Add devices

Devices must be added to the system in order to be able to use them in IQ4docs. This can be done manually or via the device search. If devices are created while fleet management is active, they are also created in fleet management.

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

Devices can be searched for by the system automatically based on IP addresses or IP address ranges. If the device is not found, you can also create the device manually.

In the web administration, click Devices > Devices Search in the menu.

You have the option of defining for yourself the network areas to be searched. Without an entry, a search is performed via broadcast (search is only performed in the same network segment in which the PC on which the Admin is running is located).

If several system areas are found in the system, a System Area drop-down list is displayed. When selecting a system area, all IP ranges created in the system range are displayed as a drop-down list (if no IP range is available in the system range, the drop-down list is not displayed), see also System Areas.

If IP ranges have been specified in the system area (see System Areas), you can select them from a drop-down list. The fields Address from and Address to are then filled automatically.

With manual entry, you can use the following information when searching:

  • Single IP address
  • IP address range (note that the search can take a very long time if the address range is large).

The devices found are displayed under Found devices (devices already present in the device list are not displayed in the device search list).

You can specify whether the devices are to be created with an IP address (Create devices with IP address switch activated) or with hostnames. With Create devices, all selected devices are created, with Create all devices, all devices displayed in the list are created.

If you don't want the search for the devices to be conducted on the network, you can also import the data required for IQ4docs from a CSV file. For devices with a touchscreen, you may then have to install the Embedded Client, see Embedded Client.

The CSV file for the device import has a precisely specified format.

The number and order of the fields must be adhered to strictly. The column header, i.e. the first line of the file, is not imported. The identifiers of the fields are not relevant.

The number and order of the fields in the import file must be adhered to strictly.

  • Name
  • IP address
  • Hostname (caution: max. length depends on operating system)
  • Manufacturer
    (The following entries are allowed (case sensitive): Kyocera, Lexmark, Toshiba, Hp)
  • Model name
  • Serial number
  • Zip code
  • City
  • Street
  • Building
  • Floor
  • Room
  • Position number
  • IPP printer URI (e.g. /ipp/print)
  • Equipped With Color (true or false)
  • Equipped With Punching (true or false)
  • Equipped With Stapling (true or false)
  • Equipped With Folding (true or false)
  • Equipped With Duplex (true or false)
  • Equipped With A3 (true or false)
  • Equipped With Fax Card (true or false)
  • Equipped with printer unit (true or false)
  • Equipped with scan unit (true or false)
  • Embedded Client License (true or false)
  • OCR License (true or false)
  • 1D Barcode License (true or false)
  • 2D Barcode License (true or false)
  • SmartScannerLicense (true or false)
  • SmartPrinterLicense (true or false)
  • Administrative identifier (this is assigned to the device and, if applicable, the location created)
  • Location name (name of the location that is generated if location data has been entered under Zip Code, City, and Street)
  • Location GUID (GUID of an existing location if desired, normally empty)
  • System area name (if this is missing, the default system area is used)
  • System area GUID (can be left empty because normally not known)

Example (the spaces after the separator (;) are only intended to improve the presentation - in the import file these spaces should not be inserted):

Name; Ip;Hostname; Manufacturer; ModelName; SerialNo; ZipCode; City; Street; Building; Floor; Room; PositionNumber; IppUri; Color; Punch; Stitch; Fold; Duplex; A3; FaxCard; PrintUnit; ScanUnit; EmbeddedLicense; OCRLicense; Barcode1DLicense; Barcode2DLicense; SmartScannerLicense; SmartPrinterLicense; AdministrativeId; LocationName; LocationGUID; AreaName; AreaGUID

MFP 12345; 172.16.5.53; mfp12345.company.com; Kyocera; TASKalfa 3252ci; W2S6600248; 59427; Unna; Gutenbergstrasse 12; main building; 3rd Floor; Room 209; 17896; /ipp/print; True; False; False; False; True; True; True; True; True; True; True; False; False; False; False; Admin007; Main location;;Area02;

To import the import file, proceed as follows:

In the web administration, click Devices > Import Devices in the menu.

