Print Release. Administrator s Guide. Version 2.2.5

Transcription

1 Print Release Administrator s Guide Version May

2 Edition notice May 2011 The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in later editions. Improvements or changes in the products or the programs escribed may be made at any time. References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except those expressly designated by the manufacturer, are the user s responsibility. For Lexmark technical support, visit support.lexmark.com. For information on supplies and downloads, visit If you don't have access to the Internet, you can contact Lexmark by mail: Lexmark International, Inc. Bldg 004 2/CSC 740 New Circle Road NW Lexington, KY USA 2011 Lexmark International, Inc. All rights reserved. Trademarks Lexmark, Lexmark with diamond design, and MarkVision are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. All other trademarks are the property of their respective owners. UNITED STATES GOVERNMENT RIGHTS This software and any accompanying documentation provided under this agreement are commercial computer software and documentation developed exclusively at private expense. 2

3 Table of Contents OVERVIEW...4 LEXMARK MANAGEMENT CONSOLE BASICS...4 CHANGING A SERVER S STATUS... 4 CONFIGURING THE GLOBAL SOLUTION SETTINGS FOR YOUR ENVIRONMENT... 5 ADDING THE DEVICES TO BE USED WITH PRINT RELEASE... 7 CONFIGURING THE WELCOME SCREENS OF THE DEVICES DEPLOYING THE SOLUTION AND SETTINGS TO THE DEVICES PRINT RELEASE WEB ADMIN BASICS GETTING STARTED CONSOLE BASICS PRINT QUEUE TAB DELEGATES TAB BADGES TAB QUOTAS TAB View 1: Quotas are measured on a MONTHLY basis at a GROUP level View 2: Quotas are measured on a MONTHLY basis at a USER level View 3: Quotas are measured on a YEARLY basis at a GROUP level View 4: Quotas are measured on a YEARLY basis at a USER level ALTERNATE LOCATIONS TAB USING THE TRACKED USAGE DATA EXPORTING THE DATA VIEWING THE REPORT DATA IN EXCEL USAGE DATA FIELDS AND DESCRIPTIONS RESETTING USER QUOTAS SCHEDULING THE QUOTA RESET TASK TESTING THE SOLUTION TROUBLESHOOTING THE SOLUTION DIAGNOSING COMMON SUPPORT ISSUES CONTACTING THE LEXMARK HELP DESK

4 Overview The Lexmark Print Release solution allows the customer to print to a central queue then release their print job at any Lexmark MFP in their network configured for use with the solution. Print Release provides many additional features, such as badge authentication, quota tracking, and usage tracking. The Lexmark Solutions Development and Integration team has completed the initial installation and configuration of the solution in your environment. However, there may be ongoing maintenance, configuration, or reporting needs for the solution. This document outlines how your IT staff can manage the solution on a day-to-day basis after the initial installation. Lexmark Management Console Basics Changing a Server s Status The LDD Server environment may contain one or multiple transaction servers responsible for processing jobs. The ability of these servers to receive and process jobs is determined by whether they are online (available) or offline (not available). It may be necessary, at times, to change a server s status to perform maintenance or resolve issues. The default state of a server is online. Follow the steps below to set your LDD Server online or offline, as needed: 1. You will find an icon labeled Lexmark Management Console that was placed on your desktop during the installation process. Double-click that icon to launch the Lexmark Management Console (LMC). 2. Login using admin and admin as the user ID and password or with other credentials if those have been previously configured. You will now be taken to the home screen of the LMC as shown below. Choose the System Status link in the System section of the Home tab, as indicated below: 4

5 3. You can see the server s current status in the Status column. To change that server s status, simply select the checkbox beside the server name and select the Set Online or Set Offline button, as shown here in blue. Configuring the Global Solution Settings for your Environment During the initial installation visit, your Lexmark Integration Specialist configured the solution s settings to meet the needs of your environment. If, however, you need to modify these settings going forward due to user feedback or configuration changes within your environment, this section outlines how to make the necessary changes. Before modifying any settings, it may also be beneficial to contact the Help Desk to ensure the change is appropriate for the issue you are trying to address and to determine if any other changes will be required. 1. While still in LMC, click on the Solutions tab near the top of the LMC window. Choose PrintReleasev2 in Box 1: Solutions and then Configuration in Box 2: Tasks, as shown below. The list will display settings that control how users are authenticated, LDAP configuration, user interface settings, etc. You can simply scroll down the list to the appropriate setting and select or enter the new values. Once all changes are made, selecting the Apply button will save the settings for all subsequent jobs. 5

