User guide
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This document provides a user guide for EZ Charger 2.0, which allows organizations to monitor printing, copying, and scanning usage on MFDs (multi-functional devices) and LPs (laser printers). It describes how to log in to an account using a card reader, PIN, or Windows login, view account balances and job histories, and perform functions like printing, copying, and scanning. The guide also explains how to log out to avoid inaccurate charges.
![• Automated Warnings and Maintenance – For quota system set-up, a
warning message is displayed at the user’s PC when his or her account
balance reaches a designated low value. Administrators can choose to have
user balances periodically credited with a specified amount automatically, to
reduce monitoring and maintenance time.
• Detailed Resource Management – Administrators can set cost parameters or
restrict completely each MFD function and feature, including: paper size, color
printing, black-and-white printing, duplex or single-sided printing, finishing,
printing, copying, scanning, etc.
• Easy User and Group Control – with EZ Charger’s new Cost Centre feature,
users can automatically designate projects and assignments to charge for
resource usage, and Administrators can easily update project codes and
groups of users.
• Optional card-scan authentication – With this module installed, users need
only to tap their access card at the card reader for convenient login to any MFD.
1.3 Example Workflow
1. You, an individual user, have been allocated a periodic allowance (e.g. $100)
of MFD usage, set by the Administrator and stored in EZ Charger’s server.
This account gives you access to making copies, prints or scans from MFDs
within your organization.
2. At the MFD, you cannot access any resource until you login to your account
either by tapping your access card, or keying in your User ID or Windows
Login at the touch-screen panel.
3. After logging in, your current balance is displayed on the touch-screen panel
of the MFD. Noting your balance, you consider the best way to utilize the
resources made available on the MFD.
4. You proceed to make copies, prints and/or scans at the MFD. Each time the
MFD completes a job – copying, printing, or scanning – you can view your
updated balance by pressing the [Other Function] button.
5. For print jobs, when your balance is low, a low-balance warning is displayed
at your PC workstation at the time you send your print. For copying, printing
or scanning, if your balance falls below zero, the MFD will abort the current
job. You must wait until your periodic allowance is credited to your account,
or you will need to contact the EZ Charger administrator to obtain additional
credit.
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![2.0 Using EZ Charger
2.1 Access
Description
At the MFD, the touch-screen should display the MFD login screen, similar to
what is shown below.
For Ricoh MFD
If you cannot see this screen, locate the [Other Function]
button on the MFD operation panel, and press it. From
the options displayed, press [EZ Charger].
Note: Most MFDs use the [Other Function] to access embedded software on an
MFD, but on some models, the [Printer] button may have been allocated for this
purpose.
For Ricoh GWNX MFD
If you cannot see this screen, locate the [Home] button on the MFD operation
panel, and press it. Navigate to EZ Charger icon and press the icon.
Administrative Guide 7 of 19
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![Method 2: PIN
Your administrator may have configured EZ Charger for a login with User ID and PIN,
or with only a PIN.
If asked for a User ID, enter the information via the MFD touch-screen, and press [OK].
When prompted for your PIN, input the PIN via the MFD touch-screen and press [OK].
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![Method 3: Windows User Name
If prompted for your Windows log-in information, the MFD touch-screen will display a
keypad for you to input your Windows User Name, as shown below. Enter the ID and
press [OK].
Once you have entered your Windows User Name, the screen will refresh, and prompt
you for your Windows User Password. Enter the Password and press [OK].
Administrative Guide 10 of 19
EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-10-320.jpg)
![2.3 Home Screen and Balance Summary
Description
Upon successful login, users are taken to the screen below, which will be referred
to as the “home screen” throughout this document. The account usage displays
in the MFD touch-screen, similar to what is shown below.
The sections showing Copy, Scan and Print, as well as Session Total, are for the
current session only. The Accumulated Usage field shows totals for an individual
user across multiple logins.
The [Logout] button logs you out of your account.
The [List] button allows you to view print jobs for release, holding, or deletion.
Note: In the example given, EZ Charger has been set to accumulative usage,
meaning that usage is tracked, but no quota limit has been set for the user. The
screen will be slightly different if the subtraction system, aka setting a user quota,
has been selected instead.
