• Installation
• Quick start
• Reports
• Users groups
• Charts
• Export reports
• Delete records
• Charging
• Printing actions
• Viewing images of printed jobs
• Printing quotas
• Print Queue
• Web Server
• Printing Accounts

Installation

1. Download prnwatch.exe.
2. Logon with administrator rights to the Windows NT/2000/XP system installed on the computer connected to desired printer(s)
3. Exit all runing programs.
4. Run prnwatch.exe and follow the on-screen instructions

The program consists of two components –

1. O&K Print Watch Service is the service to be installed on a print server to intercept all print events, log them to the database and control the print server.
2. Control program is a user interface to view the print statistics and to control the print server.

While installing O&K Print Watch Service, you have to select the database type that will be used to store the entire statistics and settings.

• MS Access - the file pw4db.mdb will be used as the database.
• MS SQL Server – MS SQL Server will be used as the database.

If you install MSDE and select the MS SQL Server database type, the database will be created and configured automatically.

If you do not install MSDE and select the MS SQL Server database type, an SQL Server already existing on your network must be used as the database server. You will have to specify the server name, the SQL Server administrator name (for example, sa) and his password. SQL authentication is used for connecting to an existing SQL Server.

The installation program will create both a database on the specified server and the user O&K Print Watch will work with this database under.

The SQL administrator password is necessary only when the database is being created. It is neither saved not used anywhere later.

We recommend that you use MS SQL Server instead of MS Access for quicker and more reliable work of the database.

Uninstall

1. Double click the Add/Remove programs in the Windows Control Panel.
2. Select O&K Print Watch in the list of installed program and click Add/Remove button.
3. Follow the on-screen instructions.

Quick start

Follow these simple steps and all will be set up and running in just a few seconds:

• Logon to the Windows NT/2000/XP/2003 Server system with administrator rights.
• Run O&K Print Watch
• NOTE: You can set the password for start of the program. For this purpose choose menu item Tools-> Password. At following start of the program you should enter the password for continue.
• Select the File->Add print server menu option. Enter the name of the print server (for example, MY-SERVER) in the dialog box or click the Browse button to select a server in the network neighborhood. After you add the print server, the icon in the left tree of O&K Print Watch Control Program will indicate its status.

• Select menu item Printer->Add Printer, a window will appear listing all printers, installed LOCALLY on this selected print server and not being monitored yet.
• Select the printers you wish to know more about. As soon as this is done you should be able to view all the information available for given printer's print jobs stats and specifications. Repeat this step to add as many simultaneously monitored printers to O&K Print Watch print queue monitor as you wish.

After O&K Print Watch service is started you will begin to receive the information on print jobs. To get information about print jobs select printer in the left pane printers' tree.

To stop the monitoring for the certain print server, use the menu: File->Remove print server

To stop monitoring a printer select its icon in the left pane printers' tree and then select the Printer->Remove Printer item from the main menu.

Reports

The report on documents printed out on given printer - to generate this report select printer of interest in the left pane printers' tree. The report will be shown in the right pane of main window immediately. This report contains following fields:

1. User - Name of the user who created a print job.
2. Computer - Name of the computer that initiated the print job.
3. Document - Document name.
4. Pages - Number of pages in a print job.
5. Cost - Cost of the print job.
6. Size - Number of bytes in a print job.
7. Date - Date and time when the print job was originated.
8. Paper size - Paper size for this print job.
9. Color - Color mode used for printing.
10. Duplex - Duplex mode information: one or two side printing.

The report on documents printed out by particular user - to generate this report expand printer item in the left pane printers' tree and select user item. The report will be shown in the right pane of main window immediately. This report contains following fields:

1. Computer - Name of the computer that initiated the print job.
2. Document - Document name.
3. Pages - Число страниц в задании.
4. Cost - Number of pages in a print job.
5. Size - Number of bytes in a print job.
6. Date - Date and time when the print job was originated.
7. Paper size - Paper size for this print job.
8. Color - Color mode used for printing.
9. Duplex - Duplex mode information: one or two side printing.

The report on documents printed out on particular workstation - to generate this report expand printer item in the left pane printers' tree and select computer item. The report will be shown in the right pane of main window immediately. This report contains following fields:

1. User - Name of the user who created a print job.
2. Document - Document name.
3. Pages - Number of pages in a print job.
4. Cost - Cost of the print job.
5. Size - Number of bytes in a print job.
6. Date - Date and time when the print job was originated.
7. Paper size - Paper size for this print job.
8. Color - Color mode used for printing.
9. Duplex - Duplex mode information: one or two side printing.

