ApeosWare Management Suite 2

Address issues related to document input and output, including the cost of managing documents, risk of leaks, print queue traffic and operational delays.

Visualize

Advanced design and visualization from the user's perspective

Administrators are able to complete necessary settings and operations without looking at a manual, and users are able to quickly access the services they need.
ApeosWare Management Suite 2 realizes a sleek system that removes tediousness with an easy-to-understand interface, simple settings and operations, and data visualization.

• Intuitive user interface (Administrator UI / device control panel / mobile device)
• Accounting report creation
• Display usage status
• Image Log Control
• Server Monitoring

Organize

Efficiently manage life cycle from creation to disposal

With ApeosWare Management Suite 2, the document life cycle can be organized to increase operational efficiency of the administrators and strengthen governance for the business. Consistency is made possible as the system will inherit the grouping features set by the administrator and implement the same feature across the fleet of devices in the office. This ensures centralized management for the status of registration, settings and application of the appropriate user profiles.

• Device Management
• User Management
• Cost Management
• Print Management

Connect

Adapt to the ever-changing business environment to improve processes

Customers exchange information daily across multiple platforms including multifunction devices, computers, operational systems and cloud services. ApeosWare Management Suite 2 connects to various devices and systems used by customers, and promotes input and output of documents.

• Link with File Management Service
• Document Distribution by flow

Adapt

Extended functionality with enhancement options

The features used and the amount of data handled by each customer are different. ApeosWare Management Suite 2 is available in Entry Edition and Enterprise Edition product packages to provide features as needed.

• Available in Entry Edition and Enterprise Edition
• Flexible system configurations to meet IT requirements

A new version for more convenience and efficiency

Start with the trial version

See how easy it is to use and adopt this software solution with a free 60-day trial.

User friendly interface / Easy operation on a web screen

I want to manage consumables of overall devices in a timely manner.

Administrator’s Web UI that is easy to understand and operate

Web-based administrator’s UI provides easy-to-understand screens with abundant information on the dashboard. The UI facilitates administration by providing centralized management of the device consumables status such as toner, drums, and paper.

I want to operate devices with as few steps as possible.

Menu displayed on the control panel

Menus for the ApeosWare Management Suite 2 are provided on the control panel of the devices. You can quickly access to the operation service on the device. External linkage system such as DocuShare and SharePoint can be connected to the system to provide you with the same operational experience.

I want to operate my mobile device the same way as my computer.

Direct operations from mobile devices

A specialized program is provided for mobile devices. Devices, users, and setting information specified on ApeosWare Management Suite 2 are applied to mobile devices to allow direct output and scanning by intuitive operations from the user interface. Devices to output and scan by using QR codes can also be setup easily.

  Mobile device user interface screen

Display the usage status / Making each employee more cost-conscious

I want all users to be cost-counscious.

Display the usage status on the control panel on login

Individual usage status can be displayed in monetary amounts. You can also show each user's gap from administrator targets for color printing, 2 sided printing, Pages per Side, and so on. This information can be hidden for those who have met the targets. It reduces the burdens of the administrator while raising cost-consciousness of users.

Create accounting reports / Facilitating cost reduction and optimal deployment of devices

I want to know the usage status of devices so I can optimize their locations and reduce overuse.

Creating over thirty different types of reports

A wide-range of reports can be created on the web browser using collected job log information such as the users of devices, sheets that are output, paper sizes, and time. The report function has been dramatically enhanced in ApeosWare Management Suite 2. A variety of reports can be created across five categories.     

Main features

• Web-based accounting reports
• Custom settings
• Various output formats (Web/PDF/Office documents)
• Automated report settings (Email/shared folder storage)

Image Log Control^* / Strengthening security by preventing and tracking information leak

• * Optional.

I want to prevent information leak and ensure traceability.

Management of devices / Reduce burden of settings by assigning groups

With the increasing number of devices, the burden on the administrator also increases.

Organize and manage settings information

Device groups can be created and devices to manage can be registered to the group. It is possible to centrally manage settings information and to batch configure device settings. Resetting devices is easy even in case of a device malfunction.

 

Email notifications of device statuses

This function monitors the status of devices and sends notifications by email. Problems such as a lack of paper or paper jams can be handled in a timely manner.

Centrally manage device panel settings

Buttons on the control panel of devices can be registered in batches from the server to drastically reduce the time for installation.

Monitoring device settings

Provides central monitoring of device security to reduce administrative tasks

Security monitoring setting provides batch setting of security options of multifunction machines, printers, and other devices. This function also detects unintended setting changes and notifies the administrators.
Also, this function periodically and automatically restores such device settings to maintain the required security level, reducing the operational tasks of the administrator.

 

Main features

• Management of devices and device groups
• Automated registration of devices
• Reflection of device data
• Authentication/accounting settings
• Display of device statuses/meter information
• Notification settings for statuses
• Displays job log collection status
• Stock management of consumables

Management of users / Manage departments and offices securely and all at once

I'm worried about security in an environment where many people use devices.

Strengthening security with user authentication

This function authenticates users when logging into devices to identify who is using the device before it is used.

