Monitoring & reporting. Scan management. Print management YSOFT SAFEQ 5. Private Cloud. Security & access management

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1 Monitoring & reporting Print management Scan management YSOFT SAFEQ 5 Private Cloud Security & access management

2 Key benefits

3 Economical Secure Efficient Green

4 Economical With YSoft SafeQ you save an average of 30% on print costs

5 Optimize the print environment Comprehensive reports help you optimize usage and reduce costs across your organization. Eliminate unnecessary prints! No tons of paper lying around the printers thanks to easy selection of which documents should be printed Enforce economical printing Rule-based printing lets you control whether prints are made in color or B/W, simplex or duplex.

6 Secure A high degree of document security is an essential part of the YSoft SafeQ solution

7 Protect document security No prints, copies, or scans can be made without user authentication. Control access rights You can define print/copy/scan rights for users, departments, or roles based on individual job duties. Monitor every print, copy, and scan Every operation is monitored and stored for later reports and analysis.

8 Efficient YSoft SafeQ increases employee productivity and the efficiency of corporate processes

9 Print Roaming Users can pick up their prints at any printer in your organization with no geographical limitation. Mobile print Users can send the common file formats (DOCX, XLSX, PDF, JPEG, etc.) to print from their smartphone or other mobile device and pick up the print later at any printer in your organization. Scan management Scan to with a single click. And you can create scan workflows that make everyday scanning tasks simple (for example, invoice processing).

10 Green YSoft SafeQ helps reduce the use of natural resources and protect the environment

11 Reduce the use of paper and energy YSoft SafeQ helps you reduce the use of paper, toner, and energy. Track eco-savings Green reports show the savings to the natural environment your company has achieved in terms of trees, electricity, and more. Statistics Statistics of savings during the year for better taxes

12 Basic architecture

13 An essential concept of the software is that it is virtual. The software is not part of the individual printers it is a server-based application. Central server! Extends the standard functions of each printer! Analyzes every print, copy, and scan and applies configured rules! Stores all print, copy, and scan operations

14 YSoft SafeQ features Security and access management

15 Security! Protect documents from unauthorized access.! Authorize users at printers via card, PIN, username/password or combinations of those methods.! Monitor the who, what, and when of every print, copy, and scan. Access management! Assign print, copy, and scan rights to each user according to his/her needs.! Allow color printing only for the employees who need it.! Provide web interface access rights according to the user s job responsibilities.! Full access rights for administrator.

16 YSoft SafeQ terminals enable user identification and easy access to users print jobs and a high level of document security Users can authenticate via PIN, ID card, username/password, or combinations of those methods. Users can easily complete the assignment of a new card by entering a card activation code or username/password at the printer.

17 Terminal UltraLight Terminal Professional Embedded Terminal Cost-effective terminal for MFPs and small network printers used for everyday office printing, copying, and scanning. Enhanced features improve productivity and convenience. Enables users to manage theirs print jobs at the printer print, reprint, cancel, mark as favorite, copy, scan. Feature-rich solution integrated directly into the MFP s user interface panel. Supports the ability of the MFP to perform multiple operations at once and the advanced functions of YSoft SafeQ Scan Management.

18 Access controlled by access rights based on user, role, or department. You can set rights for access to the web interface, printers, or to specific functions of printers (copy, scan, print).

19 YSoft SafeQ features Print management

20 Print queues! Increase the security of sensitive documents.! Enable members of departments or work groups to share print jobs by using shared queues.! Release print jobs at any printer, anywhere in the company. Job management! Store frequently used documents as Favorite jobs for one-click printing.! Select jobs to reprint directly at the MFP panel.! Easily delete unneeded documents from print queues.

21 Rule-based printing! Force large documents to be printed only on economical printers.! Force s to be printed only in black-and-white.! Improve the security of confidential documents with automatic watermarks of the userʼs name. Mobile print! Send a print job from your mobile device via the YSoft SafeQ web interface or .! Multiple formats are supported.