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7 Adding the Devices to be used with Print Release At times it may be necessary to add devices to your Lexmark Print Release solution as you expand to other departments or locations. Once you have obtained the necessary licensing for these new devices from your Lexmark Technical Program Manager, you can follow the steps outlined in this section to add the new devices. Typically, you will add devices to the existing device group for Print Release. This means all new devices will have the same local settings as all other devices in the device group. However, there are often times that you may want to create device groups to better organize your devices (such as by location) or to allow for different configurations in the local settings. The local settings available to be configured on a device group level are: Authentication Method Print All Settings Keypad Only Device Settings To add devices to an existing group or create a new group, follow the steps below: 1. While still in LMC, click on the Device Groups tab near the top of the LMC window. 2. To add to the existing Print Release group simply click that name under the Device Groups box, as shown in the figure below. Otherwise, to create a new group, select the Add button. Once you give the device group a name, return to the Device Groups tab and select the new group to add devices. 3. Click on the Discovery Profiles link in the Tasks box in the lower left-hand corner of the window, as shown: 4. You will now enter the IP address information for the device(s) in the Address box. You will enter the IP address of each MFP individually. Once an Address is entered, choose the Add button to add this discovery policy. Once all device addresses are entered, choose the Discover button as shown below to discover the devices. 7

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9 5. The Discovery screen, as shown below, will now be displayed. Select the checkbox beside the Discover new devices only option. Choose the Discover button to begin the discovery of devices for the device group. 6. The Discovery Progress dialog, as shown below, will be displayed during the actual discovery process. Once the Discovery Progress bar reaches 100%, the Done button will now be active. Click the Done button 7. Choose the Summary option in the Tasks box. The Summary screen for the Device Group will be displayed, as shown here. Ensure that the number of Discovered Devices matches the number of devices you are adding. If all of the devices to be used with the solution were not discovered, repeat steps 5 through 8 above to ensure the IP address(es) for any undiscovered device(s) are included in the Discovery Profile for the Device Group. 9

10 8. If use are using badge authentication AND you just created a new device group, you will need to add the Omnikey driver solution to be deployed to the devices. To do so, while still on the Device Groups tab, select the new group, choose Solutions in Box #2:Solutions. Choose the Add Button, as shown here: 9. Select the omnikeydriver solution from the list of options and choose Next as shown below. There are no deployment settings so choose Finish to complete adding the solution. 10

11 Configuring the Welcome Screens of the Devices The Welcome Screens of your Lexmark MFP s are customized to display icons to the users for the Lexmark Print Release solution. As new devices are added to the solution, you may need to configure a Welcome Screen for them if they are either part of a new device group or if they are a different model from the Welcome Screens that have been previously configured. This section outlines how to complete the configuration of the MFP Welcome Screens for Print Release. 1. You will now configure the Welcome Screen for the devices in the device group. Select the Device Group you wish to configure. Now, choose the Home Screen link in the Tasks box. You will be taken to the main Home Screen configuration screen, as shown below. Depending upon the model you are using, select the appropriate screen tab below: e-task3 e-task2+ e-task2 e-task SFP e-task3 SFP e-task2+ SFP e-task2 SFP e-task X925, X792 X46x, X65x, X73x, and X86x X64x, X782, X85x, and X94x X62x, X63x, X752, X820, X83x, X912 C925, C792 T656 T654, C736 all the other SFPs (PIN release only) 2. For the purposes of this document we will describe the etask2+ configuration. Ensure the box next to the Use this welcome screen as part of the device group s policy. at the top of the screen is checked, as shown below. 11

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13 3. If the Home Screen configuration is already complete for that device family, you will see the current configuration of icons on the screen. To change an icon, simply select it and modify as needed. If this is a new device group or device family, the screen will be blank. To configure, from the Layout drop-down box, choose a button layout to match the number of buttons you will require on the screen. For this example, we will select the 7-button layout. This will allow for the creation of 7 icons on the main Welcome Screen of each MFP in the device group. Note: The 7-button layout assumes that all 6 standard Welcome Screen functions will remain on the new Welcome Screen. If there are functions you do not wish to expose on the Welcome Screen or if you want to enable Scan to Network, the number of buttons can be increased or reduced accordingly. 4. First, you can add any of the 6 standard functions to the Welcome Screen. Choose the first button on the top row of the layout. From the Action dropdown, choose and keep the default text and graphic. Repeat this process for the remaining buttons choosing the appropriate Action from the Action dropdown list for each button: Copy FTP Fax Held Jobs Search Held Jobs If you have purchased and are using the Usage Tracking component of Print Release and wish to track copy jobs, select the icon that you added for Copy. From the Action dropdown choose Copy+Profile. From the Profiles dropdown, choose Copy. If you have purchased and are using the Usage Tracking component of Print Release and wish to track jobs, select the icon that you added for . From the Action dropdown choose +Profile. From the Profiles dropdown, choose . 13

14 5. You will now create icons for the Print Release function. Choose the remaining button of the layout. From the Action dropdown, choose Single Profile. Enter Print Release as the Display Text. Choose Print Release in the Profile dropdown. Choose Apply. Note: If your customer is enabling Scan to Network, you can repeat these steps to add the icon. Again, you will choose Single Profile and select the Scan to Network profile. Deploying the Solution and Settings to the Devices In order for your devices to begin using the Print Release solution, you must deploy the solution, settings, and Home Screen configuration to the devices. Follow the steps below to complete that process: 1. From the Device Groups tab, select your Device Group and click on the Policy Update link in the Tasks box, as shown below. 14

15 2. From the Policy Update screen, choose the Update Policy button to begin the process. Each MFP within the device group will receive the updates. When the progress bar indicates the process is complete, choose Done. 3. Choose the Summary item in the Tasks box again and ensure there are no devices Out of Policy. If there are, repeat step 18 and 19 above to update the policies again. 15

