Kayleigh

(Job Accounting II)

MX-SW310/MX-SW311/MX-SW312

User Manual

The External Accounting Application for

Sharp MFP
KAYLEIGH | USING OSA TECHONOLOGY

User Manual

Version 2.8.3

 Sharp Digital Document Systems

European Solutions Business Centre
4 Furzeground Way, Stockley Park
Uxbridge, Middlesex UB11 1EZ
United Kingdom
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Table of Contents
1 INTRODUCTION ................................................................................................. 1
1.1 System Overview ............................................................................................................2

2 GETTING STARTED ............................................................................................. 4

2.1 Kayleigh Installation Directory ........................................................................................4
2.2 Getting Started ...............................................................................................................4
2.3 Configuring an MFP to Use Kayleigh ................................................................................6
2.4 Starting the Kayleigh Admin Application .........................................................................7
2.5 Quick Steps to Set up User Accounts to Use Kayleigh ..................................................... 10
2.6 Card Support................................................................................................................. 11
2.7 PIN Login ...................................................................................................................... 11

3 USING THE KAYLEIGH ADMIN APPLICATION............................................................ 12

3.1 User Inheritance of Department Settings ...................................................................... 12
3.2 Using the Smart Search Box .......................................................................................... 14
3.3 Deleting a Department, a User, an MFP or a Cost Profile ............................................... 15
Rules of Hiding and Un-hiding .........................................................................................................15
3.4 Managing Cost Profiles ................................................................................................. 16
3.5 Managing Departments ................................................................................................ 18
Adding a Department ......................................................................................................................18
Searching Departments ...................................................................................................................19
Modifying Existing Departments .....................................................................................................20
Importing Departments ...................................................................................................................20
Configuring a Department’s Printer Options ....................................................................................21
Configuring a Department’s Printer List ...........................................................................................21
Configuring a Department’s Auto Balance Reset Settings ................................................................22
Configuring a Department’s Account By Department Settings.........................................................23
Showing a Department’s Users ........................................................................................................24
Hiding/Unhiding Departments.......................................................................................................24
3.6 Managing Users ............................................................................................................ 25
Adding a User ..................................................................................................................................25
Overriding the Department’s Settings .............................................................................................27
3.6.2.1 Overriding Printer Options ............................................................................................................ 27
3.6.2.2 Overriding Printer List ................................................................................................................... 27
3.6.2.3 Overriding Cost Profile .................................................................................................................. 28
3.6.2.4 Overriding Unlimited Jobs............................................................................................................. 28
3.6.2.5 Overriding Auto Balance Reset ..................................................................................................... 28
3.6.2.6 Re-inheriting the Department’s Settings ...................................................................................... 29
User Types and Access Levels ..........................................................................................................30
Special Users ...................................................................................................................................30
User’s Account Balance ...................................................................................................................30

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 Searching Users ...............................................................................................................................31
Modifying Existing Users .................................................................................................................32
Hiding/Unhiding Users ....................................................................................................................33
Moving Users to a Different Department ........................................................................................33
Deleting Users ...............................................................................................................................33
Deleted Users Log ..........................................................................................................................34
3.7 Importing /Exporting Users and Departments ............................................................... 35
Exporting Users with Department Data ...........................................................................................35
Processing the Exported User File ....................................................................................................36
Importing Users and Departments ..................................................................................................39
3.7.3.1 User/Department Import File Format .......................................................................................... 40
3.7.3.2 User Import Rules ......................................................................................................................... 43
3.7.3.3 Department Import Rules ............................................................................................................. 44
3.7.3.4 Importing Users/Departments ...................................................................................................... 44
3.8 Client Billing.................................................................................................................. 45
Client Billing Settings .......................................................................................................................45
3.8.1.1 General Settings ............................................................................................................................ 45
3.8.1.2 Business Address........................................................................................................................... 45
3.8.1.3 Terms and Conditions ................................................................................................................... 45
Managing Clients .............................................................................................................................46
3.8.2.1 Adding a Client .............................................................................................................................. 46
3.8.2.2 Searching Clients ........................................................................................................................... 47
3.8.2.3 Modifying Existing Clients ............................................................................................................. 48
3.8.2.4 Showing a Client’s Matters ........................................................................................................... 49
3.8.2.5 Hiding/Un-hiding Clients ............................................................................................................... 49
Managing Matters ...........................................................................................................................50
3.8.3.1 Adding a Matter ............................................................................................................................ 50
3.8.3.2 Searching Matters ......................................................................................................................... 51
3.8.3.3 Modifying an Existing Matter ........................................................................................................ 52
3.8.3.4 Hiding/Unhiding Matters .............................................................................................................. 52
3.8.3.5 Assigning Users to a Matter .......................................................................................................... 53
Client Invoices .................................................................................................................................54
3.8.4.1 Previewing and Generating an Invoice ........................................................................................ 54
3.8.4.2 Downloading Previous Invoices .................................................................................................... 56
Viewing and Downloading Client Jobs .............................................................................................57
3.8.5.1 Filtering Client Job Results ............................................................................................................ 57
3.9 Importing Client/Matter ............................................................................................... 58
Client/Matter Import File Format ....................................................................................................58
Import Rules ....................................................................................................................................60
3.9.2.1 Client Import Rules ....................................................................................................................... 60
3.9.2.2 Matter Import Rules ..................................................................................................................... 60
3.9.2.3 Example lines ................................................................................................................................ 60
3.10 Licensing ....................................................................................................................... 61
Viewing Licenses ............................................................................................................................61
Assigning Licenses .........................................................................................................................62
Installing Licenses ..........................................................................................................................62
Ordering Licenses ..........................................................................................................................62
3.11 Managing MFPs ............................................................................................................ 63
Printer List .....................................................................................................................................63
3.12 Viewing and Updating Balances .................................................................................... 65
Viewing and Updating User’s Balance............................................................................................65
3.12.1.1 User Balance Update Log Files .................................................................................................... 65
Viewing and Updating Department’s Balance ................................................................................66
3.12.2.1 Department Balance Update Log Files ........................................................................................ 66
3.13 Viewing and Downloading User’s Jobs........................................................................... 67
Filtering Job Results .......................................................................................................................67
Ordering Jobs Display by Column Heading .....................................................................................68

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 Job Details .....................................................................................................................................69
Downloading Jobs..........................................................................................................................70
Downloading Reports ....................................................................................................................70
3.14 Reports (Enhanced Reporting)....................................................................................... 71
Generating a New Report or Saving Report Settings as a Template ...............................................72
3.14.1.1 Report Start Date and End Date.................................................................................................. 73
3.14.1.2 Report Types ............................................................................................................................... 73
3.14.1.3 Report Filters .............................................................................................................................. 75
3.14.1.4 Categorised Job Side Counts ....................................................................................................... 76
Viewing and Deleting Report Templates ........................................................................................77
Modifying or Copying a Report Template ......................................................................................77
Generating a Report Using a Saved Template ................................................................................78
Adding a Report Schedule..............................................................................................................78
Managing Report Schedules ..........................................................................................................79
3.15 Environmental Impact ................................................................................................... 80
Calculating the Environmental Impact Data ...................................................................................80
Me and the Environment ...............................................................................................................80
3.16 Showing Statistics ......................................................................................................... 81
3.17 Localising Kayleigh ........................................................................................................ 82
Language and Currency Support in Kayleigh ..................................................................................82
How Kayleigh Calculates and Stores Currency Value ......................................................................84
Configuring Currency Display .........................................................................................................84
Hiding Currency Display on MFP ....................................................................................................85
Hiding Users Balance on MFP ........................................................................................................85
Using a Different Language ............................................................................................................85
Working with the Site Translation File ...........................................................................................87
3.17.7.1 Downloading the Site Translation File ........................................................................................ 87
3.17.7.2 Editing the Site Translation File .................................................................................................. 87
3.17.7.3 Saving the Site Translation File ................................................................................................... 89
3.17.7.4 Importing the Site Translation File .............................................................................................. 90
3.18 Kayleigh Configurations ................................................................................................ 91
General Settings ............................................................................................................................91
3.18.1.1 Page Size for Limits ..................................................................................................................... 91
3.18.1.2 Language Option & Set Currency ................................................................................................ 91
3.18.1.3 Enable Features on All Printers (Free Copy and Fishing Options) ............................................... 92
MFP Message Logging....................................................................................................................93
LDAP Settings ................................................................................................................................93
Kayleigh Configuration File ............................................................................................................94
PIN Exclusion List ...........................................................................................................................97
3.19 ACL Administration ....................................................................................................... 98

4 DATABASE BACKUP AND RESTORE ....................................................................... 99

4.1 Backing up the Kayleigh Database ................................................................................. 99
4.2 Restoring the Kayleigh Database ................................................................................... 99
4.3 Using a Windows Scheduled Task to Backup the Database Automatically .................... 100

5 USING A SHARP MFP WITH KAYLEIGH ................................................................ 102

5.1 MFP Job Limit ............................................................................................................. 102
5.2 Performing an MFP Job ............................................................................................... 105
Scan, Copy or Document Filing Jobs ............................................................................................... 105
Print Jobs ....................................................................................................................................... 106
Recovering Job Results after a Power Cut ...................................................................................... 107
Allowing Free MFP Jobs Bypassing the Kayleigh Authentication .................................................... 107

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 5.3 Using Kayleigh Pull Printing ......................................................................................... 108
Pull Printing with Finishing Options ............................................................................................... 110
Auto Logout after Fast Print & Delete ............................................................................................ 112
Kayleigh Pull Printing Configuration .............................................................................................. 113
5.4 Personal Mode vs. Client Mode ................................................................................... 115
5.5 Direct Printing in Kayleigh ........................................................................................... 117
Embedding Kayleigh Username and Password in the Printer Driver .............................................. 117
Embedding Account Number in the Printer Driver ......................................................................... 118
5.6 Direct Printing without Password with New Printer Drivers ......................................... 119
Configuring the Printer Driver to Insert Windows Login Name ...................................................... 119
Enabling Direct Printing without Password on an MFP in Kayleigh ................................................ 122
5.7 Self-managing User’s Account on MFP ........................................................................ 123
Viewing Account Balance .............................................................................................................. 123
Changing Password........................................................................................................................ 123
Registering a Card .......................................................................................................................... 123
Registering a PIN ........................................................................................................................... 124
5.7.4.1 User Set Their Own PIN ............................................................................................................... 124
5.7.4.2 System Generated PIN ................................................................................................................ 125
5.7.4.3 Unregistering a PIN ..................................................................................................................... 125
5.8 Low Balance Warning.................................................................................................. 126
5.9 Timeouts that affect Kayleigh...................................................................................... 127

6 KAYLEIGH LDAP INTEGRATION ......................................................................... 132

6.1 Introduction ............................................................................................................... 132
Quick Steps to Configure LDAP Settings ......................................................................................... 133
LDAP Authentication by Card ........................................................................................................ 135
Kayleigh User Authentication and LDAP ........................................................................................ 136
Summary of Kayleigh LDAP Features ............................................................................................. 136
6.2 Configuring LDAP Settings ........................................................................................... 137
LDAP Settings: Connection ............................................................................................................ 137
6.2.1.1 LDAP Bind Account...................................................................................................................... 138
Configuring TLS/SSL ....................................................................................................................... 139
6.2.2.1 Configuring TLS/SSL between the MFP and Kayleigh Server ...................................................... 139
6.2.2.2 Configuring TLS/SSL between the Kayleigh Server and the LDAP Server.................................... 140
6.2.2.3 Downloading SSL Certificate for the Microsoft Active Directory Server ..................................... 141
LDAP Settings: Authentication ....................................................................................................... 142
6.2.3.1 Authenticating Using DIGEST-MD5 in the Active Directory Server ............................................. 142
6.2.3.2 Login Name in Active Directory .................................................................................................. 143
6.2.3.3 SASL Settings ............................................................................................................................... 144
LDAP Settings: Group..................................................................................................................... 146
LDAP Settings: User ....................................................................................................................... 148
LDAP Settings: Sync (Active Directory only) ................................................................................... 151
LDAP Settings: Purge ..................................................................................................................... 153
Collecting Your Active Directory DNS Name, NT Domain Name and User Principal Name ............. 154

7 SINGLE SIGN-ON CAPABILITIES .......................................................................... 155

8 ANONYMOUS PRINTING .................................................................................. 156

9 MULTI-VENDOR PRINT (MVP)......................................................................... 158

9.1 Overview .................................................................................................................... 158
9.2 MVP Licensing ............................................................................................................ 159

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 9.3 MVP Job Monitoring ................................................................................................... 160
Comparing the Job Monitoring Options ......................................................................................... 161
Using Job Data from the Windows Spooler .................................................................................... 162
9.4 Quick Steps to Configure MVP Direct Printing .............................................................. 163
9.5 Quick Steps to Configure MVP Pull Printing ................................................................. 164
9.6 Installing and Configuring MVP Printer Drivers ............................................................ 165
Installing Printer Drivers ................................................................................................................ 165
Publishing Printer Drivers to End Users ......................................................................................... 166
Installing Printer Drivers for Pull Printing ...................................................................................... 167
9.7 MVP Pull Printing ........................................................................................................ 168
User Card Registration ................................................................................................................... 168
Configuring a Network Card Reader for MVP Pull Printing............................................................. 168
Unified Pull Printing ...................................................................................................................... 169
Batch Release of Pull Printing Jobs ................................................................................................ 169
9.8 Printing Multiple Copies of a Document via MIB .......................................................... 170
9.9 MVP Users & Files ....................................................................................................... 171
MVP Users ..................................................................................................................................... 171
MVP Print Files .............................................................................................................................. 171
9.10 MVP Known Problems ................................................................................................ 171

10 RULES BASED PRINTING (RBP) ......................................................................... 172

10.1 The Create Rule Form.................................................................................................. 174
Setting the Rule’s “if job name contains” and “if job name ends” Values .................................... 175
Setting the Rule’s “Apply if page count is on or above” Threshold Value ..................................... 175
Adding or Excluding Users, Departments and Printers from a Rule .............................................. 175
10.2 List of Print Rule Conditions ........................................................................................ 176
10.2.1.1 Setting the Alternative Printer List ........................................................................................... 178
10.3 The Modify Rule Form................................................................................................. 179
10.4 Print Rules Prompt/Confirmation at an MFP ............................................................... 179
Configuring Print Rules Notification at the admin level ............................................................... 181
User Configuration for the Print Rules Prompt Display ................................................................ 181
10.5 Printing Rules Report in Job Log .................................................................................. 182
10.6 Printing rules for MVP printers .................................................................................... 182

11 CARD READER CONFIGURATION ......................................................................... 183

11.1 What do card reader configurations do ....................................................................... 184
11.2 Creating card reader configurations ............................................................................ 185
How to obtain card data for testing ............................................................................................. 185
The configuration test process ..................................................................................................... 186
Saving, modifying and deleting configurations ............................................................................ 186
11.3 Applying card reader configurations ............................................................................ 187
11.4 Card reader configuration options in the update printer screen ................................... 188
11.5 Card reader configuration options in the update MVP printer screen........................... 189

12 PAYPAL ...................................................................................................... 190

12.1 Configuring Kayleigh to allow PayPal ........................................................................... 190
New configurations ..................................................................................................................... 190
12.1.1.1 Kayleigh currency not supported by PayPal.............................................................................. 191
Editing existing configuration ...................................................................................................... 193

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 12.2 Viewing Balance Updates ............................................................................................ 194
12.3 Adding funds with PayPal............................................................................................ 195

13 KAYLEIGH SCANTOME.................................................................................... 196

13.1 Additional Scan Modes ............................................................................................... 198
ScanToMe Secure Scan ................................................................................................................ 198
ScanToMe Scan to text ................................................................................................................ 199
13.2 Configuring Kayleigh and MFPs to Use ScanToMe ........................................................ 200
Assigning ScanToMe licenses to MFPs ......................................................................................... 200
Configuring MFPs......................................................................................................................... 201
Configuring Scan to Email ............................................................................................................ 201
13.2.3.1 Scan to Email Via MFPs ............................................................................................................. 201
13.2.3.2 Scan to Email Via the Kayleigh Server ....................................................................................... 202
Configuring Scan to Folder ........................................................................................................... 202

14 KAYLEIGH LOG FILES....................................................................................... 205

15 TROUBLESHOOTING ....................................................................................... 206

15.1 Known Limitations ...................................................................................................... 206
 Page size used for calculating a job limit is not automatic. ........................................... 206
 Page overrun. ............................................................................................................. 206
 A SCAN TO HDD job is not subject to job limit check. ................................................... 206
 A SCAN job will continue to complete if the user reaches the limit in the middle of the
scanning. ............................................................................................................................. 206
 Jobs submitted after a suspended job are left pending in the job queue. ..................... 206
 No XML special characters in MFP’s machine name and machine location ................... 207
15.2 Pull printing from Mac and Windows Active Directory issue ........................................ 208
Map print jobs to their owners using the DisplayNameToLoginMapping option ......................... 208
Enable Unified Pull Printing and use an MVP printer for Mac printing ......................................... 209
15.3 Frequently Asked Questions........................................................................................ 212
 Change a registered MFP after reaching the maximum number of MFPs allowed by the
license. ................................................................................................................................ 212
 I have a valid license, but Kayleigh Admin application complains that my license is
invalid. ................................................................................................................................ 212
 Try to reprint a job from Document Filing / File Retrieve, but no file is printed and no error
message is displayed. .......................................................................................................... 212
 Print a file, but no file is printed. ................................................................................. 212
 Job count for A3 print/copy/scan job is twice of the actual count or half of the actual
count. .................................................................................................................................. 212
 How to resume a job after it is suspended due to user’s limit is reached? .................... 213
15.4 MFP Error Messages ................................................................................................... 214
15.5 Troubleshooting ......................................................................................................... 215
 MFP cannot access the accounting server. ................................................................... 215
 After login to Kayleigh in MFP, MFP hangs in authorizing. ........................................... 215

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Index of Diagrams

Diagram 1: Kayleigh System Overview ............................................................................... 3

Diagram 2: Kayleigh Admin Application Interface .............................................................. 8
Diagram 3: Access Kayleigh Functionality Using the Left Navigation Bar .......................... 9
Diagram 4: Smart Search Box............................................................................................ 14
Diagram 5: Smart Search Box with Narrowed Results...................................................... 14
Diagram 6: Cost Profile Listings Page ................................................................................ 17
Diagram 7: Add a Department .......................................................................................... 18
Diagram 8: Department Search Results ............................................................................ 19
Diagram 9: Modify Department ........................................................................................ 20
Diagram 10: Configure Department's Printer Options .................................................... 21
Diagram 11: Configure Department's Printer List ............................................................ 21
Diagram 12: Configure the Department's Auto Balance Reset Settings .......................... 22
Diagram 13 Configure the Department's Account By Department Setting ..................... 23
Diagram 14: Show Department Users and Inherit Department Settings ......................... 24
Diagram 15: Add a User .................................................................................................... 25
Diagram 16: Confirmation of Adding a User ..................................................................... 26
Diagram 17: User's Printer List: Inherited......................................................................... 27
Diagram 18: Override Printer List at the User Level ......................................................... 28
Diagram 19: Modify User and Re-inherit the Department's Settings .............................. 29
Diagram 20: User Search Results ...................................................................................... 31
Diagram 21: Modify User and Unregister Card ................................................................ 32
Diagram 22: Move Users to a Different Department ....................................................... 33
Diagram 23: Deleted Users Log......................................................................................... 34
Diagram 24: Importing/Exporting Departments & Users ................................................. 35
Diagram 25: Use OpenOffice.org -- Open the File ............................................................ 36
Diagram 26: Use OpenOffice.org -- Text Import Dialog.................................................... 37
Diagram 27: Use OpenOffice.org – Column options ........................................................ 37
Diagram 28: Use OpenOffice.org -- Format Cells.............................................................. 38
Diagram 29: User/Department Import File Format .......................................................... 42
Diagram 30: Kayleigh Client Billing Settings Options: General ......................................... 45
Diagram 31: Add a Client .................................................................................................. 46
Diagram 32: Client Search Results .................................................................................... 47
Diagram 33: Modify Client ................................................................................................ 48
Diagram 34: Show Client Matters ..................................................................................... 49
Diagram 35: Add a Matter ................................................................................................ 50
Diagram 36: Matter Search Results .................................................................................. 51
Diagram 37: Modify Matter .............................................................................................. 52
Diagram 38: Show Matter Users ....................................................................................... 53
Diagram 39: Kayleigh Client Invoice: Current Invoice....................................................... 54
Diagram 40: Kayleigh Client Invoice: Previous Invoices ................................................... 56
Diagram 41: A Snapshot of the Job History Page ............................................................. 57
Diagram 42: Importing/Exporting Clients/Matters .......................................................... 58
Diagram 43: Client/Matter Import File Format ................................................................ 59
Diagram 44: Manage Printers in the Printer List Page ....................................................... 63
Diagram 45: Update User’s Balance ................................................................................. 65
Diagram 46: Update Department Balance ........................................................................ 66
Diagram 47: A Snapshot of the Job History Page ............................................................. 67
Diagram 48: Job Details Page Explained ........................................................................... 69

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Diagram 49: Environmental Graphs.................................................................................. 80
Diagram 50: Languages Supported in Kayleigh ................................................................ 82
Diagram 51: A Snapshot of the Site Translations Page ..................................................... 87
Diagram 52: Kayleigh Configuration Options -- General .................................................. 91
Diagram 53: Kayleigh Configuration Options -- Logging ................................................... 93
Diagram 54: PIN exclusion list........................................................................................... 97
Diagram 55: A Sample ACL Administration Page .............................................................. 98
Diagram 56: User's Home Screen On MFP ..................................................................... 108
Diagram 57: Kayleigh Pull Printing: Show Detailed File List on MFP .............................. 109
Diagram 58: LDAP Settings: Connection ......................................................................... 137
Diagram 59: LDAP Settings: Authentication ................................................................... 142
Diagram 60: LDAP Settings: Group ................................................................................. 146
Diagram 61: Auto-create a Kayleigh Department for LDAP user group ......................... 147
Diagram 62: LDAP Settings: User .................................................................................... 148
Diagram 63: Auto-create a Kayleigh User for an LDAP User .......................................... 149
Diagram 64: LDAP Settings: Sync .................................................................................... 151
Diagram 65: LDAP OU selection dialog. .......................................................................... 151
Diagram 66: LDAP sync log details. ................................................................................. 152
Diagram 67: LDAP Settings: Purge .................................................................................. 153
Diagram 68: Print rules main page. ................................................................................ 172
Diagram 69: Create print rule form ................................................................................ 174
Diagram 70: Add a user or printer to a print rule. .......................................................... 176
Diagram 71: Card reader configuration screen .............................................................. 183
Diagram 72: Card reader configuration assignment screen ........................................... 187
Diagram 73: Card reader configuration assignment in the update printer screen ........ 188
Diagram 74: Card reader configuration assignment in the update MVP printer screen 189
Diagram 75: PayPal Settings ........................................................................................... 190
Diagram 76: Unsupported currency ............................................................................... 192
Diagram 77: Edit Paypal Settings .................................................................................... 193
Diagram 78: Balance History page .................................................................................. 194

Index of Tables

Table 1: MFP Auto-Registration Default Values ............................................................... 64

Table 2: MFP Job Types ..................................................................................................... 68
Table 3: Job Status ............................................................................................................ 68
Table 4: Currencies Supported in Kayleigh ....................................................................... 83
Table 5: Kayleigh Configuration Settings in kayleigh.config ............................................. 96
Table 6: Different Ways of Performing Print Jobs in Kayleigh ........................................ 106
Table 7: Kayleigh Pull Printing Configurable Settings .................................................... 113
Table 8: MFP Model List Supported by the New CR3/CR3.5 Printer Driver ................... 121
Table 9: Kayleigh User Authentication and LDAP ........................................................... 136
Table 10: Summary of Kayleigh LDAP Features .............................................................. 136
Table 11: SASL Quality of Protection .............................................................................. 144
Table 12: Allowed Combinations of SSL and SASL Settings ............................................ 145
Table 13: Comparing MVP Job Monitoring Options ....................................................... 161
Table 14: Card reader configuration examples .............................................................. 184
Table 15: Reserved XML Special Characters ................................................................... 207

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1 Introduction
Job Accounting II (MX-SW310/MX-SW311/MX-SW3121), also known as Kayleigh, is an entry-level
external authority and accounting application for Sharp Multi-Function Peripherals (MFPs) that uses
Sharp OSA technology. It can be easily configured and ready to use with Sharp MFPs.

Kayleigh allows you to:

 Restrict the MFP usage to only authorized users.

 Control a user’s access to different MFP features, for example allow or disallow colour copying.

 Track and record all jobs performed per user per MFP.

 Track and record jobs performed on behalf of a client.

 Set up cost profiles based on job type, paper size and paper type.

 Set up weekly, monthly or quarterly auto balance updates for users.

 Manage large amount of users via user inheritance. Users inherit the department’s profile of
access rights and cost settings by default with the option to override at the user level.

 Restrict the MFP usage within the available balance of a user’s account.

 Use a web-based administration tool to manage the accounting application.

 Have built in site translation to localise Kayleigh to your own language2.

 Auto-detect and manage the new MFP features (printer options) from new MFP models.

 Integrate with an LDAP server and use the LDAP server to control user’s access to MFPs.

 Use a smart search interface with auto-suggestion to quickly locate a user or department with
minimal typing.

 Support TLS/SSL for secure communication.

1 MX-SW310 is the product code for Job Accounting II, MX-SW311 is the product code for the Pull Printing Option, and MX_SW312 is
the product code for the Client Billing Option.

2 Language and currency that are not available in the Kayleigh built-in list can be added upon user’s request.

1
1.1 System Overview
Kayleigh is to be used with Sharp MFPs that support Sharp Open Systems Architecture (OSA). All modern
Sharp MFPs have built-in OSA support. An AMX3 (EAM) key, which may need to be purchased
separately, is required to enable the OSA features used by Kayleigh.

The Kayleigh solution consists of the following elements:

 A Kayleigh server that runs on a Windows system, which consists of the Java application server,
the PostgreSQL database and the Apache web server. The Kayleigh server communicates with
the MFPs using the web service technology built into OSA.

 A web-based Kayleigh Admin application to manage the accounting application.

 A SimplifyPrint spooler for pull printing. This part is optional and is only enabled if you purchase
the appropriate licence.

Once Kayleigh is configured as an MFP’s external authority and accounting server, after rebooting the
MFP, the following will happen:

 The Kayleigh login screen will be displayed on the MFP touch panel.

 When a user tries to login to the MFP, the MFP will send the user’s login information to the
Kayleigh server for authentication. Once authenticated, the MFP will be enabled for the user to
use.

 When the user tries to access an MFP feature such as performing a COPY job, the MFP will check
with the Kayleigh server: (a) If the user is authorized to access the MFP feature. If not, the job will
not be executed. (b) If the user has enough credit to complete the job. The job will be paused
when the user’s credit runs out and can be resumed when there is more credit in the user’s
account.

 When an MFP job is completed, the MFP will send the job details to the Kayleigh server, which
will record the job, calculate the job cost and debit the user’s account accordingly.

2
A system overview is provided by the following diagram.

Diagram 1: Kayleigh System Overview

3
2 Getting Started

2.1 Kayleigh Installation Directory

Please note that we use <Kayleigh Installation Directory> to refer to the directory where Kayleigh is
installed.

The default Kayleigh installation directory is as follows:

32-bit Operating System: %ProgramFiles%\Kayleigh2\
64-bit Operating System: %ProgramFiles(x86)%\Kayleigh2\

Where %ProgramFiles% and %ProgramFiles(x86)% are Windows environment variables and should
be replaced by their actual values.

For example, in a 32-bit Spanish Windows operating system, the value of the Windows environment
variable %ProgramFiles% is C:\Archivos de programa\, therefore the default Kayleigh installation
directory will be:

C:\Archivos de programa\Kayleigh2\

Please also note that during the Kayleigh installation, a user can choose a different installation directory
other than the default one.

2.2 Getting Started

To get started, we need to set up the following:

1. Configure the MFP(s) to use Kayleigh as its external accounting and authority server.

2. Set up user accounts in the Kayleigh Admin application for each user who needs to access the
Kayleigh controlled MFPs.

Kayleigh is designed to minimise the configuration steps required for a user to be able to start to use a
Kayleigh controlled MFP. This means:

1. An MFP that is configured to use Kayleigh as its external authority and accounting server will
automatically register itself in the Kayleigh application upon the MFP reboot.

2. When adding a department in the Kayleigh Admin application, the department will by default
have access to all the MFPs registered in Kayleigh and all the printer options (except for system
settings).

3. When adding a user, the user will by default inherit their department’s access right to printers
and MFP features, as well as the department’s cost profile.

4. Large amounts of users can be imported from a tab delimited text file which can be processed
using a spreadsheet that supports UTF-8 encoding.

5. Once the user account is set up, the user can login to any Kayleigh controlled MFP to register a
card for their account and modify their password.

4
This section will show you how to configure an MFP to use Kayleigh and how to use the Kayleigh Admin
application to set up user accounts.

NOTE

Before using the Kayleigh accounting application, please ensure all the servers that the Kayleigh
application requires are started.

If installed correctly, all the required servers will be started automatically as Windows services:

1. PostgreSQL database server – KayleighPostgresServer

2. Glassfish Java application server -- KayleighJavaServer

3. Apache web server – KayleighApacheServer

4. SimplifyPrint Spooler – KayleighSPSpooler.

5
2.3 Configuring an MFP to Use Kayleigh
This information is also available in the Kayleigh Installation Guide.

NOTE

For a Sharp MFP to use Kayleigh as the external authority and accounting application it must have
OSA 3.5 or above enabled.

Go to the MFP administration web page.

Navigate to Application Settings | External Application Settings | External Accounting Application Settings

Enable and configure the external accounting as follows:

External Account Control:

Enable

Enable Authentication by External Server:

Checked

Application Name:
Kayleigh

Address for Application UI:

http://<Kayleigh server IP address>:<Java server port
number>/Kayleigh/login.jsp

Address for Web Service:

http://<Kayleigh server IP address>:<Java server port
number>/Kayleigh/KayleighWS

Please replace <Kayleigh server IP address> with the actual IP address of the Kayleigh server, and
replace <Java server port number> with the actual port number. By default this is 58080. You can
obtain the port number in KayleighConfig.txt in the <Kayleigh Installation Directory>.

NOTE

If the MFPs need to connect to the Kayleigh server through a firewall, you need to make sure that
the Kayleigh Java server port is allowed in the firewall configuration.

After rebooting the MFP, the MFP touch panel will display the Kayleigh login screen which requires the
users to login to access the MFP functions. The MFP will auto register itself in the Kayleigh application. If
you have reached the maximum MFPs allowed by your license, an error message will be displayed on the
MFP touch panel instead.

6
2.4 Starting the Kayleigh Admin Application
In order for an end user to access a Kayleigh controlled MFP, the administrator must create a Kayleigh
user account for the user via the Kayleigh Admin application.

The home page for the Kayleigh Admin application is:

http://<Kayleigh server IP address>:<Apache server port number>/Kayleigh

or if you access the Kayleigh Admin application within the Kayleigh server:
http://localhost:<Apache server port number>/Kayleigh

Please replace <Kayleigh server IP address> with the actual IP address of the Kayleigh server, and
replace <Apache server port number> with the actual port number. By default this is 50080. You can
obtain the port number in the file KayleighConfig.txt in the <Kayleigh Installation Directory>.

NOTE

If you need to access the Kayleigh Admin application through a firewall, please make sure the Apache
server port number is allowed in the firewall configuration.

The default administrator account is:

Username: admin
Password: admin

NOTE

We recommend you change the password for the admin user as soon as you login.

7
The following is a snapshot of the Kayleigh Admin application with annotations to explain how to use the
interface.

Use the dropdown language

list to change the display
language for the current
Use the left
[Click] here to sign out. browser session.
navigation bar to
access all
Kayleigh’s Current logged in user
functionality

The current
selected
function is
highlighted in
Red colour.

The page content displayed corresponds to the selected

Kayleigh function in the left navigation bar, e.g. Printers.

Diagram 2: Kayleigh Admin Application Interface

8
The left navigation bar provides a quick access to all the Kayleigh administration functionality. Main
Kayleigh functions that are accessible via the left navigation bar are illustrated by the diagram below.

