PaperCut MFTM

PaperCut MFTM
PaperCut MF
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PaperCut MF User Manual
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© Copyright. PaperCut Software International Pty Ltd. All rights reserved
PaperCut MF 14.1 User Manual
PaperCut MF 14.1 User Manual
Table of Contents
Preface ................................................................................................................................ xxiv
1. About This Guide ........................................................................................................ xxiv
2. Expectations & Prerequisites ......................................................................................... xxiv
3. Terminology used in this document ................................................................................. xxiv
4. Notice ........................................................................................................................xxv
1. Introduction ........................................................................................................................... 1
1.1. What is PaperCut MF? ................................................................................................. 1
1.1.1. Benefits .......................................................................................................... 1
1.1.2. Key Features ................................................................................................... 2
1.1.3. System Requirements ........................................................................................ 2
1.2. How does PaperCut MF work? ....................................................................................... 3
1.2.1. Key Concepts ................................................................................................... 3
1.2.2. Understanding the print process flow ..................................................................... 4
1.2.3. Architecture Overview ........................................................................................ 6
1.3. The Top-Ten Hidden Features! ....................................................................................... 7
1.3.1. One: Zero-install Client Deployment ...................................................................... 7
1.3.2. Two: Remote Administration ................................................................................ 7
1.3.3. Mobile Printing & BYOD ..................................................................................... 8
1.3.4. Four: Shared Accounts ....................................................................................... 8
1.3.5. Five: Secondary Servers and Local Printers ........................................................... 8
1.3.6. Six: Scripting .................................................................................................... 8
1.3.7. Seven: Customizable Web Interface ..................................................................... 9
1.3.8. Eight: XML Web Services and Command-line Control ............................................... 9
1.3.9. Nine: 3rd Party Database Support ........................................................................ 9
1.3.10. Ten: The Development Team ............................................................................. 9
2. Installation ........................................................................................................................... 10
2.1. Installation on Windows ............................................................................................... 10
2.1.1. Step 1 - System Requirements & Network Setup .................................................... 10
2.1.2. Step 2 - Print Queue Configuration ...................................................................... 11
2.1.3. Step 3 - Download and Install ............................................................................. 13
2.1.4. Step 4 - Configuration Wizard ............................................................................. 14
2.1.5. Step 5 - Printer Configuration ............................................................................. 17
2.1.6. Step 6 - Sharing Client Software ......................................................................... 17
2.1.7. Step 7 - Client Software Deployment (Optional) ...................................................... 17
2.1.8. Step 8 - Testing ............................................................................................... 18
2.1.9. What Next? ..................................................................................................... 18
2.2. Installation on Apple Mac ............................................................................................. 18
2.2.1. Step 1 - System Requirements ........................................................................... 18
2.2.2. Step 2 - Print Queue Setup ................................................................................ 18
2.2.3. Step 3 - Download and install ............................................................................. 18
2.2.4. Step 4 - Configuration Wizard ............................................................................. 19
2.2.5. Step 5 - Printer Configuration ............................................................................. 22
2.2.6. Step 6 - Sharing Client Software ......................................................................... 22
2.2.7. Step 7 - Testing ............................................................................................... 22
2.2.8. Step 8 - Deployment for a Professional (Client Billing) Installation .............................. 22
2.2.9. What next? ..................................................................................................... 23
2.3. Installation on Novell OES Linux (iPrint) .......................................................................... 23
2.3.1. Step 1 - System Requirements & Printer Setup ...................................................... 23
2.3.2. Step 2 - Create the host user account and firewall settings ....................................... 23
2.3.3. Step 3 - Download and installing ......................................................................... 26
2.3.4. Step 4 - Configuration Wizard ............................................................................. 26
2.3.5. Step 5 - Printer/iPrint Configuration ...................................................................... 29
2.3.6. Step 6 - Sharing Client Software ......................................................................... 30
2.3.7. Step 7 - Testing ............................................................................................... 31
2.3.8. Step 8 - Deployment for a Professional (Client Billing) Installation .............................. 31
2.3.9. What next? ..................................................................................................... 31
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2.4. Installation on Linux (CUPS and/or Samba) ..................................................................... 31
2.4.1. Step 1 - System Requirements ........................................................................... 32
2.4.2. Step 2 - Create the host user account and firewall settings ....................................... 32
2.4.3. Step 3 - Download and installing ......................................................................... 33
2.4.4. Step 4 - Configuration Wizard ............................................................................. 33
2.4.5. Step 5 - Printer Configuration ............................................................................. 36
2.4.6. Step 6 - Sharing Client Software ......................................................................... 36
2.4.7. Step 7 - Testing ............................................................................................... 37
2.4.8. Step 8 - Deployment for a Professional (Client Billing) Installation .............................. 37
2.4.9. What next? ..................................................................................................... 38
2.5. Testing the Installation ................................................................................................. 38
2.5.1. Testing for an Education or Small/Medium Enterprise Installation: .............................. 38
2.5.2. Testing for a Professional (Client Billing) Installation: ............................................... 38
3. Implementation by Example .................................................................................................... 40
3.1. Scenario: The Small School .......................................................................................... 40
3.1.1. Requirements .................................................................................................. 40
3.1.2. Implementation ................................................................................................ 40
3.2. Scenario: The Large School .......................................................................................... 41
3.2.1. Requirements .................................................................................................. 41
3.2.2. Implementation ................................................................................................ 42
3.3. Scenario: The University .............................................................................................. 43
3.3.1. Requirements .................................................................................................. 43
3.3.2. Implementation ................................................................................................ 43
3.4. Scenario: The Small Business ....................................................................................... 44
3.4.1. Requirements .................................................................................................. 44
3.4.2. Implementation ................................................................................................ 44
3.5. Scenario: The Medium to Large Business ........................................................................ 45
3.5.1. Requirements .................................................................................................. 45
3.5.2. Implementation ................................................................................................ 46
3.6. Scenario: The Public Library or Internet Cafe/Kiosk ........................................................... 46
3.6.1. Requirements .................................................................................................. 46
3.6.2. Implementation ................................................................................................ 46
4. Quick Tour ........................................................................................................................... 48
4.1. Navigation ................................................................................................................. 48
4.1.1. Tabs .............................................................................................................. 48
4.1.2. Actions .......................................................................................................... 48
4.1.3. Buttons .......................................................................................................... 48
4.1.4. Crumb Trail ..................................................................................................... 49
4.1.5. Status Messages ............................................................................................. 49
4.1.6. Fields ............................................................................................................ 49
4.2. Sections ................................................................................................................... 50
4.2.1.
Dashboard ............................................................................................... 50
4.2.2.
Users ...................................................................................................... 50
4.2.3.
Groups .................................................................................................... 51
4.2.4.
Accounts .................................................................................................. 51
4.2.5.
Printers .................................................................................................... 51
4.2.6.
Reports .................................................................................................... 51
4.2.7.
Cards ...................................................................................................... 52
4.2.8.
Options .................................................................................................... 52
4.2.9.
Application Log .......................................................................................... 52
4.2.10.
About ..................................................................................................... 52
4.3. Basic User Operations ................................................................................................. 52
4.4. Basic Printer Operations .............................................................................................. 54
4.5. Client Software .......................................................................................................... 56
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4.5.1. Demonstrating the client software and account selection process ............................... 57
4.6. Interface Levels .......................................................................................................... 57
4.6.1. Admin Access ................................................................................................. 57
4.6.2. User Access ................................................................................................... 57
4.7. Assigning Administrator Level Access ............................................................................. 58
4.8. Charting, Statistics, Reports and Logs ............................................................................ 59
4.8.1. Charts ........................................................................................................... 59
4.8.2. Reports .......................................................................................................... 60
4.8.3. Logging .......................................................................................................... 61
5. Services for Users ................................................................................................................. 63
5.1. Introduction ............................................................................................................... 63
5.2. User Client ................................................................................................................ 65
5.2.1. User Client Deployment ..................................................................................... 67
5.3. User Web Pages ........................................................................................................ 77
5.3.1. Summary ....................................................................................................... 77
5.3.2. Environmental Impact ....................................................................................... 78
5.3.3. Shared Accounts ............................................................................................. 78
5.3.4. Rates ............................................................................................................ 79
5.3.5. Use Card ........................................................................................................ 79
5.3.6. Add Credit ...................................................................................................... 80
5.3.7. Transfers ........................................................................................................ 80
5.3.8. Transaction History .......................................................................................... 80
5.3.9. Recent Print Jobs ............................................................................................. 80
5.3.10. Jobs Pending Release ..................................................................................... 81
5.3.11. Web Print ..................................................................................................... 82
5.4. Environmental Dashboard / Windows 8.1 Live Tiles ........................................................... 82
5.4.1. Windows 8.1 Live Tile ....................................................................................... 83
5.4.2. Windows 8.1 Live Tile Installation ........................................................................ 85
5.4.3. Using Environmental Dashboard on other browsers/platforms ................................... 86
5.5. Mobile User Web Pages .............................................................................................. 86
5.6. Gadgets/Widgets and more... ........................................................................................ 88
5.6.1. Paper-Less Alliance Widget ............................................................................... 88
5.6.2. Windows Gadgets ............................................................................................ 88
5.6.3. Web Widgets .................................................................................................. 89
6. Advanced User Management .................................................................................................. 91
6.1. Groups in PaperCut MF ............................................................................................... 91
6.2. Setting up quota allocations .......................................................................................... 92
6.2.1. Custom Quota Scheduling Periods ...................................................................... 93
6.2.2. Advanced User Quota Management .................................................................... 94
6.2.3. Automated Quota Allocation Example .................................................................. 94
6.3. New User Creation Rules ............................................................................................. 94
6.4. Bulk User Operations .................................................................................................. 96
6.4.1. Example 1: Bulk operation on a user group ........................................................... 96
6.4.2. Example 2: Bulk operation on an ad-hoc list of users ............................................... 96
6.4.3. Additional information ....................................................................................... 96
6.5. Using Overdrafts ........................................................................................................ 97
6.6. Batch User Data Import and Update ............................................................................... 97
6.6.1. Batch User Import File Format ............................................................................ 99
6.7. Batch User Card/Identity Update .................................................................................. 100
6.7.1. Batch User Card/Identity Update File Format ....................................................... 101
6.8. Allowing users to edit their own card/ID number or PIN ..................................................... 101
6.8.1. Editing card/ID PIN ......................................................................................... 101
6.8.2. Editing card/ID number .................................................................................... 101
6.9. Looking up card numbers in an external database ........................................................... 102
6.9.1. Database lookup configuration .......................................................................... 102
6.9.2. Testing ........................................................................................................ 103
6.10. Disabling user printing with time latches ...................................................................... 103
6.11. Office/Department History ......................................................................................... 104
6.11.1. Scenario 1: Correcting a late change to a user's office or department ...................... 104
6.11.2. Scenario - Correcting an unintended office or department change .......................... 105
6.12. User Management Quick Reference ........................................................................... 106
7. Advanced Printer Management .............................................................................................. 108
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7.1. Adding and Removing/Deleting/Ignoring Printers ............................................................. 108
7.1.1. On Windows ................................................................................................. 108
7.1.2. On Mac ........................................................................................................ 109
7.1.3. On Linux ...................................................................................................... 109
7.2. The Template Printer ................................................................................................. 110
7.3. Copying Printer Settings ............................................................................................ 111
7.4. Renaming a printer ................................................................................................... 112
7.5. Disabling printers with time latches ............................................................................... 112
7.6. Managing printing using differential charging .................................................................. 113
7.6.1. Charging types available ................................................................................. 113
7.6.2. How duplex discounts are calculated .................................................................. 115
7.7. Print filters: conversions and restrictions ........................................................................ 116
7.7.1. Examples ..................................................................................................... 117
7.7.2. Print Conversion Filters in Detail ....................................................................... 119
7.7.3. Print Restriction Filters in Detail ........................................................................ 120
7.8. Managing printer groups ............................................................................................ 123
7.8.1. Suggested best practises for naming printer groups .............................................. 124
7.9. Cost Adjustments ..................................................................................................... 124
7.10. Popup Authentication ............................................................................................... 126
7.10.1. How does popup authentication work? .............................................................. 126
7.10.2. Where and when should Popup authentication be used? ...................................... 127
7.10.3. What technical considerations do I need to review before implementing Popup
Authentication? ...................................................................................................... 127
7.10.4. Configuration ............................................................................................... 128
7.11. Color Detection ...................................................................................................... 130
7.11.1. Printer Color Mode Auto-Detection ................................................................... 131
7.11.2. Limitations of Page-Level Color Detection ......................................................... 132
7.12. Validating page counts using hardware checks ............................................................. 132
7.12.1. Causes for differences in page counts .............................................................. 132
7.12.2. Requirements .............................................................................................. 133
7.12.3. How hardware checks work ............................................................................ 133
7.12.4. Configuring hardware checks .......................................................................... 133
7.12.5. Reviewing hardware check results ................................................................... 137
7.12.6. Known Limitations ........................................................................................ 139
7.12.7. Troubleshooting ........................................................................................... 139
7.13. Watermarking/Job Annotation .................................................................................... 140
7.13.1. Typical Uses ............................................................................................... 141
7.13.2. Requirements .............................................................................................. 141
7.13.3. Enabling Watermarking ................................................................................. 142
7.13.4. Digital Signatures in Detail (Advanced) ............................................................. 144
7.13.5. Troubleshooting ........................................................................................... 145
7.14. Behavior on Server Connection Failures ...................................................................... 146
7.14.1. Failure Mode Settings ................................................................................... 147
7.14.2. Failure Mode Settings on Virtual Queues ........................................................... 148
7.15. Toner Levels (for supported printers) .......................................................................... 148
7.15.1. How toner level information is retrieved? ........................................................... 149
7.16. Printer Quick Reference ........................................................................................... 149
7.17. Refunding Print Jobs ............................................................................................... 150
7.17.1. Enabling End-User Refunds ........................................................................... 150
7.17.2. Managing Refunds ....................................................................................... 151
7.17.3. Admin Notifications ....................................................................................... 153
7.17.4. User Notifications ......................................................................................... 153
7.18. Custom Printer Fields .............................................................................................. 155
7.18.1. Defining Custom Printer Fields ........................................................................ 155
7.19. Extracting Usernames in Enterprise Print Environments (e.g. SAP, Unix) ........................... 156
7.19.1. Configuring PaperCut to Extract Usernames from Spool Files ................................ 156
8. Shared Accounts ................................................................................................................ 158
8.1. Creating a Shared Account ......................................................................................... 159
8.1.1. The Template Account .................................................................................... 160
8.2. Account Naming Guidelines ........................................................................................ 161
8.2.1. Client / Matter Naming Model ........................................................................... 162
8.2.2. Project / Phase Naming Model .......................................................................... 166
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8.2.3. Customer / Job Naming Model .......................................................................... 168
8.3. Client Security ......................................................................................................... 168
8.3.1. Using account security with PIN/codes ............................................................... 171
8.4. The Account Selection Popup ..................................................................................... 171
8.4.1. Standard Account Selection Popup .................................................................... 172
8.4.2. Advanced Account Selection Popup ................................................................... 174
8.4.3. Manager Mode Popup ..................................................................................... 176
8.4.4. Automatically charge to a shared account ........................................................... 177
8.5. Account Selection in Non-Domain Environments (Workgroups) .......................................... 178
8.6. Batch Shared Account Import and Update ..................................................................... 178
8.6.1. Batch Account Import File Format ...................................................................... 179
8.7. Shared Account Synchronization ................................................................................. 182
8.7.1. Synchronization Options .................................................................................. 182
8.8. Bulk Shared Account Operations ................................................................................. 183
8.9. Shared Account Quota Allocation ................................................................................. 183
8.10. Shared Account Cost Multiplier .................................................................................. 184
8.11. Advanced Shared Account Options ............................................................................ 184
9. Reports ............................................................................................................................. 186
9.1. Report types ............................................................................................................ 187
9.1.1. User Reports ................................................................................................. 187
9.1.2. Printer Reports .............................................................................................. 187
9.1.3. Print Log Reports ........................................................................................... 187
9.1.4. Group Reports ............................................................................................... 187
9.1.5. Shared Accounts Reports ................................................................................ 187
9.1.6. Transaction Reports ....................................................................................... 188
9.1.7. Environmental Impact Reports .......................................................................... 188
9.1.8. Ratio Reports ................................................................................................ 188
9.1.9. Period Comparison Reports ............................................................................. 188
9.2. Report Formats ........................................................................................................ 188
9.3. Combining Filters and Reports .................................................................................... 189
9.4. Scheduling and Emailing Reports ................................................................................ 189
9.4.1. Usage .......................................................................................................... 190
9.4.2. Details ......................................................................................................... 193
9.5. Advanced Reporting Options ...................................................................................... 193
10. Central Reports ................................................................................................................. 195
10.1. Overview ............................................................................................................... 195
10.2. Prerequisites for Central Reports ............................................................................... 196
10.3. Setting up Central Reports ........................................................................................ 196
10.3.1. Server Configuration ..................................................................................... 197
10.4. Running Central Reports .......................................................................................... 198
10.4.1. Status Tab .................................................................................................. 198
10.4.2. Central Reports Tab ...................................................................................... 199
11. Hold/Release Queues & Print Release Stations ....................................................................... 200
11.1. Release Station Interfaces ........................................................................................ 200
11.1.1. Standard Release Station .............................................................................. 200
11.1.2. Manager-mode web-based release station ........................................................ 201
11.1.3. Web-based release station within the admin pages ............................................. 202
11.1.4. End-user web-based release station ................................................................. 202
11.1.5. Mobile Print Release ..................................................................................... 203
11.2. Hold/Release Usage Scenarios ................................................................................. 204
11.2.1. Saving paper and toner ................................................................................. 204
11.2.2. Secure Printing ............................................................................................ 204
11.2.3. Pay per print (e.g. Library or Internet Cafe) ........................................................ 204
11.2.4. Expensive Printers (Approved Printing) ............................................................. 205
11.2.5. Delegated Print Release ................................................................................ 205
11.2.6. Unauthenticated printing ................................................................................ 206
11.3. Release Station Configuration ................................................................................... 207
11.3.1. Enabling hold/release support on a printer ......................................................... 207
11.3.2. Hold/Release Queue Managers ....................................................................... 208
11.3.3. Standard Release Station Configuration ............................................................ 208
11.3.4. End-User Web Based Release Interface Configuration ......................................... 212
11.4. Mobile Print Release Configuration ............................................................................. 213
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PaperCut MF 14.1 User Manual
12. Find Me Printing and Printer Load Balancing ........................................................................... 214
12.1. Find Me Printing ..................................................................................................... 214
12.1.1. Implementation by Example ............................................................................ 215
12.1.2. Find Me Printing and Web-Based Release ......................................................... 222
12.2. Requirements For Job Redirection (Load Balancing or Find Me Printing) ............................ 222
12.2.1. Compatibility Testing ..................................................................................... 222
12.2.2. Find Me Printing Implementation Checklist ........................................................ 223
12.3. Advanced Configuration ........................................................................................... 224
12.3.1. Overriding cost and filter settings ..................................................................... 224
12.3.2. Mixed Color and Grayscale Printers ................................................................. 224
12.3.3. Cross-Server Job Redirection ......................................................................... 224
12.4. Printer Load Balancing ............................................................................................. 225
12.4.1. Example 1: Simple Load Balancing .................................................................. 226
12.4.2. Bypassing Load Balancing For Recent Print Jobs ............................................... 227
12.5. Find Me Printing and Printer Load Balancing FAQ ......................................................... 227
13. Copier Integration .............................................................................................................. 229
13.1. Overview ............................................................................................................... 229
13.2. Setup ................................................................................................................... 229
13.3. Device List and Statuses .......................................................................................... 229
13.4. Managing Copiers ................................................................................................... 230
13.5. Using filters and restrictions ...................................................................................... 230
13.6. Release Stations and Find Me Printing ........................................................................ 230
13.7. Advanced Configuration ........................................................................................... 231
14. System Management ......................................................................................................... 232
14.1. Overview ............................................................................................................... 232
14.2. The Dashboard ...................................................................................................... 232
14.3. User and Group Synchronization ................................................................................ 234
14.3.1. Sync Source ................................................................................................ 235
14.3.2. Sync Source Options .................................................................................... 235
14.3.3. Sync Options ............................................................................................... 236
14.3.4. Secondary Sync Source (Advanced) ................................................................ 236
14.3.5. Manual Synchronization ................................................................................. 236
14.3.6. Importing Card/Identity numbers from Active Directory or LDAP ............................. 237
14.3.7. On Demand User Creation ............................................................................. 239
14.3.8. Using Active Directory for user synchronization .................................................. 239
14.3.9. Using LDAP for user synchronization ................................................................ 240
14.4. Assigning Administrator Level Access ......................................................................... 241
14.4.1. Assigning Administrator Access to a Group ........................................................ 242
14.4.2. Assigning Administrator Access to a User .......................................................... 243
14.5. System Backups ..................................................................................................... 244
14.5.1. Performing an Online Backup ......................................................................... 244
14.5.2. Restoring an Export Backup ........................................................................... 244
14.5.3. Performing Offline Backups ............................................................................ 245
14.5.4. Export File Retention ..................................................................................... 246
14.5.5. Backup Print Archive files ............................................................................... 246
14.6. System Notifications and Emailing .............................................................................. 246
14.6.1. Configuring Notifications ................................................................................ 247
14.6.2. System Notifications (for Administrators) ........................................................... 250
14.6.3. Testing Notification Methods ........................................................................... 253
14.7. System Security Options .......................................................................................... 254
14.7.1. Application Server Connections ....................................................................... 254
14.7.2. Provider Connection Security .......................................................................... 255
14.7.3. Release Station Connection Security ................................................................ 255
14.7.4. Web Session Inactivity Timeout ....................................................................... 255
14.8. Environmental Impact .............................................................................................. 256
14.9. Privacy Options ...................................................................................................... 257
14.10. Using the Config Editor ........................................................................................... 258
15. TopUp/Pre-Paid Cards ....................................................................................................... 259
15.1. Cards by Example ................................................................................................... 259
15.1.1. The User's Perspective .................................................................................. 259
15.1.2. The Administrator's Perspective ...................................................................... 259
15.2. The Card System .................................................................................................... 259
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15.3. Creating New Cards ................................................................................................ 260
15.3.1. Overview and Definitions ............................................................................... 260
15.3.2. Using the Card Wizard .................................................................................. 260
15.3.3. TopUp/Pre-Paid Card Tips ............................................................................. 266
15.4. Using a Card .......................................................................................................... 268
16. Configuring Secondary Print Servers and Locally Attached Printers ............................................. 270
16.1. Configuring a Windows Secondary Print Server ............................................................ 270
16.1.1. Step 1 - Ensure primary server is set up correctly ................................................ 270
16.1.2. Step 2 - Ensure firewall software is set to allow access to port 9191 ........................ 270
16.1.3. Step 3 - Install the print provider ...................................................................... 270
16.1.4. Step 4 - Configuration ................................................................................... 270
16.1.5. Step 5 - Test ............................................................................................... 271
16.1.6. Automated Install ......................................................................................... 271
16.2. Configuring a Macintosh Secondary Print Server ........................................................... 271
16.2.1. Step 1 - Ensure primary server is set up correctly ................................................ 271
16.2.2. Step 2 - Ensure firewall software is set to allow access to port 9191 ........................ 271
16.2.3. Step 3 - Create the host user account ............................................................... 271
16.2.4. Step 4 - Install the print provider ...................................................................... 271
16.2.5. Step 5 - Configuration ................................................................................... 271
16.2.6. Step 6 - Test ............................................................................................... 272
16.3. Configuring a Linux or Novell iPrint Secondary Print Server ............................................. 272
16.3.1. Step 1 - Ensure primary server is set up correctly ................................................ 272
16.3.2. Step 2 - Ensure firewall software is set to allow access to port 9191 ........................ 272
16.3.3. Step 3 - Account setup .................................................................................. 272
16.3.4. Step 4 - Install the Print Provider ..................................................................... 272
16.3.5. Step 5 - Configuration ................................................................................... 273
16.3.6. Step 6 - Test ............................................................................................... 273
16.4. Print Monitoring Architecture ..................................................................................... 274
16.5. Multiple Print Servers ............................................................................................... 274
16.6. Automating Secondary Server Deployment on Windows ................................................. 276
17. Advanced Customization .................................................................................................... 278
17.1. Customizing the User Client Tool window .................................................................... 278
17.2. Limiting the list of interface languages/translations ......................................................... 279
17.3. Customizing the User web pages ............................................................................... 279
17.3.1. Look & Feel ................................................................................................. 279
17.3.2. Login Instructions ......................................................................................... 282
17.3.3. Additional Links in the Navigation Menu ............................................................ 283
17.3.4. Custom Printer Maps for Web Print .................................................................. 284
17.4. Customizing the Administration Web Interface .............................................................. 284
17.5. Customizing Report Headers ..................................................................................... 286
17.6. Data Access and Custom Reports .............................................................................. 287
17.6.1. Plain Text Print Log ...................................................................................... 287
17.7. Automation and Scripting .......................................................................................... 288
17.8. Custom User Directory Information Providers ............................................................... 288
17.9. Enabling ports 80 (HTTP) and 443 (HTTPS) ................................................................. 288
17.9.1. Windows .................................................................................................... 289
17.9.2. Linux ......................................................................................................... 289
17.9.3. Mac ........................................................................................................... 289
17.10. Customizing Mobile Print Release ............................................................................ 289
18. Web Browser Single Sign-on (SSO) ...................................................................................... 291
18.1. Planning for Web SSO Implementation ........................................................................ 291
18.1.1. Preparing for SSO ........................................................................................ 291
18.1.2. Planning for Integrated Windows Authentication ................................................. 292
18.1.3. Planning for WebAuth ................................................................................... 292
18.2. Configuring Web SSO .............................................................................................. 292
18.2.1. Post Installation Testing ................................................................................. 293
19. Advanced Scripting (Print Scripting) ...................................................................................... 295
19.1. Introduction ........................................................................................................... 295
19.1.1. Prerequisites ............................................................................................... 296
19.1.2. How to Use Print Scripts ................................................................................ 297
19.1.3. Advanced Print Scripting - Global Include Script ................................................. 300
19.1.4. Tips for Print Scripts ...................................................................................... 300
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19.2. Print Script API Reference ........................................................................................ 300
19.2.1. Script Hooks (Entry Points) ............................................................................. 300
19.2.2. Script Inputs ................................................................................................ 301
19.2.3. Script Actions .............................................................................................. 306
19.2.4. User Defined Persistent Properties (Storage) ..................................................... 316
19.2.5. Print Script Requirements (Advanced) .............................................................. 317
20. Licensing and Support ........................................................................................................ 318
20.1. Installing a License .................................................................................................. 318
20.2. Technical Support & Further Information ...................................................................... 318
21. Deployment on an External Database (RDBMS) ...................................................................... 319
21.1. Overview ............................................................................................................... 319
21.1.1. Why use an external RDBMS? ........................................................................ 319
21.1.2. Supported Databases .................................................................................... 319
21.2. Upsizing to an External RDBMS ................................................................................. 319
21.2.1. Step 1 - Stop PaperCut MF ............................................................................ 320
21.2.2. Step 2 - Perform a backup of the existing data .................................................... 320
21.2.3. Step 3 - Create a new database in the external RDBMS ....................................... 320
21.2.4. Step 4 - Change the PaperCut MF connection details .......................................... 321
21.2.5. Step 5 - Initialize the new database .................................................................. 323
21.2.6. Step 6 - Load the data into the new database ..................................................... 323
21.2.7. Step 7 - Restart PaperCut MF ......................................................................... 324
21.3. Database specific configuration ................................................................................. 324
21.3.1. Configuring Microsoft SQL Express .................................................................. 324
21.3.2. Configuring MySQL ...................................................................................... 325
21.3.3. Configuring Oracle (and Oracle Express Edition) ................................................ 326
22. Mobile & BYOD Printing ...................................................................................................... 327
22.1. Introduction ........................................................................................................... 327
22.1.1. STEP 1 - Understanding the tools .................................................................... 327
22.1.2. STEP 2 - Understand your users ..................................................................... 328
22.1.3. STEP 3 - Develop your strategy and deployment plan .......................................... 328
22.1.4. Common questions that come up during planning ............................................... 330
22.2. Google Cloud Print .................................................................................................. 330
22.2.1. Overview .................................................................................................... 330
22.2.2. User Authentication and Printer Sharing with Google Cloud Print ........................... 332
22.2.3. Setting up Google Cloud Print ......................................................................... 334
22.3. iOS Printing (iPad & iPhone) ..................................................................................... 339
22.3.1. Requirements .............................................................................................. 339
22.3.2. Sharing Printers to iOS Devices ...................................................................... 340
22.3.3. The PaperCut iPad / iPhone App (iOS app) ....................................................... 341
22.3.4. Troubleshooting & FAQ ................................................................................. 354
22.3.5. Advanced iPad / iPhone Printing Setup ............................................................. 355
22.4. Email to Print ......................................................................................................... 356
22.4.1. How Does it Work? ....................................................................................... 356
22.4.2. Solution Summary ........................................................................................ 357
22.4.3. Before You Start .......................................................................................... 357
22.4.4. Basic Configuration and Testing ...................................................................... 358
22.4.5. FAQ .......................................................................................................... 361
22.4.6. Troubleshooting ........................................................................................... 362
22.5. Web Print (Driver-less printing via a web browser) ......................................................... 363
22.5.1. Key Features ............................................................................................... 363
22.5.2. Introduction to Web Print ................................................................................ 364
22.5.3. Setting Up Web Print ..................................................................................... 365
22.5.4. Web Print Testing and Feature Tour ................................................................. 371
22.5.5. Web Print Configuration ................................................................................. 376
22.5.6. Troubleshooting Web Print Problems ................................................................ 384
22.5.7. XPS Viewer Installation Instructions ................................................................. 385
22.6. Windows 8 Tablets & Windows RT Printing .................................................................. 386
22.6.1. Client Software ............................................................................................ 387
22.6.2. How do I print via a server with Windows RT? .................................................... 387
22.6.3. Other Options for Windows RT and Windows 8 tablet devices ............................... 388
22.7. Mobile Print Release - Releasing print jobs on your mobile .............................................. 388
22.7.1. Usage and features ...................................................................................... 389
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22.7.2. Mobile Print Release Deployment/Install ........................................................... 392
22.7.3. Management tips for large networks ................................................................. 392
22.7.4. Advanced Options ........................................................................................ 394
22.8. Mobile Client .......................................................................................................... 394
22.9. Self association for emails and email verification/validation .............................................. 395
22.9.1. Unknown emails and email self-association ....................................................... 395
23. Print Archiving (viewing and content capture) .......................................................................... 397
23.1. Introduction ........................................................................................................... 397
23.2. Technical Overview: How does archiving work? ............................................................ 401
23.3. Setting Up Print Archiving ......................................................................................... 401
23.3.1. Step 1: Install print spool file viewer technology .................................................. 402
23.3.2. Step 2: Enable Print Archiving ......................................................................... 403
23.3.3. Step 3: Review Configuration Options ............................................................... 403
23.4. Advanced Archiving Options and Features ................................................................... 404
23.4.1. Changing the archive storage directory ............................................................. 404
23.4.2. Backup Considerations .................................................................................. 406
23.4.3. Setting up Secondary Print Servers .................................................................. 406
23.4.4. Advanced Configuration Keys ......................................................................... 408
23.4.5. Downloading PDL / spool files for reprinting ....................................................... 408
23.4.6. Remove archived data ................................................................................... 409
23.5. Troubleshooting and Known Limitations ....................................................................... 410
23.5.1. No preview image available ............................................................................ 410
23.5.2. GDI Printers (GDI Print Description Language) ................................................... 411
23.5.3. There may be issues viewing some print jobs ..................................................... 411
23.5.4. No archiving of off-the-glass copy jobs .............................................................. 411
23.5.5. Preview images may differ slightly from the printed document ................................ 411
23.5.6. No watermarking in preview images ................................................................. 411
23.5.7. Latest Information ......................................................................................... 411
24. Web Cashier .................................................................................................................... 412
24.1. Setting Up Web Cashier ........................................................................................... 412
24.2. Purchasing Items .................................................................................................... 413
24.3. Depositing Funds .................................................................................................... 415
24.4. Web Cashier Order History ....................................................................................... 417
24.5. Advanced Web Cashier Configuration ......................................................................... 417
24.6. Assigning Web Cashier User ..................................................................................... 418
24.7. Web Cashier Reports .............................................................................................. 419
25. Clustering and High Availability ............................................................................................ 421
25.1. About Clustering ..................................................................................................... 421
25.2. Microsoft Cluster Server (MSCS) on Windows .............................................................. 421
25.2.1. Mode 1 - Clustering at the Print Provider layer .................................................... 421
25.2.2. Mode 2 - Clustering at all application layers ....................................................... 424
25.2.3. Clustering Tips ............................................................................................. 427
25.2.4. Additional configuration to support Web Print ..................................................... 427
25.2.5. Additional configuration to support Print Archiving ............................................... 427
25.3. Microsoft Failover Cluster Manager (MSFCM) ............................................................... 428
25.3.1. Mode 1 - Clustering at the Print Provider layer .................................................... 428
25.3.2. Mode 2 - Clustering at all application layers ....................................................... 431
25.3.3. Clustering Tips ............................................................................................. 434
25.3.4. Additional configuration to support Web Print ..................................................... 435
25.3.5. Additional configuration to support Print Archiving ............................................... 435
25.4. Veritas Cluster Server (VCS) on Windows .................................................................... 435
25.4.1. Mode 1 - Clustering at the Print Provider layer .................................................... 435
25.5. Novell Cluster Services (NCS) on Novell OES Linux ...................................................... 438
25.5.1. Mode 1 - Clustering at the print provider layer .................................................... 438
25.5.2. Mode 2 - Clustering at all application layers ....................................................... 441
25.6. Client/Workstation Configuration ................................................................................ 445
26. PaperCut MF on Linux ........................................................................................................ 446
26.1. The Installation Process ........................................................................................... 446
26.1.1. Manual extraction ......................................................................................... 446
26.1.2. The install process ........................................................................................ 446
26.1.3. Linux Print Queue Integration .......................................................................... 447
26.2. Advanced Configuration & Logs ................................................................................. 450
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26.2.1. Advanced Logging ........................................................................................ 450
26.2.2. Maintain correct user name when print jobs are redirected on CUPS ....................... 450
26.3. Backups & System Management ................................................................................ 450
26.4. User Directory and Authentication .............................................................................. 451
26.4.1. Standard Unix .............................................................................................. 451
26.4.2. Samba/Windows Domain ............................................................................... 451
26.4.3. Custom ...................................................................................................... 451
26.5. Unix Command-Line Release Station Client ................................................................. 451
26.5.1. Installing the Command-Line Release Station Client ............................................ 452
26.6. Removing PaperCut MF from a Linux server ................................................................ 453
26.7. Linux FAQ ............................................................................................................. 453
27. Print Authentication ............................................................................................................ 455
27.1. About Authentication and Printing ............................................................................... 455
27.1.1. What is authentication? ................................................................................. 455
27.1.2. Why does authentication pose a problem? ......................................................... 455
27.1.3. How does PaperCut MF address authentication? ................................................ 456
27.2. Handling Unauthenticated (non-domain) Laptops .......................................................... 458
27.2.1. Option 1: Popup Authentication for Unauthenticated Laptops ................................. 458
27.2.2. Option 2: Release Station Authentication for Unauthenticated Laptops .................... 459
27.3. The Authentication Cookbook - Recipes by example ...................................................... 461
27.3.1. Windows systems with generic logins ............................................................... 461
27.3.2. Windows laptops that do not authenticate against a domain .................................. 461
27.3.3. Windows print server using LDAP or eDirectory authentication .............................. 462
27.3.4. Mac OS X systems with generic user accounts ................................................... 462
27.3.5. Mac OS X systems using domain authentication via Open Directory ....................... 463
27.3.6. Mac OS X systems using domain authentication via Windows Active Directory ......... 463
27.3.7. Mac OS X laptops (or single user systems) printing to Windows print queues ........... 464
27.3.8. Linux Workstations in a lab environment with printers hosted on a Windows server .... 464
27.3.9. Linux Workstations in a lab environment with printers hosted on Linux CUPS server .. 465
27.3.10. Linux laptops (or single user systems) ............................................................. 465
27.3.11. Multiuser Unix terminal servers ...................................................................... 465
27.3.12. Further Recommendations ........................................................................... 466
28. Mac Printing in Detail ......................................................................................................... 467
28.1. Mac Printing Overview ............................................................................................. 467
28.1.1. Terminology ................................................................................................ 467
28.1.2. Optional Hardware Configuration ..................................................................... 468
28.1.3. Handling unauthenticated systems (e.g. Laptops) ............................................... 468
28.1.4. Eliminating PopUp Authentication via Mac Login Hook ......................................... 469
28.2. Mac hosted print queues for OS 10.7 .......................................................................... 469
28.2.1. Installing the printers ..................................................................................... 469
28.2.2. Sharing the Printers ...................................................................................... 470
28.2.3. Setting up the printers on Mac workstations ....................................................... 471
28.3. Mac hosted print queues for OS 10.8 and 10.9 .............................................................. 473
28.3.1. Installing the printers ..................................................................................... 473
28.3.2. Sharing the Printers ...................................................................................... 474
28.3.3. Setting up the printers on Mac workstations ....................................................... 475
28.4. Windows hosted print queues .................................................................................... 477
28.4.1. Scenario One: My Own Mac (Single User) ......................................................... 477
28.4.2. Scenario Two: The Multi-User Mac with Popup Authentication ............................... 480
28.4.3. Scenario Three: Multi-user Macs using LDAP or Active Directory authentication ........ 482
29. Running in a Workgroup Environment .................................................................................... 485
29.1. Option 1: Common username and passwords on all systems ........................................... 485
29.2. Option 2: Authenticating via popup ............................................................................. 486
30. Managing Guests and Internal Users ..................................................................................... 488
30.1. Internal Users (users managed by PaperCut MF) .......................................................... 488
30.1.1. Implementation by Example ............................................................................ 488
30.1.2. Internal Users Options ................................................................................... 490
30.1.3. Changing Internal User Passwords .................................................................. 493
30.1.4. Batch Internal User Import and Update ............................................................. 494
31. Multiple Personal Accounts ................................................................................................. 497
31.1. Why use multiple personal accounts? ......................................................................... 497
31.1.1. Separating Quota and Cash ........................................................................... 497
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31.1.2. Independently Managed Work Areas ................................................................ 498
31.2. Configuration ......................................................................................................... 498
31.2.1. Enabling Multiple Personal Accounts ................................................................ 498
31.2.2. How Account Priorities Work ........................................................................... 498
31.2.3. Configuring the Payment Accounts .................................................................. 499
31.2.4. Why can't I delete accounts? .......................................................................... 500
31.2.5. Other Options .............................................................................................. 500
31.3. Configuration Examples ........................................................................................... 500
31.3.1. Example 1: Separate Cash/Quota Accounts ....................................................... 500
31.3.2. Example 2: Department/Faculty Quotas (Advanced) ............................................ 501
32. Advanced Server Management ............................................................................................ 503
32.1. Server Address ...................................................................................................... 503
32.1.1. Server address presented to users ................................................................... 503
32.1.2. Server address presented to external components .............................................. 503
32.2. Changing the network interface that PaperCut listens on ................................................. 503
32.3. Overriding the "Host" header for redirects .................................................................... 503
A. Tools - database, server-command scripting, and APIs (Advanced) .............................................. 505
A.1. Server Commands (server-command) .......................................................................... 505
A.1.1. Accessing Server Commands remotely .............................................................. 505
A.1.2. Available Commands ...................................................................................... 506
A.2. Database Tool (db-tools) ........................................................................................... 516
A.2.1. export-db Command ....................................................................................... 517
A.2.2. import-db Command ....................................................................................... 518
A.2.3. init-db Command ........................................................................................... 518
A.2.4. delete-old-logs Command ................................................................................ 518
A.3. The XML Web Services API ....................................................................................... 518
A.3.1. Web Services Example Code ........................................................................... 523
A.3.2. Security ....................................................................................................... 524
A.4. SSL/HTTPS Key Generation ...................................................................................... 524
A.4.1. Re-create the self-signed certificate ................................................................... 525
A.4.2. Using a custom signed SSL key ........................................................................ 525
A.4.3. Importing an existing SSL key .......................................................................... 527
A.4.4. Installing the Keystore .................................................................................... 529
A.5. User Client Options .................................................................................................. 529
A.6. Stopping and Starting the Application Server ................................................................. 533
A.6.1. Stopping and Starting the Application Server on Windows ...................................... 533
A.6.2. Stopping and Starting the Application Server on Mac ............................................ 534
A.6.3. Stopping and Starting the Application Server on Linux ........................................... 534
A.7. Automating / Streamlining Installation on Windows .......................................................... 534
A.8. Importing Print Job Details ......................................................................................... 535
B. Troubleshooting & Technical FAQ's ........................................................................................ 537
C. Advanced LDAP Configuration .............................................................................................. 542
C.1. LDAP Server Default Configuration .............................................................................. 543
C.1.1. Standard (Unix / Open Directory) ...................................................................... 543
C.1.2. Novell eDirectory Defaults ............................................................................... 543
C.1.3. Microsoft Active Directory Defaults .................................................................... 544
D. Capacity Planning ............................................................................................................... 545
D.1. Database Sizing and Growth ...................................................................................... 545
D.1.1. Internal database growth ................................................................................. 545
D.1.2. SQL Server database growth ........................................................................... 546
D.1.3. Sample database growth calculation .................................................................. 547
D.2. Print Archives Sizing and Growth ................................................................................ 547
D.3. Network Bandwidth Planning ...................................................................................... 548
D.3.1. Bandwidth Estimates ...................................................................................... 548
D.4. Managing Large Client Account Lists on Distributed Sites ................................................. 548
D.4.1. Known limitations .......................................................................................... 549
E. Upgrading From a Previous Version ....................................................................................... 550
E.1. The recommended upgrade procedure ......................................................................... 550
F. Upgrading from PaperCut Quota ............................................................................................ 551
F.1. Upgrade process ...................................................................................................... 551
F.1.1. Step 1 - Stop and disable PaperCut Quota .......................................................... 551
F.1.2. Step 2 - Install PaperCut MF ............................................................................ 551
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F.1.3. Step 3 - Configure and test printers ................................................................... 551
F.1.4. Step 4 - Import the existing User Balances .......................................................... 552
F.1.5. Step 4b - Import the existing Accounts ............................................................... 553
F.1.6. Step 5 - Upgrade client software ....................................................................... 554
F.1.7. Step 6 - Optionally uninstall PaperCut Quota ....................................................... 554
G. Example User Information Sheets .......................................................................................... 555
G.1. Example 1: Printing with the popup confirmation window .................................................. 555
G.1.1. Popup Confirmation Dialog .............................................................................. 555
G.1.2. The Printing Balance Window .......................................................................... 555
G.1.3. Resolving Problems ....................................................................................... 556
G.1.4. Printing Denied Message ................................................................................ 556
G.2. Example 2: Printing with shared accounts (for staff) ........................................................ 556
G.2.1. Shared Account Selection Popup Window .......................................................... 556
G.2.2. Resolving Problems ....................................................................................... 557
G.2.3. Printing Denied Message ................................................................................ 558
G.3. Example 3: Printing using a release station ................................................................... 558
G.4. Example 4: Refunding a print job (for staff) .................................................................... 559
G.4.1. Refund ........................................................................................................ 559
G.4.2. Action Refund Requests ................................................................................. 560
G.5. Example 5: Adding credit using a TopUp/Pre-Paid Card ................................................... 561
G.6. Example 6: Printing from a wireless network or laptop (Web Print) ..................................... 562
H. END USER LICENSE AGREEMENT (EULA) ........................................................................... 568
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List of Figures
1.1. The user client tool .............................................................................................................. 4
1.2. The User Client account selection popup .................................................................................. 5
1.3. The Windows print queue ...................................................................................................... 6
1.4. PaperCut MF Architecture - an advanced configuration ............................................................... 7
2.1. Network printer configuration ................................................................................................ 11
2.2. Configuring Windows print queue permissions .......................................................................... 12
2.3. Configuring Windows print queue client rendering ..................................................................... 13
2.4. Setup wizard ..................................................................................................................... 14
2.5. PaperCut MF Configuration wizard ......................................................................................... 15
2.6. User sync configuration wizard page ...................................................................................... 16
2.7. The Mac installer ................................................................................................................ 19
2.8. PaperCut MF Configuration wizard ......................................................................................... 20
2.9. User sync configuration wizard page ...................................................................................... 21
2.10. Creating the host user account - part 1 .................................................................................. 24
2.11. Creating the host user account - part 2 .................................................................................. 25
2.12. The Novell OES Linux install process .................................................................................... 26
2.13. PaperCut MF Configuration wizard ....................................................................................... 27
2.14. eDirectory/LDAP configuration wizard page ............................................................................ 28
2.15. The Linux install process .................................................................................................... 33
2.16. PaperCut MF Configuration wizard ....................................................................................... 34
2.17. User sync configuration wizard page ..................................................................................... 35
2.18. Ensure the advanced popup is enabled ................................................................................. 38
2.19. The account selection popup (displaying extra accounts) .......................................................... 39
4.1. Application navigation tabs ................................................................................................... 48
4.2. The Actions area. Click to perform the action. ........................................................................... 48
4.3. Buttons to validate and save settings ...................................................................................... 48
4.4. The crumb trail highlighting the location ................................................................................... 49
4.5. A red status message indicating a validation error ..................................................................... 49
4.6. A field highlighted indicating a validation error .......................................................................... 50
4.7. Application navigation tabs ................................................................................................... 50
4.8. Adjusting a user's credit up $10.00 ......................................................................................... 53
4.9. A 40% discount applied to double-sided printing ....................................................................... 54
4.10. Printer Filters and Restrictions ............................................................................................. 55
4.11. A printer disabled for 1 hour ................................................................................................ 56
4.12. The user client displaying the "Advanced Account Selection Popup" ............................................ 56
4.13. The user client tool ............................................................................................................ 58
4.14. User 30-day account balance history .................................................................................... 59
4.15. Printer utilization chart ....................................................................................................... 60
4.16. Print page history for a single printer ..................................................................................... 60
4.17. Printer report in PDF .......................................................................................................... 61
4.18. Printer usage log .............................................................................................................. 62
4.19. User account transaction log ............................................................................................... 62
5.1. PaperCut user client on Mac OS X ......................................................................................... 63
5.2. PaperCut user web pages .................................................................................................... 64
5.3. Example of customized user web pages .................................................................................. 64
5.4. The user client balance window ............................................................................................. 65
5.5. The user client's confirmation popup ....................................................................................... 65
5.6. The user client's standard account selection popup ................................................................... 66
5.7. The user client's advanced account selection popup .................................................................. 66
5.8. PaperCut Client on Mac OS X ............................................................................................... 67
5.9. Deploying an MSI package as part of a Group Policy ................................................................. 69
5.10. Configuring a startup application in Group Policy Manager ........................................................ 70
5.11. Upgrading an MSI package as part of a GPO ......................................................................... 71
5.12. Toast Notification (panel at top right) in Metro Mode ................................................................. 71
5.13. Connecting to a Windows server .......................................................................................... 73
5.14. The PCClient share's connection string ................................................................................. 73
5.15. Add PCClient as a Login Item .............................................................................................. 74
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5.16. Control-click and open the package contents .......................................................................... 75
5.17. Double-click to install the login hook ..................................................................................... 75
5.18. A user's summary information .............................................................................................. 78
5.19. Draw a user's attention to their environmental impact ............................................................... 78
5.20. A list of available shared accounts ........................................................................................ 79
5.21. Printing costs as seen by the user ........................................................................................ 79
5.22. Using a TopUp/Pre-Paid Card ............................................................................................. 79
5.23. Transferring funds to another user ........................................................................................ 80
5.24. A user's recent balance transactions ..................................................................................... 80
5.25. A user's recent printing ....................................................................................................... 81
5.26. The user's view of jobs pending release ................................................................................. 81
5.27. Web Print jobs in progress .................................................................................................. 82
5.28. Environmental Dashboard .................................................................................................. 83
5.29. Windows live tile sample .................................................................................................... 83
5.30. Tile sample: 5 stars ........................................................................................................... 84
5.31. Tile sample: Organization C02 use ........................................................................................ 84
5.32. Tile sample: Organization tree consumption ........................................................................... 84
5.33. Tile sample: Organization weekly printed sheets ..................................................................... 84
5.34. Tile sample: Tip to use grayscale ......................................................................................... 85
5.35. Tile sample: User energy use .............................................................................................. 85
5.36. Mobile user web tools - summary page .................................................................................. 86
5.37. View in Desktop mode link ................................................................................................ 87
5.38. Mobile user web tools - balance ........................................................................................... 87
5.39. Mobile user web tools - environmental impact statistics ............................................................. 87
5.40. Mobile user web tools - redeem TopUp/Pre-Paid Card .............................................................. 87
5.41. Mobile user web tools - entering a TopUp/Pre-Paid Card number ............................................... 87
5.42. The Paper-Less Alliance Desktop Widget .............................................................................. 88
5.43. The Environmental Impact Gadget ....................................................................................... 89
5.44. The Print Balance Gadget ................................................................................................... 89
6.1. Adding/removing groups ...................................................................................................... 92
6.2. The Group Details screen ..................................................................................................... 93
6.3. Initial settings applied to new users ........................................................................................ 95
6.4. Setting a user's overdraft to $20.00 ........................................................................................ 97
6.5. User printing disabled using a time-latch ............................................................................... 104
6.6. View/edit department history link on User Details page ............................................................. 104
6.7. Department history page with date to change highlighted .......................................................... 105
6.8. View/edit department history link on User Details page ............................................................. 105
6.9. Link to delete a historical department (or office) change. ........................................................... 105
6.10. Department history page after having deleted a historical change ............................................. 106
7.1. The Template Printer ......................................................................................................... 111
7.2. Copy settings from one printer to others ................................................................................ 112
7.3. Printer disabled using a time-latch ........................................................................................ 113
7.4. Standard charging example ................................................................................................ 114
7.5. Advanced differential charging example ................................................................................ 115
7.6. Print conversion filters ....................................................................................................... 116
7.7. Some of the available print restriction filters ........................................................................... 117
7.8. Advanced conversion functionality with print scripting ............................................................... 117
7.9. Converting student printing to grayscale ................................................................................ 118
7.10. Job Log showing an EMF job ............................................................................................ 120
7.11. Select "staff" from the list of groups ..................................................................................... 122
7.12. Adding a new printer group "Type:Color" .............................................................................. 123
7.13. Adding an existing printer group ......................................................................................... 124
7.14. Three cost adjustments defined at the printer level ................................................................. 125
7.15. Cost adjustments displayed in the Advanced Client Popup ...................................................... 126
7.16. Cost adjustments displayed in the Manager Mode Popup ........................................................ 126
7.17. Turning on popup authentication at the user level .................................................................. 129
7.18. PaperCut MF client requesting for authentication ................................................................... 129
7.19. The color detection setting for a printer ................................................................................ 131
7.20. Enabling the hardware check ............................................................................................ 133
7.21. Hardware check adjustment options ................................................................................... 134
7.22. Printer properties dialog: .................................................................................................. 135
7.23. Printer ports dialog: ......................................................................................................... 136
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7.24. Add port dialog: .............................................................................................................. 136
7.25. Choose printer port: ......................................................................................................... 137
7.26. Hardware check status ..................................................................................................... 138
7.27. Hardware check log status ................................................................................................ 138
7.28. An example watermark using variables ................................................................................ 140
7.29. Print Job Log showing the PostScript metadata ..................................................................... 142
7.30. Enabling watermarking in the Admin Console ....................................................................... 142
7.31. Searching job log for signature b608c7a39f08643768051217f2f5315a ................................ 145
7.32. Job Log showing an EMF job ............................................................................................ 145
7.33. Job Log showing a ESC/P2(Epson) job ............................................................................... 146
7.34. Failure mode settings ...................................................................................................... 146
7.35. Status of print jobs logged after reconnection ........................................................................ 148
7.36. Toner level information on Printer Details screen ................................................................... 149
7.37. Enabling end-user print job refund requests .......................................................................... 151
7.38. A [Request Refund] link on the Recent Print Jobs .................................................................. 151
7.39. Sending refund request .................................................................................................... 152
7.40. Approving a refund request from the Refunds tab in the admin interface. .................................... 152
7.41. Overview of user's refund request ...................................................................................... 153
7.42. Printer refund request user notification options ...................................................................... 154
7.43. Defining custom printer fields ............................................................................................ 155
7.44. Custom printer fields ........................................................................................................ 156
8.1. Selecting a shared account with the User Client popup ............................................................. 159
8.2. Creating a shared account .................................................................................................. 160
8.3. The template account ........................................................................................................ 161
8.4. Template account settings .................................................................................................. 161
8.5. Client / Matter Naming Model example .................................................................................. 162
8.6. Searching accounts by client name in the client/matter code naming model .................................. 163
8.7. Searching accounts by client code in the client/matter code naming model ................................... 164
8.8. Searching accounts by matter name in the client/matter code naming model ................................ 165
8.9. Searching accounts by matter code in the client/matter code naming model ................................. 166
8.10. Project / Phase Naming Model example .............................................................................. 167
8.11. Searching accounts by project name or number in the project/phase code naming model .............. 167
8.12. Searching accounts by phase in the project/phase code naming model ...................................... 168
8.13. Selecting a shared account from the popup .......................................................................... 169
8.14. The user's popup settings under User -> User Details ............................................................ 169
8.15. Setting up shared account security ..................................................................................... 171
8.16. The standard account selection popup ................................................................................ 172
8.17. Client popup options defined on a per-user basis ................................................................... 173
8.18. The print job confirmation dialog (no account selection options) ................................................ 173
8.19. The advanced account selection popup ............................................................................... 175
8.20. The manager mode popup ................................................................................................ 177
8.21. Account selection option to automatically charge to a shared account ........................................ 177
8.22. Configuration allowing only selection of other user accounts .................................................... 178
8.23. Popup requesting the user to enter their username and password ............................................. 178
9.1. An example report displaying different date ranges .................................................................. 186
9.2. Selecting Ad-hoc date ranges and filters for reports ................................................................. 187
9.3. Printer log PDF report ........................................................................................................ 187
9.4. Clickable report icons to run reports in different formats (PDF, HTML, CSV (Excel)). ...................... 188
9.5. Filters applied to the shared account print log ......................................................................... 189
9.6. The Scheduled Reports page .............................................................................................. 191
10.1. Central Reports across multiple application servers ............................................................... 195
10.2. Central Reports Status Tab ............................................................................................... 198
11.1. The Standard Release Station ........................................................................................... 201
11.2. Manager-mode web-based release station ........................................................................... 202
11.3. Web-based release station within the admin pages ................................................................ 202
11.4. End-user web-based interface listing held jobs ...................................................................... 203
11.5. Mobile Print Release listing held jobs .................................................................................. 203
11.6. All documents easily identifiable by document and machine name ............................................ 207
11.7. End-user web based release interface options ...................................................................... 212
12.1. Single Virtual Queue (High School) ..................................................................................... 217
12.2. Multiple Virtual Queues (Graphics Department) ..................................................................... 219
12.3. Multiple Location Specific Virtual Queues (Large Company) .................................................... 221
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PaperCut MF 14.1 User Manual
12.4. Find Me Printing and Web Based Release Interfaces ............................................................. 222
12.5. Simple Load Balancing .................................................................................................... 227
13.1. The devices tab provides an overview over tracked photocopiers and other devices ..................... 229
13.2. The device details page includes a detailed device status message - in this case 'connect timed out'. 229
13.3. Standard release station configuration for multi-function devices ............................................... 230
13.4. Find Me Printing setup example: The device displays print jobs from the virtual queue "Library MFDs"
and forwards them to "Color Copier 1" ........................................................................................ 231
14.1. The Dashboard Page ....................................................................................................... 233
14.2. User/group sync source options ......................................................................................... 235
14.3. Progress of a user/group synchronization process ................................................................. 237
14.4. On demand user creation options ....................................................................................... 239
14.5. The list of users and groups granted admin access ................................................................ 242
14.6. The list of users and groups granted admin access ................................................................ 243
14.7. The list of users and groups granted admin access ................................................................ 244
14.8. Options for a notification sent before a held job gets deleted .................................................... 247
14.9. Options for a single system notification ................................................................................ 248
14.10. Printer error notification settings ....................................................................................... 251
14.11. Low toner notification settings .......................................................................................... 252
14.12. Error level event notification settings ................................................................................. 253
14.13. Pending refund request notification settings ........................................................................ 253
14.14. Draw a user's attention to their environmental impact ............................................................ 256
15.1. Entering a batch ID ......................................................................................................... 261
15.2. Defining a valid till date .................................................................................................... 262
15.3. Options to edit the card design .......................................................................................... 262
15.4. Enable Macros in MS Word 2007 ....................................................................................... 264
15.5. Cards ready for printing .................................................................................................... 265
15.6. Imported card numbers .................................................................................................... 266
15.7. Inserting a new logo into a card ......................................................................................... 267
15.8. Propagate labels button in previous versions of MS Word ....................................................... 268
15.9. Update labels button in MS Word 2007 ................................................................................ 268
15.10. Using a card ................................................................................................................. 269
16.1. Secondary server reporting back to primary server (application server) ...................................... 275
16.2. PaperCut MF Architecture - an advanced configuration ........................................................... 276
17.1. Customizing the user client link .......................................................................................... 278
17.2. Customized user client link ............................................................................................... 278
17.3. A customized end-user web designed for St Mary's Anglican Girls School .................................. 280
17.4. A customized end-user web designed for Williamstown High School ......................................... 281
17.5. Login Page with custom instructions ................................................................................... 282
17.6. Adding a new custom navigation link to the user web interface ................................................. 283
17.7. Example custom navigation link in the user web interface ........................................................ 283
17.8. Deleting a custom navigation link ....................................................................................... 284
17.9. Customized logo (admin-logo.png) in the administration interface ............................................. 285
17.10. Customized logo (admin-main-logo.png) in the administration interface .................................... 285
17.11. Customized content in the administration interface dashboard ................................................ 286
17.12. Example custom report header usage ............................................................................... 286
17.13. Customized design of Mobile Print Release for WilTown School ............................................. 290
18.1. Single Sign-on Configuration ............................................................................................. 293
19.1. Print Policy Pop-up (as implemented in the Print Policy Recipe) ............................................... 296
19.2. The print script editor showing a sample script ...................................................................... 297
19.3. Example syntax error in a print script .................................................................................. 298
19.4. Example runtime error in a print script ................................................................................. 298
19.5. Importing a print script recipe ............................................................................................ 299
19.6. Importing a print script snippet ........................................................................................... 299
19.7. Print Script Client Prompt with HTML formatting .................................................................... 313
22.1. Google Cloud Print and PaperCut ...................................................................................... 331
22.2. Google Cloud Print Setup Wizard ....................................................................................... 335
22.3. Google Request for Permissions Window ............................................................................ 336
22.4. Sharing a printer on Mac OS ............................................................................................. 341
22.5. Accessing the installation URL manually, using Safari ............................................................ 342
22.6. The "Install Profile" dialog, displayed after accessing the installation URL ................................... 342
22.7. The PaperCut App for iPad on the home screen .................................................................... 343
22.8. The PaperCut App for iPad (before printing) ......................................................................... 344
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PaperCut MF 14.1 User Manual
22.9. The PaperCut App for iPhone(before printing) ....................................................................... 344
22.10. Printing from iOS ........................................................................................................... 345
22.11. Printing (PaperCut) app on the home screen ....................................................................... 346
22.12. Authenticating to the PaperCut iPad App ............................................................................ 347
22.13. The PaperCut App for iPad (after printing) .......................................................................... 348
22.14. The PaperCut App for iPhone (after printing) ....................................................................... 348
22.15. Printing from iOS ........................................................................................................... 349
22.16. Printing (PaperCut) app on the home screen ....................................................................... 350
22.17. Authenticating to the PaperCut App .................................................................................. 351
22.18. The account selection dialog in the PaperCut App ................................................................ 352
22.19. The PaperCut App for iPad (after printing) .......................................................................... 353
22.20. The PaperCut App for iPhone (after printing) ....................................................................... 353
22.21. Email to Print workflow ................................................................................................... 357
22.22. Email to Print configuration .............................................................................................. 359
22.23. Web Print architecture overview ....................................................................................... 363
22.24. Web Print Server status OK ............................................................................................. 367
22.25. The PaperCut Web Print dialog ........................................................................................ 370
22.26. Web Print Server status OK ............................................................................................. 371
22.27. Web Print link in the user interface .................................................................................... 371
22.28. The front Web Print page before any jobs have been submitted .............................................. 372
22.29. Customizable Web Print introductory message .................................................................... 372
22.30. Web Print wizard step 1: list of printers available for Web Print ............................................... 372
22.31. Web Print wizard step 2: selecting the number of copies for a Web Print job .............................. 373
22.32. Web Print wizard step 2: account selection options .............................................................. 374
22.33. Web Print wizard step 3: upload a document ....................................................................... 375
22.34. Web Print wizard step 3: document upload in progress ......................................................... 376
22.35. List of active Web Print jobs ............................................................................................ 376
22.36. Web Print settings in the admin interface ............................................................................ 377
22.37. Web Print: selecting a printer from the list, which may be replaced with a map or custom list ........ 378
22.38. Web Print: printer selection map with a simple floor plan ....................................................... 379
22.39. Web Print: printer selection map with a simple site plan ......................................................... 380
22.40. Installing the XPS Viewer for Windows Server 2008 ............................................................. 386
22.41. Select a Class Driver ..................................................................................................... 388
22.42. The Mobile Print Release printer list .................................................................................. 389
22.43. An empty job list ........................................................................................................... 390
22.44. Jobs display in a held jobs list .......................................................................................... 390
22.45. Showing the details of a job in the held job list ..................................................................... 391
22.46. Selecting the disired jobs in the held job list ........................................................................ 391
23.1. Grid view is a great way to locate jobs visually ...................................................................... 397
23.2. Inspecting a print log in the full screen viewer. The viewer toolbar supports navigation, zoom, image
rotation and PDL file download. ................................................................................................. 398
23.3. Print Archiving options on the Options tab ............................................................................ 403
23.4. The print job viewer showing the download PDL option in the toolbar ......................................... 409
23.5. The print job viewer showing the remove option in the toolbar .................................................. 410
24.1. Web Cashier items .......................................................................................................... 413
24.2. Web Cashier Purchase example ........................................................................................ 414
24.3. Web Cashier Purchase Acknowledgement Slip ..................................................................... 415
24.4. Web Cashier Deposit example ........................................................................................... 416
24.5. Web Cashier Deposit Acknowledgement Slip ........................................................................ 416
24.6. Web Cashier default configuration ...................................................................................... 418
24.7. Web Cashier user ........................................................................................................... 419
25.1. Stopping the service and setting to Manual startup ................................................................ 422
25.2. Creating a new cluster resource ......................................................................................... 423
25.3. Cluster service parameters configuration ............................................................................. 423
25.4. Stopping the service and setting to Manual startup ................................................................ 429
25.5. Adding a new Generic Service Resource ............................................................................. 429
25.6. Cluster service parameters configuration ............................................................................. 430
25.7. Adding a new Generic Service Resource ............................................................................. 432
25.8. PaperCut Application Server Properties configuration ............................................................. 433
25.9. PaperCut dependencies configuration ................................................................................. 433
25.10. Stopping the service and setting to Manual startup ............................................................... 437
27.1. PaperCut MF client requesting authentication ....................................................................... 456
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PaperCut MF 14.1 User Manual
28.1. Setting up a printer on Mac OS 10.7 Server using Jetdirect ..................................................... 470
28.2. Enable IPP on each queue via Server Admin ........................................................................ 471
28.3. Setting up a workstation printer on Mac OS 10.7 ................................................................... 472
28.4. Publishing printers using Server Admin on Mac 10.7 .............................................................. 473
28.5. Setting up a printer on Mac OS 10.8 / 10.9 Server using Jetdirect ............................................. 474
28.6. Sharing printers for a print queue in Mac OS 10.8 / 10.9 ......................................................... 475
28.7. Setting up a workstation printer on Mac OS 10.8 / 10.9 ........................................................... 476
28.8. Publishing printers using Server Admin on Mac 10.8 .............................................................. 477
28.9. Connecting the printers to the Mac OS X server .................................................................... 479
28.10. Installing the PaperCut Client software .............................................................................. 480
29.1. Turn off simple file sharing ................................................................................................ 485
29.2. Turn off simple file sharing ................................................................................................ 486
29.3. Enable perform printing as other user .................................................................................. 487
30.1. Internal users options ...................................................................................................... 491
30.2. Web based internal user registration interface ....................................................................... 491
30.3. Creating an internal user from the administration interface ....................................................... 492
30.4. Login screen showing the registration link ............................................................................ 492
30.5. Changing an internal user password from the administration interface ....................................... 493
30.6. Changing an internal user password from the user web page ................................................... 494
31.1. Enabling Multiple Personal Accounts for the first time ............................................................. 498
31.2. Multiple Account Priorities ................................................................................................. 499
31.3. User payment accounts .................................................................................................... 499
31.4. Separate Cash and Quota accounts ................................................................................... 500
31.5. Example of an advanced account setup ............................................................................... 501
B.1. Disable simple file sharing .................................................................................................. 537
D.1. Database growth using the internal database ......................................................................... 546
D.2. Database growth using a Microsoft SQL Server database ........................................................ 547
G.1. Client Popup Confirmation Window ...................................................................................... 555
G.2. Printing balance window showing $10.00 of printing balance ..................................................... 556
G.3. Printing balance icon in the system tray ................................................................................ 556
G.4. Printing denied message ................................................................................................... 556
G.5. Shared Account Selection Popup ........................................................................................ 557
G.6. Printing balance icon in the system tray ................................................................................ 558
G.7. Printing denied message ................................................................................................... 558
G.8. Login screen ................................................................................................................... 558
G.9. Print jobs waiting in a release station ................................................................................... 559
G.10. Job Log ........................................................................................................................ 559
G.11. Refunding print job ......................................................................................................... 560
G.12. Approving a refund request from the Refunds tab in the admin interface. ................................... 560
G.13. Overview of user's refund request ...................................................................................... 561
G.14. Balance window showing the Details link ............................................................................. 561
G.15. Redeem Card page ........................................................................................................ 562
G.16. Printing using PDF Creator or XPS Document Writer ............................................................. 563
G.17. Web Print link ................................................................................................................ 563
G.18. Web Print front page showing active jobs ............................................................................ 564
G.19. Instructions for using the system ....................................................................................... 564
G.20. Choosing the printer ....................................................................................................... 564
G.21. Enter the number of copies .............................................................................................. 565
G.22. Upload a document ........................................................................................................ 566
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List of Tables
6.1. Quota schedule times .......................................................................................................... 93
6.2. User Import File Format ....................................................................................................... 99
6.3. User Card/Identity Update File Format .................................................................................. 101
7.1. Cost Adjustment Types ...................................................................................................... 125
7.2. User Client Popup Config Keys ........................................................................................... 130
7.3. Substitution Variables/Macros ............................................................................................. 143
7.4. Fields available printer refund request user notifications ........................................................... 155
7.5. Examples of usernames seen in spool files and regular expressions to extract them ...................... 157
8.1. Shared Account Import File Format ...................................................................................... 181
9.1. Report Formats ................................................................................................................ 188
9.2. Scheduled reports delivery times ......................................................................................... 193
9.3. Advanced Reporting Config Keys ......................................................................................... 194
10.1. Central Reports statements in server.properties .................................................................... 198
11.1. Standard Release Station config settings ............................................................................. 210
11.2. Standard Release Station modes ....................................................................................... 211
14.1. Example regular expressions to extract card numbers ............................................................ 239
14.2. Fields available in printing notifications ................................................................................ 247
14.3. Fields only available in notification sent before deleting the held job .......................................... 248
14.4. Fields available in low balance notifications .......................................................................... 248
14.5. Advanced email notification (SMTP) settings ........................................................................ 249
14.6. SMTP configuration example: internal SMTP server (no authentication) ..................................... 249
14.7. SMTP configuration example: internal SMTP server with authentication ..................................... 249
14.8. SMTP configuration example: Gmail ................................................................................... 250
14.9. SMTP configuration example: Gmail (alternate config) ............................................................ 250
14.10. Fields available in printer error notifications ........................................................................ 252
14.11. Fields available in error level event notifications ................................................................... 253
14.12. Fields available in pending refund request notifications ......................................................... 253
14.13. Default Web Session Inactivity Timeout Values ................................................................... 255
14.14. Timeout Web Session Config Keys ................................................................................... 256
14.15. Environmental Impact Reporting ....................................................................................... 257
15.1. Card Terminology ........................................................................................................... 260
16.1. PaperCut MF services/components .................................................................................... 274
17.1. User Client Customization Config Keys ............................................................................... 279
17.2. Files used to customize the user web pages ......................................................................... 281
17.3. Config Keys for Customizing the Login Page ........................................................................ 283
17.4. Fields available for replacement in custom navigation links in the user web interface .................... 284
17.5. Files used to customize the administration web pages ............................................................ 286
17.6. Text print log file format .................................................................................................... 288
17.7. Files used to customize Mobile Print Release ....................................................................... 290
19.1. Print Workflow Hooks ...................................................................................................... 301
19.2. Job Info Script Reference (inputs.job) ............................................................................ 303
19.3. User Info Script Reference (inputs.user) ......................................................................... 304
19.4. Client Info Script Reference (inputs.client) .................................................................... 304
19.5. Printer Info Script Reference (inputs.printer) ................................................................. 305
19.6. Utilities Script Reference (inputs.utils) .......................................................................... 305
19.7. Job Actions Script Reference (actions.job) ...................................................................... 308
19.8. Client Actions Script Reference (actions.client) .............................................................. 311
19.9. Log Actions Script Reference (actions.log) ...................................................................... 314
19.10. Utility Actions Script Reference (actions.utils) .............................................................. 315
19.11. User Actions Script Reference (actions.user) ................................................................. 315
19.12. Printer Actions Script Reference (actions.printer) ......................................................... 316
22.1. Technology Benefits ........................................................................................................ 328
22.2. Technology Options ........................................................................................................ 328
22.3. Technology Options ........................................................................................................ 329
22.4. Email to Print Advanced Configuration ................................................................................ 361
22.5. Web Print Supported Applications and File Formats ............................................................... 364
22.6. Web Print Setup Options (by platform) ................................................................................ 365
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22.7. Web Print Settings .......................................................................................................... 377
22.8. Files used for custom printer selection in the Web Print wizard ................................................. 379
22.9. Web Print Config Editor Keys ............................................................................................ 383
22.10. Web Print Server Config File ........................................................................................... 384
22.11. Advanced Mobile Print Release Config Keys ....................................................................... 394
23.1. Print Archiving Advanced Config Keys ................................................................................. 408
24.1. Web Cashier Settings ...................................................................................................... 417
24.2. Web Cashier Reports ...................................................................................................... 419
26.1. Secured Application Areas ................................................................................................ 447
26.2. Standard print commands ................................................................................................. 449
26.3. Advanced Configuration ................................................................................................... 450
30.1. Internal User Import File Format ......................................................................................... 496
A.1. XML Web Services Methods ............................................................................................... 523
A.2. User Client command-line options ....................................................................................... 532
A.3. Windows installer command-line options ............................................................................... 535
A.4. Fields for Importing Print Job Details .................................................................................... 536
C.1. LDAP Config entries ......................................................................................................... 542
C.2. Unix / Open Directory LDAP default settings .......................................................................... 543
C.3. Novell eDirectory LDAP default settings ................................................................................ 543
C.4. Active Directory LDAP default settings .................................................................................. 544
G.1. Web Print Supported Applications and File Formats ................................................................ 562
xxiii
Preface
1. About This Guide
The PaperCut MF User Guide covers the setup, management and configuration of PaperCut MF.
For information regarding how to configure and install PaperCut MF, see the Quick Start Guide in Chapter 4, Quick
Tour, and the accompanying sections like Chapter 16, Configuring Secondary Print Servers and Locally Attached
Printers. Prior to installing the application please take a few moments to read key sections of this manual. In
addition, people new to print control may also find the accompanying implementation guide available from the
PaperCut Software website useful in managing the deployment process.
The latest version of this manual in HTML and a printable PDF format are available from the PaperCut Software
International Pty Ltd website at http://www.papercut-mf.com/.
2. Expectations & Prerequisites
PaperCut MF is a network based server application. Experience with basic network concepts such as server
administration and network connectivity is expected. Prior to installing or evaluating PaperCut MF you should be
familiar with:
•
The concept of sharing printers and print servers
•
Understanding of client-server relationships
•
Understanding of basic security concepts such as permissions, groups and users.
3. Terminology used in this document
To make reading this manual easier, the names of all of the screens, tabs and actions from PaperCut MF are
marked up in a different font. The User Details screen for instance.
A sub-screen or tab is indicated with an arrow. User Details → Adjustments means: select Adjustments & Charges
tab from the User Details screen.
User Interface Buttons are indicated like this: Press OK to continue.
System output and keyboard input is indicated with a different font as well.
Field labels are indicated like this Username.
Important
Important notes are marked like this.
Tip
Tips provide useful advice to make your life easier.
xxiv
Preface
Caution
Indicate situations where you have to be careful what you are doing.
Warning
Where extreme care has to be taken.
4. Notice
While every effort has been taken to ensure the accuracy and usefulness of this guide, we cannot be held
responsible for the occasional inaccuracy or typographical error. If you do find an error, please let the PaperCut
Software Development Team know.
Information in this document is subject to change without notice. The names of companies, products, people,
characters, and data mentioned herein are fictitious and are in no way intended to represent any real individual,
company, product, or event, unless otherwise noted. No part of this document may be reproduced or transmitted in
any form without the express written permission of PaperCut Software International Pty Ltd.
PaperCut is a trademark of PaperCut Software International Pty Ltd.
(c) Copyright 1999-2014 PaperCut Software International Pty Ltd. All rights reserved.
xxv
Chapter 1. Introduction
1.1. What is PaperCut MF?
PaperCut MF is a comprehensive print management system designed to seamlessly monitor and control your
resources with easy to use administrative and user tools that can be securely accessed from anywhere on the
network though a web browser.
Print management requirements vary from organization to organization, and often change dramatically within an
organization over time. PaperCut MF is designed for flexibility and scalability and can be configured to meet your
print management needs now and in the future. It is used in a wide variety of environments ranging from universities
with large printer fleets supporting over 100,000 users to smaller organizations that track printing for a fewer than 50
users on 3 or 4 printers. You can implement a basic system within a few minutes, or if you need more than simple
monitoring and reporting, you can configure powerful features that include differential pricing, blocking filters and
programmatic control via APIs and scripting. No matter where you start, you can easily adjust parameters to
implement changes as gradually or quickly as you wish.
Possible implementations can include:
•
Silent activity monitoring
•
Visible activity monitoring and expense tracking by work area, projects and departments
•
Quota/allowance enforcement
•
Charge per-print system
•
Combinations of all of the above to accommodate various user / group profiles
In addition PaperCut MF provides system administrators with a kit of tools to manage printers including:
•
Detailed logging and reporting
•
Notifications for printer errors and low toner
•
Job blocking filters and re-direction
1.1.1. Benefits
Some of the key benefits of PaperCut MF are:
•
Transfers accountability to users or departments by individually tracking activity.
•
Creates environmental awareness by drawing users' attention to the impact of their specific usage.
•
Reduces overall printing cost through job filtering, enforcing flexible quotas, or direct cost recovery.
•
Discourages overuse of IT resources by establishing a managed print environment.
•
Improves efficiency by allowing administrators to create rules that can steer printing to designated printers for
load balancing, to implement 'Find Me' printing, or to redirect print jobs based on criteria defined using advanced
scripting tools.
•
Improves network reliability by implementing rules to prevent printer queue jams, queue hogging, and
inappropriate printing types.
•
Protect intellectual property and conform to audit objectives by enabling features such as print auditing and
digital signatures.
1
Introduction
1.1.2. Key Features
Some of the key features of PaperCut MF are:
•
Track all printing activity by user, client account, printer and document metadata.
•
Enforce per user quotas, or group account budgets
•
Differential print cost/charging allowing costs to be assigned on a per printer basis with advanced options to
charge different amounts based on document type (e.g. color, grayscale or duplex), page size, user or group.
•
Hardware neutral solution supports all major printer types and operating systems. No hardware vendor lock-in!
•
Both cross-platform and multi-platform support. Run a mix of Windows and/or Linux print servers and support
clients ranging from Windows, Mac, Linux, Unix and Novell OES.
•
User Web Tools allow end-users to track usage, transfer funds, request refunds and upload documents from
unauthenticated (wireless) laptops.
•
Provides end-users with advanced options to allocate print jobs to shared accounts, cost centers, faculties or
departments.
•
Single sign-on user authentication with native Active Directory integration or synchronization with LDAP user
accounts. (no separate passwords to manage!)
•
Flexible hold/release queue support with Release Station software allowing administrators to implement
management approved or secure user release printing environments.
•
Service Oriented Architecture utilizing the latest software design methods including, test driven development,
XML Web Services and layered architecture. This ensures scalability and stability by design.
•
Advanced reporting and charts available in standard formats including PDF, Excel, and HTML. All reports
accessible from anywhere on the network via a standard web browser.
•
Ability to run on top of leading 3rd party Relational Database Management Systems (RDBMS) including
Microsoft SQL Server, Oracle, MySQL and PostgreSQL Database.
•
Enterprise level security and encryption based on SSL.
•
Open architecture with a powerful scripting language, source code access and API documentation.
1.1.3. System Requirements
PaperCut MF supports the following server platforms:
•
Microsoft Windows Server 2012 R2 (any edition)
•
Microsoft Windows Server 2012 (any edition)
•
Microsoft Windows Server 2008 R2 (any edition)
•
Microsoft Windows Server 2008 (any edition)
•
Microsoft Windows Server 2003 (any edition)
•
Microsoft Windows 2000 (Pro and Server)
•
Microsoft Windows XP (Pro and Pro x64)
•
Microsoft Windows Vista (any edition except Home editions)
•
Microsoft Windows 7 (any edition except Home editions)
•
Mac OS X 10.7 - 10.9+ (i.e. Lion, Mountain Lion, Mavericks)
•
Novell Open Enterprise Server 2 (OES2 SP1+) - 64-bit only
•
Novell Open Enterprise Server 11 (OES11)
•
Most modern Linux operating systems including:
•
Red Hat Enterprise Linux (5.0+)
•
Novell SuSE Linux (10.0+)
2
Introduction
•
Fedora Core (10.0+)
•
Debian (4.0+) and Ubuntu
Print queues may be hosted on:
•
Any Windows version listed above
•
CUPS based print queues on Mac OS X 10.7 and above and Linux
•
Novell OES
Servers and clients must use user ID/username based authentication (e.g. Active Directory, Windows NT, LDAP, or
local system accounts).
Sites with more than 500 users should consider a server class system with more than 512MB of RAM and 500 MB
of free disk space. When using print archiving then at least 100Gb of free disk space is recommended.
PaperCut MF supports approximately 90% of printers on the market. Where possible we recommend printers that
support one of the two major printer language standards - Postscript or PCL. Up-to-date information on printer
compatibility is covered on the PaperCut Software website knowledge base at: PaperCut Knowledge Base Printer
Information [http://www.papercut-mf.com/kb/Main/SupportedPrinters]
On workstation clients:
•
All supported Microsoft Windows platforms: Windows 8, 7, Vista, XP
•
Mac OS X 10.7 or higher recommended
•
Most modern Linux and Unix Operating Systems (Java 5.0+ required for optional client tool)
1.2. How does PaperCut MF work?
Before explaining how PaperCut MF works at a technical and end-user level, the reader should be familiar with the
following key concepts.
1.2.1. Key Concepts
1.2.1.1. Print Server
A print server is a system responsible for hosting print queues and sharing printer resources to desktop
clients/workstations. Users on the workstations submit print jobs to a print server rather then directly to the printer
itself. A print server may be a dedicated server but on many networks this server may also perform other tasks such
as file serving.
1.2.1.2. Print Queue
A print queue is first-in-first-out queue listing all jobs pending on a given printer.
1.2.1.3. User ID/Username
In a multi-user environment, users log on to a network or computer using a username and password. These are
often managed by services such as Active Directory or LDAP. The username is known as the user's identity.
PaperCut MF uses this identity to track printing.
1.2.1.4. Shared Account
A shared account is a PaperCut MF term used to represent an account (pool of funds or allocation group)
accessible to multiple users. Accounts usually represent "work areas" and the term can be used interchangeably
with terms such as Departments, Faculties, Projects, Clients, Client/Matter, or Cost Centers.
1.2.1.5. Client/Server Model
3
Introduction
Client software is a small program that runs on each workstation and communicates with a server. The printing
process on most networks works on a client/server model with clients (workstations) submitting jobs to a server.
PaperCut MF also uses the client/server model in the optional client software to communicate with end-users.
1.2.1.6. Application Server
An application server is a server program responsible for centrally processing “business logic” and providing
services to end-users. PaperCut MF uses the application server model to provide a “business logic” unit for
calculating user costs and providing a web browser interface to end-users.
1.2.1.7. Information Provider
A provider is a software component or program responsible for providing information to an Application Server.
PaperCut MF uses providers to submit print queue/job information to its application server. This information provider
is called the Print Provider. Other important providers included with PaperCut MF include user directory and
authentication providers.
1.2.1.8. Web Application Interface
A web application is a software program that interacts with end-users via a web browser. Examples range from
Google, Microsoft SharePoint, Hotmail, Internet banking and router management consoles. PaperCut MF provides a
web-based interface for system administration and management. Web applications offer administration flexibility by
allowing access from any location on the network and avoid the need for installation of separate software.
1.2.1.9. Scripting Language
A scripting language is a programming language that allows control of one or more software applications. In
PaperCut MF scripting can be used to perform various administrative functions such as modifying parameters for
users, shared accounts or printers. It can also be used for programmatic control during the print process to provide
functionality such as print job re-direction, user notifications / warnings and confirmation for large or expensive print
jobs.
1.2.1.10. Web Print Server
Web print server is the PaperCut terminology for a server that allows laptop (wireless) users to upload Microsoft
Office and PDF files to be printed on network printers from personal computers that are not authenticated to the
network and do not have network printer drivers.
1.2.2. Understanding the print process flow
To help explain what PaperCut MF is and how it works we'll introduce the system by example. We'll start with a
simple high school example:
The student's perspective (transparent quota control):
1.
Chris is a student at a local high school. He has logged onto the network using his username,
chris.j.smith, and is surfing the Internet. He selects Print from his web browser to print out a web page for
his school assignment.
2.
The network administrator has allocated Chris a printing credit budget of $20.00 a month. He can see his
current account balance of $10.00 in the PaperCut Client Tool window.
4
Introduction
Figure 1.1. The user client tool
3.
A confirmation screen listing the number of pages and the cost of the print job is displayed on the Workstation.
4.
Chris confirms the print job.
5.
5 pages come out of the printer.
6.
The network administrator has set a cost-per-page inside PaperCut on the printer at $0.10. Chris' 5 page
document costs $0.50.
7.
Chris' account balance is now at $9.50. He may continue to print until he submits a print job that has a cost that
is higher than the balance in his account.
The teacher's perspective (allocation to accounts):
1.
Matt is an English and Mathematics teacher at the same local high school.
2.
Matt needs to print out a 279 page document for his next class.
3.
The network administrator has configured PaperCut to charge users in the faculty group $.01 per page, and has
granted Matt access to charge to his personal account or to the English or math department's shared accounts.
4.
Matt presses the Print button in the application.
5.
The PaperCut client tool displays a popup and presents Matt with information about the print jobs and requests
an account selection. In this case accounts represent Departments but could also represent projects or other
work areas.
6.
Matt selects the English department's shared account from the list.
Figure 1.2. The User Client account selection popup
7.
The print job is printed and the English department account is charged $2.79 for the print job.
The technical perspective (behind the scenes):
1.
When the teacher, Matt, prints from his application, his workstation transfers the print job to the server and
places it in the print queue.
5
Introduction
Figure 1.3. The Windows print queue
2.
The PaperCut Print Provider intercepts the print job in the queue prior to printing, pauses it, and analyzes the
information determining:
a.
Who printed the document
b.
The number of pages in the document
c.
Other information such as duplex, grayscale mode, paper size, etc.
3.
The Print Provider submits the job's information to the Application Server to process the “business logic”.
4.
The Application Server determines that Matt needs to select the account to charge. It notifies the Client
Software on Matt's desktop.
5.
The Client Software displays the Popup requesting for the user to select an account.
6.
After Matt selects the account, the Application Server is notified of Matt selection. The “business logic” validates
that Matt is authorized to charge to the selected account.
7.
The Application Server charges the appropriate account, logs the job and instructs the Print Provider to resume
or unpause the print job in the print queue allowing it to proceed to the printer.
1.2.3. Architecture Overview
PaperCut MF was developed using the latest software development strategies, a strong influence being Service
Oriented Architecture (SOA). The Print Provider, Application Server and Client Software all communicate with one
another using XML-based web services over HTTP.
6
Introduction
Figure 1.4. PaperCut MF Architecture - an advanced configuration
A more detailed explanation of the architecture and support for multiple servers, web print servers, server clustering,
and payment gateways can be found in subsequent sections of this User Guide.
1.3. The Top-Ten Hidden Features!
Much of PaperCut MF flexibility and usefulness comes not from the features you can see, but from the advanced
hidden features. PaperCut MF is packed full of handy tools, utilities and options and you will read about these
throughout this guide. To provide a quick overview now, the most popular hidden features are:
1.3.1. One: Zero-install Client Deployment
PaperCut MF is implemented using 100% server-side logic and no client software is required. A simple lightweight
client tool is however provided so end-users have access to advanced features such as shared accounts and the
option of viewing their account balance in a popup window.
Deploying client software can be a time consuming and fiddly process. To streamline the process PaperCut MF
allows its client to be run directly off a network share - no need to install locally, or mess around with deployment
tools! Just set the executable as a startup program and it will run and auto-update itself thereafter.
See Section 5.2, “User Client” for more information.
1.3.2. Two: Remote Administration
PaperCut MF is a 100% web based application. Full system administration can be performed from anywhere on the
network via a standard web browser - no special admin software is required! To access the administration section,
point a browser at the server on port 9191:
7
Introduction
http://[server_name]:9191/admin
Encrypted SSL/HTTPS access is also available on port 9192:
https://[server_name]:9192/admin
Access is granted to the built-in admin, or to any user that has been granted administrator level access.
1.3.3. Mobile Printing & BYOD
Mobile Printing & BYOD enables printing from user-owned devices without the overhead of installing printer drivers
and managing workstation authentication to the server.
For example in Web Print Microsost Office or Adobe PDF files are uploaded using the same User Web Tools
available on network computers. Mobile Printing & BYOD is fully integrated into PaperCut's standard print
charging/accounting/quota process. It does not matter if you're a staff user allocating to a faculty or department
account, or a student charging to your free print quota, the user account allocation experience the same as that
seen when printing from a networked desktop system.
PaperCut's Mobile Printing & BYOD has been widely deployed across education campuses and is an ideal solution
for offering print services via student owned laptops, netbooks or hand held devices.
See Section 22.5, “Web Print (Driver-less printing via a web browser)” for more information.
1.3.4. Four: Shared Accounts
Many organizations would like to track their printing on more than a per-user level. With the Shared Accounts
feature, users can allocate jobs to cost areas such as Faculties, Departments, Projects, Clients, Cost Centers, or
Pools. Shared accounts are selected via a customizable popup window. Two popup window types are available:
•
Standard - A simple account selection window design ideal for most users.
•
Advanced - An advanced account selection window designed for the power user including features such as
search, preference list, recent selections, comment entry and invoicing options. This is ideal for businesses
including Engineering, Law, Accounting and Architecture Firms.
Access to accounts is controlled via integrated network group membership or optionally PIN's.
See Chapter 8, Shared Accounts for more information.
1.3.5. Five: Secondary Servers and Local Printers
PaperCut MF is an enterprise level application designed to be managed and controlled from a central location.
Multi-server environments are common in large organizations and PaperCut MF handles them with ease. All servers
are configured to report back to the central Application Server. This ensures that all management, logging and
control is centralized. Secondary servers and workstations with local printers simply run a light weight monitoring
component that communicates to the central server via XML Web Services calls.
Servers and workstations can run the seconary server software on any supported operating system no matter what
operating system is used on the Application Server because PaperCut MF supports mixed or heterogeneous
networks as well!
See Chapter 16, Configuring Secondary Print Servers and Locally Attached Printers for more information.
1.3.6. Six: Scripting
Scripting can be applied on a per printer basis to provide programatic control during the print process. Possible
applications include:
•
Route the job to the cheapest compatible printer and notify the user of the change (least-cost routing)
8
Introduction
•
Prompt users to print large color jobs on a compatible low cost grayscale printer
•
Charge printing during class time to the department
•
Inform user when printer is in error and suggest a compatible alternative
See Chapter 19, Advanced Scripting (Print Scripting) for more information.
1.3.7. Seven: Customizable Web Interface
Did you know that the end-user interface can be quickly customized to make it look like an official part of your
organization's infrastructure? With some simple HTML, you can make the PaperCut MF end-user interface look just
like your existing web site or intranet site.
See Section 17.3, “Customizing the User web pages” for more information.
1.3.8. Eight: XML Web Services and Command-line Control
It seems like everything these days is Web Services enabled. Not to be outdone, PaperCut MF exposes dozens of
API's via secured XML Web Services. This provides advanced administrators and developers with the ability to
programmatically remotely control, integrate and manage the application. The possibilities are endless... some of
our users now have their library fines hooked into the PaperCut MF system!
In addition to the Web Services API's, system administrators may hook into the inner workings of PaperCut MF
using server commands and scripting.
With server commands you can use batch files or scripts to automate system functions such as:
•
Schedule "online" backups to coordinate with your existing backup processes. No need to take the system down
to take a data snapshot.
•
Create users in PaperCut MF automatically and as part of your existing user creation scripts.
•
Automatically import/sync list of accounts from a file, 3rd party system or existing directory structure. (Great for
Engineering and Architecture firms)
See Section A.3, “The XML Web Services API” and Section A.1, “Server Commands (server-command)” for more
information.
1.3.9. Nine: 3rd Party Database Support
PaperCut MF ships with its own preconfigured and self-maintaining database. The system however is database
independent and can be run on top of a number of leading database systems. Maybe you have an existing Microsoft
SQL Cluster and would like to take advantages of this infrastructure. No problem! PaperCut MF can be quickly
configured to hook into your preferred database.
See Chapter 21, Deployment on an External Database (RDBMS) for more information.
1.3.10. Ten: The Development Team
Software is only as good as the development process. PaperCut MF is developed in an open and transparent
fashion by a small development team. Suggestions and feedback are encouraged and source code access is
provided to our customers. The team works closely with key system users to architect new features. A member of
the development team is online for 8 hours a day and is always happy to chat. Come visit us on our Live Web Chat
page!
See the PaperCut Software website http://www.papercut-mf.com/ for more information.
9
Chapter 2. Installation
This chapter covers the initial installation and configuration of PaperCut MF in your network environment. Initial
installation takes only a few minutes on a currently configured server. This guide will walk you through installation
and configuration step-by-step. The process is summarized below:
1.
System requirements check
2.
Downloading and installing PaperCut MF
3.
Completing the configuration wizard
4.
Testing client software
5.
Testing printing and remote access
PaperCut MF is a cross-platform solution and the installation procedure will vary depending on the target operating
system(s). Please jump to the appropriate section below:
•
Windows: Section 2.1, “Installation on Windows”
•
Mac: Section 2.2, “Installation on Apple Mac”
•
Novell: Section 2.3, “Installation on Novell OES Linux (iPrint)”
•
Linux: Section 2.4, “Installation on Linux (CUPS and/or Samba)”
2.1. Installation on Windows
Important
This guide assumes that you are using Windows Server 2008. The process is similar for other
Windows operating systems such as XP, Server 2003 or Windows 7.
If you're upgrading from a previous PaperCut MF version, please refer to the directions outlined in
Appendix E, Upgrading From a Previous Version.
2.1.1. Step 1 - System Requirements & Network Setup
Before installing PaperCut MF for either evaluation or production use, the system administrator should take a few
minutes to verify system requirements.
•
Is the operating system version supported and patches up-to-date? Take a few minutes to verify the system is
current and supported (see Section 1.1.3, “System Requirements”).
•
In workgroup environments (i.e. where no domain is present), some additional configuration may be required.
For more details see Chapter 29, Running in a Workgroup Environment.