The report on total number documents printed out - to generate this report expand printer item in the left pane printers' tree and select either Computers or Users item. The report will be shown in the right pane of main window immediately. This report contains following fields:

1. User or Computer - Name of the computer that initiated the print job or name of the user who created a print job.
2. Total - Total number of printed documents.
3. Pages - Total number of pages in all documents printed out.
4. Cost - Total cost of all documents printed out.
5. Size - Total number of bytes in all documents printed out.
6. Paper size - Paper size for this print job.
7. Color - Color mode used for printing.
8. Duplex - Duplex mode information: one or two side printing.

To refresh a report select the View->Refresh item from the main menu.

To search for a text string in a report, select the Edit->Find item from the main menu.

To print a report select the File->Print item from the main menu.

To preview report before printing select the File->Print Preview item from the main menu.

All the reports are generated from last 500 records by default. To change this setting to another value select an item of your interest (printer, user or computer) in the left pane printers' tree and right-click it with your mouse. Select the Report settings item from the popup menu that appears.

Users groups

Any user that prints anything can be included in a user group. Print statistics can be viewed for each user group. It is also possible to set a printing quota for each group. This printing quota will apply to all members of the group.

Use the User->Users Groups menu item to manage user groups.

NOTE: You can remove only an empty group. Before you remove a group, you have to remove all users from this group.

Creating a user group.

• Group name – the name of the user group being created.
• Description – the description of the user group, an optional parameter.
• Users – the list of users that do not belong to this group.
• Members – the list of users that belong to this group.

NOTE: Each user can belong only to one group. If you add a user from another group to the new group, this will automatically exclude the user from the old group.

Printing reports for user groups.

1. Group or Member – the name of a group or a group member.
2. Documents – the number of printed documents.
3. Size – the size of printed documents.
4. Pages – the number of printed pages.
5. Cost – the cost of printed documents.

Charts

The chart view is customized with the help of the “Properties” workspace bar.

• Start date - Set start date of report's period.
• End date - Set end date of report's period.
• Show legend - Show/Hide chart's legend.
• Type - Show chart as pie or bar.
• Group by - Group chart data by users, pages or cost.

Export reports

1. On the File menu, click Export.
2. Select the format of the file for exporting.
3. Specify a file name and click OK.
4. After the data is successfully exported, the program associated with files of this type will be started. For example, Internet Explorer for html or MS Excel for xls.

NOTE: To be able to export into the MS Excel format, you must have MS Excel installed.

Delete records

To delete some records select report for the specific printer, user or computer. In the right pane window select one or more records and right click with your mouse. Select Delete selected records item from popup menu.

You can also delete records for specific time period. Right-click the desired Printer, User or Computer report with your mouse and then select the Advanced Delete item from popup menu.

Select time interval for deletion and time interval type in the Advanced records deletion dialog window. Refer to table below for explanations:

Charging

O&K Print Watch gives you the opportunity of setting a different cost of a printed page for each printer and each paper size. Select a printer in the printer tree on your left and use the menu item Printer->Charging for accessing the printing cost settings.

The basic page cost is specified in the Base Page Cost field.

If the printer supports color and duplex printing, specify the corresponding values in the fields MONOCHROME and DUPLEX.

Paper sheets of various sizes belong to various Paper Groups. For each Paper Group you can increase or decrease the page cost. There are already three preset groups LARGE, VERY LARGE and EXTRA LARGE.

Example:

1. Set base cost per page $0.05. For A4 paper sheet.
2. Set monochrome discount with 40% percent less.
3. Set large paper cost with 30% percent extra. For A3 paper sheet.
4. Set very large paper cost with 50% percent extra. For A2 paper sheet.
5. Set duplex discount with 50% percent less.

Use the buttons Add Group, Edit Group, Delete Group for adding, editing or removing a Paper Group.

For viewing and changing the group a paper size belongs to use the Paper Size button.

NOTE: Please, note that the name of a Paper Size, its belonging to a Paper Group and the name of a Paper Group are common for all printers, while Base Page Cost, Paper Group Fee and Action are different for each printer.

