Configure Embedded Copiers

Add embedded devices to the Workflow Embedded list to be able to:

  • Set authentication options
  • Configure secure release
  • Enable prompts
  • Set pricing for specific output types per system.
Important:Configuration options will vary between Embedded manufacturers. Some configuration options may not be present for some manufacturers.

You can also configure group-based permission per function on the copier. For example, if you want to prevent a certain group of users from using the fax function on an embedded copier, you can add restrictions to the embedded configuration to prevent all users within a group from accessing the fax function.

  1. Select Administration from the ribbon.
  2. Select Embedded .
  3. Click Copiers.
  4. Click Create.
  5. From the Type list, select the manufacturer.
  6. Enter a name for the Embedded system that you will recognize in a list.
  7. Enter the serial number of the device with the embedded software.
  8. Click Create. The Editing screen will open and there are many options you can configure. The options available in each section are described below.

General

Type a unique name for the embedded configuration.

Enter the serial number of the MFP on which the embedded software is running.

To assign this device to a printer that is currently in the Workflow Printers list, start typing the name of the printer in the field and then select the matching printers as matches are presented. Leave the field blank otherwise.

To have the device report as being used by a single user, start typing the user name in the field and select the user from the matching results. Leave the field blank otherwise.

Authentication

Choose an option for users to authenticate before accessing this embedded software: 

  • PIN – Users must enter their PIN code on the device panel.
  • Card Reader – There is a card reader attached to the device and users can swipe their card to authenticate. If you choose this option, ensure Card Authentication is enabled in Network and Authentication settings.
  • Card Reader or PIN – The user can either enter their PIN code or swipe their card to authenticate. If you choose this option, ensure Card Authentication is enabled in Network and Authentication settings.
  • Network – Uses the Network type selected in Network and Authentication settings.

Secure

The Secure option is only available if you have created at least one secure queue.

Click Change to open the Set Release Queue screen. Select the print server and the secure queue and then click Change again.

The configured queue is now listed in the secure section.

Prompts

When enabled, uses only the custom fields specified in the user profile rather than separate fields defined for the copier.

When enabled, requires a user to confirm entry a custom field value.

When enabled, allows the user to enter comments pertinent to the print job.

Presents the user with a summary of their selections on the MFP panel before making copies.

If custom fields have been created, you can select one or more custom fields to present to the user on this embedded device. All checked fields will be presented to the user. See Create a Custom Field for details.

Pricing

Set individual pricing options for each device function. Click on the link in the Type column to open the Edit Activity screen.

If pricing options are set within an Application, User Profile, or Printer Profile, these prices are overridden. Refer to How Rules are Processed for details.

Restrictions

To optionally place restrictions on either the types of jobs or the type of output that can be generated from this embedded device, click Add.

Restrictions can be based on

  • All,
  • All Copies
  • All Faxes
  • All Prints
  • All Scans
  • Color Copies
  • Color Prints
  • Mono Copies
  • Mono Prints.

For example, if users belonging to the Admin Group are allowed to use this device for faxing, but all other users are not permitted, you can create two restrictions to permit/deny users:

  • First, add a restriction to set the Type to All Faxes, set Allow to Yes, and set the Group to Admins (for example).
  • Create a second restriction and set the Type to All Faxes, set Allow to No, and set the Group to <All Users>.

If the user accessing the embedded device authenticates as a member of the Admins group, the first restriction is followed and the user is permitted to use the fax function. If however, a user authenticates but is not identified as a member of the Admin group in the first restriction, the second restriction applies and the user will be permitted to access the fax function.