16 Print Release Web Admin Basics Getting Started You can launch the admin utility by double-clicking the desktop icon that was created during the Print Release solution install. Alternatively, as this is a web-based utility, it can be accessed from any PC within your network by using Internet Explorer and the following URL: You are first taken to the login screen as shown below. By default, this utility will use the same Username and Password used to login into the Lexmark Management Console (LMC). If you have configured the application to use LDAP authentication, you will instead enter your LDAP user name and password here. Once you enter the Username and Password, choose Login. Once you have successfully logged in, the Print Release Management Console (PRMC) is displayed, as shown below. From here, you can: View and manage current print jobs in the Print Release queue View and manage user delegates (users allowed to release print jobs on behalf of a given user), if this feature is enabled in your environment View, manage and register badges, if you are using badge authentication View and manage quotas, if this feature is enabled in your environment View and manage alternate release stations (printers/mfps to which print jobs can be released from a given MFP) if this features is enabled in your environment 16

17 Console Basics The Print Release Management Console consists of five tabs, each providing access to one of the functions described above. While in the console view, the active tab will be highlighted in blue. To change to a different active tab, simply click the desired tab. The upper right corner of the interface shows the user name of the user who is currently logged in. To logout of the application, click the logout link located next to that user name. Each tab allows you to filter displayed results based on relevant criteria. The first drop down box allows you to select the data field to filter. The second drop down allows you to set the search criteria to be used when entering a value into the text box. Click Apply Filter to display only the data that matches the filter criteria. Click Clear Filter to remove the filter and show all available data. Each tab displays data in table format. The header row describes the data displayed in each column. The column containing a black triangle indicates that column is currently being used to sort the data in the list. Clicking this column again will resort the data in reverse direction. To sort the data based on a different column, simply click the desired column heading. At the bottom of the table, you can select how many items per page to be shown- 10, 25, 50, or 100. Advance to the next page by clicking the appropriate page number or using the forward and back arrows. You can also skip to the first or last page by clicking the appropriate double arrow. The total number of data items and total number of pages available, based on the currently applied filter, are also displayed. 17

18 Print Queue Tab The Print Queue tab displays a list of all jobs that have been submitted but not yet released or deleted. Each row corresponds to a single print job and contains: the Site code of the Print Release system; the Windows User ID of the person that printed the job; the name of the job; the number of pages in the job; the date and time the job was submitted; and the User ID or delegate group of the delegate(s), if configured for the user, who also have permission to release the job. If searching for a specific job, the filter can be used by entering part or all of the User ID, job name, or number of pages and selecting the appropriate comparison criteria. Alternatively, the data can be sorted by user, job name, pages, or date by clicking on the associated column heading. One thing to note is that the Print Release queue is not updated in real-time. Click the Refresh button in the upper right corner to update the queue. Any jobs that have been printed will be removed and any new jobs printed to the queue will be added to the display. The Actions column allows for several tasks to be performed on individual print jobs in the queue. Clicking delete the job from queue and the user will no longer be able to release the job. Clicking allows the details of the print job to be viewed and certain details to be edited, as shown below. will 18

19 This dialog provides the same information visible from the print queue list plus the following attributes of the print job: Color indicates if the job was printed in color or black and white Duplex indicates if the job was printed in simplex or duplex mode Paper Size indicates the paper size requested for the job From this dialog, the name of the print job can be modified. Also, the Delegate group or Windows User ID of an individual delegate that could also print this job can be added, modified, or removed. Click OK to save any changes or Cancel to return to the queue without saving the changes. Clicking the icon brings up the Print Job dialog, as shown below. This allows a job from the print queue to be immediately printed to a device without the user releasing from the device itself. The administrator would simply enter the IP address of the printer to which the job should be printed and choose OK. Once printed, the job will be removed from the queue just as if it had been released by the user from a device. This feature could be useful if a user has forgotten his/her badge and can t release the job or if the job needs to be picked up by someone other than the person that submitted it or that person s delegate. 19

20 Delegates Tab In the Print Release solution, a delegate refers to a person that is able to release a print job submitted by a different user. The most common example of this may be one or more Administrative Assistants being able to release the jobs printed by an executive he/she is supporting. If you are not using delegates with print release, the Delegates tab may not be present. The Delegates tab allows for the viewing and management of the individual delegate or delegate group associated with a given user. An individual may be designated as the delegate (or part of a delegate group) for more than one person, but each user may have only one delegate or delegate group assigned to them. Using the example above, an Administrative Assistant may be a delegate for three separate Executives. However, each individual Executive may only have one Administrative Assistant (individual or group) who is assigned as their delegate. See below for information on setting up delegate groups. The data displayed on the Delegates tab includes the Windows User ID of the person for whom the delegate is being defined. The Delegate column is the Windows User ID or Delegate group who can release jobs for that user. If you are going to use Delegate Groups and allow multiple users to release jobs for an individual, you can create and manage those groups by choosing the Manage Delegate Groups button on the Delegates tab. When you do so, the Delegates tab view will now change to show all of your current delegate groups and allow you to add more groups, as shown below: 20

