9
Advanced Printing Configuration
Topics
Enabling Secure Printing
Managing Device Pull Groups
Setting Up Follow-You Printing
Releasing Prints to First Available DRE
Setting up the Print Driver Repository
Configuring Send To Printing
Desktop Printing
Mobile Printing
Beyond the basic configuration, Equitrac Office and Express offer several different advanced printing options. This chapter provides reference information and complete instructions to configure each of these advanced features:
• Secure printing sets up virtual print queues that hold jobs until they are released at a Release Station, Web Release
Station, PageCounter control terminal, or an MFP embedded device by a valid user.
• Device Pull Groups provide a method of organizing compatible printers to allow users to release print jobs from the secure queue to any device within the pull group on the same print server. Pull Groups extend secure printing functionality, and are required for Follow-You Printing.
• Follow-You Printing extends the Secure Printing functionality to allow users to pull their print jobs from one secure print queue to another, even across Print Servers.
• Send To printing allows a user to submit print jobs to the secure queue on behalf of other users.
• Desktop Printing enables print tracking and specialized pricing scenarios to output devices that are not managed by a DRE print server.
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Enabling Secure Printing
Secure printing holds documents in a secure print queue until the user releases the document from either a client application (e.g. Release Station), or from a control terminal (e.g. PageCounter).
In environments where users print proprietary or confidential documents, secure printing gives users the power to control the timing of their output. Equitrac Office and Express holds documents sent to registered devices in DRE’s secure print queue. Through a client application or control terminal, users can view documents in the queue, then select, delete, or release documents for printing.
Depending on the needs of your organization, you can setup basic secure printing only or extend the functionality to use Follow-You Printing and/or Send To printing. In a basic setup (illustrated in the diagram below), the print job is held in a secure queue until released to the destination printer.
In an advanced Follow-You Printing setup, the user can choose a different destination printer at the Release Station or control terminal—they do not have to release the job to the printer originally selected at the user workstation. For more on Follow-You Printing, see
Managing Device Pull Groups
on page 299.
In a Send To printing setup, the user can release a job to the secure queue on behalf of other users, and the print job appears in the secure queue for each user selected. For more information on Send To printing, see
Configuring Send To Printing
on page 311.
CAUTION: If you also configure network printing Routing Rules that hold a job, the rules override the secure printing
settings for all devices that are part of a print rule. When a user submits a print request, Equitrac first checks the print rules to determine if the job should be held. If no rule exists for the destination printer, Equitrac checks the secure printing settings for the device. If secure printing is not enabled, the job is released directly to the printer. See
Routing
Rules
on page 323 for full details.
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Secure Printing Configuration Workflow
Follow this workflow to enable basic secure printing system-wide.
1
Enable secure printing on each device queue.
For every device that you want to hold print jobs in a queue, rather than printing directly, enable the secure printing option on the device’s queue: a
In System Manager, click Devices. b
Switch to Standard view, then expand the physical device to view the print queue for that printer.
c
Click the print queue link to open the Print queue summary dialog box.
2 d
In the Behavior section, enable the Secure printing option and click OK.
Add printers to one or more Release Stations.
The secure print queue is created on DRE, but the Release Station is populated with print jobs only after you configure the Station to hold jobs from specific device queues. See
Printers Tab
on page 423 for instructions to add
specific printers that populate the Release Station with print jobs.
To configure advanced secure printing, see
Managing Device Pull Groups
on page 299.
Administering the Secure Print Queue
The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run multiple Viewers at the same time. You must specify the DRE print server you want to connect to when you launch the
Viewer.
1
On your Windows desktop, select Start > All Programs > Equitrac Office or Equitrac Express > Print Queue
Viewer
. This creates the Viewer icon in the Windows task tray.
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2
Double-click the icon to open the Print Queue Viewer.
3
4
Click any document in the list to select it. Hold down SHIFT or CTRL to select multiple documents in the queue.
You can sort documents in the list by clicking any of the column headings visible in the Viewer.
