10
Routing Rules
Topics
Rules Overview
Creating Print Rules
Working with Routing Groups
Creating Desktop Print Rules
Configuring the Message Client Behavior
Creating Copy Rules
A routing rule defines the conditions under which a network print or desktop print job is intercepted and handled on its way to the device, or under which a copy request is allowed or denied.
Routing rules are useful when you want to create exceptions to the standard handling you set up per device, port, or queue. For example, if you enable secure printing on a queue, but you want to automatically allow jobs through to print for a particular user group, create a print rule to allow jobs associated with users in the group to bypass the secure queue and print immediately. Jobs sent to the queue by a user outside the group are held in the secure queue and must be released via Release Station or PageCounter control terminal, but jobs sent by a group member are sent through to print immediately.
Alternatively, you might want particular color copiers to be accessed by certain users only. You can create a copy rule that allows only a particular group of users to access the copy functions.
All rules must be part of a Rule Set. Within System Manager, you can create a Rule Set, then create multiple rules within the set. You can then apply the Rule Set to one or more devices, queues, ports, or control terminals.
This chapter provides information to determine:
• the rule types you need to define
• the attributes to assign to each rule to get the result you want
• the actions that you can assign to a rule and the result of each action
• how to apply a Rule Set to a device
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Rules Overview
Each routing rule is comprised of three attributes. A rule is applied only when the type and action match the attributes of the incoming print/copy job.
Type –
Determines if the rule applies to a print, desktop print, or copy jobs. You can also create a rule that applies to all jobs sent to a device, regardless of type.
Attributes –
Sets the characteristics against which the incoming job is compared to determine if there is a match.
Action –
If the attributes of the incoming job match the attributes of the rule, take specific action.
Creating Rule Sets
A Rule Set is a grouping of routing rules that are logically related in some way. You must apply a set of rules to a device, rather than a single rule—although you can create a Rule Set that contains only a single rule if needed.
Although there are a number of factors to consider when planning your Rule Sets, these questions help you get started:
• which devices require exceptions to the standard Equitrac request handling?
• do you need to limit access to devices based on user group?
• do you need a set of rules that apply to color printing or copying vs. monochrome printing or copying?
For example, you might want to create a set of rules that apply to
Desktop printing only, but you might also need a set of rules designed to limit printing or copying access during certain hours.
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Rule Sets contain one or more rules. You can combine rule types (print, copy, desktop print) within a Rule Set to accommodate multi-function devices. All rules within the set are applied to a device.
To create a Rule Set, do the following:
1
2
In System Manager, select Rules & routing in the left pane.
Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.
3
4
In the Rule Set dialog box, type a Name and Description for the Rule Set. When you apply the rule set to a device, you can identify the set by this name.
To add rules to the set, click Add. For details on creating rules, see
Creating Print Rules
on page 328,
Creating
Desktop Print Rules
on page 337, and
Creating Copy Rules
on page 345.
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Adjusting the Rule Ranking
Ranking refers to the order in which the rules are applied to incoming requests. The ranking is important because
Equitrac Office and Express process the rules in a set starting with the first rule in the list. When a match is found, remaining rules are not processed.
For example, create a Rule Set that includes two rules in the following order:
1 - Deny color print jobs larger than 20 pages
2 - Allow color print jobs for Art Dept.
If Equitrac Office and Express finds a match to the “Deny” rule first, all color print jobs sent to the device that exceed
20 pages are denied, even if the user is a member of the "Art Dept" group. Once Equitrac finds a match to the “Deny” rule, it stops looking for matches to the "Allow" rule.
To ensure that members of the Art Dept group can always print color jobs, regardless of size, the “Allow” rule must be ranked before the "Deny" rule in the list.
You can change the list order by selecting a rule and use the Up or Down buttons to place it in the desired order.
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Applying a Rule Set
You can apply a Rule Set at the device (physical and embedded) or print queue level. If using control terminals or interfaces, you can also apply a Rule Set at the terminal level. In cases where rules are set at different levels (e.g. you set an "allow" color rule at the physical device level, and set a "deny" color rule at the print queue level), Equitrac processes rules in the following order:
1
2
3
Print Queue
Control terminal/embedded device (copy rules only)
Physical Device
Using the color rule example, color printing to the device is denied because the deny Rule Set on the queue is processed first.
Before you can apply a Rule Set, you must first create the Rule Set in Rules & Routing. When the Rule Sets are in place, you can assign rules at the required levels. Click the Devices link, then click on the physical device, queue, or terminal to open its summary dialog box. In the Behavior section, select the Rule set you want to assign from the drop-down list.
