Print Control Software Managing print workflow v.3.0 An overview - - PowerPoint PPT Presentation

Print Control Software

Managing print workflow

v.3.0

An overview and how it works

docQrules A powerful business printing cost saving solution

docQrules

• Presentation outline

– What it does and how it works – The business benefit – How to configure – Reporting – Advanced mode – Case studies – Summary and conclusions

What does docQrules do?

• Polices what is printed and how

– eliminating unnecessary colour – forcing economy print modes – limiting pages printed – re-routing jobs if necessary – messaging users on actions – reporting all activity

• Benefits organisations large & small

– driving down network printing costs – reducing waste – helping “Green” target strategies

How does docQrules work?

• Installs on the network print server
• Monitors all print activity
• Applies rules to printing
• Logs and reports every action
• Licensed per server

– Enterprise edition – no limit on queues – SMB edition – 15 queues –no advanced mode

Policing all network print jobs

docQrules The business case

Some basic business facts - as examples

– Use of office colour in business is growing

• Colour brings benefits - but colour cost money
• Typically

– Users persist in printing emails and web pages

• Emails with hyperlinks and corporate logos are colour prints
• Email chains can be pages long

– Paper and toner is wasted from

• not printing two sided
• Duplicates from multiple user mouse clicks

COST per page

5.0p 8 to 10 X

COST per page

0.6p

Colour Capable MFPs

docQrules - a simple ROI equation

50 users printing 2 emails of 3 pages per day

– MFP c.p.p. Colour 5.0p B&W 0.6p – Papercost 0.3p per sheet

Total annual print cost £3,975

Apply docQrules

– Decolourise & limit to 1 duplex page – Saving £300 per month

Fast payback in a matter of months

• even faster with the SMB edition

Just email printing alone Think of the

• ther

wastage….

docQrules A product easy to configure and deploy

docQrules administration

• Managed by a remote administration UI

– Rules and routes can be administered remotely from anywhere on the network

docQrules Setting rules

Setting rules

• Five separate tagged pages

Setting rules

• Five separate tagged pages

– Set conditions to be monitored

Setting rules

• Five separate tagged pages

– Set conditions to be monitored – Actions to be taken

Setting rules

• Five separate tagged pages

– Set conditions to be monitored – Actions to be taken – Exceptions to be allowed

Setting rules

• Five separate tagged pages

– Set conditions to be monitored – Actions to be taken – Exceptions to be allowed – Popup messages to be given

Setting rules

• Five separate tagged pages

– Set conditions to be monitored – Actions to be taken – Exceptions to be allowed – Popup messages to be given – Email messages required

Conditions

• What are you looking for?

Conditions

• What are you looking for?

How big is the job?

– Number of pages

• Total including No. of copies
• r
• Originals only ignoring copy count

Conditions

• What are you looking for?

Is the printer working?

– Current printer state

• Printing
• In error state
• unavailable

Conditions

• What are you looking for?

Is the job colour?

– Job content

• Black & white only
• Includes colour

Conditions

• What are you looking for?

Is it an email ?

Conditions

• What are you looking for?

Is it an web page?

Conditions

• What are you looking for?

Who printed it ?

– User and groups of users

• Job is from specified user(s)and AD

group(s)

• r
• Not one of such specified

Actions

• What do you want to do to the job?

Actions

• What do you want to do to the job?

– Delete, move, or let go on

Actions

• What do you want to do to the job?

Modify and change how it prints

Actions

• What do you want to do to the job?

Help it jump the queue

– Set priority of job on spooler

Actions

• What do you want to do to the job?

Make it black & white

– Decolourise

Actions

• What do you want to do to the job?

Print it double sided

– Set duplex mode

Actions

• What do you want to do to the job?

Print it saving toner

– Set economy mode

Actions

• What do you want to do to the job?

Don’t print the whole job

– Limit pages to be printed

Actions

• What do you want to do to the job?

Report what is happening

– Log when action occurs

Exceptions

• When don’t you want the rule to

apply?

