How to prevent a user from printing in colour

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How to prevent a user from printing in colour

Create a Rule

  • Open Resource Manager.
  • Click on the Rules node.
  • On the right hand side, click the Add button.
  • In the New Rule window, on the General tab, type No colour (or any descriptive name you like) into the Rule name textbox.
  • Ensure the option Selected users only is selected in the Apply this rule to dropdown.
  • In the Action on rule violation dropdown choose the appropriate setting:
    • Deny the job will delete the user’s print job if is colour.
    • Message only, continue job will show the user a message but allow the job to print in colour.
    • Message only, hold job will allow the user to try to release the job at another device (a device not selected in this Rule’s Affected Devices list).
    • Alter job will change the job to black & white. Note this is currently only supported by certain drivers (Konica Minolta with PD embedded).
  • In the Notification on violation frame, choose the appropriate method of notifying the user if a violation has occurred:
    • Show on printer panel: If the job has a Hold job action on violation, then the user will see a message on the printer panel when they try to release it at an Affected Device. The message could inform the user to release the job at another device.
    • Popup on user’s workstation: If the user has the PDAgentClient application installed on their workstation, they can get a popup on violation. If the Require confirmation checkbox is ticked, they must click OK on the popup in order for the job to print.
    • Send an email to the violating user: If the user’s email address record is filled, they will receive an email on violation. Specify the frequency at which the user will receive email notifications:
      • On every violation: They will receive an email every time the Rule is violated.
      • Once per period: They will receive an email once per period (the period is specified at the bottom of the Print/Copy tab).
      • Once per period per device: For each device on which they violate this Rule, they will receive one notification per period.
    • Send an email to the following recipient(s): Any email addresses entered here will receive an email on violation. Specify the frequency that the recipients will receive notifications:
      • On every violation: They will receive an email every time the Rule is violated.
      • Once per period: They will receive an email once per period (the period is specified at the bottom of the Print/Copy tab).
      • Once per period per device: For each device on which a user violates this Rule, they will receive one notification per period (the period is specified at the bottom of the Print/Copy tab).
      • Once per period per user: For each user that violates this Rule, the recipients will receive one notification per period.
  • Click the Print/Copy tab.
  • Choose the option Allow printing on the selected devices based on the following conditions:
  • Click the Colour Printing tab.
  • Choose the All colour printing will incur a violation option.
  • The Effective period dropdown will only affect the frequency of notifications (unlike quota rules which effect the period during which the quota calculation is performed). If you have selected a notification to be sent per period, then specify the period here. Otherwise, this dropdown has no effect.
  • In the Message if violated textbox, enter the text that you wish to be displayed to the user. Click the button to use the expanded form to enter text and insert replacement tags.
  • Click the Affected Devices tab.
  • If the Rule must affect all devices, choose the All devices option. Otherwise, choose Only the devices selected below option and tick the devices you wish to be affected by the Rule.
  • Click the Applicable Times & Device Function tab.
  • Choose whether the Rule will apply to printing, copying or both in the Applicable device function frame.
  • If the Rule should only be applied on specific days of the week, tick the days in the list on the left.
  • If the Rule should only be applied during certain times of the day, change the option to Only the times selected below and specify the times. Otherwise leave the All times option selected.
  • Click OK.

Apply the Rule to a user or users

Now that the Rule has been created, we need to apply it to one or more users. To apply the rule to a whole Department, skip to the next section.

  • Open Resource Manager.
  • Navigate User Management > Users.
  • On the right, select the user (or multi-select users) and click Edit.
  • Click the Rules tab.
  • Select the Rule(s) to apply to the user. If more than one user was selected, tick the box to the left of the list of rules to enable it.
  • Click OK.

Apply the Rule to a Department or Departments

Note that applying a Rule to a Department will not affect current members of the Department. It is a New User Default. This means that newly created users that are added to this Department will inherit the Rule. You can apply the Rule to current members by clicking the Go button (see below).

  • Open Resource Manager.
  • Navigate User Management > Department.
  • On the right, select the department (or multi-select) and click Edit.
  • Click the Rules tab.
  • Select the Rule(s) that will be the New User Default for the Department. If more than one Department was selected, tick the box to the left of the list of rules to enable it.
    • In order to apply this Rule to the current members of the Department, click the Go button in the Current Members frame.
  • Click OK.

Refresh PDServers and PDAgents

Now that a Rule setting has been changed, the PDServers and PDAgents will apply the setting when they next refresh from the database. By default, this happens every 10 minutes. To force a refresh immediately, follow these steps:

  • On the left, click the PD Servers node.
  • On the right, highlight all the servers. Right click and choose Refresh.
  • Now click the PDAgents node.
  • On the right, highlight all the servers. Right click and choose Refresh.

Document revision date: 2018/10/12

Software version: 2.2.49.3

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