How do I use a PaperCut enabled Xerox machine?

Overview

This article will guide you in using a PaperCut-enabled MFP (multi-function printer). If you are reading this article, it is likely that you are using the ITS-XEROX-1 printer in AD 450. The university will be shifting towards PaperCut as a whole as part of a printing overhaul project. As a reminder, this is a preview environment and things are prone to change. The ITS-XEROX-1 printer is one of the first to use this new embedded system. If you have any questions, please reach out to Systems Engineering or leave a comment below.

Table of Contents

1. Before you begin...
2. Printing from your computer
3. Logging into the device
   1. Using your ID badge (for the first time)
   2. Using your username and password
4. Accessing Device Functions
5. Using scan features
   1. Setting up Scan to OneDrive for the first time
   2. Using Scan to OneDrive
6. Troubleshooting
7. Feedback

Before you begin...

If you need help adding the printer to your computer, see one of the following articles:

How do I add a directory printer to my MSU Denver Windows computer?

How do I add a directory printer to my MSU Denver Mac computer?

The rest of this article documents how to use the device functions available while you are at the machine physically.

Printing from your computer

All members of ITS and the Office of the Controller can print to this printer freely. No special actions need to be taken.

Logging into the device

There are two methods for logging into a PaperCut-enabled MFP: ID badge and username/password. We highly recommend the use of the ID badge method as it is much faster.

Using your ID badge (for the first time)

1. To log in with your ID badge for the first time you will need to self-associate your badge with your account.
2. Swipe your MSU Denver ID badge over the proximity card reader located to the left of the control panel.
3. You will be prompted to associate your badge with your account. Log in with your MSU Denver NetID and password. (This is everything before the @ symbol in your email).
4. Your badge will now be associated with your account. On all subsequent logins, simply swipe your badge on the reader and the machine will log you in.

Using your username and password

1. To log in with your username and password, tap the keyboard icon in the top right-hand corner of the control panel.
2. Enter your MSU Denver NetID (This is everything before the @ symbol in your email) using the on-screen keyboard and then tap OK.
3. Enter your regular network password and tap OK.
4. You will be logged into the device.

The login screen at a Xerox device

The username entry field at a Xerox device

The PaperCut embedded home screen.

This is the PaperCut embedded home screen for Xerox devices. You will always be greeted with this when you log in to the machine. It allows you to check your account balances (if applicable), access device functions (regular Xerox home screen) and use other PaperCut-managed features such as Scan to OneDrive.

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Accessing Device Functions

1. From the PaperCut home screen, tap Access Device.
2. You will be brought to the Xerox home screen. This allows you to access regular device functions such as Copy, Print From and the Jobs app (useful for troubleshooting).

The Xerox device home screen

Note that you are logged in with your account. The screen is personalized to you and allows you to customize the interface.

To log out: Tap your Account icon in the top left-hand corner and tap Log out.

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Using scan features

If you are wondering how to scan a document to your email, the feature is no longer available and has been replaced by Scan to OneDrive and Scan to SharePoint (not yet configured). this method is far more secure, allows for larger file transfers, and is easier to manage and use.

Setting up Scan to OneDrive for the first time

1. Follow the steps in Using Scan to OneDrive to initiate your first scan, then return here.
2. You will receive an email from the PaperCut system asking you to authorize PaperCut to access your OneDrive.
3. Click the Login to OneDrive for Business link in the email and follow the prompts.
4. You will be taken to a Microsoft authorization page. Make sure you log in with your main MSU Denver email account.
5. Click Accept to complete the authorization.
6. All subsequent scan jobs will automatically be placed in your OneDrive in a special folder.

PaperCut Scan to OneDrive authorization email

Microsoft-PaperCut authorization prompt

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Using Scan to OneDrive

1. Tap Scan from the PaperCut home screen.
2. Depending on your type of access, you may see multiple options. Tap Scan to OneDrive if necessary.
3. Change the filename if desired.
4. Tap Change settings if you want to change any scan settings such as duplex, paper size or resolution.
5. Use the Prompt for more pages option if you plan on scanning multiple pages.
6. Tap Start to begin scanning.
7. If you opted to be prompted for more pages, you will have the option to do so. Tap Finish when you are done scanning all your pages.
8. You will see a completion message and the file will be located in you MSU Denver OneDrive in a folder called /OneDrive/Apps/Scans for PaperCut MF/
9. You will receive a confirmation email that your scan is complete. If any errors are encountered, you will also receive an email for that.
10. If you do not receive anything after 5 minutes, continue to troubleshooting below.

