Version 3.20

1. Version 3.20

2. Agenda • Introduction • Overview • Device Monitoring • Using the Software • Configuration

3. EFMS Introduction What is it? • Replacement for e-BRIDGE Device Manager (EBDM) • Centralised device management console • Client / Server based software • Counter and status reading from MFD‘s and printers across a network • Completely written in Java which is a benefit as it works across all platforms regardless of operating system • Automatic report generation and distribution by e-mail • Product Code GB-1260

4. EFMS Introduction The History • Development started by Toshiba Germany in 2002. • First release was built-to-customer. Major installation monitoring 500 devices in Spain. Main purpose was counter collection. • Since the introduction of Version 3 in May 2006: • 358 registered installations in Europe • Managing 25,243 devices. • Average site has 70 devices.

5. EFMS Overview Features • Automatic counter collection on a regular basis. • Counters can be viewed using the client application and can be exported in csv format. • Configurable counter reports which are generated and sent by e-mail on a scheduled basis. • Device status monitoring and alert reporting • Device status and alert conditions can be viewed using the client application. • Automatic alert forwarding by e-mail to assigned key operators. • Alarm delay feature (Don't get bothered while user is already fixing the error). • Lightweight application. Does not require a lot of system resources.

6. Branch Office e-mail to dealer e-mail to key operator Internet Connection(VPN) Alarm and reports Main Office FleetmanagementServer Network ConnectionEthernet (TCP/IP) EFMS Overview Monitoring networked device

7. EFMS Overview Centralised Management Console • How do you monitor 1 device? • How do you monitor 100 devices? Right-click a device entry to open a browser and connect to the device's TopAccess page.

8. EFMS Overview Centralised Management Console • How do you monitor 1 device? • How do you monitor 100 devices? Right-click a deviceentry to open a browser and connect to the device's TopAccess page.

9. EFMS Overview How devices are organized… • EFMS has the capability to reflect a typical organisational structure of a company in terms of device management. As each MFD can be assigned to: • a location (e.g. Branch office, building, or floor) • a department (e.g. finance, marketing, support) • a cost center (e.g. 1350, customer service) • a key operator (taking care of the MFD, e.g. refill paper) • a service provider (for reference only) 2nd floor Location Sales 1st floor Cost Center Sales 1410 1350 Support Company Finance Department Key Operator

10. Device monitoring Types of information • Counter information (total counters b/w and color) • print, copy, scan to network, fax/list print • Firmware information • system, finisher, fax, scanner • Status • online/alert/offline, paper level, toner level • Alarm information • paper jam, paper empty, toner empty

11. Beginn of Poll Cycle Beginn of Poll Cycle Device A Device A Device B Device B Device C Device C End of Poll Cycle End of Poll Cycle Device monitoring • Poll Cycle (Data update) • Counter / Firmware information is read on a regular basis (poll cycle). • The poll cycle is set on the server and is the same for all monitored devices. • Devices are polled sequentially (one after another) across one poll cycle to avoid network peaks whichwould occur when polling all at the same time. • The more devices to be monitored the longerthe poll cycle should be selected to keep theaverage network utilization low. • Default poll cycle is 600 seconds (10 min).

12. Device A ! Alarm Device B Device B Device C Device monitoring • Alerting • Alarm information can be received 'asynchronously' (any time) between two polls by using SNMP traps.(Must be supported by the device) • The alarm delay determines the minimum time thealarm condition must be present before it will be reported to the server.This avoids unneccessary alerts, e.g. alerting paper empty although a user is already refilling paper. • The alarm delay can be set individually perdevice. • The default (pre-configured) delay time is 240 secs. Begin of Poll Cycle Alarm delay time Device B End of Poll Cycle

13. Using the Software Start Menu Entries • The installation wizard creates various entries in the Windows Start menu. • Within the Administration > Services group you will find entries to control the EFMS services. For instance if the services have not been installed during setup this can be done from here as well. Server Applications (System Administration) Adding / Removing Devices Server Services(for Maintenance only) Client Application (User Tool)

14. Using the Software Navigation Devices are organized in a tree view and can be listed - per department,- per location,- per cost center, - or per device model All device related settings and information can be selected through a 'right-click' context menu. Detailed information can be freely arranged on the right hand panel.

