Print with credentials

[INLEIVA]

Hi!

We live in a flat 5 people, and we are all using a HP OfficeJet Pro 8710.

Is there a way to configure the printer, so to print we need to use a user, and at the end of the month we can see who printed what to split fairly the ink costs?

Thanks

[Dragon-Fur · Accepted solution]

@INLEIVA 

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@INLEIVA wrote:

Hi!

We live in a flat 5 people, and we are all using a HP OfficeJet Pro 8710.

Is there a way to configure the printer, so to print we need to use a user, and at the end of the month we can see who printed what to split fairly the ink costs?

Thanks

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Yes.

I don't understand "so to print we need to use a user".  I believe you are asking for a sign-in process.  That can be done, too, though you will need code for that.  You can likely get any IT student at the local University to provide that AND the following in a nice package.  IT people live to code.

Solution / Answer

Except for a "sign-in" process, the procedure included in this message will let you track who is printing what. 

Know this: 

• The return for your effort may be minuscule as compared to the work necessary to manage the full procedure.  It might be simpler to split the costs using the far less accurate but easily available information in the Embedded Web Server (EWS).  Compare the information at the end of each month and split the costs for the amount printed.

Open your favorite browser > type / enter Printer IP address into URL / Address bar

Tab Tools > Reports > Usage Report

• If anyone wishes to cheat, there is every possibility to do so.

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Manual Procedure...

Print Queue Management - Set up "Save a print job to reprint later"

The "reprint" feature must be set ahead of time to "Keep printed documents".  (The feature is not switched on by default.)

This method requires that the user base (those people submitting print jobs) do not sabotage the print queue by removing entries -- this is a matter determined by Policy in your home office / workplace.  (In other words, you must have a modicum of control over what people are doing).

Save jobs to be reprinted later

For those reading, the following applies to recent versions of Windows and a printer for which the Full Feature Software has been installed.

Control Panel > icon view > Devices and Printers >

Right-Click on your Printer > Printer Properties>

(If necessary) Change Properties > Tab Advanced >

Select Keep printed documents > Apply > OK

When jobs are saved in the queue, they can be printed again later.

Control Panel > icon view > Devices and Printers >

Double-Click on your Printer

Double-Click on See What's Printing

If necessary, select the printer (for example HP Officejet 8740 Network)

Once the queue is open, 

* Single-Left-Click on a job that you want to reprint to highlight that entry

Right-Click on the highlighted job > Restart

*The job will print using the current paper / preferences as set for that printer.  If you need to adjust the paper or job parameters, double-click on the job to be printed to open the Properties (available options).  After adjusting the settings, click OK to exit the Properties menu.

IMPORTANT

Removing / Reinstalling the printer software resets this option back to default (printed document list is not saved).

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System Information (works with "Keep printed documents")

NOTE: Job information stored in System Information may not show number of pages

Control Panel > icon view > Administrative Tools > System Information

Under section Software Environment

Print Jobs

NOTE:  Click on Time Submitted (in ribbon on top) to sort by date / time

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Track print jobs in Event Viewer

A more complete log of events can be enabled in the Event Viewer.

How you track down the print job action depends on how your software reports an incident in the Event Viewer, whether you have remote access to the computer(s) in your work group, and your skill level in garnering the information you seek (manual look-and-see or write a script to gather the reports).

Enable the job log

Windows key + X > Event Viewer

Event Viewer > Applications and Services Logs > Microsoft > Windows > 

Scroll down > PrintService > Right-Click Operational > Enable Log

Check the log for activity

Open the Event Viewer on the computer (from which the job was submitted

Open Applications and Services Logs > Microsoft > Windows >

scroll down, down > PrintService > Operational 

Save the Data into a File or Event Log

Option – Filter the log – Save the Data

After opening the Operational folder,

Under Actions menu on the right side of the window,

Click Filter Current Log

Select When in “Logged” (for example, “Any time”
Select “Event Level” (for example, Information)

Click on down arrow in “Event Sources” > Select PrintService

Under “Includes / Excludes Event IDs…” enter “307” 

• NOTE:  Please check – Printing a Document may have a different Event ID on your system)

Click OK to filter the log using your selected parameters

Click (under Actions), Save Filtered Log File As… and save your data

And / OR

Click (under Actions), Save Filter to Custom View,

Enter a name for your custom filter view and Save it.

Option – Various Methods - Find Jobs and Save the Data

Sort the columns by "Task Category" > scroll down to items named "Printing a document"

Click on each job to see the details on that job (name of system and UserID)

Click the mouse on the first entry in the collection of “Printing a document” events,

Scroll to the end of the “Printing a document” events entries,

Click and hold down the Shift key,

Click on the last entry you want in the “saved group”

Method - Save and View Document

Under Actions (or tab Action) > Click Copy >

Open a blank document (for example, Office Word) >

Insert the table or text data into the open document >

Save file as desired

Open document in the appropriate format (Word, NotePad for .txt)  to view the log data

Method – Save and View Event Log Entries

Under Actions (or tab Action) > Click Save Selected Events >

Optional > Decide and click language display options >

Select a Folder in which you want to save the file and enter a Filename

Open Event Viewer > Open Saved Logs > Click on log to view

OR

Open File Explorer > Navigate to the folder in which you saved the .evtx log file

Double-Click on that filename to open the log in the Event Viewer

Check the log for documents / print jobs removed from the queue

Sample - For what purpose might the data be used?

Sort the columns by "Task Category" > scroll down to items named "Deleting a document"

Click on each job to see the details on that job (name of system and UserID)

How to - Event Log Notification

How to Create Your Own Windows Event Log Notification System

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