The Access Control function in CentreWare IS enables you to control usage of valuable resources and associated costs as needed. For example, you can restrict color printing via the Availability Permissions settings, and control paper use via the Tray Permissions settings and the 2-Sided Printing options for applications.

Note: Carefully consider the productivity impact of limiting permissions before configuring Access Control settings. For example, some people may occasionally need to work late or on weekends. Contact the administrator before changing Access Control settings. The administrator should inform printer users if Access Control permissions are set.

Access Control Settings

When you are satisfied with the configuration of the current group, click Save Changes to save the settings or Discard Changes to keep the previous settings. You can configure up to three Access Control levels, or groups. Navigate between the configuration pages by clicking the Group 1, Group 2 or All Other Users links at the top of the pages.

The current date and time displays on the access level configuration pages. For more information about setting your printer's clock, see the Date and Time Help.

Users

A maximum of 50 User Names can be added in total for Groups 1 and 2. The New button is unavailable for selection after 50 users are added in any combination to Groups 1 and 2. Printer users are included in the All Other Users group by default, until they are added to Groups 1 or 2. The add new/delete user function is not available on the All Other Users page.

Adding new users - Click New and enter an alphanumeric user name (the user's system login name/user ID) up to 32 characters in length. User Name is case sensitive, and it must be spelled correctly to match the user's system login name. User Name cannot be blank.

Note: The following special characters are not allowed in User Names:
" ' & ? + = < > , :

Deleting users - To remove names from the list, select the check box next to the user name(s) and then click Delete. The Delete button is unavailable for selection until a check box is selected.

The list displays 5 names at a time. If more than 5 names exist, navigate through the list to locate a user by clicking the left or right arrows, or click the drop-down list to select a page to display.

Availability Permissions

This section enables you to restrict color printing or all printing for the group by day of the week and time of day.

Printing Allowed - Specify the time in which any printing is allowed for each day of the week. For Begin time, choose All Day, None, or select a span of time by choosing Begin and End times. Selecting All Day or None for the Begin time makes the End time field unavailable for selection. The default setting is All Day.

Color Allowed - Specify when color printing is allowed for each day of the week. The Color Allowed settings are limited by the Printing Allowed settings. If None is selected for Printing Allowed, then the Color Allowed fields are unavailable for selection. For Begin time, choose All Day, None, or select a span of time by choosing Begin and End times. The default setting is All Day. The Color Allowed options are not available on printers that do not support color printing.

Job Type Permissions

Tray Permissions

This section enables you to restrict the group's ability to print from a specific paper tray. Select Always Allow or Don't Allow from the drop-down list for each tray. The default setting is Always Allow for all trays. You cannot restrict all trays at the same time.

Note: Tray permissions do not apply to previously stored jobs. Access Control settings only apply to stored jobs sent after the creation of tray permissions.

Application Permissions

This section enables you to restrict color printing, all printing or 1-sided printing by software application. You cannot restrict all applications to No Printing Allowed at the same time. On printers that support color printing and 2-sided printing, the default settings are Color Allowed and 1-Sided Allowed for All Other Applications. On printers that do not support color printing but do support 2-sided printing, the default settings are Printing Allowed and 1-Sided Allowed for All Other Applications. All Other Applications can be used to restrict printing of jobs not originating from the printer driver or recognized software applications, such as direct PDF printing, FTP, and file download.

Adding new applications - Click New and select the application from the drop-down list, or enter the application name up to 32 characters in length. Application name must be spelled correctly to match the application's executable file name, (without a file extension such as .exe), or the restriction will not be enforced. The drop-down list contains the names of software applications that have sent jobs to the printer. A maximum of 10 applications can be added for each group. The New button is unavailable for selection after 10 applications are added.

Note: Do not include the suffix .exe on application names, or the following special characters in application names:
" ' & ? + = < > , :

Deleting applications - To remove applications from the list, select the check box next to the application name(s) and then click Delete. The Delete button is unavailable for selection until a check box is selected.

Printing options - For color printers, select Color Allowed, Black Only, or No Printing Allowed. If No Printing Allowed is selected, then the 2-Sided Printing options are not available for selection. The default setting is Color Allowed.
For printers that do not support color printing, select Printing Allowed, or No Printing Allowed. If No Printing Allowed is selected, then the 2-Sided Printing options are not available for selection. The default setting is Printing Allowed.

2-Sided Printing options - Select 1-Sided Allowed or 2-Sided Only. The default setting is 1-Sided Allowed. The 2-Sided Printing options are not available on printers that do not support 2-sided printing.