SAVING DOCUMENTS BEING PRINTED BY NETWORK PRINTER ON A NETWORK FOLDER

[KarariwaMaina]

Hi, I have been requested to be  saving all documents being sent to a network printer for printing on a directory on the network. Is this possible to achieve and if so which model of printer supports this. The purpose of this is that the CEO want to check the exact documents that were printed in in his office by the staffs.

[Dragon-Fur]

@KarariwaMaina 

==============================================================

Welcome to the HP Community.

Reminder to those reading:

Do NOT respond to individuals who post phone numbers or email addresses.

These might be scammers trying to steal your information / money.

HP does not post phone numbers or email in Community messages.

==============================================================

The information in this message applies to recent versions of Windows.

Whether the answer applies to all the printer types you "tagged" is not something I can fully answer.  I would say "not".

For Example,

The methods described do not apply to any printer that does not use the Windows print queue.  The Sprocket printer is used via mobile print app - this device does not qualify as a Windows printer device.

Read all the way through and decide whether the description matches anything you can use.

The very best way to handle all of this is to write a script file to consolidate the commands and provide a scheduled means of gathering the data you want to collect.

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.

NOTE:  This part is mandatory - you have to "save" the information to be able to collect it later...

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).

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

Beneath section Software Environment

Print Jobs

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

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

Method – Filter the log – Save the Data

After opening the Operational folder,

Beneath 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

Beneath “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 (Beneath Actions), Save Filtered Log File As… and save your data

And / OR

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

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

Method – 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

Beneath 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

Beneath 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

Extra Information - EWS does not provide user / printer document names

Some Laser printers keep detailed information about supplies and usage.

The information might be available using the Embedded Web Server (EWS)

Example:  Embedded Web Server - Laserjet

Printer  Home Page - References and Resources – Learn about your Printer  - Solve Problems

 “Things that are your printer”

NOTE:  Content depends on device type and Operating System

Categories:  Alerts, Access to the Print and Scan Doctor (Windows), Warranty Check, HP Drivers / Software / Firmware Updates, How-to Videos, Bulletins/Notices, Lots of How-to Documents, Troubleshooting, Manuals > User Guides, Product Information (Specifications), more

When the website support page opens, Select (as available) a Category > Topic > Subtopic

Open Support Home

Enter the name of your HP device

Thank you for participating in the HP Community.

The Community is a separate wing of the HP website - We are not a business group of HP..

Our Community is comprised of volunteers - people who own and use HP devices.

Click Thumbs Up to say Thank You.

Question Resolved / Answered, Click "Accept as Solution"