Scan to OneDrive entry screen

Scan to OneDrive settings page

Scan to OneDrive confirmation page

Scan to OneDrive completion screen

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Using Scan to Network Drive

Office of the Controller employees will see a scan action called "Scan to Busfin". Also known as "Scan to J Drive".

1. After you log in, Select Scan from the PaperCut landing page on the machine.
2. Select Scan to Busfin.
3. Change the filename if desired.
4. Tap Change settings if you want to change any scan settings such as duplex, paper size or resolution.
5. Use the Prompt for more pages option if you plan on scanning multiple pages.
6. Tap Start to begin scanning.
7. If you opted to be prompted for more pages, you will have the option to do so. Tap Finish when you are done scanning all your pages.
8. Your files should appear in the Busfin scan drive. If they do not appear within 5 minutes, follow troubleshooting steps below.

The PaperCut Scan Actions screen

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Troubleshooting

I didn't receive any confirmation email or I don't see my scans in my OneDrive

Make sure you've followed the steps above to authorize PaperCut to access your OneDrive. After you click the link in your email to authorize, ensure that you are logged in with the correct MSU Denver Microsoft account. The authorization prompt will list your email address at the top. If you think you may have authorized the wrong account and you did this recently, you may be able to click the link again and re-authorize your account using the correct credentials. You may also try and de-authorize your account and authorize again. To do this:

1. Visit https://myapps.microsoft.com/ in a web browser on your computer.
2. Search for PaperCut MF on the apps list or in the search bar.
3. Click the three dots next to the PaperCut MF app.
4. Click Manage your application.
5. On the following page click Revoke Permissions and confirm by clicking Revoke on the prompt.
6. Wait one hour before taking any further action.
7. Try to complete a scan job again and re-authorize your account.

I received a confirmation email but I don't see my scans in the network drive

1. Begin troubleshooting your computer's connection to the network drive.
2. Ensure you are using a wired connection to the campus network. This means ensuring the ethernet cable is plugged into your docking station properly and displays as connected in your taskbar or menu bar.
3. If you are using MSU Denver WiFi, make sure you are connected to GlobalProtect.
4. Restart your computer.
5. Remap the network drive. (This may require assistance from ITS).

I received one or two failure emails for my scans

Try the action again and contact the MSU Denver ITS Service Desk at (303) 352-7548 or submit a Printer Support Request.

The scan file is low quality or grainy

Change the settings before scanning and raise the resolution to a higher DPI.

After I send a print job from my computer, I receive a "Printer Status not available message

This is normal and a known issue with Xerox machines.

My ID badge will not scan and I do not hear any audible beeps from the machine

• If your ID badge does not work on door access readers either, it may be damaged. Contact AHEC Access Control to receive a new ID badge.
• If your ID badge does work on door access readers, then something may be wrong with the printer. Reboot it by pressing the power button and selecting Restart. Submit a Printer Support Request.

I do not have my ID badge and I cannot log in with my username and password

• Ensure you are using your most up-to-date network password and it is not expired. This can be tested by logging into a shared lab computer and then logging into a web service such as email. Sometimes the cloud and on-premise passwords are out of sync. PaperCut uses the on-premise password (same as logging into a shared lab computer).
• If you tried too many times to log in with an incorrect password, your account may be locked out. Wait 15 minutes and try again.
• If you still experience issues, contact the Service Desk or fill out a Login Support (Single Sign-On) Request.

I do not like using OneDrive, can I just use scan to email instead?

In the effort to eliminate all possible security flaws, we have begun to phase out scan to email. Scan to OneDrive is a much more secure system. It also gives us the ability to scan larger files which was not possible with scan to email and was a constant problem.

I am not sure what my problem is, I just need help

Contact the MSU Denver ITS Service Desk at (303) 352-7548 or submit a Printer Support Request.

I do not like this new system, I feel upset and confused. Who can I voice my concerns to?

We would LOVE to hear your feedback regarding this new system. Please use the feedback mechanism below.

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