Documente Academic
Documente Profesional
Documente Cultură
The Network PDF Server on a bootable CD Download Burn Boot Configure Print!
Administrators Manual
Contents
First Steps ........................................................................................................................................ 4 Download and burn the CD .............................................................................................................. 4 System Requirements ....................................................................................................................... 5 Running as Standalone Server .......................................................................................................... 5 Running in a Virtual Machine ........................................................................................................... 5 Booting the System .......................................................................................................................... 5 First Configuration Steps................................................................................................................ 10 Setting up the Network Connection ................................................................................................ 11 Domain Name ................................................................................................................................ 12 Workgroup / Windows Domain ...................................................................................................... 12 External Storage Settings ............................................................................................................... 12 System Settings .............................................................................................................................. 13 System Time .................................................................................................................................. 13 System Update ............................................................................................................................... 14 Mail Settings .................................................................................................................................. 14 Mail Aliases ................................................................................................................................... 16 Using LDAP Query for Email Addresses ........................................................................................ 17 Uploading Aliases from a Text File ................................................................................................. 17 Adding Email Aliases ..................................................................................................................... 17 Uploading Letterheads, Watermarks and Appendixes ..................................................................... 18 Setting up Printers .......................................................................................................................... 18 Document Encryption .................................................................................................................... 19 Creating PDF/A Compliant Documents .......................................................................................... 20 Creating JPG Files ......................................................................................................................... 20 Delivering Documents.................................................................................................................... 20 Filenames for printed Documents ................................................................................................... 20 Building Special Filenames for Documents .................................................................................... 21 Printing and Accessing Documents ................................................................................................ 21 Printer Properties ........................................................................................................................... 22 Document Size and Orientation ...................................................................................................... 22 TCP/IP Printing (LPD) ................................................................................................................... 22 TCP/IP Printer Setup on Windows Clients ...................................................................................... 22 TCP/IP Printer Setup on Linux Clients ........................................................................................... 30 Log Files ........................................................................................................................................ 35 Activating a License....................................................................................................................... 35 System Backup and Restore ........................................................................................................... 36 Installing Plugins ........................................................................................................................... 37 Advanced Topics ............................................................................................................................ 38 Installation to Hard Drive ............................................................................................................... 38 Upgrading a HD Installation........................................................................................................... 39 Troubleshooting ............................................................................................................................. 40 Hard Drive Installation failed ......................................................................................................... 40 Upgrade failed ................................................................................................................................ 41 License has been lost or fails to activate ......................................................................................... 41 System doesnt get an IP address while booting .............................................................................. 41 2
In Browser Interface dont appear buttons or dont work ................................................................ 41 I have forgotten my admin password or username .......................................................................... 41 My users cannot print to a large paper size (like A0) because it cannot be chosen in printer settings ........................................................................................................................................... 41 My users cant print any more with their virtual printers after some configuration changes Ive made .............................................................................................................................................. 42 My users dont get any email with PDF files attached..................................................................... 42
First Steps
Thank you for using YAFPC-Appliance, the Network PDF Server on a bootable CD. YAFPC-Appliance is aimed to act as a server in your network, that provides an unlimited number of network shared Printers for printing PDF documents out of all applications on client workstations in the same way network shared physical printers are used. Each shared printer provides automatic driver installation for Windows systems. On other systems any printer driver creating Post Script output can be used. Each printer can be configured to apply a cover page, letterheads, watermarks and appendixes to all created documents. The created documents are consecutive numbered and automatically sent to the printing user by email. Additionally the users printed documents are accessible in a users shared home directory on the YAFPC-Appliance, only this user has permission to access to.
Then insert the CD into the CD-ROM drive of the PC to be used as the Network PDF Server.
System Requirements
Running as Standalone Server
The system requirements for the Network PDF Server PC are quite low: A Pentium 500MHz with 512MB RAM, a 1GB hard disk, a CD-ROM drive and a network interface will do the work for hundreds of users in your network. Most important is enough RAM space, because the system runs from CD and the whole directory structure is mounted to a RAM-Disk. Please note: The hard disk of the YAFPC-Appliance is used for storing persistent configuration data. When first time started, the YAFPC-Appliance will REPARTITION this disk and create a Linux swap partition of 128MB and a Linux data partition of the rest of the disk capacity. You can avoid the repartitioning (and loss of all its data content), if you create and format a Linux swap partition and a Linux ext3 data partition of at least 512MB before booting from CD the first time.