22 YSoft SafeQ manages all print jobs via its own print queues, with several types of queues that support specific functions! Direct print queue! Secure print queue (Print Roaming)! Shared print queue Assistant

23 YSoft SafeQ Print Roaming makes it possible for users to print their documents at any printer in the network after they authenticate

24 Users can manage their print jobs directly at a YSoft SafeQ terminal Document info and preview Delete, print, reprint, favorite, scan, billing codes

25 Rule-based printing enables you to define a set of rules that manage jobs based on conditions and actions and notify the user

26 A wizard enables fast and easy definition of each rule with settings for Conditions, Actions, and Notifications

27 Condition Action Notification! If user is <user, in role>! If printer is <device, in group, printer-model>! If job title <contains text>! If job has been sent to <direct, secure, shared, auto, [named]> queue! If Job is <enabled, disabled> <PCL, PostScript, PDF, Prescribe, RPCS, CPCA, other/unrecognized tag>! If Job size is <greater than, equal to, lesser than, in between> <x> <kb, Mb, Gb>! If Current job status is <received/spooled/in progress/ printed/error/deleted, etc.>! If Job contains <more than, equal to, less than, between> <x> [<all,b/w,color>] pages [with paper size <large, small>]! if total amount of [printed, copied] [BW, color, A3, A4, all] pages by <user, job owner> during <current day, week, month, year> is <more than, less than, exactly, between> <x>.! If Current <day of week/day in month> is <before/exactly/ after/between/in named period> <x>! If Total Page Counter of <device> is <greater than, equal to, lesser than, in between> <x>! convert the job to [gray scale, duplex]! change number of copies! add watermark with <text with variables.> using <font settings> to <left, right, top, bottom, center>! add/modify <defined> PJL header! re-queue the job to queue <name>! reject print / copy session (authentication)! force B/W copy session (deny color copying)! send <customized> message to [users in role, users in cost centers, users from list, job/ session owner] using < ,>

28 With Mobile Print Server, jobs can be sent to YSoft SafeQ via smartphone or uploaded via the web interface YSoft SafeQ then automatically converts the jobs into printable formats! Print submission via ! Print submission via web! Supports multiple formats:.doc,.docx,.xls,.xlsx,.ppt,.pptx,.odp,.ods,.odt,.ht ml,.htm,.mhtml,.jpg,.jpeg,.png,.txt,.pdf! No additional software for printable format conversion needed.

29 YSoft SafeQ features Monitoring and reporting

30 Monitoring! Monitors all print, copy, and scan operations on all MFPs and small network printers.! Detailed, accurate accounting according to the specific type of MFP/ printer. Multilevel billing codes! Billing codes enable accounting and reporting of costs by project! Support for multiple project levels! Billing codes can be assigned to user or cost center Reporting! Comprehensive reports include information about all operations performed across the entire print environment.! Standard, Customized, or Green reports provide exactly the information needed.! Automatic reports can be generated at defined intervals and exported to.xml,.xls,.pdf.

31 The YSoft SafeQ web-based dashboard shows crucial system management and monitoring information! Configuration via widgets! Compact mode! Choice of layouts

32 Monitor Monitor Monitor access operations system! Monitor users authentication to printers or the YSoft SafeQ web interface.! Track the who/when/ what for every print, including job preview and document backup.! Monitor the entire system printers, terminals, and services.

33 YSoft SafeQ supports different types of accounting based on the capabilities of the specific printer! Local/offline accounting! Online accounting! Native accounting! Toner coverage

34 Local/offline accounting! Used if the printer does not support native or online monitoring.! Accounts print jobs immediately after they are sent to the printer, regardless of whether or not the prints are made. Native accounting! When a user logs in, monitors all operations and stores information about them on the printer. When the user logs off, the printer transmits that information to the YSoft SafeQ server. Online accounting! YSoft SafeQ communicates directly with the printer via SNMP and accounts the exact number of printed pages. Toner coverage! Analyzes the toner coverage on each page of the print job.

