or Copystar dealers in 1, 4, 10, and 40

packs.

• Each device license creates a new slot in the applications’ licensed devices section where a new

MFP serial number could be entered.

• Device licenses are against the device serial number. Licenses once associated to a device

cannot be re-used for another device. Licenses can be copied to multiple print servers. Licenses

cannot be revoked.

• Trial period: When the software is first installed, it starts a 90-day trial period during which up to

5 devices can be used for CentraQ Pro. This is intended to allow customers to try the application

before purchase. Is should not be used in a production environment.

2. System Overview

2.1 Print Management

Print jobs originate from Applications running on the client PC (users’ laptop or workstation). Each print

job is processed by the KX Driver running either on the Print Server or on the client PC. The driver’s

output (raw print data) is captured by the CentraQ Port Monitor and spooled

in %ProgramData%\Kyocera\Spool\<MFPIPADDRESS:PORT> folder.

Tracked printing

Spooled jobs are processed by the CentraQ Service extracts user information (identity) and page counts

while sending the print data to the designated printer or MFP. The counts are then forwarded to the

database for storage.

Secure Printing

Spooled jobs remain in the folder until they are released by the user or deleted automatically after a

certain number of days (by default 3 days).

Secure print jobs are tracked and recorded in the database when they are released.

Releasing Print Jobs

Spooled jobs can be released at any printer or MFP licensed by the server. Only supported print

properties will be applied.

On HyPAS enabled models, print jobs can be released by:

• Entering Private Print PIN number on the panel

• Swiping HID card at card reader attached to via USB

• Swiping HID card at associated Ethernet-connected card reader

• Manually entering the HID card number on the MFP panel

• Scanning QR code using a network connected mobile device on MFP

On printers and MFPs that do not support HyPAS, print jobs can be released by:

• Swiping HID card at associated USB or Ethernet-connected card reader

• Scanning QR code using a network connected mobile device on MFP

The following tables summarize the available options.

Device Class

PIN Entry

Card Swipe

(USB)

Card Swipe

(Network)

Authentication

with Access Lock

QR code

scanned with

smartphone

HyPAS Enabled

MFP



Non-HyPAS MFP

and Printer





*







*Only available with certain non-HyPAS devices. Please refer to the CentraQ Pro Product page on KDACentral

for a list of compatible devices.

2.2 Copy, Scan and Fax Management

Copy, scan and fax jobs are executed at the MFP control panel. To identify the user who executed the

job, the application locks the control panel forcing users to authenticate and identify themselves prior to

using the MFP.

Authentication

Users prove their identity through one of the following mechanisms:

• Entering a domain login and password on the MFP front panel.

• Swiping an identity card at a card reader connected to the MFP.

• Manually entering an identity card number on the MFP panel.

• Two factor: Swiping an identity card at a card reader and entering a numeric PIN.

NOTE: Two factor authentication is only available with the CentraQ Pro HyPAS application.

• Anonymous authentication for quick access to selected copier functions.

• Payment to Coin Vending Machine connected to the MFP.

Card Swipe for Login

When an ID card is swiped at the reader, the MFP connects to Active Directory and searches for an

account containing the same ID. Once the account is found, the user is logged in to the MFP.

CentraQ Pro can be configured to enable users to self-register their ID cards at the MFP, removing the

need for the network administrator to configure every user account.

NOTE: Self-registration is only available with the CentraQ Pro HyPAS application.

Authorization

CentraQ Pro can restrict (turn on or off) access to some MFP functions based on user’s identity and

Active Directory group membership. For example, members of certain AD groups can’t make color

copies.

Access Control Policies

Access control policies are defined by the Network Administrator. Permissions are assigned to LDAP user

groups. Effective permissions are determined based on groups the user belongs to. The following

functions of the MFP can be individually restricted in access control policies:

Permission

Description

Copy

Access to copier function

This includes Monochrome, Color, Auto-color and single color.

Copy color

Permission to make color copies

Send

Permission to scan documents

Print

Allow or deny printing from document box. To control printing from PC,

refer to section on PC printing authorization.

Print color

Permission to print documents in color

Fax

Permission to use MFP’s fax capability

Administrative access

Level of access: Administrator or User

If the user tries to access a function

that is not allowed under Public

Access, the MFP will display a

message stating the function is not

available as shown in the image to

the right.