To delete selected documents from the queue, press the Delete key or choose Delete from the Document menu.
Select View > Simple view or View > Full view to change the default view depending on how many document details you want to display.
NOTE: Start the Print Queue Viewer with the
-s
option to customize Viewer’s visible columns. Select View > Custom
view, and then select View > Select columns to select or clear columns as desired.
Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the
Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does not refresh automatically.
To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open or close the Print Queue Viewer window.
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Managing Device Pull Groups
As you configure devices in System Manager, you can create and manage printer pull groups that group similar devices together. With secure printing enabled, users can release jobs from the pull group queue to any compatible device within the pull group. Pull groups are required to support Follow-You Printing.
The groups you create should reflect the needs of your organization. For example, you can group compatible devices by physical location, by department, by manufacturer, etc.
You can create pull groups that include a selection of devices from a single print server only OR across multiple print servers.
Two pull groups are created from a single print server
Two pull groups are created from across print servers
Choosing Devices to Group
The key to creating pull groups is to ensure that all device drivers within the group are technologically compatible. If you want a print job generated for one printer to output successfully on another printer, you must ensure that the other printer can understand all of the print commands included in the datastream from the driver .
If the user specifies staples for the print job, but the target device does not support staples, Equitrac charges for the staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full color, but releases the job on a machine that supports black and white only, the output is black and white, but Equitrac charges for color, depending on the price list on the release machine, and color attributes that are recorded in the database.
You can also add the same device to multiple pull groups. For example, if you want to enable users to retrieve all print jobs (both color and monochrome) at a color device, but only monochrome print jobs at a monochrome device, you can add the same device to two different pull groups: one groups color devices, the other groups monochrome devices.
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Printer Pull Group Workflow
To create a pull group, follow this workflow:
1
Enable secure printing on all physical devices that you want to add to the pull group.
2
3
See
Secure Printing Configuration Workflow
on page 297 for instructions.
Associate or create a release device (control terminal, embedded device or Release Station) for all physical devices that are part of a pull group.
Assign two or more devices to one or more pull groups.
a
In System Manager, select Devices, then click on one or more physical devices.
Use
CTRL
-click or
SHIFT
-click to select more than one device. b
In the Physical Device Summary dialog box, select the Release documents from pull group option. Type in the name of the Pull group (e.g. PullGroupA), then click OK to apply the change. You only have to type in the name of the Pull group the first time you use it. Afterward, it appears in the list automatically. c d
Repeat steps a and b for each physical device that should be part of a Pull group.
To add the device to multiple pull groups, enter the name of the pull groups into the Release documents from
pull group
field, separated by a semi-colon. For example, PullGroupA; PullGroupB; PullGroupC.
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Setting Up Follow-You Printing
Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other compatible devices in the campus, regardless of the printer the user originally specified when submitting the print request. Even if you deployed multiple DRE print servers, each of which manages a separate set of devices, you can configure Equitrac Office and Express to allow printing across print servers.
For example, a student who attends classes in different buildings can submit their print job from their computer in
Building A, and while enroute to a class in Building B, the user can walk up to any release device (PageCounter,
Release Station, or embedded device) and pull the job to a compatible printer nearest them.
In a wireless scenario, a student could submit a print job from their laptop within the classroom, then simply go to the nearest terminal to release the job and take the printout back to the classroom immediately.
When a user submits a print request, they select a destination printer, but the job is actually held in DREs secure print queue. The user can walk up to any release device (PageCounter, Release Station, or embedded device), and release the job to any compatible printer in the Pull group. Users may also retrieve Follow-You Printing jobs on a device connected to a different CAS and DCE/DRE server. For more information, see
Follow-You Printing Across Multiple
Accounting Servers
on page 305.
Pull groups are simply groups of compatible printers, manually grouped by the Administrator. Devices assigned to a
Pull group can be managed by any DRE print server, allowing the user to print across Print Servers and “pull” their
print job where it is needed. For full details on Pull groups, see
Printer Pull Group Workflow
on page 300.
