Configuring organizational settings

Learn how to configure Cloud Print Management policies in your organization.

On the

Organizational Settings

page, you can configure the features related to Print Management.

From the Print Management web portal, click

Administration

Organizational Settings

To configure features related to print clients, expand

Print Clients

, and then configure the following:

The

icon appears beside the group and setting that you are updating. If there is an invalid input or error on the page, then the same icon is also displayed

Access

—This section lets you configure access to the Print Clients page. The

Enable Print Clients page

setting lets you navigate to the Print Clients page. For more information, see Downloading the Lexmark Print Management Client.

Update

—This section lets you configure automatic update for installed print clients. The

Enable automatic updates for installed print clients

setting lets users configure the Lexmark Print Management Client for automatic updates to the latest version when available. In this section, you can also configure the exact timing for the update. For more information, see Enabling automatic updates for Lexmark Print Management Client.

Advanced Hybrid Storage

—The

Enable advanced hybrid storage

setting lets you create advanced hybrid storage options. You can keep a maximum of three copies of a job, apart from the default copy on the submission workstation. There is no limitation on the number of storage devices, but the number must be greater than the selected number of copies. In this section, you can also choose between Windows, Linux, and Optra as the hybrid job storage type.

Depending on the selected hybrid storage type, the Client Overview page features only the relevant storage devices. For instance, if you select Windows from the hybrid storage type, then the storage list features only the Windows storage devices.

Changing the value of the previously saved Hybrid Job Storage Type notifies the administrator that the existing Advanced Hybrid Storages and Storage Assignment are deleted.

For more information on advanced hybrid storage, see Understanding advanced hybrid storage.

To configure features related to print jobs, expand

Print Jobs

, and configure the following:

Delegation

—The

Enable print job delegation

setting lets you delegate print jobs to other users, allowing them to release the jobs for you. For more information, see Managing delegates.

Enable delegate e‑mail notification

—Sends an email notification to a delegate when the delegate is added or removed. If an expiry date is set for the particular delegate, then the email contains the information related to the expiry date and time as well.

Release

Enable changing the number of copies before release

—Lets you change the number of copies before releasing a print job. For more information, see Releasing print jobs using the eSF application on the printer.

This feature requires the following versions of the Print Release eSF application:

For e‑Task v5 or later
: 5.10.x or later

For e‑Task v4 or earlier
: 2.6.x or later

Enable print and keep

—Lets you retain a print job in the print queue after releasing it.

This feature requires the following versions of the Print Release eSF application:

For e‑Task v5 or later
: 5.10.x or later

For e‑Task v4 or earlier
: 2.6.x or later

Enable automatic print release

—Lets you release print jobs automatically after logging in to a printer. For more information, see Printing jobs using automatic print release.

Keep print job file names for reporting

—Lets you store the file name of a print job for organizational reporting.

List and auto‑release oldest print jobs first

—Lets you show and release the print jobs in order from oldest to newest.

Update the eSF applications to the following version to use this feature:

For eSF version 5 or later:

Cloud Authentication version 5.6.30

Print Release version 5.10.19

Device Usage version 2.4.19

For eSF version 4 or earlier:

Cloud Authentication version 2.6.23

Print Release version 2.6.24

Device Usage version 2.4.19

Retention

—From the

Print Job Retention

section, specify the length of time before released and unreleased jobs are deleted.

You can configure the duration for Print Job Retention by specifying the number of days or hours.

History

—From the

Print Job History

section, specify the period of the print job history.

You can configure the duration for Print Job History by specifying the number of days or hours.

You can view the print job history information from the Print Job History tab. For more information, see Viewing the print job history.

This setting determines the included dates when generating the history of submitted print jobs. The specified period has no association with the Analytics web portal.

To configure email submission related settings, click

Email Submission

, and configure the following:

Enable e‑mail submission

—Lets you email documents to Lexmark Cloud for release. For more information, see Sending print jobs using e-mail. The email address appears next to the Enable e‑mail submission option.

The email address is linked to the environment that you are logged in to.

The email address also appears as a banner on the Print Queue page.

In the

E-mail documents to the following custom address

field, type an organization‑specific username.

The email address is <organization‑specific username>
@print.lexmark.com.

When email submission is enabled for the first time, the email address can take up to 24 hours to be available.

A notification appears when the email address becomes accessible for users to submit print jobs.

Enable e-mail body submission

—Lets you submit the email body to Lexmark Cloud for release. To enable email body submission, you must enable email submission.

