Equitrac Print Management: Access, Features & Support | Tungsten Automation
Quick Summary
- Control print costs effectively.
- Ensure document security.
- Streamline print workflows.
Equitrac, now a core offering from Tungsten Automation, is an intelligent print management solution designed to provide comprehensive control over your organization's document output. It helps businesses manage printing costs, enhance document security, and improve operational efficiency across various devices like printers, copiers, and multi-function devices. Equitrac simplifies the complex task of print governance, offering a seamless user experience while maintaining stringent control. This digital portal solution tracks all printing, copying, and scanning activities, delivering detailed insights for informed decision-making. Whether for a small office or a large enterprise, Equitrac aims to reduce waste, enforce printing policies, and protect sensitive information throughout its lifecycle. Its adaptable architecture supports diverse environments, making it a reliable choice for optimizing your print infrastructure.
- 📋 Establishing the Foundation for Equitrac Deployment
- 📍 Authenticating Your Access to Equitrac Services
- ⭐ Exploring Equitrac's Intelligent Print Management Capabilities
- ⚠️ Resolving Access and Print Workflow Challenges
- 🔒 Fortifying Your Documents with Equitrac's Robust Security
- 🎧 Official Help Desk Contacts
- ❓ Key Insights: Your Equitrac Questions Answered
Establishing the Foundation for Equitrac Deployment
- Equitrac solutions typically operate within a Windows network environment.
- Administrative access with valid Windows network credentials and assigned administrative rights is necessary for installation and configuration.
- Multifunction Printers (MFPs) and other connected output devices must be supported and meet specific firmware requirements for embedded solutions.
- Installation or upgrade may require specific versions of the Device Registration Service (DRS), often DRS 7.10 or later.
- Equitrac may require an active license and hotfixes installed on the server for full functionality.
- Knowledge of networking, database management, and print servers can be beneficial for deployment planning.
Authenticating Your Access to Equitrac Services
- To access an Equitrac-enabled device or service, begin by interacting with the device's control panel or the web-based user dashboard.
- Depending on the configuration, you may need to enter your Equitrac primary PIN only or a combination of primary and secondary PINs.
- Alternatively, users can authenticate using their Windows Networking credentials, which include a network username and password.
- If equipped with a card reader, you can present your card for authentication. In some cases, a secondary PIN or Windows password might be required after swiping your card.
- For online account management, navigate to the Equitrac web login. You can often log in using your system username and password.
- Once logged in, the user dashboard typically allows you to create or modify a print code (PIN), view your account balance, and access your statement.
Exploring Equitrac's Intelligent Print Management Capabilities
- Comprehensive Print Tracking: Monitors all printing, copying, and scanning activity with detailed reporting by user, department, device, and cost center.
- Secure Print Release (Print-to-Me/Follow-You Printing): Documents are held in a secure queue and only printed when the user authenticates at the chosen device, preventing unattended printouts.
- Print Policy Enforcement: Applies customizable rules like color restrictions, duplex printing mandates, and usage limits to reduce unnecessary printing and foster responsible output.
- Mobile & BYOD Printing: Supports secure printing from various mobile devices and laptops, adapting to modern workplace needs.
- Advanced Reporting & Analytics: Provides in-depth insights into printing behavior, costs, and trends to support data-driven decisions.
- Cost Recovery & Chargeback: Accurately assigns print costs to departments, projects, or clients, improving accountability and budget management.
- User Authentication: Supports multiple methods including PINs, card-based systems (Mag stripe, Mifare, Legic, HID), and network credentials (username/password).
- Automated Driver Management: Reduces IT burden by automating the management and deployment of printer drivers.
- Integration Capabilities: Works with a wide range of multifunction devices (MFDs) from leading manufacturers and can integrate with existing campus card systems.
Resolving Access and Print Workflow Challenges
⚠️ Cannot log in to the print device or online portal.
Cause: Incorrect login credentials (PIN, username/password) or an unregistered card.