Home page of the logged in user Show job history

 For the admin user: the option to change  View job history and job details
the default password.  Refine jobs displayed using filters
 For other users: show the login user’s most  Download jobs to a tab delimited CSV
recent jobs  Download user, department and printer usage
reports to a tab delimited CSV
Show MFP usage statistics.
Manage user accounts
 Search and update a user’s account, inherit or
Manage departments
override the department’s settings.
 Search and update a department’s profile
 Add and configure a new user account
including access right, cost settings and
 Search and hide/unhide users
auto balance update
 Move users between departments
 Add and configure a new department
 Export/import users to/from a tab delimited
 Search and hide/unhide departments
text file.
 Search and show department users
Client Billing
Manage printers (MFPs)
 Search and modify clients and matters.
 Show all printers
 Add and configure new clients and matters.
 Update existing printers
 Assign users to matters.
 Add a new printer.
 Search and hide/unhide clients.
 Hide/unhide printers
Manage cost profiles
Manage users’ balance  Show all cost profiles
 Search users, view and top up their balance.  Update existing cost profiles.
 Add a new cost profile
 Hide/unhide cost profiles
Configuration
 Configure page size limit, language and Site translation
currency settings  Translate Kayleigh to a different language
 Enable/disable message logging between
the Kayleigh server and selected MFPs. Licensing
 View the Kayleigh License information  View licenses
 Configure LDAP settings  Assign licenses options to MFPs
 Load licenses to Kayleigh
Manage new ACL settings  View Kayleigh license request code
 Only enabled when new ACL settings
(printer options) are detected
 Move new ACL settings to the Printer
Options Page

Diagram 3: Access Kayleigh Functionality Using the Left Navigation Bar

NOTE

In the Kayleigh Admin application, the notion of Printer is the same as MFP.

The notion of ACL refers to Access Control List which defines the MFP features a user is allowed to
access.

9
2.5 Quick Steps to Set up User Accounts to Use Kayleigh
This section will guide you through the essential steps that need to be completed in the Kayleigh Admin
application before a user can use a Kayleigh controlled MFP.

If you plan to integrate Kayleigh with an LDAP server and use the LDAP server to control the user’s access
to MFPs, please go to the section Kayleigh LDAP Integration on page 132. Otherwise please continue in
this section.

The Kayleigh administrator logins to the Kayleigh Admin application using the default admin account, or
a Kayleigh account with the Admin access right.

1. Set up cost profiles. [Click] Cost Profiles in the left navigation menu, this will bring you to the
Cost Profile Listings page. Create your cost profiles as needed. Please refer to the section
Managing Cost Profiles on page 16 for more information about how to add a cost profile

2. Add a department. [Click] Departments in the left navigation menu, this will bring you to the
Search Departments page. [Click] the Add Department link at the top to add the department(s).

Make sure you choose the correct cost profile for the department.

By default, the new department will have access to all printer options (except for system
settings) and all the MFPs registered. You can change the default Access to all setting and
configure your own printer options and printer list for the department.

Later when you add users to a department, the users will by default inherit the department
settings of cost profile, printer options, printer list, unlimited jobs (default to No) and Auto
Balance Update (default to No). This is the recommended way to manage users.

For more information, please refer to the section User Inheritance of Department Settings
on page 12.

3. Add a user. [Click] Users in the left navigation menu, this will bring you to the Search Users
page.

[Click] the Add User link at the top to add a new user. Make sure you have selected the
correct department for the user. By default, the user will inherit the department settings, but
you can override the department settings after the user is added.

The balance available to a user to perform an MFP job is calculated as (Current Balance –
Minimum Balance).

Please make a note of the user’s username and password as the user will need this to login
to the Kayleigh controlled MFP later.

For more information about how to add a user, please refer to the section Adding a User on
page 25.

10
The user account is now set up and the user can login to the Kayleigh controlled MFP via the MFP touch
panel using the username and password as registered in the Kayleigh application.

NOTE

A user can change their own password after logging in to a Kayleigh controlled MFP.

2.6 Card Support

Kayleigh supports authentication using card readers that can connect to a USB port and emulate the card
input as keystrokes in the MFP supported format3. Users can register their card in any Kayleigh controlled
MFP that is connected to a card reader. To register a card, a user must first authenticate to the MFP
using their Kayleigh user name and password. After logging in, the user can then press the Register Card
button to register their card.

After a user successfully registers their card, they can start logging in to the Kayleigh controlled MFPs
using their card.

Kayleigh also supports MFPs that have the feature “Use IC Card for Authentication” enabled. Please refer
to the section Using IC Card for Authentication in the Kayleigh Installation Guide for more details.

2.7 PIN Login

Kayleigh supports authentication using a simple numeric PIN, e.g. 3211. A user PIN can be self-registered
or system generated. If PIN login is enabled, a number pad will be displayed on the Kayleigh MFP login
screen for the user to login with a PIN.

In the kayleigh.config file:

 Set EnablePINLogin to true to enable PIN login. By default, PIN login is disabled.

 Use MinPINLength to set the minimum length of a user PIN. By default, it is set to 4.

 Set SystemGeneratedPIN to true if to ask Kayleigh to generate PINs for users. By default this is set
to false, i.e. a user sets their own PIN.

For more details about how a user registers a PIN, please refer to the section Registering a PIN on page
124.

Kayleigh also allows an administrator to setup a PIN exclusion list, which will stop users from registering
or using specific PINs, see the section PIN Exclusion List for more details.

3 Please contact your Sharp dealer for the list of compatible card readers that can work with your MFP models.

11
3 Using the Kayleigh Admin Application

3.1 User Inheritance of Department Settings

Before we add a department or a user in Kayleigh, it is important to understand how users inherit the
department settings.

There are five settings that a user can inherit from a department:

1. Printer options or Access Control List (ACL)

2. Printer list

3. Cost profile

4. Unlimited jobs.

5. Auto balance update.

By default, a user will automatically inherit these settings from their department so that you don’t have
to configure these settings for every user.

You can override and re-inherit one or more of the above settings at the user level. Please refer to the
section Overriding the Department’s Settings on page 27 for more details.

All of the above settings are department specific, or user specific if they are overridden at the user
level.

Printer Options

The printer options, or Access Control List (ACL) defines what MFP features on the MFP a user is allowed
to access.

The list of MFP features varies by MFP models. Kayleigh keeps a master list of MFP features. If new
features of an MFP model that are not in the original master list are detected, Kayleigh allows you to
move the new features into the master list. Please refer to the section ACL Administration on page 97
for more details.

The ACL settings are divided into the following MFP feature groups:
 COMMON: settings that relate directly to duplex mode and page finishing such as staple and punch.

 COPY: settings that relate to all copy options including colour-mode and store-mode.

 DOC-FILING-PRINT: settings that relate to all document filing options including colour-mode and store-
mode.
 IMAGE-SEND: settings that relate to all image-send options, specifically controlling access to different
destination locations, also included are options relating to colour-mode and store-mode.
 PRINT: settings that relate to all print options including colour-mode and store-mode.

 SCAN-TO-HDD: settings that relate to all scan to hard disk drive options including colour-mode and
store-mode.

12
 SETTINGS: settings that relate to all additional, non job specific settings. These settings offer the user
advanced control over the use of the MFP by the user.
 SHARP OSA: settings that relate to OSA application access and availability.

NOTE

The printer options configured for a department or a user apply to all MFPs.

Printer List

The printer list defines which printers (MFPs) that a user is allowed to access.

If a user is not allowed to access an MFP, after the user logs in to the MFP, the following error
message will be displayed on the MFP touch panel:
Error: cannot login. You are not authorized to access the MFP.

Cost Profile

Cost profile defines the prices for the job units and is used to calculate a user’s MFP job cost. For more
information please refer to the section Managing Cost Profiles on page 16.

Unlimited Jobs

When a user is allowed unlimited jobs, the user’s jobs will be performed regardless of the user’s balance
even when it is negative. However, the job is still subject to the control of printer options, and the job
cost is still calculated and deducted from the user’s current balance.

Auto Balance Update

When auto balance update is enabled, the user’s balance or the department’s balance if Account By
Department is turned on will be updated on the scheduled date. Auto-update can be weekly, monthly or
quarterly. Quarterly intervals are January, April, July and October. A scheduler will be run by the
KayleighJavaServer Windows service at 2:00am local time every night to perform the auto balance
update task.

13
3.2 Using the Smart Search Box
The smart search box is used by the Search Departments, Search Users, Update User Balance, Job History,
and Job Statistics pages.

The smart search box allows you to search a user or a department by name. While you are typing a user
or a department name to be searched, the search box will use whatever you have typed to narrow the
results on the fly and bring a list of results that you can choose from into a drop down list. This will
enable you to locate a user by just typing the first 2-3 letters in the majority of cases. As you start to type
a user name, it will suggest the top 6 matches and allow you to select a match.

For example, when you start to type a in the search box, the first 6 users whose name starts with letter a
are suggested. Please see the diagram below:

Diagram 4: Smart Search Box

Continue to type y, the users whose names start with ay are suggested. You can choose a specific user
from the drop down list of suggestions, or just [Click] the Search button to return all the users whose
names starts with ay.

Diagram 5: Smart Search Box with Narrowed Results

To search a user, please type the user name in the order: <First Name> <Last Name>. For example if a
user’s first name is Tom and last name is Smith, type the user name in the order Tom Smith.

The search box is case-insensitive and supports accented characters.

14
3.3 Deleting a Department, a User, an MFP or a Cost Profile
You cannot permanently delete a department, a user, an MFP or a cost profile. Instead you can hide
them, or for Users you can apply a ‘delete’ action to them which scrambles their personal details.

When you hide an entity, say a user, Kayleigh will treat the user as if they don’t exist.

You can view and unhide hidden departments, users, MFPs and cost profiles in Kayleigh.

Rules of Hiding and Un-hiding

Cost Profile
 You can only hide a cost profile if it is not referenced by any unhidden (active) users and
departments.
 Un-hiding a cost profile will have no effect on users and departments.
Department
 Hiding a department will automatically hide all the users of the department.
 Un-hiding a department will automatically unhide all the users of the department, and any cost
profiles associated with the department or the users.
User
 Hiding a user will only hide the user and has no effect on the user’s department and cost profile.
 Un-hiding a user will automatically unhide the user’s department and any cost profiles associated
with the user or the department.
MFP
 You can hide and unhide an MFP any time without affecting other Kayleigh entities.
 If an MFP is hidden in Kayleigh and if the MFP is still configured to use Kayleigh as its external
authority and accounting server, an error message will be displayed on the MFP touch panel:
This MFP is hidden in Kayleigh. Please unhide the MFP first.

Client
 Hiding a client will automatically hide all the matters of the client.
 Un-hiding a client will automatically unhide all the matters of the client, and any cost profiles
associated with the client or the matters.
Matter
 Hiding a matter will only hide the matter and has no effect on the client and cost profile.
 Un-hiding a matter will automatically unhide the matter’s client and any cost profiles associated
with the matter or client.

15
3.4 Managing Cost Profiles
A cost profile is required by a department and will be inherited by the department users by default. This
section shows you how to add a new cost profile or update an existing cost profile.

Kayleigh currently supports:

 Paper types: plain, non-plain.

 Paper size: A3, A4, A5, Letter, Legal, Ledger, B4, B5.

 Job types: print, copy, scan.

 Colour modes: colour, mono.

 Finishing modes: stapled, punched.

A cost profile correlates a paper type and format with a job type and colour mode:

 The unit paper cost for different size and different type of papers, e.g. A4 plain paper and A5
non-plain paper.

o If an MFP job uses a different paper size other than the supported, Kayleigh will use A4 to
calculate the job cost and mark the job cost as estimated.

 The unit job cost for different paper size and colour mode. E.g. A4 colour copy, A5 mono print,
and A3 colour scan.

 Other/finishing costs.

In Kayleigh, a job cost consists of the paper part of the cost, the job part of the cost and other costs if
they exist.

Each department is assigned a cost profile. Users can either inherit their department’s cost profile or
have their own cost profiles at the user level. A user’s cost profile is used to calculate the final cost of the
MFP jobs performed by the user.

Please refer to the section Rules of Hiding and Un-hiding on page 15 for more information about the
rules to hide and unhide a cost profile.

If you are unsure about the exact values for your cost profile, simply enter an estimated value, you can
come back at any time to update the values for an existing cost profile. The easiest way to achieve this is
to copy the Default Profile and create a new profile under a new name, editing it at a later stage.

16
[Click] Cost Profiles in the left navigation menu, this will bring you to the Cost Profile Listings page.
Please see the diagram below:

Show hidden cost

profiles in the list Hide hidden cost
below profiles in the list
below Click here to
update an existing
cost profile
Click here to
hide the cost
profile

Click here to
unhide the cost
profile Enter a cost value here
will automatically fill the
same value for the whole
column.

Diagram 6: Cost Profile Listings Page

[Click] Add Cost Profile to create your own cost profile. The cost profile name is case insensitive and
must be unique.

You have the option to create a new cost profile by copying the values of an existing cost profile. Kayleigh
also comes with a Default Profile that you can use.

17
3.5 Managing Departments
Adding a Department
[Click] Departments in the left navigation menu, this will bring you to the Search Departments page.

[Click] the Add Department link at the top to add a department. Please see the diagram below.

Click here to add a new

department. The department name
should be unique and
case insensitive

Make sure you select

the correct profile for
the department.

Scan To Folder destination.

By default, the new department

will have access to:
 all printer options except for
the system settings
 all MFPs
 unlimited jobs disabled
 auto balance update off
 account by department off
You can change these settings
Diagram 7: Add a Department after the department is added.

18
 Searching Departments
[Click] Departments in the left navigation menu, this will bring you to the Search Departments page. Enter
the department name you want to search in the smart search box. For more information about how to
use the smart search box, please refer to the section Using the Smart Search Box on page 14.

To search for all departments, enter * in the search box.

The list of the departments that match the search criteria will be returned as illustrated by the following
diagram:

Enter the department

name to search for
here or * for all
departments

Tick to show hidden

departments in the
search result

Click the department‘s

<Name> link to update
the department profile.

Click Show users link to

show all the users of
the department

Hide the selected

departments. All users of Unhide the selected departments. All
the departments will also users of the departments will also be
be hidden. unhidden.

Diagram 8: Department Search Results

19
 Modifying Existing Departments
Search for the department to be updated as detailed in the section Searching Departments on page 19.

[Click] the department’s <Name> link (under the Department column) in the search result (see Diagram 8:
Department Search Results on page 19), this will bring you to the Modify Department page. Please see the
diagram below:

Click here to configure the Click here to customise the list of printers
department’s printer options (ACL that the department is allowed to access.
settings) By default, the department is allowed to
access all MFPs registered in Kayleigh,
including MFPs that may be registered in
the future.

If Unlimited Jobs is set to Yes, then all users

who inherit this setting will be allowed
unlimited jobs regardless of their balance.
But the users are still subject to the ACL
control.

If Auto Balance Update is set to On, then all

users who inherit this setting will have their
balance reset on the scheduled date.

Diagram 9: Modify Department If Account By Department is on, then all the users belonging
to the department will share the credit amount assigned to
this department, rather than using their own individual
credit balances.

Importing Departments
Please refer to the section Importing /Exporting Users and Departments on page 35.

20
 Configuring a Department’s Printer Options
From the Modify Department page, click the Configure … link for the Printer Options. This will bring you to
the Printer Options page. Please see the diagram below:

Allow the department Disallow the department to access all

to access all MFP MFP features in all tabs
features in all tabs

Allow the department The tab name is Each tab contains a

to access all MFP highlighted in red group of ACL
features in the colour indicates this settings relating to
Disallow the is the current active
current active tab. a main MFP feature
department to printer option tab.
access all MFP
 Check to allow access features in the
to this particular current active tab
feature
 Uncheck to disallow
access to this
` [Click] the Submit button to make your
particular feature
changes effective

Diagram 10: Configure Department's Printer Options

NOTE

Regarding printer options, when there is a confliction between the settings of a parent feature and a
sub feature, for example "a sub feature is turned on while its parent feature is turned off", the
setting of the sub feature will take priority.

To completely turn off an MFP feature, e.g. COPY, we recommend the customer to turn off the
parent feature as well as all its sub features.

Configuring a Department’s Printer List

From the Modify Department page, click the Configure … link for the Printer List. This will bring you to the
Department Printer List page. Please see the diagram below:

Printers that the Printers that are available,

department is but currently do not allow
allowed to access. the department to access.

Move the selected printers in

Move the selected
the left box to the right
printers in the
Move all the printers in the right box to the
left box to the right left
Move all the
printers in the
right box to the
left

Click here to create the printer list for the

department to access

Diagram 11: Configure Department's Printer List

21
 Configuring a Department’s Auto Balance Reset Settings
From the Modify Department page, click the On radio button for Auto Balance Reset to show auto balance
reset options. Please see the diagram below:

Turn on the auto balance reset for the

department. The Java server will check and do the
balance update, if one is scheduled, every night at
2:00am.

The balance of all the users in the department, if

the setting is not overridden at the user level, will
be reset to these amounts. Monochrome and
colour amounts only apply when account by pages
is used.

Schedule the auto balance reset to run weekly,

monthly or quarterly. Quarterly intervals
are: January, April, July and October.

Diagram 12: Configure the Department's Auto Balance Reset Settings

If the Account by Department option is on, the Auto Balance Reset will reset each user’s balance in the
department. If the Account By Department option is off, the Auto Balance Reset will reset the department’s
balance.

Balance updates, including the auto-balance resets are logged. Please refer to the section User Balance
Update Log Files on page 65 for more details.

22
 Configuring a Department’s Account By Department Settings
From the Modify Department page, click the On radio button for Account By Department to allow job cost to
be accountable to the department rather than the individual users within the department. Please see the
diagram below:

Turn on the account by department option

for the department to allow a balance to be
assigned to the department.

If account by pages is not enabled, the monetary

balance is used.

Current balance for the department to be

shared amongst all the users belonging to
the department.

If account by pages is enabled, the colour and

monochrome balances are used instead of the
monetary balance.

Current balance for the department to be shared

amongst all the users belonging to the
department.

Diagram 13 Configure the Department's Account By Department Setting

The Account By Department option is a per department setting meaning some departments could have it
enabled and some disabled. When the setting is turned on the job limit for all users in the department is
determined by the available department balance and the job costs are debited from this balance. Please
note that the job cost is only debited from the department balance when the job is completed, this
means that if two users start their job simultaneously, the same department balance can be used to
calculate their job limit and this may result a negative department balance.

Once the Account By Department option is turned on the Auto Balance Reset option relates to the
department balance and not the balance of the users within the department; this in turn means users in
the department cannot override the setting on the users page.

23
The account by department feature only affects the credit available for jobs for users in the department;
it does not affect other inheritable options such “cost profile”, “printer options” and “unlimited jobs”.

When the Account By Department option is on the “unlimited jobs” option now applies to the department
balance and not the balance of the users in the department. The department balance is debited for each
job as before but there is no job limit check and the balance can become negative as a result.

If the Account By Department option is on, when a user logs into a Kayleigh controlled MFP, they will see
the department's balance rather than their own balance.

Showing a Department’s Users

Search for the departments wanted as detailed in the section Searching Departments on page 19.

[Click] the department’s Show users link (under the Users column) in the search result (see Diagram 8:
Department Search Results on page 19), this will bring you to the Department Users page. Please see the
diagram below:

Click here to allow all users

of the department to inherit
all the department settings.

Click here to allow selected

users to inherit all the
department settings.

Diagram 14: Show Department Users and Inherit Department Settings

Hiding/Unhiding Departments
Search for the departments that you want to hide or unhide as detailed in the section Searching
Departments on page 19.

Select the desired departments in the search result (see Diagram 8: Department Search Results on page
19), and [Click] the Hide or Unhide button to hide or unhide departments. To unhide hidden
departments, you need to first tick the check box Include hidden departments in the search in order to
show the hidden departments in the search result.

Please refer to the section Rules of Hiding and Un-hiding on page 15 for more information about the
rules to hide and unhide a department.

24
3.6 Managing Users
Adding a User
[Click] Users in the left navigation menu, this will bring you to the Search Users page.

[Click] the Add User link at the top to add a user.

Login name to the Kayleigh

controlled MFPs and the Kayleigh
Admin application.
It is case insensitive. It must be
unique.

Select the department that the

user belongs to.

If Account by Pages is enabled,

the colour and monochrome
balances are used.
If Account by Pages is not
enabled, the monetary balance
is used.

If a user’s account is locked,

they cannot login to the MFPs or
to the Kayleigh Admin
application.

Diagram 15: Add a User

Choose the correct Access Level for the user. For most MFP end users, this should be Viewer. Please refer
to the section User Types and Access Levels on page 30 for more information.

NOTE

The user needs to know their username and password registered here in order to login to the
Kayleigh controlled MFPs or the Kayleigh Admin application.

25
After a user is added, the following Modify User page will be displayed. By default, the new user will
automatically inherit their department’s settings. If you want to override the department’s settings at
the user level, you can do so now, otherwise you don’t have to do anything. Please refer to the section
Overriding the Department’s Settings on page 27 for more information.

To add another user, [Click] the Add User link at the top.

Click here to create the

user’s own printer options
settings.

Click here to create the

user’s own accessible printer
list

Click here to assign user’s

own cost profile

Click here to set the user’s

own unlimited jobs setting

Click here to set the user’s

own auto balance reset

Click here to set the user’s

own Scan To Folder
destination.

Click here to inherit all the

department settings of
printer options, printer list,
cost profile, unlimited jobs
and auto balance reset.

Diagram 16: Confirmation of Adding a User

If you have reached the maximum users allowed by your license, you will not be able to add more
users unless you hide some existing users.

26
 Overriding the Department’s Settings
From the Modify User page, you can override the settings inherited from the department. Once
overridden, the settings that are set at the user level will take effect.

3.6.2.1 Overriding Printer Options

[Click] the Override link under the Printer Options section, this will bring you to the Printer Options page
for the user. Configuring printer options for a user is the same as for a department. Please refer to the
section Configuring a Department’s Printer Options on page 21 for more information about how to
work with printer options.

3.6.2.2 Overriding Printer List

[Click] the Override link under the Printer List section, this will bring you to the Printer List page for the
user with the inherited status.

If the printer list is inherited, you can only view the printers inherited. Please see the diagram below:

Click here to create the

user’s own printer list

Diagram 17: User's Printer List: Inherited

27
[Click] the button Create User’s Own Printer List to override the department’s settings. This will bring you
to the Printer List page for the user with the un-inherited status. Please see the diagram below:

MFPs that the MFPs that are available,

user is allowed to but currently do not allow
access. the user to access.

Move the selected

MFPs in the right
Move the selected MFPs box to the left one
in the left box to the
right one

Move all the MFPs

Move all the MFPs in
in the right box to
the left box to the right
the left one
one

Diagram 18: Override Printer List at the User Level

3.6.2.3 Overriding Cost Profile

[Click] the Override link under the Cost Profile section. The section will expand to allow you to choose a
cost profile for the user. Please see Diagram 19: Modify User and Re-inherit the Department's Settings
on page 29.

3.6.2.4 Overriding Unlimited Jobs

[Click] the Override link under the Unlimited Jobs section. The section will expand to allow you to set the
unlimited job to Yes or No for the user. Please see Diagram 19: Modify User and Re-inherit the
Department's Settings on page 29.

3.6.2.5 Overriding Auto Balance Reset

[Click] the Override link under the Auto Balance Reset section, this will display the auto balance
configuration options. Please refer to the section Configuring a Department’s Auto Balance Reset on
page 22 for more information about how to configure the auto balance update settings.

If the Account By Department option is turned on for the user’s department, then the Auto Balance Reset
will only apply to the department’s balance and cannot be overridden at the user level. This section will
display the text “Account By Department” instead.

28
3.6.2.6 Re-inheriting the Department’s Settings

Once a setting is overridden, the Re-Inherit link will be available under each setting’s section. For
example, you can click the Re-Inherit link under the section Printer Options to just re-inherit the
department’s printer options. Or you can click the button Inherit All Department Settings to re-inherit all
the settings. Please see the diagram below:

Diagram 19: Modify User and Re-inherit the Department's Settings

29
 User Types and Access Levels
Both MFP end users and Kayleigh administration users are registered here. An MFP end user refers to a
user who needs to use an MFP and perform different MFP jobs. A Kayleigh administration user refers to
a user who uses the Kayleigh Admin application to manage MFPs and user accounts. A user can be of
both types.

There are three user access levels in Kayleigh:

Access Level Description

An Admin user is a Kayleigh administration user.

They can access all functionality in the Kayleigh Admin application to manage application
settings, departments, user accounts, cost profiles, printers, view jobs and generate
reports etc.
Admin
An administration user can also be an MFP end user. As an MFP end user, their access to
the Kayleigh controlled MFPs is controlled by the printer options and the printer list
assigned to them, and their jobs are limited by account balance.

For MFP end users, we recommend you limit their administration access level to Viewer
only.
Viewer
A Viewer can log in to the Kayleigh Admin application and view their own job history, job
statistics, balance, balance history and environmental impact graphs.

A Balance Updater is a Viewer with the additional administrative right to top up or reduce a
user’s balance and view balance history of all users.
Balance Updater
A Balance Updater can also be an MFP end user.

You can set the correct user Access Level when add or modify a user profile. Please refer to the section
Adding a User on page 25 for more information.

Special Users
Special Users are built-in system users in the MFP. When certain MFP jobs are completed their account
may, under certain circumstances, appear under the name of a special user. For example the report of a
fax job may be reported under the special user name system. These users’ accounts cannot be
modified in the Kayleigh Admin application. The special users’ inclusion is to ensure that reporting and
statistical information can include jobs under the special users’ accounts.

User’s Account Balance

The balance available to a user to perform an MFP job is calculated as:
Current Balance – Minimum Balance

The Minimum Balance is introduced to mitigate the possible paper and cost overrun issue. For more
details, please refer to the section MFP Job Limit on page 102. By setting up a minimum balance, it
reduces the risk that the user’s balance turns negative when cost overrun occurs.

If account by pages is enabled, the monochrome and colour balances are used, discounting one unit
from the monochrome balance for each monochrome page side printed, scanned or copied. Likewise,
for the colour balance, 1 colour unit is deducted for each side copied, scanned or printed.

30
Every time when the user completes a job, the job cost will be debited from the user’s current balance
automatically.

If the user is allowed Unlimited Jobs, regardless of the user’s balance, the user will be treated as if they
have enough balance. The job cost will still be deducted from the user’s current balance as usual. As a
result, the user may have a negative balance.

If the Account By Department option is turned on for the user’s department, the department balance will be used to
calculate the user’s job limit and the job cost will be debited from the department balance.

Searching Users
[Click] Users in the left navigation menu, this will bring you to the Search Users page. Enter the user’s
name you want to search in the smart search box. Please refer to the section Using the Smart Search
Box on page 14 for more information.

User name should be entered in the order <First Name> <Last Name>.

To search for all users, enter * in the search box.

The list of the users that match the search criteria will be returned as illustrated by the following
diagram:

Enter the user name

in the order of <First
Name> <Last Name>.
Enter * to search for
all users

Tick to show hidden

users in the search
result

Click the user’s

<Name> link to update
the user’s profile.

Hide the selected

users

Show green tick only if

Unhide the selected users. Users’ none of the department’s
departments will also be unhidden. Cost Delete the selected settings is overridden.
profiles assigned to the users or to the users.
users’ departments will also be unhidden.

Diagram 20: User Search Results

31
 Modifying Existing Users
Search for the users to be updated as detailed in the section Searching Users on page 31.

[Click] the user’s <Name> link (under the User column) in the search result, this will bring you to the
Modify User page. Please see the diagram below:

Diagram 21: Modify User and Unregister Card

Update the user information, override or re-inherit the department’s settings as needed. For more
information about overriding the department’s settings, please refer to the section Overriding the
Department’s Settings on page 27.

[Click] the Unregister Card button to unregister the user’s card. If no card is registered with the user’s
account, Not Registered will be displayed for the card information.

32
 Hiding/Unhiding Users
Search for the users that you want to hide or unhide as detailed in the section Searching Users on page
31.

Select the desired users in the search result (see Diagram 20: User Search Results on page 31), and
[Click] the Hide or Unhide button to hide or unhide users. To unhide hidden users, you need to first tick
the check box Include hidden users in the search in order to show the hidden users in the search result.

Please refer to the section Rules of Hiding and Un-hiding on page 15 for more information about the
rules to hide and unhide a user.

Moving Users to a Different Department

You can move users from one or more departments to another department.

[Click] Users in the left navigation menu, this will bring you to the Search Users page.

[Click] the Move Users link at the top to add a user. This will bring you to the Move Users Page. Please see
the diagram below.

Holding area for the

users to be moved to
Show users of the the selected ‘To
selected ‘From department’
department’ above Users can be from
multiple ‘From
departments’.

Move the selected Move the selected

users in the left box users in the right box
to the right one to the left one

Move all the users in

Move all the users in
the right box to the
the left box to the
left one
right one

Click here to move the users in the holding

area to the selected ‘To department’

Diagram 22: Move Users to a Different Department

Deleting Users
Deleting a user is a one-way action and cannot be undone once carried out.

A deleted user’s personal data will be scrambled in database, as a result you will no longer be able to
look up the original user in Kayleigh. Job records linked to deleted users are retained in the database, but
user information in the job records will be scrambled. A scrambled user display name in job records will
look like:
/D/ <userid>
where <userid> will be the user’s old database id, e.g. /D/ 53

To delete users, select the users that you want to delete as detailed in the section Searching Users on
page 31 and [Click] the Delete button. A confirmation dialog will be shown, click the [OK] button to
continue to delete the selected users.
33
A deleted user’s job records will continue to be included in the Jobs, Stats and Reports pages so that an
administrator can continue to trace how and when MFP jobs occurred.

In Jobs, Stats, and Reports pages, you can search for a deleted user’s job data by entering the full text of
their scrambled user name as shown in the “User” column in Diagram 23: Deleted Users Log. Please
note that smart search will not auto complete a scrambled user name.

If a Kayleigh user imported from LDAP is deleted, but that user still exists in the remote LDAP directory,
then a new user with the same details will be created in Kayleigh if the remote directory is re-synced.

Deleted Users Log

[Click] the Deleted Users Log link at the top to view a log of the deleted users.

Timestamp of when
the User was
deleted

Scrambled user details will

match that shown in Jobs, Who deleted the user
Stats and Reports pages

Diagram 23: Deleted Users Log

The text in the “User” column will match the names shown in any of the Jobs, Stats and Reports pages.

34
3.7 Importing /Exporting Users and Departments
[Click] Users in the left navigation menu, this will bring you to the Search Users page.

[Click] the Import/Export link at the top, this will bring you to the Import/Export Users & Departments page
where you can import users and departments and export users with department data.

If checked, when create new departments, if a

department’s setting is not provided in the import file,
it will be copied from the existing department except
for the department’s description.

If checked, existing users will be updated

using non-empty values provided in the Must match the decimal separator
import file. Otherwise, they will be ignored. used in the numeric values in the
import file.

If checked, when create new users, if a user’s

setting is not provided in the import file, it will
be copied from the existing user except for
the user’s password, card id and PIN id.

Diagram 24: Importing/Exporting Departments & Users

You can import user and department data at the same time or import department only data. To import
department only data, you should only have department specific columns in the import file.

Exporting Users with Department Data

In the Import/Export Users & Departments page. [Click] the Export Users… button to export the Kayleigh
users with their department data to a TAB delimited UTF-8 encoded text file. Columns included in the
export file are:
 [fname]
 [lname]
 [username]
 [emailaddress]
 [deptname]
 [deptdesc]
 [deptcostprofilename]
 [password]
 [currentbal]
 [minbal]
 [accountbypages]
 [monopagesbalance]
 [colorpagesbalance]
 [cardid]
 [accountlocked]
 [hidden]
 [inherit_scan_to_folder]
 [scan_to_folder_path]

35
 Processing the Exported User File
We recommend that you use the free office productivity suite OpenOffice.org to process the exported
file as it offers good support for UTF-8 encoding. You can learn more about the product suite and
download it from

http://www.openoffice.org/

After installation, start the OpenOffice.org Calc application:

1. [Click] the [File][Open…] menu, the Open dialog will be displayed, please see below:

Diagram 25: Use OpenOffice.org -- Open the File

36
 [Click] the Open button to open the file selected.

The following Text Import dialog will be displayed. Make sure you choose:

 Character Set: Unicode (UTF-8)

 [Separator options] [Separated by] : Tab

 Text delimiter: none

Make sure you

choose UTF-8 as
the character set.

Delete the
Select Tab as the default double
Separator quotation mark
“ and leave the
Text delimiter
empty.

Diagram 26: Use OpenOffice.org -- Text Import Dialog

2. [Click] the OK button to import the file. In Kayleigh, currentbal (current balance) and minbal
(minimum balance) are stored in database with precision of 10 decimal places. Accordingly
OpenOffice.org will display numbers with 10 decimal places. To display a different number of
decimal places for numbers, select the whole column by clicking the column header, for example
to select the whole column for currentbal, click the column header G, while the whole column is
selected, right mouse click, a popup context menu will be displayed as shown below:

Click here

Diagram 27: Use OpenOffice.org – Column options

37
 [Click] the Format Cells … from the popup context menu, the Format Cells dialog will be
displayed. Change the decimal places for numbers to 10 and click the OK button. Please see the
diagram below:

Change to 3

Diagram 28: Use OpenOffice.org -- Format Cells

3. You are now ready to work with the exported file of users in OpenOffice.org Calc.

4. When trying to save your changes, the following dialog may be displayed:

[Click] to Keep Current Format to save the file.

38
 Importing Users and Departments
You can import users with departments or only departments from a tab delimited UTF-8 encoded text
file.

