Cloud Print and Scan Business Application
Kyocera Cloud Print and Scan
Provider Guide
Legal notes
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Table of Contents
Chapter 1 Product information
Kyocera Cloud Print and Scan documentation………………………………………………………………………1-1 Conventions…………………………………………………………………………………………………………………………. 1-1 System requirements…………………………………………………………………………………………………………… 1-2
Chapter 2 Introduction
Kyocera Cloud Print and Scan key features…………………………………………………………………………..2-2 Kyocera Cloud Print and Scan portal hierarchy……………………………………………………………………. 2-3 Kyocera Cloud Print and Scan user interface and roles…………………………………………………………2-4
Chapter 3 Getting started
About Provider accounts……………………………………………………………………………………………………… 3-1 Activate your Provider account……………………………………………………………………………………………. 3-1 Edit your Kyocera Cloud Print and Scan user profile……………………………………………………………. 3-2 Change your Kyocera Cloud Print and Scan password………………………………………………………….3-2 Log out of your account……………………………………………………………………………………………………….3-2
Chapter 4 Organizations
View organizations………………………………………………………………………………………………………………. 4-1 Provider and Customer organization upper limits……………………………………………………………….. 4-2 Organization representative and Support user……………………………………………………………………. 4-2 Organization names…………………………………………………………………………………………………………….. 4-3 NFR (Not for Resale) licenses………………………………………………………………………………………………. 4-3 Display and export the organizations tree…………………………………………………………………………… 4-3 Create a Provider organization……………………………………………………………………………………………. 4-4
Edit a Provider organization…………………………………………………………………………………………… 4-6 Delete a Provider organization………………………………………………………………………………………. 4-7 Create a Customer organization………………………………………………………………………………………….. 4-8 Edit a Customer organization………………………………………………………………………………………..4-11 Delete a Customer organization…………………………………………………………………………………… 4-15
Chapter 5 Users
Add users…………………………………………………………………………………………………………………………….. 5-1 Expired link in the activation email………………………………………………………………………………… 5-2
Import users…………………………………………………………………………………………………………………………5-2 Edit users…………………………………………………………………………………………………………………………….. 5-3 Change a user’s role…………………………………………………………………………………………………………….5-4
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Change a user’s role on the Users tab…………………………………………………………………………… 5-5 Change your user role on the Organization profile………………………………………………………… 5-5 Change your user role on your User profile…………………………………………………………………… 5-6 Delete users………………………………………………………………………………………………………………………….5-6
Chapter 6 Reports
Run a report………………………………………………………………………………………………………………………… 6-3 Create subscribed reports…………………………………………………………………………………………………….6-4
Edit a subscription…………………………………………………………………………………………………………..6-4 Delete a subscription……………………………………………………………………………………………………… 6-5
Chapter 7 Links
Edit the EULA URL……………………………………………………………………………………………………………….. 7-1 Edit the privacy statement URL……………………………………………………………………………………………. 7-1 Edit the Kyocera Cloud Print and Scan Desktop client link (macOS)……………………………………… 7-2 Edit the Kyocera Cloud Print and Scan Desktop client link (Windows)………………………………….. 7-2
Chapter 8 Setting up HyPAS
HyPAS set up by a service person……………………………………………………………………………………….. 8-1 Install Kyocera Cloud Print and Scan manually via USB………………………………………………….. 8-1
Chapter 9 Appendices
Kyocera Cloud Print and Scan roles and access…………………………………………………………………… 9-1
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Provider Guide
1 Product information
Product information
Kyocera Cloud Print and Scan documentation
Kyocera Cloud Print and Scan This guide provides information about Kyocera
Provider Guide
Cloud Print and Scan for Providers (Regional
Headquarters/Sales Companies/Dealers). It
contains instructions on how to create and
manage Providers and how to create and
manage Customer organizations. Instructions
on how to set up HyPAS are included for
Customer organizations that prefer their
Provider to set up their devices.
Kyocera Cloud Print and Scan This guide provides information about Kyocera
Customer Admin Guide
Cloud Print and Scan for Customer admins.
It contains instructions on how to activate a
Customer admin account, create new users
and groups, set print policies, create reports,
and set up HyPAS.
Kyocera Cloud Print and Scan This guide provides information about Kyocera
User Guide
Cloud Print and Scan for end-users. It contains
instructions on how to activate a user account
and effectively use Kyocera Cloud Print and
Scan.
Conventions
The following conventions may be used in this guide:
· Bold text is used for menu items and buttons · Screen, text box, and drop-down menu titles are spelled and punctuated
exactly as they are displayed on the screen · Italics are used for document titles · Text or commands that a user enters are displayed as text in a different font
or in a text box as shown in these examples:
1. On the command line, enter net stop program 2. Create a batch file that includes these commands:
net stop program gbak -rep -user PROGRAMLOG.FBK
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Product information
· Icons are used to draw your attention to certain pieces of information. Examples:
This indicates information that is useful to know.
This indicates important information that you should know, including such things as data loss if the procedure is not done properly.
System requirements
Important privacy information
KCPS is a software product for a single person using their own dedicated PC account. The simultaneous access on shared PCs or a similar environment, is NOT supported.
When using KCPS on a shared PC, please log in to the PC with your own account and be sure to log out from the PC after use.
Supported web browsers
· Google Chrome: Latest version · Microsoft Edge: Latest version (Chromium-based only) · Apple Safari: Latest version
You are notified on the screen if you are using an unsupported browser.
Desktop client minimum requirements
A. Operating systems Windows x86/x64 Windows 8.1 or later
Any Windows OS that has reached EOL (End of Life) is not supported.
Macintosh OS X x64
macOS 10.15 (Catalina) or later
B. Hardware requirements
Processor
Intel Pentium 4 processor or later (SSE2 capable)
M1 processor (Macintosh)
RAM Hard disk space
OS minimum/recommended 600 MB
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Product information
C. Port requirements
5571
Port 5571 is used for the Desktop client. If port 5571 is not available, users cannot open the Desktop client.
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2 Introduction
Introduction
Kyocera Cloud Print and Scan (KCPS) is a cloud-based, multi-tenancy printing and scanning solution for office environments.
What is multi-tenancy?
Multi-tenancy is an architecture where a single instance of a software application serves multiple organizations. Each organization is called a tenant. Multi-tenant architecture is a feature in many types of public cloud computing, including LaaS (Logging-as-a-Service), PaaS (Platform-as-a-Service), SaaS (Software-as-aService), containers, and server-less computing.
How does multi-tenancy work?
To help you understand how multi-tenancy works, think of an apartment building. The apartment building (A) has many apartments available (B). Each apartment is leased to a tenant who has a key that only lets them into their apartment (C). Shared resources for tenants include the entrance, elevators, and hallways in the building.
