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Published by Stephan Du Plessis, 2019-06-06 08:14:13

PrintScope Operator Guide

PrintScope Operator Guide

PrintScopeĀ 

Operator GuideĀ 

PrintScope Operator Guide

Overview

Welcome to the PrintScope Operator Guide.
PrintScope provides insights on the behaviour, and records print usage, of users as they go about using the
printing environment. It is the primary data processing, storage and viewing software module to which all other
software and hardware services and clients connect and pass information to. PrintScope makes use of
authentication and authorisation functionality for users to identify themselves to the system, when they want to
copy, print, scan or fax. This operator guide will explain the different functions of PrintScope, and provide
step-by-step instructions to perform various tasks, in your role as Operator.

Table of Contents

Logging in
Understanding the Dashboard
Printers
Jobs
Devices
Usage
Troubleshooting
FAQs

Logging In

Before you can start using PrintScope, you'll first need to login.

Step 1
First, click on the PrintScope shortcut located on your
desktop.

Step 2
The following login screen will be opened in your web
browser.
Now, enter the Username and Password provided by
your administrator.

Step 3
Finally, click on the "Login" button to log in.

Understanding The Dashboard

The home screen of PrintScope is the Dashboard.

In your role as PrintScope Operator, you will be responsible for monitoring and managing the print environment.
The Dashboard gives you an overview of the environment in various sub-categories, and displays this
information via widgets (small programs running within the PrintScope application), that can be customised to
some extent. You can change the order in which the information is displayed, by simply clicking and dragging a
widget to where you want it to be. By default your dashboard will display the following widgets, start top-left:
Performance Chart, Top Accounts, History, Top Cost Centres, Top Devices and Top Users. Let's look at these in
more detail.

Performance Chart
This widget displays a real-time chart of the printing
activity, showing colour prints, black-and-white prints
and the ratio between the two.

Click on the refresh icon to update the information
displayed.

You can also change the range of the information
displayed from the last day, right up to 6 months, by
clicking the down-arrow next to the drop-down box and
making a selection.

Top Accounts
This widget lists the top accounts in terms of jobs
printed. An account can be an individual user, a device
(physical printer) or a department (shared account).
The widget displays accumulated totals, including total
jobs, total pages (black-and-white, and colour), as well
as total cost.

To update the information displayed, click on the
refresh icon.

You can also change the range of the information
displayed from the last day, right up to 6 months, by
clicking the down-arrow next to the drop-down box and
making a selection.

To change the sort order (default sorting order is
highest to lowest), click on the sorting arrow.

History
This widget displays a history of all the jobs that have
recently printed. It lists the user, name of the
document, its size, as well as the date and time it was
printed.

To update printing history, click on the refresh icon.

To change the sort order (default sorting order is
newest to oldest), click on the sorting arrow.

Top Cost Centres
Similar to Top Accounts, this widget lists the top cost
centres in terms of jobs printed. The widget displays
accumulated totals, including total jobs, total pages
(black-and-white, and colour), as well as total cost.

To update the information displayed, click on the
refresh icon.

You can also change the range of the information
displayed from the last day, right up to 6 months, by
clicking the down-arrow next to the drop-down box and
making a selection.

To change the sort order (default sorting order is
highest to lowest), click on the sorting arrow.

Top Devices
Similar to Top Accounts, this widget lists the top
devices in terms of jobs printed. Devices are the
physical printers configured on the print server/s. The
widget displays accumulated totals, including total
jobs, total pages (black-and-white, and colour), as well
as total cost.

To update the information displayed, click on the
refresh icon.

You can also change the range of the information
displayed from the last day, right up to 6 months, by
clicking the down-arrow next to the drop-down box and
making a selection.

To change the sort order (default sorting order is
highest to lowest), click on the sorting arrow.

Top Users
Similar to Top Accounts, this widget lists the top
users in terms of jobs printed. The widget displays
accumulated totals, including total jobs, total pages
(black-and-white, and colour), as well as total cost.

To update the information displayed, click on the
refresh icon.

You can also change the range of the information
displayed from the last day, right up to 6 months, by
clicking the down-arrow next to the drop-down box and
making a selection.

To change the sort order (default sorting order is
highest to lowest), click on the sorting arrow.

Printers

The Printers screen provides an overview of the current printer landscape.

From here, printers can be managed, by simply selecting the printer/s and applying the desired action. All
printers currently configured on the print server are listed here as Managed, Unmanaged and Deleted. Let's look
at printer management in more detail.

Overview

The default screen will list all managed printers in form
view (change the default selection, by selecting either
Unmanaged or Deleted). Summary information for
each printer is displayed, including:

Printer Name
Port
Queue Status
Jobs in Queue
Server Name
Driver Name
Driver Version
Location
Comment

The view can be changed from form view to list view,
by clicking on the appropriate button. An extensive set
of filters are provided, allowing you to search using
specific criteria. Printer information can be exported in
several formats, including Excel, PDF and CSV, to be
used in custom reports.

Display detailed printer information by clicking on the
Details icon next to a specific printer. In addition to the
information displayed on the previous screen, the
current Jobs list as well as print History for the
selected printer will be displayed. These can be sorted
in ascending or descending date order. Click the
Refresh Printer button to refresh all information
displayed.