•
Are printer(s) installed and hosted on this system? PaperCut MF needs to be installed on the system directly
hosting the printer(s). The printer should be installed as a "Local Printer" with a connection method such as
TCP/IP Port, LPR, or JetDirect or directly connected to the system via USB or LPT Port.
•
In a multi-user environment, printers are often shared with other network users. Other workstations should
connect to these printers as "Network Printers". Ensure workstations are configured to print to the shared print
queues. For example a Windows workstation may connect to a printer via a path like:
\\[samba_server]\[printer].
•
Ensure that printers are configured correctly and work before installing PaperCut MF.
10
Installation
Figure 2.1. Network printer configuration
Important
If you are running the PaperCut MF server on Windows XP (Professional) you must disable "Simple
file sharing". For more information please see Appendix B, Troubleshooting & Technical FAQ's.
If you are running a Windows workgroup network or using Windows XP/Vista Home workstations,
please see Chapter 29, Running in a Workgroup Environment.
2.1.2. Step 2 - Print Queue Configuration
When using release stations or account selection popups, PaperCut pauses jobs on the Windows print queue to
hold jobs prior to printing. It is important, especially in charging environments, that the queue is secured to prevent
users from resuming jobs themselves and bypassing PaperCut. There are two ways a Windows print queue can be
secured:
1.
Configure the queue using the PaperCut TCP/IP Port.
2.
Restrict the print queue security permissions to prevent users from performing management functions.
2.1.2.1. Using the PaperCut TCP/IP Port
Queues configured to use the PaperCut TCP/IP Port will automatically ensure that manually resumed jobs will not
be printed. You will already be using a PaperCut TCP/IP Port if you are using hardware page count validation. You
can see which port is being used in the Ports tab under Printer Properties. If you are not currently using PaperCut
TCP/IP ports, please see Section 7.12.4.2, “Windows printer queue configuration”.
2.1.2.2. Restricting Windows Print Queue Security Permissions
This method works for most versions of Windows. However it may interfere with printing on Windows 8.1 and
Windows 2012 Server SP2. On these systems you should secure printing using PaperCut TCP/IP ports.
11
Installation
To restrict security permissions for a queue:
1.
Log onto the server hosting the printers as an Administrator.
2.
Open the printer configuration screen: Start → Printers
3.
Right-click a printer and select Printer Properties.
4.
Select the Security tab.
5.
Select the CREATOR OWNER user and uncheck the Manage Documents permission. See Figure 2.2,
“Configuring Windows print queue permissions”
6.
Press the OK button.
7.
Perform these steps for each of the monitored printers.
Figure 2.2. Configuring Windows print queue permissions
Tip
A tip from one of our customers Chris, is when using Windows 2008 Server is to use the Server
Manager, navigate to the Print Management Console and globally set the security permissions by
right-clicking the Print Server(s) → Properties → Security and editing the permissions there. Please
note that this will only apply to printers added after the global permissions are changed, not for
pre-existing printers.
2.1.2.3. Windows Server 2008 R2 only
Windows Server 2008 R2 installations may experience an issue where print jobs are not removed from the print
queue when completed. These jobs stay in the queue with a status of 'Sent to Printer'. To work around this you will
need to configure the Printer Driver Isolation so that jobs are removed from the queue when completed.
1.
Log onto the server hosting the printers as an Administrator.
2.
Using the Server Manager, navigate to the Print Management Console: Server Manager → Roles → Print and
Document Services → Print Management → Print Servers → PrintServerName → Drivers
3.
Right-click a printer driver and select Set Driver Isolation → None.
12
Installation
4.
Perform these steps for each of the monitored printers drivers.
Windows 2008 R2 installations may require hotfix KB2906850 be installed. Please consult with your Microsoft
experts regarding the suitability of this hotfix.
Tip
If you receive an "Access denied" error when changing both the CREATOR OWNER permissions and
the Print Driver Isolation settings you may need to turn off the Render print jobs on client
computers found under the Sharing Tab for that printer.
Figure 2.3. Configuring Windows print queue client rendering
2.1.3. Step 3 - Download and Install
PaperCut MF is supplied as a standard Windows setup.exe install program. The latest version may be
downloaded from http://www.papercut-mf.com/. This installer automatically detects whether your operating system is
32 or 64-bit and installs a version of the software optimized for your system. After the download is complete, run the
setup wizard as an administrator level user. A system restart is usually not required but administrators are advised
to perform installation on live production systems during periods of low activity - for example, not during backup
operations or other administration activities.
13
Installation
Figure 2.4. Setup wizard
Select the "Standard installation (primary server)" option and install PaperCut MF onto a hard drive with adequate
free disk space. The default options will suffice for most systems.
2.1.4. Step 4 - Configuration Wizard
After installation, the install will open a web browser window. The configuration stages are explained below:
2.1.4.1. Administrator Password
This is the master password for the main in-built admin account, and is independent of the operating system or
domain passwords. The password will need to meet minimum strength requirements, and must be at least six
characters. Ensure that knowledge of this password is kept secure. This screen also sets the system's physical
location and language; ensure that these are correct before proceeding.
14
Installation
Figure 2.5. PaperCut MF Configuration wizard
Tip
Treat this password like your router/modem management passwords. It is independent of your domain
accounts and needs to be kept secure.
2.1.4.2. Organization Type
This is the organization type which matches the organizational environment where PaperCut MF will be used.
Choosing the appropriate organization type will determine which system defaults are used on setup. For example, in
a Professional (Client Billing) organization, where it is useful to charge-back printing to customers, an advanced
client popup is provided with additional features useful for dealing with large numbers of client (shared) accounts.
These default settings chosen for an organization type can be changed after installation.
2.1.4.3. Default Print Cost
This is the default cost-per-page assigned to the printers. This setting can be changed on a per-printer basis after
installation. Choosing a sensible cost now will help minimize future setup. For example in the USA, a value of $0.05
would be appropriate for many standard black & white printers.
15
Installation
2.1.4.4. Initial User Credit (for Education installations)
When the organization type has been set to Education, users can be assigned an initial starting credit. This ensures
they have funds in their account as soon as the system is enabled. An option also exists to control what happens
when users run out of credit/quota. If you are evaluating PaperCut MF it might be appropriate not to disable printing
when a users funds run out. This way you can be assured that user printing is not disrupted during the evaluation.
These settings may be changed after setup.
2.1.4.5. User/Group Synchronization
PaperCut MF extracts user information out of the System or Domain. The options presented here will vary
depending on the Operating System and its environment. During evaluation, most sites will opt to import all users
from the system/domain into PaperCut MF. An option also exists to import a subset of users from a given group.
This option is pertinent when it is known that only a subset of users will only ever use the printers.
Figure 2.6. User sync configuration wizard page
Options on Microsoft Windows include Windows Standard, Active Directory, or LDAP. In a domain enviroment,
Active Directory is the default option as this offers access to Organization Units, Nested Groups and other AD
features.
Use the Test Settings to test and confirm your settings before continuing.
2.1.4.6. Client Settings in Professional (Client Billing) installations
In a Professional (Client Billing) environment, the main focus is on allowing users to allocate print jobs to client
(shared) accounts. The process works by:
•
Pausing all jobs that enter the print queues.
•
Displaying a popup on the user's workstation asking them to allocate the print job to an account. This is done by
selecting the account from a list.
•
After the user has responded to the popup, the job is released to the printer.
You can read more about the account selection process and shared accounts at Chapter 8, Shared Accounts.
The account selection popup option is enabled at the user level. Once the option is enabled, the user must run the
client software. If the client software is not running, the popup cannot display, and the job will remain paused in the
print queue. This option is hence considered high impact. You are presented with two strategies that allow you to
choose the implementation approach that best suits your needs:
2.1.4.6.1. Minimal impact (Initial single user testing)
In this strategy the account popup is only initially enabled on a single user for testing. You need to nominate the
testing account; this may be an existing system/domain account used for testing purposes or even your own user
16
Installation
account. The username should be in the format used to log into the domain/system (usually the short form).
The minimal impact strategy will allow you to test the popup with the nominated test system/domain user account,
after which the Advanced Account Selection Popup option can be enabled for other users as appropriate.
2.1.4.6.2. Immediate implementation (Enable for all users)
This strategy enables the account selection popup on all users, and is often preferred for smaller networks as it
minimizes the required post-install configuration. Once the client has been deployed, the system will be operational.
If this option is selected, you should be prepared for installation of the client software to user desktops (see Step 7)
immediately to prevent disruption of user printing services.
If in doubt, select the minimal impact strategy. This will ensure the impact is isolated to only the nominated test
account.
2.1.4.7. Verify Setup Options
Prior to enabling the configuration options that you have selected, you will have the chance to verify setup options.
At this stage you are still able to return to any of the prior configuration screens to alter options before clicking
Finish.
2.1.4.8. Wizard Completion
After completing the configuration wizard you will be presented with a user synchronization status screen, showing
the progress and results of the system completing its initial setup. Once you have closed that, click Login to access
the interface and begin familiarising yourself with the options and features available. Take some time to explore, and
refer back to the relevant sections of this manual as required.
2.1.5. Step 5 - Printer Configuration
The printers should be automatically detected, and listed under the Printers section. If the printers do not display,
try printing a document as the first job will trigger registration.
2.1.6. Step 6 - Sharing Client Software
The PaperCut MF client software is located in the directory [app-path]/client. This software needs to be
shared over the network so workstations can access/install the client application. The directory is automatically
shared in read-only form as PCClient as part of the install process. Confirm that you can access the client
software via the network by browsing to \\server\PCClient.
2.1.7. Step 7 - Client Software Deployment (Optional)
The PaperCut client software may now be deployed if required. The client software is not required for basic print
tracking and reporting. Some features the client software provides include:
•
Displays notification messages, such as why a print job was denied.
•
Displays print policy popups, such as to encourage duplex printing.
•
Displays popups for shared account allocation/charging (department accounts, client billing).
•
Allow the user to confirm the details and/or cost of their print job before printing.
•
Shows the user their current balance (useful in schools where print quotas are used).
•
Can be used for authentication when printing from public terminals or other unauthenticated systems.
For a professional (client billing) installation the client software is required so that users can allocate print jobs to
client (shared) accounts via a popup. It is recommended to follow the steps in Section 5.2.1, “User Client
Deployment” for best practice client deployment methods. After the client software is deployed you may then enable
the account selection popup for all users as discussed in Section 8.4.2.1, “Enabling the Advanced Account Selection
Popup For All Users”.
For other installation types the client software is optional. If you choose not to deploy the client software you may
17
Installation
still choose to deploy it in the future.
For more details about the client software see Section 5.2, “User Client”. For details about deploying the client
software see Section 5.2.1, “User Client Deployment”.
2.1.8. Step 8 - Testing
Following a fresh installation, it is highly recommended to test core features of the system. For further details please
see Section 2.5, “Testing the Installation”.
2.1.9. What Next?
This concludes the Install Guide. You may like to take some time to explore the features of PaperCut MF before
continuing reading at Chapter 3, Implementation by Example or Chapter 4, Quick Tour. Business users may be
particularly interested in trying the popup client software as covered in Section 4.5, “Client Software”. If desired, the
client software should also be deployed to other workstations. This procedure is detailed in Section 5.2, “User
Client”.
2.2. Installation on Apple Mac
Important
This guide assumes that you are installing on Mac OS X (either server or workstation) hosting and
sharing printers. This guide will refer to this system as the 'server'. This represents the role of the
system rather than the 'edition' of the operating system. PaperCut MF equally supports both the server
and workstation versions of Mac OS. If you're upgrading from a previous PaperCut MF version please
refer to the directions outlined in Appendix E, Upgrading From a Previous Version.
The following section assumes the reader has knowledge of general Mac OS X server management.
Although the installation process is graphical, it would be an advantage to have knowledge of the
command-line, creating users, editing configuration files and an understanding file permissions.
2.2.1. Step 1 - System Requirements
Before proceeding with the installation the system administrator should take a few moments to verify system
requirements. Is the operating system version supported and are patches up-to-date? Take a few minutes to verify
the system is current and supported (see Section 1.1.3, “System Requirements”).
2.2.2. Step 2 - Print Queue Setup
Most small to medium Mac networks will have their workstations configured to print directly to the physical printers.
This method of printing is not supported by PaperCut MF and instead administrators will need to set up global server
hosted print queues. Some administrators will be familiar with server queues, while others will need to invest some
time into understanding Mac printing in more detail. The topic of Mac printing is complex and is hence deserves its
own chapter! Please read the first section of Chapter 28, Mac Printing in Detail and ensure your organization's
printers are set up as required.
Administrators should ensure that the server based print queues are set up and working as expected before
attempting to install PaperCut MF.
2.2.3. Step 3 - Download and install
PaperCut MF is supplied as a standard disk image containing the installer. Log on as an admin level account.
Download and double-click Mac installer. Double-click on the installer package named PaperCut MF Standard
Installation.pkg. Follow the directions on the screen. The installation process will take between two and five
minutes depending on the speed of the system. A system restart is not required but administrators are advised to
perform installation on live production systems during periods of low activity - for example, not during backup
operations or other administration activities.
18
Installation
The default install location is /Applications/PaperCut MF
Important
Make sure you're installing the correct package. The similarly named PaperCut MF Secondary
Server Installation.pkg only installs part of the application and is designed for more advanced
networks.
Figure 2.7. The Mac installer
2.2.4. Step 4 - Configuration Wizard
After installation, the install will open a web browser window. The configuration stages are explained below:
2.2.4.1. Administrator Password
This is the master password for the main in-built admin account, and is independent of the operating system or
domain passwords. The password will need to meet minimum strength requirements, and must be at least six
characters. Ensure that knowledge of this password is kept secure. This screen also sets the system's physical
location and language; ensure that these are correct before proceeding.
19
Installation
Figure 2.8. PaperCut MF Configuration wizard
Tip
Treat this password like your router/modem management passwords. It is independent of your domain
accounts and needs to be kept secure.
2.2.4.2. Organization Type
This is the organization type which matches the organizational environment where PaperCut MF will be used.
Choosing the appropriate organization type will determine which system defaults are used on setup. For example, in
a Professional (Client Billing) organization, where it is useful to charge-back printing to customers, an advanced
client popup is provided with additional features useful for dealing with large numbers of client (shared) accounts.
These default settings chosen for an organization type can be changed after installation.
2.2.4.3. Default Print Cost
This is the default cost-per-page assigned to the printers. This setting can be changed on a per printer basis after
installation. Choosing a sensible cost now will help minimize future setup. For example in the USA, a value of $0.05
would be appropriate for many standard black & white printers.
2.2.4.4. Initial User Credit (for Education sites)
20
Installation
When the organization type has been set to Education, users can be assigned an initial starting credit. This ensures
they have funds in their account as soon as the system is enabled. An option also exists to control what happens
when users run out of credit/quota. If you are evaluating PaperCut MF it might be appropriate not to disable printing
when a users funds run out. This way you can be assured that user printing is not disrupted during the evaluation.
These settings may be changed after setup.
2.2.4.5. User/Group Synchronization
PaperCut MF extracts user information out of the System or Domain. The options presented here will vary
depending on the Operating System and its environment. During evaluation, most sites will opt to import all users
from the system/domain into PaperCut MF. An option also exists to import a subset of users from a given group.
This option is pertinent when it is known that only a subset of users will only ever use the printers.
Figure 2.9. User sync configuration wizard page
Options include Mac Standard (PAM, Local NetInfo, etc.), LDAP (Open Directory), or Samba. Select Mac
Standard if the user accounts are setup and defined on the local system. This option will work with most Mac
networks.
The LDAP option is appropriate for large networks with existing Open Directory domains. This includes networks
running Mac OS X Server with Open Directory, and Windows domains running Active Directory. PaperCut MF will
do it's best to auto discover LDAP settings, but some knowledge of LDAP and/or Open Directory will be required.
More information on LDAP is available in Section 14.3.9, “Using LDAP for user synchronization”.
Use the Test Settings to test and confirm your settings before continuing.
2.2.4.6. Client Settings in Professional (Client Billing) installations
In a Professional (Client Billing) environment, the main focus is on allowing users to allocate print jobs to client
(shared) accounts. The process works by:
•
Pausing all jobs that enter the print queues.
•
Displaying a popup on the user's workstation asking them to allocate the print job to an account. This is done by
selecting the account from a list.
•
After the user has responded to the popup, the job is released to the printer.
You can read more about the account selection process and shared accounts at Chapter 8, Shared Accounts.
The account selection popup option is enabled at the user level. Once the option is enabled, the user must run the
client software. If the client software is not running, the popup cannot display, and the job will remain paused in the
print queue. This option is hence considered high impact. You are presented with two strategies that allow you to
choose the implementation approach that best suits your needs:
2.2.4.6.1. Minimal impact (Initial single user testing)
21
Installation
In this strategy the account popup is only initially enabled on a single user for testing. You need to nominate the
testing account; this may be an existing system/domain account used for testing purposes or even your own user
account. The username should be in the format used to log into the domain/system (usually the short form).
The minimal impact strategy will allow you to test the popup with the nominated test system/domain user account,
after which the Advanced Account Selection Popup option can be enabled for other users as appropriate.
2.2.4.6.2. Immediate implementation (Enable for all users)
This strategy enables the account selection popup on all users, and is often preferred for smaller networks as it
minimizes the required post-install configuration. Once the client has been deployed, the system will be operational.
If this option is selected, you should be prepared for installation of the client software to user desktops (see Step 7)
immediately to prevent disruption of user printing services.
If in doubt, select the minimal impact strategy. This will ensure the impact is isolated to only the nominated test
account.
2.2.4.7. Verify Setup Options
Prior to enabling the configuration options that you have selected, you will have the chance to verify setup options.
At this stage you are still able to return to any of the prior configuration screens to alter options before clicking
Finish.
2.2.4.8. Wizard Completion
After completing the configuration wizard you will be presented with a user synchronization status screen, showing
the progress and results of the system completing its initial setup. Once you have closed that, click Login to access
the interface and begin familiarising yourself with the options and features available. Take some time to explore, and
refer back to the relevant sections of this manual as required.
2.2.5. Step 5 - Printer Configuration
The printers should be automatically detected, and listed under the Printers section. If the printers do not display,
try printing a document as the first job will trigger registration.
2.2.6. Step 6 - Sharing Client Software
The PaperCut MF client software is located in the directory /Applications/PaperCut MF/client. It may be
useful to share this directory over the network so workstations can access/install the client application. If you're
running Mac OS X Server, use Server Admin to add a read-only file share called PCClient. Sharing with
Protocols AFP for Mac clients, and SMB for Windows clients is recommended.
Users can have the client software start automatically using the OS X "Open at Login" feature. Manually start the
PaperCut MF client software, command Click on the dock icon, select "options" and the Open at Login" from the
small pop up menu.
2.2.7. Step 7 - Testing
Following a fresh installation, it is highly recommended to test core features of the system. For further details please
see Section 2.5, “Testing the Installation”.
2.2.8. Step 8 - Deployment for a Professional (Client Billing) Installation
NOTE: This step is a requirement for a Professional (Client Billing) installation.
Now that the system is tested and working, it is time to deploy the client software and enable the account popup for
their use. It is important to deploy the client software before enabling the popup, otherwise users' printing will be
stopped/paused.
2.2.8.1. Deploy the client software
As discussed earlier in the chapter the client can be run directly from a network share (which is automatically
22
Installation
configured on Windows). There is also the option to install the software locally on each workstation, however this is
not usually recommended because it makes the process of updating the client software more complicated.
Client deployment options and instruction are discussed in detail in Section 5.2.1, “User Client Deployment”. Follow
those instructions to deploy the client software, and then enable the popup as described below.
2.2.8.2. Enable the advanced client popup
Once the client software is deployed on user workstations, the Account Selection can be set. In a Professional
(Client Billing) configuration, all users that print jobs for clients are often given the Advanced account selection
popup, however, other Account Selection options may be better suited for some users based on their job function.
The popup can be enabled on one user at a time or can be updated for all users in bulk. The user details page can
be used to enable the popup for a single user. To enable the popup for all users in bulk:
1.
Log into the admin interface.
2.
Under the Users section, select the Bulk user actions... action from the menu at the top left of the Users tab.
3.
Select the target group. To enable for all users select the [All Users] group.
4.
In the Change account selection setting section, enable the Change account selection option.
5.
Select the Show the advanced account selection popup option from the list.
6.
If you do not want to allow users to charge printing to their personal account, then disable the Allow user to
charge to their personal account option.
7.
Press the OK button, and confirm the operation. Once completed, the selected users will have the account
popup enabled.
Once the popup has been enabled on all users some testing should be performed from users' desktops. To test,
login to the user workstation, perform a print, and check that the account popup appears and the job is logged as
expected.
2.2.9. What next?
This concludes the Install Guide. You may like to take some time to explore the features of PaperCut MF before
continuing reading at Chapter 3, Implementation by Example or Chapter 4, Quick Tour. Business users may be
particularly interested in trying the popup client software as covered in Section 4.5, “Client Software”. If desired, the
client software should also be deployed to other workstations. This procedure is detailed in Section 5.2, “User
Client”.
2.3. Installation on Novell OES Linux (iPrint)
Important
The following section assumes the reader has knowledge of general Novell OES Linux system
management including using the command-line, creating users, editing configuration files and
understanding file permissions.
2.3.1. Step 1 - System Requirements & Printer Setup
Before proceeding with the installation the system administrator should take a few moments to verify system
requirements. Is the operating system version supported and are patches up-to-date? Take a few minutes to verify
the system is current and supported (see Section 1.1.3, “System Requirements”). PaperCut MF is designed to
integrate with iPrint on Novell OES Linux. If your printers are currently hosted on iPrint on a Netware server or even
under legacy NDPS, you will first need to migrate your queues over to a OES Linux based server. Ensure your
printing is correctly working under iPrint on OES Linux before continuing to the next step.
Important: iPrint and the print queues must be configured and confirmed to work before progressing to step 2.
2.3.2. Step 2 - Create the host user account and firewall settings
23
Installation
PaperCut MF runs and installs under a non-privileged user account called "papercut". The papercut user's home
directory location is the application install location. /home/papercut is recommended, however Administrators
may consider alternate install locations depending on personal preference. Alternatives may include:
•
/usr/local/papercut
•
/opt/papercut
The host user account is not an eDirectory account but a local system account. One way to create the "papercut"
account on OES Linux is:
1.
Open YaST Control Panel and select User Management under Security and Users.
2.
Click Add to create a new user.
3.
On the User Data tab, enter a username of papercut and assign a secret password.
Figure 2.10. Creating the host user account - part 1
4.
On the Details tab, select Empty Home with permissions 755 and change the Home Directory path to
define an alternate install location.
24
Installation
Figure 2.11. Creating the host user account - part 2
5.
Create the account by clicking the Accept button.
Important
This quick start guide assumes the install location is /home/papercut. If an alternate home location
is defined, some of the paths listed in subsequent sections will require modification.
A default OES Linux installation imposes strict resource usage limits on user accounts (ulimit). The papercut
account is a special account used for hosting an application and hence should be granted satisfactory resource
limits such as the ability to open many files. Larger sites should consider adding the following line to
/etc/security/limits.conf:
papercut
-
nofile
65535
Novell OES Linux has a strict default firewall policy. PaperCut MF uses ports 9191 (for HTTP) and ports 9192 (for
HTTPS/SSL) and these ports must be open. To open these ports:
1.
Open YaST Control Panel and select Firewall under Security and Users.
2.
Select Allowed Services, then click the Advanced... button.
3.
Add ports 9191 and 9192 to the TCP Ports list (separated by spaces).
4.
Click OK, Next, then Accept to apply the changes.
25
Installation
2.3.3. Step 3 - Download and installing
PaperCut MF is supplied as a self-extracting and self-installing archive. The installation is performed under the rights
of the newly created papercut account and temporary root access will be required. Please have the root
password handy. (Administrators who are after a detailed explanation of the install process should also consult the
background information in Chapter 26, PaperCut MF on Linux).
Log on as the newly created papercut user and download and execute the installer from the command prompt.
Here is an example using wget to fetch the installer:
shell> su - papercut
shell> wget [download url from PaperCut Software website]
shell> sh ./pcmf-setup-novell-oes-linux.sh
Follow the installation instructions and enter the root password when requested.
Important
Ensure you login as the user papercut so that the user's environment is sourced and the home
directory (install location) is correctly defined.
Figure 2.12. The Novell OES Linux install process
The installation process will take between two and five minutes depending on the speed of the system. A system
restart is not required but administrators are advised to perform installation on live production systems during
periods of low activity - for example, not during backup operations or other administration activities.
2.3.4. Step 4 - Configuration Wizard
After installation, you will be prompted to open a web browser at http://[server-name]:9191/admin to
complete configuration. The configuration stages are explained below:
2.3.4.1. Administrator Password
This is the master password for the main in-built admin account, and is independent of the operating system or
domain passwords. The password will need to meet minimum strength requirements, and must be at least six
26
Installation
characters. Ensure that knowledge of this password is kept secure. This screen also sets the system's physical
location and language; ensure that these are correct before proceeding.
Figure 2.13. PaperCut MF Configuration wizard
Tip
Treat this password like your router/modem management passwords. It is independent of your domain
accounts and needs to be kept secure.
2.3.4.2. Organization Type
This is the organization type which matches the organizational environment where PaperCut MF will be used.
Choosing the appropriate organization type will determine which system defaults are used on setup. For example, in
a Professional (Client Billing) organization, where it is useful to charge-back printing to customers, an advanced
client popup is provided with additional features useful for dealing with large numbers of client (shared) accounts.
These default settings chosen for an organization type can be changed after installation.
2.3.4.3. Default Print Cost
This is the default cost-per-page assigned to the printers. This setting can be changed on a per printer basis after
installation. Choosing a sensible cost now will help minimize future setup. For example in the USA, a value of $0.05
would be appropriate for many standard black & white printers.
27
Installation
2.3.4.4. Initial User Credit (for Education installations)
When the organization type has been set to Education, users can be assigned an initial starting credit. This ensures
they have funds in their account as soon as the system is enabled. An option also exists to control what happens
when users run out of credit/quota. If you are evaluating PaperCut MF it might be appropriate not to disable printing
when a users funds run out. This way you can be assured that user printing is not disrupted during the evaluation.
These settings may be changed after setup.
2.3.4.5. User/Group Synchronization
PaperCut MF extracts user information out of the System or Domain. The options presented here will vary
depending on the Operating System and its environment. During evaluation, most sites will opt to import all users
from the system/domain into PaperCut MF. An option also exists to import a subset of users from a given group.
This option is pertinent when it is known that only a subset of users will only ever use the printers.
Figure 2.14. eDirectory/LDAP configuration wizard page
PaperCut MF has native support for eDirectory LDAP schemas. This will be the default user import option for most
sites. PaperCut MF will do it's best to auto-discover LDAP settings, but some knowledge of eDirectory and/or LDAP
will be required. More information on LDAP is available in Section 14.3.9, “Using LDAP for user synchronization”.
2.3.4.6. Client Settings in Professional (Client Billing) installations
In a Professional (Client Billing) environment, the main focus is on allowing users to allocate print jobs to client
(shared) ccounts. The process works by:
•
Pausing all jobs that enter the print queues.
•
Displaying a popup on the user's workstation asking them to allocate the print job to an account. This is done by
selecting the account from a list.
•
After the user has responded to the popup, the job is released to the printer.
You can read more about the account selection process and shared accounts at Chapter 8, Shared Accounts.
The account selection popup option is enabled at the user level. Once the option is enabled, the user must run the
client software. If the client software is not running, the popup cannot display, and the job will remain paused in the
28
Installation
print queue. This option is hence considered high impact. You are presented with two strategies that allow you to
choose the implementation approach that best suits your needs:
2.3.4.6.1. Minimal impact (Initial single user testing)
In this strategy the account popup is only initially enabled on a single user for testing. You need to nominate the
testing account. You may already have an appropriate test user account on your system/domain or alternatively
selecting your own personal account is a good choice. The name should be in the format used to log into the
domain/system (usually the short form).
The minimal impact strategy will give you time to test the popup with the nominated test user Then the Advanced
account selection popup option can be enabled for other users when appropriate.
2.3.4.6.2. Immediate implementation (Enable for all users)
This strategy enables the account selection popup on all users. This option is good for smaller networks as it
minimizes the amount of post-install configuration - just deploy the client and your up! If this option is selected you
should be in a position to install the client software on user desktops as soon as possible.
If in doubt, select the minimal impact strategy. This will ensure the impact is isolated to only the nominated test user.
2.3.4.7. Verify Setup Options
Prior to enabling the configuration options that you have selected, you will have the chance to verify setup options.
At this stage you are still able to return to any of the prior configuration screens to alter options before clicking
Finish.
2.3.4.8. Wizard Completion
After completing the configuration wizard you will be presented with a user synchronization status screen, showing
the progress and results of the system completing its initial setup. Once you have closed that, click Login to access
the interface and begin familiarising yourself with the options and features available. Take some time to explore, and
refer back to the relevant sections of this manual as required.
2.3.5. Step 5 - Printer/iPrint Configuration
PaperCut MF works by directly integrating with the Novell iPrint Print Manager. iPrint must however be configured to
use PaperCut MF as an accounting control source. In the current release, this configuration is done manually at the
individual print queue level:
1.
Log into iManager, expand iPrint, and select Manage Printer Manager
2.
Select the Printer Manager associated with one of your print queues.
3.
Click the Manage health monitor link. A list of all your printers should appear.
4.
Select a Printer Agent from the list.
5.
Click Configuration Options.
29
Installation
6.
Enter papercut under the Accounting Autoload Command. Take care to write this all in lower case with no
spaces.
7.
Click Apply.
8.
Click Back, then Back and repeat steps 4 through 7 for all printers that should be monitored/controlled by
PaperCut MF
9.
In line with best practice, backup the new printer configuration (padbtxt.xml) as follows:
a.
In iManager open up the active Print Manager.
b.
Select Manager health monitor → Advanced iPrint Manager Information → iPrint Manager Internal
c.
Click the button Backup Database.
10. Finally restart the Printer Manager in iManager by pressing Shutdown then Startup. After this, all jobs on the
queues should be tracked.
2.3.6. Step 6 - Sharing Client Software
The PaperCut MF client software is located in the local directory:
/home/papercut/client
This software needs to be shared over the network so workstations can access/install the client application. Novell
iManager provides a number of file sharing options. One simple solution is to add a read-only NCP or Samba share
called PCClient pointing to /home/papercut/client. Established networks will benefit from ensuring the client
files are available in their Distributed Files Services. The deployment of the client software (e.g. zero-install
deployment) is covered in Section 5.2, “User Client”.
30
Installation
2.3.7. Step 7 - Testing
Following a fresh installation, it is highly recommended to test core features of the system. For further details please
see Section 2.5, “Testing the Installation”.
2.3.8. Step 8 - Deployment for a Professional (Client Billing) Installation
NOTE: This step is a requirement for a Professional (Client Billing) installation.
Now that the system is tested and working, it is time to deploy the client software and enable the account popup for
their use. It is important to deploy the client software before enabling the popup, otherwise users' printing will be
stopped/paused.
2.3.8.1. Deploy the client software
As discussed earlier in the chapter the client can be run directly from a network share (which is automatically
configured on Windows). There is also the option to install the software locally on each workstation, however this is
not usually recommended because it makes the process of updating the client software more complicated.
Client deployment options and instruction are discussed in detail in Section 5.2.1, “User Client Deployment”. Follow
those instructions to deploy the client software, and then enable the popup as described below.
2.3.8.2. Enable the advanced client popup
Once the client software is deployed on user workstations, the Account Selection can be set. In a Professional
(Client Billing) configuration, all users that print jobs for clients are often given the Advanced account selection
popup, however, other Account Selection options may be better suited for some users based on their job function.
The popup can be enabled on one user at a time or can be updated for all users in bulk. The user details page can
be used to enable the popup for a single user. To enable the popup for all users in bulk:
1.
Log into the admin interface.
2.
Under the Users section, select the Bulk user actions... action from the menu at the top left of the Users tab.
3.
Select the target group. To enable for all users select the [All Users] group.
4.
In the Change account selection setting section, enable the Change account selection option.
5.
Select the Show the advanced account selection popup option from the list.
6.
If you do not want to allow users to charge printing to their personal account, then disable the Allow user to
charge to their personal account option.
7.
Press the OK button, and confirm the operation. Once completed, the selected users will have the account
popup enabled.
Once the popup has been enabled on all users some testing should be performed from users' desktops. To test,
login to the user workstation, perform a print, and check that the account popup appears and the job is logged as
expected.
2.3.9. What next?
This concludes the Install Guide. You may like to take some time to explore the features of PaperCut MF before
continuing reading at Chapter 3, Implementation by Example or Chapter 4, Quick Tour. Business users may be
particularly interested in trying the popup client software as covered in Section 4.5, “Client Software”. If desired, the
client software should also be deployed to other workstations. This procedure is detailed in Section 5.2, “User
Client”.
2.4. Installation on Linux (CUPS and/or Samba)
Important
The following section assumes the reader has knowledge of general Unix/Linux system management
including using the command-line, creating users, editing configuration files and understanding file
31
Installation
permissions.
2.4.1. Step 1 - System Requirements
Before proceeding with the installation the system administrator should take a few moments to verify system
requirements. Is the operating system version supported and are patches up-to-date? Take a few minutes to verify
the system is current and supported (see Section 1.1.3, “System Requirements”).
Are printer(s) installed and hosted on this system and are they exposed to the network either via CUPS or Samba?
Administrators should ensure that the print queues are set up and working as expected before attempting to install
PaperCut MF.
In a multi-user environment, printers are often shared with other network users. Other workstations should connect
to these printers as "Network Printers". Ensure workstations are configured to print to the shared print queues. For
example a Windows workstation may connect to a samba exposed printer via \\[samba_server]\[printer].
Other Linux or Mac workstations will use IPP via CUPS.
If the printers are currently not installed and configured, this task should be performed and verified before
proceeding further.
2.4.2. Step 2 - Create the host user account and firewall settings
PaperCut MF runs and installs under a non-privileged user account called "papercut". The installation location for
the application is the papercut user's home directory. Create a user account on this system called papercut.
This is usually done by logging in as root and using a user management GUI tool or at the command prompt
entering:
shell> useradd -m -d /home/papercut papercut
The syntax for useradd and groupadd may differ slightly on different versions of Linux. They may also be called
adduser and addgroup.
The user's home directory (the -d option) denotes the install location. /home/papercut is the recommended
location. Administrators may however also consider alternate install locations depending on personal preference.
Alternatives may include:
•
/usr/local/papercut
•
/opt/papercut
Important
This quick start guide assumes the install location is /home/papercut. If an alternate home location
is defined, some of the paths listed in subsequent sections will require modification.
Some Linux distributions impose strict resource usage limits on user accounts (ulimit). The papercut account is
a special account used for hosting an application and hence should be granted satisfactory resource limits such as
the ability to open many files. The methods of setting user-level ulimit levels vary from distribution to distribution,
however the common solution is to add the following line to /etc/security/limits.conf:
papercut
-
nofile
65535
Many Linux distributions have strict default firewall policies. PaperCut MF uses TCP ports 9191 (for HTTP) and ports
32
Installation
9192 (for HTTPS/SSL) and these ports must be open. Take some time now to ensure these ports are open. Consult
your distribution documentation for details on how to open firewall TCP ports.
2.4.3. Step 3 - Download and installing
Important: Please make sure you download the correct architecture for your distribution. i686 is for 32-bit operating
systems. x64 is for 64-bit systems (also known as x86_64 or amd64).
PaperCut MF is supplied as a self-extracting and self-installing archive. The installation is performed as the newly
created papercut user and will install to that user's home directory. Temporary root access will be required for
part of the install. Please have the root password or sudo password handy. For more detail about the install process
including installing to a different location, see Chapter 26, PaperCut MF on Linux.
Log on as the newly created papercut user and download and execute the installer. The file may be executed from
any directory.
shell> su - papercut
shell> wget [download url from PaperCut Software website]
shell> sh ./pcmf-setup-*-linux-*.sh
Follow the installation instructions and enter the root password when requested.
Important
Ensure you login as the user papercut so that the user's environment is sourced so the home
directory (install location) is correctly defined.
Figure 2.15. The Linux install process
The installation process will take between two and five minutes depending on the speed of the system. A system
restart is not required but administrators are advised to perform installation on live production systems during
periods of low activity - for example, not during backup operations or other administration activities.
2.4.4. Step 4 - Configuration Wizard
After installation, you will be prompted to open a web browser at http://[server-name]:9191/admin to
33
Installation
complete configuration. The configuration stages are explained below:
2.4.4.1. Administrator Password
This is the master password for the main in-built admin account, and is independent of the operating system or
domain passwords. The password will need to meet minimum strength requirements, and must be at least six
characters. Ensure that knowledge of this password is kept secure. This screen also sets the system's physical
location and language; ensure that these are correct before proceeding.
Figure 2.16. PaperCut MF Configuration wizard
Tip
Treat this password like your router/modem management passwords. It is independent of your domain
accounts and needs to be kept secure.
2.4.4.2. Organization Type
This is the organization type which matches the organizational environment where PaperCut MF will be used.
Choosing the appropriate organization type will determine which system defaults are used on setup. For example, in
a Professional (Client Billing) organization, where it is useful to charge-back printing to customers, an advanced
client popup is provided with additional features useful for dealing with large numbers of client (shared) accounts.
These default settings chosen for an organization type can be changed after installation.
34
Installation
2.4.4.3. Default Print Cost
This is the default cost-per-page assigned to the printers. This setting can be changed on a per printer basis after
installation. Choosing a sensible cost now will help minimize future setup. For example in the USA, a value of $0.05
would be appropriate for many standard black & white printers.
2.4.4.4. Initial User Credit (for Education sites)
When the organization type has been set to Education, users can be assigned an initial starting credit. This ensures
they have funds in their account as soon as the system is enabled. An option also exists to control what happens
when users run out of credit/quota. If you are evaluating PaperCut MF it might be appropriate not to disable printing
when a users funds run out. This way you can be assured that user printing is not disrupted during the evaluation.
These settings may be changed after setup.
2.4.4.5. User/Group Synchronization
PaperCut MF extracts user information out of the System or Domain. The options presented here will vary
depending on the Operating System and its environment. During evaluation, most sites will opt to import all users
from the system/domain into PaperCut MF. An option also exists to import a subset of users from a given group.
This option is pertinent when it is known that only a subset of users will only ever use the printers.
Figure 2.17. User sync configuration wizard page
Options on Linux include Unix Standard (PAM, NIS, etc.), LDAP, or Samba.
Select Unix Standard if the user accounts are setup and defined on the local system as standard Unix accounts or
mapped into the system from a central directory service such as LDAP via nsswitch.conf and PAM. Most large
established networks will use this option.
The LDAP option is appropriate for large networks with existing Open Directory domains. This includes networks
running Open LDAP and Windows domains running Active Directory. PaperCut MF will do it's best to auto-discover
LDAP settings, but some knowledge of LDAP and/or Open Directory will be required. More information on LDAP is
available in Section 14.3.9, “Using LDAP for user synchronization”.
Select Samba if the central user directory is a Windows Domain. The Samba option is only available if Samba is
installed on the system. The Samba option is appropriate on medium to small networks currently operating in a
Windows Domain environment.
The Samba option requires additional information such as the name of a domain server, and login credentials for an
Administrator level account. This information is requested on the subsequent wizard screen. Take care to ensure
this information is complete and correct.
More information on user/group synchronization on Linux is available in Chapter 26, PaperCut MF on Linux.
2.4.4.6. Client Settings in Professional (Client Billing) installations
35
Installation
In a Professional (Client Billing) environment, the main focus is on allowing users to allocate print jobs to client
(shared) accounts. The process works by:
•
Pausing all jobs that enter the print queues.
•
Displaying a popup on the user's workstation asking them to allocate the print job to an account. This is done by
selecting the account from a list.
•
After the user has responded to the popup, the job is released to the printer.
You can read more about the account selection process and shared accounts at Chapter 8, Shared Accounts.
The account selection popup option is enabled at the user level. Once the option is enabled, the user must run the
client software. If the client software is not running, the popup cannot display, and the job will remain paused in the
print queue. This option is hence considered high impact. You are presented with two strategies that allow you to
choose the implementation approach that best suits your needs:
2.4.4.6.1. Minimal impact (Initial single user testing)
In this strategy the account popup is only initially enabled on a single user for testing. You need to nominate the
testing account. You may already have an appropriate test user account on your system/domain or alternatively
selecting your own personal account is a good choice. The name should be in the format used to log into the
domain/system (usually the short form).
The minimal impact strategy will give you time to test the popup with the nominated test user Then the Advanced
account selection popup option can be enabled for other users when appropriate.
2.4.4.6.2. Immediate implementation (Enable for all users)
This strategy enables the account selection popup on all users. This option is good for smaller networks as it
minimizes the amount of post-install configuration - just deploy the client and your up! If this option is selected you
should be in a position to install the client software on user desktops as soon as possible.
If in doubt, select the minimal impact strategy. This will ensure the impact is isolated to only the nominated test user.
2.4.4.7. Verify Setup Options
Prior to enabling the configuration options that you have selected, you will have the chance to verify setup options.
At this stage you are still able to return to any of the prior configuration screens to alter options before clicking
Finish.
2.4.4.8. Wizard Completion
After completing the configuration wizard you will be presented with a user synchronization status screen, showing
the progress and results of the system completing its initial setup. Once you have closed that, click Login to access
the interface and begin familiarising yourself with the options and features available. Take some time to explore, and
refer back to the relevant sections of this manual as required.
2.4.5. Step 5 - Printer Configuration
Unlike Windows and Mac with single print system environments, Linux is a more complex environment with a choice
of print system implementations. At this stage some manual printer configuration is required. Please see
Section 26.1.3, “Linux Print Queue Integration” and follow the steps for integrating with the print queues in your
environment before returning to this section and following on with the next step.
Printers hosted a machine other than the PaperCut MF server will require additional installation steps to be
configured as 'secondary' servers. Please see Chapter 16, Configuring Secondary Print Servers and Locally
Attached Printers for details.
2.4.6. Step 6 - Sharing Client Software
The PaperCut MF client software is located in the directory [app-path]/client. It may be useful to share this
directory over the network so workstations can access/install the client application. Common sharing methods
include:
36
Installation
•
Samba - used to share files to Windows based workstations. Mac OS X Server tools such as the Workgroup
Manager or other 3rd party tools such as SharePoint may help with sharing the client directory via Samba.
Similar GUI tools exist on Linux.
Advanced system administrators may be comfortable sharing this directory by hand-editing the /etc/smb.conf
file. The following configuration will share the directory in read-only form:
[pcclient]
path = /home/papercut/client
comment = PaperCut Client
public = yes
only guest = yes
read only = yes
•
NFS - a popular sharing method used for Linux/Unix based workstations.
2.4.7. Step 7 - Testing
Following a fresh installation, it is highly recommended to test core features of the system. For further details please
see Section 2.5, “Testing the Installation”.
2.4.8. Step 8 - Deployment for a Professional (Client Billing) Installation
NOTE: This step is a requirement for a Professional (Client Billing) installation.
Now that the system is tested and working, it is time to deploy the client software and enable the account popup for
their use. It is important to deploy the client software before enabling the popup, otherwise users' printing will be
stopped/paused.
2.4.8.1. Deploy the client software
As discussed earlier in the chapter the client can be run directly from a network share (which is automatically
configured on Windows). There is also the option to install the software locally on each workstation, however this is
not usually recommended because it makes the process of updating the client software more complicated.
Client deployment options and instruction are discussed in detail in Section 5.2.1, “User Client Deployment”. Follow
those instructions to deploy the client software, and then enable the popup as described below.
2.4.8.2. Enable the advanced client popup
Once the client software is deployed on user workstations, the Account Selection can be set. In a Professional
(Client Billing) configuration, all users that print jobs for clients are often given the Advanced account selection
popup, however, other Account Selection options may be better suited for some users based on their job function.
The popup can be enabled on one user at a time or can be updated for all users in bulk. The user details page can
be used to enable the popup for a single user. To enable the popup for all users in bulk:
1.
Log into the admin interface.
2.
Under the Users section, select the Bulk user actions... action from the menu at the top left of the Users tab.
3.
Select the target group. To enable for all users select the [All Users] group.
4.
In the Change account selection setting section, enable the Change account selection option.
5.
Select the Show the advanced account selection popup option from the list.
6.
If you do not want to allow users to charge printing to their personal account, then disable the Allow user to
charge to their personal account option.
7.
Press the OK button, and confirm the operation. Once completed, the selected users will have the account
popup enabled.
Once the popup has been enabled on all users some testing should be performed from users' desktops. To test,
37
Installation
login to the user workstation, perform a print, and check that the account popup appears and the job is logged as
expected.
2.4.9. What next?
This concludes the Install Guide. You may like to take some time to explore the features of PaperCut MF before
continuing reading at Chapter 3, Implementation by Example or Chapter 4, Quick Tour. Business users may be
particularly interested in trying the popup client software as covered in Section 4.5, “Client Software”. If desired, the
client software should also be deployed to other workstations. This procedure is detailed in Section 5.2, “User
Client”.
2.5. Testing the Installation
Once the installation is complete, it is now time to test the system.
2.5.1. Testing for an Education or Small/Medium Enterprise Installation:
1.
Print a test document such as a web page or basic document.
2.
Navigate to the printer section and select the Print Log tab.
3.
Navigate to the Printers → Print Log tab.
4.
Your print job should now be listed in the log.
5.
Your user account should also be charged an appropriate amount.
2.5.2. Testing for a Professional (Client Billing) Installation:
1.
Log into the admin interface after completing the configuration wizard.
2.
Under the Users section, locate and click on your test user account. The quick find feature may assist here.
3.
Ensure that the user has the Account Selection option set to Show the advanced account selection popup.
Figure 2.18. Ensure the advanced popup is enabled
Now we need to log onto a workstation, start the client and test printing. The following instructions assume testing is
performed from a Windows desktop system. For other platforms please consult the client deployment process as
explained in Section 5.2, “User Client”.
1.
Log onto a workstation and open Windows Explorer (the file explorer). In the address bar enter:
38
Installation
\\[server-name]\PCClient
Where [server-name] is the hostname of the system you installed PaperCut on. Explorer should connect to
the share containing the client software.
2.
Browse into the win directory and double-click pc-client.exe. The client should launch and an icon should
appear in the task tray.
3.
Print a test document such as a web page or basic document.
4.
The client popup window should display. Select My Personal Account.
Figure 2.19. The account selection popup (displaying extra accounts)
5.
Back in the PaperCut MF server admin interface, navigate to the Printers → Print Log tab.
6.
Your print job should now be listed in the log.
7.
Your personal user account should also be charged an appropriate amount.
39
Chapter 3. Implementation by Example
PaperCut MF is a feature-packed application designed to meet the print management requirements of all types of
organizations. It's unlikely that any single organization would use or need all the features in PaperCut MF. The key
to a successful implementation is with identifying the features that are most needed, and utilizing them in the correct
manner.
This chapter covers common implementation scenarios in a case study form. It discusses the requirements common
to the scenario, and how these requirements are satisfied using key features. The aim of this chapter is to guide
implementers towards identifying and utilizing the most appropriate features.
Locate the scenario that's the closest fit to your organization. It may also be beneficial to read other scenarios that
might apply to your situation. For example, a large business may benefit from some of the ideas presented in the
small business case and so on.
3.1. Scenario: The Small School
Fast River School has a student population of 200 and caters to students in Kindergarten through 6th grade. A
teacher is responsible for each class. The school has a two computers in each class room and a small computer lab
for older students. All computers are networked. A single server acts as a domain controller and a file and print
server. The students in each year level log on to the computers using the username and password allocated to their
class.
3.1.1. Requirements
1.
Each grade level has a monthly printing budget of $50.
2.
If the budget is exceeded, teachers may discuss additional funding with the school principal.
3.
Student use of color printers should be approved by teachers.
4.
The teacher for each grade level should have access to activity reports in order to track the class's printing
volume.
5.
The school principal needs a summary report of class printing activity at the end of each semester.
3.1.2. Implementation
3.1.2.1. Initial Installation
PaperCut MF should be installed on the school's file and print server. The initial installation process is covered in
Chapter 2, Installation.
3.1.2.2. Requirement 1
The monthly budget can be automated by applying a $50.00 monthly quota to the [All Users] group. The
domain login accounts used for each year level are automatically placed in the [All Users] group. See the
following areas for more information:
•
Section 6.1, “Groups in PaperCut MF”
•
Section 6.2, “Setting up quota allocations”
3.1.2.3. Requirement 2
Teachers can be warned when their class's balance has reached a low balance limit. The notification can be via
email. The notification option is located under: Options → Notifications → Low Balance Notifications. Enable the
email option for email notifications.
3.1.2.4. Requirement 3
40
Implementation by Example
The system administrator can set up the printers so only selected users (i.e. teachers) can approve jobs issued to
color printers. By selecting the Only managers can release option on a given printer, jobs are held in a queue.
Teachers can then approve the student print jobs by accessing the web based release software accessed via the
URL:
http://server_name:9191/release
Where server_name is the name of the organization's print server.
3.1.2.5. Requirement 4
Teachers can view print activity and account balance by connecting a web browser to:
http://server_name:9191/user
Where server_name is the name of the organization's print server. Access to the end-user pages is covered in
Section 4.6, “Interface Levels”.
3.1.2.6. Requirement 5
Summary reports can quickly be generated by any user with PaperCut MF's system administrator access. Granting
administrator access and running reports is discussed in Section 4.7, “Assigning Administrator Level Access”.
3.2. Scenario: The Large School
North Shore High has a student population of 2000 students. Their network consists of:
•
Three student Windows PC labs and one Mac lab with other computers scattered around the school for student
use.
•
A mixture of Mac and Windows laptops used by staff.
•
A Windows Active Directory environment hosted on a number of servers.
•
Printers are hosted on two separate Windows servers.
•
Some teaching staff have desktop printers attached locally to their workstations.
•
Each lab has a black and white laser printer.
•
Two high-end color copier/printers and large format printers are located in a print room situated away from the
computer labs.
Students have their own login account and small home directories for storage.
3.2.1. Requirements
1.
The system must support the mixed Mac and Windows environment.
2.
The system should support multiple print servers and locally attached desktop printers.
3.
The school would like to experiment with hosting printers on a Linux system with the aim of using Linux for print
serving tasks to help save on future Windows licensing costs.
4.
Students are to be granted a small $5 a month printing budget. Final year students have a $10 a month
allowance.
5.
If students need additional printing, they must purchase it. The payment process should be simple and easy to
manage.
6.
Jobs issued to printers situated in the print room should be held in a queue and only printed on the physical
printers after the user has arrived at the room to collect the job.
7.
Staff members should have the option of charging printing to department accounts or to a small personal
41
Implementation by Example
account, depending on the type of print job.
8.
Student printing should be archived for a period of 4 weeks. This will allow IT staff to determine the individual
students responsible for printing inappropriate material when incidents are reported.
3.2.2. Implementation
3.2.2.1. Initial Installation
The mixture of operating systems and multiple-servers makes this a complex installation. Prior to deployment, it is
advisable for the network manager and/or network administrator to plan the deployment and familiarize themselves
with the PaperCut MF software.
3.2.2.2. Requirement 1
PaperCut MF is a cross platform solution designed for all major operating systems. Given the existence of an
existing domain environment, the installation of Windows systems is typically straightforward. The Macs however
can be set up in a number of different ways. Network administrators should consult Chapter 28, Mac Printing in
Detail.
3.2.2.3. Requirement 2
Multi-server installations are commonplace on larger networks. One system needs to be nominated as the primary
PaperCut MF server. This system is responsible for running the "brains" of the system and storing all data. The
other servers, secondary servers, report back to the central primary server via XML Web Services. The system
architecture, deployment considerations, and recommendations are outlined in Section 16.5, “Multiple Print
Servers”.
3.2.2.4. Requirement 3
Linux is becoming ever popular in the server space. First web hosting, and now common file and print services are
being serviced with the Linux operating system. PaperCut MF is available for Windows, Mac and Linux systems. Not
only that, its architecture allows all three systems to run side-by-side sharing a common central server. This school
may experiment with hosting printers on Linux by running a Linux based secondary server alongside their main
Windows servers. See Section 16.3, “Configuring a Linux or Novell iPrint Secondary Print Server” for additional
information.
3.2.2.5. Requirement 4
Quotas or allowances are allocated to users on a per-group basis. By adding network domain groups to PaperCut
MF that represent the respective student groups, system administrators can automate the allocation process. See
Section 6.2, “Setting up quota allocations” for further information.
3.2.2.6. Requirement 5
The purchase of additional quota/credit is best managed by the TopUp/Pre-Paid Card system. The system reduces
the data entry and management requirements associated with manual transactions. More information on
TopUp/Pre-Paid Cards is covered in Chapter 15, TopUp/Pre-Paid Cards.
3.2.2.7. Requirement 6
Print release in the print room is best achieved with the release station. By running a special full-screen application
on a dedicated terminal in this room, students can release their jobs once they arrive at the room. The release
station and secure printing in general is covered in detail at Chapter 11, Hold/Release Queues & Print Release
Stations.
3.2.2.8. Requirement 7
Tracking and allocating staff printing to departments is best achieved by using Shared Accounts. When set up,
teaching staff are presented with a popup window asking them to select an account to charge. Account access can
be controlled via domain group membership or via PINs. More information on shared accounts is available at
Chapter 8, Shared Accounts.
42
Implementation by Example
3.2.2.9. Requirement 8
The requirement to archive, audit and view all print activity can be accomplished by enabling Print Archiving. This
will allow approved staff to visually inspect the contents of all print jobs.
3.3. Scenario: The University
West Face University has a student population of 10,000 full-time students and off-campus and part-time students.
IT services centrally control the network, however individual faculties and departments also offer and manage some
of the specialist IT infrastructure. All major operating systems are in used on both the workstations and servers.
3.3.1. Requirements
1.
Centrally managed printers are hosted in a clustered print server environment. The solution needs to support
clustering.
2.
IT services wants to provide the option for department labs to also have their printers controlled via the central
system.
3.
Client software needs to be optional. It would be preferable for students to have access to their account details
via a web browser.
4.
The design of the web interface should be customizable.
5.
The system must be secure and support SSL-based encryption.
6.
The system should run on top of a database system and allow data access to facilitate custom reports using
packages such as Crystal Reports.
7.
An open source system would be preferable.
3.3.2. Implementation
3.3.2.1. Initial Installation
University-wide deployments can be quite involved. Most large universities that have deployed PaperCut MF have
worked closely with the PaperCut MF development team during implementation. A lot can be gained by arranging a
teleconference or similar with the development team. We're always happy to help our larger customers deploy the
ideal solution.
3.3.2.2. Requirement 1
PaperCut MF supports clustering at all application layers including the print server, the database server, and the
application server on both Microsoft Windows and Linux. Setting up PaperCut MF in Microsoft Clustering Services is
covered in Chapter 25, Clustering and High Availability. The PaperCut MF development team has experience using
Linux-HA (High-Availability Linux) and other tools to support customers who use Linux.
3.3.2.3. Requirement 2
Printers and labs hosted by individual faculties and departments outside the central IT services area can optionally
be joined into the campus-wide system via PaperCut MF's secondary server support. Central IT staff can approve
these secondary servers via IP address and grant selected staff administrator level access to the system's admin
web interface on a case-by-case basis. See Chapter 16, Configuring Secondary Print Servers and Locally Attached
Printers for more information on secondary servers.
3.3.2.4. Requirement 3
PaperCut MF's client software is optional in a basic charging/quota environment. Users can access their accounts
and view their account balance, transaction and printing history, and use advanced tools such as TopUp/Pre-Paid
Cards and transfers. More information on the web-based users tools is available at Section 4.6, “Interface Levels”.
3.3.2.5. Requirement 4
43
Implementation by Example
The design and layout of the end-user web interface can quickly be changed using HTML and Cascading Style
Sheets. Customizing the end-user web design is covered in Section 17.3, “Customizing the User web pages”.
3.3.2.6. Requirement 5
PaperCut MF provides secure connections for report access and administration via SSL-based encryption. Larger
universities often have their own certificate signing procedure for SSL based servers. PaperCut MF can even accept
these signed certificates. SSL-based encryption is set up by default and is accessed via a URL such as:
https://[server_name]:9192/admin
Information on using a custom SSL certificate is covered in Section A.4, “SSL/HTTPS Key Generation”.
3.3.2.7. Requirement 6
Hosting the PaperCut MF system on top of an external database system such as Microsoft's SQL Server offers a
number of advantages including easy data access, better performance and scalability, and the ability to take
advantage of existing backup processes. More information on external RDMS support is available at Chapter 21,
Deployment on an External Database (RDBMS).
The data structure is simple and administrators with report writing skills will quickly be able to access the data for
custom reporting via tools such as MS Access or Crystal Reports.
3.3.2.8. Requirement 7
PaperCut MF is a commercial system with commercial level support. However unlike many other commercial
applications, PaperCut Software International Pty Ltd does offer source code access. A number of universities have
used the source code access for:
•
auditing - verifying that the software is secure.
•
customization - knowing how the application works and how to implement add-ons.
Large universities should also look at the large school scenario. Features such as shared accounts and secure
printing are also applicable to many university environments.
3.4. Scenario: The Small Business
Northwoods Inc. is a small twelve-person Engineering and Architect Drafting office serving the local area. Their
network consists of a mix of Windows XP and Windows Vista workstations connected on a Workgroup based
network. Wireless network access is also provided to employees with laptops. Most staff work on a project basis and
there is a need to track use by project code and sub-project. Some staff work on a freelance basis and management
would like to track and charge for color printer use on a monthly basis.
3.4.1. Requirements
1.
The system must be easy to set up and maintain as there is no full-time IT staff.
2.
The system must work in a Windows workgroup environment.
3.
Staff are to have unlimited access (i.e. no budgets).
4.
Staff need to allocate their printing to projects and cost centers so printing and drafting costs can be passed
back onto the clients (chargeback).
5.
Managers need access to view real-time reports.
6.
Data should be able to be exported to Excel on a monthly basis for billing.
3.4.2. Implementation
44
Implementation by Example
3.4.2.1. Initial Installation
One system on the network needs to be allocated the task of hosting the printer and the PaperCut MF application.
Users will print via this system so it needs to be left on most for most of the time. An existing file server is ideal,
however someone's desktop system will also suffice (must be left on at all times).
3.4.2.2. Requirement 1
PaperCut MF is well known for its ease-of-use. It is a self-maintaining system with a simple to use web-based
interface. Apart from the initial set up, and the recommendation to incorporate the application's data into a backup
procedure, no further technical administration and support is required.
3.4.2.3. Requirement 2
Workgroup environments are common on small networks. They differ from a domain environment in that they are
not centrally authenticated via a server. Users may use a system that automatically logs in as "a user" or maybe
they just log in locally on their workstations. See Chapter 29, Running in a Workgroup Environment for more
information on the ways in which PaperCut MF can be installed in a workgroup environment.
3.4.2.4. Requirement 3
All users can be set up as "unrestricted". In this mode, users can start of with a zero balance and count down as
they print. Their balance indicates their printing value to date.
3.4.2.5. Requirement 4
Shared accounts can be created to represent the current projects with sub-accounts used to represent areas under
these projects (sub-projects). The client popup software can be enabled on user accounts forcing users to allocate
printing to the project/client. In addition, the advanced client popup will allow premiums to be charged for special
printing such as reproduction of expensive mylar film.
Selected staff can run monthly or quarterly invoice reports at any time to quickly determine printing associated with a
given client/project. More information on shared accounts and reporting can be found in Chapter 8, Shared
Accounts.
3.4.2.6. Requirement 5
PaperCut MF records data in real-time. Full print logs and reports are available at any time and can be accessed
using a standard web browser. The manager can log into the administration interface and access the reports at any
time.
3.4.2.7. Requirement 6
All reports and activity lists can be exported to Microsoft Excel. To access the Excel data, click on the small Excel
icon located next to the report name, or the icon at the bottom of the print log.
3.5. Scenario: The Medium to Large Business
SandComp is a large manufacturing company consisting of 3000 employees spread over 4 sites. All sites are
connected via a fast Wide Area Network (WAN). Printers are hosted on local servers with the largest site hosting
printers in a Microsoft Cluster environment.
3.5.1. Requirements
1.
Must support a Microsoft Cluster environment.
2.
Must centrally store print data on a server located at the main office.
3.
Must not cause disruption if the WAN link goes down between offices.
4.
The consulting division needs to be able to track printing by project (client/matter format) so costs can be
passed back to their clients.
45
Implementation by Example
5.
The finance department needs secure print release on their shared printers stored in the utility room.
3.5.2. Implementation
3.5.2.1. Initial Installation
The implementation of PaperCut MF in this environment would best be managed using staggered or step-by-step
approach. First, the software should be installed and tested on the central offices' clustered environment, then rolled
out to the other offices, and finally the secure printing and client popups should be implemented. A staggered
approach is likely to minimize disruption allowing network administrators to focus on the tasks at hand.
3.5.2.2. Requirement 1
PaperCut MF supports Microsoft Clustering Services. The installation process is documented at Chapter 25,
Clustering and High Availability.
3.5.2.3. Requirement 2
The print servers at the remote locations can be installed as secondary servers reporting back to the primary server.
All data will be stored in one location. The services communicate using XML Web Services and only consume a few
bytes per print job. Hence the system will work well over the WAN.
3.5.2.4. Requirement 3
PaperCut MF has a fail-open design. This means that if a failure occurs, such as the network fails between servers,
printing will continue as normal.
3.5.2.5. Requirement 4
The consulting division can make use of the share accounts feature to track their printing by client. More information
on shared accounts is available in Chapter 8, Shared Accounts. These advanced users would benefit from using the
advanced popup. The advanced popup offers advanced searching features allowing end-users to quickly located
the appropriate account and enter job comments as required.
3.5.2.6. Requirement 5
Secured print release can be facilitated by setting up a terminal (a low-end PC will do) in the finance department's
utility room. When a member of the finance department prints to a shared printer, their document will hold in the
queue until that member goes to the utility room and releases the print job with his or her username and password.
This process ensures that documents stay secure and can't be "accidentally" collected by other people.
3.6. Scenario: The Public Library or Internet Cafe/Kiosk
The Sandy Beach Cafe is a typical Internet cafe offering Internet access, faxing, printing and other services. This
business has 50 computers and two printers. A black & white laser printer called "Black and White Printer" and a
high-end color inkjet system named as "Color Printer". They would like to implement a pay-per-print system that
meets the following process and requirements:
3.6.1. Requirements
1.
The customer prints the job to the appropriate printer.
2.
At the front desk, the customer pays a staff member for the print job.
3.
The staff member releases the job for printing.
4.
The customer collects the print job.
3.6.2. Implementation
PaperCut MF's hold/release queues are ideally suited to the Internet cafe scenario. More information on the
hold/release queues are available at Chapter 11, Hold/Release Queues & Print Release Stations. PaperCut MF
46
Implementation by Example
provides both an application interface for release station managers (i.e. desk staff) as well as a convenient web
browser-based interface. To summarize a typical implementation:
1.
The PaperCut MF server software is installed on the system hosting the printers. An existing server or desktop
system will suffice.
2.
Workstations are configured to print to the printers shared on the system set up in step 1.
3.
Inside the PaperCut MF admin interface, the printers should have the manager only release option selected.
4.
Desk staff can view and control pending print jobs, their cost, and other details via the web based release
interface accessible at the URL:
http://server_name:9191/release
47
Chapter 4. Quick Tour
This section will guide you through the main areas of the application and cover some common management tasks.
4.1. Navigation
Before we jump in and start our tour of PaperCut MF it is important to take some time to understand the application's
navigation tools. The subsequent sections detail the major user interface elements.
4.1.1. Tabs
Figure 4.1. Application navigation tabs
Application areas are grouped into tabs that logically separate parts of the system. Selecting a tab displays the
controls and information related to that area. Users will be familiar with the concept of tabs from many other
applications.
4.1.2. Actions
Figure 4.2. The Actions area. Click to perform the action.
Throughout the application, the Actions area lists a number of tasks or actions that can be performed. The Actions
list is always located in the top left-hand corner of the application window. Actions are adaptive and the list of
actions changes depending on the area of the application being viewed.
4.1.3. Buttons
Figure 4.3. Buttons to validate and save settings
Changes made to options, user settings or configurations are only validated and applied after submitting the
change. Screens that you can save in the application will have the following buttons located at the bottom:
•
Apply - Validate and save the changes and return to this location/object
48
Quick Tour
•
OK - Validate and save the changes and return to the data list ready to select and edit another object.
•
Cancel - Don't save and changes.
4.1.4. Crumb Trail
Figure 4.4. The crumb trail highlighting the location
The crumb trail serves two purposes. It maps out the navigation path followed by the user and provides a way to
navigate up (back) the navigation path. For example, while editing a user's account, the crumb trail provides a
hyperlink up one level back to the User List.
4.1.5. Status Messages
Figure 4.5. A red status message indicating a validation error
Important status messages are displayed in the top section of the application window. Messages relating to an error
or requiring user intervention are displayed in red. Standard messages are displayed in green and cautions in
yellow.
4.1.6. Fields
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Quick Tour
Figure 4.6. A field highlighted indicating a validation error
Configuring printers, users or settings are often done via text fields. Changes made to fields are validated after
pressing OK or Apply buttons. If the field fails validation, the offending data is marked with a red asterisk. Typical
validation errors include invalid number or currency formats.
4.2. Sections
The PaperCut MF administration interface is grouped into task oriented sections. These are denoted by the tabs at
the top of the screen. The sections are:
Figure 4.7. Application navigation tabs
4.2.1.
Dashboard
•
The What's next? gadget provides tips for new users.
•
The System Status gadget provides a list of system statistics.
•
The Pages Printed graph shows a running history of the daily pages printed over the past 30 days.
•
The Environmental Impact gadget provides environmental impact statistics.
•
The Printer Status gadget displays daily pages printed and device status per printer.
•
The News gadget has links to the latest information about release and development activity at PaperCut.
•
The Real-time Activity gadget is a scrolling summary of PaperCut events with expandable details.
•
Related sections:
•
4.2.2.
Section 14.2, “The Dashboard”
Users
•
View a list of all users
•
View and change a user's credit balance
•
View a user's statistics and charts
•
List a user's printing activity
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Quick Tour
4.2.3.
4.2.4.
4.2.5.
4.2.6.
•
Change user privileges and settings
•
Related sections:
•
Section 4.3, “Basic User Operations”
•
Chapter 6, Advanced User Management
Groups
•
Add/Remove domain or network groups required for user management
•
Define rules controlling how new users are created
•
Perform bulk user operations
•
Control user quota allocations
•
Related sections:
•
Section 6.1, “Groups in PaperCut MF”
•
Chapter 6, Advanced User Management
Accounts
•
View, edit and create shared accounts
•
View and change the shared accounts credit balance
•
List all charges against shared accounts
•
Set account access security
•
Related sections:
•
Chapter 8, Shared Accounts
•
Section 5.2, “User Client”
Printers
•
View and edit printer costs and settings
•
Define printer filter rules and restrictions
•
View all recent print jobs
•
View printer statistics and charts
•
Visually inspect the contents of print jobs (via print archiving)
•
Related sections:
•
Section 4.4, “Basic Printer Operations”
•
Chapter 7, Advanced Printer Management
•
Section 22.5, “Web Print (Driver-less printing via a web browser)”
•
Chapter 23, Print Archiving (viewing and content capture)
Reports
•
Access to standard reports for viewing, export and printing
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Quick Tour
4.2.7.
•
Run “one click” reports for quick overviews
•
Run reports over Ad-hoc date ranges
•
Related sections:
•
Section 4.8, “Charting, Statistics, Reports and Logs”
•
Chapter 9, Reports
Cards
•
Managed TopUp/Pre-Paid Cards (also known as vouchers)
•
View card use and activity
•
Download and install the card creation wizard
•
Import new cards
•
Related sections:
•
4.2.8.
4.2.9.
Chapter 15, TopUp/Pre-Paid Cards
Options
•
Access general system settings
•
Control administrator access and security
•
Perform network user and group synchronization tasks
•
Perform backup snapshots
•
Related sections:
•
Chapter 14, System Management
•
Appendix A, Tools - database, server-command scripting, and APIs (Advanced)
Application Log
•
View system audit, security and application events
•
Related sections:
•
4.2.10.
Chapter 14, System Management
About
•
List version and build information
•
Access update news
•
Install and view license information
•
Related sections:
•
Chapter 20, Licensing and Support
4.3. Basic User Operations
The user section is dedicated to user management. Common user oriented tasks include assigning additional credit
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Quick Tour
to users, viewing a user's activity, and controlling user privileges.
Users in PaperCut MF can be assigned either:
•
Restricted access where access to resources is denied once their credit drops to zero (or to the overdraft limit).
•
Unrestricted access meaning the user is never denied access.
To change a user's restriction privileges:
1.
Log in as the built-in admin user.
2.
Click on the Users section.
3.
Select the user from the list (or enter the user name in the quick find).
4.
Scroll down to the Account Details section.
5.
Click on the Restricted checkbox.
6.
Click on the Apply button to save the change. A save success message will appear.
To increase a user's account balance by $10.00:
1.
Select the user from the list (or enter the user name in the quick find).
2.
Select the Adjustments and Charges tab.
3.
Enter $10.00 in the adjustment field.
4.
Enter a comment to associate with the transaction.
5.
Click the Apply button.
Figure 4.8. Adjusting a user's credit up $10.00
To view a user's transaction and print history:
1.
Select the user from the list (or enter the user name in the quick find).
2.
Select the Transaction History tab to view the user's transaction.
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Quick Tour
3.
Select the Job Log tab to view the user's recent print activity.
4.4. Basic Printer Operations
All printers managed by PaperCut MF are configured under the Printers section. Printer configuration may include:
•
Setting a cost-per-pages or defining more complex charging rules.
•
Defining advanced filter and restriction rules. For example, configuring a printer to deny jobs of a selected size or
automatically removing duplicate documents.
•
Controlling the enabled/disabled status via time-latches.
To define a basic cost-per-page of $0.10:
1.
Log in as the build-in admin user.
2.
Select the Printers section.
3.
Click on the printer who's page cost is to be defined.
4.
Enter a page cost of $0.10 under the configuration section.
5.
Press the Apply button to save the change.
To define an advanced cost model offering a 40% discount for duplex (double sided) printing:
1.
Under the Printers section, select the printer whose cost model is to be modified.
2.
Click on the Advanced Charging tab.
3.
Select a charge type of by category.
4.
Enter 40% in the duplex discount field and select Percent less from the dropdown list.
5.
Click the Apply button to save the change.
Figure 4.9. A 40% discount applied to double-sided printing
Filters provide administrators with access to a set of rules to control what type of documents are allowed access to
the printer. Filter rules can be used for a variety of tasks such as:
•
Enforcing good printing practices
•
Preventing queue jamming and hogging
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Quick Tour
•
Ensure printers are used for the purpose they are designed for
Filter options include:
•
Control by the jobs cost
•
Control by a document's page count
•
Denying jobs based on their color mode
•
Filtering by document name
•
Automatically denying and deleting duplicate documents
Example - To apply a filter preventing jobs over 100 pages:
1.
Under the Printers section, select the printer to which the filter should be applied.
2.
Click on the Filters tab.
3.
Scroll to the Page Count section.
4.
Click and select the deny jobs based on number of pages.
5.
Enter in 100 in the maximum filed.
Figure 4.10. Printer Filters and Restrictions
To disable a printer for the next hour using a time latch:
1.
Under the Printers section select the printer to lock or disable.
2.
On the Summary tab, scroll to the Configuration section.
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Quick Tour
3.
Select Disable for next hour from the drop-down list.
4.
Click the Apply button to save the change.
Figure 4.11. A printer disabled for 1 hour
4.5. Client Software
The client software is optional and not required for basic logging, however it does provide users with access to
advanced features. These features include:
•
Real-time feedback to the user including their account balances and event messages such as "print job denied"
reasons.
•
Access to the account selection popup so users can allocate print jobs to shared accounts - for example,
accounts representing departments, projects, clients, etc. This is particularly important in a business
environment.
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Quick Tour
Figure 4.12. The user client displaying the "Advanced Account Selection Popup"
4.5.1. Demonstrating the client software and account selection process
Create a Shared Account:
1.
Log into PaperCut MF as an administrator (e.g. admin account).
2.
Select the Accounts tab.
3.
Click the Create a new account action.
4.
Enter an appropriate name for the account. For example "test account".
5.
Click the Apply button to save the account.
6.
Select the security tab and ensure the [All Users] group has access to the account. If not, add the group by
selecting it from the drop-down and pressing Add.
7.
See Chapter 8, Shared Accounts for more details about creating and managing shared accounts.
Grant account selection access to your account:
1.
Select the Users tab.
2.
Locate and click on your personal user account.
3.
Under the Account Selection section, select the option Show the advanced account selection popup.
4.
Print the OK button to save and apply changes.
Launch the client software (Windows Platform):
1.
Log into a workstation using your user account as modified above (note: The server itself can also be used for
this testing if desired)
2.
Open Windows Explorer (File Explorer).
3.
In the address bar, enter \\server_name\pcclient where "server_name" is the name of the server
hosting the PaperCut MF software. This will bring up files located on the PCClient share.
4.
Launch the pc-client.exe program by double-clicking on the file. An icon should appear in the task tray.
5.
Print a test page (for example a web page). The advanced client popup should appear allowing you to select
the "test account" set up in the preceding section.
More information about shared accounts can be found in Chapter 8, Shared Accounts and information about client
software deployment is covered in Section 5.2, “User Client”.
4.6. Interface Levels
PaperCut MF provides two layers of system access, Admin and User.
4.6.1. Admin Access
Admin access provides access to the system for administration and management. This level is usually only granted
to selected individuals in the organization, such as network administrators or management staff. To assign admin
rights to an individual or group of users see Section 4.7, “Assigning Administrator Level Access”.
4.6.2. User Access
End users are granted access to a set of basic web pages providing them with access to:
•
View their account balance
•
List recent account activity
•
Use tools such as TopUp/Pre-Paid Cards and funds transfers to other users
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Quick Tour
The User Client Tool (PaperCut MF User Client Software) complements the web pages by providing users with a
quick view of their current account balance.
Important
Access to the user area, like the admin area, requires authentication - that is the user must enter their
network username and password. Authentication is required because user information such as print
history is confidential. Access to the user's funds transfer feature also needs to be protected. This is
particularly important in schools. Students can rest assured that should they leave their workstation for
a few minutes another student can't transfer their account balance to themselves!
To access the user pages via the User Client Tool:
1.
Start the client software if it is not already running. On the server this may be started via the Client Start menu
item. See the client software section for details on how to start this on a remote workstation or desktop.
Figure 4.13. The user client tool
2.
Click the Details... link. The web browser will open.
3.
Enter your username and password and click Login.
4.
The user page pages will display.
To access the user pages directly via a web browser:
1.
Open a standard web browser.
2.
Enter the URL http://[servername]:9191/user where [server_name] is the network name assigned
to the system running PaperCut MF. The login screen will appear.
3.
Enter your username and password and click Login.
4.7. Assigning Administrator Level Access
PaperCut MF sets up one administrator account called “admin”. This is the master administrator account, with
access to all features, whose password is assigned during the configuration wizard. In large organizations it is likely
that administrator level access will need to be granted to more than one person. One solution is to give all persons
the master password; however the recommended approach is to assign administrator rights to these individual's
network user accounts. The advantages of this approach are:
•
They can access the administration pages using their own username and password (they don't have to
remember another password!).
•
Different levels of administrator access can be assigned to different users. PaperCut MF includes an advanced
Access Control List (ACL) allowing different administrators access to different functions and areas of the
application.
•
Most activity is audited so changes can be sourced to an individual.
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Quick Tour
For more information see Section 14.4, “Assigning Administrator Level Access”.
4.8. Charting, Statistics, Reports and Logs
One of the key features of PaperCut MF is the advanced charting, statistics, reporting and logging. This information
can be used by administrators to:
•
Determine which printers are most used
•
Spot areas where printers may be inappropriate for the task.
•
View user and printer trends over time.
4.8.1. Charts
Charts are ideal for obtaining a quick visual overview. All users and printers have a line chart displaying activity over
the last 30-days.
Figure 4.14. User 30-day account balance history
The Charts Tab under the Printers section hosts a set comparison charts allowing administrators to compare
printers side by side.
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Quick Tour
Figure 4.15. Printer utilization chart
Under each individual printer the Statistics section provides information on all jobs printed on a given printer.
Figure 4.16. Print page history for a single printer
4.8.2. Reports
Reports provide a tabular data display, often in a printable format, of system information ranging from activity
histories, summaries, transaction details, etc. Reports are typically run to print a summary of user activity, printer
activity, or group or account activity. To streamline access to common reports, PaperCut MF provides a series of
predefined one-click report links under the Reports section. Most reports can be generated over a variety of
common date ranges or user defined date ranges.
Standard reports include:
•
User Reports
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Quick Tour
•
•
•
Print summary statistics grouped by user
•
Quick list of the most active print users
Printer Reports
•
Summary of print activity grouped by printer
•
Quick lists of the most active/busiest printers
Group Reports
•
•
Shared Account Reports
•
•
Summary of print activity grouped by network group (Note: The group needs to be defined under the Groups
section.)
Summary of print activity grouped by shared account charged
Print Log Reports
•
Detailed lists of all print jobs over a given period
•
Quick list of the largest print jobs
Figure 4.17. Printer report in PDF
Standard reports are provided in a variety of output formats including, HTML, PDF and MS Excel. PDF reports are
ideal for printing. HTML versions of the reports are provided for systems without a PDF viewer.
Tip
In addition to the standard reports, administrators can run other reports on ad-hoc data by using the
Export/Print option available under most of the data lists. This is covered further in the subsequent
report section (See Chapter 9, Reports).
4.8.3. Logging
The PaperCut MF activity logging can be classed into the following areas:
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Quick Tour
4.8.3.1. Usage Logging
Usage logging records information about usage events such as printing. Information includes:
•
The date of the use
•
Who performed the use
•
Details of the type of user including, cost and other attributes
Figure 4.18. Printer usage log
4.8.3.2. Transaction Logging
All modifications or deductions to an account (user or shared) are recorded in the transaction log. Information
recorded includes:
•
The date of the transaction
•
Who performed the transaction
•
Any comment or note associated with the transaction (if performed by a user)
Figure 4.19. User account transaction log
4.8.3.3. Application Activity Logging
The Application Log records system events messages such as:
•
User logins
•
Security errors such as incorrect password attempts
•
Backup times and scheduled tasks
•
Any system errors or warning
It is similar to the operating system's event log. It is recommended that system administrators view this log on a daily
basis for the first week and weekly thereafter.
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Chapter 5. Services for Users
5.1. Introduction
How a user experiences and interacts with PaperCut MF will vary depending on how it is implemented. When
configured as a silent monitoring solution, users may not even know PaperCut MF is in use. In other environments,
users will make extensive use of the various services that are available.
Services are provided to users through one of two interfaces:
the User Client
The User Client is an optional piece of software that provides additional functionality. The client software may
be used to serve a number of purposes including to:
•
Display the user's account balance (for print charging or quota environments)
•
Display account selection or print conformation popups.
•
Show system messages such as "low balance" notifications.
•
Display popup warnings as configured by the administrator (e.g. Print policy discourage printing of emails).
•
Provide popup authentication services in anonymous desktop environments.
Figure 5.1. PaperCut user client on Mac OS X
The appearance of the user client tool may be customized to fit in with your organization. More information is
available in Section 17.1, “Customizing the User Client Tool window”. The features visible to the user (e.g.
popup dialogs) are a function of server-side settings and are configured by the administrator.
the User Web Pages
The User Web Pages provide additional features that may be of use to users. Functionality includes summaries
and logs of usage, using TopUp/Pre-Paid Cards, transferring funds and displaying usage costs. The User Web
Pages are accessed either via the Details... link on the User Client window, or via the browser URL
http://[server_name]:9191/user .
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Services for Users
Figure 5.2. PaperCut user web pages
The appearance of the user web pages may be customized to fit in with your organization's existing intranet,
web pages or color scheme. More information is available in Section 17.3, “Customizing the User web pages”.
Figure 5.3. Example of customized user web pages
the iPad / iOS App (for iPad Printing)
64
Services for Users
The PaperCut iPad / iOS App for iPad/iOS Printing enables printing from your iPads enables printing to all your
PaperCut managed printers across your enterprise. For more details see Section 22.3, “iOS Printing (iPad &
iPhone)”.
More information about each of these areas is available in the following sections.
5.2. User Client
The PaperCut MF activity tracking and charging is implemented using 100% server-side technology. User Client
software is not required as part of the activity monitoring process.
Note
The use of client software for activity monitoring could open up security problems as client software is
readily accessible to end-users. By design PaperCut Software developers endeavor to implement all
monitoring at the server level eliminating client-side loopholes. The client software supplied with
PaperCut MF is simply a presentation layer around server-side implementation.
Client software is provided to facilitate four tasks:
•
Allow users to view their current account balance via a popup window.
•
Provide users with a "last chance" before printing, confirming what they are about to print.
•
Allow users to select shared accounts via a popup, if administrators have granted access to this feature.
•
Display system messages such as the "low credit" warning message or print policy popups.
Figure 5.4. The user client balance window
Figure 5.5. The user client's confirmation popup
65
Services for Users
Figure 5.6. The user client's standard account selection popup
66
Services for Users
Figure 5.7. The user client's advanced account selection popup
The client software is available for most major platforms including:
•
Microsoft Windows
•
Mac OS X
•
Linux and Unix
Figure 5.8. PaperCut Client on Mac OS X
The client software and deployment tools are installed automatically on the server under the [app-path]\client
directory. On a Windows based server this directory is automatically shared in read-only form providing network
users with access to the client executables.
The following chapters contain further information about the user client:
•
Command line and config options are discussed in Section A.5, “User Client Options”.
•
Customization of the user client is discussed in Section 17.1, “Customizing the User Client Tool window”.
Tip
The behavior of the user client, such as where on the screen it pops up or which option is selected by
default, can be customized. This is discussed in Section A.5, “User Client Options”.
To educate the users about the user client, administrators might find the sample information sheets
helpful.
5.2.1. User Client Deployment
5.2.1.1. Deployment on Windows
The PaperCut MF client software may be deployed to workstations using a variety of deployment methods. The
deployment options are covered in detail in the [app-path]\client\README.txt file.
Options include:
1.
If you're after a manual "setup wizard" style installer, run the program client-local-install.exe located
in the network share PCClient. You can access this share by typing the following address into Windows
Explorer. \\<MyServer>\PCCClient\win, where MyServer is the name of the server where PaperCut MF
is installed.
2.
Administrators looking for an automated install/deployment option should consider the "zero install" strategy.
This is the recommended strategy for most Windows network environments as it's 100% self-maintaining.
3.
Administrators can also consider deploying via MSI package, allowing the Client software to be remotely
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Services for Users
installed via Group Policy. This option is available for advanced sites which already leverage MSI packages for
staged software deployment and continuing with this existing procedure is desirable.
The recommended approach with Windows networks is the "zero install" strategy. This involves configuring the
workstations via group policy or otherwise, to run the client executable directly off the PCClient share - a share set
up during installation. This avoids the need to undertake a separate installation process on each workstation and
ensures the client software is automatically updated in conjunction with server updates.
The client can simply be run directly from the PCClient share setup on the server. Two executables provide this
launch functionality:
pc-client.exe
pc-client-local-cache.exe
pc-client.exe will launch the client directly off the network share. The "local-cache" version
(pc-client-local-cache.exe), is a smarter version that first copies itself and associated files to the local drive
and launches itself from there. The local-cache version has the advantage that any future startups will use the local
copy and hence minimize network traffic. The cache is self-managing and kept up-to-date ensuring that any new
versions of the client are automatically and transparently copied down to the client.
Using pc-client-local-cache.exe is recommended on large networks. It does however require a globally
writable cache directory. By default the cache is created in a directory on the system drive (normally C:\Cache). An
alternate cache can be specified with the --cache command-line switch. Administrators should ensure than
standard users have write access to the system drive, or manually create the cache directory if required.
The zero-install deployment option is not appropriate for all situations. A local install is recommend on Windows
Laptop systems that are not permanently connected to the network or centrally managed by network administrators.
The client-local-install.exe program can assist end users with a standard "setup wizard" install process.
This installer may also be streamlined / automated by using command-line options, see Section A.7, “Automating /
Streamlining Installation on Windows” for more details.
The recommended way to launch the pc-client-local-cache.exe on startup is to add a line to your Domain
login script:
cmd /c "start \\servername\PCClient\win\pc-client-local-cache.exe --silent"
See below for other automatic start options.
For more information on alternate deployment options see the [app-path]\client\README.txt file.
5.2.1.2. Deployment on Windows via Silent Installer MSI
The User Client software is available as a silent-install MSI (no clicks or wizards). This option is available for
advanced sites which already leverage MSI packages for automated software deployment and upgrades using
Active Directory Group Policy options. Please note that using the pc-client-local-cache.exe version of the User Client
is our recommended method for most deployments, as all updates are automatically pushed to client machines. The
MSI option discussed here must be manually updated.
The MSI package is a great option for organizations managing staged rollouts via Group Policy Filters. It is common
in large organizations to progressively roll out new software as a series of small steps, for example the IT
department may get the software first, followed by a roll out across the organization.
Important
Ensure these steps are conducted by an administrator experienced with Active Directory MSI software
deployment.
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Services for Users
5.2.1.2.1. Step 1 - Copy User Client files to deployment location
Copy the all client files and subdirectories from
\\servername\PCClient\win\
into a versioned folder on your domain, alongside your other MSI-deployed software, e.g.
\\DeployedSoftware\papercut-client-14.1\
Do not deploy the MSI directly from the PaperCut install directory because the contents of this directory will change
when PaperCut is upgraded. This will result in problems in your MSI deployments.
Please take note that unlike some other MSI packages you may have seen, this file is not a self-contained archive it must be copied along with the rest of the PaperCut client files when preparing your deployment.
5.2.1.2.2. Step 2 - Configure the User Client
If you need to make adjustments to the client (such as modifying config.properties or adding a custom logo),
now's the time to do so. Changes made will be distributed to your domain as the MSI deploys.
5.2.1.2.3. Step 3 - Deploy the MSI
Deploy the pc-client-admin-deploy.msi to your domain, as a Software Installation component to a Group
Policy Object. The procedure for MSI deployment via Group Policy is explained in Microsoft's Knowledge Base:
http://support.microsoft.com/kb/816102.
Figure 5.9. Deploying an MSI package as part of a Group Policy
5.2.1.2.4. Step 4 - Configure for auto launch
Configure pc-client.exe to launch automatically at startup, as you would for any other program. One option is to add
69
Services for Users
the User Client application to your GPO's "Run these programs at user logon" setting, found under
Computer/User Configuration → Policies → Administrative Templates → System → Logon
Figure 5.10. Configuring a startup application in Group Policy Manager
Tip
If you need to deploy to a heterogeneous environment of 32 and 64-bit systems, the default install
paths will be different for each architecture. A simple solution to this path problem is to simply launch
the client from both C:\Program Files and C:\Program Files (x86) paths, as in the
screenshot above. The non-matching path will silently fail.
An alternate option is to start the client from an existing user logon script. An example of the line to add to the logon
script is:
cmd /c "start "C:\Program Files\PaperCut MF Client\pc-client.exe --silent"
5.2.1.2.5. Prerequisites/Troubleshooting
Older machines may require an upgrade to the Windows Installer Service. If so, you will encounter this error
message:
"This installation package cannot be installed by the Windows Installer Service.
You must install a Windows service pack that contains a newer version of the
Windows Installer Package"
To
resolve
this,
download
and
install
the
Windows
http://www.microsoft.com/en-us/download/details.aspx?id=8483
5.2.1.3. Upgrade an MSI Installation
70
Installer
4.5
Redistributable,
from:
Services for Users
The procedure for upgrading an already-deployed installation of the client (e.g. from 12.3 to 12.4) is slightly different
to that of the initial deployment - updated MSI packages need to be added to your original GPO as an upgrade item.
For
step-by-step
instructions
on
the
procedure,
see
Microsoft's
Upgrade
Guide
at:
http://technet.microsoft.com/en-us/library/cc783421%28v=ws.10%29.aspx
Please don't simply replace an old MSI with a newer version. If after following the instructions in the Microsoft article
above you're still unsure how to proceed, please seek assistance, or contact technical support.
Figure 5.11. Upgrading an MSI package as part of a GPO
5.2.1.4. Windows 8 Metro Requirements
Windows 8 a introduced a new user interface called Metro. It has a tile based start screen or runs one application at
a time. This user interface is also known as the "Windows 8-style UI".
When the Windows 8 user interface is in Metro mode, Windows Desktop applications are not visible. This includes
notifications such as the PaperCut Client popup. Therefore the Client popup could be missed.
PaperCut uses a Toast notification to notify user in Metro mode that a notification requires their attention in Metro
mode.
Figure 5.12. Toast Notification (panel at top right) in Metro Mode
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Services for Users
With the Toast notification, users working in metro mode will be notified of all PaperCut activities that require their
attention in Desktop mode.
5.2.1.5. Deployment on Mac OS X
This section covers the installation of the PaperCut client on Apple Mac systems. Before installing the client
software, we recommend that administrators study Chapter 28, Mac Printing in Detail and first ensure printing is
working as expected.
The PaperCut Mac client is a supplied as a native Mac .app package. The client is delivered in two flavors:
1.
The current client, which supports Mac OS X 10.7 (Mountain Lion) and above.
2.
The legacy client, which supports Mac OS X versions from 10.4 to 10.6. It is a universal application that runs on
both PowerPC and Intel hardware. The legacy client will not be receiving future feature enhancements.
The three common installation methods are outlined below cover most situations. The instructions for the "single
user install" follow the standard Mac application installation process and should be able to be conducted by any Mac
end-user. The other installation methods are more technically focused and aimed at Mac network administrators.
5.2.1.5.1. Special Notes for Mac OS X 10.6 and earlier
Note
The current version of the PaperCut client will not work on Mac OS X 10.6 and earlier. For these
systems the legacy client must be used. If the client fails to start, please ensure you are using the
correct client for your system.
The legacy client is found in [app-path]/client/legacy. Use this path to locate the client when referenced in
the following sections.
The legacy client software will work best if Java 5 (or higher) is installed. Java 5 is available for OS X 10.4 or above.
If Java is not already installed, the installer is available from the Apple website. This simplest way to install Java is to
run /Applications/Utilities/Java Preferences from OS X Finder, and you will be prompted to complete the
installation.
5.2.1.5.2. Single User Install
This method is suitable for a Mac computer used by a single user. For example, a personal Mac desktop or laptop.
The installation process simply involves clicking on the client-local-install program. This copies the
PCClient application into the over to the system's Applications folder and starts the client in the "confirm
network identity" mode. The simplest way to run the install process is to connect to a Windows server's pcclient
share over the network, however alternate methods such as copying the folder contents via a USB key or drive are
also possible.
To install the Mac client from a server's share:
1.
Start and Log into the Mac computer. Ensure it's connected to the network.
2.
Open the Finder.
3.
From the Go menu, select Connect to Server....
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Figure 5.13. Connecting to a Windows server
4.
Enter the pcclient share's connection details like: smb://server_name/pcclient.
Figure 5.14. The PCClient share's connection string
5.
Enter password information if requested.
6.
Double-click the client-local-install file. This will execute a small AppleScript program that will
commence the install/copy process. (If installing on a legacy system (OS X 10.6 or lower) you must install the
legacy client located in the legacy folder.)
7.
Test the application by double-click on the PCClient application icon in the system's local Applications
folder.
If the user needs the client for printing - for example to use the shared account popup - it's advisable to configure the
application to automatically open upon start-up:
1.
Open System Preference... from the Apple menu.
2.
Select Accounts.
3.
Select your login account.
4.
Click the Login Items tab.
5.
Click the + button and browse and locate the PCClient application.
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Figure 5.15. Add PCClient as a Login Item
6.
Test by restarting the computer. The client should start automatically after the reboot and login procedure is
complete.
5.2.1.5.3. Multi-User Install
On a multi-user Mac system, setting up a Login Item for each user would be a tedious task. To streamline this
process, the PCClient application can be configured to start on login via the login hook. A login hook is an
advanced Mac feature that works by running a script when a user logs in. The PCClient package includes a
command script resource that installs the login hook.
To install the client on a multi-user system:
1.
Start and Log into the Mac computer. Ensure it's connected to the network.
2.
Open the Finder.
3.
From the Go menu, select Connect to Server...
4.
Enter the pcclient share's connection details like: smb://server_name/pcclient
5.
