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ID398 - Update Meters from Emails Overview & Sample

Automatically push emailed meter readings into eAuto

Jump to Overview | Samples | Variables | Alert Functionality | APP | Validating Meters | OnDemand ReportRelated Alerts 

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Overview

Overview

Dealers have lots of options for getting meters needed for billing, here is one more! This process automates entry of meter readings sent by devices as well as your eAgent emailed meter requests.

This process will check your mailbox for new emails, parse them, insert meter readings into eAuto, mark the emails as "read", then move them to a destination folder. Any email that cannot be processed (i.e. body doesn't match format expected, serial number can't be found) will remain in the InBox for someone to handle exceptions daily. 

We install this in Test Mode first for your review. You control which meters go into eAuto via our Meter Mapping App. Your IT Dept will need to provide us ability to access mailbox directly for initial set up/installation. Please be sure to read our requirements/prerequisites HERE.

As of June 2021, we can parse meters for Copystar, eAgent, Konica, Kyocera, Lanier, Lexmark, Oki, Savin/Ricoh, Sharp, Toshiba, and Xerox. We are looking to add more!

 

Run Schedule: Daily

Type of Output: Email/APP/On Demand Report

 

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Sample

Sample

Daily email and On Demand SSRS Report shows meters pushed in AND meters unable to push in per error indicated:

SSRS_page_1.png

Successfully pushed in meters:

SSRS_page_2.png

 

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Variables

Variables

**Every variable is required, you will need your IT Dept to help with these:

 

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Variable 12: Enter the unique Meter Source you've created that will be set on any meters entered in eAuto by this alert 

Variable 1: Name of Custom Property available at either Customer (location) or individual Equipment level to EXCLUDE from this process altogether

Variable 2: DNS Name or IP Address for your mail server (URL we need to access mailbox on the server we have access to)

Variable 3: The email address the meter will be sent TO (will need to be unique for each manufactuer if multiple manufacturer emails going to the same email box).

Variable 4: Port to be used when connecting to the mail server (i.e. 587)

 

 

Var2.png

 

Variable 5: Mail Server use SSL? 1=Yes, 0=No

Variable 6: Username for connecting to the mail server

This MUST correspond to the email address your equipment uses to send meter requests FROM since that's where the responses will be sent

Variable 7: Password for connecting to the mail server 

Variable 8: Template Parser Type, use dropdown to select options (multiple eAgent options available for those running differently for different branches)

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Var3.png

Variable 9: Delete emails after successfully inserting a meter reading? 1 = yes, 0 = no

Variable 10: Move emails after successfully inserting a meter reading? 1= yes, 0 = no

Variable 11: If moving processed emails, to what folder? When possible, we will create the folder if it doesn't exist. However, not all email server types or connection types will allow this, so it is best if you manually create the folder in advance.

Top level folders are specified with just the folder name, ie. "processed"

Subfolders are specified with their parent folder name as well, ie. "inbox/processed"

Variable Y: Move emails unable to process to folder specified in VariableZ? 1 = Yes, 0 = No

Variable Z: Name of email Failure Folder

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Variable X: Enter your Mail Server Connection Type

THESE TWO VARIABLES SHOULD BE CLOSELY CONSIDERED AND REVIEWED:

Variable Hidden2: Do not import a new meter read unless it has been X days since last Valid meter read (set to -2 to completely suppress since-last-read functionality and use ONLY due-to-bill per next variable). Defaults to 15 if left blank.

Variable W: Import meter reads if no read in last X days AND meter is inside a Billing window (due to bill soon per the Billing Tolerance settings in e-automate). Set to -2 to suppress this functionality and use only days-since-last-read functionality in variable above. Defaults to 15 if left blank.

 

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Alert Functionality

Alert Functionality

-This integration runs on your ceojuice server, so the communication is accessed and parsed inside your network.

-This process will check your mailbox for new emails, parse them, insert meter readings into eAuto, mark the emails as "read", then move them to a destination folder. Any email that cannot be processed (i.e. body doesn't match format expected, serial number can't be found) will remain in the InBox for someone to handle exceptions daily.  

