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Applying User Print Codes to Department Printers

Applying User Print Codes to Department Printers

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Summary

Some printers require a ‘User Code' or 'Department ID’ before you send the print job.  This guide will show you how to add your user code on both Windows and Macintosh environments for Ricoh/Savin and Canon copiers.

Remember: Your user code/Department ID is the same code you use to make copies at the copier.

Adding A User Code for Windows Computers

The steps for inputting a User Code is the same for both Ricoh/Savin and Canon printers

  1. Click the Windows Icon → Settings → Bluetooth & Devices → Printers & Scanners.

  2. Next click on the Printer you want to add your Department Copy Code too.

  3. Then, click on Printer Properties, this will open a new dialog box with more options.

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  1. Click on Advanced, then click “Printing Defaults…”

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  2. A new window will appear with more options and you will want to go ahead and click User Code Settings…

  3. A box will appear asking you to input your User Code.

  4. You will be given a department print code from the department administrator/secretary and this is where you will enter that code.

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  5. Go ahead and click OK in the User Code Setting window

  6. Then go ahead and click OK in the Printing Defaults Menu.

  7. You are now all set to print as this code will be applied every time you use that printer!

 

Adding a User Code for Apple Computers

Below are the instructions for adding a User Code for Savin/Ricoh & Canon Printers.  You'll need to make sure you select your user code preset each time you print:

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Adding a User Code for Savin/Ricoh Printers

  1. Open a document that you'd like to print, and then initiate the print process by clicking File > Print (or Command + P).

  2. Make sure you select the copier you'd like to print to.

  3. Once the print menu pops-up scroll down till you see Printer Options.

    1. If you don't see printer options, make sure you have installed the correct Drivers and used IPP or LPD during the install of the printer.

    2. You may also have to quit & reopen the app you are trying to print in in order to refresh the menu options

  4. Click on Job Log to open a separate menu

  1. You will want to check off Enable User Code then enter your code given to you by the department.

  2. You will leave the UserID space blank as this is not necessary, you can then continue by clicking OK.

     

  3. Once that is done you will want to save these new settings to avoid having to add the User Code every time you need to print.

  4. You can go ahead in the Preset tab click on Default Settings, from here you will click on Save Current Settings as Preset where it will then prompt you with naming the preset.

  5. Label the preset “User Print Code”, to avoid any confusion in the future.

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  6. Now you can go ahead and click Print.

Notes:

  • When you go to print in the future make sure your preset is set to the appropriate one.

  • When setting up the User Code for the first time using applications like Microsoft Word or TextEdit will be the easiest, but if using a web browser will you will have to navigate to an option that says “Print using system dialog…”, this is commonly found in the More Settings section of the printing pop-up (Example below is Google Chrome)

 

Adding Department ID for Canon Printers

LING & ROML clients using FOIT managed Apple computers will need to use the following instructions to install the appropriate Canon drivers/printers before attempting to input their User Codes (Department ID):

If using a personal device, you will need to install model specific Canon UFRII Printer Drivers and add the printer before you can input the User code (Department ID) issued by your Department.

 

  1. First, you will want to open the Printer & Scanner Settings Menu within your computer settings.

    1. Navigate to the Menu bar on your Desktop and click on the System Settings icon Unknown Attachment .

    2. Next, scroll down the categories on the left hand side and select the Printer & Scanners category.

  2. Once you're there, go ahead and click on the Printer you wish to add the Department ID/Code to. A menu will appear and to continue click the button labeled, “Options & Supplies…”A new menu will appear and you will first want to click on the Option tab. Within this tab, you will want to ensure that Department ID Management is turned on.

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  • Then you will navigate to the Utility tab on that same menu. Click on the button labeled Open Printer Utility.

  • Within this new menu you ill want to switch the User Management to Department ID Management (see picture below), as well as enter your Department ID you have been given.

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  • You can leave the PIN empty and make sure to click, Save Settings. After saving, you can exit out of the three menus you previously opened.

  • You're now all set to use the Department Printers!