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Follow-You Printing Configuration Workflow
To set up Follow-You Printing, do the following:
1
2
3
Enable secure printing on each device.
Configure the devices to use secure printing. See
Enabling Secure Printing
on page 296 for instructions.
Create Pull groups, and add physical devices to each Pull group.
If users release documents from Release Stations, you must create Pull groups, then add each device to a Pull
group. See
Printer Pull Group Workflow
on page 300.
Enable Follow-You Printing on each Release Station.
On each Release Station client, open the Release Station Configuration utility, and enable Follow-You Printing on the Operation tab. See
Using Follow-You Printing on Release Station
on page 433 for further details.
No further configuration is needed for Control Terminals.
Release Station Behavior
From the user perspective, the Follow-You Printing release functionality follows this workflow:
1
2
3
4
5
6
7
The user sends a document to a printer configured with a secure print queue. If configured to use Release keys, the user assigns a release key to the print job. Release key is an Equitrac Express feature.
DRE associates the print request with the user’s credentials or the release key, and holds the document in the secure print queue.
The user logs on to a Release Station using valid credentials (either Windows login or Release key, depending on the Release Station configuration).
The user selects a destination printer (which can be an entirely different printer than the original device the job was sent to).
The user selects the print job from the list of jobs available in the Release Station list, and clicks Print.
Depending on how the Release Station is configured, the user may be prompted for payment at this point, or immediately after they select a destination printer (step 5).
The user clicks OK to release the job.
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PageCounter Behavior
From the user perspective, the Follow-You Printing release functionality uses this workflow on PageCounter terminals:
1
2
3
The user creates and sends a document to a printer configured with a secure print queue.
DRE associates the print request with the user’s credentials or release key, and holds the document in the secure print queue.
At the control terminal, the user has one of the following options available for document release, depending on the release behavior configured for the terminal:
Release Behavior Description
All are released The device releases all queued documents for the current user automatically.
First is released
Select to release
The device releases only the first queued document.
User can select one or more documents to release or delete.
Prompt The device prompts the user to release all documents for that user.
Control Terminal Prompt
N/A
N/A
Document1.txt
Print Del End
Select Use:
All Select End
OR
Select Use:
All Select Find*
* Find replaces End if Multi-server Follow-You is used.
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Configuring Follow-You Printing
To configure Follow-You Printing settings, do the following:
1
In System Manager, go to Configuration > Printing > DRE/DRC and Follow-You Printing.
2
3
5
6
4
Select the Site where you want Follow-You Printing to be accessible from.
In the Settings section, select any of the following options:
• Cost the job before printing – sets the price to a print job based on its properties.
• Reprice after release – changes the price of a print job if its properties change after it is released.
• Hide document name in Windows print window – select this option if you do not want certain documents
(e.g. confidential) from being viewed in the general print queue.
• Release key jobs – (for Equitrac Express only) if prompt for release key is enabled, select how to handle these jobs in the print queue after they are released—either Delete after release or Keep until expiry.
• Only print released job while user is logged in to device– if the user logs off prior to printing the job, the job is put back into the print queue without being released, and the re-queued print job is not charged to the user.
In the Space management section, do the following: a
Enter the Job expiry time. This is denoted in hours.
b
Enter the Print distribution job expiry time. This is denoted in hours.
Select Enabled or Disabled as the global Secure printing default for Follow-You Printing.
Select Retrieve username from PJL setting for applications that insert the PJL string into the print job. For example, HP ePrint Enterprise uses this PJL setting.
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7
8
In the Number of ports per I-Queue field, enter the number of printer ports (up to 100) associated with the devices used for I-Queue printing. This configures the number of ports assigned to the Windows print queue and allows multiple print jobs to be processed at the same time.
Click OK to save the settings.
Follow-You Printing Across Multiple Accounting Servers
Users are able to retrieve Follow-You Printing jobs on MFPs connected to several CASs. Follow this workflow to use multi-server Follow-You Printing:
1
2
3
The user must be registered in the database on all relevant CASs with the home print server value correctly set.
