GoPrint Quota System Overview Version 4.1
Updated July 2014
GoPrint Systems © 2014 GoPrint Systems, Inc, All rights reserved. One Annabel Lane, Suite 105 • San Ramon, CA 94583 • (925)790-0070
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
1
Quota Overview Contents Overview .................................................................................... 3 Configuration Steps ..................................................................... 4 Step 1 - Define User Class ...................................................... 4 Step 2 - Select Pay Method ..................................................... 5 Step 3 - Configure the form of Quota ....................................... 6 1. Scheduled Quota ............................................... 9 2. Cashier created ............................................... 10 3. Self-Self Accounts ........................................... 12 4. Credit Overdraft .............................................. 14 Step 4 - Assign the Quota to a PayPoint................................... 16 Step 5 - Apply to a Web Client and Print Release Station ........... 17 Step 6 - Create Quota Users .................................................. 19 1. LDAP driven .................................................... 19 2. Import using a CSV file .................................... 20 3. Manually create ............................................... 21 How it works ............................................................................. 22 Displaying balance in pages ........................................................ 27 Low balance email notification .................................................... 27
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
2
OVERVIEW This document is intended to introduce you to the GoPrint Quota payment method. There are essentially two types of Quota: 1. Quota that is given to the user in the form of “free Prints” or “allowance”. 2. Quota the user purchases.
Terms to know User Class: can be referred to as a group. You assign users to a Class and grant users access to resources assigned to the Class referred as Purses. Purses: Is your form of payments referred to as Pay Method. These can be any one or combination of the following: 1. 2. 3. 4.
Scheduled Quota (free allotted of prints) Credit Allowance (keeps a running total for chargeback) Paid Quota (user purchases print funds) Campus OneCard integration (Quota related when CardNo is pulled from LDAP)
Quota User: is a user account that is created in the GoPrint database that is used to identify and authenticate the user. Users are granted access to a User Class based on a desired authentication method. See Step 1 on page 4. In summary, users get assigned to a User Class that has a designated form of payment assigned to it. Multiple forms of Payment Methods can be assigned to a User Class and Users can be assigned to multiple User Classes.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
3
Setting up the GoPrint Quota system is a seven step process: 1. 2. 3. 4. 5. 6. 7. 8.
Decide how you want to create the Quota user accounts Set the User Class Enable the Quota method Configure the form of Quota Assigning the Purse to the appropriate PayPoint Ensure the PayPoint is enabled at the Print Release Station and Web Client Set the Print Release Station and Web Client to payment and Standard modes Create Quota users
Step 1 – Decide how you want to create the Quota user accounts Quota accounts can be created using a variety of resources available currently in your environment. You may us a single object, a combination, and multiple objects. Once you decide which method works best of your environment you can then began to create the Scheduled Quota. 1. 2. 3. 4. 5.
LDAP connection: Manually created A CSV file SQL query to an external database Self-generated
For Additional information refer to Page 20
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
4
Step 2 – Select a User Class To access the Class Definition screen and enable your Quota Purse select:
Accounts - Class Definitions
GoPrint provides a template called the Default User Class is designed to assign one or multiple payment methods referred to as Purses, to a group of users. For ease of use, you may use the Default User Class template or create additional User Classes to accommodate various groups of users. In this example we will create a new User Class. To configure your Quota Purse, click the Plus icon:
Add a User’s Class to define purses and allowed pay methods for account
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
5
Step 3 – Enable the Quota Pay Method The list of available Purses licensed to your organization appears in the User Class properties page. Important: If the appropriate Pay Method options aren’t listed, check to ensure your license key and serial number have been entered correctly or contact GoPrint support to obtain an updated key. Type: Quota Purse Name: Purse names are displayed next to a user’s available funds. Rename the purse to a user-friendly name easily identifiable by staff and end-users. Example: Campus Print Funds. Scheduled Quota allows you to grant an allowance of “free prints” daily, monthly, weekly, or per semester.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
6
Step 4 – Select the Form of Quota 1. 2. 3. 4.
Scheduled Quota Credit Overdraft Self-Service Accounts Campus OneCard integration
Option #1 - Scheduled Quota Refer to the Scheduled Quota configuration guide http://www.goprintsupport.com/scheduled_quota.pdf Scheduled Quota screencast http://www.screencast.com/users/goprintsystems/folders/Quota/media/c781ef2d-3d7241bf-a87c-260765f8250f A Scheduled Quota is an effective method used for automatically making repetitious adjustments to a Purse's value. This action affects every user in the Class with which it is associated. Scheduled expiration renewal dates can be applied as a “one Time (never), Daily, Weekly, Monthly, and Specific Dates.
To configure a Schedule Quota select Accounts – Scheduled Quota
Click the Plus icon to “Add a Scheduled Quota” Leave the default setting of “Enabled” to Run Scheduled Quota Nightly Task
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
7
Settings
Name: create a user-friendly name to identify the group of users it applies to. Active: check to make the Schedule Quota Active. Apply to New Users: applies the funds to all new users.