-Any email unread in your In Box will NOT be considered by our process. 

-Please be sure to set a mailbox rule to clean up/move emails after 30 days to a subfolder; otherwise, our process will review each and every unread email EVERY time it runs (adding potential hours and room for issues to process).

-We can read emails sent by device and/or from your meter requests sent via eAgent. HOWEVER, we can only "read" meters placed in highlighted area shown here (not anywhere else):

ID398eAgent.png

-The MOST MOST IMPORTANT (did we mention MOST IMPORTANT?) part of this entire process is the email address these emails are sent to (not from). The email box collecting these meter reading responses will need to be unique for each manufacturer or for eAgent. We CANNOT scroll through an email box with varying types of emails in it (i.e. toner orders, junk mail) and filter through them to determine if a meter reading.

We suggest, if needed, create a rule in your general email box moving/redirecting the meter reading responses to its own unique mailbox by manufacturer (i.e. KonicaMinolta, Sharp). That unique mailbox will be where our alert will go to per your Variable3 settings. 

-If you wish for us to push in different manufacturer's and/or eAgent meters, then you will need to subscribe to a clone (additional) subscription for each so your Variable3 MUST be different for each. This can be done by selecting the plus (+) sign (after you have successfully subscribed to one ID398):

Clone.png

 

Custom Property Set Up

Custom Property Set Up

Use Custom Property to turn this integration OFF at either Equipment or Customer Level. We build this Custom Property for you and default to ON so this process is effectively ON for everything. You can set the exceptions to OFF at either Equipment or Customer Record level, as needed.

**Please note, setting to OFF at Customer Level will turn off for all Equipment Records showing that customer as Main Customer. For example, if Equipment Custom Property is set to ON and Customer Custom Property is set to OFF, the alert will NOT consider any of the equipment. 

Creating the Custom Property if you are missing in eAuto:

Step 1:

Create Custom Property Attribute via Tools / Lists & Codes / Attributes:

Attribute name = ZCJ_DCAMeterImport

Description = ZCJ_DCAMeterImport for ID311/ID968

Data type =  User-Defined Lookup

Lookup List = On / Off

CP1.PNG

Step 2:

Add Custom Property Attribute to both your Customer and Equipment Record Configurations via Tools / Lists & Codes / Configurations (custom properties):

Select New for Group Customer Properties:

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Search Available attribute(s) for ZCJ_DCAMeterImport, check off Default value and select ON, then select QuickAdd - don't forget to hit OK to save:

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Do the same for Group Equipment Properties:

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Now you have this Custom Property available on Customer Record:

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and Equipment Record:

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APP

APP

You will need to tell our app which eAuto Meters correspond to the DCA Meters, so we know which meters to insert where in eAuto.

Go to your CEO Juice apps (if you don't know the URL use http://localhost:8888)

Select model-mapping-and-key-services:

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The two hyper links at top take you to

(1) Metertypes 

(2) Meter Mappings

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Metertypes shows the Emailed Meter Type names (based on our parser) and eAuto Meter Type names, indicating if mapped and/or if ignored for mapping:

 

Meter Types:

App_Meter_Types.png

To get started go to Meter Mappings to start mapping your MP Monitor or HP Action Center (DCA) Meter Types to eAuto Meter Types:

Once you have mapped all your meters, the app can determine which meters to insert into eAuto.

App_Meter_Mappings.png

When you select Add Mapping you will need to select the EA Metertype to be mapped to DCA/Emailed Metertype:

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The 'Fallback DCA Metertype (optional)' is only needed when the same EA Metertype applies to more than one DCA Metertype.

For example:

B\W only device has DCA Metertype of Total Meter which needs to be mapped to EA Metertype of B\W. But a color device has DCA Metertypes of Total Total Meter, Total B\W, and Total Color. You don't want DCA Metertype of Total Meter to go into eAuto as Total B\W clicks. 