21 To create a new Delegate Group, click the Add Delegate Group button in the upper right-hand corner of the Delegates tab. The Add Delegate Group dialog is displayed allowing you to enter a descriptive name for the group. Next, enter the Windows User IDs, one at a time, for each member of the group, choosing Add after each members ID is entered. This will add the ID to the list of ID s currently in the group. Once all members of the Delegate group appear in the box of Members, click OK to save the changes or Cancel to return without creating the new Delegate group. Once all Delegate groups are added, you must click the Manage Delegates button to return to the Delegates view on this tab. To specify a Delegate or Delegate Group for an individual, click the Add Delegate button in the upper right-hand corner of the Delegates tab. The Add Delegate dialog is displayed, as shown below. Enter the name of the user for which a delegate is being specified in the User field. To enter an individual delegate, select Single User and enter the Windows User ID for the associated delegate. To select one of your previously created Delegate Groups, select Delegate Group and choose the group from the drop-down list. Select the checkbox to update any existing print jobs for the user to include the specified delegate. If the checkbox is not selected, the delegate or delegate group will only be allowed to release future print jobs. Click OK to save the changes or Cancel to return without creating the new Delegate. The Actions column on both the Delegates view and the Delegate Groups view allows for individual tasks to be performed on an existing entry. Clicking will delete the existing entry. Clicking allows the current entry to be modified by displaying the same dialog as shown when the Delegate Group or Delegate was created. 21

22 Badges Tab The Print Release solution supports the release of print jobs by having a user swipe their proximity badge. The badge ID must be mapped to the user s Windows User ID so that his/her print jobs can be identified upon scanning of their badge. If the solution is configured to use badge authentication, the solution may also be configured to allow users to register their badge the first time they use Print Release. The Badges tab provides a view of the badges that have been registered for the solution. In addition, Badge information can be modified and new Badges can be added manually from this tab. If you are not using badge authentication for print release, the Badges tab may not be present. The data displayed includes the Windows User ID of the user and the corresponding badge ID as retrieved from that user s badge, as well as the date that badge was registered. To refresh the list of registered badges, click the Refresh button in the upper right-hand corner of the Badges tab. To manually register a new badge, click the Add Badge button located next to the Refresh button. The Add Badge dialog is displayed, as shown below. Enter the user s Windows User ID and the corresponding badge ID for that user. Click OK to register the badge or Cancel to return without creating the new Badge entry. The Actions column allows for individual tasks to be performed on an existing Badge entry. Clicking will delete the existing entry. Clicking allows for the current entry to be modified by displaying the same dialog as shown when the Badge was registered. The edit operation could be useful if a user gets a new badge or has a lost badge replaced. 22

23 Quotas Tab The Print Release solution allows for overall quotas as well as color print quotas to be specified for users. The solution provides flexible configuration options to enforce quotas in a manner that suits your environment. If quotas are used in your environment, you will see the Quotas tab in the Print Release Web Admin tool. You can choose to manage quotas on either a monthly or yearly basis. When monthly quotas are used, the user will receive a new allocation of pages on the first day of each month. There is no carryover of unused pages from previous months. When quotas are tracked annually, the user gets a much larger allocation of pages at the first of each year. However, those pages must last the user for that entire year and no new pages are added month to month. You may choose to manage quotas either at a group level or a user level. If group quotas are implemented, a user s quota would be established dependent upon the Active Directory (AD) group to which they belong. For example, you may have an employee hierarchy where users in one group (ex. Marketing) would logically print more than users in another group (ex. Helpdesk). You could establish quotas specific to each group and, thus, users in each group will get the appropriate number of pages assigned. If you elect to manage quotas at an individual user basis, a default quota value will be established for all users as they are registered or entered. The system administrator would, then, have to manage any individual quota changes, as needed. As users access the system for the first time, either by printing or by authenticating at an MFP, they will automatically be added as a Print Release user. The user will be assigned their default quota based upon the configuration settings of the solution. If Group quotas are used, the system administrator must create and establish quotas within the Print Release Web Admin tool for each Active Directory group that will use the solution. The name of the group in this tool must match exactly the name of the group from Active Directory. As a user is added to the system, their associated AD group(s) will be retrieved from Active Directory. If the user belongs to multiple AD groups, they will be assigned to the group with the largest configured quota. If User quotas are used, as opposed to groups, each user will be automatically created with the default quota as preconfigured by the system administrator. The appearance of the Quotas tab within the Print Release Web Admin tool is dependent upon the configuration you select for managing quotas. The section below outlines the appearance and available features on the Quotas tab based on the different combinations of configuration settings. Skip to the section that corresponds to the quota configuration to be used at your site. 23

24 View 1: Quotas are measured on a MONTHLY basis at a GROUP level When quotas are being tracked monthly at the group level, you will see the list of all current users when selecting the Quotas tab, as shown below. You will also notice the Manage Groups button available on the Quotas tab. Print Release Groups that correspond to the AD groups of all users who will use the solution must be manually created in the Print Release Web Admin tool. To do so, you must choose the Manage Groups button to be taken to the Quotas Groups view, as shown below. 24

