Managing Print Management

Accessing Print Management Console

1. Launch Print Management Console (PMC) from your Web browser using either of the following URLs:

   • http://hostname:9780/printrelease/index.html

   • https://hostname/printrelease/index.html

   where hostname is the network address of the load balancer.

2. Type the administrator user name and password, and then click Login.

   Notes:

   • The default user name and password are both admin.
   • If PMC is configured to connect to an LDAP server, then type your LDAP user name and password.
   • PMC is supported only in Internet Explorer version 6 to Internet Explorer version 9.

By default, the following tabs are visible in the console view:

• Print Queue—Manages pending print jobs

• Delegates—Manages print delegates

• Badges—Manages registered badges

The following tabs can be added by clicking the image in the upper-left corner:

• RePrint Queue—Manages printed and kept jobs

• PIN

• Function Access—Manages the function access at a group or user level. You can also view users who perform certain functions of the printer

• Quotas—Manages the quotas at a group or user level on a monthly or yearly basis. You can also view the following information:

  • The list of users and groups with the corresponding total page count of print jobs

  • The number of pages each user prints from the specified time

• Alternate Locations—Manages printers that can release print jobs

• PrintTrack Devices—Records information about printers with the print job data

• Printer Nicknames

Modifying information from the list

1. From the list, locate the entry that you want to modify, and then click in the Action column.

2. Adjust the information.

3. Click OK.

Deleting entries from the list

1. From the list, locate the entry that you want to delete, and then click in the Action column.

2. Click OK.

Logging out from the console

On the upper-right corner of the page, click Logout.

Viewing and managing print queues

1. Access Print Management Console from your web browser, and then click the Print Queue tab or the RePrint Queue tab.

2. In the Filter menu, select the appropriate data field, and then set a criteria for your search.

3. In the text field, type the word that defines your search, and then click Apply Filter.

4. View the following print job information:

   • Site—Shows the site code of the Print Management system

   • User—Shows the Windows® operating system user ID who submitted the print job in the queue

   • Job Name—Shows the file name of a print job in the queue

   • Pages—Indicates the total number of pages of a print job in the queue

   • Date Submitted—Indicates the date and time a print job was submitted

   • Delegate—Shows the name of the user or group who has allowed to print the job

   • Actions—Allows you to view job properties and delete, edit, delegate, or print a job in the queue

   To view a specific print job, click .

   • Color—Indicates whether the job is printed in black and white or in color

   • Duplex—Indicates whether the job is printed on one or both sides of the page

   • Paper Size—Indicates the size of the paper set to a print job in the queue

   To sort the items in the column, click the column header.

   • —Sorts the column in ascending order

   • —Sorts the column in descending order

Delegating print jobs

1. From the list, locate the print job, and then in the Action column, click .

2. From the Delegate Job dialog, assign a delegate or delegate group.

3. Click OK.

Releasing print jobs

1. Access Print Management Console from your Web browser, and then click the Print Queue tab or the RePrint Queue tab.

2. Locate the job you want to print, and then click the printer icon in the Actions column.

3. Type the printer address, and then click OK.

Notes:

• If the Multi-Select feature is configured, then select the print jobs you want to print, and then click Print. You can configure Multi-Select by clicking the image in upper-left corner of the Print Management Console, and then modifying it in the Queue Tab Options section.
• This feature allows you to print if the printer fails to authenticate the credentials or if the job needs to be released by a person other than a delegate.

Adding delegate groups

1. Access Print Management Console from your web browser, and then click the Delegates tab > Add Delegate Group.

   Note: If the Add Delegate Group button does not appear, then click Manage Delegate Groups.

2. From the Add Group dialog, type the name of the group.

3. Type the Windows operating system user ID, and then click Add.

   Note: You can add only one user ID at a time.

4. Click OK.

Adding delegates

1. Access Print Management Console from your web browser, and then click the Delegates tab > Add Delegate.

   Note: If the Add Delegate button does not appear, then click Manage Delegates.