Multi-tenancy in KCPS works like the apartment building analogy. All tenants share some resources. Other resources are only for the tenant who has leased the application. Even though KCPS customers share resources, KCPS customers are not aware of each other, and their data is kept separate, secure, and is only accessible to them.
Thanks to multi-tenancy, Providers (Regional Headquarters (RHQs) / Sales Companies (SCs) / Dealers) can generate new customer spaces without deploying new KCPS resources.
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Introduction
End users do not need to be familiarized with multi-tenancy. The multi-tenancy architecture is entirely invisible to end-users.
Kyocera Cloud Print and Scan key features
Provider key features
From the Provider portal, the following features can be accessed and configured: · Manage Provider organizations · Manage Customer organizations
· Local spool/Cloud spool · Device limits (via license count) · Print and scan support · Report on Customer organization activity:
See the Reports chapter for details on these reports.
· Provider contracts · Customer contracts · Contract history
Customer admin key features
From the Customer portal, a Customer admin can access and configure the following features: · Manage users and groups · Associate/view the device list for their organization · Print control through print quotas and print policies · Report on Customer user activity From the MFP application (HyPAS), a Customer admin can access and configure the following features: · Proxy settings · Change organization · Home screen · Send logs
User key features
The Customer admin also has access to these features.
From the Customer portal, a user can access the following features: · View their job list · View scanned images · Download the Desktop client From the Desktop client, a user can access the following features:
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Introduction
· Print (upload) documents to Kyocera Cloud Print and Scan (KCPS) using local spool/cloud spool
From the MFP application (HyPAS), a user can access the following features: · ID card self-registration · Print documents that were uploaded to KCPS using the Desktop client · Print from third-party cloud storage · Scan to KCPS · Scan to third-party cloud storage
Behavior for failed log in attempts
The behavior for failed log in attempts is the same for all access types (Web portal, Desktop client, and HyPAS application) and portals: · Accounts are locked after three failed attempts to log in within 15 minutes · Accounts are automatically unlocked after 30 minutes to allow users to retry
logging in. · If a user has forgotten their login information, they can select the Forgot
password link on the portal home page and follow the instructions to create a new password.
Kyocera Cloud Print and Scan portal hierarchy
There are three portals associated with Kyocera Cloud Print and Scan (KCPS): · Root Provider Portal · Provider Portal · Customer Portal (includes the Customer admin and all Customer users) This image displays the portal structure and hierarchy and provides examples of the different ways a customer can be provided with KCPS service.
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Introduction
Kyocera Cloud Print and Scan user interface and roles
This table displays the user interface and roles available at each portal level. See the Appendix for more information about roles and access by role.
User Interface
Description
Root Provider portal: Access provided to RHQs
User Roles: Administrator
Only Regional Headquarters (RHQs) have access to the Root Provider portal. These RHQs create Provider portals for the Sales Companies in their organization. Typically, there is one Admin account managing the Root Provider portal.
An Administrator in the Root Provider portal can:
· Create either additional Provider or Customer portals:
Provider = Sales Company or Dealer
Customer = Direct sales channel · Manage users in a Provider portal. · Generate reports on child organizations. · Configure the link for the Desktop client.
User Interface
Description
Root Provider portal: Access provided to RHQs
User Roles: Support
Only Regional Headquarters (RHQs) have access to the Root Provider portal.
A Support user in the Root Provider portal can:
· Create either additional Provider or Customer portals:
Provider = Sales Company or Dealer
Customer = Direct sales channel · Generate reports on child organizations.
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Introduction
User Interface
Description
Provider portal: Access provided to Sales Company / Dealer
User Roles: Organization representative (Org rep)
An Organization representative in the Provider portal can:
· Create either additional Provider or Customer portals:
Provider = Sales Company or Dealer
Customer = Direct sales channel · Manage users in their organization. · Generate reports on child organizations.
User Interface
Description
Provider portal: Access provided to Sales Company / Dealer
User Roles: Support
A Support user in the Provider portal can:
· Create either additional Provider or Customer portals:
Provider = Sales Company or Dealer
Customer = Direct sales channel · Generate reports on child organizations.
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Introduction
User interface
Description
Customer portal: Access provided to Customer admin
User Roles: Customer Admin
A Customer admin in the Customer portal can:
· Create and manage users. · View the list of connected HyPAS devices. · Generate user reports, user group reports, and
device reports. · Download the Desktop client to print files from
any desktop. (The Customer admin is also a user.)
User interface
Description
Customer portal: Access provided to Customer users
User Roles: User
A user in the Customer portal can:
· View their job list. · View their scanned images. · Download the Desktop client to print files from
any desktop. · Associate third-party cloud storage providers
with their account. Users can then print from and scan to third-party storage using a connected HyPAS device. · Manage ID cards associated with their account.
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3 Getting started
Getting started
This chapter describes how to set up and manage your Kyocera Cloud Print and Scan (KCPS) account.
About Provider accounts
All Providers (RHQs/SCs/Dealers) require a Kyocera Cloud Print and Scan (KCPS) account to provide the KCPS service to a customer:
· Regional Headquarters: A representative in each of the Regional Headquarters will use the default user account in the Root Provider portal. The user profile can be changed later. A representative in each of the Regional Headquarters can add more users who can access their Root Provider portal.
· Sales Companies: A representative in each Sales Company is provided an account from their Root Provider.
· Dealers: A representative in each dealership is provided an account from the Regional Headquarter or Sales Company to which they belong.
Activate your Provider account
As a Provider (RHQ/SC/Dealer), you receive an “Activate your account” email from Kyocera Cloud Print and Scan (KCPS) once an account has been created for you.
1 Open the email. It provides instructions on what to do next and, if activated by the RHQ, includes a link to the KCPS privacy statement.
2 When you are ready, and before the link expires, select Activate now.
If you try to activate your account outside the number of days indicated, a message displays that the link is invalid. Select the administrator link in the message to contact your KCPS administrator to ask for another activation email.
3 On the Sign up window, enter the requested information and select Sign up. The Welcome window displays.
4 After reading the End User License Agreement, select the check box and then select OK. The window refreshes and displays the log in windows.
5 Enter your credentials. 6 Select Log in.
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Getting started
An email is sent to you that confirms your organization is added to KCPS. No action is required to the email. The email provides you the link to your Provider portal.
Edit your Kyocera Cloud Print and Scan user profile
You can edit your Kyocera Cloud Print and Scan (KCPS) user profile.
1 Open your browser and log in to your KCPS account. 2 Select your user name and then select User profile. 3 Select the General tab and then update your name, user name, or email
address. The first and last name can be up to 255 characters. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
4 Select Save.
Change your Kyocera Cloud Print and Scan password
You can change your Kyocera Cloud Print and Scan (KCPS) password.
1 Open your browser and log into your KCPS account. 2 Select your user name and then select User profile. 3 Select the Password tab. 4 In the Password area, enter your current password and then your new
password and a confirmation of the new password.