Please refer to the section User/Department Import File Format on page 40 for more information about
the import file format.

Here is how Kayleigh processes the import file:

1. If column [username] exists in the import file, Kayleigh will import both users and departments.
All required columns and non-empty optional columns (if present) are processed.

2. If [deptname] exists without column [username] being present in the import file, Kayleigh will
import only departments and process the department specific columns [deptname],
[deptdesc] and [deptcostprofilename].

3. Before importing any users, Kayleigh will first validate the user data in the import file row by row.
If the user’s department specified in [deptname] doesn’t exist, Kayleigh will create the
department on the fly so that the department will exist for the user imports later.

Data validation errors if occur, will be written to the import log file, with an error message
displayed on screen pointing to the log file location.

4. If data validation is successful, Kayleigh will generate a SQL file in the Kayleigh log directory and
start to execute the SQL statements in transactional batches. SQL errors will also be written to
import log file. A SQL error in a transactional batch will cause all the SQL statements in the same
transaction to fail and roll back. This means that all the users in the succeeded transactions will
be imported and none of the users in the failed transactions will be imported.

5. If users are imported successfully, the import log file will provide a summary of the import
output. A confirmation message will be displayed on screen pointing to the import log file
location.

39
3.7.3.1 User/Department Import File Format

The import file must be a tab delimited file using UTF-8 encoding without BOM (Byte Order Mark). BOM
is a Unicode character used to signal the endianness (byte order) of a text file or stream.

The existing of BOM at the beginning of the user import file will cause Kayleigh user import to fail with
errors such as

|ERROR|Line:1| Missing required column: [fname]

The free open source application OpenOffice.org Calc offers good UTF-8 support without BOM. For more
information, please visit http://www.openoffice.org/.

A sample user/department import file is available in:

<Kayleigh Installation Directory>\kroot\Kayleigh\templates\userdeptimport\sample_utf8.txt.

A sample department import file is available in:

<Kayleigh Installation Directory>\kroot\Kayleigh\templates\deptimport\sample_utf8.txt.

User/department import file format:

User/Department Import File Format

IMPORTANT:
1. The import file must be a tab delimited file using UTF-8 encoding without BOM (Byte Order Mark).
2. The column delimiter is a TAB key.
3. To import departments without users, the import file must only contain the department specific columns:
[deptname], [deptdesc], [deptcostprofilename], where [deptname] is the required column.
4. Kayleigh uses [username] to match users and [deptname] to match departments. Both values are case
insensitive.
5. Existing departments in the import file are ignored. You cannot update existing departments via import.
If a line starts with #, it is treated as a comment and will be ignored. An empty line will also be ignored.

For data lines, i.e. non-empty and non-comments lines:

o First line. Must be tab separated column headers. Valid column headers are described below. For each user/department
to be imported, you must provide all the required columns with valid values. Optional columns can be missing or can
exist with no values.

o Subsequent lines after the first line. Lines should contain tab separated data with respect to the column headers in the
first line. Each line corresponds to a user for user import, and a department for department only import.

o Required columns for user import:

[username] User's login name to Kayleigh. Case insensitive. Must be unique for each user.
[fname] User's first name.
[lname] User's last name.
[emailaddress] User's email address. Should be unique for each user.
[deptname] Name of the department that the user belongs to. Case insensitive. If the department doesn’t exist,
it will be created automatically.
o Required column for department only import:
[deptname] Case insensitive. Must be unique for each department.

40
o Optional Columns:
[deptdesc] Department description if to create a new department. It will not update the description of an
existing department.
Valid Values: A string.
Default Value: Empty if no description is provided.
[deptcostprofilename] Department cost profile name if to create a new department. Case insensitive. If present, the
cost profile must pre-exist in Kayleigh. It will not update the cost profile of an existing department.
Valid Values: An existing cost profile name.
Default Value: The default cost profile “default_profile” .
[password] Password to set for the user's account in Kayleigh.
Valid Values: A string.
Default Value: Same value as in column [username]
[currentbal] The user's current monetary balance to use in Kayleigh.
Valid Values: a numeric value. The decimal separator in the number if exists must match the
decimal separator you specified in the “Import/Export Users and Department” page.

Valid values for a decimal separator (point) are:

comma(,), point(.), space( ), apostrophe(‘), dash(-), slash(/), and
semicolon(;).

Any non-digit characters, including the thousand separator before and after the decimal point will
be ignored.

Precision: up to 10 digits after the decimal separator.

Examples:

Decimal Separator = , (comma)

1.234.567,0012345678

Decimal Separator = . (point)

1234.0012345678

Default Value: 0
[minbal] The user's minimum monetary balance to keep in the account.
The balance available to the user to perform MFP jobs is: [currentbal] - [minbal]
Valid Values: A numeric value. The decimal separator in the number if exists must match the
decimal separator you specified in the “Import/Export Users and Departments” page.

Valid values for a decimal separator (point) are:

comma(,), point(.), space( ), apostrophe(‘), dash(-), slash(/), and
semicolon(;).

Any non-digit characters, including the thousand separator before and after the decimal point will
be ignored.

Precision: up to 10 digits after the decimal separator.

Examples:

Decimal Separator = , (comma)

1.234.567,0012345678

Decimal Separator = . (point)

1234.0012345678

Default Value: 0

41
 [accountbypages] If set to yes, then the user account balance will use the page balance instead of the monetary
balance.
Valid Values: yes, no
Default Value: no

[monopagesbalance] Set the mono page balance for the user. It will take effect if [accountbypages] is set to
yes.
Valid Values: An integer
Default Value: 0

[colorpagesbalance] Set the colour page balance for the user. It will take effect if [accountbypages] is set to
yes.
Valid Values: An integer
Default Value: 0
[cardid] Number of the card that a user can use to login to a Kayleigh controlled MFP via a card reader.
Must be unique for each user.
Valid Values: A string
Default Value: Empty if do not want to enable card login for the user
[pinid] PIN number that a user can use to login to a Kayleigh controlled MFP if PIN login is enabled. Must
be unique for each user.
Valid Values: A positive integer with length greater or equal to the MinPINLength set in the
kayleigh.config file.
Default Value: Empty if do not want to use PIN login
[accountlocked] If the user's account is locked in Kayleigh. If locked, a user will not be able to login to the Kayleigh
controlled MFP, nor to the Kayleigh administration application.
Valid Values: yes, no
Default Value: no
[hidden] Set to yes to hide a user. Set to no to unhide a user.
Valid Values: yes, no
Default Value: no

[inherit_scan_to_folder] Set to yes to hide a user. Set to no to unhide a user.

Valid Values: yes, no
Default Value: no

[scan_to_folder_path] The network path where scanned documents will be stored by the ScanToMe app.
Valid Values: A string.
Default Value: Empty.

Diagram 29: User/Department Import File Format

42
3.7.3.2 User Import Rules

Kayleigh uses the [username] value in the import file to check if the user exists in Kayleigh.

If the checkbox Overwrite Existing Users is ticked, an existing user in Kayleigh will be updated using the non-
empty values4 explicitly provided in the import file. If the checkbox is not ticked, an existing user in the
import file will be ignored with a corresponding warning message written to the import log file.

Rules to import new users are as follows:

1. Values provided in the import file will always be used first. This includes the required columns
and the non-empty optional columns.

2. If the checkbox Create new users using settings from an existing user is checked, a new user is created
as follows:

a. If values are provided in the import file, they are used.

b. If values are not provided in the import file, then copy the values/settings from the
existing user.
Includes:
Account By Pages, Current Balance, Minimum Balance, Account Locked, Access Level,
Language as well as the user’s settings to inherit or override the department
settings.
Excludes:
Password, Card, PIN.

3. If the checkbox Create new users using settings from an existing user is not checked, for values not
provided in the import file, use the default values and settings. New users will be created to
automatically inherit the department settings and user’s access level will be set to Viewer.

4 If a value only contains spaces, it is considered empty.

43
3.7.3.3 Department Import Rules

Kayleigh uses the [deptname] value in the import file to check if the department exists in Kayleigh.

If a department exists in Kayleigh, it will be ignored. You cannot override existing departments via an
import file.

Rules to import new departments are as follows:

1. Department specific values provided in the import file will always be used first. This includes the
required columns and the non-empty optional columns.

2. If [deptcostprofilename] has a value, then the cost profile must pre-exist in Kayleigh, if not, an
error is written to the import log file. If [deptcostprofilename] is not present or has no value,
then the department cost profile will be set to “default_costprofile”.

3. If the checkbox Create new departments using settings from an existing department is checked, a new
department is created as follows:

a. If values are provided in the import file, they are used first.

b. If values are not provided in the import file, then copy the values/settings from the
existing department.
Includes:
Cost Profile, Printer Options, Printer List, Unlimited Jobs, Auto Balance Reset (User) and
Account By Department settings
Excludes:
The existing department’s Description.

4. If the checkbox Create new departments using settings from an existing department is not checked, for
values not provided in the import file, use the default values and settings.

3.7.3.4 Importing Users/Departments

[Click] Users in the left navigation menu, this will bring you to the Search Users page.

[Click] the Import/Export link at the top, this will bring you to the Import/Export Users & Departments page.
Please see Diagram 24: Importing/Exporting on page 35.

If you want to import new departments using a template department, first create the template
department in Kayleigh and configure the department as needed, then check the checkbox Create new
departments using settings from an existing department, and enter the correct template department name.
Please note template department settings can only be used to create new departments, not update
existing departments.

If you want to import new users using a template user, first create the template user in Kayleigh and
configure the user as needed, then check the checkbox Create new users using settings from an existing user,
and enter the correct template user’s username. Please note template user settings can only be used to
create new users, no update existing users.

If you want to override the existing users using values provided in the import file, make sure the
checkbox Overwrite Existing Users is checked.

Finally select the import file and [Click] the Upload button to import users and/or departments.
44
3.8 Client Billing
Client billing enables performing jobs on behalf of clients and keeping track of costs per client and
matter. Clients represent external companies which require a separate billing process and matters stand
for particular projects or categories which fall under a particular client.

Client billing also provides invoices and reports for jobs charged against a nominated client.

This feature needs to be enabled by the admin in the Client Billing Settings page.

Client Billing Settings

[Click] Client Billing in the left navigation menu, if client billing is not enabled, the Client Billing Settings
page will be displayed by default.

For any changes to take effect KayleighJavaServer Windows service will need to be restarted.

3.8.1.1 General Settings

[Click] the General tab to access the general settings. Please see the diagram below:

Enable/disable client
billing.

If selected, VAT will be applied

when an invoice is generated for
a client.

Diagram 30: Kayleigh Client Billing Settings Options: General

3.8.1.2 Business Address

[Click] the Business Address tab to view and edit the business address information which is
included on every invoice generated.

3.8.1.3 Terms and Conditions

[Click] the Terms and Conditions tab to view and edit the terms and conditions information which are
included on every invoice generated.

45
 Managing Clients
3.8.2.1 Adding a Client

[Click] the Add Client link at the top of the page to add a new client as illustrated by the following
diagram:
Click here to add a new
Client.

The client name must be unique.

It is case insensitive.

The client code may contain any

character but must be unique. It
is case insensitive.

Select the relevant Cost Profile

for the Client.

Diagram 31: Add a Client

46
3.8.2.2 Searching Clients

[Click] Client Billing in the left navigation menu, if client billing is already enabled the Search Clients page
will be displayed.

Searches by Client Name, Client Code and User Name are available.

Searching by User Name, for instance, will list all the matters that the user(s) are assigned to under the
corresponding parent clients. For more information about how to use the smart search box, please refer
to the section Using the Smart Search Box on page 14.

To search for all clients, enter * in the search box.

The list of the clients and their associated matters that match the search criteria will be returned as
illustrated by the following diagram:

Tick to show hidden clients in the

search result.

Enter the client name to search

Tick to show hidden matters in the here or * for all clients.
search result.

Tick to show hidden user’s client list in

the search result.

Click the <Hide> link to hide the

Client.
Click the <Modify> link to update the
client profile.

Click the <Add Matter> link to add a

matter for the client.

Click the <Invoice> link to preview/

generate Invoices for the client jobs.

Click the <Expand> link to see the

matter list of the Client.

Click the <Unhide> link to

unhide the Client.
Diagram 32: Client Search Results

47
3.8.2.3 Modifying Existing Clients

Search for the client to be updated. Please refer to the section Searching Clients on page 47.

[Click] the <Modify> link against the client in the search result which will bring you to the Modify Client
page as illustrated in the diagram below:

Click the <Add Matter> link to

add matter for the client.

Click the <Modify> link to

modify a matter.

Click the <Assign Users> link to assign

users to a matter.

Diagram 33: Modify Client

48
3.8.2.4 Showing a Client’s Matters

Search for the desired clients. Please refer to the section Searching Clients on page 47.

[Click] the client <Expand> link in the search result, the matter list for the client will be displayed, as
illustrated in the following diagram.

Click the <Modify> link to update the

matter.

Click the <Assign Users> link to assign

users to the matter.

Diagram 34: Show Client Matters

Alternatively, [Click] the client <Modify> link in the search result, this will load the Modify Client which will
also show the matter list for the client.

3.8.2.5 Hiding/Un-hiding Clients

Search for the desired client. For more information on searching clients please refer to the section
Searching Clients on page 47.

Select the desired client in the search results and [Click] the <Hide> or <Unhide> link to hide or unhide. To
unhide clients, first tick the check box Include hidden clients in the search in order to show the hidden
clients in the search result.

Please refer to the section Rules of Hiding and Un-hiding on page 15 for more information about the rules
to hide and unhide a client.

49
 Managing Matters
3.8.3.1 Adding a Matter

Search for the client to add the matter to. Please refer to the section Searching Clients on page 47.

[Click] the <Add Matter> link under that client. The following diagram illustrates the fields for adding a new
matter.

The matter name is case

insensitive and must be unique
within a client.

The matter code may contain any character

but must be unique within a client. It is case
insensitive.
Diagram 35: Add a Matter A matter code always starts with its
parent’s client code followed by a hyphen -.

50
3.8.3.2 Searching Matters

First search for the client wanted. Please refer to the section Searching Clients on page 47.

Then [Click] the <Modify> link against the client in the search result to navigate to the Modify Client page.

Enter the matter name or code in the smart search box. Matter code always starts with its parent’s client
code. To search by matter code, you will need to enter the full code, i.e. <parent client code>-
<matter’s sub code>.

To search for all matters, enter * in the search box.

A list of matters that match the search criteria will be returned as illustrated by the following diagram:
Enter the matter name or code to
search here or * for all matters.
Click the <Assign Users> link to
assign users to the matter.

Click the <Modify> link to modify a

matter.

Hide the selected Unhide the selected

matters. matters.

Diagram 36: Matter Search Results

51
3.8.3.3 Modifying an Existing Matter

Search for the matter to be updated. Please refer to the section Searching Matters on page 51.

[Click] the <Modify> link against the matter, in the search result, this will bring you to the Modify Matter
page as illustrated in the diagram below:

Click the <Assign Users> link to

assign users to the matter.

Diagram 37: Modify Matter

3.8.3.4 Hiding/Unhiding Matters

First search for the matters wanted. Please refer to the section Searching Matters on page 51.

Then select the desired matters in the search result and [Click] the Hide or Unhide button to hide or
unhide matters. To unhide matters, you need to tick the check box Include hidden matters in the search in
order to show the hidden matters in the search result.

Please refer to the section Rules of Hiding and Un-hiding on page 15 for more information about the rules
to hide and unhide a matter.

52
3.8.3.5 Assigning Users to a Matter

Search for the matter to assign a user to. Please refer to the section Searching Matters on page 51.

[Click] the <Assign Users> link against the matter in the search result, this will bring you to the Assign
Users page as shown in the following diagram:

Enter the user name to search here or

* for all users

Assign the selected users to Un-assign the selected users from the
matter. matter.

Diagram 38: Show Matter Users

Alternatively, [Click] the matter’s <Modify> link in the search result, this displays the Modify Client page
showing the matter list for the client. [Click] the <Assign Users> link against the matter in the search
result.

53
 Client Invoices
The Client Invoice page allows for previewing or generating invoices of jobs performed under a particular
client. Invoices are available as either a .docx document that can be edited in Microsoft Word™ or as
HTML based files.

Search for the client to invoice. For more information, please refer to the section Searching Clients on
page 47.

[Click] the <Invoice> link against the client , this will display the Client Invoice page.

3.8.4.1 Previewing and Generating an Invoice

[Click] the Current Invoice tab to access the client jobs as displayed in the following diagram:

The invoice reference should be unique

and is case insensitive. You cannot
generate an invoice until you have
entered a reference.

Click Preview to preview the invoice.

Click Generate to generate the invoice.

If VAT is enabled in the Client Billing

Select Invoice template type.
Settings page, VAT is included in the
The General template displays all the jobs in a line by line view.
final total for the Invoice.
The Group By Matter template groups jobs into blocks headed by each
matter.
Diagram 39: Kayleigh Client Invoice: Current Invoice

54
Before previewing or generating an invoice, select the Start date and End date as appropriate and [Click]
Apply Filters. The client’s jobs falling under those dates will be displayed and the final total calculated, as
displayed above.

NOTE

When previewing or generating an invoice, Kayleigh will only consider complete days. This means
that you cannot generate an invoice with the “End date” as today because today hasn’t finished. An
invoicing period starts on 0:00 AM (inclusive) on the “Start date” and ends on 0:00 AM (exclusive) on
the day after the “End date”.

[Click] the Preview … button to preview the invoice for the client’s MFP jobs, based on the invoice
template and invoice file type selected.

NOTE

If the preview pop up window is not displayed, please check that the “Block pop-ups” option in your
browser is not selected to enable pop up window.

[Click] the Generate … button to generate the invoice for the client’s MFP jobs, based on the invoice
template and type values selected.

55
3.8.4.2 Downloading Previous Invoices

[Click] the Previous Invoices tab to view the list of invoices generated for the client as displayed in the
following diagram:

Click the Download button

to download the Invoice.

Diagram 40: Kayleigh Client Invoice: Previous Invoices

You can search for a specific using Invoice Reference .

You can also filter the previous invoices by Start date (inclusive) and End date (inclusive).

[Click] the Apply Filters button to apply the filter criteria and to show only invoice results that satisfy the
filter criteria.

[Click] the Clear Filters button to clear the filters and show all invoice results.

[Click] the Download … button to download the invoice from the Kayleigh server.

56
 Viewing and Downloading Client Jobs
If your license includes the Client Billing option, you can view both personal jobs and jobs performed
on behalf of a client on the Job History page. [Click] Jobs in the left navigation menu, this will bring you
to the Job History page. Please refer to the section Viewing and Downloading User’s Jobs on page 67 for
more information about how to use job filters and download job reports.

The following diagram is a snapshot of a Job History page with the Client Billing option installed.

Diagram 41: A Snapshot of the Job History Page

3.8.5.1 Filtering Client Job Results

If the Client Billing option is licensed, additional filters for Personal Job, Client Jobs, Client Name, Matter
Name and Matter Code are available along with Client and Agent/Client reports.

Use the additional filters to narrow the client job results:

 Include Personal Jobs

If selected, the job search results will include all personal jobs that match the filter criteria.

 Include Client Jobs

If selected, the job search result will include all client jobs that match the filter criteria.

 Filter By Client Name

The Client Name filter uses a smart search box which can automatically suggest the matching
results in the pop up drop down list.

 Filter By Matter Name

The Matter Name filter uses a smart search box which can automatically suggest the matching
results in the pop up drop down list.

 Filter By Matter Code

The Matter Code filter uses a smart search box which can automatically suggest the matching
results in the pop up drop down list. To use the Matter Code filter, you need to enter the full
code in the format: <parent client code>-<matter’s sub code>.
57
3.9 Importing Client/Matter
[Click] Client Billing in the left navigation menu, this will bring you to the Search Clients page.

[Click] the Import link at the top, this will bring you to the Import Client/Matter page where you can import
clients and matters.

Diagram 42: Importing/Exporting Clients/Matters

You can import client and matter data at the same time or import client only data.

Client/Matter Import File Format

The import file must be a tab delimited file using UTF-8 encoding without BOM (Byte Order Mark). BOM
is a Unicode character used to signal the endianness (byte order) of a text file or stream.

The existing of BOM at the beginning of the client/matter import file will cause Kayleigh import to fail
with errors such as

|ERROR|Line:1| Missing required column: [cname]

The free open source application OpenOffice.org Calc offers good UTF-8 support without BOM. For more
information, please visit http://www.openoffice.org/.

A sample client/matter import file is available in:

<Kayleigh Installation Directory>\kroot\Kayleigh\templates\clientmatterimport\sample_utf8.txt.

58
Client/Matter import file format:

Client/Matter Import File Format

IMPORTANT:
1. The import file must be a tab delimited file using UTF-8 encoding without BOM (Byte Order Mark).
2. The column delimiter is a TAB key.
3. Kayleigh uses [cname] and [ccode] to match clients. Both values are case insensitive.
4. Kayleigh uses [cname], [mname] and [mcode] to match matters. Both values are case insensitive.
5. Existing clients and matters in the import file are ignored. You cannot update existing client or matter via
import.
If a line starts with #, it is treated as a comment and will be ignored. An empty line will also be ignored.

For data lines, i.e. non-empty and non-comments lines:

o First line. Must be tab separated column headers. Valid column headers are described below. For eachclient/matter to
be imported, you must provide all the required columns with valid values. Optional columns can be missing or can exist
with no values.

o Subsequent lines after the first line. Lines should contain tab separated data with respect to the column headers in the
first line. Each line corresponds to a client for import or a client & matter for import.

o Required columns for client and matter import:

[cname] Client’s name in Kayleigh. Case insensitive. Must be unique for each client.
[ccode] Client’s code. Case insensitive. Must be unique for each client.

o Required column for matter import:

[mname] Matter’s name in Kayleigh. Case insensitive. Must be unique for each matter within a client.
(multiple clients can contain matter with the same name but not within the same client)
[ccode] Matter’s code. Case insensitive. Must be unique for each matter within a client.
(multiple clients can contain matter with the same code but not within the same client)

o Optional Columns:
[cdesc] Client description if creating a new client. It will not update the description of an existing client.
Valid Values: A string.
Default Value: Empty if no description is provided.
[mdesc] Matter description if creating a new matter. It will not update the description of an existing matter.
Valid Values: A string.
Default Value: Empty if no description is provided.

Diagram 43: Client/Matter Import File Format

59
 Import Rules
A single line in the import file can be used to import a client, and/or a client and matter combination but
cannot be used to import a matter without any client information.

3.9.2.1 Client Import Rules

Kayleigh uses the [cname] and [ccode] values in the import file to check if the client exists in Kayleigh.

Rules to import new clients are as follows:

1. If the neither the clientname or clientcode are used by existing clients the client will be imported

2. If either the clientname or clientcode are used by existing clients the client will be ignored and
not imported

3.9.2.2 Matter Import Rules

Kayleigh uses the [cname], [mname] and [mcode] values in the import file to check if the matter exists
in Kayleigh for the specified client.

Rules to import new matters are as follows:

1. If the neither the mattername or mattercode are used by existing matters in the specified client,
then the matter will be imported

2. If either the mattername or mattercode are used by existing matters in the specified client, then
the matter will be ignored and not imported

3.9.2.3 Example lines

In these examples the tabs are represented by .

Importing client only

UTF-8 File Part Data

Header Line cnameccodecdescmnamemcodemdesc
Detail Line Client nameClient code
Detail Line Client nameClient codeClient description

Importing client and matter

UTF-8 File Part Data

Header Line cnameccodecdescmnamemcodemdesc
Detail Line Client nameClient codeMatter nameMatter code
Detail Line Client nameClient codeMatter nameMatter codeMatter description

60
3.10 Licensing
Kayleigh licencing options are MFP-based. Each licensing option specifies the maximum number of MFPs
permitted for the option or feature. Licensing options include:

 Base Installation (MX-SW310): Maximum number of MFPs allowed to register with Kayleigh.
 Pulling Printing Option (MX-SW311): Maximum number of MFPs allowed to use the pull printing
feature.
 Client Billing Option (MX-SW312): Maximum MFPs allowed to use the client billing feature.
 ScanToMe Option (MX-SW313): Maximum MFPs allowed to use the ScanToMe feature.
Kayleigh supports multiple licenses where total number of MFPs allowed for an option will be added up
from all installed licenses.

Viewing Licenses
To view details of your currently installed license(s) [Click] License in the left navigation menu and select
the View Licenses tab. All licenses installed will be listed.

Totals of Base, Pull Printing, Client

Billing and ScanToMe shown from
installed licenses.

Location and details of an already

installed license.

61
 Assigning Licenses
To assign licenses to MFPs, [Click] License in the left navigation menu and select the Assign Licenses tab,
please refer to the following diagram for more information.
Green indicates all registered
MFPs have been assigned a
license.
Orange indicates that some
The total number of MFPs have not been assigned
licenses allowed for base license, while licenses are
and modules. available.
Red indicates that more MFPs
have been assigned than there
are available licenses.

Auto assigns the

available licenses
to the registered
MFPs.

Installing Licenses
To install a new license [Click] License in the left navigation menu and select the Add License tab. Browse
to the license zip file (please do not unzip the file) you want to add and select the file. Then click the Add
License button. Kayleigh will automatically validate and install the license, and report any errors if
occurred.

Ordering Licenses
When ordering licenses for Kayleigh along with the quantity of base, pull printing and client billing
licenses the License Request Code needs to be supplied. The license request code is a unique code
generated for your operating system and hardware.

To get your License Request Code [Click] License in the left navigation menu and select the View Licenses
tab. The license request code is a 32-character HEX string.

NOTE

Do not alter the License Request Code that you supply when ordering licenses as this will invalidate
the license and it will not be compatible with your installation.

62
 3.11 Managing MFPs
Printer List
All Printers registered with Kayleigh will be displayed in the Printer List page. [Click] Printers in the left
navigation menu, this will bring you to page. You can add, update and hide/unhide an MFP. The
following diagram illustrates how to use the interface.

Do not show MFPs that are hidden

Hide or
Unhide
Colour MFP
Show MFPs that an MFP.
[Click] the are hidden
<Printer Alias> link
to update the
MFP’s profile

Monochrome MFP

Printer name. It is case insensitive and must be unique.

A3 Count Up is an MFP host name or IP Address and must be unique.

internal setting of A percentage value that is used to adjust the final cost
Sharp MFPs. By of all the MFP’s jobs on a per MFP basis:
default it is set to final job cost = job cost * printer costing
2 and the MFP will
multiply the sheet Apply to older MFP models whose printer drivers do not support user
count of all A3 authentication.
jobs by 2. You must create the account number as a user account in Kayleigh.
Please refer to the section
Set the Kayleigh Print Job on page 106 for more details.
A3 Count Up to 2
to adjust back the
sheet count of A3 If enabled, Kayleigh will allow the direct printing jobs from this MFP as
jobs. long as the login name embedded in the print job is a valid Kayleigh user
name or a valid LDAP user name if using LDAP. Please refer to the
section
Direct Printing without Password on page 119 for more details.

Enable Free Copy on the MFP. If free copy is enabled globally then
that will override the disabled Free Copy setting on an individual MFP

[Click] the Submit button to add the MFP.

Diagram 44: Manage Printers in the Printer List Page

63
If you have reached the maximum MFPs allowed by your license, you will not be able to add more MFPs
unless you hide some existing MFPs.

You don’t need to manually add an MFP in normal circumstances. Once an MFP is configured to use
Kayleigh as its external authority and accounting server, after rebooting the MFP, the MFP will be
automatically registered with the Kayleigh application using the following values:

Field Name Value

The MFP’s model name. If there is more than one MFP with the
Printer Alias
same model name, a number will be appended to the name.
Hostname / IP The MFP’s IP address
Monochrome Detected from the MFP’s model name
Costing 100%
Allow print job authentication using
account number False (not checked)
A3 Count Up 2
Allow direct print without password False (not checked)
Free Copy False (not checked)

Table 1: MFP Auto-Registration Default Values

64
3.12 Viewing and Updating Balances
[Click] Balance in the left navigation menu, this will bring you to the Update Balance page. This page has
two tabs, one for updating the user’s balance and one for updating the department’s balance if the
department has the Account By Department option turned on.

Viewing and Updating User’s Balance

Use the smart search box to search for the users whose balance you want to update, as detailed in the
section Searching Users on page 31.

The following diagram illustrates how to use the interface to update one or more users’ balances.

Search for the users to update

balance. Enter user name in the order
<First Name> <Last Name>

Enter the amount to top

up or deduct from the
user’s account. (Up to the
set number of decimal
places).

[Click] here to deduct the

entered amount from the
[Click] here to top up the user’ balance. New
user’ balance. New current balance and
current balance and available balance will be
available balance will be automatically calculated.
automatically calculated.

Diagram 45: Update User’s Balance

3.12.1.1 User Balance Update Log Files

Kayleigh keeps a record of all balance updates whether they are performed manually or automatically.
The log files are available in <Kayleigh Installation Directory>5\kroot\Kayleigh\logs.

A manual user balance update made by a Kayleigh Administrator via the Kayleigh Admin web site is
logged to the file balance_update_<year>_<month>.log. User auto-balance resets made by the
scheduler are logged to the file auto_balance_update.log. Both log files are tab delimited CSV files which
can be processed by a Spreadsheet application.

5 <Kayleigh Installation Directory> should be replaced by the actual directory where Kayleigh is installed.

65
 Viewing and Updating Department’s Balance
Use the smart search box to search for the department whose balance you want to update. Only the
departments that have the Account By Department option turned on will be returned by the search.

The following diagram illustrates how to use the interface to update one or more departments’ balances.

Diagram 46: Update Department Balance

3.12.2.1 Department Balance Update Log Files

Kayleigh keeps a record of all balance updates whether they are performed manually or automatically.
The log files are available in <Kayleigh Installation Directory>6\kroot\Kayleigh\logs.

A manual department balance update made by a Kayleigh Administrator via the Kayleigh Admin web site
is logged to the file department_balance_update_<year>_<month>.log. Department auto-balance
resets made by the scheduler are logged to the file auto_balance_update_account_by_department.log.
Both log files are tab delimited CSV files which can be processed by a Spreadsheet application.

6 <Kayleigh Installation Directory> should be replaced by the actual directory where Kayleigh is installed.

66
3.13 Viewing and Downloading User’s Jobs
[Click] Jobs in the left navigation menu, this will bring you to the Job History page. Please note that
Kayleigh can only record jobs that have been started by the MFP.

If the current logged in user has the access level of Admin or Balance Updater, they can view and download
jobs for all the users. If the current login user only has the access level of Viewer, they can view and
download their own jobs only.

The following diagram is a snapshot of a Job History page.

Diagram 47: A Snapshot of the Job History Page

NOTE

If the Client Billing option is licensed additional filters for Personal Jobs, Client Jobs, Client Name,
Matter Name and Matter Code are available along with Client and Agent/Client reports. Please refer
to the section Viewing and Downloading Client Jobs on page 57 for further information.

Filtering Job Results

Use filters to narrow the job results displayed:

 Filter by User

The User filter uses a smart search box which can automatically suggest the matching results in
the pop up drop down list.

 Filter by Printer.

The Printer filter allows selecting an MFP from all the registered MFPs (including hidden MFPs) in
Kayleigh.

67
  Filter by Job Type

The Job Type drop down list shows all possible MFP job types.

Job Type Description

COPY Standard copy jobs and reprinting of jobs stored to the MFP
hard disk from Copy mode.
PRINT Standard print jobs
SCAN Includes jobs delivered to network destinations (email, FTP, or
FAX)
DOCFILING / SCAN TO HDD Jobs scanned and stored on the MFP hard disk in Document
Filing mode.
DOCFILING / REPRINT FROM HDD Print jobs from Document Filing mode

Table 2: MFP Job Types

 Filter by Status

The Status drop down list shows all the possible MFP job status.

Status Description
CANCELED The MFP job is cancelled
ERROR There is an error in executing the MFP job. The most common
errors are:
 OSA_PRINT_PAPER_JAM: There is a paper jam.
 OSA_PRINT_FEEDTRAY: Paper tray error. For example,
the paper tray is out of paper.
 OSA_SCAN_TROUBLE: scanner error. For example, a
power cut may cause this error.
FINISHED The MFP job is completed.
STARTED The MFP job is in an execution state.
SUSPENDED Job has been stopped because the limits allocated for this job
has been reached.
The job status details is OSA_LIMITS_REACHED
Table 3: Job Status

 Filter by Start date and End date

You can specify a start date (inclusive) and end date (inclusive) to only display the jobs that were
in the specified date range.

[Click] the Apply Filters button to apply the filter criteria and to show only job results that satisfy all filter
criteria.

[Click] the Clear Filters button to clear the filters and show all job results.

Ordering Jobs Display by Column Heading

By default, the job results are displayed in the descending order sorted by Date/Time.

You can change the order by clicking descending and ascending arrow that surrounds the column
heading. Please see the diagram below:

Descending Ascending

68
 Job Details
[Click] the Details >> link to view the job details. This will bring you to the Job Details page.

The following diagram explains how to read information from the Job Details page.