Enter password information if requested.
6.
Drag the PCClient (or legacy/PCClient on OS X 10.6 or lower) package over to the local hard disk's
Applications folder. The copy process will commence.
7.
Control-click on the newly copied PCClient application in the Applications directory. Select Open Package
Contents.
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Figure 5.16. Control-click and open the package contents
8.
Navigate to Contents/Resources/.
9.
Double-click on the install-login-hook.command script.
Figure 5.17. Double-click to install the login hook
10. Restart the system and verify the client starts on login.
Important
If you're already using a login hook for other script tasks, the setup process will be different. Instead in
step 9, double-click on the set-permissions.command file. Then insert the following line at the end
of your current login script (all on one line):
/Applications/PCClient.app/Contents/Resources/login-hook-start
"$1"
The set-permissions.command script ensures the software is set up with the correct permissions,
ensuring it's accessible to all users.
The login hook, once installed, can be removed with the terminal command:
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sudo defaults delete com.apple.loginwindow LoginHook
5.2.1.5.4. Zero-Install Deployment
This deployment method is for advanced Mac network administrators and is suitable for medium to large Mac
networks. Knowledge of the Mac's Unix underpinning and scripting is required.
A more flexible option over locally installing the PCClient package on each Mac system, is to directly launch the
client from the pcclient share. The advantage of this deployment method is that any updates applied on the
server (and hence updates to the client directory) will automatically be propagated to all workstations.
The process of setting up zero-install deployment will vary form network to network depending on the directory
environment in use and administrator preferences. The process can however be summarized as:
1.
Configure the Macs to mount the pcclient share as a volume on login or start-up.
2.
Configure a login hook to start the client off the share. The install-login-hook.command resource script
explained in the multi-user install above may help.
The typical way to mount the share is to use mount_smbfs in a boot script. See the Apple documentation on
mount_smbfs
at:
http://developer.apple.com/documentation/Darwin/Reference/ManPages/man8/mount_smbfs.8.html
Further information on Mac printing is available at Chapter 28, Mac Printing in Detail.
5.2.1.6. Deployment on Linux and Unix
The PaperCut MF user client software may be deployed on Linux and other Unix based operating systems using the
following installation procedure.
5.2.1.6.1. Step 1 - Install Java 5.0+
Linux and Unix workstations are supported via Java. Java version 5.0 or higher is required. Your Linux distribution
may come with Java pre-installed or have the option to install. If no Java option exists, Sun Microsystems provides a
self-install Java distribution for Linux and other major Unix platforms.
Ensure Java 5.0 is installed and the JAVAHOME environment variable is defined on the PATH.
5.2.1.6.2. Step 2 - Copy (or Mount) the PaperCut MF user client files
Like the Windows version of the client software, the Linux/Unix Java version is installed in the ~/client directory
on the server. All files in this directory need to be copied, or make available to the Linux/Unix workstation. Common
methods include:
•
Copying the files from the server using file transfer programs such as FTP or scp.
•
If the server is Windows based, connecting using smbclient or the Gnome or KDE smb:// file browsing tools.
The client files are shared via a read-only share called \\[server_name]\PCClient.
•
If the server is Linux based, consider exporting the ~papercut/client directory via NFS and mounting on the
workstations. The client can then be ran directly from the mount.
If the workstation is used by multiple users, the client directory should be copied to a common location such as
/usr/local/papercut/client.
5.2.1.6.3. Step 3 - File permissions
Open a command prompt and set execute permissions on the pc-client-linux.sh file as follows:
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cd /usr/local/papercut/client
chmod 755 ./pc-client-linux.sh
5.2.1.6.4. Step 4 - Testing
Log on as a user (a user listed in the PaperCut MF system) in your preferred Linux desktop GUI environment.
Locate and execute the file /usr/local/papercut/client/pc-client-linux.sh. The PaperCut MF client
should open displaying the user's account balance.
It is usual to configure the client as a "Startup Program" or "AutoStart Program" launched during login. See your
desktop documentation to see how to define a startup program.
A number of command-line options are available to change the client's behavior. More information can be found in
Table A.2, “User Client command-line options”.
5.3. User Web Pages
The User Web Pages are accessed either via the Details... link on the User Client window, or via the browser URL
http://[server_name]:9191/user .
The User Web Pages provide a range of services for users, including:
•
Summary: A summary of usage and balance history.
•
Shared Accounts: Lists the shared accounts that the user may use for printing.
•
Rates: The current costs for printing usage.
•
Use Card: Add balance by using a TopUp/Pre-Paid Card.
•
Add Credit: Add balance from an external payment system (when using the payment gateway module).
•
Transfers: Transfer funds to other users.
•
Transaction History: A history of balance transactions.
•
Recent Print Jobs: A list of the user's recent printing.
•
Jobs Pending Release: Print jobs pending release (when using a release station).
The services available provide a range of functionality that empowers users to make the most of PaperCut MF
without requiring intervention from administrators. The user web pages allows users to do what they need for
themselves, and quickly get back to what they were doing.
Many services can be switched on or off as required. This is useful for situations where a particular service is not
suitable for exposing to the users. For example, some organizations may like to disable the ability for users to
transfer funds.
Each service is discussed in the following sections.
5.3.1. Summary
This page provides a summary of the information most important for a user, including their current balance, a
summary of their printing usage, and a graph of their balance history.
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Figure 5.18. A user's summary information
5.3.2. Environmental Impact
One of the primary aims of PaperCut MF is to reduce printing levels by changing a user's printing behavior.
Implementing monitoring, quotas and charging are a good way of drawing a user's attention to their habits. The topic
of the environment, global warming, and waste management is currently an area of debate and interest to many.
Highlighting the environmental aspects of their activities is another good way of modifying a user's behavior.
The Environmental Impact section appears on the Summary page and provides the user with feedback on the
environmental impact or footprint associated with their activities. Information presented includes an indication on
how their printing equates to trees, CO2 emissions and energy.
For more information about how these values are calculated, see Section 14.8, “Environmental Impact”. If desired,
this option can be disabled via the Options section.
Figure 5.19. Draw a user's attention to their environmental impact
5.3.3. Shared Accounts
Shared accounts page lists the balances of the shared accounts that a user can access.
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Figure 5.20. A list of available shared accounts
More information about shared accounts can be found in Chapter 8, Shared Accounts.
5.3.4. Rates
The rates page lets users know the printing costs associated with each printer. Displaying costs to users is a good
way for them to see and understand the costs involved without having to spend time distributing the information to
them.
Armed with this information, users can seek the most cost effective way to manage their printing. With discounts for
grayscale and duplex printing clearly visible, ink and paper usage will be reduced by the users own accord.
Figure 5.21. Printing costs as seen by the user
5.3.5. Use Card
From here users can use a TopUp/Pre-Paid Card. When a valid card number is entered, the value of the card is
transferred to the user's balance. More information about cards is available in Chapter 15, TopUp/Pre-Paid Cards.
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Figure 5.22. Using a TopUp/Pre-Paid Card
5.3.6. Add Credit
The Add Credit page is used to transfer funds into a user's account from an external source. This option is available
when using the payment gateway module for integration with an external system.
5.3.7. Transfers
This page allows users to transfer credit to other users. Transferring balance can be useful in situations such as:
•
A student transferring credit to a fellow student for printing something for them
•
A teacher transferring credit to a student for extra printing
•
Teachers trading printing credit between each other
Figure 5.23. Transferring funds to another user
5.3.8. Transaction History
The transaction history page displays a user's balance history in detail. Here a user can see how, when any why
their balance was affected. If there is ever doubt about why a user's balance is at the current amount, or what they
have been spending their credit on, the transaction history page has the answer.
Figure 5.24. A user's recent balance transactions
5.3.9. Recent Print Jobs
This page displays the user's printing history. It allows a user to see the cost of their print jobs, or to find a particular
print job. The filter criteria allows for many different views of printing, and can be used to easily drill-down to find the
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information required.
Figure 5.25. A user's recent printing
5.3.10. Jobs Pending Release
This page allows users to view and interact with jobs held in a hold/release queue. From here, jobs that have been
held in a managed queue can be released (printed) by the user. This allows for them to confirm the cost and details
of the job before printing, and/or confirm their identity before the job is released.
Figure 5.26. The user's view of jobs pending release
More information about hold/release queues is covered in Chapter 11, Hold/Release Queues & Print Release
Stations.
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5.3.11. Web Print
Web Print is a printing solution ideal for laptops and other non-domain connected systems. This page allows users
to upload documents for printing, rather than requiring the print queues to be installed on their system.
The user will be guided through a wizard where they can select a printer, choose options such as number of copies,
and select a document to upload. The document will then be queued for printing and the user can track its status
from this page.
Figure 5.27. Web Print jobs in progress
More information about Web Print can be found in Section 22.5, “Web Print (Driver-less printing via a web browser)”.
5.4. Environmental Dashboard / Windows 8.1 Live Tiles
One of the most powerful features in PaperCut is not actually a feature at all - it’s the culture change that it brings
about in an organization. Most of this change is encouraged by increasing the visibility of the impact printing has on
the company and the environment. The Environmental Dashboard and the Windows 8.1 Live Tile is an innovative
way to raise awareness. It promotes paper saving in a positive and creative way. For example:
•
See your environmental impact front and center
•
Benchmark your usage against others in the organization
•
Reward and promote good user behaviour:
•
•
Award users for printing less
•
Encourage the user of duplex and grayscale
It makes printing impact tangible and understandable:
•
Converting sheets into an "energy equivalent"
•
Emphasising forest conservation
•
Highlighting CO2 emissions
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Figure 5.28. Environmental Dashboard
Figure 5.29. Windows live tile sample
5.4.1. Windows 8.1 Live Tile
The increasing use of Windows 8 devices and Tile based interface has opened up a new avenue to communicate to
users. The Environmental Dashboard page can be Pinned to the Windows Start Screen to create a dynamic Live
Tile. This Live Tile will communicate over 20 user-specific facts, awards and challenges all generated from real-time
PaperCut data.
5.4.1.1. Sending a positive message with the Live Tile
All too often, the IT department is implementing back-end systems or invisible projects. The PaperCut Windows Live
tile is a highly visible and positive story, and is a great complement to other changes planned in your print
management program.
Tip
Recently PaperCut was working with a large national retail organization and they were in the middle of
a project to implement PaperCut’s secure print release. There was push-back from various department
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heads worried that any barriers to printing were going to reduce productivity. The environmental impact
statistics helped turn this reluctance around. In the end, the savings were so compelling the project’s
success was promoted not only internally but externally as a strong corporate and social responsibility
story... Oh, and for once the IT guy was the hero!
Some suggestions:
•
Encourage your users to bookmark their dashboard
•
Draw Windows 8.1 users attention to the Live Tile and encourage them to Pin it to their start page. See
Section 5.4.2, “Windows 8.1 Live Tile Installation”.
•
Link to the Environmental Dashboard on your intranet or monthly newsletter
•
Share environmental impact information visually with management
•
Challenge users to compare their live tile awards with their colleagues
5.4.1.2. Windows Live Tile Examples
Below is a small sample of the 20+ tiles available:
Figure 5.30. Tile sample: 5 stars
Figure 5.31. Tile sample: Organization C02 use
Figure 5.32. Tile sample: Organization tree consumption
Figure 5.33. Tile sample: Organization weekly printed sheets
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Figure 5.34. Tile sample: Tip to use grayscale
Figure 5.35. Tile sample: User energy use
5.4.2. Windows 8.1 Live Tile Installation
To pin the environmental live tile on the Windows 8.1 Start Screen:
1.
On Windows 8.1, go to the Start Screen (Press the Windows key).
2.
Open Internet Explorer in the Start Screen. (NOTE: Internet Explorer must be configured as the default browser
to complete the pinning process).
3.
Enter the URL below (where [server-name] is the hostname of your application server.)
http://[server-name]:9191/environmentaldashboard/
4.
Enter your network username/password. After successful login you will be taken to the Environmental
Dashboard showing your usage statistics.
5.
Press the favorites button.
6.
Press the pin button.
7.
Press the Pin to Start button.
8.
Press the Windows key to go back to the Start Screen. The Environmental Dashboard will now be pinned to the
Start Screen. Clicking on the live tile will open the Environmental Dashboard.
After a short period the live tiles will start displaying. Five distinct live tiles will rotate displaying your
environmental usage statistics, ratings, tips, etc. A new set of five tiles will be retrieved every 30 minutes.
Tip
Although Windows usually starts displaying the live tiles after a short delay, sometimes it takes a
few minutes for them to activate. If the live tiles are not displaying, changing the tile size can kick it
into action. To do this, right-click the tile, select the "Resize" option from the bottom and select a
different size. Then change the size again back to the "Wide" tile format.
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5.4.2.1. Windows 8.1 Tile Deployment
Windows 8.1 is a new environment and there are very limited options to automatically deploy the live tile through the
organization. We are hopeful that Microsoft will introduce improved tooling for this deployment as Windows 8.1
evolves.
Our current recommendation is to provide instructions to your users instructions on how to access the
Environmental Dashboard and install the live tiles on Windows 8.1. These instructions could be provided in an email
or on the organization's intranet. The instructions should include information from Section 5.4.2, “Windows 8.1 Live
Tile Installation” and Section 5.4.3, “Using Environmental Dashboard on other browsers/platforms”.
5.4.3. Using Environmental Dashboard on other browsers/platforms
The Environmental Dashboard displays interesting environmental impact and printing statistics for the user and
organization. The Dashboard is is useful to all users and can be accessed using any web browser running on any
platform.
The simplest way for to access the Environmental Dashboard is to open their web browser to:
1.
Open a web browser to the following URL:
http://[server-name]:9191/environmentaldashboard/
2.
Enter their network username/password. After successful login you will be taken to the Environmental
Dashboard showing your usage statistics.
Tip
An alternate way to access the dashboard is to open a browser to the following URL (replacing
[username]
with
their
username):
http://[server-name]:9191/environment/dashboard/[username]/
This URL could be linked from the organization's intranet site if the user's username is known.
5.5. Mobile User Web Pages
When the user web pages are accessed from a mobile browser (e.g. Mobile Safari from an iPhone) the user will be
presented with a lightweight interface that has been optimized for smaller screen sizes.
Figure 5.36. Mobile user web tools - summary page
The user may choose to view the user web pages in desktop mode instead by clicking View in Desktop mode.
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Figure 5.37. View in Desktop mode link
Features available in the mobile user web pages include:
•
Checking user balance
Figure 5.38. Mobile user web tools - balance
•
Viewing environmental impact statistics
Figure 5.39. Mobile user web tools - environmental impact statistics
•
Redeeming a TopUp/Pre-Paid Card
Figure 5.40. Mobile user web tools - redeem TopUp/Pre-Paid Card
Figure 5.41. Mobile user web tools - entering a TopUp/Pre-Paid Card number
For more information about the full (desktop) user web pages see Section 5.3, “User Web Pages”.
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5.6. Gadgets/Widgets and more...
Gadgets/Widgets are a lightweight application that sits on a user's desktop. Some versions of Windows (for example
Windows Vista and Windows 7) have in-built support for sidebar gadgets. The equivalent on the Mac is the Widget.
PaperCut MF offers three useful Gadgets as well as a series of AJAX/JSON style embeddable components that can
be leveraged by intranet developers.
5.6.1. Paper-Less Alliance Widget
PaperCut has teamed up with Do Something, the non-profit organization behind many environmental initiatives
including Save Paper (http://savepaper.com.au/category/save-paper/what-software-to-get). The Desktop Widget,
developed in Adobe Air works off the data in PaperCut. It is designed to help organizations reduce paper in a fun
positive way. Highlights include:
•
Draw user's attention to their environmental impact upon login
•
Allow users to compare/benchmark their usage with the company/organization average
•
Highlight facts fun about the environment and paper use
•
Support a non-profit organization leading the paper reduction initiative
To download the widget, visit: http://www.papercut.com/products/save-paper-widget/
Figure 5.42. The Paper-Less Alliance Desktop Widget
Note
Organizations deploying the widget are asked to make a small donation of less than $1.00 a user to
the Paper-Less Alliance. All proceeds go to the non-profit supporting paper saving initiatives and
awareness.
5.6.2. Windows Gadgets
Two small footprint Windows Gadgets are available:
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•
The Print Balance Gadget: Used to display user's personal balance on the desktop or sidebar. This is called
PCBalance.gadget.
•
The Environmental Impact Gadget: Used to provide the users with feedback on the environmental impact
associated with their printing activities. Highlighting the environmental aspects is useful in modifying a user's
behavior towards printing. For more information about how these values are calculated, see the section called
Section 14.8, “Environmental Impact”. This gadget is called PCEnvironmentalImpact.gadget.
Figure 5.43. The Environmental Impact Gadget
Figure 5.44. The Print Balance Gadget
To install a Gadget:
1.
Log in as administrator
2.
Browse to the share on the PaperCut MF server at \\server\PCClient\win\Gadgets
3.
Copy all *.gadget folders to the local directory C:\Program Files\Windows Sidebar\Gadgets
4.
Users should now see the PaperCut MF Gadgets as available Gadgets on the system.
5.6.3. Web Widgets
PaperCut MF also provides web widgets that can be easily embedded within pages on your intranet site. These
widgets work in a similarly to Google Web Gadgets or the Google Maps APIs. All that is required is to paste a few
lines of HTML/JavaScript on your pages. There are two built-in web widgets that offer balance and environmental
impact (and look identical to the Vista widgets above). However if the built-in widgets do not suit your needs you can
create your own that better suit your site.
There are only two requirements to running web widgets on your intranet site:
1.
You require edit access to the intranet pages to add the required HTML/JavaScript.
2.
The username of the logged in user is required so the web widget knows whose details to load. This will usually
require that users login to the intranet. When using a Microsoft Active Directory domain and Microsoft IIS web
server the user can be automatically detected if using NTLM or Kerberos authentication which provides a
transparent login process via the Web Browser.
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The simplest way to get started with web widgets is to look at some examples. There are detailed and well
commented
examples
available
on
the
PaperCut
MF
server
in
the
directory
[app-path]/server/examples/webwidgets/examples.html. These examples should be used as a starting
point to implement web widgets on your site.
The basic steps to adding a web widget to a page are:
1.
Add a <div> element to your page. The widget will be drawn within this tag. The div element must be given a
unique ID.
2.
Include scripts into your page to load the widget and user data from the PaperCut MF.
3.
Edit the included script to set pcUsername to the logged in user.
4.
Edit the included script to set pcServerURL to base URL of the PaperCut MF server.
5.
Add some script to draw the built-in widgets to the page. You can use one of the built-in widgets, or create your
own.
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Chapter 6. Advanced User Management
This section covers some of the more advanced user management tasks. On large networks managing users on an
individual basis is not practical. Management needs to be handled either via a level of automation, or manually at
group level. Some common user management tasks that typically consume time on a large network include:
•
Allocating user credit or quotas.
•
Creating new user accounts
•
Performing administration tasks such as allocating additional allowances or applying different privileges.
PaperCut MF offers a number of features to help automate these tasks.
6.1. Groups in PaperCut MF
Groups are collections of users. PaperCut MF uses the network domain or computer's groups, meaning
administrators can take advantage of the existing network structure. Groups in PaperCut are used in the following
ways:
1.
To control how quota/credit is allocated to users on a regular basis.
2.
To automate the addition of new (future) user accounts.
3.
To assist with making modifications to user accounts by group.
4.
For group based reporting.
PaperCut MF mirrors (caches) domain network group memberships for performance reasons. Hence changes in
group membership made at the domain level may not be immediately reflected in PaperCut. The group membership
can be refreshed at any time via the User/Group Sync option under the Options section. Groups are mirror/cached
for two reasons:
•
For fast reporting and search performance.
•
To ensure PaperCut MF is a good network application and does not overload domain controllers with group
membership requests.
Many large networks may contain hundred of groups and/or organizational units. In many cases only a small
percentage of these groups are pertinent to PaperCut MF management. To ensure administrators are not
overwhelmed with all groups, PaperCut MF only lists the groups selected as relevant by the administrator.
To add a group to PaperCut MF:
•
Navigate to the Group section.
•
Select the Add/Remove Group link at the bottom of the groups list.
•
Select the group(s) required on the left-hand-side and click the Add arrow.
•
Click the OK button to add the group(s).
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Figure 6.1. Adding/removing groups
PaperCut MF includes one built-in group called the [all users] group. This group is not related to any existing
network group and simply is a "catch all" group that represents all users list in the PaperCut system. It is similar to
the "Everyone" special group in Windows.
Note
PaperCut MF sources groups and group members from your selected directory/domain source. There
are however some situations where maintaining groups within the network directory source is not
possible. For example, may you only have read-access to the domain. If for technical reasons it's not
possible to define the required groups in your network directory, groups may also be defined via a text
file (e.g. a tab-delimited file). Simply place your group definition file at the location
[app-path]/server/data/conf/additional-groups.txt.
See
the
template
file
additional-groups.txt.tmpl in the same directory for an example and further information.
The additional-groups.txt may also be used to manage an internal user's group memberships.
6.2. Setting up quota allocations
In many organizations PaperCut MF is used to control and restrict users to sensible use by allocating a quota or
allowance (a budget). For example a user may be allocated $10.00 a week. This type of control is particularly
popular in schools and universities. The process of quota allocation can be automated via the Groups section.
To allocate a $10.00 a week to members of the Students group:
1.
Navigate to the Groups section
2.
Add the Student group via Add/Remove Groups if not already listed.
3.
Select the Student group
4.
Under the Quota Scheduling section, select a period of Weekly and enter 10.00 in the Schedule amount.
5.
Click the Apply button to save the change.
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Figure 6.2. The Group Details screen
To configure quotas correctly it is important to understand how quota allocations work. Users receive quotas for all
groups they belong to. For example, consider the situations where Students and Student Newspaper groups
are defined in PaperCut MF, with $20/month and $10/month quotas respectively. If a student belongs to both groups
they will receive a $30/month of quota. If they belong to only the Students group they will receive only $20/month.
If you configure a quota on the special [All Users] group then all users in the system will receive this quota in
addition to quotas defined on other groups.
Credit will be assigned to group members at just past 12:00am (midnight) on the day of the schedule. Administrators
can verify that this has taken place by inspecting log entries in the Application event log and/or users' transaction
logs.
Task
Time
Daily Allocations
Applied at 12:10am every day (7 days a week).
Weekly Allocations
Applied at 12:20am on Sunday.
Monthly Allocations
Applied at 12:30am on the first day of the month.
Custom Allocations
Applied at 12:10am on the given day (after the daily allocations).
Table 6.1. Quota schedule times
One potential issue associated with quota allocation in some organizations (for example Schools or Universities) is
that users can "bank up" their quota allowance over time leading to excessive use at periods of the year such as the
end of semester. The Only allow accumulation up to option can be used to implement a "use it or lose it" policy!
6.2.1. Custom Quota Scheduling Periods
In some cases quotas may need to be scheduled for unusual times. A good example of this is unusual term or
semester start dates. The Custom quota scheduling period allows specifying any date for which to run quotas. To
set a custom quota scheduling period:
•
Select the group for which to allocate quotas
•
Under the Quota Scheduling section, select a Period of Custom.
•
Enter a date in the ISO international date format YYYY-MM-DD (e.g. 2007-03-15). Multiple dates may be
entered, separated by a comma (e.g. 2007-03-15,2007-08-20). * wildcards are supported.
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Advanced User Management
•
Click the Apply button to save the change.
Tip
The year may be omitted or replaced with a * wildcard to specify that quota allocations should take
place on the same date every year. The same is true for months.
For example, entering *-03-15 or 03-15 will result in quotas being allocated on March 15th every
year.
Entering *-*-15 will result in quotas being allocated the 15th of every month of every year.
6.2.2. Advanced User Quota Management
Some organizations may require scheduling quota allocations for periods other than those available above. For
example, an education organization may like to schedule quota allocation per term, semester (period) or academic
year, which may not have set dates. This can be achieved by a manual update when necessary though Bulk user
actions ... in the Users or Groups tab. More information is available in Section 6.4, “Bulk User Operations”.
It is also possible to automate the allocation of user quota through the use of Server Commands (see Section A.1,
“Server Commands (server-command)”) or XML Web Services (see Section A.3, “The XML Web Services API”).
6.2.3. Automated Quota Allocation Example
One way to automate quota allocation is through the use of Server Commands. Following is an example of how to
use Server Commands to automate quota allocation in a Microsoft Windows environment:
North Shore High would like to automate their quota allocation on a per-term basis. There are four terms in a year,
and terms do not necessarily start on the same date every year. Junior students are to receive $5 per term printing
budget, and senior students are to receive $10 per term. The domain has the groups junior-students and
senior-students to reflect the students' grade.
Using the information from Section A.1, “Server Commands (server-command)”, we can see that the Server
Command adjust-user-account-balance-by-group will meet the needs of this situation. Create a batch file
with a name like assign-term-quotas.bat with content similar to the following (depending on your
environment):
cd "C:\Program Files\PaperCut MF\server\bin\win"
server-command adjust-user-account-balance-by-group "junior-students" \
+5.00 "$5 term budget for junior students"
server-command adjust-user-account-balance-by-group "senior-students" \
+10.00 "$10 term budget for senior students"
Note: backslash indicates text should appear on the same line.
Running this script will allocate $5 to all members of the group junior-students, and $10 to all members of the
group senior-students. The script can then be scheduled to run at the specified dates by the use of a tool such
as Windows Task Scheduler ( Control Panel → Scheduled Tasks → Add Scheduled Task).
This
example
can
be
found
with
your
PaperCut
MF
[app-path]\server\examples\scripting\batch\assign-term-quotas.bat.
installation
under
6.3. New User Creation Rules
It is inevitable that new users will be added to your network in the future. To streamline account setup, PaperCut MF
offers the option of having new users automatically assigned initial settings such as starting credit, privilege level,
and other settings based on their group membership. Users are automatically added to PaperCut MF when either:
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Advanced User Management
•
The user sends his or her first print job
•
Overnight during user/group synchronization
•
When a manual user/group synchronization is performed
•
When a user logs in (i.e. authenticates) to the user client, release station or user web pages
Taking the time to configure initial settings rules means one less job for administrators to perform! The group based
control offers maximum flexibility and ensures that it's possible to have a different set of initial settings rules for
different types of users. This flexibility is particularly important in an academic environment where students of
different year levels need different settings.
For example an administrator may wish for new users belonging members of the Senior Students group to be
allocated $10 starting credit and restricted access, while all other students receive $5.00 starting credit.
New user creation rules are controlled under the Groups → Group Details → New User Settings section. When a
new group is added it does not provide any new user settings. To enable user creation rules for a group the Use
this group to define new user settings option must be enabled.
Figure 6.3. Initial settings applied to new users
Important
Changes made to new user settings are in the Groups section only affect users NOT yet listed in the
system. (i.e. future users). Any users already listed in the system are not affected. Initial user settings
also do not apply when users change groups. To modify settings or credit on existing users, see Bulk
user actions in the following section.
Tip
Initial settings can become confusing when a user belongs to more than one group. PaperCut MF uses
the following logic to allocate initial settings:
•
The user obtains a starting credit that is the sum of all the matching groups (the special
[all-users] group is ignored).
•
If any of the matching groups has unrestricted access, the user will inherit unrestricted status.
•
If any of the matching groups has account selection popup settings, the user will inherited the ON
settings.
•
If the user does NOT belong to any group with new user settings defined, they will inherit the
settings applied to the special [all-users] group.
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Advanced User Management
•
The initial settings are applied from each group in alphabetical order. So for settings that cannot be
merged (e.g. charge to single shared account) the last group alphabetically will take precedence.
Tip
To control when users are automatically created, see Section 14.3.7, “On Demand User Creation”.
6.4. Bulk User Operations
A bulk user operation refers to an operation that is applied to more than one user. This operation was referred to in
previous PaperCut releases as "Group level functions". Bulk operations can be performed on a user group or a
comma separated list of users. Bulk user operations are best described by example.
6.4.1. Example 1: Bulk operation on a user group
John is a network administrator at a local high school. A number of students from each year level have been placed
on the school newspaper committee. The head teacher has requested that John allocated an extra $10.00 of
printing credit to these students. The students are all in a network group called "NewspaperCommittee". John
performs this operation as follows:
1.
Clicking the Bulk user actions link under the Users section.
2.
Selecting NewspaperCommittee as the group to perform the action on.
3.
Selecting the Adjust credit by option and entered $10.00 in the amount field.
4.
Entering a transaction comment of "extra allowance for newspaper committee role".
5.
Clicking the OK button to apply the change.
6.4.2. Example 2: Bulk operation on an ad-hoc list of users
Now, John wants to add $10.00 credit to a list of users he has saved in a Excel spread sheet. John will need to
perform this operation as follows:
1.
Clicking the Bulk user actions link under the Users section.
2.
Change the Perform operation on users to in the list.
3.
Cut and paste the list of names from the spread sheet. This would generate a comma separated list of
usernames.
4.
Selecting the Adjust credit by option and entered $10.00 in the amount field.
5.
Clicking the OK button to apply the change.
6.4.3. Additional information
Bulk user operations apply changes to all users matching the selected group and other criteria. Settings under the
Groups section or shared accounts are not affected.
Warning
Group level operations are one-way and cannot be undone. Always carefully consider the operation
before proceeding. If you are unsure of the function or behavior, performing a backup prior to
undertaking the operation is advised.
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Advanced User Management
Other bulk user operations available under Bulk user actions include:
•
Adjust or set the users' credit (perform a transaction).
•
Change the users' restriction status
•
Modify account selection popup options
•
Reset the users' count statistics
•
Apply user level overrides like print cost adjustments, and disabling printer filters for a user
•
Disable printing for a specified period of time
6.5. Using Overdrafts
The overdraft setting applies to restricted users (and restricted Shared Accounts). An overdraft allows a user to
continue to use services even though their account has dropped below zero. In essence, the overdraft value moves
the "zero-point" allowing users to overdraw the account to the agreed limit. An overdraft can also be referred to as a
credit limit.
Reasons for using an overdraft include:
•
Provide users with flexibility between budget, quote or allocation periods. For example, an overdraft will allow a
user to "draw on" a portion the next month's quota allocation.
•
To Implement a credit system with credit limits rather than an up-front pay system.
•
Grant trusted users a "loan" on a case-by-case basis.
An overdraft can be defined at two levels:
1.
Globally as a default affecting all users and shared accounts.
2.
On an individual user or account basis.
The default overdraft is zero. This can be changed by Options → General → Account Options → Default
overdraft limit
Optionally, a separate overdraft can be applied to an individual user (or shared account) using the following
procedure:
1.
Click on the Users section.
2.
Select the user.
3.
Ensure the account is set as Restricted.
4.
In the Overdraft field, select the option Individual overdraft.
5.
Enter a positive value in the adjacent overdraft balance field.
6.
Click Apply to save the changes.
Figure 6.4. Setting a user's overdraft to $20.00
6.6. Batch User Data Import and Update
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Advanced User Management
The user data batch import and update feature allows the administrator to import users, user information and
optionally update existing users details by reading data from a simple text file. It enables administrators to update
the following user data:
•
Credit balance
•
Restriction status
•
Full name
•
Email address
•
Department
•
Office
•
Primary Card/ID Number
•
Card/ID PIN
•
Notes
•
Secondary Card/ID Number
•
Other email addresses
Examples of where the batch user details import feature is useful include:
•
To set the user email addresses that are stored in another system (like a student management system).
•
When importing user and balance data from another external or legacy system.
•
When moving user balances from previous PaperCut editions to PaperCut MF.
For more information on using the batch import to import data from previous PaperCut editions, please see
Appendix F, Upgrading from PaperCut Quota.
Tip
PaperCut MF is designed to import user information from the underlying system or network domain.
The batch user data import feature is not designed to replace this but rather complement it by allowing
importing of user data from other systems our sources. For information about managing a set of users
in addition to those in a user directory see Section 30.1, “Internal Users (users managed by PaperCut
MF)”.
To perform a batch import:
1.
Manually inspect your file in a text editor and ensure it's in the prescribed tab-delimited format as detailed at
Section 6.6.1, “Batch User Import File Format”.
2.
Navigate to the Users section.
3.
Click the Batch import ... action (on the left).
4.
Click Browse to select the file to import. (The format of the file is described in Section 6.6.1, “Batch User Import
File Format”).
5.
Choose whether you want the import to create new users if they do not already exist. If you clear this checkbox,
lines that contain users that do not exist will be ignored and only existing users will be updated.
6.
Press the Import button.
7.
Upon completion you will be told how many users were updated and how many users were created.
Caution
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Advanced User Management
Batch imports are a major operation modifying data en masse. Best practise suggests:
•
Always run a backup before proceeding with the import.
•
First experiment/test the import process with a small batch of users before moving onto the full
batch.
6.6.1. Batch User Import File Format
The import file is in tab delimited format and contains the following fields in the given order.
No.
Field
Description
Optional?
1.
Username
The user's username
Mandatory
2.
Credit Balance
The user's credit balance
Optional - balance not set if blank
3.
Restricted Status
The user's restricted status. (Y/N)
Optional - restricted status not set if
blank
4.
Full Name
The user's full name
Optional - full name not set if blank
5.
Email
The user's email address
Optional - email not set if blank
6.
Department
The user's department or faculty
Optional - department not set if blank
7.
Office
The user's office or location
Optional - office not set if blank
8.
Card/ID Number
The user's
number
Optional - card/id number not set if
blank
9.
Card/ID PIN
The user's card PIN number
Optional - card/id PIN not set if blank.
If the field is '-' then the PIN is set to
zero.
10.
Notes
Notes about the user.
Optional - notes not set if blank
11.
Secondary Card/ID Number
The user's secondary identity/card
number
Optional - secondary card/id number
not set if blank
12.
Other email addresses
The user's other email addresses
Optional - other email addresses not
set if blank
primary
identity/card
Table 6.2. User Import File Format
Other limitations: Although any actual limit to the size of an import file should be large enough for any purpose, we
recommend keeping the file size below 10MB.
Tip
A simple way to create a tab delimited file is to create a spreadsheet in Microsoft Excel, and then save
it in the Text (Tab delimited) format.
6.6.1.1. Import File Format Examples
The following lines shows importing all the above fields. (The fields are separated by tabs).
matt 20.00 Y Matt Johnson [email protected] Science Dept Head office \
103251 912254 NoteA
john 25.00 N John Jackson [email protected] Administration Other office \
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Advanced User Management
963254 123254 NoteB
Note: backslash indicates text should appear on the same line.
The following lines shows importing user email addresses only. NOTE: That the tabs still exist for balance,
restriction, full name fields, but each entry is blank.
matt
john
[email protected]
[email protected]
The following lines shows importing the credit balance and full name for the first user and the credit balance and
email address for the second user. NOTE: That the tabs characters still exist for blank fields.
matt 10.00
john 15.00
Matt Johnson
[email protected]
6.7. Batch User Card/Identity Update
In PaperCut MF a unique card/identity number can be associated with each user. This number may represent
student or employee numbers and can assist in searching for a particular user using the quick find. (Do not confuse
this number with the TopUp/Pre-Paid Cards.) The number may also be used as an alternative to
usernames/passwords for authentication at software release stations, or at hardware terminals attached to
photocopiers.
The batch user card/ID update feature allows the administrator to update user card/ID numbers and optionally
import or update PINs by reading data from a simple text file. User card/ID numbers may also be imported using the
batch user import/update feature (see Section 6.6, “Batch User Data Import and Update”) or from a directory server
such as Active Directory or LDAP (see Section 14.3.6, “Importing Card/Identity numbers from Active Directory or
LDAP”).
Example: To update/import the card/ID numbers or PINs of all the users in the import.txt file on a windows system.
C:\> cd C:\Program Files\PaperCut MF\server\bin\win
server-command batch-import-user-card-id-numbers "C:\card numbers\import.txt"
Note that the import path should be quoted if it contains spaces.
Important
The card/ID number must uniquely identify a user, so care should be taken to ensure that no two users
have the same card/ID number. This means that the card/ID numbers defined in the import file should
be unique. If PaperCut MF encounters a non-unique card/ID number that user will not be updated.
A batch user card/ID update may be performed by calling the batch-import-user-card-id-numbers
server-command. Use of server-command is detailed in Section A.1, “Server Commands (server-command)”. The
import file format is detailed in Section 6.7.1, “Batch User Card/Identity Update File Format”.
Caution
Batch updates are a major operation modifying data en masse. Best practise suggests:
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Advanced User Management
•
Always run a backup before proceeding with the import.
•
First experiment/test the update process with a small batch of users before moving onto the full
batch.
6.7.1. Batch User Card/Identity Update File Format
The import file is in tab delimited format and contains the following fields in the given order.
No.
Field
Description
Optional?
1.
Username
The user's username.
Mandatory
2.
Primary User Card/ID Number
A unique primary card/ID number for
this user.
Optional (card/ID number not set if
blank)
3.
User Card/ID PIN
The user's card/ID PIN.
Optional (card/ID PIN not set if blank)
4.
Secondary User Card/ID Number
A unique secondary card/ID number
for this user.
Optional (card/ID number not set if
blank)
Table 6.3. User Card/Identity Update File Format
Other limitations: Although any actual limit to the size of an update file should be large enough for any purpose, we
recommend keeping the file size below 10MB.
If your card/ID numbers are stored in an external database, see Section 6.9, “Looking up card numbers in an
external database”.
Tip
A simple way to create a tab delimited file is to create a spreadsheet in Microsoft Excel, then save it in
the Text (Tab delimited) format.
6.8. Allowing users to edit their own card/ID number or PIN
6.8.1. Editing card/ID PIN
When using card number and PIN authentication is may be useful too allow users to change their PIN in a similiar
way to users changing passwords.
To enable this feature:
1.
Navigate to Options → General.
2.
Enable the option Allow users to change their card/ID PIN
Users may then login into the end user web interface and under the Change Details menu item will see the option
Change Card/ID PIN.
6.8.2. Editing card/ID number
In certain limited curcumstances it may be desirable for end users to modify their own card/ID numbers. Please
note that this may be a potential security risk as it may allow users to confirm the existence of a valid card
number (used by another user). If using this feature, it's recommended that sites enable two-factor
authentication and also require users to have a secret PIN number.
To enable this feature:
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Advanced User Management
1.
Navigate to Options → General.
2.
Enable the option Allow users to change their card/ID number and then select which card number they can
change. Users may edit the prinary number, or the secondary but not both.
Users may then login into the end user web interface and under the Change Details menu item will see the option
Change Card/ID PIN.
Users do not need a card/ID number in order to update it.
6.9. Looking up card numbers in an external database
PaperCut MF can import user card/identity numbers from Active Directory and LDAP. This is the recommended
approach because it allows the card/ID numbers to be associated with users in a centralized location. For more
information see Section 14.3.6, “Importing Card/Identity numbers from Active Directory or LDAP”.
Card numbers can also be imported using the import file described in Section 6.7, “Batch User Card/Identity
Update”.
In some circumstances the mapping between card numbers and users may be stored in another external database
(e.g. a database used for secure door access). In this case, it may be more convenient to look up the card numbers
in this database in real-time.
Tip
This also allows users to be associated with more than two card/ID numbers. This is useful where
users are allocated different types of authentication cards, or there are alternate card systems used
throughout the organization.
To allocate multiple card numbers to a user, simply populate the mapping table with multiple entries
per user where different card numbers map to the same username.
Once external user lookups are enabled, PaperCut MF will do the following when looking up a user by card number:
1.
Find a user with the matching card number in the PaperCut MF database.
2.
If not found, the card number will be looked up in the external database.
3.
If a match is found the information returned is used to find the matching user in the PaperCut MF database. If a
user is found the lookup is successful.
6.9.1. Database lookup configuration
To enable external card number lookups:
1.
Navigate to Options → Advanced → External User Lookup.
2.
Enable the option Use external database for card number lookup.
3.
Select the database type. If using Oracle or MySQL you must install the database driver as described in the
Section 21.3, “Database specific configuration”, and the application server must be restarted.
4.
Enter the database connection URL. For examples see Section 21.2.4, “Step 4 - Change the PaperCut MF
connection details” of Section 21.2, “Upsizing to an External RDBMS”.
5.
Enter the database connection username and password.
6.
The option SQL to map card number in external database to: allows you to choose what the card number in
your external database maps to. The options include:
•
username, used if your external database contains a mapping between card numbers and usernames, and
•
user's identity number, used if your external database contains a mapping between card numbers and
user ids (and the user ids have been imported and stored on users in PaperCut).
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Advanced User Management
Select the option that matches the mapping in your external database.
7.
Enter an SQL select query that looks up the card number in your external database and returns either a
username or user id as selected above. The query must return a single row with the first field being the
username or user id (as found in PaperCut MF). The SQL statement must contain {cardnumber}, which will
be replaced with the card number to find.
An example select query that looks up a card number and returns a username is:
select user_name from users_table where card_number = {cardnumber}
An example select query that looks up a card number and returns an indentity number is:
select user_id from users_table where card_number = {cardnumber}
Note
The {cardnumber} replacement does not require quotations (it is sent as a parameter). This
also serves to prevent SQL injection attacks sent via card numbers.
6.9.2. Testing
To test the lookup is working as expected:
1.
Navigate to the Users tab.
2.
Pick a card number from your external database that maps to a user in PaperCut MF.
3.
Enter this card number in the Quick Find field and press Go.
4.
Verify that the matching user is displayed. If the expected user is not displayed check the App. Log tab for
errors.
6.10. Disabling user printing with time latches
PaperCut MF allows printing to be disabled for particular users using time-based locks. These time latches allow a
user's printing to be disabled for a predetermined amount of time. After this time has passed, the user's printing is
re-enabled without the need for manual intervention. Some examples of where time latches may be useful include:
•
Student discipline - Under some circumstances it might be useful to disallow printing for a student who has been
misbehaving in class, abusing computer resources or for other disciplinary reasons. The user's printing can be
disabled for the duration of a class, or indefinitely. Once the time period has passed, printing will automatically be
enabled for this user.
•
Classroom Management - Using the bulk user actions screen, printing can be disabled for a group of users. This
can be useful to stop a classroom from printing for a period of time.
•
User Management - If a employee or student is away for an extended period of time and may return, printing can
be disabled so that their details and balance is unchanged but no-one can use their account for printing.
The disable printing option is located on each user on the user details screen.
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Advanced User Management
Figure 6.5. User printing disabled using a time-latch
6.11. Office/Department History
PaperCut maintains a historical record of changes to users' office and department fields. PaperCut cross-references
job logs against these histories so that it can report print usage by the office and department a user belonged to at
the time they printed a job. Normally this happens in the background and there is no need to be aware that it is
happening.
There are some cases where a user's office or department will have been updated incorrectly in the user directory,
e.g. updated too late, or changed to the wrong name. These changes will reflect how user activity is reported by
PaperCut. To ensure that information is reported correctly, the changes that were made incorrectly can be
retrospectively altered. The most common cases where alteration might be required are described below.
Note
A user's office and department history are synchronized from the user directory into PaperCut, and not
the other way around. Therefore it is important that the details in the user directory are updated before
making historical changes in PaperCut. PaperCut automatically synchronizes these details overnight,
however a change can be made in the same day by running a manual synchronization via Options →
User/Group Sync → Synchronize Now.
6.11.1. Scenario 1: Correcting a late change to a user's office or department
User peter moves from the Science department to the Medicine department on 14 May but the user directory is not
updated with the change until 28 May. The PaperCut administrator Jane notices that Peter's activity between 14 and
28 May has been incorrectly allocated to his old department, Science. Luckily Jane can alter history, and she does
so as follows:
1.
Navigates to Users → peter.
2.
Clicks View/edit history below the Department field.
Figure 6.6. View/edit department history link on User Details page
3.
The Department history screen is displayed, including the department change on the incorrect date of May 28.
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Advanced User Management
Figure 6.7. Department history page with date to change highlighted
4.
Jane finds the row where the department was changed to Medicine on the incorrect date (On 28 May
2011... in the screenshot below), corrects the date and clicks Apply.
5.
Peter's department change has now been retrospectively updated to 14 May. Reports now show Peter's activity
being allocated to the Medicine department after this date.
6.11.2. Scenario - Correcting an unintended office or department change
On April 9 Peter joins the Medicine department. At the time, his department's administrator entered the department
name into the user directory as Medical Department, where the correct name should have been Medicine. The
PaperCut administrator Jane realizes this mistake on April 28 and updates the user directory.
PaperCut now displays Peter's activity between April 9 and April 28 as being allocated to the incorrect department
Medical Department. To correct this, Jane performs the following actions:
1.
Navigates to Users → peter.
2.
Clicks View/edit history below the Department field.
Figure 6.8. View/edit department history link on User Details page
3.
The department history screen is displayed, and shows the incorrect department change on April 9.
4.
Jane clicks the delete link in the row of the incorrect department change Medical Department.
Figure 6.9. Link to delete a historical department (or office) change.
5.
The incorrect department change has now been deleted, leaving the new department Medicine as active
since April 28.
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Advanced User Management
Figure 6.10. Department history page after having deleted a historical change
6.
Jane updates the change date of the Medicine department to April 9 and clicks OK.
7.
Reports will now consider Medicine as Peter's department since April 9, and the incorrect entry Medical
Department has been deleted.
6.12. User Management Quick Reference
How do I add credit to a user?
Select the user from the groups list, and click on the adjust link next to the credit or select the Adjustment &
Charges tab.
How do I add a new user to the system?
PaperCut MF will automatically add users to the system the first time they print. If your new user initial settings rules
are defined correctly under groups section, the user will automatically be created with the designated starting credit
and settings.
If you have added a large batch of new users, you can force the addition of these users immediately via the
User/group synchronization option under the Options section. For more information see Section 14.3, “User and
Group Synchronization”.
How should I make a change to more than one user?
If you need to make a change to more than one user, consider using the Bulk user actions link located under either
the User or Groups section. This allows bulk modification of user settings based on their network group
membership. See Section 6.4, “Bulk User Operations”.
How do I grant administrator access to a trusted person to manage a group of users?
Administrator level access can be granted to trusted individuals. See Section 4.7, “Assigning Administrator Level
Access”. By using advanced access control rights, administrators can be limited to a subset of users (a group) via
the option Limit access to users only in group.
How can I prevent new users from being added automatically?
See Section 14.3.7, “On Demand User Creation”.
Due to technical reasons I'm unable to create new groups in my domain. Can I create groups in PaperCut
MF?
Yes. Groups may also be defined via a text file (e.g. a tab-delimited file). Simply place your group definition file at
the location
[app-path]/server/data/conf/additional-groups.txt
See the template file additional-groups.txt.tmpl in the same directory for an example and further
information.
I have two different networks with different username naming conventions (e.g. j.smith and jsmith). Is this
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Advanced User Management
supported?
Yes. There is a username aliases file that can be used to map usernames in one format to the format expected by
PaperCut MF. Aliases are defined in the file
[app-path]/server/data/conf/username-aliases.txt
See the comments in this file for more information.
Can I manage my own set of users inside PaperCut MF (as well as / instead of importing users from a user
directory)?
Yes. PaperCut MF is designed to keep user management simple and automated, but it is possible to manage users
inside PaperCut MF as well as or instead of using users from a user directory. Users managed by PaperCut MF are
termed internal users. For more information see Section 30.1, “Internal Users (users managed by PaperCut MF)”.
107
Chapter 7. Advanced Printer Management
This section covers some of the more advanced printer management tasks. Advanced printer management can be
grouped into the following high-level concepts:
•
Activity monitoring
•
Encouraging appropriate use
•
Managing the addition of new printers
This section addresses these management areas and covers tools available in PaperCut MF to assist
administrators.
7.1. Adding and Removing/Deleting/Ignoring Printers
7.1.1. On Windows
PaperCut MF tracks all print queues local to the system by default. Local print queues are those that have been set
up on the server running PaperCut MF with a local port, such as: a TCP/IP connection to a network printer, an LPR
connection, or a printer attached locally via USB or LPT. Standard Windows print queues that are hosted on a
different system, or “re-shared”, are not tracked (these queues may be tracked by setting up a secondary print
server, see Chapter 16, Configuring Secondary Print Servers and Locally Attached Printers).
New print queues added to the system should show up automatically in PaperCut MF, however in some rare
situations the printer may only show up after the first print job has been sent.
Under some situations it may not be desirable to track all printers. Some examples of why an administrator may
choose not to monitor a printer include:
•
The printer is a “virtual printer” such as a PDF generator, FAX, or document management program.
•
The administrator may wish to offer free printing on a selected printer and not be concerned with monitoring
(silent monitoring with a zero page cost will also achieve this).
•
The printer may not be supported by PaperCut MF and may need to be ignored.
The Print Provider component is responsible for locating and tracking the printers. To instruct it to ignore a printer:
1.
On
the
computer
system
running
the
print
provider
component
open
[app_dir]\providers\print\win\print-provider.conf in a text editor such as Notepad.
the
file
2.
Locate the line IgnorePrinters= and enter the full name of the printer on the right-hand-side of the equals
line. For example:
IgnorePrinters=Office Printer
Note: This is the printer's locally assigned name and not the name of its network share.
If you have multiple printers to ignore, then separate the each printer name with a comma. For example:
IgnorePrinters=Office Printer,Copy Room Printer
Wildcard expressions can also be used. Use '*' to ignore any span of characters, and '?' to ignore a single
character. For example, to ignore any printers which start with the phrase Copy Room:
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IgnorePrinters=Copy Room*
3.
Restart (stop then start) the PaperCut Print Provider component under Start → Control Panel →
Administrative Tools → Services
4.
If the printer data is no longer required for reporting purposes, log into PaperCut MF's admin interface and
select the Printers section, then click on the printer to be removed and select Delete printer from the Actions
list.
5.
Test the changes by printing to the deleted printer and ensuring the printer does not re-register itself in the
system. It if does, verify the name assigned under the IgnorePrinters= setting is correct.
7.1.2. On Mac
The list of monitored printers is configured when installing PaperCut MF. To change the list of monitored printers,
run the script at /Applications/PaperCut MF/Control Printer Monitoring.command. Please read the
script's instructions carefully and ensure that the Print Setup Utility is closed/quit when running this script.
After running the script, print a test document (i.e. using a text editor or printing a web page from Safari). The act of
printing for the first time will register the printer with the primary server. Log into PaperCut MF as admin and verify
that the printers are now listed under the Printers section. Perform a test print on each printer and verify that the
jobs are tracked correctly.
Note
At the technical level, Mac systems use the Common UNIX Printing System (CUPS). PaperCut MF
tracks printing by integrating with CUPS. (For system administrators familiar with CUPS, PaperCut MF
integrates by wrapping or proxying the CUPS backend). The Control
Printer
Monitoring.command script simply edits the file /etc/cups/printers.conf and prefixes the DeviceURI
with papercut:, enabling monitoring on the selected printer.
System administrators experienced with the terminal may prefer to edit the printers.conf file
directly with a text editor. See Section 7.1.3, “On Linux” for more details.
To delete a printer:
1.
Double click on the Control Printer Monitoring.command script.
2.
Choose to disable monitoring on the printer(s) to delete.
3.
If the printer data is no longer required for reporting purposes, log into PaperCut MF's admin interface and
select the Printers section, then click on the printer to be removed and select Delete printer from the Actions
list.
4.
Test the changes by printing to the deleted printer and ensuring the printer does not re-register itself in the
system. It if does, verify that it is not being monitored using Control Printer Monitoring.command.
7.1.3. On Linux
PaperCut MF tracks printing by integrating with the Common UNIX Printing System (CUPS), the printing system on
Linux. For a printer to be tracked, CUPS needs to be told to route print jobs through PaperCut MF before printing.
To do this, the printers.conf file must be edited. This can either be done manually, or assisted via the
configure-cups script.
To use the script, run the script file at [app-path]/providers/print/linux-*/configure-cups. Please
read the script's instructions carefully to enable monitoring on the desired printers.
To edit the file manually:
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Advanced Printer Management
1.
Open your printers.conf in a text editor such as vim. On most Linux distributions printers.conf is
located at /etc/cups/printers.conf.
2.
Prepend papercut: to the DeviceURI of the printers you wish to track. After the modification a DeviceURI
line might look like:
DeviceURI papercut:ipp://1.2.3.4/printers/My_Printer
3.
Restart CUPS in the way appropriate to your distribution. E.g.:
/etc/init.d/cupsys restart
4.
Perform a test print on each printer. This will cause the printers to be registered. This step is not required with
the configure-cups script, because the script registers the printers automatically.
5.
The printers should now be registered. Log into PaperCut MF as admin and verify that the printers are now
listed under the Printers section. Verify that the test prints sent previously were tracked correctly.
To delete a printer:
1.
Double click on the configure-cups script (or manually edit printers.conf), and choose to disable
monitoring on the printer(s) to delete.
2.
If the printer data is no longer required for reporting purposes, log into PaperCut MF's admin interface and
select the Printers section, then click on the printer to be removed and select Delete printer from the Actions
list.
3.
Test the changes by printing to the deleted printer and ensuring the printer does not re-register itself in the
system. If it does, verify that it is not being monitored using configure-cups.
7.2. The Template Printer
The Information Technology field is a rapidly moving environment. Change is driven by two main forces:
•
Business and end-user requirements
•
Technology advances
It is change that often consumes a network administrator's time. PaperCut MF endeavors to alleviate some of the
more mundane tasks via automation. The New User Initial Settings section under Groups assists with the creation
of new user accounts. The addition of new printers, although less common, is also inevitable. PaperCut MF helps
administrators streamline new print setup using a concept of a template. A template is a pattern or initial condition
used as a starting point. PaperCut MF has a special virtual printer called the [template printer]. This is not a
real printer, but a special printer used as a template for printers added in the future.
The [template printer] is best described by an example:
1.
Jane is a network administrator at a local business. She has implemented a print policy across all printers as
follows:
a.
The page cost for a standard page is $0.10.
b.
Double sided printing is encouraged with a 40% discount.
c.
A filter exists on all printers to prevent jobs of over 100 pages. This prevents users from holding up the
queues with large single jobs.
2.
Jane has set up her policy on all existing printers and then adjusted settings on a printer-by-printer basis
depending on the type and functions.
3.
She has also set up this policy on the [template printer].
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Advanced Printer Management
4.
Two months later Jane adds 4 new printers. No change in PaperCut MF needs to take place as the printers
automatically set themselves up based on the settings in the [template printer].
5.
When Jane has spare time later in the month she fine tunes printer configuration as required.
As the example shows, the template printer not only helps alleviate future configuration work, but also ensures a
consistent policy is applied on printers by default. It brings PaperCut MF one step closer to the "zero-administration"
goal.
It is recommended the administrators take a few minutes to configure the template printer on any network of more
than 100 users.
Figure 7.1. The Template Printer
7.3. Copying Printer Settings
Another way to quickly configure printers and have a consistent charging policy is to copy printer settings (costs,
filters, etc.) from one printer to another.
Warning
Copying settings to printers is a one-way operation and cannot be undone. Always carefully consider
the operation before proceeding. If you are unsure of the function or behavior, performing a backup
prior to undertaking the operation is advised.
To copy printer settings from one printer to another:
1.
Navigate to the Printers tab.
2.
Select the printer you wish to copy the printer settings from. The Printer Details screen appears.
3.
Click the Copy settings to other printers action link.
4.
Choose which settings to copy. There is a choice of the cost and the filter settings.
5.
Select the printers / printer groups to copy the settings to.
6.
Press Copy to perform the copy.
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Figure 7.2. Copy settings from one printer to others
7.4. Renaming a printer
To uniquely identify a print queue PaperCut MF uses a combination of the hostname the print queue is hosted on
and the printer's queue name. If either of these change, for example because if the print queue is renamed, or
because the print queue was migrated to a new print server, then a new entry will be created for the Printer List.
Future print logs will be tracked against the new printer name, and the old printer name will still be available along
with all its logs.
In some cases this is the desired behavior. In other cases it may be preferred to rename the "old" printer to its new
name so that logs and settings are maintained.
To rename a printer, log into the administration interface and:
1.
Select the printer to rename via Printers → Printer List
2.
Click Rename this printer from the Actions menu.
3.
Enter the new server and print queue name.
Important
The print queue name may not be the same as the print queue's share name. On Windows the
print queue name appears in Control Panel → Printers. On Mac the print queue name can be
found on the printer's Printer Info sheet under Name & Location → Queue Name. Take care to
enter the name exactly as it appears in the OS, as case sensitivity can be important.
4.
If there is already a printer with the chosen name, for example because the print queue has already been
renamed in the OS and was automatically added to PaperCut MF, ensure the checkbox If a printer with the
new name already exists, delete and replace it is enabled.
5.
Press Apply.
6.
Perform a test print to ensure that printing is logged under the new name.
7.5. Disabling printers with time latches
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Advanced Printer Management
Time latches allow a printer to be disabled for a predetermined amount of time. After the disable time has expired,
the printer is re-enabled without the need for manual intervention. Some examples of where time latches may be
useful include:
•
Printer maintenance - A printer may be consistently jamming and require maintenance. The administrator can
lock the printer for 24 hours until the maintenance is performed. Users receive a notification message if they try
to use the locked printer.
•
Classroom management in schools - A teacher may wish to disable printer use to force students to focus on their
work for the duration of the class. The printer can be locked for the duration of the class. After the class has
finished the printer is re-enabled automatically ready for the next class.
The disable option is located on each printer under the printer configuration area.
Figure 7.3. Printer disabled using a time-latch
7.6. Managing printing using differential charging
In a quota-based or charged environment, one of the most important tools at the administrator's disposal is the
ability to charge different amounts for different types of documents or on different types of printers. Printers are
designed for a particular task and a particular work rate. For example an inkjet color printer is ideal for photos or the
occasional color page but should not be used print 1000-page black and white documents when the heavy duty
laser printer is located just down the corridor.
PaperCut MF allows administrators to:
•
Charge different cost-per-page amounts for each printer
•
Charge different amounts based on the type of document including:
•
Charge more for color printing vs. black and white or grayscale
•
Charge more for single-sided printing vs. double-sided or duplex
•
Charge more for larger or non-standard paper sizes
Administrators can use differential charging to encourage users to use the correct printer and printer settings for the
task at hand. This ensures maximum utilization of the resources available.
Example: David is a network administrator at a local university. The printer comparison charts in PaperCut MF
suggest that one of the printers on the 4th floor in the computer science wing is only used half as much as other
printers. Upon investigation he finds that students prefer to use the closer printer located in the corridor outside the
lab. David decides to relocate the printer at the end of semester. In the meantime he encourages its use by reducing
the price thereby taking load off the other printers.
7.6.1. Charging types available
PaperCut MF offers a range of charging types to cover the needs of most organizations. Most people will find that
either Simple or Standard Charging meet their needs best and we suggest you look at these first.
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7.6.1.1. Simple Charging
Simple charging is appropriate to all types of printers. It allows administrators to define a simple cost-per-page
setting only. For example if the cost per page was defined at $0.10, 50 pages would cost $5.00.
7.6.1.2. Standard Charging
Standard charging is the default and is ideal for printers that support advanced print attributes including:
•
Duplex or double-sided printing
•
Color or Black & White (grayscale) printing modes
•
Multiple paper trays offering standard and large sizes
Standard charging allows administrators to define the exact charges per page for each printing category and paper
size in a spreadsheet-like table. Each row in the table specifies the charges for a specified paper size. Rows for
common paper sizes are added by default and you may add or delete rows as required.
•
To add a row, select the desired paper size and press Add.
•
To delete a row, press the trash can icon
The columns in the table represent the different printing modes for each paper size.
•
Color: specify the cost per sheet for printing color single sided. This should be the most expensive option.
•
Grayscale: specify the cost per sheet for printing grayscale (black and white) single sided. This should be lower
than Color.
•
Color duplex: specify the cost per side for printing color double sided.
•
Grayscale duplex: specify the cost per side for printing grayscale double sided. This should be the lowest cost
option.
Figure 7.4. Standard charging example
Press Apply after making any changes to save your changes to the database.
7.6.1.3. Charging by Category
Category based charging is an alternative to Standard charging for printers that support advanced print attributes.
The difference with Category charging over Standard charging is that a base charge and discounts are specified,
rather than an exact charge per category. For example, Black and white (grayscale) documents can be granted a
discount over full color. An option also exists to discount and encourage double-sided printing. Discounts can be
applied either as fixed amounts or as a percentage of document cost.
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A practical example, Mary has a color printer that supports letter and legal paper and duplex. She would like to
define rules to:
•
Charge $1.00 per page for letter (standard size) color printing.
•
Charge $0.40 per page if the users select grayscale (black & white) - a $0.60 discount for grayscale
•
Charge an extra $0.80 if they use large legal size paper
•
Offer a 50% discount for duplex to encourage double sided printing.
To accomplish this complex set of charging rules, Mary should setup the Advanced charging options for the
particular printer as defined in the screenshot below.
Figure 7.5. Advanced differential charging example
7.6.1.4. Charging by Paper Sizes
The charging by paper size mode is designed for printers with multiple trays and a variety of available paper sizes.
Administrators have full flexibility to define cost for each of the paper sizes support by the printer. For example,
printing a letter size page would cost less than printing a legal size page. This mode includes options to enable
discounts for grayscale and/or duplex jobs. Discounts can be applied either as fixed amounts or as a percentage of
document cost.
7.6.1.5. Charging by Paper Area
This mode is designed for plan printers, plotters or printers that support a variety of paper sizes. For example, many
engineering firms use these types of printers for plotting CAD design diagrams. Charging by area allows the cost of
the print job to be a function of the paper area.
7.6.1.6. Charging by Paper Length
This mode is designed for plotters or printers that use a paper roll or fixed width media. Charging by length allows
the cost of the job to be a function of the paper/plot length.
7.6.2. How duplex discounts are calculated
Several of the supported cost modes allow a discount to be applied to printing duplex documents. The discount is
entered as either a percentage or a constant amount per page. It is important to understand that PaperCut MF
counts a single side of printing as a one page. For example, if you have a 50 page Word document, PaperCut MF
will count this as a 50 page document, whether it is printed single-sided or duplex.
When calculating the cost of a job, the duplex discount is only applied to pages when there is printing on both sides
of a sheet paper. If a document contains an odd number of pages, the duplex discount is not applied to the last
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Advanced Printer Management
page. For example, if a 11 page document is printed as duplex, the duplex discount is applied to the first 10 pages,
but not the last page.
Some printers allow multiple copies of a document to be printed as a single job. PaperCut MF will calculate the cost
using the above rules. i.e. If a copy contains an odd number of pages, it will not apply the discount to the last page
of each copy.
7.7. Print filters: conversions and restrictions
PaperCut MF offers two categories of print filters: conversions and restrictions. Conversions change something
about the print job, e.g. from color to grayscale. Restrictions are used to ensure jobs meet certain criteria (denying
those that don't). Each printer has its own set of filters.
Conversion filters include:
•
Convert to grayscale (for all users, or for users in specified groups)
•
Convert to duplex (for all users, or for users in specified groups)
Figure 7.6. Print conversion filters
More details about conversion filters are available in Section 7.7.2, “Print Conversion Filters in Detail”.
Restriction filters include:
•
Restrict printer access to one or more user groups
•
Restrict color printing access to one or more user groups
•
Define the maximum cost of a single print job
•
Define the maximum number of pages allowed in a single print job
•
Define the maximum number of copies allowed in a single print job
•
Allow only simplex or duplex jobs
•
Allow only color or grayscale jobs
•
Filter documents based on the file extension or name
•
Allow only selected paper sizes
•
Define the maximum spool size of a print job (to prevent large jobs blocking the printer)
•
Detect and delete duplicate print jobs
By default restrictions only apply to restricted users. Optionally, restrictions can be applied to all users by changing
the Restriction Scope option.
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Figure 7.7. Some of the available print restriction filters
More details about restriction filters are available in Section 7.7.3, “Print Restriction Filters in Detail”.
For more advanced functionality there is print scripting. While the options available on the Filters & Restrictions
tab are useful for rules that apply to all users or to some user groups, scripting can take into account multiple
factors. Examples include:
•
automatically convert all printed emails to grayscale (i.e. do a conversion based on the application type)
•
automatically convert large documents to duplex
•
suggest or require that users print in grayscale if their job contains a large number of color pages
Figure 7.8. Advanced conversion functionality with print scripting
For more detail see Chapter 19, Advanced Scripting (Print Scripting).
7.7.1. Examples
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Filters and scripts are applied at the printer level (i.e. on a per-printer basis). The following examples cover how to
apply a filter/script to a single printer. Once a filter or script has been applied to one printer it can be copied to other
printers (see Section 7.3, “Copying Printer Settings”).
7.7.1.1. Converting student print jobs to grayscale
Converting all jobs that were sent by a student to grayscale can be achieved from the Filters & Restrictions tab as
follows:
1.
Ensure you have a Students group in your domain (or equivalent) that contains all students.
2.
Ensure the Students group has been added to PaperCut so that it appears on the Groups tab. For more
information about adding and removing groups see Section 6.1, “Groups in PaperCut MF”.
3.
Navigate to Printers → [select printer] → Filters & Restrictions
4.
Enable the option Convert color jobs to grayscale for: and select Users in the following groups: from the
dropdown menu.
5.
Enable the Students group in the list of groups for selection.
6.
Press Apply.
7.
Test by printing a color job as a user in the Students group.
Figure 7.9. Converting student printing to grayscale
7.7.1.2. Converting printed emails to grayscale
Printing of emails is a prime candidate for reduction of paper and printing costs. Printing of emails in color (when the
colour is being used for blue links and email footers) is doubly so. Having PaperCut automatically convert emails to
grayscale requires a printer script as multiple factors are taken into account. The logic would read: when a user
prints and the print appears to be an email, convert the print to grayscale.
There is a built-in recipe script to achieve this:
1.
Navigate to Printers → [select printer] → Scripting
2.
Click Import Recipe.
3.
Find the recipe called Convert all email printing to grayscale and click the import button next to it. Note the
message at the top of the script about the method it uses to detect when an email is printed.
4.
Click Apply.
5.
Test by printing an email in color.
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7.7.1.3. More Examples
More examples are available in the application by clicking Import Recipe on the Scripting tab.
7.7.2. Print Conversion Filters in Detail
Conversion filters work by modifying print jobs on the fly. E.g. rather than denying color printing access and asking
the user to print again (as can be done using a restriction filter), a conversion filter can convert the job to grayscale
automatically.
Possible uses include:
•
converting color jobs to grayscale to prevent accidental color printing
•
converting jobs on high volume printers to duplex to save paper
•
having student jobs automatically converted to duplex
More advanced conversion functionality can be achieved with the use of print scripts. See Chapter 19, Advanced
Scripting (Print Scripting) for more details.
Important
Conversions is a new and experimental feature, and may not work on all devices. If you encounter
problems please see the Section 7.7.2.2, “Troubleshooting” below. After enabling a conversion filter on
a new printer model it is always a good idea to perform a test to ensure it is working as expected.
7.7.2.1. Using the PaperCut printer port for conversion filters on Windows (Advanced)
Conversion filters work by modifying print jobs on the fly. On Windows (when using standard printer ports) this is
performed by modifying a print job and submitting it as a new job. An alternative is to configure the printers to use a
PaperCut printer port. When using a PaperCut port, print jobs are modified in-place rather than copied. This has
several advantages:
•
Processing is faster as there is no need to take a copy of the job.
•
When jobs are re-submitted the new job may look unusual (the owner is SYSTEM, the document name has a
special code in it). Using the PaperCut port avoids this and any potential confusion from administrators about
what those jobs are.
•
There is no need to disable the advanced printing features option on the print queues. Without the PaperCut
port this option can cause problems with watermarking and other advanced features. When the PaperCut port is
used it can cater for this option being enabled.
•
Processing is more robust. Without the re-submission there are less steps, so less things to go wrong!
•
Re-submitting can alter job ordering and priority (a feature of Windows print queues). Using the PaperCut port
avoids this.
For information about setting up a new or existing printer to use the PaperCut port, see Section 7.12.4.2, “Windows
printer queue configuration”.
Changing the printer port is not required on other platforms such as Mac, Linux or Novell as the same limitations do
not apply.
7.7.2.2. Troubleshooting
7.7.2.2.1. Disabling EMF printing (Windows print servers only)
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Important
This section is not applicable if your print queue is using a PaperCut port (see Section 7.7.2.1, “Using
the PaperCut printer port for conversion filters on Windows (Advanced)” for details).
Print conversion filters work best with open standard languages such as PostScript and PCL. Other manufacturer
specific and GDI based languages may be supported, but most of all it's important that print jobs spool in the
printer's native language, and not the "EMF" format. If your print server is running Windows and documents are
printing using the EMF language (the default) then conversions will not take place.
Figure 7.10. Job Log showing an EMF job
To disable EMF printing on a Windows print server:
1.
On the print server, navigate to: Start → Control Panel → Printers → [right-click printer] → Properties →
Advanced
2.
Turn off (disable) the option Enable advanced printing features.
3.
Test printing and check the printer language to ensure that it is now something other than EMF.
You can read more about this setting on the Microsoft website at: http://support.microsoft.com/?kbid=268093.
7.7.2.2.2. Updating Printer Drivers
When experiencing problems with print conversion filters and there are new driver versions available for your printer,
updating may resolve issues with the driver that caused conversions to not work.
When updating printer drivers, it is important to update the printer drivers on both the client and the server.
7.7.2.2.3. Contacting Support
If the other troubleshooting steps do not assist with a print conversion filter related problem, feel free to contact the
PaperCut support team. Please include information about the make, model and driver for the printer you are using.
7.7.3. Print Restriction Filters in Detail
Print restrictions provide network administrators with advanced control over printer usage. Some common examples
include:
7.7.3.1. Reduce printer jams
Many printers expect print jobs to be on a single size of paper, or maybe two sizes if the printer has multiple paper
trays. A non-standard size will cause the printer to enter a manual load state causing the queue to halt. PaperCut
MF Filters & Restrictions section allows Administrators to select the allowed sizes. Non-standard sizes are
automatically deleted before they're sent to the printer. It's an effective way of reducing one of the most common
causes of queue jams.
7.7.3.2. Controlling documents on slow inkjets
Many inkjet printers have very low throughput rates. A large color document can hold up a queue preventing other
users from getting their "fair share" of print time. By setting an upper page count via the printer's Filters &
Restrictions section, network administrators can prevent large print jobs. The page count forces users to split up
large documents and allows other users access to the printer.
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7.7.3.3. Automatically deleting duplicate jobs
PaperCut MF can also monitor the print queues and automatically delete duplicate print jobs. This option is useful
on networks with novice users. New users often "double click" an application's printer icon causing two identical print
jobs to be sent to the queue. This wastes paper and users' print quota. Network administrators can enable duplicate
job detection via the Filters & Restrictions section. A popup message warns the user and the duplicate job is
removed from the queue.
Important
This option can affect multiple prints from Microsoft Excel and some other applications. Users wishing
to print multiple prints from Excel may need to reprint the document 30 seconds apart.
When printing to a Hold/Release queue, the filter does not apply until the jobs are released, not at the
time of submitting the print job. Please consider wether this Filter and Hold/Release queues are the
workflow you require for your organisation.
7.7.3.4. Force sensible use
Restrictions can be set to define a maximum cost per job. This will prevent users from accidentally spending all their
credit/quota in one print job.
7.7.3.5. Automatically deny documents based on file extension or name
There are many reasons why users should not print certain files. For example, maybe a report from the accounting
application consists of 400 pages. Users may not be aware of this and "accidentally" print the report expecting only
a few pages. PaperCut MF can be configured to match this document via its name and automatically delete it from
the queue. Use the Filters & Restrictions keyword filter to implement this functionality.
Additionally it's also possible to filter documents based on file extension by entering a keyword like .htm or .pdf.
To filter a document name based on a regex (regular expression), enclose the keyword in forward slashes. Note that
the regex matches the entire document name. For example:
•
To disallow printing of any documents ending in .htm:
/.*\.htm/
•
To disallow printing documents of the form account-12345.pdf:
/account-\d*\.pdf/
Important
This is not a security option. It is easy to circumvent the filter by simply renaming the document. Some
systems may not even report type information!
7.7.3.6. Control who can print in color (Advanced)
To control which group of users have access to color printing to a particular printer use one of the following
methods:
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Method 1
1.
On the print server, create a print queue.
2.
Share the print queue as normal.
3.
Add the printers to PaperCut MF and define appropriate costs.
4.
From the printer's Filters & Restrictions tab in PaperCut MF select the groups which should have accesss to
color printing via Groups With Color Access restriction.
For example:
•
To only allow group "staff" to print in color to this printer.
Figure 7.11. Select "staff" from the list of groups
Method 2
This method utilizes two print queues, each with different driver defaults. One queue is set to grayscale only and the
other have full color access. Group access is used to control who has access to the color queue.
To implement:
1.
On the print server, set up two print queues that point to the same physical printer. Call one queue Grayscale
Only and the other Color. You will now have two printer icons (logical printers) each connected to the same
physical printer.
2.
Share the printers as normal.
3.
Set Windows access permissions on each queue as required. Users that require color access should be able to
print to the color printer. Other users should only be provided access to the "black and white" only printer.
4.
Add the printers to PaperCut MF and define appropriate costs.
5.
From the printer's Filters & Restrictions tab in PaperCut MF ensure that the Color Mode restriction is
configured to Allow grayscale documents only on the grayscale printer.
This method although being more complex to manage, sometimes offer better user experience as users do not need
to select driver color and black and white options for each print.
7.7.3.7. Advanced Setups
PaperCut MF provides printer management features that can be easily extended to more advanced network setups
including:
•
Environments with multiple print servers
•
Monitoring of locally attached network printers.
•
Central monitoring over Wide Area Networks (WAN) or VPN.
These topics are an advanced subject and covered in subsequent sections.
Tip
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For more flexibility in filtering print jobs, one should consider the Advanced Scripting capability.
Advanced scripting allows filtering on more more attributes of a print job or combinations of attributes.
See Chapter 19, Advanced Scripting (Print Scripting) for more details.
7.8. Managing printer groups
Administrators use groups to manage large number of users. Groups are used for all manner of purposes such as
reporting, access control and management. PaperCut MF also offers the ability to group printers offering
administrators the same level of management advantages they get from user groups. Printer groups are most useful
for organizations with a medium to large number of devices.
Printer groups allow administrators to tag or group printers by attributes. Group names are user definable and may
represent any attribute appropriate for printer management. Examples include printer type, location, make, function,
owner, age, etc. PaperCut MF's grouping is implemented using text based "tags" offering similar flexibility to that
seen in many modern online systems such as Flickr - the popular photo management website.
Some examples of where printer groups may be useful include:
•
Grouping by printer type allowing an organisation to compare volume on inkjets vs. laser printers.
•
Grouping by floor, departments, or work areas providing comparison reports to identify areas that may need
additional printers.
•
Quickly locate printers by attributes or tags defined by administrators.
•
Implement fine grained access control by ensuring administrators can only apply adjustments to devices under
their ownership/responsibility.
•
Facilitate group-level management of devices settings such as copying new rules, costs and policies between
like devices.
To group printers that support color output the admin will follow the following procedure:
1.
Locate and click a color printer via the Printers tab.
2.
On the printer details screen scroll down to the Printer Groups/Tags section.
3.
Enter an appropriate group name (tag) such as Type:Color. Read best practises in Section 7.8.1, “Suggested
best practises for naming printer groups”
Figure 7.12. Adding a new printer group "Type:Color"
4.
Click OK to save the change.
5.
Repeat step 1 and 2 selecting another color device.
6.
This time select Choose from recent groups and click Type:Color.
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Figure 7.13. Adding an existing printer group
7.
Repeat step 6 for all color devices.
Tip
An alternate method to apply a set of printer groups to multiple printers is to use Copy settings from
printer to printer action.
7.8.1. Suggested best practises for naming printer groups
An important requirement of group management is to have clear and consistent naming conventions for your
groups. This convention needs to be followed by all involved in group management leveraging the Choose from
recent groups link is a good way to ensure consistency. A group name may contain any character except for ",".
Administrators are encouraged to use a key-colon-value format such as:
•
Type:Laser
•
Location:Floor1
•
Department:Science
•
Subnet:192.168.4.*
•
Office:NewYork
Prefixing the value with a type makes it easier to compare and locate groups of interest.
Like user groups, it's important to keep printer groups up-to-date. Ensure someone is tasked with assigning printer
groups when new devices are added to your network.
7.9. Cost Adjustments
Cost Adjustments are used in conjunction with the User Client's Advanced Popup (see Section 8.4.2, “Advanced
Account Selection Popup”) or Manager Popup (see Section 8.4.3, “Manager Mode Popup”). They allow an
administrator to define a user selectable list of adjustments to apply to the current print job. These adjustments can
be in the form a percentage adjustment, a per job fixed adjustment or a per page adjustment. Charge Rates are
commonly used in the Engineering and Architectural Drafting fields. Examples include:
•
Charging different rates for premium print material. For example 150% for use of Mylar drafting film.
•
Offering a discount of selected situations. A 2nd copy of an architectural plan printed on draft quality paper may
be charged at 50% normal rate.
•
Charging a fixed cost for services like document binding. For example, binding might cost an additional $5.00.
•
Increasing the per-page cost of a job for color paper (e.g. an additional $0.20 per page).
Cost adjustments are defined at both a global and printer level - allowing common adjustments to be applied
globally to all printers, with the flexibility to also define printer specific adjustments. The adjustments are defined in
the format:
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adjust1:100%, adjust2:150%, adjust3:3.0pj, adjust4:0.10pp, adjust5:1.0pc
(A comma separated list of rates in the format of "Name" and "Amount" separated by a colon). The first rate listed is
the default rate and is automatically selected in the Advanced Client Popup. The format of the "Amount" depends on
the type of adjustment. Each of the formats is defined below:
Type
Description
Format
Examples
Percentage
Applies a percentage adjustment to
the job cost. Rates above 100% will
increase the cost, while those below
100% will discount the job.
0.00%
120% - increases cost by 20%
75% - discounts the cost by 25%
0% - sets the cost to zero
(NOTE: When multiple adjustments
are applied with the manager popup,
the percentage adjustments are
applied last)
Per Page
Adds/subtracts a fixed amount to each
page in the job.
0.00pp
0.10pp - increases cost by $0.10 per
page
-0.05pp - reduces cost by $0.05 per
page
Per Job
Adds/subtracts a fixed amount to the
total job cost.
0.00pj
3.00pj - increases total cost by
$3.00
-1.00pj - reduces total cost by $1.00
Per Copy
Adds/subtracts a fixed amount to each
copy in the job.
0.00pc
3.00pc - increases total cost by
$3.00 per copy
-1.00pc - reduces total cost by $1.00
per copy
Table 7.1. Cost Adjustment Types
If the option Always require manual selection is enabled then the default selected rate will read “Select...”,
requiring that users manually select a charge rate every time they print.
Global cost adjustments are defined in Options → Client Software. These will be available for all printers. Any
adjustments defined at the printer level will be in addition to the global adjustments. The printer level adjustments
are defined in Printers → Summary → Advanced Configuration → Define cost adjustments. If an adjustment
with the same name is defined at both the global and printer level, the printer adjustment takes preference.
Figure 7.14. Three cost adjustments defined at the printer level
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Figure 7.15. Cost adjustments displayed in the Advanced Client Popup
Figure 7.16. Cost adjustments displayed in the Manager Mode Popup
7.10. Popup Authentication
PaperCut MF normally relies on the underlying operating system and the associated print queues to perform
authentication. For example, in normal operation, a user logs into a workstation using a domain/network level
authentication method such as a username and password. The print queues also use this authentication and
PaperCut MF can trust the supplied identity. However in some network environments, relying on network level
authentication may either not be possible, or may not be reliable. Common examples include:
•
All users log in with a common generic username and password meaning that it's not possible to distinguish
between users.
•
A print queue that does not enforce authentication.
For a detailed explanation of print authentication, please Chapter 27, Print Authentication.
7.10.1. How does popup authentication work?
Popup Authentication matches the source IP address of the print job with the user confirmed to be operating from
the popup client IP address. The workflow is as follows:
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•
The user initiates a print job to a server-hosted, PaperCut MF-managed, queue (printer) via unauthenticated print
protocol.
•
The print job arrives in the print queue and because of the unauthenticated protocol, the username cannot be
trusted.
•
PaperCut MF uses the job's source IP address to determine the PaperCut MF popup client it should contact for
authentication.
•
The user is prompted to enter their username and password, which are then verified against PaperCut MF's
configured directory source. If the credentials are correct, the user is considered authenticated at that client.
•
The print job is attributed to the authenticated user.
•
Depending on configuration, the server may remember the association between the IP address and the
authenticated user for a period of time.
7.10.2. Where and when should Popup authentication be used?
Some real life examples include:
7.10.2.1. The Student Lab
Some student labs are set up so everyone logs in using a generic username and password. For example,
username: student, password: student. This is common in Apple Mac labs, where enabling multi-user authentication
is complex and can often prevent selected applications from running correctly.
7.10.2.2. LPR/LPD or CUPS
The Line Printer Daemon print protocol, often used in UNIX environments, is a non-authenticated system. The
username associated with the print jobs is passed through to the print queue, however the name is not verified and
can easily be forged. An extra level of authentication is required.
CUPS, the modern print system often used on Linux, Apple Mac and some Unix systems, is often implemented in a
non-authenticated fashion. Although CUPS can support authentication, technical considerations such as the inability
to interface with Active Directory domain authentication often prevent its use.
7.10.2.3. Mac Print Queues
Mac OS X server use the CUPS print system. Current Apple implementations prevent administrators from enabling
CUPS authentication. This is not usually a problem in an environment where logins can be controlled at individual
workstation level. It does however pose a problem if users have local admin access - for example, individual owned
laptops. PaperCut MF popup authentication provides a way to work around the non-authentication issue.
More information, including a discussion of platform specific issues is available in Chapter 27, Print Authentication.
7.10.2.4. Macs and popup authentication
Popup authentication is often required on Mac networks supporting a mix of lab systems authenticated via a
directory service and unauthenticated laptop systems. Advanced administrators may wish to review Section 28.1.4,
“Eliminating PopUp Authentication via Mac Login Hook” to streamline login on the secured lab systems.
7.10.2.5. iPad / iOS Printing and popup authentication
PaperCut comes with an iPad / iOS app that provides popup authentication and other functionality. For more
information see Section 22.3, “iOS Printing (iPad & iPhone)”.
7.10.3. What technical considerations do I need to review before implementing Popup
Authentication?
As a general rule, Popup Authentication should only be used in low-volume, low-complexity scenarios when
Protocol-Level Authentication has been ruled out. By its design, Protocol-Level Authentication is always the most
secure and hence this is the reason why it is used in Windows and authenticated protocols such as HTTP, SSH or
Novell's iPrint protocol.
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A good example of a situation where Protocol-Level Authentication is not ideal would be a public-access PC in a
library set to auto-logon as the insecure, generic account "public". In this case the Protocol-Level Authentication is
passing through the insecure user of "public". PaperCut MF's client software and IP address authentication can
overlay these insecure user credentials and request authentication from the user at the time of print via a popup.
The following is a general guide to factors your System, Network and Security teams should consider when
implementing Popup Authentication:
•
IP address changes should be minimized. If you are using DHCP, consider the lease time as well as the re-use
rate of IP address and DNS scavenging timeouts.
•
Do not use any form of NAT between the clients and print server. NAT will obscure the IP address seen by the
server.
•
Consider the authentication session time (TTL - Time To Live) options offered to your users. This is detailed
further in the Popup Authentication configuration page of the manual. TTL settings are a trade-off; the shorter the
time, the smaller the window of mismatch, but the greater the inconvenience to the user. There is no
one-size-fits-all answer, this must be taken on a site-by-site basis.
•
Ensure that hostnames can be resolved to IP addresses, both from the client and server. In some situations,
hostnames may be reported instead of IP addresses, and resolution results are key to correct behaviour.
•
Any machine relying on Popup Authentication must have the PaperCut MF client running at all times for printing
from that workstation to function.
•
Awareness of IP address spoofing. Large sites will often actively monitor this and/or endeavour to prevent it, as
IP address spoofing is something that affects network application security in general.
•
Always reconsider your choice of Popup Authentication. Protocol-Level Authentication may become viable with
changes in technology, infrastructure or internal procedure.
•
Popup Authentication is not a viable solution for simultaneous multi-user systems, such as Terminal Server or
Citrix, as multiple users will be reported from a single IP address.
7.10.3.1. A real-life an example of the practical difficulties associated with Popup Authentication
In 2012 one major university user of PaperCut MF in the USA were using Popup Authentication to support
authentication on print jobs issued via the LPR protocol (for Unix desktop systems). This setup had been in place
successfully for 5 years with no reported problems. The site's networking team (independent of the server team
responsible for PaperCut MF's management) decided to make a few network infrastructure changes and enabled
NAT for some subnets. Thhis caused a subtle set of authentication issues that took a number of days to detect and
diagnose. During this time some jobs were incorrectly attributed.
7.10.4. Configuration
The following sections cover how to enable popup authentication on either the user account level or the print queue
level.
7.10.4.1. Popup authentication and generic user accounts
The following notes explain how to enable popup authentication when a user logs in under a generic user account for example, student.
•
Add the account to the domain called student. You may already have such as account set up.
•
Perform a User/Group Sync or print a job from this account so the username is listed in PaperCut MF
•
Select the generic user and set the account to a zero balance and a restricted status. This will ensure that users
can't charge against this account.
•
Check the Unauthenticated option and click on the Apply button to save the changes.
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Figure 7.17. Turning on popup authentication at the user level
•
Install client software on workstations. See Section 5.2, “User Client” for details.
•
When a user logs in as the generic student, they will be prompted for their domain level username and
password.
Figure 7.18. PaperCut MF client requesting for authentication
7.10.4.2. Popup authentication on a print queue
The following notes explain how to enable popup authentication when a user attempts to print to a
non-authenticated printer such as one hosted via an LPR/LPD queue or a CUPS print queue:
•
Add the printer to the system as normal. Perform a few test prints to ensure the printer is functioning and tracking
as expected.
•
Log into PaperCut MF and check the Unauthenticated option under the relevant print to enable the popup
authentication.
•
Install the client software on any workstation that will print to this printer. See Section 5.2, “User Client” for
details.
•
When a user attempts to print to this printer, they will be prompted for their username and password.
7.10.4.3. User Interaction
When running in popup authentication mode, the client makes available a number of additional options including:
•
Logout
•
Login as another user
The Logout option is available on Windows via either the right-click option on the task try icon, or when running on
Mac or Linux, via a right-click popup menu (Option Click) access via the icon on the balance window.
The Login as... option is made available if the client starts as an unauthenticated user. This option allows users to
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authenticate or quickly switch user identity.
7.10.4.4. Advanced Popup Configuration
The login box displayed to the user offers the choice of how long their authentication details should remain active.
An administrator can control the options presented to the user by modifying the following system configuration keys.
These configuration keys are edited under Options → Actions → Config editor (Advanced)
Config name
Description
client.config.auth.ttl-values
A comma separated list of values to display in the popup authentication login
box. Positive numbers represent the number of minutes to remember the
authentication for.
The value of 0 indicates that the authentication is remembered for "this print job
only".
The value of -1 indicates that the authentication is remembered until the user
logs out or exits the client.
The value of -2 indicates that the authentication is remembered indefinitely,
even after restarting the client. For security reasons this change needs to be
made in the Config editor, not the client's config.properties and the client
does not save the password. Instead a server generated cookie is placed in a
file in the user's home directory.
The default is: 1,5,15,30,60,-1
client.config.auth.ttl-default-minutes
The default time-to-live value
authentication window displays.
automatically
selected
when
the
login
client.config.auth.popup-on-startup-if-unauthenticated
Determine if the client should request authentication when the client starts if the
operating system user is unauthenticated. Set to Y (yes = enabled) or N (no =
off).
Table 7.2. User Client Popup Config Keys
Important
User client tools that are already running will pick up changes made via the config editor the next time
they are restarted.
Please see Section 14.10, “Using the Config Editor” to find out how to change config keys.
7.11. Color Detection
The color detection setting determines the method used by PaperCut MF to analyze documents for the presence of
color. Changing the detection method may require some additional printer configuration. Please read this section in
its entirety.
The standard way used by PaperCut MF to handle color in documents is to see if the printer's driver has set the
grayscale flag. When this flag has been set on a document sent to a color printer, the grayscale discount is
applied. Otherwise, the document is charged at the printer's standard rate. This may be an inconvenience for users
when a large document is printed with just a few color pages.
For example, a user prints a 21 page document to a color printer. The document is all grayscale except for a color
header on the first page. When using standard color detection, the user is charged for 21 pages at the color printer's
standard rate. As a workaround, the user could send the document as two print jobs (one with just the first page
containing color, and another with the rest of the document), but this is an inconvenience. An enhanced alternative
is to use page-level color detection. When this option is selected, the user would be charged for one page at the
color printer's standard rate, and receive the grayscale discount for the other 20 pages.
PaperCut MF has three options for document color detection:
•
Grayscale only (for grayscale printers)
•
Standard color detection (also referred to as document-level detection)
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•
Page-level color detection
The color detection setting is available for each printer controlled by PaperCut MF. To access the setting, click on a
printer from the Printers tab to bring up the Printer Details page.
Figure 7.19. The color detection setting for a printer
'This is a grayscale printer'
This option indicates that the printer is not capable of printing color documents, so color detection should be
bypassed. This will ensure that the color page count for this printer is always zero.
'This is a color printer (use standard detection)'
When this option is active, documents are treated as being either grayscale (where a printer's driver has set the
grayscale flag) or color. This mode is available in almost all color printers. Where users print documents containing
both grayscale and color pages, this option encourages users to use color printers only for their color printing.
'This is a color printer (use page-level detection)'
Page-level color detection scans each page of a document for traces of color. The grayscale discount is applied to
any grayscale pages and other pages are charged at the printer's standard rate.
PaperCut MF can perform page-level color detection with most modern color printers.
Important: To use page-level color detection:
1.
Apply the page-level detection option for the printer in PaperCut MF.
Linux and Mac systems will pick up the change immediately.
On Windows based servers the change will take up to 2 minutes to propagate to the Print Provider. This
can be sped up by manually restarting (stop and starting) the PaperCut Print Provider service via
Control Panel → Administrative Tools → Services.
2.
On Windows print servers set the Enable advanced printing features on the Advanced tab of the printer's
Windows Properties page according to the type of printer:
Disable the setting for PostScript, PCL, HPGL or XPS printers. (With these printers, Page level detection will
work regardless of the advanced printing features setting, but you must disable the setting if you wish to use
advanced PaperCut features such as Grayscale/Duplex Conversion Filters and Watermarking.)
Enable the setting for other printer types. On most printers, this setting will cause print files to be spooled using
Window's EMF format. PaperCut supports for page level color detection for EMF. See below for limitations.
3.
On non-Windows print servers page-level color detection is only available for PostScript, PCL, HPGL and XPS
printers.
4.
Print a few test documents with both grayscale and color pages and ensure PaperCut MF is correctly charging
the document. The Print Log under the Printers tab is a good place to monitor the detection in real-time.
7.11.1. Printer Color Mode Auto-Detection
From version 14.1 onwards, when a printer is first added, PaperCut MF will detect if it is grayscale or color and set
its color detection mode accordingly. Color mode auto-detection is performed only once and can be overridden
manually.
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Color mode auto-detection works well but you may have a reason for not using it. You can turn it off by setting the
configuration key printer.detect.grayscale.printers to N. Please see Section 14.10, “Using the Config
Editor” to find out how to change config keys.
7.11.2. Limitations of Page-Level Color Detection
Page level detection works by inspecting the contents of the document looking for color use. The aim is to track
down simple black and white only pages so it can offer the user the grayscale discount on these pages. There are a
few situations that may cause a seemingly grayscale page to list as color - referred to as a 'false positive'. These
situations are rare and are discussed below:
•
The use of some image formats, even if they look grayscale, may detect as color. For example, JPEG is a lossy
format and artifacts as a result of compression may cause speckles of color. PaperCut MF will handle most of
these situations but grayscale JPEG images in PDF files can cause false positives.
•
The use of 'color' white-space in Microsoft Word can cause a false positive with some print drivers. For example,
the user selects a color font, enters a single space or new-line, and then changes back to black. PaperCut MF in
most cases will correctly filter out the 'color space' but may experience problems with some drivers leading to a
false positive.
•
The Windows Enable advanced printing features setting will allow page level color detection to work for many
color printers by spooling print files in EMF format. The accuracy of color detection is dependent on the particular
printer driver in use. Our testing has seen very good accuracy with newer printers and drivers, but poorer results
with some older drivers. If using an older printer, we recommend you run a representative set of print jobs to
verify that the color page counts meet your requirement. Where possible, we recommend you select a PCL or
PostScript driver if available for your printer.
