How do I manage my department's Xerox?

Overview

This guide will walk you through how to manage your office Xerox Multi-function Device. This guide includes information about how to setup print code restrictions for your machine but also includes information about how to manage the device in general like editing the address book for example. Use the table of contents below to navigate to relevant sections.

For those wishing to enable print code restrictions: Enabling print code restrictions ensures that only authorized users can print or make copies at your department's printer. There are different configurations such as restricting all printing to those with print codes, restricting color printing to those with print codes and allowing black and white printing for anyone and more. If this is your first time setting up these restrictions, please consult with a member of ITS for help.

Before you begin...

• Make sure your printer is a Xerox brand machine; if you are looking to manage your department's Ricoh, see How do I manage my department's Ricoh? If you have an HP or other brand of printer, we do not have the capability to manage those printers in this way.
• Request access to the Printer Management Console, which is a server we have set up specifically to let users manage their printers. If you do not already have access, request it by filling out a Printer Support form and requesting access to manage your department's Xerox.
• Gather a list of staff members. This is easiest to do in an Excel Spreadsheet and should include: First Name, Last Name, User ID (Print Code) (3-4 digits), and Email Address.
• Plan to do this on a day that will cause the least amount of disruptions to printing such as a Friday afternoon when most staff might be remote or on a Thursday night so users can test on Friday. Send out the How do I use a print code on my department's Xerox? article to your department ahead of time so everyone is prepared for the workflow change.
• Ensure you are on the wired campus network or using the GlobalProtect VPN before continuing with this guide.

Table of Contents

1. Accessing the Printer Web Console
   1. Windows
   2. Mac
   3. Logging into the printer management page
2. Initial Setup
   1. Turning on Accounting
   2. Enabling Restrictions
   3. Importing users in bulk
3. Managing the Printer
   1. Managing Users
   2. Managing the Address Book
   3. Viewing Usage Reports
   4. Resetting User Limits
4. Communicating to your department
5. Notes

Accessing the Printer Web Console

Windows

1. Click the start menu in the bottom left or press the Windows key on your keyboard.
2. Type "Remote".
3. Press the Enter key on your keyboard or select "Remote Desktop Connection" from the search pane.

4. Type "vmwpt10" into the Computer field and then click Connect.

5. Enter your regular network password and click OK.
6. Wait for the server to connect and log you in. You will see a blue bar across the top, this will let you manage the remote window.
7. Continue to Logging into the printer management page.

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Mac

1. You must first install the "Microsoft Remote Desktop" app from Self Service.
2. Open Self Service either by pressing Command + Space on your keyboard and then typing Self Service and then pressing Enter or by using the Launchpad and looking for the Self Service app with the Rowdy logo.
3. In Self Service, search for Microsoft Remote Desktop 10 either by browsing the catalog or using the search bar.
4. Click Install.
5. Once the install finishes click Open.
6. You may be asked to grant the application access to your microphone and camera. You may click Yes or No on the prompts that come up and it will not affect the functionality of the app.

7. Click the Add PC button in the center.
8. Type "VMWPT10.winad.msudenver.edu" into the PC Name field, and "Printer Web Console" into the Friendly name field. All other settings can stay at their defaults and should look like the image below:

9. You will now see the server added to your Saved PCs on the home page.

10. Double-click the newly created Printer Web Console shortcut to begin the remote session.
11. You will be prompted for a username and password. Use your regular MSU Denver Net ID and password. If you receive an access denied message please reach out to ITS.

12. Click Continue to accept the certificate.

13. You will now be logged into the Printer Web Console.

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Logging into the printer management page

1. Click the Microsoft Edge icon in the taskbar to open the web browser.

2. Type the name of the printer you want to manage in the following format: printername.msudenver.edu into the address bar and press enter. Alternatively, you may enter the printer's IP address. Both this and the official printer name should be labelled on the front of the printer.
3. You will receive a message that "Your connection isn't private". This is normal.
4. Click the Advanced button.
5. Click Continue.

6. You will now be on the Xerox web server page. If you do not see the interface below, check with ITS to ensure there are no problems with the printer.
7. Click the Login button on the top right-hand corner.

8. Login with the username & password given to you by ITS. The username will usually be "supervisor" and the password will have been set by you or a co-worker.

If your goal is only to edit the address book, please skip to Managing the Address Book.

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Initial Setup

Turning on Accounting

1. Click the properties the tab up top, then Login/ Permissions/ Accounting then Accounting Methods.

2. This page will show you any accounting methods that are enabled. If you see "None" under "Accounting Method" then you know there are no restrictions. If you see "Xerox Standard Accounting" then you may have some restrictions enabled.
3. To turn on restricitons, click the blue Edit button on the right-hand side.
4. Change the Current Accounting Method to "Xerox Standard Accounting" then click Save.