Printer Groupings

All printers configured on the print server, and
discovered by PrintScope, are divided into one of
three groups - Managed, Unmanaged and Deleted. By
default, printers are unmanaged until such time as
they are either managed or deleted, and then moved
to the appropriate group.

Managed Printers
These are all printers actively being managed by
PrintScope.

Unmanaged Printers
These are new printers that have been discovered by
PrintScope and have not yet been managed. All new
printers added to the print server will initially be added
to the unmanaged group.

Deleted Printers
These are printers that have been previously
discovered by PrintScope, and may or may not have
been managed. Though these printers still exist on the
print server, they been deleted form PrintScope.

Managing a Printer

To manage a printer, click on the Manage button,
located at the top-right of the Printers default screen.
This will bring up the Manage Printers screen.

Printers Available
Printers listed here are newly-discovered printers that
are yet to be managed. Click on an individual printer to
select it, then click the ">" button in the center to add it
to the list of managed printers. To manage all
available printers, click on "All >>" button.
Click the Save button to apply your changes.

Managed Printers
This is a list of all actively managed printers. To
unmanage a printer, click on it to select it, then click
the "<" button in the center. The printer will be moved
to the Printers Available list on the left. To unmanage
ALL printers, click on the "All <<" button.
Click the Save button to apply your changes.

Please confirm with your administrator or team leader,
before unmanaging ALL printers!

Jobs

The Jobs screen provides detailed information on all printing activities.
Overview

Much like the Current Jobs and History widgets on the Dashboard, this screen also displays
information on current and past printing, but in more detail and with more options.

Details

In addition to the job name, document size and print date displayed on the Dashboard, the Jobs screen will
amongst other things, show the cost of each printed document. For even more detail, click the details icon
under the Actions column for a specific print job.

Selecting and Filtering

The default display shows all pending jobs, but can be changed to show all jobs, or only completed jobs, by
clicking on one of the tabs at the top.
Use the filter tools on the right of the screen to filter the current selection, for example, to only display
documents sent to a specific printer.
(Remember: clear the filter by pressing the Clear Filter button after using it to filter the information displayed)

Reports

Use the icons at the bottom of the screen to create a PDF report, or export the data in Excel and Text format
to use as input in your own report.

Devices

The Devices screen provides an overview of the physical device landscape.

From here, devices can be managed. Devices are the physical printers and/or MFD's (Multi-Functional Devices)
discovered by PrintScope. Let's look at printer management in more detail.

Overview

The default screen will list all devices in form view.
Summary information for each device is displayed,
including:

Device Name
Port
Manufacturer
Model
Serial Number
Status
Life
Scan Status
Embedding Status (important !)

The view can be changed from form view to list view,
by clicking on the appropriate button. An extensive set
of filters are provided, allowing you to search using
specific criteria. Device information can be exported in
several formats, including Excel, PDF and CSV, to be
used in custom reports.

Display detailed device information by clicking on the
Details icon next to a specific device. In addition to the
information displayed on the previous screen, the
device functions as well as print queues associated
with the device will be displayed.

Edit Device/Device Functions

Device functions can be edited by clicking on the edit
icon to the right of a device - this will bring up the Edit
Device screen.

Device Settings
Device settings, such as the device name,
manufacturer and model, can be manually changed.
Please bear in mind though that most of these settings
are provide to PrintScope via the DeviceScope
service, and ant changes you make may be
overwritten on the next refresh.

Device Functions
Device functions can be enabled or disabled by
checking/unchecking the appropiate checkbox.
Example:
To disable scanning for a device, uncheck the fax
option.
Click the Update Device button to apply any changes.

Embedding/Unembedding Devices

Devices managed by PrintScope must be embedded
with the proprietary software in order for print
management to function properly. A device will have
one of five possible embedding statuses:

No associated Embedding Service
The embedding service has either not been installed
or is not running. Alternatively, the device has not
been added to the correct device group - please check
with your system administrator.

Embedding in Progress
The device is currently being loaded with the device
software.

Embedded
The device is loaded with the device software.

Unembedding in Progress
The device software is in the process of being
removed from the device.

Not Embedded
The device does not have the device software loaded.

When a device is initially added to PrintScope, it will
be automatically detected by the Embedding Service,
and the device software will be installed. Situations
may arise however, where it may be necessary to
unembed or embed the software. For example, when
a device is decommissioned, the device software must
be unembedded.

To embed or unembed one or multiple devices, simply
tick the checkbox to the left of the device name/s and
click the Bulk Embed / Bulk Unembed button. The
desired action will be performed and the device's
embedding status will change to Embedding/Unembed
ding in Progress. Once the operation is complete, the
status will change to Embedded/Not Embedded.

Usage

The Usage screen provides an overview of the overall usage in the environment.
Overview

The Usage screen gives you a near-realtime view of the environment. Any job, whether it's a print, copy, scan
etc, will be listed here. Let's look at usage in more detail.

Selecting and Filtering

The default usage screen displays all jobs, but can be changed to list by Users, Devices or Accounts, by
clicking on one of the tabs at the top.
Use the filter tools on the right of the screen to filter the current selection, for example, to only display
usage for a specific user.
(Remember: clear the filter by pressing the Clear Filter button after using it to filter the information displayed)


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