15. Using the Software Device Status Information • Device Context Menu (right click a device in the tree view): Status Device display information (some SNMP models) Paper / Toner information. Status Summary Counter Information Firmware Information (e-Bridge models) Age of displayed counters.

16. Using the Software Device Alerts • Three ways of alerting: • Alarm pop-up window • A pop-up windows per alarm is displayed in the EFMS client • Pop-up window closes automatically if alarm is cleared on the device • If pop-up is closed by the user is does not reappear if alarm is still pending • Alarm list in the client • All pending alarms are added to this list • Alarm entry is removed from the list when alarm is cleared on the device • Closing the alarm list does not remove entry • All alarms are visible here even if not reported by a SNMP trap • E-mail alerting to the key operator • An e-mail message is generated and sent to the key operator who is assigned to this device. • Content of the e-mail is similar to the pop-up window content

17. Using the Software Device Alerts • Pop-up window • If you want to close all existing pop-up windows just disable the Pop-up window entry in the abovemenu. You will be asked if you want to close all openpop-up windows. Enable/ Disable here

18. Using the Software Device Alerts • Alarm list • This list contains all known pending device alerts • The list is updated dynamically • The column "Alert Level" shows an alert level number which can be used to filter out uninteresting alerts (e.g. like 'Binary Alert Removed' alerts)Alert level is calculated as 100 * severity level + training level • To filter out a certain alert level add the number to the file "ignorealerts.txt" which is located at <Install Dir>\EFMS_Server\DevicePolling module. Simply add the level to the line "IgnoreAlerts= " and separate each level by a comma.e.g. IgnoreAlerts=407,103 Level for alert filtering

19. Using the Software Device Alerts • E-mail to key operator • If configured and enabled an alert message will be sent to the key operator's e-mail address. • Key operator must be assigned to a device • E-mail alerting must be enabled for the device • E-mail server must be configured in 'Basic settings' Message contains a link to TopAccess

20. Using the Software Device Counter Markers • Device Context Menu (right click a device in the tree view): Status / Settings Current counter value Markers can be used to be informed of counter related events (e.g. PM cycles). They work like an odometer. Following markers are available:4x b&w / color counter 2x total counter Trigger value Reset the counter (does not affect the real device counters) When this box is checked an alert will be send when the trigger level is reached and the counter will be reset and start from 0 again. Marker names can be defined in the device' settings dialog

21. Using the Software Department counter reading • Department counter reading is done upon request (real-time reading) • Department counters are not stored in the database As only online devices can be polled, this hint is shown before the poll. (Devices listed as unconnected will not be included) Right click on either a single device, a branch, or the root of the tree to define the group of devices to get department counters from. Same departments found on different devices, this time listed individually. Dept names are listed in alphabetical order.

22. Using the Software Department counter reading • Result table can be exported to csv file. Same departments found on different devices, this time consolidated. Same departments found on different devices, this time listed individually. Dept names are listed in alphabetical order. Table can be exported to csv for further analysis and processing.

23. Using the Software Department counter reading • Second tab labeled "Devices" shows which devices have been included in the poll and if departments are defined on the device. List of devices which have been included in the department counter poll. Same departments found on different devices, this time consolidated. Status of those devices with regards to department counters.

24. Using the Software Reports and statistics Select the view: - Locations- Departments- Cost Centers Select the branch for which you would like to get the report. Right-click will bring up the context menu from which you can select the type of report.