2. From the Add Delegate dialog, type the name of the user.

   • To add an individual delegate, select Single User, and then type the Windows operating system user ID.

   • To add a delegate in a group, select Delegate Group, and then select a group from the list.

   Note: If multiple domain support is enabled, then the delegate name must be in user@domain.com format. For more information, see Setting up multiple domain support.

3. Select the Update the delegate for existing print jobs check box.

   Note: If you do not select the check box, then the delegate is allowed to release only future print jobs.

4. Click OK.

Registering badge IDs

1. Access Print Management Console from your web browser, and then click the Badges tab > Add Badge.

2. From the Add Badge dialog, type the Windows operating system user ID and the badge ID.

   Note: Make sure that the badge ID is mapped to the Windows operating system user ID to get the print jobs that the user submitted in the print queue.

3. Click OK.

Adding temporary badge IDs

1. Access Print Management Console from your Web browser, and then click the Badges tab > Temporary Badges.

2. From the Temporary Badges dialog, type the temporary badge ID you want to add, and then click Add.

   Note: You can add only one badge ID at a time.

3. Click OK.

Importing badges

1. Access Print Management Console from your web browser, and then click the Badges tab > Import Badges.

2. Browse to the .csv file.

   Note: Use the badgeid, userid format.

3. Click OK.

Setting the PIN length

1. Access Print Management Console from your web browser, and then click the image in the upper-left corner.

2. From the PIN Tab Options section, specify the minimum and maximum PIN lengths.

3. Click OK.

Adding a PIN

1. Access Print Management Console from your web browser, and then click the PIN tab > Add PIN.

2. From the Add PIN dialog box, type the user ID and PIN.

   Note: You can create a random PIN by clicking Generate PIN.

3. Click OK.

Notes:

• To edit an entry, click in the Action column.
• To delete an entry, click in the Action column.

Importing PINs

1. Access Print Management Console from your web browser, and then click the PIN tab > Import PINs.

2. Browse to the .csv file.

   Note: Use the pin, userid format.

3. Click OK.

Managing the default user function access

1. Access Print Management Console from your Web browser, and then click the Function Access tab > Default User.

2. From the Default User dialog, select which printer functions the new user is allowed to access, and then click OK.

Managing default group function access

Make sure that you have enabled the group function access in the Configuration options in Print Management Console.

1. Click Manage Groups > Default Group.

2. From the Default Group dialog, select which printer functions the new user is allowed to access, and then click OK.

Adding groups

Before you can add a group, make sure to enable the group function access.

1. Access Print Management Console from your web browser, and then click the Function Access tab > Add Group.

   Note: If the Add Group button does not appear, then click Manage Groups.

2. From the Add Group dialog, type the name of the group, and then select which printer functions the user is allowed to access.

   Note: If multiple domain support is enabled, then the group name must be in group@domain.com format. It is possible to have the same group name in different domains. For more information, see Setting up multiple domain support.

3. Click OK.

Adding users

1. Access Print Management Console from your web browser, and then click Function Access > Add User.

2. From the Add User dialog, type the Windows operating system user ID, and then select the printer functions that the user is allowed to access.

   Note: If a group has been added, then select the group for the user.

3. Click OK.

Viewing and managing quotas

You can manage quotas on 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.

1. Access Print Management Console from your Web browser, and then click the Quotas tab.

2. In the Filter menu, select the appropriate data field, and then set a criteria for your search.

   Note: The settings in the data field vary depending on the settings selected in the Quota View and Usage View menus.

3. In the text field, type the word that defines your search, and then click Apply Filter.

4. In the Quota View menu, select the impressions you want to view.

   • All Quota (T/C)—This shows the overall total number of pages a user can print or copy.

   • Total Quota—This shows the total number of pages a user can print or copy.

   • Color Quota—This shows the total number of pages a user can print or copy in color.