Under File Settings, first enter the separator of the CSV file (usually a semicolon). Then click Open File. Use the file browser to select the import file. Immediately after selection, the file is read in and the detected devices are displayed in the list (devices already present in the device list are not displayed in the device import list). If an error message appears during import, check the plausibility of the file (manufacturer information, duplicate entries for unique fields, etc.).

You can specify whether the devices are to be created with an IP address (Create devices with IP address switch activated) or with hostnames. With Create devices, all selected devices are created, with Create all devices, all devices displayed in the list are created.

If location data is specified, the system tries to assign a suitable existing location to the device. If no suitable location is found, one will be created (the location name field is used for the location name).

To add a device manually you need a lot of device data (including, for example, the hostname or IP address). If you do not know this data, first try to find the device using the automatic device search.

In the web administration, click Devices > Device List in the menu. The list appears showing all devices that have already been added to the system manually or via the device search (see also Device List).

Click the Create Device button under the list of devices. You will automatically be taken to the detailed view of the device.

You are taken to the detail dialog when you create a device manually or when you click the Edit icon in the list view of the devices.

If the fleet management is active, data stored in IQ4docs are displayed together with the data of the fleet management, see also Fleet Management. The data is displayed in the following tabs.

Field Description
Name Unique name for the device
Hostname Hostname or IP address at which the printer can be reached. The use of the IP address is to be preferred here as name resolution can then be omitted when the server contacts the device (however, be sure that the IP address remains constant). This minimizes reaction times. Note that a hostname is limited to 15 characters in the Windows environment, and longer hostnames can cause undesired effects.
IPP printer URI Specify the part of the printer URI that follows the hostname (this has already been specified under Hostname); for Kyocera devices this is usually /printers/lp1. In order to be able use the encrypted Internet printing protocol for transmission, both SSL and IPP must be enabled in the device.
Language Language setting, influences, among other things, the interface language used when the Embedded Client is used.
Price list Select a price list to be used for the device from the list of price lists.
Price index Specify how inexpensively the device can print (normal, more expensive or expensive). This information is displayed, for example, in the WebClient in the device list and is intended to influence the user to use the least expensive devices when selecting a direct printer. The price index is purely informative and has no reference to the price list.
Page limit Enter the maximum number of pages of a print job that may be output on this device (0 means unlimited). Recommendation: This setting makes sense for small devices with a proportionally high cost per page. If you want to prevent users from printing large volumes on these systems, assign a type with this property to all devices.
Anonymous Login Method Specify whether logging in to the device anonymously should be allowed. This makes it possible for people who are not registered in IQ4docs as users to enable the device for use. The login is carried out as the device default user (DeviceDefault User). This means that the settings (rights, scan paths, accounts...) assigned to this user will then apply.
FieldDescription
No anonymous login Anonymous login is not possible.
Login at the push of a buttonThe Anonymous Login button appears in the device display. Anonymous login is performed when this button is pressed.
Automatic LoginThe device default user (see Standard User setting) is permanently logged in to the device - the device is therefore permanently enabled. If a user wants to authenticate himself, the device default user must be logged out. In the login dialog which appears, the user must then authenticate himself normally (in this dialog the symbol for login by pressing a button is displayed, which allows an immediate login as the device default user) - alternatively, it is also possible to log in even when a device default user is logged in by holding a card in front of the device. If an authenticated user logs out again, the device default user is immediately logged in again.
Standard user This setting is only visible if the method for anonymous authentication is not set to No Anonymous Login. Select here the device default user who will be logged in to the device during anonymous authentication, see also the setting Method For Anonymous Authentication.
Keywords Keywords are arbitrary terms that allow you to find and sort devices in the list view of the devices. In addition, keywords can be used to restrict the display of workflows to only certain devices (see Exclude devices using keywords). To create a keyword enter a term and press the Enter key - the keyword will be highlighted in color (keywords not confirmed with Enter will not be saved).