The system will boot the GPAS system after showing the YAFPC-Appliance splash for about 10 seconds.
After recognizing the hardware environment and loading the appropriate drivers it will become aware of the very first start, while not finding its configuration directory on hard disk. After booting the underlying GPAS operating system, which is distributed under GPL, you must read and accept the License Agreement of YAFPC-Appliance before installation can start.
You can leave the License Agreement by typing q and accept the agreement by typing accept then.
Continuing the installation process the system will repartition your first hard disk. It will print out a message about this and encourage you to power off, if you dont want YAFPC-Appliance to repartition your hard disk.
Powering off now is the LAST CHANCE for you, to avoid LOSS OF ALL DATA on your disk! After pressing any key, the system will continue.
If you accept repartitioning by typing repartition now, the system will remove all existing partitions, create and format new ones.
After this a reboot is initiated. Please make sure your CD-ROM drive is still the first boot device! Otherwise the system will not boot. This time the system will display the License Agreement again (Please accept once more. Later it will not be shown any more.), then it will create all required configuration data on the hard drive and try to get an IP address via DHCP.
If no IP address could be acquired the address will be set to 192.168.0.1 with no valid gateway and DNS settings. Please access the Administration Interface of YAFPC-Appliance from any Browser over the network now. Note: There is no way to access the system from its console. All setup and configuration is made in the Browser Based Administration Interface from any browser in your local network. Your browser must accept Session Cookies and Java Script for this interface to work!
For your first login, use admin as username and setup as password. If you are logged in, choose Admin Settings to setup a new username and password first. Java script and cookies should be enabled in your browser.
10
Please note the Help link on each configuration screen in the upper right corner, giving some hints for this screen. Also note the Submit Changes button for submitting changed values to the persistent configuration store of YAFPC-Appliance. In case of submitting settings, which require a system reconfiguration, the Reconfigure System button on the lower left will change to red. Only if this button was clicked, the settings will take affect.
Domain Name
The domain name setting is used to build the printing users email address by assembling the users Windows account (alice) and the given domain name (test.net) to alice@test.net. For that you should apply your email domain here. In case the Windows accounts dont match the email usernames in your network, you can setup aliases (see Mail Aliases below).
12
Use the Test Settings button to make a temporary connection from YAFPC-Appliance to the external storage device. Use the Edit Printer screen of your printers to setup the behaviour of each printer when creating documents. IMPORTANT NOTE: If Use External Storage is set, the system will try to mount the given resource on startup or reconfiguration. If the given host is reachable but the required ports are blocked (e.g. by a firewall), the system will wait for a CIFS mount timeout. This can take up to 5 minutes, while the system is not available! It is always a good practice to test settings after they were changed.
System Settings
The System Settings menu is used to update the system and to setup the system time and the time zone.
System Time
First choose and apply the proper time zone for your location.
If your YAFPC-Appliance is able to access the Internet, the system time is automatically synchronized once a day. The default settings for time servers should work in most cases. If you have a time server inside your local network, you can setup this servers address here.
13
System Update
From time to time some updates and bug fixes for YAFPC-Appliance may be made public on our homepage. Only if basic operating system components are upgraded, downloading and applying a complete new CD image is required. In most cases updates will be published as update packages YAFPC-Appliance-XXX.war. The size of those packages is significantly lower (about 6MB) then the complete CD image (about 130MB).
You can upload and apply those update packages to the YAFPC-Appliance machine using the System Settings screen. Note: Please read carefully the instructions for upgrading a system published on our homepage. It is very important to understand, to what version an upgrade package is applicable. For example: Upgrading from version 2.09 to 3.02 with package YAFPC-Appliance-302.war will fail because the underlying operating system was changed. If you have enough bandwith for downloads, its always the best choice to download and apply the recent ISO image for upgrading. This will work for all versions.
Mail Settings
Use the Mail Settings screen to configure the email messages, the system sends to your users. You can apply various system variables to the email messages by inserting {{variable}} in the text. The following variables can be included into the mail subject or the mail text: {{printer}} - The name of the used printer, {{user}} - The current username, {{file}} - The filename of the printed document, {{hostname}} - The hostname of the YAFPC-Appliance machine, {{domain}} - The domain name of the YAFPC-Appliance machine, {{link}} - A link to the printed document of the form \\<hostname>\<username>\<document name>, {{http}} - A HTTP link to the printed document of the form http://<hostname>/TMP/<document name>, {{first}} - The filename of the First page letterhead, {{next}} - The filename of the Next page letterhead, {{watermark}} - The filename of the Watermark, {{append}} - The filename of the Appendix, {{title}} - The document title as given by the printing application. {{password}} - The user password for reading encrypted documents. Please note: The {{link}} variable does not work, if Store Documents to User Home is unchecked in the printer settings! 14
If the {{password}} variable is omitted and Random User Password is enabled for a printer, documents of this printer can not be read!