When you make changes to existing print rule criteria, or apply different Rule Sets to queuing actions, the changes affect all subsequent print jobs. Changes do not affect documents currently in the print queue.
It is also important to note that Rule Sets override the secure printing setting on a device queue. If the following conditions are met, an Allow rule overrides the secure printing setting, and the job is not held in the secure queue:
• you set secure printing on a queue
• you assign a Rule Set that includes a Print Allow rule to the physical device or queue
• Equitrac matches the Allow rule to the attributes of an incoming print job
For more information on secure printing, see
Enabling Secure Printing
on page 296.
NOTE: Print rules are only applied at print time and not at release time. In other words, rules are applied at the time
the user prints at their workstation. They are not applied when the user releases a job at a printer.
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Creating Print Rules
Print rules apply to both server based DRE and workstation direct IP printing. For information on workstation direct
IP printing, refer to the
Workstation Client
on page 23.
When DRE receives a print job, it gathers the job attribute information from the request. DRE then contacts CAS to determine if there is a Rule Set applied to the device (at the device or queue level). If not, DRE checks the secure printing setting for the device queue. If secure printing is not enabled, the job is forwarded to the printer immediately.
If secure printing is enabled, the job is held in the secure queue until the user releases it from a PageCounter terminal or Release Station.
If a Rule Set is applied to the device, Equitrac evaluates the rules in the set according to the rank order applied within the Rule Set. Equitrac compares the attributes of the print job to the rule type and rule criteria. When a match is found, the rule action is applied to the print job.
If more than one Print rule is defined within the Rule Set, Equitrac compares the attributes to each rule type until a match is found. If a match is found, the action associated with the rule is applied, and all other rules are ignored.
1. Gather print job attributes
2. Apply rules logic
User Workstation
Print Job
Is a rule set assigned to this device?
No
Yes
Do job attributes match any rule definition?
No
Yes
Apply rule action
Is secure printing enabled on the queue?
No
Allow job to print
Yes Hold job in queue for release
General workflow applied when DRE receives a print job for a monitored printer.
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Print Attributes
Equitrac compares the network print job attributes to the defined rule attributes. For a print rule, you can define any combination of the attributes listed in the table below. A rule is applied only when all selected rule attributes match the job attributes
.
Rule Criteria
Group
Department
Pages
Size
Color
Duplexing
Day of week
Time of day
Title matches
Application name
Device status
Description
Any selected Windows group to which the document’s originating user belongs.
To ensure that a rule matches for all intended users, add all sub-groups to the rule as well.
Any selected department to which the document’s originating user belongs.
The number of printed pages in the job.
The print driver determines job size in bytes after processing. It will not be the same size as the file that you create with the printing application.
A property of the print job—color or black and white.
A property of the print job—one or two-sided paper output.
The rule applies only when the network print job is generated. You can use this field to differentiate weekday vs. weekend print rules.
The rule applies only when the print job occurs between specific hours of the day.
The rule applies to print jobs with a matching document name, specified by the application sending the print job.
If using server-based printing, where the application name is added to the document title, enter the application title in the field (e.g. Microsoft Word).
To add multiple titles within a rule, separate each name with a comma.
The rule applies to print jobs generated from a specific application (e.g. Microsoft Word).
This feature is supported only if the Desktop Printing client and the Client Billing option is installed on the workstation where the job originated.
Use to redirect print jobs based on device status. The device that you apply the rule to must be a DME-monitored device.
For example, if the job is offline for a particular period of time, you could route any incoming print jobs to a different compatible printer.
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To create a Print Rule, do the following:
1
2
In System Manager, select Rules & routing in the left pane.
Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.
3
4
Enter a Name and Description for the rule set.
Under the Rule column, click <Add...>. A Rule dialog box opens.
5
Select Apply this rule to server and workstation direct IP printing and click Next.
NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.
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6
Select a rule action, and click Next. A description of the action is displayed in the field below.
NOTE: Some actions require you to send a message to the user or select a device where jobs can be redirected to. If
you attempt to continue setting the rule without providing this information, an error pops up stating what needs to be completed.
NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert
popup.
Force monochrome and force duplex printing rules have the following characteristics:
• They are only supported on some models using PCL5, PCL6 and PostScript data streams. Please confirm compatibility in conjunction with your printer drivers before implementing into production.