7.12. Validating page counts using hardware checks
PaperCut provides accurate tracking of printer usage by analyzing the printer spool file on the server. Before the job
is sent to the printer, PaperCut determines the job attributes including the page count, color/grayscale, duplex,
paper-size, etc. This up-front analysis allows PaperCut:
•
To calculate the job cost and determine up-front whether the user has enough credit to print.
•
To display the job details (e.g. the cost and page count) to the user in the print confirmation screens and release
stations.
•
To apply filters and policy rules to print jobs (e.g. to disallow non-duplex jobs, or to enforce print policy using the
advanced printer scripting).
After the job is queued for printing, PaperCut logs this print job information and charges the usage to the user.
If the job is sent to the printer but it does not print completely (e.g. if the user cancels the job at the printer), then
print job hardware checks allow PaperCut to determine the actual number of pages printed. These checks are
performed at the hardware-level by communicating with the printer via SNMP (Simple Network Management
Protocol).
The combination of up-front spool file analysis and post-job hardware verification of the jobs provides the best of
both worlds:
•
Accurate up-front page count and cost calculations; and
•
Verification of the printed pages after the job is completed.
7.12.1. Causes for differences in page counts
The printer may report a difference to the PaperCut server's spool file analysis for a variety of reasons:
•
The user cancels the job at the printer's panel - e.g. LCD screen or cancel button.
•
The printer goes into an error state (e.g. out of toner) after the job has partially printed. The administrator may
then cancel the job at the printer.
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•
The print job may have become corrupted, causing the printer to print 100's of pages of junk (e.g. PostScript
code) instead of the user's document!
•
Configuration "strangeness" such as the devices double-counting large pages or counting the blank page at the
end of a duplex job. Most of these corner-cases have been worked around, however, like all things in
Computing, some are bound to show up again!
7.12.2. Requirements
PaperCut's hardware checks use the SNMP protocol to query the page counters of the printer. This is a network
protocol supported by most network printers. To support hardware checks the following is required:
•
A network printer that supports the SNMP protocol.
•
SNMP enabled in the printer (also ensure the "public" SNMP community is enabled).
•
The network/firewall allows SNMP UDP packets from the print server to the printers. SNMP uses UDP port 161.
•
Some additional configuration of the printer queues may be required. See installation instructions in
Section 7.12.4, “Configuring hardware checks”.
•
Only PaperCut should send jobs to the printer. If a job from another print server is sent it's possible the resulting
statistics will be unreliable
7.12.3. How hardware checks work
The Printer SNMP standard allows querying of printer status and page count information over SNMP. PaperCut
makes use of this information to verify the number of pages printed for each print job. This works as follows:
1.
Before the print job is sent to the printer PaperCut confirms the printer is idle (i.e. not printing).
2.
A snapshot of the page counters is retrieved using SNMP.
3.
PaperCut waits for the job to complete by querying the printer status and page counts. If the printer is in error
(e.g. out of paper), then PaperCut will continue to wait until the printer error is resolved and the job completes
printing.
4.
Once the job is completed and the printer is idle, another snapshot of the page counts is taken.
5.
The total pages printed is calculated using the differences between the initial and the post-job snapshot.
7.12.4. Configuring hardware checks
Printer hardware checks are not enabled by default in installations of PaperCut. Enabling the checks requires some
configuration within PaperCut and also some additional configuration of the operating system's printer queues.
Hardware checks may be enabled/disabled at the individual printer queue level, or alternatively the settings can be
applied to multiple printers using the Section 7.3, “Copying Printer Settings”.
7.12.4.1. Enabling hardware checks
To enable the print job hardware checks:
1.
Navigate to the Printers tab.
2.
Select the printer to configure.
3.
Under the Advanced Configuration setting, enable the Enable print job hardware check option.
Figure 7.20. Enabling the hardware check
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Advanced Printer Management
4.
Press OK or Apply to save the changes.
Important
On Windows print servers, you must also configure the printer to use a PaperCut TCP/IP Port.
For instructions see Section 7.12.4.2, “Windows printer queue configuration”.
Tip
On Windows print servers, this setting can take up to 2 minutes to take effect. This can be sped
up by restarting the PaperCut Print Provider service.
When a difference in page counts is reported by the printer, the administrator can choose how this is applied to the
print jobs. This option is configured using the When a difference in page counts is detected: settings as follows:
Figure 7.21. Hardware check adjustment options
'Show differences in the log status. Do not adjust'
The page count differences are recorded against the print job, but no adjustments are made to the page counts or
job costs. This is the default option when hardware checks are enabled.
This mode can be useful when you want to use the hardware check information to validate refund request by users.
In this case the administrator can verify that a user's job did not complete printing and then refund the job.
The hardware check information is displayed in the print log status and also in the refund screens.
'Apply differences and adjust the print cost automatically'
In this mode, the hardware check information is also recorded on the print jobs as described above. However, any
differences in page count and costs will be automatically applied to the job.
For example, if a user printed a 5 page document costing $0.50, and they cancelled the job after only 3 pages were
printed, the job cost would be reduced to $0.30 and the user would be refunded $0.20.
In rare situations, it is possible for the hardware check to report an increased number of pages. For example, this
might happen when a print job is corrupted and prints out 100's of pages of "junk" instead of what the user printed.
In this case the hardware check will report an increased number of pages resulting in an increased cost. By default
PaperCut will not apply the adjustments to the job if the cost would increase.
If you would prefer to apply the differences even if the cost is increased, then select the Always apply cost
adjustments option.
Tip
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To enable the hardware page counts quickly on multiple printers, use the Copy settings to other
printers action available on the left of screen.
7.12.4.2. Windows printer queue configuration
To perform printer hardware checks, the Windows printer queues need to be configured to use the PaperCut
TCP/IP Port type. This port works just like the Standard TCP/IP Port that ships with Windows. The PaperCut
TCP/IP Port allows PaperCut MF to perform the page count checks before and after printing the job.
To configure an existing printer queue to use a PaperCut TCP/IP Port
•
Open the Printers list
•
Right-click on the printer and select Printer Properties or Properties
•
Select the Ports tab.
•
Press the Add Port button.
Figure 7.22. Printer properties dialog:
•
Select the PaperCut TCP/IP Port option. (Note: if this port does not appear in the list of available port types,
then please see Section 7.12.7.3, “Why is the PaperCut TCP/IP Port not available to be chosen in port selection
on Windows?”.)
•
Press the New Port... button.
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Figure 7.23. Printer ports dialog:
•
Enter the printer IP address and port name.
•
Press Add Port to save the new port.
Figure 7.24. Add port dialog:
•
Press the Close button on each dialog window.
•
This printer will now be configured to use the new port. The previous port may now be deleted if no longer in use
by other printers.
To create a new printer queue to use a PaperCut TCP/IP Port:
•
Open the Printers list
•
Click the Add a Printer button.
•
Choose to add a Local printer.
•
When prompted for the printer port, select Create a new port.
•
Select the PaperCut TCP/IP Port option, and click Next.
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Figure 7.25. Choose printer port:
•
Enter the printer IP address and port name.
•
Press Add Port to save the new port.
•
Complete the Add Printer wizard as normal choosing the drivers, etc.
7.12.4.3. Novell, Linux and Mac printer queue configuration
When using Novell, Linux or Mac there is no additional configuration of the operating system required for hardware
checks to be enabled. This function is controlled via the PaperCut administration console and will come into affect
automatically shortly after the hardware checks are enabled. On Linux or Mac, the hardware checking is supported
for the CUPS backends of socket, ipp and lpd.
7.12.4.4. Changing the SNMP community string
By default, the hardware checks use the SNMP community string of "public". For a basic level of security, one can
change the SNMP community string that is used. This must also be set in the configuration of the printer.
1.
Open the file [app_dir]/providers/print/[platform]/print-provider.conf in a text editor such
as Notepad.
2.
Locate the line SNMPCommunity= and enter the new community string on the right-hand-side of the equals line.
For example:
SNMPCommunity=secretcommunity
7.12.5. Reviewing hardware check results
Hardware check results are recorded in PaperCut on the print log records. When a hardware check is recorded the
Checked status appears in the Status column of the print logs as shown below.
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To see the basic details of the hardware check, hover your mouse over the Checked status.
Figure 7.26. Hardware check status
When the hardware check detects a difference, click the Checked status link to see more detailed information.
To manually apply hardware checks to a print job (if this is not configured to apply automatically):
1.
Click on the Checked status.
2.
Review the hardware check information.
3.
Press the Apply Differences button. This will apply the page counts and any cost differences to the print log.
Figure 7.27. Hardware check log status
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7.12.6. Known Limitations
Hardware-level page count checks are not enabled by default. Sites should carefully consider these limitations and
known issues before implementing:
•
The use of the PaperCut TCP/IP Ports in a Microsoft Clustered Windows Printing Environment should be
considered experimental (see Chapter 25, Clustering and High Availability, for more information on Clustering in
PaperCut). Clustering is a complex technology and further work is being undertaken to support the Hardware
Page Count Checks in a clustered environment. We don't recommend its use in a production environment at this
time.
•
Hardware-level checks will slow down printing a little (a few seconds between each job). The system needs to
take a count snapshot before and after a job. The start/end of a job is detected by the printer entering an idle
state and stabilization on some devices can take a few seconds (printing => idle). This process adds a small
delay between each job.
•
Copier functions that delay printing such as printing to a "Mailbox" will prevent PaperCut from detecting the print
job as it is expected that the print job is printed imediately.
•
Not all devices support SNMP and even some devices that do, do not support the ability to check page counts at
the hardware level. Most major MPF/MFD devices support SNMP, however smaller printer brands may not. We
suggest taking some time to test this option across your device type(s) once enabled.
•
On Windows, a different Printer Port needs to be installed/configured to support this level of device integration.
Care has been taken to emulate the behavior of the Standard TCP/IP Port, however some drivers may complain
if a non-default port is selected. Although this is rare, it may cause issues with some drivers. Always test the
printer after changing the printer port. The development team is looking at ways to remove the dependency on a
custom port, however at the current time this method has proven to be the most reliable.
•
The use of non-PaperCut hold/release functionality on printers and copiers may cause inaccurate hardware
validation as it will appear that the job never prints, or at least in a timely fashion. It is recommended to use
PaperCut based release stations where required: (see Chapter 11, Hold/Release Queues & Print Release
Stations
•
If you have many printers it's very time consuming to use the Windows GUI to change the ports! Sorry about this,
however we've not found a reliable way to script this process. Our recommended approach is to first test on a
representative sample of your devices for a few days, then role the port change out across your fleet. We have
found that some good music on the iPod and copious amounts of coffee will help ease the frustration :-)
7.12.7. Troubleshooting
7.12.7.1. The "Checked" status does not appear on any print logs
•
Verify that the printer supports SNMP and that SNMP v1 or v2 is enabled in the printer's admin interface.
•
Ensure that your networks and firewalls allow SNMP traffic (i.e. UDP port 161) between your print server and
printers.
•
If using a Windows print server, check that the printer is configured to use the PaperCut TCP/IP Port. See
Section 7.12.4.2, “Windows printer queue configuration”
•
Verify that hardware checks are enabled in PaperCut. See Section 7.12.4, “Configuring hardware checks”.
•
You can test that PaperCut can query SNMP data from the printer by running the following in a command prompt
or terminal/shell:
Windows:
[app-path]\providers\print\[platform]\pc-print-monitor.exe -p -h [printer-ip]
Mac/Linux/Novell:
[app-path]/providers/print/[platform]/pc-print-monitor -p -h [printer-ip]
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If SNMP data can be retrieved, some basic status information will be printed. If not, an error is displayed.
7.12.7.2. Why is the "Checked" status missing on some some print logs?
•
An intermittent networking problem between the print server and printer may have stopped the SNMP page
counts from being retrieved. E.g. the network was briefly interrupted while PaperCut was waiting for the print job
to finish printing.
•
If the job is deleted from the print queue while in progress PaperCut will cancel any hardware checks and the
Checked status will not appear on the print log. To avoid this, it is recommended to fix any problems (e.g. out of
paper, etc) at the printer and then allow the document to finish printing. This will allow PaperCut to retrieve the
page counts from the printer after the job completes. Only delete the job from the queue if it stays stuck even
after the printer error has been resolved.
7.12.7.3. Why is the PaperCut TCP/IP Port not available to be chosen in port selection on Windows?
•
A possible reason why the PaperCut TCP/IP Port is not available may be because the port was unable to be
installed due to a Security Policy disabling the installation of unsigned drivers. A solution for this is to change the
Security Policy for the unsigned driver installation behavior to either allow unsigned driver installations or to warn
but allow their installation.
7.13. Watermarking/Job Annotation
Watermarking is a feature that allows a small portion of text to be written to the bottom (or top) of every page.
Watermarking is a powerful and flexible feature. Typical uses of watermarking include:
•
adding a username to the bottom of every page to help identify the owner
•
writing job metadata in the footer such as print time, printer or document name
•
applying a digital signature to help track and verify documents
Watermark text is defined by the PaperCut administrator and can be applied to printers individually. Print scripting
makes it possible to change watermarks dynamically (see Chapter 19, Advanced Scripting (Print Scripting)).
Watermarks may contain substitution variables allowing the insertion of document metadata such as date/time,
username, document name, etc.
A typical watermark is shown the picture immediately below. This watermark uses the %user%, %date% and
%signature% substitution variables described in the Substitution Variables section.
Figure 7.28. An example watermark using variables
Note
PaperCut MF watermarks print jobs by modifying the print stream as jobs spool via the print server.
The watermark is injected into the job using advanced PDL methods such as macros and overlays.
This is the reason why PaperCut only supports standards based print languages like PCL and
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PostScript - PaperCut must understand the job and its data to perform this on-the-fly modification.
Important
Watermarking is a new feature that uses advanced printer techniques that can be implemented
differently by each device manufacturer. Please report any problems that you may experience to our
support team for investigation.
7.13.1. Typical Uses
1.
Owner Identification. Add the username to each page so it is easy to find the owner (e.g. uncollected print
jobs).
Suggested Watermark: Printed by %user%
2.
Student Assignments. Add the username and time of printing to each page. This will help teachers match up
student work and help students prove that assignments were delivered on time.
Suggested Watermark: Printed by %user% at %date% on printer %printer%
3.
Tracking an Organization's Physical Documents. Add a sequentially allocated number to every document
printed. This number is a document-level Bates number (http://en.wikipedia.org/wiki/Bates_numbering). It is
recorded in the PaperCut MF database and is useful for organizing document trails.
Suggested Watermark: Document No.: %bates% composed of %pages% pages
4.
Identification and Source Tracking. Add a unique and secure digital signature to each document. This can be
used to verify the origin and generation details of a document. (Note: see Digital Signatures in Detail section
below if security is required).
Suggested Watermark: %signature%
5.
Protecting Value of Documents. The copy protection aspects of watermark signatures described above can
be used to protect valuable documents where royalties apply.
Suggested Watermark: Copyright
Signature: %signature%
6.
ABC
Corporation.
All
rights
reserved.
Document
Behavioral Change. The cost of each print job is added to the bottom of each page. This gives the user
immediate feedback on the cost of their printing.
Suggested Watermark: The cost of this print job is: %cost%
Tip
To configure watermarking based on the user (e.g. a user's group membership) or job attributes,
consider the Advanced Scripting feature. Advanced Scripting allows the watermarking to be
enabled/disabled and the watermarking text to be adjusted to meet any need. See Chapter 19,
Advanced Scripting (Print Scripting) for more details.
7.13.2. Requirements
Watermarking is currently available for printers using PostScript and PCL drivers. You should ensure that the printer
driver uses the PostScript or PCL language rather than GDI or other languages. This can be verified by observing
the word PostScript, PCL5 or PCL6 in the Job Log as shown in the screenshot below.
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Figure 7.29. Print Job Log showing the PostScript metadata
On Windows systems, if the language lists as EMF then you will need to turn off "Advanced Printing Features" as
described in Section 7.13.5, “Troubleshooting”.
7.13.3. Enabling Watermarking
Watermarking is enabled in a printer’s Printer Details → Advanced Configurationsettings via the options Apply
watermarks to all pages.
Figure 7.30. Enabling watermarking in the Admin Console
7.13.3.1. Options
Text is the text that will be printed on the watermark. It is possible to use macro substitution variables such as
%user% and %date%. Substitution variables are described in the Substitution Variables/Macros section below.
Gray level determines how dark or light the text will appear. Medium is the default. Light should be just viewable.
Font size determines the watermark text size.
Position can be bottom left of page, top left of page, or custom. Custom is intended for advanced situations where
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some tweaking is required due to differences in page printable area. Custom positions are specified as the distance
from the left of the page and distance from the bottom of the page in millimeters.
7.13.3.2. Substitution Variables/Macros
Field
Description
%user%
The name (username) of the user that printed the document.
%user_primary_card_id%
The user's primary ID code.
%user_secondary_card_id%
The user's secondary ID code.
%user_full_name%
The full name of the user that printed the document.
%user_email%
The email address of the user that printed the document.
%date%
The date/time that the document was printed. The date is formatted in according
the locale of the server. An example of a %date% is 12/12/2010 3:12:37
PM.
%document%
The name of the document that printed.
%server%
The server name that is hosting the printer that printed the print job.
%printer%
The name of the printer where the print job was printed.
%client_ip%
The IP address of the workstation the job was sent from.
%client_machine%
The name of the workstation that sent the print job.
%job_id%
The PaperCut MF job id of the job.
%copies%
The number of copies of the document that was printed.
%cost%
The cost of the print job.
%pages%
The total number of pages in the print job.
%bates%
A sequentially incrementing number based on a Bates Numbering
(http://en.wikipedia.org/wiki/Bates_numbering) scheme. All pages in the
document are stamped with the same number. The number is recorded as a
signature in the print log.
%signature%
A unique secure digital signature (in text form) generated via an MD5 HMAC.
The signature is recorded in the print log. See Digital Signatures in Detail
(Advanced) below for technical details.
%digest%
A unique digital signature (in text form) generated using an MD5 of various
document attributes.
%sig_md5%
Same as %signature%.
%digest_md5%
Same as %digest%.
%sig_sha1%
Same as %signature% but based on the SHA1 message digest algorithm.
%digest_sha1%
Same as %digest% but based on the SHA1 message digest algorithm.
Table 7.3. Substitution Variables/Macros
7.13.3.3. Restrictions and Limitations
To ensure a document that has a unique single signature, only one digital signature macro should be used in a
watermark. The digital signature macros are:
•
%bates%
•
%signature%
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•
%sig_md5%
•
%sig_sha1%
7.13.4. Digital Signatures in Detail (Advanced)
7.13.4.1. Signature Algorithm
PaperCut MF document digital signatures are generated using a cryptographic technique called an HMAC
(http://en.wikipedia.org/wiki/HMAC). This works by taking various print job attributes such as print time, username,
printer name and document name and combining them with a secret key. The result is then passed through a digest
algorithm such as MD5. The resulting signature is unique to the document. The secret key portioning ensures that it
is not possible to predict a signature. Two message digest algorithms are available: MD5 And SHA1. In our opinion
MD5 will be secure enough for print job signature applications, however for cryptographic completeness SHA1 is
provided as an option. Using MD5 makes it easier to enter keys to find matching print jobs because the signatures
are shorter.
Note
The algorithm used is:
•
Digest = Hash(date time || username || server name || printer name ||
document name || job id)
•
Signature = Hash(Digest || Key)
where
•
key is a random string generated on first use
"print.signature.hmac-key" and hash is either MD5 or SHA1.
and
stored
in
the
config
key
•
date time is formatted in ISO 8601 basic format from year to second ("yyyyMMddTHHmmss").
The time is local time (not UTC). E.g. "20100130T141059"
7.13.4.2. Verifying a Signature
If a document is located, say due to an information leak, the signature can be used to track down the print event
details such as the originating user, time of print, and other details. This is done as follows:
1.
Printers -> Job Log
2.
Expand the filter section
3.
Enter the signature in the signature signature field.
4.
Press Apply. The matching job should list.
For example, the following screenshot shows how
b608c7a39f08643768051217f2f5315a in the job log.
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to
search
for
the
print
job
with
signature
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Figure 7.31. Searching job log for signature b608c7a39f08643768051217f2f5315a
7.13.5. Troubleshooting
Watermarking requires print jobs to be printed in PostScript or PCL format. If your document is printed in EMF you
may be able to print in PostScript or PCL by following the procedure listed in the EMF section below. For all other
drivers please see Section 7.13.5.2, “Other Printer Languages”.
7.13.5.1. EMF
On Windows systems, if the printer language for a job lists as EMF then you will need to turn off "Advanced Printing
Features". Disabling this option will cause print jobs to be rendered into their printer language on the client side.
Enabling it can result in rendering on the server side, which is usually unwanted.
Figure 7.32. Job Log showing an EMF job
You can do this by following these steps:
1.
On the print server, navigate to: Start → Control Panel → Printers → [right-click printer] → Properties →
Advanced
2.
Turn off (disable) the option Enable advanced printing features.
3.
Test printing and check the printer language to ensure that it is now PostScript or PCL.
You can read more about this setting on the Microsoft website at: http://support.microsoft.com/?kbid=268093.
7.13.5.2. Other Printer Languages
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If the printer language for a job is listed as a non-supported language such as ESC/P2(Epson) then watermarking
will not work. The manufacturer may also support other languages such as PostScript as an option. Please check
the printer manufacturer's website download page for details.
Figure 7.33. Job Log showing a ESC/P2(Epson) job
7.13.5.3. Updating Printer Drivers
When updating printer drivers, it is important to update the printer drivers on both the client and the server.
7.14. Behavior on Server Connection Failures
There are various scenarios where the users want to print their print jobs but the PaperCut Application Server is
unable to receive the information about the printing, including when:
•
The Application Server's machine is being rebooted,
•
The network link is down between a Secondary Print Server on a remote machine and the Application Server,
•
The administrator has decided to shutdown the Application Server for maintenance.
When this occurs PaperCut must decide on how to handle the print job without communicating with the Application
Server. The administrator can configure PaperCut to handle new jobs in 3 ways:
1.
Allow new print jobs to print but do not log (default),
2.
Allow new print jobs to print and log after reconnection,
3.
Do not allow new print jobs to print but hold and wait for reconnection.
Each of these options offer different compromises, and the best option will depend on the needs and priorities of a
particular installation. For example, if it's important to never interrupt printing then options 1 or 2 can be selected. If
it's important to strictly enforce quotas (i.e. allow the job to be cancelled if they do not have enough quota) and it is
acceptable to delay printing until the connection is reestablished then option 3 can be chosen. These options are
discussed in further detail below.
These configuration options are controlled under the Printers+[select printer] → Failure Mode.
Figure 7.34. Failure mode settings
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7.14.1. Failure Mode Settings
7.14.1.1. Mode 1: Allow new jobs to print but do not log
This is the default mode and will allow jobs to print when the connection to the server is down (a "fail open" mode).
The jobs printed during this period will not be logged in the Application Server. This mode can be used when:
•
It is important to not interrupt printing when outages occur,
•
The setup needs to be simple and easy to understand,
•
It is not important to log jobs printed during failures,
•
Strict quota enforcement is not required, Users will not be charged for printing that occurred during the outage.
7.14.1.2. Mode 2: Allow new jobs to print and log after reconnection
This mode allows jobs to print when the connection to the primary server is down, but when the connection is
re-established these jobs are re-sent to the Application Server and logged (a "fail open" mode with re-send/offline
mode). This mode can be used when:
•
It is important to not interrupt printing when outages occur,
•
It is important to log/charge every job printed during failures,
•
Strict quota enforcement is less important. Users may end up using more credit than they have available.
In this failure mode the administrator can configure how these resent jobs are recorded in the job log:
1.
Leave the job information unchanged (i.e. log the job against the user that printed it),
2.
Change the recorded user to another nominated user,
3.
Change the charging of the print job to a nominated shared account.
The default reconnection option is 1, where we log and charge the same way we would if the recording was done
live. The administrator may consider this unfair to charge the user during this failure time (as there were no warning
popups or ways of telling that the user's quota was reaching its limit). It may be more reasonable to use the
reconnection options of 2 or 3. With option 2, the administrator can choose a new user such as "AppServerDown" to
record the job as and in this way completely divorce the user from jobs printed during the failure.
If the administrator would still like to track who did the printing but just thinks it is unfair to charge their personal
account, then reconnection option 3 can be chosen, and a new shared account such as "AppServerDown", or an
account corresponding to the department owning the printer can be charged. Jobs are still recorded under the user's
name.
When the connection to the Application Server opens up again, the print jobs will show up in the Application Server's
job log within a few minutes. They will show up with a special status and icon in the job log (see figure below).
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Figure 7.35. Status of print jobs logged after reconnection
7.14.1.3. Mode 3: Do not allow new print jobs to print but hold and wait for reconnection
In this mode all jobs will be held in the queue while the connection to the server is down (a "fail closed" mode). Once
the connection to the server is reestablished the jobs will be sent to the server and printing will be processed as
normal. This mode can be used when:
•
Strict quota enforcement is required,
•
Secure Print Release or Find-me printing is used and jobs must not be printed until released by a user.
7.14.2. Failure Mode Settings on Virtual Queues
When using virtual queues and Find-me printing (see Chapter 12, Find Me Printing and Printer Load Balancing), it is
recommended to hold the all jobs and wait for reconnection when the server connection is down. By default, this
setting is enforced by PaperCut to ensure the correct operation of the virtual queue.
If jobs are released from the virtual queue when the server connection is down, the jobs would be released to the
configured printer (i.e. the configured printer port). If the queue is configured with a NULL port, the jobs are deleted.
If configured for a non-existent printer (e.g. LPT1) then the jobs go into an error state. If configured for a real printer,
the jobs will be sent to the printer (contrary to the secure release / Find-me printing that the user expects). It is for
these reasons that the failure mode on virtual queues is set to hold all jobs.
Some organizations prefer to have the virtual queue pointing to a real/physical printer so that if a failure occurs the
jobs will be printed. This is usually only acceptable if the organization is happy that users jobs be printed on a single
queue (bypassing any secure print release function). To configure this, enable the Override virtual queue failure
mode option and select one of the alternative modes. This option is only visible on virtual queues.
7.15. Toner Levels (for supported printers)
Managing printer toner on a large fleet of printers can be a time-consuming task. The administrator must track toner
usage and ensure that replacement toner cartridges are available when printer toner runs out. Often the
administrator is only made aware that a printer is out of toner after receiving complaints from users. PaperCut MF
can track the toner levels for supported printers and provide toner level information in reports or email notifications
when the toner is low.
Armed with this information the administrator can purchase toner supplies in advance and replace toner cartridges
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before the printer runs out of toner. This saves the administrator time and ensures that printer downtime is
minimized.
For more information on low toner notifications see Section 14.6.2.2, “Printer low toner notifications”.
Figure 7.36. Toner level information on Printer Details screen
7.15.1. How toner level information is retrieved?
PaperCut MF retrieves toner information from supported printers using the SNMP network protocol. Most modern
network printers allow the toner information be queried via SNMP. PaperCut MF can retrieve toner information for
printers that meet the following requirements:
•
The printer is networked (i.e. it is connected to your network and not directly to a computer with a USB or parallel
port).
•
The printer supports SNMP and it is enabled.
•
The printer supports the SNMP standard for printers (RFC 1759) that allows toner information to be retrieved in a
standardized way. Most network printers support this standard.
•
The PaperCut MF server can establish SNMP connections to the printer. Ensure that your network (e.g. routers,
firewalls, etc) allow SNMP connections between the PaperCut MF server and your printers.
PaperCut MF regularly updates the toner information to ensure the data is kept up-to-date.
A report with 'Toner Status', 'Lowest Toner Value' and 'Toner Last Updated on' fields can be generated from the
Admin Console. Select the Printers tab to open the Printer List. At the bottom of the list select Export / Print in Excel
format.
Tip
The thresholds for low and very low toner level warnings visible on Dashboard are configurable. The
threshold values can be configured using the following config keys - toner.low-threshold and
toner.very-low-threshold . Please see Section 14.10, “Using the Config Editor” to find out how
to change config keys.
7.16. Printer Quick Reference
How do I view printing history?
Printing history can be quickly accessed via a number of areas. The most appropriate area depends on the
information required.
•
To view a user's printing history select the Job Log under the user's details page.
•
To view recent print jobs printed on a printer, select Job Log under the appropriate printer's details page.
•
To view all print jobs printed on the network with advanced search and filtering options, use the global Print Log
under the Printers section.
How do I add a new printer?
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On Windows systems, new printers will be added to the system automatically once the printer is added to a
monitored server. On a Mac or Linux system, after PaperCut MF is enabled on the printer, it will list in the
administration interface after first print. New printers are assigned initial settings based on the configuration
assigned to the [Template Printer].
How do I delete a printer?
Once the printer has been removed from the operating system's print list, the printer may be deleted from PaperCut
MF via the delete printer action under the printer's detail page. This action will remove the printer from the monitored
list. Print history logs are still maintained allowing access to historical data. Always confirm your action before
proceeding with the delete!
How do I disable a printer?
Printers can be disabled indefinitely or for a specified time via the Disable option under the printer's details section.
How do I tell PaperCut MF to ignore (not monitor) a printer?
By default on Windows systems all printers are tracked by PaperCut MF. The Print Provider can be instructed to
ignore a printer by setting the IgnorePrinters= attribute in the print-provider.conf file. A restart may be
required for this to take effect. Note: This setting only stops monitoring. The printer will continue to be listed under
the printer list section until it is manually deleted via the Delete printer action.
For more information see Section 7.1, “Adding and Removing/Deleting/Ignoring Printers”.
What can I use the printer notes field for?
The Notes field under each printer is useful for tracking all manner of information. Typical uses include:
•
Tracking configuration changes
•
Recording maintenance and/or toner replacements
•
Documenting problems
•
Leaving notes/comments to assist other administrators.
7.17. Refunding Print Jobs
Paper jams, toner problems and print quality issues will always occur. Larger organizations will require a policy to
address these situations and under what conditions a print job may be refunded. The assessment to give a refund or
not is subjective and needs to be managed by responsible administrators. To streamline and partially automate the
process PaperCut MF provides a browser based refund management process.
Highlights include:
•
Users can request refunds via a simple form and track their status.
•
Administrators can quickly approve/deny requests with one click.
•
Administrators can be alerted via email when requests are pending.
•
Issue partial and manual refunds.
7.17.1. Enabling End-User Refunds
Users request refunds via the end user web pages. This feature is enabled as follows:
1.
Log into PaperCut MF admin interface.
2.
Navigate to Options → General.
3.
Under User Features, enable the option Allow users to request refunds.
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Figure 7.37. Enabling end-user print job refund requests
4.
Click Apply.
End-users may enter a reason why they are requesting a refund. Some organizations may prefer to disable this
feature, e.g. where users may write inappropriate comments. To disable end-user comments/reasons, deselect the
Allow users to enter a reason for their request checkbox.
It is recommended that organizations follow a formal refund policy. This policy may be outlined via Refund
policy/instructions option. This text may also include basic HTML markup such as a link to an external policy page.
7.17.2. Managing Refunds
The refund process is best described in the form of an example.
7.17.2.1. How users request refunds
John's print job failed to fully print due to a printer jam, forcing him to reprint the remainder of the job on another
printer. He would like to request a refund of approx. 50% of his job cost for the first failed job. John would place the
request as follows:
1.
Log in to the user web interface at http://[server_name]:9191/user using his network username and
password.
2.
Locate the first, failed print job on the Recent Print Jobs page.
3.
Click the [Request Refund] link.
Figure 7.38. A [Request Refund] link on the Recent Print Jobs
4.
Enter a reason.
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Advanced Printer Management
Figure 7.39. Sending refund request
5.
Click Send.
7.17.2.2. The administrator approval process
Jenny is an IT administrator at John's school. She has just received an email indicating that refund requests are
pending review. To approve John's request Jenny would:
1.
Log into PaperCut MF admin interface.
2.
Navigate to Printers → Refunds.
3.
Locate John's request and review.
4.
Click the Approve link.
Figure 7.40. Approving a refund request from the Refunds tab in the admin interface.
Jenny could have denied the refund request by clicking on [reject] link. Clicking the [other] option would have
allowed Jenny to review John's previous requests for refunds, edit the requested amount and write a comment.
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Figure 7.41. Overview of user's refund request
7.17.3. Admin Notifications
Administrators may receive regular emails about pending refund requests. Email notifications can be enabled via
Options → Notifications → System Notifications → Notify when there are pending refund requests. More
information is available in Section 14.6.2.4, “Pending refund request notifications”.
Emails may be delivered hourly or daily. By default daily messages are delivered at 7 a.m. This hour of day can be
configured via the config key notify.pending-refund-requests.daily-hour-of-day. See Section 14.10,
“Using the Config Editor” for information about changing config keys.
7.17.4. User Notifications
Users may receive an email notification when their refund request has been actioned by an administrator. To enable
this feature:
•
Enable the option at Options → General → User Features → Allow users to request refunds → Email user
when their request is processed.
•
An SMTP server must have been defined so that emails can be sent (see Section 14.6.1.3, “Configuring Email
Notifications”).
•
Either the user must have an email address defined, or the email suffix must be enabled.
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Figure 7.42. Printer refund request user notification options
The Email subject and Email body options make up the subject and body of the email that is sent to the user. The
Approved message and Denied message options are used for the replacement marker
%approved-or-denied-message% in the email body.
Other than the %approved-or-denied-message% marker, the following markers can be used in any of the above
four fields:
Field
Description
%job.copies%
The number of copies in the print job.
%job.cost%
The original cost of the print job.
%job.date%
The date the original print job was sent.
%job.document%
The document name of the print job.
%job.pages%
The number of pages in the print job.
%job.paper-size%
The paper size of the print job.
%job.printer%
The printer the print job was sent to.
%refund.refund-amount%
The amount that was refunded.
%refund.request-amount%
The refund amount requested by the user.
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Field
Description
%refund.request-date%
The date the user made the refund request.
%refund.request-reason%
The reason the user gave for the refund request.
%refund.request-username%
The username of the user making the refund request.
%refund.response-date%
The date the refund was actioned.
%refund.response-reason%
The reason the admin user gave for approving/denying the refund request.
%refund.response-username%
The username of the administrator who actioned the refund request.
%refund.status%
The status of the refund request as it appears in the Job Log.
Table 7.4. Fields available printer refund request user notifications
7.18. Custom Printer Fields
To assist with device management, custom fields may be enabled on printers. Custom fields can be assigned
user-defined names and can represent any data you would find useful for printer management in your organization.
Common examples include recording metadata such as, asset number, lease period, device status, date of
acquisition, last maintenance date, department ownership, etc.
Up to six custom fields may be defined. The names are set by the administrator as per the site requirement. In turn,
these custom fields may be used for many purposes such as recording data, filtering lists, and creating/exporting
reports.
7.18.1. Defining Custom Printer Fields
To define a custom printer field(s):
1.
Log into the PaperCut MF admin interface.
2.
Navigate to Options → General.
3.
Under Printer Options, select Enable custom printer fields.
Figure 7.43. Defining custom printer fields
4.
Enter an appropriate name for Name 1 and repeat for any other fields that you plan to use.
5.
Click Apply.
Once enabled, the custom fields will be visible in the Printer Details page.
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Advanced Printer Management
Figure 7.44. Custom printer fields
The custom field may also be used in other areas of the application such as filtering the printer list, and applying
ad-hoc reporting conditions.
7.19. Extracting Usernames in Enterprise Print Environments (e.g. SAP, Unix)
It is common in an enterprise print environment using packages such as SAP, JD Edwards, Oracle Financials or
Unix systems for print jobs (e.g. batch reports) to appear in print queues under a system account name rather than
the instigating user’s account name. The result is that all jobs printed from these programs are recorded in the
PaperCut MF job log as owned by the program/system account.
In most environments, these programs or systems can be configured to write the username into the print spool file
(PDL). For example, the username may be added as a PJL header. If this is done then PaperCut can extract the
username and use it in place of the username supplied to the print queue.
Tip
This
feature
is
often
combined
with
Username
Aliases
(see
[app-path]/server/data/conf/username-aliases.txt) when dealing with differences
between the usernames used in the PaperCut MF environment and the external system or program
that submits these jobs. For example, john.wayne in PaperCut MF may have jwayne as a SAP user
ID.
The extraction process, when configured, follows a number of rules that an administrator should be aware of:
1.
It is possible to define multiple patterns to extract the username. The matching process will return the first valid
result found.
2.
Username extraction at the current time is not supported on Novell.
3.
The username should appear in the first megabyte of the spool file.
7.19.1. Configuring PaperCut to Extract Usernames from Spool Files
Username extraction from spool files is performed by the PaperCut Print Provider and as such any configuration text
described
in
the
following
steps
needs
to
be
inserted
into
[app_path]\providers\print\win\print-provider.conf. After a change to the config is made, the Print
Provider service should be restart before testing.
7.19.1.1. Extracting Usernames using the Simple Method
The Simple Method uses prefix and suffix text as static bookends for the username that should be extracted. In the
below example (which can be copied and pasted into your print-provider.conf), the user john.wayne will be extracted
from the string @PJL COMMENT SAP_USER="john.wayne". Simple Matching should be sufficient in the majority
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Advanced Printer Management
of customer environments.
#
# Extract username from spool files coming from our enterprise system.
# Look for a header that matches @PJL COMMENT SAP_USER="john.wayne"
#
[email protected] COMMENT SAP_USER="
UsernameOverrideSuffix="
7.19.1.2. Extracting Usernames using the Advanced Method (Regular Expressions)
The Advanced method adds powerful regular expression pattern plus the ability to define up to five of these
patterns, labelled UsernameOverrideRegex1 to UsernameOverrideRegex5. Administrators using this method
should be familiar with regular expressions. The username is extracted from the first bracketed match group (e.g.
$1).
In the example below two patterns are matched:
#
# Extract username from spool files coming from our enterprise system.
# Username may be defined in one of two formats:
#
(john.wayne) XJXsetUserName
#
/Author (john.wayne) def
#
UsernameOverrideRegex1=\((\S+?)\)\s*XJXsetUserName
UsernameOverrideRegex2=Author\s*\((\S+?)\)\s*def
The table below shows some further examples of username declarations seen in spool files and corresponding
regular expressions that can extract the correct username.
Username in Spool File
Regular Expression to Extract Username
@PJL SET USERNAME="john.wayne"
@PJL\s+SET\s+USERNAME\s*=\s*"(\S+?)"
@PJL SET USERNAMEW="john.wayne"
@PJL\s+SET\s+USERNAMEW\s*=\s*"(\S+?)"
@PJL XJAUSERNAME = "john.wayne"
@PJL\s+XJAUSERNAME\s*=\s*"(\S+?)"
@PJL COMMENT "Username: john.wayne"
@PJL\s+COMMENT\s+"Username\s*:\s*(\S+?)"
@PJL COMMENT CANPJL SET USERNAME="john.wayne"
@PJL\s+COMMENT\s+CANPJL\s+SET\s+USERNAME\s*=\s*"(\S+?)"
@PJL COMMENT "Username: john.wayne;App FileName: True Grit.doc"
@PJL\s+COMMENT\s*"Username\s*:\s*(\S+?)\s*;
@PJL OKIAUXJOBINFO DATA="UserName=john.wayne"
@PJL\s+OKIAUXJOBINFO\s+DATA\s*=\s*"UserName\s*=\s*(\S+?)\s*"
%%For: john.wayne
%%For:\s*\(?([\w\.-=]+?)\)?\b
/USERNAME (john.wayne) def
/USERNAME\s*\((\S+?)\)\s*def
/UserName (john.wayne) def
/UserName\s*\((\S+?)\)\s*def
/Author (john.wayne) def
/Author\s*\((\S+?)\)\s*def
(john.wayne) /RRCustomProcs /ProcSet findresource begin logusername end
\((\S+?)\)\s*/RRCustomProcs\s*/ProcSet\s+findresource\s+begin\s+logusername
(john.wayne) XJXsetUserName
\((\S+?)\)\s*XJXsetUserName
Table 7.5. Examples of usernames seen in spool files and regular expressions to extract them
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Chapter 8. Shared Accounts
PaperCut MF has two types of accounts - personal accounts and shared accounts. Each user has a personal
account. This is the default account charged under normal operation. In some organizations and businesses it may
be useful to provide users, or selected users with the option to charge printing to a shared account. Some uses of
shared accounts include ...
In business:
•
Allocate and budget printing by business areas (e.g. cost center)
•
Track printing by project, phase, client or account
•
Track printing by client/matter - popular in legal and accounting firms
In a school or university:
•
Budget staff use via shared faculty or department accounts
•
Provide share accounts for classes or subjects
•
Track printing costs by subject areas
Shared account scenario
East Beach High School has implemented PaperCut MF to control their printing. Students are allocated a $5.00 a
month budget. Pre-paid cards are sold at the library for students who need extra credit above this allowance.
Teachers and staff are given a small personal budget to cover casual printing with curriculum material to be
allocated to share accounts. Shared accounts exist for each faculty. The network administrator has granted staff
members access to the share account popup. Access to faculty accounts is controlled via Active Directory group
membership.
Sarah is a Science and English teacher at the school. When she prints she is able to allocate the print job to either
her personal account or either the Science or English shared account via a drop-down list. She can also view the
shared accounts balances from the User web pages.
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Shared Accounts
Figure 8.1. Selecting a shared account with the User Client popup
Tip
To educate the users about shared accounts, administrators might find the sample information sheet
helpful.
8.1. Creating a Shared Account
Personal user accounts are automatically created when users are first imported into the system. Shared accounts
are created manually on an as-need basis. Normally shared accounts are created manually via the administration
interface, however organizations with many accounts and good IT skills can automate the account creation process
by importing accounts. Import options include via a file (for example Excel, or an export from a 3rd party system) or
by scanning an existing directory structure. More information on automatic importing can be found in Section 8.6,
“Batch Shared Account Import and Update”.
To create a shared account:
1.
Log into PaperCut MF as an administrator (e.g. admin account).
2.
Select the Accounts tab.
3.
Click the Create a new account action.
4.
Enter an appropriate name for the account. Account names should be as descriptive as possible.
5.
Complete other details such as starting balance, restrictions status and notes as appropriate.
6.
Click the OK button to save the changes and return to the accounts list.
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Shared Accounts
Figure 8.2. Creating a shared account
By default shared accounts default to an unrestricted status. This means that the account's balance is allowed to
drop below zero. Many organizations use shared account to track printing expense. A common strategy is to start
the account off at a zero balance and let it count down into the negative. By setting the account to restricted and
allocating an initial starting balance, shared accounts can be used as a budget control system as printing to the
account is denied once credit is exhausted.
Tip
PaperCut MF has support for advanced parent/child account structures. The subsequent account
naming conventions section covers many of the common practices. See Section 8.2, “Account Naming
Guidelines” for more details.
Each account can also be assigned a PIN/Code that helps uniquely identify an account. Many users use the codes
to represent cost-centers, clients, projects, etc. These codes are often also used in other systems (like the
accounting system) to identify these accounts consistently across the organization. Once defined, these codes can
be used in the client software to quickly search for accounts, and can also displayed in account-based reports.
The account PIN/code can be entered on both parent and sub-accounts. For example, it is common to use parent
accounts to represent clients and sub-accounts to represent projects for those clients. In this scenario, the parent
account code would represent a client code, and the sub-account code would represent the project code.
8.1.1. The Template Account
The [Template Account] is designed to save time by applying the most common settings to all newly created
accounts. The [Template Account] can be found on the Shared Account List page of the Accounts tab.
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Shared Accounts
Figure 8.3. The template account
Any settings applied to the template account will be applied to new accounts when they are created.
Figure 8.4. Template account settings
Some examples of where the template account might prove useful include:
•
Applying common security settings. For example, if the Staff group should have access to all accounts, adding
the group to the template account will ensure group members can also charge to future accounts.
•
Applying a starting balance. The starting balance might represent the standard department print quota or the
amount of 'free printing' a customer has before they are billed for the excess.
8.2. Account Naming Guidelines
Administrators are encouraged to create accounts as logically related groups. Doing so makes for easier searching
and charging, and better integration with existing accounting systems.
Different account models may be adopted by organizations depending on their requirements. Common models are:
•
Faculty or Department - a simple flat list familiar to schools, colleges and Universities.
•
Client / Matter model - familiar to legal and accounting firms
•
Project / Phase model - familiar to engineering and technology firms
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Shared Accounts
•
Customer / Job model - familiar to other customer based firms and common in accounting software
The following sections describe how to configure PaperCut MF to best match the three advanced models.
8.2.1. Client / Matter Naming Model
The client / matter model is one with which legal and accounting firms are familiar. In this model:
•
Top level accounts are created for each client
•
Sub-accounts are created for each matter under the relevant client
Usually, charging directly to a client (without a matter) is not allowed in this model. Instead users should charge to
the relevant matter. System administrators should set each top level account to be inactive (disabled), and all
sub-accounts to active, as shown in Figure 8.5, “Client / Matter Naming Model example”. This will enforce use of
sub-accounts only.
Figure 8.5. Client / Matter Naming Model example
As shown in the example, the shared account code is used as the client code for the top level client accounts, and
the matter code for the matter sub-accounts. In the account list, the sub-account codes are displayed as
[parentCode]-[subCode]. For the shared account code to be visible, the option Make shared account PIN /
code visible must be enabled. For more information see Section 8.11, “Advanced Shared Account Options”.
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Shared Accounts
By including both the client/matter code and name, users are able to search for a particular account by either client
code, matter code, client name or matter name. The following examples demonstrate this:
1.
Searching by client name will display the client plus all matter codes for the client.
Figure 8.6. Searching accounts by client name in the client/matter code naming model
2.
Searching by client code will display the client plus all matter codes for the client.
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Shared Accounts
Figure 8.7. Searching accounts by client code in the client/matter code naming model
3.
Searching by matter name will display the matching matters plus the client for each matching matter.
164
Shared Accounts
Figure 8.8. Searching accounts by matter name in the client/matter code naming model
4.
Searching by matter code will display the matching matters plus the client for each matching matter.
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Shared Accounts
Figure 8.9. Searching accounts by matter code in the client/matter code naming model
8.2.2. Project / Phase Naming Model
Engineering and IT firms will be familiar with the project / phase model:
•
Parent accounts are created for each project
•
Sub-accounts are created for each project phase or stage
Usually, charging directly to a project is not allowed in this model - instead users should charge to the relevant
project phase. System administrators should set each parent account to be inactive (disabled), and all the
sub-accounts to be active, as shown in Figure 8.10, “Project / Phase Naming Model example”.
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Shared Accounts
Figure 8.10. Project / Phase Naming Model example
When projects have a job or project number, it is recommended that it be included as the shared account code. For
the shared account code to be visible, the option Make shared account PIN / code visible must be enabled. For
more information see Section 8.11, “Advanced Shared Account Options”.
By including the project name, project number and phase name, users can search for a particular account using any
of these fields. The following examples demonstrate this:
1.
Searching by project name or number will display the project plus all phases for that project.
Figure 8.11. Searching accounts by project name or number in the project/phase code naming model
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Shared Accounts
2.
Searching by phase will display all matching project phases, plus the project name for each phase.
Figure 8.12. Searching accounts by phase in the project/phase code naming model
8.2.3. Customer / Job Naming Model
Organizations that deal with customers on a per-job basis will be familiar with the customer / job model, as will those
who use common accounting software packages. In this model:
•
Parent accounts are created for each customer
•
Sub-accounts are created for each job
The basic principals of the customer / job naming model are the same as the project / phase naming model. See
Section 8.2.2, “Project / Phase Naming Model”, substituting project for customer and phase for job.
8.3. Client Security
By default all printing is automatically charged to the user's personal account. For a user to be able to select a
shared account the user needs to be granted access to the account selection popup.
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Shared Accounts
Figure 8.13. Selecting a shared account from the popup
Access to the account selection popup, as shown in the above figure, is controlled at the user level on the user's
details page. The Show the account selection popup option needs to be selected for each user that requires
access to shared accounts. System administrators might find the Bulk user actions section under the User List
screen convenient for applying this change to many users.
Figure 8.14. The user's popup settings under User -> User Details
Note
It is also possible to automatically charge printing to a single shared account without the need for the
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Shared Accounts
popup. This can be useful in environments where a user only ever needs to charge to a single shared
account, and it is not desirable to display the popup.
Important
Users need to restart their workstation (or manually restart the PaperCut client software) for this
change to take effect.
Users with the Show the account selection popup option enabled need to be running the client
software at all times. Print jobs will not print until the user has selected the account.
In addition to granting users access to the popup they also need to be granted access to a shared account. Shared
accounts access can be controlled using two methods:
•
Network group membership
•
PINs (also known as security codes or passwords)
If an account is allocated a PIN (an alpha-numeric access code) users with knowledge of the PIN can select the
account. A PIN based system would be a sensible selection in an organization when PINs are already in use for
other systems such as photocopiers or door access codes.
Tip
PINs/codes can also be used when using parent and sub-accounts. To select a specific sub-account
from the client software, both the parent and sub-account pins are required. They should be entered in
the format of: [parentPIN]-[subPIN] (i.e. they are separated by a hypen).
An alternate method is to delegate access to the shared account via network group membership. One advantage of
group based control is that users do not have to remember PINs. Most medium to large organizations will already
have their network structured into suitable groups representing their position, title, department or work area. These
existing groups may be used to control access. Access to shared accounts can also be granted on an individual
user basis, however best practice suggests group-based management for medium to large networks.
Tip
In a Windows Active Directory environment, Organization Units are treated as special groups. Hence
they also can be used to control access to a shared account.
Controlling access to shared accounts via group membership rather than individual user accounts is
recommended. By using group based control, new users created on the network inherit the correct
account access by virtue of their network group membership. This alleviates the need for additional
user modification inside PaperCut MF.
To grant access to a shared account for all members in a given network group:
1.
Log into the system as an administrator (i.e. admin account).
2.
Select the Accounts tab.
3.
Select the appropriate shared account from the list.
4.
Click on the Security tab.
5.
Select the appropriate group from the drop-down list.
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Shared Accounts
6.
Click the Add button.
Figure 8.15. Setting up shared account security
Tip
Security settings of multiple shared accounts can be changed simultaneously by clicking on the Bulk
account actions... link under the Accounts tab. More information is available in Section 6.4, “Bulk
User Operations”.
8.3.1. Using account security with PIN/codes
PIN/codes provide a convenient way to select shared accounts. However this convenience may compromise
security when short or guessable PINs are used. For this reason PaperCut MF allows the user/group security to be
also applied to PIN/code access. This allows sites to use convenient and short codes with confidence that only
authorized users are granted access.
To enforce user/group security for PIN/code access:
1.
Log into the system as an administrator (i.e. admin account).
2.
Go to the Options tab, to the Account Options section.
3.
Change the Access rules defined on shared account security tab apply to: setting to both PIN/code and
selection from list.
4.
Click the Apply button.
With this setting changed, users can only select an account using PIN/code when they:
1.
know the PIN/code; and
2.
are in the shared account's user/group security
8.4. The Account Selection Popup
The account selection popup is a feature of the User Client that allows allocating printing to shared accounts. There
are two types of account selection popup:
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Shared Accounts
•
Standard account selection popup
The standard account selection popup provides the basic features required to charge to shared accounts. It's
ideal for sites with simple account structures.
•
Advanced account selection popup
The advanced account selection popup includes additional features that are suitable when shared accounts are
used frequently, and especially when many shared accounts exist.
•
Manager mode popup
The manager mode popup is designed for "print managers" that allows charging printing to any user or shared
account, and apply adjustments to the job costs (e.g. for charge for special paper, binding, etc). The manager
mode popup is often used in print rooms where staff perform printing on behalf of other users.
•
Automatically charge to a single shared account
This is a special mode that allows automatically charging all printing to a selected shared account, without any
user interaction or popup.
8.4.1. Standard Account Selection Popup
The standard account selection popup offers four account selection types:
1.
Charge to personal account.
2.
Charge/allocate to a shared account selected by a PIN.
3.
Charge/allocate to a shared account from list (taking into account security settings).
4.
Perform print as another user (username and password required).
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Shared Accounts
Figure 8.16. The standard account selection popup
When a user selects a shared account, there is the option to:
1.
Charge the print to a shared account.
2.
Charge the print to personal account (and allocate to shared account for reporting).
The option to charge a to personal account allows printing to be tracked against shared accounts while allowing the
use of user-based quotas. When this option is selected, the cost of the print job is deducted from the user's personal
account, but the job is allocated against the shared account which allows for account based print reporting.
The Default shared account can be set to speed up the process of selecting a commonly chosen account. When
entered the selected account will be pre-selected in account selection popups.
System administrators can control on a per-user basis what options are available in the user's popup.
Note
Changes to the options available in the account selection popup come into effect immediately. There is
no need to restart the client software for these settings to take effect.
Figure 8.17. Client popup options defined on a per-user basis
The Charge to personal account with popup notification option displays a popup with no account selection
features. This option is useful in environments where the system administrator desires to provide users with cost
confirmation prior to printing.
Figure 8.18. The print job confirmation dialog (no account selection options)
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Shared Accounts
Tip
To educate the users about the pop-up confirmation window, administrators might find the End-user
handout example helpful.
8.4.2. Advanced Account Selection Popup
The advanced account selection popup allows charging to personal or shared accounts, and has the following
additional features:
1.
A searchable account list
The account list can be searched by the account name or code, making it much easier to find an account when
there are many in the list. The search can also be remembered for next time.
2.
Structured account list
The account list is hierarchical; that is, sub-accounts are shown indented from their parent accounts for clarity.
3.
A preferred list of accounts
The most commonly used accounts can be saved to a list. This is a useful feature when many accounts exist,
but each user mostly just uses a few of them.
4.
A list of recently selected accounts
The accounts that have been recently selected are saved to a list for quick selection.
5.
Comments on print jobs
The advanced account selection popup allows assigning a comment to a print job for future reference.
6.
Cost Adjustments
Cost adjustments offer the ability to apply various adjustments to the cost of a print job. Adjustments can be a
percentage rate, a per job adjustment or a per page adjustment. For example, a 200% adjustment could be
defined for manually loading photo paper (charge twice the standard cost). Other common examples of
adjustments include; Mylar Film, draft paper, draft printing mode, discounts for "special" customers/jobs, and
extra for binding and manual handling. Cost adjustments are defined at either a global or printer level and are
documented in detail in Section 7.9, “Cost Adjustments”.
7.
Option to not show a print job on invoices
Sometimes there are print jobs that need to be allocated to an account but not appear on any invoice reports.
The advanced account selection popup has an option to allocate a 'non invoiceable' print job to an account.
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Shared Accounts
Figure 8.19. The advanced account selection popup
As in the standard account selection popup, there are two charging options for shared accounts:
•
Charge shared account
•
Charge personal account (and allocate to shared account for reporting)
The Default shared account can be set to speed up the process of selecting a commonly chosen account. When
entered the selected account will be pre-selected in account selection popups.
8.4.2.1. Enabling the Advanced Account Selection Popup For All Users
In a professional (client billing) installation the advanced account selection popup is often enabled for all users, so
that every user is prompted for a shared account (client) to charge when printing.
Once the client software is deployed on user workstations (covered in Section 5.2.1, “User Client Deployment”), the
account selection popup may be enabled. The popup can be enabled on one user at a time or can be enabled for all
users in bulk. To enable the popup for all users in bulk:
1.
Log into the admin interface.
2.
Navigate to Usres → Actions → Bulk user actions...
3.
By default the action will be applied to all users (the special [All Users] group). To apply the action to a
subset of users (a user group), select that group from the dropdown list.
4.
In the section Change settings, enable the option Change account selection setting and select the option
Show the advanced account selection popup from the dropdown list.
5.
If you do not want to allow users to charge printing to their personal account (i.e. they must select a shared
account) then disable the option Allow user to charge to their personal account.
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Shared Accounts
6.
Press OK and confirm the operation. Once completed, the selected users will have the account popup enabled.
Once the popup has been enabled on all users some testing should be performed from users' desktops. To test, log
into a user workstation, perform a print and confirm that the account popup appears and the job is logged as
expected.
8.4.3. Manager Mode Popup
The manager mode popup popup is designed to be used by authorized users to perform printing on behalf of other
users (e.g. in a school's print room when jobs are emailed in with often complex instructions such as binding, color
paper covers, etc.). The approved user can charge printing to users' personal accounts or any shared account. This
popup provides the following features:
1.
Charge printing to any user
The manager enters the user's username or ID number. The printing will be logged under this user's account.
2.
Charging to any account
The print job may be charged from the user's personal printing account or any of the shared accounts in the
system. The shared accounts may be selected from a list, or using the account code/PIN.
3.
Standard cost adjustments
Standard cost adjustments provide a list of adjustments that can be applied to the cost of a print job. The print
manager can select one or more standard adjustments to apply to a given print job. Adjustments can be a
percentage rate, a per job adjustment or a per page adjustment. For example, a 200% adjustment could be
defined for manually loading photo paper (charge twice the standard cost). Other common examples of
adjustments include; Mylar Film, draft paper, draft printing mode, discounts for "special" customers/jobs, and
extra for binding and manual handling. These adjustments can be defined on the server at a global or printer
level and are documented in detail in Section 7.9, “Cost Adjustments”.
4.
Custom cost adjustments
If none of the standard adjustments are applicable, the print manager can easily apply a custom per page or per
job adjustment. Examples could include special binding, delivery, etc.
5.
Comments on print jobs
Allows assigning a comment to a print job for future reference. e.g. to explain the reason for the cost
adjustments.
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Shared Accounts
Figure 8.20. The manager mode popup
8.4.4. Automatically charge to a shared account
This special account selection mode allows all printing to be automatically charged to a single shared account,
without user interaction or the need to run the User Client software on the workstation. This mode is useful when a
user will only ever charge printing to a single shared account and does not want the inconvenience of responding
the account selection popup then they print.
An example of where this would be useful is in a school or business environment where shared accounts represent
a department within the organisation. In this situation user printing should be automatically allocated to a single
shared account without any user interaction. Although this can mostly be achieved with the standard account
selection popup, it requires the user to respond to each popup when they print.
This option can be selected for an individual user, set on multiple users using the Bulk User Actions or set in the
initial user settings in the Group section. Once the Automatically charge to a shared account option is selected,
then enter the account name to charge. To select a sub-account the account name must be entered in the
parent\sub-account format.
Figure 8.21. Account selection option to automatically charge to a shared account
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Shared Accounts
8.5. Account Selection in Non-Domain Environments (Workgroups)
Many small networks may not be controlled via a central domain server. These networks are sometimes referred to
as workgroups or peer-to-peer networks. On these networks users may not log on to their desktop, or computers
may be shared by multiple users. The Allow user to perform printing as another user option may be useful in
non-domain/logon environments. User accounts can be set-up in the system hosting the printers and users can
select their account using usernames and passwords for each print job, irrespective of which user account is
currently logged onto the workstation.
Figure 8.22. Configuration allowing only selection of other user accounts
Figure 8.23. Popup requesting the user to enter their username and password
Tip
PaperCut MF can also be configured to manage its own set of user accounts. See Section 30.1,
“Internal Users (users managed by PaperCut MF)” for more details.
8.6. Batch Shared Account Import and Update
The batch import and update feature allows the administrator to import accounts, and optionally update existing
account details by reading data from a simple text file or directory structure. In addition to being able to create
accounts, it enables administrators to update the following account data:
•
Enabled / disabled status
•
Account PIN / Code
•
Credit balance
•
Restriction status
•
Users allowed to use the account
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Shared Accounts
•
Groups allowed to use the account
•
Invoicing options
•
Comment options
•
Notes
Examples of where the batch import feature is useful include:
•
When importing account and balance data from another external system (e.g. a project management or
accounting system).
•
To reset the account balances at the end of a billing period (year/term/semester).
•
To bulk update the users and groups who are allowed to use/access the accounts (security).
Tip
To update shared accounts from a tab delimited file on a regular basis, see Section 8.7, “Shared
Account Synchronization” instead. You can also synchronize shared accounts against the directory
structure of a file system, for example when there is a separate folder for each department or
customer.
To perform a batch import:
1.
Manually inspect your file in a text editor and ensure it's in the prescribed tab-delimited format as detailed at
Section 8.6.1, “Batch Account Import File Format”.
2.
Navigate to the Accounts section.
3.
Click the Batch Import / Update tab.
4.
Click Browse to select the file to import. (The format of the file is described in Section 8.6.1, “Batch Account
Import File Format”).
5.
Choose whether you want to delete accounts that exist in PaperCut MF but not in the import file.
6.
Press the Test Settings button.
7.
The window shown will tell you how many lines were processed, and how many shared accounts will be
imported, updated or deleted when Import is pressed.
8.
If you are happy with the results of the test, press the Import button.
Tip
Consider testing your import file format with a small sample first (e.g. maybe a copy of the file
containing only the first five lines). This way any formating mistake will only propagate to a few
accounts rather than all!
Some
example
shared
account
import
files
can
be
found
at
[app-path]/server/examples/import/shared-accounts/ in both Excel and TSV (tab separated values)
formats. The Excel format may be used to produce the TSV format by saving as Text (Tab delimited).
Examples include a flat list of accounts using the example of departments in a school
(school-departments.tsv) and another with subaccounts using the example of a client-matter layout for a
business' clients (client-matter.tsv).
8.6.1. Batch Account Import File Format
The import file is in tab delimited format and contains the following fields in the given order.
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Shared Accounts
No.
Field
Description
Optional?
1.
Parent Account Name
The name of this account's parent.
When creating a top level account,
leave the sub-account name blank
(and this will be the account's name).
Mandatory
2.
Sub-account Name
When creating a sub-account (1 level
deep only), enter its name here.
Optional - account will be top level if
blank
3.
Enabled
Whether or not this account is
enabled. (Y/N where Y = YES, and N
= No).
Optional - account will be enabled if
blank
4.
Account PIN/Code
The account PIN/Code. For parent
accounts, the code must be unique for
all parent accounts. For sub-accounts,
the code must unique amongst
accounts with the same parent
account.
Optional - PIN not set if blank
5.
Credit Balance
The account balance.
Optional - Balance set to 0 if blank
•
When updating an existing user, a
blank balance indicates that the
existing balance will be maintained
without modification.
6.
Restricted Status
The account's restricted status. (Y/N
where Y = YES, and N = No).
Optional - if blank,
configurable default
7.
Users
Modifies the users that are allowed to
select this account from the list (no
CODE/PIN required). The access list
may be modified as follows:
Optional - users are not updated if
blank
8.
Groups
•
To replace the previously defined
access list, use a pipe (|)
delimited list of usernames. e.g.
user1|user2|user3 sets the list
to these three users (removing any
previously defined).
•
To add users to the existing
access list, prefix the pipe
delimited user list with a plus sign
(+). e.g. +user1|user2|user3
adds these three users to the
access list.
•
To remove users from the existing
user list, prefix the pipe delimited
user list with a hyphen (-). e.g.
-user1|user2|user3 removes
these three users from the access
list.
•
To remove all users from the
access list, enter a hyphen (-).
Modifies the groups that are allowed
to select this account from the list (no
CODE/PIN required). To reference the
special 'All Users' group, use the
syntax [All Users]. The access list
may be modified as follows:
180
•
To replace the previously defined
access list, use a pipe (|)
delimited list of groups. e.g.
group1|group2|group3
sets
the list to these three groups
(removing any previously defined).
•
To add groups to the existing
access list, prefix the pipe
delimited group list with a plus sign
(+).
e.g.
+group1|group2|group3 adds
these three groups to the access
list.
•
To remove groups from the
existing group list, prefix the pipe
delimited group list with a hyphen
set
to
a
Optional - groups are not updated if
blank
Shared Accounts
No.
Field
Description
Optional?
-).
e.g.
-group1|group2|group3
removes these three groups from
the access list.
•
9.
Invoice Option
To remove all groups from the
access list, enter a hyphen (-).
The invoicing option defines how
prints allocated to this account are
invoiced. Available values are:
Optional - set to USER_CHOICE_ON
if blank
ALWAYS_INVOICE - prints allocated
to this account are always invoiced
NEVER_INVOICE - prints allocated to
this account are never invoiced
USER_CHOICE_ON - it is up to the
user whether or not to invoice prints
allocated to this account. The default
is yes.
USER_CHOICE_OFF - it is up to the
user whether or not to invoice prints
allocated to this account. The default
is no.
10.
Comment Option
The comments option defines whether
or not comments should be added to
prints allocated to this account.
Available values are:
Optional
set
COMMENT_OPTIONAL if blank
to
NO_COMMENT - comments may not be
added
COMMENT_REQUIRED
must be added
-
comments
COMMENT_OPTIONAL - it is up to the
user whether or not to add a comment
11.
Notes
Notes about the shared account
(placed in the Notes field).
Optional - notes not set if blank
Table 8.1. Shared Account Import File Format
Other limitations: Although any actual limit to the size of an import file should be large enough for any purpose, we
recommend keeping the file size below 10MB.
Tip
A simple way to create a tab delimited file is to create a spreadsheet in Microsoft Excel, and then save
it in the Text (Tab delimited) format.
8.6.1.1. Import File Format Examples
The following lines shows importing all the above fields. (The fields are separated by tabs).
Maths
Y 12 5 N user1|user2 group1|group2 ALWAYS_INVOICE COMMENT_REQUIRED
Science Physics Y 1620 100 Y user3
NO_COMMENT A Note
Science Biology N 16 12.50 N
group3 USER_CHOICE_OFF
The following lines show updating only the groups that can access the account. NOTE: The tabs still exist for the
enabled status, pin, balance, restriction and users fields, but each entry is blank.
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Shared Accounts
Maths
group1|group2|group3
Science Physics
group1
Science Biology
group3
Tip
The shared account import process can be triggered via the command-line scripting tool
server-command. See Section A.1, “Server Commands (server-command)”.
8.7. Shared Account Synchronization
The shared account synchronization feature allows the administrator to define an external source for shared
accounts. This is useful for situations where shared accounts are managed by an external system, and allows
PaperCut MF to mirror the accounts without any additional administration.
To enable shared account synchronization:
1.
Navigate to the Accounts section.
2.
Click the Account Sync tab.
3.
Choose appropriate settings. The available settings are discussed in Section 8.7.1, “Synchronization Options”.
4.
Press Test Settings
5.
The window shown will tell you how shared accounts were processed, and how many shared accounts will be
imported, updated or deleted when Synchronize Now is pressed.
6.
If you are happy with the results of the test, press the Synchronize Now button. This will trigger a shared
account synchronization, and synchronization will continue to occur at the chosen interval.
8.7.1. Synchronization Options
Shared Accounts can be synchronized against two possible sources: a text file or a directory structure. This is
configured in the first option on the Account Sync tab: Sync source.
•
Text file - Synchronize shared accounts against a text file. The format of this text file is discussed in
Section 8.6.1, “Batch Account Import File Format”.
•
File System Directory Scan - Synchronize shared accounts against a directory structure. Many organizations will
have a 'Customers' folder or similar in their file system which will contain one folder per customer. For example,
given Customers/Client 1 and Customers/Client 2, synchronizing against the Customers directory will
import Client 1 and Client 2 as shared accounts.
Tip
The location of the text file or directory (the sync source) is relative to the system where PaperCut MF
is installed, not the system being used to access the admin interface. The sync source should either be
physically on that system, or accessible via a mapped / mounted drive. Additionally, the source should
have permissions to be readable by the Local System account on Windows, or the papercut
account on Mac or Linux.
The other options include:
•
File location / directory location - The location of the file or directory to sync against. The location is relative to the
server.
•
Perform sync - How often the account sync should take place. The available options are Hourly and Overnight.
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Shared Accounts
If new accounts are being added regularly throughout the day, Hourly is probably the best choice. The
Overnight sync occurs nightly at approximately 12:55am.
•
Treat subdirectories as sub-accounts - This option is only available with directory synchronizing against a
directory. When checked, subdirectories will be treated as sub-accounts. For example, a directory structure of
Customers/Client 1/Project 1 will produce a top level account called Client 1 and a sub-account of
Client 1 called Project 1.
•
Delete accounts that do not exist in the selected source - This option will delete accounts that exist in PaperCut
MF but not in the sync source. Use this option to clean out 'old' accounts. This option is not 'remembered' for the
automatic synchronization, so accounts can only be deleted by checking this box and pressing Synchronize
Now. Deleting is a destructive operation. Don't forget to perform a test first and a backup is also advised!
8.8. Bulk Shared Account Operations
A bulk shared account operation refers to an operation that is applied to more than one shared account. There are
occasions where the same task needs to be performed on multiple accounts. With a large number of shared
accounts, it may take too long to perform the task manually on each one; this is where bulk account operations are
useful.
Bulk account actions... can be found in the Actions list while on the Accounts tab.
Some examples of where bulk account operations might come in useful include:
•
Shared account balances need to be reset at the start of a new billing period.
•
A new printing policy or account model is being introduced, and needs to be rolled out across all shared
accounts.
•
Shared accounts are to be temporarily disabled. For example over the holiday period when there should be no
shared account based printing.
•
A particular group needs to be given access to all the shared accounts.
Warning
The bulk account operations are one-way and cannot be undone. Always carefully consider the
operation before proceeding. If you are unsure of the function or behavior, performing a backup prior
to undertaking the operation is advised.
The following tasks can be performed through bulk account operations:
•
Adjust of set the accounts' credit (perform a transaction)
•
Change the accounts' restriction status
•
Disable the accounts for a specified period of time
•
Change the invoicing option
•
Change the comments option
•
Change the cost multiplier
•
Change the security settings
•
Change quota scheduling settings
8.9. Shared Account Quota Allocation
Sometimes organizations want to control printing to shared accounts. This can be done by allocating quotas on a
periodic basis.
To allocate a $100.00 weekly quota to Science account:
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Shared Accounts
1.
Navigate to the Accounts tab.
2.
Select the account.
3.
Under the Quota Scheduling section, select a period of Weekly and enter 100.00 in the Schedule amount.
4.
Click Apply.
Quota for shared accounts gets allocated very similar to group quota. See Section 6.2, “Setting up quota allocations”
for more details about quota scheduling.
For details about scheduling times please refer to Table 6.1, “Quota schedule times”.
8.10. Shared Account Cost Multiplier
Sometimes organizations will want to charge different amounts to different shared accounts. This can be done by
setting a cost adjustment multiplier on a shared account. For example, by setting the Multiply cost by to 50%, then
printing to the shared account will cost 50% less. Setting the Multiply cost by to 125% will cost 25% more.
To provide a discount to the example "Administration" shared account please follow the steps listed below:
1.
Navigate to the Accounts tab.
2.
Select the "Administration" account.
3.
Under the Advanced Options section, select the option Multiple cost by and enter 50.
4.
If you want to apply same cost adjustment to all it's sub accounts of "Administration", then select the option
Apply to all sub accounts.
5.
Click Apply.
If you want to apply same settings to multiple accounts you can use Bulk account actions. For details please see
Section 8.8, “Bulk Shared Account Operations”.
8.11. Advanced Shared Account Options
It is possible to customize the functionality of shared accounts to suit a wide range of uses. There are several
advanced options available throughout PaperCut MF to control this customization:
•
Make shared account PIN/code visible
When this option is active, the purpose of the shared account PIN is changed. Usually the PIN is equivalent to a
password, and can be required before a user is able to charge to a shared account. When this setting is active,
the PIN is treated as a 'code' instead; that is, a unique identifier for a given shared account. For example, an
organization dealing with projects might allocate a shared account the project code 123.
When this option is active it has several effects throughout PaperCut MF, including:
•
The shared account list (on the Accounts tab) includes the shared account code.
•
Reports dealing with shared accounts display the code.
•
On the account selection popup dialogue of the user client tool, the code is visible when entering (i.e. it is no
longer hidden by stars). This allows charging to a shared account by code, rather than scrolling through the
dropdown list to find the correct account by name.
To activate this option:
•
•
Go to the Options tab
•
Check the option Make shared account PIN/code visible
•
Press Apply
Apply to all documents in queue
This option appears at the bottom of both the standard and advanced account selection popups. When checked,
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Shared Accounts
the settings being applied to the current print job will be applied to all waiting jobs automatically. The text will let
you know how many jobs this will affect (e.g. "Jobs: 5").
This setting is useful when printing a batch of documents for the same purpose. For example, when printing a
letter, diagram and spreadsheet for a client, the client account can be selected on the account selection popup
along with any other appropriate settings, and the settings will be applied to all three jobs. This saves the time
taken to apply the settings for each job.
•
Changing the time after which jobs are deleted when awaiting popup response
If a user does not respond to the account selection popup after a defined time, their print job will be automatically
deleted. This is to prevent a buildup of old jobs in the print queue. For more information see Section A.5, “User
Client Options”.
185
Chapter 9. Reports
A report is a representation of data, often in a printable tabular format. PaperCut MF provides a set of built-in
reports. These include simple pre-built reports accessed via one-click, up to more advanced reports constructed
using custom filters.
Tip
PaperCut MF is an open system. System administrators with database management experience may
choose to run the system on an external database system. 3rd party reporting tools can then be used
to construct custom reports. The PaperCut Software Development team can also consult on custom
report development.
Tip
PaperCut MF reports are generated for a single Application Server. If your site has multiple Application
Servers and you want consolidated reports, see Chapter 10, Central Reports.
Reports can be produced by selecting the date range and then clicking on one of the report format icons. Common
date ranges, such as Last 30 days, Yesterday and Previous Month can be selected via the drop down box. The
Ad-hoc option may be used to generate the reports with custom date ranges and filters (e.g. generate a User
printing - summaryreport limited to a particular department). A sample of each report can be seen by clicking on
the Show sample link. A sample report gives an indication of what the final report will look like.
Figure 9.1. An example report displaying different date ranges
186
Reports
Figure 9.2. Selecting Ad-hoc date ranges and filters for reports
9.1. Report types
The one-click reports accessed under the Reports section can be grouped into the following areas.
9.1.1. User Reports
These are reports producing information about users. They range from a list of users, their names and current
account balance, to detailed reports listing all print jobs printed by a user over a particular time-frame.
9.1.2. Printer Reports
Printer reports produce information on printers including configuration, usage summaries and statistics.
9.1.3. Print Log Reports
The print log is a detailed list of all printing performed on the network. The print log reports allow administrators to
produce reports list all jobs over a given date range with simple one-click version for today's print jobs and largest
print jobs.
Figure 9.3. Printer log PDF report
9.1.4. Group Reports
These reports group printer usage by network group allowing system administrators to determine which group of
users performs the most prints. These reports are ideal for gaining a quick overview of printing costs performed by
work area, department, floor, management level, etc.
9.1.5. Shared Accounts Reports
187
Reports
Administrators may use the shared account reports to track printing allocated to shared accounts via the popup.
9.1.6. Transaction Reports
These provide a summary of the transactions / balance adjustments.
9.1.7. Environmental Impact Reports
These reports summarize the environment impact of printing.
9.1.8. Ratio Reports
These reports compare relative printing usage.
9.1.9. Period Comparison Reports
These reports compare printing activity between two periods.
9.2. Report Formats
All reports are available in three different formats. Access to all formats depends on the software installed on your
system. Alternate formats are accessed via the three icons located next to the report period drop down box.
Figure 9.4. Clickable report icons to run reports in different formats (PDF, HTML, CSV (Excel)).
There are three report formats available.
Format
Description
PDF Reports
PDF is the most appropriate format for printing. To view these reports your
computer must have a PDF viewer installed. Adobe Acrobat Reader is a free
PDF viewer available from adobe.com.
HTML Reports
HTML Reports will work on all systems and don't require an external PDF
viewer. These reports may not print or format as well as the PDF versions and
are designed for either a quick review of data or for systems that don't have a
PDF viewer.
CSV/Excel Reports
The CSV/Excel reports can be used to access the data in plain text format. The
format is suitable for importing data into programs such as Microsoft Excel.
Table 9.1. Report Formats
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Reports
9.3. Combining Filters and Reports
All data list views in PaperCut MF have export/print option linked at the bottom of the list. The export/print links run
a report over the data currently displayed in the list. The lists column order and filter options are taken into
consideration when generating the report data. This functionality can be used to produce ad-hoc or custom reports.
This functionality is best described by example.
To run a report to see who and how much people have printed against a shared account over the month of
September:
1.
Navigate to the Accounts.
2.
Click on the appropriate shared account.
3.
Select the Job Log tab.
4.
Click the Show Filters link.
5.
Select the 1st of September in the from date and enter the 30th of September in the to date.
6.
Click Apply Filter button. The data displayed in this list should be all print jobs printed against this shared
account for the month of September.
7.
Click on the Summary by user link to produce the PDF report.
Figure 9.5. Filters applied to the shared account print log
To run a report listing all transactions issued against a user's account over the month of September ordered by
transaction amount:
1.
Navigate to the Users tab.
2.
Click on the appropriate user account. The user details page will display.
3.
Select the Transactions tab.
4.
Click the Show Filters link.
5.
Select the 1st of September in the from date and enter the 30th of September in the to date.
6.
Click Apply Filter button.
7.
Click on the Amount column to order the data by amount value.
8.
Click on the Export/Print button at the bottom of the list to produce the report.
9.4. Scheduling and Emailing Reports
189
Reports
The one-click reports in the PaperCut MF web interface are good for finding important data fast, however sometimes
it is more convenient to have important data 'pushed' to interested parties. This can be achieved through the use of
scheduled reports.
PaperCut MF can schedule reports to run periodically and have them automatically sent out via email or saved to a
folder. Scheduling reports can be used for a variety of purposes, for example:
•
Sending a department manager a summary of the department staff's printing.
•
Sending a teacher a summary of printing for each student in their class.
•
Producing and using a CSV report saved to disk to import into an external system, such as an accounting
package.
•
Producing a regular report for billing or invoicing purposes.
9.4.1. Usage
The scheduled reports page can be found at Reports → Scheduled Reports.
Important
Before scheduled reports can be sent via email, PaperCut MF needs to know where to find a SMTP
server (outgoing email server). For information about how to configure email notifications, see
Section 14.6.1.3, “Configuring Email Notifications”.
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Reports
Figure 9.6. The Scheduled Reports page
To create a scheduled report, choose the desired report options and press Add. The process is best described by
way of example:
9.4.1.1. Example 1: Faculty based reporting in education
Joe is head of the science faculty at a university. Faculty staff have the ability to charge printing back to the faculty.
Joe would like to see, on a regular basis, how much printing each user charges to the faculty.
To do this:
1.
Navigate to the Scheduled Reports page.
2.
Click Schedule a new report... if the panel is not already displayed.
3.
Choose the report Type of Shared account printing - user summary.
4.
Under Optional parameters → Account name, enter Joe's faculty shared account name, Science.
5.
Change the report title to "Science Faculty Account Printing".
6.
Leave the report Format as PDF.
191
Reports
7.
Make the report deliverable every week by setting Report to Weekly.
8.
Set the Delivery to By email.
9.
Enter Joe's email address under Recipients.
10. Press Add.
The report is now scheduled to run every week, and should now be shown in the table on the bottom of the page.
Joe will receive an email every Sunday showing the previous week's printing in his faculty. To find out exactly when
the report will be sent, see Section 9.4.2, “Details”. To see an example of what the report will look like, press [show
example] next to the report. To manually run the report (generate it and email to Joe now), press [run now]. The
The [run now] operation also provides a convenient way to resend the previous period's report if the original
delivery failed or if the email was accidentally deleted.
9.4.1.2. Example 2: Division based reporting in business
Mary is head of the marketing division at a company. She would like to see which printers her staff use most, to
make decisions about printer redistribution and purchasing. Also of interest are the sizes of paper being used, and
how much color printing is being performed.
To do this:
1.
Navigate to the Scheduled Reports page.
2.
Click Schedule a new report... if the panel is not already displayed.
3.
Choose the report Type of Group printing - printer summary.
4.
Under Optional parameters → Group name, enter Mary's division group name, Marketing.
5.
Leave the report Format as PDF.
6.
Make the report deliverable every fortnight by setting Report to Fortnightly.
7.
Set the Delivery to By email.
8.
Enter Mary's email under Recipients.
9.
Press Add.
The report is now scheduled to run every fortnight, and should now be shown in the table below. Mary will receive
an email every second Sunday showing the previous fortnight's printer usage by her division.
9.4.1.3. Example 3: Create reports to import into external system
John is the head of the accounting department in the organization and wants to charge his clients for invoiced
printing allocated to their account. He wants that data in the external accounting system. He can schedule shared
account printing - summary report to be saved to disk so that he can access the same file periodically and import
the data into his external system.
1.
Navigate to the Scheduled Reports page.
2.
Click Schedule a new report... if the panel is not already displayed.
3.
Choose the report Type of Shared account printing - summary .
4.
Under Optional parameters → Invoiced, select, yes.
5.
Change the report Format to CSV.
6.
Make the report deliverable every week by setting Report to Weekly.
7.
Set the Delivery to To file.
8.
Enter a file name client-summary.This will be the name under which file will be saved on the disk.
9.
Press Add.
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Tip
Selecting the option Append datestamp to file name is optional. If the option is selected, then the
report will be saved with a unique name, including the date every time, otherwise the report will be
overwritten periodically.
The report is now scheduled to be written to disk every week, and should now be shown in the table below. John will
see a new report being generated under the name of client-summary.csv, every week under
[app-path]/server/data/scheduled-reports.
9.4.2. Details
Each report Period determines when the report will run. When the report includes date based usage information
(such as printing usage), the period also determines the date range of the data to include.
Period
Report Run Time
Report Date Range
Daily
Early every morning, about 12:55am.
The previous day.
Weekly
Every Sunday in the early morning, about 12:55am.
The previous week, from Sunday to Saturday
Fortnightly
Every second Sunday in the early morning, about
12:55am. Fortnightly reports are run on even
weeks, i.e. the second week of the year, the fourth
week of the year, etc.
The previous fortnight, from two Sundays ago to
Saturday.
Monthly
Early morning on the first day of every month, about
12:55am.
The previous month.
Quarterly
Early morning on the first day of every quarter,
about 12:55am. Each quarter of an year is 3 months
long. For example: First quarter of the year is from
1st of January to 30th of March.
The previous quarter.
Yearly
Early morning on the first day of every year , about
12:55am
The previous year.
Table 9.2. Scheduled reports delivery times
Tip
Reports scheduled to write to a file are always written to a folder on the server located at
[app-path]/server/data/scheduled-reports. This is a local folder on the server where
PaperCut MF is installed. It is not possible to change this target location to point to say a network
share on another system. The reason for this is that PaperCut runs as a system service/daemon with
limited rights and hence will not have access to other locations/servers. If the file needs to be
accessible/consumed from another system, consider sharing the target folder, or using a scheduled
task running as a privileged user (e.g. Windows Task or Cron job) to copy the file.
Tip
If a user has their email address set in PaperCut MF, their username can be entered in the Recipients
instead. For example, instead of entering [email protected], entering just joe will work.
9.5. Advanced Reporting Options
The following configuration keys can be used to configure report behavior. Configuration keys can be edited at
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Options → Actions → Config editor (advanced).
Config name
Description
reports.max-rows
The maximum number of rows that a report will produce. Once the number of
rows in a report reaches this value, the data in the report will be cut short (and
the report will contain a message to indicate this has happened). This is a
'sanity limit', intended to avoid producing overly large reports by accident. The
default value is 10000.
reports.top-x-rows
The number of rows to display in 'top X' reports, such as the Largest print users
report. The default value is 100.
scheduled-reports.day-of-month
The day of the month when the monthly scheduled reports are run. By default,
the monthly scheduled reports are set to run on the first day of the month. So,
the default value is 1. The other valid values are between 2 to 28.
reports.csv-display-comment-headers
Determines whether to display the comment headers in CSV reports (e.g. The
report name and report parameters in the first few rows of the file). It may be
appropriate to remove the headers if the CSV files are to be post processed or
imported into a 3rd party system such as an accounts database. To display
comment headers set the value to Y, to hide set the value to N.
Table 9.3. Advanced Reporting Config Keys
Please see Section 14.10, “Using the Config Editor” to find out how to change config keys.
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Chapter 10. Central Reports
10.1. Overview
Organizations with multiple sites will typically follow one of two deployment strategies: centralized or decentralized.
This includes businesses with offices in multiple cities and education institutes with international campuses. Each
model comes with its own pros and cons.
One advantage of the decentralized model is that a system administrator at one site can't inadvertently make
changes that affect the other sites. Poor inter-site link reliability and simplified site administration are other
motivators for adopting the decentralized model. The main disadvantage of decentralization is the difficulty of
gaining a unified view of print data and reporting. Central Reports solves this problem.
This chapter covers how Central Reports provides you with a consolidated data and reporting view across multiple
primary/application servers (decentralized model). If you are using a single application server (centralized model)
this is not required as the regular reports provide the data you need - see Chapter 9, Reports.
A typical scenario is an organization with multiple sites and one application server per site. With Central Reports
organizations like this can access consolidated reports for the entire organization.
Figure 10.1. Central Reports across multiple application servers
Central Reports works by running the same SQL query on all remote PaperCut databases and consolidating the
result. This is done by first concatenating the result data from all databases, then grouping, sorting and aggregating
as appropriate. For this purpose, entities such as users, groups, printers and accounts are matched by name. For
example, if print usage records matching username "Mary" are received from multiple sites, they are all considered
as coming from the same user and are aggregated. In other words, users (and some other entities) are considered
to be unique across all sites.
We've taken most reports that are suitable for aggregation across systems and made them available in Central
Reports. This includes the Executive Summary report and most usage reports. Not included are configuration
reports, transaction reports and print log reports.
Central Reports may be scheduled for automatic generation and email distribution just like standard reports and we
anticipate that most customers will want to use Central Reports in this way.
Tip
Central Reports is not a centralized management system. Your multiple PaperCut application servers
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Central Reports
must continue to be operated and managed independently. All configuration and balances remain local
to each application server, including user and shared account configuration, admin rights and user
balances.
10.2. Prerequisites for Central Reports
Your organization needs at least two production application servers to use Central Reports. You can configure
Central Reports on one or both of these application servers. You can also configure Central Reports on a separate
PaperCut installation used solely for the Central Reports feature.
In addition:
1.
Each PaperCut application server (including the reporting server) must be configured with an external database
(see Section 21.1, “Overview” in the external database chapter). This database must be accessible for read
access from the central server by a nominated URL, user and password.
Central Reports works by running SQL queries on the remote PaperCut databases directly. It is therefore
possible as an alternative approach to use other mechanisms to replicate the remote databases to your
reporting server and run reports from the local read-only replicas. In this manual, however, we will document
only the usual approach of accessing remote databases directly.
2.
All databases must be of the same type. For example, if you use Microsoft SQL Server at one site, this
database type must be used at all sites, including the site doing the reporting.
3.
You should ensure the same PaperCut version is installed at each location, including the central reporting
location. More specifically, the databases at all sites must use the same database schema (which can change
between PaperCut versions).
4.
Central Reports will not work if any remote databases are unavailable or return errors. We believe it is better to
log these events as errors rather than generate potentially incomplete and misleading reports. Central Reports
has a Status page which gives you a quick snapshot of the readiness of the system and flags any errors.
10.3. Setting up Central Reports
Before setting up Central Reports, please review the prerequisites in the previous section. If you have not yet set up
your external databases at each site, including the reporting site, you must do this first by following the instructions
in Section 21.2, “Upsizing to an External RDBMS”.
1.
Select a server as your reporting server. This is the server at which you will configure and run Central Reports.
You may choose whichever server is most convenient for you. In fact, it is possible to configure several or all
servers to be able to run Central Reports.
2.
On the server, open the server config file [app-path]/server/server.properties in a text editor (e.g.
Notepad).
3.
At the bottom of the file, add central-reports configuration statements as documented in Section 10.3.1,
“Server Configuration” below and save the file
4.
Log into the PaperCut admin interface to configure admin rights and email notifications:
To grant Central Reports admin rights to users who need access:
a.
Navigate to the Options → Admin Rights page.
b.
Select the group you wish to add Central Reports rights for and click Add Group. Or if adding a single
user, enter the user and click Add User.
c.
By default the group or user you added will have access to all features. To change this, click on the edit
link to the right of the group or user entry. You may then select the specific rights you wish to apply. In
particular, ensure that Access Central Reports is checked and click Apply to save your changes.
Enabling an email (SMTP) server allows scheduled Central Reports to be sent. Additionally, enabling email
error notifications is recommended so that administrators are notified of any issues that would prevent Central
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Central Reports
Reports from running successfully). E.g. if a scheduled central report fails, this allows administrators to be
notified by email rather than needing to log into the admin interface and check the App. Log tab. To enable
email notifications, navigate to Options → Notifications and:
a.
Under Email Options, enter an SMTP server and other details so that PaperCut can send emails.
b.
Recommended: under System Notifications, enable Notify on error level events.
5.
Log into the Central Reports interface using the URL https://[server-name]:9192/central-reports
and check the Status page for any errors. If this page is not available, please check that you have added
Central Reports admin rights to your login.
6.
Select the Central Reports tab and run several reports to test. Verify that the reports run and that the results
are as expected.
10.3.1. Server Configuration
Central Reports is enabled by configuration statements in [app-path]/server/server.properties. Changes
to the Central Reports related settings in this file do not require a restart of the PaperCut application server
(although most other settings in this file do).
This file should include template examples for configuring Central Reports. If it does not then you can see the
[app-path]/server/server.properties.template (which is kept up to date with every upgrade) and copy
the Central Reports related settings into your server.properties file.
As an example, if using Microsoft SQL Server as the external database, the following statements configure a
Melbourne application server to run consolidated reports across the Melbourne, Perth and Sydney sites:
central-reports.enabled=Y
central-reports.database.local.include=Y
central-reports.database.local.label=Melbourne HQ
central-reports.database.1.label=Perth Branch
central-reports.database.1.url=jdbc:jtds:sqlserver://per1.example.com/papercut
central-reports.database.1.username=admin
central-reports.database.1.password=xJf56gy
central-reports.database.2.label=Sydney Branch
central-reports.database.2.url=jdbc:jtds:sqlserver://syd1.example.com/papercut
central-reports.database.2.username=admin
central-reports.database.2.password=dF95FCd
Note that in this example the server.properties file is for the "Melbourne HQ" site, and it would contain
configuration for its own SQL Server database above (as documented in Section 21.2, “Upsizing to an External
RDBMS”).
The database statements detailed below must be specified for each remote server. Where specified, n is a numeric
ID (e.g: 1, 2, 3) used to associate statements for the same site, as per the example above.
Key
Description
central-reports.enabled
Central Reports is enabled (but not configured) by default. The purpose of this
setting is to allow you to disable Central Reports if required. This will result in
users not being able to log into the Central Reports interface, and scheduled
Central Reports will not run. Values: Y or N. Default: Y.
central-reports.database.local.include
Specify whether to include the local server in the aggregated Central Reports.
Values: Y or N. Default: Y.
You would specify N if your local server was set up for running reports only and
is not to be used as a PaperCut application server.
central-reports.database.local.label
Provide a meaningful name for the local site. Default: "Local Site".
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Central Reports
Key
Description
central-reports.database.n.label
A text label to identify the remote server n, in the Central Reports status page
and reports.
central-reports.database.n.url
Specify the JBDC URL providing remote access to your database. This URL is
specified in the same way as for the external database you have already
configured on this system.
central-reports.database.n.username
A database username providing read access to the remote database.
central-reports.database.n.password
A database password for the supplied username.
Table 10.1. Central Reports statements in server.properties
10.4. Running Central Reports
Access Central Reports at the URL https://[server-name]:9192/central-reports. You will see two tabs:
1.
Status - check the remote server status and whether you are ready to run reports
2.
Reports - generate on-demand and scheduled reports
10.4.1. Status Tab
The Status Tab shows the status of each configured remote servers and displays any errors that may prevent
Central Reports from running.
Figure 10.2. Central Reports Status Tab
Reports will not be generated if any server has an error. Typical errors include:
1.
Failing to connect to the database (incorrect authentication, firewall blocking access, configuration error).
2.
Servers have mis-matched application versions or database types.
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Central Reports
10.4.2. Central Reports Tab
The Central Reports tab shows the reports available under Central Reports and allows reports to be generated on
demand or to be scheduled for email delivery. Central Reports provides a sub-set of the reports available in the
admin Reports interface, but the usage is the same. Please refer to Chapter 9, Reports for instructions on how to
run reports and configure filters.
Select the Schedule / Email Reports tab to schedule Central Reports for periodic generation and automatically
have them emailed to the appropriate people in your organization.
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Chapter 11. Hold/Release Queues & Print
Release Stations
In a standard network printing environment, when a user prints from an application, the job is sent directly to the
printer and starts printing immediately. In some environments it may be advantageous to place the job in a holding
state prior to printing. Some common examples include:
•
Secure Printing - In a secure printing environment jobs are only printed when the user arrives at the print area
and confirms his or her identity. This ensures the user is there to collect the job and other users can't
"accidentally" collect the document.
