Configuring organizational policies

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

2. From the General section, do any of the following:

   • Enable print job delegation—This feature lets you delegate print jobs to other users, allowing them to release the jobs for you. For more information, see Managing delegates.

   • Enable e-mail submission—This feature lets you e-mail documents to Lexmark Cloud for release. For more information, see Sending print jobs using e-mail.

   • Enable changing the number of copies before release—This feature lets you set the number of copies before releasing a print job. To disable this feature, clear the check box.

   • Enable print and keep—This feature lets you retain a print job in the print queue while releasing it. You can clear Enable print and keep to disable this feature.

   • Enable automatic print release—This feature lets you automatically release all print jobs in your print queue after logging in to a printer.

   • Enable print quotas—This feature lets you set printing quota limits. You can define the default quota for the organization, or set a custom quota.

     Select one of the following:

     • Cost center or personal—Lets you define quotas, and then assign them to cost centers or individual users.

     • Department or personal—Lets you define quotas, and then assign them to departments or individual users.

     • Personal only—Lets you define quotas, and then assign them to individual users.

     For more information on defining the quotas, see Defining quotas.

     For more information on assigning the quotas, see Assigning quotas.

3. From the Print Job Retention section, specify the length of time before released and unreleased jobs are deleted.

4. From the Print Job History section, specify the period of the print job history.

   Notes:

   • You can view the print job history information from the Print Job History tab. For more information, see Viewing the print job history.
   • This setting determines the included dates when generating the history of submitted print jobs. The specified period has no association with the Analytics web portal.

5. Click Save Changes.

Defining quotas

You can create quota definitions, and then assign them to specific departments, cost centers, or select users.

This feature is available only when quota assignment is enabled in the organizational policies. For more information, see Configuring organizational policies.

1. From the Print Management web portal, click Administration > Quota Definitions.

2. Do any of the following:

   Set a fixed quota

   1. Click Create, and then type a unique quota definition name.

   2. In the Specify quota limits menu, select Same limits for each month.

   3. Specify the total quota for each month.

      • Allow unlimited printing

      • Set custom quota—Specify a printing limit.

      • Disable all printing

      Notes:

      • You can also allow, disallow, or set a color printing limit.
      • The color printing limit is part of the total quota limit. If the color printing limit is reached, then users can no longer print in color but can still use the remaining total quota for black and white printing.

   4. Click Create Quota Definition.

   Set a custom quota for each month

   1. In the Specify quota limits menu, select Custom limits for each month.

   2. Select one or more months.

   3. Click Set Quota Limits, and then specify the quota.

      • Allow unlimited printing

      • Set custom quota—Specify a printing limit.

      • Disable all printing

      Notes:

      • You can also allow, disallow, or set a color printing limit.
      • The color printing limit is part of the total quota limit. If the color printing limit is reached, then users can no longer print in color but can still use the remaining total quota for black and white printing.

   4. Click Create Quota Definition.

   Setting the default quota for the organization

   The default quota applies to all users in the organization, unless a custom quota is assigned to the department, cost center, or individual user. The custom quota overrides the default quota.

   1. Click beside Default Quota.

   2. Set a fixed quota or a custom quota for each month.

Assigning quotas

This feature is available only when quota assignment is enabled in the organizational policies. For more information, see Configuring organizational policies.

1. From the Print Management web portal, click Administration > Quota Assignments.

2. Do any of the following:

   Note: The available tabs may vary depending on the organizational policy. If the policy is only allowing quota assignments by Personal only, then no other tabs are available. For more information, see Configuring organizational policies.

   Assign a cost center quota

   1. From the Cost Center tab, click Assign Quota.

   2. Type the cost center name.

      Note: The cost center name must match a cost center found in Account Management for the organization.

   3. Select a quota definition.

   4. Click Assign Quota.

   Assign a department quota

   1. From the Department tab, click Assign Quota.

   2. Type the department name.

      Note: The cost center name must match a cost center found in Account Management for the organization.

   3. Select a quota definition.

   4. Click Assign Quota.

   Assign a user quota

   1. From the Personal tab, click Assign Quota.

      Note: The Personal tab is available only when the policy is set to assign quotas by Cost center or personal or Department or personal.

   2. Type the user e-mail address.

   3. Select a quota definition.

   4. Click Assign Quota.