Setting strict restrictions to functions and access privileges

Device features and color printing can be restricted by individual, department, or position. This reinforces security and promotes effective TCO reduction.

 

Easily register user information

User information can be imported from LDAP, SQL servers, Active Directory, and CSV files. This allows efficient registration and management.^*

• * Users can register their card IDs from the control panel of multifunction devices or their computer.

Main features

• Management of users and user groups
• Settings for access profiles
• Links with external authentication servers (domains)
• Import of users
• Import of accounts^*
• Settings for authentication features
• Self-registration of user card IDs

• * Entry Edition requires Cost Recovery Option.

Management of printing / Organize rules for efficient output

I want to thoroughly reduce costs without relying on user awareness.

Limit wastefulness through "print rules"

Rules for output such as "high speed, 2 sided printing of large-quantity jobs" and "black & white printing for email" can be specified. Output without wastefulness can be performed thoroughly without any particular reliance on user awareness.

 

I can't print my urgent documents because the device is in use.

Quick Print On Demand^*

"Print On Demand" can be used to output from any device of your choice upon user authentication. Your print jobs are stored temporarily to a server. This also allows you print out only the correct documents and delete those print job with incorrect settings.

• * Print On Demand is optional for the Entry Edition and standard for the Enterprise Edition.

  Upload and print files from the online user interface of servers

Restricting output by guest users

For example, users can pay to use "Guest Print". The guest users will be able to perform the print job from designated locations, such as the library.

Main features

• Management of print servers
• Direct printing
• Print On Demand^*
• Guest Print^*
• Watermark
• Access protocols and print rules
• Popup notification
• Attribute changes of print jobs

• * Optional for Entry Edition.

Cost management / Organize the cost incurred according to the output by project

I want to transfer the costs for output as well when invoicing customers, but there's no way to do so by project.

Transfer costs by project^*

For example, the staff at offices such as law offices or architect studios that have multiple projects at the same time can register an account for each project in advance. This way, accounting results can be used to transfer costs.

• * Optional for Entry Edition.

 

I want to properly manage the budget associated with output.

Decide and control the "balance"^*

A balance can be set for each account to control the output costs. Flexible operations are possible by rolling over balances with a surplus to the next month or by replenishing accounts with insufficient balances.

• * Optional for Entry Edition.

 

Main features

• Management of accounts
• Creation of fee structure
• Settings for replenishment schedules
• Accounting reports for each account

Link scan settings with file management services / Flexibly connect devices with systems

Can I set the processing method or destination when scanning documents?

Consistent operations and easy login

Avoid confusion with a unified operation screen, even when accessing various file management services. Once user IDs and passwords are registered in advance, there is no need to log in to file management services every single time.

Simple settings from the control panel

A simple flow function is provided to process and distribute scanned documents. Scanned documents can be attached and sent by email or stored in a shared folder on the network.

 

Input and output documents in the cloud^*

For example, documents saved to cloud services can be accessed from the control panel of devices and printed.

• * SMB, FTP, email, Google Drive^TM are supported as standards. DocuShare, Microsoft^® SharePoint^® Server, Salesforce, OneDrive^®, SharePoint Online, ABBYY^® FlexiCapture^® are supported optionally.

Main features

• Image processing
• Scan settings
• Email sending of scanned documents
• Links with file management services
• Printing of saved documents
• Email notifications
• Cost management^*

• * Optional for Entry Edition.

Document distribution using flows^* / Paperless, timely links to downstream processes

• * Optional

We receive so many faxes and scan documents daily, and it's tough to process them manually.

Standardize operation through settings in advance

Various processes can be set by establishing rules as "flows" in advance. A series of processes is performed automatically such as document processing, distribution, outputting, and saving by simply importing documents from received faxes and scan operations.

 

OCR and noise reduction possible^*

Processes such as format conversion and OCR processing^* that go along with importing documents can be performed automatically. High-level processing can also be standardized, including sorting for addresses based on the text strings extracted through OCR.

• * A separate option is required.

Main features

• Import documents
• Generate data (Document names, QR code reading^*, attribute mapping, form analysis^*, etc.)
• Document distribution (Distribution jobs, multi-sending, form analysis result output^*, etc.)
• Error notification

• * Optional

Entry Edition and Enterprise Edition are available / Adapting to the customer's purpose

Selecting from two types of adoption

ApeosWare Management Suite 2 offers an "Entry Edition" for easy implementation and an "Enterprise Edition" with Print On Demand and cost management as standard features. In addition, the features can be adapted to your needs.

Controlling the amount of handled data by computer specifications

For the Entry Edition and Enterprise Edition, the amount of data to be handled by the system can be controlled according to the specifications of the server.

• *1: Optional
• *2: Separate user licenses are required for 11 or more users.

Flexible system configurations to meet IT needs / Adapting to customer requirements

Supports "all-in-one", "redundant", and "distributed" configurations

ApeosWare Management Suite 2 can be configured as a system adapting to the IT needs of customers. In an all-in-one configuration, high-level features are bundled onto a single server. It allows input and output of documents with a minimum of investment and contributes to resolving the various challenges the customers may face. In addition, Enterprise Edition supports redundant and distributed configurations to satisfy high-level system requirements.

• * Only Enterprise Edition