•
Approved Printing - In some organizations it may be appropriate to hold jobs until they are approved by selected
individuals. A good example would be a teacher approving printing on an expensive color printer.
•
Authentication - Hold/Release queues can be used as a form of authentication in an unauthenticated
environment. Users must authenticate prior to releasing their jobs allowing PaperCut MF to confirm their identity.
PaperCut MF provides the framework and software interface to implement hold and release queues.
Users can interact with the Hold/Release Queues (e.g. release their jobs) in a number of ways. This normally takes
the form of a Release Station - a dedicated computer terminal located next to the printers, however other interaction
methods include access via a browser-based interface. Hold/Release Queues are used for a wide variety of
purposes depending on the requirements of the organization. This section outlines a number of these scenarios,
and also how to install and configure the release interface.
The simplest way to get started with hold/release queues is to read through the scenarios below (see Section 11.2,
“Hold/Release Usage Scenarios”), and decide which best suits your needs. These scenarios will outline the steps
required to configure and manage a queue.
Tip
Hold/release queues may be used to implement a find me printing environment. See Chapter 12, Find
Me Printing and Printer Load Balancing for details.
11.1. Release Station Interfaces
PaperCut MF includes four different interfaces to manage hold/release queues. Three of these are variations of a
web-based interface and one is a software version that is typically used for dedicated release stations. These
interfaces are described below.
11.1.1. Standard Release Station
The standard release station is typically used on dedicated workstations located near-by the printers. It usually runs
in a full-screen mode that cannot be exited. The release station can be run in a number of modes that changes its
behavior depending on your needs. These modes are described in Section 11.3.3.1, “Release Station Modes”.
For
more
information
regarding
deployment
of
the
Standard
Release
Station
see
the
[app-path]\release\README.txt file. For information regarding configuration of the Standard Release Station
see Section 11.3.3, “Standard Release Station Configuration”.
The release station scenarios below describe which mode to use for different situations.
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Hold/Release Queues & Print Release Stations
Figure 11.1. The Standard Release Station
Tip
To educate users about printing using a release station, administrators might find the sample
information sheet helpful.
11.1.2. Manager-mode web-based release station
The manager-mode web-based release station provides functionality equivalent to the standard release station
running in "Manager mode". However, the web-based release station may be more convenient because it can be
run from anywhere using a web browser. It allows release managers and PaperCut administrators to manage held
jobs and release or cancel jobs printed by any user.
A filter can be applied to the jobs table. The default filter is the one that was last used by the user (except for the
default admin user).
The web-based release station can be access by visiting the following URL, and logging in as a user with admin or
release station manager permissions.
http://[servername]:9191/release
where [servername] is the name of the PaperCut MF server. To make a user a hold/release queue manager see
Section 11.3.2, “Hold/Release Queue Managers”.
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Hold/Release Queues & Print Release Stations
Figure 11.2. Manager-mode web-based release station
11.1.3. Web-based release station within the admin pages
When logged into the admin pages, an administrator can view all jobs held by release stations by:
•
Navigating to the Printers section.
•
Selecting the Jobs pending release tab.
This interface is identical to the full-screen web-based release station, but can be more convenient for users already
logged into the administration pages.
Figure 11.3. Web-based release station within the admin pages
11.1.4. End-user web-based release station
When end-users are logged into the user web interface, they can view their print jobs that are currently held pending
release. The administrator can decide whether this interface is visible to end users, and which type of jobs a user
may release. More information can be found at Section 11.3.4, “End-User Web Based Release Interface
Configuration”.
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Hold/Release Queues & Print Release Stations
Figure 11.4. End-user web-based interface listing held jobs
11.1.5. Mobile Print Release
This print release interface allows end-users to release their own jobs via their mobile device. This allows
administrators to provide secure print release without the need for dedicated hardware. More information can be
found in the Mobile Print Release chapter.
Figure 11.5. Mobile Print Release listing held jobs
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Hold/Release Queues & Print Release Stations
11.2. Hold/Release Usage Scenarios
This section describes various usage scenarios discussing why and how to use a hold/release queue. They provide
a good starting point for your own implementations.
11.2.1. Saving paper and toner
A large source of wasted paper in organizations are documents that were never collected from the printer. Some of
these uncollected documents are caused by accidental printing, and others were just forgotten. But the majority of
these documents end up in the bin.
If the document is not printed until a user walks to the printer to collect it, then this source of waste can be mostly
eliminated.
To implement a release station to save paper:
•
Set up a low-end workstation near the printer(s).
•
Run the Standard Release Station in the default mode (Release Any mode). More information can be found at
Section 11.3.3.1, “Release Station Modes”.
•
In PaperCut MF, enable the printer(s) for release station use. More information can be found at Section 11.3.1,
“Enabling hold/release support on a printer”.
•
To allow users to release jobs via the end-user web based release station, also enable Release Any mode for
the web tools interface. More information can be found at Section 11.3.4, “End-User Web Based Release
Interface Configuration”.
11.2.2. Secure Printing
When users print documents that contain sensitive information, it is important that no one else picks up the
document from the printer. Even when the printers are close-by, people can be distracted and accidentally leave
sensitive documents on the printer. Print release stations can be used to implement Secure Printing, which ensures
that a document can only be released by the person who printed it and only when that person is standing near the
printers.
Secure printing is implemented as follows:
•
Setup a low-end workstation near the printer(s).
•
Run the Standard Release Station in "Secure" mode. More information can be found at Section 11.3.3.1,
“Release Station Modes”.
•
In PaperCut MF, enable the printer(s) for release station use. More information can be found at Section 11.3.1,
“Enabling hold/release support on a printer”.
•
Mobile Print Release can be used to implement secure printing without dedicated hardware.
Secure printing requires users to be authenticated on the network when printing (i.e. an Active Directory domain).
This allows the release station to enforce the secure printing so that users can only release documents they print.
11.2.3. Pay per print (e.g. Library or Internet Cafe)
Libraries and Internet cafes usually only allow printing once a user has paid for the cost of the printed document.
Previously, implementing pay-per-print often involved deploying expensive card-based payment solutions, however
PaperCut MF release stations allow this to implemented in a more cost effective way.
An example of how print release stations would be used in this scenario is:
1.
Users print documents from a workstation without any assistance from staff.
2.
The printed documents will be held in the queue until released by a staff member.
3.
The user goes to the staff desk and asks for the document to be released.
4.
The staff member opens a release station (the program or a web page), finds the user's job, notes the cost and
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Hold/Release Queues & Print Release Stations
collects the payment from the user.
5.
The staff member presses the "Print" button, allowing the job to be printed.
6.
The user then collects the printed document from the printer.
If the user never pays for a print then the print job will be automatically deleted without any staff interaction.
To implement a pay-per-print hold/release queue:
•
In PaperCut MF, enable the hold/release option on the printer(s). See Section 11.3.1, “Enabling hold/release
support on a printer”.
•
In PaperCut MF, setup the staff to be a "hold/release queue manager". This will allow them to log in to the
"manager mode" release stations. See Section 11.3.2, “Hold/Release Queue Managers”.
•
On the staff desk workstations, run the release station in "Manager mode". See Section 11.3.3.1, “Release
Station Modes”.
•
There are two release interfaces to choose from:
•
Standard Release Station in "Manager mode" - requires minimal setup.
•
Web-based release interface - requires only a web browser.
11.2.4. Expensive Printers (Approved Printing)
At times it is necessary to restrict access to an expensive printer (like a color laser printer), or other printer that
should only be used with an administrator's permission. Instead of locking the printer away where no one has
access to it; the printer can be configured so that only administrators or hold/release managers can release print
jobs. In this situation:
1.
The user prints the document to the restricted printer.
2.
The document is held in the queue awaiting approval by an authorized person.
3.
The user talks to the administrator (or approved user) who would decide whether the user should be allowed to
perform the print.
4.
The administrator logs into the web-based release interface from any machine on the network, and "Release" or
"Cancel" the job as appropriate.
To implement admin/manager only release interface:
•
In PaperCut MF, enable the hold/release mode on the printer(s), and select the "Admin/Manager only release"
mode. See Section 11.3.1, “Enabling hold/release support on a printer” for more info.
•
It is not necessary to set up a dedicated release station near the printer, because the web-based release
interface can be used from any machine on the network.
•
It is also a good idea to put a notice on the printer that tells users how to have their documents released.
11.2.5. Delegated Print Release
It is sometimes useful to allow a user to release jobs printed by other users. We call this Delegated Print Release.
An example scenario is when a teacher needs to be able to view and release both their own jobs and also jobs
printed by their students. This could be acheived by making each teacher a hold/release queue manager, but that
would allow them to view and release any job. By using Delegated print release, teachers will be able to view and
release only the print jobs they are need to manage.
In this situation:
1.
A student prints a document.
2.
The document is held in the queue awaiting approval by a teacher.
3.
The student talks to their teacher who will decide whether the document should be allowed to print.
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Hold/Release Queues & Print Release Stations
4.
The teacher logs into their end-user web-based release interface from any machine on the network and
releases or cancels the job as appropriate.
To implement Delegated print release:
1.
In PaperCut MF, enable the hold/release option on the printer(s). See Section 11.3.1, “Enabling hold/release
support on a printer”.
2.
Select the teacher's account via Users section
3.
Select the option Allow this user to release jobs printed by others (Delegated print release) under
Advanced Options.
4.
Enter a list of student usernames delegating print release to the teacher. Alternatively enter an existing group
name under Groups. For example, if all students belong to "students" group, you can simply enter "students".
5.
Click Apply . Now this teacher will be able to release delegated jobs via the end-user web-based release
interface.
6.
To apply this setting to multiple teachers, use Bulk User Actions link under Users tab. See Section 6.4, “Bulk
User Operations”
To prevent students from viewing/releasing their own jobs, only allow group "teachers" to view held jobs. To do that:
1.
Select the option Allow users to view held jobs (hold/release queues) via end-user interface under
Options → General → User Features
2.
Select the option Only allow users in this group to view held jobs:
3.
Set the group name to "teachers".
11.2.6. Unauthenticated printing
In some environments it is not possible (or very difficult) to have users authenticated when printing. This could be
due to a technology constraint (like using Macs in mainly Windows environment) or could be for convenience (like
having kiosk computers in the library that people can use without logging in).
In these scenarios, print jobs are printed under one name, but charging should be allocated to another. For
example, a job is printed by an generic "library user", but there is a need to charge to the user's real account. In
order to charge the correct user for printing, PaperCut MF needs to identify the user to charge, and this can be
achieved by using a release station in "Release Any" mode.
This works as follows:
1.
The user prints from a workstation but is not authenticated, so jobs are allocated to a generic user.
2.
The print job is held in the queue awaiting release.
3.
The user walks to the release station and enters a username and password. Alternatively the user may log into
the PaperCut MF web interface and select Jobs Pending Release.
4.
All jobs held are listed. Jobs can be identified by document name or workstation machine name.
5.
The user selects his or her jobs. Any jobs released are charged to that user's account.
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Figure 11.6. All documents easily identifiable by document and machine name
To implement unauthenticated printing using a release station:
•
Set up a low-end workstation near the printer(s).
•
Run the Standard Release Station in "Release Any" mode. See Section 11.3.3.1, “Release Station Modes”.
•
In PaperCut MF, enable the printer(s) for release station use, and select the "User release" mode. See
Section 11.3.1, “Enabling hold/release support on a printer”.
•
To allow users to release jobs via the end-user web based release interface, also enable Release Any mode for
the web tools interface. More information can be found at Section 11.3.4, “End-User Web Based Release
Interface Configuration”.
To implement unauthenticated printing using the browser interface:
•
In PaperCut MF, enable the Hold/Release mode on the appropriate printer(s). See Section 11.3.1, “Enabling
hold/release support on a printer”.
•
Ensure end-users have the ability to view held jobs and can release any job (charging to their account). More
information can be found at Section 11.3.4, “End-User Web Based Release Interface Configuration”.
11.3. Release Station Configuration
This section describes various aspects to configuring release stations.
Some additional installation notes can also be found in the release station README file located here:
[app-path]\release\README.txt
11.3.1. Enabling hold/release support on a printer
By default, print jobs will be sent directly to the printer and will not be held. To turn on hold/release support on a
given printer:
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1.
Log on to the administration section.
2.
Navigate to the Printers section.
3.
Select the printer.
4.
Select the option to Enable hold/release queue.
5.
Choose the appropriate release mode for your needs.
The two release modes available are:
•
User Release - this is the standard mode that allows users to release and view only the jobs printed under their
name/user account.
•
Admin/Manager only release - in this mode, jobs can only be released by administrators or hold/release queue
managers.
Tip
To configure multiple printers with hold/release queue support, the Copy settings to other printers
function can be used. To use this, configure one printer as required, press the Copy settings to other
printers and select the printers to copy the settings to.
11.3.2. Hold/Release Queue Managers
A hold/release queue manager is a user that has additional privileges to manage release stations and jobs held in
hold release queues. Managers can:
•
Log on to the "manager mode" release stations (both the software and web-based release station).
•
Log on to the "secure mode" release stations which switches them into manager mode so that users' print jobs
can be released.
•
Release jobs that can only be released by managers or administrators.
•
Can close the Standard Release Station when running in full-screen mode.
To make a user or group a hold/release queue manager:
1.
Log on to the administration pages.
2.
Navigate to the Options → Admin Rights.
3.
Add a user or group as an administrator.
4.
To restrict their access to only the release station interface and deselect all the other admin rights.
5.
Click on the Apply button to save the changes.
To get more information about assigning admin rights see Section 14.4, “Assigning Administrator Level Access”.
It is also possible to make a user a hold/release queue manager by following the steps below:
1.
Log on to the administration pages.
2.
Navigate to the Options section.
3.
Find the Release Station security section.
4.
Enter user's username in Hold/Release Queue Managers field. To enter multiple users, separate usernames
with a comma (,).
11.3.3. Standard Release Station Configuration
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The Standard Release Station is configured using a configuration file located in the directory where the release
station executables are located. The default configuration file is:
[app-path]\release\config.properties
This configuration file allows you to configure the behavior and look of the release station in a number of ways. Each
of the configuration items are described in the table below:
Config name
Description
mode
The mode changes the behavior of the release station depending on the need.
The available modes are described in Section 11.3.3.1, “Release Station
Modes”.
use-username-authentication
(Y/N) - Enable username authentication. Users will be required to enter their
domain username to log into the release station. They may also be required to
enter their password, depending on the 'mode' setting. Default: Y (Yes).
use-card-authentication
(Y/N/USERNAME) - Enable card-based authentication. This is designed for use
with dedicated hardware card readers.
If Y: The card number is validated against the user's card-number field.
If USERNAME: The card value is interpreted as a username. The user will be
prompted for a password if required.
Default: N (No).
show-jobs-from-queues
Filters the list of jobs to only those print queues listed. This is a comma
separated list of full printer names (i.e. server\printer). This is useful when there
are multiple release stations, each managing the queues of a different set of
printers.
releases-on
This option applies to installations using Find Me Printing and sets the behavior
of jobs released from a virtual queue. For more information see Chapter 12,
Find Me Printing and Printer Load Balancing.
This setting defines the printer (or list of printers) that the jobs should be printed
to when released. This is usually the printer(s) in close proximity to this release
station.
confirm-printing
When enabled (Y) and users release a job that is charged to their personal
account, a confirmation dialog is displayed to confirm that the user wants to
print and be charged for the job. When disabled (N) the confirmation dialog is
never displayed.
display-columns
Used to customize the columns displayed and the order they appear in the list
of
print
jobs.
The
default
value
is:
date,user,printer,document,machine,pages,cost
display-column-widths
Used to customize the width of columns displayed. The setting can only be used
if the display-columns is defined. The number of values must match the
number of values in the display-columns setting. The default value is:
8,12,25,30,15,8,8
hide-printer-server-names
(Y/N) - Used to hide the printer server names from the list of print jobs. Default:
N (No)
show-print-all
(Y/N) - Indicates whether the Print All button should be displayed. Default: Y
(Yes)
show-cancel-all
(Y/N) - Indicates whether the Cancel All button should be displayed. Default: Y
(Yes)
max-idle-secs
The number of seconds without user input, before the user is logged out of the
release station. The default is 30 seconds.
background-color
Allows for customizing the background color of the release station to match the
organization's colors. The color format is the hexadecimal color code used in
HTML - #RRGGBB (where RR is the red component, GG is the green
component and BB is the blue component).
font-color
Allows for customizing the font/foreground color used in the release station. The
color format is the hexadecimal color code used in HTML.
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Hold/Release Queues & Print Release Stations
Config name
Description
locale
Allows to override the default language used for the release station. The value
is a valid ISO language code. E.g. en, zh_HK.
title
The title that appears at the top of the release station screen.
instructions
The instructions to display at the login page. A <br> can be included to start a
new line.
card-and-username-instructions
The instruction text that appears when using both card authentication and
username authentication, appearing in-between the card entry and username
entry fields. A <br> can be included to start a new line.
username-label
Override the label text for the Username field.
password-label
Override the label text for the Password field.
logo-image
Allows a custom logo image to be displayed. For best results the image should
be between 50 and 80 pixels in height. PNG, JPG or GIF images are allowed.
scale-factor
Allows to adjust the size of text displayed in the release station. Higher value
increases the text size. Larger text may be preferable on high resolution
screens or touch screens. The default is 1.5.
release-cancel-gui-style
Allows to set the GUI style of the release station actions. The valid styles are
link and button.
Setting it to button is useful when running release station on touch screens.
The default is link.
enable-card-self-association
(Y/N) - Enable or disable card self-association. This allows users to associate
their card with their account without needing any administrator assistance.
Default: N (No)
enable-on-screen-keyboard
(Y/N) - Enable or disable the on-screen (software) keyboard. Use of the
on-screen keyboard is recommended for touch-screen devices. Supported on
Microsoft Windows only, via the on-screen keyboard utility (osk.exe) or an
alternate application. Default: N (No)
on-screen-keyboard-path
Specify an alternate on-screen keyboard application to the Microsoft Windows
default. Supported on Microsoft Windows only. Default: (none)
Table 11.1. Standard Release Station config settings
Tip
When running release stations from the \\server\PCRelease share, each workstation can have its
own configuration file. The "config.properties" is used for default settings for all release stations, but
settings can be overridden by defining another configuration file for each release station. These files
should be put in the same directory and be named using the following convention:
config.[machine-name].properties
where [machine-name] is the name of the machine running the release station. Please note that since
the machine specific configuration file overrides the default settings, if you wish to clear a setting then
it must be unset or commented out in both configuration files.
Apple OSX servers may require the use of the fully qualified domain name of the machine running the
release station rather than the short name.
A custom configuration file may also be specified as a startup command-line option using the following
syntax:
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Hold/Release Queues & Print Release Stations
pc-release.exe --config "[config file path]"
11.3.3.1. Release Station Modes
The release station modes available are described below. The release station mode is changed in the configuration
file as described in Section 11.3.3, “Standard Release Station Configuration”.
Mode
Description
ReleaseAny
This is the default mode. It allows a user who logs onto the release station to
release any held jobs. Any jobs released will be charged to the logged in user.
Manager
Manager mode allows only administrators or hold/release queue managers to
log in to the release station. In release station mode, all jobs are listed and
users are not automatically logged out due to inactivity.
Secure
Secure mode allows users to only see and release print jobs that they have
printed. Release station managers can see and release all users' print jobs.
NoPassword
This works similar to the secure mode, however users don't need to enter the
password to view jobs.
Table 11.2. Standard Release Station modes
In all modes except Manager mode, users are logged out automatically after a period of inactivity defined in the
configuration file, the default being 30 seconds.
11.3.3.2. Card-based User Authentication
In some environments, users are issued with identity cards that can be used for authentication. The cards might be
used to gain entry to buildings, or borrow from a library. The cards can also be used to authenticate users at the
standard release station. Using a card is often much more convenient and less error-prone than entering a
username and password.
To use card-based authentication an appropriate hardware card-reader is required. The card reader must be
connected to the machine running the release station and act like a keyboard. i.e. when the user swipes/scans their
card, the card reader outputs the digits just as if someone entered them using the keyboard. There are card readers
that can do this for all commonly used card types (e.g. magnetic stripe, barcode, etc). An easy way to test a card
reader is to open a text editor and place the cursor in a new text document. Then when a card is swiped the card
number will appear in the text file.
The card numbers entered at the release station are validated against the Card/Id number field for the user. This
can be found at the bottom of the user details screen in the admin interface. Before card authentication can be used,
the users' card numbers must be associated with the user record in PaperCut MF. The numbers can be entered
manually, automatically synchronized from Active Directory or LDAP (see Section 14.3.6, “Importing Card/Identity
numbers from Active Directory or LDAP”) or imported in bulk using the Batch User Import file (see Section 6.6,
“Batch User Data Import and Update”).
Once card numbers are associated with users, the card-based authentication can be enabled in the release station
by setting the use-card-authentication to Y in the release station's config.properties file. Once the
release station is restarted it will be in card-authentication mode, and can be tested by swiping a card through the
card-reader.
Alternatively, card numbers may be self-associated by users at the release station. Enable this functionality by
setting enable-card-self-association to Y. Note that this also requires use-card-authentication to be
enabled as well.
The config.properties file has some other settings to change how the card-number is read from the reader.
For example, you can change the header and trailer characters used by some card readers to indicate the start and
end of the card number. See the config file for details.
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Hold/Release Queues & Print Release Stations
11.3.3.3. Friendly client machine aliases
In some environments (for example public libraries), it can be important for users to identify print jobs by the client
machine they were printed from. By default, the release station will list the either the IP address or the machine's
unique network name Neither of these are helpful to release station users. To avoid this problem the administrator
can define a list of aliases, that map the unfriendly names to a more user-friendly name.
For example, print jobs might appear in the release station as 192.168.1.100 or winpc0076, but would be more
meaningful for the user to appear as Public PC 1.
These aliases are defined in the [app-path]/release/client-machine-aliases.properties file. The
entries are in the format:
[machine]=[alias]
It is also valid to have multiple entries that map to the same alias. So to add aliases for the example above the
following lines would be added to the client-machine-aliases.properties file:
192.168.1.100=Public PC 1
winpc0076=Public PC 1
11.3.3.4. Job timeout
If a user does not release their held job after a defined time, their job will be automatically deleted. This is to prevent
a buildup of old/abandoned jobs in the hold/release queue. The default timeout is 30 minutes, and can be changed
as follows:
1.
Navigate to Options → General → Hold/Release Queues and find the option Delete held jobs if not
released after.
2.
Enter the number of minutes to wait for users to release their job before it is deleted.
3.
Press Apply
11.3.4. End-User Web Based Release Interface Configuration
Configuration options for the end-user web based release interface can be found in the administrative interface at
Options → General → User Features. These options control the availability of the Jobs Pending Release option
available to end users. The available options are:
Figure 11.7. End-user web based release interface options
•
Allow users to view held jobs - this option enables the Jobs Pending Release screen in the user web tools.
When this option is disabled, no related functionality is available from the user web tools interface.
•
Users have permission to: - this option changes which type of jobs users can see and/or release. The available
options are:
•
view their own jobs only - users may see their own jobs that are held in the hold/release queue. Jobs
printed by other users are not displayed. They may cancel their own jobs, but cannot release them. This is
useful if users are required to be physically at the printer to release a job, where a standard release station is
running.
•
release their own jobs - users may release or cancel their own jobs. Jobs printed by other users are not
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Hold/Release Queues & Print Release Stations
displayed.
•
•
release any jobs (charged to their account) - users may release or cancel any job that is being held,
including jobs from other users. If a user releases a job that was sent by a different user, the releasing user is
charged for the job. This option is equivalent to the Release Any mode used in Release Station and is ideal
for authenticating printing in a unauthenticated environment.
Enable the 'Release All' and 'Cancel All' buttons - enabling this option allows users to release or cancel all held
jobs by clicking one button. When this option is disabled, users must release or cancel jobs individually.
This option is purely for the convenience of the users. It can save a user a few clicks when they want to release
all their jobs at once. However if the user is able to release jobs other than their own, a user might accidentally
release (and be charged for) many other users' jobs.
11.4. Mobile Print Release Configuration
Mobile Print Release configuration is detailed in the Mobile Print Release Chapter.
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Chapter 12. Find Me Printing and Printer
Load Balancing
This chapter covers two advanced concepts: printer load balancing and "find me" printing.
•
Find Me Printing - solves the problem of finding the closest printer from a long list of available printers. It is a
roaming print service that allows print jobs to find users based on their physical location. It's sometimes referred
to as "Pull Printing", "Push Printing" or "Follow Me" printing.
•
Printer Load Balancing - covers the act of automatically distributing print load between multiple physical printers.
These are two advanced features pertinent to large sites with a large number of printers. These topics are
addressed together in this chapter as they both involve the concept of print job redirection, where a job is taken from
one queue and transferred to another.
The topics covered in this chapter are advanced in nature and targeted towards the administrator who is already
comfortable with PaperCut MF and print queue configuration. If implementing PaperCut MF for the first time it is
recommended to plan a simple configuration in the first phase, then return to implement find me printing or load
balancing in a later phase once users and administrators are comfortable with the basic features.
12.1. Find Me Printing
Find Me Printing is best described not by what it does but by the problem it solves. Consider a large organization
with hundreds of printers. The task of selecting the "best" printer from the list at the time of print can be daunting.
Organizations tend to mitigate this concern using a number of methods:
•
Naming Conventions - network administrators will adopt a printer naming convention that helps users locate the
best printer. A common convention is to use the room name or floor number. This is usually complemented by a
sign on the printer itself.
•
Location Adaptive Login Scripts - in many respects a location adaptive login scripts is a most elegant solution.
The login script automatically adds the printers to the workstation based on the workstation's physical location
(denoted by the computer name). For example, any workstation containing "lvl2" in the name will have the two
printers on Level-2 by default. Users will only need to consult the full list of printers in the rare occasion that they
wish to print to a printer outside their physical level/room.
•
Global Profile - administrators map the "best" printer based on location globally on the workstation (e.g. using
rundll32 printui.dll,PrintUIEntry /ga /n\\server\printer on Windows). Any user that logs on
to the workstation will have the most appropriate printer selected by default.
All these methods have their drawbacks and require careful planning on the part of administrators, and the need for
end-users to understand conventions/processes. Find Me Printing solves the problem by "asking the job to find the
user, rather than having the user find the printer". It works as follows:
1.
The user prints to a single site-wide global queue.
2.
The user then walks up to a Release Station logs in, locates their job and releases it.
3.
The job will then proceed to automatically print to the closest physical printer.
Find Me Printing is referred to by users as other terms such as Follow-me printing (because print jobs follow you to a
printer), Pull Printing (because the job is pulled from the global queue) or Push Printing (because the release station
pushes the job to the nearest printer).
Before implementing a Find Me Printing scenario, the administrator should be familiar with release stations (see
Chapter 11, Hold/Release Queues & Print Release Stations). Administrators will also need to consider and plan
hardware and driver compatibility. Find Me Printing works by re-directing a job targeted at one queue to another and
hence printer compatibility is important. For example, a job designed to print on an inkjet photo printer will not
usually be suitable for printing on a laser printer. The topic of printer/driver compatibility is discussed in detail in the
section proceeding the examples below.
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Find Me Printing and Printer Load Balancing
12.1.1. Implementation by Example
Implementing Find Me Printing is best described by way of example. The following sections cover some common
scenarios for implementing Find Me Printing.
12.1.1.1. Example 1: Single Virtual Queue (High School)
12.1.1.1.1. Scenario
East Beach High School has seven high volume laser printers of the same model at various locations throughout the
campus. When sending a print job students must currently select the printer nearest to them before retrieving the
document. Students often send jobs to the wrong queue and rather than going to pick it up they re-send the
document to a closer queue and leave the original document uncollected.
The current print queues are named laser-1 through laser-7 with the number corresponding to a label on the
printer. All printers are hosted on the print server called print-server. All printers are the same make and model
(using the same driver).
In the library there are two printers, laser-6 and laser-7, side by side.
The goal is to implement one central queue to receive all print jobs. A release station will be set up next to each
printer. Each release station will allow users to have their job printed at the nearby printer.
12.1.1.1.2. Implementation
The first step is to create a new print queue on the print server. This queue will be a virtual queue with hold/release
enabled. When students print to the virtual queue their job will be held, and the release station the user releases the
job at will determine to which printer the job is sent (the job is pulled from the virtual queue to a printer near the
user).
A new queue will be called find-me-queue is created by the administrator on print-server using the normal
methods for the operating system in use. The queue is created using the same driver that laser-1 through
laser-7 use. The queue points to the IP address of one of the printers - this is not strictly necessary as the "virtual
queue" is just a collecting queue that forwards jobs to real queues, however some printer drivers "complain" if they
do not point to a real printer.
The administrator ensures that the print queue has registered itself with PaperCut MF by checking the Printers tab
of the administration interface. Information about adding printers can be found in Section 7.1, “Adding and
Removing/Deleting/Ignoring Printers”.
After creating of the new virtual queue the administrator performs the following:
1.
Navigates to Printers → find-me-queue → Summary in the PaperCut MF administration interface.
2.
Changes the Queue type option to This is a virtual queue (jobs will be forwarded to a different queue).
This reveals the Job Redirection Settings section.
3.
The option Jobs may be forwarded to these queues: determines which queues find-me-queue is capable
of redirecting to. The queues print-server\laser-1 through print-server\laser-7 are selected.
4.
Enables the option Enable hold/release queue and sets Release mode to User release (the default). This
ensures that jobs are held in the virtual queue and not automatically forwarded to one of the targets.
5.
Clicks OK.
The next step is to configure the release stations:
1.
The administrator first configures each release station as per Section 11.3, “Release Station Configuration”. The
administrator decides that students should only be able to see and release the jobs they have personally
printed, so sets up the release station in Secure mode.
2.
Each release station should be configured to release jobs on the printer it is associated with by setting the
releases-on option in the release station config file. E.g. for the release station set up near the printer
laser-4, the option should be set to:
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Find Me Printing and Printer Load Balancing
releases-on=print-server\\laser-4
In the library (where there are two printers side by side) the administrator configures a single release station to
release to either printer by setting the option to:
releases-on=print-server\\laser-6,print-server\\laser-7
In this case when a user releases a job at the library release station PaperCut MF will select either laser-6 or
laser-7 based on a load balancing algorithm (see Section 12.4.1, “Example 1: Simple Load Balancing”).
Now when students print from a lab computer to the virtual find-me-queue queue their job will be held. The
student can visit any release station and see their job. When the student releases their job at a release station the
job will be pulled from the virtual queue into the queue or queues associated with the release station for printing.
This setup is illustrated in Figure 12.1, “Single Virtual Queue (High School)”. Administrators should also ensure that
the find-me-queue queue is set as the default queue on all workstations.
The administrator may now optionally un-share all but the virtual queue. This would enforce that users use the "find
me" process rather than printing directly to one of the target printers.
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Find Me Printing and Printer Load Balancing
Figure 12.1. Single Virtual Queue (High School)
12.1.1.2. Example 2: Multiple Virtual Queues (Different Printer Types)
12.1.1.2.1. Scenario
West Face University has a Graphic Design department who use two wide format plotters and seven color laser
printers. The two plotters and two of the laser printers are located in the department print room, while the other laser
printers are scattered around various locations. The plan is to add more printers next year.
The two wide format plotter queues are named wf-plotter-1 and wf-plotter-2, and the color laser printers
are named color-laser-1 through color-laser-7. Laser 1 and 2 are located in the print room with the
plotters.
The goals of the project are:
•
Implement Find Me Printing so users don't need to remember the names associated with the ever growing list of
printers.
•
Implement release stations. This will ensure the student/staff member is there to collect their work minimizing the
chance of one person accidently collecting another's work.
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Find Me Printing and Printer Load Balancing
•
Ensure the procedure is similar for all types of printers, meaning users only have to learn one process.
•
Automatic load balancing in the print room to ensure all printers receive an equal load and throughput is
maximized.
12.1.1.2.2. Implementation
This implementation differs from the previous implementation in that we have two distinct printer types. It is not
technically possible to have one "find-me-queue" as jobs rendered by the application for the wide-format printer can't
be printed on a laser printer and vice versa. See Section 12.2, “Requirements For Job Redirection (Load Balancing
or Find Me Printing)” for more discussion on compatibility.
The first step is to create a new print queue for each printer type on the print server. These queues will be virtual
queues with hold/release enabled. When a student prints to a virtual queue their job will be held at displayed at the
release station. When a student releases their job, PaperCut MF knows which target queues are compatible (based
on configuration) and selects one of the available target queues using an intelligent load balancing algorithm.
Two new queues called wf-plotter and color-laser respectively are created by the administrator on the print
server graphics-print. wf-plotter is created using the same driver as the existing queues wf-plotter-1
and wf-plotter-2, and likewise color-laser uses the same driver as its counterparts. Both new queues point
to any physical device of the same type, e.g. wf-plotter to wf-plotter-1. This last point is not strictly
necessary but some printer drivers complain if they do not point to a real printer.
The administrator ensures that both print queues have registered themselves with PaperCut MF by checking the
Printers tab of the administration interface. Information about adding printers can be found in Section 7.1, “Adding
and Removing/Deleting/Ignoring Printers”.
Following creation of the new queues the administrator performs the following:
1.
Navigates to Printers → wf-plotter → Summary in the PaperCut MF administration interface.
2.
Changes the Queue type option to This is a virtual queue (jobs will be forwarded to a different queue).
This reveals the Job Redirection Settings section.
3.
The option Jobs may be forwarded to these queues: determines which queues wf-plotter is capable of
redirecting to. The queues graphics-print\wf-plotter-1 and graphics-print\wf-plotter-2 are
selected.
4.
Enables the option Enable hold/release queue and sets Release mode to User release (the default). This
ensures that jobs are held in the virtual queue and not automatically forwarded to one of the targets.
5.
Clicks OK.
6.
Repeats steps 2 through 5 for the color-laser queue, except the option Jobs may be forwarded to these
queues:
in
step
4
is
instead
set
to
graphics-print\color-laser-1
through
graphics-print\color-laser-7.
The next step is to configure the release station:
1.
The administrator first configures a release station as per Section 11.3, “Release Station Configuration”. The
administrator decides that students should only be able to see and release the jobs they have personally
printed, so sets up the release station in Secure mode.
2.
A single release station should be configured to release jobs to the printers it is associated with by setting the
releases-on option in the release station config file. In the print room the administrator sets the option to the
four printers:
releases-on=graphics-print\\wf-plotter-1,graphics-print\\wf-plotter-2,\
graphics-print\\color-laser-1,graphics-print\\color-laser-2
3.
A separate release station is also set up next to each of the five remaining laser printers in the department. The
releases-on is set to the single adjacent printer in each case.
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Now when a student prints from a lab computer to either virtual queue (wf-plotter or color-laser) their job will
be held. The student can visit the release station and see their job. When the student releases their job in the print
room, the system will automatically implement load balancing and select an available compatible printer. This setup
is illustrated in Figure 12.2, “Multiple Virtual Queues (Graphics Department)”.
Important
Load balancing may not be appropriate on the plotters if manual loading of paper media is required, as
it is not possible to know beforehand which target printer will be selected. In this case a separate
release station may be required for each plotter.
Figure 12.2. Multiple Virtual Queues (Graphics Department)
12.1.1.3. Example 3: Multiple Location Specific Virtual Queues (Large Company)
12.1.1.3.1. Scenario
Acme Inc. is a large organization with hundreds of printers located throughout. They maintain a common printer fleet
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Find Me Printing and Printer Load Balancing
of grayscale devices and a smaller but matching fleet of color devices.
The existing grayscale devices use a naming scheme like site1-server\B02_F12_G04, where B02 represents
"building 2", F12 represents "floor 12", G04 meaning it is the fourth grayscale printer on that floor. Color devices use
the same naming scheme except the G is replaced with a C.
Each floor of each building has a print room with several grayscale devices and two color devices. The organization
also has multiple offices located and separate physical sites. Each sites hosts their local print queues on their own
local print server, however all sites exist in a single WAN and shared domain.
Through trial testing, the IT administrators have confirmed that the Postscript drivers supplied with the color devices
also work with the lower cost grayscale-only version of the printers. This means that one common driver will work
across the full fleet.
The main goals of the project are:
•
Simplify the printing process for users, so that they do not need to decipher the naming scheme to work out their
closest available printer.
•
Implement a system/procedure common across all sites.
•
Reduce wasted printing by ensuring the user is physically present in the print room to pick up their job when it
prints.
•
Ensuring high uptime by minimizing single points of failure.
12.1.1.3.2. Implementation
This implementation differences from the previous implementation in that there is a large number of printers and
users spread across multiple physical sites. Although it would be possible to implement one global virtual "Find-Me
Queue", there are some benefits in implementing multiple virtual queues - one per site:
•
Minimize network traffic - jobs should only spool on queues on the local server where possible.
•
No single-point-of-failure - if an issues occurs on the single "find me queue", it would affect printing on all sites.
Implementing multiple virtual queues will offer considerable benefits. One queue per site, or maybe even one queue
per floor/department on larger sites should be considered as the benefits will outweigh the small additional overhead
in administration/setup.
The first step is to create the new print queues that will become the virtual queues. The administrator installs a
separate queue for each site called "find-me-queue" on each of the site's servers. This queue is set up using the
common Postscript driver that has been confirmed to work with all models in the printer fleet.
The administrator ensures that all print queues have registered themselves with PaperCut MF by checking the
Printers tab of the administration interface. Information about adding printers can be found in Section 7.1, “Adding
and Removing/Deleting/Ignoring Printers”.
After creation of the new queues the administrator performs the following on each new virtual queue. (site1
example).
1.
Navigates to Printers → site1-server\find-me-queue → Summary in the PaperCut MF administration
interface.
2.
Changes the Queue type option to This is a virtual queue (jobs will be forwarded to a different queue).
This reveals the Job Redirection Settings section.
3.
The option Jobs may be forwarded to these queues: determines which queues are compatible. Because this
virtual queue is capable of forwarding to all printers in the organization the Select all printers is clicked.
4.
Enables the option Enable hold/release queue and sets Release mode to User release (the default). This
ensures that jobs are held in the virtual queue and not automatically forwarded to one of the targets.
5.
Clicks OK.
6.
Repeats steps 2 through 5 for all other find-me-queue's on each site server.
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The next step is to configure a release station for each floor's print room:
1.
The administrator first configures a release station as per Section 11.3, “Release Station Configuration”. The
release station is configured in Secure mode so that staff can only see and release the jobs they have
personally printed.
2.
The release station should be configured to release jobs to the printers it is associated with by setting the
releases-on option in the release station config file. The administrator sets the option to the full name of the
printer(s) in each print room:
releases-on=site1-server\\B02_F1_G01,\
site1-server\\B02_F1_G02,site1-server\\B02_F1_C01
All workstations should be configured to use the local find-me-queue on each site by default.
Now when a staff member prints to either virtual queue their job will be held. The staff member can visit the release
station and see their job. When the staff member releases their job it will be sent to any of the available and
compatible devices in the floor's print room. This setup is illustrated in Figure 12.3, “Multiple Location Specific Virtual
Queues (Large Company)”.
Advanced: PaperCut MF can also support redirection between print queues in different servers. In this example, it
may occur when a laptop user that roams between sites prints. Their laptop may be configured to print to the virtual
queue on site1, but they have release their job on a printer hosted on the server in site2. Directing between
different servers is supported, however some additional configuration may be required. See Section 12.3.3,
“Cross-Server Job Redirection” for further information.
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Figure 12.3. Multiple Location Specific Virtual Queues (Large Company)
12.1.2. Find Me Printing and Web-Based Release
The Find Me printing examples covered above involve setting up a release station so that users can release jobs to
the printers at their current location. The web based release interfaces are also supported (via the user web tools,
admin interface or full screen web based release interface), although due to the lack of location information the user
is asked to select the destination printer.
When a user releases a job held in a virtual queue using one of the web based release interfaces they are
presented with a list of target printers and their locations, as shown in Figure 12.4, “Find Me Printing and Web
Based Release Interfaces”.
Figure 12.4. Find Me Printing and Web Based Release Interfaces
When using web based release interfaces in conjunction with Find Me Printing it is recommended to populate the
Location field on printers for the convenience of users.
12.2. Requirements For Job Redirection (Load Balancing or Find Me Printing)
The ability to redirect print jobs from one print queue to another is limited by several factors. Firstly, the destination
printer must be able to handle the rendered print job. This means that the source (or virtual) print queue and the
target print queue must at least use drivers that produce the same print language (e.g. PostScript to PostScript or
PCL5 to PCL5). However due to the differences in the way each manufacturer uses a print language, and even
differences between models from the same manufacturer, compatibility can be limited to printers of the same or
similar models. E.g. if a print job has been rendered for a letter page size, it may not print correctly (or at all) when
sent to a printer with ledger paper in its tray. The ideal setup for job redirection is when all target printers are of the
same model. In reality this is not always possible, so when setting up job redirection to heterogeneous printers be
sure to conduct thorough testing beforehand.
When selecting the driver to use for a virtual (source) print queue, pick a simple lowest common denominator driver
and test it for compatibility with each one of your printers. On the Mac the "Generic Postscript Driver" is a good
choice. On Windows select a Color Postscript driver for a mid range popular model. Always carefully test driver
compatibility before implementing Find Me Printing. Take care to address corner cases such advanced graphics
options, grayscale mode, paper sizes, duplexing, tray selection, etc. If a common driver can not be found, you may
need to implement multiple virtual queues as discussed in Example 2 above. The following sections provide a
simple procedure that can be followed to to test printer compatibility.
12.2.1. Compatibility Testing
1.
Select your candidate driver to use for your global virtual queue. Use it to set up a print queue on the server,
and share the queue.
2.
Select the new printer in PaperCut MF and change it a virtual queue.
3.
In the list of compatible queues, select the printers for which you'd like to test compatibility.
4.
Enable the Hold/Release option on the queue.
5.
Print a test document (e.g. print an email) to the virtual queue from a workstation. The job should hold in the
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virtual queue.
6.
On the Jobs Pending Release tab under the Printers section, release the held job. Select a target queue to
test when prompted.
7.
Verify that the job printed correctly. Also check the App. Log sections for any error reports.
8.
Repeat the previous 3 steps for all printer types and using different document settings and applications.
Make sure you test a variety of print options targeted at all device types. Problems may manifest in various and
maybe subtle ways:
•
Error events logged in PaperCut MF's App Log.
•
Error status on the printer (e.g. a red light and failed print status message).
Or more subtle issues like:
•
Truncated documents because of different device margin sizes (printable area).
•
Errors only when non-default options options are selected (e.g. finishing options).
•
Issues only on very large documents (due to printer memory limitations).
•
Errors/problems when certain paper sizes are selected.
If issues/problems/errors occur:
1.
Try disabling the Enable Advanced Printing Features option in Windows on the virtual queue on the server.
This is accessed by right-clicking on the printer, selecting Properties..., then the Advanced tab. This change
can improve redirection results with some drivers.
2.
If you continue to experience compatibility issues, you may need to consider setting up multiple virtual queues
(for each printer type/class) as discussed in Section 12.1.1.2, “Example 2: Multiple Virtual Queues (Different
Printer Types)”.
12.2.2. Find Me Printing Implementation Checklist
Setting up Find Me Printing involves several configuration steps that must be completed before the setup will work.
Following is a checklist that can be used to ensure that the main requirements have been carried out. It can also
serve as a troubleshooting guide in case of unexpected results.
1.
A new print queue should be created to function as the virtual queue. This print queue should be created using
the standard methods or tools provided by the host operating system.
2.
The driver in use by the virtual queue should be confirmed to be compatible with the target printers. The output
produced by this driver is what will be sent to the printer, so it must be compatible.
3.
The following settings should be configured in the PaperCut MF administration interface for the virtual print
queue:
a.
Queue type should be set to This is a virtual queue (jobs will be forwarded to a different queue).
b.
Jobs may be forwarded to these queues should be configured to reflect the possible or compatible
targets for redirection.
c.
Enable hold/release queue should be enabled.
4.
When using Find Me Printing release stations are recommended because they can automatically choose the
best nearby printer (based on a match between the virtual queue's configured compatible queues, the release
station's configured "releases on" queues and current printer load). If the web based release interface is used
instead the user must choose the desired printer from the list of all compatible queues.
5.
The releases-on option in the release station configuration file should be configured to reflect where jobs
released at this station can be sent. PaperCut MF will compare this list with the Jobs may be forwarded to
these queues setting of the virtual queue to find possible target queues. Take care to ensure the name is spelt
exactly the same as listed in the printer list.
6.
The show-jobs-from-queues option in the release station configuration file may optionally be configured to
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limit the jobs shown in the release station to one or more queues. This can be useful for situations with multiple
virtual queues and release stations running in Release Any mode.
7.
If there are multiple print servers and the ability to redirect jobs across print servers is required, ensure that the
requirements in Section 12.3.3, “Cross-Server Job Redirection” are met.
12.3. Advanced Configuration
12.3.1. Overriding cost and filter settings
The default (and recommended) setup is to have the filter and cost settings applied to the virtual queue, for example
the global "find-me-queue" as explained in the examples. This ensures that you have a common cost and access
policy across all printers associated with that queue - a model that your end-users can easily understand. There may
however be some special cases where you may wish to instead apply cost and filter settings based on the target
queue/printer selected:
•
A printer may have less memory that others and jam/error on large jobs. Implementing a page or job size filter at
the target queue level may help prevent problems.
•
A printer may not support the full range of paper sizes and may jam if an incorrect paper size is selected.
The settings are overridden by the option Cost and filter settings are overridden by the target queue. Please
use this option with care and careful consideration.
Important
If used incorrectly, the Cost and filter settings are overridden by the target queue option can be
very confusing to end-users. For example, the cost that is displayed in the release station and/or client
popup will be as calculated by the virtual queue settings. If, after the job is redirected, the cost
changes, the user may become confused. As a general rule, don't override the cost, or if it must be
overridden, communicate this situation to your users beforehand.
12.3.2. Mixed Color and Grayscale Printers
When the organization has a mix of grayscale and color printers it is important to configure Find Me Printing
carefully. Often the simplest approach is to configure 2 virtual queues: one configured as a color queue and the
other as a grayscale queue. This makes it simpler for users to understand where to print and what they'll be charged
if they need color or grayscale printing. The queues should be configured as follows:
•
Grayscale virtual queue - configured to default to grayscale printing, the color mode detection set to This is a
grayscale printer, and can release on all printers (including color printers).
•
Color virtual queue - configured to default to color printing, and can only release to color printers.
Using a single virtual queue is also a valid option. There are no technical problems with this approach, however it
may be a little more complicated for users to understand.
Important
If a physical printer is a grayscale printer then it is recommended that you set the color detection mode
to This is a grayscale printer in PaperCut MF. This will ensure the job is logged as grayscale, and
the user is charged correctly (i.e. not charged for color).
This also applies if there is a single virtual queue. If the job is released to a grayscale printer it will be
logged and charged as a grayscale job.
12.3.3. Cross-Server Job Redirection
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PaperCut MF supports redirecting print jobs across print servers, but due to technical limitations the print servers
must be running the same operating system (e.g. Windows to Windows, Mac to Mac, etc.).
12.3.3.1. Cross-Server Job Redirection On Windows
To enable redirection of print jobs from one Windows print server to another some additional configuration is
required. This section covers the steps necessary to set it up.
The PaperCut Print Provider service is the Windows service responsible for interaction with print queues. For
security reasons this service, as for most other Windows services, runs as the SYSTEM account. This account does
not have the privileges required to access another system and place a print job in one of its queues. Therefore to
enable this functionality the privileges of the PaperCut Print Provider service must be escalated.
The recommended way to escalate the privileges of the PaperCut Print Provider service to the required level
is as follows. First a service account is created with permission to create new print jobs:
1.
Create a new domain user called papercut_service (or something suitably descriptive). This account will be
granted permission to print on both/all print servers.
If there are multiple domains involved it may be easier to create local users on each print server which all have
the same username and password.
2.
Ensure that the Password never expires option is enabled.
3.
Grant this user local administrator rights on the print server where it is installed. This gives the
papercut_service the same privileges as the Windows SYSTEM account.
4.
Ensure this user has the rights to print on all remote printers.
Next the PaperCut Print Provider service on each print server is configured to run as the new service
account (changed from default SYSTEM to papercut_service):
1.
Open the Windows Services list.
2.
Stop the service PaperCut Print Provider.
3.
Right-click the PaperCut Print Provider service and select Properties.
4.
Select the Log On tab.
5.
Select the option This account.
6.
Enter the username and password of the newly created service account.
7.
Press OK.
8.
Start the PaperCut Print Provider service.
Now PaperCut MF should have the ability to redirect jobs to the remote print queues it has been provided access to.
Test by setting up a simple job redirection scenario, such as that described in Section 12.4.1, “Example 1: Simple
Load Balancing”.
12.4. Printer Load Balancing
Printer load balancing means distributing the printing load between two or more printers. While this can be
implemented quite effectively by relying on users to pick a printer that is free, thereby distributing the load, the term
generally refers to automatically managed load balancing.
Load balancing can be implemented in PaperCut MF as part of Find Me Printing as discussed in the proceeding
section, or separately without the need for release stations in a direct printing environment. This section discusses
load balancing in general including how it works, as well as how to set it up in a direct printing environment (without
release stations).
Load balancing can be implemented at several different layers (none of which are usually mutually exclusive),
including:
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•
the hardware/network layer, otherwise known as clustering (see Chapter 25, Clustering and High Availability).
•
the operating system layer, known as printer pooling in Windows and Novell environments, and CUPS classes
in Mac and Linux.
•
within PaperCut MF itself, which will be the topic of this chapter.
PaperCut MF adds value to the load balancing available in clusters and operating systems by ensuring equal load
between printers. For comparison the primary objective of Windows printer pools is to provide fault tolerance while
load balancing is secondary and to a large extent non-existent. Printer pooling on Windows will often simply pick the
first available printer in a predefined order. The result is that wear and tear of printers is not even; the first printer in
the group will see the heaviest usage and the others may be mostly idle. System administrators often mitigate this
by rotating printers periodically. With load balancing in PaperCut MF none of this is necessary: jobs are distributed
evenly between queues based on intelligent algorithms taking into account several factors:
•
An estimate of the current print load (i.e. pages remaining to print) by inspecting past print history. The estimate
is done by using a Pages Per Minute (PPM) for an average printer, however PaperCut MF will improve on the
PPM value by "watching" the printer and learning over time.
•
The printer that is likely to get the job done quickest is selected.
•
If all printers are currently equal (e.g. all idle), then a random printer is selected. This ensures that over time, load
is distributed evenly.
•
Printers currently in an error condition are avoided if possible.
•
(Optionally) Printers a user has recently printed to.
Find Me Printing also makes use of printer load balancing while giving users the option of where to send their print
job. For more information about Find Me Printing see Section 12.1, “Find Me Printing”.
Implementing load balancing in PaperCut MF is best described by way of example. The following section covers a
common scenario for implementing printer load balancing.
12.4.1. Example 1: Simple Load Balancing
12.4.1.1. Scenario
The science department at East Beach High School has a computer lab with a high volume of printing. Students
send their print jobs to the nearby print lab, which hosts two high volume laser printers of the same model.
The current print queues are named sci_laser_1 and sci_laser_2, and are hosted on the print server called
science-lab. Both queues use the same printer driver and settings.
In this scenario there is some natural form of load balancing, as students may select a queue at random or perhaps
know which queue is available. Ideally this load balancing would be automatic, and students would not need to
concern themselves with which queue to select.
12.4.1.2. Implementation
The first step is to create a new print queue on the print server. This queue will be a virtual queue. Students will print
to this virtual queue, and PaperCut MF will handle the load balancing to the target ("real") queues.
A new queue simply called sci_laser is created by the administrator on the science_lab print server using the
normal methods for the operating system in use. The queue is created using the same driver that sci_laser_1
and sci_laser_2 use. The queue points to the same physical printer that sci_laser_1 points to. This last point
is not strictly necessary but some printer drivers complain if they do not point to a real printer.
The administrator ensures that the print queue has registered itself with PaperCut MF by checking the Printers tab
of the administration interface. Information about adding printers can be found in Section 7.1, “Adding and
Removing/Deleting/Ignoring Printers”.
Following creation of the new queue the administrator performs the following:
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1.
Navigates to Printers → sci_laser → Summary in the PaperCut MF administration interface.
2.
Changes the Queue type option to This is a virtual queue (jobs will be forwarded to a different queue).
This reveals the Job Redirection Settings section.
3.
The option Jobs may be forwarded to these queues: determines which queues sci_laser is capable of
redirecting to. The queues science-lab/sci_laser_1 and science-lab/sci_laser_2 are selected.
4.
Clicks OK.
Now when students print from a lab computer to the virtual sci_laser queue PaperCut MF will intelligently redirect
the job to either sci_laser_1 or sci_laser_2, as illustrated by Figure 12.5, “Simple Load Balancing”.
The administrator may now optionally un-share the sci_laser_1 and sci_laser_2 queues. Doing so ensures
that all printing will be via sci_laser and hence load balanced.
Figure 12.5. Simple Load Balancing
12.4.2. Bypassing Load Balancing For Recent Print Jobs
Students printing multiple documents may not want their print jobs distributed between multiple printers - especially
when they're at opposite ends of the lab! PaperCut provides the capability to bypass Load Balancing for multiple
recent print jobs.
By default, this feature is enabled and is set to a window of 20 seconds - that is - a print job will not be considered
for Load Balancing if a user has printed up to 20 seconds ago, and will instead be sent to the previous job's
destination.
To configure this setting, navigate to Options → Config Editor (Advanced) and modify the config setting
print.load-balancer.default.reuse-printer-window-seconds.
Setting this value to 0 will disable this feature.
12.5. Find Me Printing and Printer Load Balancing FAQ
Q:
Why do redirected jobs have document names starting like R:123456:?
A:
This is a security feature. PaperCut MF marks redirected jobs with a special token in the document name to
both distinguish between regular jobs and prevent circumvention by users.
Q:
When jobs are redirected are they logged in PaperCut MF against the virtual queue or the target queues?
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A:
Jobs are logged against target queues. Virtual queues do not represent real printers and hence have no
printing associated with them. This is why the Job Log and Statistics pages are disabled when viewing a virtual
queue.
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Chapter 13. Copier Integration
13.1. Overview
PaperCut MF monitors photocopiers by either using third-party hardware terminal devices connected to the copier,
or by making use of the internal "embedded" monitoring functions and display panels offered by some copier
models. PaperCut MF connects to these devices to determine how much copying is performed, and deny copier
usage if the user has no credit available.
On selected models with internal "embedded" monitoring functions, PaperCut MF will additionally monitor fax and
scanning activity as well as deny faxing or scanning when the user is out of credit.
If the copier is also a printer (e.g. a multi-function device), then PaperCut MF also makes it possible to use the
connected hardware terminal devices or internal display panels as a print release station, avoiding the need for
dedicated PC-based release stations.
13.2. Setup
Setting up copiers for monitoring and/or print release requires detailed instructions dependent on the devices
involved. These steps are covered in a set of separate manuals delivered with the product, one for each type of
device included in the setup.
13.3. Device List and Statuses
The 'Devices' tab provides an overview of all copiers and may include additional devices connected to PaperCut MF
such as value loaders and payment gateways. Refer to the 'Status' column for a quick over which devices are
currently in error. For devices in error, hovering over the '[details]' link will reveal the cause of an error.
Figure 13.1. The devices tab provides an overview over tracked photocopiers and other devices
A more detailed status message including the time the last status was reported can be obtained by following the
device name link to the device details page where the device status is repored in the 'External Device Settings'
section. The '[Refresh]' link under the status will have to be pressed in order for the status display to update.
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Copier Integration
Figure 13.2. The device details page includes a detailed device status message - in this case 'connect timed out'.
13.4. Managing Copiers
In most aspects copiers are managed in the same way as printers. Please see the respective sections in the printer
management chapter for details:
•
Section 7.3, “Copying Printer Settings”
•
Section 7.5, “Disabling printers with time latches”
•
Section 7.6, “Managing printing using differential charging”
13.5. Using filters and restrictions
PaperCut MF offers filter options to provide network administrators with the ability to restrict what users can do with
the copier. Options available include:
•
Restrict copier access to one or more user groups
•
Restrict color copying to one or more user groups (only on selected models)
Each copier has its own set of restrictions. Not all options are available on all copier models.
13.6. Release Stations and Find Me Printing
If the copier is a multi-function device and has been configured as a print release station, the device details page
offers settings to define the operation of the release station. Gaining familiarity with stand-alone release stations as
documented in Chapter 11, Hold/Release Queues & Print Release Stations is recommended prior to operating a
device as a release station.
The device will usually only provide print release functionality for the print queue associated with its own printer
function; however it could also act as a print release station for printers located nearby. The option "Displays jobs for
release from the selected queues" allows for selection of the device's associated print queue and possible additional
printers.
By default, print release via a multi-function device is operated in "secure" mode, i.e. users can only release
documents submitted under their own name. The drop-down "Users have permission to" includes the option
"release any print jobs" which will operate the device in "release any" mode. "Release any" mode provides
authentication in unauthenticated printing scenarios and is described in detail in Section 11.2.6, “Unauthenticated
printing”.
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Figure 13.3. Standard release station configuration for multi-function devices
When operating as a release station, the multi-function device can also act as part of a Find Me Printing scenario as
described in Section 12.1, “Find Me Printing”. To enable Find Me Printing, select a 'virtual' print queue under
"Displays jobs for release from the selected queues" on the device details page and check the option "Enable find
me printing support" underneath. As with basic release station operation, the multi-function device will usually only
release print jobs to itself, so leave the default option "When released, jobs print on: A single queue" and set "Select
the queue to release to:" to the print queue associated with the device's printer function.
Figure 13.4. Find Me Printing setup example: The device displays print jobs from the virtual queue "Library MFDs" and forwards them to "Color Copier 1"
In the rare case of one multi-function device also acting as release station for additional printers located nearby,
"When released, jobs print on" can be set to "One of the following queues" and the device's own print queue as well
as additional queues should be selected.
13.7. Advanced Configuration
The 'Config Editor' tab of the copier details page allows for some adjustments of the operation of the copier. Details
are documented in the individual documentation for each solution.
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Chapter 14. System Management
14.1. Overview
This section discusses various options and features to assist the administrator manage and configure the
application. PaperCut MF is designed to work with minimal initial configuration and is self-maintaining once set up.
This section outlines some of the options available to the administrator, including:
•
Monitoring the system activity and status of devices and users.
•
Configuring the synchronization of users and groups
•
Managing backups
•
Configuring user notifications
•
Exporting/import the data
•
Defining security options
•
Disabling features in the user web interface
•
Display options (like whether to display the currency sign).
14.2. The Dashboard
The Dashboard tab is the first page displayed in the PaperCut MF administration interface. It provides an overview
of system activity from the past and in real-time for devices and users. It does this by using a collection of gadgets
which are described below.
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Figure 14.1. The Dashboard Page
•
What's Next gadget
At the top of the page is the What's Next gadget. It gives a list of hints which are particularly useful for first-time
administrators of PaperCut MF. They give descriptions of useful tasks to do in PaperCut MF with links to other
administrator interface or help pages. This gadget can be closed for more experienced administrators who no
longer need it.
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•
System Status gadget
The System Status gadget provides a list of system level statistics. They provide an overview of system
information including any warnings or errors that may need attention.
•
Pages Printed gadget
The Pages Printed gadget provides a graph showing the trends in printing volume over the last 30 days. The
graph displays after three days of data has been accumulated. When upgrading from a version of PaperCut MF
prior to a version supporting the Dashboard feature, the data from the previous version is not displayed.
•
Environmental Impact gadget
The Environmental Impact gadget provides overall environmental impact statistics in terms of trees, carbon and
energy. For more information on Environmental Impact, see Section 14.8, “Environmental Impact”.
•
Printer Status gadget
The Printer Status gadget provides a status overview of the printers managed by PaperCut. The information
displayed includes the daily number of pages printed and device alerts such as low toner levels or printer jams.
Alerts for printer errors and low toner levels are also available via System Notifications. Refer to Section 14.6,
“System Notifications and Emailing” for additional information.
•
News gadget
The News gadget ensures you're kept up to date with relevant release and development activity regarding
PaperCut.
•
Real-time Activity gadget
The Real-time Activity gadget shows a list of current events in real-time. It shows activities such as print jobs
arriving, users logging in, exceeding print quotas, print job status, a variety of errors and much more. This tool is
designed to help administrators monitor activity and diagnose problems. The events are updated as the occur
and errors are highlighted in red. The events are described in a one line summary, but may be expanded by
clicking on the link to the right of the message. The gadget can be expanded by clicking on the Expand item at
the bottom of the gadget to display more events. Refreshing the browser page will reverse the expansion. The
Pause item at the bottom of the gadget can be used if the number of events being reported makes viewing
difficult.
Tip
The Real-time Activity gadget will alert you if the PaperCut Account Selection has been configured
to use the client software, and the client software is not running on the workstation. For example, if
a user has popup confirmation enabled, (see Section 8.4, “The Account Selection Popup”) and the
client software is not running, the job will stay paused and eventually time out. In this situation, as
soon as the user prints a document the administrator will be warned in the Real-time Activity
gadget that the client software is not running for that user.
14.3. User and Group Synchronization
One of the most important parts of managing PaperCut is to configure the User and Group synchronization options.
PaperCut synchronizes user and group information from a source such as Windows Active Directory (Windows
domains). This simplifies the administration of the system by avoiding the need to manage a separate database of
users and groups. If a user is added to the domain or is removed from a group then PaperCut will automatically
synchronize this information without any intervention from the administrator. For example:
•
Jason configures PaperCut to assign an initial credit of $10 to users that are members of the "Students" windows
security group.
•
At the start of the new school year Jason has just added 100 new students to the Windows Active Directory.
•
Jason also adds all the users to the "Students" Windows security group.
•
When PaperCut next synchronizes with Active Directory, the 100 new users are added to PaperCut and
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automatically assigned the $10 initial credit. This is done automatically without any additional work by Jason.
Synchronization settings are configured via the Options → User/Group Sync tab.
14.3.1. Sync Source
The settings in the Sync Source section defines where PaperCut imports users and groups from.
Figure 14.2. User/group sync source options
The drop-down list under Primary sync source selects the type of directory server to be used. Options include
Windows Active Directory, LDAP (Apple OpenDirectory, Novell eDirectory, OpenLDAP, etc.), Windows Standard
(local users and groups for workgroup environments), Samba and Unix Standard (local users and groups / NIS /
POSIX).
The Import a subset of users option allows users to be imported from a list of selected groups in the domain,
rather than importing all the users in the domain. This can be useful if the domain contains old users or users who
will not be printing.
Tip
If you are using Active Directory and have a long list of groups, you can set the config key
user-source.ad.group-ou-filter to only display groups under a certain organizational unit. For
example, if you set it to "myorganization.local/Import OU/Sub Import OU" then it will only display
groups under "Sub Import OU".
If the PaperCut server is a member of an Active Directory domain it is recommended to use this option. The
advantages over the "Windows Standard" include:
•
Allows using Active Directory organizational units.
•
Supports nested groups for simplified user management.
•
Allows importing of users from other trusted Active Directory domains.
Tip
By default, PaperCut MF automatically syncs user and group information with your directory each
night. However additional full user/group syncs may be performed by scheduling a script to run the
appropriate server-command command. More information on using the server-command can be
found in Appendix A, Tools - database, server-command scripting, and APIs (Advanced).
14.3.2. Sync Source Options
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System Management
Depending on the selected sync source, additional options may be displayed, including:
•
Update the users' unique card/identity number from the AD/LDAP field - allows a user card or ID number to
be imported from an Active Directory or LDAP field specified. For more information see Section 14.3.6,
“Importing Card/Identity numbers from Active Directory or LDAP”.
For more information about synchronizing against Windows Active Directory, see Section 14.3.8, “Using Active
Directory for user synchronization”.
For more information about synchronizing against LDAP, including descriptions of the various connection settings,
see Section 14.3.9, “Using LDAP for user synchronization”.
14.3.3. Sync Options
The options listed in the Sync Options section control how the synchronization will take place.
•
Update users' full-name, email, department and office when synchronizing - if a user's details in PaperCut
do not match those in the synchronization source, they will be updated.
•
Import new users and update details overnight - when selected, synchronization will be automated to occur
each night at approximately 12:55am. This option will never delete users from PaperCut.
•
Delete users that do not exist in the selected source - deletes users from PaperCut if they no longer exist in
the selected synchronization source.
This option only applies to manual synchronization (clicking Synchronize Now) and will not delete users when
automatically synchronizing overnight. Enabling the option will also only apply once (i.e. the option must be
clicked before a manual sync each time when users are to be deleted).
This option only affects users added via the synchronization source (e.g. the domain) and will not delete internal
users.
14.3.4. Secondary Sync Source (Advanced)
Enabling a secondary sync source allows PaperCut to merge the results from two independent sources. Examples
for where this may be useful include:
•
A school with an Active Directory domain for the majority of users and a separate LDAP server that is used and
managed by one department.
•
An organization with a "new" LDAP server and an old "legacy" LDAP server with separate but unique users that
have not been migrated to the new server.
•
A university with an Active Directory for the Windows student workstations and an Open Directory for the staff
Mac workstations.
When enabled, PaperCut will query both sources to find users and groups. Usernames are treated as globally
unique, so the same username existing in both sources will be treated as the same user (in this case, the details for
the user will be merged, with the primary sync source taking priority). If there is an error connecting to or
synchronizing against either source then no actions will take place.
14.3.5. Manual Synchronization
By default, PaperCut MF automatically re-syncs the user and group information each night, however the sync
process can also be initiated manually. To initiate a manual sync:
1.
Navigate to the Options → User/Group sync tab.
2.
Press the Synchronize Now button.
3.
The sync process will start and a status window will open showing the status of the sync process.
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System Management
Figure 14.3. Progress of a user/group synchronization process
14.3.6. Importing Card/Identity numbers from Active Directory or LDAP
In PaperCut MF a unique card/identity number can be associated with each user. The card number is used as an
alternative to usernames/passwords for authentication at software release stations, or at hardware terminals
attached to photocopiers. The card/ID number can also be searched in the user quick-find in the User List page.
The card/ID number can be entered manually in the user interface, imported using the batch user import/update
feature (see Section 6.6, “Batch User Data Import and Update”), or imported using the batch user card/identity
update feature (see Section 6.7, “Batch User Card/Identity Update”), however it is usually more convenient to
automatically import them from Active Directory or LDAP. Unlike other fields like full-name and email address there
is no single field used exclusively for card numbers. For this reason PaperCut MF allows specifying the field to
import the card/ID number from.
To enable importing the card/identity number, first enable the Update users' full-name, email, department and
office when synchronizing and the Update the users' unique card/ID number from the AD/LDAP field options.
Then enter the field name to import the card/identity number from and press Apply. For more information on the
field names to use, see the sections on Active Directory and LDAP below.
Important
The card/ID number must uniquely identify a user, so you should ensure that no two users have the
same card/identity number. The card/identity numbers you have defined in your user source should be
unique. If PaperCut MF finds a non-unique card/identity number it will not update the user's details,
and will display a warning in the synchronization results.
14.3.6.1. Importing the Card/Identity number from Active Directory
Active Directory has a number of user fields that can be used to store the user's card/identity number. Some of
these fields are editable in the user's properties in the Active Directory Users and Computer tool, but others can
only be updated with other tools. By default, PaperCut MF will import the primary card/identity number from the
user's pager number field (i.e. the pager field). This field was chosen because it is rarely used and is also editable
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System Management
in the Windows user interface. If this field is not suitable, you can choose any valid Active Directory user field.
The list of standard Active Directory user fields can be found on the Microsoft web site here:
http://msdn2.microsoft.com/en-us/library/ms683980.aspx. The field name entered in PaperCut MF must be in the
LDAP display name format. For example, if you want to use the Employee-Number field, then the field name
entered into PaperCut MF should be employeeNumber as shown on the Employee-Number attribute page here:
http://msdn2.microsoft.com/en-us/library/ms675662.aspx
A secondary card number field can be specified
user-source.ad.user-second-card-id-field
using
the
advanced
configuration
option
Important
If the field name is entered incorrectly, the synchronization will fail. It is therefore important to test your
configuration changes. To test the changes, press the Test Settings button. If the card number is
retrieved correctly, then they will be listed as the 4th user field in the test output.
14.3.6.2. Importing the Card/Identity number from LDAP
LDAP provides a very flexible way to store a variety of user related information. The fields available depend on
LDAP server being used and how that is configured. Many LDAP servers also allow administrators to create custom
fields to store additional custom user information. It is recommended you consult your LDAP server's documentation
or talk to your LDAP administrator to understand which LDAP field your stores the user card/ID number.
By default, PaperCut MF uses the employeeNumber field to retrieve the primary card number. This is a standard
LDAP field, but if this is not suitable, you can choose any valid LDAP user field.
A second card number field can be
ldap.schema.user-second-card-id-field.
specified
using
the
advanced
configuration
option
If
using
a
secondary
sync
source
then
use
the
advanced
config
option
ldap.2.schema.user-second-card-id-field. If defined, then the same regular expression that is applied to
the first card number will be applied to the second card as well.
Important
It is important to test the card numbers are being retrieved correctly. To test the changes, press the
Test Settings button. If the card number is retrieved correctly, then they will be listed as the 4th user
field in the test output.
14.3.6.3. Using a regular expression to extract the card/id number from an LDAP/AD field
The vast majority of sites store the full card number in a single field in AD/LDAP. In this situation there is no need to
use a regular expression (regex) to extract the card number. A regular expression is only required under some
unusual specific circumstances, including:
1.
The field contains more then just the card number. For example, if the field contained a card number and
student number separated by a comma (e.g. 12345678,0003456).
2.
The multi-valued LDAP/AD field contains multiple values and only one representing the card number. e.g. Some
third party authentication management systems store external IDs (like card numbers) in a single multi-valued
LDAP field. NOTE: For multi-value fields, PaperCut will import all the field values separated by TABs by default.
The regex may be used to extract the required portion of the field.
To use a regular expression to extract the card/id number, enable the Apply regular expression to extract card
number option on the User/Group Sync page. Then enter the regular expression used to extract the card number.
The regular expression must contain a capture group (represented by parentheses), that represents the part of the
field that the card number is extracted from.
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The simplest way to create a regular expression is to start from one of the examples that follow.
Regular Expression
Description
([\d]+)
Extracts the first sequence of digits. e.g.
12345678,005678 then 12345678 is extracted.
([\d]{5})
Extracts the first sequence of 5 digits. e.g. if the field contains 12345678 then
12345 is extracted.
=([\d]+)
Extracts the sequence of digits after the = character. e.g. if the field contains
12345678=56789" then 56789 is extracted.
([\d]+)::abc
Extracts the sequence of digits preceding the text ::abc. This is a common
notation when storing identities in a multi-valued field in LDAP. The ::abc
notation is used to indicate the different identity types. In this example, if the
field contains 1234::xyz 5678:qrs 9876::abc then 9876 is extracted.
if
the
field
contains
Table 14.1. Example regular expressions to extract card numbers
Regular expressions are an advanced topic and can be tricky to get just right. For more information on regular
expressions and a test tool see http://www.fileformat.info/tool/regex.htm. If you need assistance, please contact
support.
14.3.7. On Demand User Creation
The On Demand User Creation setting defines if and when PaperCut MF will create new users. The settings
applied to newly created users are defined by their group membership (for more information see Section 6.3, “New
User Creation Rules”). By default, new users are created automatically when they print for the first time, authenticate
via the user client tool or log into the user web tools. This makes administration much easier, as there is no need for
additional administration when new users come along; they can use PaperCut straight away.
In some situations it may be preferable to change the way new users are treated. For example when just one
department is being tracked, but there are other departments using the same printers, it may be preferable to allow
the other departments' users to print, but not to track them using PaperCut MF.
There are three options available for the setting When the user does not exist:
1.
create the user on demand (default) - users are created when they interact with PaperCut MF for the first time.
E.g. when they print for the first time.
2.
do not create the user and allow usage - users interacting with PaperCut MF who do not already exist will not
be created, but their usage will be allowed. The usage will not be logged.
3.
do not create the user and deny usage - users interacting with PaperCut MF who do not already exist will not be
created, and their usage will be denied. The usage will not be logged.
Figure 14.4. On demand user creation options
To change the behavior, select the desired option and press Apply.
14.3.8. Using Active Directory for user synchronization
PaperCut MF's Active Directory integration is performed at a native level and supports advanced features such as
nested groups and OU's. Some additional options provided with the Active Directory interface include:
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System Management
•
Import disabled users - If set, all users, including disabled accounts will be imported from the domain. In an
education environment it is recommended to leave this option on as often student accounts are disabled for
disciplinary actions, and removing the account from PaperCut MF is not appropriate.
•
Enable multi-domain support - This is an advanced option and is appropriate for larger sites running multiple
trusted domains. For example, in an education environment it is common to have separate domains for students
and staff/teachers with a one-way trust relationship. This option can bring in groups, OU's and users from both
domains.
The list of domains is semicolon separated (;). This list should contain the name of the domains in DNS dot
notation, and should include the name of the current domain if importing from this domain is desired.
Trust domain relationships are a complex area and administrators are advised to use the Test button to verify
that the settings result in the desired behavior. The total number of user accounts is a good measure.
•
Import other email addresses - Advanced option to allow importing a user's other (secondary) email addresses
from a custom field. The field is configured using user-source.ad.other-emails-field.
14.3.9. Using LDAP for user synchronization
LDAP (Lightweight Directory Access Protocol) directories usually store information about user and groups in an
organization. One of the most common uses of LDAP is to provide single sign-on on a network that comprises
multiple platforms and applications. When a network consists of only Windows computers, then an Active Directory
domain can be used. But when there is a mix of Windows, Apple and Linux machines then LDAP can provided the
single source of user, group and authentication information. (It is worth noting that both Active Directory and Novell
eDirectory implement the LDAP protocol).
PaperCut MF can use an LDAP directory for user authentication and as a source of user and group information.
LDAP can either be enabled at installation time, or by changing the user source option in Options → User/Group
sync. When enabling LDAP, a number of configuration settings must be specified to allow the application to connect
to the LDAP server. Please ask your LDAP administrator what values to use for the various options:
•
LDAP Server Type - Determines which LDAP fields are used to get user and group information.
•
LDAP Host address - The hostname or IP address of the LDAP server.
•
Use SSL - Indicates if an encrypted SSL connection should be used to connect to the LDAP server. The LDAP
server requires SSL support to be enabled and should accept connections on the standard LDAPS port 636.
•
Base DN - This is the Base DN of the LDAP server. This is the equivalent of the "suffix" config setting of the
OpenLDAP server. For example, if the domain hosted by the LDAP server is "domain.com" then the Base DN
might be DC=domain,DC=com. The format of the Base DN can differ significantly depending on configuration.
Some older Novell eDirectory installations may require a blank Base DN to operate. Some examples:
DC=myschool,DC=edu,DC=au
DC=myorganization,DC=com
OU=OrgUnit,DC=domain,DC=com
DC=local
•
Admin DN - The DN of the user who has permission to connect to and query the LDAP server. This is typically
an administrative user, although it can be a user that only has read-only access to the LDAP server. An example
of the DN of the Administrator user on a Windows AD domain "domain.com", would be
CN=Administrator,CN=Users,DC=domain,DC=com. The exact format of the DN depends on the LDAP
server. Some examples:
•
Windows Active Directory: CN=Administrator,CN=Users,DC=domain,DC=com
•
Windows Active Directory (in organizational unit): CN=administrator,OU=OrgUnit,DC=domain,DC=com
•
Mac Open Directory: uid=diradmin,CN=users,DC=domain,DC=com
•
Unix Open LDAP: uid=root,DC=domain,DC=com, or uid=ldapadmin,DC=domain,DC=com
•
Novell eDirectory: CN=root,DC=domain,DC=com, or CN=ldapadmin,OU=users,DC=domain,DC=com.
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System Management
The Admin DN and password is optional if your LDAP server allows anonymous binds for querying.
•
Admin password - The password for the above user.
Tip
Some LDAP servers are configured to allow 'anonymous' LDAP query access. In these situations, the
Admin DN and Admin password may be left blank.
PaperCut MF supports the following server types:
•
Novell eDirectory
•
Microsoft Active Directory
•
Unix / Open Directory
However, it is easy to support other server types by adjusting the LDAP fields PaperCut MF searches. This is
discussed in Appendix C, Advanced LDAP Configuration.
14.4. Assigning Administrator Level Access
PaperCut MF sets up one administrator account called “admin”. This is the master administrator account, with
access to all features, whose password is assigned during the configuration wizard. In large organizations it is likely
that administrator level access will need to be granted to more than one person. One solution is to give all persons
the master password; however the recommended approach is to assign administrator rights to these individual's
network user accounts. The advantages of this approach are:
•
They can access the administration pages using their own username and password (they don't have to
remember another password!).
•
Different levels of administrator access can be assigned to the user. PaperCut MF includes an advanced Access
Control List (ACL) allowing different administrators access to different functions and areas of the application.
•
Most activity is audited so changes can be sourced to an individual.
Administrator access may be assigned at the group or user level. Assigning admin access to a group is convenient
for giving the same permissions to multiple users. Assigning admin access to a user is useful when specific
permissions are required. See the following sections for more detail.
Tip
Administrative users should login via http://servername:9191/admin
http://servername:9191/,
http://servername:9191/app
http://servername:9191/user so that they are directed to the correct interface.
rather
than
or
Important
PaperCut MF allows different levels of administrator access to be defined via access control list. The
access list is presented as a series of checkboxes enabling or disabling access to selected features or
application areas.
For security reasons it is advisable to:
•
Grant the user's own accounts administrator level rights rather than have them use the general
built-in admin account.
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System Management
•
Grant the administrator the minimum level rights need for them to perform their job.
•
ACL configuration can be complex. Always test that the ACL rights assigned work as expected by
asking the administrator to log in and verify that they can access the required program functions.
14.4.1. Assigning Administrator Access to a Group
Assigning administrator access to a group is useful when many users all require access to the same functionality.
For example, the Management group might be assigned access to reporting functionality only.
Groups in PaperCut MF are mirrored from the domain / directory server. Before a group can be used, it must be
added to PaperCut MF (see Section 6.1, “Groups in PaperCut MF” for more information). By default PaperCut MF
synchronizes users' group membership with the domain / directory server overnight. If a user has been added to a
group in the domain / directory and requires group level admin access on the same day, a manual synchronization
should be run. See Section 14.3, “User and Group Synchronization” for more information.
Example: assigning the Management group access to reporting features:
1.
Log in to the system as the built in admin user.
2.
Ensure that the Management group has been imported into PaperCut MF (see Section 6.1, “Groups in
PaperCut MF” for more information).
3.
Navigate to the Options → Admin Rights page.
4.
In the field titled Assign administrator access to this group:, select the Management group from the list, and
click Add Group.
Figure 14.5. The list of users and groups granted admin access
5.
By default Management will have access to all features. To change this, click on the edit link to the right of
Management's entry or the name of the group itself.
6.
Deselect all access rights for Management except Access reports section. When finished, click Apply to save
the changes.
7.
Test by logging into the administrator interface as a user in the Management group, and checking that access
is allowed just to the Reports section.
Tip
The scheduled reports feature can automatically deliver selected reports via email to interested
parties. See Section 9.4, “Scheduling and Emailing Reports” for more information.
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System Management
Figure 14.6. The list of users and groups granted admin access
14.4.2. Assigning Administrator Access to a User
Assigning access to an individual user is suitable when the access rights are specific to that user. For example, the
junior system administrator mary might be assigned access to all functionality except the ability to grant
administrator rights to other users.
Assigning the user with login name mary all admin rights except the ability to grant admin rights to other users:
1.
Log in to the system as the built in admin user.
2.
Navigate to the Options → Admin Rights page.
3.
Enter mary into the field titled Assign administrator access to this user: and click Add User.
4.
By default mary will have access to all features. To change this, click on the edit link to the right of mary's entry
or the name of the user itself.
5.
Deselect the access right Access admin rights settings for mary.
6.
Click on the Apply button to save the change.
7.
Verify that Mary can now log into the administrator interface, but is unable to access the Admin Rights section.
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Figure 14.7. The list of users and groups granted admin access
14.5. System Backups
As with any application, it is important to ensure that backups are performed regularly. PaperCut MF includes a
built-in database export that saves the state of the database to a file. This functionality is designed to complement
(not replace) a good system-wide backup process. The export is stored in the industry standard XML format and
compressed using the standard ZIP format to reduce disk-space on the server and your backup medium. The use of
these open standards ensures that your data is always available and accessible.
PaperCut MF makes the process of managing export backups simple by automatically performing a weekly export.
Export backup files are placed in the following directory:
[app-path]\server\data\backups
The weekly exports are performed at 20 minutes past midnight on Sunday morning (or as otherwise defined by the
schedule.weekly config key. Please see Section 14.10, “Using the Config Editor” to find out how to change
config keys.)
Tip
In accordance with backup best practice, the above directory should be regularly backed-up to offline
media (e.g. tape, CD or remote server). This will allow the data to be restored in the case the server
hard-drive is corrupted. An example backup script called copy-backups-to-remote-server.bat
found at [app-path]/server/examples/scripting/batch/ may help administrators automate
the process of maintaining an off-disk copy.
On larger networks, it may be desirable to perform export backups more frequently than the in-built
once a week period. The server-command tool may be used to execute the export task at other
times.
Simply
write
a
script
(e.g.
batch
file)
to
execute
server-command
perform-online-backup. Schedule the script to run at the desired intervals. More information on
server-command is available in Section A.1, “Server Commands (server-command)”.
14.5.1. Performing an Online Backup
In addition to the automated weekly exports, it is also possible to manually initiate a database export. This might be
useful to back up the system database before performing an upgrade. To perform a manual export:
1.
Navigate to the Options → Backups page.
2.
Press the Export Now button.
3.
A window will open showing the export progress and the location where the export file is saved.
14.5.2. Restoring an Export Backup
There are a number of situations when it might be necessary to restore a database, including:
•
Hardware or system failure requires you to rebuild the server and reinstall PaperCut MF.
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System Management
•
A new print server was purchased and PaperCut MF is being moved to a new server.
•
To import data into an external RDBMS (See Chapter 21, Deployment on an External Database (RDBMS)).
To restore from an export file:
1.
Locate a previous export file.
2.
Shutdown the application server (See Section A.6, “Stopping and Starting the Application Server”). The
database cannot be in-use when performing the restore, so the application server needs to be stopped first.
3.
Open a command prompt. On Windows 7 and Server 2008 systems, this may need to be specifically elevated
to run with administrator privileges, even if you are already logged in with an administrator account. Change to
the
server
binaries
directory.
On
a
Windows
system
the
directory
location
is
[app-path]\server\bin\win\.
4.
Re-initialize the database back to an empty state by typing the following:
db-tools init-db -f
5.
Run the import process by executing the following:
db-tools import-db -f "C:\path\to\backup\backup-file-name.zip"
(Or, ./db-tools on some systems. See Section A.2, “Database Tool (db-tools)” for more information on using
db-tools) NOTE: On Mac/Linux ensure proper permissions for access to the file, e.g.
chown papercut:admin \path\to\backup\backup-file-name.zip
6.
The import will ask whether the existing database data should be deleted before proceeding.
7.
Once the import has completed, restart the application server (See Section A.6, “Stopping and Starting the
Application Server”).
14.5.3. Performing Offline Backups
Performing an online backup (as discussed above) is a simple and convenient process, but it is sometimes
necessary to perform a backup when the application server is not running. For example:
•
To integrate into your existing backup procedures, it might be necessary to write a script or batch file to perform
a backup at a known point in time.
•
When it is necessary to guarantee that the backup captures all the data. Performing an online export while the
system is in use can modify data after the export is complete.
To perform an offline backup:
1.
Stop the application server (See Section A.6, “Stopping and Starting the Application Server”). To ensure all data
is captured, the application server must be stopped to perform an offline backup.
2.
Open a command prompt. On
[app-path]\server\bin\win\
3.
Run the database export process by executing:
a
Windows
system
change
to
the
following
directory:
db-tools export-db
(This will create an export file in the system backups directory and the filename named with a timestamp).
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The export command has additional options that allows you to specify a different directory or filename. See
Section A.2.1, “export-db Command” for more details.
14.5.4. Export File Retention
Export files in
[app-path]\server\data\backups
will be retained for 30 days and then deleted. This number of days can be changed on the Options → Backups
page under "Keep exports for ... days". This period will automatically be extended should exports not be performed
on a regular basis, i.e. when automatic exports have been temporarily disabled for a time or when skipping
scheduled exports due to a system outage. Older export files will not be deleted unless a number of new exports
have been performed. At the very least the latest export file will always be retained regardless of its age.
14.5.5. Backup Print Archive files
By default the Print Archive is stored in
[app-path]\server\data\archive
and is not included in the database exports detailed above. It is recommended that you consider backing up part or
all of the Print Archive with your existing backup processes. As PaperCut is resilient to partial restoration of the Print
Archive you may want to backup only a month or two worth of archives. There is a README.txt in the archive
directory that explains more about partial backups and the directory structure layout.
14.6. System Notifications and Emailing
This section describes system notifications and how they can be configured to assist your users and administrators.
PaperCut MF includes built-in notifications to alert users and administrators of a important pieces of information.
Examples of these notifications include:
•
Alerting a user when their account balance drops below a given balance.
•
Displaying a message explaining why a print job was denied (e.g. not enough credit; the printer is disabled; the
print job contains too many pages).
•
Alerting administrators or key IT support staff to problems such as printer jams, or application errors.
The message that is delivered to the user can be customized to suit your organization. For example, if the user is
denied printing for some reason, you may wish to direct the user to the intranet page that discusses printing policies
and guidelines.
Important
Notifications are important to your users because they let them know why their print jobs were denied.
If notifications are not enabled, users print jobs might be deleted without them knowing and they will
not understand what happened. They might then contact the Administrator or Help Desk for
assistance. If they received a notification, then this situation is avoided.
System notifications can be delivered to the user in a number of ways, and the administrator can decide the
preferred option. The delivery options available include:
•
Winpopup (or "net send") - this is useful in a Windows network but workstations running other operating systems
may not receive these messages.
•
User Client - messages are sent to users running the PaperCut MF User Client tool. This option is guaranteed to
work in all environments where the user runs the user client.
•
Email - messages are delivered by email, to the email address defined in the system. This is a good alternative
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System Management
for "low balance warning" messages but is not recommended for real-time messages like when printing is
denied.
14.6.1. Configuring Notifications
PaperCut MF provides flexible options for configuring the various notifications. The administrator can choose to:
•
Enable/disable each of the notification types.
•
Change the notification message to suit your organization.
•
Choose the delivery method for each notification type.
Notification text can be modified to suit your organization's requirements. The notification text is a template that can
include some special fields that are replaced by the system when the message is sent. They can be used to provide
more detailed information to the user. These fields are surrounded by percent characters (%).
The default notification text in the application shows a variety of examples using these fields. For a list of the fields
available in each type of notification, see the following sections covering each notification type in more detail.
14.6.1.1. Printing Notifications
To change printing notification options, navigate to Printers → Notification Options.
Field
Description
%user%
The username of the user receiving the message.
%full_name%
The full name of the user receiving the message.
%date%
The date/time that the message was sent.
%balance%
The user's current balance.
%cost%
The cost of the print job.
%printer%
The full printer name (including the server name) the job was printed to. e.g.
server-name\printer-name
%printer-server%
The server name of the printer the job was printed to.
%printer-queue%
The queue name of the printer the job was printed to (i.e. without the server
name).
%document%
The name of the document printed.
%pages%
The total number of pages in the print job.
%copies%
The number of copies of the document printed.
%paper-size%
The size of the paper used to print the document.
Table 14.2. Fields available in printing notifications
14.6.1.1.1. Notify the user before their print times out and is deleted from a hold/release queue
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Figure 14.8. Options for a notification sent before a held job gets deleted
This notification option contains the following additional replacements.
Field
Description
%minutes%
Minutes from now until the job is timed out and deleted. Minimum of 2 minutes.
Table 14.3. Fields only available in notification sent before deleting the held job
For more information about hold/release queue timeout see Section 11.3.3.4, “Job timeout”.
14.6.1.2. Low Balance Notification
To change low balance notification options, navigate to Options → Notifications, and scroll down to the "Low
Balance Notification" section.
Figure 14.9. Options for a single system notification
Using the notification options (shown above), the notification can be enabled, the notification text can be changed,
and the delivery type can be modified.
Field
Description
%balance%
The user's current balance.
Table 14.4. Fields available in low balance notifications
Important
This low balance notification is only sent to users who are restricted.
14.6.1.3. Configuring Email Notifications
Before sending notifications via email, the system needs to know the SMTP server to deliver emails to. The SMTP
server can be internal or external to your organization however it must allow forwarding of emails to your users. The
SMTP server will typically be the same server that users set in their email application to send emails.
To set the SMTP server:
1.
Navigate to Options → Notifications.
2.
Find the Email Options section.
3.
Enter the SMTP server in the field provided.
4.
It is also recommended that the subject and from address are changed to be applicable for your environment.
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5.
Press the Apply button.
The following advanced SMTP configuration settings are also available in the configuration editor (see
Section 14.10, “Using the Config Editor”).
Name
Description
notify.smtp.enable-tls
Set to Y to enable STARTTLS, or N to disable it. STARTTLS is for connecting to
an SMTP server port using a plain (non-encrypted) connection, then elevating to
an encrypted connection on the same port.
notify.smtp.port
The port to connect to on the SMTP server. Common ports include 25 or 587 for
SMTP, and 465 for SMTPS.
notify.smtp.username
Username for SMTP authentication. Commonly an email address.
notify.smtp.password
Password for SMTP authentication.
notify.smtp.debug
Produces extra SMTP related logging for troubleshooting.
Table 14.5. Advanced email notification (SMTP) settings
Important
Anti-virus software running on the PaperCut server can block/disallow SMTP connections because it
attempts to block spam sent by viruses and trojans. Ensure that any anti-virus software is configured to
allow PaperCut to make SMTP connections (e.g. add an exception or disable the SMTP blocking).
When anti-virus is blocking email delivery PaperCut MF will log errors like: Mail server
connection failed. Software caused connection abort.. These errors are displayed in
the application log or on-screen when performing email notification tests.
If there are other SMTP connection problems, you should check that your firewall allows SMTP
connections, and that your SMTP server is configured to accept connections from the PaperCut
server.
14.6.1.3.1. Email Notification Configuration Examples
Name
Value
SMTP server
Your internal SMTP server hostname.
notify.smtp.enable-tls
N
notify.smtp.port
25
notify.smtp.username
Blank.
notify.smtp.password
Blank.
Table 14.6. SMTP configuration example: internal SMTP server (no authentication)
Name
Value
SMTP server
Your internal SMTP server hostname.
notify.smtp.enable-tls
N
notify.smtp.port
25
notify.smtp.username
A valid username for your internal SMTP server.
notify.smtp.password
The password for notify.smtp.username.
Table 14.7. SMTP configuration example: internal SMTP server with authentication
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Name
Value
SMTP server
smtp.gmail.com (or your Google Apps SMTP host)
notify.smtp.enable-tls
Y
notify.smtp.port
587
notify.smtp.username
A valid Gmail (or Google Apps) email address.
notify.smtp.password
The password for notify.smtp.username.
Table 14.8. SMTP configuration example: Gmail
Name
Value
SMTP server
smtp.gmail.com (or your Google Apps SMTP host)
notify.smtp.enable-tls
N
notify.smtp.port
465
notify.smtp.username
A valid Gmail (or Google Apps) email address.
notify.smtp.password
The password for notify.smtp.username.
Table 14.9. SMTP configuration example: Gmail (alternate config)
14.6.1.4. Configuring Email Addresses
To send notification messages to users via email, an email address needs to be defined for the user. User email
addresses can be entered in the User Details screen. However, if all email addresses match the pattern
[username]@yourdomain.com, then the email addresses can be defined globally using the global email suffix.
An example of how this works is as follows:
1.
An email notification needs to be sent to user brian.
2.
No email address has been defined in Brian's user details, but a global email suffix of @myschool.com is
defined in the Email Options section.
3.
To generate Brian's email address, the username (brian) and suffix (@myschool.com) are combined to form
the email address [email protected]
To define the global email suffix:
1.
Navigate to Options → Notifications.
2.
Find the Email Options section.
3.
Enable the Use email suffix to build user email addresses option.
4.
Enter the Email Address Suffix.
5.
Press the Apply button.
To confirm that the email suffix is working as expected:
1.
Navigate to the Users section.
2.
Select a user from the list.