Value Purse: select the Pay Method created in Step 2 Amount: enter the desired dollar amount. Accrue: allows the remaining balance to carry over to the next renewal period. Reset: All unused funds expire
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
8
Scheduling Start Date: enter or select from the Calendar button the date the Scheduled Quota is to become effective. This is the first date that it will be considered active and applicable to user accounts. Once the End Date is reached the quota becomes disabled! Repeat Option: Never The default is set to NEVER or a “One time” amount that does not repeat. The example applies the funds on 09/01/2011 and ends after this date.
Repeat Option Daily: Sets the Quota to renew on a daily basis Daily: The results of Every 1 days the schedule to renew everyday
sets
Repeat Option: Monthly
Monthly and On Days: the setting of 1 month and Day 1 schedules the quota to reset the 1st of every month.
Repeat Option: Specific Dates Quote resets in September and January!
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
9
The new Scheduled Quota now appears in the list of configured Purses:
Option #2 – Cashier Purchased Funds Print funds may be purchased directly from staff members assigned to the Cashier role. The Cashiers can add funds to current Quota accounts or manually create the account and add the purchased funds. For more information refer to the Cashier Role guide: http://www.goprintsupport.com/Cashier_Role.pdf Creating a Cashier Role screencast http://www.screencast.com/t/MzllZDMxM
Cashier logon to Control Center and create a new account. User is given a temporary password with the option to change it at logon.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
10
The cashier selects the account and walks through the Adjust Balance process. Optionally, a receipt can be emailed to the user.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
11
Option #3 – Self-Generated Accounts When it’s not possible to create Quota users using LDAP or a CSV file or if you have a mixed user environment consisting of students and day guests, you can allow users to create their own account: referred to as Self-Service Accounts. Users generating Quota accounts using the Self-Service Class typically purchase their print funds using one or all of the three methods: 1. Credit cards - http://www.goprintsupport.com/support.html 2. Add Value hardware station http://www.goprintsupport.com/Netlink_7080_Cash_To_Account.pdf Important: This feature ONLY works with the Web Client popup To enable Self-Service User Accounts 1. Check the Allow Self-Server Accounts checkbox 2. Select your User Class from the Self-Serve User Class drop down Hint: when using a mixed user environment, it’s recommended to assign each group of users to their own User Class for accounting and reporting purposes.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
12
How it works! When a user without an account sends a print job, the web client pops up and the user is
prompt to enter their eMail address to sign up. They then follow the prompts to create their account. At that point, they can log in to purchase print funds using a credit card or walk over to a cashier or Add Value device to generate a purchase.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
13
Option #4 – Credit Overdraft GoPrint Credit Overdraft provides numerous payment options: Refer to the Credit Overdaft configuration guide: http://www.goprintsupport.com/Credit_Overdaft_Quota.pdf Credit Overdraft screencast http://www.screencast.com/users/goprintsystems/folders/Quota/media/d00636a5-d17b49c7-a3f7-5608c8de88be When used with a “free Prints” quota, and funds have been depleted, you can continue to allow students to print by granting them a line of credit with the indent to charge their account at the end of the semester. This feature is designed to automatically rollover to the credit allowance after the primary quota reaches a 0.0 balance. At the end of the semester, a financial report is run, (Based on a date range) and exported to the campus billing office. Credit Overdaft is beneficial when: 1. Students are not granted a “free print quota and start the beginning of the semester with a 0.0 balance and accumulate credit during this time period, and eventually charged. 2. The credit overdraft system allows you to bill specific departments such as, faculty and research departments over a specific time period.
Enable Credit Overdaft
Credit overdraft is enabled under the System Policy Accounting tab by checking the Allow Credit checkbox. A Global Credit Limit must be set and can be fine-tuned At the User Class level.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
14
Enable Credit Overdraft at the User Class Level Once Credit Overdraft is enabled, the Credit Limit field becomes editable. Here you can enter the desired credit limit you want to provide. Once a user reaches this limit, they will be denied access to release their print jobs. When using multiple Purses, especially with Scheduled Quota, it’s important to apply the credit limit to its own purse for accounting and reporting.
When using the same User Class you can use the Allowance Purse to allow the credit and users will need to select the Next Purse button at the Web Client or Print Release Station to access their credit funds.
Example: a Quota Users account using Scheduled Quota and Credit Overdraft would as follows:
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
15
Step 5 - Assign the Quota to a PayPoint Note: it’s assumed the PayPoint was previously configured, and if not, select the Add PayPoint icon to create a new PayPoint or click the pencil icon to enter your existing PayPoint properties
Financial Section Allowed Purses Check the Default User Class Quota Purse
Optional Settings: Sort Order is used with multiple Pay Methods to display the primary Pay Method first. The lower the number sets that Pay Method first in order.