5 Select Save.
Log out of your account
When you have finished using Kyocera Cloud Print and Scan, logging out of your account is good security practice. Select your user name and then select Log out. The Log in window displays after you are logged out.
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4 Organizations
Organizations
Once you have access to the Provider portal, you can: · Create additional Provider organizations under your organization. You
manage any “sub-Provider” organizations you create. These sub-Providers could be Dealers under an RHQ (Regional Headquarter) or SC (Sales Company).
A Provider can restrict any of their sub-Providers so that they only can create Customers. · Create Customer organizations under your organization. You manage these Customer organizations.
View organizations
You can view the list of organizations at any time.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select Organizations. A list of organizations that have been added display. For each organization, you can see the following information on this window: · Organization name: If the contact has not yet activated their account for either Provider or Customer organizations, “Not activated” displays next to the Organization name. See the Edit a Provider organization topic or the Edit a Customer organization topic for more information.
· Contact email address
· Management ID / Customer ID
· URL: This is a link to the portal for the organization.
· Type of organization
· Spool type: This displays the current type of spooling that is set for the organization.
· Contract: The current contract information is displayed. Select the information icon ( i ) to view the contract details, including total licenses, contract interval, start and expiration dates, and if auto-renewal is set.
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Organizations
3 From the list displayed, select the check box next to the Organization name you want to edit and then select Edit. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name.
Provider and Customer organization upper limits
The following tables detail the upper limits per Provider organization and Customer organization.
Provider Portal
Item
Upper limit
Number of organizations 1,000 in 1 Provider organization
Total number of device licenses in 1 Provider organization
1,000
Upper limit of device license interval
120 (months)
Error handling Add button disabled if maximum is exceeded
N/A (Can’t be increased more than 120.)
Customer Portal
Item
Number users in 1 Customer organization
Upper limit 10,000
Number of groups in 1 Customer organization
1,000
Error handling
Add button disabled if maximum is exceeded.
Import error if the import causes number of users to exceed 10,000.
Add button disabled if maximum is exceeded.
Organization representative and Support user
When a Provider organization is created, Kyocera Cloud Print and Scan (KCPS) requires a contact email address. This person becomes the Organizational representative (Org rep) for that Provider portal. The Org rep can add users to the Provider portal. These users become Administrator or Support users on the portal that can assist the Org rep.
See the Kyocera Cloud Print and Scan roles and access topic in the Appendices for information on what the Org rep, Administrator, and Support users can access.
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Organizations
Organization names
Every Organization name below the Root Provider must be unique. The multitenancy architecture used by KCPS requires unique Organization names, even if an Organization name is in a different tenancy.
A maximum of 36 characters are allowed.
If you enter a duplicate name, you receive an error message because that name is used elsewhere in KCPS. You can work around this by adding additional information to the name as in these examples: · Company A · Company A (West coast) · Company A (East coast) · Company A (Head office) · Company A – Brazil
NFR (Not for Resale) licenses
When creating a new Customer organization, there is no selection to use an NFR license. RHQs create device licenses under an NFR-specific tenant under the Root portal. Note the following: · Contact your parent provider (RHQ/SC) regarding NFR licenses. · NFR licenses can only be used for demonstration or internal evaluation
purposes. · NFR license should not be distributed to customers. · NFR licenses are not included in any reports.
Display and export the organizations tree
You can display the entire Kyocera Cloud Print and Scan (KCPS) organization tree or a Provider portal organization tree and export the tree in .csv format.
The Display Tree icon is only available to Provider portal users.
1 Open your browser and log in to your Kyocera Cloud Print and Scan Provider portal account.
2 Select Organizations. A list of organizations that have been added displays. · If you are logged in to the Root Provider portal, you see a list of all organizations in the Root Provider portal. · If you are logged in to a Provider portal, you see a list of organizations in that Provider portal.
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3 Select Display Tree. The “Organization details” window displays. Child organization names can be seen, but organization names two levels or more below the Root are masked.
4 Expand the Root organization to see sub-organizations. You can expand Provider and Customer organizations to see additional information. Expanding a Customer organization displays the total number of licenses and number of devices for the customer.
You can use your browser’s “Find” function, typically CTRL+F on your keyboard, to locate an organization.
5 At the top of the “Organization details” window, select Export to download a .csv file that contains all the organizations currently in the tree. Child organization names can be seen, but organization names two levels or more below the Root are masked. The file contains the following fields: · Organization type · Child name · Child ID · Trial period · Total licenses · Number of devices · Parent name · Email address: The email address only displays the @domain portion of an email address. For example: ****@gmail.com
6 When you are finished viewing the tree, select OK. The “Organization details” window closes.
Create a Provider organization
Follow these steps to create new Provider organizations.
1 Open your browser and log in to your account on Kyocera Cloud Print and Scan (KCPS).
2 Select Organizations. 3 Select Add.
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4 Add the required information:
Organizations
a) Organization name (1): Enter the Provider organization name. A maximum of 36 characters are allowed. The name must be unique across KCPS.
b) Contact email address (2): Enter the contact email address for the Provider organization. Up to 132 characters are allowed. The person becomes the Org rep for the Provider organization and receives an email from KCPS to activate their account.
c) (Optional) Management ID / Customer ID (3): Enter a unique alphanumeric Management ID to identify the organization. This ID appears in generated reports and on the Organizations window.
You can enter an SAP ID to facilitate billing.
d) Language preference (4): Select a language that becomes the default language for the organization.
e) Type of organization (5): Select Provider. f) Permission to create customer organization only (6): Selecting
this check box limits this Provider to creating only Customer organizations. They cannot create additional Provider organizations. g) Select Add.
The new Provider organization is created, and the contact is sent an email to activate their account. They have seven days to activate their account. They should refer to the “Activate your Provider account” topic in this guide for details.
If the contact tries to activate their account outside the number of days indicated, a message displays that the activation link is invalid. They are instructed to select the administrator link in the message to contact their KCPS administrator to ask for another activation email. See the Edit a Provider organization topic for more information about the contact email address.
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Users added to the Provider organization become Administrator or Support users. See the Users chapter for more information on adding, editing, and deleting users.
Edit a Provider organization
An Org rep, Administrator, or Support user can edit a Provider organization to update the configuration of the organization.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select Organizations. A list of organizations that have been added display. For each organization, you can see the following information on this window:
· Organization name · Contact email address · Management ID / Customer ID · URL: This is a link to the portal for the organization. · Type of organization · Spool type: This displays the current type of spooling that is set for the
organization. · Contract: The current contract information is displayed. Select the
information icon ( i ) to view the contract details, including total licenses, contract interval, start and expiration dates, and if auto-renewal is set.
3 From the list displayed, select the check box next to the Organization name you want to edit and then select Edit. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name. The “Edit an organization” window displays.