Solution: First, carefully re-enter your PIN or username and password. If using a card, ensure it is properly registered with the Equitrac system. If your card isn't recognized, you might be prompted to register it at the device. For online portals, use the 'Forgot Password' option if available to reset your credentials. If issues persist, contact your IT support or administrator.
⚠️ Print job is sent but not releasing at the printer.
Cause: The secure print release feature requires explicit user authentication at the device.
Solution: Go to the desired print device and authenticate yourself using your PIN, card, or network credentials. Once logged in, you will typically see your print job in a queue on the device's display, allowing you to select and release it for printing. Ensure you are at a printer configured for Equitrac secure release.
⚠️ Unable to change or create a print code (PIN).
Cause: Accessing the wrong interface or insufficient permissions.
Solution: Access the Equitrac web login or user dashboard, which usually has a 'Manage PINs' section. Here, you can typically set or update your PIN. If this option is not visible or gives an error, your administrator might have restricted this functionality, and you should contact them for assistance.
Fortifying Your Documents with Equitrac's Robust Security
- 🔒 Always use strong, unique PINs or passwords for your Equitrac authentication.
- 🔒 Ensure your ID cards are registered and kept secure, as they are often linked to your print account.
- 🔒 Utilize Secure Print Release to prevent sensitive documents from sitting unattended on printer trays, ensuring only you can retrieve your prints.
- 🔒 Be mindful of print policies enforced by your organization, which are designed to protect data and manage resource usage.
- 🔒 Report any suspicious activity or unauthorized access attempts to your IT department immediately.
- 🔒 Take advantage of features like watermarking and user-specific timestamps if your organization implements them for enhanced document traceability.
🎧 Official Support & Help Center
For support with your Equitrac solution, it is best to contact your specific vendor, reseller, or the IT support team that deployed and manages your system. For Equitrac Office support via Xerox, you may call 1-800-821-2797 (US) or 1-800-275-9376 (Canada).
Key Insights: Your Equitrac Questions Answered
Q: What is Equitrac print management software?
Equitrac is an intelligent print management solution by Tungsten Automation that helps organizations track, manage, and control all printing, copying, and scanning activities. It is designed to reduce costs, improve document security, and streamline workflows by providing visibility and enforcing policies over document output. It offers features like secure print release, cost recovery, and detailed reporting.
Q: How does Equitrac help control printing costs?
Equitrac helps control printing costs by offering comprehensive tracking of all print jobs, enabling cost allocation to specific departments or projects, and enforcing print policies (e.g., duplex printing, color restrictions). It also helps identify and eliminate wasteful printing and reduces the need for personal printers, thus minimizing network infrastructure costs.
Q: How does Equitrac ensure document security?
Equitrac ensures document security through several key features, including user authentication methods (PINs, cards, network credentials), and secure print release (Print-to-Me). This means documents are held in a secure server until the authorized user is physically present at the device and authenticates, preventing sensitive information from being left unattended or accessed by unauthorized individuals. It also offers data loss prevention through activity tracking.
Q: Can I print from my mobile device with Equitrac?
Yes, Equitrac supports mobile and BYOD (Bring Your Own Device) printing. It allows users to securely print documents from their mobile devices and laptops, integrating flexible and modern workplace workflows while maintaining control and security over the print environment.
Q: What kind of reports can Equitrac generate?
Equitrac's Reports Manager can generate comprehensive summary or detailed reports on accounts, account activity, and printer usage. These reports can provide insights into usage patterns, user or department activity, load on specific devices, and analyze inefficiencies. Administrators can also create custom reports based on standard templates.
Wrap Up
Equitrac by Tungsten Automation stands as a robust solution for managing an organization's printing infrastructure. By combining strong authentication, secure document delivery, and detailed reporting, it empowers businesses to gain control over their print environment. This not only leads to significant cost savings and reduced waste but also fortifies document security, making it an indispensable tool in today's increasingly digital and security-conscious workplace. Adopt Equitrac to transform your printing into a more efficient, cost-effective, and secure process.