• Not all actions support interactive print rules. For a list of supported actions, see
Interactive Print Rules
on page 333.
• There is no message option for force monochrome and force duplex. However, it is possible to add a notification message rule to the rule set. These are the only print actions where a second rule in a rule set is executed. The criteria of the two rules must match.
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7
Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.
NOTE: Some rule criteria require you to specify number of pages, departments, groups, and so on. If you attempt to
continue setting the rule without providing this information, an error pops up stating what needs to be completed.
8
Enter a name for the rule, and click Finish if you do not want to have User interaction with the rule.
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9
Select the User interaction checkbox if you want users to be able to interact with the rule. a b
Select a timeout value (in seconds) from the Prompt timeout drop-down list.
Specify a custom message
for the user to see on the Client desktop alert popup.
NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert
popup.
c d
Click Insert macro if you wish to use predefined attributes to use in your custom message.
Select a macro from the drop-down list, and click OK.
10
Click Finish.
NOTE: If the global error notifications are set to use Email, the user receives the messages via email in addition to the
popup on their desktop. See
Selecting Notification Methods
on page 250.
Interactive Print Rules
Interactive print rules are server-based print rules designed to interact with the user when running on a Windows print server. Interactive print rules appear different according to the rule you have chosen.
NOTE: Interactive print rules require workstation licensing. If a workstation client is not installed, the workstation
client is not running on Windows, or it is not licensed, the rule is processed as if it were non-interactive. Interactive print rules only work in a domain environment. If Interactive rules are set in a workgroup environment, the workstation will not receive the popup, even if the workstation client is installed.
To configure interactive print rules, do the following:
1
Add a server and workstation direct IP printing rule, choosing any action from the following:
• deny this job
• hold this job for release
• redirect this job
• redirect this job and price it
• route to a device in group
NOTE: The redirect rule does not show unless there is at least one available print queue.
2
3
For information on creating print rules, see
Creating Print Rules
on page 328.
Map the rule to a physical device. For information on mapping rules to physical devices, see
Managing Devices
on page 41.
Configure your devices to routing group. For information on configuring routing groups, see
Working with
Routing Groups
on page 335.
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Once the interactive print rules are configured, users have access to an interactive print routing dialog box where they can select which MFP to print from.
NOTE: Clicking No directs the job to the original printer. Clicking Cancel cancels the print job. Users may get a deny,
redirect or hold message asking them to select Yes or No.
Upon successful routing, a message pops up confirming the print job has been redirected to the selected MFP.
Delete and Hold Rules
The user is presented with a custom message, where users have the option to accept (Yes) or decline (No). Accepting means the rule proceeds with the suggested action, while declining causes printing to continue on the device.
Routing Rules to a Device
The user is presented with a custom message, similar to notification but with the option to accept (Yes), decline (No) or cancel (Cancel) the routing decision. Accepting means the rule proceeds with the suggested action. Declining causes printing to continue on the original device, and canceling causes the job to be deleted.
Routing Rules to a Group
For an interactive rule, the user is presented with the (custom) message, similar to notification, and a multi-column listbox showing the device name, description and document cost. The user is able to select a destination device, and have the option to accept (Yes), decline (No) or cancel (Cancel) the routing decision. Accepting proceeds as normal.
Declining causes printing to continue on the original device. Canceling causes the job to be deleted. For a noninteractive rule, the user is presented with a custom message that the job has been automatically re-routed.
NOTE: For all rule types, a rule-specific timeout is applied; if the user does not make a selection within the timeout
period, the processing continues as if the user had selected Yes and accepted the routing decision.
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Working with Routing Groups
As you configure devices in System Manager, you can create and manage routing groups that group similar devices together. The groups should reflect the needs of your organization. For example, you can group compatible devices by physical location, by faculty, by manufacturer, etc.
The primary purpose for routing groups is to print to the most cost effective printer in a group. An interactive rule gives the option of selecting any device in the group. A non-interactive rule automatically routes the print job to the least cost printer. In the event that there are multiple printers that share the same lowest cost, one of them is selected at random.
Unlike pull groups, devices in routing groups must be on the same print server.
Choosing Devices to Group
The key to creating routing groups is to ensure that all MFP 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 stapling 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.
Unlike pull groups, a device can only reside on one routing group.
Managing Routing Groups
Initially, all MFPs are listed under Ungrouped devices.
To create routing groups, do the following:
1
2
3
In System Manager, select Devices in the left pane.
Click on Routing group view in the top menu to see a list of devices.