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EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-11-320.jpg)
![2.4 Printing
2.4.1 On MFDs
Description
On the home screen, locate the icon [List], as shown on the
right, and press it.
On the print list screen, your individual print queue will display.
In the center is the list of documents in the print queue, along with identifying
information and the associated cost of printing. Costs will not accrue to a user’s
total until the user releases the jobs to print.
Select an individual document by pressing the name of the job on the touch-
screen.
Buttons on the right are available for manipulating selections. [Deselect All] and
[Select All] should be used to perform the corresponding actions on the
documents listed in the print queue.
For any selected document(s) to release to print, press [Print].
For any selected documents(s) to remove from the queue, press [Delete].
Press [Back] to return to the home screen.
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![2.4.2 On LPs
Description
EZ Charger 2.0 allows controlled printing from
certain LP devices. The LP must have a card
reader attached.
To release documents for printing, the User needs
to tap his or her card on the card reader. The LP
will then release any print jobs belonging to the User
which are in the queue.
2.5 Copying
Description
For Ricoh MFD
Once logged in to EZ Charger at the MFD, in order to copy,
press the [Copy] button on the MFD operation panel.
The touch-screen will display similar to the one shown below.
All copy features and controls remain as before. Select whatever
features, options, and number of copies needed via the touch-screen.
When ready, press [Start] to begin copying.
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EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-13-320.jpg)
![At any point in time, to return to the home screen or to check your balance, press
the [Other Function] button on the MFD operation panel.
Note: If copying in an environment with set quotas, to avoid having a copy job
stopped before it is completed, please ensure that your account balance is
sufficient before continuing.
For Ricoh GWNX MFD
Once logged in to EZ Charger at the MFD, in order to copy, press the [Copier]
button on the MFD operation panel.
The touch-screen will display similar to the one shown below.
All copy features and controls remain as before. Select whatever features,
options, and number of copies needed via the touch-screen. When ready, press
[Start] to begin copying.
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EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-14-320.jpg)
![2.6 Scanning
Description
Once logged in to EZ Charger at the MFD, in order to scan, press the [Scanner]
button on the MFD operation panel.
The touch-screen will display similar to the one below.
All scan features and controls remain as before. Select whatever
settings desired for the scans via the touch-screen. When ready,
press the [Start] button to proceed with scanning.
At any point in time, to return to the home screen or to check your balance, press
the [Other Function] button on the MFD operation panel.
Note: If scanning in an environment with set quotas, to avoid having a scan job
stopped before it is completed, please ensure that your account balance is
sufficient before continuing.
Administrative Guide 15 of 19
EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-15-320.jpg)
![For Ricoh GWNX MFD
Once logged in to EZ Charger at the MFD, in order to copy, press the [Copier]
button on the MFD operation panel.
The touch-screen will display similar to the one shown below.
All scanner features and controls remain as before. Select whatever features,
options, and number of copies needed via the touch-screen. When ready, press
[Start] to begin scanning.
Administrative Guide 16 of 19
EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-16-320.jpg)
![2.7 Log out
EZ Charger exists to track charges and usage. To avoid inaccurate charging or
another user accessing your account, be sure to logout at the end of your session at
MFDs.
Note: The Administrator may have put an automatic timeout in place in the event that
there is no activity at the MFD, but users should always manually log out of their EZ
Charger accounts whenever possible.
Description
Method 1: Card Reader
Tap your card on the card reader, and you will be
automatically logged out.
Method 2: [Logout] Button
The [Logout] button on the touch screen is available in most screens
in EZ Charger. Press the [Logout] button to log out of your account
and let other users log in.
Administrative Guide 17 of 19
EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-17-320.jpg)
![Note:
For Ricoh MFD
if you are utilizing a function such as Scan or Copy that does not have a [Logout]
button displayed, press the [Other Function] button to return to the EZ Charger
home screen to access the [Logout] button.
For Rich GWNX MFD
Press the [Home] button and access the EZ Charger icon to access the [Logout]
button.
