Setting the Department ID Management
You can manage the print status for each department by using multiple Department IDs for multiple users or groups. If a user tries to print with the machine when Department ID Management is enabled, the screen for entering a Department ID is displayed, and the user must enter their own Department ID and be authenticated. To enable Department ID Management, perform the following four procedures:
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To manage the print status of each department |
Registering/Editing Department ID and PIN
Register a Department ID and set a PIN for it. Up to 300 Department IDs can be registered.
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Start the Remote UI and log on in Management Mode. Starting the Remote UI
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Click [Settings/Registration].
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Click [Department ID Management] and register (or edit) Department IDs.
Registering a Department ID
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Click [Register New Department].
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Specify the required settings.
 [Department ID]
Enter a number of up to seven digits for the Department ID. [Set PIN]
To set a PIN, select the check box and enter a number of up to seven digits in the [PIN] text box. For confirmation, enter the same number in the [Confirm] text box. If you do not set a PIN, leave both text boxes blank. |
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Click [OK].
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Editing the settings of the registered Department ID
You can change the PIN after registering the Department ID.
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Click the corresponding text link under [Department ID] to edit.
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Change the PIN.
 [Set/Change PIN]
To set or change a PIN, select the check box and enter a number of up to seven digits in the [PIN] text box. For confirmation, enter the same number in the [Confirm] text box.
 If you click [OK] with the check box selected and the [Password] and [Confirm] text boxes left blank, the currently set PIN is deleted.
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Click [OK].
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Deleting a Department ID
Click [Delete] on the right of the Department ID that you want to delete
[OK].
Click [Delete] on the right of the Department ID that you want to delete
[OK].Enabling the Department ID Management
After you register as many Department IDs as necessary, enable Department ID Management.
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Start the Remote UI and log on in Management Mode. Starting the Remote UI
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Click [Settings/Registration].
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Click [Department ID Management] [Settings].
[Settings].
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Select the [Enable Department ID Management] check box and click [OK].
[Enable Department ID Management]
Select the check box to enable Department ID Management. If you do not want to use Department ID Management, clear the check box.
For [Accept Print Jobs With Unknown IDs], see Blocking Jobs When Department ID Is Unknown.
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If Department ID Management is enabled
To log on to the Remote UI in General User Mode, you must enter the Department ID and PIN. Starting the Remote UI
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When the XPS Printer Driver Is Used
If you want to use Department ID Management when the XPS printer driver is used, set key pairs for TLS encrypted communication (Using TLS for Encrypted Communications). After completing the settings of key pairs, configure the settings shown below.
Log on to the Remote UI in Management Mode (Starting the Remote UI) [Settings/Registration] [Network] [TCP/IP Settings] [Edit] in [Department ID Management PIN Confirmation Settings] Select the [Use Department ID Management PIN Confirmation] check box [OK]
[Settings/Registration] [Network] [TCP/IP Settings] [Edit] in [Department ID Management PIN Confirmation Settings] Select the [Use Department ID Management PIN Confirmation] check box [OK]
[Use Department ID Management PIN Confirmation]
If you select the check box, Department ID Management will be enabled for printing with the XPS printer driver. If you do not want to use Department ID Management, clear the check box.
If any key pair is not set in the machine, you cannot enable [Use Department ID Management PIN Confirmation]. Configuring Settings for Key Pairs and Digital Certificates
Setting the Department ID Management for Printing from the Computer
Prepare the printer drivers that you have already installed in the computer. Specify the Department ID and PIN as necessary.
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To perform the following procedure, log on to your computer with an administrator account.
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Open the Printer Folder. Displaying the Printer Folder
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Right-click the icon of the machine and click [Printer properties] or [Properties].
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Click the [Device Settings] tab and specify the required settings.
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Select the [Use Department ID Management] check box and click [Settings] on the right of it.
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Specify the required settings and click [OK].
 [Allow PIN Setting]
Select the check box to set a PIN.
[Department ID]
Enter a number of up to seven digits for the Department ID.
[PIN]
Enter a number of up to seven digits for the PIN if it is set for the Department ID.
[Verify]
Click to verify that the correct ID and PIN are entered. This function is not available if the machine and the computer are connected via a USB or WSD (Web Services on Devices) port.
[Confirm Department ID/PIN When Printing]
If you select the check box, a pop-up screen is displayed every time a user tries to print from a computer.
[Authenticate Department ID/PIN at Device]
Select the check box if the machine and the computer are connected via a USB or WSD port.
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Click [OK].
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Checking Department ID for Printing
If you select the [Confirm Department ID/PIN When Printing] check box, you can check the Department ID on the pop-up screen as shown below when you print from the computer with Department ID Management enabled. When it is necessary to change the Department ID for every printing, for example from a shared computer, users must enter the Department ID and PIN on this screen.
Blocking Jobs When Department ID Is Unknown
Follow the procedure shown below to configure settings to allow for printing only when a correct Department ID and PIN are entered.
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Start the Remote UI and log on in Management Mode. Starting the Remote UI
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Click [Settings/Registration].
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Click [Department ID Management] [Settings].
[Settings].4
Clear the [Accept Print Jobs With Unknown IDs] check box, and click [OK].
If you clear the check box, users cannot print by a method that is not supported by Department ID Management or perform Direct Print from the Remote UI that the users log on in Management Mode.