Note: Payment Connector, Add Value Option, Add Instructions, and Partial Payment Option are used with various port of sale systems and don’t apply to most Quota other than purchasing funds with credit cards.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
16
Step 6 – Enable Pay Method at a Web Client and Print Release Station
Web Client Popup Profiles Section PayPoint: select the PayPoint from the drop down menu
Behaviors Section Logins Authentication: Quota
Session Timeout: set the amount of time the system will auto-log out a user It’s recommended to set a short timeout to encourage users to immediately print their documents to eliminate the risk of other users accidently paying for and printing the previous users print jobs.
Behaviors Allow Payment at: Workstation Pay/Release Mode: Pay-for-print
Note: Allow Payment at PayStation is commonly checked when a Quota is combined with a vending payment option or for additional security.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
17
Print Release Station General Section General PayPoint: select the PayPoint from the drop down menu
Appearance To enable a Print Release Station to accept Quota payments set: Mode: PayStation Authentication Type: Standard
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
18
Step 7 - Create Quota users New Quota accounts may be created using a number of methods: When implementing LDAP filters for importing user information to assign to User Classes, it is necessary to first establish a successful communication with the appropriate directory service database used by your organization. Currently GoPrint supports Novell Directory Services, OpenLDAP, Microsoft Active Directory, and External Authentication to a 3rd party accounting or database account system.
Option #1 – Create users with a LDAP Repository
Refer to the following documentation: Active Directory and LDAP http://www.goprintsupport.com/Active_Directory_LDAP.pdf OpenLDAP and Novell eDirectory http://www.goprintsupport.com/Novell_LDAP.pdf
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
19
Option #2 - Import users using a CSV File Bulking importing Users http://www.goprintsupport.com/bulk_importing_users_from_CSV_file.pdf Importing Users Using a CSV File screencast http://www.screencast.com/users/goprintsystems/folders/Importing%20Users/media/b05 f6e0a-47b7-420e-b433-efe744e55b4b
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
20
Option #3 – Manually Create Accounts Assigned staff members can be granted Rights to manually create Quota users and assign them to the corresponding Scheduled Quota Purse.
1.
Accounts – Manage Users
2.
Select link to Add a new user
3.
Select the Scheduled Quota Purse from the Class drop down menu
4.
Press Save and Add
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
21
How it Works Quota Payment Process at Web Client Web Client - Screen 1 1. User sends a print job and the Web Client pops up. 2. User is prompt to enter their Quota ID and password
Important: Under LDAP authentication, Quota user accounts are not created until the first time a user logs into the Web Client. At that time, communication to the directory service database is made over the LDAP protocol.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
22
Web Client - Screen 2 If successful, authentication occurs; the student’s Quota ID and Available funds are displayed under the Account Summary section. Students can review their account to ensure an adequate balance exists. They select their print jobs and the Total cost is displayed under the Transaction Summary section. If all is well, they select Pay and Print to release their print jobs.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
23
Web client - Screen 3 A successful transaction results with the user’s new balance appearing under their Available fund, and the Transaction Summary section displays the payment amount (highlighted in red) followed by the adjusted new balance.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
24
Quota Payment Process at a Print Release Station Screen 1 - User sends a print job and walks over to a release station
They identify their username or workstation and click the corresponding print button
Screen 2 - User reviews their print jobs and selects the jobs to print and clicks Continue
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
25
Screen 3 - User is prompt to log in with their Quota ID and Password, and if successful authentication occurs, and the student’s Quota ID and Available funds are displayed under the Account Summary section. Students can review their account to ensure an adequate balance exists, and release their print job. Important: under LDAP authentication, Quota user accounts are not created until the first time a user logs into the Web Client. At that time, communication to the directory service database is made over the LDAP protocol.
Ex: Available Balance displayed If multiple purses are available for payment, users can choose the Next Purse button to select a secondary Pay method from which to draw funds.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
26
Display balance by allotted pages and not cost To display the Available fund in the amount of Available pages instead of dollars, navigate to your PayPoint choose the Prompts tab, and make the noted changes:
Label: change to Credit Available or Pages Available. Amount Prefix: remove the dollar sign. Display in Units: enter the currency value of 1 unit instead of dollars. Ex: if charging .10 per page, then enter.10 The available balance is displayed in the form of Pages Available and not dollars.
Low Balance Email Notification You may elect to email users a low balance notification when their balance drops below a specific limit.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
27
1. 2.
System – System Policy – Network tab Enter the SMTP server information Important: the FQDN MUST match the FQDN of the Quota Users account on file.
3. 4. 5.
System Policy - Accounting tab Check Notify Balance Enter the global low balance limit Note: this is a global setting for all users. It is not possible to email different low balance limits.
© 2014 GoPrint Systems, Inc. All rights reserved.
| GoPrint Quota Overview
28
