Copystar KFS Help System User guide

KYOCERA Fleet Services

Help System

KYOCERA Fleet Services i

Table of Contents

Chapter 1 KYOCERA Fleet Services

KYOCERA Fleet Services Account................................................................................................... 1-1

Password Policy.................................................................................................................................1-1

Logging In to KYOCERA Fleet Services...........................................................................................1-1

Using Password Assistance........................................................................................................ 1-2

Changing User Information..........................................................................................................1-2

Changing Your Password............................................................................................................ 1-2

Chapter 2 Groups

Delegated Groups..............................................................................................................................2-1

Editing Group Permissions................................................................................................................ 2-1

Group Name List............................................................................................................................... 2-2

Group Details....................................................................................................................................2-2

Filtering and Searching for Groups................................................................................................... 2-3

Adding a Group................................................................................................................................. 2-3

Access Codes.................................................................................................................................... 2-4

Adding a Delegated Group................................................................................................................2-4

Adding External Access.....................................................................................................................2-6

Editing Group Information..................................................................................................................2-6

CRM Integration.................................................................................................................................2-7

Importing CRM Data.................................................................................................................... 2-7

Changing a Group to a Delegated Group......................................................................................... 2-8

Moving Groups...................................................................................................................................2-9

Deleted Groups..................................................................................................................................2-9

Deleting a Group....................................................................................................................... 2-10

Restored Groups..............................................................................................................................2-10

Restoring Groups.......................................................................................................................2-11

Group Branding................................................................................................................................2-11

Creating Group Branding Settings.............................................................................................2-11

Chapter 3 Users

User Details....................................................................................................................................... 3-1

Searching for Users........................................................................................................................... 3-2

Searching for Users with Advanced Search..................................................................................... 3-2

Creating a User................................................................................................................................. 3-3

External Access Code....................................................................................................................... 3-4

Generating External Access Codes in the User List...................................................................3-4

Editing User Permissions...................................................................................................................3-5

Editing User Information.................................................................................................................... 3-5

Moving Users to a Different Group................................................................................................... 3-6

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Deleting Users................................................................................................................................... 3-6

Resetting a User Password...............................................................................................................3-6

Changing User Status........................................................................................................................3-7

Unlocking a Locked User.................................................................................................................. 3-7

Chapter 4 Gateway

Gateway Packages............................................................................................................................ 4-2

Downloading the Gateway Installer...................................................................................................4-2

Sending Gateway for Windows by Email.......................................................................................... 4-3

Sending NetGateway by Email..........................................................................................................4-4

Gateway Details.................................................................................................................................4-6

Searching for Gateways.................................................................................................................... 4-7

Upgrading a Gateway........................................................................................................................ 4-7

Restarting a Gateway........................................................................................................................ 4-8

Archiving a Gateway..........................................................................................................................4-8

Deleting a Gateway........................................................................................................................... 4-8

Device Discovery Settings................................................................................................................. 4-8

Adding Discovery Settings...........................................................................................................4-9

Editing Discovery Settings in KFS Manager............................................................................. 4-10

Deleting Discovery Settings.......................................................................................................4-10

Finding Devices......................................................................................................................... 4-11

Searching for Gateway Discovery Settings............................................................................... 4-11

Gateway Logs.................................................................................................................................. 4-12

Retrieving Gateway Logs...........................................................................................................4-12

Searching Gateway Logs...........................................................................................................4-12

Editing Gateway Log Settings................................................................................................... 4-13

Downloading Gateway Logs...................................................................................................... 4-13

Deleting a Gateway Log............................................................................................................ 4-13

Gateway Settings.............................................................................................................................4-14

Viewing Associated Devices............................................................................................................4-14

Chapter 5 Mobile Management

Searching for Mobile Devices............................................................................................................5-1

Archiving Mobile Devices...................................................................................................................5-2

Editing a Mobile Device Description..................................................................................................5-2

Deleting Mobile Devices.................................................................................................................... 5-2

Chapter 6 Firmware Packages

Uploading Firmware Packages..........................................................................................................6-2

Adding a Readme........................................................................................................................ 6-2

Deleting a Readme...................................................................................................................... 6-3

Viewing Firmware Package List........................................................................................................ 6-3

Downloading Firmware Packages..................................................................................................... 6-3

Viewing Firmware Package Details................................................................................................... 6-3