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Enabling Restrictions

1. On the accounting methods page you will see an option for "Service Tracking" click the blue Edit button next to it. 
2. On this page, you will see several options for accounting. Depending on what you want to restrict, you may set different options here. Select Custom under "Presets" and then select your options below.

Options:

• "Disabled" option means that particular function can be used without entering a code.
• "Enabled" option means that particular function will be restricted and users will need code in order to use it.
• "Color Tracking Only" option means that parituclar function will be restricted for color jobs but black and white jobs will not require a code.

3. In the image above, we have restricted all printing and copying in black and white and color with scanning left open.
4. When you are finished, click Save.

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Importing users in bulk

1. On the accounting methods page you will see an option for "Users & Limits" click the blue Edit button next to it. 
2. On this page you can manage all the members of your staff, their code and user-specific restrictions (if any).
3. If you need to add users in bulk for the first time, download the Xerox_Accounting_Template.csv file from the Attachments section of this article (top right-hand beneath the red buttons and details section) to your computer and not the server.
4. You can open and edit this file in Excel but remember that it is a CSV file not a spreadsheet so many Excel functions will not be available such as sortable tables.
5. Add information into the three fields shown above. The "User Name" field acts as the user's print code and will be used for authentication. The code should be 3-4 numerals ideally.

6. The other fields in the file should use their defaults. You can copy them down using the fill handle at the bottom right-hand corner of a selected cell. Choose Copy Cells from the AutoFill menu so the values do not increment. 

7. When you have finished your list of users, you will need to place them on the server first before you can upload them to the Xerox. The easiest way to do this is by copying and pasting the file from your computer to the server's desktop.

7. You may now return to the Xerox config page in the browser and upload the file using the Management Actions drop-down menu in the top right-hand corner of the screen and selecting Import.
8. Click Choose File and browse to the desktop and upload the file.
9. Leave all the file options as their defaults and click Next.
10. On the following page, we will select the mappings. Here, we are matching the fields in your CSV file to the available fields on the Xerox machine. Ensure all the fields are correct by looking at the Imported Sample header.

12. Under the Limits section of this page, you can decide what limits you want to set for all users. "Quick Setup for All Users" will override whatever you have in your file whereas "Import Existing Limits from File" will use the ones from the file if you decide to set limits.
13. All the other options on the page should be left as default.
14. Click Import when you are finished.
15. On the following screen you will receive a summary that let's you know the results. If you have any errors, download the Error Report to check for any errors and try again.

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Managing the Printer

Managing Users

• To manage your current list of users, navigate to the Accounting Methods page, find Users & Limits and click the blue Edit button next to it. Here you will find a list of users allowed to use the Xerox machine.
• To delete a user, check the box next to their user ID and click the Delete Selected button up top.
• To add a new user, click Add New User.
  • Type the name of the user in the Display Name field and their user code in the User Name (User ID) field.
  • You may use the defaults for user limits. If you wish to disallow color copying or printing for example, you could do so here by setting the user limit for that job type to 0.
  • When you are finished, click Apply.

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Managing the Address Book

Unlike Ricoh machines, the Xerox address book is a separate entity from the accounting methods and is only used to populate the address book in functions like Scan to email. 

1. To view the address book, click Address Book in the top menu of the Xerox web console.
2. Users can be added and deleted from this screen. Bulk operations are also possible using a method similar to the bulk user upload guide above.

Viewing Usage Reports

1. From the Accounting Methods page click Report & Reset.
2. Select Yes for Show User ID in Report and then click Download Report.
3. You may view this report in Excel and convert to a regular Excel workbook if you like to enable sorting features. This will show you how may impressions each user has made and how much of their count is left.

Resetting User Limits

If you need to reset limits for a indivudual user, find their account on the Users & Limits list and click the Access, Limits & Accounts link next to their name. Then click the Reset button next to the appropriate job type or Reset All to reset all user limits.

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Communicating to your department

Let your staff know that you are enabling restrictions on the machine and reference the specific device name. Send out the print code article below ahead of time so your staff knows how to utilize their codes once the restrictions are enabled. If this is a brand new machine, you will also need to direct them on how to install the printer first using one of two articles depending on their operating system:

How do I use a print code on my department's Xerox?

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?

You may also request ITS to make a new label for your machine with an indicator that restrictions are enabled if there is not one already.

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Notes

When you order a new Xerox machine, you can specify that you would like restrictions setup on your machine. You can provide us with tthe restrictions you would like and a list of users and their codes ahead of time. It is likely that the Xerox technicians or MSU Denver ITS will have already done this for you by the time you receive your device. Training for managing the users and restrictions beyond the install date is available upon request. 

If you are in the process of getting a new Xerox and have already filled out the New Leased Departmental Printer Setup we will provide you with this resource and offer training.

If you already have a Xerox printer and would like restrictions enabled, fill out a Printer Issues & Support request and we will help you.

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