4 You can edit these items:
Organization name You can edit the organization name. Up to 36 characters are allowed. If you enter a name that is a duplicate, you receive an error message because that name is used elsewhere in KCPS.
Contact email address If the Org rep has activated their account: The address displayed belongs to the Org rep for this portal and is read-only if the Org rep has already activated their account. A Provider cannot change this address. This address can be changed from within the Organization’s portal in the child organization.
If the Org rep has not activated their account: If the account was not activated, the “Not activated” message displays next to
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the Organization name. If the activation period of seven days has passed, the previous Contact email address is removed. The image below shows two new organizations that were added. · The first organization’s (1) Org rep has not yet been activated.
Because this is still within the seven days activation period, their contact email address is shown. · The second organization’s (2) Org rep did not activate their account within the seven-day activation period, and so the contact email address was automatically removed by KCPS.
For the second organization (2), you can re-enter the previous email or enter a new email address and select Save. A new activation email is sent to the Contact email address. Any previous activation emails are invalid.
Management ID (Optional) You can add or edit an existing ID. Only alphanumeric characters are allowed.
You can enter an SAP ID to facilitate billing.
Language preference This menu selects the default language for the organization. Use the menu to change the default language.
Permission to create customer organizations Clear or select the check box to change if this provider can create sub-Provider organizations or is restricted to only creating Customer organizations.
5 Select Save.
Delete a Provider organization
An Administrator or a Support user can delete a Provider organization.
Once a Provider organization is deleted, it cannot be recovered. All data and reports for the organization are removed.
Deleting a Provider organization also deletes all child organizations under the Provider organization you are deleting.
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Organizations
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select Organizations. 3 From the list displayed, select the check box next to the Provider
organization name you want to delete and then select Delete. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name. The “Delete an organization” window displays.
4 Select Delete.
You cannot delete a Provider organization if any child organizations still have active licenses. You must cancel all active licenses before deleting the Provider organization. See the Cancel a license topic for more information.
The organization is removed from the list, and the data is removed from KCPS.
Create a Customer organization
Follow these steps to create a new Customer organization.
1 Open your browser and log in to your account on Kyocera Cloud Print and Scan (KCPS).
2 Select Organizations. 3 Select Add.
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4 Add the required information:
Organizations
a) Organization name (1): Enter the Provider organization name. A maximum of 36 characters are allowed. The name must be unique across KCPS.
b) Contact email address (2): Enter the contact email address for the Customer organization. Up to 132 characters are allowed. This person receives an email from KCPS to activate their account and is the Organization representative for the Customer organization.
c) (Optional) Management ID / Customer ID (3): Enter a unique alphanumeric Customer ID to identify the customer. This ID appears in generated reports.
You can enter an SAP ID to facilitate billing.
d) Language preference (4): Select a language that becomes the default language for the organization.
e) Type of organization (5): Select Customer. f) Customer Business Type (6): Select the type of business the
customer organization is in. g) (Optional) Trial Period (7): Trial period is selected by default. If you
do not want to provide a trial subscription, clear the check box and go to step h.
· Until xx of this month: Select this to have the trial subscription end on the cutoff date of the current month. Selecting this displays the end date for the trial. The cutoff date, represented here as xx, is defined by the RHQ and cannot be changed for individual tenants.
· Until xx of next month: Select this to have the trial subscription end on the cutoff date of the next month. Selecting this displays the end date for the trial. The cutoff date, represented here as
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xx, is defined by the RHQ and cannot be changed for individual tenants.
· ( i ): Hover over the information icon to display the auto-renewal preference. This setting is decided by the RHQ and applied to all Provider tenants and cannot be changed for individual tenants. One of these messages displays:
· “All trial licenses will expire after the trial ends.” displays if the auto-renewal preference for Trial period is disabled.
· “All trial licenses will convert to official licenses when the trial ends.” displays if the auto-renewal preference for Trial period is enabled.
h) Total licenses (8): The number that appears after Total licenses is the current number of all licenses allocated to this organization. Select Add (9) to add one license. Add as many licenses as required for the organization.
If you want to add official licenses after customer’s trial period has started, see the Start official licenses topic for more information.
For each license, set the following:
· Interval: Indicate the number of months until the license you added expires. The default and lowest month interval is 12. The maximum number of months you can set for an interval is 120.
· Start: If you selected a trial period for the organization, the Start date is automatically set and cannot be changed. After the Trial period has expired or if there was no Trial period, you can set a month in the future when the license becomes active. The default is for the start of the month after you added the license.
· Expiration: This field is not editable. It displays the expiry date based on the entered Interval and Start date.
· Auto renewal: If you want this license to automatically renew at the expiry date, select the Auto renewal check box. Emails are
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automatically sent out before auto renewal to provide time for the customer to change or cancel the license.
The Auto renewal column is hidden if the auto renewal preference for Official is disabled.
To cancel a license, select the trash icon. The license is canceled immediately and cannot be recovered if an error is made. i) Job storage (10): In “Auto-delete jobs after,” enter the number of days that elapse before a submitted print job expires. The minimum number of days is 1 and the maximum is 28. Select Allow customer admin to set job expiration (10) if you want the Customer admin to be able to modify the number of days. j) Local spool / Cloud spool (11): Select where a print job submitted by a user is spooled. Local spool spools the submitted print job to the user’s computer. Cloud spool spools the job to KCPS.
For Local spool to work:
· The desktop hostname must be resolvable on the network. Printing using Local spool is not supported when systems can only communication using an IP address.
· The PC/laptop and device must be in the same domain network. For example, if the device is connected by Ethernet (on one domain network), and the PC/laptop is connected using Wi-Fi (connected to a different domain network), local spool will not work.
5 Select Add.
The new Customer organization is created, and the contact is sent an email to activate their account. They are the Organization representative for the Customer organization, and after they activate their account, they need to add a user that becomes the Customer admin or user that becomes the Customer user for their organization.
If the contact tries to activate their account outside the number of days indicated, a message displays that the activation link is invalid. They are instructed to select the administrator link in the message to contact their KCPS administrator to ask for another activation email. See the Edit a Customer organization topic for more information about the contact email address.
Edit a Customer organization
An Organizational representative, Administrator, or Support user can edit a Customer organization to update the configuration of the organization.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select Organizations.
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3 From the list displayed, select the check box next to the Customer organization name you want to edit and the select Edit. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name. The “Edit an organization” window displays.
4 You can edit these items:
· Organization name: Edit the Customer organization name. If you enter a duplicate name, you receive an error message because that name is used elsewhere in KCPS.