Printing actions

You can specify printing actions for any object of the following types – printer, user, user group. These actions define the way a print job belonging to an object (printer, user, or group) will be processed. To view or edit a printing action, use the context menu of the corresponding object (printer, user, group) in the left tree of the program (a right click on this object in the tree). Select the Properties menu item and switch to the Actions tab

• Printed – the document will be printed.
• Canceled – the document will be canceled. An object this option is selected for will not be able to print a single document.
• Paused – the document will be put in the print queue and printing will be paused.
• Pin code – the document will be put in the print queue and printing will be paused. To continue printing, the user will have to enter the PIN code. The user must have the O&K Print Watch Authentication Client installed on the computer for that.
• Redirect to Account – the document will be put in the print queue and printing will be paused. To continue printing, the user will have to select the printing account. The user must have the O&K Print Watch Authentication Client installed on the computer for that.

The hierarchy of printing actions is as follows: User->User group->Printer. How does it work? When a user prints a document, O&K Print Watch will first check actions specified for this user, then for the group the user belongs to, and then for the printer the job is sent to.

If no printing actions are specified for any object, the document will be printed.

Example1:

Example2:

Viewing images of printed jobs

Each print job can be saved to the database and viewed later as an image. To do it, select the object print jobs should be saved for and select the Save each printed job image checkbox for it.

Saved documents will be highlighted in blue and marked with the O&K Print Watch icon in detailed reports - . To view an image, right-click such a document in the report and select the View printed job image menu

Printing quotas

You can use quotas to limit printing for any object (printer, user or users group). Once the quota is exceeded, the rest of documents will be processed according to quota settings. Use the Users->Printing Quotas menu item to view and edit quotas.

When you set a printing quota for an object, you should specify how documents should be processed when the quota is exceeded.

• Deleted – delete all documents sent to the printer.
• Paused – put documents into the queue and pause printing them.

Limiting printing by balance.

NOTE: If the cost of printing is not specified for a printer, the cost of each printed document will be 0. In this case, the balance will not reduced and the limit will never be exceeded.

• Day – automatically increase the balance every day.
• Week – every week.
• Month – every month.

Example:

Limiting each print job.

Example:

Advanced limits.

Example:

The Save print job image when quota exceeded option means that any document sent to the printer after the quota is exceeded will be saved to the database.

Print Queue

1. Document name - name of the document being printed.
2. Status - document's status (spooling, printing, deleting).
3. Owner - owner of the document being printed.
4. Pages - number of pages in the document.
5. Size - size of the document.
6. Submitted - time when the document was submitted to print queue.

Web Server

O&K Print Watch Service also includes the http-server. You can view reports and statistics of printing activity using any internet browser.

The default port for http access is 8989. For example, O&K Print Watch Service was installed on OFFICE_SERVER print server, enter the url http://OFFICE_SERVER:8989 in your browser.

You can change the port for http server or change the startup mode select print server in the left pane and right-click it with your mouse.

Select the "Web Server" item from the popup menu that appears.

Printing Accounts

A print account is a new way to enhance and detail print statistics in those cases when the analysis by usernames is not enough. For example, you can use accounts in the following cases:

1. Some or all users use one and the same Windows account to log into the network. In this case, all printed documents will belong to one and the same username. To avoid it and get detailed statistics for each user, it is necessary to use printing accounts. Whenever a user prints a document, he will have to specify the account this job must belong to.
2. It is often necessary to keep statistics not only for users, but also for projects they work on. In this case, you can create a printing account for each project and all jobs of such an account will be the printing history of this project.

Creating a printing account.

To create a new printing account and manage those already existing, use the User -> Printing Accounts menu item.



It is possible to disable a printing account. In this case, you can view the statistics of this account, but it is impossible to select the disabled printing account when new jobs are printed.

Using printing accounts.

To use a printing account, you should enable the Redirect to Account action for a printer, a user or a user group. Use the Properties -> Actions -> Redirect to Account item from the context menu of an object.

For notifications about redirecting jobs and selecting accounts to be displayed, the O&K Print Watch Authentication Client must be installed on the user's computer. When printing a job, the user will be offered to select the account that should be used for the document.



Quotas and actions can be specified for any account. For example, for a job to be redirected to a particular account using a password or a PIN code, you should enable the PIN code action for this account. In this case, the user will have to enter the password in order to print the document after selecting the account. You can view the statistics of printing accounts the way you do it with other objects. To do it, select the Accounts tab in the left tree of the program.

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