35 YSoft SafeQ offers predefined reports that provide information per user, printer, cost center, or billing code

36 YSoft SafeQ lets you use filter settings to create customized reports

37 Management reports deliver a complete overview with one click and are specifically tailored to the needs of senior executives

38 Green reports provide information about how your use of YSoft SafeQ makes a positive effect on the environment! Savings in terms of CO2, water, trees, and electricity

39 Track (sub)project printing costs with multilevel YSoft SafeQ billing codes! Track multiple levels of projects! Import projects from CSV files! Assign projects to specific users or cost centers

40 YSoft SafeQ features Scan Management

41 The YSoft SafeQ solution software + terminals enables secure and easy scanning, along with detailed information for reports Scan to ! Scan and send to the user s with one click Scan to folder! Scan to the user s home folder or other predefined folder Scan to script! Create scanning workflows that include operations to be automatically performed by external apps

42 With YSoft SafeQ Embedded Terminal, scans can include metadata! For example, all scanned invoices can include a VAT number and a total amount, and this information can be further processed for other purposes.

43 YSoft SafeQ features Private Cloud

44 Distributed technology! Central management of the entire print environment! Automatic distribution of configuration settings and updates to all locations Load balancing and failover! Efficient and reliable print services with automatic workload distribution and server clustering! Enables YSoft SafeQ to manage millions of pages per month. During printing, YSoft SafeQ automatically determines which server should accept the job to optimally share the workload. Central reporting! Automatic collection of information across all your organizationʼs branches and offices! Only the minimum required information is transferred between headquarters and branches to optimize data transfer bandwidth/ speeds.

45 YSo$ SafeQ CML server Administrators use web interface to manage en/re print environment Administrators perform all configura/on here YSo$ SafeQ ORS Installed at every loca/on Configured via CML server

46 When user authenticates When user prints at a terminal ORS sends the job job is sent to printer to ORS ORS stores print data to server and creates a job ticket Job ticket contains username, print job title, size, detailed page count Only job ticket is transferred to CML server CML server adds authentication information and sends it back

47 When user prints job is sent to ORS CML server supports application cluster When CML server is down, other servers in cluster take over all functions ORS loads authentication data from its cache and prints the job Data about the printed job are stored in the cache What if the CML server is down? What if the network is down?

48 How does Print Roaming work in an enterprise with multiple locations? Far locations Job ticket is downloaded when the user logs on at a terminal. Near locations Job ticket is synchronized immediately with nearby servers and the user can pick prints up right away. Once the user authenticates at a terminal to print the job, the job is transferred from the original destination to the current one. Central reporting Information from job ticket is stored to central database. Central database provides information for reporting.

49 YSoft SafeQ features Payment System

50 YSoft Payment System + YSoft SafeQ is the complete pay-for-print solution for educational institutions, public libraries, or any organization that charges for print, copy, and scan services. YSoft Payment System! Standalone application that enables users to recharge their accounts! Easy to install! Easy to integrate with YSoft SafeQ, third-party payment gateways (such as PayPal), or existing credit systems

51 Three methods available to recharge accounts and others can easily be added Staffed recharging location Location staffed by an employee, equipped with a networked computer with access to Cash Desk and an optional USB card reader YSoft Payment Machine Self-service YSoft Payment Machine, usually installed in a corridor, that accepts coins and bills of the selected currency PayPal gateway Users can use PayPal to recharge their account via their PayPal account or credit card

52 Payment System web interface

53 Cash Desk web interface

54 With the YSoft SafeQ pay-per-print solution you can:! Enable students and staff to deposit money in their account! Enable students and staff to use the same credit account for printing, copying, or other services across your organization! Monitor printing, copying, and scanning costs! Set up prices for every type of job! Set up different prices for prints per user or groups of users! Automatically recharge selected accounts or groups of accounts on a regular basis