Readme Files.....................................................................................................................................6-4

Viewing a Readme File............................................................................................................... 6-4

Downloading a Readme File....................................................................................................... 6-4

Searching for Firmware Packages.................................................................................................... 6-5

Searching for Firmware Package Using Advanced Search.............................................................. 6-5

Editing Firmware Package Descriptions............................................................................................6-6

Signed and Unsigned Firmware Packages....................................................................................... 6-6

Deleting Firmware Packages.............................................................................................................6-6

KYOCERA Fleet Services iii

Publishing Firmware Packages......................................................................................................... 6-7

Unpublishing Firmware Packages..................................................................................................... 6-7

Chapter 7 Logs

Audit Logs List................................................................................................................................... 7-1

Audit Logs Details..............................................................................................................................7-1

Searching Audit Logs.........................................................................................................................7-2

Downloading Audit Logs.................................................................................................................... 7-3

Email Logs List.................................................................................................................................. 7-3

Email Log Details...............................................................................................................................7-3

Searching Email Logs........................................................................................................................7-4

Downloading Email Logs................................................................................................................... 7-4

Chapter 8 Devices

Devices List...................................................................................................................................... 8-1

Advanced Search...............................................................................................................................8-3

Searching for Devices Using Search Criteria..............................................................................8-3

Searching for a Device Using a Serial Number.......................................................................... 8-3

Creating a Favorites Group............................................................................................................... 8-4

Creating Custom Device Views.........................................................................................................8-4

Editing Custom Device Views............................................................................................................8-4

Deleting Custom Device Views......................................................................................................... 8-5

Switching Device Views.....................................................................................................................8-5

Filtering the Devices List................................................................................................................... 8-5

Tasks Menu...................................................................................................................................... 8-6

More Menu.........................................................................................................................................8-6

Device Management Status...............................................................................................................8-6

Changing the Device Management Status to Archived...............................................................8-7

Changing the Device Management Status to Managed or Unmanaged..................................... 8-7

Moving Devices to a Different Group................................................................................................ 8-8

Deleting Devices................................................................................................................................ 8-8

Exporting Device Logs for a device.................................................................................................. 8-8

Exporting Device Logs for multiple devices...................................................................................... 8-9

Chapter 9 Toner

Toner Order Criteria........................................................................................................................... 9-1

Toner Order View...............................................................................................................................9-1

Setting Toner Order Recommendations for a Group........................................................................ 9-2

Setting Toner Order Recommendations for Devices......................................................................... 9-2

Ordering Toner in the Toner View..................................................................................................... 9-3

Ordering Toner in the Toner History List........................................................................................... 9-3

Setting Toner Order Flags................................................................................................................. 9-4

Editing Remarks for Toner Orders.....................................................................................................9-4

Deleting Remarks for Toner Orders.................................................................................................. 9-5

Chapter 10 Maps

Map Icons........................................................................................................................................ 10-1

Creating a Map................................................................................................................................ 10-3

Editing a Map...................................................................................................................................10-4

Deleting Maps.................................................................................................................................. 10-5

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Changing the Default Map...............................................................................................................10-5

Refreshing the Map List.................................................................................................................. 10-5

Filtering and Searching for a Map...................................................................................................10-5

Viewing Maps...................................................................................................................................10-6

Exporting a Map as a PDF..............................................................................................................10-6

Modifying the Map Display Settings................................................................................................ 10-6

Chapter 11 Device Summary

Reordering the Device Summary.....................................................................................................11-1

Viewing, Sorting, and Filtering Device Logs.................................................................................... 11-1

Adding a Note to Device logs....................................................................................................11-2

Viewing Graphs of Counters and Consumables..............................................................................11-2

Viewing Graphs of Early Warning Jams.......................................................................................... 11-3

Counters and Coverage...................................................................................................................11-4

Viewing Counters from Device Properties.................................................................................11-4

Device, Network, and Registration Information in More Details.....................................................11-4

Adding an Asset Number.................................................................................................................11-4

Edit Custom Fields...........................................................................................................................11-5

Editing Custom Fields for Multiple Devices............................................................................... 11-5

Adding Custom Text for a Device..............................................................................................11-5

Panel Status..................................................................................................................................... 11-6

Checking and Updating Device Panel Status............................................................................11-6

Chapter 12 HyPAS Applications Management

Installing a HyPAS Application........................................................................................................ 12-1

