MANAGED PRINT SYSTEM USER GUIDE - ets.fhda.edu...PaperCut MF icon and you will see the Login Page above to enter in your CWID and password manually. 4. This screen will appear: DRAFT

DRAFT December 17, 2019 1

MANAGED PRINT SYSTEM USER GUIDE

MAKE SURE YOU PRESS LOGOUT AT THE TOP RIGHT WHEN YOU ARE FINISHED

Table of Contents

Make Copies .......................................................................................................................... 3 Please note: You cannot connect a USB stick directly to the multi-function device. ..........................3

Can I still use a USB stick to print or make copies at a Managed Print System Device? (No) ..... 5

Printing from the Computer and Releasing Print Jobs at the Device ........................................ 5 Please note: You cannot connect a USB stick directly to the multi-function device. ..........................5 Using the Print Driver on the Computer ..........................................................................................5

Part Time Faculty .................................................................................................................................. 5 For Part Time Faculty who want to use the print driver on their personally owned computer, the driver installation packages and instructions will be posted to the ETS Getting Help Pages............... 5

Release Print Jobs at the Multi-Function Device ..............................................................................6 For More Options before you Print ...................................................................................................... 8 Selected my print jobs but they did not print (may be out of paper) .................................................. 9 Can I print on labels or envelops? (yes) ................................................................................................ 9

How do I use the stapler on a floor standing multi-function devices when printing? ............. 11 You set up the use of a stapler in the print driver on your computer. ............................................. 11 NOTE: Not all multi-function devices have a stapler. .................................................................... 11

For Windows Computers .................................................................................................................... 11 For Apple/Mac Computers.................................................................................................................. 12

Scan to Email (no charge for scanning) ................................................................................. 15

Scan to Office365 OneDrive (no charge for scanning) ........................................................... 17 The first time you scan to Office365 OneDrive .............................................................................. 19 Scan to OneDrive After the First Time using Scan to OneDrive ....................................................... 21

Can I scan documents and save to a USB stick? (No) ............................................................. 21

I am getting an error message Authentication Required when I print or I can’t print to the Managed Print System (aka rabbit/secure print) anymore? Did you recently Change your MyPortal Password? ............................................................................................................ 22

If you have not recently changed your Myportal password, please submit an ETS Request for Help or contact the Call Center at 408-864-8324. .................................................................................. 22 Please follow the instructions below if you have recently changed your MyPortal password:......... 22

Windows OS Computers .................................................................................................................... 22 Apple/Mac OS Computers ................................................................................................................. 22



Make Copies

Please note: You cannot connect a USB stick directly to the multi-function device.

1. At the device, using a Valid Staff ID card with the mag stripe on the back facing LEFT, swipe your card into the card reader on the right side of the machine and it should automatically authenticate. There is the option to manually enter your CWID and Password on the touch screen.

If you see the screen below you can login by swiping your Staff ID Card, otherwise select PaperCut MF icon and you will see the Login Page above to enter in your CWID and password manually.

2. This screen will appear. Select Device functions.


3. You will be immediately asked to select a Finance Account. Select the account your manager told you to use. Some users may have a choice depending on the purpose of the copies.

You may see this screen while the system is thinking…

4. This screen will appear. Select Copier (Classic).

5. This screen will appear. Make your selections and select Start.


6. When you are done making copies you can either Logout (top right) or go back to the main selection screen by doing the following:

a. Select PaperCut MF. b. Press the back arrow at the bottom.

Can I still use a USB stick to print or make copies at a Managed Print System Device? (No) Unfortunately, No. If you know of a shared computer in your Division or Department area you will be able to plug in the USB device and print from there to the Managed Print System (SecurePrint). ETS will be working with the colleges to add more shared devices on campus for this purpose.

USB Ports on the Multi-Function Devices are disabled otherwise you would be able to bypass the ability to charge back departments for the cost of prints and copies.

Printing from the Computer and Releasing Print Jobs at the Device

Please note: You cannot connect a USB stick directly to the multi-function device.

