Create a User Account

It is not necessary to add user accounts manually if you are connected to a directory source. The system will automatically add new users as they print. However, if you prefer to add a new user manually, follow these instructions. These user accounts will be managed inside Workflow only, are not linked to any specific directory source.

  1. Select Administration from the ribbon.
  2. Select Users → List.
    3. Ensure that you confirm the user is not already in the User List. Use the Search function to locate a user.
  3. Click Create.
  4. In the 'Create User' screen, type the network name of the user, and then click Create. If you enter a network name that already exists, a warning message is provided and you cannot proceed. If your authentication method is currently Peer to Peer, you must provide both the Network name and the User name in the resulting fields.
  5. In the 'General' section, enter the following information: 
    • Network Name: The user's network name, derived from the network information when the user printed for the first time, or if an Admin manually entered the name when creating a user account.
    • Is Active: If the user is active in the network, enable 'Yes'. All activity from active users will be tracked.
    • Display name: The user's full name.
    • Primary email: The primary email address for this user.
    • PIN: Click 'Generate' to generate either a numeric or alpha-numeric PIN of a certain length. Alternatively, you can click in the field and manually enter a PIN. Click Set Password to enter a password for this account. The user will have to enter the PIN code/password combination to authenticate when releasing print jobs.
    • Swipe/Prox Card data:Swipe a card to populate this field.
    • Account: A general text field that is used for reference information when exporting user data.
    • Last printed on: The field is blank if you are creating a new user.
  6. In the 'Profile' section, select the following:
    • User profile: Assigns the user as member of the selected User Based Print Tracking
    • Role: Assigns the user to a specific User Roles within Workflow. This role determines the user's capabilities within the Workflow tools.

  7. In the 'Balances' section, the fields are displayed and editable only if the User profile you selected in the 'Profiles' section has defined Allowances. Refer to Create or Modify a User Profile.

    • Type: If the user is assigned a printing allowance within the User Profile, the allowance type is shown (i.e. Total pages, Cost, etc.) and the specific allowance is also displayed (i.e. page allowance, cost allowance, etc.).
    • Allowance: Whenever the user prints a job, the value of the job is automatically deducted from the allowance until the value is 0. If the user reaches 0, they can no longer print and will receive an error message after the jobs spools. You can manually override the allowance if necessary.