Activating a HyPAS Application....................................................................................................... 12-1

Viewing HyPAS Applications on a Device.......................................................................................12-2

Viewing a HyPAS Application Task Details..................................................................................... 12-3

Deactivating a HyPAS Application...................................................................................................12-4

Uninstalling a HyPAS Application....................................................................................................12-4

Chapter 13 Task Status List

Viewing Detailed Task Status.......................................................................................................... 13-1

Downloading Task Status Information............................................................................................. 13-2

Filtering and Searching the Task Status List...................................................................................13-2

Refreshing the Task Status List.......................................................................................................13-2

Editing a Task in the Task Status List............................................................................................. 13-3

Canceling Tasks...............................................................................................................................13-3

Deleting Tasks in the Task Status List............................................................................................ 13-3

Chapter 14 Snapshots

Previewing Snapshots..................................................................................................................... 14-1

Filtering and Searching Snapshots..................................................................................................14-1

Retrieving Snapshots from a Single Device....................................................................................14-2

Retrieving Snapshots from Multiple Devices...................................................................................14-2

Retrieving On-Demand USB Logs...................................................................................................14-3

Modifying Snapshot Retrieval Settings............................................................................................14-3

Modifying Automated Retrieval Settings..........................................................................................14-3

Downloading Snapshots.................................................................................................................. 14-4

Deleting Snapshots..........................................................................................................................14-4

KYOCERA Fleet Services v

Uploading Snapshots.......................................................................................................................14-4

Editing a Snapshot Description....................................................................................................... 14-5

Chapter 15 Panel Screenshot

Using Panel Screenshot.................................................................................................................. 15-1

Viewing, Rejecting, and Downloading Panel Screenshots..............................................................15-1

Viewing a Panel Note with Panel Screenshot.................................................................................15-2

Chapter 16 Panel Note

Adding a New Panel Note...............................................................................................................16-1

Posting a Panel Note to a Device...................................................................................................16-2

Saved Notes and Shared Notes......................................................................................................16-4

Sharing Panel Notes........................................................................................................................16-4

Adding a Shared Panel Note to Saved Notes................................................................................ 16-4

Managing a Panel Note...................................................................................................................16-5

Deleting a Panel Note..................................................................................................................... 16-5

Removing a Panel Note from the Device Panel............................................................................. 16-6

Chapter 17 Data Capture

Filtering and Searching Captured Data........................................................................................... 17-2

Capturing Device Data.....................................................................................................................17-3

Downloading Captured Data............................................................................................................17-3

Deleting Captured Data................................................................................................................... 17-4

Chapter 18 Firmware Upgrade

Upgrading Firmware........................................................................................................................ 18-2

Chapter 19 Device Restart

Creating a Restart Task...................................................................................................................19-1

Chapter 20 Maintenance Mode

Viewing Maintenance Mode Configurations.................................................................................... 20-1

Maintenance Mode Configuration Sharing Settings........................................................................ 20-1

Creating a Maintenance Mode Configuration with Actions............................................................. 20-2

Creating a Maintenance Mode Configuration with Settings (Source Device)..................................20-2

Creating a Maintenance Mode Configuration with Settings (Target Models).................................. 20-3

Retrieving Maintenance Mode Configurations from a Device......................................................... 20-4

Adding Shared Configurations to Saved Configurations................................................................. 20-4

Editing Maintenance Mode Configurations......................................................................................20-4

Applying a Maintenance Mode Configuration..................................................................................20-5

Deleting a Maintenance Mode Configuration.................................................................................. 20-5

Sharing a Maintenance Mode Configuration................................................................................... 20-6

Creating a Private Maintenance Mode Configuration..................................................................... 20-6

Chapter 21 Send File

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Sending Files to Remote Devices................................................................................................... 21-2

Viewing Uploaded Files................................................................................................................... 21-3

Send File Progress Status...............................................................................................................21-3

Sharing Settings...............................................................................................................................21-3

Applying Sharing Settings..........................................................................................................21-4

Sharing Printable Files in KFS Manager.........................................................................................21-4

Downloading Printable Files from KFS Manager............................................................................ 21-4

Deleting Uploaded Files...................................................................................................................21-5

Filtering and Searching Uploaded Files.......................................................................................... 21-5

Chapter 22 Device Settings

Creating Device Settings................................................................................................................. 22-1