Using the Print Driver on the Computer

1. On the computer, select print like you normally do and choose the Ricoh secure print

driver for the managed print system installed by ETS. There are print options within the print driver similar to other print drivers.

Part Time Faculty

For Part Time Faculty who want to use the print driver on their personally owned computer, the driver installation packages and instructions will be posted to the ETS Getting Help Pages.


2. Your print job will now be placed into the PaperCut print queue associated with your CWID. When you release your print jobs at the multi-function device you will only see your print jobs. The PaperCut print queue is located on a server managed by ETS. It is not in the cloud off campus.

Release Print Jobs at the Multi-Function Device



4. This screen will appear:


5. Select Print release and you should see the print jobs you sent to the MPS print queue and only your print jobs. Select one or more to print using the touch screen. You are able to change to Print as grayscale and Print as 2-sided (bottom of the screen). Then select Print (lower right). Example Below:

6. Next, you need to select the finance account to which the print jobs will be charged. Select the account your manager told you to use. Some users may have a choice depending on the purpose of the printing. Either type letters in the Search field: Search accounts to find this finance account or scroll by swiping up or down on the touch screen. Select the finance account on the touch screen. WARNING: The touch screen is very sensitive and you could accidentally select the wrong account and unfortunately there is no going back, your print jobs will be charged to that account for the particular print job. So, best to do a search versus swiping on the screen. The next time you authenticate at a device the last account code you chose will be at the top of the list - as shown in the example below, last account code used was CS-Educational Technology Services.


7. Your job(s) should print. And you will be brought back to the list of print jobs, if any remain. Once you print the job, it will immediately disappear from the list. Jobs Not Yet Printed will remain in your print queue for 3 calendar days. 8. Select the back arrow at the bottom of the screen to get back to the main selections.

For More Options before you Print To select the number of copies you want to print and other options select the at the right for the print job.


You can make other selections such as duplex mode, color or grey scale, and select the account code for the job. See the example below

Selected my print jobs but they did not print (may be out of paper) When our jobs print there is a blue light that appears on the lower left of the board of the touch screen. If you see a red light on the bottom board of the touch screen, most likely the device is out of paper or you printed in a format other than 8.5x11 and the device is wanting to use legal size or another size paper. There should always be legal size paper in one of the paper trays (if have multiple trays) in addition to 8.5x11. Once you add paper the jobs should print.

Can I print on labels or envelops? (yes) Use the manual feed input tray or one of the other paper trays to print envelopes or labels. Make sure you pick the specific paper tray when you print your document(s) at your computer.



How do I use the stapler on a floor standing multi-function devices when printing?

You set up the use of a stapler in the print driver on your computer.

NOTE: Not all multi-function devices have a stapler.

For Windows Computers 1. Under the Windows icon at the lower left of the computer screen, go to Control Panel and select Devices and Printers. 2. Right Click on the SecurePrint (Rabbit Print) printer driver and select Printer properties.

3. The window below should appear. Click on the Accessories tab at the top.


4. Click on one box next to one of the Finishers so a check mark appears. It doesn’t matter which one. Next click on Apply and then click on OK.

5. Close the Devices and Printers window.

For Apple/Mac Computers 1. Go to System Preferences.

2. Click on Printers & Scanners


3. Locate and Click on your Managed Print System printer driver. Could be named SECUREPRINT or Rabbit Printer or rabbitprint.ad.fhda.edu

4. Click on Options & Supplies

5. Click on Options.


6. Next to Finisher: select one of the finishers. The first one will work for any of the Managed Print System Devices. Then Click on Ok.

7. Now close the Printers & Scanners window.


Scan to Email (no charge for scanning)



2. Place the document you want scanned into the top feeder on the device.

3. Select Scan on the touch screen.


4. Select Scan to My Email. By default, the scan will go to your email account. You cannot change this.

5. You can change the Subject and Name of the document.

6. You can modify how the document is scanned using Settings on the right-hand side of the screen.

7. Select Start scanning on the lower right.

8. You will see the following on the touch panel and then be brought back to the main selection screen.


9. You will receive an email with the attached scan.

Scan to Office365 OneDrive (no charge for scanning)




2. Place the document you want scanned into the top feeder on the device.

3. Select Scan on the touch panel.

4. Select Scan to OneDrive.

5. You can change the Filename of the scan file and then select Start scanning.

6. You will then see these screens:


The first time you scan to Office365 OneDrive

7. The first time you scan to Office 365 OneDrive you will receive an email from the PaperCut MF/Managed Print System to authenticate to your Office365 OneDrive account. (Use email on your computer not a smartphone.)