25 To add a new group, click the Add Group button in the upper right-hand corner of the Quotas tab. The Add Group dialog is displayed, as shown below. Enter the name of the group such that it exactly matches the name of the group in Active Directory. You will also enter the total monthly quota for the group. This will represent the number of pages that EACH user within the group will receive each month. If the group you are creating has no limit, select Unlimited for their quota. Finally, you will enter the color quota that each user in the group will receive each month. If the group is not allowed to print color at all, select Color Not Allowed. If the group has an unlimited Total Quota and there is no limit to the color printing they can perform, select Unlimited. If only a portion of the user s total quota is allowed to be printed in color, select the radio button next to the text box and enter the number of color pages allowed each month. Click OK to add the new group or Cancel to return without adding the group. The Actions column allows for individual tasks to be performed on an existing Group entry. Clicking will delete the existing group and all of that group s quota data. Click to edit an existing group s name and/or quota values. Once your Quota groups are created, choose the Manage Users button to return to the list of current users as shown below. This view will show the list of all users and the group to which each user belongs. You will also see information regarding the number of pages each user printed for the specified timeframe. Note that the quota, by default, is displayed as total pages used/color pages used. The quota view and timeframe can be modified by using the Quota View and Usage View filters, if desired. 25

26 Users will be automatically added as they use the solution or they can also be manually added on the Quotas tab. To do so, simply click the Add User button in the upper right-hand corner of the User s tab. The Add User dialog will be displayed as shown here. Enter the user s Windows User ID and select the group. The user will receive the monthly quota that is associated with the selected group. Click OK to add the new user or Cancel to return without adding the user. The Actions column allows for individual tasks to be performed on an existing User entry. Clicking the existing user and all of that user s data. Click to edit an existing user s name or group. Click to edit/view a user s used quota on a month-by-month basis. will delete 26

27 View 2: Quotas are measured on a MONTHLY basis at a USER level When quotas are being tracked monthly at the user level, the Quotas tab for this configuration will show the list of all users and their individual monthly quota, as shown below. You will also see information regarding the number of pages each user has used for the selected timeframe, as it relates to that individual monthly quota. Note that the quota, by default, is displayed as total pages used/color pages used. The quota view and timeframe can be modified by using the Quota View and Usage View filters, if desired. Users will be automatically added as they use the solution or they can also be manually added from the Quotas tab. To do so, simply click the Add User button in the upper right-hand corner. The Add User dialog will be displayed as shown here. Enter the user s Windows User ID and the total monthly quota that will be associated with that individual user. If the user you are creating has no limit, select Unlimited for their quota. Finally, you will enter the color quota that the user will receive each month. If the user is not allowed to print color at all, you will choose Color Not Allowed. If the user has an unlimited Total Quota and there is no limit to the color printing they can perform, select Unlimited. If only a portion of the user s total quota is allowed to be printed in color, select the radio button next to the text box and enter the number of color pages allowed each month. Click OK to add the new user or Cancel to return without adding the user. The Actions column allows for individual tasks to be performed on an existing User entry. Clicking will delete the existing user and all of that user s data. Click to edit an existing user s name and/or monthly quota values. Click to edit/view a user s used quota on a month-by-month basis. 27

28 View 3: Quotas are measured on a YEARLY basis at a GROUP level When quotas are being tracked yearly at the group level, you will see the list of all current users when selecting the Quotas tab, as shown below. You will also notice the Manage Groups button available on the Quotas tab. Print Release groups that correspond to the AD groups of all users who will use the solution must be manually created in the Print Release Web Admin tool. To do so, you must choose the Manage Groups button to be taken to the Quotas Groups view, as shown below. 28

29 To add a new group, click the Add Group button in the upper right-hand corner of the Quotas tab. The Add Group dialog is displayed, as shown below. Enter the name of the group such that it exactly matches the name of the group in Active Directory. You will also enter the total yearly quota for the group. This will represent the number of pages that EACH user within the group will receive each year. If the group you are creating has no limit, select Unlimited for their quota. Finally, you will enter the color quota that each user in the group will receive each year. If the group is not allowed to print color at all, select Color Not Allowed. If the group has an unlimited Total Quota and there is no limit to the color printing they can perform, select Unlimited. If only a portion of the user s total quota is allowed to be printed in color, select the radio button next to the text box and enter the number of color pages allowed each year. Click OK to add the new group or Cancel to return without adding the group. The Actions column allows for individual tasks to be performed on an existing Group entry. Clicking will delete the existing group and all of that group s quota data. Click to edit an existing group s name and/or quota values. Once your Quota groups are created, choose the Manage Users button to return to the list of current users as shown below. This view will show the list of all users and the group to which each user belongs. You will also see information regarding the number of pages each user has printed toward their total and color quotas for the year. 29

30 Users will be automatically added as they use the solution or they can also be manually added from the Quotas tab. To do so, simply click the Add User button in the upper right-hand corner. The Add User dialog will be displayed as shown here. Enter the user s Windows User ID and select the group. The user will receive the yearly quota that is associated with the selected group. Click OK to add the new user or Cancel to return without adding the user. The Actions column allows for individual tasks to be performed on an existing User entry. Clicking will delete the existing user and all of that user s data. Click to edit an existing user s name and/or Group. Click to edit/view a user s used quota. 30

