Licensing

License Model Overview

The YSoft SafeQ 6 license model is based solely on the number of multi-function devices (MFDs) or other printers in the customer’s print network. The model benefits customers and organizations of all sizes:

• Large enterprises–amount of locations or end users does not affect the license

• Small to medium size organizations–feature and license flexibility

Overall, the license model saves time and money when preparing an offer and serves as a guide to selecting the best mix of features and functions suitable for customer needs. To support the long-term relationship and growth of customers, the YSoft SafeQ 6 license model allows the extending or enhancing of a customer's license with new modules, plus increasing the number of MFDs/printers covered by the license.

Types of YSoft SafeQ 6 License

All licenses are defined by the number of devices, selection of Suite or modules, and license type.

The number of devices is split into two categories:

• MFDs/Printers that support YSoft SafeQ embedded or mobile terminals

  • These devices require License with Embedded Terminal

• MFDs/Printers that either support other YSoft hardware or no terminals

  • These devices require License without Embedded Terminal

Two types of licenses are available for customer purchases:

• A Perpetual License allows the customer to make an upfront purchase of a product license.

• A Subscription License enables customers to pay on a monthly or quarterly basis.

YSoft SafeQ 6 can match specific customer needs by offering a selection of modules or predefined Suites.

Suite Overview

YSoft SafeQ Enterprise Suite

YSoft SafeQ Enterprise Suite combines centralized enterprise print management with advanced document capture and workflow processes in a single solution–maximizing productivity, reducing costs, and increasing document security.

Modules included:

• Authentication

• Print Roaming

• Rule-based Engine

• Mobile Print

• Core Workflows

• Advanced Workflows

• Credit and Billing

• Reporting

YSoft SafeQ Print Management Suite

YSoft SafeQ Print Management Suite provides organizations with a centralized enterprise print management solution designed to reduce the costs of print services, increase document security, and improve workflow productivity through a set of core document scanning features.

Modules included:

• Authentication

• Print Roaming

• Rule-based Engine

• Mobile Print

• Core Workflows

• Credit and Billing

• Reporting

YSoft SafeQ Workflow Suite

YSoft SafeQ Workflow Suite takes the complexity out of scanning and document workflows. Combining YSoft SafeQ’s core and advanced document capture features, organizations can work smarter and maximize productivity while using digital workflow processes, which result in consistent, accurate data capture. The Suite includes the YSoft SafeQ 6 essential print management modules for secure access to perform document capture processes and to improve the security of documents in the workflows.

Modules included:

• Authentication

• Rule-based Engine

• Core Workflows

• Advanced Workflows

• Reporting

• Barcodes

YSoft SafeQ Print Management Suite LD

Organizations that wish to deploy print management on small, often inexpensive, printers need a solution whose cost doesn’t outweigh the benefits. YSoft SafeQ Print Management Suite LD provides all the benefits of a centralized print management solution, with core document capture features, for select multi-functional devices.

Modules included:

• Authentication

• Print Roaming

• Rule-based Engine

• Mobile Print

• Core Workflows

• Credit and Billing

• Reporting

Print Management Suite LD can be used in conjunction with Print Management Suite or Enterprise Suite.

YSoft SafeQ Print Management+ Suite

YSoft SafeQ Print Management+ Suite provides the same benefits as the YSoft SafeQ Print Management Suite and in addition organizations can enjoy the benefits of the OCR engine processing in their scanning workflows.

Modules included:

• Authentication

• Print Roaming

• Rule-based Engine

• Mobile Print

• Core Workflows

• Credit and Billing

• Reporting

• OCR

Module Overview

Authentication

This is an essential module for customers that need users to identify and authenticate themselves before using MFDs/printers. The module provides secure access to the native functions of the MFD (copying and scanning). MFDs are automatically locked until a user authenticates with an ID card or other means of authentication (i.e. a username/password combination or PIN code). This module also enables users to print jobs sent to the MFD via YSoft SafeQ 6 direct queue. (Print Roaming module is required to print via a secure or shared queue.)

Rule-based Engine

Rule-based Engine is primarily used to optimize the print environment and reduce costs further by using print rules. This module enables the administrator to set up rules for monochrome and duplex printing for the entire company, individual users, or departments.

Print Roaming

The Print Roaming module enables users to print documents at any MFD in the print network (or at single function printers through the use of YSoft SafeQ Mobile Terminal). The user is also able to manage their print jobs directly at the MFD/printer using an embedded terminal, Terminal Pro or Mobile Terminal, depending on the device's capabilities. For example, the user can reprint or delete a job or mark the job as a Favorite for quick reprinting anytime.

Mobile Print

The Mobile Print module dramatically streamlines the user workflow by allowing them to send print jobs via email and a web interface from their mobile devices (such as tablets or smartphones). Mobile Print also features native printing from iOS/OS X devices. The YSoft SafeQ server verifies the job and places it in a print queue, allowing the print to be released at any compatible MFD/printer in the network.