Editing a Specific Device Configuration.......................................................................................... 22-2

Deleting Saved Device Configurations............................................................................................ 22-3

Sharing a Device Settings Configuration with the System..............................................................22-3

Sharing a Device Settings Configuration with a Group...................................................................22-4

Adding a Device Configuration for a Single Device........................................................................ 22-4

Adding a Device Configuration for Target Models...........................................................................22-5

Downloading Saved or Shared Configurations............................................................................... 22-5

Viewing Recent Configurations........................................................................................................22-6

Shared Configurations..................................................................................................................... 22-6

Modifying Sharing Settings.............................................................................................................. 22-6

Modifying a Saved Configuration.................................................................................................... 22-7

Uploading Device Settings Configuration........................................................................................ 22-7

Chapter 23 Notifications

Notifications History........................................................................................................................23-1

Viewing Details of Notifications History..................................................................................... 23-1

Filtering and Searching Notifications History.............................................................................23-2

Marking Notifications as Read or Unread................................................................................. 23-3

Setting the Priority Level for Notifications................................................................................. 23-3

Deleting Notifications History.....................................................................................................23-4

Notifications Criteria.........................................................................................................................23-4

Viewing Notifications Criteria Details.........................................................................................23-4

Filtering and Searching Notifications Criteria............................................................................ 23-5

Creating Notifications Criteria for Devices............................................................................... 23-6

Creating Notifications Criteria for Groups..................................................................................23-8

Editing Notifications Criteria.....................................................................................................23-10

Deleting Notifications Criteria.................................................................................................. 23-11

Changing the Status of Notifications Criteria.......................................................................... 23-11

Notification Templates.................................................................................................................... 23-11

Viewing Notifications Template Details....................................................................................23-12

Filtering and Searching for Notifications Templates................................................................ 23-13

Creating a Notifications Template............................................................................................23-13

Editing Notification Templates..................................................................................................23-14

Copying a Notification Template..............................................................................................23-14

Deleting Notifications Templates..............................................................................................23-15

Chapter 24 Dashboard

Viewing Scanner Volume Statistics................................................................................................. 24-1

Viewing System Errors Statistics.....................................................................................................24-2

Viewing Paper Jam Statistics.......................................................................................................... 24-2

KYOCERA Fleet Services vii

Viewing Print Volume Statistics....................................................................................................... 24-2

Chapter 25 Graphical Reports

Viewing the Details of a Graphical Report...................................................................................... 25-3

Filtering and Searching for Graphical Reports................................................................................ 25-3

Setting the Graphical Reports Priority Level................................................................................... 25-3

Generating Graphical Reports......................................................................................................... 25-4

Downloading Graphical Reports...................................................................................................... 25-4

Deleting Graphical Reports..............................................................................................................25-4

Enabling or Disabling the Status of Graphical Report Schedules................................................... 25-5

Filtering and Searching for Graphical Report Schedules................................................................ 25-5

Viewing the Details of a Graphical Report Schedule...................................................................... 25-6

Creating a Graphical Report Schedule for Devices........................................................................ 25-6

Creating a Graphical Report Schedule for Groups......................................................................... 25-8

Editing a Graphical Report Schedule............................................................................................ 25-10

Deleting Graphical Report Schedules........................................................................................... 25-10

Filtering and Searching for Graphical Report Templates.............................................................. 25-11

Viewing the Details of a Graphical Report Template.....................................................................25-11

Chapter 26 List Reports

Viewing List Reports Details............................................................................................................26-1

Filtering and Searching for List Reports..........................................................................................26-2

Setting the List Reports Priority Level.............................................................................................26-2

Deleting List Reports....................................................................................................................... 26-3

Downloading List Reports................................................................................................................26-3

Reports Templates........................................................................................................................... 26-3

Viewing Report Template Details...............................................................................................26-4

Filtering and Searching for Report Templates...........................................................................26-5

Creating Report Templates........................................................................................................ 26-5

Editing Report Templates...........................................................................................................26-6

Copying Report Templates........................................................................................................ 26-7

Deleting Report Templates........................................................................................................ 26-7

Report Schedule.............................................................................................................................. 26-8

Viewing Report Schedule Details.............................................................................................. 26-9

Filtering and Searching for Report Schedules.......................................................................... 26-9

Creating a Report Schedule for Devices.................................................................................26-10

Creating a Report Schedule for Groups..................................................................................26-12