Accounting

After authentication, every job started at the MFP is detected, tracked and the metadata is sent to the

database server for storage. The actual content of document is not tracked, stored or manipulated.

2.3 Usage Metadata

The following metadata is gathered and stored for each print, copy, scan and fax job.

• User’s login name.

• Printer or MFP - identified by its unique serial number. In addition, the MAC address and IP

address of the device is also captured.

• Reference ID - attributes the job to a business entity. For example, a customer or case number.

• Time the job started and ended.

• Number of pages, with a breakdown of

a. Color or monochrome

b. Duplex (Single or two-sided)

c. Paper size

d. Input tray (for printed pages)

e. Media type (for printed pages)

• Operations

a. Sending destination (for scan to e-mail/FTP/SMB jobs)

b. Fax Information

i. Destination

ii. Duration of transmission

c. Result – successful or failed transmission

The usage data from printing and operations on the MFP are consolidated into a single database for

information extraction and processing.

2.4 Reporting

Billing Reference Codes

Billing reference codes can be entered at the MFP panel or can be automatically retrieved from an

Active Directory attribute (for example, Department).

3. Installation

Installation of CentraQ Pro consists of following applications.

3.1 Files Required

• CentraQPro.pkg

• CentraQPro Setup.exe

• PcProx Utility to setup Ethernet card readers

o These utilities can be obtained from RFIDeas

3.2 MFP Setup

NOTE: An authorized Kyocera or Copystar Service Technician is required to perform these steps.

1. Ensure that the MFP is updated to the latest available firmware level.

2. MFP must be connected to a network port and link lights must be active.

3. MFP must have at least one empty application slot (under System Menu > Applications).

Installation on HyPAS-Capable MFPs

1. Copy CentraQPro.pkg file to the root of a clean USB flash drive.

2. At the MFP control panel, open System Menu/Counter >Favorites/ Application.

3. Log in as Administrator when prompted. The default login name is Admin and the default

password is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and

password fields are case-sensitive).

4. Press “Application”

button.

5. Press “Menu” button.

6. Press “Add” button.

7. Insert USB flash drive into the MFP.

8. A list showing the application will appear.

9. Select CentraQ Pro and

press Install.

10. After installation, press

“End” to return to the

Applications screen.

11. Select CentraQ Pro and

press “Menu.”

12. Press “Activate.” Select Yes

when prompted for

confirmation.

13. After CentraQ Pro is

activated successfully, it can

be executed from the main

Application screen (opened

by pressing the Application

key on the control panel).

Installation on HyPAS-Enabled MFPs

1. Copy CentraQPro.pkg files to the root of a clean USB flash drive.

2. At the MFP control panel, open System Menu > Applications.

3. Log in as Administrator when prompted. The default login name is Admin and the default

password is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and

password fields are case-sensitive).

4. Press the “Add” button.

5. Insert USB flash drive into the MFP.

6. A list showing the application will appear.

7. Select CentraQ Pro and press “Install.”

8. After installation, press “Close” to return to the Application screen.

9. Select CentraQ Pro and press “Activate.” Select Yes when prompted for confirmation.

10. After CentraQ Pro is activated successfully, it can be executed from the main Application screen

(opened by pressing the Application key on the control panel).

3.3 Installing CentraQ Pro

Launch the KYOCERA CentraQ Pro Print Server Setup.exe file to begin installation.

Step 1. Welcome Screen

Upon launching the KYOCERA CentraQ Pro Print Server

Setup.exe file, you will be greeted by the CentraQ Pro

Welcome screen.

Step 2. Database selection

CentraQ Pro requires a database to function properly.

You may choose to use an existing database on the

network or, if one is not present, install Microsoft SQL

Server 2012 Express database on the print server.

NOTE: Microsoft SQL Server 2012 Express installation

could take more than one hour to complete.

Step 3. Installation of Prerequisites and/or Database

Once ready, click the “Install” button on the lower right-

hand corner of the window. CentraQ Pro will begin

installation and install any prerequisites necessary and

Microsoft SQL Server 2012 Express if the option was

selected in the previous step.

Step 4. License Agreement

Please read the CentraQ Pro License Agreement. To

continue installation, check the checkbox to accept the

License Agreement and click the “Install” button.

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KYOCERA CentraQ Pro 40-Pack License User guide

KYOCERA CentraQ Pro 40-Pack License User guide

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