3.
The Use global email suffix option should be enabled, and the email field should contain the address
constructed from the username and suffix.
14.6.2. System Notifications (for Administrators)
Hardware and software errors will happen on all networks from time to time. The key to minimizing disruption is to
act on errors fast. PaperCut MF's error notifications feature will help keep response times down by proactively
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notifying key staff of error events. Take for example a paper jam. It might take several hours before an annoyed user
reports the problem as most users may simply opt to use another printer. Automated email notifications take the
"human factor" out of the loop.
PaperCut MF's can also notify the administrator when printer toner levels are low (for supported printers). This
allows for toner to be purchased and replaced pro-actively to minimise downtime of the printer fleet.
To enable and configure error notification options, navigate to Options → Notifications, and scroll down to the
"System Notifications" section. The following notification types are available:
•
Printer errors: Notify when a printer enters an error state for a selected period of time.
•
Low Toner warnings: Notify when a printer runs low on toner (for supported printers).
•
Application errors: Notify if a software or application error is detected. This option will allow administrators to
proactively act on errors raised in the App. Log section.
•
License errors: Notify on important license events such as exceeding the licensed user limit.
All error notifications can be enabled using the checkbox, and a list of recipient email addresses can be specified.
Multiple
email
addresses
can
be
entered
by
separating
them
with
a
comma,
e.g.
[email protected],[email protected]
Tip
Consider SMS alerts: Error notifications are often important and require urgent attention. Many
organizations use an email-to-SMS gateway service to ensure technical staff can receive urgent
messages from anywhere in the building via the text message service on their cell/mobile phones.
14.6.2.1. Printer error notifications
Printer error notifications can be used to give advance warning when printers go into an error state.
PaperCut MF detects a printer error if either the print queue or the job at the top of the print queue are in an error
state. This is equivalent to clicking on the print queue from the operating system and checking its status.
Some errors that might be seen on print queues or jobs include: paper jam, out of paper, out of toner,
out of memory, device is offline, device door is open, or a generic error. The actual errors reported
depend on the printer driver and which ones it supports.
The message can include information such as the name and location of the printer, the reason for the error, and
how many jobs are pending in the queue (an indication of the impact).
Figure 14.10. Printer error notification settings
The setting Time a printer has been in error before sending notification can be used to decide
how soon a notification should be sent after a printer goes into error. For example if there is a paper jam the user
might be able to fix it themselves, and raising an immediate notification is unnecessary. The suggested default is 10
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minutes as problems lasting longer than this are probably more serious and will need technical intervention.
The following special fields can be used in printer error event notifications:
Field
Description
%time%
The time the printer error was first reported.
%printer%
The name of the errored printer.
%printer-server%
The server name of the errored printer.
%printer-queue%
The queue name of the errored printer (i.e. without the server name).
%location%
The location of the errored printer.
%error%
The error message detail. E.g. Paper jam.
%num_jobs%
The number of print jobs currently in the queue. This information can be used as
a guide to judge the severity of the error. For example, if a printer goes into
error while there are 30 jobs in the queue, there are probably quite a few people
waiting.
Table 14.10. Fields available in printer error notifications
14.6.2.2. Printer low toner notifications
Printer low toner notifications are used give advance warning when printers are running low on toner. This allows
administrators to ensure that printers never run out of toner and improves printer uptime.
The printer toner notifications are available for supported network printers. The toner information is retrieved from
the printer using SNMP over the network. To use low toner notifications, ensure that SNMP is enabled on your
printer and that your network/firewalls/switches allows the PaperCut MF server to send SNMP requests to the
printers. For more information see Section 7.15, “Toner Levels (for supported printers)”.
The notification message lists each printer with it's location that is low in toner, and includes toner levels for all the
printer's toner cartidges. The notification message is sent each weekday at 10:30am by default.
Tip
If you would prefer to only be notified when new printers run low in toner, set the
notify.toner-level.only-send-if-new to Y in the Config Editor (see Section 14.10, “Using
the Config Editor”).
Figure 14.11. Low toner notification settings
14.6.2.3. Error level event notifications
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Error level event notifications help to draw the attention of the administrator to any errors that might occur. This
could involve events such as problems contacting a directory server, software crashes, or processing problems.
Figure 14.12. Error level event notification settings
The following special fields can be used in error level event notifications:
Field
Description
%error%
The error message detail.
Table 14.11. Fields available in error level event notifications
14.6.2.4. Pending refund request notifications
Pending refund requests notifications help to draw attention of the administrator to pending refund requests. By
default, daily notification messages are sent at 7 a.m.
Figure 14.13. Pending refund request notification settings
The following special fields can be used in pending refund request notifications:
Field
Description
%num_requests%
The number of pending refund requests.
Table 14.12. Fields available in pending refund request notifications
14.6.3. Testing Notification Methods
Once the system notifications are configured, it is useful to test that messages can be delivered. PaperCut MF
provides a function to send test messages to users. This allows you to verify that notifications are working without
having to try to produce notifications artificially. To send a test notification:
1.
Navigate to the Options → Notifications.
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2.
Scroll to the bottom of the page to the Test Notifications section.
3.
Enter the username of the user to send the message to.
4.
Select the delivery method to use.
5.
Enter the notification message to send.
6.
Press the Send Test Notification button
7.
Verify that the notification was received.
14.7. System Security Options
The default installation of PaperCut MF is configured to be secure by default. After initial installation only the admin
user defined during the setup process is permitted to administer the system. To allow additional users to administer
PaperCut MF follow the instructions defined in Section 4.7, “Assigning Administrator Level Access”.
14.7.1. Application Server Connections
By default PaperCut MF runs an internal web server on port 9191. All communication with the server uses HTTP to
this port and includes connections by:
•
administrators to connect to the administration interface
•
users to connect to the end-user interface
•
the user client to communicate with the server to get the user balance and receive notifications; and
•
the information providers (as discussed in Section 1.1.2, “Key Features”) to send information to the server
It is therefore important that all of the above clients can access this port on the server from across the entire
network. If your organization uses firewalls between departments or campuses then it will be necessary to allow
inbound HTTP connections on port 9191 to the PaperCut MF application server.
The application server port can be changed from 9191 to any other value.
Important
If the application server port is changed, the port number also must be changed in the applications that
connect to the server. i.e, the print provider and the user client.
To change the application server port:
1.
On the server, navigate to the [app-path]\server\ directory.
2.
Open the file server.properties.
3.
Change the server.port to setting to the desired port.
4.
Change the server port in all providers installed on your network. The server port is set in the
print-provider.conf file in the provider directory.
5.
Change the server port in the user client config file: [app-path]\client\config.properties.
Important
If the client is installed locally on workstations, then the config file will need to be changed on each
workstation.
On Linux/Unix systems, the server runs under the privilege of a non-root account. Some systems
may prevent non-root users from binding to ports lower than 1024. An alternate option is to use
kernel level TCP port redirection (e.g. iptables).
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System Management
6.
Restart the application server. (See Section A.6, “Stopping and Starting the Application Server”).
14.7.2. Provider Connection Security
The PaperCut MF architecture (as discussed in Section 1.2.3, “Architecture Overview” and Section 16.4, “Print
Monitoring Architecture”) involves having a central application server and multiple information providers that send
data to the server to process. One example of a provider is the print provider which monitors printing and sends the
printer activity to the central server.
PaperCut MF supports an unlimited number of information providers and they can be located on anywhere on the
network. By default PaperCut MF allows these providers to connect from any machine on the network. This can be
restricted to a reduced set of machines by specifying a list of IP addresses or subnets that are allowed to submit
information to the application server.
To define the list of addresses that providers can connect from:
1.
Navigate to Options → Advanced.
2.
Scroll down to the Security section.
3.
Enter the list of IP addresses or subnet masks to allow. The list of addresses is comma separated. The format
of the subnet is X.X.X.X/Y.Y.Y.Y (where X represents the address and Y the subnet mask).
4.
Press Apply.
5.
It is then recommended to test all providers to ensure that they can still submit information to the application
server. To test the print provider, perform a test print job to the server that the provider is running on.
14.7.3. Release Station Connection Security
You may restrict the address ranges from which standard release stations (see Section 11.1.1, “Standard Release
Station”) may access the application server. This measure only applies to standard release stations and does not
affect print release at an embedded device or from a web browser.
1.
Navigate to Options and select Config Editor (Advanced).
2.
Search for the config key: auth.release-station.allowed-addresses
3.
Enter the list of IP addresses or subnet masks to allow. The list of addresses is comma separated. The format
of the subnet is X.X.X.X/Y.Y.Y.Y (where X represents the address and Y the subnet mask).
4.
Click Update.
5.
It is then recommended to test all standard release stations to ensure that they can still successfully start-up
and connect to the Application Server.
14.7.4. Web Session Inactivity Timeout
For security reasons all the web sessions log out (timeout) after periods of inactivity. Clicking a link or refreshing a
page will reset the inactivity timer. Closing the browser window/tab will also end the session (i.e. the session cookies
are not persistent). The default timeout periods for different login types are described in the table below:
Login Type
Default value
Admin web interface
1440 minutes (24 hours)
Web based release station
1440 minutes (24 hours)
Web Cashier
1440 minutes (24 hours)
User web interface
60 minutes (1 hour)
Table 14.13. Default Web Session Inactivity Timeout Values
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These timeout values (a period given in minutes) are configurable via the config keys below. A value of 0 indicates
that the session will never time out. The special value DEFAULT indicates that the PaperCut defaults (in the above
table) are used (the PaperCut defaults may change in future versions).
Config name
Description
web-login.admin.session-timeout-mins
Inactivity timeout for the admin web interface.
web-login.web-cashier.session-timeout-mins
Inactivity timeout for Web Cashier.
web-login.release.session-timeout-mins
Inactivity timeout for the web based release station.
web-login.user.session-timeout-mins
Inactivity timeout for the user web interface.
Table 14.14. Timeout Web Session Config Keys
Please see Section 14.10, “Using the Config Editor” for information about changing config keys.
Changing the inactivity timeout values will take effect the next time users log in. Note that some pages periodically
refresh the page (or data on the page), such as the dashboard and the web based release station. A session will not
time out if a browser is left on these pages, as it will be considered active.
14.8. Environmental Impact
One of the primary aims of PaperCut MF is to reduce printing levels by changing a user's printing behavior.
Implementing monitoring, quotas and charging are a good way of drawing a user's attention to their habits. The topic
of the environment, global warming, and waste management is currently an area of debate and interest to many.
Highlighting the environmental aspects of their activities is another good way of modifying a user's behavior.
Figure 14.14. Draw a user's attention to their environmental impact
The Environmental Impact section is available to end-users via their web summary page (See Section 5.3.2,
“Environmental Impact” for more details). Administrators also can view the impact of a user and a printer via the
details pages in the admin interface.
The meaning of the reported values and how they are calculated are detailed below:
Field
Description
Trees
This value corresponds to percentage of a tree that has gone into making the
paper. The value assumes the user is printing on standard A4 or Letter sheets
and 80,500 sheets make up a tree a
This value is set by the config key: environment.sheets-per-tree
Carbon
This value corresponds to greenhouse gases released in the production of the
paper (CO2 equivalent). The value assumes that the user is printing on standard
A4 or Letter sheets and one sheet equals 4.5g CO2 b.
The default value takes in account CO2 produced as a byproduct of the paper
production only. It does not take into account the power consumed by the
printer or power associated with the ink / toner use and production. Finding
referenced figures on these values is difficult, and one could argue that the
printer power consumption is not a function of the user's usage as the printer
would be there consuming power even if they choose not to use the device.
This value is set by the config key: environment.co2-grams-per-sheet
Energy
This value represents the manufacturing energy used to produce the paper. The
energy value is represented by relating it to the equivalent energy consumed by
a standard light bulb. This provides users with a real world understanding of the
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System Management
Field
Description
value. This value assumes the user is printing a standard A4 or Letter sheet and
that the manufacturing cost per sheet is 17Wh c. This is an appropriate amount
for virgin office paper. 12Wh is more appropriate for 100% recycled paper d.
This value is set by the config key: environment.watt-hours-per-sheet
Table 14.15. Environmental Impact Reporting
a
A single tree can produce about 80,500 sheets of paper according to How Much Information? 2003 filed by University of California at Berkeley,
http://www2.sims.berkeley.edu/research/projects/how-much-info-2003/print.htm, retrieved June 2007.
b
Office paper produces 0.27 metric tons of carbon equivalent (MTCE) per ton of paper, according to the USA EPA report Greenhouse Gas
Emissions
From
Management
of
Selected
Materials
in
Municipal
Solid
Waste,
1998,
p26,
http://www.epa.gov/climatechange/wycd/waste/downloads/fullreport.pdf, retrieved June 2007. This amount is equal to 1.0 metric tons of CO2
carbon equivalents per metric ton of paper. The Environmental Energy Technologies Division of the U.S. Department of Energy indicate that
there are about 220,000 paper sheets in a ton: http://eetd.lbl.gov/paper/ideas/html/copyfactsM.htm, retrieved June 2007.
c
According to the Environmental Energy Technologies Division of the U.S. Department of Energy, the manufacturing cost of virgin office paper is
17 Watt hours: http://eetd.lbl.gov/paper/ideas/html/issues.htm, retrieved June 2007.
d
According to the Environmental Energy Technologies Division of the U.S. Department of Energy, the manufacturing cost of 100% recycled
office paper is 12 Watt hours: http://eetd.lbl.gov/paper/ideas/html/issues.htm, retrieved June 2007.
Tip
Config keys can be set from Options → Config editor (advanced).
14.9. Privacy Options
As a print tracking system, most organizations and users will expect PaperCut to record all printing activity. For
organizations concerned that users might require more privacy than the default level of tracking affords, features
can be enabled or disabled to suit. E.g. if it is considered that the content of documents should not be viewed by
PaperCut administrators, the Print Archiving feature can be disabled. Many features can be enabled and disabled at
Options → General.
Additional privacy-specific options are available at Options → General → Privacy Options.
Privacy Options
Omit document names from the print log
If this option is enabled, the document name of print jobs will not be logged. Document names may include
identifying information about a user or the nature of their print job.
Anonymize jobs (don't link jobs with users)
When processing a job (print, copy, scan or fax), PaperCut needs to know the originating user to handle the job
correctly, e.g. to provide the user with the correct account selection settings. When this option is enabled, once
PaperCut has finished processing a job it will "forget" the original user and clear any information from the
database that links the two.
This anonymization is achieved by re-assigning the job to a different, specified user once the job has
completed. The default and recommended approach is to assign jobs to a user called anonymous. If this user
does not exist at the time the feature is enabled then a new internal (non-domain) user with the configured
name will be created (this user will have no password, so cannot be used to log in).
Viewing the Job Log for this anonymous user will show all jobs in the system. The transactions (charging) for
jobs will still be applied to the original user, however, so that features such as print quotas will continue to work
as expected. Please note that transaction times and job log times could be cross-referenced to potentially
determine a link, as they will be close together in time. If this is a concern then the options at Options →
Backups → Automatic Backups can be used to delete transaction logs older than a given age.
Enabling this option will mean that any functionality requiring a link between a user and a job (once the job has
completed) will no longer be available. This includes user-based reporting and job refunds. It is recommended
that this option is only enabled if strictly required.
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14.10. Using the Config Editor
Most of the settings in PaperCut MF are easily accessible via the main admin interface (e.g. the Options tab). Some
advanced settings are however only accessible via the Config Editor. The Config Editor stores keys or information
used by PaperCut MF to configure various options and functions. This is very similar to the Windows System
Registry database.
Administrator can edit config keys using the following procedure:
1.
Login to the system as an administrator (e.g. the built-in admin account).
2.
Navigate to the Options section.
3.
Click on the "Config editor (advanced)" link in the Actions list on the left.
4.
In the quick find, enter the config key name and press GO.
5.
Locate the required key and enter a new value.
6.
Press the Update button to the right to apply the change.
Example of some keys that are often changed by administrators include:
•
client.config.show-link - Indicates whether the link at the top of the user client should be displayed or not.
•
client.config.show-details-link - Indicates whether the "Details" link that points to the user web interface is
displayed or not.
•
display.login-instruction - Used to display login instructions on the user/password screen.
Important
Take care when using the Config Editor. If you use the Config Editor incorrectly, you may cause
serious problems which can only be fixed by reinstallation of the application.
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Chapter 15. TopUp/Pre-Paid Cards
Many organizations run PaperCut MF in either a silent logging mode or as a way of enforcing sensible quotas. On
the other hand, other organizations choose to run PaperCut MF in “charging mode” requiring users to make
payments in advance. Recording and entering payments can be a time consuming process for staff or system
managers. PaperCut MF offers a web interface for user account management to assist with the process, however
there is still the need for someone to manually assign credit. The TopUp/Pre-Paid Card system included with
PaperCut streamlines the payment process and moves much of the manual handling over to the end-user.
Cards are also known as:
•
Vouchers
•
Re-Charge Cards
•
Pre-Paid Cards
15.1. Cards by Example
The card system is best described by walking through the payment process:
15.1.1. The User's Perspective
Amy is a student at a local high school. The school uses PaperCut MF for their charging. Amy is allocated $5.00 a
week for printing. This week she has used all her allocation but still has one assignment to print on Friday. She
purchases a $5.00 Card from the school canteen. The card contains a 16-digit identification number. She logs onto
the schools intranet site, enters the PaperCut section, and enters the card's ID number. Her account is automatically
credited $5.00.
15.1.2. The Administrator's Perspective
Andrew is a system administrator at the same high school. At the start of the term he used the PaperCut MF card
wizard to generate 500 TopUp/Pre-Paid Card of $5.00 value. These were generated in 2 batches. The first batch
was prefixed with C1 and the second batch L1. The C1 batch was sold at the school canteen and the L1 batch sold
at the school library. The cards are kept secured at these locations.
The card wizard generated a number definition file for each batch. Andrew imported these numbers into PaperCut.
Andrew took the time to customize the look of the cards to include the school logo and simple instructions on how to
redeem the card.
During the year Andrew is able to track the cards sold and uses the batch prefixes to track where students like to
purchase cards. Andrew also keeps an eye on the event log and has disciplined students attempting to guess card
numbers.
15.2. The Card System
PaperCut Software International Pty Ltd has worked with a number of organizations to design the TopUp/Pre-Paid
Card system. A number of payment technologies were evaluated over the period of two years. These technologies
included vending machines, smart cards, micro-payment systems, and manual processing. The card system proved
to be the most successful and cost effective solution. The card concept is now the de facto standard in other
industries such as pre-paid mobile phones.
The PaperCut MF card system is 100% software based. There is no need for special hardware such as smart card
readers or special vending machines.
The card system is included as standard with PaperCut MF. The system includes:
•
A card wizard application for assisting with the process of creating new cards.
•
A web page for end-users to enter card numbers.
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TopUp/Pre-Paid Cards
•
A security framework for tracking card redemption and implementing fraud prevention.
15.3. Creating New Cards
15.3.1. Overview and Definitions
Cards are generated using the Card Wizard. The card wizard is a Microsoft Windows application that integrates with
Microsoft Word. The card wizard install can be downloaded from inside the PaperCut MF administration login under
the Card section. The download link is located in the Actions area.
Important
The Card Wizard integrates with Microsoft Word. Please ensure that Microsoft Word is installed before
using the Card Wizard.
Term
Definition
Card Wizard
A tool to help administrators produce a set of cards. The wizard generates cards
ready for printing and a number definition file suitable for importing into the
PaperCut MF system.
Card Number
All cards are designated a random unique number. PaperCut uses this number
to identify the card and its value. Users enter this number to allocate the credit
to their account. An example number:
P0409-1945-4833-5750-4452
Batch ID
A batch ID is a user defined ID or number assigned to all cards in a batch. The
batch ID will prefix all card numbers and are used to identify the source of a
card. A unique number should be assigned to each batch.
Valid Till Date (Expiration Date)
Define the date on which a card can no longer be used. It's analogous to a “use
by” date on a gift certificate. Expiration dates ensures cards only remain in
circulation for a limited period of time. A six to 12 month period is
recommended. In a school environment it may be useful to define an expiration
date as the last day of the semester.
Mail Merge
Mail merge is an advanced feature of Microsoft Word. The mail merge feature
takes a design template and a data source, and merges the two together to
construct a composite document. In the card wizard's case, the number list is
the data source and the design template is the template Microsoft Word
document.
Number Definition File
The number definition file contains information on all cards in a batch including
a list of card numbers, their expiration date, and value. The card wizard creates
this file during the generation process and the system administrator will import
this file into the Card administration section.
Card Number Entry Page
The card web entry page is a designated page inside the user login section.
Table 15.1. Card Terminology
15.3.2. Using the Card Wizard
This section will walk you through the process of creating a batch of TopUp/Pre-Paid Cards. The example covers
creating a batch of 100 cards of value $10.00 each.
The Cards feature is accessed via the Cards tab. By default there is no Cards tab in the Professional (Client Billing)
installation. You can enable the Cards tab by navigating to the Options section and selecting Enable use of
TopUp/PrePaid Cards. Click Apply.
15.3.2.1. Step 1 - Install the card wizard
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Log onto a desktop system with Microsoft Word installed (normally not the server!). Open a web browser at:
http://[server_name]:9191/admin
Log into PaperCut MF as admin and navigate to the Cards section. Download the card wizard from the Download
card wizard action. Run the install program and complete the installation process.
15.3.2.2. Step 2 - Welcome
Open the Card Wizard from the start menu, and press Next>.
15.3.2.3. Step 3 - Batch ID & Format
Enter a unique batch ID to define this batch and click Next>. We recommend adapting a consistent convention. For
example, choose numbers representing the date, or a sequential numbering scheme.
The wizard offers a choice of two popular card number formats. The Numeric format is the most secure and
generates long numbers. The Alphanumeric format produces a shorter format consisting of letters and numbers.
The Alphanumeric format is a little less secure due to the reduced number of possible permutations, however it does
offer a shorter, more convenient entry format.
Figure 15.1. Entering a batch ID
15.3.2.4. Step 4 - Card Attributes
Ensure that the number of cards is set up to 100 and the value of each card is $10.00. By default the valid till date is
set 6 months in the future. We recommend defining an appropriate date that corresponds to a fixed event such as
the end of the year, budget year, term or semester.
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TopUp/Pre-Paid Cards
Figure 15.2. Defining a valid till date
15.3.2.5. Step 5 - Design
To produce a set of standard cards, custom design is not required. Simply click the Next> button to move to the next
step. Modifying the custom design requires knowledge of Microsoft Word's mail merge functionality. See the
Section 15.3.3, “TopUp/Pre-Paid Card Tips” for further details.
Figure 15.3. Options to edit the card design
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TopUp/Pre-Paid Cards
15.3.2.6. Step 6 - Generate Numbers
Press Next> to generate the card numbers. The card wizard will prompt you for a location to save the number
definition file. Save the file on the local hard driver or a secure network drive.
15.3.2.7. Step 7 - Create Cards
The card wizard will now generate a merged Microsoft Word document. Before generating the Word document, the
card wizard will ask you if Macros have been enabled in Microsoft Word. If the answer is no, or you are unsure,
please say No and the card wizard will guide you through the process of enabling Macros. The card wizard uses
Word Macros to automate much of the card generation process.
If using Word 2007, after opening the document a Security warning is displayed on the Message Bar. You will need
to enable macros by selecting "Enable this content" after clicking on "Options" on the Message Bar.
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TopUp/Pre-Paid Cards
Figure 15.4. Enable Macros in MS Word 2007
15.3.2.8. Step 8 - Printing Cards
A new Microsoft Word document will open, listing all 100 cards. The cards are standard business card size suitable
for printing on heavy paper and cutting with a paper cutter. For a professional look, consider forwarding a PDF
version to your local printing shop. See Section 15.3.3, “TopUp/Pre-Paid Card Tips” for more ideas.
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TopUp/Pre-Paid Cards
Figure 15.5. Cards ready for printing
15.3.2.9. Step 9 - Importing
The final step is to activate the cards by importing the number definition file in the PaperCut MF admin section.
1.
Navigate to the Card section.
2.
Select the Import New Cards action.
3.
Click the Browse button and locate the number definition file as saved in step 5 above.
4.
Click the Upload button.
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TopUp/Pre-Paid Cards
Figure 15.6. Imported card numbers
15.3.2.10. Step 10 - Testing
It is good practice to test the card process by using one of the cards on a test account (standard user level).
Remember to destroy the spent card used for the test!
15.3.3. TopUp/Pre-Paid Card Tips
15.3.3.1. Security
The PaperCut MF card system is designed with security in mind. All fraudulent card redemption attempts are
detected, trapped and logged. The number allocation system is highly secure and guessing a number is “statistically
impossible”. With 1,000 cards in circulation, the chance of guessing a number is 1-in-10,000,000,000,000, or in
non-mathematical terms, it would take over 300,000 years to guess a number if a person enters one number every
second!
Like many IT security systems, the weakest link in the system is the human interface. Cards are a form of virtual
currency. Care should be taken to protect the cards from unauthorized access and disclosure.
•
Ensure the generated Microsoft Word document is deleted or saved in a secure place after the cards are printed.
•
Always delete the number definition file after importing the batch into PaperCut.
•
Never leave the cards in an unsecured or visible location. Consider sealing cards in envelopes.
•
Check the PaperCut MF application event log on a weekly basis for security messages. PaperCut will log and
trap unauthorized card use.
•
Use the card log to track card redemption and allocation.
•
Cancel/Expire lost or stolen cards by batch number as soon as the problem is reported.
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Important
The cards are like a form of cash and should be treated with the same care. Make sure the cards are
carefully secured.
15.3.3.2. Cards Design
The Edit Template... button in Step 4 of the card wizard opens the standard card template for editing. The card
wizard is able to use any standard mail merge design. It's even possible to convert the template layout to letters
rather than cards. Microsoft's mail merge support is designed for Word “power users”. Consider taking the
step-by-step mail merge tutorial provided with Microsoft Word help if you do not have experience with Word's mail
merge functionality.
Consider keeping your customizations initially simple and work up towards more complex configuration.
To change the logo graphic:
1.
Click the Edit Template... button in step 5.
2.
Say Yes to Enable Macros.
3.
Select the standard PaperCut logo on the first card and press the Delete button on the keyboard.
4.
Select Insert → Picture → From File...
5.
Locate the desired logo and click Insert.
Figure 15.7. Inserting a new logo into a card
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TopUp/Pre-Paid Cards
6.
If using pre-2007 MS Word click on the Propogate Labels button on the mail merge tool bar. The new logo
should propagate across all cards on the page.
Figure 15.8. Propagate labels button in previous versions of MS Word
In MS Word 2007, click on the Update Labels button on the Mailings tool bar.
Figure 15.9. Update labels button in MS Word 2007
7.
Repeat the steps above to change other working and layout as required. Always change the first card then
press the Propagate Lables or Update lables button to apply the changes to all cards. IMPORTANT: Do not
accidently delete the special <<Next Record>> field as this cause the merge to move to the next card number
before printing the next card. Removing this will result in all cards displaying the same card number.
8.
Click File → Save and close Microsoft Word.
9.
Test the template by running a batch in the card wizard.
Tip
Design Recommendations:
•
Consider changing the logo and adding your organization name
•
Change the URL reference to point to your intranet site or event your network/card policy page.
•
Provide basic instructions on how to redeem the card or the location of an information page.
15.4. Using a Card
The following information should be distributed to end-users - for example, via the "Print Policy" page on your
organization's intranet site.
To redeem a TopUp/Pre-Paid Card:
1.
Purchase a card from the appropriate person or place. The network administrator creates cards specific for your
organization. In schools, cards are often sold at the library, general office or school cafeteria.
2.
Open a web browser and navigate to the PaperCut MF user login page. After logging in, your account status
should display.
3.
Click on the Redeem Card link on the left-hand navigation bar.
4.
Enter the Card Number in the Card Number box and press Redeem Card. Take care to enter the number
exactly as listed including any dashes (-).
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TopUp/Pre-Paid Cards
5.
If the card's number is valid, the credit as listed on the card will be transferred to your account and this will list in
your transaction history.
Figure 15.10. Using a card
Tip
To educate the users about redeeming their TopUp/Pre-Paid Card, administrators might find the
sample information sheet helpful.
269
Chapter 16. Configuring Secondary Print
Servers and Locally Attached Printers
This section covers the setup of a secondary print server in "Quick Start" format. For a detailed explanation of the
underlying technology and what's happening behind the scenes see the subsequent sections.
A secondary print server is a system that directly hosts a printer. In many situations it may be a dedicated server,
however a secondary server may also be a desktop system hosting a directly attached USB printer. If this printer is
to be controlled and tracked by PaperCut MF, a small monitoring component needs to be installed. The monitoring
component intercepts the local printing and reports this use back to the primary Application Server. A secondary
server may either be:
1.
A server style system hosting many printers.
2.
A desktop style system hosting printer(s) also shared to other network users.
3.
A desktop style system with the printer used only for local users (not shared).
The monitoring service is also referred to as a Print Provider as its task is to provide information back to the main
Application Server.
The process of setting up a secondary print server, depends on the operating system. Read the section appropriate
to the required operating system.
16.1. Configuring a Windows Secondary Print Server
This section describes the process of setting up a secondary Windows print server.
16.1.1. Step 1 - Ensure primary server is set up correctly
Before installing a secondary server you should take some time to ensure the primary server (central application
server) is set up and running correctly. If it is not running fine now adding an extra server will only "add an extra
variable to the equation" and complicate troubleshooting. Take some time now to verify that the primary server is
functioning correctly. For example, verify that:
•
Printers on this server are being tracked.
•
Users are allowed to login to user pages from their workstations.
•
Administrators can access the system.
16.1.2. Step 2 - Ensure firewall software is set to allow access to port 9191
Secondary server needs to communicate (initiate a TCP connection) on port 9191. Administrators should ensure
that any firewall software on the primary Application Server is not set to block any incoming local network traffic on
this port.
16.1.3. Step 3 - Install the print provider
Install the print provider software onto the secondary server. On a Windows server, this is done by selecting the
"Secondary Print Server" option in the installation wizard. If the PaperCut Primary Server software was previously
installed on the server it must be uninstalled prior to installing the Secondary Server software.
16.1.4. Step 4 - Configuration
The Print Provider on the secondary server needs to know where the primary server is installed.
1.
Open a text editor such as Notepad.
2.
Open the file:
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[app-path]\providers\print\win\print-provider.conf
3.
Locate the line starting with ApplicationServer= and change localhost to the name or IP address of the
primary server.
4.
Restart the server so the new configuration is detected. To avoid a restart, an administrator may also choose to
manually restart the PaperCut Print Provider service.
16.1.5. Step 5 - Test
The secondary server should now be configured. Log into the system as "admin" and verify that the printers are now
listed under the Printers section. Perform a multi-page test print on each printer and verify that print jobs are tracked
correctly.
16.1.6. Automated Install
The installation of the secondary server component on Windows systems can be automated. This may be handy
when the Print Provider component needs to be installed on a number of desktop systems running locally attached
printers. For more information see, Section 16.6, “Automating Secondary Server Deployment on Windows”.
16.2. Configuring a Macintosh Secondary Print Server
This section describes the process of setting up a secondary Mac print server. The primary Application Server may
either be a Windows, Mac or a Linux basis system. PaperCut MF has full support for "mixed" or heterogeneous
printing environments.
16.2.1. Step 1 - Ensure primary server is set up correctly
Before installing a secondary server you should take some time to ensure the primary server (central application
server) is set up and running correctly. If it is not running fine now adding an extra server will only "add an extra
variable to the equation" and complicate troubleshooting. Take some time now to verify that the primary server is
functioning correctly. For example, verify that:
•
Printers on this server are being tracked.
•
Users are allowed top login to user pages from their workstations.
•
Administrators can access the system.
16.2.2. Step 2 - Ensure firewall software is set to allow access to port 9191
Secondary server needs to communicate (initiate a TCP connection) on port 9191. Administrators should ensure
that any firewall software on the primary Application Server is not set to block any incoming local network traffic on
this port.
16.2.3. Step 3 - Create the host user account
PaperCut MF runs under a non-privileged user account called "papercut". This invisible system account is created
automatically upon first install. Advanced system administrators may however have a preference to create this
account manually. If you fall into this category, create the papercut account now prior to installation.
16.2.4. Step 4 - Install the print provider
Install the print provider software onto the secondary server. Download the latest Mac DMG disk image and execute
the contained installer called PaperCut MF Secondary Server Installation.pkg.
16.2.5. Step 5 - Configuration
The Print Provider on the secondary server needs to know where the primary server is installed. The installer may
open the appropriate configuration file after the install completes.
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Configuring Secondary Print Servers and Locally
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1.
Open a text editor such as TextEdit.
2.
Open the file:
[app-path]/providers/print/ mac/print-provider.conf
3.
Locate the line starting with ApplicationServer= and change localhost to the name or IP address of the
primary server.
4.
Save the file and exit the text editor.
Double-click
on
the
command
script
/Applications/PaperCut
Monitoring.command, and enable monitoring on the appropriate printers.
MF/Control
Printer
16.2.6. Step 6 - Test
The secondary server should now be configured. Log into the system as "admin" and verify that the printers are now
listed under the Printers section. Perform a multi-page test print on each printer and verify that print jobs are tracked
correctly.
16.3. Configuring a Linux or Novell iPrint Secondary Print Server
This section describes the process of setting up a secondary print server on a Linux system. The primary Application
Server may either be a Windows, Mac, Novell or a Linux based system. PaperCut MF has full support for "mixed" or
heterogeneous printing environments.
16.3.1. Step 1 - Ensure primary server is set up correctly
Before installing a secondary server you should take some time to ensure the primary server (central Application
Server) is set up and running correctly. If it is not running fine now, adding an extra server will only "add an extra
variable to the equation" and complicate troubleshooting. Take some time now to verify that the primary server is
functioning correctly. For example, verify that:
•
Printers on this server are being tracked.
•
Users are allowed user login to user pages from their workstations.
•
Administrators can access the system.
16.3.2. Step 2 - Ensure firewall software is set to allow access to port 9191
Secondary server needs to communicate (initiate a TCP connection) on port 9191. Administrators should ensure
that any firewall software on the primary Application Server is not set to block any incoming local network traffic on
this port. A good way to test, is to open a browser on the planned secondary server and confirm you can access the
administration web interface on port 9191.
16.3.3. Step 3 - Account setup
On the secondary server, create a user account called papercut. The papercut user's home directory should be
set to the desired install location. This is normally /home/papercut. The method of creating this account is the
same as that used for the primary server setup. See Chapter 2, Installation for more details if required.
16.3.4. Step 4 - Install the Print Provider
Important
The instructions below assume i686 architecture. If your system OS is 64-bit, replace i686 with x64
in all file paths.
Install the Print Provider software onto the secondary server by copying all files and directories from the primary
Application Server's directory:
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[app_dir]/providers/print/linux-i686/*
To the equivalent location on the secondary server:
/home/papercut/providers/print/linux-i686/
on the secondary server. Perform the copy operation as the papercut user so that files are owned by the
papercut user. You may use any method to copy the files, including over the network or via a USB key. If the
primary server is also Linux, the simplest way would be use Secure Copy (scp) as follows:
shell>
shell>
shell>
shell>
su - papercut
mkdir -p providers/print
cd providers/print
scp -r primary.server.name:/home/papercut/providers/print/* .
After the copy operation is performed, execute the setperms and roottasks scripts as root:
32bit
shell> su - root
shell> sh ~papercut/providers/print/linux-i686/setperms
shell> sh ~papercut/providers/print/linux-i686/roottasks
64bit
shell> su - root
shell> sh ~papercut/providers/print/linux-x64/setperms
shell> sh ~papercut/providers/print/linux-x64/roottasks
16.3.5. Step 5 - Configuration
The Print Provider on the secondary server needs to know where the primary server is installed (e.g. Its IP address).
1.
Open the file:
/home/papercut/providers/print/linux-i686/print-provider.conf
in a text editor.
2.
Locate the line starting with ApplicationServer= and change localhost to the name or IP address of the
primary server.
The binaries copied in step 4 now need to be integrated into the CUPS, Samba or Novell iPrint print queues. This
process is detailed in Section 26.1.3, “Linux Print Queue Integration” and Section 2.3.5, “Step 5 - Printer/iPrint
Configuration”.
16.3.6. Step 6 - Test
The secondary server should now be configured. Perform some test printing on all of this secondary server's
printers. Log into the system as "admin" and verify that the printers are now listed under the Printers section.
Perform a multi-page test print on each printer and verify that print jobs are tracked correctly.
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16.4. Print Monitoring Architecture
This section covers PaperCut MF print monitoring architecture from a technical perspective. Knowledge of advanced
networking is expected.
PaperCut MF is designed using the latest software design principles. An important design principle used is Service
Oriented Architecture (SOA). PaperCut MF divides key operational areas into components. These components
communicate using an XML Web Services standard. Two of the main services are:
Service/Component
Description
The Application Server
The central logic service responsible calculating user costs and providing the
web and admin interface.
Print Provider Service
A service responsible for monitoring and analyzing print jobs and reporting this
information using XML Web Services to the application server.
Table 16.1. PaperCut MF services/components
In a single server setup, an administrator does not need to be concerned with the two components as they
automatically act as one (it's only noticeable in that two processes are running on the server). On a
multi-server/system environment a deeper understanding of the architecture is required.
16.5. Multiple Print Servers
Many large networks, or even smaller networks with a legacy design, may be composed of more than one print
server. Reasons for separating printers across servers/systems include:
•
Legacy design - “That's the way the previous admin set it up.”
•
Networks with 100 printers or more may need multiple servers to spread the printing load.
•
Networks spanning multiple physical sites or subnets may have separate servers minimize cross-site network
traffic.
•
Servers may exist to support different operating systems
•
A local desktop printer attached to a system is also a remote print server.
One of the servers on the network needs to be nominated as the primary server. This system runs the Application
Server software responsible for providing the user interface, storing the data, and managing the application logic.
The system nominated for this task is usually a print server (but could be any server). It needs to be a system with
spare capacity to run the PaperCut MF application server software. This system should have good performance,
have at least 500 Mb of free hard-disk space, and be included in an off-disk backup routine.
Other print servers are known as secondary servers. These servers run the Print Provider component and
communicate back to the central server. The following diagram illustrates this setup.
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Configuring Secondary Print Servers and Locally
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Figure 16.1. Secondary server reporting back to primary server (application server)
When a client prints to a secondary server, the Print Provider intercepts the print job and forwards the information to
the central server for processing. Communication is via XML Web Services over HTTP on the PaperCut Application
Server's nominated port (normally port 9191). The web services protocol is specifically designed to facilitate easy
firewalling, scalability, and will work over a wide range of network speeds.
PaperCut MF Service Oriented Architecture offers many advantages for network administrators including:
•
Secondary servers run the minimum amount of software
•
Communication between servers uses minimal bandwidth. Physically separated servers connected via WAN
links, VPNs or other slow links are supported with minimal or no impact on printing performance.
•
All data, logging and configuration information is stored on one single central server facilitating central backup
from one location.
•
Management may be conducted centrally from one location.
PaperCut MF's SOA design allows advanced setups including:
•
Decentralized deployment
•
Separation of concern (servers dedicated to separate tasks such as database server, application server and print
server)
•
Options to remove points of failure via clustering or fail-over
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Configuring Secondary Print Servers and Locally
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Figure 16.2. PaperCut MF Architecture - an advanced configuration
16.6. Automating Secondary Server Deployment on Windows
The secondary server installation process can also be automated via command line switches issued to the installer
program. This may be useful when there is a need to install the Print Provider on a number of desktop systems
hosting local attached printers.
To automate the installation:
1.
Copy the windows installer program, pcmf-setup.exe, into a directory accessible to the target systems (i.e. A
network share or mapped drive).
2.
Copy
the
print-provider.conf
file
from
main
server.
This
file
is
located
at
[app-path]/providers/print/win. Place the file in the same directory as the install program (as
performed in step 1.)
3.
Edit the print-provider.conf file and define the correct server name or IP address of the main application
server in the line starting with ApplicationServer= .
4.
Use a batch file or equivalent to start the install program as follows:
pcmf-setup.exe /TYPE=secondary_print /SILENT
Note: The installer requires administrator level - needed to install a system service.
Note:
•
The executable name of the installer program may vary depending on the version.
•
Replacing the /SILENT option with /VERYSILENT will suppress all visual output during the installation process.
•
The copy of the print-provider.conf file is used during the install process to ensure the installation is
aware of the location of the main application server.
•
For a full list of command-line arguments, see Section A.7, “Automating / Streamlining Installation on Windows”.
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Configuring Secondary Print Servers and Locally
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277
Chapter 17. Advanced Customization
PaperCut MF is an important part of network infrastructure at many thousands of organizations. Having the ability to
seamlessly integrate PaperCut into an existing network is important. There are a number of ways to ensure
end-users see the system as part of the network rather than an add-on. These include:
•
Implementing Single Sign On (SSO) to integrate PaperCut into your organization's Intranet portal.
•
Changing the URL or link on the User Client window
•
Customizing the look and feel of the user web pages
•
Using the PaperCut MF back-end data in other procedures such as custom reports
This section covers some of the customization options available within PaperCut MF. For Single Sign On please see
Chapter 18, Web Browser Single Sign-on (SSO). For general information about the user client, see Section 5.2,
“User Client”.
17.1. Customizing the User Client Tool window
The pc-client.exe program displays a small window highlighting the current logged in user's current account
balance. This window contains two links. One called Details that takes the user to the User Pages login. The other
defaults to the PaperCut Software website. The link to the PaperCut Software website can be replaced. Some
suggestions include linking to your organization's website or intranet site, or linking to a page containing your
organization's network usage policy. The logo used on the window can also be customized.
To change the link on the User Client window:
1.
Login to the system as an administrator (e.g. the built-in admin account).
2.
Navigate to the Options section.
3.
Scroll down to the Client software section.
4.
Select the option Change link on client software.
5.
Enter a Destination URL pointing to your new destination. The link should be a complete URL including the
http:// component. e.g. http://www.myorganization.com/printpolicy.htm.
6.
Under Link text enter the text that should be displayed. e.g. Print Policy.
7.
Press the Apply button to the right to apply the changes.
8.
The next time the client tool is started on one of the workstations, the new link will be displayed.
Figure 17.1. Customizing the user client link
278
Advanced Customization
Figure 17.2. Customized user client link
There are other configuration keys that allow an administrator to customize the user client for their organization. The
table below outlines all of the client customization config keys available. The value of these config keys can be
updated using the Config Editor. Please see Section 14.10, “Using the Config Editor” to find out how to change
config keys.
Config name
Description
client.config.show-link
Indicates whether the link at the top of the user client should be displayed. To
display set the value to Y, to hide set the value to N.
client.config.show-details-link
Indicates whether the "Details" link that points to the user web interface is
displayed. To display the link set the value to Y, to hide set the value to N.
client.config.show-document-cost
Determines whether to show the document cost to the user in print popup
notifications. To show the cost set the value to Y, to hide set the value to N.
Table 17.1. User Client Customization Config Keys
The logo used on the User Client balance window and the account selection dialog can also be customized by
placing a file called client-logo.png in the directory [app-path]/client/[platform] - the same directory
as the executable. The image must satisfy the following requirements:
•
Comply to the PNG (Portable network graphic) format.
•
A size of 64px by 64px.
•
Display correctly on different background colors (make use of transparencies or alpha channels).
On the Apple Mac platform the process is a little more involved. The image needs to be placed inside the App
package at: PCClient.app/Content/Resources. To access this directory, Option-click on the PCClient icon
and select Show package contents....
The user client can also be configured by passing command-line parameters to the program. This is described in
Section A.5, “User Client Options”.
17.2. Limiting the list of interface languages/translations
PaperCut MF has been translated into a number of languages. Some of these translations are complete and done at
an official level while others are partial and done by PaperCut MF users working in cooperation. Many of these
languages may not be appropriate for your environment and it may make sense to limit the list - the user selects the
language in the drop-down list on the web login screen. The list of available languages can be set by changing
config key language.available to a comma-separated list of ISO language codes. The list should be a subset
of:
ca,cs,da,de,es,fi,fr,hr,hu,it,iw,ja,ko,lt,lv,
nl,no,pl,pt,pt_PT,ru,sl,sr,sv,tr,zh_CN,zh_HK,zh_TW
For example setting language.available to en,de would limit the list to English and German only.
Please see Section 14.10, “Using the Config Editor” to find out how to change config keys.
17.3. Customizing the User web pages
17.3.1. Look & Feel
The user pages display information about the user's account and provide access to features such as
TopUp/Pre-Paid Cards. The visual design of these pages can be tailored to make them fit into the look and feel of
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an existing internet or intranet site. This gives the pages an official look ensuring your users see the system as an
important part of your organization's network.
Figure 17.3. A customized end-user web designed for St Mary's Anglican Girls School
280
Advanced Customization
Figure 17.4. A customized end-user web designed for Williamstown High School
PaperCut Software International Pty Ltd offers a service where their developers will undertake design work based
on an existing website. If you would like assistance with the customization, please email the PaperCut Software
International Pty Ltd support team.
Organizations whose staff have good to advanced HTML experience may choose to customize the pages in-house.
The design of the user pages is controlled via HTML "include" files for the header and footer areas of the page, with
page styling controlled via Cascading Style Sheets (CSS). Placing the following files in the PaperCut MF directory
structure at [app-path]/server/custom/web overrides page layout and style.
Filename
Description
user2.css
If this file exists, the contents of user2.css is included as an overriding
stylesheet. Styles in this file can be used to define fonts, colors and sizes.
header2.inc
If the header include file exists, the HTML in the header area of the pages is
replaced with the contents of the file. This file should be saved in UTF-8
encoding for international characters to be displayed correctly.
footer2.inc
If the footer include file exists, the HTML in the footer area of the page is
replaced with the contents of the file. This file should be saved in UTF-8
encoding for international characters to be displayed correctly.
login-logo.png
If this file exists, the logo on the web-based login page is replaced with the
supplied image. The file should be an image of size 250px by 64px in PNG
format.
Table 17.2. Files used to customize the user web pages
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Advanced Customization
Tip
Any custom content placed in [app-path]/server/custom/web/, such as additional images, can
be accessed via a URL beginning with /custom/. For example if a file named header.jpeg is
placed in [app-path]/server/custom/web/ it can be accessed via the URL
/custom/header.jpeg.
Tip
To save a file in UTF-8 encoding on Windows using Notepad, change the Encoding option to UTF-8
on the Save As... dialog.
Note
Why the "2" in user2.css etc.? In previous versions of PaperCut these files did not contain a
number. The numbers are there to maintain backwards compatibility for existing user web interface
customizations, so that as the default look of the interface is updated in new versions, your customized
look is maintained. Please remove the "2" for older installations.
17.3.2. Login Instructions
Some organizations may benefit from providing additional login instructions to users. This can be useful for
explaining which username or password to use (in the case there are multiple logins or passwords at the site).
Figure 17.5. Login Page with custom instructions
The following config keys allow you to customize the login page:
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Advanced Customization
Config name
Description
display.login-instructions
A HTML friendly message to be displayed on the login screen, above the
username and password fields.
auth.web-login.autocomplete
Specify Y to enable browser auto-completion of the login fields as a
convenience to users. By default, the browser is requested to not use
auto-completion.
Table 17.3. Config Keys for Customizing the Login Page
Please see Section 14.10, “Using the Config Editor” for more information about changing the value of config keys.
17.3.3. Additional Links in the Navigation Menu
The navigation menu in the user web interface contains links for the PaperCut services that are enabled and
available to the user. In some cases it may be desirable to add additional external links to this menu. Examples
include:
•
Linking to a print policy page on the organization's intranet.
•
Linking to a page with key contact details.
•
A link to return to the "main" intranet page/portal.
Custom links will appear above the Log Out item.
To add a custom link:
1.
Log into the admin interface and navigate to Options → General → User Features.
2.
Enable the option Add custom links to the user web navigation menu.
3.
Click the Add custom link button that appears.
4.
Fill out the Label/Text and URL fields in the dialog that appears after clicking the button. Label/Text is the text
that will appear in the navigation menu, and URL is the destination of the URL when clicked.
Figure 17.6. Adding a new custom navigation link to the user web interface
5.
The link will now appear in the user web interface.
Figure 17.7. Example custom navigation link in the user web interface
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Advanced Customization
Existing custom links are displayed in the admin interface under the Add custom links to the user web navigation
menu option. Links may be deleted by clicking the [delete] link next to the relevant link.
Figure 17.8. Deleting a custom navigation link
The URL in custom navigation links may also contain special replacement fields. E.g. the %user% in
http://example.edu/print-policy?u=%user% is replaced with the logged in username to create a URL like
http://example.edu/print-policy?u=tom.
The available special replacement fields are as follows:
Field
Description
%user%
The username of the logged in user.
%user_full_name%
The full name of the logged in user.
%user_id%
The id/card number of the logged in user.
%user_email%
The email address of the logged in user.
%user_office%
The office of the logged in user.
%user_department%
The department of the logged in user.
%return_url%
A URL that can be used to send the user back to the user web interface. The
user will be sent back to the Summary page as if they had just logged in,
assuming their session has not timed out.
Table 17.4. Fields available for replacement in custom navigation links in the user web interface
17.3.4. Custom Printer Maps for Web Print
A graphical map or other custom content may be used instead of the default printer selection list in the Web Print
wizard. For more information see Section 22.5.5.2, “Designing Printer Maps / Custom Printer Selection Lists”.
17.4. Customizing the Administration Web Interface
As the PaperCut MF administration interface is designed for use by administrators there generally isn't the need to
customize it to the extent of the user web interface (for information about customizing the user web interface see
Section 17.3, “Customizing the User web pages”). An organization logo or other image can be displayed in the
header of the administration interface however. The available customizations are:
•
Replace the existing administration logo
•
Add an image of your choice to the right of the main administration logo
•
Add a custom message to the dashboard
Logos can be added to customize the look of the admin interface. These can be customized by placing the following
files in the PaperCut MF directory structure at [app-path]/server/custom/web/.
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Advanced Customization
Figure 17.9. Customized logo (admin-logo.png) in the administration interface
Figure 17.10. Customized logo (admin-main-logo.png) in the administration interface
You can add your own content to the dashboard by placing an HTML file in [app-path]/server/custom/web/
called dashboard-notice.inc. This could be used to display a short message for the attention of other
administrators. Other examples might include:
•
Guidelines for administering printers
•
Policies for handing refunds
•
Contact details for key people
•
Or even your own widget that loads content from elsewhere
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Advanced Customization
Figure 17.11. Customized content in the administration interface dashboard
Tip
The title of the custom dashboard widget can be changed by setting the config key
dashboard.gadget.custom.title. For information about setting config keys please see
Section 14.10, “Using the Config Editor”.
Filename
Description
admin-logo.png
If this image exists it will be displayed to the right of the existing application
logo. The image must be in PNG format and for best results should be sized
250px by 42px.
admin-main-logo.png
If this image exists it will replace the standard application logo in the top left
corner. Changing the standard logo will display a "Powered by PaperCut" image
beside it. The image must be in PNG format and for best results should be sized
280px by 42px.
dashboard-notice.inc
HTML contained within this file will be displayed on the administration
dashboard page.
Table 17.5. Files used to customize the administration web pages
17.5. Customizing Report Headers
The standard PaperCut MF report header logo can be replaced with an alternate image. This can be used to include
an organization logo and address for example, which may be useful when attaching reports to customer invoices, or
just to make reports look more professional.
Figure 17.12. Example custom report header usage
To
use
a
custom
report
header
286
logo,
place
an
image
at
Advanced Customization
[app-path]/server/custom/web/report-header.png. The image should be 250px by 80px in PNG format.
17.6. Data Access and Custom Reports
The default PaperCut MF installation stores data in an internal database. For the interested person, the database is
Apache Derby - an open source database written by IBM and based on their DB2 Cloudscape Database. The
internal database is optimized for embedded use, is very robust, ACID compliant and scales well. The internal
database however is not designed for multi-application access. To access the data from an exteral source such as a
reporting program, you'll need to consider running PaperCut MF on an external database (RDMS) designed for
multi-user and multi-applicaiton user access. Common database solutions include Microsoft SQL Server, Oracle,
PostgreSQL and MySQL. For more information see Chapter 21, Deployment on an External Database (RDBMS).
The PaperCut MF data structure is relatively simple and people with Crystal Reports, MS Access or SQL experience
should have no problems extracting data or written custom reports. Report developers should keep in mind:
•
Only access the data in a read-only mode. Modifying data directly underneath the application may cause
unpredictable behavior.
•
Always test any custom reports after an upgrade as the underlying data format may have changed. PaperCut
Software developers try to minimize data structure changes but they are expected to occur in major upgrades.
A database schema diagram can be found in the PaperCut MF knowledge base located at Database Schema
Diagrams [http://www.papercut-mf.com/kb/Main/DatabaseSchema].
17.6.1. Plain Text Print Log
In addition to storing print log information in the database, a real-time, plain text log is also written into the directory:
[app-path]/server/logs/print-logs
The log file is in a tab delimited format and a new log is created for each day. Files are named with the format
printlog_yyyy_mm_dd.log and files are archived for 30-days. The tab delimited file can easily be imported into
programs such as Microsoft Excel, Microsoft Access or other database.
Field
Description
Field 1
Date in format yyyy-MM-dd\th:mm:ss a/p
Field 2
Server Name
Field 3
Printer Name
Field 4
User who printed the document
Field 5
Account charged (usually the user's personal account but could be a shared
account)
Field 6
Client/Workstation Name
Field 7
Document name
Field 8
Total number of pages
Field 9
Total number of color pages
Field 10
Number of copies (this has already been used to calculate the total pages).
Field 11
Cost
Field 12
Duplex status
Field 13
Grayscale status (Color mode)
Field 14
Paper Size (e.g. Letter, A4)
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Advanced Customization
Field
Description
Field 15
Paper Height in Millimetres (divide by 24.5 for inches)
Field 16
Paper Width in Millimetres (divide by 24.5 for inches)
Field 17
Print job size in KB
Field 18
Printer Language
Field 19
Cost Adjustments (comma separated)
Field 21
Job Type (PRINT/COPY)
Table 17.6. Text print log file format
17.7. Automation and Scripting
PaperCut MF provides a detailed set of server commands and Web Services API's. These services may be used to
automate common operations and management tasks. Some examples of where an administrator may choose to
use scripting/automation include:
•
Automate tasks such as backups and domain user/group synchronization.
•
Integrate account creation and management into existing scripts or processes.
•
Manage account balances and transactions outside the application.
The automation and scripting tools are written for software and script developers. It is expected that readers
intending on using these tools are comfortable with developing system management and server monitoring
programs.
The server-command and Web Services API's are included as standard with PaperCut MF. More information on
using these tools is detailed in Appendix A, Tools - database, server-command scripting, and APIs (Advanced) in
Section A.1, “Server Commands (server-command)” and Section A.3, “The XML Web Services API”.
17.8. Custom User Directory Information Providers
PaperCut MF is a modern application designed with a modern architecture. It supports plug-ins and extensions at a
number of different levels. One such layer is the User Directory source. Organizations with very complex domains,
such as those seen in large universities, can be accommodated either with the standard options, or if the standard
options are not sufficient, via a custom plug-in.
For example, a University may have multiple domains, one running Active Directory and the other LDAP/NIS. A
custom plug-in could support this by first querying Domain A, and if the user is not found, the query Domain B via
LDAP. The PaperCut MF development team is happy to provide API documentation and sample source code to
assist organizations with custom requirements.
For
some
working
examples
available
in
your
[app-path]/server/bin/linux-[x64|i686]/sambauserdir,
[app-path]/server/bin/linux-[x64|i686]/authsamba
[app-path]/server/bin/linux-[x64|i686]/src/ .
current
installation,
look
in:
and
17.9. Enabling ports 80 (HTTP) and 443 (HTTPS)
By default, PaperCut listens to ports 9191 and 9192 for HTTP and HTTPS communication respectively. These ports
have been selected as they're generally unused by other applications. Because PaperCut is a web application it
may be desirable to have the interface available on the standard HTTP and HTTPS ports (80 and 443 respectively).
One reason for doing so may be to simplify URLs communicated verbally (as the user will not have to supply a port
number).
The configuration procedure is different for each operating system. See below for instructions. Important: Before you
288
Advanced Customization
begin, first ensure no other applications (such as IIS, or Apache) are currently installed and using ports 80 or 443 on
the server hosting PaperCut.
Important
The following directions detail how to enable port 80 in addition to port 9191. Enabling an additional
port is recommended over simply changing the existing port. Port 9191 is also used for
server-to-server and client-to-server communication so it's important that this port continue to be made
available.
17.9.1. Windows
1.
Stop the PaperCut MF Application Sever, under Control Panel → Administrative Tools → Services.
2.
Open the file: [app-path]\server\server.properties
3.
Enable port 80 (and 443) by changing the appropriate settings from a N to a Y. They should look like:
server.enable-http-on-port-80=Y
server.enable-https-on-port-443=Y
4.
Restart the PaperCut MF Application Server stopped in Step 1.
5.
Test and ensure the web interface is working. e.g. http://[myserver]/admin
17.9.2. Linux
On Linux systems, only privileged programs that run as root may use ports under 1024. In line with security best
practice PaperCut runs as a non-privileged user. To enable port 80 and 442, use iptables (or ipchains on old
systems) to port-forward 80 to 9191. The following commands provide an example. You may need to consult your
distribution's documentation to see how to persist the iptables rules between system restarts:
/sbin/iptables -t nat -I PREROUTING --src 0/0 --dst <server_ip> \
-p tcp --dport 80 -j REDIRECT --to-ports 9191
/sbin/iptables -t nat -I PREROUTING --src 0/0 --dst <server_ip> \
-p tcp --dport 443 -j REDIRECT --to-ports 9192
(These commands would typically be place these in an rc init script or the iptables startup config script as
provided by your distribution.)
17.9.3. Mac
The approach on Mac systems is similar to Linux. Modify the Mac firewall (ipfw) with the following command:
sudo /sbin/ipfw add 102 fwd 127.0.0.1,9191 tcp from any to any 80 in
See ipfw man page for all the scary details!
17.10. Customizing Mobile Print Release
The visual design of the Mobile Print Release can be tailored by writing a custom Cascading Style Sheet (CSS) or
creating custom images. This can be used to change the colors of the header, footer and the header image. It is
also possible to change the icon shown on the iOS home page. Placing the following files in the PaperCut MF
directory structure at [app-path]/server/custom/web to override the page layout and style.
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Advanced Customization
File name
Description
mobile-release.css
If this file exists, the content of this file is included as an overriding stylesheet.
Styles in this file can be used to define the colors of the header and footer.
You can customize the header image by placing your header image file under
the custom directory and by defining the following rule in the CSS file.
#top-bar-logo
{
background-image:
url('/custom/mobile-release-logo.png'); }
The header logo should be an image 130px wide and 25px high.
mobile-release-icon-114x114.png
If this file exists, the home page icon on iPad can be replaced. The file should
be a PNG that is 114px wide and 114px high.
mobile-release-icon-72x72.png
If this file exists, the home page icon on iPhone can be replaced. The file should
be a PNG that is 72px wide and 72px high.
Table 17.7. Files used to customize Mobile Print Release
Figure 17.13. Customized design of Mobile Print Release for WilTown School
290
Chapter 18. Web Browser Single Sign-on
(SSO)
Single sign-on lets users access PaperCut's web interface without re-entering credentials. For example, a user
logged into Windows may be given direct access to PaperCut's web interface without the need to re-enter their
username and password at the PaperCut login screen. Sites with an intranet portal often find SSO particularly
attractive, as it allows diverse IT systems to be seamlessly integrated into the portal without the need for separate
logins.
Single sign-on also goes hand in hand with technologies such as two-factor authentication used in high security
environments. With two-factor authentication, sign-on may involve presentation of an ID card or reading a
fingerprint. In some cases, user passwords are managed by the security system and not known to the user, making
it impossible to login using a traditional login screen. PaperCut's SSO support allows PaperCut to leverage the
two-factor security already in place.
Web single sign-on is an advanced topic. The standard web login that comes built-in with PaperCut is most
appropriate for many sites.
PaperCut supports two different web SSO methods:
1.
Integrated Windows Authentication [http://en.wikipedia.org/wiki/Integrated_Windows_Authentication] For
Windows domain environments where both the PaperCut Application Server and the user PC's share the same
Windows domain and intranet zone. With Integrated Windows Authentication, PaperCut uses existing Windows
technologies to securely identify Windows domain users as PaperCut users.
2.
WebAuth [http://webauth.stanford.edu/] A web authentication system developed and freely licensed by Stanford
University. It is implemented as an Apache module and works by intercepting requests to the PaperCut
Application Server. WebAuth is operating system neutral, but requires specialist expertise to set up.
18.1. Planning for Web SSO Implementation
There are a number of considerations and preparation steps you must take prior implementing SSO in PaperCut
18.1.1. Preparing for SSO
1.
An effective security system offers multiple layers of defence against unwanted intrusion. For example an
organization's firewall may provide the first layer of defence, but if an intruder penetrates that, the Windows
login presents a second barrier. Once logged into Windows, PaperCut's login screen represents a third layer of
defence.
SSO trades off the convenience of direct access with removing one layer of security. For example, with SSO a
user may click on a hyperlink in an email or instant message and be taken directly into PaperCut. Before
implementing SSO, you must weigh up the risks and benefits for your organization.
2.
PaperCut offers granularity of control over which parts of PaperCut will use SSO. For example, you may decide
to use SSO for just the user web pages and mobile client, not the admin interface. You will need to decide your
policy up front before configuring SSO.
3.
You must choose whether you wish PaperCut MF SSO to log users directly in, or to first present a confirmation
page. The confirmation page displays the user name and can also offer a Switch User link to allow users to
use an alternate login. With direct login, one less click is needed, but there is no opportunity to confirm the
correct login or switch to an alternate user.
You will also need to decide whether you wish to redirect the user to your intranet portal after logout. A logout
URL is required when direct access is configured.
4.
Your PaperCut users must be sourced from a central directory server such as Windows directory. Internal
PaperCut users, and the built-in admin are internal to PaperCut and will not work with SSO. If you do need to
retain some internal users, you will need to show the confirmation page with the Switch User link to make the
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Web Browser Single Sign-on (SSO)
PaperCut login page accessible.
5.
If using SSO to access the PaperCut administration interface, you must set up the necessary administration
rights for all administrator users before enabling SSO. The same applies to other PaperCut interfaces such as
/release, /webcashier and /central-reports.
6.
Select which SSO technology is right for you. Whilst many PaperCut MF sites will choose Integrated Windows
Authentication, it does have strict pre-requisites. For example, if you have a significant number of non-Windows
users, Windows based SSO may not be the best choice for you. More information about each SSO technology
is provided below.
18.1.2. Planning for Integrated Windows Authentication
Integrated Windows Authentication (IWA) is designed for Microsoft Windows environments where both the PaperCut
Application Server and client PCs reside on the same Windows domain and Intranet Zone. In summary the
requirements are:
1.
The PaperCut Application Server must run on the Windows operating system.
2.
PaperCut web users are using PC's running Windows
3.
All computers are on the same domain
4.
Your site uses Active Directory for managing users, including PaperCut users. Windows Authentication will only
work with users that are managed by Windows.
5.
The Application Server URL is on the same Intranet Zone as user's PC's. By default this means that the URL
does not contain periods. User Internet options may also be configured to explicitly add the PaperCut
Application Server to the Intranet Zone.
6.
Your organization's recommended web browser supports IWA. Browsers that support IWA include Internet
Explorer,
Chrome
and
Firefox.
(Note
that
Firefox
requires
additional
configuration
[http://markmonica.com/2007/11/20/firefox-and-integrated-windows-authentication/] to enable IWA support.)
Integrated Windows Authentication is part of Windows, so if your site meets the above criteria, no additional setup is
needed prior to configuring SSO.
18.1.3. Planning for WebAuth
WebAuth uses a reverse proxy server to manage HTTP traffic between users and PaperCut. If you are considering
WebAuth, you will need the resources and skills to implement and configure an Apache web server and perform the
installation instructions [http://webauth.stanford.edu/install.html] provided by WebAuth.
WebAuth takes care of authorizing the user and inserts a special HTTP header in all authorized requests sent to
PaperCut. You will need to specify the name of this header and also a list of whitelisted source IP addresses when
integrating WebAuth with PaperCut
Although WebAuth SSO is considerably more complex to implement than IWA, it does have the advantage of
supporting a non-Windows environment.
18.2. Configuring Web SSO
Configuring SSO in PaperCut is easy, but you must work through the preparation steps above, or you may find that
you are unable to login to PaperCut!
Tip
After enabling SSO on the admin interface, it will no longer be easy to use the built in admin user as
the login page is no longer shown. Before configuring SSO, you must ensure your domain or corporate
login has admin rights and you will need to use this login.
As a protection, the built-in admin user does not have the rights to enable SSO.
292
Web Browser Single Sign-on (SSO)
If you make a mistake, and lock yourself out after enabling SSO, you can bypass SSO by adding
/nosso to the Application Server URL. For example:
http://[myserver]/admin/nosso
Go to: Options → Advanced and find the "Single Sign-on (SSO)" section.
Figure 18.1. Single Sign-on Configuration
1.
Check Enable Single sign-on to enable SSO. Additional configuration items will appear.
2.
Select the SSO method, either Integrated Windows Authentication or WebAuth.
3.
If you have selected WebAuth, enter the WebAuth header name and a list of whitelisted IP addresses.
4.
Specify the SSO behavior you want for user web interface and mobile client, admin interface and other
interfaces:
a.
Standard (username and password) - don't use SSO and show the PaperCut MF login screen.
b.
SSO with confirmation page - Use SSO and present a confirmation page at login.
c.
SSO with direct access - Use SSO and login the user directly with no confirmation page.
5.
Specify whether you wish to show a Switch User link on the confirmation page.
6.
Specify a URL to go to on logout. A typical example would be the URL for your intranet portal.
18.2.1. Post Installation Testing
After enabling SSO, we recommend you perform these tests to ensure that users can successfully access the
PaperCut interface.
1.
Verify that you can still login to the admin interface.
2.
Verify that a user without admin rights can still access their user web pages.
3.
If in use, verify that a user with the appropriate admin rights can still access other interfaces such as release or
webcashier.
4.
Try logging in from other PC's in the domain.
5.
Try logging in from different browsers supported in your organization.
293
Web Browser Single Sign-on (SSO)
6.
If using IWA, try logging in from a non-windows client or a PC outside the domain. Verify you can still login after
providing your Windows credentials.
294
Chapter 19. Advanced Scripting (Print
Scripting)
19.1. Introduction
PaperCut's advanced scripting interface is a powerful and flexible feature that can be used to define and fine tune
your printing policy. While there are many features that can be enabled by ticking checkboxes and changing options
in the admin interface, scripting your own behavior introduces a whole new level of customization.
The functionality made possible by scripting is varied and is constantly being extended based on customer demand.
Some common uses include:
•
Displaying a popup message if a user forgets to select duplex on large jobs.
•
Showing a dialog that displays environmental impact statistics about a user's print job such as the amount of
carbon dioxide equivalent greenhouse gases produced.
•
Prompting the user to confirm large jobs before printing.
•
Automatically routing large jobs to more efficient high volume printers.
All of the above is possible by writing a small script directly into a code editor in the admin interface. In fact, the
above functionality is a pre-built recipe ready to use.
Other usage examples include:
•
Requesting job data/security classification.
•
Giving discounts during off-peak times.
•
Charging printing to departments during class-time.
•
Displaying warning messages under selected conditions.
•
and many, many more.
At a high level, advanced scripting provides the ability to:
•
Adapt logic based on print job attributes such as cost, pages, document name, time, etc.
•
Modify job attributes and behavior such as routing the job to another printer, influencing job cost and account
charged, and appending metadata such as comments.
•
Interact with end users via client messages and pop-ups/dialog boxes.
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Advanced Scripting (Print Scripting)
Figure 19.1. Print Policy Pop-up (as implemented in the Print Policy Recipe)
19.1.1. Prerequisites
Writing print scripts brings many possibilities but also introduces the possibility that writing a buggy print script
results in unexpected behavior. Previous experience with scripting or programming is strongly recommended.
PaperCut MF does provide a number of tools to assist with script development, however, including:
•
A mini JavaScript editor with basic error checking and syntax highlighting.
•
Quick access to a code cookbook containing dozens of best-practice recipes.
•
Pre-canned "code snippets" demonstrating the use of key functions.
•
Simple debugging tools such as logging and runtime error reporting.
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Advanced Scripting (Print Scripting)
Figure 19.2. The print script editor showing a sample script
All of PaperCut MF's advanced scripts are written using the world's most popular scripting language, JavaScript
(also known as ECMA-262 ECMAScript... apparently ;).
Note
Why JavaScript?
JavaScript was selected as PaperCut MF's scripting language after careful consultation with the
existing user base. JavaScript was the language common to system administrators across all
platforms (Windows, Mac and Linux). Its popularity in HTML programming also meant most
administrators already had extensive exposure to the language.
Internally PaperCut uses the Rhino scripting engine maintained by Mozilla.org, makers of the popular
Firefox browser. It is highly performant and allows PaperCut MF to leverage advanced scripting
without compromising system scalability. This is done using advanced techniques such as just-in-time
compilation.
19.1.2. How to Use Print Scripts
Print scripts are segments of code that are run whenever a new print job arrives in the queue. The script is defined
using the concept of a "hook". A hook is a JavaScript function (e.g. function printJobHook(inputs,
actions) { }) that is called for each new job. Your print script defines this method, its behavior and its actions.
Print scripts are defined via Printers → [select printer] → Scripting.
All scripts are defined on a per printer basis allowing each printer to have its own logic (although it is possible to
share/copy a common script between printers, see Section 7.3, “Copying Printer Settings”). Script code is entered
into the editor and once completed can be saved using the Apply button. Errors raised by the script are displayed
on this page.
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Advanced Scripting (Print Scripting)
Tip
One good way of experimenting with print scripting is to apply your script initially on a test printer (or
fake print queue such as a print queue pointing to an unused LPT port). This will allow you to test and
experiment, and when the logic is right, copy/deploy across to other live printers.
Error messages are classed into two groups:
•
Syntax errors - these are detected and displayed when a script is applied. The script will not save until all syntax
errors are addressed.
Figure 19.3. Example syntax error in a print script
•
Runtime errors - these are errors that only occur when a script is executed for a print job. Runtime errors are also
listed on the Scripting tab in red. You may need to refresh the page to see runtime errors. Runtime errors are
also logged and can be found on the App Log tab.
Figure 19.4. Example runtime error in a print script
Where possible the error message will indicate the line number on which the error was found and the relevant line
will be highlighted.
The best way to start out writing print scripts is to first experiment with some of the recipes. Try importing a recipe on
a test/non-production printer using the Import Recipe button. Recipes demonstrate best practice and should be
considered as a starting point for development of your own scripts.
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Advanced Scripting (Print Scripting)
Figure 19.5. Importing a print script recipe
Code snippets are small code fragments that demonstrate how to use make best use of the scripting API (inputs,
functions and methods). Consider using snippets as a base for adding functionality to your script. Snippets are
inserted at the current cursor location and accessed via the Insert Snippet at Cursor button.
Figure 19.6. Importing a print script snippet
299
Advanced Scripting (Print Scripting)
19.1.3. Advanced Print Scripting - Global Include Script
Large organizations with advanced print scripting requirements may need to share common code between different
print scripts. Advanced scripting techniques can be used to build these common libraries.
Writing a common script allows reuse of JavaScript code and functions without needing to copy script code to all
printers. Write the common script code in a file named print-script-common.js and save it in the
[install-path]/server/custom directory. This script is included and executed automatically and functions
created in this file are accessible from all print scripts.
Errors in the common print script are detected and displayed in the Scripting tab. The error message contains the
name of the common script file, the error, and the line number where the error occurred. You may need to refresh
the page to see these errors. These errors are also visible in the App. Log tab.
19.1.4. Tips for Print Scripts
1.
Use snippets and/or recipes where possible. They are tested and demonstrate best practice.
2.
Start out small and aim high. Don't try building your script all in one go. Write a bit, test, then move on. Large
scripts written in one go are hard to debug.
3.
Always test your scripts! Just because a script compiles does not mean it is bug free. Take time to test your
script and exercise all logic paths. For example, if your script applies an action to jobs with more than 100
pages, test it by printing jobs that are both more and less than 100 pages.
4.
Check all your scripts from time to time for runtime errors and/or enable error level event notifications to receive
an email when errors occur (see Section 14.6.2.3, “Error level event notifications”).
5.
Take some time to explore the list of methods in the reference API documentation (see Section 19.2, “Print
Script API Reference”). Knowing what is possible will open up ideas.
6.
Use actions.log.debug() or actions.client.sendMessage() to assist with "print line" style
debugging.
7.
If your scripts interact with end-users, perform some usability testing to ensure they understand your messages
and intentions.
8.
Consider using HTML markup to pretty up your dialog messages (see the snippet titled Show a dialog with
HTML formatting).
19.2. Print Script API Reference
Print scripts are segments of code that are run whenever a new print job arrives. The script is defined using the
concept of a "hook". A hook is a JavaScript function that is defined by you, the script writer. It is also commonly
referred to as an entry point or method. A number of print hooks (entry points) are available and each differ by the
point in the print workflow when they are called. For example, a hook early in the workflow has the ability to
influence behavior later in the flow, while scripts late will correspondingly have access to additional information that
would not be available earlier. In most cases the generic main hook will satisfy most requirements.
Note
This API reference describing the all the properties and functions available to print scripts. Many of
these inputs and functions reference JavaScript objects (e.g. String, Boolean, Date etc.). A good
JavaScript reference will assist with making use of and formatting these objects. A good reference can
be found at the Mozilla Developer Center here:
https://developer.mozilla.org/en/JavaScript/Reference.
19.2.1. Script Hooks (Entry Points)
The available print hooks are:
300
Advanced Scripting (Print Scripting)
Hook
Description
printJobHook(inputs, actions)
This is the main multi-purpose hook and will be suitable for most situations.
Point of Call: Immediately before account selection popup displays.
Suitability: Most situations as all print job inputs and most actions are available.
Limitations:
•
Can't influence popup authentication behavior
•
End-user account selection information is not available
This hook should only be used to perform actions that use the result of the
account
selection
popup
(i.e.
accesses
inputs.job.selectedSharedAccountName).
printJobAfterAccountSelectionHook(inputs, actions)
Point of Call: Immediately after account selection popup displays (or would
display if enabled).
Suitability: Only use when the result of the account selection is required.
Limitations:
•
Can't influence account selection popup behavior or selected results
(because it's already been completed)
•
Can't influence popup authentication behavior
If you have the need for another hook (e.g. pre-authentication), please explain
your requirements to the support team. Your input can influence the
development of future scripting features.
Other Hooks
Table 19.1. Print Workflow Hooks
All print job hooks have access to job, printer and user information and can perform a variety of actions that affect
the job processing. The scripts have access to these through the two function arguments:
•
inputs - Read-only access to the print job, user and printer information.
•
actions - Access to perform actions that can influence the job processing, e.g. to cancel a job or send a
message to the client software.
inputs are read-only and any modification to variables will not affect the print job. All actions (also known as
side-effects) must be performed via the available actions. All available inputs and actions are listed below.
19.2.2. Script Inputs
19.2.2.1. Job Info (inputs.job)
Property/Method
Description
inputs.job.date
(date) The date/time the job was printed.
inputs.job.username
(string) The username of the user that printed the job.
inputs.job.printerServerName
(string) The name of the server the print queue is hosted on.
inputs.job.printerName
(string) The printer name.
inputs.job.fullPrinterName
(string) The full name of the printer including the server name, in the format
server\printer.
inputs.job.documentName
(string) The document name.
inputs.job.isAnalysisComplete
(boolean) Indicates that the print job has been completely analyzed. Before the
job analysis is completed, only basic job information is available (e.g. date,
username, printer, document name, client machine, etc). The detailed job
information like page counts, paper size, costs, etc are only available after
analysis is completed.
If scripts require access to the detailed information, they should only access
these once the job analysis is completed. This is achieved by placing the
301
Advanced Scripting (Print Scripting)
Property/Method
Description
following snippet at the start of the print hook function:
if (!inputs.job.isAnalysisComplete) {
return;
}
This snippet will exit the script if analysis is not complete. Once analysis is
completed the script will be called again and continue past this point.
inputs.job.isWebPrintJob
(boolean) Determines if the job has been submitted by web print.
inputs.job.jobSourceName
(string) The machine name of the client workstation where the job was printed,
or the type of job if originating from Google Cloud Print
(GOOGLE_CLOUD_PRINT), Web Print (WEB_PRINT) or Email to Print
(EMAIL_PRINTING). May be blank if the client machine name is not known.
inputs.job.clientIP
(string) The IP address of the client workstation where the job was printed. This
may not be populated if the client IP address is not known.
inputs.job.clientMachineOrIP
(string) The machine name or IP address of the client workstation where the job
was printed. If we know both the machine name and the IP address the
machine name will be returned.
inputs.job.selectedSharedAccountName
(string) The full name of the selected shared account. If no shared account is
selected the an empty string is returned ("").
(Only available after the account selection is completed. i.e. from within the
printJobAfterAccountSelectionHook hook.)
(number) The total number of pages in the print job.
inputs.job.totalPages
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The total number of sheets of paper produced by the job.
inputs.job.totalSheets
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The total number of color pages in the print job.
inputs.job.totalColorPages
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The total number of grayscale pages in the print job.
inputs.job.totalGrayscalePages
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(boolean) Determines if the job is grayscale (i.e. contains no color).
inputs.job.isGrayscale
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(boolean) Determines if the job is color (i.e. contains at least one color page).
inputs.job.isColor
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(boolean) Determines job is duplex.
inputs.job.isDuplex
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The cost of the job.
inputs.job.cost
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The number of copies. The totalPages attribute already takes the
copies into account.
inputs.job.copies
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The size of the spool size in kilobytes (KB).
inputs.job.spoolSizeKB
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Advanced Scripting (Print Scripting)
Property/Method
Description
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(string) The paper size name (e.g. Letter, Tabloid, A4, A3).
inputs.job.paperSizeName
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The height of the paper size in millimetres (mm).
inputs.job.paperSizeHeightMM
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The width of the paper size in millimetres (mm).
inputs.job.paperSizeWidthMM
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The amount of energy used by this job in terms of the number of
hours of use of a 60W light bulb.
inputs.job.environmentBulbHours
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The amount of paper used by this print job in terms of number of
trees.
inputs.job.environmentTrees
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
(number) The amount of carbon dioxide (C02) produced by this print job.
inputs.job.environmentGramsCO2
(Only available when job analysis is complete. i.e. isAnalysisComplete is
true.)
Calculates the cost of printing this job on another printer. This can be used to
determine the "Least cost route" for this job. This returns the cost of the job.
inputs.job.calculateCostForPrinter(printerName)
Parameters:
•
printerName (string) - The name of the printer to calculate the cost of the
job for. This can be entered as server\\printer or without the server
name. If the server name is ommitted it is assumed the printer is on the
same print server as the current job.
NOTE: The inputs.job.calculateCostForPrinter input requires the double \
character.
Table 19.2. Job Info Script Reference (inputs.job)
19.2.2.2. User Info (inputs.user)
Property/Method
Description
inputs.user.username
(string) The username of the user that printed the job.
inputs.user.fullName
(string) The full name of the user that printed the job (if known).
inputs.user.email
(string) The email address of the user that printed the job (if known).
inputs.user.office
(string) The office of the user that printed the job (if known).
inputs.user.department
(string) The deparment of the user that printed the job (if known).
inputs.user.restricted
(boolean) Determines if the user is restricted. i.e. printing is denied when they
have no credit.
inputs.user.balance
(number) The user's current account balance.
inputs.user.isInGroup(groupName)
Determines if the user belongs to the given group name (as defined on the
Groups tab). Returns true if the user belongs to this group.
Parameters:
303
Advanced Scripting (Print Scripting)
Property/Method
Description
•
groupName (string) - The name of the group to check. NOTE: The group
name is case-sensitive.
Return a value as a string associated with a persistent custom-defined
property saved on the user, or null if there is no such value.
inputs.user.getProperty(propName)
Parameters:
•
propName (string) - The name/key of a user property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
A convenience method to return a value as a number associated with a
persistent custom-defined property saved on the user, or null if there is no
such value.
inputs.user.getNumberProperty(propName)
Parameters:
•
propName (string) - The name/key of a user property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.3. User Info Script Reference (inputs.user)
19.2.2.3. Client Info (inputs.client)
Property/Method
Description
inputs.client.isRunning
(boolean) Determines if the user who printed the job is running the user client
software. This can be used to adapt the script to handle when a client isn't
running. e.g. Only display a popup question when the client is running.
The client is considered "running" if there was activity from that client within the
last 5 minutes.
Table 19.4. Client Info Script Reference (inputs.client)
19.2.2.4. Printer Info (inputs.printer)
Property/Method
Description
inputs.printer.serverName
(string) The name of the server where the printer is hosted.
inputs.printer.printerName
(string) The name of the printer.
inputs.printer.fullPrinterName
(string) The full name of the printer in format server/printer.
inputs.printer.isVirtualQueue
(boolean) Determines if this printer is a virtual queue.
inputs.printer.isDisabled
(boolean) Determines if this printer is currently disabled.
inputs.printer.isStatusError
(boolean) Determines if this printer is currently in an error state (e.g. paper jam,
offline, etc.)
inputs.printer.statusInErrorSince
(date) The time when the printer went into this error state.
inputs.printer.statusInErrorSeconds
(number) The number of seconds since the printer has been in error.
inputs.printer.groups
(Array) An array of all the printer groups that this printer is a member of.
inputs.printer.isInGroup(groupName)
(boolean) Determines if the printer belongs to a particular printer group. Returns
true if the printer belongs to this group.
Parameters:
•
304
groupName (string) - The name of the printer group to check.
Advanced Scripting (Print Scripting)
Property/Method
Description
inputs.printer.getProperty(propName)
Return a value as a string associated with a persistent custom-defined
property saved on the printer, or null if there is no such value.
Parameters:
•
propName (string) - The name/key of a printer property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
A convenience method to return a value as a number associated with a
persistent custom-defined property saved on the printer, or null if there is no
such value.
inputs.printer.getNumberProperty(propName)
Parameters:
•
propName (string - The name/key of a printer property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.5. Printer Info Script Reference (inputs.printer)
19.2.2.5. Utilities (inputs.utils)
Method
Description
inputs.utils.formatBalance(amount)
Formats the balance amount based on the server currency settings. Returns a
string.
Parameters:
•
amount (number) - the amount to format.
Formats the cost amount (e.g. a job cost) based on the server currency settings.
Returns a string.
inputs.utils.formatCost(amount)
Parameters:
•
amount (number) - the amount to format.
Formats a number with the given number of decimal places. Returns a string.
inputs.utils.formatNumber(amount, decimals)
Parameters:
•
amount (number) - the amount to format.
•
decimals (number) - The number of decimal places to format.
Return a value as a string associated with a persistent custom-defined global
property, or null if there is no such value.
inputs.utils.getProperty(propName)
Parameters:
•
propName (string) - The name/key of a global property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
A conveneince method to return a value as a number associated with a
persistent custom-defined global property, or null if there is no such value.
inputs.utils.getNumberProperty(propName)
Parameters:
•
propName (string) - The name/key of a global property to look-up.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.6. Utilities Script Reference (inputs.utils)
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Advanced Scripting (Print Scripting)
19.2.3. Script Actions
19.2.3.1. Job Actions (actions.job)
Method
Description
actions.job.addComment(comment)
Appends a comment to the job. This will be logged to the database and is
available in the job logs and reports. If the job already has a comment (e.g. set
by the user with the advanced client) then this will append to the existing
comment.
Parameters:
•
comment (string) - The comment to add to the print job.
Sets the cost of the print job. NOTE: If there are other cost adjustments
configured (e.g. user cost overrides), these may further modify the job cost later
in the job processing.
actions.job.setCost(cost)
Parameters:
•
cost (number) - The cost of the job. Must be greater than or equal to 0.
actions.job.cancel()
Cancels the current print job so that it will not be printed. It will not log the
cancelled job. To log the job use actions.job.cancelAndLog. The script
should typically exit using return after cancelling the job.
actions.job.cancelAndLog([comment])
Cancels the current print job and logs it under job logs. It can also add a
comment to the job which is then available in the job logs and reports. The
script should typically exit using return after cancelling the job.
Parameters:
•
comment (string) - An optional parameter to add a comment to the print job.
actions.job.chargeToPersonalAccount()
Disables any client popups and account selection, and charges the job to the
user's personal account.
actions.job.chargeToSharedAccount(accountName)
Disables any client popups and account selection, and charges the job to the
specified shared account.
Parameters:
•
accountName (string) - The name of the shared account. If the shared
account is a sub-account then the account name must be provided in the
format parentName\\subName.
NOTE: The actions.job.chargeToSharedAccount action requires the double \
character.
Schedules the job to be redirected to the given printer queue. The job is
redirected after it has completed processing (e.g. after print popups are
acknowledged, filters are run, and the job is released from the hold/release
queue).
actions.job.redirect(printerName[, options])
NOTE 1: Jobs should only be redirected between compatibles printers (e.g.
those that support the same printer language and features). For more
information see Section 12.2, “Requirements For Job Redirection (Load
Balancing or Find Me Printing)”.
NOTE 2: By default, once a job is redirected it will be printed on the destination
queue. If you wish the job to be held at the destination queue, you must specify
the option: allowHoldAtTarget:true. You may not run another script or use print
popups at the destination queue.
Parameters:
•
printerName (string) - The name of the printer to redirect to. This can be
entered as server\printer or without the server name. If the server
name is omitted it is assumed the printer is on the same print server as the
current job.
•
options (object/dictionary) - An optional parameter defining the additional
options to the redirect command. Options include:
•
allowHoldAtTarget (boolean) - Determines whether the job will hold
at the destination printer if the printer has a hold/release queue defined .
Default: false.
•
recalculateCost (boolean) - Determines whether to recalculate the
cost based on the settings of the destination printer. Default: false.
Example 1: Redirect to a printer named "server\Fast Printer".
306
Advanced Scripting (Print Scripting)
Method
Description
actions.job.redirect("server\\Fast Printer");
Example 2: Redirect to a virtual queue named "server\Utility Room". The job will
hold at the release station.
actions.job.redirect("server\\Utility Room",
{allowHoldAtTarget: true});
Example 3: Redirect to a virtual queue named "server\Utility Room",
recalculating the cost based on the cost settings of the destination printer.
actions.job.redirect("server\\Utility Room",
{allowHoldAtTarget: true, recalculateCost: true});
NOTE 3: The actions.job.redirect() action requires the double \ character.
actions.job.bypassReleaseQueue()
Allows this job to pass through the queue without being held in a hold/release
queue.
actions.job.holdInReleaseQueue([mode])
Holds this job in a hold/release queue that it was printed to. If the mode
argument is omitted the job will be held in "User-release" mode.
Parameters:
•
mode (string) - An optional parameter defining the release station mode. If
set to user-release, the user can release the job. If set to
manager-release, only an admin or print release manager can release
the job. Default: user-release
actions.job.bypassFilters()
Allows this job to pass through the queue without being denied by the
configured print filters/restrictions.
actions.job.convertToGrayscale()
Convert this job to grayscale (if it is not already grayscale). The job's cost will be
recalculated after conversion to grayscale.
For more information and troubleshooting with job conversions please see
Section 7.7.2, “Print Conversion Filters in Detail”.
Convert this job to duplex (if it is not already duplex). The job's cost will be
recalculated after conversion to duplex.
actions.job.convertToDuplex()
For more information and troubleshooting please see Section 7.7.2, “Print
Conversion Filters in Detail”.
Change the number of copies in this job. E.g. change to print 4 copies instead of
1 copy. This should only be used to increase the copy count from 1, not to
reduce the count or change in other ways. The job's cost will be recalculated
after the number of copies has been changed. This feature may not be available
for all print drivers.
actions.job.changeNumberOfCopies(newCopies)
For more information and troubleshooting please see Section 7.7.2, “Print
Conversion Filters in Detail”.
Parameters:
•
newCopies (number) - The new number of copies to print.
Note: changing the number of copies is experimental and may not work on all
devices. If you experience problems and the steps in Section 7.7.2.2,
“Troubleshooting” do not assist, please contact support for assistance.
Changes the name of the document that will be logged in the database.
actions.job.changeDocumentName(documentName)
Parameters:
•
documentName (string) - The new name of the document.
Changes the user associated with the job (i.e. the user will be logged as the
user that printed the job).
actions.job.changeUser(username)
Parameters:
•
307
username (string) - The username of the user.
Advanced Scripting (Print Scripting)
Method
Description
actions.job.changePersonalAccountChargePriority(accountNames) Allows overriding which of a users' personal accounts to charge and in which
order/priority. This can be useful when a printer can only be used when credit is
available in a particular subset of user personal accounts (e.g. department
allocated quotas). Only those accounts listed will be charged for the job. If credit
isn't available in the listed accounts the jobs is denied.
NOTE: This is only valid when Multiple Personal Accounts is enabled. See
Chapter 31, Multiple Personal Accounts.
Parameters:
•
accountNames (array of strings) - the list of personal account names (as
configured in Options → Advanced.) in the order they should be charged.
e.g. ["Default", "Cash"]. When searching for the account names the
case differences are ignored. If any of the accounts supplied to do not exist
then an entry is written to the server log. If no valid accounts are found then
the personal account charge priority is unchanged.
Example: To allow the jobs to be only charge to the accounts "Science
Department" and "Cash" (in that order)
actions.job.changePersonalAccountChargePriority(
["Science Department", "Cash"]);
actions.job.disableArchiving()
Disable print job archiving if it's been enabled for this job.
actions.job.setWatermark(text)
Sets the watermark text for this job. Watermarking allows text to be added on
each printed page, e.g. the date and name of the user who printed the job.
NOTE: Using an empty string will disable the watermark, overriding a
queue-level setting. Example: actions.job.setWatermark("");
Parameters:
•
text (string) - the watermark text to add to each page of the job. The text
may include replacement variables such as "%user%" (replaced with the
username of the user who printed the job). An empty string will disable
watermarking for this job.
For more information about watermarking and the replacement variables that
can be used in text see Section 7.13, “Watermarking/Job Annotation”.
Table 19.7. Job Actions Script Reference (actions.job)
19.2.3.2. Client Actions (actions.client)
The client actions allow a script to send messages to the user client and prompt the user for a variety of questions.
These require that the user is running the client software.
Method
Description
actions.client.sendMessage(message)
Sends a message to the user. This message is typically displayed as a task tray
popup on Windows. Unlike the prompt actions, the user does not need to
acknowledge the message to allow the job to print.
Parameters:
•
message (string) - the message to display to the user.
Prompts the user with the message dialog that displays an OK button. Returns
a string:
actions.client.promptOK(message[, options])
•
"OK" - if the user presses the OK button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
308
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Advanced Scripting (Print Scripting)
Method
Description
actions.client.promptOKCancel(message[, options])
Prompts the user with the message dialog that displays an OK and Cancel
button. Returns a string:
•
"OK" - if the user presses the OK button.
•
"CANCEL" - if the user presses the OK button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
actions.client.promptPrintCancel(message[, options])
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Prompts the user with the message dialog that displays a Print and Cancel
button. Returns a string:
•
"OK" - if the user presses the OK button.
•
"CANCEL" - if the user presses the OK button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Prompts the user with the message dialog that displays a Yes and No button.
Returns a string:
actions.client.promptYesNo(message[, options])
•
"YES" - if the user presses the Yes button.
•
"NO" - if the user presses the No button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
actions.client.promptYesNoCancel(message[, options])
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Prompts the user with the message dialog that displays a Yes, No and Cancel
button. Returns a string:
•
"YES" - if the user presses the Yes button.
•
"NO" - if the user presses the No button.
•
"CANCEL" - If the user presses the Cancel button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Prompts the user with the message dialog that prompts the user to enter text,
and shows an OK and Cancel button. Returns a string:
actions.client.promptForText(message[, options])
309
•
[user entered text] - if the users enters text and presses OK.
•
"CANCEL" - If the user presses the Cancel button.
Advanced Scripting (Print Scripting)
Method
Description
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
actions.client.promptForPassword(message[, options])
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”. Additional options include:
•
defaultText (string) - The text that will pre-populate the text entry field.
•
fieldLabel (string) - The label displayed on the left side of the text
field. By default no field label is displayed, and the text-box fills the full
width of the dialog.
Prompts the user with the message dialog that prompts the user to enter a
password, and shows an OK and Cancel button. User input will be masked.
Note that this function simply masks user input - it does not perform any actual
password authentication. Returns a string:
•
[user entered text] - if the users enters text and presses OK.