Please setup a proper hostname or IP address for your SMTP server. This server must accept mails from the YAFPC-Appliance machine and must perform mail relaying for users from your network. If you leave blank the SMTP server field, the system will try to deliver emails directly, using the MX record of your domain obtained from the DNS server. This will not work in some LAN environments. If the SMTP server requires the sender to authenticate you can check the Use SMTP auth. box and fill in the name and password of the account to be used for sending. In case your SMTP server listens to a port different from standard SMTP (port 25) you can add the port number to the address separated by a colon (:). In this case you need to include the host address into square brackets (see example above). With Maximum Attachment Size you can limit the size of PDF files that are attached to emails. If a document file exceeds this size it is not attached to the email.
15
Mail Aliases
In case the Windows accounts dont match the usernames of your email addresses you can setup mail aliases. You can use a LDAP server or Active Directory to query email addresses from usernames, upload a textfile containing username: email@mynetwork.net pairs or manually add email aliases.
16
If Append to Current Aliases is checked, existing aliases are overwritten and not existing aliases are appended. Otherwise the current aliases list is removed before reading the list from file.
17
Each file can be assigned a remark after uploading. By clicking a files link it can be displayed in your browser. Please note: Letterheads must be unencrypted PDF files, containing ONE page only. Watermarks can be picture files of the format GIF, JPEG, BMP or PNG, containing ONE picture only. Appendixes can be unencrypted PDF files with any number of pages. Please see the How it Works section on http://www.yafpc.net for more information.
Setting up Printers
Go to the Printers screen and click the Add Printer button.
18
Here you can apply a printer name and a remark to be displayed in your network environment. Choose one of the uploaded Letterheads, Watermarks and Appendixes to be applied to this printers created documents. Also change Encryption settings and the Print Page Numbers as you wish and decide whether you want documents to be sent by email and/or stored to the users home directory. With the Attach Document setting you can induce YAFPC-Appliance to attach the created document to the mail sent to the user. If External Storage (see there) is configured, you can decide whether the printer shall copy all documents to the external storage device, create a folder for this printer and/or a subfolder for each user there. Then Submit Changes and Reconfigure System. Please note: If you want to apply the {{link}} variable in your Mail Settings, you must check the Store Documents to User Home here for the link to work.
Document Encryption
If Enable Encryption is checked all documents of this printer are encrypted and access to those documents is limited. The Owner Password (required for manipulating the document) is by default set to a random value for each document. If you want a static password to be used fill in this field. The User Password is not set by default. This means everyone can read the document. If you want documents to be readable for users only who know a password, you can setup a User Password. If Random is checked, a random value for the user password is created for each document. This password can be included in the email, sent to the printing user (see {{password}} variable in Mail Settings). 19
Delivering Documents
A document created by a printer can be delivered in different ways: Sent by email to the printing user, sent by email to a fixed email address, copied to an external storage or to a shared home folder for each user on the appliance machine. Activate the check boxes as you wish and click Submit Changes. Please dont forget: Activating Send Email while Send to User and Send to Address are unchecked will lead to a Configuration Error message in AccessLog due to a missing email address information.
Here you can add a fixed prefix to all filenames and apply a filter to the document title when the filename is built. Test the filter by invoking a document title and click the Test button.
Now double click the printer icon. The automatic driver installation (Point&Print) will start and the printer is ready for printing after some seconds. Open any program you can print some pages out of and print to your PDF printer. After some seconds, take a look into your home folder on the YAFPCAppliance host. It should contain a PDF document, named after your Windows account with 1 as the consecutive number. Also an email should arrive at your email client containing a message like setup in Mail Settings and with the PDF file as attachment. Some important notes: Each time a user accesses the YAFPC-Appliance host the first time, a user account and a home directory are created on the fly without the administrators interaction. The home directory is shown to this user only. While connecting, ANY password of the user is accepted. Consequently the users home directory is NOT secure against accessing by other users, if they fake this username. The created documents of a user are accessible in the users home directory for 30 minutes only. After this time the document is deleted automatically. While rebooting the YAFPC-Appliance host, all remaining documents in all home folders are removed immediately.