Create a routing group by right-clicking on any device and selecting Manage routing groups. A Manage groups dialog box opens.
4
Enter a name for the group and click Add and then OK.
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5
Assign devices to a routing group by right-clicking on any device and selecting Assign to routing group. An
Assign to group dialog box opens.
6
Select a group name to assign the device to and click OK.
NOTE: The devices in a routing group must belong to the same print server. Unlike pull groups, you do not need to
enable secure printing on the devices in a routing group.
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Creating Desktop Print Rules
In some environments that mix network and desktop printing, you may require a method of encouraging users to print to higher-volume, lower-cost network printers instead of their desktop devices. You could apply pricing that charges more for desktop printing, or set the Desktop Print Rule to automatically prevent users from printing large jobs on desktop printers.
NOTE: Create Desktop Print Rules only if you deployed the desktop printing feature within Equitrac Office and
Express. Desktop Print Rules only apply to printers connected locally to a workstation via LPT or USB.
If Equitrac Office and Express locates a Rule Set for the selected desktop device, Equitrac evaluates the rules in the set, starting with the first rule. If a match is found for both rule type and rule criteria, the rule action is applied to the request.
For example, you might want to deny users the ability to print to desktop printers when their print job exceeds 50 pages. Or, you could set up a warning message as part of the rule that allows the job to print, but asks the user to consider printing to a network printer when their jobs exceed 50 pages.
Desktop print job
User Workstation
1. Gather print job attributes
2. Apply rules logic
Is a rule set assigned to this device?
Yes
Do job attributes match any rule definition?
No No
Allow job to print
Apply rule action
General workflow applied when a user sends their print job to a local desktop printer
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To create a Desktop Print Rule, do the following:
1
2
In System Manager, select Rules & routing in the left pane.
Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.
3
4
Enter a Name and Description for the rule set.
Under the Rule column, click <Add...>. A Rule dialog box opens.
5
Select Apply this rule to desktop printing and click Next.
NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.
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6
Select a rule action, and click Next. A description of the action is displayed in the field below.
CAUTION: Some actions require you to send a message to the user or select a device where jobs can be routed to. This
must be configured; failure to do so results in an error popup.
7
Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.
CAUTION: Some rule criteria require you to specify numbers or names related to pages, departments, groups, etc.
This must be configured; failure to do so results in an error popup.
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8
Enter a name for your rule and click Finish.
NOTE: Interactive rules are not available with Desktop Printing.
NOTE: If the global error notifications are set to use Email, the user receives the messages via email in addition to
the popup on their desktop. See
Selecting Notification Methods
on page 250.
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Default Desktop Print Rules
You can specify a particular desktop print rule as a default Rule Set for desktop printing. As with any other type of print rule, you can create multiple rules for desktop printing. Unlike network print rules, you can select one desktop print rule to be the default.
Equitrac Office and Express checks to see if there is a default desktop print rule before it checks all other desktop print rules. If there is a default rule, and it matches the incoming print job, Equitrac will not process any other desktop print rules for that request.
For example, if you define a default rule that denies color printing on local devices, and a second rule that warns users if they attempt to print a large B&W document to a local printer, Equitrac Office and Express checks the default first, and, finding no match for the color document attribute, checks the attributes against the second rule. If the document exceeds the defined page count limit, the user receives a desktop message.
Workflow applied when a user sends their print job to a local desktop printer and the
Administrator has set a default desktop print Rule Set.
In the Rules & Routing dialog box, right-click on the Desktop Rule Set that you want to set as the default, and select
Set as default for workstations
from the menu.
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The Rules list displays the notification for workstation devices under the Default rule set column.
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Configuring the Message Client Behavior
The Equitrac Message Client is a messaging service included with the client install which displays print error popup messages on the user’s workstation. By default, when an error message is sent to the user’s workstation, a small popup appears on the bottom right hand corner of the screen indicating a print error has occurred. The user clicks the popup to open the Equitrac Message Client window to see the complete message.
The messaging application can be configured to bypass the small popup, and immediately open the Message Client window by configuring the Windows registry. The Message Client can also be configured to display as the topmost window, to generate trace logs, and to remain active in the system tray.
Bypass the Small Popup Window
To configure the Message Client to bypass the small popup, do the following:
1
2
3
4
5
6
7
Select Start > Run.
Type regedit and click OK to open the Registry Editor.
In the Registry Editor, go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
Select Edit > New > DWORD Value, and enter ShowSmallPopup as the value name.