Editing Report Schedules........................................................................................................ 26-14

Deleting Report Schedules...................................................................................................... 26-14

Generating Reports..................................................................................................................26-14

Enabling or Disabling Report Schedule Status....................................................................... 26-15

Chapter 27 Announcements

Creating Announcements................................................................................................................ 27-1

Creating Announcements from Existing Announcements............................................................... 27-3

Opening Announcements View....................................................................................................... 27-3

Setting Announcements Importance Level......................................................................................27-3

Retracting Announcements..............................................................................................................27-4

Filtering Announcements................................................................................................................. 27-4

Marking Announcements as Read or Unread................................................................................. 27-5

Email Templates...............................................................................................................................27-5

Viewing Announcement Details....................................................................................................... 27-5

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Chapter 28 Device Registration Diagnostic Tool

Downloading the Device Registration Diagnostic Tool....................................................................28-1

Device Registration..........................................................................................................................28-1

Registration Settings........................................................................................................................28-2

Adding Registration and Unregistration Settings.............................................................................28-2

Obtaining the Registration Settings Information..............................................................................28-2

Adding Devices to the DRD Tool.................................................................................................... 28-3

Registering Devices......................................................................................................................... 28-3

Unregistering Devices with the DRD Tool....................................................................................... 28-3

Configuring the XMPP Settings.......................................................................................................28-4

Updating Device Authentication in the DRD Tool............................................................................28-4

Modifying Device Authentication......................................................................................................28-5

Updating KFS Registration Status...................................................................................................28-5

Upgrading Firmware with the DRD Tool..........................................................................................28-5

Viewing the Device Home Page......................................................................................................28-6

Saving DRD Tool Settings............................................................................................................... 28-6

Loading DRD Tool Settings............................................................................................................. 28-6

Chapter 29 Data Collection Tool

Data Collection Tool License........................................................................................................... 29-1

Data Import with Data Collection Tool.............................................................................................29-1

Data Collection Tool Summary View............................................................................................... 29-1

Downloading the Data Collection Tool from KFS Manager.............................................................29-2

Installing and Opening the Data Collection Tool............................................................................. 29-2

Discovering Devices with the Data Collection Tool......................................................................... 29-2

Updating Authentication with the Data Collection Tool....................................................................29-3

Importing Collected Devices Data and Discovery Settings............................................................. 29-3

Exporting Data with the Data Collection Tool..................................................................................29-3

Viewing Collected Devices Data......................................................................................................29-4

Chapter 30 Meter Exports

Viewing Meter Export Details.......................................................................................................... 30-1

Filtering and Searching for Meter Export History............................................................................ 30-1

Downloading Meter Exports.............................................................................................................30-2

Connection Setting...........................................................................................................................30-2

Creating the Connection Setting for Meter Exports.................................................................. 30-2

Clearing the Connection Setting for Meter Exports...................................................................30-3

Editing the Connection Setting for Meter Exports..................................................................... 30-3

Testing the Connection Setting to an External System............................................................. 30-4

Meter Export templates....................................................................................................................30-4

Viewing Meter Export Template Details.....................................................................................30-4

Filtering and Searching for Meter Export Templates................................................................. 30-5

Creating Meter Export Templates..............................................................................................30-5

Editing Meter Export Templates................................................................................................ 30-6

Deleting Meter Export Templates.............................................................................................. 30-6

Meter Export Schedules.................................................................................................................. 30-7

Viewing Meter Export Schedule Details................................................................................... 30-7

Filtering and Searching the Meter Export Schedules................................................................30-7

Creating Meter Export Schedules..............................................................................................30-8

Running Meter Export Schedules..............................................................................................30-9

Editing Meter Export Schedules................................................................................................ 30-9

KYOCERA Fleet Services ix

Changing Meter Export Schedule Status................................................................................ 30-10

Deleting Meter Export Schedules............................................................................................ 30-10

Chapter 31 Backup Data

Importing Backup Data.................................................................................................................... 31-1

Exporting Backup Data.................................................................................................................... 31-1

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KYOCERA Fleet Services 1-1

1

KYOCERA Fleet Services

KYOCERA Fleet Services (KFS) provides a total device management solution in

the cloud. With KFS, you monitor and manage KYOCERA devices and devices by

other manufacturers. Some of the remote monitoring features include device counter

collection, reporting, device monitoring, consumable status, and ordering. Task

management activities include remote firmware upgrades, device diagnostics and

troubleshooting, remote setup and maintenance. It requires no installation because it

operates on a cloud-based platform. A browser and Internet connection make access

to the service easy.