If the keywords have been changed and these are to be used for workflow visibility, the configuration must be sent to the device after the change (Device List > Configure Devices > Configure Device for IQ4docs).
Administrative identifier The administrative identifier determines whether or not an administrator can see this data record. Administrators can be restricted to viewing specific administrative identifiers. If the term in this field matches an administrative identifier of the administrator, the administrator can see the data record, but otherwise cannot, see also Role Management.
System area System area of the device. If IP ranges have been assigned in the system area, the assignment to a range is made or corrected automatically (the assignment is made automatically when the DeviceClient is displayed on the device or when a device is restarted), see also System Areas.

Some of the properties of the device are read from the device automatically via SNMP. You can repeat the read operation by using the Refresh button.

Field Description
Manufacturer The manufacturer name is set automatically during an SNMP query. If this does not work, select the correct manufacturer of the device from the drop-down list.
Model name Model name of the device (is read via SNMP, cannot be changed).
Serial number Serial number of the device (is read via SNMP, cannot be changed).
Embedded Client If an Embedded Client has been detected on the device, the version number is displayed here.
Field Description
License type
  • No client license: The device can be used as a direct printer.
  • Embedded Client: An Embedded Client can be contacted with the device. Printing and scanning functions can be used.
  • Smart Scanner license: The device can be used to contact an Embedded Client. Only scan functions can be used.
  • Smart Printer license: An Embedded Client can be contacted with the device. Only print functions can be used.
OCR license Use of the OCR (character recognition) function for scanning with the Embedded Client requires this device license option, see also OCR and barcode recognition.
1D Barcode license With the 1D Barcode license you can recognize and evaluate one-dimensional barcodes in the zone OCR module, see also Zone OCR, Barcode, QRCode module.
2D Barcode license With the 2D Barcode license you can recognize and evaluate two-dimensional barcodes (matrix codes such as QR codes) in the zone OCR module, see also Zone OCR, Barcode, QRCode module.

Under Equipment you can specify the performance properties of the device. Most equipment features are read and automatically set when the device is created using the automatic device search.

On the basis of these entries, a comparison is made between the properties of the print job (color, format, finishing functions, etc.) and the performance properties of the device selected by the user. If the device is not able to meet the requirements of the print job, the print job cannot be printed on that device. However, you can change some of the requirements of the print job on the device, see Editing Print Jobs.

In addition, the display of the embedded client is also controlled (if a device has no fax card, for example, no device fax workflow is displayed or the menu item is hidden). Other, non-adjustable features are also taken into account (e.g. if a device has no scanner, the scan area is not displayed).

Field Description
A3 Enter whether the device type can produce large format prints and copies (DIN A3 or General Legal).
Color Select whether or not the device can print in color or whether or not it has permission to do so. A color print job cannot be output on a device that does not have this feature.
Duplex Specify whether this device can make duplex (double-sided) prints and copies.
Staple Specify whether this device can staple documents or create booklets.
Punch Specify whether the device can punch documents.
Fold Specify whether or not the device can fold documents.
Fax card Specify whether the device has a built-in fax card.
Scan unit Specify whether the device has a scan unit. If this option is disabled, all menu items except the print job list are hidden on the Embedded Client on the device. For printers that are able to run the Embedded Client, this option should be disabled.
Print unit If only the Print Unit option is enabled, the list of print jobs is displayed directly and exclusively after login. For scanners that are able to run the Embedded Client, this option should be disabled.

Position of the device, which consists of a location and other information. If fleet management SimpleClicks is used, the locations are automatically stored in SimpleClicks and can therefore be managed centrally. All locations which were already created before the fleet management was set up in IQ4docs are created new in SimpleClicks or are replaced by a previously existing location SimpleClicks (zip code, city and street are checked) - further position data are retained, see also Fleet Management.