· Contact email address: · If the Org rep has activated their account: The address displayed belongs to the Org rep for this portal and is read-only if the Org rep has already activated their account. A Provider cannot change this address. This address can be changed from within the Organization’s portal in the child organization. · If the Org rep has not activated their account: If the account was not activated, the “Not activated” message displays next to the Organization name. If the activation period of seven days has passed, the previous Contact email address is removed. The image below shows two new organizations that were added. · The first organization’s (1) Org rep has not yet been activated. Because this is still within the seven days activation period, their contact email address is shown. · The second organization’s (2) Org rep did not activate their account within the seven-day activation period, and so the contact email address was automatically removed by KCPS.
For the second organization (2), you can re-enter the previous email address or enter a new email address and select Save. A new
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activation email is sent to the Contact email address. Any previous activation emails are invalid. · Customer ID: (Optional) You can add or edit an existing ID. Only alphanumeric characters allowed.
You can enter an SAP ID to facilitate billing.
· Language preference: This menu selects the default language for the organization. Use the menu to change the default language.
· Customer Business Type: Edit the Customer Business type if it is not correct.
· Total licenses: The current number of licenses available to the organization is displayed.
For licenses that are not active, their start date is sometime in the future:
· These licenses are not included in the license count in the Customer portal until 1 month before the license becomes active.
· These licenses are included in the provider reports. · See the Add a license and Delete a license topics for information about
adding or deleting licenses.
· Start official licenses: To switch from trial period and begin a customer’s official licenses before the trial ends, select Start official licenses. See the Start official licenses topic for more information.
· Job storage: In “Auto-delete jobs after,” enter the number of days that elapse before a submitted print job expires. The minimum number of days is 1 and the maximum is 28.
· Allow customer admin to set job expiration: If the customer wants their Customer admin to modify the job expiration, select the check box.
· Local spool / Cloud spool: Modify where KCPS print jobs are spooled.
5 Select Save.
Start official licenses
At any time during a customer’s trial period you can convert a customer’s trial subscription to official licenses.
Note the following if you start official licenses during the trial period:
· The trial period ends immediately. · The customer has a free period of one month before their official licenses
begin. Customers can use this free period to set up and test their KCPS system.
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· You can set the official license start date for any month in the future; however, the official license start date always begins on the first of the month. The free period is always set for one month before the license start date.
· If the official license start date is less than one month from the date you add the official licenses. The trial period will be less than one month.
· If the official license start date is set out more than a month in the future, there may be a gap between when the trial period is ended and the free month begins. The customer can access their KCPS web portal and Desktop client during the gap time but cannot add devices or log in to the KCPS HyPAS application on a device.
1 Open your browser and log in to your KCPS account. 2 Select Organizations. 3 From the list displayed, select the check box next to the Customer
organization name you want to edit and the select Edit. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name. The “Edit an organization” window displays.
4 At the bottom of the “Total licenses” area, select Start official licenses. A message displays asking if you want to convert all current trial licenses to official licenses.
5 Select OK. 6 Select Save.
The trial licenses are converted to official licenses and you are returned to the Organizations list.
7 Locate and select the organization whose licenses were just converted and then select Edit.
8 In the “Total licenses” area, edit the start date of the converted licenses, if needed.
9 To add new licenses, in the “Total licenses” area, select Add. For each license, set the following:
· Interval: Indicate the number of months until the license you added expires. The default and lowest month interval is 12. The maximum number of months you can set for an interval is 120.
· Start: You can set a month in the future when the license becomes active. The default is for the start of the month after you added the license.
· Expiration: This field is not editable. It displays the expiry date based on the entered Interval and Start date.
· Auto renewal: If you want this license to automatically renew at the expiry date, select the Auto renewal check box. Emails are
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automatically sent out before auto renewal to provide time for the customer to change or cancel the license.
The Auto renewal column is hidden if the auto renewal preference for Official is disabled.
To cancel a license, select the trash icon. The license is canceled immediately and cannot be recovered if an error is made. After performing this process, an email notification is sent to you, as the Provider, and to the organization’s Customer Admin to confirm that official licenses are starting.
Add a license
To add a license:
1 Select Add. 2 Enter the Interval for the number of months for the license. 3 Enter the start month if it is not the current month. The next month is
the default start month. This date should always be after the trial period finishes.
4 Select Auto renewal to automatically renew the license at the license expiry date. The Auto renewal column hidden if the auto renewal preference for Official is disabled. Email notifications are sent to the Org representative and Customer admin before the license automatically renews to allow the customer to adjust their licensing.
Once the contract period has started, the Interval and Start dates cannot be changed.
Cancel a license
To cancel a license:
1 Locate the license to be canceled. 2 Select the trash icon that is in the same row as the license.
The license is immediately canceled and cannot be recovered.
Delete a Customer organization
An Organization representative, an Administrator, or Support user can delete a Customer organization.
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Organizations
Once a Customer organization is deleted, it cannot be recovered. All data and reports for the organization are removed.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select Organizations. 3 From the list displayed, select the check box next to the Customer
organization name you want to delete and then select Delete. If the list is lengthy, enter the organization name in the Search box and select Search to locate the name. The “Delete an organization” window displays.
4 Select Delete. You cannot delete a Customer organization if the organization still has active licenses. You must cancel all active licenses before deleting the Customer organization. See the Cancel a license topic for more information. The organization is removed from the list, and the data is removed from KCPS.
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5 Users
Users
Add users
The Users tab displays the user accounts in the portal. The Role column identifies the role users have in the system.
Kyocera Cloud Print and Scan (KCPS) automatically deletes users that have been inactive for 12 months. Deleted users must have new accounts created to be able to log in again.
Organization representatives (Org reps) are not automatically deleted, even if the Org rep has not logged in within the 12 months. This is to prevent organizations from not having at least one user.
See the Kyocera Cloud Print and Scan roles and access topic in the Appendices for information on what the various user roles can access.
Only an Organizational representative can add Administrator or Support users to either a Provider or Customer portal. If you want to add multiple users at once, see the Import users topic.
To add a Customer admin to a Customer portal, see the Kyocera Cloud Print and Scan Customer Admin Guide.
1 Open your browser and log in to your Kyocera Cloud Print and Scan account.
2 Select the Users tab. 3 Select Add user. 4 Enter the following user information:
Item User name First name Last name Email address Role
Description
Between 4 and 64 characters are allowed. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
Up to 255 characters are allowed. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
Up to 255 characters are allowed. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
Up to 132 characters are allowed. Duplicate email addresses are not allowed.
Select a role for the user. You can select the information icon ( i ) to view what each role can access.
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5 Select Add. A message displays that an email was sent to the user to complete the sign-up process.
6 Select OK.
The added user displays in the Users list.
Expired link in the activation email
Users who wait longer than seven days to activate their account will find that the activation link does not work. After seven days, the system deletes inactive user accounts and then anonymizes any entered user data. If a user contacts you that they have an expired activation link, go to the Users tab and add the user again. They receive another email with a new activation link.
Import users
If you have many users to add, it is more efficient to import users instead of adding them one at a time.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select the Users tab. 3 Select Import users.