Devices are registered in KFS using the Command Center or the Device

Registration Diagnostic Tool (DRD Tool). A local device with KFS supported

firmware can self-register.

KYOCERA Fleet Services Account

When a new user account is created, an email with a temporary password and

User ID is sent to the user. The temporary password expires within 7 days. Use the

temporary password to login. You will be prompted to create a new password.

Password expires within 1 year from the last date the password is changed. A

password change request email notification is sent to the user 14 days before the

user’s password expires.

An account will be locked after three consecutive failed attempts to log in. The lockout

period is 30 minutes.

Password Policy

The KFS password policy requires the following:

8 characters in length or longer

At least one uppercase letter

At least one lowercase letter

At least one number

At least one special character

Logging In to KYOCERA Fleet Services

You must log in to KYOCERA Fleet Services to remotely manage devices and users.

Your credentials are saved in browser's cache for 7 days or until you log out of KFS.

1

Open a supported Internet browser, type the URL for KYOCERA Fleet Services,

then press Enter.

2

Type your credentials for User ID or Email address and Password.

KYOCERA Fleet Services

1-2 Help System

3

Click Login.

Using Password Assistance

If you forget your password, use Password assistance to receive a temporary

password. This password expires in 7 days.

1

On the Login screen, click Password assistance.

2

Type your User ID or Email address in the textbox.

3

Click Submit.

4

Use the temporary password sent by email to access your account.

5

After providing the temporary credentials, you will be prompted to create a new

password.

Changing User Information

Users can edit their own user information. Some settings cannot be changed.

1

In the top banner, click your KFS user name which is your First name and Last

name.

2

Click Edit user.

3

In the Edit User dialog box, change available information. Click Next.

4

Change available contact information, notification options, Language, Date

format, and Description.

5

Click Finish.

Changing Your Password

You can change a password at any time.

1

In the top banner, click your KFS user name which is your First name and Last

name.

2

Click Change password.

3

In Old password, type the old password.

4

In New password and Confirm password, type a new password.

5

Click OK.

KYOCERA Fleet Services 2-1

2

Groups

Devices are registered and managed in groups. Groups are used to manage devices

within a hierarchical structure. There is no limit to the number of groups or delegated

groups or the number of devices registered in a group. KFS supports a maximum

number of 10 levels.

In the Devices view and Administration view, you can check details about the group,

including user permissions.

Group labels identify the type of group with gray icons for groups and blue icons for

delegated groups. For a group/delegated group authorized by a System Administrator

with external access, an external access icon is added to the group label. External

access is automatically inherited by the lower group/delegated group.

Child groups are listed under their parent groups. You can view them by clicking the

arrow icon next to a parent group.

System Administrators and Managers grant access authority to KFS users to access

devices and groups. KFS users can be given access to other groups (delegated and

regular groups) in addition to their own Delegated group. Your permissions to groups

are those groups visible in the Group name list. After selecting one or more groups,

you can apply management and monitoring tasks to the devices in the groups.

Delegated Groups

Delegated groups manage users and devices. Delegated groups with RHQ

permissions may upload firmware packages. System Administrators and Managers

can Edit user permissions for a delegated group that adds KFS functionality for

users of the delegated group. Permissions are inherited from the group above the

delegated group and include diverse management and task functions. Permissions

are inherited by all lower level delegated groups.

Editing Group Permissions

System Administrators can add or reduce permissions for managers of delegated

groups. Managers can edit permissions for child delegated groups, but not the group

they belong to. Permissions are inherited from the group above the delegated group

and include diverse management and task functions.

1

In the Administration view, click Groups.

2

In the Groups list, select the desired group.

3

Click User permissions.

4

Select permissions you want to authorize for the delegated group manager and

clear the selection for those permissions you want to remove.

Groups

2-2 Help System

5

Click Save.

Group Name List

In the Devices and Administration view, you can view groups and delegated groups

in a hierarchical display. The Group name list is structured as a tree list. It displays the

hyperlinked group name, the number of devices in the group, and an information icon

for access to additional group details, including User permissions. When the tree list

is expanded, you can view child groups.