The pull group name must be the same on every CAS. See
Managing Device Pull Groups
on page 299.
Both DCE/DRE servers need to be running under the same security credentials. See your operating system’s documentation for more information on this.
Multi-server Follow-You Printing Prompts on the PageCounter Terminal
When the user logs in at a PageCounter terminal, DRE gathers the user credentials and determines their Home or local server setting. The user is able to select jobs on the local (or Home) print server regardless of the Release
Behavior configured for the terminal.
However, to allow the user to view jobs on other print servers, the PageCounter Release Behavior must be set to
“Prompt”. After the user logs in and selects Print, the following prompt is displayed:
[X] Documents found on local servers
All Select Find
If the user presses F2 for Select, they can browse the list of jobs on the local server. If they press F3 for Find, they can locate another print server. The following prompt is displayed:
Choose server name or search all
Choose Search Find
The user can press F1 to view a list of servers, F2 to search for a print server, or F3 to search for a document across print servers. If F3 was pressed, the user sees the following:
[Print Server Name]
[Print Server Name]
The user can use the arrow keys to select the server that contains the documents they want to release. The terminal then searches the select print queue for documents printed by this user. The user can then select a document, print or delete it, or cancel out of the terminal session.
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Releasing Prints to First Available DRE
Multiple DRE print servers can be deployed in any environment, and specific devices can be assigned to each DRE.
Although there are multiple DREs, each of which manages a separate set of devices, users can release jobs across all available print servers. With secure printing enabled, users can release a print job to any compatible device within the environment, regardless of which device the user originally specified when submitting the print request.
When a user submits a print request, they select a destination printer, but the job is actually held in the DRE secure print queue before the user releases it at the device. In a multi-server setup, the user can authenticate at any device in the environment and select the print server that contains the document they want to release. The user can then retrieve their print job via Follow-You Printing on a device connected to a different DRE server.
For example, you can have an multi print-server environment which consists of DRE-1, DRE-2 and DRE-3; each with their own dedicated secure print queue for document release, and with each print server managing a separate set of devices.
In this scenario, a user can submit their print request to a device associated with the secure print queue on DRE-1, and then choose to release their job at a different device where the print queue is hosted on both DRE-2 and DRE-3. When this happens, Equitrac Office and Express automatically requests to release the print job using the print queue on
DRE-2. However, if that print server is not available, it then finds the next available print server to release the job, which in this case, is DRE-3.
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Setting up the Print Driver Repository
Equitrac Office and Express offer a centralized Print Driver Repository dedicated to managing print drivers on workstations for DRC printing. When a user submits a print job and logs in to a system-configured MFP to release their job via Follow-You Printing, the workstation client checks the MFP driver requirements and automatically downloads and installs the configured print driver if it is not on the user’s workstation. The Driver Repository is centrally managed by the system administrator to maintain current and new drivers for the networked MFPs.
The Driver Repository maps the print drivers and ports to the associated MFPs on the network. The correct print driver will be found and installed at the MFP even if CAS service is offline if DRC synchronized its cache before the
CAS service went offline.
To set up the Driver Repository, do the following:
1
In System Manager, go to Configuration > Printing > Driver repository.
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2
Click Manage drivers to open the Manage drivers screen, and click New.
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3
On the Add printer driver wizard Name and Description screen, do the following: a b c d
Enter a Name for the driver package. This is the Driver name which displays in the Printer driver mapping.
Consider using a detailed naming convention listing the MFP model, bit and OS if you are setting up an multi manufacture and model environment.
Add the INF File for the desired print driver. Either enter the file path to the folder where the driver is located on the system, or click the folder icon beside the field to retrieve the INF file.
Optionally enter a description for the driver package.
Click Next.
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4
On the Add printer driver wizard Manufacturer and Processor selection screen, do the following: a b c
Select a Manufacturer from the drop-down list.
Select a Processor for the environment. Depending on the driver, the processor can be x64, x86, or both. Some
.INF files may contain multiple models, therefore both x64 and x86 processors may be selectable for a single driver.
