Create or Modify a User Profile

If you require additional profiles beyond the defaults provided, follow these instructions to create a new Profile. To modify an existing Profile, click on the Profile name in the User Profile screen, and then follow the instructions from step 6 below.

For an explanation of the different profile types, refer to and How Rules are Processed.

  1. Select Administration from the ribbon.
  2. Select Users → Profiles.
  3. In the User Profile screen, click Create.
  4. Enter a Name for the new role. The name must be unique from all other profile names
  5. Select a Track Option from the list:
    • Track with popup – Presents the user with a popup when they submit a print job. The Workflow Client must be installed on the user's desktop.
    • Track with no popup – Tracks in the background only with no user interaction.
    • Do not track – Print jobs are not tracked. When this option is used in the profile, only Allowances and Secure Options are available to configure.

    • Disallow printing – Prevents the user from printing and provides an error message. When this option is used in the profile, only Allowances are available to configure.

  6. Click Create to continue to configure the options for the new Profile. Although all options are described below, sections appear only if appropriate for the selected Track Option.

Pricing

Advanced Pricing

Confirm that you want to display the advanced pricing options, which allow you to set a pricing option, job type, and monochrome and color costs per option.

Determines how the print job will be priced. Options are 'Per page', 'Per square foot', 'Per square metre', 'Per square inch', 'Per linear foot', or 'Per paper size'.

If you select 'Per paper size', ensure you also configure the pricing options in the Paper Size table that appears.

Select the Job type that corresponds to the selected pricing option. For example, if you selected 'Per square foot' as the Pricing option, you could select 'Plot' as the Job type. Possible job types are Unknown, Print, Copy, Scan, Fax, Postal, Misc. and Plot.

Assign a cost that relates to the selected Pricing option for black and white output. The currency used is determined based on the sever locale.

Assign a cost that relates to the selected Pricing option for color output. The currency used is determined based on the sever locale.

Simple Pricing

Determines how the print job will be priced. Options are 'Unit cost', 'Unit percentage', 'Added Cost', or 'Added Percentage'. If you select and save 'Added Cost', the 'Modifier' field appears below the field. For all other option, both the 'B/W modifier' and the 'Color modifier' fields appear below this field.

Assign a cost that relates to the selected Modifier type for monochrome output.

Assign a cost that relates to the selected Modifier type for color output.

Edit Allowances

'Allowance' refers to the amount of currency that the users are given in a set period of time. 'Balance' refers to the amount remaining on the user’s account.

Click 'Edit' to change the allowance options.

  • Type: Choose the allowance to apply to the User profile.

    • None - Do not use allowances.

    • Cost - The total cost of print jobs the user is allowed to print within the given period before the allowance runs out.

    • Total Pages - The total number of pages a user can print within the given period. Counts both B/W and color pages.

    • B/W Pages - The total number of B/W pages a user can print within the given period. Allows unlimited color printing.

    • Color Pages - The total number of color pages a user can print within the given period. Allows unlimited B/W printing.

    • B/W &Color Pages - The total number of B/W and color pages the user can print. If either allowance runs out within the given period, the user won't be able to print any more pages of that type.

  • Page allowance: Enter the number that corresponds to the selected Type. For example, if you selected 'Cost', enter an amount to allow users to print until they exceed this amount within the current period.
  • Use additional balances: Enable this option to have a separate balance that is not automatically reset when the regular balances are reset. For example, the user may be a student that purchases additional printing in addition to their normal allowance. 
  • Overdraft: Enable this option to allow users to complete a print job even if it exceeds their current balance. When enabled, this option may allow the entire job to print, rather than determining that the job cannot be printed due to lack of funds.
  • Auto reset balances (period): Select the period when the user's balance is automatically reset. Options are Never, Daily, Weekly, Monthly or Yearly.
  • On/At: Select the option that corresponds to the reset period. For example, if the balance will reset Monthly, select the day of the month that the reset will occur.
  • Allowances reset option: Select an option that will be applied when you save this allowance information to force balance reset.
    • Do not change – All user balances will remain unchanged.
    • Only update zero balances – All users with a current balance of zero will be reset.
    • All – All user balances will be updated regardless of current balance.
    • Update zero and negative – Only users with zero or negative balances will be updated.
  • Set additional balances to zero: Sets all additional balances to 0 regardless of the amount remaining.

Client Options

These options determine the information that appears in the Client Popup when the user submits a print job. Note that these options appear only if you selected 'Track with Popup' as the Track option.

Displays the job cost for the current print job.

Gives the user control to override job costs.

If you added a custom field to the client popup, this option all users to type freeform text in the field as needed.

Gives the user an option to determine the number of print jobs' accounting information that would be postponed, and handled at a later time. These print jobs will appear in the Pending Jobs list (similar to disconnected jobs)

Job Options

Limits the users' print job output to just B/W, just color, or to allow both color and B/W printing.

Set this option to 'Yes' to enforce 2 sided printing.

To adjust the page layout for print jobs, enable the 'N-up' option to print multiple pages on a single side.

Captures the name of the user submitting the document. This option does not apply to secure job submissions.

Captures the name of the document. This option does not apply to secure job submissions.

Limits

When set to 'Yes', neither page nor cost limits are imposed on the print jobs.

If you set 'Ignore all printing limits' to No, you also need to define at least one limit. Click Add Limit, complete the additional options that appear and then save the limit. Limits are not required when this option is set to 'Yes'.

When you add a limit Workflow automatically changes to "wait for page count" mode. This mode causes Workflow to wait until all pages are spooled before it displays the Popup window or any warnings.

Type: Set the type of limit:

Type Limit is Applied When
Total Pages The total number of pages (both B/W and Color) is reached
Mono Pages The value in the Limits field is reached for Mono Pages only
Color Pages The value in the Limits field is reached Color Pages only
Total Cost The total cost of the job, after the Popup is completed.
Base Cost The total cost of the job, before the Popup displays.

Title: Enter a Title for this limit.

Limits: Enter the amount for the limit that matches the Type you selected. For example, if you chose Mono Pages, you might enter 100 (pages), or if you chose Total Cost, you might enter 20.00.

Message: Enter the message that will be displayed to the user if they submit a print job that exceeds the set limit.

Stop Job: Enable this field to stop the print job when the limit is reached.

Custom Fields

When there are no custom fields yet defined in the system, the message "There are no custom fields defined" appears. You can click the 'Go Create one?' link to open the Client Custom Fields and Values screen and start defining custom fields. Otherwise, this section displays the 'Only use the included custom fields' option. When set to Yes, the custom fields list appears in the section, and you can select the custom fields that will appear for this User Profile.

Secure Options

When a member of this User Profile submits a job to a secure queue, the job will sit in the secure queue for this set number of days before expiring. The user must resubmit the job in the event of an expired job. Note that the job cost is not deducted from the user balance until the job is released to the device.

Enable this option to allow members of this User Profile to enter their own release code when submitting a job to a secure print queue. The user will also be able to change the job expiry date, and the number of time the jobs can be released from the queue.

After all options are set, you can then Assign Members to User Profiles.