You can click the double left arrow to collapse the Group name list. If the Group

name list is collapsed, you can drag the divider to expand it. In full display, it shows

three columns: Group name, Devices (Managed/Total) and Total device count

(Managed/Total).

You can modify the number of devices displayed in the Group name list by selecting

from one of three options in the Include drop-down menu.

Devices exclusive to this group: Devices registered to the selected group only.

Exclusively managed: Devices in the selected group and the regular child groups.

All accessible: Devices in the selected group and all the child groups below.

Group Details

In the Administration view, you can view the Group details when you click the

information icon for a group. In the Devices view, you can access Group details when

the Group name list is fully extended and the information icon is displayed. The Group

name, Group label, and Group type appear at the top of the Details dialog box. For

Delegated groups, click User permissions to see the KFS functions granted by a

KFS System Administrator to the group manager. The Group details also include the

following information:

Management ID

The Management ID created for Delegated groups only.

Description

The description of the group.

Registration URL

The URL used to register Devices or Gateways to KFS Manager.

Access code

The Access code identified with the group and used to register Devices or

Gateways to the specific group.

Customer name and Customer ID

The Customer name and Customer ID associated with the group.

Data collection time

A specified time or a daily schedule when counters and consumables data is

updated in KFS Manager.

Groups

KYOCERA Fleet Services 2-3

The Group details also display contact information including Email address, Phone

number, Street 1, Street 2, City, State/Province, Zip/Postal Code, and Country.

The Group details contain two tables that illustrate the relationships of the group with

the child groups and the devices within them.

The Groups table contain information on the selected group’s child groups.

Exclusively managed

Displays the number of regular child groups.

All accessible

Displays the number of regular and Delegated child groups.

One tier below

Displays the number of regular and Delegated child groups that is directly one

tier below the selected group.

The Devices table contains information about the management state of the devices

and how it relates to the selected group.

Exclusive to this group

Devices in the selected group.

All accessible

Devices in the group and its child groups.

Monitored by this group

Devices in the group and regular child groups.

Filtering and Searching for Groups

1

In the Administration view, click Groups.

2

In the Search text box, select a search category, and then type a search

string or select a predefined search option. The following item uses predefined

options:

Group type: Group, Delegated group

3

Click the search icon.

Click x in the Search box to clear the search value and restore the view to the original

list.

Adding a Group

1

In the Administration view, click Groups.

2

In the Groups list, select the desired group. This selected group will be the

parent for the group you are creating.

Groups

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3

Click Add.

4

In the Name box, type the group name.

5

For Group type, select Group.

6

For Group label, select from the list of options: Regional headquarters, Sales

company, Dealer, Customer, or General.

7

In the Description box, type a description of the Group.

8

An Access code is used to associate devices with a group. You can use the

access code provided or click Generate if you want a different access code.

9

Click Next.

10

Add contact information for the group, and then click Next.

11

Select a Group then additional users for whom you want to set access

privileges. Use the Search text box to find specific users.

12

Click Next.

13

In Device permissions, clear the Allow check box for each KFS feature you

want to restrict. By default, all check boxes are selected.

14

For Data captures, select the number of days (1 - 7 days) you want to retain

printable data captured with the Data capture feature.

15

In Counters and consumables, select from one of the following options:

• Daily (at time of device registration)

• Specified time frame and select a time range with a starting time and

ending time. The setting uses a 24 hour clock and 15 minute time intervals.

• Specified time and select a time in the Start at drop-down. You can specify

1 to 4 unique retrieval times. The time interval is every 15 minutes.

16

Click Next.

17

Review the Summary, and then click Finish.

Access Codes

An Access code is used to register devices and Gateways to a group. Each group

uses a unique access code that is created at the same time as the group. When

devices or Gateways are registered, the Access code associates the device or

Gateway being registered with one group. To view the Access code for a group, click

on the information icon for the group in Administration > Groups.

Adding a Delegated Group

1

In the Administration view, click Groups.

Groups

KYOCERA Fleet Services 2-5

2

In the Groups list, select the desired group. This selected group will be the

parent of the group you are creating.

3

Click Add.

4

In the Name box, type the group name.

5

For Group type, select Delegated group. System Administrators can add

RHQ permissions for Managers of a Delegated group by selecting RHQ

permissions.

6

Click Edit user permissions then select the KFS feature or clear the check

boxes to add or remove permissions for the user of the delegated group. The

default permissions are inherited from the parent delegated group. Changes to

permissions apply to all groups below the delegated group.