This refers to the number of actual scan/print/copy in one Number of output sets.
output set. This is not the same as the number of pages of the For example, if you
original document. make 2 copies of the
For example, if you make a 2-sided copy of the original, this original, the number will
number will be 2 times the number of papers. be 2.
In the case of N-UP Printing, if the user has an 8 page
document and uses 4-up printing option to force 4 pages to be
printed on one page, then the input page count will be 2.

A job part cost consists of:

 The cost of the job itself
 The paper cost

A job may contain multiple

job part costs. For example, a
print job may have two job
parts: one for monochrome
print and one for colour
print.
Number of sides
Unit price is of the job in this
defined by the Number of physical job part.
user’s cost profile sheets used in this
job part

Diagram 48: Job Details Page Explained

If a job is not finished successfully, Kayleigh may not have the complete job data. In this case, Kayleigh
will try its best to guess the actual job cost. For example, if Kayleigh knows there are 19 monochrome
prints, but doesn’t know the actual number of physical sheets used, it will assume the user has printed in
duplex mode and calculate the number of physical sheets as 10. By doing so, the application will
minimize the risk of overcharging the users.

NOTE

If a job result is estimated, the job unit type will be displayed with (estimated) highlighted in red
colour.

69
 Downloading Jobs
We recommend you use the new enhanced reporting feature to generate job reports. Please refer to the
section Reports (Enhanced Reporting on page 71.

[Click] the Download Jobs … button on the Job History page will allow you to download the summary of
all the MFP jobs (without job details) to a tab delimited text file.

You can refine the job results downloaded using job filters. Apply the filters before pressing the Download
Jobs … button, the job results downloaded will be the narrowed results that match what you see on the
screen.

Downloading Reports
We recommend you use the new enhanced reporting feature to generate different reports. Please refer
to the section Reports (Enhanced Reporting on page 71.

You can download a report of MFP usage by User, Department, Printer, Client or Agent/Client. Select your
choice from the dropdown box, and [Click] the Download … button to generate and save the report to a
tab delimited file.

Apply the filters first to generate specific reports that match all the filter criteria.

The report contains the current monetary total and the total counts of mono and colour sides of all jobs
for each user, department or printer. The report is broken down in to Copy, Print, Scan, DocFiling / Reprint
from hdd, DocFiling / Scan to hdd columns.

70
3.14 Reports (Enhanced Reporting)
The Kayleigh enhanced reporting can generate all reports currently available in the Job History page as
well as many new features. You can choose which fields are to be included in the report, download the
generated report to a client computer, save current report settings as a template to be used again and
define a report schedule to auto-generate reports.

Generated reports are UTF-8 encoded, tab delimited CSV files. You can use a spreadsheet application to
process the report data, e.g. the free open-source office software OpenOffice (Calc) offers a good
support to process UTF-8 encoded CSV files. To use MS Excel processing the report data, you may need
to rename the file to have a .txt extension in order to trigger the Text Import Wizard where you can
specify the import data encoding and format.

The following fields are included for all report types to report on environment impact:

 Tree Count
 CO2 (Grams)
 Energy (Watt-Hours)
Please refer to the section Calculating the Environmental Impact Data on page 80 for more information
about how these values are calculated.

71
 Generating a New Report or Saving Report Settings as a Template
[Click] Reports in the left navigation menu, this will bring you to the Generate Report page.

To generate a new report, first select the correct Report Type, define applicable Report Filters, select the
Report Data to be included in the report, choose a Start date and End date, and [click] the Generate Report
Now button. You can download the report using the link provided in the confirmation message.

72
To save the report settings (excluding start date, end date) as a report template, enter a name for the
template and [click] the Save Report As a Template button.

For more information about report types, report filters etc. please read the sections below.

3.14.1.1 Report Start Date and End Date

Both start date and end date itself are included in the report period.

If you do not choose a start date and an end date, then the report period will include all jobs in the
database. If you do not choose an end date, the report period will be from the start date till now.

3.14.1.2 Report Types

Report types supported are:

 Job. Generate a detailed report for each job performed. If you choose to include job parts, data
of each job part is included as a separate row below the parent job in the CSV report file. If an
MFP job has pages of mixed paper sizes, paper types or colour modes, it will have multiple job
parts with each part being a unique combination of paper size, paper type and colour mode.

Report fields you can select to include in a job report are:

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 User. Report by user. Each row in the CSV file corresponds to a user’s information and the user’s
job totals. For each user, the jobs included in the calculation are the ones in the filtered job
results after applying report filters and within the report period defined by start date and end
date. Users with no qualifying jobs will not be included in the report.

Hidden users are also included if they have job records.

Report fields you can select to include in a user report are:

 Department. Report by department. The report works in a similar way as the User report.

Report fields you can select to include in a department report are:

 Printer. Report by printer. The report works in a similar way as the User report.

Report fields you can select to include in a printer report are:

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  Client. Report by client. The report works in a similar way as the User report.

Report fields you can select to include in a client report are:

 Agent/Client. Report by agent/client. Each row in the reports outputted CSV file corresponds to
an agent/client combination. An agent for a client is the Kayleigh user who performs the MFP
jobs for the client. The report works in a similar way as the User report.

Report fields you can select to include in an agent/client report are:

3.14.1.3 Report Filters

You can apply report filters to narrow down the jobs to be included in the report. You can filter jobs by
user, department, printer, job type, or status. You can choose to include only personal jobs or client jobs,
or both personal and client jobs. With personal jobs, you can include or exclude MVP Sharp OSA and is
tracked by the Kayleigh MVP module.

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Please note that the smart search boxes do not support wild card search. For example, if you enter a in
the User search box, the report will not include jobs of all users whose display name CONTAINS a, but
only the jobs of the user whose display name IS a.

If Total is checked in the Include section, a row of total values will be added at the end of the report. If
Average is checked in the Include section, a row of average values will be added at the end of the report.
Total and average values are only calculated for applicable columns (data fields). If not applicable, -- is
displayed for the column.

A job report that contains large amount of record may be generated as a zip file of multiple files. In this
case, the total and average lines will be added at the end of the last file in the zip file.

3.14.1.4 Categorised Job Side Counts

With User, Department, Printer, Client, and Agent/Client report types, you can choose what to include in the
categorised job side counts:

Possible values for each category are:

Category Values
Job Type COPY, PRINT, SCAN, DOCFILING / REPRINT FROM HDD (DFReprint),
DOCFILING / SCAN TO HDD (DFScan).
Colour Mode mono, colour
Paper Size a3, a4, a5, letter, legal, ledger, b4, b5
Paper Type plain, nonplain

The report will count the total job sides for every possible combination of the values of each selected
category. If you select all of the above categories, you will generate 5 job types x 2 colour modes x
8 paper sizes x 2 paper types, a total of 160 subcategories. When a report is generated, it will
only include a subcategory if there are jobs belong to it. For example, if there are no a3-nonplain-
colour-PRINT jobs, then the subcategory will not be included in the report.

You have the flexibility to choose what to be included. If you only select one category, say Job Type, you
can generate subcategories like: COPY, PRINT, SCAN, DFReprint and DFScan. If you select two categories, say
Colour Mode and Paper Type, you can generate subcategories like: plain-mono, plain-colour, nonplain-mono and
nonplain-colour.

Please note that job sides are different from the number of paper counts. If you have 1 sheet of paper
with both sides printed, the job side count is 2. The total job sides for each entity (e.g. user) in the
subcategory is reported.

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 Viewing and Deleting Report Templates
[Click] View Templates at the top of the screen, this will bring you to the View Templates page.

You can view and delete existing templates here. Report templates that are assigned to and in use by
report schedules cannot be deleted.

Modifying or Copying a Report Template

In the View Templates page, click the link of a <template name>, this will bring you back to the Generate
Report page with the report settings saved in the report template and the template name pre-populated.

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To modify an existing template, leave the template name unchanged, [click] the Save Report As a
Template button, and the template will be modified.

To copy a template, enter a different template name, [click] the Save Report As a Template button, and a
new template will be created with the current report settings.

Generating a Report Using a Saved Template

Follow the instructions in the section Modifying or Copying a Report Template on page 77, instead of
modifying the template, enter the start date and the end date if applicable and [click] the Generate
Report Now button to generate a new report using the template.

Adding a Report Schedule

[Click] Add Schedule at the top of the screen, this will bring you to the Add Schedule page.
Please enter the full path of the report
directory in the Kayleigh server including
the drive letter. Please do NOT use a
network folder.

Please enter the email address of

anyone that should receive the
generated report. An empty value will
mean the report is generated like
normal but not sent to anyone.

SMTP configuration can be tested using

the Send Test Email button, any
problems will be displayed

You must define a report template before you can define a report schedule. The Repeat period and the
First Report Start Date (FRSD) work together to decide which date the report will be auto-generated and
for which period. Please refer to the table below:

Repeat How is First Report Generation Report Start Date Report Period (include both from
Value Report Start Date Date (with reference to date and to date)
(FRSD) Used Report Generation
E.g. Thursday, 1st Date)
February 2018
Weekly <FRSD weekday> Every week when the <FRSD weekday> one 7 days starting from the report start
weekday is the same as week ago. date.
E.g. Thursday the <FRSD weekday>.
E.g. from previous Thursday to this
E.g. on every Thursday. Wednesday.

Monthly <FRSD day> Every month when the <FRSD day> one 1 month starting from the report start
day in month is the month ago. date.
E.g. the 1st same as <FRSD day>.
E.g. from 1st Feb to 28th Feb 2018.
E.g. 1st March 2018

Quarterly <FRSD day, month> Every 3 months from <FRSD day> 3 months 3 months starting from the report start
<FRSD day, month> ago. date.
E.g. the 1st February
E.g. 1st May, 1st August E.g. from 1st Feb to 30th April, or from
1st May to 31st July.
Yearly <FRSD day, month, Every year from <FRSD <FRSD day, month> 1 year starting from the report start
year> day, month, year> one year ago. date.

E.g. the 1st February E.g. 1st February 2019, E.g. from 1st February 2018 to 31st
2018 1st February 2020 January 2019.

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The Email To field allows a single email address or multiple addresses, if entering multiple then they
should be separated my either a comma or a semicolon character. Entering email value(s) or leaving it
empty will not affect the normal way the scheduled reports work.

Successful use of the email functionality is also dependent on the SMTP configuration being correctly
setup for the SMTP server being used. Please see the section Kayleigh Configuration File on page 94 for
more details on the SMTP configuration. Because of how the SMTP protocol works unfortunately it is
entirely possible for the email to be successfully sent from Kayleigh but the email not be received by the
end user due to an issue somewhere else within the delivery chain.

The current SMTP configuration can be tested using the Send Test Email button which will try to send an
email using the current configuration. If there are any problems, then they will be displayed so that they
can be addressed.

Please note that scheduled reports are always generated on the next day of the end date of the report
period in the report location in the Kayleigh server that you have specified.

Kayleigh Java service runs under local system account and has no access right to a network folder, as a
result it cannot save scheduled reports to a network folder.

To check if a report has run successfully or if any errors, please see:

<Kayleigh installation directory>\kroot\kayleigh\log\scheduled_reports.log

Managing Report Schedules

[Click] View Schedules at the top of the screen, this will bring you to the View Schedules page.

You can delete, enable or disable report schedules here.

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3.15 Environmental Impact
Kayleigh offers two ways for a customer to monitor MFP usage and any impact on the environment:

 An admin can generate reports on the environmental data fields such as Tree Count, CO2
(Grams) and Energy (Watt-Hours) for users, departments, clients etc. For more information,
please refer to the section Reports (Enhanced Reporting) on page 71.

 An MFP user can log into the Kayleigh Admin application and browse to the Me and the
Environment page to compare their own data with the average data. For more information,
please refer to the section Me and the Environment on page 80.

Calculating the Environmental Impact Data

There are many factors that affect how one’s MFP usage can impact on the environment, such as MFP’s
power usage, toner usage, paper count, paper type, as well as how well MFP/toner/paper are recycled
etc. However, most of these factors are beyond Kayleigh’s measurement, so it is important to
understand that the environmental impact data shown in Kayleigh can only be used as a rough
estimation and an indication of habits and trend.

Kayleigh calculates the environmental impact data using the following formulas.
TreeCount= PaperCount / EnvSheetsPerTree
CO2Grams= PaperCount x EnvCo2GramsPerSheet
EnergyWattHours= PaperCount x EnvEnergyWattHoursPerSheet

PaperCount is the total physical sheets of paper used. The Env* parameters are set in the kayleigh.config
file. Please also refer to the section Kayleigh Configuration File on page 94. Customers can adjust these
values to reflect more accurately on their own usage values.
Me and the Environment
In the Kayleigh admin web site, if an MFP user logs in, an extra Me and Environment option is shown on
the left navigation menu. Selecting the option shows a page that displays graphs to help the user
visualise their usage and environmental impact compared against average usage in the last 30 days.

Diagram 49: Environmental Graphs

Me and Environment option is not available for special users including the default admin account.

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3.16 Showing Statistics
[Click] Stats in the left navigation menu, this will bring you to the Job Statistics page.

For each job type, the job number and the percentage (out of total jobs) are displayed.

You can apply filters to narrow the job results used in the statistics.

If the user ticks the Enable checkbox under the Search by date header, the user will be able to refine the
job results by date and time.

 Using the Standard date search you can select a starting date and a duration period before or
after the starting date to search by.

 Using the Advanced date search you can specify a starting date and time and an ending date and
time to search by.

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3.17 Localising Kayleigh
Language and Currency Support in Kayleigh
Kayleigh is built to support multi-language and multi-currency.

Languages Supported by Kayleigh

1. English
2. Spanish
3. French
4. German
5. Croatian
6. Italian
7. Lithuanian
8. Dutch
9. Swedish
10. Norwegian
11. Finnish
12. Danish
13. Hungarian
14. Czech
15. Polish
16. Russian
17. Greek
18. Portuguese
19. Turkish
20. Slovak
21. Romanian
22. Latvian
23. Japanese
24. Simplified Chinese
25. Traditional Chinese
26. Thai
27. Indonesian
28. Vietnamese

Diagram 50: Languages Supported in Kayleigh

NOTE

Currently, the Croatian and the Lithuanian languages are only supported by the Kayleigh Admin
application, not by the MFPs.

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Currencies Supported in Kayleigh

Currency Symbol Hong Kong Dollar HK$

Euro €
New Taiwan Dollar NT$
United Kingdom Pound £
Singapore Dollar $
United States Dollar $
Indian Rupee
Canadian Dollar $
Thai Baht ฿
Mexican Peso $
Vietnamese Dong ₫
Uruguayan Peso $U
Philippine Peso ₱
Dannish Krone kr
Malaysian Ringgit RM
Swedish Krona kr
Indonesian Rupiah Rp
Norwegian Krone kr
Albanian Lek Lek
Swiss Franc SFr. Bosnia and Herzegovina
KM
Russian Ruble руб Convertible Marka
Bulgaria Lev лв
Polish Zloty zł
Moldovan Leu Lei
Czech Koruna Kč
Romanian Leu lei
Hungarian Forint Ft
Serbian Dinar Дин.
Croatian Kuna kn
Ukrainian Hryvnia ₴
Japan Yen ¥
Turkish Lira ₺
Chinese Yuan ¥
Australian Dollar $

Table 4: Currencies Supported in Kayleigh

Support for other languages and currencies can be added upon request.

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 How Kayleigh Calculates and Stores Currency Value
In database, Kayleigh always stores currency values with a precision of 10 decimal places and uses the
point as the decimal point, e.g. 123.0001238200. To ensure Kayleigh accounts accurately, job costs and
user balances are always calculated with a precision of 10 decimal places as well.

However, you can configure how currency value is displayed through the Kayleigh Admin application and
on the Kayleigh controlled MFPs.

Configuring Currency Display

[Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration Options
page. Select your currency display settings in the Set Currency and the Currency Format sections. [Click]
the Submit button to save your settings which will take effect immediately in the Kayleigh Admin
application. However, you must restart the KayleighJavaServer Windows service in order for the user
balance display on the MFPs to use the new settings.

Here is the list of settings you can use to customise currency display:

 Currency to use. For a list of currencies that you can use, please refer to Table 4: Currencies
Supported in Kayleigh on page 83

 Currency symbol position, i.e. prefixed or suffixed to the currency value

 Thousand separator. It can be one of the following punctuation marks: point (.), comma
(,), space ( ), apostrophe (‘), dash (-) and semicolon (:).

 Decimal point. It can be one of the following punctuation marks: point (.), comma (,),
space ( ), apostrophe (‘), dash (-) and semicolon (:).

 Decimal places, i.e. number of fractional digits to keep after the decimal point. This setting
affects:

o On the MFP, the user balance displayed on the user’s home page after a user logs in. The
balance MFP is always rounded down to the decimal places configured.

o In the Kayleigh Admin web site, the job cost on the Job History page. The job cost is
always rounded up to the decimal places configured. You can see the unrounded value of
a job by hovering the mouse pointer over the Cost value.

In addition to the settings above, Kayleigh provides two extra settings in kayleigh.config file to control the
currency display in Kayleigh.

 TopupBalancePrecision

 ZeroPaddingAfterDecimalSeperator

For more information, please refer to the section Kayleigh Configuration File on page 94 for more
details.

When users and jobs are exported from Kayleigh, the user balance and job cost value exported are not
rounded, the full value stored in the database will be exported with the localised decimal point and
without the thousand separator.

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 Hiding Currency Display on MFP
After a user logging in to a Kayleigh controlled MFP, in the user’s home screen, the user’s balance will be
displayed with the currency code. From Kayleigh v1.3.5.4, if you are using a currency that is not
supported by Kayleigh, you can display the user’s balance without the currency code. Please follow the
steps below:

1. Edit the Kayleigh configuration file Kayleigh.config in <Kayleigh Installation Directory>

kroot\Kayleigh\config\ as a text file.

2. Replace
HideCurrencyDisplay=false
with
HideCurrencyDisplay=true
Or add the line HideCurrencyDisplay=true if it doesn’t exist.

3. Save your changes and restart the KayleighJavaServer Windows service.

For more information, please refer to the section Kayleigh Configuration File on page 94 for more
details.

Hiding Users Balance on MFP

After a user logging in to a Kayleigh controlled MFP, in the user’s home screen, the user’s balance will be
displayed with the currency code. From Kayleigh v2.4 you can hide the user’s balance. Please follow the
steps below:

4. Edit the Kayleigh configuration file Kayleigh.config in <Kayleigh Installation Directory>

kroot\Kayleigh\config\ as a text file.

5. Replace
HideBalanceDisplay=false
with
HideBalanceDisplay=true
Or add the line HideBalanceDisplay=true if it doesn’t exist.

6. Save your changes and restart the KayleighJavaServer Windows service.

Using a Different Language

To set Kayleigh to use a different language, please do the following:

1. Make sure the site translation of your desired language has been loaded to Kayleigh. Please refer
to the section Working with the Site Translation File on page 87 about how to create and load a
site translation file in Kayleigh.

2. [Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration
Options page. In section Language Option, select your desired language from the drop down list
[Click] the Submit button to make your selections effective. Restart the Kayleigh Admin
application. The Kayleigh login screen should be displayed in the language you have just set.

3. Change the language display setting for the MFP. This can be done via the MFP operation panel
or the MFP administration web site. [Press] System Settings button on the MFP operation panel

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 and log in as an administrator, and change the MFP’s Language Display Setting to your desired
language (this should be the same language as you have set in Step 2 above). Reboot MFP. The
Kayleigh login screen on the MFP touch panel should be displayed in the language you have just
set. If Kayleigh doesn’t support the language chosen, the Kayleigh login screen and message
screens will be displayed in English.

For Croatian & Lithuanian Users:

For the time being, Sharp OSA module does not have the built-in support for the Croatian and the
Lithuanian languages. You can choose to only set the Kayleigh Admin application to use the
Croatian or Lithuanian language/currency as described in Step 2 above, and keep the display
language on the MFPs as English or any other language.

In the Kayleigh Admin application, you can temporarily change the display language for the current
browser session using the language drop down list at the top right corner of the Kayleigh application
window (see Diagram 2: Kayleigh Admin Application Interface on page 8). Please note that this will not
change the default language setting in the Kayleigh Configuration Options page.

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 Working with the Site Translation File
You can use the site translation functionality to translate the user interface from English to a different
language. This will translate the Kayleigh Admin application user interface as well as the Kayleigh screens
displayed on the MFP touch panel.

3.17.7.1 Downloading the Site Translation File

[Click] Translations in the left navigation menu, this will bring you to the Site Translation page.

Diagram 51: A Snapshot of the Site Translations Page

In the Download Language File section, choose your desired language from the drop-down list, click
the Download Language button and save the file to your chosen location.

3.17.7.2 Editing the Site Translation File

The site translation file is a tab delimited text file in UTF-8 encoding. We recommend that you use the
free OpenOffice.org application to open and edit the site translation file as it offers good support of UTF-
8 encoding. You can learn more about the product suite and download it from

http://www.openoffice.org/

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Open a new Spreadsheet in Openoffice.org Calc, from the toolbar select Insert > Sheet From File…

Make sure Files of type is set to All files (*.*), browse to the location you saved the file and select it,
then click Insert.

In the dialog that appears next, make sure you choose the settings the same as this image:

1. The Character set should be Unicode (UTF-8).

2. The Separator options should be Separated by Tab.
3. The Text delimiter box should be blank.
if you click beside the quote marks you can delete them.
4. [Click] OK.

Then [Click] OK in the Insert Sheet dialog box

Your file will now be imported. It should have 3 columns. You may need to scroll horizontally to see
all the columns.
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The site translation file has three columns

 id – This is a reference number in Kayleigh and must not be changed.

 eng – Stands for English. This column contains the original English strings that the
translation will be based on. This should never be changed.
 <abbreviation of the desired language> –For example spa for Spanish, fre for French. This
column contains the corresponding translation in the desired language. Please add your
translation for each row in this column.
NOTE

Please do not change the first row which contains column headers, e.g. id, eng, fre

3.17.7.3 Saving the Site Translation File

Once you have completed editing the translation file you need to select File > Save As … from the
toolbar.

Choose a destination to save the file to. From the Save as type: drop down menu select Text CSV
(.csv), enter your file name e.g. spa_tran.txt

NOTE

Please ensure that the Edit filter settings check box is ticked.

In the OpenOffice.org dialog box select Keep Current Format

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In the next Export of text files dialog box make these changes.
1. The Character set should be Unicode (UTF-8).
2. The Field delimiter should be {Tab}.
3. The Text delimiter box should be blank.
if you click beside the quote marks you can delete them.
4. [Click] OK.

You may see this warning dialog:

[Click] OK to dismiss the warning message.

3.17.7.4 Importing the Site Translation File

[Click] Translations in the left navigation menu, this will bring you to the Site Translations page.
Please refer to the Diagram 51: A Snapshot of the Site Translations Page on page 87.

In the Upload Language File section, [Click] the browse… button to choose the site translation file,
e.g. fre_trans.txt, and [Click] the Upload Language button to upload the translation to the Kayleigh
application.

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3.18 Kayleigh Configurations
[Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration Options
page.

General Settings
[Click] the General tab to access the general settings. Please see the diagram below:

Diagram 52: Kayleigh Configuration Options -- General

3.18.1.1 Page Size for Limits

Set the page size to be used in calculating the user’s job limits. To learn more about MFP job limit, please
see the section MFP Job Limit on page 102.

By default, Page Size for Limits is set to A4.

3.18.1.2 Language Option & Set Currency

Set the default language and currency used by Kayleigh. For more details, please refer to the section
Localising Kayleigh on page 82.

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3.18.1.3 Enable Features on All Printers (Free Copy and Fishing Options)

 Allow Free Copy. When this feature is enabled, Kayleigh will display an extra icon on the MFP
login screen to allow users to perform free MFP jobs without having to log in. When a user
presses the icon, Kayleigh will enable device under a special user account _mvpfreeuser.

By default, the _mvpfreeuser account can only perform copy jobs. An administrator can
customise the types of MFP jobs that the special user can perform by configuring the account’s
printer options via the Configure … link. For example, if the special user’s printer options allow
IMAGE-SEND and SCAN-TO-HDD, then the users will also able to perform free scan jobs.

There is no job limit set for the _mvpfreeuser account. Kayleigh will calculate the job cost using
the default cost profile and record the jobs under the username _mvpfreeuser.

 Enable Pull Printing Finishing Options. Please refer to the section Pull Printing on page 110 for
more information.

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 MFP Message Logging
[Click] the Logging tab to access the MFP SOAP message log settings. Please see the diagram below:

Diagram 53: Kayleigh Configuration Options -- Logging

Use this page to turn on/off the SOAP message logging between a particular MFP and the Kayleigh
server. You must select a printer before clicking the Submit button. This feature is not available if there
are no printers registered in Kayleigh.

By turning on the message logging for an MFP, all the XML messages exchanged between the MFP and
the Kayleigh server are logged in the log file as shown in the Log File Location. This is particularly useful in
diagnosing a problem. However, during normal operation, we do not recommend you turn on the
message logging as it will slow down performance and the log file can grow very big.

To clean the log file, you need to first stop the Java server service. You can do so using [Control
Panel][Administrative Tools][Services] console. Stop the service with the display name KayleighJavaServer.
You can start the service in the same console.

LDAP Settings
Please refer to the section Configuring LDAP Settings on page 137.

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 Kayleigh Configuration File
The Kayleigh configuration file kayleigh.config is a text file located in the following directory:
<Kayleigh Installation Directory> kroot\Kayleigh\config\

It contains more advanced application wide settings that an administrator can configure.

[Click] the Configuration File tab to view and edit the kayleigh.config file, as well as test the SMTP
settings in the configuration file. Please see the diagram below.

You can also change the configuration settings in a text editor outside the Kayleigh admin web site.

A configuration setting is defined in the following format:

<Setting Name>=<Setting Value>

To change a setting, simply replace the <Setting Value> to the value you would like to set.

Please note that any lines starting with # are comments and will be ignored by the application.

NOTE

After making changes in kayleigh.config file, the KayleighJavaServer Windows service needs to be
restarted for the changes to take effect.

94
The table below contains all the settings that can configured in the kayleigh.config file:

Property Name Description

CounterAudit Internal audit purpose, please do not change.

If set to true, will display user's balance without currency code on the user's
HideCurrencyDisplay
home screen after a user logs in to a Kayleigh controlled MFP.
HideBalanceDisplay If set to true, will hide the account balance on the user's home screen on MFPs.
Standard port number to receive SOAP messages from MFP.
Port IMPORTANT: You must also reboot the Kayleigh controlled MFPs for this setting
to take effect.
SSL port number to receive SOAP messages from MFP.
SSLPort IMPORTANT: You must also reboot the Kayleigh controlled MFPs for this setting
to take effect.
Override the server IP address to receive SOAP messages from MFP.
If empty, will use the Kayleigh server IP as default.
WebServiceIP
IMPORTANT: You must also reboot the Kayleigh controlled MFPs for this setting
to take effect
If set to true, Kayleigh will auto logout the user from the MFP after the user
AutoLogoutAfterFastPrintDelete
presses the Fast Print & Delete button
Kayleigh will restrict input for the Update User Balance page to the precision set.
TopupBalancePrecision
Must be an integer >=0
Kayleigh will pad with 0 all input fields (excluding the Update User Balance page)
ZeroPaddingAfterDecimalSeperator
to the precision set. Must be an integer >= 0.
If this is set to true Kayleigh will allow anonymous printing (i.e. printing without
user name and password entered in the printer driver) for selected user
AllowAnonymousPrint
computers and MFPs. For more information about how to configure anonymous
printing, please refer to the section Anonymous Printing on page 156.
[OPTIONAL] If exists and set to false, Kayleigh will not display the "Change
AllowUserChangePasswordAtMFP Password" button on the user's home screen so that a user cannot change their
Kayleigh password via Kayleigh controlled MFPs.
[OPTIONAL] If exists and set to true, if an LDAP user moves department/group
LDAPDeptAutoUpdate
in LDAP, when they log in to a Kayleigh controlled MFP using their LDAP user
name and password, Kayleigh will automatically move the user to their new
Kayleigh department created corresponding to the user's new LDAP group.
UnifiedPullPrintingEnabled
For more information, please refer to the section Unified Pull Printing on page
169.
If set to true the PIN login pad will be displayed on the MFP (swipe card is no
EnablePINLogin
longer available).
MinPINLength Minimum PIN length of a PIN. Valid range is 4-8, default is 4.
If set to true Kayleigh will generate PINs for the user to choose from, otherwise
SystemGeneratedPIN
the user will be able to set their own PIN
EnableFinishingOptions Allow selection of finishing options in the pull printing screen at the MFP.
[OPTIONAL] Define the pattern to format and localise a date display on Kayleigh
MFPDateFormat
MFP screens, for more information on the format patterns see here.
[OPTIONAL ] Define the pattern to format and localise a time display on Kayleigh
MFPTimeFormat
MFP screens, for more information on the format patterns see here.
If set to true, Kayleigh ScanToMe will email the scanned files to users using the
ScanToEmailViaServer
SMTP settings set in this configuration file.
Set to the IP or web domain of the SMTP server. Please note that the group of
SMTP settings start with Smtp configured here is used by all email sending in
SmtpServer
Kayleigh, including emailing scheduled reports and scan to a user’s email via
server.
SmtpEmailFrom Set the return email address
SmtpUsername [OPTIONAL] Set to username used to authenticate with the SMTP server
SmtpPassword [OPTIONAL] Set to password used to authenticate with the SMTP server
SmtpTlsPort [OPTIONAL] Set to the TLS port used by the SMTP server to enable TLS usage
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 LowBalanceWarning Set the page count below which the Low Balance Warning is shown
EnvEnergyWattHoursPerSheet Set watt-hours required to produce 1 sheet of standard office A4/letter paper.
Set number of standard office A4/letter sheets of paper that an average tree can
EnvSheetsPerTree
produce.
Set CO2 equivalent of greenhouse gas emission to manufacture 1 sheet of
EnvCo2GramsPerSheet
standard office A4/letter paper.
If set to true, Kayleigh ScanToMe will display the destination scan to folder path
ShowScanToFolderPath for the user on MFP. By default this is set to false, i.e. hide the scan to folder
path.
Table 5: Kayleigh Configuration Settings in kayleigh.config

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 PIN Exclusion List
This PIN exclusion list is only applicable when PIN login is enabled in kayleigh.config, see section Kayleigh
Configuration File for more details on how to enable PIN login.

The PIN exclusion list is a text file rpl.txt located in:

<Kayleigh Installation Directory> \kroot\Kayleigh\config\

If you make a change to the rpl.txt file, you must restart the KayleighJavaServer Windows service for
your changes to take effect.

Enter a list of PINs that are banned. The following rules will be applied when the list is processed:

 One PIN per line

 Any lines that start with a ‘#’ will be ignored

 Any leading or trailing whitespace will be automatically ignored

 Any lines with non-numerical characters are invalid and will be ignored

Diagram 54: PIN exclusion list

In the sample file shown above in Diagram 54: PIN exclusion list the lines with “1111” and “ 1234” are
valid, but the line with “n222” will be ignored due to invalid ‘n’ character.

Any lines ignored due to invalid characters will be logged in: <Kayleigh installation directory>
\kroot\kayleigh\log\kayleigh.log

If an existing PIN is banned, it cannot be used to login anymore. When user registers a new PIN, they
cannot choose a PIN that is banned. System generated PINs will automatically exclude all banned PINs.
See the section Registering a PIN on page 124 for more details on PIN registration.

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3.19 ACL Administration
The ACL administration link will only be enabled if an MFP is registered and Kayleigh detects that it
supports new MFP features that are not in the original master list. This may happen for a new MFP
model which has features not present on the older range of MFP models.

Unless the new features have been moved to the Printer Options page, no departments or users will
have access to these features.

[Click] ACL administration in the left navigation menu, this will bring you to the ACL Administration page.
The page will show all the new MFP features detected. The following diagram shows an example of the
page:

Diagram 55: A Sample ACL Administration Page

[Click] the Move Selected button to move the selected features to the Printer Options page and allow the
features for all the departments and users by default.

[Click] the Move All button to move all the new features shown in this page to the Printer Options page
and allow the features for all the departments and users by default.

After all the new features have been moved to the Printer Options page, the ACL administration link will
become disabled.

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4 Database Backup and Restore
Kayleigh provides Windows batch scripts to backup and restore the Kayleigh database.7

4.1 Backing up the Kayleigh Database

Open a Windows DOS Command Prompt. In Windows 7, Windows 2008 server or Windows Vista or a
later version of Windows, the DOS Command Prompt must be opened with the privilege “run as
administrator”.

Change the current directory to <Kayleigh Installation Directory>postgres\, e.g.

cd C:\Program Files (x86)\Kayleigh2\postgres\

Run DB_Backup.bat

You will be asked to provide a file name for your backup. Please avoid spaces in the file name.

You will be prompted to enter the PostgreSQL database user’s password. Please note that the database
user here is not a Kayleigh user, but a default user within the PostgreSQL server. Please follow the
instructions on screen to locate the database user’s password and continue to run the batch script.