The Import users window displays.
4 Select Download the template (.csv) and open the downloaded template in Excel or a text editor.
5 Enter the required information for new users into the template, one user per row. · The User name must be between 4 and 64 characters. · The first and last name can be up to 255 characters each · The email address can be up to 132 characters. · Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
6 Save the template in a location where you can retrieve it. 7 Upload the user file using one of these methods:
a) Drag and drop the file onto the Import users window. b) On the Import users window, select Browse, browse to and open the
import file.
8 KCPS displays a report of the import file indicating how many users are being imported and which rows will be skipped if you begin the import. If there are errors in the import file, select Cancel and correct the errors indicated.
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Users
Edit users
9 Once you are satisfied with the import and no errors are reported, select Add. The new users are added and appear in the Users list. The Date added column indicates when users were added.
Only an Organization representative or Admin can edit Support users in a Provider or Customer portal.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select the Users tab. 3 From the list displayed, select the check box next to the user name you
want to edit. If the list is lengthy, enter the user name, first name, last name, or email in the Search box and select Search to locate the name.
4 Select Edit user. You can only edit one user at a time. If you have multiple users selected, you must clear all but one user before Edit becomes available.
If the user has not activated their account, they cannot be edited.
The “User profile” window displays and displays the user’s account information on the General tab.
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Users
5 Edit items, as needed:
First name Up to 255 characters are allowed. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
Last name Up to 255 characters are allowed. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
User name Enter a user name between 4 and 64 characters. Space, hyphen and . @ _ ‘ ! # ^ ~ characters are allowed.
Email address Enter the email address for the user. Up to 132 characters are allowed.
Current role Select a role for this user if you want to change their role in the system.
Select the information icon ( i ) to view what each role can access.
· Organization representative: Select this if you want the user to become the contact person for the organization.
· Administrator: Select this if you want the user to become an admin for the organization. They have access to the Users, Devices, and Reports tabs
· Support: This is the default role.
6 Select Save. 7 If you want to edit another user and you used a search to find the last user
you edited, clear the search result by selecting the X in the search result notice. The user list refreshes and displays all users.
Change a user’s role
You can change the role of a user in three places on the user interface: · On the Users tab, you can change any user’s role to a different role · On the Organization profile window, you can select a different user to take
your place as Organization representative if you are going to be absent · On your User profile window, if you are an administrator, you can select a
different role
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Users
Change a user’s role on the Users tab
You can quickly change a user’s role in Kyocera Cloud Print and Scan (KCPS) to a different role on the Users tab.
1 Open your browser and log in to your KCPS account.
2 Select the Users tab.
3 From the list of users, locate the user whose KCPS role you want to change.
4 In the Role column, select the drop-down menu next to the user’s user name.
5 From the menu, make a selection.
· Organization representative: Select this if you want the user to become the contact person for the organization. A warning message displays, letting you know that the Organizational representative is being changed. Select OK to proceed with the change.
· Administrator: Select this if you want the user to become an admin for the organization. This is useful if you will be away and need someone to administer KCPS while you are away. They have access to the Users, Devices, and Reports tabs.
· Support: This is the default role.
The change in role is immediate. The change is indicated in the user list with an icon next to the user name:
Icon
Role Organizational representative
Administrator
(No icon)
Support
Change your user role on the Organization profile
You can pass your role as Organization representative to another user if you are going to be absent.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select your user name in the top right corner and then select Organization profile.
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3 From the Organization representative menu, select a user that you want to assign as Organization representative. They receive all emails and communications that would ordinarily be sent to you.
4 Select Save.
The user you selected is now acting as an Organization representative. You can follow this same procedure and set yourself again as the Organization representative when you no longer need another user to act on your behalf.
Change your user role on your User profile
You can change your user role on your User profile window.
1 Open your browser and log in to your Kyocera Cloud Print and Scan account.
2 Select your user name in the top right corner and then select User profile. 3 In the Current role area, select a different role for yourself if you are an
Administrator. If you cannot change your role on your User profile, a message displays the reason why.
4 After changing your role, select Save.
Delete users
You can delete a single user or select multiple users and delete them with a single action. Only an Organizational Representative can delete Administrator or Support users in a Provider or Customer portal.
You cannot delete an Organization representative (Org rep), even if the Org rep has not logged in within the 12 months. This is to prevent organizations from not having at least one user.
Once a user is deleted, their account cannot be recovered. All data for the deleted user is anonymized in reports.
1 Open your browser and log in to your Kyocera Cloud Print and Scan (KCPS) account.
2 Select the Users tab
3 To delete a single user: a) From the list displayed, select the check box nest to the user name you want to delete. If the list is lengthy, enter the user name in the Search box and select Search to locate and then select the check box. b) Select Delete users. The “Delete user” window displays. c) Go to Step 5.
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4 To delete multiple users: a) From the list displayed, select the user names you want to delete. If the list is lengthy and the users you want to delete are in a Group, change the View by group filter to the appropriate group and then select the users to delete. b) Select Delete. The “Delete users” window displays, indicating the number of users to be deleted.
5 Select OK.
The user or users are removed from KCPS. Their data is anonymized in KCPS reports.
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6 Reports
Reports
The Provider portal can generate reports for managed organizations.
See the Kyocera Cloud Print and Scan Customer Admin Guide for the report types that can be run by the Customer admin on a Customer portal
A report can be run immediately. You can also create subscriptions for reports so they are automatically sent out to recipients on the first day of each month. See Create subscribed reports for more information.
· A maximum of ten reports is displayed in the Results area, with the oldest reports removed as new reports are generated.
· Contract reports include the Tenant name, when the report was exported, the report type, and any report options set.
· NFR (Not for Resale) licenses are not included in any reports.
These are the available reports:
Provider contracts The Provider contracts report is generated to provide a list of subproviders that have customer organizations in the tenancy. This report is used to detect contracts that start each month.
The report is generated in these situations:
· KDC RHQ · RHQ SC · SC Dealer
The Report options menu selection modifies the content of the report.
The Provider contracts report contains the following fields, in this order:
· Organization Name, Management ID, Tenant ID, Item Code, License Type, Number of Licenses, Contract Interval (months), Contract Starts This Month, Contract Start Date, Contract Expiration Date, Auto-Renew
Customer contracts The Customer contracts report provides a list of the customer organizations for that particular provider organization. This report is used to detect contracts that start each month.
The report is generated for these situations:
· RHQ/SC/Dealer Customer
RHQ/SC do not have to generate this report if they do NOT have direct customers under their organization.
The Report options menu selection modifies the content of the report.
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The Customer contracts report contains the following fields, in this order:
· Customer Name, Customer ID, Tenant ID, Item Code, License Type, Number of Licenses, Contract Interval (months), Contract Starts This Month, Contract Start Date, Contract Expiration Date, Auto-Renew
Consolidated contracts
The Consolidated contracts report unifies Provider and Customer contract information into a single report.