So you want the DCA Metertype = Total B\W and the Fallback DCA Metertype = Total Meter

Essentially you are telling the app, if Total B\W from DCA does NOT exist, then use DCA Metertype of Total Meter for my eAuto B\W meter.

 

 

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ValidatingMeters

Validating Meters

Required Meters and Considering Valid

Required Meters and Considering Valid:

Our integration will only consider meters set as required on Equipment Record AND due for billing today or past due per Contract Record.

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We then use your eAuto Meter Validation Buffer to check the meter is valid:

This can be seen via Tool / Options / Equipment:

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We are NOT considering these meter tolerance settings:

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Devices with more than one meter

Devices with more than one meter:

We look for the serial number in eAuto and the meters required to compare what emailed meters are being pushed in. IF at least one of the required meters is greater than previous and remaining are same or greater than previous, we will push in ALL meters. If all meters are show ZERO increase, NONE of the meters will push into eAuto.

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OnDemandReport

OnDemand Report

You also have an On Demand SSRS Report to review what has pushed in that day and what has had errors that day. This is essentially a duplicate to the daily email sent to those emails listed on your ID398 subscription.

Report shows on Page 1, any meters unable to push into eAuto due to error indicated:

SSRS_page_1.png

Page 2 shows what meters have been pushed into eAuto:

SSRS_page_2.png

 

 

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Related Alerts

Related Alerts

ID311 - HP SDS Action Center & MPS Monitor Integration

ID396 - Emails tech when there is a new service call for equipment with previous meter reading of "estimate/other"

ID968 - Advanced meters & DCA data

 

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Requirements/Prerequisites

Requirements/Prerequisites

 

Before subscribing to this alert, please review these STRICT REQUIREMENTS/PREREQUISITES for this alert:

  1. Net 4.7 or higher MUST be installed on the CEO Juice server
  2. Email box must be set that CEO Juice can login and access for initial installation (please ensure two-factor authentication is turned off, for example)
  3. The email box collecting these meter reading responses will need to be unique for each manufacturer. We can't access an email box with varying types of emails in it and filter through them. We suggest, if needed, please create a rule in your general email box moving/redirecting these devices reported meter reading responses to its own unique mailbox by manufacturer (i.e. KonicaMinolta, Sharp). That unique mailbox will be where our alert will go to per your variable settings. We will need to create an alert for each manufacturer.
  4. The setup of this alert process will need to involve IT department and your meter reading department for this process to work for such things as email box access, passwords, review, etc.
  5. An important aspect to this alert process is there is always still requirement of staff to watch the email mailbox daily, human oversight is still required. Staff will need to monitor the email box daily to catch errors and unread emails daily (perhaps at end of day). The alert process ONLY considers unread emails.
  6. Since the device is reporting the meter reading(s), it is not CEO Juice responsibility to ensure these meter readings are correct. Devices are programmed to report meter readings and it is not CEO Juice responsibility to ensure the meter reading(s) parsed from the emailed report are calculated correctly. You will need to verify the meters entered in eAuto through our alert process in fact are correctly calculating (i.e. adding multiple reported color meters to determine total color meter count). CEO Juice is not held liable for any meters reported through this process that are incorrectly reported to you. It is imperative your staff review meter readings and ensure your meter reading validation set up in eAuto is in place to meet your meter billing requirements.
  7. Meter types set as virtual can not be handled by this alert process.
  8. Please note, this alert process is not like automated meter capture software (i.e. FM Audit, PrintFleet) as there is NO direct link between the machine and our alert process. We are just picking up emails and the content within that email.
  9. Emails are parsed daily.

  **Please also note if meters do come through via our alert process, but come through as not billable, eAuto is likely catching them through its meter validation buffer. For example, meters reported frequently may not pass eAuto's validation buffer because eAuto will recalculate the average monthly volume based on days in between meters. So when meters get pushed in often, it can make eAuto think the device is averaging more copies than usual if they do a lot of copies within a couple days. (We recommend meters only come from the device weekly, not daily.)**

 

 

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