•
"CANCEL" - If the user presses the Cancel button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
actions.client.promptForChoice(message, choices[, options])
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”. Additional options include:
•
defaultText (string) - The text that will pre-populate the text entry field.
•
fieldLabel (string) - The label displayed on the left side of the text
field. By default no field label is displayed, and the text-box fills the full
width of the dialog.
Prompts the user with the message dialog that prompts the user to select from
one or more choices from a drop-down list, and shows an OK and Cancel
button. Returns a string:
•
[user selected choice] - The selected choice item.
•
"CANCEL" - If the user presses the Cancel button.
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
•
message (string) - the message to display to the user. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
choices (array of strings) - the list of choices to display in the drop-down
list. e.g. ["Unclassified", "Restricted", "Top secret"]
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”. Additional options include:
•
defaultChoice (string) - The default choice which is pre-selected for
the user. This must match one of the provided choices.
•
fieldLabel (string) - The label displayed on the left side of the
drop-down box. By default no field label is displayed, and the drop-down
fills the full width of the dialog.
Prompts the user with a dialog containing a multiple input field form. The dialog
also shows OK and Cancel buttons. The input fields and layout are defined
using HTML with form elements. The htmlForm parameter must contain valid
HTML including at least one or more form elements such as <input>. When the
user presses the OK button, the form data is returned in a JavaScript object
where the values may be retrieved using the field name. e.g.
response['fieldName']:
actions.client.promptForForm(htmlForm[, options])
310
•
[JavaScript object containing form data] - when the users
enters text and presses OK. To retrieve the value of the field named
fieldName use response['fieldName'].
•
"CANCEL" - If the user presses the Cancel button.
Advanced Scripting (Print Scripting)
Method
Description
•
"TIMEOUT" - If the user does not respond within the timeout period.
Parameters:
•
htmlForm (string) - the HTML form/message to display to the user. The
HTML needs to include one or more HTML input elements - including text
fields (normal, password or multi-line), radio boxes, check boxes and choice
lists. Each form element must have a unique name that is used to identify
the field when the user's input is returned to the server. For information on
formatting messages see Section 19.2.3.2.2, “Client Prompt Message
Formatting”.
•
options (object/dictionary) - Options to change the behavior of the prompt.
For the standard prompt options see Section 19.2.3.2.1, “Client Prompt
Standard Options”.
Use of promptForForm is demonstrated in a code snippet and in a recipe.
Table 19.8. Client Actions Script Reference (actions.client)
19.2.3.2.1. Client Prompt Standard Options
All the client prompt options have an options parameter to customize the prompt behavior. Some prompt types
have additional options, but all prompt types have the following options:
•
dialogTitle (string) - The title of the dialog.
•
dialogDesc (string) - The brief one-line description to complement the dialog title.
•
hideJobDetails (boolean) - Used to hide the job details from the user. e.g. document name, printer name,
pages, cost, etc. Default: false - the job details are displayed.
•
timeoutSecs (number) - The number of seconds to wait for a response from the user. Once this time elapses,
the prompt method returns "TIMEOUT". The default timeout is 5 minutes (300 seconds).
•
questionID (string) - Uniquely identifies a question for a given print job and script. Once a user has responded
to a prompt with a given questionID, the result will be remembered and the user will not be prompted again for
this job. This is important as the print script may be called repeatedly if jobs are held awaiting prompts, popups or
are held in a release queue. If the questionID is not provided, the question ID is automatically generated
based on the prompt parameters (e.g. message, buttons, choices, etc).
The questionID is rarely required, only in the following cases:
•
•
If the same prompt/question is required multiple times for a single script, and the user must answer each
time. Assigning a different questionID to each prompt will ensure that the user is re-prompted.
•
If the message of a prompt changes with each call. e.g. if the message included the current time it would
change each time the prompt was called. Another example is if the message includes the user's balance, this
might change if they are printing multiple print jobs. Both of these would cause the multiple prompts to
appear. Assigning a questionID will avoid this re-prompting.
•
When performing validation of user-entered text from a text prompt in a while loop. A unique questionID
should be assigned with each loop iteration, otherwise the user will not be reprompted and an infinite loop will
occur (PaperCut MF will detect this and cancel the script execution).
fastResponse (boolean) - When set to true PaperCut will enable fast response mode to retrieve the response
to the client prompt more quickly. This is only useful when displaying a sequence of prompts, and will cause the
next prompt to display more quickly.
IMPORTANT: This setting is only useful when displaying a sequence of prompts. Care should be taken when
enabling this option as it may cause increased load on the server.
You might also want to consider displaying a multi-input form instead of separate prompts. See
actions.client.promptForForm() for details.
19.2.3.2.2. Client Prompt Message Formatting
311
Advanced Scripting (Print Scripting)
The client prompts allow the administrator to display a message to the user and ask for user input. The dialog
messages provide a subset of the most useful HTML formatting options. You can use them to make your message
stand out and grab the user's attention.
Plain text formatting:
To use plain text formatting simply provide a standard JavaScript string as the message parameter. To start a new
line, use the new line character \n. e.g.
actions.client.promptOK("First line\n\nSecond line");
HTML formatting:
The dialogs messages HTML formatting that provides a large subset of the most useful HTML formatting options. So
you can get creative and make your message stand out and grab the user's attention.
To enable HTML formatting, surround the message text in <html> and </html> tags. Below is a very simple
example that shows the word bold in bold.
actions.client.promptOK("<html>This is <b>bold</b></html>");
The client dialogs support many of the commonly used HTML features/elements including:
•
Bold text - <b>
•
Colored text - <span style='color: red'>
•
Images - <img src='http://host.com/image.jpg'>
•
Line breaks - <br>
•
Font sizes - <span style='font: 14px'>
•
Bullet lists - <ul> / <li>
•
Numbered lists - <ol> / <li>
•
Horizontal rule - <hr>
•
Text Field Input - <input name="comment"> (only valid in actions.client.promptForForm)
The dialog below shows most of the formatting options outlined above. The code for this dialog is available in the
"Show a dialog with HTML formatting" snippet.
312
Advanced Scripting (Print Scripting)
Figure 19.7. Print Script Client Prompt with HTML formatting
Tip
To reference an image stored in the directory [app-path]/server/custom/web/my-image.jpg
use the HTML:
<img src='http://%PC_SERVER%/custom/my-image.jpg'>
The special substitution variable %PC_SERVER% is expanded to the name and port of your active
PaperCut server.
19.2.3.3. Log Actions (actions.log)
Method
Description
actions.log.info(message)
Logs an informational message to the App. Log.
Parameters:
•
message (string) - the message to log.
Logs an warning message to the App. Log.
actions.log.warning(message)
Parameters:
•
313
message (string) - the message to log.
Advanced Scripting (Print Scripting)
Method
Description
actions.log.error(message)
Logs an error message to the App. Log.
Parameters:
•
message (string) - the message to log.
Logs
a
message
to
the
server's
text-based
log
file
([app-path]/server/logs/server.log). This can be helpful to diagnose
problems with print scripts.
actions.log.debug(message)
Parameters:
•
message (string) - the message to log.
Table 19.9. Log Actions Script Reference (actions.log)
19.2.3.4. Utility Actions (actions.utils)
Method
Description
actions.utils.sendEmail(recipient, subject, body)
Sends an email to an email address or username.
Parameters:
•
recipient (string) - either the email address or username of the email
recipient.
•
subject (string) - subject text of the email.
•
body (string) - body text of the email.
Sends an email to one or many email addresses or usernames.
actions.utils.sendEmail(recipients, subject, body)
Parameters:
•
recipients (array of strings) - either the email addresses or usernames of
the email recipients.
•
subject (string) - subject text of the email.
•
body (string) - body text of the email.
Example: to send an email to many email addresses or usernames
actions.utils.sendEmail(
["Administrator", "[email protected]"],
"Oh no!", "we're out of print credit!");
actions.utils.onCompletionSaveProperty(propName,
options])
value[,
Saves a global value as a string associated with a persistent custom-defined
property. This operation is performed once the print script completes and the
print-job is printed.
Parameters:
•
propName (string) - the name/key of the property to set.
•
value (string) - the property value. Note: Numbers will be converted to a
string.
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
actions.utils.onCompletionIncrementNumberProperty(propName,
value[, options])
A convenience method to increment a global number value associated with a
persistent custom-defined property. This operation is performed once the print
script completes and the print-job is printed.
Parameters:
314
•
propName (string) - the name/key of the property to set.
•
value (number) - the amount to increment by. A negative number will
decrement.
Advanced Scripting (Print Scripting)
Method
Description
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.10. Utility Actions Script Reference (actions.utils)
19.2.3.5. User Actions (actions.user)
Method
actions.user.onCompletionSaveProperty(propName,
options])
Description
value[,
Saves a value on the user as a string associated with a persistent
custom-defined property. This operation is performed once the print script
completes and the print-job is printed.
Parameters:
•
propName (string) - the name/key of the property to set.
•
value (string) - the property value. Note: Numbers will be converted to a
string.
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
actions.user.onCompletionIncrementNumberProperty(propName,
value[, options])
A convenience method to increment a number value on the user associated
with a persistent custom-defined property. This operation is performed once the
print script completes and the print-job is printed.
Parameters:
•
propName (string) - the name/key of the property to set.
•
value (number) - the amount to increment by. A negative number will
decrement.
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.11. User Actions Script Reference (actions.user)
19.2.3.6. Printer Actions (actions.printer)
Method
actions.printer.onCompletionSaveProperty(propName,
options])
Description
value[,
Saves a value on the printer as a string associated with a persistent
custom-defined property. This operation is performed once the print script
completes and the print-job is printed.
Parameters:
•
propName (string) - the name/key of the property to set.
•
value (string) - the property value. Note: Numbers will be converted to a
string.
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
315
Advanced Scripting (Print Scripting)
Method
Description
Defined Persistent Properties (Storage)”.
actions.printer.onCompletionIncrementNumberProperty(propName, A convenience method to increment a number value on the printer associated
value[, options])
with a persistent custom-defined property. This operation is performed once the
print script completes and the print-job is printed.
Parameters:
•
propName (string) - the name/key of the property to set.
•
value (number) - the amount to increment by. A negative number will
decrement.
•
options (object/dictionary) - options to modify behavior of the command.
•
saveWhenCancelled (boolean) - If set to true, the operation is
performed even if the print job is cancelled (eg. insufficient credit). By
default, this is set to false.
For more information using storage properties see Section 19.2.4, “User
Defined Persistent Properties (Storage)”.
Table 19.12. Printer Actions Script Reference (actions.printer)
19.2.4. User Defined Persistent Properties (Storage)
Print scripts have the ability to store or save information between executions. They allow script authors to implement
advanced logic which takes advantage of not just the current print event information, but any information that has
been stored by previous script events. Properties also can be used to share data between different scripts. Some
ideas that can be implemented with print script properties could include:
•
Rate limits – knowledge of previous jobs in the given period need to be stored/known.
•
Detecting duplicate events/situations over time.
•
Detecting repeatable user behavior. e.g. how many times a user uses duplex in a row.
•
Shared settings between scripts . e.g. Global defined configuration variables/settings.
Properties are key-value pair storage which are associated with a user or printer, or optionally can be global. Keys
are Strings that uniquely define the property. Values are stored as Strings and hence values can be any data that
can be converted to and from a string. The maximum length of a key is 70 characters, and the value is 1,000
characters.
19.2.4.1. Working with properties
Properties are fetched via the getProperty call on the associated source. For example, to fetch a property stored
on the user associated with the print job, use inputs.user.getProperty("my-key"). Printer properties are
fetched via inputs.printer.getProperty(), and global via inputs.utils.getProperty(). There exists a
set of convenience methods called getNumberProperty() if dealing exclusively with a number.
By default, properties are only saved (to the database) after the print script completes and the job is printed (i.e. not
cancelled or denied). If saving/incrementing properties on job cancellation is required (e.g. the user has insufficient
credit, or actions.job.cancel is called, use the saveWhenCancelled optional argument. For example, to set a
property on the user, use:
actions.user.onCompletionSaveProperty("my-key", "my-value")
The same command with "save on cancellation" behavior enabled is:
actions.user.onCompletionSaveProperty("my-key", "my-value", {'saveWhenCancelled' : true})
316
Advanced Scripting (Print Scripting)
Tip
Global properties are stored as PaperCut config settings and hence can be edited by any priviledge
system administrator. You can find your properties via Options → Actions → Config editor
(Advanced). All script properties are prefixed with script.user-defined. and are searchable by
name. Hence global properties are a great way to define editable configuration values that are shared
between scripts.
19.2.4.2. Implementing Counters (Advanced)
There are two ways to implement a counter (e.g. a page number count). One approach is to simply get the current
value, increment, then save. On high volume networks there exists the possibility of another event overwriting the
value.
Print
scripts
provide
a
convenience
method
which
avoids
this
called
onCompletionIncrementNumberProperty(). See the recipe "Prevent overuse of lab printers (rate limiting)" for
an example.
19.2.5. Print Script Requirements (Advanced)
These notes are intended for advanced developers "pushing the limits" of print script functionality. All print scripts
must conform to the following technical requirements:
1.
Timeouts: All scripts execution logic should complete within 5 seconds of CPU time. Failure to comply - say due
to an infinite loop - will result in the script terminating and raising a runtime error. Five seconds should be
adequate as even the most advanced example recipes complete within a few milliseconds.
2.
Reentrant and Idempotent: All scripts should be reentrent - designed to be called multiple times for the same
job, each time producing the same result/behavior. For example your script will be called multiple times at
various stages of analysis and it's expected to provide the same output given the same input. Side-effects
based off logic other than the inputs are not recommended. For example, logic based off the result of
Math.random() would violate this principle.
3.
New APIs: If you have a need for new APIs, please email the developers. We have a number planned such as
the ability to influence account selection popup behavior, options to store/persist attributes on users and
printers, exec external processes, and more layout options for dialogs. Please share your ideas!
317
Chapter 20. Licensing and Support
This section describes how to install the PaperCut MF license you receive after purchase, and also provides
information about gaining support and assistance.
20.1. Installing a License
PaperCut MF licenses are issued as a digitally signed file. Installing the license file into the application enables the
software for use within your organization.
To install the license file supplied by your vendor:
1.
Save the license file to your hard disk. Your desktop is a handy location. Files are typically named PaperCut
MF-[orgname].license.
Tip
There is no need to unzip the file. The file can be loaded into the system as supplied.
2.
Log into the PaperCut MF administration interface.
3.
Navigate to the About page.
4.
Scroll down to the Register section and click the Browse... button.
5.
Locate the license file saved in step 1 and click Open.
6.
Click the Install license button.
7.
Verify license information is correctly listed in the About page.
Note
The file supplied is simply a digitally signed and zipped text file containing your license information. It's
converted to ZIP format to minimize size. If you're interested in viewing the contents of the file, rename
the file to .zip and simply open it in any ZIP extraction utility.
If you have a question about your license or need assistance please email the PaperCut Software International Pty
Ltd technical support team and they will be more than happy to assist you.
20.2. Technical Support & Further Information
The PaperCut Software development team is always happy to assist customers with further technical questions.
Please feel free to contact us via email or phone. The development team may also be contacted via the live web
chat feature available on the PaperCut Software International Pty Ltd website at http://www.papercut-mf.com/.
You may also find lots of other useful information in the Knowledge Base located at: http://www.papercut-mf.com/kb/
The Knowledge Base is updated regularly and is a good place to start if your question is not addressed in this user
manual.
318
Chapter 21. Deployment on an External
Database (RDBMS)
21.1. Overview
This section describes the process of running PaperCut MF on an external relational database, and describes why
an organization would choose to do this. By default PaperCut MF uses an internal database product known as
Apache Derby. This database engine was donated to Apache by IBM and was previously known as IBM
Cloudscape.
21.1.1. Why use an external RDBMS?
The internal PaperCut MF database is stable, scalable, self-maintaining and provides very good performance. For
this reason most organizations do not need to run PaperCut MF on an external database system. However there are
some good reasons to run PaperCut MF on an external RDBMS, including:
•
Your organization has existing database infrastructure and would like to consolidate all applications on the same
database platform.
•
Your organization has an existing database maintenance and backup procedure and would like PaperCut MF to
take advantage of this.
•
People would like to use 3rd party reporting and analysis tools (like Crystal Reports or Microsoft Access) to view
and analyze the PaperCut MF database.
•
Your organization is very large and requires the performance benefits of a dedicated RDBMS. This also allows
the database to reside on a separate server to PaperCut MF, which improves the system scalability.
21.1.2. Supported Databases
PaperCut Software International Pty Ltd supports the following external databases out-of-the-box:
•
Microsoft SQL Server 2000/2005/2008/2012 (either 32 or 64 bit)
•
Microsoft SQL Express 2005/2008/2012 (free from Microsoft)
•
PostgreSQL 7.1+ (a free open source database)
•
MySQL 5.0+ (a free open source database)
•
Oracle 9.2+ (including the free Oracle Express Edition).
These databases were chosen to cater for the majority of our customers. For more information on supported
databases, see the External Database Support Policy [http://www.papercut.com/kb/Main/ExternalDatabases].
21.2. Upsizing to an External RDBMS
Upsizing to an external RDBMS is a simple process that should take approximately 15-30 minutes. The high-level
steps to upsize are:
1.
Backup the existing data.
2.
Create and initialize the new database.
3.
Load the backed-up data into the new database.
4.
Restart the application.
These steps are discussed in detail below.
This chapter also includes some sections that describe database specific configuration. See Section 21.3,
319
Deployment on an External Database (RDBMS)
“Database specific configuration” for more details.
Important
Each application server requires exclusive access to an external database. i.e. A single database
cannot be shared between more than one application server. If you are running multiple application
servers (e.g. a test and production instance), then each must have a separate database.
21.2.1. Step 1 - Stop PaperCut MF
To upsize to an external database the application server must be stopped. This allows the data to be backed up,
guaranteeing that all data is saved and ready to load into the new database.
The instructions to stop the application server can be found in Section A.6, “Stopping and Starting the Application
Server”.
21.2.2. Step 2 - Perform a backup of the existing data
Perform a backup of the database. This data will be loaded into the application in a following step. A detailed
discussion about backups can be found in Section 14.5, “System Backups”. To backup the database:
1.
On the server, open a command prompt. (If you are seeing 'Access Denied' errors, please run command
prompt as Administrator).
2.
If running on Linux or Mac, use su or equivalent to become the identity of papercut. e.g.
Mac:
Linux:
3.
sudo su - papercut
su - papercut
Change (cd) to the server binaries directory. e.g.
Windows:
Mac:
Linux:
cd "C:\Program Files\PaperCut MF\server\bin\win"
cd "/Applications/PaperCut MF/server/bin/mac"
cd ~papercut/server/bin/linux-*
4.
Run the following command: db-tools export-db
5.
The output of the above command shows the name of the backup file created. Take note of this because it will
be required in a future step.
21.2.3. Step 3 - Create a new database in the external RDBMS
This step depends on the external database you are using, and it is assumed that the administrator knows how to
create a new database. No matter what database is used the following steps must be performed:
1.
Create a new empty database for dedicated use by PaperCut MF. When creating the database make sure to
select the correct character encoding for your language. IMPORTANT: The database should be created with an
character encoding suitable for your language. For SQL Server, the character encoding is set in the Collation
field on the new database screen. For other databases like PostgreSQL or MySQL it is recommended to select
a unicode character set (like UNICODE or UTF8) that allows all possible characters to be stored.
2.
Create a new database user (and password) for the PaperCut MF to use to connect to the database.
3.
Assign the appropriate permissions to the new user to give them full access to the new database (e.g.
permission to create/drop tables, and select/insert/update/delete in all tables).
320
Deployment on an External Database (RDBMS)
Important
To use SQL Server you must ensure that SQL Server has the TCP protocol, and the server
authentication option is set to "SQL Server and Windows Authentication".
Important
The database user created for PaperCut MF should only have minimal set of permissions required for
the PaperCut application. The user should have full permissions to create/drop tables and have full
access to any created tables. However, the user should not have permissions to access other
databases installed on the database server.
21.2.4. Step 4 - Change the PaperCut MF connection details
The next step is to configure PaperCut MF to connect to the new external database. To do this:
1.
On the server, open the server config file:
[app-path]/server/server.properties
in a text editor (e.g. Notepad).
2.
Comment out the line:
database.type=Internal
by adding a # (hash) character to the beginning of the line.
3.
Find the database connection details for the database type you require (e.g. SQL Server or PostgreSQL), and
uncomment the lines by removing the # (hash) characters.
4.
Set the username and password used to connect to the database
database.username=[your-db-user]
database.password=[your-db-password]
5.
Set the database URL, which describes the location and connection details of the external database. See below
for details of the format of the database URLs for different database types.
Important
If using Microsoft SQL Server, the username specified in the configuration settings is a SQL Server
database user, not a Windows user. This user needs to be created in the SQL Server and granted full
rights to the application database.
21.2.4.1. SQL Server Database Connection URL Format
The SQL Server URL format is:
jdbc:jtds:sqlserver://[server]/[database]
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Deployment on an External Database (RDBMS)
The [server] parameter is the name of the server running the SQL Server database, and must be resolvable from
the PaperCut MF server. If the SQL Server instance is running on the same machine then localhost can be used.
The [database] parameter is the name of the SQL Server database you created in Step 3 above.
When using SQL Server instances, the instance name is specified in the connection URL as follows:
jdbc:jtds:sqlserver://[server]/[database];instance=[instancename]
21.2.4.2. SQL Server Express Database Connection URL Format
The SQL Server Express format is:
jdbc:jtds:sqlserver://[server]:[port]/[database]
The [server] parameter is the name of the server running the SQL Server database, and must be resolvable from
the PaperCut MF server. If the SQL Server instance is running on the same machine then localhost can be used.
The [port] parameter is the port the SQL Server Express edition is configured to listen on. For more information
on configuring SQL Express, please see Section 21.3.1, “Configuring Microsoft SQL Express”.
The [database] parameter is the name of the SQL Server database you created in Step 3 above.
21.2.4.3. PostgreSQL Database Connection URL Format
The Postgres URL format is:
jdbc:postgresql://[server]/[database]
The [server] parameter is the name of the server running the PostgreSQL database, and must be resolvable
from the PaperCut MF server. If the PostgreSQL instance is running on the same machine then localhost can be
used.
The [database] parameter is the name of the PostgreSQL database you created in Step 3 above.
21.2.4.4. MySQL Database Connection URL Format
The MySQL URL format is:
jdbc:mysql://[server]/[database]
The [server] parameter is the name of the server running the MySQL database, and must be resolvable from the
PaperCut MF server. If the MySQL instance is running on the same machine then localhost can be used.
The [database] parameter is the name of the MySQL database you created in Step 3 above.
Important
See Section 21.3.2, “Configuring MySQL” for specific instructions to configure MySQL.
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Deployment on an External Database (RDBMS)
21.2.4.5. Oracle Database Connection URL Format
The Oracle URL format is:
jdbc:oracle:thin:@[server]:[port]/[ServiceName]
The [server] parameter is the name of the server running the Oracle database, and must be resolvable from the
PaperCut server. If the Oracle instance is running on the same machine then localhost can be used.
The [port] specifies the port number that the Oracle services are listening on. By default this is 1521.
The [ServiceName] specifies the Oracle service name or identifier used to identify the database. For Oracle
Express edition this is XE.
E.g. for an Oracle Express Edition installation on the same server as PaperCut, running on the default port and SID,
use:
jdbc:oracle:thin:@localhost:1521/SE
Important
See Section 21.3.3, “Configuring Oracle (and Oracle Express Edition)” for specific instructions to
configure Oracle.
21.2.5. Step 5 - Initialize the new database
The next step is to initialize the new database, creating the required database tables and initial data. To initialize the
database:
1.
On the server, open a command prompt. (If you are seeing 'Access Denied' errors, please run command
prompt as Administrator).
2.
If running on Linux or Mac, use su or equivalent to become the identity of papercut. e.g.
Mac:
Linux:
3.
sudo su - papercut
su - papercut
Change (cd) to the server binaries directory. e.g.
Windows:
Mac:
Linux (32bit):
Linux (64bit):
4.
cd
cd
cd
cd
"C:\Program Files\PaperCut MF\server\bin\win"
"/Applications/PaperCut MF/server/bin/mac"
~papercut/server/bin/linux-i686
~papercut/server/bin/linux-x64
Run the following command: db-tools init-db
A message will be displayed to indicate that the connection details are correct the database was initialized correctly.
21.2.6. Step 6 - Load the data into the new database
This step loads the data (that was exported in Step 2) into the database. To import the data:
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Deployment on an External Database (RDBMS)
1.
On the server, open a command prompt. (If you are seeing 'Access Denied' errors, please run command
prompt as Administrator).
2.
If running on Linux or Mac, use su or equivalent to become the identity of papercut. e.g.
Mac:
Linux:
3.
sudo su - papercut
su - papercut
Change (cd) to the server binaries directory. e.g.
Windows:
Mac:
Linux (32bit):
Linux (64bit):
cd
cd
cd
cd
"C:\Program Files\PaperCut MF\server\bin\win"
"/Applications/PaperCut MF/server/bin/mac"
~papercut/server/bin/linux-i686
~papercut/server/bin/linux-x64
4.
Run the following command: db-tools import-db "backup file name"
5.
This command will show progress importing the data.
If no errors occurred then the application is ready to restart.
21.2.7. Step 7 - Restart PaperCut MF
The data has now been moved to the new database and the server can be restarted.
The instructions on how to start the server can be found in Section A.6, “Stopping and Starting the Application
Server”.
Wait 30 seconds for the server to start, then log in to the admin console. If you can log in successfully, then the
upsizing process worked successfully.
21.3. Database specific configuration
This section includes database specific configuration for use with PaperCut MF.
21.3.1. Configuring Microsoft SQL Express
Microsoft SQL Express provides enterprise class database performance for free. However it does have some
limitations when compared to the full version of SQL Server. But these limitations are not likely to adversely affect
most PaperCut MF users. These limitations include:
•
4GB limit on database sizes (10GB for SQL Server Express 2008 and 2012)
•
Limited to only use 1 CPU
•
Limited to only use 1GB of RAM
This section described how to configure Microsoft SQL Express edition for use with PaperCut MF. It is assumed that
SQL Server Express is already installed with the default configuration.
Once this configuration is complete, the database can be used with PaperCut MF by following the instructions in
Section 21.2, “Upsizing to an External RDBMS”.
21.3.1.1. Enable TCP/IP connections
PaperCut MF uses TCP/IP to connect to the SQL Server database, but SQL Server Express does not enable TCP
support by default. To enable TCP/IP:
1.
On the machine with SQL Express installed, open the SQL Server Configuration Manager.
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Deployment on an External Database (RDBMS)
2.
Expand the SQL Server Network Configuration node on the left.
3.
Select the Protocols for SQLEXPRESS node on the left.
4.
Right-click the TCP/IP item on the right and select Properties.
5.
On the General tab, change Enabled to Yes.
6.
On the IP Addresses tab, under the IPAll node clear the TCP Dynamic Ports field. Also enter the port to listen
on in the TCP Port field. For example, 1450. Remember this port, because it needs to be used in the PaperCut
MF connection string.
7.
On the OK button to save the changes.
8.
Restart the Microsoft SQL Server Express service using either the standard service control panel or the SQL
Express tools.
21.3.1.2. Enable SQL Server authentication
PaperCut MF requires SQL Server authentication to be enabled on the instance of SQL Express. To do this:
1.
On the machine with SQL Express installed, open the SQL Server Management Studio Express tool.
2.
Right-click the instance of SQL Express to configure, and select Properties.
3.
Select the Security section on the left.
4.
Change the Server Authentication to SQL Server and Windows Authentication mode.
5.
Restart the Microsoft SQL Server Express service using either the standard service control panel or the SQL
Express tools.
21.3.1.3. Create Database User
PaperCut MF requires a user to connect to the database. To create this user:
1.
On the machine with SQL Express installed, open the SQL Server Management Studio Express tool.
2.
Right-click the Security->Logins node, and select New Login ....
3.
Enter the username (e.g. papercut).
4.
Change the Server Authentication to SQL Server and Windows Authentication mode.
5.
Enter the user's password.
6.
Disable password expiration.
7.
On the OK button to create the user.
8.
After creating the PaperCut MF database assign this user db_owner permissions on the database, so that it
can create the required database tables.
9.
To initialize the database, follow the instruction in Section 21.2, “Upsizing to an External RDBMS”.
21.3.2. Configuring MySQL
MySQL is a free/open-source database solution that provides robust, proven and scalable storage at a great price.
PaperCut MF supports MySQL 5.0 and higher.
Important
PaperCut MF requires the use of the MySQL InnoDB table type, which provides full support for
transactions. Please ensure your MySQL database server is configured to support InnoDB (usually this
is enabled by default).
21.3.2.1. Database Driver
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Deployment on an External Database (RDBMS)
PaperCut MF does not ship with a database driver for MySQL because the MySQL licensing does not allow
redistribution of the driver. These drivers can be downloaded for free from the MySQL website as described below.
To download the required version of the driver:
1.
Visit the MySQL web site download
http://dev.mysql.com/downloads/connector/j/.
page
for
the
MySQL
Connector/J
product
here:
2.
Select the appropriate driver version (the latest version is best).
3.
Download the driver package and unzip the contents to a temporary directory.
4.
Find the driver JAR file, which is typically named mysql-connector-java-X.Y.Z-bin.jar.
5.
Copy the JAR file into the [app-path]\server\lib-ext directory. This will allow PaperCut MF to find and
load the driver.
Once the driver is installed into PaperCut MF the standard upsizing procedure can be followed. See Section 21.2,
“Upsizing to an External RDBMS”.
21.3.3. Configuring Oracle (and Oracle Express Edition)
Oracle is a high-end database solution that provides a very robust and scalable data storage solution. And with the
release of Oracle Express Edition, it is available at no cost, but it does have some limitations that should not impact
PaperCut MF installations.
PaperCut MF supports Oracle versions 9.2 and higher. Oracle 8 (and earlier) are not supported because they did
not support the TIMESTAMP datatype required by PaperCut MF.
21.3.3.1. Database Driver
PaperCut MF does not ship with a driver for Oracle because Oracle does not allow us to redistribute the driver and
the recommended driver depends on the version of Oracle used. These drivers can be obtained from the Oracle
website as described below.
To download the required version of the driver:
1.
Visit the Oracle web site here: http://www.oracle.com/technetwork/database/features/jdbc/index-091264.html
2.
Select the appropriate Oracle version.
3.
The required file to download will differ depending on the Oracle version. You will need one of the following:
a.
If (and only if) you are using the PaperCut 64-bit add-on pack , download ojdbc6.jar.
b.
If the file named ojdbc5.jar is available, download this file.
c.
Otherwise, download ojdbc14.jar.
4.
Copy the downloaded file into the [app-path]\server\lib-ext directory.
5.
Restart the service PaperCut Application Server. This will allow PaperCut to find and load the driver.
Once the driver is installed into PaperCut MF the standard upsizing procedure can be followed. See Section 21.2,
“Upsizing to an External RDBMS”.
326
Chapter 22. Mobile & BYOD Printing
22.1. Introduction
Supporting printing in the current mobile device landscape is challenging as there are many options and no
standardization. Supporting user demands for mobile and BYOD printing is hard because:
•
There are lots of choices
•
They are probably not compatible with your printing infrastructure or can be hard to integrate
•
They keep changing
There is no current "standout" mobile printing solution that is the best for all platforms. Rather, each platform has its
own native or preferred option. PaperCuts approach is to:
•
Integrate with the native printing solutions on each platform,
•
Ensure that all of PaperCut's core print management features are available,
•
Provide a natural print experience across all devices,
•
Allow organizations to re-use their existing print infrastructure (no need for special printers),
•
Ensure that all users can be accommodated by providing simple options such as Email to Print and Web Print.
This chapter will help you understand the various tools that PaperCut provides for mobile users and how they can
be mapped to your organization's needs, no matter how many users you are supporting. In addition it provides some
guidance on how to approach deployment and troubleshooting.
The Process:
•
STEP 1 - Understand the tools
•
STEP 2 - Understand your users
•
STEP 3 - Develop your strategy and deployment plan
22.1.1. STEP 1 - Understanding the tools
Before planning your deployment, you need to have a good understanding of the tools and technologies. A number
of these technologies may already be in place in your organization, while others are made possible with PaperCut.
The key technologies can be grouped as follows:
•
•
Native mobile print technologies
•
iOS Printing
•
Google Cloud Print
•
Windows Print Queues (for Windows RT)
PaperCut-provided technologies
•
Email to Print
•
Web Print
PaperCut integrates with existing systems to complement native print technologies with print management
functionality. Additionally, PaperCut technologies such as Email to Print provide alternatives on platforms where a
native approach is not available or practical.
Technology
Benefit
iOS Printing
iOS provides users with a native and mature print experience on iPhones and
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Mobile & BYOD Printing
Technology
Benefit
iPads. Users have the power to select various printing options such as copies
and grayscale, and can print from many applications without the need of
additional software. Users may interface with PaperCut features via the Mobile
Client app.
Google Cloud Print (GCP)
GCP is Google's preferred mobile and Chromebook (Chrome OS) printing
experience. It is the native printing experience for Android, Chromebooks, and
Google applications on iOS. GCP is also an option for laptop users (when using
the Chrome browser or a custom driver/service). All of PaperCut's print
management features integrate with GCP.
Email to Print
A lowest common denominator, and simplest solution that will work on any
device that's able to send email attachments. PDF attachments are converted to
print jobs.
Web Print
A simple web based experience suitable for any BYOD laptop or Netbook users.
End-users simply upload their document via a standard browser form. No
special or client print driver setup required.
Table 22.1. Technology Benefits
The remaining parts of this chapter cover each of these technologies in detail. Ultimately hands-on experience is the
best way to understand the approaches and technologies. Your deployment plan, discussed below, will likely have a
testing period to help you understand and assess the technologies before committing to them. This is discussed
more in the following steps.
22.1.2. STEP 2 - Understand your users
Every organization will have a different mobile & BYOD strategy. Small organizations may simply implement one
technology, while larger organizations with dedicated IT departments may have a multi-faceted approach. Your
strategy will be driven by your particular environment and user needs. The range of end-user drivers is diverse some examples:
•
Many education organizations are now allowing students to bring their own laptops, or are considering supplying
Chromebooks or iPads.
•
In business it's no longer 'one person - one device'. It's now desktop, laptop, tablet and mobile. Some have
standard operating environments, while others support a broader spectrum or even a BYOD policy.
•
... and then there are the unexpected needs, such as Joe Exec turning up with his new Christmas present (a
tablet) expecting to print.
After reviewing the user needs for your organization you'll know your device profile. Each device platform has
preferred and supported approaches to printing. Use your device profile and the priorities of your user base to help
determine the best technologies. The table below will help:
iOS Printing
Web Print
Google Cloud Print
Email to Print
Android
N/A
N/A
Preferred
Supported
iPhone/iPad
Preferred
N/A
Preferred in Google iOS Apps
Supported
Chromebooks (Chrome OS)
N/A
Supported
Preferred
Supported
Netbooks
N/A
Preferred
Supported
Supported
BYOD Laptops
N/A
Preferred
Supported
Supported
Windows RT & Windows 8
tablets
Use
standard
Windows
Printing with Mobile Client
Supported
Supported
Supported
Google Mobile Apps (many
devices)
N/A
N/A
Preferred
Supported
Other (e.g. Smart Phone)
N/A
N/A
N/A
Supported
Table 22.2. Technology Options
22.1.3. STEP 3 - Develop your strategy and deployment plan
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Mobile & BYOD Printing
As with most IT projects keeping the solution simple as possible but satisfying the majority of users is the preferred
approach.
Smaller teams will need to balance the needs of their users against the complexity of implementing multiple
technologies.
Larger organizations with dedicated IT teams have the benefit of scale. Offering choice to support the widest range
of devices may be the project goal.
Each organization will differ in terms of rollout strategy. Here's a few checkpoints to work through to make sure
everything is in place:
•
Setup - Can this be done without impacting current users? Are there network or hardware requirements such as
purchasing a Mac, or managing user accounts in Google to use GCP?
•
Test - Before advertising any new feature, can you test it with a small group of users? Maybe you have a small
group that's been requesting the feature. They will be eager to test it, and will hopefully come back with fresh
feedback.
•
Communicate - Before you roll out functionality, think about how you can most effectively communicate this to
your users. Maybe a step-by-step guide via email is a good place to start.
•
Rollout - Execute your plan. Larger organizations implementing a multi-platform/technology plan will conduct the
rollout in phases.
•
Manage - Don't forget to keep management in the loop with the different stages of the project. PaperCut has
in-built reports on mobile print usage. This may be a useful tool.
•
Evaluate - Continue to monitor usage and user requirements. If you introduce new device types in the future, it
might be time to consider introducing different methods to print.
At a technical level, it's also important to understand IT infrastructure requirements and the impact your choices
have on your data and security policies. The table below hightights some of these considerations.
Technology
Data Flow
Print Options
Basic Requirements
Other Limitations
iOS Printing
Internal
Basic options, provided by
iOS. Usually:
iOS devices. Mac print server
with PaperCut, or 3rd party
Windows app.
Multiple subnet configuration
can be challenging without
3rd party utilities.
Users must have a Google
Account.
Depending on configuration,
users may not be able to print
from all applications.
Google Cloud Print
Email to Print
Internal / external
Internal
(maybe
external
depending on mail server
configuration)
•
Page Size
•
Color
All options, provided by
Google Cloud Print. Usually
at least:
•
Page Size
•
Duplex
•
Color
OS print queue defaults only
(currently theree are no
options selected by the user)
Exporting to PDF and printing
from a browser is a common
workaround.
POP3 email server.
PDF only (MS Office planned)
It is possible to create
multiple OS print queues with
different defaults. E.g. a
'duplex queue'.
Web Print
Internal
Possible to make external by
exposing the PaperCut user
web interface to the internet.
Number of copies only, other
settings use OS print queue
defaults
It is possible to create
multiple OS print queues with
different defaults. E.g. a
'duplex queue'.
Table 22.3. Technology Options
329
Sandbox machine /
running MS Office apps.
VM
PDF, MS Office and XPS only
Mobile & BYOD Printing
Detailed information on each technology can be found in subsequent sections.
22.1.4. Common questions that come up during planning
Q:
Do I have to turn on all of these mobile solutions at once?
A:
No. It's best to pick the ones which are suitable for your environment, and perform a controlled rollout of the
new feature.
Q:
Email to Print works with all platforms. Why would I not just implement this?
A:
This is a viable option and one that many organizations will adopt. Our recommendation is to look at native
print options first where possible. The benefit for native print options is that they offer a richer and more familiar
end-user experience.
Q:
What does it cost to add BYOD features to my PaperCut installation?
A:
All BYOD features are included in the standard PaperCut license. There are no additional licensing costs.
Q:
I want to allow printing, but I don't allow mobile devices to connect to our network. Is there an option?
A:
Google Cloud Print and Email to Print work without requiring users to connect to your network.
Q:
I want to use Google Cloud Print, but don't want users sending documents via Google's servers. Is there a
version that I can run on my own server?
A:
Although Google Cloud Print uses open protocols (and upcoming standards), Google is the only server
provider we're aware of at the time of writing. By contrast, Email to Print involves documents routing via your
email server, and iOS Printing (if you are supporting mainly Apple devices) is network-internal.
22.2. Google Cloud Print
Early Access Program
Google Cloud Print integration is currently offered under an Early Access Program.
The Google Cloud Print integration has been extensively tested pre-release and there is a high level of
confidence in its quality. However, there are many combinations of printers, printer drivers and servers
that cannot all be tested. In addition, the Google Cloud Print interfaces continue to rapidly change and
evolve.
We seek the assistance of our customers and partners to help ensure that any problems or feature
gaps encountered are reported and addressed. We ask that customers:
1.
Be aware that some issues may exist with Google Cloud Print
2.
Work with PaperCut Software to quickly address issues if they occur
During the early access period you should check the following PaperCut knowledge base article
discussing
any
known
issues:
http://www.papercut.com/kb/Main/KnownIssuesGCP
[http://www.papercut.com/kb/Main/KnownIssuesGCP]
22.2.1. Overview
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Mobile & BYOD Printing
Google Cloud Print [http://www.google.com/cloudprint/learn/] (GCP) is a cloud based printing service from Google
that lets people print anywhere from any device. Users are increasingly bringing their own mobile devices (BYOD) to
the workplace and need a printing solution. Google Cloud Print provides a way to print from any mobile phone or
tablet, running Android or iOS. Whilst almost any device, including mobile and desktop computers can print to
Google Cloud Print, for some devices, such as the Google Chromebook, Google Cloud Print is the only printing
solution available.
On its own, Google Cloud Print provides untracked printing only to Google Cloud Print enabled printers. Coupled
with PaperCut, Google Cloud Print becomes a powerful mobile and BYOD printing solution for organizations of any
size:
1.
PaperCut tracks and controls Google Cloud Print jobs just like any other PaperCut print job.
2.
Google Cloud Print deployment is managed centrally, using the PaperCut admin console to publish and deploy
Google Cloud Print on selected printers.
3.
Rich enterprise PaperCut features such as Find Me Printing (see Chapter 12, Find Me Printing and Printer Load
Balancing) work alongside Google Cloud Print.
4.
Use Google Cloud Print with your existing printers. With PaperCut you do not need to have “Google Cloud Print
Aware” printers.
Users may print to Google Cloud Print in many ways:
1.
From a Chrome browser (mobile or desktop) or Chromebook device
2.
From an iOS or Android device with a Google Cloud Print enabling app installed
3.
From Google applications, such as Drive, Docs, Gmail on all platforms
4.
From a Windows or Mac desktop using the Cloud Printer app
A current list of compatible printing applications is available at http://www.google.com/cloudprint/learn/apps.html.
22.2.1.1. How it works
Figure 22.1. Google Cloud Print and PaperCut
The diagram shows PaperCut as the bridge between an organization's printers and the Google Cloud Print service.
1.
PaperCut publishes selected printers to Google Cloud Print, making them available to Google Cloud Print user
331
Mobile & BYOD Printing
applications.
2.
A mobile or desktop user prints a document or email using Google Cloud Print and selects a published printer.
3.
PaperCut is notified and downloads the print job from the cloud.
4.
PaperCut authenticates the user sending the job, then renders and spools the job to the specified printer.
5.
PaperCut tracks and manages the print job in the same way as any normal print job.
6.
PaperCut informs Google that the job is complete.
PaperCut takes care of publishing printers with Google, downloading jobs from the Google cloud, and managing the
print work-flow. This makes it very easy to integrate Google Cloud Print into your existing print service.
Printers must be published to Google Cloud Print to make them available for users to print. Once Google Cloud Print
is enabled, a single button click is all that is needed to publish a printer. PaperCut will manage any Google Cloud
Print print jobs on behalf of the printer and jobs will be processed by the normal PaperCut work-flow.
Tip
Some internet printers are marketed as “Cloud Print Ready” and may be connected directly to Google
Cloud Print. However if you directly connect a printer to Google Cloud Print, you will not be able to
track and control print jobs from Google.
We recommend you use PaperCut to connect your printers with Google Cloud Print. “Cloud Print
Ready” printers are not required.
22.2.1.2. Requirements
The following requirements must be met for a successful Google Cloud Print integration:
1.
Google Cloud Print is supported by PaperCut Print Providers running on Windows, Linux or Mac OS. Printers
managed by a Novell print server can not yet be published to Google Cloud Print.
2.
The Print Provider software must be running a version of PaperCut that supports Google Cloud Print. Google
Cloud Print support was first introduced with PaperCut release 13.5. Printers managed by an older version of
the Print Provider may not be published to Google Cloud Print.
3.
Some printers and printer drivers may not respect all printer settings such as color or grayscale, single sided or
duplex as specified by the user in the Google Cloud Print user client. If you observe issues in this area, please
try upgrading to the latest drivers, as Google is working with the printer manufacturers to resolve any such
issues.
4.
The Mobile Client must be used to perform Account Selection for Google Cloud Print jobs (see Section 22.8,
“Mobile Client”).
5.
The PaperCut Application Server must be able to connect to the internet to communicate with Google Cloud
Print servers. Ports or exceptions may need to be made in firewalls or proxy servers. The full details are: TCP
(HTTPS)
port
443
connections
to
https://www.googleapis.com/*,
https://accounts.google.com/* and https://www.google.com/cloudprint/*, as well as a TCP
port 5222 (XMPP with STARTTLS) persistent connection to talk.google.com.
22.2.2. User Authentication and Printer Sharing with Google Cloud Print
Google Cloud Print uses Google's OAuth based system for identifying users and printers. These must be reconciled
with the users and printers managed by PaperCut so that Google Cloud Print jobs can be tracked as normal
PaperCut jobs and allocated to the correct PaperCut user.
This integration between Google Cloud Print and PaperCut domains is managed as follows:
1.
A Google account is set up for Google Cloud Print administration. PaperCut uses this account to publish
printers and communicate with Google Cloud Print over the internet.
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Mobile & BYOD Printing
2.
User's Google accounts are added to the PaperCut user database as secondary email addresses. This can be
done either manually or via an automated email verification process.
3.
Printers are published using PaperCut then shared with users using Google's sharing tools.
Each of these topics are covered in detail in the sections below:
22.2.2.1. Administrator Authentication
You need a Google administrator account
When Google Cloud Print is enabled in the PaperCut administrator interface, you are asked to authenticate with
Google credentials. All printers will be published by PaperCut using these credentials. The use of one set of
credentials to register all printers is in line with Google's best practice recommendations.
You can use any Google account for this purpose, but we recommend that you set up a dedicated account for
Google Cloud Print administration. A personal account is not recommended as it may be deleted if an employee
changes role or leaves your organization.
When you first enable Google Cloud Print, you will be asked to login to your Google administrator account and
authorize PaperCut to have access to the Google services needed to manage Cloud Print. After accepting this
request, PaperCut will permanently store an access token, avoiding the need to authenticate each time.
22.2.2.2. User Authentication
Each Google Cloud Print user must have a Google account associated with their PaperCut account.
Each Google Cloud Print user requires a Google account. This account may be self-registered, or provided to the
user under a Google Apps managed environment.
PaperCut must map each user's Google account used for cloud printing to a PaperCut user. For example, Google
may know a user as “[email protected]” whereas the same user in PaperCut may be “adamsj” with an email
“[email protected]”.
As with this scenario, PaperCut allows multiple email addresses to be associated with a user. Each user may have
one primary email address and multiple secondary email addresses. All addresses must be unique across the
system.
PaperCut provides two ways to populate the secondary emails on behalf of each user. You should select which
method is best for your organization:
1.
Manual configuration. An administrator may add and remove secondary email addresses on behalf of a user in
the Users tab of the PaperCut Admin interface.
2.
Self registration through automatic email verification.
When a print job arrives from Google, PaperCut finds the user with a primary or secondary email address matching
the address of the sender. The matching user is then associated with the incoming print job.
If no matching user is found, you may choose to have PaperCut cancel the job, or hold the job and perform
automatic email verification. Cancelling the job is the appropriate response if you are choosing to manually configure
the secondary email addresses.
Automatic email verification works as follows:
1.
When a job arrives from an unknown user, the job is held and an email is sent to the originating Google email
address asking for the user to click a link to validate their account.
2.
The link takes the user to the login screen for the PaperCut web interface.
3.
The user logs into their PaperCut account and the Google address is automatically associated with this
account.
4.
The job proceeds to print as the verified PaperCut user.
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22.2.2.3. Publishing and Sharing Printers
Each printer must be published and “Shared” with end users.
Printers are published to Google Cloud Print in order to make them available for Cloud printing. By default, printers
managed by PaperCut are not published to Google Cloud Print. Publishing is performed by a single button click in
the Printer Details page. A printer may be published or unpublished at any time after enabling Google Cloud Print.
Printers are published by PaperCut using your chosen Google administrator account. By default only that account
will have access to the printers for printing. To make printers available to your Google Cloud Print users, you must
share your printers.
Printer sharing is a Google feature and is administered
(https://www.google.com/cloudprint#printers), not in PaperCut.
in
Google's
Cloud
Print
web
interface
You may share printers with individual users by specifying a list of Google email addresses. You may also share
printers with a Google Group [https://support.google.com/groups]. For example, you could set up a Google Group
for Students and another group for Teachers and share printers to those groups. Users may self-register with the
appropriate Google Groups, but you may need to moderate these registrations. Google provides mechanisms for
people to request membership to a Google Group and for a moderator to accept or reject those requests.
Tip
When a printer is shared with a user, the user must accept the sharing “invitation” before they are able
to use the printer for printing. This action is performed within Google's web interface and at the time of
writing is not available on some mobile devices. We recommend you test the sharing of printers at your
site and provide users with any guidance needed to ensure they are able to successfully accept
printers shared with them. It may be necessary to request people use a desktop browser to accept the
sharing invitation.
22.2.3. Setting up Google Cloud Print
Setting up Google Cloud Print in PaperCut is straightforward. First you must create an administrator Google account
(see Section 22.2.2.1, “Administrator Authentication”). Then:
1.
Enable Google Cloud Print in Options → General → Google Cloud Print.
2.
Publish printers to Google Cloud Print and share with your users.
3.
Test your major user printer scenarios on a range of devices and printers.
These steps are covered in detail below:
22.2.3.1. Enabling and Configuring Google Cloud Print
Google Cloud Print is enabled in Options → General → Google Cloud Print. On checking "Enable" a wizard dialog
appears to lead you through the process.
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Figure 22.2. Google Cloud Print Setup Wizard
The first step in the process is to authorize PaperCut to use your administrator Google account. (See
Section 22.2.2.1, “Administrator Authentication”.) In this process, you will be asked to give PaperCut permission to
use your Google account to obtain an authorization code. The authorization code is needed for PaperCut to use
your administrator account to manage your printers with Google Cloud Print on your behalf.
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Figure 22.3. Google Request for Permissions Window
Note
You must grant permission for your PaperCut Application Server to use your administrator Google
account to work with Google Cloud Print on your behalf.
You are not granting permission for any third party, including PaperCut Software, to access your
account. Your authorization only applies to your PaperCut Application Server instance.
Once your Google Cloud Print administrator account is authorized, you may publish a printer to Google Cloud Print
and test. Printers are published using a button on the Printer Details page. See Section 22.2.3.2, “Publishing
Printers to Google Cloud Print” for more information.
There are several choices to make on how PaperCut process Google Cloud Print jobs with respect to user
authentication and client popup reminders.
1.
Configure what PaperCut should do when a job arrives from an unknown email address.
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PaperCut searches the user database for the originating email address of each job. If the email address is not
found, you may choose to have PaperCut cancel the job or hold the job and email the user with instructions for
verifying their Google email address. (See Section 22.2.2.2, “User Authentication”.)
You may wish to cancel the job if you have decided to manually configure the user Google email addresses in
the Users page.
2.
Choose whether to send a reminder email for jobs requiring a popup response. (See Section 22.8, “Mobile
Client”.)
22.2.3.2. Publishing Printers to Google Cloud Print
Before a printer can be used with Google Cloud Print it must be published to Google and shared with users.
Publishing a printer to Google Cloud Print will make the printer known to Google and enable access from Google's
Google Cloud Print user interfaces.
1.
Printers are published to Google Cloud Print on the printer details page for a selected printer in the Printers tab.
Click the Publish to Google Cloud Print button to publish a printer. The printer will remain published
indefinitely.
If you do not see a Google Cloud Print section on the printer details page, check that Google Cloud Print is
enabled under Options → General → Google Cloud Print.
2.
Once published, you must share your printer with users, using your Google administrator account to login to the
Google Cloud Print printer management page: https://www.google.com/cloudprint#printers
Sharing a printer will send a sharing invitation to each invited user. Each user must respond by accepting the
invitation by logging in with their own Google account to the Google Cloud Print printer management page:
https://www.google.com/cloudprint#printers
The printer sharing process is provided by Google as their solution for printer security and access control. We
don't document the process in detail as Google's interfaces for sharing printers are likely to change. For
example, at the time of writing, the sharing interfaces require a desktop or Chromebook browser.
You should test sending and accepting printer sharing invitations at your site, using your targeted mobile
devices, and document any required steps for your users.
Tip
You can list only those printers published or not published to Google Cloud Print using a filter:
1.
Go to the Printers tab to see a list of printers.
2.
Click [edit] to edit the filter.
3.
From “Published to Google Cloud Print” select Yes or No and click Apply Filter.
22.2.3.3. Testing Google Cloud Print
You should test the operation of Google Cloud Print before rolling out the system to your users. Your test plan
should factor in the following items:
1.
Sharing and accepting printer sharing invitations. Share your printers and test using your targeted mobile
devices and applications.
2.
Printing to a range of printers, page sizes, duplex and color settings.
3.
Automatic email verification (if used). Send a print job from an unknown Google account and check that a
verification email is sent. Follow the steps in the email to associate the account with a PaperCut user and print
the job.
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4.
Tracking and control of Google Cloud Print jobs. Verify that print jobs from Google Cloud Print are associated
with the correct user and are being tracked in the print log.
You should take into account the requirements listed in Section 22.2.1.2, “Requirements” when creating your test
plan.
22.2.3.4. Troubleshooting Google Cloud Print Problems
22.2.3.4.1. Troubleshooting Printer Publishing Problems
Some printers may not be able to successfully publish to Google Cloud Print. There are several possible causes:
1.
The PaperCut Secondary Print Server is running on Novell
For various technical reasons, PaperCut does not currently support Google Cloud Print on Novell print servers.
2.
The Secondary Print Server is a Windows desktop machine
When running the Print Provider on a Windows desktop, PaperCut disables by default the server events
needed for Google Cloud Print operation. This is done for performance reasons for sites running many desktop
Print Providers.
You may enable server events on a desktop Print Provider machine by adding the following line to the
print-provider.conf file and restarting the Print Provider service:
ServerEventsEnableOnDesktops=on
There may be performance implications if this change is made on a large number of desktops.
3.
The Secondary Print Server is running an older version of PaperCut
The Print Provider must be running a version of PaperCut that supports Google Cloud Print. Google Cloud Print
support was first introduced in PaperCut release 13.5.
4.
A connection from the Application Server to the Internet is unavailable
The Application Server must be connected to the Internet to publish printers and process Google Cloud Print
jobs.
5.
Google access has been revoked
This may occur if the Google administrator account used to publish printers has been deleted or PaperCut's
access to this account has been revoked. To recover from this scenario, you will need to disable and re-enable
Google Cloud Print in Options → General → Google Cloud Print and re-publish and share your printers.
22.2.3.4.2. Troubleshooting Printing Problems
Print jobs printed to Google Cloud Print may not appear or print correctly. If this occurs, please check the App Log
for any error or warning messages that may lead you to the cause. The user should also check Google's print job
page https://www.google.com/cloudprint#jobs for job status information. If the job was submitted, but has not
printed, some causes are listed below:
1.
The job is from an unknown user
PaperCut must map the Google email originating the job with a PaperCut user. If no user can be matched, the
job may be cancelled. See Section 22.2.3.1, “Enabling and Configuring Google Cloud Print”. To resolve, you
may manually add the Google email as a user's secondary email address in the User Details page. Or you can
enable automatic email verification.
2.
The job requires a popup response and no response received
If a job requires popup response, for example to select an account to charge, and no response is received,
PaperCut will wait up to 10 minutes before cancelling the job. Users must respond using the Mobile Client - see
Section 22.8, “Mobile Client”. PaperCut may send a reminder email to use the Mobile Client. If a user has not
received this email, check that the reminder setting is on, and that the email is not being diverted to the user's
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spam/junk folder.
3.
The print driver is not capable of rendering the job
When printing using CUPS (Linux and Mac print providers), the print driver is responsible for rendering the PDF
document from Google Cloud Print. Some drivers, such as a generic Postscript driver, may not be able to
render a PDF document. If you are using a generic Postscript driver as pass-through, you may need to setup a
separate queue for Google Cloud Print using the proper printer driver for your printer.
4.
The print driver does not perform as expected
Some print drivers may not fully comply with the print ticket from Google Cloud Print. This can result in the
printed output not respecting the requested paper size, color or duplex setting. Google is working with printer
manufacturers to resolve such problems. The first course of action should be to update the printer driver to the
latest version to see if the problem has been resolved. Otherwise, you may report the issue to our support
team.
If the PaperCut page counts or color page counts are incorrect, please contact our support team.
5.
The PaperCut Application Server has lost connection with the Internet
The Application Server must be connected to the Internet to publish printers and process Google Cloud Print
jobs.
6.
The Printer or Secondary Print Server is down
A printer may still appear available in Google Cloud Print even if the printer is currently down or the Print
Provider managing the printer is unavailable. The job will print when the Print Provider is brought back up.
22.3. iOS Printing (iPad & iPhone)
PaperCut's iPad / iPhone Printing support enables printing to all your PaperCut managed printers across your
enterprise (and iOS devices - iPad, iPhone, iPod Touch). As well as enabling printing, the PaperCut iPad / iPhone
App also provides the rich functionality desktop users are used to, such as authentication, balance display and
selecting / charging to shared accounts when printing.
The PaperCut iPad / iPhone App is able to be deployed / installed in a pre-configured form for your network via a
simple URL.
PaperCut's iPad / iPhone Printing support works by providing two key parts:
1.
The PaperCut Printer Advertiser - advertises the Apple CUPS printers managed by PaperCut using
Bonjour/mDNS (so the iPads / iPhones users can find the PaperCut controlled queues).
2.
The PaperCut iOS App, providing support for print authentication, balance display, account selection and other
features.
At the time of writing there is no built-in option provided by Apple to print from an iOS device to server shared print
queues. PaperCut uses existing technologies built into Mac OS (Bonjour/mDNS) to advertise PaperCut managed
server shared print queues so you an track and control iPad / iPhone printing. Some printers include built-in support
for AirPrint®1 (for printing direct from iOS devices to the printer), however the nature of print control/accounting
requires that print jobs are intercepted by a central server. Additionally, most larger organizations want to leverage
their existing print infrastructure, policies and print rules rather than change them. PaperCut's solution for iPad /
iPhone Printing will now allow you to leverage your existing network and PaperCut setup.
22.3.1. Requirements
1.
Mac OS X 10.7 or greater system to share the print queues (desktop version is fine, server tools not required)
2.
Apple iOS 5 or greater devices to print from
3.
Wireless network
1
"AirPrint" is a registered trademark of Apple Inc.
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The PaperCut Printer Advertiser is a part of the PaperCut primary and secondary server installation and advertises
the PaperCut print queues to iOS devices.
For Windows, Linux or Novell sites (or sites with a Mac OS 10.6 or older print server they would prefer not to
upgrade), a separate (secondary) Mac OS 10.7 print server can be configured to share print queues. This can be as
simple as purchasing a Mac Mini system and making it accessible from the wireless network.
Alternatively, you can use third party applications like Presto [http://www.papercut.com/kb/Main/PrestoIOSPrinting]
or Efi's PrintMe Mobile [http://www.papercut.com/kb/Main/EfiPrintMeMobile] which can share printers on a Windows
server to mobile devices across your network. PaperCut Software has worked with these vendors to ensure
compatibility and an improving solution over time. The Presto application also provides a solution for advertising
printers over multiple subnets.
22.3.2. Sharing Printers to iOS Devices
1.
Set up a Mac OS 10.7 system to act as your iPad / iPhone print server. This can be your existing Mac print
server (if it meets the system requirements), or a separate (secondary) print server (see Section 16.2,
“Configuring a Macintosh Secondary Print Server” for details).
2.
Install the print queues and drivers for the printers you wish to share to your iOS devices. These print queues
should point directly to the printer, not another print server.
3.
Test printing from a local application (e.g. Safari) to ensure that the drivers and printers are functioning
correctly.
4.
Install PaperCut. If you are setting up a secondary Mac print server (i.e. the primary PaperCut server is on
another system), follow the steps at Section 16.2, “Configuring a Macintosh Secondary Print Server”. If you are
setting up a Mac primary server, follow the steps at Section 2.2, “Installation on Apple Mac”.
Ensure that your Mac server is connected to the same subnet as the wireless network that the iOS devices will
connect to. Without further configuration, the publishing protocol Bonjour will broadcast to the local subnet only
and devices on other subnets will not see your printers.
You may overcome the single subnet limitation by connecting your Mac server to multiple subnets. If you are
using a cabled network, your Mac will need a separate Ethernet interface for each network connection.
However, if you are using a wireless network, you may add multiple IP addresses, one for each subnet, to the
same network interface. To add multiple addresses to a wireless interface:
a.
Open Network Preferences (System Preferences → Network) and select your wireless interface.
b.
Click the gear icon underneath the interface list and select Duplicate Service. Enter a name for your new
network and click Duplicate.
c.
Select the duplicated network connection and click Advanced.... Select the TCP/IP tab and choose
Configure IPv4 Manually. Enter an IPv4 address for the subnet you wish to connect to.
Your chosen IP address must be unique. Make sure you choose an IP address outside the DHCP address
allocation range so that you can be sure that you will not experience address conflicts. Alternatively you
can configure DHCP to permanently reserve the chosen address for your Mac Server. (DHCP configuration
is normally performed on your network router.)
5.
Share all the printers that you would like to publish to iOS devices: System Preferences → Print & Scan →
[select printer] → Share this printer on the network (to do this, Printer Sharing must first be enabled in the
Sharing pane).
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Figure 22.4. Sharing a printer on Mac OS
6.
Run /Applications/PaperCut MF/Control Printer Monitoring.command and choose to disable
print tracking on the print queues that will be shared (see Section 7.1.2, “On Mac” for details). This will allow you
to test iOS Printing functionality without PaperCut's monitoring involved (to limit what is being tested).
7.
Print a document from your iOS device. E.g. open Safari, load a web page, touch the "arrow" menu and select
Print. When selecting a printer, the queues shared from your Mac print server should now appear (if not, see
Q:). The job should print correctly.
8.
Test printing across a number of printers and apps such as Mail, Safari, Photos and iBooks / PDFs. Not all
printers are capable of supporting all formats. Take the time to test and ensure the printers that you are making
available produce acceptable results.
9.
Re-enable
PaperCut
tracking
using
/Applications/PaperCut
Monitoring.command (see Section 7.1.2, “On Mac” for details).
MF/Control
Printer
You will now need to install the iPad / iPhone app (iOS app) to print. See the next section for details.
22.3.3. The PaperCut iPad / iPhone App (iOS app)
The PaperCut App for iPad / iPhone is required for printing to PaperCut managed printers as it provides
authentication (linking up users with their print jobs). It can also provide balance display, print job confirmation,
shared account selection and message notification.
22.3.3.1. Deployment
Deploying the App to iOS devices is simply a matter of having the user access a URL of the form
http://[primary-server]:9191/ios/install, where [primary-server] is the preferred hostname or IP
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address of your primary PaperCut server.
Figure 22.5. Accessing the installation URL manually, using Safari
Tip
For easier distribution of the installation URL, try adding a link on an intranet page, sending it in an
email or printing the URL on posters. It may help to add a short DNS name for your print server or
even
set
up
a
simple
redirect
URL
(e.g.
http://myorg/ios/install
->
http://print-server.myorg.edu:9191/ios/install).
After accessing the installation URL on an iPad / iPhone (iOS device) an Install Profile dialog should appear.
Follow the promps to install the App. Afterwards, a Printing App (actually a Web Clip) should be available on the
home screen.
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Figure 22.6. The "Install Profile" dialog, displayed after accessing the installation URL
Figure 22.7. The PaperCut App for iPad on the home screen
For alternative and advanced deployment options, see Section 22.3.5.3, “Advanced App Deployment”.
22.3.3.2. Usage
The PaperCut App for iPad / iPhone is used to:
•
Authenticate the user and their print jobs.
•
Display the user's balance.
•
Perform print job confirmation.
•
Perform shared account selection.
•
Display Print Scripting messages.
•
Perform other functionality such as message notification.
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Figure 22.8. The PaperCut App for iPad (before printing)
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Figure 22.9. The PaperCut App for iPhone(before printing)
The following examples illustrate typical usage of the App for a student (immediate print) and a staff member
(account selection).
22.3.3.2.1. Scenario: Student Printing
1.
The student prints from their selected app.
Figure 22.10. Printing from iOS
2.
The student closes the app and opens the Printing (PaperCut) app.
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Figure 22.11. Printing (PaperCut) app on the home screen
3.
The student enters their username and password. On a personal device this step only needs to be performed
once. Future logins are performed automatically through the use of an authentication cookie.
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Figure 22.12. Authenticating to the PaperCut iPad App
4.
The student's print job is authentication and proceeds to print. The student can see their job's progress in the
app.
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Figure 22.13. The PaperCut App for iPad (after printing)
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Figure 22.14. The PaperCut App for iPhone (after printing)
22.3.3.2.2. Scenario: Staff Printing (Account Selection)
1.
The staff member prints from their selected app.
Figure 22.15. Printing from iOS
2.
The staff member closes the app and opens the Printing (PaperCut) app.
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Figure 22.16. Printing (PaperCut) app on the home screen
3.
The staff member enters their username and password. On a personal device this step only needs to be
performed once. Future logins are performed automatically through the use of an authentication cookie.
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Figure 22.17. Authenticating to the PaperCut App
4.
The print job is authenticated and is ready for account selection. The account selection dialog appears.
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Figure 22.18. The account selection dialog in the PaperCut App
5.
The staff member selects their chosen shared account and touches Print. The job prints, and the staff member
can see their job's progress in the app.
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Figure 22.19. The PaperCut App for iPad (after printing)
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Figure 22.20. The PaperCut App for iPhone (after printing)
22.3.4. Troubleshooting & FAQ
Q:
Jobs won't print.
A:
1.
Are you printing double sided? Try turning double sided off. There seems to be issues with double sided
printing on some iOS devices, as of iOS 5.0.1.
2.
Try printing with PaperCut tracking disabled (using /Applications/PaperCut MF/Control
Printer Monitoring.command) to help diagnose the problem (see Section 7.1.2, “On Mac” for
details).
Q:
Can I have multiple Mac print servers running PaperCut's iPad / iPhone App (e.g. to provide different printers
to different subnets)?
A:
Yes! Alternatively, to provide the same printers to multiple subnets, consider using Bonjour/mDNS "reflectors"
(left as an exercise for the reader ;-)
Q:
My printers don't show up on the iOS devices when selecting a printer.
A:
1.
Ensure that the printers are shared on the Mac server.
2.
Ensure that PaperCut is installed on the Mac server (primary or secondary server install).
3.
It can take a few minutes before the printers show up on the iOS devices. Has it been that long since
sharing the printers?
4.
Ensure that the Mac server is on the same subnet as the iOS devices. Bonjour/mDNS, the protocol used
to publish/advertise the print queues, will only broadcast to the local subnet without further configuration
(a "reflector", the configuration of which is beyond the scope of the documentation).
You may be able overcome this limitation by connecting a wireless interface on your Mac server to
multiple subnets. This is discussed in more detail at Section 22.3.2, “Sharing Printers to iOS Devices”.
5.
Try rebooting the Mac server. This will refresh the list of available printers and restart the Bonjour services
that publish them.
Q:
Other users' jobs are showing up in the PaperCut iPad / iPhone App.
A:
1.
The IP addresses of the iOS devices need to be unique. Ensure that the devices are not behind a NAT
relative to the Mac Print Server sharing the print queues.
2.
If just one other user's jobs are showing up, ensure that the DHCP lease times aren't too short.
Q:
Why isn't PaperCut iPad / iPhone Printing App supporting Windows print servers?
A:
PaperCut supports Windows print servers by integrating with best-of-breed solutions like Presto
[http://www.papercut.com/kb/Main/PrestoIOSPrinting]
and
Efi's
PrintMe
Mobile
[http://www.papercut.com/kb/Main/EfiPrintMeMobile]. For sites that would prefer a 100% Apple solution, you
can add a secondary Mac print server (e.g. a Mac Mini) to provide iOS printing support.
Q:
I changed a printer's Location field and it's not being reflected on the devices.
A:
Changes to the printer's location and name will not immediately be reflected and you may need to restart the
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system or services to promptly broadcast these changes.
Q:
Under what username do jobs from iOS devices arrive in the print queue?
A:
guest. The CUPS web interface will display this username as Withheld.
Q:
Jobs are printing as [generic account], e.g. "guest".
A:
Ensure that [generic account] is marked as Unauthenticated in PaperCut.
Q:
How do I uninstall / reinstall the PaperCut App on my iPad / iPhone?
A:
1.
Delete the Printing app (Web Clip) (hold your finger down over the app until the icons "go wobbly", then
touch the cross icon next to the app).
2.
Delete the Printing profile via Settings → General → Profile → Printing → Remove It is important that
the app / Web Clip is deleted before deleting the profile (if not, problems have been reported such as
multiple blank icons returning once the profile is reinstalled, as of iOS 5.0.1).
3.
To reinstall, follow the installation procedure again.
Q:
How do I prevent a printer being shared?
A:
See Section 22.3.5.2, “Limiting Printer Deployment”.
Q:
How do I disable or re-enable iOS printing support on a Mac Print server?
A:
There are two commands that can be be run from the OS X termninal or the OS X Finder:
•
[app-path]/providers/iosprint/mac/disable-iosprint.command. Stops (and disables) the
iOS print service and creates a marker file that is used during susbquent upgrades to respect the iOS print
status.
•
[app-path]/providers/iosprint/mac/start-iosprint.command. Enables (and starts) the iOS
print service and removes the marker file.
Q:
Can the PaperCut App for iPad / iPhone Printing display print scripting pop-ups?
A:
Not yet. Scripting pop-ups for the PaperCut App are planned for a future release.
22.3.5. Advanced iPad / iPhone Printing Setup
22.3.5.1. iPad / iPhone Printing Technical Description
PaperCut for iPad / iPhone Printing works by providing four distinct parts:
1.
PaperCut enables Mac OS's built-in Bonjour/mDNS publishing to advertise/publish PaperCut managed/tracked
shared print queues, so that they appear in the Print menu on iOS devices (on the same network).
2.
CUPS on Mac OS accepts print jobs (as PDF) and renders them into the queue's target printer language
(generally PostScript).
3.
PaperCut identifies the print jobs, generally arriving as user guest, as being unauthenticated. The device IP
address is used to identify the device sending the print job.
4.
The PaperCut App on the iOS device is used to authenticate the user from their device IP address, linking their
print jobs with their username.
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5.
The App receives directions from the PaperCut server, such as to display print job details or account selection.
22.3.5.2. Limiting Printer Deployment
When PaperCut has been installed on a Mac OS 10.7+ print server, all PaperCut MF managed and shared printers
will be published (made available) to iOS devices by default (see Section 22.3.2, “Sharing Printers to iOS Devices”
for details). If you would like to share printers to OS X (desktop) systems but not to iOS devices, you can turn off
broadcasting/advertising by adding "No iOS" anywhere in the printer's location field, then restarting the system.
E.g.:
1.
Navigate to System Preferences → Print & Scan → [select printer] → Options & Supplies... → Location
2.
Add the text "No iOS" to the Location field. E.g. "Lab G4.01 (No iOS)".
3.
Restart the system for this change to take effect.
22.3.5.3. Advanced App Deployment
Large deployments such as universities, school districts or corporations with organization-wide iPad / iPhone
deployments may want to consider more advanced app deployment techniques. Other than the standard URL
based (Configuration Profile) deployment covered in Section 22.3.3.1, “Deployment”, there are several other
deployment options, all of which are compatible with PaperCut:
•
If you are using the iPhone Configuration Utility [http://www.apple.com/support/iphone/enterprise/] to distribute
Configuration Profiles to your iOS devices, you can a Web Clip to them. Use a URL of the form
http://[primary-server]:9191/ios. If you are using an SSL certificate with PaperCut that is trusted by
your iOS devices, you can use an HTTPS URL of the form https://[primary-server]:9192/ios. You
can find an icon at http://[primary-server]:9191/images/icons2/72x72/web-client.png.
•
If you are using a Mobile Device Management [http://www.apple.com/ipad/business/integration/mdm/] (MDM)
server to send configuration to your iOS devices, you can add distribution of the PaperCut App as a Web Clip.
Use a URL of the form http://[primary-server]:9191/ios. If you are using an SSL certificate with
PaperCut that is trusted by your iOS devices, you can use an HTTPS URL of the form
https://[primary-server]:9192/ios.
You
can
find
an
icon
at
http://[primary-server]:9191/images/icons2/72x72/web-client.png.
•
You can access the PaperCut App for iOS devices from Safari using a URL of the form
http://[primary-server]:9191/ios. From here, you can either continue to use the app in Safari, or
choose Add to Home Screen from the "arrow" menu. Launching the App from the home screen is recommended
for the best experience.
22.4. Email to Print
Email to Print allows users to print by emailing their document to a special address. No client-side software or
drivers are required. Email to Print provides a simple way to enable printing in your organization from any device
that can send an email.
Email to Print is part of a collection of solutions for managing mobile and BYOD printing. For more information see
Chapter 22, Mobile & BYOD Printing.
22.4.1. How Does it Work?
•
Each printer has a unique email alias.
•
Users compose an email, attach their PDF document and email it to the printer's address.
•
PaperCut receives the email and prints the document(s) on behalf of the user.
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Mobile & BYOD Printing
Figure 22.21. Email to Print workflow
22.4.2. Solution Summary
•
Easy to use, easy to set up.
•
Works with nearly any device (anything that can send an email with an attachment).
•
Only supports PDF document attachments (more formats planned).
•
User cannot choose print options (the OS print queue defaults are used).
It is possible to set up multiple OS print queues for the same printer with different default settings, e.g. one for
single-sided, one for double-sided.
Tip
Email to Print may be used in conjunction with Find Me Printing. E.g. rather than one email address
per printer, there could be a single email [email protected] and users release their job at the
printer of their choice.
Tip
Email to Print may be used in conjunction with PaperCut Internal Users. This allows users without an
account in the domain to register their own account (and email address). See Chapter 30, Managing
Guests and Internal Users for details.
22.4.3. Before You Start
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When processing Email to Print jobs, PaperCut will connect to a single mailbox (i.e. one username and password)
on a mail server. This means that mailbox will contain the emails for all printers, where each printer has its own
email address. This is achieved in one of three possible ways:
1.
Email aliases. The email address for each printer is an email alias for the single mailbox. E.g.
[email protected] is an alias for [email protected] This is the recommended
approach as it allows each printer to have a "clean" address.
2.
Dynamic
aliases.
Many
email
servers
support
the
dynamic
alias
"+
syntax".
E.g.
[email protected] gets delivered to the printing mailbox. This is the simplest option to
set up and maintain, but arguably the email addresses don't look as nice.
3.
Email forwarding. If options 1. and 2. are not possible with your email server, another option is to configure
one mailbox per printer, with each one forwarding to a "main" mailbox. E.g. [email protected] is a
mailbox that forwards all mail to [email protected]
Pick a strategy that suits your environment and you are ready to get started.
22.4.4. Basic Configuration and Testing
1.
The first step is to set up a new mailbox on your email server. This mailbox will receive all emails for printing.
Each email will be deleted from the email server after it has been processed, so the storage requirements
should not be large.
Tip
If using Gmail to host your email, emails will be archived after processing rather than deleted. If
you would prefer that they are deleted, this behavior can be changed by logging into Gmail as the
Google Account for your mailbox and changing Settings → Forwarding and POP/IMAP → POP
Download → When messages are accessed with POP to delete [your org's] copy
Important
Do not use your personal email address for testing unless you want to print every PDF ever sent
to you. One of our developers tried this. It wasn't pretty.
2.
If you have not yet configured your SMTP server details in PaperCut, please do so now at Options →
Notifications. This is required so that PaperCut can respond to user emails, e.g. to let them know that their job
has been received.
Tip
When configuring your SMTP settings, use a real, attended From address. Users may reply to
this address to ask a question, and they will have a better experience if they receive a reply.
3.
As part of Email to Print, PaperCut will need to send emails that include links to the PaperCut server. To do this
it will need to know the server's network address. If you would like to be able to support Email to Print from the
internet, this address will need to resolve both internally and externally to your network (i.e. a fully qualified
public DNS name).
This can be configured at Options → Advanced → Server Address → Server address presented to users.
For more details see Section 32.1.1, “Server address presented to users”.
4.
Navigate to Options → Mobile & BYOD → Email to Print and check Enable Email to Print.
5.
Configure the section Receiving Email Account / Mailbox according to your mail server and newly created
mailbox. Note that with some email servers Username may not be in email address format.
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Mobile & BYOD Printing
The remaining settings are discussed later in this chapter. The default values will suffice for testing.
6.
Navigate to Printers → Printer List and choose a printer to use for testing Email to Print.
7.
In the Email to Print section, give the printer a unique and simple email alias.
8.
In your email server settings, configure the new email alias to point to the Email to Print mailbox (see
Section 22.4.3, “Before You Start”).
9.
Pick a test user account from the Users tab and ensure that it has an associated email address that you can
send email from (Primary email or Other emails fields). If you don't have one, you could temporarily assign
your own email address to the test user.
10. From the test user's email address, compose a new email, attach a PDF, and send it to the printer's email
address (not the mailbox address).
11. In a short time you should receive a verification email (discussed in Section 22.4.4.1, “Customization”). Click the
link in the this email. Your job should now print!
Note that if you're using account selection, hold/release queues or other features that cause the job to hold
pending further action, you will need to address this as per other types of printing. See Section 22.4.4.2,
“Interaction with other features” for details.
12. Check that your job printed successfully, and inspect the job log (e.g. Printers → Job Log) to see the details.
13. Continue with Section 22.4.4.1, “Customization” to tweak settings to your site's needs.
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Mobile & BYOD Printing
Figure 22.22. Email to Print configuration
22.4.4.1. Customization
The following customization settings can be found at Options → Mobile & BYOD → Email to Print.
Job Response
This option controls what PaperCut will respond with when it receives an Email to Print job from a user.
The default setting, Verify sender. Users must click a verification link., will send an email with a link that the
user must click before their job is printed (or proceeds to the next stage, such as a hold/release queue). The
purpose of this setting is to verify that the sender of the email actually owns the email address, as it is often
trivial to fake/forge/spoof the sender address.
In the Email body for this setting, the special replacement marker %verification-url% is required.
If sender address verification is not important, the setting Do not verify sender. Respond to job with
confirmation. may be used. When this setting is used jobs are processed immediately, and the user receives
an email just to let them know that their job was received.
In the Email body for this setting, the special replacement marker %client-url% may be used to provide a
link to the Mobile Client, which will show the status of the job.
Error Responses
These options allow for customizing the response emails that are sent to users when things go wrong.
Nothing to print (no valid attachments) is used when an email is received but no PDF attachment was found.
The user might have forgotten to attach their document, or perhaps attached an unsupported document type.
Other when any other type of problem occurs. E.g. if the document was corrupt and couldn't be printed or
something went wrong with the print driver when trying to print.
See Section 22.9, “Self association for emails and email verification/validation” for additional customization settings
that apply to both Email to Print and Google Cloud Print.
22.4.4.2. Interaction with other features
22.4.4.2.1. Pop-ups (account selection, confirmation, print scripts)
When users have pop-ups configured jobs will hold until the pop-up is addressed. E.g. when using shared account
selection the user must choose an account to allocate the job to before it will be printed. When using Email to Print,
pop-ups may be addressed using the Mobile Client. The default job response templates include links to the Mobile
Client to make this easy. If most or all of your users have pop-ups configured, you may like to tweak the templates
to indicate that they must follow the included link to progress their job.
For more information about the Mobile Client see Section 22.8, “Mobile Client”.
22.4.4.2.2. Hold/Release Queues
Hold/release queues allow jobs to be held in a queue and later released by the user. This can be used, for example,
to require that users are physically at the device to collect their job ("secure print release"). Hold/release queues can
be used with Email to Print in the same way as other job types.
For more information about hold/release queues see Chapter 11, Hold/Release Queues & Print Release Stations.
22.4.4.2.3. Find Me Printing
Find Me Printing removes the need for a user to choose a printer when printing their job. Instead they print to a
"virtual" (sometimes called "global") queue, then release their job at the device of their choosing. PaperCut handles
routing the job to the right printer.
Find Me Printing can be used with Email to Print in the same way as for other job types.
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Mobile & BYOD Printing
For more information about Find Me Printing see Chapter 12, Find Me Printing and Printer Load Balancing.
22.4.4.2.4. Internal Users
Internal Users are users that exist in the PaperCut database but not in the organization's domain. They can be used
to set up users for printing quickly (or have users set up their own account) without having to go through the normal
processes for creating full domain accounts.
Internal Users may be combined with Email to Print by allowing users to register their own account (and email
address) to set themselves up for printing. The recommended approach is as follows:
1.
Enabling internal user self-registration (see Section 30.1, “Internal Users (users managed by PaperCut MF)”.
This adds a link to the login screen for users to create a new username and password (and email).
2.
Enable email self-association (see Section 22.9.1, “Unknown emails and email self-association”). This allows
jobs from unknown email addresses to be held until the email "becomes known" by some means. When the
user sends their first job via Email to Print they will receive a response email asking them to verify their email
address by logging in. This default template should be changed to say "if you do not yet have a username and
password, please use the Register link on the login screen to create one" or similar.
After the user has verified their email address their job will continue to print. Future jobs will print as per normal.
22.4.4.3. Rollout
The following is a list of considerations for moving from a test Email to Print environment that is working as desired
to a wider or organization-wide rollout.
•
Create and publish printer aliases for all printers that will be available via Email to Print. This could involve:
•
•
adding the printer's email to a sign on the printer,
•
publishing a web page with email addresses for all printers, or
•
adding printer email addresses to a shared address book.
Modify the procedure for setting up a new printer that includes considering creation of an Email to Print alias.
22.4.4.4. Advanced Configuration
The following Email to Print related settings are for advanced users or special cases, and should not normally need
to be changed. They can be found in the config editor. See Section 22.5.5.3, “Advanced Web Print Configuration”
for more information about editing advanced configuration.
Config Name
Description
email-to-print.debug
This can be set to Y to enable detailed logging about Email to Print emails sent,
received, and how and when PaperCut is connecting to the email server.
email-printing.service-freq-secs
By default PaperCut will check (poll) for new emails every 20 seconds. This
config allows changing the polling frequency. Less than 20 seconds is not
recommended so as not to burden the email server. If this value is too large
users will find that sometimes jobs take a long time to print. How long "too long"
might be will vary between sites.
Table 22.4. Email to Print Advanced Configuration
22.4.5. FAQ
Q:
Can multiple documents be printed at once?
A:
Yes, every attached PDF will be printed on the addressed printer(s).
Q:
Can a job be printed on more than one printer at a time?
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Mobile & BYOD Printing
A:
Yes, the job will be printed to each printer in the To or CC field of the email.
Q:
Will you add support for HTML formatting in the reply emails?
A:
Probably. Please email support to let us know you're interested!
Q:
I encrypt/sign my emails, do you support PGP and similar features?
A:
At this time we support plain emails. If you need support of other features, please email support to let us know
you're interested!
Q:
I'd like to support Email to Print without assigning email addresses to users (and without requiring users to
associate their own address with their account). I.e. to allow printing without user-level control. Will you add
support for this?
A:
Probably. One possible solution would be to allocate all jobs from unknown emails to a special user account
(e.g. guest). Please email support to let us know you're interested!
Q:
I can't / won't enable POP on my email server. Will you support IMAP?
A:
Maybe. Please email support to let us know you're interested!
Q:
My email server supports SPF (Sender Policy Framework) header checking. Can you add functionality to send
a confirmation response when it checks out, and a verification response when it doesn't?
A:
Maybe. Please email support to let us know you're interested!
22.4.6. Troubleshooting
Q:
My users are having my Email to Print response emails flagged as spam. How can I prevent this?
A:
1.
Ensure that you have configured a public DNS name for your PaperCut server and have configured it at
Options → Advanced → Server Address → Server address presented to users, so that your
response emails do not contain (internal) IP addresses.
2.
Ensure that you are using a valid SMTP from address (Options → Notifications → Email Options →
From address). For best user experience we recommend using an attended address.
Q:
The links in my PaperCut response emails contain IPs. How can I use a DNS name?
A:
Configure the public DNS name for your PaperCut server at Options → Advanced → Server Address →
Server address presented to users.
Q:
The Email to Print status in the admin interface says that there is an error. What should I do?
A:
1.
Check the App. Log tab for any obvious errors.
2.
Check your Email to Print mail server configuration. Ensure that the server name, username, password
etc. are all correct.
3.
If there is no obvious cause, contact support for assistance.
Q:
Email to Print jobs are not coming out of the printer, but the status in the admin interface says OK. What
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Mobile & BYOD Printing
should I do?
A:
1.
Check the App. Log tab for any obvious errors.
2.
Check the Realtime Activity section on the Dashboard tab. This contains a lot of information about the
state of print jobs. Try sending a new Email to Print job while watching this status area. Look for
messages about the job being held in a hold/release queue, etc.
3.
Is the job:
4.
•
canceled, because the email address was unknown?
•
canceled due to filters or not enough credit?
•
awaiting the user to verify their email?
•
awaiting the user to click a job verification link? (is the email in the user's spam folder?)
•
awaiting account selection, job confirmation, or a print script pop-up? (try opening the Mobile Client)
•
held in a hold/release queue?
If it's still a mystery, contact support for assistance.
22.5. Web Print (Driver-less printing via a web browser)
Web Print is a driver-less printing service that allows users to print by uploading documents from a web browser. No
client software or driver installation is required. Web Print provides a simple way to enable printing for laptop,
wireless and anonymous users without the overhead of installing printer drivers and managing server authentication.
The recent growth in popularity of laptops and other small devices such as Netbooks and smart phones is changing
the landscape of network printing. Where it was previously normal to only allow printing from in-house systems there
is now a growing need to support casual printing from user-owned devices. Providing users with information about
how to configure these devices can be inconvenient and complicated due to issues such as drivers and
authentication, and in some situations may not be possible at all.
Due to this complexity many organizations opt to simply disallow printing from user-owned systems. A common
workaround in these environments is for users to send themselves a document (e.g. via email, on a USB drive) and
print from an in-house system. Web Print works in a similar way: it allows a user to upload their file to an in-house
system (known as a Web Print server) and have this system perform the printing on their behalf.
With Web Print users are authenticated when they log into the PaperCut MF end-user web interface. Any
documents they upload can then be tracked against their user name. Users have access to the standard selection of
features normally available for in-house printing, including access to shared accounts.
Figure 22.23. Web Print architecture overview
22.5.1. Key Features
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Mobile & BYOD Printing
Some of the key features of PaperCut's Web Print solution include:
•
Simple wizard style interface, accessed from any web browser.
•
Users authenticate with their regular (network / domain) logins.
•
100% web based. No drivers, client software, or browser plugins required.
•
File uploads with progress indicator (in the style of GMail attachment uploads).
•
Supports popular document formats including PDF, DOC/DOCX (and other Microsoft Office Word formats),
XLS/XLSX (and other Microsoft Office Excel Formats), PPT/PPTX (and other Microsoft Office PowerPoint
formats), and Microsoft XPS (XML Paper Specification).
•
Users select printers from an auto-generated list or a clickable printer map, which can be designed or imported
using open standards and free software.
22.5.2. Introduction to Web Print
Web Print works in two ways.
•
It can print PDF files directly.
•
It can also accept popular file formats and convert them to print jobs using common applications. This is done by
orchestrating applications such as Adobe Reader TM, Microsoft Office TM and the Microsoft XPS Viewer as
background server-side tasks. Using this approach ensures that maximum print compatibility and quality is
maintained.
Important
Adobe Reader, Microsoft Office and XPS Viewer are not supplied with PaperCut. It is your
responsibility to purchase and conform to the licensing requirements of any third party software.
22.5.2.1. Supported Applications and File Formats
The following table lists the applications that Web Print may use to render uploaded documents into print jobs.
Before a file format can be accepted as an upload its supporting application must be installed.
Note that when running Web Print on Windows in default mode Microsoft Office applications are not available due to
limitations in the applications. See Section 22.5.3, “Setting Up Web Print” for information about the difference
between Default Mode and Sandbox Mode.
Application
File Format(s)
Adobe Reader 9, Adobe Reader X (10)
PDF
Microsoft Office Excel 2007, 2010
XLS, XLSX, etc.
Microsoft Office PowerPoint 2007, 2010
PPT, PPTX, etc.
Microsoft Office Word 2007, 2010
DOC, DOCX, etc.
Microsoft XPS Standalone Viewer (Essentials Pack) - For more information
please see Section 22.5.7, “XPS Viewer Installation Instructions”
XPS
Table 22.5. Web Print Supported Applications and File Formats
22.5.2.2. Security Considerations
Before setting up Web Print it is worth considering any security implications. Because Web Print allows any user
with access to the PaperCut MF user web interface the ability to upload a document for printing, it naturally
increases surface area for attack.
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Mobile & BYOD Printing
More specifically, security vulnerabilities that might usually be considered local because they are triggered by
opening a document in a Microsoft Office application or Adobe Reader can become a remote vulnerability. This is
because these same applications are used to render print jobs on the server after the user has uploaded their
document.
Much of the security risk can be mitigated through security best practice, such as regularly applying security updates
to the orchestrated applications. Organizations that are very security conscious may with to consider the sandbox
approach. Sandboxing the Web Print server provides an extra layer of protection/isolation.
22.5.3. Setting Up Web Print
Web Print may be configured in one of three possible modes: Default Mode, Simple Mode or Sandbox Mode.
Default mode involves running the Web Print software on the same system as the PaperCut MF primary server and
uses the built-in PDF renderer. It is the fastest and easiest way to get Web Print working. (See Section 22.5.3.1.1,
“Web Print Default Mode Setup for Windows Servers (PDF Only)”.)
Simple Mode is similar to Default Mode, but uses Adobe Reader to render PDF documents. (See Section 22.5.3.1.2,
“Web Print Simple Mode Setup for Windows Servers (PDF Only). Adobe Reader fidelity rendering”.)
Setting up Web Print in sandbox mode involves a sandboxed or virtualized system, isolated and dedicated to the
task of processing Web Print jobs. Sandbox Mode takes a little more time to configure but offers several
advantages, including improved security and more supported formats. (See Section 22.5.3.2, “Sandbox Mode
Setup”.)
Primary Server Type
Default Mode
Sandbox Mode
Microsoft Windows
Yes (PDF only)
Yes. All formats supported
Apple Mac
Yes (PDF only)
Yes. All formats supported
Linux running CUPS
Yes (PDF only)
Yes. All formats supported
Novell OES Linux
No. Default Mode not supported
Yes. All formats supported
Table 22.6. Web Print Setup Options (by platform)
22.5.3.1. Default Mode Setup
Default Mode involves running the Web Print software on the same system as the PaperCut MF primary server. It is
the fastest and easiest way to get Web Print working. It is suitable for testing Web Print functionality or where only
PDF support is required.
In Default Mode the Web Print software runs as a service (background process or daemon) that is responsible for
watching a directory for documents (e.g. PDFs) submitted by users. When a new document is detected the
background process opens the document and prints it.
22.5.3.1.1. Web Print Default Mode Setup for Windows Servers (PDF Only)
This section describes how to configure Web Print on the same Windows system as the PaperCut primary server.
This is the fastest and easiest way to get Web Print up and running on a Windows system. Due to the inability of
Microsoft Office or XPS Viewer applications to run as a system service, these file formats are only available on
Windows when Web Print is configured in sandbox mode. See Section 22.5.3.2, “Sandbox Mode Setup” for more
information.
Web Print Default Mode supporting printing of PDF documents is configured by default on on Windows systems. No
additional configuration should be required.
Important
Check that the Web Print service is configured to be automatic startup in Windows Services and start it
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if necessary.
To confirm that everything is configured correctly, check the Web Print Status section under Options → Mobile &
BYOD → Web Print. The status should be listed as OK. The Web Print option will also need to be enabled on at
least one printer. If there are any status issues, or if basic Web Print testing produces some errors, please consider
these limitations/requirements:
•
The printers targeted for use in via Web Print must be configured as print queues on the Primary PaperCut
Server.
•
If you wish to print to remote printers then the PaperCut MF Web Print server needs to run under a user account
that has permission to access these printers.
Create a new user account called webprint (or equivalent). If it is not possible to create a domain user or the
system is not a member of a domain then create a local user account instead. The password for this account
should be set to never expire. At a minimum this account needs access to all the printers you wish to print to.
•
The printers (as setup on the server) must have working compatible drivers.
•
Administrators
may
find
the
following
log
file
useful
[app-path]/providers/web-print/[platform]/logs/web-print.log
in
diagnosing
issues:
22.5.3.1.2. Web Print Simple Mode Setup for Windows Servers (PDF Only). Adobe Reader fidelity rendering
This section describes how to configure Web Print on the same Windows system as the PaperCut primary server
and print with Adobe Reader. It is possible to print without Adobe Reader (see Section 22.5.3.1.1, “Web Print
Default Mode Setup for Windows Servers (PDF Only)”). You should use Simple Mode only if you specifically require
Adobe Reader printing.