Administrative Guide 18 of 19
EZ Charger 2.0](https://image.slidesharecdn.com/userguide-130128033917-phpapp02/85/User-guide-18-320.jpg)
User guide
- 1. EZ-Charger 2.0 User Guide Read this manual carefully before you use this product and keep it handy for future reference. Administrative Guide 1 of 19 EZ Charger 2.0
- 2. Important: Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of using this product. All product names, domain names or product illustrations, including desktop images, if used in this document are registered trademarks or the property of their © 2008-2011 RICOH ASIA PACIFIC PTE LTD. All rights reserved. Administrative Guide 2 of 19 EZ Charger 2.0
- 3. Contents 1.0 Introduction................................................................................. 5 1.1 What is EZ Charger? ............................................................................................. 5 1.2 EZ Charger 2.0 Features ....................................................................................... 5 1.3 Example Workflow ................................................................................................ 6 2.0 Using EZ Charger ....................................................................... 7 2.1 Access.................................................................................................................... 7 2.2 Log In ..................................................................................................................... 8 2.3 Home Screen and Balance Summary ................................................................ 11 2.4 Printing................................................................................................................. 12 2.4.1 On MFDs ....................................................................................................... 12 2.4.2 On LPs ........................................................................................................... 13 2.5 Copying ................................................................................................................ 13 2.6 Scanning .............................................................................................................. 15 2.7 Log out ................................................................................................................. 17 Administrative Guide 3 of 19 EZ Charger 2.0
- 4. Notes: This section is provided as a means to keep any notes or comments pertaining to the installation of this product with the documentation for future use. Please list any notes in the space provided below. Administrative Guide 4 of 19 EZ Charger 2.0
- 5. 1.0 Introduction This guide is designed to assist individual users with accessing their EZ Charger accounts and using MFDs and LPs with EZ Charger. This guide is not intended for Administrators or System Engineers. 1.1 What is EZ Charger? EZ Charger is an application that helps small to medium-sized organizations monitor or control document reproduction costs by tracking usage of laser printers (LPs) and multi-functional devices (MFDs) by each user. EZ Charger is installed in two places: on LPs and MFDs, and on a central server. Each user is assigned an account that is saved on the server. Whenever a user accesses an EZ Charger LP or MFD, the device communicates job types and settings to the server, and then informs the user of his or her resource usage. The EZ Charger program is maintained by an Administrator, who creates and monitors accounts, as well as designates how much resources cost, including printing, copying, scanning, paper-size, etc. Administrators can also issue usage credits and adjust user balances on an as-needed basis when users exceed their limits. With monitoring in real-time, Administrators can review resource costs and activities, and export these results easily to a variety of reports such that all aspects of MFD usage are easily tracked to the desired specification. With EZ Charger running the background, all a user has to do is log in and use the MFD or LP as per usual, and resource usage and charge tracking is performed automatically, with minimal interruption to the workflow. 1.2 EZ Charger 2.0 Features • Improved Performance – EZ Charger 2.0 contains many adjustments for improved performance and flexibility from the older EZ Charger 1.0. • Secure Usage – Mandatory log-in via card reader, PIN or Windows login at the devices permits only authorized Users to access resources and documents. • Create customized reports – Administrators can create summary or detailed line-by-line reports, tracking MFD and LP resource usage by user, resource, department, or device, allowing accurate and easy-to-summarize cost-tracking and allocation. • Flexible Control – Administrators can choose to create a running tab or a quota system to monitor and control MFD and LP resources. • Real Time Monitoring – Account balances are updated on the spot as users make copies, scans or prints; current charges are simply displayed for users at the MFD touch-screen, and for administrators on the EZ Charger server. Administrative Guide 5 of 19 EZ Charger 2.0