The Report options menu selection modifies the content of the report.
The Consolidated contracts report contains the following fields, in this order:
· Tenant Type, Organization Name, Management ID / Customer ID/ Tenant ID, Item Code, License Type, Number of Licenses, Contract Interval (months), Contract Starts This Month, Contract Start Date, Contract Expiration Date, Auto-Renew
Provider contracts (total)
The Provider contracts (total) report displays the total number of licenses for each Provider and includes the contract start date.
The Report options menu selection is set to Include contracts starting this month only.
The Provider contracts (total) report contains the following fields in this order:
· Provider Name, Management ID, Item Code, License Type, Total licenses, Contract Start Date
Customer contracts (total)
The Customer contracts (total) report displays the total number of licenses for each customer and includes the contract start date
The Report options menu selection is set to Include contracts starting this month only.
The Customer contracts (total) report contains the following fields, in this order:
· Customer Name, Customer ID, Item Code, License Type, Total licenses, Contract Start Date
Consolidated contracts (total)
The Consolidated contracts (total) report unifies Provider and Customer contract (total) information into a single report.
The Report options menu selection is set to Include contracts starting this month only.
The Consolidated contracts (total) report contains the following fields, in this order:
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Reports
· Tenant Type, Organization Name, Management ID / Customer ID, Item Code, License Type, Total licenses
· Contract Start Date
Contract history The Contract history report displays any license-related changes made by the current provider’s sub-providers to a customer organization that they manage. This report acts as a type of audit log. The Report options menu selection is set to Include official licenses only. The Usage usage report contains the following fields in this order: · Date time, Organization Name, Action, Tenant ID, Detail: License type, Trial period, Device licenses
Run a report
You can run a report at any time.
1 From the Kyocera Cloud Print and Scan menu, select Reports. 2 From the Report type menu, select the report to run. 3 From the Report options menu, make a selection. The selection you make
acts as a filter on the report data.
Report options for some reports are pre-set and cannot be changed.
4 From the Month menu, select the month for the report. The first menu choice creates a report from the last reporting cutoff date, up to and including the date you run the report.
If the report takes too long to export or is not exporting, select the trash can icon to stop the process.
Repeat this procedure from step 2 to restart the report export.
a) If you select a monthly report, select Download report. A zip file downloads to your local computer.
b) If you select the first menu choice, select Export. When the report is ready, it appears in the Results area. The report result displays a date range in the “Report month” column. The date range indicates the report is not for an entire month but from the report cutoff date to the current date. Select Download report to download the zip file to your local computer.
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Reports
5 Open the zip file and then open the report. The name of the report is in this format: <report name><date generated><time generated>.csv The last ten reports created display in the Results area and cannot be deleted. Older reports are replaced as new reports are created.
Create subscribed reports
You can set up reports that are automatically sent to users monthly on the first day of the month. You can add or remove users from a subscribed report at any time.
1 From the Kyocera Cloud Print and Scan menu, select Reports. 2 In the “Subscribed reports” area, select Add.
The Subscribe window displays.
3 From the “Report type” menu, select the report that the subscribed users receive.
4 From the “Reports options” menu, select the option to filter the report results.
Some report types only have one report option available.
5 Enter an email address for the report subscriber.
There is a maximum of 30 email addresses per subscription.
6 For each additional report subscriber, select the + to add another email address.
7 To delete a subscriber from this list, select the – next to their email address. 8 When finished creating the subscribed report and adding subscribers,
select Subscribe. In the Results area on the Reports page, generated reports that are part of a subscription display the word “Subscribed” next to the report status. Subscribers receive the report on the reporting cutoff date each month until either the subscription is deleted or subscribed users are removed from the subscription.
Edit a subscription
You can add or remove users from a subscription or change the report options of the subscription at any time.
You cannot change the report type of a subscription.
1 From the Kyocera Cloud Print and Scan menu, select Reports.
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2 In the “Subscribed reports” area, select the subscription to edit and then select Edit.
3 To change the report options, make a selection from the Report options menu.
Changing the report options affects the report sent to all subscribers. If new report options are needed, it is better to create a new subscription with the new report options.
4 To add a subscriber, select the + and enter an email address for the report subscriber.
There is a maximum of 30 email addresses per subscription. If you have more than 30 users that require a report, create a new subscription with the same options and add the additional users to the new subscription.
5 To delete a subscriber from this list, select the – next to their email address. 6 When finished editing the subscribed report, select Subscribe.
Delete a subscription
You can delete a subscription at any time. Deleted subscriptions cannot be recovered once deleted.
If a Provider organization is deleted, all subscriptions and all subscription data are automatically deleted.
1 From the Kyocera Cloud Print and Scan menu, select Reports. 2 In the “Subscribed reports” area, select the check box next to the
subscription you want to delete.
3 Select the Delete icon. The “Delete subscription?” window displays.
4 Select Delete to remove the selected subscriptions. 5 Select OK to close the confirmation window.
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7 Links
Links
The Links menu provides access to product documents and software applications for all users in Kyocera Cloud Print and Scan.
The Links menu is only available to Root Provider portal users.
These items can be modified on the Links page: · End User License Agreement · Privacy Statement · Kyocera Cloud Print and Scan Desktop client (macOS) · Kyocera Cloud Print and Scan Desktop client (Windows 32 and 64-bit)
Edit the EULA URL
The End User Licence Agreement (URL) is edited from the Links menu.
1 From the Kyocera Cloud Print and Scan menu, select Links. 2 In the EULA URL text box, enter the full path to your EULA.
The URL cannot be saved if the URL is not correctly formatted.
3 Select Save. 4 (Optional) To notify uses that the EULA has been updated, select Notify
users of update. All users in the tenancy are notified by email of the update. The email includes a link to the updated EULA.
Edit the privacy statement URL
The Privacy Statement (URL) is edited from the Links menu.
1 From the Kyocera Cloud Print and Scan menu, select Links. 2 By default, the Privacy statement URL does not display on the user
interface. To display the Privacy statement on the user interface, select the Privacy statement URL checkbox. The Privacy Statement URL text box becomes available.
3 In the Privacy Statement URL text box, enter the full path to your privacy statement.
The URL cannot be saved if the URL is not correctly formatted.
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Links
4 Select Save. 5 (Optional) To notify uses that the privacy statement has been updated,
select Notify users of update. All users in the tenancy are notified by email of the update. The email includes a link to the updated privacy statement.
Edit the Kyocera Cloud Print and Scan Desktop client link (macOS)
The Desktop client link is edited from the Links menu.