31 View 4: Quotas are measured on a YEARLY basis at a USER level When quotas are being tracked yearly at the user level, the Quotas tab for this configuration will show the list of all users and their individual yearly quotas, as shown below. You will also see information regarding the number of total and color pages each user has printed toward their quota for the year. Users will be automatically added as they use the solution or they can also be manually added from the Quotas tab. To do so, simply click the Add User button in the upper right-hand corner. The Add User dialog will be displayed as shown here. Enter the user s Windows User ID and the total yearly quota that will be associated with that individual user.. If the user you are creating has no limit, select Unlimited for their quota. Finally, you will enter the color quota that the user will receive each year. If the user is not allowed to print color at all, select Color Not Allowed. If the user has an unlimited Total Quota and there is no limit to the color printing they can perform, select Unlimited. If only a portion of the user s total quota is allowed to be printed in color, select the radio button next to the text box and enter the number of color pages allowed each year. Click OK to add the new user or Cancel to return without adding the user. The Actions column allows for individual tasks to be performed on an existing User entry. Clicking will delete the existing user and all of that user s data. Click to edit an existing user s name and/or yearly quota values. Click to edit/view a user s used quota. 31

32 Alternate Locations Tab Lexmark Print Release supports the concept of an Alternate Release Station. This allows a user to use the touchscreen interface of an MFP but then choose to have the released jobs print out on a different device. The best example is when a mono MFP is located next to a color SFP (Single Function Printer). The Alternate Release location would allow the user at the MFP to choose to have the jobs print on the color SFP. The Alternate Locations tab allows for the configuration of the Alternate Release locations. The Release IP is the device at which the user is executing the Print Release process. The Alternate IP is the device which the user could send a job to from the specified Release IP. The Alternate Display is the descriptive name the user will see on the MFP touch screen when asked where the jobs should print. The Alternate Model is the Lexmark model name of the Alternate device you are configuring. To add a new Alternate Release location, click the Add Alternate Location button in the upper right-hand corner of the Alternate Locations tab. The Add Alternate Location dialog is displayed, as shown below. Enter the IP address of the MFP from which the job will be released, the IP address of the alternate print location, the descriptive name, and the model name for the alternate print device in the appropriate fields. Indicate whether the Alternate Device you are creating is Color or not. Click OK to add the new alternate location or Cancel to return without adding the alternate location. The Actions column allows for individual tasks to be performed on an existing Alternate Location entry. Clicking will delete the existing Alternate Location entry. Clicking allows for the current entry to be modified by displaying the same dialog as shown when the Alternate Location was added. 32

33 Using the Tracked Usage Data The Lexmark Print Release solution provides the capability for tracking print jobs including what was printed, deleted, or purged by the solution. Optionally, the customer may also have purchased the capability to track copy, fax, and jobs by user. All of this data is stored in either an internal Lexmark database provided with the solution or a customer-provided SQL database table. The customer may wish to run reports on the data to analyze usage trends across their user population. The Print Release solution provides a means to export the data from the usage tracking database (assuming the customer is using the internal Lexmark database) to a.csv file that can then be used in Excel or with some other reporting tool to do further analysis of the data. This.csv file, when exported, will include all usage data that has been recorded since the installation of the Print Release solution. Please refer below to the section Available Report Data in Excel for a list of the information that is included. Exporting the Data Follow the steps below to export the usage data that has been tracked by the Print Release solution: 1. You will find an icon labeled Lexmark Management Console that was placed on your desktop during the installation process. Double-click that icon to launch the Lexmark Management Console (LMC). 2. Login using admin and admin as the user ID and password or with other credentials if those have been previously configured. You will now be taken to the home screen of the LMC as shown below. Choose the System tab, as indicated below: 33

34 3. You will first need to add the Script for exporting the data to the Scheduled tasks on your LDD server. To do so, select the Schedule item in the System list and then choose the Add button to add your script. 4. From the screen that is now displayed, select the Script radio button and choose Next 5. From the screen that is now displayed, select the None radio button and choose Next 34

35 6. From the screen that is now displayed, select PrintReleasev2 in the Solution drop-down box. Then, select GenerateCSV in the Script drop-down box. Then choose Next. 7. From the screen that is now displayed, you can configure the schedule for when you wish to have the data exported. If you just wish to run the report once, you can set the date and time and choose Once. If you prefer to get updated data exports on a regular schedule, you can choose the Every radio button, choose your internal and days. Once you have configured your schedule as desired, choose Finish. 8. You will now see your scheduled task in the list, as shown below. 9. Your scheduled data export will run on the interval you configured. At that time, an export of all of the usage data will be saved to a reports folder within the folder to which print jobs are being saved on the server. The filename will be stats_yyyymmdd.csv and will be a tab-delimited file format. 35