Click Finish.
NOTE: If the driver is not signed by Microsoft, an error message pops up indicating that the publisher of this driver is
not trusted. Equitrac does not support unsigned drivers.
NOTE: If a driver is signed, but not cross-signed by Microsoft (i.e. signed drivers with untrusted publishers), the
driver's certificate must be added under "Trusted Publishers" for machines in the customer's domain. This is done by adding the certificate to the AD server as a group policy under "Trusted Publishers" and pushing it down to all users.
See your Microsoft documentation for details.
The new driver is uploaded and added to the list of print drivers in the Driver Repository.
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5
6
7
Click New again to continue adding more print drivers to the repository.
Click OK after the desired print drivers have been added.
On the Driver Repository main page, select an MFP from the Manufacturer drop-down list.
8
Click Add and then select the following from the associated drop-down lists:
• Model name – the list is populated with all available MFPs.
• Environment – either x64 or x86 processor.
• Package name – the print driver package created with the selected INF file.
9
• Driver name – the name of the driver from the INF file associated with the MFP model. The INF file can contain multiple driver names.
Click Apply when all fields are populated.
10
Continue to Add driver mapping for the appropriate manufacture and models available to the user.
11
Click OK when all driver mapping is complete.
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Configuring Send To Printing
Send To printing allows users to submit print jobs on behalf of other users. For example, a Professor may submit print jobs on behalf of students to print from any release device (Release Station, PageCounter, or embedded device) prior to class.
WARNING: When enabled, Send To printing overrides all other client popup functionality on the workstation. The
user can enable or disable the Send To printing popup prior to each print job. When Send To printing is enabled, the
Client Billing, Cost Preview, or Job Rename popups do not appear on the workstations.
The user who submits the print job (called the originating user), can select any combination of User Accounts,
Departments, or Windows Active Directory Groups as the recipients. Alternatively, the user can set a release key for the job. The originating user can also assign charges or accept costs for the print job themselves.
The diagram below depicts the Equitrac Office and Express workflow when either Equitrac User Accounts or
Departments are selected as recipients. DRE validates the recipient names against the CAS database. The job is added to the secure queue for all valid recipients. If an invalid recipient is found, DRE sends an error notification message to the originating user, indicating that a specific recipient was invalid. Valid recipients can release the job from any control terminal that queues jobs for the destination printers selected by the originating user.
NOTE: Send To printing is not supported in Mac environments.
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Send To Printing Configuration Workflow
Follow the steps below to configure Send To printing on both the server and on the user workstations.
1
Enable secure printing on the DRE print queues.
2
Send To printing holds jobs in the secure print queue until specified recipients release the jobs. Secure printing
must be enabled on the destination printer’s device queue to support this functionality. See
Enabling Secure
Printing
on page 296 for instructions.
Grant Print Distribution permissions within System Manager to all users who use Send To printing.
Create a separate domain group that includes only users who use Send To printing. In System Manager, go to
Configuration > Security and authentication > Access permissions
, and grant Print distribution access to the new domain group.
3
Adjust the default job expiry time.
Jobs sent on behalf of others remain in the secure print queue for a specified time only. By default, the job remains in the queue for one hour. If this time period is too short, change the default in System Manager > Configuration
> Printing > DRE/DRC and Follow-You Printing
. The user can override this default when selecting Send To printing recipients in the client popup.
NOTE: These print jobs consume disk space until they are either released from the secure queue or deleted upon
expiry. Ensure that the control terminals can support the increased amount of disk space required, depending on the number of users and nature of documents that are held in the queue for others.
4
5
Install at least one Workstation Client feature on each user workstation that supports Send To printing.
At least one other Workstation Client feature must already be installed on the user workstation. If not, run the client installation, and install one of the following: Cost Preview, Job Rename or Client Billing. These features install the Equitrac Print Provider service that is required to support Send To printing.
Copy the EQPDToolTray.exe utility to each user workstation that supports Send To printing.