Alternatively, right-click the value pane and select New > DWORD Value.
Double-click the ShowSmallPopup entry to open its edit window.
Enter "0" (zero) in the Value data field and click OK.
If the value data is "1" or not specified, then the small popup window will display.
Close the Registry Editor.
Display as Topmost Window
To configure the Message Client to display the message window as the topmost window, do the following:
1
1
2
3
4
Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
Select Edit > New > DWORD Value, and enter ShowTopMost as the value name.
Double-click the ShowTopMost entry to open its edit window.
Enter "1" in the Value data field and click OK.
If the value data is "0" (zero) or not specified, then the message window will display.
Close the Registry Editor.
Remove the Exit Menu Item
To configure the Message Client to remove the Exit menu item from the system, do the following:
1
2
3
Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
Select Edit > New > DWORD Value, and enter ShowExitMenu as the value name.
Double-click the ShowExitMenu entry to open its edit window.
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4
5
Enter "0" in the Value data field and click OK.
If the value data is "1" or not specified, then the system will have the Exit menu item.
Close the Registry Editor.
Hide the Clear Button
To configure the Message Client to hide the Clear button from the popup, do the following:
1
2
3
4
5
Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
Select Edit > New > DWORD Value, and enter ShowClearButton as the value name.
Double-click the ShowClearButton entry to open its edit window.
Enter "0" in the Value data field and click OK.
If the value data is "1" or not specified, then the system will display the Clear button.
Close the Registry Editor.
Enable/Disable System Tracing
System tracing requires two registry keys—one to enable/disable tracing, and one to specify the file path to save the trace logs.
To configure the Message Client to generate trace logs, do the following:
1
2
3
4
5
6
7
8
Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
Select Edit > New > DWORD Value, and enter EnableTrace as the value name.
Double-click the EnableTrace entry to open its edit window.
Enter "1" in the Value data field and click OK.
If the value data is "0" (zero) or not specified, then the system will not generate trace logs.
Select Edit > New > String Value, and enter TraceFilePath as the value name.
Double-click the TraceFilePath entry to open its edit window.
Enter a file path string (e.g. C:\Logfiles\MessageClient.log) in the Value data field to specify where the system will save the trace logs, and then click OK.
If the value data is "0" (zero) or not specified, then the system will save the trace logs in the default Windows current folder with the file name EQMsgClient.log.
Close the Registry Editor.
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Creating Copy Rules
The diagram below depicts the general workflow applied when a user enters their login credentials at a terminal device.
After the user logs into the terminal, DCE contacts CAS to determine if there is a Rule Set applied to this device. If not, the user is able to perform their copying (after Equitrac validates their account status).
If Equitrac locates a Rule Set for this device, Equitrac evaluates the rules in the set, starting with the first rule. If a match is found for both rule type and rule criteria, the rule action is applied to the request and the user is either able to proceed with copying, or is denied access to the copy functions on the device.
For example, you might want to prevent users from performing in excess of 25 pages of copying at one time. You can create a copy rule that denies requests for copying more than 25 pages. This rule is useful for multi-function devices that perform both printing and copying services. Copying services lock out queued print jobs, allowing the print queue to back up. If you create a rule that limits users to copying a smaller number of pages, the print queue can continue to clear between the short copy jobs.
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To create a Copy Rule, do the following:
1
2
In System Manager, select Rules & routing in the left pane.
Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.
3
4
Enter a Name and Description for the rule set.
Under the Rule column, click <Add...>. A Rule dialog box opens.
5
Select Apply this rule to copying, and click Next.
NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.
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6
Select a rule action, and click Next. A description of the action is displayed in the field below.
7
Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.
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8
Enter a name for your rule and click Finish.
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NOTE: Interactive rules are not available for copy rules.
NOTE: You cannot create a custom message for copy rules. PageCounter terminals and embedded devices display
their own message.
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Escape Codes in Custom Messages
When you create a custom message for a custom Rule Set, you can use escape codes to enable Equitrac Office and
Express to provide user information automatically.
In the Custom message field, enter one or more of the following codes to add the relevant data automatically to the message.
%a
%t
%b
%c
%f
%q
%d
%s
%p
%%
Escape code
%n
%o
%j
Description
Document name
Job owner
Job ID
Destination device
Source device (same as destination device, assuming there is no document routing)
Readable document properties string
Displays a single readable % in the custom message
Date
Time
Account balance after printing
Cost of the job
Full user name
Remaining color quota after printing
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Chapter 10: Routing Rules
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