This module is an added value for customers that want to increase efficiency and support user mobility and productivity within a print environment.

The Mobile Print module is suitable for use with all other modules. An Authentication module is required.

Core Workflows

With the push of a single button, users can scan directly to their email or default folder. The module includes secure scanning to Microsoft Sharepoint, Microsoft SharePoint Online, Microsoft OneDrive and Dropbox Business and Dropbox Enterprise, with folder browsing and file storage under the user’s identity. Scanning to email (using SMTP protocol or Microsoft Exchange Web Services), a home folder, or a predetermined location via scripts is possible in addition to the new core set up, allowing integration into existing business processes. Authentication module is required.

Advanced Workflows

In addition to Core Workflows, the Advanced Workflows module offers a world-class OCR engine, image cleanup, append or prepend pages, blank page removal, PDF security, MRC compression, document separation, highlighter text extraction and redaction, and searchable PDF, DOC, XLS files. Authentication and Core Workflow modules are required.

OCR

This module consist of the basic functionalities of the OCR engine: image cleanup, append or prepend pages, blank page removal, PDF security, MRC compression and searchable PDF, DOC, XLS files. Authentication and Core Workflows modules are required.

Credit and Billing

The Credit and Billing module enables the automatic withdrawal of money from a user’s account for each page the user prints on an MFD/printer. Administrators are able to define multiple price lists for individual MFDs/printers, users, or groups. Instead of money, quotas can be set up for tracking the amount of printing per user or groups of users.

This module also enables multi-level project accounting codes, which we recommend combining together with the Authentication and Reporting modules.

In addition to pay for print, copies and scans can be also charged for, which requires the Authentication module.

To receive all the benefits of the Credit and Billing module, we recommend combining it with the following modules:

• Authentication–The MFD is locked for copies and scans until the user authenticates, enabling the user to be charged for copies and scans.

• Reporting–Working on a project, users can enter billing codes, so that prints, copies and scans can be allocated toward the project or client for billing.

• Print Roaming–Users can print documents at any MFD/printer, with the terminals showing the status of the credit account and changes.

Reporting

The Reporting module enables customers to display clear and comprehensive information about the print environment. Reports can be displayed in YSoft SafeQ management interface > Reports tab, which shows details of how individuals, teams, or departments print.

The Reporting module can be purchased as a standalone option for particular MFDs/printers in the network. For example, a customer may decide to purchase YSoft SafeQ 6 Enterprise Suite, which covers 10 MFDs, and in order to cover three legacy network printers, they can purchase three Reporting modules to track costs and operations related to these three printers, too.

License Consumption

A license is consumed when a new printer is added:

• when an Embedded Terminal is installed, after saving the device, the license for a Device with embedded terminal is applied.

• when the Hardware Terminal is installed, after saving the device, the license for Device without embedded terminal is applied. If no such license is available, Device with embedded terminal is applied.

• when the Terminal Type set to "None" (typically Reporting device), after saving the device, the license for the standalone Reporting module is applied. If no such license is available, the Device without embedded terminal is consumed and if no such license is available, Device with embedded terminal is consumed.

Subscription Licensing

In addition to classic perpetual licenses, YSoft SafeQ 6 can also be licensed as a subscription. A subscription model represents a new business model where the customer is billed with a recurrent payment based on real usage.

• Recurrent payments – The customer pays a recurrent payment on a monthly/quarterly basis instead of buying a license upfront of usage.

• Pay as you use – The customer pays only for devices that are used during that period.

In order for it to be possible to create an invoice for the devices used, it is necessary to export a report from the customer's environment about how many devices are used in a specified period.

How to set up subscription licensing:

1. Activate YSoft SafeQ 6 with a license containing the feature "Subscription model support"

2. Set the configuration option "enableSendingOfSubscriptionModelReport" to Enabled

3. Define the recipient address in the configuration option "subscriptionModelEmailAddress"

4. (optional) Set the configuration option "subscriptionReportBillingDay" to the selected day of the month when the Subscription model report should be generated

5. (optional) Configure the usage report in the configuration option "subscriptionReportDeviceData"

6. Set up the email settings with proper SMTP server configuration

General License Data

YSoft SafeQ 6 uses an encrypted XML license file (license.xml) stored in %SAFEQ_HOME%\SPOC\conf\license\license.xml. Every license has (an) expiration date(s) and is limited to a specific YSoft SafeQ 6 version.

Information contained in license includes:

• Date of expiration

• Support ID

• Required online product authentication

• Extension of existing license

• License owner

License expiration

When a license accounting feature for some device group (e.g. devices with embedded terminal) expires, Accounting method feature is disabled on all devices of given device group.

Multitenancy Licensing

To activate Multitenancy in a clean or existing installation, you need to request a license dedicated for Multitenancy only.

For activation, follow the steps on Activating YSoft SafeQ 6 in Multitenant Mode