8. Click on Login to OneDrive for Business. Example:


9. In the window that appears, click on Accept.

10. Once the authentication is complete you should see the screen shot below.

11. You may receive another email telling you the system is sending your scanned document to your OneDrive account:

12. Then you will receive a final email telling you the document has been saved to your OneDrive account. Click on Go to your scan! and your document will open up in a browser window.


13. Alternatively, you can log into Office365 and click on OneDrive . Look for a

newly created folder named: Apps . Open this folder and you should see

another folder Scans for PaperCut MF . Open this folder to access your scanned documents.

Scan to OneDrive After the First Time using Scan to OneDrive

14. After the first time using Scan to OneDrive you will receive an email like the example below each time you create a scanned document. You can go directly to your scanned document from within the email message by clicking on Go to your scan!

Can I scan documents and save to a USB stick? (No)

Unfortunately, No. However, you can scan to your Office365 OneDrive. When do scan to your Office365 OneDrive you will receive an email with a link to the scanned document in your OneDrive. You can open the document through this link and download the document.


I am getting an error message Authentication Required when I print or I can’t print to the Managed Print System (aka rabbit/secure print) anymore? Did you recently Change your MyPortal Password?

If you have not recently changed your Myportal password, please submit an ETS Request for Help or contact the Call Center at 408-864-8324. If you recently changed your MyPortal Password, this password is also used for email and the wireless network and now the Managed Print System. Your password is securely stored on your computer for the printer driver. It needs to be updated.

Please follow the instructions below if you have recently changed your MyPortal password:

Windows OS Computers Please submit an ETS Request for Help since an ETS staff person will need to assist you with updating the Managed Print System printer driver on your computer with your new MyPortal Password. Submit an ETS Request for Help 1. Using a Browser go to etshelp.fhda.edu.

2. Log in using your MyPortal ID and password. 3. Select New, then New Work Request from Work Request Form, then ETS Request for Help. 4. Complete the form then click on Save at the bottom of the form.

Or contact the ETS Call Center at (408) 864-8324.

Apple/Mac OS Computers For the Apple/Mac computer, you will need to update the KeyChain. This process has you deleting the previous password out of the Keychain and create a new entry in to the Keychain. Update the KeyChain 1. Go to your Applications folder and locate the Utilities folder 2. Inside the Utilities folder look for and double click on/open the Keychain Access.app 3. You will probably need to scroll to find the managed print system printer listed. It could be named SecurePrint, Rabbit printer or rabbitprint.ad.fhda.edu. 4. Once you identify the managed print system printer in the list, right click on the printer and select delete it.


4.a. If you are unable to identify the managed print system printer, then go to System Preferences under the Apple icon at the top left of your computer screen and Select System Preferences. 4.b. Next locate and double click on Printers and Scanners. In the list on the left you should be able to identify the managed print system printer name. Now go back to the Keychain Access app and delete it. 5. Now try to print something. You should be presented with a window that looks similar to the screenshot below. Except the name of your printer may be different and it will have your name. 5.a. Replace your name with your CWID. 5.b. Enter your MyPortal password into the Password box. 5.c. Click on the box next to Remember this password in my Keychain. 5.d. Click on the OK button. Example:

5.e Now try printing again to the managed print system printer. If you are unable to see the print job at the managed print system device to release it or you continue to receive error messages, please contact the ETS Call Center (408) 864-8324 for assistance or enter an ETS Request for Help.

Documents

MANAGED PRINT SYSTEM USER GUIDE - ets.fhda.edu...PaperCut MF icon and you will see the Login Page above to enter in your CWID and password manually. 4. This screen will appear: DRAFT