Field Description
Location Name of the location, see also Locations.
ZIP The zip code, part of the location, cannot be changed from here.
City The city, part of the location, cannot be changed from here.
Street The street, part of the location, cannot be changed from here.
Building Specification of the building if the address consists of several buildings.
Floor What floor of the building.
Room In which room (room number).
Position number Position number assigned by the dealer (usually found on a sticker on the device).

If the device has an Embedded Client, information about the status of the client is displayed here. In terms of technology, this is divided into the part that is executed by the browser of the device and the actual Embedded Client (program that the device runs). An Embedded Client is not required for all device manufacturers, see also Embedded Client.

This section contains information about the part of the Embedded Client that is executed by the web browser of the device.

Field Description
Last call of start page Timestamp for when the start page was last called on the device.
Start URL First part of the start URL that the device calls to display the web page on the device.

If the device has an Embedded Client, status data about it are displayed, otherwise this area is not visible.

Field Description
Read on Timestamp for when the application on the device was last queried.
Hostname Hostname of the device on which the Embedded Client is running.
IP Address IP address of the device.
Model name Model name of the device.
Serial number Serial number of the device.
Version Version of the Embedded Client (4 digits)
Creation date Creation date of the Embedded Client installation file.
RabbitMQ hostname Hostname of the RabbitMQ installation to which the Embedded Client is connected.
DeviceService Url URL of the DeviceClient that provides the web interface.
Field Description
Last readout Timestamp (date and time) from the last readout of the device (i.e. time from which the following values originate).
Printer status Status of the printer, e.g. sleep mode, offline...
Machine status Status of the machine, e.g. running, inaccessible, warning...
Machine error Machine error that the device outputs, e.g. no paper, low paper, service required...
Console display Display of the device, e.g. sleep mode..., alerts, energy saving...
Alerts/Errors Warnings reported by the device, e.g. #808 - paper feeder empty : Input (Cassette 1)...
Query warning Indicates what could not be queried during the last query of the device, e.g. counter readings, model definition...
Machine service info Text that is displayed for the service widget in the message center, e.g. “Our service technician is on the way to you.” (see also Message center).
Field Description
Color Specifies the color of ink or toner (only relevant for ink or toner).
Inst. Date Date on which the consumable was last installed in the device.
Toner level Indicates the remaining amount of toner or of the service kit (0 - 100%).

The counters shown in this matrix are the device counters and are not taken from the IQ4docs page analysis, but are read from the devices by the fleet management. This area is only visible when fleet management is activated, see Fleet Management.

For devices with the Embedded Client (for devices with touchscreen) please note the following points:

If you want to add a device on which the Embedded Client is installed or will be installed, the corresponding device license must be available.

In the web administration, click Devices > Device List in the menu. The list appears showing all devices that have already been added to the system manually or via the device search (see also Device List).

In the device list, select the Edit icon at the end of the line to access the detail dialog of the device. Set the desired licenses here in this area.

Field Description
License type
  • No client license: The device can be used as a direct printer.
  • Embedded Client: An Embedded Client can be contacted with the device. Printing and scanning functions can be used.
  • Smart Scanner license: The device can be used to contact an Embedded Client. Only scan functions can be used.
  • Smart Printer license: An Embedded Client can be contacted with the device. Only print functions can be used.
OCR license Use of the OCR (character recognition) function for scanning with the Embedded Client requires this device license option, see also OCR and barcode recognition.
1D Barcode license With the 1D Barcode license you can recognize and evaluate one-dimensional barcodes in the zone OCR module, see also Zone OCR, Barcode, QRCode module.
2D Barcode license With the 2D Barcode license you can recognize and evaluate two-dimensional barcodes (matrix codes such as QR codes) in the zone OCR module, see also Zone OCR, Barcode, QRCode module.

Observe the following instructions to ensure that the Embedded Client runs correctly on the device.