1 From the Kyocera Cloud Print and Scan (KCPS) menu, select Links. 2 There are two ways to upload the macOS Desktop client to KCPS. Use one
of them to load or update the Desktop client link: · Auto upload: Drag and drop the macOS Desktop client to the Auto
upload box or select Browse to locate the file to upload. · Manual entry: In the APP Package URL text box, enter the full path to
the macOS Desktop client. In the APP Package Version, enter the version number of the macOS Desktop client.
3 Select Save.
After Save is selected, all tenancy users have access to the uploaded version of the macOS Desktop client.
Edit the Kyocera Cloud Print and Scan Desktop client link (Windows)
The Desktop client link for Windows 32 and 64-bit is edited from the Links menu.
1 From the Kyocera Cloud Print and Scan (KCPS) menu, select Links. 2 There are two ways to upload the Windows 32 and 64-bit Desktop client to
KCPS. Use one of them to load or update the Desktop client link: · Auto upload: Drag and drop the Windows Desktop client to the Auto
upload box or select Browse to locate the file to upload. · Manual entry: In the APP Package URL text box, enter the full path
to the Windows Desktop client. In the APP Package Version, enter the version number of the Windows Desktop client.
3 Select Save.
After Save is selected, all users in the tenancy have access to the uploaded version of the Windows Desktop client.
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8 Setting up HyPAS
Setting up HyPAS
HyPAS set up by a service person
A Customer admin is expected to perform the initial HyPAS setup on the devices in their organization. A Provider’s service person can also set up HyPAS on behalf of the Customer admin. · If the Service person has access to NDM (KDM) or KFS, they can install HyPAS
remotely. See the appropriate guides for instructions. · If the HyPAS application cannot be installed remotely, follow the directions for
manual installation.
Install Kyocera Cloud Print and Scan manually via USB
For a small number of printing devices, you may upload the installation file to a USB drive and install the application from the drive. The USB drive should be formatted to FAT32, as most printing devices cannot read the NTFS format. To install on a printing device:
1 Save the .pkg file to the root directory of a USB drive. 2 On the device operation panel, press the System menu button (or System
Menu/Counter button on some devices). The System Menu displays.
3 On the System Menu, select Application (Favorites/Application on some devices). You are prompted to log in as Administrator.
4 Log in as an Administrator.
The Application (or Favorites/Application menu) displays.
If there is a card reader connected to the device and activated, you are asked to use your ID card. In such a case, select Menu and then select keyboard login. If the Menu button is not displayed, press the System Menu button (or System Menu/
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Setting up HyPAS
Counter) on the device operation panel the terminal screen refreshes with the button displayed.
If you see two options (Local login and Network login), select Local before entering the credentials.
For information about the printing device default password, how to enter the printing device’s web interface, and how to find specific settings, see the printing device manual.
5 On the Application menu (or Favorites/Application menu), select Application. The Application submenu displays.
6 Insert the USB drive with the installation file and select + (or Add on some devices). A dialog box appears with information about the number of applications that can be installed.
7 Select OK.
The Add-Application menu displays with the application item displayed.
If a different version of the application is already installed on the device the Update Program description is displayed next to the application name. If you update the application, the application version is changed but all settings are preserved.
8 Select the application item, select Install, and then select Yes to confirm the installation. The Completed message appears, and the Add Application menu is empty. Select Remove Memory to remove your USB drive safely.
9 On the Add Application menu, select End. 10 To activate the application from the application menu, select Menu.
The application menu opens.
11 On the menu, select Activate, and then select Yes to confirm the activation. The lnitial Setup screen displays.
12 In the Set PIN text box, enter a PIN. The PIN must be four digits in length and only include numbers between 0 and 9. Record the PIN and device information to provide to the Customer admin.
13 Enter the Organization name that is using the device. It must be the same as the name in Kyocera Cloud Print and Scan (KCPS) for the device to be associated with the organization.
If the Customer admin has already associated the device with KCPS in the Customer portal, HyPAS shows the login screen immediately without requiring the PIN code configuration.
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Setting up HyPAS
14 Select Add. The device restarts.
15 Repeat this process for any other devices requiring setting up in the Customer organization. After setting up all the devices, advise the Customer admin, and provide them with the PINs created. The Customer admin should check their Devices tab to make sure all the devices you added are listed.
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9 Appendices
Appendices
Kyocera Cloud Print and Scan roles and access
Kyocera Cloud Print and Scan roles
These are the roles used in Kyocera Cloud Print and Scan:
Portal
Role
Provider portal Organization representative
(Org rep)
Administrator Support
Definition
· Has the same privileges as the Administrator.
· Contact person when a parent Provider adds a tenant becomes the “Org rep.”
· This contact person can be changed at any time.
· This person’s email address displays in the Org list in the parent Provider portal. A Provider may contact this email address.
· Can access the Advanced menu in the Provider portal. See the Access by role table.
· Has limited access. · Is added to assist the Admin in the
Provider portal.
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Appendices
Portal
Customer portal
Role Organization representative (Org rep)
Customer administrator User
Definition
· Has the same privileges as the Administrator.
· Contact person when a parent Provider adds a tenant becomes the “Org rep.”
· This contact person can be changed at any time.
· This person’s email address displays in the Org list in the parent Provider portal. A Provider may contact this email address.
· Can access the Advanced menu. See the Access by role table.
· Has limited access. · End-user role
Access by role
Each role has access provided as follows:
9-2
Provider Guide
9-3
Kyocera Cloud Print and Scan
Item
Sub-item
Root Provider portal
Org Admin. Support rep
EULA
Privacy statement
User profile
Org profile
Org name, Org email address
N/A
Print limit settings (Stop option)
N/A
N/A
N/A
Users
Change role
N/A
User name, First
name, Last name, Date added,
N/A
Email address
Print limit, Print policy
N/A
N/A
N/A
Group
N/A
N/A
N/A
Links (EULA / Privacy statement / Desktop client)
N/A
Provider portal Org rep Admin.
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Support N/A
N/A N/A
N/A
N/A N/A N/A
Customer portal
Org rep Cust. admin.
N/A
N/A
User N/A
N/A N/A
N/A
N/A N/A N/A
Appendices
Provider Guide
9-4
Item
Sub-item
Reports (Provider contracts / Customer contracts / Consolidated contracts / Contract history)
Manage orgs
Devices
Reports (User report, Device report, User group report)
Apps (Desktop client)
Jobs
Scanned images
Export
Job list Print limit Print policy
Root Provider portal
Org Admin Support rep
Provider portal Org rep Admin
Support
Customer portal
Org rep Cust. admin.
User
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Appendices
For the KYOCERA contact in your region, see Sales Sites sections here https://www.kyoceradocumentsolutions.com/company/directory.html
is a trademark of KYOCERA Corporation
KCPSPGKDEN135.2022.11
Documents / Resources
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KYOCERA Cloud Print and Scan Business Application [pdf] User Guide Cloud Print and Scan Business Application, Cloud Print and Scan, Business Application, Application |
