GoPrint Quota System Overview - PDF Free Download

GoPrint Quota System Overview Version 4.2 Updated July 2016 GoPrint Systems 2014 GoPrint Systems, Inc, All rights reserved. One Annabel Lane, Suite 105 San Ramon, CA 94583 (925)790-0070 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 1

Quota Overview Contents Overview... 3 Configuration Steps... 4 Step 1 - Define User Class... 4 Step 2 - Select Pay Method... 5 Step 3 - Configure the form of Quota... 6 1. Scheduled Quota... 9 2. Cashier created... 10 3. Self-Self Accounts... 12 4. Credit Overdraft... 14 Step 4 - Assign the Quota to a PayPoint... 16 Step 5 - Apply to a Web Client and Print Release Station... 17 Step 6 - Create Quota Users... 19 1. LDAP driven... 19 2. Import using a CSV file... 20 3. Manually create... 21 How it works... 22 Displaying balance in pages... 27 Low balance email notification... 27 Active/Inactive Accounts... 30 Purging/Deleting Accounts... 32 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 2

OVERVIEW This document is intended to introduce you to the GoPrint Quota payment method. There are essentially two types of Quota: 1. Quota that is given to the user in the form of free Prints or allowance. 2. Quota the user purchases. Terms to know User Class: can be referred to as a group. You assign users to a Class and grant users access to resources assigned to the Class referred as Purses. Purses: Is your form of payments referred to as Pay Method. These can be any one or combination of the following: 1. Scheduled Quota (free allotted of prints) 2. Credit Allowance (keeps a running total for chargeback) 3. Paid Quota (user purchases print funds) 4. Campus OneCard integration (Quota related when CardNo is pulled from LDAP) Quota User: is a user account that is created in the GoPrint database that is used to identify and authenticate the user. Users are granted access to a User Class based on a desired authentication method. See Step 1 on page 4. In summary, users get assigned to a User Class that has a designated form of payment assigned to it. Multiple forms of Payment Methods can be assigned to a User Class and Users can be assigned to multiple User Classes. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 3

Setting up the GoPrint Quota system is a seven step process: 1. Decide how you want to create the Quota user accounts 2. Set the User Class 3. Enable the Quota method 4. Configure the form of Quota 5. Assigning the Purse to the appropriate PayPoint 6. Ensure the PayPoint is enabled at the Print Release Station and Web Client 7. Set the Print Release Station and Web Client to payment and Standard modes 8. Create Quota users Step 1 Decide how you want to create the Quota user accounts Quota accounts can be created using a variety of resources available currently in your environment. You may us a single object, a combination, and multiple objects. Once you decide which method works best of your environment you can then began to create the Scheduled Quota. 1. LDAP connection: 2. Manually created 3. A CSV file 4. SQL query to an external database 5. Self-generated For Additional information refer to Page 20 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 4

Step 2 Select a User Class To access the Class Definition screen and enable your Quota Purse select: Accounts - Class Definitions GoPrint provides a template called the Default User Class is designed to assign one or multiple payment methods referred to as Purses, to a group of users. For ease of use, you may use the Default User Class template or create additional User Classes to accommodate various groups of users. In this example we will create a new User Class. To configure your Quota Purse, click the Plus icon: Add a User s Class to define purses and allowed pay methods for account 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 5

Step 3 Enable the Quota Pay Method The list of available Purses licensed to your organization appears in the User Class properties page. Important: If the appropriate Pay Method options aren t listed, check to ensure your license key and serial number have been entered correctly or contact GoPrint support to obtain an updated key. Type: Quota Purse Name: Purse names are displayed next to a user s available funds. Rename the purse to a user-friendly name easily identifiable by staff and end-users. Example: Campus Print Funds. Scheduled Quota allows you to grant an allowance of free prints daily, monthly, weekly, or per semester. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 6

Step 4 Select the Form of Quota 1. Scheduled Quota 2. Credit Overdraft 3. Self-Service Accounts 4. Campus OneCard integration Option #1 - Scheduled Quota Refer to the Scheduled Quota configuration guide http://www.goprintsupport.com/scheduled_quota.pdf Scheduled Quota screencast http://www.screencast.com/users/goprintsystems/folders/quota/media/c781ef2d-3d72-41bf-a87c-260765f8250f A Scheduled Quota is an effective method used for automatically making repetitious adjustments to a Purse's value. This action affects every user in the Class with which it is associated. Scheduled expiration renewal dates can be applied as a one Time (never), Daily, Weekly, Monthly, and Specific Dates. To configure a Schedule Quota select Accounts Scheduled Quota Click the Plus icon to Add a Scheduled Quota Leave the default setting of Enabled to Run Scheduled Quota Nightly Task 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 7

Settings Name: create a user-friendly name to identify the group of users it applies to. Active: check to make the Schedule Quota Active. Apply to New Users: applies the funds to all new users. Value Purse: select the Pay Method created in Step 2 Amount: enter the desired dollar amount. Accrue: allows the remaining balance to carry over to the next renewal period. Reset: All unused funds expire 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 8