5. In the Usage View menu, select a period to view.

   • This Month

   • Last Month

   • Last 3 Months

   • Last 6 Months

   • Last 12 Months

6. To sort the items in the column, click the column header.

   • —This sorts the column in ascending order.

   • —This sorts the column in descending order.

Adding groups

You may manage quotas at a group or user level. If group quotas are implemented, then a user’s quota is established depending on their Active Directory® group. For example, users from the Marketing department typically print more than users from the Helpdesk department. You can establish quotas specific to each group where users in each group get the appropriate number of pages assigned. If you manage quotas at an individual user basis, then a default quota value is established for all users as they are registered or entered. The administrator manages any individual quota changes.

The group that corresponds to the Active Directory group must be added manually. The group name must match the name in the Active Directory group.

1. Access Print Management Console from your web browser, and then click the Quotas tab > Add Group.

   Note: If the Add Group button does not appear, then click Manage Groups.

2. From the Add Group dialog, type the name of the group, and then set the following:

   • Total Quota—The total number of pages a user is allowed to print or copy

   • Color Quota—The total number of pages a user is allowed to print or copy in color

   Note: If both quotas are set for a user, then the individual user quota supersedes the group quota.

3. Click OK.

Adding users to a group

Clicking Manage Users lets you view the list of all users and their groups. You can also see the number of pages each user printed for the specified time frame. By default, the quotas that appear are the total number of pages or color pages printed. You can modify the quota view and time frame by using the Quota View and the Usage View filters.

1. Access Print Management Console from your web browser, and then click the Quotas tab > Add User.

   Note: If the Add User button does not appear, then click Manage Users to return to the list of current users.

2. From the Add User dialog, type the Windows operating system user ID, and then select the group for the user.

3. Click OK.

Allowing users to release print jobs to another printer

1. Access Print Management Console from your Web browser, and then click the Alternate Locations tab > Add Alternate Locations.

2. From the Add Alternate Locations dialog, set the following:

   • Release IP—This is the IP address of the printer where the print job is submitted.

   • Alternate IP—This is the IP address of the printer where the print job is released.

   • Alternate Display Name—This is the name of the printer where the print job is released.

   • Alternate Model Name—This is the model name of the printer where the print job is released.

   • Alternate Device is Color—This indicates whether the printer where the print job is released prints in color.

3. Click OK.

Tracking print jobs

Lexmark Print Management lets administrators track users’ print jobs to devices that are not sent to the printer print queue. Jobs are still printed through a shared Windows operating system print queue but directly to the printer instead of being held for release. To store the information with the print job data, administrators must add the information in the Print Track Devices tab. This feature is optional, and users can still print from printers that are not configured. However, if not added, then the model and the device type (such as color or mono) are not stored in the usage data.

1. Access Print Management Console, and then click the PrintTrack Devices tab > Add Print Track Device.

2. From the Add Print Track Device dialog box, set the following settings:

   • Site—Where the print job is released

   • Address—The IP address of the printer where the print job is released

   • Model Name—The model name of the printer where the print job is released

   • Model Type—The model type of the printer where the print job is released

   • Comment—An optional field where administrators can add information about the printer

3. Click OK.

Testing the solution

After changing the configuration or adding devices to the device group, configure a client workstation to make sure that print queueing is working properly.

1. Open the printer wizard.

   In Windows 8 operating system

   From the Search charm, type run, and then navigate to:

   Apps list > Run > type control printers > OK > Add devices and printers

   In Windows 7 and Vista® operating system

   1. Click > Run.

   2. In the Start Search dialog, type control printers.

   3. Click Add a printer > Add a network, wireless or Bluetooth printer.

2. Select the option that lets you connect to your network printer, and then type the destination folder where your printer is located.

3. Set the printer as default, and then select the option that lets you print a page, if prompted.

4. From the printer home screen, touch Print Release.

5. Select the print job that contains the test page, and then touch Print Selected.