Exceptions

• When don’t you want the rule to

apply? Perhaps when a printer can’t print

– Destination printer status

• Printing
• In an error state
• Unavailable

Exceptions

• When don’t you want the rule to

apply? Perhaps if the job is confidential

– Document name

• Equals
• Contains
• Does not equal

Exceptions

• When don’t you want the rule to

apply? Perhaps for the CEO’s print jobs

– User and groups of user

• Job is from specified user(s)and AD

group(s)

• r
• Not one of such specified

Exceptions

• When don’t you want the rule to

apply? Maybe out of normal office hours

– Between certain hours

Exceptions

• When don’t you want the rule to

apply? Maybe out of normal office hours

– Between certain hours

• On certain days

Exceptions

• When don’t you want the rule to

apply? Maybe for certain web pages

– If URL is one specified here

Messaging - Pop-ups

• What and where to send Pop-ups

Messaging - Pop-ups

• What and where to send Pop-ups

Activate for Popups to be sent

Messaging - Pop-ups

• What and where to send Pop-ups

– Select Popup type

• ATI Admin Popups
• Windows Messenger popups

Messaging - Pop-ups

• What and where to send Pop-ups

– Select Popup type

• ATI Admin Popups
• Windows Messenger popups

Messaging - Pop-ups

• What and where to send Pop-ups

– Set who is to receive

• Original job owner
• Originating computer
• Other users/machines

Messaging - Pop-ups

• What and where to send Pop-ups

Write your own message

– Free format for messages

Messaging - Pop-ups

• What and where to send Pop-ups

Write your own message

– Free format for messages

• Insert relevant variables into text

Messaging - Emails

• What and where to send Emails

Messaging - Emails

• What and where to send Emails
• Activate for emails to be sent

Messaging - Emails

• What and where to send Emails
• Activate for emails to be sent
• Multiple addresses may be applied

Messaging - Emails

• What and where to send Emails

Write your own message

– Free format for email text

• Insert variables as for Pop-ups

doc-Q-route Applying and managing the rules

Applying and managing rules

• Queues

–

• n connection to the print server

all local print queues available for application of rules are displayed under this tab

Applying and managing rules

• Rules

Rules are configured and displayed

• n the right

Applying and managing rules

• Routes

– (the name given to a collection of print queues with rules applied) Routes are configured and displayed

• n the left

Applying and managing rules

• Assign rules and Apply

Once rules and routes are defined Assign rules to routes

Applying and managing rules

• Assign rules and Apply

Once rules and routes are defined assign rules to routes Apply to complete the process

Applying and managing rules

• Prevent duplicate prints

Applying and managing rules

• Prevent duplicate prints

Configure route as Auto Delete Guards against duplicate prints from multiple user mouse clicks If same job clicked to print more than once within a set time the 2nd job is deleted

doc-Q-route Reporting

Reporting

– All print job attributes are logged – Every action taken is logged – Admin UI button exports to Excel and formats for display

Reporting – Anonymising function

– Configured at installation – Replaces User names with *****

****

docQrules Advanced mode

Advanced mode

• For more complex requirements

Advanced mode

• For more complex requirements

– Gives access to on board scripting language for customised rules

Advanced mode

• For more complex requirements

– Gives access to on board scripting language for customised rules – Comprehensive Help to aid users with functionality

Advanced mode

• For more complex requirements

– Gives access to on board scripting language for customised rules – Comprehensive Help to aid users with functionality – Syntax check function to ensure accuracy

Advanced mode

• For more complex requirements

– Gives access to on board scripting language for customised rules – Comprehensive Help to aid users with functionality – Syntax check function to ensure accuracy – Can call external programs

• giving enormous flexibility and power

docQrules Case studies - two examples of Advanced mode

Advanced mode case study – managing print load

Nationwide firm of estate agents The problem

Needed to control of print load over Citrix WAN

The solution

• Install docQrules + an ATI designed ASP web page
• dQr routes jobs > 100MB to a quarantine queue
• Web page enables Help Desk to view list of

quarantined jobs so they can either let go or delete

dQr on print server monitors all WAN jobs for size > 100Mb

• versize jobs routed

to quarantine queue web page monitor for supervisor review and action on quarantined jobs

Advanced mode case study – image shift correction

A law firm The problem

Customer wanted to replace Lexmark printers with HP One customer application was hard coded on the host system to print an image in bottom left corner of page. Because of operational differences between HP and Lexmark paper feed guides, with the replacement HPs the image dropped off the page

The solution

• Install docQrules using advanced mode
• Customised script identifies jobs of type with images

and applies image shift correction to output on HPs as required

image correction HP with With original installed Lexmark With replacement HP Image

• ffset

Host coded image

• n page

As

• riginal

docQrules Summary and conclusions

Summary of end user benefits

• drives down network printing costs
• reduces waste
• Helps meet “Green” target strategies

by

– eliminating unnecessary colour – forcing economy print modes – limiting pages printed – re-routing jobs if necessary – messaging users on actions – reporting all activity

doc-Q-route

To obtain a free 45 day trial copy go to www.ati-uk.com

docQrules The end