Print Release

Users Guide

Version 2.2.5

May 2011

www.lexmark.com


Edition: May 2011
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Table of Contents

SOLUTION OVERVIEW AND FEATURES ........................................................................................................3

PRINTING YOUR PRINT JOBS ...........................................................................................................................3
USER AUTHENTICATION ....................................................................................................................................4
STANDARD AUTHENTICATION .................................................................................................. 4
SINGLE SIGN-ON ................................................................................................................... 6
USING PRINT RELEASE AT THE MFP .............................................................................................................7
PERFORMING OTHER DEVICE FUNCTIONS..................................................................................................9
COPY ......................................................................................................................................... 9
FAX ......................................................................................................................................... 10
EMAIL...................................................................................................................................... 10
SCAN TO NETWORK ................................................................................................................ 11

S OLUTION O VERVIEW AND F EATURES

Lexmarks Print Release solution allows users to print their documents from their workstation to a central print
queue. The jobs are then held until a user goes to any Print Release-enabled Lexmark device in their
environment to either delete or release the jobs to print. From the Lexmark device, the user can see all of their
pending print jobs and selectively choose which should be deleted and which should be printed. If, after a
configurable period of time, the user has not done so, the system will purge the jobs automatically.
In addition to the Print Release functionality, many customers may also require users to authenticate in order to
use the standard features of the device, such as copy, fax, or email. Some customers may even elect to
implement monthly or annual quotas for their users.
Finally, the Print Release solution includes several convenience features as well, such as the ability to email to
yourself or scan documents to network folders.
The purpose of this document is to detail the end-user experience when using the different features of the Print
Release solution.

Printing your Print Jobs

In order to use the Lexmark Print Release solution, each user must have the Lexmark Universal Printer Driver
installed and configured on their workstation. This allows the user to print to the Print Release queue on the
Windows print server in their environment. This print object should be configured as the default print queue for
the user. Once that configuration is complete, the user is ready to print their jobs to the Lexmark Print Release
server.
Printing to Print Release is the same process as printing to any physical printer. The user simply selects Print
from within their application. If the Print Release queue is their default print object, the Print dialog will already
be configured to print for Print Release, as shown below. The user will make any desired print settings changes
and choose the Print button to send their print job. At that point, the print job is sent to the server where it is
held until the user goes to a Lexmark Print Release device to release their job.

U SER A UTHENTICATION
In order to release or delete jobs at the Print Release-enabled Lexmark device, or to use any other functions
configured to require authentication, the user must first enter their credentials. Print Release will always require
authentication to allow the solution to determine the user for which to display jobs. Depending upon the
configuration for copy, fax, or email, the user may be prompted to authenticate for these functions as well. Scan
to Network and Email to Self, if enabled, would also be examples of functions that would require user
authentication.
The Print Release solution allows for several forms of authentication including:
Badges, such as employee ID/security badges
User ID and password
PIN
Badge release is the preferred method of most customers given the convenience of swiping compared to entering
data on the MFP touch screen. This section will focus primarily on badge authentication, but will show the other
alternatives as well.

StandardAuthentication

By default, the solution is configured to prompt a user to authenticate only when they have selected an icon from
the Welcome Screen that requires the users credentials.
If the user selects an icon requiring authentication, they will follow the steps outlined here.
Step 1: When the user approaches a Lexmark MFP to release or delete their print job(s), they will see a
Welcome Screen configuration similar to below. To begin, the user will select the desired icon, for example Print
Release.


Step 2: The user will be prompted to authenticate, most typically by scanning their badge as shown below. At
this point, the user would scan their badge using the attached card reader. If the user does not have their badge
with them at this point, they can also choose the Login button to enter their LDAP credentials.
Note: If this is the first time the user has used their badge with the solution, they will be prompted to enter their
LDAP credentials in order to register their badge.

If badges are not used in your environment, you will see one of these screens instead of the Badge screen above:

Step 2b: If this is the users first time to use the solution from an MFP, their badge may not be registered with the
solution. If the solution does not recognize the badge number, the user may be prompted to enter their user ID
and password as shown below. Once these credentials are authenticated with your LDAP system, the badge is
registered for all future use.
Also, if the user did not have their badge and chooses to manually login, they will be prompted to enter their
LDAP userid and password, as shown here:

Once the user has successfully authenticated using any of the methods described above, they will now be able to
access the function they selected. These functions are described in the sections below.

SingleSignOn

An advanced authentication option that some customers choose to add to their environment is called Single
Sign-On. With this option, the MFP Welcome Screen is locked such that a user cannot access any functions of
the device until they have successfully authenticated, typically by swiping their badge. Using this authentication
method, the users credentials are then maintained for their entire session at the device which means they will
not be required to re-enter those credentials as they select multiple functions requiring authentication. The user
will essentially remained logged on at the device until they either choose to log off or their session times out due
to inactivity.

If Single Sign-On is used in your environment, the user will follow the steps outlined here.