Printer Properties
YAFPC-Appliance comes with preinstalled printer drivers for all 32Bit and 64Bit Windows versions. Automatic driver installation in Windows clients is done with Point&Print. Normal users are not allowed to change default printer settings or install other printer drivers. They can only change the paper size and some other printer properties on a per session basis. The Administrator 21
can permit users to act as Printer Admin. Users who are in the Printer Admin list are permitted to install printer drivers, change default properties such as paper size, default orientation or print quality using the Printer Properties dialog on their Windows workstations. Those settings apply to this printer on all Workstations. Users can be added to the Printer Admin list in the Admin Settings screen of the browser interface. The list should contain the usernames (without any domain part) as a comma separated string.
22
Open the Printers & Faxes folder and click the Add Printer button:
23
Click Next, choose Create a new Port and select Standard TCP/IP Port.
Then click Next to get the Add Standard TCP/IP Printer Port Wizard.
24
Type the hostname or IP address of your YAFPC-Appliance and optionally choose a different port name.
25
In Port Settings select LPR and enter the name of the printer on your YAFPC-Appliance machine you want to connect to in the Queue Name field. Select LPR Byte Counting Enabled, and then click OK.
26
A Dialog for the printer driver installation will appear. Here you can select any Postscript driver, you want to use. You can also import not listed drivers, using the Have Disk button.
Note: Only Postscript (PS) drivers will work. Other printer drivers will produce unreadable output. If you want to use the standard Ghostscript PDF driver, used for the Point&Print driver installation of YAFPC-Appliance, you can import the ghostpdf.inf file. Additionally a file named ghostpdf.ppd is needed. To get these files, download Ghostscript from http://www.cs.wisc.edu/~ghost/doc/AFPL/get853.htm (You can use any package there), unpack it and find the files in the lib directory.
27
After installing the driver decide whether to share the printer from your machine and click Next.
28
Now you have a printer, whose settings are locally stored on your client machine.
29
30
Click Next, invoke the IP address or host name of YAFPC-Appliance in the Host field and the printer name in the Queue field.
31
Click Next and then click Test to print a test page. Note: For security reasons sharing the home directory of the root account over the network from YAFPC-Appliance is disabled. Therefore a user named root, regardless being on a Windows, Linux or Mac client cannot access his printed documents in a shared folder. As you normally setup the printer as root, the test page will be sent to root@yourdomain.lan or its alias but not being seen in the Samba Network Environment.
32
33
Log Files
The administrator can obtain information about created documents, system errors and admin settings by accessing the Log files section. In case of reporting bugs to YAFPC-Support (support_at_nview.net), please download all log files from the YAFPC-Appliance host and attach them to your bug report email.
Note: In case you have a small Linux partition (minimum 512MB) on your YAFPC-Appliance host only, you should perform Clear Log file from time to time for each log file.
Activating a License
YAFPC-Appliance is shareware. In unlicensed state all created documents will contain a watermark Created with YAFPC-Appliance unlicensed. To get rid of this watermark, you can request a 30-Day Test License for free on the YAFPC-Appliance homepage http://www.pdfserver.net . After request you will get an email, containing a license file and an activation number, within some minutes. To activate this license please choose Admin Settings, insert the activation number and the path to the license file and click Activate License.
35
After activating, your name and email address will be displayed in the license field.
If you want to use YAFPC-Appliance after expiration of the 30 Day Test License, you must purchase a Permanent License. A license can be purchased for only $99 from various online shops with a large number of payment options. Please look at our homepage http://www.pdf-server.net for more information.
36
Please dont rename this file! In case you want to restore your system, simply choose the downloaded backup file from your local hard drive and click Upload and Restore. After uploading the appliance will reboot into the restored system state. IMPORTANT NOTE: 1. The system backup file contains no license information. When the installed license information of your appliance was lost due to a hardware failure, the license must be activated again. 2. The backup file contains all passwords (admin password and password for external storage etc.) in a plain text file. Make sure to keep this backup file in a secure place!
Installing Plugins
You can use Plugins for enhancing the functionality of YAFPC-Appliance. Plugins are digitally signed modules that are installed to the harddrive and initiated at boot time. As a first set of plugins several versions of VMware Tools are available. Installed in a virtual machine environment VMware Tools provide the functionality to cleanly startup and shutdown the YAFPC-Appliance when starting up or shutting down the VMware Server or the VMware host machine. To install or uninstall a plugin choose Plugin Management from the left menu. When installing find the downloaded plugin file on your local harddrive and click Upload and Install. The YAFPCAppliance will reboot and initiate the plugin.