36 Viewing the Report Data in Excel Follow the steps below to convert the exported usage data that has been tracked by the Print Release solution into Excel for easier viewing and reporting. The steps outlined below are specific to Excel Please refer to your Excel documentation for similar instructions for other versions. 1. After scheduling the task as described above, an export of all of the usage data will be saved to a reports folder within the folder to which print jobs are being saved on the server. The filename will be stats_yyyymmdd.csv and will be a tab-delimited file format. 2. Open Microsoft Excel 2007 and open a blank worksheet. Select the Data tab in Excel. 3. In the Get External Data section of the Data tab, select From Text 4. From the Windows Explorer pop up that appears, browse to the reports folder on the server as noted in Step 1 above. Select the desired data export and click Import. 5. Verify that Step 1 of the Text Import Wizard is correctly set to Delimited and Start Import at row 1. Click Next. 36

37 6. Verify that Tab is selected as the correct Delimiter in Step 2 of the Text Import Wizard 7. Verify that General is selected for all columns, then click Finish. 8. Select the worksheet and cell location that you would like the data copied to, click OK. 9. Your data is now populated within Excel and is available for manipulation. 37

38 Usage Data Fields and Descriptions Lexmark Print Release 2.2 Database Fields ID Unique ID generated by the database for that row / job SITE Name of the site where the job was submitted from USERID Name of the user who submitted the job. Typically the submitters s Windows ID 1 SUBMITIP IP address where the job originated (e.g. Workstation ID) PRINTJOBNAME Name of the print job as passed by the submitting system. Extracted from job header. SUBMITDATE Date/time job was submitted FINALDATE Date/time job action was taken (print, copy, etc.) FINALACTION Action taken (P = print, D = delete, C = copy, F = Fax, E = , T = FTP, S = Scan) 1 FINALSITE Name of site where action occurred NUMPAGES Number of pages in job RELEASEIP IP address of the Lexmark device used to perform action RELEASEUSERID ID of the user who released the job (Typically the submitter, but may be a delegate) RELEASEMETHOD Additional info on the action that occurred (how job was deleted, tracked, etc) PRINT: T = used tracking queue instead of release queue (Lexmark printers and MFPs not using the print release application may have print tracking capability) P = release to print by user W = printed from Print Admin console D = tracked via device usage esf application COPY: T = tracked by LDD application of device usage esf application T = tracked by LDD application FAX: T = sent and tracked by LDD S = sent and tracked by device usage esf application R = received and tracked by device usage esf application FTP: T = sent and tracked by device usage esf application SCAN: T = Scan on the MFP tracked using an esf application or some other LDD application. DELETE: W = print job deleted from print admin console U = print job deleted by user at device A = Automatically deleted by system; job expired PRINTJOBCOLOR Job was mono or color (Y = Color, N = Mono) PRINTJOBDUPLEX Job was single sided (S = simplex) or two sided (D = Duplex) PRINTJOBPAPERSIZE Size of paper selected in driver at time of job submission RELEASEMODEL Model designation of the Lexmark device that released the job RELEASEMODELTYPE Type of device used for the job (C = color, M = mono, U = unknown) RELEASEHOSTNAME Host name of the Lexmark device that released the job DESTINATION End location where job was intended to be sent to (used only for or fax tracking) (e.g. fax number, address) PROFILE Name of profile executed to complete the job (only available if device usage app is being used) CUSTOM1 Custom LDAP Attributes that can be used to further identify the transaction (e.g. CUSTOM2 Department Code, Cost Center, Manager) CUSTOM3 1 Basic print release only supports tracking for print and delete of print jobs. The solution can also track other standard device functions such as copy, fax, and/or if authentication is used to access the function and if the customer purchases tracking option. 38

39 Resetting User Quotas The Lexmark Print Release solution provides the capability for establishing total and/or color user quotas on either a monthly or yearly basis. Each year, the customer must reset their quotas for users in order to purge data for the previous year and allow all users to start with new, full quotas. This process is completed by scheduling a task within the Lexmark Management Console (LMC) and must be completed once a year. If you have quotas implemented in your environment, please use the instructions in this section to schedule the quote reset in advance of the new quota cycle beginning. Scheduling the Quota Reset Task Follow the steps below to reset all user quotas for the Print Release solution: 1. You will find an icon labeled Lexmark Management Console that was placed on your desktop during the installation process. Double-click that icon to launch the Lexmark Management Console (LMC). 2. Login using admin and admin as the user ID and password or with other credentials if those have been previously configured. You will now be taken to the home screen of the LMC as shown below. Choose the System tab, as indicated below: 39

40 3. You will first need to add the Script for exporting the data to the Scheduled tasks on your LDD server. To do so, select the Schedule item in the System list and then choose the Add button to add your script. 4. From the screen that is now displayed, select the Script radio button and choose Next 5. From the screen that is now displayed, select the None radio button and choose Next 40

41 6. From the screen that is now displayed, select PrintReleasev2 in the Solution drop-down box. Then, select ResetQuota in the Script drop-down box. Then choose Next. 7. From the screen that is now displayed, you can configure the schedule for when you wish to have the quota reset. You can either choose to run it once at the point in time you wish to do the reset. If you just wish to run the report once, you can set the date and time and choose Once. Alternatively, you may prefer to reset the quotas on a yearly schedule, you can choose the Every radio button, enter 12 Months and choose a day of the month. Once you have configured your schedule as desired, choose Finish. 8. You will now see your scheduled task in the list, as shown below. 9. Your scheduled data export will run on the interval you configured. 41