Scheduling Start Date: enter or select from the Calendar button the date the Scheduled Quota is to become effective. This is the first date that it will be considered active and applicable to user accounts. Once the End Date is reached the quota becomes disabled! Repeat Option: Never The default is set to NEVER or a One time amount that does not repeat. The example applies the funds on 09/01/2011 and ends after this date. Repeat Option Daily: Sets the Quota to renew on a daily basis Daily: The results of Every 1 days the schedule to renew everyday sets Repeat Option: Monthly Monthly and On Days: the setting of 1 month and Day 1 schedules the quota to reset the 1 st of every month. Repeat Option: Specific Dates Quote resets in September and January! 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 9

The new Scheduled Quota now appears in the list of configured Purses: Option #2 Cashier Purchased Funds Print funds may be purchased directly from staff members assigned to the Cashier role. The Cashiers can add funds to current Quota accounts or manually create the account and add the purchased funds. For more information refer to the Cashier Role guide: http://www.goprintsupport.com/cashier_role.pdf Creating a Cashier Role screencast http://www.screencast.com/t/mzllzdmxm Cashier logon to Control Center and create a new account. User is given a temporary password with the option to change it at logon. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 10

The cashier selects the account and walks through the Adjust Balance process. Optionally, a receipt can be emailed to the user. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 11

Option #3 Self-Generated Accounts When it s not possible to create Quota users using LDAP or a CSV file or if you have a mixed user environment consisting of students and day guests, you can allow users to create their own account: referred to as Self-Service Accounts. Users generating Quota accounts using the Self-Service Class typically purchase their print funds using one or all of the three methods: 1. Credit cards - http://www.goprintsupport.com/support.html 2. Add Value hardware station - http://www.goprintsupport.com/netlink_7080_cash_to_account.pdf Important: This feature ONLY works with the Web Client popup To enable Self-Service User Accounts 1. Check the Allow Self-Server Accounts checkbox 2. Select your User Class from the Self-Serve User Class drop down Hint: when using a mixed user environment, it s recommended to assign each group of users to their own User Class for accounting and reporting purposes. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 12

How it works! When a user without an account sends a print job, the web client pops up and the user is prompt to enter their email address to sign up. They then follow the prompts to create their account. At that point, they can log in to purchase print funds using a credit card or walk over to a cashier or Add Value device to generate a purchase. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 13

Option #4 Credit Overdraft GoPrint Credit Overdraft provides numerous payment options: Refer to the Credit Overdaft configuration guide: http://www.goprintsupport.com/credit_overdaft_quota.pdf Credit Overdraft screencast http://www.screencast.com/users/goprintsystems/folders/quota/media/d00636a5-d17b- 49c7-a3f7-5608c8de88be When used with a free Prints quota, and funds have been depleted, you can continue to allow students to print by granting them a line of credit with the indent to charge their account at the end of the semester. This feature is designed to automatically rollover to the credit allowance after the primary quota reaches a 0.0 balance. At the end of the semester, a financial report is run, (Based on a date range) and exported to the campus billing office. Credit Overdaft is beneficial when: 1. Students are not granted a free print quota and start the beginning of the semester with a 0.0 balance and accumulate credit during this time period, and eventually charged. 2. The credit overdraft system allows you to bill specific departments such as, faculty and research departments over a specific time period. Enable Credit Overdaft Credit overdraft is enabled under the System Policy Accounting tab by checking the Allow Credit checkbox. A Global Credit Limit must be set and can be fine-tuned At the User Class level. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 14

Enable Credit Overdraft at the User Class Level Once Credit Overdraft is enabled, the Credit Limit field becomes editable. Here you can enter the desired credit limit you want to provide. Once a user reaches this limit, they will be denied access to release their print jobs. When using multiple Purses, especially with Scheduled Quota, it s important to apply the credit limit to its own purse for accounting and reporting. When using the same User Class you can use the Allowance Purse to allow the credit and users will need to select the Next Purse button at the Web Client or Print Release Station to access their credit funds. Example: a Quota Users account using Scheduled Quota and Credit Overdraft would as follows: 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 15

Step 5 - Assign the Quota to a PayPoint Note: it s assumed the PayPoint was previously configured, and if not, select the Add PayPoint icon to create a new PayPoint or click the pencil icon to enter your existing PayPoint properties Financial Section Allowed Purses Check the Default User Class Quota Purse Optional Settings: Sort Order is used with multiple Pay Methods to display the primary Pay Method first. The lower the number sets that Pay Method first in order. Note: Payment Connector, Add Value Option, Add Instructions, and Partial Payment Option are used with various port of sale systems and don t apply to most Quota other than purchasing funds with credit cards. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 16