The backup will run and create the backup file. If you get an authentication failed for user kayuser
message, the password you entered was incorrect, please run the backup utility again.

The backup files are saved in the backups\ subfolder. If the backup is created and the size is not 0kb, the
backup is successful.

4.2 Restoring the Kayleigh Database

Open a Windows DOS Command Prompt. In Windows 7, Windows 2008 server or Windows Vista, the
DOS Command Prompt must be opened with the privilege “run as administrator”.

Change the current directory to <Kayleigh Installation Directory>postgres\, e.g.

cd C:\Program Files (x86)\Kayleigh2\postgres\

Run DB_Restore.bat

You will be asked to provide the name of an existing backup file that you want to restore. The backup file
needs to be in the backups\ subfolder for the restore utility to locate it.

The restore utility will completely erase the current data in the database and replace it with the data in
backup file. Before the database is restored, a pre-restore backup will be created automatically. The
name format of the pre-restore backup file is: Pre-Restore-BU-<Today’s Date>(<time performed>). For
example: Pre-Restore-BU-07-09-2011(10-51-02).

If you want to continue with the restore operation, select option 1.

7 The database backup and restore utility programs are available from Kayleigh version 1.3.8.2. From version 1.3.8, Kayleigh uses an
embedded version of the PostgreSQL server, and the PostgreSQL server is no longer installed as a separate software package. As a result,
the pgAdmin III tool that was used before for database backup and restore is no longer available.

99
You will be prompted to enter the PostgreSQL database user’s password. Please note that the database
user here is not a Kayleigh user, but a default user within the PostgreSQL server. Please follow the
instructions on screen to locate the database user’s password and continue to run the batch script. You
may be asked to enter the password twice: (1) when the pre-restore backup file is created, (2) when the
restore operation is performed.

The restore utility can only restore backup files to the Kayleigh database that have the same database
schema. This means you cannot restore a backup file from one Kayleigh version to another if the
database schema has changed.

4.3 Using a Windows Scheduled Task to Backup the Database Automatically

NOTE

Please note that the auto database backup feature is only supported for the following operating
systems:
Windows 7,
Windows Server 2000,
Windows Server 2003,
Windows Server 2003 R2,
Windows Server 2008,
Windows Server 2008 R2,
Windows 8,
Windows 10,
Windows Server 12,
Windows Server 12 R2

Two Windows batch scripts are provided in the <Kayleigh Installation Directory>\postgres\ directory for
backing up the Kayleigh database automatically:

1. _db_backup_silent_env.bat. Do not run this script directly. Edit this file in a text editor to
change the default settings of the backup directory and the auto deletion of old backup files.

a. BACK_UP_DIR. This is the database backup directory. By default it is: <Kayleigh

Installation Directory>\postgres\backups\

b. DELETE_DB_TAR_FILES_OLDER_THAN_DAYS. The batch script will automatically delete

the database backup files in the backup directory if the file name matches DB_*.tar
and the file modified time is older than the specified number of days. By default it is
365 days.

2. DB_Backup_Silent.bat is used to back up the Kayleigh database silently without any user
input and auto delete old backup files. It calls _db_backup_silent_env.bat. You can run the
script manually or set up a Windows scheduled task to run this script automatically. It must
be run from the “postgres” directory, i.e. <Kayleigh Installation Directory>\postgres\

Please refer to the separate document Kayleigh Database Auto Backup for instructions about how
to configure the batch file as a Windows scheduled task.

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Each time DB_Backup_Silent.bat is run, it will back up the entire Kayleigh database to an archive file
using the following name: DB_<current system date>_<current system time>.tar. For example a
name of DB_18-01-2013_10h37m36s.tar means that the backup is created at the time of
10h37m36s on the date of 18-01-2013.

Database backup files are stored in the directory specified by BACK_UP_DIR in _db_backup_silent_env.bat

Depending on the number of jobs in the database, the size of the backup file will vary. For a database
with 1 million job records, the file size is about 100MB. Please make sure that you have enough disk
space to store the backup files.

Database backup files contain user and job information such as user name, email address, account
balance, job records etc. Please make sure that you secure the access to the database backup directory 8
to protect user and business data from unauthorized access.

You can use the DB_Restore.bat to restore the data in a backup file to the Kayleigh database. You must
copy the file to the default database backup directory first:

<Kayleigh Installation Directory>\postgres\backups\

For more information please refer to the section Restoring the Kayleigh Database on page 99

You can check the batch file execution records in the log file:

<Kayleigh Installation Directory>\postgres\logs\DB_Backup_Silent.log

8Active Directory user passwords are not stored in the Kayleigh database. Kayleigh local user passwords and card ids are encrypted as one-
way hash in the database.

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5 Using a Sharp MFP with Kayleigh

5.1 MFP Job Limit

Before a user’s job is executed on an MFP, the MFP will first check the user’s job limits with the Kayleigh
server, which will respond by sending back a XML message with the user’s limit information to the MFP
specifying maximum pages allowed for different types of jobs. For example:
<limits sys-name="COPY">
<property sys-name="color-mode">
<limit sys-name="MONOCHROME">7</limit>
<limit sys-name="SINGLE-COLOR">4</limit>
<limit sys-name="DUAL-COLOR">4</limit>
<limit sys-name="FULL-COLOR">4</limit>
</property>
</limits>

Kayleigh uses the following factors to decide the user’s job limit:

1. Is the user allowed unlimited jobs? If Unlimited Jobs is set to Yes in the user’s account, then the
user’s jobs are not subject to limit check. The users' balance will continue to be debited but no
jobs will be suspended on account of a negative balance.

2. User’s available balance which is calculated as

available balance = current balance – minimum balance

When the user's available balance is greater than the cost of the job then the job will be
performed. However, if the user’s available balance is less than the cost of the job then the job
will be held in the Job Queue until the user's available balance is either increased to an amount
greater than or equal to the cost of the job, or the job is cancelled on the MFP.

If the Account By Department option is turned on for the user’s department, then the department balance will
used to calculate the job limit.

3. Page Size. Since the page size (e.g. A4, A3) is unknown until a job has finished, Kayleigh cannot
determine the actual page size to use when calculating the job limits. As a result, Kayleigh will
always calculate the job limit using the Page Size for Limits (see page 91) set in the Kayleigh
Configuration Options page.

By default, Page Size for Limits is set to A4.

4. User’s cost profile.

The job type and Paper Size for Limits are combined to decide which cost unit in the cost profile
will be used in calculating the limit.

For example, if Paper Size for Limits is set to be A3, then

the unit job cost for a mono PRINT job is:

cost of one A3 mono print + cost of one plain A3 paper

and the unit job cost for a colour SCAN job is:

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 cost of one A3 colour scan

Since SCAN jobs do not use any paper, no paper cost is added.

5. Printer costing. This is the Costing (%) value of the printer (MFP). This percentage allows you to
adjust a job’s final cost on a per MFP basis.

Kayleigh calculates the limit for a job type based on the following formula:
user’s available balance / (unit job cost * printer costing)

For example, if Page Size for Limits is set to A4, the printer costing is 80%, the job limit of a FULL-COLOR
COPY job will be calculated as follows:
(user’s available balance) / ((cost of one A4 colour copy + cost of one A4 plain
paper) * 80%)

NOTE

A user will be charged based on the actual output of the job. The limit only provides an estimated
guide for the MFP to prevent users from overrunning their balance.

It is possible for an MFP to execute a job and overrun the user’s balance. The following example
illustrates a worst-case scenario.

Example: Worst Case Scenario to Overrun a User’s Balance

user’s available balance: £5.00
cost of A4 plain paper: £0.20
cost of A4 mono copy: £0.50
cost of A4 colour copy: £1.00
printer costing: 100%

Job limit for A4 Monochrome Copy

= (user’s available balance) / ((cost of one A4 mono copy + cost of one A4 plain paper) * printer costing)
= 5.00 / ((0.5 + 0.2) * 100%)
≈ 7

Job limit for A4 Full-Colour Copy

= (user’s available balance) / ((cost of one A4 colour copy + cost of one A4 plain paper) * printer
costing)
= 5.00 / ((1.0 + 0.2) * 100%)
≈ 4

This tells the MFP that the user is allowed up to 7 monochrome copies or up to 4 colour copies in the
copy job. The MFP will stop the user’s job as soon as it detects a limit is reached, be it the monochrome
copy limit or the colour copy limit.

For example, if the copy job has 10 monochrome pages + 10 colour pages, as soon as the MFP has
detected that the “7 monochrome copies” limit is reached, it will suspend the job. The actual number of
pages copied is:
7 + page overrun9

9 Please see the section Known Limitations on page 126 for more information about page
overrun.

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If the copy job has 10 colour pages, as soon as the MFP has detected that the “4 colour copies” limit is
reached, it will suspend the job. The actual number of pages copied is:
4 + page overrun

The worst scenario occurs when the copy job has 6 monochrome pages and 10 colour pages, the MFP
will allow:
6 mono pages (still within the monochrome copy limit) + 4 colour pages (just reach the colour
copy limit) + page overrun

Assume page overrun is 6 pages, it means that all of the 10 colour pages are copied. The actual cost of
the job will be:
((number of mono pages * (cost of one A4 mono copy + cost of one A4 plain paper) + number of colour
pages * (cost of one A4 colour copy + cost of one A4 plain paper) )* printer costing
= (6 * (0.5 + 0.2) + 10 * (1.0 + 0.2)) * 100%
= 4.2 + 12
= 16.2

As a result, the user has overrun their balance by:

£5 – £16.2 = £-9.2

This problem can be mitigated by setting the user’s Minimum Balance sufficiently enough to cover the
possible overrun cost.

Job Limit For Duplex Print or Copy

For a duplex print or copy, the calculated limit will be bigger than the actual cost. This is because the limit
is calculated by assuming each page in a job is printed in non-duplex mode. If the user’s credit is just
enough for the duplex job, the job may reach the limit before it is completed. The workaround is to ask
the user to add more than enough money in order to complete the job. The final job cost deducted from
the user’s balance will be accurate.

104
5.2 Performing an MFP Job
Scan, Copy or Document Filing Jobs
To perform a scan, copy or document filing job, a typical scenario would be as follows: the user walks up
to the MFP, which has the Kayleigh login screen displayed on its touch panel. The user must enter the
correct user name and password as registered in their Kayleigh account in order to login. Once
authenticated successfully, the normal MFP interface will be enabled.

For an MFP to start and complete a job the user must have the authority to access the MFP function and
the job is within the user’s job limit.

Should a user attempt to use a feature that is not available to them, the job will not be executed, and an
error message may be displayed:
You don’t have the authority to use this function. See your admin.

If the user doesn’t have the right to access to DOCU-FILING-PRINT features in Printer Options page, and if the
user tries to reprint a file from Document Filing / File Retrieve, the Print button will be disabled. The MFP
doesn’t display any error message in this case.

If the user’s job limit is reached before a job is started, depending on the type of jobs, the following error
messages may be displayed:
The maximum number of pages has been reached in the selected colour mode.
Please see your administrator.

Or for scan jobs

Some addresses have already reached the max (Mode: Scan). Contact your
administrator.

If the user’s limit runs out in the middle of a job, the job will be suspended and added to the MFP job
queue. Please see the section Frequently Asked Questions on page 208 about how to resume a job that
is suspended.

You can view jobs executed on the Job History page in the Kayleigh Admin application. For more details,
please refer to the section Viewing and Downloading User’s Jobs on page 67 for more details.

105
 Print Jobs
There are several different ways to performing print jobs in Kayleigh. The following table provides an
overview:

Description User’s Printer Driver Configuration

Kayleigh Pull Printing End users print to the Kayleigh SimplifyPrint  Print to the Kayleigh SimplifyPrint spooler
spooler, and then pull print their files at any port, by default this is 57000.
Kayleigh controlled MFP. For details, please  No user password is required in the driver
refer to the section Using Kayleigh Pull  If user’s Windows login name is not the
Printing on page 108. same as the Kayleigh username, you need
to enter the Kayleigh username in the Job
Handling | User Name field of the printer
driver. Otherwise this step is not needed.

Kayleigh Direct Printing End users print directly to Kayleigh controlled  Print to the printer port directly.
with Password MFPs For details, please refer to the section  Must enter the Kayleigh username and
Direct Printing in Kayleigh on 117. password in the printer driver.

Kayleigh Direct Printing This option only applies to old printer drivers  Print to the printer port directly.
Using Account number which do not support user authentication  Must enter the user’s Kayleigh “Print
using login name and password. For details, Number” account name in the Account
please refer to the section Embedding Account Number field in the printer driver.
Number in the Printer Driver on page 118.

Kayleigh Direct Printing This option should only be used with the new  Print to the printer port directly.
without Password printer drivers that support the printing policy  Must enable the printing policy that
to enforce using the user’s Windows login enforces using the user’s Windows login
name to override the Login Name field in the name to override the Login Name field in
printer driver. For details, please refer to the the printer driver. End users must not
section Direct Printing without Password have administrative right to change the
with New Printer Drivers on page 119. printing policy themselves.
 No need to enter the user’s password in
the printer driver.
 The user’s Windows login name must be
the same as the Kayleigh user name.
 Works with Active Directory users.

Anonymous Printing Allow direct printing without username or  Print to the pre-allocated Kayleigh
password from designated computers to SimplifyPrint spooler port configured to
designated MFPs. The jobs will be recorded send print jobs to a specified MFP.
under the special “_anonymous” account. For  No need to enter the user’s name or
details, please refer to the section password in the printer driver.
Anonymous Printing on page 156

Table 6: Different Ways of Performing Print Jobs in Kayleigh

Settings in the printer driver can affect how the print job cost is calculated. Using the auto colour setting
will result in the print job being charged according to the number of colour pages printed and the
number of monochrome pages printed. Separate costs for colour and monochrome pages will be listed
individually on the Job Details page.

Printing options that are not accommodated in the cost profile list on the Cost Profile Listings page are
considered free of charge.

You can view the executed jobs on the Job History page in the Kayleigh Admin application. For more
details, please refer to the section Viewing and Downloading User’s Jobs on page 67.

106
 Recovering Job Results after a Power Cut
If a job is not completed due to an unexpected error and cannot be resumed, for example, a network
problem, a power cut etc. you can reboot the affected MFPs to force Kayleigh to recover and perform a
reconciliation of all the unfinished jobs from the affected MFPs.

The job status will be updated according to the job results from the MFP. If the job still has an error or
other unfinished status, this status will stay as the final job status, and no more reconciliation for this job
will be done for future MFP reboots.

Allowing Free MFP Jobs Bypassing the Kayleigh Authentication

Some customers only wish to use Kayleigh to track print jobs and allow free copy and/or scan jobs. You
can achieve this by enabling the Allow Free Jobs feature in the [Configuration][General] page. For more
information, please refer to the section Enable Features on All Printers on page 92.

Alternatively, if Allow Free Copy which applies to all MFPs is not enabled then Free Copy can be enabled
for an individual MFP, see the Printer List on page 63 section for more details.

107
5.3 Using Kayleigh Pull Printing
Kayleigh pull printing allows users to print files to the Kayleigh SimplifyPrint spooler, and then walk up to
any Kayleigh controlled MFP to pull print or delete their files at the MFP.

Before you can use Kayleigh pull printing on an MFP, you must make sure that:

1. Your Kayleigh license includes the pull printing option, i.e. in your license file (with the .lic file
extension), you have the line
MaxMFPs_PullPrinting=<Maximum number of MFPs allowed to use the pull printing feature>
E.g. MaxMFPs_PullPrinting=5.
2. In the Kayleigh Admin application, assign a pull printing license to the MFP in the [License][Assign
License] page.
3. Configure the user’s printer drivers to print to the Kayleigh SimplifyPrint spooler. Please refer to
the Kayleigh Installation Guide on how to do this. If you want to use the new Multi-Vendor Print
(MVP) unified pull printing feature, please refer to the section Unified Pull Printing on page 169
about how to configure it.

Once configured correctly, a user will be able to see the documents they wish to print after logging in to a
Kayleigh controlled MFP.

Refresh the
page

Print and
delete all the
user’s
pending files.

Start to use the

Show the MFP’s native
detailed list of functions
the files printed

The user’s home screen offers the option to fast release all the user’s print files in one step using the Fast
Print & Delete button. All files will be printed and deleted immediately.
Diagram 56: User's Home Screen On MFP

NOTE

Kayleigh pull printing will consider a file is printed successfully if the file is sent from the Kayleigh
server to the MFP successfully; even though the file may not be actually printed due to an MFP
problem such as running out of paper. A file will not be deleted if it cannot be sent to the MFP.

108
Press the Details > button to go to the page which will show a detailed list of the user’s documents and
will offer more options to manage those files. Please see the diagram below.

Navigation of pages if there are Go back to the

multiple pages of documents. user’s home
screen.

Refresh the
page.

Press the Change the

checkboxes copies count
to select one for all files.
or more
files.
Change the
copies count
for an
individual file.

Print the Delete the

selected files. selected files.
Will display the
confirmation
page first
before deletion.
Print and delete
the selected files.

Press here to show

the drop down
menu of file
selection options.

Close the drop

down menu

Diagram 57: Kayleigh Pull Printing: Show Detailed File List on MFP

NOTE:

The operations Print, Delete, Print & Delete are performed as background processes. The user can
return to the home screen or the detailed file list before the actual operation is completed. As a
result, the list of files displayed on the screen may reflect the intermediate state of the operation. For
example, if files are being deleted, file list displayed may show the partial results of deletion. Please
refresh the screen to update the file list displayed.

109
 Pull Printing with Finishing Options
If the administrator enables the pull printing finishing options in the [Configuration][General] page in the
Kayleigh Admin application, extra finishing option icons will be displayed on MFP screens to allow a user
to apply duplex printing, mono printing and/or a staple to one or more jobs before printing.

 Duplex Printing Option. If selected, this option will try to enforce duplex printing on the job(s)
with binding on the long side of the paper. If unselected, it has no effect.

 Mono Printing Option. If selected, this option will try to enforce mono printing on the job(s). If
unselected, it has no effect.

 Staple Option. This option only works for printers that have a stapler. If selected, it will override
the original staple settings and try to staple the top left corner of the file(s) printed. If unselected,
it has no effect.

Tap on a finishing option icon to toggle the selection. Finishing options are available in both personal
mode and client mode.

Selecting a finishing option alongside the “Fast Print & Delete” button on the home screen will apply
the option to all pull printing jobs released by the operation.

No finishing option
is selected.
All finishing options are selected and
will apply to all jobs released by the
“Fast Print &Delete” operation.

110
Selecting a finishing option on a file on the pull printing details screen will only apply the option to
the file itself.

“Mono Printing “Staple Option” is

“Duplex Printing
Option” is selected selected.
Option” is selected

“Duplex Printing “Mono Printing “Staple Option” is

Option” is unselected Option” is unselected.
unselected

111
 Auto Logout after Fast Print & Delete
Kayleigh supports auto logout after a user has done fast print and delete of their outstanding print jobs.
This is an application wide setting that will affect all users and all Kayleigh controlled MFPs. The sequence
of events is as follows:

1. A user logs in to a Kayleigh controlled MFP.

2. The user presses the Fast Print & Delete button.

3. Kayleigh logs the user out automatically and displays the Login screen on the MFP.

To turn on the auto logout after fast print and delete in Kayleigh, please follow the steps below:

1. Edit the Kayleigh configuration file Kayleigh.config in <Kayleigh Installation Directory>

kroot\Kayleigh\config\ as a text file.

2. Replace
AutoLogoutAfterFastPrintDelete=false
with
AutoLogoutAfterFastPrintDelete=true
Or add the line AutoLogoutAfterFastPrintDelete=true if it doesn’t exist.

3. Save your changes and restart the KayleighJavaServer Windows service.

112
 Kayleigh Pull Printing Configuration
Kayleigh pull printing provides a list of configurable settings in a text-based configuration file
SimplifyPrint.config located in the spool folder in <Kayleigh Installation Directory>pullp\config\

Summary Property Name Description

Files will be deleted (purged) if they are older than the

FilePurgeThreshold value as number of days.

Auto-delete old
FilePurgeThreshold For example if FilePurgeThreshold is set to 90, then all files that are
files
more than 90 days old will be purged automatically.

Must be a positive integer >= 1.

Files will be deleted (purged) if they are older than the

FilePurgeThresholdMinute value as number of minutes.

Auto-delete old
FilePurgeThresholdMinute For example if FilePurgeThresholdMinute is set to 10, then all files that
files by minutes
are more than 10 minutes old will be purged automatically.

Must be a positive integer >= 1.

Users will be deleted (purged) if the user directory is empty and has not
been accessed for more than the number of days as set in the
UserPurgeThreshold property.

Auto-delete old
UserPurgeThreshold For example if UserPurgeThreshold is set to 180, then all the user
users
directories that are empty and have not been accessed for more than 180
days will be deleted.

Must be a positive integer >= 1.

Define the order of the files to be printed.

Valid values are:

Print order of files FileOrder  FIFO First In First Out -- sort by the files' last modified time, i.e. in
the same order as the files were printed.

 FILO First In Last Out -- sort by the files' last modified time, i.e. in
the reverse order as the files were printed

Use this setting to point to the data directory to a different location other
than the default one. This allows Kayleigh with Pull Printing to use the
data directory of the standard SimplifyPrint OSA application. If both
applications are installed on the same server machine, this allows the
Kayleigh users to print to the same spooler as installed by the standard
Specify the data SimplifyPrint OSA application and pull print their print files from both
directory where applications.
DataDir
print files are
stored If no value is provided, Kayleigh pull printing will use its default data
directory: <Kayleigh installation directory>/pullp/data/

NOTE: Please use forward slash / to specify a directory. E.g.

DataDir=C:/Program
Files/SharpSP/JettyWebServer/jetty/appdata/SimplifyPrint/data/

Table 7: Kayleigh Pull Printing Configurable Settings

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To change a setting, simply edit SimplifyPrint.config using a text editor. A setting is defined in the format:
<Setting Name>=<Setting Value>

Simply replace the <Setting Value> to the value you would like to set.

Please note that any lines starting with # are comments and will be ignored by the application.

NOTE

If you make a change in the SimpifyPrint.config file, you need to restart the KayleighJavaServer
Windows service for your changes to be effective.

114
5.4 Personal Mode vs. Client Mode
Kayleigh features both a personal mode and a client mode. By default, when a user logs into Kayleigh,
the user’s personal home screen will be displayed:

When a user logs into Kayleigh, the Client Mode will only be shown on the MFP if the following
conditions are true:

1. The Kayleigh license includes the Client Billing option.

2. The Client Billing feature is enabled.

3. A client billing license has been assigned to the MFP.

4. The log in user has been assigned to at least one client/matter.

Select to enter personal

mode

Select to enter client

mode

115
If a user chooses to enter client mode they are required to select a client, this is possible via a keyboard
client code entry or a list lookup. The two flows are shown in the following diagram:

Change the
currently
selected
client

Once a client has been selected, pull printing jobs can be performed (see Using Kayleigh Pull Printing
section) and charged directly to the client. The device can be enabled and any native functions such as
copy or scan can be performed and charged to the client.

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5.5 Direct Printing in Kayleigh
To perform a direct printing job on a Kayleigh controlled MFP, the user must embed their credentials in
the printer driver. When an MFP receives a print job, it will forward the user’s credentials to the Kayleigh
server for authentication. This is to ensure a valid user is attempting to perform the job. The user’s
current available balance and ACL settings will be checked to ensure the job is allowed. If the user's ACL
settings do not permit the job to be executed, the job will be cancelled and the MFP will send the job
result to Kayleigh with CANCELLED status under a special user name such as “other2”.

Some old printer drivers do not support user authentication using login name and password, to provide a
workaround for the problem, you can configure a printer to use “Account Number” to authenticate a
print job.

Embedding Kayleigh Username and Password in the Printer Driver

For a user who needs to perform direct printing jobs in Kayleigh, they must enter their Kayleigh
username and password in the printer drivers. Navigate to Start | Control Panel | Printer and Other
Hardware | Printers and Faxes, right mouse click on the printer, and select Properties, on the General
tab, click the Printing Preferences… button to open the Printing Preferences dialog. Go to the Job
Handling tab, under the section User Authentication, enter the user’ Kayleigh user name in the Login
Name field and the Kayleigh password in the Password field as shown in the following diagram:

The Printer Preferences settings are user specific. The settings won’t conflict if multiple users share
the usage of the same computer.

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 Embedding Account Number in the Printer Driver
For old MFP models, the printer driver may not support username/password authentication for print
jobs. As a workaround, you can set up a special “print number” account in Kayleigh for the user to
authenticate print jobs. The limitation is that all print jobs will be recorded under the “print number”
account and thus costs will be deducted from the “print number” account.

 In the Kayleigh Admin Application:

1. Go to the Printer List page, in the list of printers, [Click] the <Printer Alias> link for the MFP that
you would like to allow account number authentication, this opens the Update Printer page,
tick the check box Allow print job authentication using account number and submit your
changes.

2. Create a department to hold the special Kayleigh “print number” accounts. For example,
create a new department called Print Number Accounts and configure the department’s
settings as followings:

 Printer Options. Allow access to COMMON and PRINT features only.

 Printer List. Only allow access to the MFPs that will use the account number to
authenticate print jobs.

 Unlimited Jobs: set to Yes if you want to give the user the option of unlimited
printing. If set to No, you must give each print number account enough balance to
perform the print jobs.

Please refer to the section Adding a Department on page 18 for more information about
how to add a department in Kayleigh.

3. For each user who needs to print to the MFPs that can only support print job authentication
using account number, create a corresponding print number account in the Print Number
Accounts department. The username must be the account number to be entered in the
printer drivers. The format of the account number is dictated by the printer driver; it is
normally a 5-digit number.

Please refer to the section Adding a User on page 25 for more information about how create
a new user account.

 Ask the user to configure their printer driver to use their account number for print job
authentication.

4. After logging in to their own account, go to [Control Panel] [Printer and Faxes], select the MFP,
right mouse click and select Properties from the popup context menu. This opens the
Properties dialog for the MFP. Click the Printing Preferences … button on the General tab, this
opens Printing Preferences dialog for the MFP, in the Job Handling tab, tick the check box
Account Number or User Number, and enter the user’s print account number.

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5.6 Direct Printing without Password with New Printer Drivers
With the new Sharp CR3/CR3.5 printer drivers, it is possible to allow direct printing without
password. A new printing policy option can be used to enforce using the user’s Windows login
name to override the Login Name field of the printer driver. Only administrators are allowed to
configure the printing policy. When the option is turned on, users won’t be able to enter their own
login name in the printer driver, and the user’s Windows login name will be embedded in the print
job’s PJL as an encrypted string. In this case, Kayleigh will consider the login name in the PJL as
sufficient to prove the identity of the user who printed the file.

You need to configure both the printer driver and Kayleigh printer settings before you can directly
print to an MFP without a user password.

Configuring the Printer Driver to Insert Windows Login Name

As an administrator on the print server publishing or sharing the printer queue, select a printer and
open the printer properties.

Select the Configuration tab

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Then select the Printing Policy… option

In the Printing Policy dialogue, select the User Windows Name as ‘Login Name’ option.

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By enabling this option, the Windows user login name will be used to override the Login Name field
into the printer driver. If you browse to the General tab and click the Printing Preferences … button,
and select the Job Handling tab, you can see in the following image that the User Authentication
option is grey out and pre-populated.

The following table lists the MFP models that support the new printer driver:

Series Model
Gemini MX-1810U
MX-2010U
Aries MX-2610N
MX-3110N
MX-3610N
Virgo MX-4110N
MX-4111N
MX-5110N
MX-5111N
MX-4112N
MX-5112N
Capricorn MX-M264U
MX-M314U
MX-M354U
MX-M264N
MX-M314N
MX-M354N
Gemini + MX-2310U
MX-3111U
Gemini II + MX-2614N
MX-3114N
MX-2615N
MX-3115N
Aries II MX-2640N
MX-3140N
MX-3640N
Table 8: MFP Model List Supported by the New CR3/CR3.5 Printer Driver

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 Enabling Direct Printing without Password on an MFP in Kayleigh

To enable direct printing without password, go to the Printer List page and turn on Allow direct print
without password for the suitable MFPs. If an MFP has this option enabled, Kayleigh will authenticate the
direct printing jobs from the MFP using user login names only, i.e. Kayleigh will allow the direct printing
job as long as the user login name in the print job is a valid Kayleigh user name or a valid LDAP user name
if using LDAP authentication.

For more information about how to add or update an MFP in Kayleigh, please refer to the section

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5.7 Self-managing User’s Account on MFP
After a user logs in to a Kayleigh controlled MFP, in the first MFP screen displayed, i.e. the user’s home
screen, the user can view their account balance, change password, and register a card.

Viewing Account Balance

After logging in, the user’s account balance is displayed in the user’s home screen. If the Account By
Department option is turned on for the user’s department, the department’s balance will be displayed instead.

Changing Password
After logging in, press the Change Password button in the user’s Settings screen to change the user’s
password.

Registering a Card
Make sure the card is programmed for the user and is ready to use.

Connect the card reader to the MFP USB port.

Ask the user to login to a Kayleigh controlled MFP using their username and password. Press the Register
Card button in the user’s Settings screen. A keyboard input screen is displayed. At this point let the card
reader read the card. You should see ******* being displayed on the input field to indicate that the card
information is being read. If the MFP has the feature “Use IC Card for Authentication” enabled, no
keyboard input screen will be displayed. You will be prompted to swipe/scan your card directly.

A confirmation message will be displayed to confirm that the card is registered successfully and the user
is now ready to login using the card.

NOTE

For a card reader to work with Kayleigh, it must be able to connect to a USB port and emulate the
card input as keystrokes in the MFP supported format.

For a list of compatible card readers that work with your MFP models, please contact your local
dealer.

Unregistering a Card

You cannot unregister a card via Kayleigh controlled MFPs. A user’s card can only be unregistered by the
Kayleigh administrator using the Kayleigh Admin application. Please refer to the section Modifying
Existing Users on page 32 for details about how to unregister a user’s card.

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 Registering a PIN
This only applies when PIN login is enabled in the kayleigh.config file and the option to set a new PIN is
only enabled when a user logs in with their username and password

If SystemGeneratedPIN is set to true in the kayleigh.config file, Kayleigh will generate unique PINs for a
user to choose from, otherwise the user will be able to set their own PIN.

5.7.4.1 User Set Their Own PIN

This applies if SystemGeneratedPIN is set to false in the kayleigh.config file. Press the Register PIN
button under the Settings’s icon.

A number pad will be displayed for the user to enter a PIN up to 8 digits. The minimum length of is set by
MinPINLength in the kayleigh.config file.

If the user enters a PIN that is already in use or is in the PIN exclusion list, an error message is displayed.
The user can input another PIN until the operation can complete.

After a PIN is successfully registered, the user can login to MFPs using the PIN.

Users can change their PIN number to a different one using the same process.

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5.7.4.2 System Generated PIN

This applies if SystemGeneratedPIN is set to true in the kayleigh.config file. Press the Generate PIN
button under the Settings’s icon.

An automatically generated PIN is displayed to the user, they can choose to accept the PIN or ask for a
different one, in which case another random PIN will be generated. The user then has the same choice as
before, to accept or generate a new PIN.

The system will never offer a PIN that is already in use or in the PIN exclusion list to the user.

Once the user has accepted a PIN, a confirmation message will be displayed to confirm that the PIN is
registered successfully and the user can now login using the PIN.

Users can change their PIN number to a different one using the same process.

5.7.4.3 Unregistering a PIN

User can change a PIN, but not unregister a PIN via Kayleigh controlled MFPs. A user’s PIN can only be
unregistered by a Kayleigh administrator using the Kayleigh Admin application. Please refer to the
section Modifying Existing Users on page 32 for details about how to unregister a user’s pin.

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5.8 Low Balance Warning
The Low Balance Warning will be displayed depending on the value of LowBalanceWarning set in the
Kayleigh.config file. By default the value is 10, which essentially means that if a user or client has a
balance of less than 10 pages then they will see a warning when they login to a Kayleigh controlled MFP.
If the configured value is 0 then no warnings will be shown no matter what balance a user or client has.

The amount of pages a User or Client is able to print is calculated based on either their available balance
and page costs based on the applicable Cost Profile or if a User has Account By Pages enabled then their
available page balances for Mono and Colour is used instead.

NOTE

The available page calculation is based on the cost of the MFP’s default page size for plain paper
added to the mono/colour in the applicable Cost Profile.

It does not take into account that it may be cheaper to print in Duplex mode or other settings that
could reduce the cost of individual pages and therefore increase the amount of potentially available
pages.

It also doesn’t take into account things like adding staples or page punching which would do the
opposite and increase the cost of individual pages.

NOTE

The MFP Costing setting and the Matter Costing setting in the case of Client printing is taken into
account when calculating the available pages, so this can mean that the Low Balance Warning may
be shown on some MFPs but not others for the same User or Client.

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5.9 Timeouts that affect Kayleigh
There are two timeouts and one Kayleigh setting that can cause Kayleigh to auto-logout.