- 6. • Automated Warnings and Maintenance – For quota system set-up, a warning message is displayed at the user’s PC when his or her account balance reaches a designated low value. Administrators can choose to have user balances periodically credited with a specified amount automatically, to reduce monitoring and maintenance time. • Detailed Resource Management – Administrators can set cost parameters or restrict completely each MFD function and feature, including: paper size, color printing, black-and-white printing, duplex or single-sided printing, finishing, printing, copying, scanning, etc. • Easy User and Group Control – with EZ Charger’s new Cost Centre feature, users can automatically designate projects and assignments to charge for resource usage, and Administrators can easily update project codes and groups of users. • Optional card-scan authentication – With this module installed, users need only to tap their access card at the card reader for convenient login to any MFD. 1.3 Example Workflow 1. You, an individual user, have been allocated a periodic allowance (e.g. $100) of MFD usage, set by the Administrator and stored in EZ Charger’s server. This account gives you access to making copies, prints or scans from MFDs within your organization. 2. At the MFD, you cannot access any resource until you login to your account either by tapping your access card, or keying in your User ID or Windows Login at the touch-screen panel. 3. After logging in, your current balance is displayed on the touch-screen panel of the MFD. Noting your balance, you consider the best way to utilize the resources made available on the MFD. 4. You proceed to make copies, prints and/or scans at the MFD. Each time the MFD completes a job – copying, printing, or scanning – you can view your updated balance by pressing the [Other Function] button. 5. For print jobs, when your balance is low, a low-balance warning is displayed at your PC workstation at the time you send your print. For copying, printing or scanning, if your balance falls below zero, the MFD will abort the current job. You must wait until your periodic allowance is credited to your account, or you will need to contact the EZ Charger administrator to obtain additional credit. Administrative Guide 6 of 19 EZ Charger 2.0
- 7. 2.0 Using EZ Charger 2.1 Access Description At the MFD, the touch-screen should display the MFD login screen, similar to what is shown below. For Ricoh MFD If you cannot see this screen, locate the [Other Function] button on the MFD operation panel, and press it. From the options displayed, press [EZ Charger]. Note: Most MFDs use the [Other Function] to access embedded software on an MFD, but on some models, the [Printer] button may have been allocated for this purpose. For Ricoh GWNX MFD If you cannot see this screen, locate the [Home] button on the MFD operation panel, and press it. Navigate to EZ Charger icon and press the icon. Administrative Guide 7 of 19 EZ Charger 2.0
- 8. 2.2 Log In How a user logs in is determined by the organization. Users may need to enter a PIN, use a card reader and identity card, or a Windows login ID. Description Method 1: Card Reader Tap your ID card on the card reader attached to the MFD or LP, and you will be automatically logged in. Note: In some environments, an additional security measure may require you to enter a User PIN number via the MFD operational panel. See Method 2. Administrative Guide 8 of 19 EZ Charger 2.0
- 9. Method 2: PIN Your administrator may have configured EZ Charger for a login with User ID and PIN, or with only a PIN. If asked for a User ID, enter the information via the MFD touch-screen, and press [OK]. When prompted for your PIN, input the PIN via the MFD touch-screen and press [OK]. Administrative Guide 9 of 19 EZ Charger 2.0
- 10. Method 3: Windows User Name If prompted for your Windows log-in information, the MFD touch-screen will display a keypad for you to input your Windows User Name, as shown below. Enter the ID and press [OK]. Once you have entered your Windows User Name, the screen will refresh, and prompt you for your Windows User Password. Enter the Password and press [OK]. Administrative Guide 10 of 19 EZ Charger 2.0
- 11. 2.3 Home Screen and Balance Summary Description Upon successful login, users are taken to the screen below, which will be referred to as the “home screen” throughout this document. The account usage displays in the MFD touch-screen, similar to what is shown below. The sections showing Copy, Scan and Print, as well as Session Total, are for the current session only. The Accumulated Usage field shows totals for an individual user across multiple logins. The [Logout] button logs you out of your account. The [List] button allows you to view print jobs for release, holding, or deletion. Note: In the example given, EZ Charger has been set to accumulative usage, meaning that usage is tracked, but no quota limit has been set for the user. The screen will be slightly different if the subtraction system, aka setting a user quota, has been selected instead. Administrative Guide 11 of 19 EZ Charger 2.0