Simple Mode ensures that Web Print will produce the same printed pages as when printing from Adobe Reader. We
are not aware of any visible differences in printed pages created by Web Print Default Mode and Adobe Reader but
subtle differences may exist.
1.
Install the latest version of Adobe Reader [http://get.adobe.com/reader/] on the system running PaperCut MF.
2.
The PaperCut MF Web Print server needs to run under a user account so that it has permission to access
printers and use the locally installed Adobe Reader.
a.
Create a new user account called webprint (or equivalent). If it is not possible to create a domain user or
the system is not a member of a domain then create a local user account instead. The password for this
account should be set to never expire. At a minimum this account needs access to the printers and the
ability to run local programs.
b.
Test Adobe Reader as the webprint user: Log into the PaperCut primary server as the newly created
account. Open a number of different PDF files in Adobe Reader and print to several different printers,
ensuring that all works as expected. IMPORTANT Make sure you permanently acknowledge any license
agreement and customer experience program dialogs during this process.
Adobe Reader X introduced a Protected Mode setting which prevents printing from the command interface
used by Web Print. Web Print to Adobe Reader therefore requires the Protected Mode feature to be
disabled and Web Print will automatically disable Protected Mode for your webprint user. (You may also
disable Protected Mode manually by unchecking the Enable Protected Mode at startup setting in Adobe
Reader under Edit → Preferences.)
c.
Test that the user has write access to [app-path]/server/data/web-print-hot-folder/, e.g. by
creating a new empty text file in that folder.
d.
Log in as an administrator level user again.
Open the Windows Services dialog (Start → Control Panel → Administrative Tools → Services).
e.
Right-click the service named PaperCut Web Print Server and select Properties.
f.
From the Log On tab select This account: and enter the credentials for the newly created webprint
service account.
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g.
From the General tab change the Startup type to Automatic.
h.
Press Apply.
i.
Press Start to start the service.
3.
Log into the PaperCut MF admin interface and navigate to Options → Mobile & BYOD → Web Print.
4.
In the section titled Web Print Server ensure that the Status is OK. If the status indicates an error see
Section 22.5.6, “Troubleshooting Web Print Problems” for assistance.
Figure 22.24. Web Print Server status OK
5.
The Web Print setup is now complete and ready for testing. Continue at Section 22.5.4, “Web Print Testing and
Feature Tour” to test printing and functionality.
22.5.3.1.3. Web Print Default Mode Setup for Mac and Linux Servers (PDF Only)
Web Print Default Mode supporting PDF documents is enabled and configured by default on Mac and Linux
systems (running CUPS). No additional configuration should be required. To confirm that everything is configured
correctly, check the Web Print Status section under Options → Mobile & BYOD → Web Print. The status should
be listed as OK. The Web Print option will also need to be enabled on at least one printer. If there are any status
issues, or if basic Web Print testing produces some errors, please consider these limitations/requirements:
•
The printers targeted for use in via Web Print must be configured as print queues on the Primary PaperCut
Server.
•
The printers (as setup on the server) must have working compatible drivers.
•
Linux: The Primary Server must be running CUPS version 1.2 or higher.
•
Administrators
may
find
the
following
log
file
useful
[app-path]/providers/web-print/[platform]/logs/web-print.log
367
in
diagnosing
issues:
Mobile & BYOD Printing
Default Mode for Novell OES Linux and iPrint is not available. Novell OES users should implement the Sandbox
Mode (following section).
22.5.3.2. Sandbox Mode Setup
Sandbox Mode is different to Default Mode and Simple Mode in that the Web Print software runs as a standard GUI
application on a dedicated Windows system (often a virtual machine). The dedicated system is configured to be
always logged on and running the Web Print software. This software watches a mapped network share hosted on
the PaperCut primary server for the arrival of new documents submitted by users. These documents are then
opened in the appropriate application and printed.
Sandbox Mode takes a little more time to configure but offers several advantages, such as support for Microsoft
Office formats and improved security. Improved security is gained by opening and printing documents on an isolated
system, separate from the PaperCut primary server, with the only connection between the two being via a simple file
share / mapped drive.
Prerequisites:
•
A dedicated, standalone, cleanly installed system or virtual machine.
•
Windows operating system (suggested: 7, Vista or XP).
•
Adobe Reader 9, Adobe Reader X (10)
•
Microsoft Office 2007, 2010 and 2013 (to support Office formats)
•
Microsoft Standalone XPS Viewer / XPS Essentials Pack (to support Microsoft XPS) - download here
[http://www.microsoft.com/downloads/details.aspx?FamilyID=b8dcffdd-e3a5-44cc-8021-7649fd37ffee]
To set up Web Print in Sandbox Mode:
Important
First before setting up Web Print in Sandbox Mode ensure Web Print in Simple Mode is disabled as
follows:
•
On Windows, stop and disable the PaperCut Web Print Server System Service (set its
Startup type to Disabled).
•
On
Mac
and
Linux,
use
a
text
editor
to
edit
the
file
[app-path]/providers/web-print/[platform]/web-print.conf and change setting
enabled to enabled=off.
Remove the Web Print status files (named web-print-server.activity and
web-print-server.status) located in the hot-folder /Applications/PaperCut
MF/server/data/web-print-hot-folder.
Restart the server (or services) to ensure the change is applied.
1.
Make sure Default Mode and Simple Mode are disabled (see Important box above).
2.
Set up a new virtual machine (e.g. using VMware Server [http://www.vmware.com/], Microsoft Virtual Server
[http://www.microsoft.com/windowsserversystem/virtualserver/] or VirtualBox [http://www.virtualbox.org/]) or a
standalone system (e.g. a dedicated desktop PC). This system will house the Web Print server software and
any required printing applications, and will be termed the Web Print server.
This system does not need access to all network resources, but will need access to printer shares and the hot
folder share (created later in step 7).
Important
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Ensure that the system clocks on the primary server and the web print sandbox are synchronized
to a common clock. Time differences between these systems may cause problems with the web
print system.
3.
Create a new user account called webprint (or equivalent). The password for this account should be set to
never expire. At a minimum this account needs access to the printers, the ability to run local programs and the
ability to access the hot folder share (created in step 7).
4.
Log in as the webprint user. Add print queues for the printers that should be made available to users via Web
Print. The print queues should be added in the same way that they would be added to a workstation. They
should point to the print queues hosted on the print server, i.e. a Network Printer mapped to
\\server\printer-share. It is important that the jobs pass via the queue on the server - do not add a Local
Printer. You should also use add the printers using the print server's machine name and not an IP address.
5.
Install one or more of the applications listed in Table 22.5, “Web Print Supported Applications and File
Formats”. The applications installed will determine which file formats are available to users for upload and
printing.
As the webprint user, open a file in each of the installed applications and print to several different printers,
ensuring that all works as expected. IMPORTANT Make sure you permanently acknowledge any license
agreement screen, initial-run wizard, or customer experience program dialog during this process.
Tip
6.
7.
•
When installing Microsoft Office applications choose all optional components for installation.
This will prevent printing issues occurring due to missing components.
•
Adobe Reader X introduced a Protected Mode setting which prevents printing from the
command interface used by Web Print. Web Print to Adobe Reader therefore requires the
Protected Mode feature to be disabled and Web Print will automatically disable Protected
Mode for your webprint user. (You may also disable Protected Mode manually by
unchecking the Enable Protected Mode at startup setting in Adobe Reader under Edit →
Preferences.)
Configure the Web Print server to automatically log in as the webprint user on startup. This system will
permanently stay running and logged in as this user.
•
Automatic
logon
for
Windows
Vista
[http://windowshelp.microsoft.com/Windows/en-US/help/e224c60c-0708-48ba-ae97-fcdaddb3dd9d1033.mspx]
•
Automatic logon for Windows XP [http://support.microsoft.com/kb/315231]
The primary server and the software on the sandboxed Web Print server communicate via a standard network
file share. On the PaperCut primary server, share the folder web-print-hot-folder located at
[app-path]\server\data\web-print-hot-folder\ and name the share PCWebPrint. The hot folder
facilitates communication between the primary server and the Web Print server.
Adjust both the Sharing and Security (NTFS/file) permissions of the PCWebPrint share to allow the
webprint user read and write access.
Tip
By default Web Print will use this folder, not a sub-folder. You do not need to create a sub-folder in
this folder.
If you are using a Linux PaperCut primary server then the following Samba configuration settings may be
useful.
[PCWebPrint]
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comment = PaperCut Web Print Hot Folder
path = /home/papercut/server/data/web-print-hot-folder/
public = no
writeable = yes
read only = no
valid users = webprint
You will also need to add the webprint username to Samba via the smbpasswd -a [username] and you
should consider disabling the [home] shares in your smb.conf.
8.
Log in to the Web Print server as the webprint user. Map the W: drive to the PCWebPrint share. Ensure that
the option Reconnect at logon is selected when mapping the drive.
9.
Test that the file share can be accessed and written to from the Web Print server (e.g. by creating a new text
file on W:). It is also recommend to test in the other direction as well and confirm that files created on the
primary server in the folder web-print-hot-folder be opened/seen from the Web Print server.
10. Run the main PaperCut MF installer on the Web Print server and select the Web Print server installation
(sandbox mode) install option.
11. Configure the webprint user to run [app-path]\providers\web-print\win\pc-web-print.exe at
login (e.g. by adding a shortcut to the user's Startup folder).
12. Reboot the system. Ensure that the system automatically logs in as the webprint user when it starts up, and
that the PaperCut Web Print dialog is displayed shortly afterwards.
Figure 22.25. The PaperCut Web Print dialog
See Section 22.5.6, “Troubleshooting Web Print Problems” for assistance if the dialog indicates an error.
13. Log into the PaperCut MF admin interface and navigate to Options → Mobile & BYOD → Web Print.
14. In the section titled Web Print Server ensure that the Status is OK. If the status indicates an error see
Section 22.5.6, “Troubleshooting Web Print Problems” for assistance.
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Figure 22.26. Web Print Server status OK
15. The Web Print setup is now complete and ready for testing. Continue at Section 22.5.4, “Web Print Testing and
Feature Tour” to submit a test print job and test functionality.
22.5.4. Web Print Testing and Feature Tour
This section covers the usage and main features of Web Print. For detailed configuration see Section 22.5.5, “Web
Print Configuration”.
1.
Log into the PaperCut MF user interface and click the Web Print link in the navigation menu.
Figure 22.27. Web Print link in the user interface
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2.
The front page contains a list of active and recently submitted Web Print jobs for the logged in user. At first the
list will be blank. Later the list will show the status of submitted jobs.
Figure 22.28. The front Web Print page before any jobs have been submitted
The message at the top of this page may be customized, e.g. to include site specific information or other details
that users may need to know. See the Introductory message option in Figure 22.36, “Web Print settings in the
admin interface”.
Figure 22.29. Customizable Web Print introductory message
The administrator may restrict access to the Web Print feature by group, by IP address/range or disable the
feature entirely. See Section 22.5.5.3, “Advanced Web Print Configuration” for details.
3.
Click Submit a Job to start the Web Print wizard.
4.
The first step of the Web Print wizard is selecting a printer. This is the printer that the uploaded document will
print to.
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Figure 22.30. Web Print wizard step 1: list of printers available for Web Print
The printers available for Web Print are chosen by the administrator. See Section 22.5.5, “Web Print
Configuration” [376] for details.
The printer list may be replaced with a clickable map or other custom content. See Section 22.5.5.2, “Designing
Printer Maps / Custom Printer Selection Lists” for details.
Tip
Web Print works great in conjunction with hold/release queues and Find Me Printing (print job
redirection / load balancing).
5.
After selecting a printer the second step is to select the print and/or account selection options. Most users will
simply see an option to select the number of copies to print:
Figure 22.31. Web Print wizard step 2: selecting the number of copies for a Web Print job
The maximum number of copies a user may submit is configurable via the user.web-print.max-copies
config editor key. See Section 22.5.5.3, “Advanced Web Print Configuration” for details.
Users with print account selection options (i.e. users who are using an account selection popup) will see
additional options on this page, equivalent to what they would see on their popup:
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Figure 22.32. Web Print wizard step 2: account selection options
Note
The developers hope to be able to support grayscale and duplex print options in the near future.
6.
After selecting the print options and/or account selection settings, the third and final step in the Web Print
wizard is to upload a document to print. This page lists the applications and associated file extensions that are
supported.
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Figure 22.33. Web Print wizard step 3: upload a document
If a supported application/file extension that is listed in Section 22.5.2.1, “Supported Applications and File
Formats” is not shown on this page but you expect that it should be, see Section 22.5.6, “Troubleshooting Web
Print Problems” for assistance.
Once a document has been selected and Upload & Complete » is pressed the file will begin uploading to the
server.
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Figure 22.34. Web Print wizard step 3: document upload in progress
The maximum file size a user may upload is configurable, with a default of 100MB. See the option Maximum
document/file upload size in Section 22.5.5.3, “Advanced Web Print Configuration” for details.
7.
Once the document upload is complete the user is returned to the front Web Print page. The table now displays
the status of the user's job. The status will change to indicate the progress of the job from rendering to printing,
and job details such as cost and number of pages will be populated when known. The user may stay at this
page to track the status of the job or navigate away / close their browser - the job will not be affected.
Figure 22.35. List of active Web Print jobs
At this stage the PaperCut application server accepts the uploaded document and sends it to the Web Print
server. The Web Print server renders the document into a print queue by automating the process of opening the
application (e.g. Adobe Reader) and printing to the target printer.
22.5.5. Web Print Configuration
Administrators must nomininate which printers are available for use with Web Print. Smaller organizations may wish
to make all printers available. Larger organizations may wish to restrict to a subset, e.g. limiting access to printers
located in public areas. A printer may be enabled for use with web print via Printers → [select printer] →
Advanced Configuration → Enable Web Print (users may upload documents to print).
Tip
To easily enable all printers for use with Web Print:
1.
Select Enable Web Print functionality on the [Template printer].
2.
Copy the setting to all other printers using Copy settings from printer to printer.
General Web Print configuration settings can be found in the admin interface at Options → Mobile & BYOD → Web
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Print.
Figure 22.36. Web Print settings in the admin interface
Setting
Description
Enable Web Print (allow users to uploads documents for printing)
When enabled a Web Print item will appear in the navigation menu of the user
web interface, and users will be able to use Web Print functionality. When
disabled this item will not be visible and Web Print functionality will not be
available to users.
Maximum document/file upload size
If a user uploads a document greater than the specified size (in MB) their
upload will be rejected.
Only allow uploads from users in this group
This option may be used to restrict Web Print access to a particular group of
users. When this option is enabled users not in the specified group will not see
the Web Print item in the navigation menu.
Allowed user IP addresses
This option may be used to restrict Web Print access to a select IP address
range. For example, access might be limited to systems on a wireless network
(i.e. force users on the wired network to use standard print queues).
Address ranges may be entered in the format: 1.2.3.0/255.255.255.0.
Introductory message
This message appears on the first page after a user clicks the Web Print item,
and can be used to explain the service, offer site-specific advice or other
information to assist the user.
HTML is supported, e.g. <p> tags may be used to start a new paragraph, or an
<a> tag may be used to provide a link.
Table 22.7. Web Print Settings
22.5.5.1. Print Options for Web Print Jobs
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The print options selected during the Web Print wizard are currently limited to the number of copies to print. Other
print options such as grayscale, duplex, paper size etc. are selected based on the default options on the print
queue.
If it is important to provide the user with a print option choice, e.g. when the same printer has trays for Letter and
Legal paper, two print queues may be created and set up with different default settings. E.g. one print queue called
Library Printer (Letter) that defaults to the Letter size and tray, and a second print queue (pointing to the
same physical printer) called Library Printer (Legal) that defaults to the Legal size and tray.
Note
The developers hope to be able to support grayscale and duplex print options in the near future.
22.5.5.2. Designing Printer Maps / Custom Printer Selection Lists
Part of the Web Print wizard involves selecting the target printer from a list. This is fine in most environments, but
organizations with many printers or large sites may prefer something that provides users with more context about
the printer they are selecting.
Figure 22.37. Web Print: selecting a printer from the list, which may be replaced with a map or custom list
Using a graphical map can assist users to find the most convenient printer. A map allows a user to select a printer
by location, rather than guessing the printer's location based on its name. Using printer maps or other types of
custom printer lists in PaperCut MF does not require any special or proprietary software - they can easily be
implemented using open standards and free software.
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Figure 22.38. Web Print: printer selection map with a simple floor plan
Custom content is loaded in place of the printer list by
[app-path]/server/custom/web/ as described in the following table:
placing
the
appropriate
file
at
File Name
Description
printer-map.html
If this file exists it will be loaded as an HTML page and displayed in an iframe in
place of the printer selection list. The HTML may contain any content or images
including links to other pages (which will also be loaded in the iframe by
default).
printer-map.svg
If this file exists it will be loaded as a SVG page and displayed in an iframe in
place of the printer selection list. The SVG may contain links to other pages or
other SVGs. An SVG may be created using software such as Microsoft Visio or
the free/open source Inkscape [http://inkscape.org/], and is a convenient way of
displaying a map or floor plan with clickable links.
Table 22.8. Files used for custom printer selection in the Web Print wizard
Tip
Any custom content placed in [app-path]/server/custom/web/, such as additional images, can
be accessed via a URL beginning with /custom/. For example if a file named floor-plan.png is
placed in [app-path]/server/custom/web/ it can be accessed via the URL
/custom/floor-plan.png.
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Tip
The custom printer map is displayed in an iframe with dimensions 776px x 400px. If the content is
larger than this then scrollbars will be visible (the area will not be expanded to fit the content).
22.5.5.2.1. Example 1: Creating a Printer Map Using an HTML Image Map
This example runs through the process of creating a printer map using HTML with image maps. This method is most
suitable if you have floor plan images and/or arial photos of your site (e.g. in PNG or JPEG format). If you have a
plan in SVG/vector graphic format then Section 22.5.5.2.2, “Example 2: Creating a Printer Map Using SVG” may be
more suitable.
The
source
for
this
example
can
[app-path]/server/examples/printer-maps/html-image-map/.
be
found
at
For this example we will create a printer selection map with two layers: a site plan and floor plans. Users first choose
a building from the site plan, then choose a printer from the building's floor plan. We have two buildings: Building A
and Building B. Each building has one floor of interest with identical floor plans and five selectable printers.
Figure 22.39. Web Print: printer selection map with a simple site plan
1.
The first step is to create a file named printer-map.html at [app-path]/server/custom/web/. This file
will be loaded as an HTML page in an iframe in place of the default printer selection list, and may contain any
content you choose, including links to further pages. Open this file in a text editor.
2.
We then add the site plan image:
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<img src="site-plan.png" usemap="#buildings"
style="width: 422px; height: 190px; border: none;" />
The usemap="#buildings" attribute tells the image to look for an image map with the name buildings.
Image maps allow you to make parts of an image "clickable". For more information about the HTML <map>
element see xhtml.com's map element reference [http://xhtml.com/en/xhtml/reference/map/].
3.
Now we define the image map.
<map name="buildings">
<area shape="poly" coords="" href="building-a.html"
alt="Building A" title="Building A" />
<area shape="poly" coords="" href="building-b.html"
alt="Building B" title="Building B" />
</map>
Here we have defined a new image map called buildings with two clickable areas. These areas are polygon
shapes (shape="poly"), which means we can specify a list of points that will form the outline of the clickable
area (i.e. the area inside the points will be clickable).
Clicking the first area will load the page building-a.html. The alt and title tags provide information
about the link and display a tooltip when the user hovers over the area.
4.
We have defined two areas and the pages they will link to but we have not yet defined the coordinates for these
areas. This is done using the coords attribute of the two area tags. Using an image editor we can find
coordinates for the outline of the two areas. Most image editors, including MS Paint, display pixel coordinates
when hovering the mouse over the image.
Using the image editor we find the following points for Building A (the lefthand building), starting from the top left
corner, in (x,y) format: (0,48), (84,0), (143,34), (143,142), (60,190), (0,155). Pixels are
counted from the top left corner of an image, so the coordinate (60,190) means "60 pixels from the top, 190
pixels from the left".
5.
We repeat the previous step for the second building to get coordinates similar to: (242,50), (320,4),
(422,63), (422,135), (332,190), (226,131).
6.
Now that we have the clickable area coordinates we can define them in our image map.
The definition for the area tag when using a poly type shape tells us that the coordinates are specified in a list
of x,y coordinates (i.e. "x1,y1,x2,y2...xn,yn"), so we enter the coordinates in the coords attributes as follows:
<map name="buildings">
<area shape="poly"
coords="0,48,84,0,143,34,143,142,60,190,0,155"
href="building-a.html" alt="Building A"
title="Building A" />
<area shape="poly"
coords="242,50,320,4,422,63,422,135,332,190,226,131"
href="building-b.html" alt="Building B"
title="Building B" />
</map>
7.
Opening printer-map.html in a web browser should now display the site plan image. Hovering the mouse
over each building should display the link cursor and indicate a link to the respective pages.
8.
The next step is to create the building-a.html page. Using a similar process to the existing page we add
floor-plan.png and create an image map for it:
<img src="floor-plan.png" usemap="#printers"
style="width: 600px; height: 362px; border: none;" />
<map name="printers">
<area shape="rect" coords="4,289,22,307" href=""
alt="building-a\Printer 1"
title="building-a\Printer 1" />
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<area shape="rect" coords="33,342,51,360" href=""
alt="building-a\Printer 2"
title="building-a\Printer 2" />
<area shape="rect" coords="58,342,76,360" href=""
alt="building-a\Printer 3"
title="building-a\Printer 3" />
<area shape="rect" coords="521,7,566,23" href=""
alt="building-a\Plotter 1"
title="building-a\Plotter 1" />
<area shape="rect" coords="571,88,592,129" href=""
alt="building-a\MFP 1"
title="building-a\MFP 1" />
</map>
<div>Building A (<a href="printer-map.html">back</a>)</div>
This map is mostly similar to the previous one, except that we have defined five rectangle shapes
(shape="rect") and provided a link back to the main site plan (printer-map.html).
Rectangle shapes in an <area> element are defined with the coordinates of top left and bottom right corners
("x1,y1,x2,y2").
9.
Now we have the images and shapes in place for the site plan and one building's floor plan. To finish off this
building we now need to define what happens when each printer is clicked. This is done using a JavaScript
function selectPrinter. Calling selectPrinter('my-server', 'Library Printer') will submit the
form on this step of the Web Print wizard, selecting the printer called Library Printer, hosted on the print
server called my-server.
We can call this JavaScript function when one of the defined areas is clicked by setting the href attribute as
follows:
<area shape="rect" coords="4,289,22,307"
href="javascript:parent.selectPrinter('building-a',
'Printer 1');"
alt="building-a\Printer 1"
title="building-a\Printer 1" />
10. Repeat the previous step for the remaining printers, taking care that the server and printer names are entered
correctly. Note that the printer name is the printer's unique name on the print server, and may be different to the
printer's "share name".
11. Repeat the steps to create building-a.html to create building-b.html (or simply copy the file and
modify to suit).
12. Test the Web Print wizard to ensure that clicking on a building takes you to that building's floor plan, and
clicking on a printer submits the form to select that printer. Note that if the names you've used for the printers
don't actually exist in your PaperCut MF server then you'll see an error message about the printer not being
available. You may like to modify the details for one of the printers to match a real printer so that the wizard can
be tested end-to-end.
The source for this example contains some additional tweaks to improve browser consistency, such as
removing the border and white background of the iframe in Internet Explorer.
22.5.5.2.2. Example 2: Creating a Printer Map Using SVG
This example explains how to use an SVG image for a clickable printer map. This method is most suitable if you
have plans or drawings in a vector format that can be saved as SVG. Otherwise Section 22.5.5.2.1, “Example 1:
Creating a Printer Map Using an HTML Image Map” may be more suitable.
An
example
SVG
floor
plan
with
clickable
printers
[app-path]/server/examples/printer-maps/html-image-map/.
can
be
found
at
Modern web browsers are capable of displaying an SVG file in a similar way to displaying a web page. Mozilla
Firefox and Opera can display SVGs "out of the box", and Microsoft Internet Explorer can display SVGs using the
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Adobe SVG Viewer [http://www.ieaddons.com/en/details/Time_Savers/Adobe_SVG_Viewer/] add-on. In addition to
drawing the image parts of the image may be made "clickable" to provide links to other pages or, as in this case, to
call a JavaScript function that selects a printer.
In this example we will describe how to take an existing SVG image and make parts of it clickable so that a printer
may be selected.
Tip
A Microsoft Office Visio drawing can be saved as SVG and used in this example.
1.
Download and install Inkscape [http://inkscape.org/], the free/open source vector graphics editor, and use it to
open your SVG.
2.
Select the object that should be made "clickable". You should see a dotted background around the object.
3.
Right-click the object and select Create Link.
4.
Right-click the object and select Link Properties.
5.
In the Link Properties dialog that appears, enter a value for the Href field like:
javascript:parent.selectPrinter('server', 'printer');, where server is the name of the print
server and printer is the name of the print queue.
6.
Repeat to create links for each printer in the image.
7.
Select File → Save As... and choose a file type of Plain SVG (*.svg). Save the image to
[app-path]/server/custom/web/printer-map.svg on the PaperCut MF server.
8.
Try the Web Print wizard to test. The SVG should be visible on the first step of the Web Print wizard in place of
the printer list. Clicking a print should move on to the next step.
22.5.5.3. Advanced Web Print Configuration
The following advanced configuration options are available via the config editor. See Section 14.10, “Using the
Config Editor” for information about using the config editor.
Config Name
Description
web-print.job-idle-timeout-mins
If a Web Print job remains unchanged for longer than this period of time it is
considered finished and is "cleaned up". The document and associated files are
removed, and the job will no longer appear in the user's list of current Web Print
jobs.
The default idle job timeout is 20 minutes.
web-print.job-rendering-timeout-mins
The Web Print server is given this length of time to render a Web Print
document. If a print job has not been generated from the document after this
time the job is marked as errored and associated files are removed.
The default job rendering timeout is 5 minutes.
web-print.max-copies
This is the maximum number of copies a user may print via Web Print. This
option exists to prevent users accidentally (or thoughtlessly!) printing too much.
web-print.hot-folder
When a user uploads a file via the Web Print interface is it written into the "hot
folder" along with a .metadata file containing information about how to print
the job (data selected by the user in the Web Print wizard). The Web Print
server looks for new files in this folder and prints them as required. The default
hot
folder
location
is
[app-path]/server/data/web-print-hot-folder/.
An
alternate
location can be specified using this config key. The location must be local to the
PaperCut MF primary server (it cannot be a network share or mapped drive due
to Windows denying share access to the SYSTEM account).
Table 22.9. Web Print Config Editor Keys
The following configuration options are available in the Web Print server configuration file, located at
[app-path]/providers/web-print/[platform]/web-print.conf.
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Config Name
Description
hotfolder
The location of the Web Print hot folder. This is generally a mapped drive letter
(Windows) or a mount point that maps to a file share (Mac, Linux). It may also
be a local path, if the Web Print server software is running on the same system
as the PaperCut MF primary server.
debug
Set to on to enable debug logging.
options.pdf
Set to xpdf to force PDF printing to use built-in PDF printing.
Set to acrobat to force PDF printing to use Adobe Reader.
Table 22.10. Web Print Server Config File
22.5.6. Troubleshooting Web Print Problems
Q:
Why are some file formats not available? (Supported file formats listed in Section 22.5.2.1, “Supported
Applications and File Formats” are not listed under Options → Mobile & Print → Web Print → Status page
or not accepted when uploading a file.)
A:
First check Section 22.5.2.1, “Supported Applications and File Formats” to see that the file format is supported
in the mode that the Web Print server is running in. Some file formats are only supported in sandbox mode.
Next ensure that the associated application is installed and working. If running in sandbox mode, log in as the
webprint user, open and print a document with the application to ensure the user has the correct
permissions.
The next step is to check the Web Print log files. The Web Print server has a handler for each supported
application. Each handler has a log file, which may provide more information about why the file format is not
available. The handler log files are named web-print-handler-*.log, where * is the name of the
application. See Q: for the location of the Web Print logs folder.
Open the log file that matches the application of interest (e.g. web-print-handler-mso-word.log for
Microsoft Office Word documents) in a text editor. Check the log file for any obvious errors, such as not being
able to find the application or problems launching it.
For further assistance contact support.
Q:
The status in the admin interface or on the Web Print dialog is indicating an error. What can I do?
A:
The Web Print server is not running or could not be contacted
When running in Simple Mode:
•
The service PaperCut Web Print Server should be running.
When running in sandbox mode:
•
The Web Print dialog should be visible on the Web Print server, and the Status should not indicate any
error.
•
While logged onto the Web Print server as the webprint user, ensure that the mapped W: drive is
accessible and maps to [app-path]/server/data/web-print-hot-folder/ on the PaperCut MF
primary server.
•
Open [app-path]/providers/web-print/[platform]/web-print.conf on the Web Print server
in a text editor and ensure that the hotfolder= option is set to W:.
For further assistance contact support.
Q:
The Web Print service is running as the SYSTEM account and does not have access to render print jobs.
A:
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Default Mode
If running Web Print in Default Mode, check if the printer being printed to is running on the local computer. The
SYSTEM account will not have privileges for printing to remote printers.
If the printer is remote then check the steps listed in Section 22.5.3.1, “Default Mode Setup” to ensure that the
service has been correctly configured to run as the webprint user account.
If the printer is local then check the printer's privileges allow the SYSTEM account to print to it.
If the above steps do not fix the problem then the failure should be logged in
[app-path]/providers/web-print/[platform]/logs/web-print-handler-pdf.log.
Tech
support will be able to analyze this file and help you find out the cause of the failure.
Sandbox mode
If running Web Print in Sandbox Mode this error may indicate that the service PaperCut Web Print Server
is running. This service is not required in sandbox mode and should be disabled.
No valid handler programs installed/defined
See Q:.
The configured hot folder location is not writable.
•
Check that the location indicated by Hot folder on the Web Print dialog is correct.
•
As the webprint user, navigate to the drive/directory that is mapped to the PCWebPrint share (W: on
Windows). Try creating an empty text file. If this action fails there is a problem with permissions. Check the
Sharing and Security (NTFS/file) permissions for the PCWebPrint share on the PaperCut primary server.
The webprint user should be allowed read and write access.
•
For further assistance contact support.
Other error messages
Check the Web Print server log file web-print.log. See Q: for the location of the logs directory. For further
assistance contact support.
Q:
Where is the Web Print logs folder?
A:
The logs folder is located on the system running the Web Print server software.
On Windows the location of the logs folder depends on configuration and the Windows edition. Logs may be
written to [app-path]\providers\web-print\win\logs\, or to %USERPROFILE%\web-print-logs\
(e.g. C:\Users\[username]\web-print-logs\ on Windows Vista/2008. For a definitive answer open the
file [app-path]\server\data\web-print-hot-folder\web-print-server.status on the primary
PaperCut MF server in a text editor and check the line beginning server.log-file=.
Q:
Why is my print queue "currently not available"?
A:
When using the Web Print interface, some print queues are giving me an error message: Errored: Printer
'\\servername\queuename' is currently not available.
This can be caused by trying to use Web Print on a print queue that has been deleted or by trying to print to a
print queue that is not installed on the Web Print Sandbox. Please confirm this by logging into the Web Print
Sandbox as the Web Print user and attempting to print to the above print queue.
Note
It is important that the jobs pass via the queue on the server - do not add a Local Printer. You
should also use add the printers using the print server's machine name and not an IP address.
22.5.7. XPS Viewer Installation Instructions
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Mobile & BYOD Printing
Microsoft Windows XP and Server 2003 administrators can easily install the Microsoft XML Paper Specification
Essentials Pack (XPSEP), which contains the XPS viewer, from the Microsoft website. Versions for both 32bit and
64bit are available. By default, Windows Vista and Windows 7 will include a compatible XPS Viewer if .NET
Framework 3.0 is already installed [http://windows.microsoft.com/en-au/windows-vista/what-is-the-xps-viewer].
•
Microsoft
XML
Paper
Specification
Essentials
[http://www.microsoft.com/downloads/details.aspx?FamilyID=b8dcffdd-e3a5-44cc-8021-7649fd37ffee]
Pack
Customers running Microsoft Windows Server 2008 must install the XPS Viewer from the Features module of the
Server Manager MMC snap-in.
1.
Load the Server Manager MMC snap in via Start menu → Administrative Tools → Server Manager
2.
Right Click on Features and select Add Feature
3.
Check the tickbox for "XPS Viewer", click Next
Figure 22.40. Installing the XPS Viewer for Windows Server 2008
4.
Click Install on the Confirm Installation Selections dialogue box.
5.
Click Close when the installation is complete.
22.6. Windows 8 Tablets & Windows RT Printing
With the Windows platform being adopted on more and more device types, organizations are seeking knowledge
and information on how to support printing and integration with PaperCut. This section discusses Windows mobile
device printing and shares some hints and tips.
Please note, this is not a step-by-step guide on everything Windows Mobile. Rather, it will cover the main concepts
that will help administrators integrate Windows RT and Windows 8 tablet devices into existing print infrastructure.
The following information comes from our own experiences and customer feedback.
In most cases Windows devices are able to print and use existing Windows server-based print queues. The best
approach for supporting users and devices will vary with the device type and purpose. They can be categorized as
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Mobile & BYOD Printing
follows:
•
Windows 8 Intel-based devices predominantly used in Desktop Mode
•
Windows 8 Intel-based devices predominantly used in Tile Mode
•
Windows RT devices
22.6.1. Client Software
Windows 8 Intel-based devices predominantly used in desktop mode are best treated in the same way as Windows
laptops. If the user requires the client software (e.g. for shared account selection), install the PaperCut User Client
software locally.
If the device is Windows RT based, or is predominantly used in Tile Mode, bookmark or pin the Mobile Client to the
Start Screen. The Mobile Client is located at the URL:
http://[server-name]:9191/client
The Mobile Client provides most of the functionality of the desktop client software, but does not require local
installation, as it runs in a web browser. If your users need to interact with the client (e.g. for shared account
selection), you'll need to instruct them to open the client after printing their job.
22.6.2. How do I print via a server with Windows RT?
You will need:
•
A print server running Windows Server 2012 or Windows 8
•
A printer that is supported by one of the Windows Server 2012 or Windows 8 built-in "class drivers".
Windows RT comes with many in-built or in-OS drivers. These are called class or mode 4 drivers. Printers that
require specialized drivers may not work.
Tip
If your primary print server runs an older version of Windows and you are not able to upgrade it,
consider setting up a new secondary print server to support Windows RT. PaperCut is able to track
printing on multiple servers and multiple operating systems.
When selecting a print driver to use for the printer, you will need to find a compatible "Class" driver as shown below.
387
Mobile & BYOD Printing
Figure 22.41. Select a Class Driver
This manual does not address how to best deploy these printers to your Windows RT users. A manual approach is
however adopted by many organizations.
If you'd like to read the latest information on Windows RT, or would like to share your preferred deployment method,
please
check
out
PaperCut's
Knowledge
Base
article
on
the
topic
[http://www.papercut.com/kb/Main/KnownIssuesGCP].
22.6.2.1. I'd like to continue to use my standard driver on other systems. Is this possible?
At the time of writing, the suitability of mode 4 drivers with regards to Windows XP, Vista and Windows 7 is
unknown. In this situation you could consider setting up duplicate printer queues on the Windows Server 2012
machine, perhaps with "RT" on the end of them, giving you something like this:
\\printserver\library
\\printserver\libraryrt
You can then select the different "class" driver on the RT specific queue. To help with reporting, consider using
PaperCut's inbuilt "Printer Groups" or physical printer reports to consolidate usage information from both queues.
22.6.3. Other Options for Windows RT and Windows 8 tablet devices
Web Print and Email to Print have both been successfully deployed and are in active use in Windows RT and
Windows 8 tablet environments. Although the print experience is not native, the simpler setup and management
may be attractive to many organizations.
22.7. Mobile Print Release - Releasing print jobs on your mobile
Document security is an important requirement in the modern print environment. In a standard environment a user's
job prints immediately and may accidentally be collected by another user. This problem is usually addressed with
print release by implementing dedicated release stations, embedded MFD applications, or specialist hardware.
PaperCut MF's Mobile Print Release provides an alternate cost effective solution that leverages the powerful
devices that exist in almost everyone's pocket - the mobile phone.
Features:
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Mobile & BYOD Printing
•
Release held jobs from any print queue with Hold/Release enabled
•
Simple intuitive interface, optimized for touch screens
•
Designed to work with most modern cell and tablet devices
•
Quickly locate printers with keyword searching (location, name or code)
•
Can be used in environments with Find Me Printing configured, giving the user ultimate control over where and
when their jobs are released
•
Support for QR code printer location/lookup
Requirements:
•
iPhone iOS 5 and newer (both iPhone and iPad)
•
Android ICS and newer (Chrome recommended)
•
Other modern mobile web browsers
22.7.1. Usage and features
Once logged in, the user is able to see a list of printers that are available to them. The printer's name, location, and
alternate ID (if set) are displayed. Mobile Print Release also displays recently used printers, as well as popular
printers.
Figure 22.42. The Mobile Print Release printer list
Selecting a printer will show the held jobs that the user can release on the printer. The list includes jobs held in
virtual queues that redirect to the selected printer. In the screenshot below there are no jobs available for release.
389
Mobile & BYOD Printing
Figure 22.43. An empty job list
In the screenshot below we can see there are many jobs available to release. Simple details such as the job name,
cost, number of pages, and time that it was queued are displayed.
Figure 22.44. Jobs display in a held jobs list
Clicking the arrow next to a job will display more detailed information about the job. In the case where there are
multiple jobs with similar names, users can utilize this information to differentiate jobs.
390
Mobile & BYOD Printing
Figure 22.45. Showing the details of a job in the held job list
If the user only wants the perform an action on a subset of jobs, they can use the checkboxes to the left of the job
titles to either select or deselect them. By default, all jobs in the list are selected. Users can release or cancel the
selected jobs by clicking on either the green or red buttons at the bottom of the screen.
Figure 22.46. Selecting the disired jobs in the held job list
Other highlights for Mobile Print Release include:
•
Avoid logging in every time with the "Remember Me" option
•
Search for printers using name, location or alternate ID
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Mobile & BYOD Printing
•
Jump straight to your favorite printer simply by bookmarking the page (or adding to home screen)
22.7.2. Mobile Print Release Deployment/Install
One of the benefits of Mobile Printer Release is that it allows you to offer secure release on any type of printer.
There is no need for any dedicated hardware. A common configuration is to have two queues for a physical printer;
one direct queue (normal printing) and one secure queue (a hold/release queue). When document security is
important users can select the secure queue and release the job from their mobile phone. Alternatively, many sites
opt for a 100% secure environment, mandating release on every job. Mobile Print Release leverages the existing
hold/release functionality in PaperCut MF. Hold/Release queues will need to be set up to use Mobile Print Release.
Mobile Print Release is a core feature included in PaperCut MF. It's a mobile web application, which means there's
no need for users to install 3rd party applications or access an off-site App store (such as Apple's iTunes store). The
advantage of this model is that all network traffic and application deployment is managed securely in your own
network.
The application can be accessed by opening the phone's Internet browser (while connected to your network's local
WiFi) and going to any of the follow URLs:
HTTPS
•
https://[servername]:9192/mr
•
https://[servername]:9192/mobile/release
HTTP
•
http://[servername]:9191/mr
•
http://[servername]:9191/mobile/release
"/mr" is a shortened version provided for convenience. HTTPS is highly recommended, as users will authenticate
themselves via this connection. By default PaperCut MF installs with self-signed certificate and will raise warnings in
secure browsers. Consider installing a signed certificated, or use the HTTP URL. We would only recommend HTTP
as secondary option, and only on secured WiFi.
Users can bookmark or "Add to Home Screen" the Mobile Print Release App on their device to quickly access the
application. Held job pages can also be bookmarked, which is convenient for users who often release from the same
device.
Tip
Mobile Print Release can also be deployed to iOS devices as an App. Simply have the user access
https://[servername]:9192/mr/install. This will install a web profile that automatically
creates the home screen icon, which may be preferred to manual bookmarking on some sites.
iOS users can also print directly from their device using PaperCut MF's iOS printing solution. These two applications
can be used together to provide a comprehensive mobile printing solution.
22.7.3. Management tips for large networks
Here are some tips to help educate your users to get the most out of Mobile Print Release:
22.7.3.1. User education
When implementing Mobile Print Release across a large network, it can be hard to educate the users of how and
when to use the application. Many administrators have used stickers with URLs printed on them to direct users to
access the application. Informational posters give administrators a more noticeable and detailed space to explain
the enhanced printing architecture.
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Mobile & BYOD Printing
22.7.3.2. Power features
Regular users of Mobile Print Release can improve their experience by bookmarking the printers that they use the
most. When used in conjunction with the "Remember Me" option, users can release their jobs extremely quickly.
This allows users to click on a single icon on their mobile device and go straight to the held job list that their print job
can be released from.
22.7.3.3. Quick printer location
Sites with hundreds of printers will want to educate their users to utilize the search function in Mobile Print Release.
The Mobile Print Release printer search field provides a quick way for users to find their desired printer. The search
terms are matched against the printer's name, location and alternate ID. The alternate ID is a short admin-defined
code that can be assigned to a print queue. Printer names are usually designed to be read on a desktop, assigning
an alternate ID gives users identifiers which are easy to remember and type on a mobile device. A suggested
approach is to use a 4 digit code (eg 1234) as the alternate ID. Printers can be labelled with stickers with the
alternate ID to indicate what term users should search for.
You can use the location or alternate ID to access the printer's Mobile Print Release page directly:
•
https://[servername]:9192/mr/[location]
•
https://[servername]:9192/mr/[alternate_id]
22.7.3.4. Using QR Codes
While your users can use printer search to locate a device, QR codes provide a mechanism to launch Mobile Print
Release directly with the printer automatically selected. The process would work as follows:
1.
The user scans the QR code using their mobile
2.
The mobile's browser opens listing their print jobs (They may need to authenticate if they have not before)
3.
The user selected their jobs, and clicks "Release". The jobs will print immediately.
Below is an example of a sticker that could be adhered to a printer. The QR code results in the URL
https://printerserver:9192/mr/1234. Note that this URL uses the alternate printer ID of 1234 (See above).
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Mobile & BYOD Printing
22.7.4. Advanced Options
The following configuration keys can be used to configure Mobile Print Release. Configuration keys can be edited at
Options → Actions → Config editor (advanced).
Config name
Description
mobile-release.max-recent-printers
The maximum number of recently used printers displayed in Mobile Print
Release interface. These printers are the ones that have been recently used to
release jobs via Mobile Print Release. It helps users in selecting their preferred
printer quickly. The default value is 4.
mobile-release.max-popular-printers
The maximum number of popular printers displayed in Mobile Print Release
interface. These printers are organization's popular printers. The default value is
3.
mobile-release.session-timeout-mins
Inactivity timeout for Mobile Print Release interface. The value of 0 indicates
that the session will never time out. The special value DEFAULT indicates that
the PaperCut's default value will be used. The default value is 1440 minutes
(24 hours).
Table 22.11. Advanced Mobile Print Release Config Keys
Please see Section 14.10, “Using the Config Editor” to find out how to change config keys.
22.7.4.1. Mobile Release Customization
It is also possible to customize the logos and the look of Mobile Print Release. Please see Section 17.10,
“Customizing Mobile Print Release” for details.
22.8. Mobile Client
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Mobile & BYOD Printing
When printing from a desktop or organization-owned laptop, the desktop client software provides a range of
functionality such as
•
showing the user their balance / quota,
•
delivering notification messages,
•
confirming the cost of jobs and
•
allocating jobs to shared accounts.
For user-owned and mobile devices in may not be possible or practical to deploy (or have the user install) the
desktop client. Instead, the Mobile Client offers most of the same functionality and can run in a web browser on
nearly any device.
In most cases use of the Mobile Client is optional and serves only to provide information to users about their print
jobs. Its use is required when
•
user interaction is required, such as pop-ups for confirmation, account selection or from a print script,
•
printing from an iOS device, where the Mobile Client is required to authenticate the user.
The Mobile Client can be accessed from a web browser at http://[servername]:9191/client. Rather than
have users type the URL into their browser, we recommend providing a prominent link, for example on an intranet
page, or deploying a link to devices where possible. Specific instructions for deploying to iOS devices are available
in Section 22.3.3, “The PaperCut iPad / iPhone App (iOS app) ”.
In cases where user interaction is required, users may require some prompting to remind them to use the Mobile
Client. For Google Cloud Print and Email to Print jobs, a reminder email message can be sent if no action is taken
for some time (90 seconds after submitting the job by default). This functionality can be configured at Options →
Mobile & BYOD → Common Mobile Printing Options → Send a reminder email when a job requires user
action (e.g. account selection).
22.9. Self association for emails and email verification/validation
22.9.1. Unknown emails and email self-association
When mobile printing technologies identify job owners by email address, PaperCut needs a way to identify and
authenticate the email's owner. E.g. with Google Cloud Print, jobs are "owned" by a Google Account, which is an
email address. With Email to Print, the job's owner is identified by the sending email address.
PaperCut provides three main ways to populate email addresses. Select the method that best suits your
organization.
1.
Email addresses are automatically imported from the user directory. If you have configured organization /
"official" addresses in your user directiory then these will be imported to PaperCut and further configuration may
not be required.
2.
Manual configuration. An administrator may add and remove email addresses on behalf of a user in the Users
tab of the PaperCut Admin interface. We recommend using the Other emails section for this purpose if you are
adding "official" organization addresses in case you later decide to add them to your user directory.
3.
Email self-association, allowing users to add an email address to their user account by themselves.
In the case that a job arrives from an email address that is not known to the system, you may choose to have
PaperCut cancel the job, or hold the job and offer the user to verify (self-associate) their address. Canceling the job
is the appropriate response if you are choosing to manually configure the email addresses.
This option is available at Options → Mobile & BYOD → Common Mobile Printing Options → When a job
arrives from an unknown email address. Email self-association is enabled by setting this option to Hold the job
and email the user with instructions for verifying the address.
Email self-association works as follows:
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Mobile & BYOD Printing
1.
When a job arrives from an unknown user, the job is held and an email response is sent to the user that
includes a link.
2.
Clicking the link prompts the user to log in.
3.
The user logs into their PaperCut account and the email address is added to their account. When viewing the
user in the admin interface, it will appear under Other emails.
4.
The job is assigned to the verified user and proceeds to print.
5.
Future jobs are automatically assigned to the verified user.
396
Chapter 23. Print Archiving (viewing and
content capture)
23.1. Introduction
Print data is typically short-lived, the user prints the job and then the print job content is lost. PaperCut MF's Print
Archiving feature changes that. With Print Archiving, in addition to PaperCut's standard print job information logging,
it is now possible to:
•
Save and archive print jobs for a defined period of time
•
Interactively view what has been printed
Print Archiving is a very visual feature and is best explained with a few screen shots.
Figure 23.1. Grid view is a great way to locate jobs visually
397
Print Archiving (viewing and content capture)
Figure 23.2. Inspecting a print log in the full screen viewer. The viewer toolbar supports navigation, zoom, image rotation and PDL file download.
Print Archiving, including the ability to view previous print jobs, gives administrators a new set of tools to improve
print management. Common uses include:
Information Security, data retention and audit policies
Many corporations now have defined data management objectives and specific policies around the tracking of data
in emails, using thumb drives, cloud storage services, etc. This allows organizations to:
•
Comply with externally mandated and legal requirements such as Sarbanes-Oxley and best practice audit
procedures.
•
Support an organization's needs to protect its customers' and own intellectual property.
•
Monitor inappropriate material and potential illegal activity.
•
Ensure business resources are being used appropriately and not being wasted.
Print Archiving now allows organizations to extend these security policies to the printer fleet and closes a potentially
big loophole in governance processes.
Fleet Optimization
Inspecting a sample of print jobs held by Print Archiving can help with key resource decision making questions. Is
the inkjet photo printer being used for photos? Or should it be replaced with a more appropriate device for color text
document output like a laser printer?
Validating user refund requests
In education environments, it is common for refund requests to be submitted via PaperCut. The ability for
administration staff to review the job via Print Archiving can greatly assist in this scenario. See Section 7.17.2,
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Print Archiving (viewing and content capture)
“Managing Refunds” for more on this feature.
Caution
In the same way that email and server administrators have privileged access to a user's email and
documents, a PaperCut administrator can access the user's print job content. A System
Administrator's privilege to view archived print jobs should be treated with the same professional
caution as similar access privileges to a user's private data. PaperCut has granular control on
administrative rights so that this can be managed, as described in Section 14.4.2, “Assigning
Administrator Access to a User”.
Feature Highlights:
•
Store an historic record of all printed content, limited only by available storage space.
•
View past print jobs interactively in the browser.
•
Control which administrators have access to view or remove archived content.
•
Download the original spool file for 100% fidelity when reprinting.
•
Remove archived data from the system and disk.
•
Move older archives to external storage, such as offline backup or offsite cloud repository, for long term data
retention.
•
Enable or disable archiving on selected printers and users.
When Print Archiving is enabled new options are available for viewing print logs (e.g. the global job log at Printers
→ Job Log, or the per-printer or per-user job logs).
•
Details view:
This is the traditional text-only job log view and is best for finding and browsing by non-visual job log information.
•
Hybrid view (thumbnails + details):
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Print Archiving (viewing and content capture)
The hybrid view is the most flexible view option. It adds a thumbnail column to the details view. This allows for
easy filtering and sorting of the print logs table while also being able to view print logs visually.
•
Thumbnails / grid view:
This view favors images over text and is the best view for visually scanning to identify documents of interest.
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Print Archiving (viewing and content capture)
23.2. Technical Overview: How does archiving work?
The Print Archiving system can be explained by looking at three processes:
Process 1: The job archiving process
1.
A user prints a job from a network device (desktop workstation, mobile, etc.).
2.
The job is sent to the print server.
3.
On the server, the job is intercepted and the job's spool file is copied into the archive. This is usually a file
containing the print data in a Page Description Language (PDL) such as PostScript, PCL, EMF or XPS. The
copy process is carried out while spooling takes place, with minimal impact on printing performance.
4.
If the spool file is in a PDL format known to the system, images of the printed pages are created.
Process 2: Archive access and preview process
1.
The administrator logs into the PaperCut admin interface.
2.
In the print log, the archived jobs appear as thumbnails or icons.
3.
If the job is in a supported PDL format, clicking on the thumbnail brings up a viewer. From there you can page
through and view the document.
4.
As the administrator pages through a document, further images are generated as required.
Process 3: The overnight management process
At the set system maintenance time overnight, the archive is inspected for any content older that the Keep jobs for
up to: X days option set by the administrator. Any content that matches is permanently removed from the archive.
23.3. Setting Up Print Archiving
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Print Archiving (viewing and content capture)
Print Archiving is an optional feature disabled by default. Before enabling the system administrator should consider:
•
Disk space implications.
•
Privacy and data access.
•
CPU load - particularly on low resourced Virtual Machines.
•
The additional load on backup storage.
23.3.1. Step 1: Install print spool file viewer technology
To get the full benefit of Print Archiving we recommended installing additional software that assists with the
conversion of selected printer language files, such as PostScript, into images. This software should be installed on
the primary PaperCut server. PaperCut will detect the software and automatically start using it.
The recommended software:
23.3.1.1. Windows servers
Install Ghost Trap - a security-hardened PostScript and PDF-to-image converter.
Download:
[http://www.papercut.com/products/free_software/ghost-trap/download/].
Ghost Trap is a security hardened version of Ghostscript. It's open source software supported by PaperCut
Software. It brings best-of-breed security to the popular PostScript and PDF conversion software by utilizing the
same sandbox security technology used by the Google Chrome Browser. You can read more about this project
here: The Ghost Trap Project Page [https://github.com/codedance/GhostTrap].
Note
Ghost Trap [http://www.papercut.com/products/free_software/ghost-trap/download/] is strongly
recommended. An alternate option is to install the following components: Ghostscript
[http://www.ghostscript.com/download/gsdnld.html],
GhostPCL
[http://www.ghostscript.com/download/gpcldnld.html],
and
GhostXPS
[http://www.ghostscript.com/download/gxpsdnld.html] (v9.07).
23.3.1.2. Mac servers
Install the PostScript viewing software Ghostscript version 9.06. Richard Koch from the University of Oregon
maintains a Mac version of Ghostscript. This can be downloaded here. [http://pages.uoregon.edu/koch/]
Note
If you're using the Homebrew [http://mxcl.github.com/homebrew/] package manager, there is a
ghostscript package available for install.
23.3.1.3. Linux and Novell OES servers
All major Linux distributions either come with Ghostscript automatically installed, or an option to install via the
standard package manager. See your distribution's documentation for further details. You should ensure that the gs
command is on the PATH (for the papercut user).
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Print Archiving (viewing and content capture)
Ghostscript
version
9.07
is
recommended.
[http://www.ghostscript.com/download/gpcldnld.html]
[http://www.ghostscript.com/download/gxpsdnld.html].
We
also
recommend
and
installing,
GhostPLC
GhostXPS
23.3.2. Step 2: Enable Print Archiving
Print Archiving can be enabled by an administrator as follows:
1.
Log in as admin.
2.
Navigate to the Options tab.
3.
Enable the Print Archiving option.
4.
Click Apply at the bottom of the page.
Once enabled you should perform some testing across your printer fleet.
23.3.3. Step 3: Review Configuration Options
System Administrators should first familiarize themselves with the archive disk management options. These are
found under Options → General → Print Archiving
Figure 23.3. Print Archiving options on the Options tab
The important options are:
Keep jobs for up to: X days
This option determines the number of days a job will be kept in the archive. The default value is 30 days, with a
minimum value of 1. If you are planning on setting a high value make sure you consider consumption of drive
storage. It is advisable to monitor disk space growth during the first full week of usage and use this as a basis to
extrapolate
your
storage
requirements.
For
reference
the
default
archive
path
is
[app-path]/server/data/archive on the primary PaperCut server.
Note
Any change to the Keep up to: X days option will be applied when archive maintenance is performed
overnight.
Stop if free space falls below:
This is an emergency stop option. If free disk space falls below the set value all archiving is immediately suspended.
This ensures a growing archive will not take down a production server. The default value is 2GB. If the server runs
other production software it may be advisable to increase this value. If email notifications are configured (see
Section 14.6.1.3, “Configuring Email Notifications”), administrators will also automatically receive an error email alert
403
Print Archiving (viewing and content capture)
when disk space drops to this limit.
Tip
It is recommended that you proactively monitor disk space usage as a matter of course during your
regular service maintenance and assessment procedures.
Turning off archiving on selected printers, users or groups:
Once enabled, Print Archiving will occur on all queues for all users. In some situations it may be necessary to
selectively disable archiving. Examples include:
•
Tuning off archiving on selected users, such as human resources managers who routinely print sensitive
information.
•
Turning off archiving on printers that don't support interactive viewing - for example a printer that only supports
GDI drivers. Without imaging support, archiving may be of reduced benefit as the only option to review the
document is to reprint it.
To disable archiving on a specific printer:
1.
As an administrator, log in and select the Printers tab.
2.
Select the printer you wish to disable.
3.
Deselect Enable Print Archiving.
4.
Click OK.
To disable archiving for a specific user:
1.
As an administrator, log in and select the Userstab.
2.
Select the user you wish to disable archiving for.
3.
Enable Override printer-level settings.
4.
Enable Don't archive this user's jobs.
5.
Click OK.
To disable archiving on a group of users:
1.
As an administrator, log in and select the Groups tab.
2.
Select Bulk user actions... from the Actions menu.
3.
Select the group to perform the change on
4.
Enable Change advanced user settings.
5.
Enable Override printer-level settings.
6.
Enable Don't archive this user's jobs.
7.
Click OK.
23.4. Advanced Archiving Options and Features
23.4.1. Changing the archive storage directory
The default archive storage location is [app-path]/server/data/archive. Reasons for changing this location
may include:
•
Storage restrictions on the drive where PaperCut is installed.
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Print Archiving (viewing and content capture)
•
If you wish to exclude the archive from your backups, it may be desirable to move the storage location.
Note
For performance and security reasons using a local disk on the primary server as the storage location
is recommended. If a remote network location such as a SAN device is intended to be used, we'd
recommend a low-level drive mount such as iSCSI or better if possible. The server must have a
reliable connection to the storage.
On a Windows server, if the desired location is accessible only via a UNC path, some additional
security configuration will be required. By default the PaperCut Application Server and the
PaperCut Print Provider services run under the SYSTEM account. This account is restricted
and does not have remote network drive access. You'll need to change the Log On account assigned
both services to one which has full read/write access to the remote location. The change should only
be considered and performed by an experienced Windows server administrator.
23.4.1.1. Phase 1: Moving the central archive:
Important
If you have existing archived spool files you wish to move to the new location, it is recommended to
perform this process at a period of low printing activity.
To change the location:
1.
Create the new directory in the desired location, e.g. D:\print-archive. (If the PaperCut Application Server
is running in a cluster this directory must be accessible by all cluster nodes. See Chapter 25, Clustering and
High Availability.)
2.
Ensure the PaperCut Application Server service will have read and write access.
3.
Log into the PaperCut admin interface.
4.
Navigate to Options → Actions → Config Editor (Advanced).
5.
Search for the key archiving.path.
6.
Enter the new path (e.g. D:\print-archive).
7.
Click the Update button to the right of the value.
8.
Navigate to the Options page and verify the Archive status.
9.
A README.txt file should now appear in the top level of the location.
10. Consider copying any existing archived content from the previous archive location. If existing content is not
copied, job previews will no longer appear for historical print jobs.
23.4.1.2. Phase 2: Changing Print Provider Configuration:
The print provider component needs to know the new location. To set this location:
1.
Open Notepad (or your preferred text editor) with Administrator rights.
2.
Open the file located at [app-path]/providers/print/win/print-provider.conf.
3.
Locate the line:
ArchiveDir=
and change the value to point to the new location set up in Phase 1. For example:
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Print Archiving (viewing and content capture)
ArchiveDir=D:\print-archive
Note: if you have upgraded from an older version you may need to add the ArchiveDir= option to the
print-provider.conf.
4.
Save the file.
5.
Restart the print provider service.
6.
Note: If you have multiple print servers, repeat this on any other secondary print server as outlined in
Section 23.4.3, “Setting up Secondary Print Servers”.
23.4.2. Backup Considerations
The print archive can potentially grow to a large size and this can have implications for your backup planning. You
have various options around archive backup:
•
You can opt to to fully backup the directory using your backup solution of choice, provided you have sufficient
capacity.
•
You can opt to not backup the directory at all. PaperCut will be resilient to a restoration with an empty archive
directory.
•
You can opt to back up part of the directory. For example the current month only. PaperCut will be resilient to a
restoration with a partially constructed archive directory. There is a README.txt in the archive directory that
explains more about partial backups and the directory structure layout.
23.4.3. Setting up Secondary Print Servers
23.4.3.1. Introduction
The setup described previously was for the common case where the PaperCut application is installed on a single
server. The secondary server, as explained in Chapter 16, Configuring Secondary Print Servers and Locally
Attached Printers, is responsible for managing the contents of the print jobs printed via a server other than the
primary server. If Print Archiving is enabled, the secondary server must also participate and facilitate archiving.
In larger print environments it is common to have multiple PaperCut secondary servers located on various machines
across the network. In this case Print Archiving can still be used, however this is an advanced setup procedure and
will require additional planning and implementation time.
To support the central tracking and viewing of print archives, all spool files need to be transferred across to the
primary application server's central archive directory. Each secondary server needs to be correctly configured with
write access to this central archive directory. This will require running the PaperCut Print Provider service
under an account with write access to this directory.
One consequence of this approach, designed to simplify the management of archives, is that it increases bandwidth
requirements because all print archives are transferred across the network to the application server. The impact of
this will depend on your specific environment, e.g. number of print jobs, network setup, PDL used, etc. As such you
may need to monitor and experiment before a large scale deployment of this feature.
23.4.3.2. The Setup process
The process to set up a secondary server under Print Archiving involves four key phases. Before undertaking this
process you should ensure that the secondary print server is operating correctly for standard print tracking. The
following section documents configuring secondary servers on the Windows operating system.
23.4.3.2.1. Phase 1: Creating domain service account
By default the PaperCut Print Provider service running on the secondary server(s) operates under a limited
rights account called SYSTEM. This account does not have access to network resources and hence can't access
the file system on the primary PaperCut server. You'll need to create a new service account and set the service to
Log On as this account:
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Print Archiving (viewing and content capture)
1.
Create a new domain account with access to the share on the primary server and full management rights of
print spooler on the local machine. An appropriate name may be svc-papercut.
2.
Set the new account's password to never expire.
23.4.3.2.2. Phase 2: Sharing the central archive directory
The secondary server needs the ability to copy print jobs into the central archive. You must first share the central
archive folder. On Windows, assuming the archive directory is the default, the procedure would be:
1.
Open Explorer and navigate to [app-path]/server/data/.
2.
Right-click on the archive directory and select Properties... → Sharing.
3.
Share the directory with a name print-archive.
4.
Ensure the service account created in Phase 1 has full read/write access.
5.
Ensure all other non-Administrator users do not have any access.
6.
Click OK.
23.4.3.2.3. Phase 3: Change the configured archive path on the secondary server
The secondary server needs to know the location of the recently shared central archive directory. To set this
location:
1.
Log on to the secondary print server as an administrator.
2.
Open Notepad (or your preferred text editor) with Administrator rights.
3.
Open the file located at[app-path]/providers/print/win/print-provider.conf.
4.
Locate the line:
ArchiveDir=
and change the value to point to the UNC share name set up in Phase 2.For example:
ArchiveDir=\\my-primary-server\print-archive
Note: If you have upgraded from a previous version you will need to add the ArchiveDir=option to
theprint-provider.conf.
5.
Save the file.
23.4.3.2.4. Phase 4: Assigning rights to the service account
The PaperCut Print Provider service (service responsible for monitoring the print queues and transferring
print job spool files to the central archive) needs to be able to access the directory shared in Phase 3. Assign the
service account set up in Phase 1 to the PaperCut Print Provider service as follows:
1.
Open Control Panel → Administrative Tools → Services
2.
Double-click on the PaperCut Print Provider service.
3.
Select the Log On tab.
4.
Click This account.
5.
Enter the username and password for the service account set up in Phase 1.
6.
Click OK.
7.
Restart the service and manually check the file [app-path]/providers/print/print-provider.log for
any error messages at end.
23.4.3.2.5. Phase 5: Test
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Print Archiving (viewing and content capture)
Take some time now to perform some testing and ensure any jobs printed on a print queue on this secondary server
are correctly archived.
Important
Archived files are partitioned based on the date and time of the print job. In order for the print archives
to appear in a consistent manner it is important that all secondary print servers share a common time
synchronization. An inconsistent time between servers of more than one hour may cause an error.
23.4.3.2.6. Troubleshooting Secondary Server Setup
Here is a list of common issues leading to problems with Print Archiving and secondary server setups:
•
Incorrect paths: It's important that all secondary servers are configured to point to the shared central archive
directory. Double-check the value entered in ArchiveDir. See Section 23.4.1.2, “Phase 2: Changing Print
Provider Configuration:”.
•
System Services can't access user mapped drives. On Windows it's important that you use a UNC path rather
than a mapped drive letter.
•
You'll need to ensure that all secondary servers have full write access to the central archive. Take time to
double-check permissions.
23.4.4. Advanced Configuration Keys
The following configuration keys are accessed via Options → Actions → Config editor (advanced) and influence
the behavior of Print Archiving
Key
Description
archiving.images.creator.non-interactive.max-concurrent
This value determines the maximum number of image creator processes used
to process new print jobs in the background. The system may use this
maximum number when it is under high load. The default value is 1. Sites
running on fast multiprocessor servers may choose to increase this number. As
a guide, this value should not exceed the number of available processor cores.
NOTE: The Application Server must be restarted after changing this setting.
This value determines the maximum number of image creator processes that
may be used to support interactive viewing of print jobs in the admin interface.
The default value is 2. Sites running on fast multiprocessor servers may choose
to increase this number.
archiving.images.creator.interactive.max-concurrent
NOTE: The Application Server must be restarted after changing this setting.
archiving.images.creator.pages-to-initially-image
This value determines the number of pages that will be imaged (pre-rendered)
when a print job first arrives. Pre-generation of images speeds up viewing. The
default value is 4.
archiving.images.viewer.max-pages
The maximum pages into a document that can be explored.
Table 23.1. Print Archiving Advanced Config Keys
23.4.5. Downloading PDL / spool files for reprinting
Along with image previews, Print Archiving stores a copy of the print job's PDL / spool file. This can be later
downloaded and reprinted. Common reasons for reprinting a job include:
•
To produce another hard copy of the print job (e.g. if the original was lost).
•
To view, when image previews are not available (such as when the printer is using a proprietary / GDI print
language).
•
To help diagnose or reproduce printing problems.
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Print Archiving (viewing and content capture)
To download a job's PDL / spool file,
1.
Find the job of interest in the job log
2.
Click on the job's thumbnail to open the job viewer (full page view)
3.
Click the download icon in the toolbar at the top left (see below)
4.
Save the PDL file to your computer
Figure 23.4. The print job viewer showing the download PDL option in the toolbar
For information about how to print a PDL file once it is downloaded, see the FAQ on how to print a PDL file.
23.4.6. Remove archived data
Archived data may be removed permanently by clicking the remove icon or pressing 'delete' in the archive viewer.
Removal is available when the user has the administrator right "remove archived jobs" assigned.
To remove archived data,
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Print Archiving (viewing and content capture)
1.
Find the job of interest in the job log
2.
Click on the job's thumbnail to open the job viewer (full page view)
3.
Click the delete icon in the toolbar at the top left (see below) or press 'delete' key
4.
Confirm deletion
Figure 23.5. The print job viewer showing the remove option in the toolbar
23.5. Troubleshooting and Known Limitations
23.5.1. No preview image available
In some cases print jobs may not have a preview image available. This can be for two possible reasons:
1.
Archiving was disabled
Archiving may be disabled / overridden in the following ways:
2.
•
Printer-level override (disable archiving for a printer)
•
User-level override (disable archiving for a user)
•
Print scripting (archiving disabled per-job from within a script)
A preview could not be produced for the archived job
There are several reasons why image previews could not be produced:
•
The print driver is using a proprietary or GDI / unsupported print language (see Section 23.5.2, “GDI Printers
(GDI Print Description Language)”).
•
The print driver may be using vendor-specific language extensions (see Section 23.5.3, “There may be
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Print Archiving (viewing and content capture)
issues viewing some print jobs”).
•
A component to convert the PDL / spool file into images may be missing (see Section 23.3.1, “Step 1: Install
print spool file viewer technology”).
•
The archived PDL / spool file may be corrupt or partially copied.
•
The conversion software (e.g. Ghostscript) may not be capable of producing a preview (e.g. for a
complicated document).
In this case, the PDL / spool file for the job may still be downloaded for reprinting (see Section 23.4.5,
“Downloading PDL / spool files for reprinting”).
23.5.2. GDI Printers (GDI Print Description Language)
GDI printers produce spool files which are proprietary binary format files and currently there is no standard
technology or tools to allow the visual display of printed content, however it is possible to reprint GDI print jobs by
downloading the spool file (see Section 23.4.5, “Downloading PDL / spool files for reprinting”). PaperCut Software
hopes to approach printer vendors in the future to address this limitation.
23.5.3. There may be issues viewing some print jobs
Because of its flexibility some PostScript drivers can create spool files that cannot be rendered with the standard
viewer. If you find a consistent issue with a particular printer, please first see if there is an alternate driver format
available (i.e.. another PDL language). If the issue persists after trying other drivers, please contact PaperCut
support. We may be able to address the issue in a future release.
23.5.4. No archiving of off-the-glass copy jobs
Because of the level of fidelity used in modern copiers archiving off-the-glass jobs would consume large amounts of
network bandwidth and disk storage. It would also be currently difficult to provide a cross platform solution that could
work consistently with all of PaperCut's supported platforms and devices. The PaperCut development team is
currently looking at options which will allow us to offer functionality in this area as well as archiving options for fax
and scan jobs.
23.5.5. Preview images may differ slightly from the printed document
Depending on the print driver used, certain attributes of preview images generated may differ slightly from those of
the actual document (e.g. in some cases a color print-job may have a black-and-white preview image). This is also
the case when using conversion filters.
23.5.6. No watermarking in preview images
Document watermarks applied by PaperCut's watermarking feature will not display in preview images.
23.5.7. Latest Information
New printers and print drivers are being released every week. For the most up to date information as well as a
detailed explanation of known issues, please see this article in the PaperCut Software knowledge base: Known
Issues with Print Archiving [http://www.papercut.com/kb/Main/KnownIssuesWithPrintArchiving]
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Chapter 24. Web Cashier
The Web Cashier is a simple web interface that provides a till/cashier to facilitate simple transactions using
PaperCut MF accounts. It's specially designed for non-technical staff in educational organizations. For example the
cashier user may:
•
Charge end-user accounts, or shared accounts, for ad-hoc services such as laminating, binding or library fines.
•
Deposit funds to a user's personal printing account, usually after receiving a cash or electronic payment.
Although it is possible for an administrator to perform account adjustments at any time, the Web Cashier interface is
a simpler interface designed specifically for non-technical users such as office administration staff, library staff and
service counter staff.
Web Cashier can be used in a variety of ways. Some examples:
•
The library teacher can use Web Cashier to charge students for various services such as document binding,
laminating, or library fees without handling cash. Services are charged to the user's balance and they receive an
itemised transaction acknowledgment slip, which can be printed or automatically emailed if needed.
•
Office staff can accept payments from users and then credit the user's balance using the simple Web Cashier
Deposit screen (e.g. add extra quota or top-up an account over the counter). Web Cashier screens are simple
and only present information tailored specifically to the cashier user's role. (Purchase, Deposit or Both). This
approach is ideal for smaller organizations who do not have the transaction volumn to justify Pre-Paid TopUp
cards or an online payment gateway (see Chapter 15, TopUp/Pre-Paid Cards).
•
When people leave an organisation they can be provided with the balance of their account and the transaction
can be recorded as a "refund" item, created by the PaperCut MF administrator. The items are configurable and
depend on the services the organization may want to provide.
24.1. Setting Up Web Cashier
Web Cashier is not enabled by default and must first be set up by the PaperCut MF administrator. To set up Web
Cashier:
1.
Enable it by clicking the button Enable and set up Web Cashier under Options → General → Web Cashier.
2.
To set up Web Cashier to sell ad-hoc services or products (items) the administrator should first define them. To
add an item:
a.
Press the Add New Item button.
b.
Give the item a name or short description.
c.
Enter a default cost.
d.
Press Add Item.
e.
To delete an item click on the delete link. It is also possible to change the default cost of the item later.
412
Web Cashier
Figure 24.1. Web Cashier items
3.
Optionally customize the text displayed on the Purchase and Depositscreens or header of acknowledgment
slips. Examples are provided. For more configuration details see Section 24.5, “Advanced Web Cashier
Configuration”.
4.
Access Web Cashier using the URL http://[server-name]:9191/webcashier. This will be the URL you
provide to your Web Cashier users later (e.g. Office/Admin/Service-desk staff).
5.
Perform some test transactions and ensure Web Cashier is set up to your requirements.
6.
Grant Web Cashier user privileges to the users that will require access (i.e. teacher, office staff, librarian, etc.).
To read more about assigning Web Cashier access to users or groups see Section 24.6, “Assigning Web
Cashier User ”
24.2. Purchasing Items
To charge Tom's personal account for "Binding" and "Postage" the Web Cashier user will:
1.
Log into the PaperCut Web Cashier using the URL http://[server-name]:9191/webcashier.
2.
Enter your network credentials.
3.
Search for the user by entering their username or full name. It will display user's full name and current balance
on the left.
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Web Cashier
Figure 24.2. Web Cashier Purchase example
4.
Select the "Personal account".
5.
Now select "Binding" from the item list.
6.
The default item price will be visible when you select the item. It can be modified if needed. (e.g. give discount
for teaching staff)
7.
Enter the quantity. PaperCut will calculate the total item price.
8.
Now add a second item - "Postage"
9.
Give a discount by changing the cost (per item).
10. Enter an optional comment. For example this may be used for recording the reason for an
exception/discount/charge.
11. Press Purchase button. Tom's balance will be debited with the transaction value and an entry is made in the
account's transaction history.
12. An Acknowledgement slip is displayed on the screen and may be printed using the Print button.
13. The text displayed on the top of the acknowledgement slip is configurable. See Section 24.5, “Advanced Web
Cashier Configuration” for more information.
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Web Cashier
Figure 24.3. Web Cashier Purchase Acknowledgement Slip
14. If previoulsy configured by the PaperCut MF adminstrator, Tom is automatically emailed a copy of the
acknowledgement slip. To set up a SMTP server see Section 14.6.1.3, “Configuring Email Notifications”.
24.3. Depositing Funds
Deposit $10.00 to a user's personal account.
1.
Log into PaperCut Web Cashier using the URL http://[server-name]:9191/webcashier.
2.
Enter your network credentials.
3.
Navigate to Deposit tab.
4.
Search for the user by entering their username or full name. It will display user's full name and current balance
on the left.
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Web Cashier
Figure 24.4. Web Cashier Deposit example
5.
Collect $10.00 cash from the user and enter $10.00.
6.
Select one of the predefined payment methods. (i.e. Cash in this example)
7.
Enter an optional comment.
8.
Press Deposit button. User's personal balance will be credited with $10.00.
9.
An Acknowledgement slip is displayed on the screen and may be printed using the Print button.
10. The text displayed on the top of the acknowledgement slip is configurable. See Section 24.5, “Advanced Web
Cashier Configuration” for more information.
Figure 24.5. Web Cashier Deposit Acknowledgement Slip
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Web Cashier
11. User Tom is automatically emailed a copy of the acknowledgement slip if configured, or it may be printed.
$10.00 will be immediately added to Tom's account and available for use.
24.4. Web Cashier Order History
A history of Web Cashier orders can be displyed via Order History tab. This useful screen allows the Web Cashier
to:
•
Validate the existence of a transaction/order by searching (e.g. on a reference number).
•
Bring up an order/transaction history for a given user or for a given account.
•
Quickly review recent transaction.
•
Access basic reports or export data.
Previous acknowledgement slips may be viewed by clicking the reference number. A filter can also be set up. e.g. to
view the transactions for a specific user. The list of orders can be exported using the Export / Print link.
All Web Cashier reports can be accessed via the PaperCut admin interface by navigating to Reports →
Transaction. (See Section 24.7, “Web Cashier Reports” for more information.)
24.5. Advanced Web Cashier Configuration
Setting
Description
Purchase page instructions
This text is displayed on the Web Cashier Purchase tab. It might include
information on how to charge users. It supports basic HTML markup.
Purchase acknowledgement slip header
This text is displayed on top of the Web Cashier Purchase acknowledgement
slips. It supports basic HTML markup.
Deposit page instructions
This text is displayed on the Web Cashier Deposit tab. It might include
information on how to charge users. It supports basic HTML markup.
Deposit acknowledgement slip header
This text is displayed on top of the Web Cashier Deposit acknowledgement
slips. It supports basic HTML markup.
Payment methods
This is a comma separated list of user defined payment methods used for
crediting users' accounts. (i.e. Cash) It can be left blank.
Copy acknowledgement slip to user via email
Select this option to send acknowledgement slips to users via email. To set up a
SMTP server see Section 14.6.1.3, “Configuring Email Notifications”.
Table 24.1. Web Cashier Settings
Tip
Most text configuration options supports HTML markup. For example this allows custom font colors,
size and reference images (e.g. logos). The most common requirement is to bold text and this can be
done by surrounding with <strong> tags. If you are not familiar with HTML, your webmaster or
website administrator should be able to offer some advice.
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Web Cashier
Figure 24.6. Web Cashier default configuration
24.6. Assigning Web Cashier User
Web Cashier users are administrator type users who usually have limited rights. For example a Web Cashier user
may be a service desk staff member and you may choose to grant them access to the Web Cashier option only and
not other administrator rights. Web Cashier users are assigned via Options → Admin Rights
To assign a user or group as a Web Cashier user:
•
Add a user/group as an administrator.(See Section 14.4, “Assigning Administrator Level Access” for more
information.)
•
If you only want to provide them access to the Web Cashier then clear all the other options and only select Web
Cashier user.
418
Web Cashier
Figure 24.7. Web Cashier user
•
It is possible to allow user to perform Purchase or Deposit only. For example, library or print room staff may
have rights to apply purchases (e.g. binding or bulk printing), while not being given access to deposit money onto
accounts for security reasons.
Important
Many Web Cahsier users are non-technical staff. After setting up a new user as a Web Cashier user
make
sure
you
provider
them
with
the
browser
access
URL
(i.e.
http://[server-name]:9191/webcashier) and take a few moments to demonstrate common
functionality such as performing a purchase/deposit.
24.7. Web Cashier Reports
All the Web Cashier reports are accessible via Reports → Transaction → Web Cashier Transaction Reports. To
see a sample click on Show sample.
Report name
Description
Web Cashier orders
It is a list of all the Purchase and Deposit orders sorted by date.
Web Cashier purchases - details
It gives detailed information for all purchases done via Web Cashier.
Web Cashier items - summary
It is a summary of all the items purchased within a certain period.
Table 24.2. Web Cashier Reports
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Web Cashier
To know more about reports see Chapter 9, Reports.
Tip
All these reports can be scheduled to be automatically emailed via Reports → Schedule on a daily,
weekly or monthly basis to designated staff as appropriate.
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Chapter 25. Clustering and High
Availability
25.1. About Clustering
PaperCut MF is designed to scale to networks over 50,000 users (largest deployments are running over 300,000
users). To ensure reliability on networks of this size, network architects may adopt strategies including:
•
Load balancing - spreading tasks across multiple servers.
•
Clustering - building in redundancy by implementing a failover strategy.
PaperCut MF is a cluster compatible application. It supports clustering at all levels of the application, including
•
Clustering at the print spooler service layer by integrating with clustering services.
•
Failover based clustering at the application server layer using clustering services. (PaperCut MF's application
server is web and web services based, and hence can support other failover methods such as heartbeat driven
DNS).
•
At the database layer by utilizing cluster aware databases such as Microsoft SQL Server or Oracle.
Setting up PaperCut MF in a cluster environment is an advanced operation. This chapter assumes the reader has a
high level of expertise in system and cluster configuration. The cluster environment should be operational before
undertaking the PaperCut MF installation. Readers should also have a good understanding of PaperCut MF's
Service Oriented Architecture - specifically its two main components, the Application Server and the Print Provider
and how they work together (Section 16.4, “Print Monitoring Architecture”).
In a cluster environment, PaperCut MF can be set up in one of two possible configurations.
Mode 1 is the simplest configuration and is suitable for most organizations. It implements clustering in the “front
line”, that is, the printer and print monitoring layer. The cluster print server is configured as a secondary print server
reporting back to a primary PaperCut server hosted on another system outside the cluster.
Mode 2 implements clustering on all levels of the application for maximum fault tolerance - In addition to the print
queues, the PaperCut Application Server is also hosted in the cluster. Mode 2 is somewhat more demanding to
configure and should only be attempted by organizations with staff experienced with advanced cluster and database
management.
Please refer to the subsequent sections for an explanation on how to set up Mode 1 or Mode 2 in your environment.
This section assumes that you have an already installed and working clustered printing environment.
25.2. Microsoft Cluster Server (MSCS) on Windows
This section discusses both Mode 1 and Mode 2 configuration in Microsoft Cluster Server. Sites using Microsoft
Failover Cluster Manager, Veritas Cluster Server or Novell Cluster Services should jump to the following sections.
This section assumes that you have an already installed and working clustered printing environment.
25.2.1. Mode 1 - Clustering at the Print Provider layer
The PaperCut Print Provider is the component that integrates with the print spooler service and provides information
about the print events to the PaperCut Application Server. At a minimum, in a cluster environment, the Print Provider
component needs to be included and managed within the cluster group. The Application Server component (The
Standard Install option in the installer) is set up on an external server outside the cluster. Each node in the cluster
is configured to report back to the single application server using XML web services over TCP/IP.
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Clustering and High Availability
25.2.1.1. Step 1 - Application Server (Primary Server) Setup
Install the Application Server component (Standard Install option) on your nominated system. This system will be
responsible for providing PaperCut MF's web based interface and storing data. In most cases this system will not
host any printers and is dedicated to the roll of hosting the PaperCut Application Server. It may be one of the nodes
in the cluster; however a separate system outside the cluster is generally recommended. An existing domain
controller, member server or file server will suffice.
25.2.1.2. Step 2 - Installing the Print Provider components on each node
The Print Provider component needs to be separately installed on each node involved in the print spooler cluster.
This is done by selecting the Secondary Print Server option in the installer. Follow the secondary server set up
notes as detailed in Chapter 16, Configuring Secondary Print Servers and Locally Attached Printers . Take care to
define the correct name or IP address of the nominated application server set up in step 1.
25.2.1.3. Step 3 - Decouple service management from nodes
By default the Print Provider component is installed under the management of the node. To hand over management
to the cluster, the service start-up type needs to be set to manual. On each node navigate to Control Panel →
Administrative Tools → Services, locate the PaperCut Print Provider service. Stop the service and set the
start-up type to Manual. Repeat for each node in the cluster.
Figure 25.1. Stopping the service and setting to Manual startup
25.2.1.4. Step 4 - Adding the Print Provider service as a resource under the print spooler's cluster group
1.
Open the Cluster Administrator.
2.
Right-click on the cluster group hosting the spooler service and select New → Resource.
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Figure 25.2. Creating a new cluster resource
3.
In the new resource wizard, enter a name of PaperCut Print Provider and select a resource type of
Generic Service. Click Next.
4.
Click Next at Possible Owners.
5.
Ensure that the Print Spooler Service resource is set as a required dependency, then click Next.
6.
On the Generic Service Parameters page, enter a service name of PCPrintProvider and ensure the Use
Network Name for computer name option is checked. Click Next.
Figure 25.3. Cluster service parameters configuration
7.
Click Finish at the Registry Replication page.
25.2.1.5. Step 5 - Shared active job spool
To ensure the state of jobs currently active (e.g. held in a hold/release queue) are not lost during a failover event,
PaperCut MF is able to save job state in a shared drive/directory. If a shared disk resource is available and can be
added to the cluster resource, PaperCut can use this to host a shared spool directory to ensure no active job state is
lost.
1.
Add a shared drive to the cluster resource. e.g. (Q: drive). It is advisable to use the same drive as used for the
shared print spool directory.
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2.
Create a directory in this drive called PaperCutSpool .
3.
On each node, edit the file: [app-path]/providers/print/win/print-provider.conf and add a line
pointing to the shared active job spool directory:
SpoolDir=Q:\\PaperCutSpool
Change the drive letter as appropriate.
Important
If running an "Active-Active" print cluster you must use a separate active job spool directory for
each node. To configure this use the %service-name% value in the SpoolDir setting. The
%service-name% value is replaced by the service name of the running PaperCut Print Provider
instance. e.g.
SpoolDir=Q:\PaperCutSpool\%service-name%
See below for details on "Active-Active"
25.2.1.6. Step 6 - Bring up all cluster resources and test
Perform operations to verify that:
1.
Print jobs log as expected.
2.
No error message appear in the Print Providers text log located at: C:\Program Files\PaperCut
MF\providers\print\win\print-provider.log on each node.
25.2.1.7. Active/Active Clustering - Special notes regarding multiple virtual servers
On large networks it is common to distribute load by hosting print spooler services under two or more virtual servers.
For example, two virtual servers may each host half of the organization's printers and hence sharing the load. This is
sometimes referred to as Active/Active clustering - albeit not an entirely correct term, as the print spooler is still
running in Active/Passive.
Virtual servers cannot share the same service on any given node. For this reason if the virtual servers share nodes,
you'll need to manually install the PaperCut Print Provider service a second time under a different name. This
can be done via the command line as follows:
cd \Program Files\PaperCut MF\providers\print\win
pc-print.exe PCPrintProvider2 /install
The argument proceeding /install is the unique name to assign to the service. The recommended procedure is
to suffix the standard service name with a sequential number. You'll need to repeat this on each physical node.
You'll use a unique service name for each "active" virtual server hosted in the cluster group.
You will also need to make sure that you have unique SpoolDir settings for each node of your cluster. Ensure that
the SpoolDir setting in the print-provider.conf file has a %service-name% expansion variable as
explained above. This will ensure each service has it's own spool directory.
25.2.2. Mode 2 - Clustering at all application layers
Mode 2 implements failover clustering at all of PaperCut MF's Service Oriented Architecture software layers,
including:
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•
Clustering at the Print monitoring layer
•
Clustering at the Application Server layer
•
Optional clustering at the database layer
Mode 2 builds upon Mode 1 by introducing failover (Active/Passive) clustering in the Application Server layer. This
involves having an instance of the application server on each of the cluster nodes. When one node fails, the other
automatically takes over the operation. Both instances use a shared data source in the form of an external database
(see Chapter 21, Deployment on an External Database (RDBMS)). Large sites should consider using a clustered
database such as Microsoft SQL Server.
This section assumes that you have an already installed and working clustered printing environment.
25.2.2.1. Step 1 - Application Server Installation
On one of the cluster's nodes, install the PaperCut Application Server component by selecting the Standard Install
option in the installer. Follow the setup wizard and complete the process of importing all users into the system.
25.2.2.2. Step 2 - Convert the system over to an external database
The system needs to be configured to use an external database as this database will be shared between both
instances of the application server. Convert the system over to the required external database by following the
procedure detailed in Chapter 21, Deployment on an External Database (RDBMS). The database may be hosted on
another system, or inside a cluster. As per the external database setup notes, reference the database server by IP
address by entering the appropriate connection string in the server.properties file.
25.2.2.3. Step 3 - Setup of 2nd Node
Repeat steps 1 and 2 on the second cluster node.
25.2.2.4. Step 4 - Distributing Application Licence
Your licence will need to be installed on each node in your cluster. To do this log into the administration console by
browsing to http://[IP-Address-Of-Your-Node]:9191/admin Navigate to the About section, scroll down to the Register
section and click the Browse... button. Locate the license file, click the Install License button, verify license
information is correctly listed in the About page.
25.2.2.5. Step 5 - Decouple service management from the nodes
By default the PaperCut Application Server component is installed under the management of the node. It
needs to be managed inside the cluster, so the service's start-up type should be set to manual. On each node
navigate to Control Panel → Administrative Tools → Services locate the PaperCut Application Server. Stop the
service and set its start-up type to Manual. Repeat this on each node.
25.2.2.6. Step 6 - Create a new cluster group
The PaperCut Application Server should be designated to run inside its own cluster group. Create a new
cluster group containing the each of the nodes. Add an IP Resource and a Network Name resource. Give the
network name resource an appropriate title such as PCAppSrv.
The need for a new cluster group is not required. It is however recommended as it gives the most flexibility in terms
of load balancing and minimizes the potential for conflicts.
25.2.2.7. Step 7 - Adding the PaperCut Application Service as a resource managed under the new cluster
group.
1.
Open the Cluster Administrator.
2.
Right-click on the cluster group hosting the spooler service and select New → Resource.
3.
In the new resource wizard, enter a name of PaperCut Application Server and select a resource type of
Generic Service. Click Next.
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Clustering and High Availability
4.
Click Next at Possible Owners page.
5.
Click Next at Dependency page.
6.
On the Generic Service Parameters page, enter a service name of PCAppServer and ensure the Use
Network Name for computer name option is checked. Click Next.
7.
Click Finish at the Registry Replication page.
25.2.2.8. Step 8 - Bring the cluster group online
Right-click on the cluster group and select Bring online. Wait until the application server has started, then verify that
you can access the system by pointing a web browser to :
http://[Virtual Server Name]:9191/admin
Login, and perform some tasks such as basic user management and User/Group Synchronization to verify the
system works as expected.
25.2.2.9. Step 9 - Set up the Print Provider layer
Interface the PaperCut Print Provider layer with the clustered spooler service by following the same setup notes as
described for Mode 1. The exception being that the IP address of the application server will be the IP address
assigned to the Virtual Server assigned in step 6.
25.2.2.10. Step 10 - Client Configuration
The client and release station programs are located in the directories:
•
[app-path]/client/
•
[app-path]/release/
These directories contain configuration files that instruct the client to the whereabouts of the server. The IP address
and the server name in the following set of files will need to be updated to the Virtual Server's details (Name and IP
address):
•
[app-path]/client/win/config.properties
•
[app-path]/client/linux/config.properties
•
[app-path]/client/mac/PCClient.app/Contents/Resources/config.properties
•
[app-path]/release/connection.properties
Edit the files using Notepad or equivalent and repeat this for each node. Also see Section 25.6, “Client/Workstation
Configuration”.
25.2.2.11. Step 11 - Test
Mode 2 setup is about as complex as it gets! Take some time to verify all is working and that PaperCut MF is
tracking printing on all printers and all virtual servers.
25.2.2.12. Advanced: Load distribution and independent groups
It is possible to split the two application layers (Resources) into two separate Cluster Groups:
•
Group 1: Containing only the PaperCut Application Server service.
•
Group 2: Containing the PaperCut Print Provider and Print Spooler services. These services are
dependent and hence must be hosted in the same group.
Separating these resources into to groups allows you to set up different node affinities so the two groups usually run
on separate physical nodes during normal operation. The advantage is that the load is spread further across the
systems and a failure in one group will not necessarily fail-over the other.
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To make this change after setting up the single group Mode 2 configuration:
1.
Change
the
ApplicationServer=
option
in
[app-path]/providers/print/win/print-provider.conf on each physical node to the IP or DNS
name of the virtual server.
2.
Create a new group called PaperCut Application Server Group.
3.
Set the Preferred owners of each group to different physical nodes.
4.
Restart or bring on line each group, and independently test operation and operation after fail-over.
25.2.3. Clustering Tips
Tip
Take some time to simulate node failure. Monitoring may stop for a few seconds while the passive
server takes over the role. Simulating node failure is the best way to ensure both sides of the
Active/Passive setup is configured correctly.
It is important that the version of PaperCut MF running on each node is identical. Ensure that any
version updates are applied to all nodes so versions are kept in sync.
The PaperCut MF installation sets up a read-only share exposing client software to network users. If
your organization is using the zero-install deployment method, the files in this share will be accessed
each time a user logs onto the network. Your network may benefit from exposing the contents of this
share via a clustered file share resource.
25.2.4. Additional configuration to support Web Print
By default the Application Server will look in [app-path]\server\data\web-print-hot-folder for Web
Print files. This location is generally only available on one node in the cluster. To support Web Print in a cluster you
will need to add a Shared Folder on the Shared Storage in your cluster. This can be done on the same disk that
the spool files reside and the Print Provider points to.
To change this location you will need to use the Config Editor and modify the web-print.hot-folder key.
1.
Add a Shared Folder on the Shared Storage, an example would be E:\web-print-hot-folder and share
it as \\clustername\web-print-hot-folder\.
2.
Log in to the PaperCut MF administration console, naviate to Options → Config Editor
3.
Modify web-print.hot-folder to E:\web-print-hot-folder
4.
Map
your
selected
network
drive
\\clustername\web-print-hot-folder\
5.
Add all relevant printer queues from \\clustername to the Web Print Sandbox server.
on
the
Web
Print
Sandbox
machine
to
25.2.5. Additional configuration to support Print Archiving
If you have enabled Print Archiving, the Applications Server stores archived print jobs in
[app-path]\server\data\archive. This location is generally only available on one node in the cluster. To
support Print Archiving in a cluster you will need to add a Shared Folder on the Shared Storage in your cluster.
This location must be accessible to all cluster nodes and also any print servers that are collecting print archives.
For instructions for moving the archive location see Section 23.4.1.1, “Phase 1: Moving the central archive:”. This
describes how to configure both the application server and your print servers to use the same shared storage
location.
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25.3. Microsoft Failover Cluster Manager (MSFCM)
This section documents the setup for Microsoft Failover Cluster Manager as introduced in Windows 2008 Server R2.
Sites using Microsoft Cluster Services, Veritas Cluster Server or Novell Cluster Services should jump to their
respective sections.
This section assumes that you have an already installed and working clustered printing environment.
Mode 1 is the simplest configuration and is suitable for most organizations. It implements clustering in the “front
line”, that is, the printer and print monitoring layer. The cluster print server is configured as a secondary print server
reporting back to a primary PaperCut server hosted