This utility is installed with the DRE component, and is located in the Program Files\Equitrac\Office or
Express\Tools
folder on the DRE server. Copy the utility to the Program Files\Equitrac\Office or Express\Client folder on each user workstation. Double-click the utility to start the service. The Print Distribution icon appears in the Windows task tray.
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Client Popup Behavior
From the user perspective, the Send To printing functionality follows this workflow:
1
Before printing a document, the user decides whether to enable the Send To printing utility. They can click on the
Print Distribution icon in the Windows task tray, then check Send next job to distribution list.
2
The user submits the print job and chooses a destination printer.
If the destination printer has a secure print queue, the Send To printing popup appears on the users desktop.
3
4
The user selects one of the following options: Recipients or Release key (Equitrac Express feature) Printing costs, or Job settings.
The user clicks OK to submit the print request.
NOTE: The user cannot recall the print job once it has been sent.
Recipients
Recipients of a print job can be any combination of Equitrac User Accounts, Equitrac Departments, or Windows
Active Directory Groups. Alternatively, users can enter a Release key.
Recipients must meet one of the following criteria:
• a user ID in the current domain
• a domain-qualified user ID, such as rtm\bleatham
(where rtm is the domain name)
• a valid Active Directory Groups distribution list
Users can either type these recipients directly in the Users or lists field, or click the Add button to search for recipients.
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NOTE: As a best practice, encourage users to select recipients from the Search dialog box. For users and departments,
these names are validated by Equitrac Office and Express before populating the list. If a user types in a recipient incorrectly, CAS notifies DRE, and the user receives an notification message that a recipient is invalid. The print job is not added to the secure queue for any invalid recipients.
For users or departments, clicking Add brings up the Search dialog box. Users can leave the Criteria field blank to view all users/departments within the database, or they can enter criteria to narrow the search.
After making selections and clicking OK, the recipients are added to the Users or lists field. Recipients selected from the Search dialog boxs are prefaced with a "D" for departments, or an "AD" for active directory groups. If the user manually enters a department or Active Directory group, and does not preface the name with an A or AD, Equitrac
Office and Express tries to resolve the name against the User Accounts database first, then against departments, then against the Active Directory Groups list.
In cases where departments and Active Directory Groups have the same name, the user must enter the correct prefix.
Otherwise, the department name is used to determine the recipients.
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If the user clicks Add Groups, the Select Groups dialog box opens. The user can choose the Object Types or locations to search, or just type a group name in the Enter field, then click Check Names to verify the name against the list of available Windows Active Directory Groups.
NOTE: LDAP groups are not supported.
Release Keys
Release keys are Equitrac Express features that must be enabled on the DRE print server in System Manager > User
interaction > Session flow
to support the release key option. In addition, you must Enable Release Key Session
Security on the Release Station that manages the destination printer’s queue. See
Session Security
on page 419.
Users can assign a release key to a print job and allow other users to walk up to any release device (Release Station,
PageCounter, or embedded device), and print any jobs in the queue that were submitted using that release key.
Printing Costs
The originating user can set the Printing Costs before they submit the Send To printing job:
• Charge normal costs to recipient
Applies the system price lists, if configured. See
Configuring Price Lists
on page 269 for details.
• Charge fixed cost to recipient
Overrides the system price lists and charges a specified fixed price instead. This charge is applied to each recipient.
If the “Reprice after release” feature is enabled, the job may be repriced if the job properties change upon release.
See
Departmental Pricing
on page 290 for details.
• Accept all costs for this job
The originating user accepts the costs for the print job. The system price lists are applied and their account balance are validated when they click OK to submit the Send To printing job.
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Job Settings
The originating user can replace the current document name with any name of their choosing. This name appears in the control terminal queue.
The originating user can also override the default job expiry time. By default, Send To printing jobs remain in the secure queue for one hour. However, Administrators can change this default within the System Configuration, and originating users can enter any job expiry time they deem fit. The print job remains in the secure queue for this length of time, requiring enough disk space to store the jobs until they are either released or expired.