55 YSoft SafeQ 5 licensing

56 YSoft SafeQ is built on a unified platform Scalable system! The YSoft SafeQ feature set is based on purchased modules Web registration! License registration or extension is performed via web activation Clear overview! Information about the installed version is stored in a database for convenient service support

57 The only things you need to know to sell YSoft SafeQ 5 to your customer is the number of MFPs or other network printers and the customerʼs needs and expectations. When creating a license, follow these simple steps: 1. Find out the customerʼs needs and expectations. 2. Obtain the number of MFPs/printers in the customerʼs network. 3. Decide which type of YSoft SafeQ terminal will be used: hardware or embedded.

58 To give your customer the full-featured solution that delivers maximum printing efficiency and savings, select YSoft SafeQ Suite! YSoft SafeQ Suite benefits:! Security and access management! Print management! Monitoring and reporting! Scan management! Private Cloud! Payment System

59 If your customer does not need the full-featured YSoft SafeQ Suite, you can keep the price affordable by selecting only the modules the customer needs License modules! Authentication! Chargeback! Scan Management! Rule-Based Printing! Reporting! Print Roaming! Mobile Print

60 Authentication User access to printers is secured. User authenticates at a YSoft SafeQ terminal to unlock printer and make prints or copies. Authentication module required Print Roaming User can print a job and collect it at any printer in the YSoft SafeQ network. User can cancel, reprint, or mark print jobs as Favorites. Shared queues enable users to collect each otherʼs print jobs. Chargeback When a user prints a job, he/she is charged the calculated price based on the applied price list. Multiple price lists can be created and assigned. User can use billing codes. Reporting Administrator and other authorized users can access comprehensive standard and management reports. Administrator can set up automatic reports and define custom reports. Administrator can set up prices for all print, copy, and scan options. Rule-Based Printing Predefined rules are automatically applied to usersʼ jobs when they are printed (for example, convert simplex to duplex and color to black-and-white). Mobile Print User can send print job from his/her mobile device via or upload it to Mobile Print web interface and use the interface to print the job on the specified printer via direct queue. Authentication module required Scan Management User can authenticate at a YSoft SafeQ terminal and select a predefined workflow to scan a document.

61 Security and access management Authentication Print Roaming Print management Authentication Print Roaming Rule-Based Printing Mobile Print Scan Management Authentication Scan Management Monitoring and Reporting Authentication Print Roaming Reporting Chargeback Private Cloud! Provided with all YSoft SafeQ licenses Payment System Authentication Print Roaming Chargeback

62 License model is solely per-printer! No need to choose editions! No need to know network architecture or the number of ORSs needed! No need to know the number of servers in cluster license with embedded terminal license without embedded terminal

63 EXAMPLE Big customer Full-featured solution for 50 MFPs (40 with embedded terminal, 10 with Terminal Professional) YS SQ5 license with embedded terminal, SUITE 40 pcs YS SQ5 license without embedded terminal, SUITE 10 pcs Small customer Only the security function for 5 MFPs with embedded terminal YS SQ5 license with embedded terminal, AUTHENTICATION 5 pcs YS SQ5 license with embedded terminal, PRINT ROAMING 5 pcs

64 The Reporting module is the only module that can be used as a standalone with any license! EXAMPLE: The customer wants secure print and reporting functions available at 10 MFPs. The customer has 3 network printers where secure print is not needed, but reporting is required. YS SQ5 license with embedded terminals, AUTHENTICATION, 1 device...10 pcs. YS SQ5 license with embedded terminals, PRINT ROAMING, 1 device...10 pcs. YS SQ5 license with embedded terminals, REPORTING, 1 device...13 pcs.

65 The YSoft SafeQ Suite gives your customer all the benefits of managed printing. If you decide to purchase only individual modules instead, choose them carefully to best meet the customerʼs needs.