Before using the Embedded Client with a Kyocera device, make sure the following settings are made:

  • Energy saving standby mode: Full standby
  • Deactivate switch-off rule for
    • Network
    • USB cable
    • USB Host
    • Applications

If problems occur with these settings (e.g. the menu of the device is not loaded fully), it may help to change the settings, restart the machine, change them back to the correct values and restart the machine again.

  • Set U parameter 346
    • Set Timer/Sleep Level to Less Energy Save
    • Auto Sleep to Off
  • Timer settings: Each of the following timers automatically logs out the user from the device when the timer expires. Set the time periods as desired:
    • Control panel reset timer: Starts after the last touch of the device screen, runs out even if the device is still printing or scanning - the current job is not interrupted, but no further jobs are started (e.g. in case someone wants to print all their print jobs).
    • Energy saving timer: Starts after the device completes one operation (printing, scanning...).
    • Sleep timer: Starts after the device completes one operation (printing, scanning, etc.).

The Embedded Client for several devices can be installed and activated simultaneously via the IQ4docs device list. To do so, proceed as follows.

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

In the web administration, click Devices > Device List in the menu. The list appears showing all devices that have already been added to the system manually or via the device search (see also Device List).

  • Select one or more devices with the checkbox at the beginning of the line.
  • Click the Configure Devices drop-down list and select Install Embedded Client.
  • You will be asked to select the installation package (after installation, the file is located in the installation directory under assets/kyocera-device-client or assets/lexmark-device-client (marked with the version number).
  • Once the installation package has been selected, it is installed and activated on the selected devices. In addition, the devices are also immediately set up for IQ4docs.
  • Once the process has been successfully completed and the list view has been reloaded with the Refresh button , the device is marked with a green dot.

The installation only works if the manufacturer of the device is known. Check the Manufacturer entry in the detailed data record of the device if the installation fails.

The Embedded Client is transferred via RAW for the installation. If the RAW print protocol is disabled in the device, the Embedded Client cannot be installed via the WebAdmin.

If the Embedded Client has been installed in any other way (e.g. via USB stick), only the configuration can be sent to the device. To do so, select Set Up Device For IQ4docs.

With some manufacturers, no installation is required on the device. Consequently, the device must only be configured for IQ4docs. Please note that not all manufacturers allow all device settings to be made by IQ4docs. Follow the instructions for installing the Embedded Client, see Embedded Client.

For Epson devices, a free license key is required to use the Epson Open Platform (which runs the Embedded Client on the device). This key must be generated for each device and is bound to the serial number of the device.

  • On the Epson portal page, license keys can be generated for the serial numbers of the devices (for one device or for up to 150 serial numbers at once):
    https://openplatform.epson.biz/license-op/inputInformation.html
  • Enter the license key in the web interface of the device. To do so, log in to the device as an administrator and open the Epson Open Platform tab. Enter the key – matching the serial number of the device – in the Product key or License key field and click Next and then OK. The device should then be restarted.

The Embedded Client can be configured for several devices simultaneously via the IQ4docs device list. To do so, proceed as follows.

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

In the menu in the Web Administration, click Devices > Device Settings.

Some device manufacturers (Epson, HP and Toshiba) require use of a device password for IQ4docs to access the device. Specify the administrator password of the device in the Device Password area under Devices Administrator Password. The password must be the same for all devices used.

In the web administration, click Devices > Device List in the menu. The list appears showing all devices that have already been added to the system manually or via the device search (see also Device List).

Select one or more devices with the checkbox at the beginning of the line. Then click the Configure Devices drop-down list and select Configure Device For IQ4docs. Once the process has been successfully completed and the list view has been reloaded with the Refresh button , the device is marked with a green dot.

The Restart Devices function in the Configure Devices drop-down list cannot be used for Toshiba devices.

With some manufacturers, installation of the client and automatic configuration of the device is not possible when a user is logged in to the device.

If the device has been created correctly and is ready for IQ4docs use, it is marked with a green dot in the list view of the devices, see Device List.