7

Click Save when finished adding or removing permissions.

8

For Group label, select from the list of options: Regional headquarters, Sales

company, Dealer, Customer, or General.

9

Type a Management ID, if desired.

10

In the Description box, type a description of the Group.

11

An Access code is used to associate devices with a group. You can use the

access code provided or click Generate if you want a different access code.

Click Next.

12

Add contact information for the group, and then click Next.

13

Set the Language and Date format in the drop-down menus, and then click

Next.

14

Optional: Select a Group manager using one of the following selections:

• Assign from existing users- select from the Group drop-down menu then

select a user in the list

• Assign a new user and click Add- add new user information

15

Click Next.

16

Select a Group then additional users for whom you want to set access

privileges. Use the Search text box to find specific users.

17

Click Next.

18

In Device permissions, clear the Allow check box for each KFS feature you

want to restrict. By default, all check boxes are selected.

19

For Data captures, select the number of days (1 - 7 days) you want to retain

printable data captured with the Data capture feature.

20

In Counters and consumables, select from one of the following options:

• Daily (at time of device registration)

Groups

2-6 Help System

• Specified time frame and select a time range with a starting time and

ending time. The setting uses a 24 hour clock and 15 minute time intervals.

• Specified time and select a time in the Start at drop-down. You can specify

1 to 4 unique retrieval times. The time interval is every 15 minutes.

21

Click Next.

22

Review the Summary, and then click Finish.

Adding External Access

System Administrators and Managers can select a group grant users with External

access to another group. A KFS user role must be assigned and permissions selected

for the users being added. Prior to adding the select users to the group, an External

access code must be generated and copied for the user or group of users.

1

In the Administration view, click Groups.

2

In the Groups list, select the desired group.

3

Click External Access.

4

Paste the External access code in the text box.

5

Click Add.

6

Click the Manage icon.

Select an External access role from the drop-down list for the selected

user.

Select items in the list of User permissions. The available permissions for

tasks are based on the permissions of the user's group and are limited by

the selected role.

Click Save.

7

In External access list, click the Delete icon to remove external access for the

selected user.

8

Click Save.

Editing Group Information

System Administrators and Managers can make changes to group information.

1

In the Administration view, select the desired group.

2

Click Edit.

3

Make the desired changes to the group information. Management ID can be

edited for Delegated groups only.

Groups

KYOCERA Fleet Services 2-7

4

To change permissions for a delegated group, click Edit user permissions.

Click Save when finished adding or removing permissions.

5

Review the Summary, and then click Finish.

CRM Integration

System Administrators and Managers can import Customer Relationship Management

(CRM) data contained in a CSV file into the KFS database.

The CRM data import must include at least one device per row and one data field

per column. The CSV file must contain two columns with the headers labeled Serial

number and the other Asset number. KFS Manager matches registered devices in the

CRM data according to the device Serial number in the KFS database and updates

the Asset number in KFS Manager. The maximum length of an Asset number is 64

characters. There are no restricted characters.

Any manually added, edited or reset Asset number in KFS takes precedence over

an Asset number from a CRM import which takes precedence over an Asset number

added or edited in CCRX. For example, a device Asset number edited in KFS

Manager cannot be overwritten by the Asset number for the same device that is part

of a CRM import.

For unregistered devices included in a CRM data import, the Asset number contained

in CRM data is applied when the device is finally registered.

The Management status of a device changes from Pending to Managed when a CRM

data import produces a match with a device Serial number and updates the Asset

number. The Management status is not changed if the status is other than Pending.

If you import a new CRM data file, all CRM data for devices in the targeted group is

replaced. The imported data is stored in the KFS database for each delegated group.

If all entries of the import are invalid, Import is disabled on the Summary page.

Importing CRM Data

System Administrators and Managers can import and align data from Customer

Relationship Management (CRM) data contained in a CSV file. KFS can import

multiple devices to upper Delegated Groups or lower tier groups. An error is displayed

if there are duplicate Asset number or Serial numbers in the import file or between the

import file and existing devices in KFS.

1

In the Administration view, click Groups.

2

Select the desired delegated group.

3

Click Import.

4

In Select a file, click Browse to select the CSV file you want to import.

5

In List separator, select a comma or a semicolon from the options in the drop-

down.

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