Configuring the Guest Print feature

Guest Print is a feature that lets guest users print documents without requiring the administrator to create an account in their organization.

The guest composes an e-mail from an e-mail client, attaches the documents to be printed, and sends it to a predefined e-mail address. An administrator or an organizational representative provides the e-mail address that the guest can send their documents. After sending the e-mail to the specified e-mail address, the guest receives a confirmation e-mail with a PIN. Using the PIN, the guest can proceed to the printer specified by the organizational representative, and print.

Notes:

• The guest must have an e-mail client to be able to send the document.
• A unique identifier is automatically created in the identity provider for guest print. This unique identifier can be used to generate reports related to guest print activity.
• The supported file formats are CSV, DOC, DOCX, GIF, HTML, JPG, ODP, ODS, ODT, PDF, PPT, PPTX, RTF, TIFF, TXT, XLS, and XLSX. If a user attaches an unsupported file format, then the user receives an e-mail indicating the supported formats.
• Lexmark retains information related to the print job only but does not retain any e-mail-related information.
• Each e-mail attachment is treated as a separate print job.

Enabling Guest Print

1. From the Print Management web portal, click Administration > Organizational Settings.

   Note: E-mail submission must be enabled before enabling guest print submission. For more information on enabling e-mail submission, see Configuring organizational settings.

2. From the General section, select Allow guests to use e-mail submission.

   Notes:

   • Select Limit the number of pages allowed per job to set the maximum number pages to be printed per job. Jobs greater than a specified number of pages are not processed.
   • PIN authentication must be enabled for guest print submission to work. If PIN authentication is not enabled, then you are prompted to enable it. For more information on configuring PIN authentication, see Configuring printer login.
   • You can assign guests to a specific cost center or department for applying quotas and reporting. For more information, see Configuring organizational settings.

3. Click Save Changes.

Notes:

• An organizational administrator can configure settings related to print job retention, PIN length, and PIN expiration. The organizational settings applies to the PIN received by the guest user.
• The validity of the guest print job depends on the value set in Print Job Retention or “PIN Expires after,” whichever is lesser. For instance, if Print Job Retention is set as 6 hours and “PIN Expires after” as 7 hours, then the jobs get deleted after 6 hours.

Releasing guest print jobs

After receiving the PIN through e-mail, the guest can proceed to the printer specified by the representative, and perform the following steps:

1. From the printer control panel, touch PIN Login.

2. Enter the PIN that you have received in your e-mail, and then touch OK.

3. Touch Print Release.

4. Select the print job, and then touch Print.

   Notes:

   • If you send multiple print jobs, then all those print jobs are listed.
   • Each attachment is represented as an individual print job.
   • To print the body of the e-mail, select Enable e-mail body submission. If this option is enabled, then the body of the e-mail is represented as an individual print job.
   • The number of pages allowed per print job depends on the organizational settings. If any of the print jobs exceeds the specified number of pages, then the job is not processed at all. For more information, see Configuring organizational settings.