- 12. 2.4 Printing 2.4.1 On MFDs Description On the home screen, locate the icon [List], as shown on the right, and press it. On the print list screen, your individual print queue will display. In the center is the list of documents in the print queue, along with identifying information and the associated cost of printing. Costs will not accrue to a user’s total until the user releases the jobs to print. Select an individual document by pressing the name of the job on the touch- screen. Buttons on the right are available for manipulating selections. [Deselect All] and [Select All] should be used to perform the corresponding actions on the documents listed in the print queue. For any selected document(s) to release to print, press [Print]. For any selected documents(s) to remove from the queue, press [Delete]. Press [Back] to return to the home screen. Administrative Guide 12 of 19 EZ Charger 2.0
- 13. 2.4.2 On LPs Description EZ Charger 2.0 allows controlled printing from certain LP devices. The LP must have a card reader attached. To release documents for printing, the User needs to tap his or her card on the card reader. The LP will then release any print jobs belonging to the User which are in the queue. 2.5 Copying Description For Ricoh MFD Once logged in to EZ Charger at the MFD, in order to copy, press the [Copy] button on the MFD operation panel. The touch-screen will display similar to the one shown below. All copy features and controls remain as before. Select whatever features, options, and number of copies needed via the touch-screen. When ready, press [Start] to begin copying. Administrative Guide 13 of 19 EZ Charger 2.0
- 14. At any point in time, to return to the home screen or to check your balance, press the [Other Function] button on the MFD operation panel. Note: If copying in an environment with set quotas, to avoid having a copy job stopped before it is completed, please ensure that your account balance is sufficient before continuing. For Ricoh GWNX MFD Once logged in to EZ Charger at the MFD, in order to copy, press the [Copier] button on the MFD operation panel. The touch-screen will display similar to the one shown below. All copy features and controls remain as before. Select whatever features, options, and number of copies needed via the touch-screen. When ready, press [Start] to begin copying. Administrative Guide 14 of 19 EZ Charger 2.0
- 15. 2.6 Scanning Description Once logged in to EZ Charger at the MFD, in order to scan, press the [Scanner] button on the MFD operation panel. The touch-screen will display similar to the one below. All scan features and controls remain as before. Select whatever settings desired for the scans via the touch-screen. When ready, press the [Start] button to proceed with scanning. At any point in time, to return to the home screen or to check your balance, press the [Other Function] button on the MFD operation panel. Note: If scanning in an environment with set quotas, to avoid having a scan job stopped before it is completed, please ensure that your account balance is sufficient before continuing. Administrative Guide 15 of 19 EZ Charger 2.0
- 16. For Ricoh GWNX MFD Once logged in to EZ Charger at the MFD, in order to copy, press the [Copier] button on the MFD operation panel. The touch-screen will display similar to the one shown below. All scanner features and controls remain as before. Select whatever features, options, and number of copies needed via the touch-screen. When ready, press [Start] to begin scanning. Administrative Guide 16 of 19 EZ Charger 2.0
- 17. 2.7 Log out EZ Charger exists to track charges and usage. To avoid inaccurate charging or another user accessing your account, be sure to logout at the end of your session at MFDs. Note: The Administrator may have put an automatic timeout in place in the event that there is no activity at the MFD, but users should always manually log out of their EZ Charger accounts whenever possible. Description Method 1: Card Reader Tap your card on the card reader, and you will be automatically logged out. Method 2: [Logout] Button The [Logout] button on the touch screen is available in most screens in EZ Charger. Press the [Logout] button to log out of your account and let other users log in. Administrative Guide 17 of 19 EZ Charger 2.0
- 18. Note: For Ricoh MFD if you are utilizing a function such as Scan or Copy that does not have a [Logout] button displayed, press the [Other Function] button to return to the EZ Charger home screen to access the [Logout] button. For Rich GWNX MFD Press the [Home] button and access the EZ Charger icon to access the [Logout] button. Administrative Guide 18 of 19 EZ Charger 2.0
- 19. Notes: This section is provided as a means to keep any notes or comments pertaining to the installation of this product with the documentation for future use. Please list any notes in the space provided below. Administrative Guide 19 of 19 EZ Charger 2.0