Viewing Send To Printing Jobs in the Secure Queue
Jobs submitted using Send To printing appear slightly different in the control terminal queue. If the originating user selected one or more recipients, Equitrac Office and Express prefixes the document name with the originating users’
UserID. The released job is charged to the User ID releasing, unless the originating user accepted the print charges.
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Desktop Printing
Desktop printing tracks the use of local printers connected to a user workstation. These printers are not controlled by a DRE print server. A user may attach a device directly to their user workstation via an LPT or USB connection, rather than print through an Equitrac print server or the workstation direct IP printing feature in the Equitrac Client
Workstation. Equitrac Office and Express groups these devices as Workstation devices.
CAUTION: Charging for color attributes is also possible but depends upon the properties of the printing application
and the printer driver. If the application and print driver do not differentiate between color and monochrome pages, color attribute charges for desktop print jobs will not be accurate.
CAUTION: Desktop printing does not enforce Account Limits.
Desktop printing is often deployed when you need to track print volume for users who require private printers. For example, legal documents, accounting documents, or HR documents are often proprietary and should not be left unattended on a printer. You can install the Desktop printing feature per device, limiting access and applying specialized pricing scenarios. You can also create special rules that determine the types of jobs that can print to these devices.
•
• user verification
•
• print charge calculations
•
• output tracking
•
• account balance mgmt
The Desktop Port Monitor intercepts print requests to the local printer
NOTE: Desktop Printing is not supported in Mac environments.
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User Workflow for Desktop Printing
From the user perspective, the Desktop Printing functionality follows this workflow:
1
2
The user needs to print a private document, therefore they select the local workstation printer.
Depending on the document attributes and the rules set for the device, one of three things occur:
• Equitrac Office and Express allows the document to print on the local device if the user or release key is validated.
• Equitrac Office and Express denies printing to the local device, because the document attributes meet or exceed criteria defined in the print rules for that device, and delete the print request.
• The user receives a warning that the document attributes meet or exceed criteria defined in the print rules for that device. The user can choose another printer, or elect to over-ride the warning and print to the local device anyway.
For complete information on print rules, see
Routing Rules
on page 323.
Desktop Printing Configuration Workflow
To set up Desktop printing on each user workstation that prints to a device not managed by a DRE Print Server, do the following:
1
Install the Desktop Printing Utility on the user workstation.
2
3
4
5
Run the Equitrac Client Installer and select the Desktop Printing feature.
Send a test page from the workstation to populate System Manager automatically.
The first time you print from a workstation to a local device, the device is registered automatically in System
Manager > Devices
. Switch to Workstation view to see the local printer.
Set the device properties.
In System Manager > Devices, click on a local device to view the Workstation summary dialog box. Change the
Name, Description, and if required, apply pricing parameters.
You can apply a default price list or a primary and optional secondary price list as needed. See
Basic Print/Copy
Price Lists
on page 272 or
Advanced Print/Copy Price Lists
on page 273 to create price lists.
Create rules that limit access to the local printer.
You can limit the users who are permitted to print to this printer. See
Creating Desktop Print Rules
on page 337.
These rules also allow you to limit access to the printer based on job attributes.
Select any applications that are excluded from Desktop Print tracking.
Set system-wide exclusions to desktop print tracking. Exclusions are specific applications that you do not want to track output for.
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Excluding Applications
The Exclusion list specifies applications that Equitrac Office and Express do not track, and applies to all workstation devices not managed by a DRE Print Server. Some applications conflict with the resources necessary to invoke the print tracking within Equitrac Office and Express. If you find that Equitrac is unable to process print jobs from a particular application, exclude it from the list. By default, the list is populated with known application conflicts.
When Equitrac Office and Express evaluates a print transaction, it first checks whether the document originates with a tracked application or an excluded application. If the application is on the Excluded list, Equitrac Office and Express proceeds with the print and does not track any transaction or document data. If the application is included for tracking, Equitrac assesses the document data to assign the appropriate tracking and popup behaviors.