25. Bar graph statistics Device list Identify offline devices by counter age. Counter report with absolute values. Device list with Firmware Information (e-Bridge based models only) Export this data to csv files. Using the Software Reports and statistics

26. Configuration Setting up devices using the DeviceManager Mark this check box if you want to use this field for e.g. an asset number rather than the device SN. Set the community name here. Applying the wrong name will result in no device information Log level for debugging purposes. Leave at '0' for normal operation Not needed for current e-BRIDGE range. Required for older GA-1040 / GL-1010 board in order to access TopAccess information Auto-assigned ID used internally by Fleet Management for device identification. Minimum time an error must be present before it is reported to the server

27. ! Configuration Setting up devices (Device Discovery) • When clicking the "Search" button a new dialog pops up, allowing to specify the IP search range, scan speed (Reply Timeout), and DNS name lookup. • If you expected more devices to be found than the actual scan results show, you should re-scan the network using a slower scan speed. • Using a slow scan speed in a subnet with a lot of unused IP addresses will result in a long scan duration as the scanner waits 2 secs for a reply on each unused address. IP range to be scanned for devices. Resolve device IPs to network names. Scan speed:(waiting time for device reply) slow 2000 ms timeout normal 250 ms timeout fast 125 ms timeout

28. Configuration Setting up devices (Searching for devices) • Select devices you want to take over into Fleet Management by clicking the table row or click the button Select all to select all supported devices. Right-clicking a row brings up the model selection dialog for manual assignment of model/controller. Devices which have been found during the scan. Clicking "Done" will take over the selected devices into Fleet Management. Select / Deselect all supported devices.

29. Configuration Setting up devices (Current Status) • When devices have been added after the search or by manually adding them you can check the current connection status by clicking the "Status" button. Status: pendingdevice has not yet been polled onlinepolled OK **offline**device not reached Click "Status" to change to the status overview List of registered devices Right-click a device entry to open a browser and connect to the device's TopAccess page.

30. Configuration Server settings - Locations/Departments/Cost Centers • Volume Report • This report contains counter information split into monthly volumes. The report will contain data of the current year only (January through December). Volume of previous years is listed as "Carry". • Cost Report • This type is similar to the Volume Report but volumes are multiplied by cost settings. Calculation is done at report generation time, thus previous cost setting changes are not reflected by this. • Current Counter List • Most versatile report. It contains the current total counter values (for copy, print, fax, net scan, separate for b&w and color). By comparing two of these reports, volumes for any time period can be calculated (e.g. using Excel). • Receive all locations/departments/cost centers • Reports for each location/dept./cost center will be sent to the specified e-mail address.

31. Configuration Server settings - Key Operators • 'Server' Menu > 'Basic Settings' • The assignment to devices and selection of alert types* is done through the device's setting dialog Type of e-mail alerts will be defined individually for each device E-mail alerts will be send to this e-mail address (separate several mail addresses by ',') [Edit Key Operators Dialog] [Settings Dialog of a device]

32. ! Configuration Server settings - Cost Presets • 'Server' Menu > 'Edit Cost Presets' • The assignment to devices is done through the device's cost setting dialog Cost settings can be set individually for a device or taken over from a pre-defined cost settings template Create templates for quick cost assignment to several devices. Note: Cost per Fax means fax printing costs, not sending/receiving costs! Changing a template's cost settings will not affect the cost settings of devices which have been assigned prior to the template change! Template settings are take over at the time of selection only!

33. Configuration Assigning settings to devices • In order to assign settings to devices use the "Settings" dialog which can be selected from the device' popup menu (right-click opens the popup). These drop down lists contain all the pre-defined values which have been defined through the server menu. Right click on a device and select 'Settings' from the appearing pop-up menu

34. Configuration Server settings - Manage Users • 'Server' Menu > 'Manage Users' • The default user 'toshiba' (password 'efms') has administrative rights. • Users can be limited to view a certain location only • Users' rights can be limited (Admin/Service/Accounting) User's login credentials Administrative group defining the user's rights. Location which can be managed/viewed by this user, or ALL for unlimited access.

35. Configuration Configuring the server - creating user accounts • Type of accounts • ADMIN: Administrative accounts, no limitations • SERVICE: Service accounts, device status and settings, counter reading (no cost related settings) • ACCOUNT: Accounting accounts, cost settings, cost related reports, monthly reports Note: Regardless of the account type the user can be limited to view a certain location only.

36. Version 3.20