1. The “Auto Clear Setting” found in [Operations Settings] [System Settings] on the MFP. This setting
can be accessed on the MFP by pressing the “System Settings” button on the MFP or via the MFP
web page (which is shown below).

This timeout is an MFP native timeout which logs the currently logged in user out of the MFP and
returns back to the Kayleigh login screen, if there has been no activity on the MFP for the number of
seconds specified in the setting above (For example a setting of 30 seconds would cause the logged
in user to be logged out by the MFP if there had been no activity on the MFP after 30 seconds). As an
example, if a user goes into “Image Send” and then selects the “File Format” page and remains in
this page without pressing any key on the MFP for 30 seconds the MFP will automatically return back
to the Kayleigh login screen as shown below.

After 30 seconds of inactivity MFP automatically logs the user out.

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 Please note that due to a patent issue this timeout may be ignored if the MFP is in “Copy” mode
when the device is inactive. This patent affected many of the older Sharp models but should not be
in force for the newer models.

Also note that this timeout will not have any effect until the MFP has been enabled by the user after
login. For example if the user is on the Kayleigh “User Home” screen this timeout will not cause the
MFP to go back to the login screen after 30 seconds, the screen will just remain displayed indefinitely
until a key is pressed on the MFP (but see the Java session timeout below).

2. There is a Java session timeout which has been fixed to two minutes within the Kayleigh application.
This timeout comes into effect if there has been no activity (i.e. keys pressed) on any of the Kayleigh
screens AFTER a user has logged in (e.g. the Kayleigh user home screen).

This timeout does NOT affect any of the Kayleigh login screens or any of the MFP native screens after
the MFP has been enabled (e.g. the “Copy mode” screen).

For example, if the user is on the Kayleigh user home screen shown below, the following message
will be displayed on the MFP if a key is pressed after two minutes or more of inactivity on this screen.

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3. There is one other setting that can cause Kayleigh to auto logout. This is the
AutoLogoutAfterFastPrintDelete setting found in the Kayleigh.config file.

If this is set to true then Kayleigh will auto logout after the Fast Print & Delete button is pressed. An
example with screens for each possible setting is shown below.

(a) AutoLogoutAfterFastPrintDelete=false

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1. User clicks Fast Print & Delete. 2. Kayleigh starts printing files and
updates home screen.

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 (b) AutoLogoutAfterFastPrintDelete=true

1. User clicks Fast Print & Delete. 2. Kayleigh starts printing files
and logs the user out and
returns to the login screen.

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6 Kayleigh LDAP Integration

6.1 Introduction
Kayleigh LDAP integration allows you to use an LDAP server to control a user’s access to MFPs. Once
LDAP is enabled and configured in Kayleigh, a user can login to a Kayleigh controlled MFP using their
LDAP credentials. This means an LDAP user can access the MFP functions without the administrator
having to set up a Kayleigh user account for them in advance.

When LDAP is enabled, the Kayleigh server will use the user credentials to authenticate with the LDAP
server, and if successful, automatically create a Kayleigh user and a Kayleigh department corresponding
to the LDAP user and the LDAP user group. The user and the department are created using the default
settings in the Kayleigh LDAP configuration. For more details, please refer to the section LDAP Settings:
Group on page 146 and the section LDAP Settings: User on page 148.

To use LDAP authentication, please complete the configuration steps as detailed in the section
Configuring LDAP Settings on page 137.

If you already have a good understating of the LDAP protocol, you can follow the next section Quick
Steps to Configure LDAP Settings on page 133 to quickly set up Kayleigh to work with the LDAP server.

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 Quick Steps to Configure LDAP Settings
[Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration Options
page. [Click] the LDAP Settings tab to access the pages to configure LDAP settings.

1. Navigate to the [LDAP Settings][Connection] page.

1) Tick the LDAP Enabled checkbox to enable LDAP.

2) Select Server Type: ActiveDirectory or OpenLDAP.

3) Enter the LDAP port.

Enter the LDAP non-SSL port in Server Port. The Test button next to it tests if the port is open
and is accepting TCP connections.

Enter the LDAP SSL port in SSL Port. The Test button next to it tests if the port is open and is
accepting TCP connections. You will need to tick the Use SSL checkbox first.

If you are going to use Simple as the Authentication method in the [LDAP
Settings][Authentication] tab, we recommend that you use SSL. For more details, please refer
to the section Configuring TLS/SSL on page 139.

4) Enter the LDAP bind account information. Kayleigh uses the bind account to connect to the
LDAP server to check an LDAP user’s account status during card login. For more details,
please refer to the section LDAP Bind Account on page 138. You don’t need to set up a bind
account if anonymous binding is allowed, but this is not recommended.

Enter Bind DN or User.

 For OpenLDAP, you must enter the bind account’s full LDAP DN, e.g. cn=kayleigh
user,cn=users,dc=sharptesting2,dc=local.

 For Active Directory, you can use one of the following:

o Bind account’s full LDAP DN

o Full NT domain name, e.g. sharptesting2\kayleigh

o Full user principal name, e.g. [email protected]

Enter Bind Password. Enter the bind account’s password in LDAP.

5) Click the Save Settings button. You don’t need to restart the KayleighJavaServer Windows
service until you completed configuring LDAP.

2. Navigate to the [LDAP Settings][Authentication] page. For detailed instructions, please refer to the
section LDAP Settings: Authentication on page 142.

1) Set up the Authentication Method. If you choose Simple, you should make sure SSL is enabled
in the [LDAP Settings][Connection] tab.

If you want to use DIGEST-MD5, please read the section Authenticating Using DIGEST-MD5 in
the Active Directory Server on page 142 for potential security implications.

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 2) Choose User Login Attribute. This only applies to OpenLDAP. It specifies which LDAP user
attribute can be used to authenticate the user.

3) If use Active Directory, choose Login With, and enter NT or DNS Domain Name. For more
information, please refer to the section Login Name in Active Directory on page 143.

4) Set up SASL Settings. This is only required if you use DIGEST-MD5. For more information,
please refer to the section SASL Settings on page 144.

3. Navigate to the [LDAP Settings][Group] page. For detailed instructions, please refer to the section
LDAP Settings: Group on page 146.

1) Click the Edit Default Department Profile button to set up the department profile that is used
to auto create Kayleigh departments corresponding to LDAP groups.

2) Specify how to obtain a user’s LDAP group name that the user belongs to.

 By User Attribute. Obtain the LDAP group name from a user attribute, e.g. the
“department” attribute.

 By User DN. Extract the LDAP group name from the user’s LDAP DN. For example, if the
user’s LDAP DN is:
cn=Joe Bloggs user,ou=Uxbridge,ou=employees,dc=example,dc=com
and the Group DN Part Name is ou, Kayleigh will extract the LDAP group name from the
first occurrence of ou in the LDAP DN, and in our example this is Uxbridge.

4. Navigate to the [LDAP Settings][User] page. Specify how Kayleigh locate an LDAP user and create a
corresponding Kayleigh User. For detailed instructions, please refer to the section LDAP Settings:
User on page 148.

1) Search Base DN and Search Scope dictate the LDAP context that Kayleigh should use to locate
a user in LDAP.

2) Obtain User First Name From, Obtain User Last Name From, Obtain User Email From specify the
LDAP user attributes that Kayleigh should use to extract the user information.

3) Current Balance and Minimum Balance specify the default balance value to assign to a Kayleigh
local user which is automatically created corresponding to an LDAP user the first time the
LDAP user authenticates using their LDAP credentials on an MFP.

4) Test User Account. Use this function to test the correctness of your overall LDAP settings
and/or validate a user’s LDAP credentials.

5) Click the Save Settings button. Restart the KayleighJavaServer Windows service for your LDAP
settings to take effect.

5. FOR AMERICAN REGION ONLY. Navigate to the tab [LDAP Settings][AIP Support] page. Configure
the settings to work with the US AIP OSA application suite. Choose Convenience Mode (with password
caching) to enable Single Sign On with AIP. It also requires SSL communication between the MFPs
and the Kayleigh server. For more details, please refer to the document “Kayleigh Support for AIP”.

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 LDAP Authentication by Card
The first time an LDAP user authenticates to a Kayleigh controlled MFP, they must login using their LDAP
login name and password. This is because the Kayleigh server needs to authenticate the user with the
LDAP server before allowing the user to register a card. The following will happen after the first
successful user authentication:

1. A Kayleigh user and a Kayleigh department (if it does not exist) will be created automatically
corresponding to the LDAP user and the LDAP user group.

2. Kayleigh obtains the user’s LDAP Distinguished Name (DN) from the LDAP server and stores it in
the database.

3. The user is allowed to register a card via a card reader, and use the registered card for all future
logins. For more details about how to register a card, please refer to the section Registering a
Card on page 123.

When an LDAP user authenticates to Kayleigh using a registered card, Kayleigh will not authenticate the
user with the LDAP server any more, it will only check the user account status with the LDAP server.

This is what happens when a user tries to login via a card:

If LDAP is enabled:

1. Kayleigh checks if the card is registered in the Kayleigh database.

2. If yes, get the card user’s LDAP DN and use it to locate the user in the LDAP server and check the
user’s account status in LDAP. If the user account status is disabled, locked, or expired, a
corresponding error message will be displayed, and the user will be denied access to the MFP.
Otherwise the user card login will be successful.

3. A local Kayleigh user without an LDAP account can still login as usual (Kayleigh 2.4 onwards only).

If LDAP is disabled:

Kayleigh will only check if the card is registered in the Kayleigh database, both LDAP users and local
Kayleigh users can login using their cards.

NOTE

If an LDAP user’s DN is changed in the LDAP server, when LDAP is enabled, the user will not be able
to login via the registered card. To rectify the problem, the user needs to re-authenticate using their
LDAP login name and password, Kayleigh will then be able to obtain the updated LDAP DN for the
user and update its database record accordingly. The user does not need to re-register their card.

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 Kayleigh User Authentication and LDAP
When LDAP is enabled, Kayleigh delegates the authentication responsibility for LDAP users to the LDAP
server. Local Kayleigh users are authenticated against the stored password in the database, and
therefore both type of users can exist simultaneously.

The following table summarises how Kayleigh handles user authentication when LDAP is enabled or
disabled:

Can Authenticate When Can Authenticate When LDAP Is

LDAP Is Enabled Disabled
Card Login LDAP User Yes. User must have valid Yes. Can authenticate if card is
LDAP account to registered as card is stored
authenticate. locally in Kayleigh.
Kayleigh uses the user’s LDAP
DN to check the user’s
account status.
Local Kayleigh User Yes. Yes.
Login Using User LDAP User Yes. Can authenticate if valid No. Cannot authenticate since
Name and LDAP user name and LDAP users do not have local
Password password. Kayleigh credentials.
Local Kayleigh User Yes. Can authenticate if valid Yes.
local Kayleigh user name and
password.
Table 9: Kayleigh User Authentication and LDAP

Summary of Kayleigh LDAP Features

The following table summarises the features of the Kayleigh LDAP support:

Feature Description
LDAP version supported: LDAPv3
LDAP server supported:  Microsoft Active Directory
 OpenLDAP
LDAP authentication method:  simple
 DIGEST-MD5 (Microsoft Active Directory only for version 1.3.5)
If support SSL: Yes. We recommend you always enable SSL when using the simple
authentication method.
If store LDAP password in the No. Kayleigh does not store the LDAP user’s password locally in the
Kayleigh local database: Kayleigh database.
LDAP group import: A Kayleigh department, if it does not exist, will be created
automatically when an LDAP user authenticates to Kayleigh for
the first time.
For more information, please refer to the section LDAP Settings:
Group on page 146.
LDAP user import: A Kayleigh user, if it does not exist, will be created automatically
when an LDAP user authenticates to Kayleigh for the first time.
For more information, please refer to the section LDAP Settings: User
on page 148.
LDAP user sync: Create or update one Kayleigh user for each LDAP user inside an
Organizational Unit (OU onwards) in LDAP. This feature is only
supported with Active Directory server and not any other LDAP
implementation.
Table 10: Summary of Kayleigh LDAP Features

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6.2 Configuring LDAP Settings
This section shows you how to use the Kayleigh Admin tool to configure the LDAP settings. You can also
perform quick tests of your LDAP settings using the Test buttons provided.

[Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration Options
page. [Click] the LDAP Settings tab to access the pages to configure LDAP settings.

NOTE

You must restart the KayleighJavaServer Windows service for your changes to the LDAP settings to
take effect.

LDAP Settings: Connection

[Click] the Connection link at the top of the page to configure the LDAP server settings and the bind
settings.

Please refer to the following diagram:

Click to enable or disable Kayleigh authentication via the

LDAP server.

Enter the LDAP server IP or DNS name.

If you are using DIGEST-MD5 in Active Directory, this has
to the Active Directory server’s DNS name.
Click the Test button to test the LDAP server IP/DNS and
the non SSL port number.

If simple is selected, for security reason you should enable

SSL by ticking the check box Use SSL.
If DIGEST-MD5 is selected, it will use the SASL settings in
the Authentication page.
Click the Test button to test the SSL port number

Enter the LDAP bind account. This is required if

the LDAP server does not allow anonymous
binding. For security reasons, please limit the
bind account’s access right to read only.
For Active Directory, the bind user name can be
one of the following three forms:
1. LDAP DN, e.g. cn=kayleigh
user,cn=users,dc=sharptesting
2,dc=local
2. Full NT domain name, e.g.
SHARPTESTING2\kayleigh
3. Full user principal name, e.g.
[email protected]

For OpenLDAP, this must be the LDAP DN of the

bind user account.
Click the Test button to test the binding account.

Diagram 58: LDAP Settings: Connection

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6.2.1.1 LDAP Bind Account

If the LDAP server does not allow anonymous binding, you need to provide a bind account for Kayleigh to
search for an LDAP user and check a user’s account status. For security reason, you should minimise the
access right of the bind user account to limited read only access. The bind user’s password is encrypted
and stored in the Kayleigh database.

By default, Active Directory disallows anonymous binding but OpenLDAP allows it.

The bind account is only used for the following two scenarios:

1. If the LDAP user logs in to the MFP using card, Kayleigh will use the bind account to authenticate
to the LDAP server and use the user’s LDAP DN to check the user account status.

2. If the authentication method is simple, if the user authenticates using sAMAccountName (in Active
Directory) or uid (in OpenLDAP), Kayleigh will use the bind account to search for the user’s LDAP
DN first before authenticating to the LDAP server using the user’s LDAP DN and password.

For Active Directory, the bind user name can be one of the following three forms:

1. LDAP DN, e.g. cn=kayleigh user,cn=users,dc=sharptesting2,dc=local

2. Full NT domain name, e.g. sharptesting2\kayleigh
3. Full user principal name, e.g. [email protected]
For OpenLDAP, this must be the DN of the bind account, e.g. uid=user,ou=group,dc=example,dc=com

If the Bind Authentication Method is DIGEST-MD5, it will share the SASL settings in the Authentication page.

If you are using DIGEST-MD5 in Active Directory, you need to make sure that:

1. Use the LDAP server’s DNS name instead of IP address for the Server Hostname/IP in the
Connection page. Please refer to the section Collecting Your Active Directory DNS Name, NT
Domain Name and User Principal Name on page 154 regarding how to get it.

2. The password of the bind account is stored using reversible encryption in the LDAP server. On
Active Directory servers this can be configured by following the steps below:

i. Login as either a member of the local Administrator security group for stand-alone
computers or a member of the Domain Administrator security group for computers that are
connected to the domain.

ii. [Click] Start | Administrative Tools | Active Directory Users and Computers.

iii. Locate the user account used for LDAP binding. Right click and select Properties.

iv. In the user’s Properties dialogue, select the Account tab, in the section Account options:, tick
the check box Store password using reversible encryption. [Click] the OK button to save.

v. Reset the user password for the bind account for the changes to take effect.

Please also refer to the section Authenticating Using DIGEST-MD5 in the Active Directory Server on
page 142 regarding information about the alternative way to configure “store password using reversible
encryption” and its security implications.

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 Configuring TLS/SSL
If LDAP is enabled, when an LDAP user authenticates to the MFP, the user credentials are first sent from
the MFP to the Kayleigh server, then the Kayleigh server forwards the user details to the LDAP server.
Therefore, both the network connections below need to be protected:

1. The network connection between the MFP and the Kayleigh server.

2. The network connection between the Kayleigh server and the LDAP server.

NOTE

You should always use TLS/SSL for the connection between the MFP and the Kayleigh server.

If you are using simple method for LDAP authentication, you should also ensure TLS/SSL is used for
the connection between the Kayleigh server and the LDAP server. Otherwise an LDAP user’s
password will be sent over the network in clear text.

6.2.2.1 Configuring TLS/SSL between the MFP and Kayleigh Server

Go to the MFP administration web page.

Navigate to Application Settings | External Application Settings | External Accounting Application Settings

Change the external accounting application settings for Kayleigh as follows:

Address for Application UI:

https://<Kayleigh server IP address>:58181/Kayleigh/login.jsp

Address for Web Service:

https://<Kayleigh server IP address>:58181/Kayleigh/KayleighWS

Please replace <Kayleigh server IP address> with the real IP address of the Kayleigh server. Reboot
the MFP for the changes to take effect.

Please refer to the file <Kayleigh Installation Directory>\KayleighConfig.txt for user specific Kayleigh
configuration.

NOTE

To support TLSv1.2 communication between an MFP and Kayleigh. the MFP's firmware must support
both n2.0 browser and TLSv1.2. and n2.0 browser must be selected when register Kayleigh as the
external accounting application for the MFP.

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6.2.2.2 Configuring TLS/SSL between the Kayleigh Server and the LDAP Server

1. Enable SSL in the Kayleigh LDAP settings. Please refer to Diagram 58: LDAP Settings on page 137,
make sure that the Use SSL check box is checked and you have entered the correct port number
for SSL Port.

2. For the TLS/SSL communication to succeed, you need to ensure that the Kayleigh Java server
trusts the LDAP server by installing the LDAP server's certificate (or its CA's certificate) into the
JVM keystore.

a. Download the SSL certificate from the LDAP server.

For Microsoft Active Directory server, please refer to the section Downloading SSL
Certificate for the Microsoft Active Directory Server on page 141 for more information.
For other LDAP servers, please refer to the server’s own documentation.

b. Install the LDAP certificate into the JVM keystore.

i. Copy the LDAP certificate file to the following directory in the Kayleigh server:
<Kayleigh Installation Directory>\glassfish4\glassfish\domains\domain1\config\

ii. In the Kayleigh server machine, open a DOS window.

IMPORTANT: In Windows 7 and Windows Vista, you must open the DOS window
with “Run as administrator” in order for the keytool to import the certificate to
the correct file.

iii. Change to the following directory in the DOS window:

cd <Kayleigh Installation Directory>\glassfish4\glassfish\domains\domain1\config\

iv. Run the following command in directory C:\<Kayleigh Installation

Directory>\glassfish4\glassfish\domains\domain1\config\:
<Kayleigh Installation Directory>\glassfish4\jdk\bin\keytool -import -alias
kayleigh_ldap -file <The certificate file from the LDAP server> -keystore cacerts.jks

Replace <The certificate file from the LDAP server> with the file name
of the certificate you have downloaded from the LDAP server.

keytool will prompt you for a password. The default keystore password you
need to enter is: changeit.

When prompted Trust this certificate? [no]:, enter yes to confirm the
key import.

v. Restart the Windows service KayleighJavaServer for the certificate import to take
effect.

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6.2.2.3 Downloading SSL Certificate for the Microsoft Active Directory Server

1. If the certification authority (CA) if not installed on your Active Directory (AD) server, you need to
install it and restart your domain controller service.

It is recommended that you install the enterprise CA which is fully integrated with the AD, and
automatically issues certificates to the members within the AD. However, if you need to install a
standalone CA for various reasons, please refer to the Microsoft documentation about how to
configure it to work with the AD.

For more information about an enterprise CA vs. a standalone CA, please refer to the Microsoft
article: Defining CA Types and Roles (http://technet.microsoft.com/en-
us/library/cc756989%28WS.10%29.aspx)

2. Login to the Active Directory server as either a member of the local Administrator security group
for stand-alone computers or a member of the Domain Administrator security group for
computers that are connected to the domain.

3. [Click] Start | Administrative Tools | Certification Authority to open the CA Microsoft Management
Console (MMC) GUI.

4. Highlight the CA machine and right-click to select Properties for the CA.

5. From the General tab, [Click] the View Certificate button.

6. Select the Details tab, and [Click] the Copy to File... button.

7. Use the Certificate Export Wizard to save the CA certificate in a file using the DER Encoded Binary
X-509 format (.CER) format.

141
 LDAP Settings: Authentication
[Click] the Authentication link at the top of the page to configure the LDAP authentication settings.

Please refer to the following diagram:

If simple is selected, for security reason

you should make sure that you use
TLS/SSL for the communications between
the MFPs and the Kayleigh server, and
between the Kayleigh server and the
LDAP server.

Use the + sign to add

a new value to the
If Login With is set to User Principal, enter
drop down list
the DNS domain name that is shared by
all the users, e.g. @example.com.
If Login With is set to NT Domain Name,
enter the NT domain, e.g.
SHARPTESTING2\
If Login With is set to sAMAccountName,
this is ignored.

This is not used by the Active Directory

Server.
For OpenLDAP, user name is reformatted
into an authentication request DN using
the SASL realm.

Diagram 59: LDAP Settings: Authentication

6.2.3.1 Authenticating Using DIGEST-MD5 in the Active Directory Server

If you are using the Active Directory server with DIGEST-MD5 as the Authentication Method in the
Authentication page, please ensure that:

1. You use the LDAP server’s DNS name instead of IP address for the Server Hostname/IP in the
Connection page.

Please refer to the section Collecting Your Active Directory DNS Name, NT Domain Name and
User Principal Name on page 154 regarding how to get the Active Directory server’s DNS name.

2. The user's password is to be stored using reversible encryption. You can manage this setting for
all users using the Default Domain Policy | Windows settings | Security Settings | Account Policies |
Password Policy. Please restart your domain controller service if you have changed the user’s
password policy.

For more information about how to apply or modify password policy, please read the Microsoft
article at http://technet.microsoft.com/en-us/library/cc781633%28WS.10%29.aspx

142
 For more information about the security risk and implication when storing user password using
reversible encryption, please read the Microsoft article at http://technet.microsoft.com/en-
us/library/cc784581%28WS.10%29.aspx

NOTE

If you have enabled “store user password using reversible encryption”, and if a user’s existing
password was set without this being enabled, the user must reset their password in order for the
password to be stored using reversible encryption.

6.2.3.2 Login Name in Active Directory

If authentication method is simple, a user can login using one of the three forms:

1. sAMAccountName. E.g. james

2. NT Domain Name. E.g. SHARTESTING2\james

3. User Principal. E.g. [email protected]

If authentication method is DIGEST-MD5, then only NT Domain Name or User Principal are allowed as
the user login name.

If Login With is set to sAMAccountName, Kayleigh will first search for the user’s LDAP DN using the
sAMAccountName, then authenticate to the LDAP server using the user’s LDAP DN and password.

If Login With is set to NT domain name, an LDAP user can use their NT domain name to authenticate to a
Kayleigh controlled MFP, e.g. SHARTESTING2\james. If you pre-configure the NT domain name in the
NT or DNS Domain Name text box as shown below:

The user can simply login as james. Kayleigh will automatically prefix the user name with SHARTESTING2\
to form the full NT domain name before authenticating to the LDAP server.

Similarly, If Login With is set to User Principal, you can pre-configure the DNS domain name in the NT or
DNS Domain Name text box. For example, for user principal [email protected], you can pre-
configure @sharptesting2.local in the text box. When the user login as james, Kayleigh will
automatically append @sharptesting2.local to the user name to form the full user principal name
before authenticating to the LDAP server.

143
6.2.3.3 SASL Settings

SASL stands for Simple Authentication and Security Layer framework, which is detailed in RFC 2222
http://www.ietf.org/rfc/rfc2222.txt. There are several industry standard authentication mechanisms that
can be used with SASL, including Kerberos V4, GSSAPI, and DIGEST-MD5.

The only SASL authentication method that Kayleigh supports is DIGEST-MD5. The DIGEST-MD5
mechanism is the mandatory-to-implement authentication mechanism for LDAPv3. Though DIGEST-MD5
is not a strong authentication mechanism in comparison with trusted third party authentication systems
(such as Kerberos or public key systems), yet it does offer significant protections against a number of
attacks.

DIGEST-MD5 relies on the client and the server sharing a "secret", usually a password. The server
generates a challenge and the client a response proving that it knows the shared secret. This is much
more secure than simply sending the secret over the wire.

SASL Realm

For the Active Directory Server, the SASL realm is simply ignored.

For OpenLDAP, user name is reformatted into an authentication request DN using the SASL realm, i.e.
uid=<username>,cn=<realm>,cn=<authentication mechanism>,cn=auth.

For example, if a user’s uid is george, SASL realm is example.com, then the authentication request DN
for DIGEST-MD5 will be: uid= george,cn=example.com,cn=digest-md5,cn=auth.

SASL Quality of Protection (QoP)

SASL mechanisms support integrity and privacy protection of the communication channel after
successful authentication. Please refer to the following table:

Token Name Description

auth Authentication only Authentication only.
auth-int Authentication with integrity Subsequent LDAP requests and responses are protected against tampering.
protection
auth-conf Authentication with integrity Subsequent LDAP requests and responses are encrypted and therefore protected
and privacy protection against unintended monitoring. Privacy protection automatically entails integrity
protection.
Table 11: SASL Quality of Protection

The above different types of protection are referred to as the quality of protection (QoP). It is negotiated
between the client and server during the authentication phase of the SASL exchange. If the client and
server cannot negotiate a common QoP, then the SASL authentication fails.

SASL Protection Strength

The protection strength determines how easily the encryption code can be cracked. Kayleigh broadly
categorizes privacy protection strengths into low, medium, and high. The mapping of these categories
into specific ciphers and key lengths are SASL mechanism-specific. The ciphers, key lengths or other
means of strength specification are negotiated between the client and server during the authentication
phase of the SASL exchange. If the client and server cannot negotiate a common strength, then the SASL
authentication fails.

144
Use SSL and SASL Settings Together

Certain combination of SSL and SASL settings will not work. The following table summarises what is
permitted for different combination of SSL and SASL settings.

Authentication SSL QoP Strength Permitted

Method Enabled
DIGEST-MD5 No  auth  low Yes
 auth-int  medium
 high
 auth-conf  low No
 medium
 auth-conf  high Yes
Yes  auth  low Yes
 medium
 high
 auth-int  low No
 auth-conf  medium
 high
Table 12: Allowed Combinations of SSL and SASL Settings

145
 LDAP Settings: Group
[Click] the Group link at the top of the page to configure how to create a Kayleigh department
corresponding to an LDAP user group.

Please refer to the following diagram:

[Click] the Edit Default Department

Profile… button to configure the
default settings to be used by an
auto-created Kayleigh department.
These settings are:
 Cost Profile
 Printer Options
 Printer List
 Unlimited Jobs
 Auto Balance Reset
 Account By Department
 Account By Pages
 Default Balances

Diagram 60: LDAP Settings: Group

In Kayleigh, a user must belong to a department and by default a user inherits their department’s
settings, therefore this raises the question: When an LDAP user authenticates for the first time, a
Kayleigh user corresponding to the LDAP user is created automatically, but which Kayleigh department
will the new Kayleigh user belongs to?

In order to preserve the logical structure of how user is being grouped in the LDAP server, Kayleigh will
try to extract the user’s LDAP group name and use the LDAP group name to create the Kayleigh
department.

The LDAP group name can be collected either from a user attribute or from a DN part of the user’s DN.
Kayleigh will use the default department profile set in the LDAP settings to create the Kayleigh
department.

NOTE

 All Kayleigh LDAP departments created corresponding to an LDAP group will be prefixed
with ldap_

 If Kayleigh is unable to extract the user’s LDAP group name, the Kayleigh LDAP user will be
assigned to the default Kayleigh LDAP department: ldap

146
The following diagram illustrates how a Kayleigh department is created based on the LDAP user group
information:

Diagram 61: Auto-create a Kayleigh Department for LDAP user group

147
 LDAP Settings: User
[Click] the User link at the top of the page to configure how to create a Kayleigh user corresponding to an
LDAP user.

Please refer to the following diagram:

This is the starting point for Kayleigh to search

for users in the LDAP hierarchy.

 If set to BASE, Kayleigh will search for the

base object only.
 If set to ONE, Kayleigh will search the
objects immediately subordinate to the
base object, but does not include the base
object itself.
 If set to SUBTREE, Kayleigh will search the
base object and the entire sub-tree under
the base object.

If an option other than “- -“ is selected here,

the card ID will be retrieved form the selected
LDAP user attribute field when adding or
syncing the user from LDAP.

Test an LDAP user account authentication and

retrieve the user group name and the user
attributes using the settings in the Kayleigh
LDAP configuration.

Diagram 62: LDAP Settings: User

148
The following diagram shows how Kayleigh sets the user values when creating a local Kayleigh user
corresponding to an LDAP user10.

Diagram 63: Auto-create a Kayleigh User for an LDAP User

10From v2.4, Kayleigh can also import a user’s card ID from LDAP. There is no dedicated card ID field in LDAP, the admin can create a
custom field in LDAP, or repurpose an unused existing LDAP user attribute field. See more details in the next section.

149
When an LDAP user authenticates to a Kayleigh controlled MFP for the first time using their LDAP login
and password, the following happens:

1. Kayleigh will first authenticate the user to the LDAP server, if authentication is not successful, an
error message will be displayed on the MFP touch screen.

2. If the user authenticates to the LDAP server successfully, Kayleigh will check if the LDAP user
exists in the Kayleigh database:

a. If yes, the user is granted access to the MFP using the user’s Kayleigh profile.

b. If no, then Kayleigh will check if a Kayleigh department corresponding to the user’s LDAP
group exists in the Kayleigh database.

i. If yes, continue to create the Kayleigh user in the existing Kayleigh department.

ii. If no, a new Kayleigh department will be created corresponding to the user’s
LDAP group. Please note if an LDAP user moves to a different group in the LDAP
server later on, Kayleigh will not update the user’s Kayleigh department
automatically. The administrator must manage this change explicitly in the
Kayleigh Admin tool and move the Kayleigh user corresponding to the LDAP user
to the new Kayleigh department corresponding to the new LDAP group.

A new Kayleigh user will be created corresponding to the LDAP user. The new Kayleigh
user is assigned to the Kayleigh department corresponding to the user’s LDAP group.

Please note that once an LDAP user is imported to Kayleigh, their Kayleigh department is not linked to
their LDAP group anymore. If an LDAP user has moved group in the LDAP server, if you want the group
change to be reflected in Kayleigh, you must set the setting LDAPDeptAutoUpdate to true in the
kayleigh.config file and when the user authenticates to an MFP using their LDAP username and
password again, Kayleigh will update the user’s department accordingly. For more information, please
refer to the section Kayleigh Configuration File on page 94.

From Kayleigh 2.4, the admin may also use the LDAP sync feature to update all user data
automatically, including department and card ID.

150
 LDAP Settings: Sync (Active Directory only)
[Click] the Sync link at the top of the page to configure bulk auto sync of LDAP users into Kayleigh.

Please refer to the following diagram:

When this box is ticket, subsequent syncs only retrieve LDAP users with
updates since the last sync point

[Click] the Change Start OU … button to select the start OU to search for
LDAP users in the entire subtree.
The initial value by default is the “Search base DN” from the User tab.
[Click] the Sync Now button to start a sync operation immediately.

Tick Enable Auto Sync to activate the scheduled auto sync. Use the Change
Start OU button to select a different OU for the scheduled auto sync.

Use the Sync Interval text box to input the number of minutes between
scheduled syncs. If the value is not higher than 0 the scheduler will not
start.

This section shows the results of the last 10

sync operations.
[Click] Details >> to see more details about a
sync operation.
[Click] Refresh Log to retrieve the latest logs
from the server.

Diagram 64: LDAP Settings: Sync

See below the OU selection and detail log dialogs:

Click on an OU to expand it.

The last OU clicked is always the

selected one. The dialog will close
upon clicking Select OU.

Diagram 65: LDAP OU selection dialog.

151
 Status: one of “FINISHED”, ”STARTED”,”ERROR”.
Sync Type: SYNC_NOW indicates sync now and AUTO is
for scheduled sync. FULL and INC denote full and
incremental types.
Users found in LDAP are users returned from the LDAP
server.

Existing Users: Total number of LDAP users previously

present in the Kayleigh database under the Start OU.
Users Added: New users added to the database (or
unhidden)
Users Hidden: Existing users hidden.
Users Updated: Existing users that had some data
updated.
Users Unchanged: Existing users with no changes.

Warning and error messages will

appear here.

Diagram 66: LDAP sync log details.