37
More plugins may follow in the near future. Check from time to time for available plugins on http://www.pdfserver.net .
Advanced Topics
Installation to Hard Drive
YAFPC-Appliance was designed to run as a live system from a CD image. The HD of the YAFPCAppliance host is only used for storing configuration data and temporary used files. Nevertheless you can install the CD image to the hard drive if you wish. This is completely optional but can improve system speed and reliability when running _not_ in a virtual machine environment. In virtual machines the HD installation will have no effect because the virtual CD-ROM uses a CD image located on the hard drive of the VM host. In case you have allowed YAFPC-Appliance to repartition your hard drive when first time booted (see Booting the System), the partitioning of your HD was created as follows: First partition (/dev/hda1 or /dev/sda1) is an empty ext3 partition of 156MB, Second partition (/dev/hda2 or /dev/sda2) is a swap partition of 128MB, Third partition (/dev/hda3 or /dev/sda3) is an ext3 partition of the rest of disk space and is used to store all configuration data. When rebooting after this initial installation, the system will look for the empty first ext3 partition. If found _and_ if this partition is large enough to keep the CD content, it will display a message on its console about enabling a HD installation:
38
If you do nothing, the system will continue without installation after 20 seconds. You can install the CD image to HD while typing install in this stage.
The system will reboot after copying the CD content to HD. Please dont forget to remove the CD while rebooting and make sure your BIOS is set to use the CD-ROM as first and the HD as second boot device (Important!!!!). From now on the system will boot and run from HD.
Upgrading a HD Installation
If a new CD image is released (take a look at http://www.pdfserver.net from time to time) it is recommended to upgrade the HD installation. You can do this by inserting the new CD into the CDROM drive and rebooting. The system will then boot from CD and recognize the HD installation having a lower release date then the CD image. It will show a prompt allowing an upgrade of the HD:
39
If you type upgrade at this prompt the system will copy all files from CD to HD and reboot. Dont forget to remove the CD while rebooting. If you dont type upgrade the system will power off after 20 seconds, because it can not run from CD and HD at the same time. Either remove the CD (if you dont want to upgrade) or boot again and type upgrade at the prompt within 20 seconds.
Troubleshooting
Murphys Law: If anything can go wrong, it will!
If you type uninstall at this stage, the HD installation will be uninstalled and the system will run from CD again. Note: In fact there is nothing being uninstalled but the HD installation is marked as uninstalled. Thus the HD partition is not empty and the HD installation option will not be displayed again. 40
Upgrade failed
Its always a good choice to make a backup of your configuration before upgrading AND its always a good choice to test the backup by restoring it! If a restore action doesnt show any error messages and the system reboots properly, you are save to try an upgrade. If you have upgraded from an upgrade package and you want to return to the previous version by some reason: Restore your backup and check Restore Main Program while restoring. If you have upgraded using a new CD image and you want to return to the previous version by some reason: Restore your backup, check Restore Main Program while restoring and change to the old CD image while rebooting after restore has done. If the system doesnt work at all after upgrading (doesnt boot or run at all): Boot any system (Linux live system, MS-DOS diskette or whatever you can use to access the hard drive) and remove all partitions of the HD. Then use the YAFPC-Appliance CD-ROM and make a clean new installation. Then restore your backup and activate your license again.
My users cannot print to a large paper size (like A0) because it cannot be chosen in printer settings
Try to talk to your users: There is absolutely no need to print to large paper sizes; we have no paper here. They can print to ANY paper size if they choose a large resolution (e.g. 2400 dpi) in printer settings and something like resize to page fitting in the print dialog of their application. The created PDF document can then be zoomed to any format without loss of details. Help them trying out some different settings. If your users wont listen to you: Setup a LPD printer on some server in your network, using the ghostpdf.inf file for driver installation like mentioned in TCP/IP Printer Setup on Windows Clients and share this printer in your network. Users will have a large number of paper sizes to choose from (incl. A0) in this printers setup.
41
My users cant print any more with their virtual printers after some configuration changes Ive made
Tell your users to remove their PDF printers from their Printers and Fax Machines folder and let them install the printers again by Point&Print on the YAFPC-Appliance machine in your network. Then hope they manage that!
42