Step 6 Enable Pay Method at a Web Client and Print Release Station Web Client Popup Profiles Section PayPoint: select the PayPoint from the drop down menu Behaviors Section Logins Authentication: Quota Session Timeout: set the amount of time the system will auto-log out a user It s recommended to set a short timeout to encourage users to immediately print their documents to eliminate the risk of other users accidently paying for and printing the previous users print jobs. Behaviors Allow Payment at: Workstation Pay/Release Mode: Pay-for-print Note: Allow Payment at PayStation is commonly checked when a Quota is combined with a vending payment option or for additional security. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 17

Print Release Station General Section General PayPoint: select the PayPoint from the drop down menu Appearance To enable a Print Release Station to accept Quota payments set: Mode: PayStation Authentication Type: Standard 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 18

Step 7 - Create Quota users New Quota accounts may be created using a number of methods: When implementing LDAP filters for importing user information to assign to User Classes, it is necessary to first establish a successful communication with the appropriate directory service database used by your organization. Currently GoPrint supports Novell Directory Services, OpenLDAP, Microsoft Active Directory, and External Authentication to a 3 rd party accounting or database account system. Option #1 Create users with a LDAP Repository Refer to the following documentation: Active Directory and LDAP http://www.goprintsupport.com/active_directory_ldap.pdf OpenLDAP and Novell edirectory http://www.goprintsupport.com/novell_ldap.pdf 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 19

Option #2 - Import users using a CSV File Bulking importing Users http://www.goprintsupport.com/bulk_importing_users_from_csv_file.pdf Importing Users Using a CSV File screencast http://www.screencast.com/users/goprintsystems/folders/importing%20users/media/b05 f6e0a-47b7-420e-b433-efe744e55b4b 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 20

Option #3 Manually Create Accounts Assigned staff members can be granted Rights to manually create Quota users and assign them to the corresponding Scheduled Quota Purse. 1. Accounts Manage Users 2. Select link to Add a new user 3. Select the Scheduled Quota Purse from the Class drop down menu 4. Press Save and Add 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 21

How it Works Quota Payment Process at Web Client Web Client - Screen 1 1. User sends a print job and the Web Client pops up. 2. User is prompt to enter their Quota ID and password Important: Under LDAP authentication, Quota user accounts are not created until the first time a user logs into the Web Client. At that time, communication to the directory service database is made over the LDAP protocol. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 22

Web Client - Screen 2 If successful, authentication occurs; the student s Quota ID and Available funds are displayed under the Account Summary section. Students can review their account to ensure an adequate balance exists. They select their print jobs and the Total cost is displayed under the Transaction Summary section. If all is well, they select Pay and Print to release their print jobs. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 23

Web client - Screen 3 A successful transaction results with the user s new balance appearing under their Available fund, and the Transaction Summary section displays the payment amount (highlighted in red) followed by the adjusted new balance. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 24

Quota Payment Process at a Print Release Station Screen 1 - User sends a print job and walks over to a release station They identify their username or workstation and click the corresponding print button Screen 2 - User reviews their print jobs and selects the jobs to print and clicks Continue 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 25

Screen 3 - User is prompt to log in with their Quota ID and Password, and if successful authentication occurs, and the student s Quota ID and Available funds are displayed under the Account Summary section. Students can review their account to ensure an adequate balance exists, and release their print job. Important: under LDAP authentication, Quota user accounts are not created until the first time a user logs into the Web Client. At that time, communication to the directory service database is made over the LDAP protocol. Ex: Available Balance displayed If multiple purses are available for payment, users can choose the Next Purse button to select a secondary Pay method from which to draw funds. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 26

Display balance by allotted pages and not cost To display the Available fund in the amount of Available pages instead of dollars, navigate to your PayPoint choose the Prompts tab, and make the noted changes: Label: change to Credit Available or Pages Available. Amount Prefix: remove the dollar sign. Display in Units: enter the currency value of 1 unit instead of dollars. Ex: if charging.10 per page, then enter.10 The available balance is displayed in the form of Pages Available and not dollars. Low Balance Email Notification You may elect to email users a low balance notification when their balance drops below a specific limit. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 27

1. System System Policy Network tab 2. Enter the SMTP server information Important: the FQDN MUST match the FQDN of the Quota Users account on file. 3. System Policy - Accounting tab 4. Check Notify Balance 5. Enter the global low balance limit Note: this is a global setting for all users. It is not possible to email different low balance limits. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 28

Set Quota Accounts Inactive To set individual or a subset of accounts to Inactive, manually check the account then select the Misc. Action drop down menu then select to Make Inactive then select to RUN COMMAND. Note: currently scripting this task is not available. 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 29

Deleting User Accounts Quota user accounts cannot be deleted when an existing balance exists. To delete an account the balance must be adjusted to 0.0. To do so, 1. Select the Purse from the Adjust Balance section 2. Amount: Enter a negative amount equal to the users current balance 3. Other Reason: enter a single word describing the reason 4. Select Adjust Balance button 2016 GoPrint Systems, Inc. All rights reserved. GoPrint Quota Overview 31