Step 1: As the user approaches the device, they will see a screen similar to the one below. Swiping a badge or
entering credentials from the Login button will unlock the MFP and maintain the users credentials for any
operations they complete during that session.
Note: If this is the first time the user has used their badge with the solution, they will be prompted to enter their
LDAP credentials in order to register their badge.
Note: The Login button will utilize any sort of authentication the MFP is configured for, such as LDAP.

Step 2: Once the user successfully authenticates, they will see a Welcome Screen configuration similar to below.

Now that the user is authenticated, they will now be able to access the function they wish to use simply by
selecting the icon. These functions are described in the sections below.

Using Print Release at the Device

Once a user selects the Print Release icon and is authenticated using either Standard or Single Sign-On
authentication, they can now see a list of their pending print jobs and choose the action they wish to take on these
jobs. Following are the screens the user will see and the options available to the user.
Step 1: Based upon the user ID determined during the authentication steps above, the user will be displayed a
list of their pending print jobs. The following information will be available as shown on the screens below:

The user name for which print jobs are currently being displayed
Each individual print job with its name, time of print, number of pages, and an indicator if it is a color job
A total count of print jobs is also displayed in the bottom left corner
If quotas are enabled, the user will also see indicators in the bottom right corner showing their total
number of pages and total number of color pages remaining for the quota period (not shown here)

If no jobs are available, the user will receive a message indicating such, as shown here:

Note: The Print Release solution provides an option called Delegate Printing whereby a specified user can be
configured to release jobs on behalf of another user. If the user who authenticates is configured as a delegate for
another user, they will see the screen below prior to seeing their list of print jobs. They will have to select the user
for which they wish to see jobs first.


Step 2: For users that have a list of pending jobs, they can select specific jobs from their list and select to either
print or delete those jobs. To select a job, the user simply selects the checkbox next to the job name as shown
below. Once the desired jobs are selected, the user will select either the Print or Delete button to print or
delete all selected jobs. The user may also select to either print all jobs or delete all jobs by selecting either the
Print All or Delete All:

Note: The Print All button will only be available if the solution is configured to allow this feature.

Step 3a: If the user selected to print the selected jobs, the jobs will be printed and removed from the users
queue of pending jobs.
Note: If quotas are enabled and the selected jobs will cause the user to go over their quota for the month or year,
the user will receive a message indicating that the jobs cannot be printed due to their quota. The jobs will remain
in their pending jobs queue and will not be printed.
Note: The Print Release solution provides an option called Alternate Release Locations whereby a user can
release the job from the touch screen of one device, but print to a pre-configured alternate location near that
device, for example releasing from a monochrome MFP to a color printer. If the device being used has Alternate
Release Locations configured, the user will first be prompted to select the destination for the print job, as shown
below. Once the destination is selected, the job(s) will be printed at that device.


Step 3b: If the user selected to delete the selected jobs, they will be prompted to confirm, as shown below. If
they confirm the delete, the jobs will be removed from the users queue of pending jobs. After the print or delete
has completed, the user will be returned to the MFP Welcome Screen.

Performing Other Device Functions

With the Print Release solution, copy, fax, or email may also be configured to require user authentication. Once
the user selects any of these icons from the main screen, after having authenticated using either Standard or
Single Sign-On authentication described earlier, the user will be able to complete the desired operation.
The Print Release solution also allows users to scan to pre-configured folders on their network, if enabled.
Following are the screens the user would see for each of the operations.

Copy
Once authenticated, the user will see the standard copy interface of the MFP as shown below. From this screen
they can choose to change any desired copy settings. Once all settings are chosen, the user simply chooses the
Copy It button to complete their copy.
Note: If Quotas are enabled and the copy job will take the user over their quota for the month or year, the copy
job will not complete and the user will receive a message that they do not have enough quota for the job.

Fax
Once authenticated the user will see the standard fax interface of the MFP, as shown below. From this screen
they can enter the destination fax number and choose to change any desired fax settings. Once all settings are
chosen, the user simply chooses the Fax It button to complete their fax.

Email
Once authenticated the user will see the standard email interface of the MFP, as shown below. From this screen
they can enter the destination email address and choose to change any desired email settings. Once all settings
are chosen, the user simply chooses the Email It button to complete their email. The email will be sent with the
From: address set to the email address of the logged-in user.
Note: If the Email to Self feature of the solution is enabled, the email address of the logged in user will be
automatically populated in the To: field. Again depending upon the configuration, the users may only be allowed
to email to themselves or may have the option to change or add more email addresses.

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ScantoNetwork
If the Scan to Network feature of the solution is enabled, the user will be able to choose the Scan to Network icon
from the MFP Welcome Screen. Once authenticated the user will see the Scan to Network screen shown below
where they can provide a name for their scanned file. If configured to do so, the user will then be prompted to
either scan more documents or return to the Welcome Screen.
Note: The solution can be configured to either scan to a pre-configured network shared folder or to the home
directory of the logged in user as specified in LDAP.

Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc.,
registered in the United States and/or other countries.
2007 Lexmark International, Inc.
740 West New Circle Road
Lexington, KY 40550

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www.lexmark.com