Additional notes regarding LDAP sync:

1. LDAP sync is compatible with the previous way of adding LDAP users. An LDAP user can still self-
register with Kayleigh by logging into a Kayleigh controlled MFP using their LDAP credentials.
2. If a user is moved to a different department or OU in LDAP, it will be automatically moved in
Kayleigh accordingly. However, users that have been manually assigned to a non-LDAP
department in Kayleigh are an exception to the rule; those users will not change department in
Kayleigh automatically corresponding to their LDAP organisation changes.
3. LDAP sync can add and update card ID details to users, but not un-register them. If the admin
needs to un-register a user’s card Id, they have to do it from the Modify User page in the Kayleigh
admin web site. This means if you configure Kayleigh LDAP settings to imports user card ID from
LDAP, if a user’s card ID is deleted from the LDAP server, the user card ID will not be un-
registered automatically in Kayleigh.

152
 LDAP Settings: Purge
[Click] the Purge link at the top of the page to purge all LDAP users and their job data from the database.

Please refer to the following diagram:

This box needs to be ticked to confirm

understanding of the irreversibility of the
purge operation.

[Click] Purge and then OK in the second

confirmation dialog to begin the purge.

After a few seconds a

summary of the purge
operation will appear here.

Diagram 67: LDAP Settings: Purge

153
 Collecting Your Active Directory DNS Name, NT Domain Name and User Principal Name

1. Login to the Active Directory server as a member of the local administrator security group.

2. [ Click] Start, right click on My Computer and then select Properties.

3. In the System Properties dialog that appears, select the Computer Name tab, the server’s DNS name is
the value of Full computer name.

Please refer to the following screen snap shot:

In this example, the Active Directory server’s DNS domain name is: ktest.optimum.local

The NT Domain Name would be: OPTIMUM\

The DNS domain name used to form the user principal name would be: @optimum.local

154
7 Single Sign-on Capabilities
Kayleigh provides the MFP with certain user related information which can be used by other OSA
applications to provide a single sign-on facility. The information provided is as follows:

XML tag name provided by the Supplied Information from within Kayleigh
MFP to OSA applications
<login-name> Username, e.g. “TomS”
<display-name> Last name, First Name, e.g. “Smith, Tom”
<email-address> Email address, e.g. “[email protected]”

The relevant administration screen showing the data used to generate this information is shown below.

155
8 Anonymous Printing
Printing directly to a Kayleigh controlled MFP requires a user having their valid Kayleigh user name and
password configured in the printer driver so that Kayleigh can authorise the job and debit the job cost to
the correct user. On some systems it may not be possible to provide user credentials in the printer driver
for direct printing. To cater for this Kayleigh allows the administrator to configure anonymous printing for
selected user computers and MFPs. If an end user’s computer is added to the configuration file to allow
anonymous printing, by printing directly to a pre-allocated port on the Kayleigh server which accepts
anonymous printing, Kayleigh will authorise the print job and debit the job cost to a special user called
_anonymous.

Please follow to the instructions below to configure anonymous printing in Kayleigh.

1. Enable anonymous printing in Kayleigh.

Edit the kayleigh.config file in the <Kayleigh Installation Directory>\kroot\Kayleigh\config\ directory

and set the setting AllowAnonymousPrint to true, i.e.
AllowAnonymousPrint=true

For more information, please refer to the section Kayleigh Configuration File on page 94 for more
details.

2. Allow anonymous printing in Kayleigh for selected user computers and MFPs.

Configure the following two configuration files in the Kayleigh pull printing directory <Kayleigh
Installation Directory>\pullp\:

1) AnonymousPrintFromIP.config

This is a text file which lists the end users’ computer IP addresses from which print jobs
without credentials are allowed by Kayleigh. An example file is shown below:
192.168.0.156
192.168.7.144

Each line corresponds to an IP address of an end user’s computer that is authorised for
anonymous printing.

2) AnonymousPrintPortToMFPMap.config

This is a text file containing a list of mappings from a Kayleigh anonymous printing port to an
MFP IP address in the format of
<Kayleigh Anonymous Printing Port>:<MFP IP Address>

For example:
57001:192.168.7.100
57002:192.168.7.101

For example if an entry in the configuration file is 57001:192.168.7.100 then all the
anonymous printing files printed to <Kayleigh Server IP>:57001 will be forwarded to the
MFP 192.168.7.100 for printing.

156
 Only print files printed from the IP addresses listed in AnonymousPrintFromIP.config will be
printed.

Please make sure that the ports allocated for Kayleigh anonymous printing are free in the
Kayleigh server and are allowed by the firewall configuration.

3. If the end user’s computer is authorised for Kayleigh anonymous printing in the
AnonymousPrintFromIP.config file, the end user can configure their printer driver to print to the
Kayleigh Server IP and a Kayleigh anonymous printing port without user credentials. Use the
following diagram as an example:

192.168.7.188 is the Kayleigh server IP address and port 57001 is a Kayleigh anonymous printing
port specified in the AnonymousPrintPortToMFPmap.config file and is mapped to MFP
192.168.7.100. All files printed to the printer driver will be printed to MFP 192.168.7.100
anonymously in Kayleigh regardless which user has logged in to the computer.

NOTE

You must restart the KayleighJavaServer and the KayleighSPSpooler Windows services for your
changes to take effect.

Kayleigh will record all the anonymous printing jobs under a special user name _anonymous.

157
9 Multi-Vendor Print (MVP)

9.1 Overview
The Multi-Vendor Print (MVP) feature allows Kayleigh to track print jobs sent to an MVP printer, i.e. a
non-Sharp printer such as a HP printer or a Sharp printer that doesn’t support OSA 3.0 or above. It
supports both direct printing and pull printing to an MVP printer. Pull printing jobs are released at a
network card reader. New Microsoft v4 (type 4) printer drivers are also supported.

Kayleigh MVP solution can combine job data from Windows pooler and MIB to establish final job results.
Printer drivers for MVP printers need to be installed in the Kayleigh server, then shared or deployed to
end users. Kayleigh support three job monitoring options:

1. Via Windows Spooler only. Job data is from the Windows Spooler alone. A print job is regarded
as completed as soon as it has been sent to the destination MVP printer successfully.

2. MIB via the prtMarkerLifeCount OID which is defined in the standard printer MIB. This is the
default option. The MVP printer must support the printer MIB and have SNMP enabled. Kayleigh
obtains the page count from the OID value and the rest of the job data from the Windows
Spooler.

3. MIB via a custom OID profile that is specific to the printer model. This is the most accurate way
to get a print job’s page counts, especially if you have separate OIDs to monitor mono and colour
print respectively.

158
[Click] Multi-Vendor Print in the left navigation menu, this will bring you to the MVP Printers page and
access to all MVP tabbed pages as shown below:

There are four tabbed pages introduced for MVP:

1. [MVP Printers] Add or modify an MVP printer. You can choose job monitoring options, assign one
or more Windows print queues for direct printing, as well as assign a network carder reader for
releasing pull printing jobs to the MVP printer.

2. [OID Profiles] View Kayleigh’s pre-defined OID profile templates or define your own custom OID
profiles for print job monitoring.

3. [Print Queues] View and manage all Windows print queues that are used by Kayleigh to monitor
direct printing and pull printing jobs.

4. [Error Log] Shows errors that have occurred when performing MVP jobs. If an MVP job is not
printed, this is the first place you should look.

9.2 MVP Licensing

MVP printers are licensed the same way as Sharp MFPs.

You can only add an MVP printer if the total number of registered printers for both Sharp MFPs and MVP
printers hasn't exceeded the maximum number of MFPs allowed in your Kayleigh license.

You can only release pull printing jobs to an MVP printer if it has a pull printing license assigned to it. You
can assign a license to an MVP printer in the [License][Assign Licenses] page.

159
9.3 MVP Job Monitoring
Kayleigh monitors print jobs via Windows print queues and extracts job data from the Windows spooler.
You can also configure Kayleigh to combine job data from Windows spooler and MIB to get more
accurate job results.

You can configure the job monitoring option when adding or modifying an MVP printer in the [Multi-
Vendor Print][MVP Printers][Update MVP Printer] page as shown below:

160
 Comparing the Job Monitoring Options
Job Description Job Data Advantage Disadvantage
Monitoring
Option
Windows All job data is from the Windows From Windows o Easy to configure.  Less accurate. Not
Spooler spooler. Spooler: all printer drivers
o user name o Fast print. There is report the accurate
Kayleigh sends the print jobs to the o job name no delay in page counts to the
printer as soon as they arrive at the o duplex mode sending the print Windows spooler.
print queue. o colour mode jobs to the printer.
o paper size  Kayleigh will charge
Choose this option if performance o page count a job against the
and flexibility is more important than o copy count user’s account as
accuracy. o print file format long as it is sent to
the printer
successfully. But the
job may not be
actually printed due
to a printer error.

MIB via This is the default job monitoring From Windows  Easy to Configure. o Performance
prtMarker option. Spooler: overhead as
LifeCount o user name  Accurate job Kayleigh will need
Kayleigh gets the page count using o job name results in terms of to wait for the
the prtMarkerLifeCount OID. o duplex mode total page count in printer to be IDLE
o colour mode the job. first before sending
Kayleigh waits for the printer status o paper size a job.
to be IDLE, reads the start OID count, o print file format  User will only be
sends the job, waits for the printer charged for pages o Does not have
status to be IDLE again, regards the From actually printed. separate colour and
job as being completed and reads the prtMarkerLifeCount: mono counts.
end OID count. o total page count  Kayleigh supports
batch release of a o Only one total page
Uses the default hrPrinterStatus OID user’s pull printing count if print
(1.3.6.1.2.1.25.3.5.1.1.1) to check the jobs to improve multiple copies of a
printer status. performance. document.

MIB via Use a customer’s own OID profile to From Windows  Provide most  Performance
custom OID get mono and colour page counts Spooler: accurate results overhead as
profile from MIB. o user name with separate Kayleigh will need
o job name mono and colour to wait for the
Kayleigh waits for the printer status o duplex mode page counts. printer to be IDLE
to be IDLE, reads the start OID o paper size first before sending
counts, sends the job, waits for the o print file format  Users will only be a job.
printer status to be IDLE again, charged for pages
regards the job as being completed From OID profile: actually printed.  Difficult to
and reads the end OID counts. o mono page configure. Separate
count.  Kayleigh supports OIDs for mono and
By default, use the default o colour page batch release of a colour print counts
hrPrinterStatus OID count (if a user’s pull printing may be difficult to
(1.3.6.1.2.1.25.3.5.1.1.1) to check the colour print OID jobs to improve locate for your
printer status, but the customer can counter is performance. specific printer
change this. defined). model or may
 Kayleigh provides simply not exist.
the known OID
profile templates  Only one total
with installation. It colour page count
is a continuous and one total mono
process to collect page count if print
and add more OID multiple copies of a
profile templates document.
to Kayleigh.

Table 13: Comparing MVP Job Monitoring Options

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 Using Job Data from the Windows Spooler
This section explains how Kayleigh uses the job data from the Windows spooler and the limitations of the
data. In general, the job data Kayleigh extracts from the Windows spooler is the same as what you see in
a printer’s see what’s printing window in [Devices and Printers].

Kayleigh will always use the following job data from the Windows spooler:

 Username. This will always be the Windows login name of the current login user of the computer
from which the print job is sent. This cannot be overridden in a printer driver.

 Job name. The name of the document to be printed.

 Paper size. There can only be one paper size. If a file is printed with mixed paper sizes, Windows
spooler may return any paper size used in the file.

 Duplex mode. This is dictated by the user’s setting in the printer driver. If duplex printing is
selected in the printer driver, even if the job is sent to a printer that doesn’t support duplex
printing and as a result is printed as simplex, Kayleigh will still treat the job as a duplex print.

Kayleigh will also use the following job data if an MVP printer’s job monitoring option is Windows Spooler.

 Page count. Page count for the document. Not all printer drivers report page count correctly. You
should use MIB job monitoring for more accurate page counts.

 Copy count. Number of copies selected in the printer driver.

 Colour mode. This is dictated by the user’s setting in the printer driver. If the colour mode in the
printer driver is set to auto, Windows spooler may return either colour or mono. When
monitoring jobs using Windows spooler or prtMarkerLifeCount, if the colour mode in the printer
driver is set to colour, even the job is a mono print or a mix of mono and colour prints, Kayleigh
will still treat the job as a colour print job.

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9.4 Quick Steps to Configure MVP Direct Printing
1. Install and publish printer drivers for direct printing to MVP printers. Please carefully follow the
instructions in the section Installing and Configuring MVP Printer Drivers on page 165 to
complete this step.

2. Test MVP printer drivers independent of Kayleigh. Before continue, test and make sure all MVP
end users can print to the destination MVP printers successfully via the installed drivers.

3. Add and configure an MVP printer in Kayleigh. In the Kayleigh Admin web application, navigate
to the [Multi-Vendor Print][MVP Printers] page, add an MVP Printer.

Enter the printer details, e.g. Printer Alias, IP Address, and Costing, [Click] the Submit button.
This brings you to the Update MVP Printer page.

In the Job Monitoring section, select the appropriate job monitoring option. If you choose to use
MIB via custom OID profile, make sure you have set up the correct OID profile for the MVP printer in
the [Multi-Vendor Print] [OID Profiles] [Add OID Profile] page. For more information, please refer to
the section MVP Job Monitoring on page 160.

[Click] the + Add a direct printing queue link to select the printer driver installed for the MVP
printer from the dropdown list that displays all the printer drivers installed in the local machine.

4. Restart Kayleigh services as required. If a configuration change requires restart of a Kayleigh

service, a red alert bar will be shown at the top of the Kayleigh Admin web application window
and direct you to the [Services] page to restart the required services. You can wait until all the
configuration steps in the Kayleigh Admin web application are complete before restarting the
services.

5. An end user can now print to the MVP printer via the published MVP printer driver. The print
jobs will be recorded in Kayleigh and you can view the jobs in the [Jobs] page.

6. Error checking. If there is an error, please check the [Multi-Vendor Print][Error Log] page. You can
also find more error logging in the <Kayleigh Installation Directory>\mvp\log\mvp.log file.

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9.5 Quick Steps to Configure MVP Pull Printing
1. Install and publish printer drivers for pull printing to MVP Printers. Please carefully follow the
instructions in the section Installing and Configuring MVP Printer Drivers on page 165 to
complete this step.

2. Test MVP printer drivers independent of Kayleigh. Before continue, test and make sure all MVP
end users can print to the destination MVP printers successfully via the installed drivers.

3. Configure network card readers for releasing pull printing jobs to MVP printers. For more
information, please refer to the section Configuring a Network Card Reader for MVP Pull
Printing on page 168.

4. Add and configure MVP printers in Kayleigh. In the Kayleigh Admin web application, navigate to
the [Multi-Vendor Print][MVP Printers] page, add MVP Printers as required.

Configure the following for each MVP printer in the [Multi-Vendor Print][MVP Printers][Update MVP
Printer]:

 Choose the job monitoring option as required. If you choose to use MIB via custom OID
profile to do job monitoring, make sure you have set up the correct OID profile for the
MVP printer in the [Multi-Vendor Print][OID Profiles][Add OID Profile] page. For more
information, please refer to the section MVP Job Monitoring on page 160.

 Assign a network card reader. In the Pull Printing Card Reader section, enter the network
card reader’s IP address. Kayleigh will send the user’s pull printing jobs released at this
card reader to this MVP printer.

5. Assign pull printing licenses in Kayleigh. An MVP printer must have a pull printing license
assigned to it before a user can release pull printing jobs to it. You can assign a pull printing
license to an MVP printer in the [License][Assign Licenses] page.

6. Add a pull printing queue in Kayleigh. Navigate to the [Multi-Vendor Print][Print Queues] page,
Click the + Add a pull printing queue link to add a pull printing queue for all the MVP printers. You
can add more than one pull printing queue. A user’s pull printing jobs are stored together under
the username even they are printed via separate pull printing queues, and the jobs will be
released together when required.

7. Restart Kayleigh services as required. If a configuration change requires restart of a Kayleigh

service, a red alert bar will be shown at the top of the Kayleigh Admin web application window
and direct you to the [Services] page to restart the required services. You can wait until all the
configuration steps in the Kayleigh Admin web application are complete before restarting the
services.

8. Register cards for Kayleigh users. For more information, please refer to the section User Card
Registration on page 168.

9. Kayleigh users can now print to a pull printing queue and release their pull printing jobs at the
network card reader assigned for the destination MVP printer.

10. Error checking. If there is an error, please check the [Multi-Vendor Print][Error Log] page. You can
find more error logging in <Kayleigh Installation Directory>\mvp\log\mvp.log file.

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9.6 Installing and Configuring MVP Printer Drivers
Before adding a printer driver’s queue to be monitored in Kayleigh, you should make sure the drivers
are installed and shared correctly and end users can print to the destination MVP printers independent
of Kayleigh.

Installing Printer Drivers

MVP printer drivers must be installed in the Kayleigh server so that Kayleigh can monitor them.

An MVP printer driver installed must be compatible with the destination MVP printer and print to the
correct TCP/IP port of the printer, say 9100. WSD ports or other types of ports are not supported.

After an MVP printer driver is installed, please make sure you can print a test page successfully to the
MVP printer.

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 Publishing Printer Drivers to End Users
There are two ways to publish an MVP printer driver to end users:

1. Shared as a network printer. Do not use anonymous sharing. Each end user will need to have a
corresponding account in the Kayleigh server in order to authenticate to the server and gain
access to the shared network printer. The Windows login name a user uses to authenticate with
the server will be the username recorded in the user’s print jobs.

2. Deployed with Active Directory group policy to end users.

When sharing or deploying an MVP printer driver, it is important that your turn off the option Render
print job on client computers in the [Sharing] tab in printer properties as shown below:

If the option Render print job on client computers is not turned off, the Windows spooler may return
incorrect job data to Kayleigh.

Outside Kayleigh, test all the MVP printer drivers are installed and configured correctly in the Kayleigh
server. Make sure end users can print to the MVP printers from their user PCs directly.

NOTE

After you add a printer driver’s queue in Kayleigh as a direct printing queue or a pull printing queue,
Kayleigh will automatically re-configure the printer’s TCP/IP port to be one of the internal ports
monitored by Kayleigh, and end users will no longer be able to print to the MVP printers directly
without Kayleigh running.

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 Installing Printer Drivers for Pull Printing
An MVP printer driver to be used for pull printing should be installed and configured the same way as a
printer driver used for direct printing except it must be compatible with ALL the destination MVP
printers where the print jobs may be released. Otherwise files may be printed.

A user’s pull printing jobs are stored together under the username in the Kayleigh server even they are
printed via separate pull printing queues, and the jobs will be released together when required. As you
can see multiple incompatible pull printing queues may cause problems, but there are also use cases that
they may be needed. Here is an example:

 An OKI printer is located on the ground floor and used by the ground floor users.
 A HP printer is located on the first floor and used by the first floor users.
 In Kayleigh, add an OKI pull printing queue (associated with the OKI printer driver) and a HP pull printing queue
(associated with the HP printer driver).
 Instruct users on the ground floor to print to the Kayleigh OKI pull printing queue and release their jobs at the OKI
printer.
 Instruct users on the first floor to print to the Kayleigh HP pull printing queue and release their jobs at the HP printer.
 An OKI user can release their jobs at the HP printer and vice versa, but the files may not be printed correctly as the OKI
printer may not understand the print file format generated by the HP printer driver.

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9.7 MVP Pull Printing
Pull printing jobs can only be released to an MVP printer via a network card assigned to it. When a user
prints to an MVP pull printing queue, the files are stored in the Kayleigh server. When a user swipes their
card at a network card reader assigned to an MVP printer, Kayleigh authenticates the user via their card
ID, then “Fast Print & Delete” all pull printing jobs stored for the user to the MVP printer. Files are
deleted as soon as they are sent to the printer successfully.

In order for Kayleigh to locate a user’s pull printing files, the username in Kayleigh must be the same as
the Windows login name in the user’s computer where the files are printed.

User Card Registration

Only an existing Kayleigh user who already has a card registered can release MVP pull printing jobs via a
network card reader.

A user can register a card at a Kayleigh controlled Sharp MFP themselves. Or a Kayleigh administration
user can import the card information for users via the [Users][Import/Export Users] page.

If a Kayleigh user is automatically created by MVP direct printing, by default the user cannot login to a
Kayleigh controlled Sharp MFP. A Kayleigh administration user can edit the user profile, adding Last
name and Password, to enable the user account for MFP login. Afterwards the user can register a card
themselves at the Sharp MFP.

Configuring a Network Card Reader for MVP Pull Printing

A network card reader must have a unique IP address.

Later when you assign a network card reader to an MVP printer in Kayleigh, it will create a one to one
mapping between the network card reader and the MVP printer and send a user’s jobs released at the
network card reader to the MVP printer.

You can assign any network card reader to any MVP printer.

Kayleigh officially support the following network card readers:

 Elatec TCPConv network router and card reader. Information about how to configure this device
to work in Kayleigh is available in a separate document Configuring Elatec TCPConv in the
Kayleigh release package.

 RFIdeas Ethernet 241 network card reader. Information about how to configure this device to
work in Kayleigh is available in a separate document Configuring RFIdeas Ethernet 241 in the
Kayleigh release package.

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 Unified Pull Printing
A new setting UnifiedPullPrintingEnabled is introduced in the C:\<Kayleigh Installation
Directory>\kroot\kayleigh\config\kayleigh.config file. By default, it is set to false for pull printing
backward compatibility.

When UnifiedPullPrintingEnabled is set to false, pull printing to the Kayleigh controlled Sharp
MFPs works the same way as before, i.e. a user prints to the SimplifyPrintSpooler port (by default this is
57000) and releases the jobs at the Sharp MFP. In the meantime, if a user wants to use MVP pull printing,
they need to print to a separate MVP pull printing queue and release the jobs at a network card reader
assigned to the destination MVP printer.

When UnifiedPullPrintingEnabled is set to true, a user always prints to an MVP pull printing queue.
They can release the pull printing jobs at a Kayleigh controlled Sharp MFP the same way as before, or
they can release the jobs to an MVP printer using a network card reader. The printer driver associated
with the MVP pull printing queue must be compatible with the Sharp OSA enabled MFPs, otherwise the
pull printing jobs from a Kayleigh controlled Sharp OSA enabled MFP will fail to be authenticated. We
recommend you choose a Sharp printer driver that also works well with other MVP printers for unified
pull printing.

Batch Release of Pull Printing Jobs

When printing to an MVP printer monitored by MIB, as Kayleigh needs to wait for the printer status to be
Idle before sending a print job, it inevitably introduces a delay. For certain MVP printers, it can take up
to a minute for the printer to return to the Idle status after a file is printed. If a user is pull printing a
large number of files, the performance can deteriorate very quickly. To overcome this problem, Kayleigh
will group the pull printing jobs of the same paper size and same colour for the same user whenever
possible without changing the file printing order, and send the files together as if they were one big print
job. The total cost of the files in the batch release will be charged against the user’s account.

You can view the details of individual files included in a batch release in the Job Details page. The job
data, such as page count and copy count, for an individual file is from the Windows spooler and is not
what is actually printed. It is possible for a file in the batch release is not printed due to a printer error.
Therefore the individual job data can only be used as a reference.

To turn off the batch release feature, set

MIBBatchRelease =false

in the <Kayleigh Installation Directory>\pullp\config\SimplifyPrint.config file.

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9.8 Printing Multiple Copies of a Document via MIB
When printing multiple copies of a document to an MVP printer monitored by MIB, say print 5 copies of
a document, or when performing a batch release of multiple pull printing jobs, Kayleigh does the
following:

1. Waits for the printer status to become Idle.

2. Read the start OID value(s).
3. Send the jobs.
4. Wait for the printer status to be Idle again.
5. Read the end OID value(s).
6. Calculate the final page counts by subtracting the start OID values from the end OID values.

In this case, Kayleigh can only get one total mono OID page count and/or a total colour OID page count
from the MIB data, but cannot break down the page counts for each individual document.

To improve accuracy, Kayleigh checks if the page count obtained through the Windows spooler API
matches the OID page counts from the MIB data, if yes, then Kayleigh will use the page count and copy
count from the spooler to record the job result. If there is a mismatch, Kayleigh will use the OID page
counts to record the job result since the MIB data is regarded as more reliable. If Kayleigh uses the MIB
data, then the copy count will always be 1.

When performing a batch release of multiple pull printing jobs, some jobs may use duplex printing and
some simplex, by default Kayleigh will assume all the jobs use duplex printing and calculate the total
number sheets of paper accordingly, i.e.

total number of sheets of paper= floor(total print page count / 2.0 + 0.5).

But if the job data from the Windows spooler matches the MIB data, Kayleigh will calculate the number
of sheets of paper for each individual job using the Windows spooler page count and duplex mode from
the job and add them up to a final total number of sheets of paper.

Kayleigh also displays the job information obtained from the Windows spooler in the Job Details page.

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9.9 MVP Users & Files
MVP Users
When a user performs a direct MVP print job to an MVP printer, the print job will always be recorded
under the user’s Windows login name in Kayleigh. If such user doesn’t exist in Kayleigh, Kayleigh will
create the user automatically in the default _mvp_ department. When an MVP user is created, he/she
will have account balance of 0 and are allowed unlimited jobs.

The following usernames are reserved in Kayleigh as special users: admin, service, users, other,
other2, system, invalid, vendor, vendor2, servicefss, unknown, _anonymous, sysope,
autologinuser, blankuser. If an MVP user’s Windows login name is one of these names, Kayleigh will
append _mvp to the user’s Windows login name and use it as the Kayleigh username, e.g. a Windows
login name admin will become Kayleigh username admin_mvp. However, if such user performs an MVP
pull printing job, Kayleigh will not be able to locate the user’s files as the username in Kayleigh doesn’t
match the user’s Windows login name anymore.

MVP Print Files

Users print to the MVP print queues shared or deployed from the Kayleigh server, print files are
temporarily stored in the Kayleigh server. A print file is deleted as soon as it is sent to a printer
successfully. A print file is also deleted if it cannot be printed due to an error. If there are still any dangling
files, these will be purged according the following settings in the <Kayleigh Installation
Directory>\pullp\config\SimplifyPrint.config file:

FilePurgeThreshold
FilePurgeThresholdMinute

9.10 MVP Known Problems

There is a known problem with certain versions of Microsoft Office applications, for example if you print
multiple copies of a document from Microsoft Word, the copy count reported by the Windows spooler is
always 1. If this happens to a user, the user can apply the hotfix instructions detailed in the following
Microsoft article:

https://support.microsoft.com/en-us/kb/919736

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10 Rules Based Printing (RBP)
The rules based printing (RBP) feature applies to pull print jobs on Sharp OSA enabled devices only. RBP
requires a compatible PCL6 driver. Officially supported PCL6 drivers are:

 SHARP MX-4060N PCL6

 SHARP MX-4141N PCL6

For more information about how to set up printer drivers to work with RBP, please refer to the separate
document Setting_up_Kayleigh_RBP_with_PullPrinting.pdf.

To open the RBP configuration page, [click] on the Print Rules in the left navigation bar.

The Create Rule link opens the create rule form.

For each applicable rule condition (for example, Duplex), only the applicable rule condition with the
highest priority which meets the job page count criteria has an effect on the print job. Use the buttons on
the right hand side to modify the relative priority of the rules.

Click here to a new rule.

Edit an existing rule.

Move the rule up or down

the priority list.

Save the currently displayed

priority order.

Delete the currently selected rule.

Diagram 68: Print rules main page.

An example of how rules are applied against a user, department or printer is demonstrated here. A
user may be included in one or more rules. These rules may have different attributes set for rule
items. When a job is selected for printing, Kayleigh creates a final rule that is used to control the
printing of the job selected. The final rule is the result of applying all the rules that a user,
department or printer belongs to. The following table lists three rules and one rule item from the
diagram above.

Rule Name Rule Item Enabled Setting

Manager Monochrome Yes Off
Marketing Monochrome Yes On
For Jose Monochrome No N/A

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Creation of the final rule follows this procedure. Starting with the lowest priority rule and working
through all the rules the user belongs to we get this result.

Final Rule Process Rule Item Enabled Setting

Final Rule Default Monochrome No N/A
Apply ‘For Jose’ Rule Monochrome No N/A
Apply ‘Marketing’ Rule Monochrome Yes On
Apply ‘Manager’ Rule Monochrome Yes Off

After all the rules have been applied, the status of the Monochrome setting is Enabled and Off.

In this example the three rules all apply to jobs with a page count of 1 or more and will therefore apply to
all print jobs. If, however one of the rules had a page value that was higher than the job’s page count
then that rule wouldn’t apply and it wouldn’t be included in the logic for calculating which rules apply to
the print job.

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10.1 The Create Rule Form
The form has several sections. The first section is where specific printing rule conditions are either
enabled or disabled.

To enable a printing rule condition, [check] the checkbox next to it, and then [select] on to enforce the
rule, or off to explicitly exclude it.

The table below explains how each combination of the selected/unselected checkbox and on/off radio
buttons would change how the Duplex rule condition is applied. As an example:

Checkbox [selected] Checkbox [unselected]

Radio button The rule is enabled and applicable. If this is the Duplex print rule not enabled for
[On] highest priority instance of this rule for a job, then this rule.
Duplex will be enforced.
Radio button The rule is enabled and not applicable. If this is the Duplex print rule not enabled for
[Off] highest priority instance of this rule, Duplex will not this rule.
be enforced, irrespective of what other rules with
less priority stablish.

Set a unique name for the rule.

Enable/disable and configure the

specific print rules condition.

Specify text that job name must

contain before the job becomes
active

Specify text that job name must

end with (i.e. the file extension)
before the job becomes active

Set the job page count at which the

rule becomes active

If enabled, the rule will apply

globally to all jobs. If disabled, the
rule will only apply to selected
users, departments and printers.

Search and add users, departments

and printers to the entity list that the
current rule will apply.

Explicitly exclude users, departments and

printers from the rule.

Diagram 69: Create print rule form

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 Setting the Rule’s “if job name contains” and “if job name ends” Values
Each rule can be applied based on the job’s name. This can either be text contained within the name or
how the name ends.

The purpose of the “if job name ends” condition is to allow rules to apply to specific file types, e.g. a docx
ending will catch print jobs from when Microsoft™ Word™ prints a saved document.

NOTE

The name of the job is entirely dependent on the application used to print and as such we have no
control over the job name sent to Kayleigh. Some applications will provide helpful job names based
on the printed filename, others will give extremely generic job names that provide almost no useful
information.

Setting the Rule’s “Apply if page count is on or above” Threshold Value

Each rule has an Apply if page count is on or above threshold value that defines the minimum job page
count required to activate the rule. When apply a rule to jobs belong to a user/department/printer, the
rule will only take effect on the applicable jobs that have the page count greater or equal to the
threshold value.

By default, the threshold value is set to 1 to make the rule effective on all page counts.

The threshold value is also displayed on the rule list page shown in Diagram 68: Print rules main page.

Adding or Excluding Users, Departments and Printers from a Rule

The order in the included and excluded list are processed is first apply all the inclusions, then apply all the
exclusions. In summary, the exclusion list has priority over inclusion list.

This allows for arrangements like having a rule for a department, then exclude one of the members of
the department from the rule.

To find a user, department or printer and add them to a rule, [select] the Include: search box and start
typing a user, department or printer name. When any partial match is made the name will appear in the
search results. [Click] the user, department or printer that you want added to the list.

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To remove an item in a list, [check] the checkbox next to an entries name and [click] Remove From List.

Both the Include and the Exclude lists use the same process for population and removal of items.
Adding a user to the list

Start typing.

A match was found, click on it to

add it to the list.

Adding a printer to the list

The dropdown list is populated as you type. In

this example, two printer names start with mx.

Diagram 70: Add a user or printer to a print rule.

10.2 List of Print Rule Conditions

You can specify the following rule conditions in a rule:

 Enforce mono. This rule condition enforces monochrome printing. Any print job where this rule
condition applies will be printed in monochrome, irrespective of the colour settings specified in
the job itself.

 Enforce duplex. This rule condition enforces duplex printing. Any print job where this rule
condition applies will be printed in duplex, irrespective of the settings specified in the job itself.
This rule condition will only be effective if the printer has the duplex feature built in.

 Reroute to lowest cost per copy (CPC). This rule condition enforces rerouting of the print job to
the cheapest CPC printer. A printer’s CPC value can be configured in the printer configuration
page. When this rule is enabled and applicable, the print job will be released at the printer with
the lowest CPC value. Please note that the CPC value is used as an integer cost indicator, it is not
the exact ‘cost per copy’ monetary value.

 Block job. When this rule condition is enabled and applicable, the job will not be released.

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 Reroute job to: [another printer]. When this rule condition is enabled and applicable, the job will
be rerouted and released at the specified printer.

 Reroute on printer failure. When this rule condition is enabled and applicable, and if the
destination printer is not available, the job will be released at the next available printer in the list
of alternative printers. Please refer to section Setting the Alternative Printer List on page 178 for
more information.

Please refer to the screenshot below. To enable a rule condition, [check] the checkbox next to the
rule condition. The on/off switch works as follows. If the switch is on, the rule condition is applied. If
the switch is off, the rule condition is excluded.

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10.2.1.1 Setting the Alternative Printer List

[Clicking] on Set alternative printers opens the alternative printer configuration dialog. This list is specific
of each rule. Different rules will have independent printer fallback lists.