1
In System Manager, go to Configuration > Printing > Desktop printing exclusion list.
2
3
Click Add to specify an application for desktop printing to exclude.
Enter an Application name and Description, and click Add.
4
Click OK to close the Desktop printing exclusion list dialog box to save the changes.
Re-enabling an Excluded Application
You cannot enable print tracking for any of the system default excluded applications, however, you can re-enable an application within the Additional excluded applications list.
1
2
3
4
In System Manager, go to Configuration > Printing > Desktop printing exclusion list.
Select an application from the Additional excluded applications list and click Remove.
Click Yes to confirm the removal.
Click OK the Desktop printing exclusion list dialog box to save the changes.
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Editing an Excluded Application
You can edit the description of an excluded application to make it more identifiable in the list. You cannot edit the application name because the Exclusion list identifies excluded applications by their executable filename.
1
2
In System Manager, go to Configuration > Printing > Desktop printing exclusion list.
Select an application from either the Default or Additional excluded applications list and click Properties.
3
4
Edit the application’s Description and click OK.
Click OK on the Desktop printing exclusion list dialog box to save the changes.
Excluding Printer Ports
Desktop Printing tracks prints based on local printers connected to a user workstation. Some printer software installs
"soft" printers to generate different paperless output, such as PDFs. Equitrac Office and Express can exclude these
"soft" printers from being tracked through desktop printing.
The Port exclusion list specifies port names and definitions that Equitrac does not track through desktop printing.
When Equitrac evaluates a transaction, it checks if the document is sent to a port on the excluded list. If the port name or description is on the Excluded list, Equitrac does not track any transaction or document data. By default, the exclusion list is populated with common soft printers.
To add more ports to the exclusion list, do the following:
1
In System Manager, go to Configuration > Printing > Port exclusion list.
2
Click Add to specify the Port Name for desktop printing to exclude, and click OK.
3
Click OK to close the Port exclusion list dialog box to save the changes.
To remove a port from the exclusion list, select the port name, click Remove, and click Yes on the confirmation popup.
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Mobile Printing
The Mobile Printing component of Equitrac Office and Express enables users to print to the printers in your environment without the need for a connection to the local network. Users can print from any smartphone, tablet, laptop or PC.
Equitrac Office and Express utilizes the PrinterOn Enterprise Solution for mobile printing by emailing documents to a
PrinterOn Enterprise-enabled printer, or by using one of the PrinterOn mobile printing applications available for iOS and Android devices. Once the print job is routed through PrinterOn, the job is passed to Equitrac and tracked in the same manner that documents printed through any Equitrac implementation are tracked.
CAUTION: This process assumes that you have correctly set up, configured and licensed all PrinterOn and Equitrac
components. Complete instructions on installing and setting up PrinterOn is beyond the scope of this document.
Please see the PrinterOn documentation for detailed instructions on how to set up PrinterOn.
Requirements
• Equitrac Office or Express version 5.7 (or higher)
• PrinterOn version 1.9 R2 (or higher)
• One Mobile Printer license per printer enabled for Mobile Printing
Enabling Devices for Mobile Printing
A Mobile Printer license must be assigned to the each printer that will be used for Mobile Printing. Each printer requires its own license. Only those printers that have been licensed for Mobile Printing will be available to print documents through PrinterOn:
To assign a Mobile Printer license, do the following:
1
2
3
Open System Manager, and select Licensing in the left pane.
Select the Assignment View tab to open the list of all assigned licenses.
Expand or right-click the Mobile Printer license option, and select Add to open the Assign license dialog box.
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4
5
On the Assign license dialog box, select the checkbox for the devices to assign the Mobile Printer license to.
At the bottom of the dialog box is a counter displaying the number of available licenses and available devices.
These numbers decrease with every license assigned.
Click OK after the licenses have been assigned to the desired devices.
The devices assigned for Mobile printing now display under the Mobile Printer license option.
To remove an assigned license from a device, right-click the device and select Remove assignment. The number of used licenses will be adjusted accordingly.
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