42 Testing the Solution Each time you make configuration changes or add devices, you will want to test to ensure that everything is configured properly for your users. To test the operation of the solution, you need to configure a client PC to print to the Print Release queue for Print Release. To do so, follow these steps: 1. Go to a client PC, logon using your user ID and password and open the Printers Folder. Choose to Add a New Printer as shown below. 2. Follow the onscreen Add Printer Wizard instructions as follows: a. Select to install a Network printer and enter the share name of the printer on the server installed above, as shown here: b. Select to set the printer as the default and to print a test page, if prompted. 3. When the queue is created, choose to print a Test Page. You can then go to any Print Release enabled MFP and select the Print Release icon. Enter your credentials either by swiping a badge or manually entering your user ID and password and confirm the Windows Test Page is in your list of pending print jobs. You may also open the Print Release Web Admin and confirm the job appears on the Queue tab. 42

43 Troubleshooting the Solution Diagnosing Common Support Issues This section describes possible issues that may be encountered when either setting up the application or when executing the application. Issue I received the following message when running the application: 900.xx Error I receive an error about a missing bean on the MFP touch panel during execution. I receive an error at the MFP touch screen that the Profile Server is not Responding Resolution The firmware on the device needs to be updated. Contact the Lexmark Help Desk for further information on support models and the latest required firmware for each. Restart the Lexmark Solutions Application Server service on the LDD server. Check that all required Lexmark services on the LDD load balancer are running by going to the Settings -> Control Panel -> Administrative Tools -> Services applet. The following services should be in a Started state: Firebird Server - Default Instance Lexmark Solutions Backup and Restore Agent Apache2 Lexmark Solutions Apache Agent Lexmark Solutions Web (or Protocol) Adaptor Lexmark Solutions License Manager On any/all Transaction servers, also confirm that the following service is running: Lexmark Solutions Application Server I am unable to add new devices through the Lexmark Management Console to use with Print Release There are devices that consistently show Out of Policy even after multiple tries to update the Policy. The licensing details for the server can be found by clicking the System tab and choosing the Licensing item in the Tasks box. Confirm that you have sufficient MFP licenses to support the number of MFP s already on the server as well as those you are trying to add. Also, confirm that the MFP license does not show Expired. If you have not purchased enough licenses for all devices or the expiration date has passed, contact your TPM for new licenses. The licensing details for the server can be found by clicking the System tab and choosing the Licensing item in the Tasks box. The licenses may not be configured to allow the number of devices in the group. Work with your TPM to determine the number of MFP s for which licensing was purchased. 43

44 I get an Unsupported Device error when I connect a badge reader to my Lexmark MFP. I get an Unable to Read Badge Data error when I swipe my badge. Print Jobs are not sent to Print Release for a individual user (ie. Print Release is functioning for all other users) The user receives an error when they swipe their badge The appropriate driver file for the badge reader has not yet been installed as an embedded solution on the device. If you are not aware of the driver that is required, you can check another working device in your environment or contact the Lexmark Help Desk. A configuration file is required to allow the card reader to interpret the card data. This is configured through the badge reader driver. If you are not aware of the configuration file that is required, you can check another working device in your environment or contact the Lexmark Help Desk. Make sure the user has the Lexmark Universal Print Driver installed and the port is to the shared PrintRelease queue on the print server Check the Print Release Web Admin Print Queue tab for the document name printed and confirm the userid is correct and that the user was not logged on a different userid when printing If using badges, check the Print Release Web Admin tab to make sure the badge is registered to the correct userid If the job was printed some time ago, it may have been purged by the automatic purge. Confirm the print time and purge timeframe. Check the Print Release Web Admin app to confirm the badge is registered Ensure Register New Badges setting is Enabled if you wish to allow users to register their badge the first time they use it The card reader may be having issues that require the MFP to be rebooted. Page Count Is Inaccurate Make sure jobs are not sent until they are finished spooling. To do so, check the following options in the Advanced settings for the print queue on the print server: Spool print documents so program finishes printing faster Start printing after last page is spooled Note that the Print Release page count tracking is for trending purposes only and is not designed for billing. User presses a button on Welcome Screen and is returned to Welcome Screen immediately. Make sure Advanced Prompting esf has been installed and is running on device You can check this using the Embedded Web Page of the device and choosing Settings -> Embedded Solutions Run a policy update for the device from within LMC. 44

45 Contacting the Lexmark Help Desk For issues that cannot be resolved with the information above, please contact the Lexmark Help Desk for additional customer support. Use the information regarding the contact number and hours of operation provided by your Lexmark Technical Program Manager to call and log an issue with the Lexmark Help Desk. When calling, please have the following information available for the support personnel to expedite handling of your issue: 1) Your company s PIN number, if provided 2) The version of LDD you are currently running found by selecting the About link in the LMC as shown below 3) The version of the Print Release solution you are currently running found by selecting the Solutions tab within LMC then selecting the Print Release solution, as shown here. 45