Select a printer form the drop down and click

add to add it to the list

Click here to close this dialog

Move the printer up or down the list

Remove the selected printer from the list

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10.3 The Modify Rule Form
To modify an existing rule, [clicking] on the Configure… link on a rule in the rule list. The modify rule form
will be displayed and populated with the configuration details of the existing rule. The form woks in the
same way as in the create rule form. Saving the form will update the existing rule instead of creating a
new one.

10.4 Print Rules Prompt/Confirmation at an MFP

If print rules prompt is turned on, when a user releases pull printing jobs that subject to print rules, a
dialog (see below) will be displayed and list all print rules that may be applied to the jobs. The user has
the choice to accept the print rules and continue to release the jobs, or cancel the jobs.

If there is only one job to print, the dialog will show the rules that apply specifically to the job instead of
the complete set of rules that are assigned to the user.

To keeps things simple, if multiple rules are to be applied, a generic message will be displayed asking the
user for confirmation, instead of the detailed rule information.

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You can turn on or off the print rules prompt at the user level and at the admin level.

1. In the [Print Rules][Settings] page in the Admin web application, an admin user may globally turn
off the print rules prompt at the admin level. If so, all print rules will be automatically applied
without the user being notified.

2. If print rules prompt is turned on at the admin level, a user can choose to turn off the prompt at
the user level at an MFP via the [RBP Prompt Setting] menu in the account settings.

3. If the user checks the “Do not show this message again.” checkbox in the print rules prompt dialog
before clicking the Yes or No button, this is the same as them unchecking the checkbox in the
User configuration for the confirmation dialog section.

NOTE

The print rules prompt dialog will not be shown if there are no print rules applied to the user or to
the MFP (printer).

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 Configuring Print Rules Notification at the admin level
In the Admin web application, go to the [Print Rules][Settings] page:

If the checkbox is checked then the print rules prompt dialog will by default be shown to all users, unless
they individually choose to skip the dialog.

If the checkbox is unchecked, then the prompt dialog will never be shown to users and users will not
have the access to the RBP Prompt Setting menu item at an MFP.

The print rules prompt display is enabled by default.

User Configuration for the Print Rules Prompt Display

This setting is only available when the print rules prompt display is globally enabled at the admin level.

Ask the user to log into a Kayleigh controlled MFP, press the RBP Prompt Setting menu item in the user’s
Settings screen. At this point the user can enable or disable their own setting for whether the print rules
prompt is shown.

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10.5 Printing Rules Report in Job Log
The job details page under Jobs also includes details regarding the print rules applied to a job.

10.6 Printing rules for MVP printers

Printing rules do not apply to MVP printers from version 2.6 onwards

Version 2.5 and 2.5.1 have limited support for rules on MVP devices. Duplex, Mono and Block if page
count above rules will apply to jobs released at MVP printers when using 2.5 or 2.5.1.

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11 Card reader configuration
This section applies for situations where different card id sources will feed data into Kayleigh for user
authentication. Due to the subtle differences in which different models of card readers send data to
Kayleigh, the administrator may wish to use the card reader configurator to ensure the same card will
produce the same id in Kayleigh when presented at different locations (SHARP MFP, network card
reader, etc.).

The card reader configuration screen is in [Configuration][Card Reader]. Please find a summary of the
form below.

Existing configurations are listed here.

 Click on [Delete] to delete this configuration.
If there are printers using this configuration,
they will revert to the default configuration.
 Click on [Configure…] to go to the next
screen to modify when the configuration is
applied.

This is the section to test, modify and save the

configurations.
There are more details on how to use this section
below.

Every time a test is executed an entry is added here so

the output of different configurations can be compared

This is not a persistent section;.the data on display will

be discarded once the page is refreshed.

Diagram 71: Card reader configuration screen

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11.1 What do card reader configurations do
A card reader configuration is a regular expression that Kayleigh will use to extract a relevant part of the
card id data received from different sources. This helps to overcome differences on how different card
readers send data to Kayleigh.

The first capturing group of the regular expression is the only one retained in the output. For technical
details about regular expressions and capturing groups please visit the official documentation at
http://docs.oracle.com/javase/8/docs/api/java/util/regex/Pattern.html

Some examples of input card id and processed card id are in the table below.

Output card Regular

Original card id Description
id expression
;1898920616? ;1898920616? (.*) Pass through
1898920616 ,1898920616? (\d{10}) Ten digits together
1898920616 ;1898920616? (\d+) A group of digits together
18989206 ;1898920616? (\d{8}) 8 digits together
1898920616 ;1898920616? .*;(\d*)?\.* A group of digits between a ; and a ?
1898920616 $%£;1898920616?54£$%\| .*;(\d*)?\.* A group of digits between a ; and a ?
A group of digits after a caret and leading
1898920616 ^0001898920616 \^?[0]*(\d+)
zeros
Table 14: Card reader configuration examples

Configurations are applied as follows:

1. Active Directory configuration. If a configuration is assigned to Active Directory, the configuration

will apply to the card id before it is stored in the local Kayleigh database when importing the card
id from Active Directory.

2. All printers configuration. If a configuration is assigned to All printers, the configuration will apply
to card id data received from any SHARP MFP (except printers with a specific configuration)
before looking for a card id match in the database.

3. All network card readers configuration. If a configuration is assigned to All network card readers,
the configuration will apply to card id data received from any network card reader (except
readers with a specific configuration) before looking for a card id match in the database.

4. Specific printer or network card reader IP configuration. If a configuration is applied to a specific

device IP, this configuration will be the one used with card ids coming from the device,
irrespective of the All printers and All network card readers configuration.

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11.2 Creating card reader configurations
The section “card processing test” is used to test, modify and save card reader configurations.

How to obtain card data for testing

The text in the input data text box is processed using the regular expression from the regular expression
text box every time the TEST button is clicked. There are several ways in which the input text box can be
populated.

1. Manually. Simply type or paste the card id in the text box.

2. From any SHARP MFP. Type MFP in the “Card reader IP” text box and click the button “Get card
data from reader”. The last card swiped on any SHARP MFP configured in Kayleigh will be
retrieved.

3. From any network card reader. Type MVP in the “Card reader IP” text box and click the button
“Get card data from reader”. The last card swiped on any network card reader configured in
Kayleigh will be retrieved.

4. From a specific device. Type the IP address of the device in the “Card reader IP” text box and click
the button “Get card data from reader”. The last card swiped on the device with this IP will be
retrieved.

Input the IP address of the device to get the card data

from.
For any SHARP MFP type MFP.
For any network card reader type MVP.

Click here to retrieve the card

data from Kayleigh.

Captured card data appears here.

The text can be edited, or pasted
from elsewhere as well.

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 The configuration test process
The data from “Input card data” is processed with the regular expression from “Card formatting string”
every time the TEST button is clicked. The output of the test is then displayed in the output section.

To test an existing configuration just select it from the drop down and the regular expression text box will
be populated automatically.
Use this drop down to load the regular expression from
an existing configuration.

Click here to start the test process.

The regular expression displayed will be used to process the
card data displayed.

The output from the test is displayed here.

Multiple tests can be performed and the output compared here.

Saving, modifying and deleting configurations

Leave the name as it is to modify the
existing configuration.
Or
Write a new name to create a new
configuration with that name

Click here to save the regular

expression displayed as a
configuration.

To delete a configuration, click on the delete button next to it. A new dialog will appear to confirm.
Please be aware that after deleting a configuration:

 If a specific device had this configuration assigned, now the default configuration will apply. For
network card readers the default network card reader configuration will apply, and likewise for
SHARP MFP the default “All printers” configuration will apply.

 If the configuration was assigned to “Active Directory”, “All printers” or “All network card
readers”, those that were assigned to it will then use the default setting which is not to apply any
processing (pass through).

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11.3 Applying card reader configurations
This is the form used to assign a configuration to devices and groups of devices. There are descriptions of
the different features inside the diagram.

This information section appears after clicking update

to indicate if the operation was successful.

When the box is ticked, the configuration applies to the

entity next to it.
All printers: All SHARP MFP devices.
All network card readers.
Card ids from active directory: For card ids imported
from Active Directory.

Add a device’s IP address here to

assign this configuration to a specific
device

Remove all assignments to this

configuration.

Remove assignments to a specific

device or group of devices.

Diagram 72: Card reader configuration assignment screen

The main configuration screen will display the keywords MFP (for all printers), MVP (for all network card
readers) and AD (for cards imported from Active Directory) next to the configuration name. This helps to
find out at a glance if a configuration has been applied to any of these groups.

Here we can see “digits_btw_equal” has Here we can see “pass through” has
been applied to MVP been applied to MFP and AD.

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11.4 Card reader configuration options in the update printer screen
It is possible to check if a card reader configuration has been applied specifically to a printer, and modify
it, from the update printer screen.

If none is selected, the card ids received from this printer will use the “All printers” settings.

Diagram 73: Card reader configuration assignment in the update printer screen

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11.5 Card reader configuration options in the update MVP printer screen
It is possible to check if a card reader configuration has been applied specifically to a network card
reader, and modify it, from the update MVP printer screen.

If none is selected, the card ids received from this network card reader will use the “All network card
reader” settings.

Diagram 74: Card reader configuration assignment in the update MVP printer screen

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12 PayPal
It is possible for Kayleigh to be configured by the installation owner/customer to authorise PayPal
transactions. This enables users to top-up their Kayleigh account balance via PayPal without the need of
a Kayleigh administrator or balance updater to process the payment. All funds are directly paid from the
user’s PayPal account to the customer’s PayPal account at the time of top-up.

To allow PayPal transactions the customer needs to configure Kayleigh with their PayPal account’s
application access tokens, this enables and authorises Kayleigh to communicate with the PayPal
transaction APIs. The customer’s PayPal account login details are never used, stored or processed by
Kayleigh at any time.

12.1 Configuring Kayleigh to allow PayPal

This section shows you how to use the Kayleigh Admin tool to configure the PayPal settings.

[Click] Configuration in the left navigation menu, this will bring you to the Kayleigh Configuration Options
page. [Click] the Payment Settings tab to access the page to configure PayPal settings.

New configurations
The settings are disabled by default, so [tick] the Enabled checkbox to activate the settings.

Please refer to the following diagram:

Click to enable or disable PayPal settings

PayPal access tokens

PayPal validation check

PayPal environment
Production :- For real transactions
Sandbox :- For test transactions

Minimum payment allowed

by system

Diagram 75: PayPal Settings

After enabling the settings, the ClientID and SecretKey fields can be edited.

These values are application access tokens generated for your PayPal account via PayPal’s developer
website, please visit: https://www.paypal.com/gb/smarthelp/article/how-do-i-get-an-access-token-
ts2128 for PayPal’s instructions on how to get an access token.

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Once you’ve entered your ClientID and SecretKey values the Validate button must be clicked to trigger
Kayleigh in confirming the values with PayPal. When the validation process is ongoing the button will
change to display the current status, and assuming the values are successfully validated then the Submit
button will be activated.

Use the Environment selection dropdown to select which PayPal environment you are using:

 Production :- This is the live PayPal system

 Sandbox :- This is the test/development PayPal system, useful for testing and understanding the
flow of the system without using real money

NOTE

The validation of the ClientID and SecretKey values is common across Production and Sandbox
environments; so while the validation may succeed, if you have the wrong environment selected
then any payment attempts will fail.

The accounts used with PayPal depend on which environment is used. Accounts (both business and user)
used with the sandbox environment are created via PayPal’s developer website. To log in to PayPal with
a sandbox account you must use PayPal’s sandbox specific website instead of the normal PayPal website:
https://www.sandbox.paypal.com

The Minimum Payment field sets the smallest payment allowed by the system. There is a cost to the
customer for each PayPal transaction they receive, so this can be used to limit their overheads.

When the ClientID and SecretKey have been successfully validated you will be able to click the Submit
button and save the entered settings.

12.1.1.1 Kayleigh currency not supported by PayPal

PayPal has fairly broad support for currencies but there isn’t a complete match between what PayPal
supports and what Kayleigh allows.

If Kayleigh is using a currency that PayPal doesn’t support, the settings page will force you to change
Kayleigh’s currency in order to use PayPal.

191
The section below is automatically shown if there is a conflict between Kayleigh’s currency and PayPal’s
supported currencies.

Supported currencies

Diagram 76: Unsupported currency

From the New Currency dropdown list select a new currency that Kayleigh will be switched to once the
PayPal settings are saved.

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 Editing existing configuration
Once PayPal settings have been saved successfully, the page will update to make it impossible for
someone to change the settings without knowledge of the existing Paypal details. This is a security
feature to stop someone with admin access changing the settings without permission.

Please refer to the following diagram:

Edit button to access settings

Submit is again disabled until the

settings are edited and validated

Diagram 77: Edit Paypal Settings

To change the PayPal settings [click] the Edit button, this will trigger a text dialog into which you enter
the existing SecretKey. If the SecretKey matches then the page will unlock and you will be able to modify
the ClientID and SecretKey values.

The ClientID and SecretKey must once again be validated before any changes can be saved.

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12.2 Viewing Balance Updates
[Click] Balance History in the left navigation menu, this will bring you to the Kayleigh Balance History
page.

If the logged in user only has the Viewer role, they will only see the changes that affect their balance, if
the user has the Admin or Balance Updater role, then they can view the Balance History of all users.

The Balance History page contains all activities that affect a user’s balance.

Types of activities shown in the Balance History page:

 Print Job: Whenever a user does a print job, there is a cost associated with the job and the user’s
balance is decreased by the cost of the job

 Auto Balance: A user’s balance can automatically be set to a preset value on a schedule, either
from their Department’s auto balance settings or the user’s auto balance override settings

 Manual Topup: An Admin or Balance Updater can adjust a user’s balance by manually adding or
removing funds. This also applies when a user’s balance is updated by user import via a tab
delimited UTF-8 encoded text file.

 Topup: A user can add funds to their account using PayPal

NOTE

If a print job has zero cost to the user then it will not be shown in the Balance History page, since it
didn’t change the user’s balance.

Diagram 78: Balance History page

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The User column shows which user the change affected.

The Change column shows the amount that the balance was changed or in the case of an auto balance
update, what the balance is changed to. The effect on the user’s balance can be seen by the symbol
before the currency character and value; a “+” symbol means the balance increased by that value, a “–“
symbol means the balance decreased by that value and an “=” symbol means the balance was set to that
value.

The New Balance column shows what the balance became after the change.

The Who By column shows who made the change; for a print job or a PayPal topup it will be the user
themselves but for manual topup it will be the admin or balance updater and for auto balance it will be
the system, since that process is automatic.

The Details column show extra information specific to the type of activity:

 Print Job: Shows the quantity of pages printed and the printer the job was printed on. Print Job
includes any activities such as Copy or Scan where a user’s balance is changed.

 Auto Balance: Shows ‘Auto Balance’

 Manual Topup: Shows ‘Manual Topup’

 Topup: Shows ‘PayPal Topup’ and the Invoice Reference for that transaction

12.3 Adding funds with PayPal

[Click] Balance in the left navigation menu, this will bring you to the Kayleigh Balance page.

Any user other than the one of the pre-defined system accounts can add funds to their balance using
PayPal.

There are a couple of rules that determine if a user can use PayPal:

1. PayPal settings must be configured

2. User cannot be in a Department with auto balance enabled

3. User cannot have auto balance enabled

The reason that auto balance blocks PayPal usage is that with auto balance enabled a user’s balance will
be changed automatically and this will potentially remove funds from their balance that they have paid
for.

On the Balance page a user with the Viewer role will only see their themselves, whereas a user with the
Admin or Balance Updater roles will see other users as well as themselves.

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13 Kayleigh ScanToMe
Kayleigh includes a ScanToMe add-on module to allow a user to perform a quick scan to their email
address, or to a configured destination. If ScanToMe is licensed on an MFP, an extra [Scan] button will be
displayed on the user’s home screen as shown below:

Click the [Scan] button will take the user directly to the scan application and the MFP is ready to scan to
the user’s email address registered in Kayleigh.

The last scan settings used by the user are stored in the server. Subsequent logins will preload the last
scan settings used by the user.

Switch between normal Log the user out of the

quick scan, secure scan MFP and return to
and convert to text Kayleigh’s login screen.
modes.

Return to the user’s

home screen with
balance display.

Start a scan to user’s email

using the current settings.

Change scan settings and

start a scan. Start a scan to user’s
configured home folder
using the current settings.

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The buttons to enable “Secure Scan” and “Convert to text” will appear greyed out if the MFP does not
support them, see image below for an example where “Convert to text” is not available:

The ScanToMe feature also allows a user to quickly change some commonly used scan settings before a
scan:

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13.1 Additional Scan Modes
ScanToMe Secure Scan
This scan mode will generate an encrypted PDF document. Upon tapping on “Scan to email” or “Scan to
folder”, a prompt appears to type a password for the PDF scanned document.

As with ScanToMe you can change the settings of the scan mode but selecting the Scan settings button.

198
 ScanToMe Scan to text
The Scan to text option allows automatic conversion of the scanned document to text (Optical Character
Recognition). The language option can be used to select the language in which the document is to aid the
text conversion process.

The image below shows the language selection screen.

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13.2 Configuring Kayleigh and MFPs to Use ScanToMe
Assigning ScanToMe licenses to MFPs
To use the ScanToMe feature in Kayleigh, you first need to assign the ScanToMe licenses to applicable
MFPs via the [Licenses][Assign Licenses] page in the Kayleigh admin application.

If an MFP is assigned a ScanToMe license, a user will see an extra [Scan] button on their home screen
after logging in to the MFP.

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 Configuring MFPs
After an MFP is assigned with a ScanToMe license, configure the Kayleigh ScanToMe module as an
extended standard OSA application on the MFP.

Go to the MFP administration web page.

Navigate to [System Settings][Sharp OSA Settings][Standard Accounting Settings]

Click the Add button to register a new standard OSA application as follows:

Application Name: Kayleigh ScanToMe

Address for Application UI: http://<Kayleigh server IP address>:<Java server port

number>/Kayleigh/netfront/scanapp.jsp

Browser: HTML Browser 3.5 or HTML Browser n2.0

Extended Platform: <enabled>

Please replace <Kayleigh server IP address> with the actual IP address of the Kayleigh server, and
replace <Java server port number> with the actual port number. By default, this is 58080. You can
obtain the port number in KayleighConfig.txt in the <Kayleigh Installation Directory>.

NOTE

Kayleigh ScanToMe module requires OSA 4.5 and above. It also requires the ACM (AMX2) key to be
installed.

Configuring Scan to Email

You can use MFP’s built-in SMTP support to email the scanned files to users or send emails via the
Kayleigh server.

13.2.3.1 Scan to Email Via MFPs

To use MFP’s built in SMTP support to email the scanned files:

1. Set ScanToEmailViaServer to false (this is the default setting) in the kayleigh.config file.

2. For each MFP licensed with ScanToMe, configure the MFP’s network settings to enable email
sending from the MFP.

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 Go to the MFP administration web page. Navigate to [System Settings][Network Settings][Quick
Settings] and configure the [IPv4 Settings], [DNS Settings], and [SMTP Settings] sections according to
your network set up.

You can use the MFP’s built in “Connection Test” for SMTP settings on the page to test the
connection from the MFP to the mail server

13.2.3.2 Scan to Email Via the Kayleigh Server

The advantages of emailing the scanned files via the Kayleigh server as oppose to via the MFPs are:

1. You don't have to configure the SMTP settings for each MFP individually.

2. It can speed up the scan process at the MFP as the MFP doesn't have to wait for the email
process to complete.

Email errors will be written to the <Kayleigh installation directory>\scanapp\log\scan_app.log.

To email the scanned files via the Kayleigh server, you need to configure to the following settings in the
kayleigh.config file.

 ScanToEmailViaServer=true
 SmtpServer= <Your email server>
 SmtpEmailFrom= <Sender’s email address>

You can also configure SmtpUsername, SmtpPassword, and SmtpTlsPort if applicable.

For more information, please refer to the section Kayleigh Configuration File on page 94.

Configuring Scan to Folder

To use the ScanToMe Scan to Folder feature in Kayleigh, the first step is to configure what the
destination network folder will be in the [Configuration][Scan Settings] page in the Kayleigh admin
application.

Input the username and password that the server will use to access the network shared folder (SMB
protocol). These credentials will be stored in an encrypted manner in the database.

Use the following format for the scan folder destination, it accepts both the forward slash / and the
backward slash \:

//<server IP or name>/<share name>/<folder>

or

\\<server IP or name>\<share name>\<folder>

For example, \\192.168.0.100\shared\scans.

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 Choose between one single folder
for all scans of all users, or a
specific folder for each user or
department.

Username and Password needed to

access the network shared folder
where scans will be stored.

Please refer to the above screenshot, there are two options for configuring how the scan destination for
each user is determined.

1. Global level, all scans from all users will go into the same shared network folder.

2. At the department or user level. Destination folder can be set by one of the following.:

I. Department level in the [Modify Department] page.

Scan destination configured at department

level.
This folder will be used to store scan files for all
users in the department that do not have an
override at the user level.

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II. User level in the [Modify User] page. User level has higher priority than department level
when both are set.

Scan destination configured at user level.

This folder will be used to store scan files for
this user, overriding the one set at department
level.

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 III. User level as imported from LDAP. This can be configured in [Configuration][LDAP
Settings][User][ Obtain User Scan To Folder Destination From]

The location where the scan files will be stored

can be retrieved from LDAP.
Use this field to configure what data point from
LDAP to use for this purpose.

14 Kayleigh Log Files

The application generates several log files that record system errors and debug information. In the event
of a problem using Kayleigh these log files will provide invaluable information in helping to diagnose the
cause of the problem and therefore these log files should be sent to the supplier who provided the
customer with the product. The relevant log files are shown below:

<Kayleigh Installation Directory>\kroot\Kayleigh\log\kayleigh.log

<Kayleigh Installation Directory>\pullp\logs\Spool.log
<Kayleigh Installation Directory>\glassfish4\glassfish\domains\domain1\logs\server.log
<Kayleigh Installation Directory>\mvp\log\*.*

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15 Troubleshooting

15.1 Known Limitations

 Page size used for calculating a job limit is not automatic.
Please refer to the section Page Size for Limits on page 91 for details.

 Page overrun.
When a user’s job is submitted, for example, copy a document, the MFP doesn’t know the actual
number of pages in the job. By design, the MFP will start the job so long as the user has enough
balance to start the job. In the middle of the job, if the MFP detects that the job has reached its
maximum allowed pages, it will suspend the job into the job queue. However, by the time the MFP
detects the limit is reached, there may already be several pages in the MFP’s printing path that will
still be printed. As a result, the user can overrun their limit by a few pages. The actual number of
overrun pages depends on the MFP model and the job. It is normally between 4-6 pages. This
problem can be mitigated by setting the user’s Minimum Balance sufficiently enough to cover the cost
of overrun pages.

 A SCAN TO HDD job is not subject to job limit check.

Even if the user does not have enough balance to start a SCAN job, the SCAN TO HDD job is always
executed regardless. The job cost will be debited from the user’s account as normal which may result
in a negative user account balance.

 A SCAN job will continue to complete if the user reaches the limit in the middle of the
scanning.
If the user has enough balance to start a SCAN job, the job will continue to complete even if the user
reaches their limit in the middle of the job. The job cost will be debited from the user’s account as
normal which may result in a negative user account balance.

 Jobs submitted after a suspended job are left pending in the job queue.
If a job has reached its limit in the middle of execution and is suspended, the MFP will leave the job in
the job queue with the status Limit. Because there is a job waiting to be executed in the job queue,
the next user’s job will be automatically added into the job queue with the status Waiting. There are
two ways to execute the next user’s job:

 Complete the suspended job either by topping up the previous user’s balance or by cancellation.

 Change the priority and order of the job queue so that the next user’s job is allowed to be executed
before the suspended job.

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 No XML special characters in MFP’s machine name and machine location
In the current OSA firmware, when an MFP’s machine name and location is included in the XML
message sent to the OSA server, the XML special characters are not encoded, and this will cause XML
parsing error in the OSA applications that receive the message. Therefore we advise you not to use
any of the XML special characters when configuring a new Sharp MFP’s name and machine location.
Please see the diagram below:

The following table lists the XML special characters to avoid:

XML Special Character Description

& Ampersand
< less-than sign
> Greater-than sign
" Double quotation mark
‘ Apostrophe

Table 15: Reserved XML Special Characters

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15.2 Pull printing from Mac and Windows Active Directory issue
Some Mac printer drivers send the Windows “display name” instead of the “user name” embedded with
the print job. Kayleigh uses this user name field to map the print jobs with their owners, so this
inconsistency leads to some Mac users to be unable to retrieve their jobs when logging in at the MFP.

To work around the problem there are 2 different options:

Map print jobs to their owners using the DisplayNameToLoginMapping option

Follow these Instructions to activate the patch to map pull print jobs with username set to "display
name" from Active Directory to "login name".

1. Add the following line at the end of “C:\Program Files

(x86)\Kayleigh2\kroot\kayleigh\config\kayleigh.config”

DisplayNameToLoginMapping=true

2. Restart KayleighJavaService

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 Enable Unified Pull Printing and use an MVP printer for Mac printing

The workaround proposed here is to use the other follow me printing feature we have in our software,
called “Multi-Vendor printing”.
This module uses a printer shared in the server to capture print jobs, and gets the user name from the
authenticated Windows user in the remote computer.

The basics of the workaround are as follows:

1. Users will print to a shared Sharp MFP in the server where Kayleigh is installed.
2. The Shared MFP will be configured as a MVP printing queue in Kayleigh, and unified pull printing
will be enabled.

Detailed configuration:
In the same server where Kayleigh (JAII) is installed, add a Sharp MFP and share it.

Open the admin panel and go to [Multi-Vendor Print] and add an MVP printer. Note, the address does
not need to be a real one, we just need a placeholder printer to create the printing queue. We can hide
the printer later so it does not count for licensing:

209
Now go to [Multi-Vendor print] [Print Queues] and click on “Add a pull printing queue”:

Select the printer we are sharing for this purpose:

The printer will appear now in the “MVP Pull Printing Queues” section:

210
We are almost ready to go. We need to update one parameter in the Kayleigh.config file first. Open
notepad in admin mode and edit “C:\Program Files
(x86)\Kayleigh2\kroot\kayleigh\config\kayleigh.config”

Set the following parameter to true and save the file:

UnifiedPullPrintingEnabled=true

Now go back to the admin panel, click on “Services” and:

- Restart KayleighJavaServer
- Restart KayleighSPSpooler.
- Start KayleighUniSpooler

This should be all now up and running. Use this newly shared printer to print from Mac and
Windows and the print jobs will go to the right user in the follow me printing.

Lastly, if the MVP printer entry is not needed for anything else, we could go back to [Multi-Vendor
Print] and hide the printer, this will free up one printer license.

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15.3 Frequently Asked Questions
 Change a registered MFP after reaching the maximum number of MFPs allowed by the
license.
The number of active MFPs cannot exceed the maximum number of MFPs allowed in your license.
However, you can de-activate an MFP by hiding it, in this way, you will be allowed to add a new MFP.
After adding the new MFP, please make sure you don’t unhide the one you have just hidden, doing
so will result in the following error message being displayed on the touch panel of all Kayleigh
controlled MFPs:
The number of registered printers has exceeded the limit allowed by your
license agreement.

To dismiss the message, you need to hide some MFPs and ensure the active MFPs do not exceed the
license limit.

Similarly, the number of active users cannot exceed the maximum number of users allowed in your
license. If you reached the limit, you can only add more users by hiding some existing users.

 I have a valid license, but Kayleigh Admin application complains that my license is invalid.
Restart any Kayleigh controlled MFP to enforce a full re-validation of the license file.

 Try to reprint a job from Document Filing / File Retrieve, but no file is printed and no error
message is displayed.
Check the job queue in MFP. If the print job is in the job queue with a status Limit, it means the user
account does not have enough available balance to complete the job. Please ask the user to top up
their account with more money, and update the user’s balance in the Kayleigh Admin application.
Please refer to the section Viewing and Updating Balances on page 65 for more information about
how to update a user’s balance.

 Print a file, but no file is printed.

First check if the user’s credentials entered in the printer driver are correct. Please refer to the
section Print Jobs on page 106 for more details.

Secondly check if the user is allowed to access the PRINT features in their ACL settings. Please refer to
the section User Inheritance of Department Settings on page 12 and the section Configuring a
Department’s Printer Options on page 21 for more information about how to configure a user’s ACL
settings.

Finally check if the job is in the MFP job queue with a status Limit. If so the user needs to top up their
account with more money and the Kayleigh administrator needs to update the user’s account
balance accordingly. Please refer to the section Viewing and Updating Balances on page 65 for more
information about how to update a user’s balance

 Job count for A3 print/copy/scan job is twice of the actual count or half of the actual count.
The job count recorded in Kayleigh for A3 jobs is decided by the internal MFP setting “A3 count up”.
If set to 2 (the default MFP setting), the MFP will multiply the sheet count of all A3 jobs by 2. To cater
for this problem, Kayleigh allows you to set up an A3 count up number (default to 2) for each MFP
and use the Kayleigh A3 count up number to re-adjust the sheet count of all A3 jobs from the MFP.

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 If the job count of an MFP’s A3 jobs is twice of the actual count, you need to set the Kayleigh A3
count up number for the MFP to 2.

If the job count of an MFP’s A3 jobs is half of the actual count, you may have set the Kayleigh A3
count up number for the MFP to 2 while the MFP’s internal A3 count up is set to 1. To fix the
problem, set the Kayleigh A3 count up number for the MFP to 1.

Please refer to the section Managing MFPs on page 63 for more information about how to set the
Kayleigh A3 count up number for an MFP.

 How to resume a job after it is suspended due to user’s limit is reached?

If a user does not have enough balance to complete a job, the job will be suspended when the user’s
limit is reached. To resume the job, you need to:

1. In the Kayleigh Admin application, top up the user’s balance. Please refer to the section Viewing
and Updating Balances on page 65 for more information about how to update a user’s balance.

2. Go to the MFP where the job was suspended, press the Job Queue status bar on the front screen
to see all the pending jobs on the MFP. The job that is suspended should have a status as Limit.
Press the job, a message will be displayed:

The max number of pages has been reached check the max number info. with the external
account server?

Press the Yes button, the job will be resumed if the user has enough balance.

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15.4 MFP Error Messages
Error: This printer is not registered with the accounting application.

Please register the MFP in the Kayleigh Admin application. Please refer to the section Managing MFPs on
page 63 about how to register an MFP.
Error: Cannot find license file.

You need put the valid Kayleigh license files in <Kayleigh Installation Directory>\config\ directory. Please
refer to the Kayleigh Installation Guide for more details.
Error: Cannot login. You are not authorized to access this MFP.

Please give the user access to the MFP in the Kayleigh Admin application. Please refer to the section User
Inheritance of Department Settings on page 12 and the section Configuring a Department’s Printer List
on page 21 for more details.
The maximum number of pages has been reached in the selected colour mode. Please see
your administrator.

The user account does not have enough available balance to complete the job. The user needs to top up
their account with more money. The Kayleigh administrator needs to update the user’s balance in the
Kayleigh Admin application. Please refer to the section Viewing and Updating Balances on page 65 for
more information about how to update a user’s balance.
Some addresses have already reached the max (Mode: Scan). Contact your
administrator.

The user account does not have enough available balance to complete the job. The user needs to top up
their account with more money. The Kayleigh administrator needs to update the user’s balance in the
Kayleigh Admin application. Please refer to the section Viewing and Updating Balances on page 65 for
more information about how to update a user’s balance.
You don’t have the authority to use this function. See your admin.

The Kayleigh administrator hasn’t granted the user the access to the MFP function (feature) that the user
is trying to access. Please refer to the section User Inheritance of Department Settings on page 12 and
the section Configuring a Department’s Printer Options on page 21 for more information about how
configure the user’s access to printer options.
The digest-uri does not match any LDAP SPN''s registered for the LDAP server

If you are using DIGEST-MD5 as the authentication method for the bind account or for the LDAP users,
please make sure that you have entered the Active Directory server’s DNS name instead of the IP address
in the Server Hostname/IP text box in the Configuration | LDAP Settings | Connection page. Please refer to
the section Collecting Your Active Directory DNS Name, NT Domain Name and User Principal Name on
page 154 regarding how to get the Active Directory server’s DNS name.

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15.5 Troubleshooting
 MFP cannot access the accounting server.
1. If this the first time that MFP is trying to access the accounting server, make sure that Kayleigh is
correctly installed and configured in the Kayleigh server machine. Please refer to the Kayleigh
Installation Guide for more details.

2. Restart the Java server Windows service KayleighJavaServer.

3. Reboot the MFP.

4. If the problem still persists, check that the Kayleigh server has a static IP address and hasn’t been
changed.

5. Check the network connection between the MFP and the Kayleigh server.

 After login to Kayleigh in MFP, MFP hangs in authorizing.

Reboot the MFP. If the problem persists, restart the Java server Windows service KayleighJavaServer.

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