Enable e‑mail body submission

is not selected, only the email attachment is printed.

Allow guests to use e‑mail submission

—Lets unregistered guest users email their documents to Cloud Print Management. To allow guest print submission, you must enable email submission. For more information, see Configuring the Guest Print feature.

Limit the number of pages allowed per job

—Lets you set the maximum number of pages allowed per job for unregistered guest users.

Each attachment in the email is treated as an individual job. The body of the email is also treated as an individual job.

Assign guests to cost center or department

—This feature lets you assign guests to a specific cost center or department for applying quotas and reporting. From the

Assign guests to cost center or department

menu, select any of the following:

Do not assign

—Use this option if you are not assigning guests to any cost center or department.

Cost center

—Type the name of the cost center.

Department

—Type the name of the department.

To configure features related to quotas, click

Quotas

, and then configure the following:

Print Quotas

—The

Enable print quotas

setting lets you set printing quotas. You can define the default quota for the organization, or set a custom quota.

To configure features related to policies, expand

Policies

, and then configure the following:

—The

Enable print policies

setting lets you create and assign print policies to the users and groups in your organization.

Cost center or personal

—Lets you create a policy, and then assign it to cost centers or individual users.

Department or personal

—Lets you create a policy, and then assign it to departments or individual users.

Personal only

—Lets you create a policy, and then assign it to individual users.

For more information on creating and assigning print policies, see Creating and assigning print policies.

Client

—The

Enable client policy

setting lets you create rules to manage Print Clients for an organization.

To configure features related to print assignments, click

Print Assignments

, and configure the following:

Enable print assignments

—Lets you create, edit, and delete print assignments that specify printers to which a user may print in this organization.

From the

Use print assignment with

menu, select any one of the following:

Direct Print

— Enables the Direct Print feature for departments, cost centers, and users. This feature allows you to track jobs that are sent to network attached printers, enrolled in Cloud Fleet Management.

For more information on creating a direct print package, see Using Direct Print.

Offline Print

—Lets you send print jobs even when connectivity to Lexmark Cloud Service is lost. Print analytics data is held in the client workstation until connection to the Lexmark Cloud Service is restored.

Direct and offline print

—Lets you utilize the capabilities of both Direct Print and Offline Print.

For more information on Offline Print, and Direct and Offline Print, see Using Offline Print.

To configure Universal Print, click

Universal Print Integration

, and configure the following:

Enable Universal Print

—This feature registers the Cloud Print Management as a Microsoft Universal Print (MUP) virtual printer in the Microsoft Entra ID.

Printer name
—In the

Printer name

field, type the name of the Cloud Print Management virtual printer.

Printer share name
—In the

Printer share name

field, type the printer share name.

The printer name and printer share name can be the same, but the printer share name must be unique.

Before enabling Universal Print Integration with Cloud Print Management, make sure that the following prerequisites are met:

The operating system of the client workstation must have Windows 10 version 1903 or later.

For macOS, the client workstation must have version 13.3 or later.

The organization is federated, with users registered on Microsoft Entra ID.

The client machine is configured and connected to the Microsoft Entra ID tenant.

You must set up MUP beyond the actual federation setup with Lexmark Cloud Services and make sure that the Azure tenant has a valid MUP subscription.

The user setting up the virtual printer from the Cloud Print Management portal must have the Printer Administrator role in Azure.

Setting up Cloud Print Management and MUP integration involves more activities beyond the virtual printer setup. You must fetch the Azure tenant details so that they can be mapped to a Lexmark Cloud Services organization ID. To copy an organization ID on the

Organization Information

page, click the duplicate icon

beside the organization ID.

For more information on the permission required for the user, go to https://learn.microsoft.com/.

The Lexmark Universal Print application must have the following administrator permissions granted:

User.Read,Organization.Read.All

PrintJob.ReadBasic / PrintJob.Read / PrintJob.ReadBasic.All

After Universal Print is enabled, and if Azure administrator rights are available, a shared printer is created in the MUP tenant of Microsoft Entra ID. With Microsoft Entra ID administrator rights available, save the changes and select an administrative account.

The printer name and printer share name are automatically created in the MUP tenant of Microsoft Entra ID. The printer registration process takes a few minutes to complete.

In Analytics, the submission type is reported as Microsoft Universal Print.

Click

Save Changes

Sharing the registered printer to allow access to users

From the Universal Print Microsoft Entra ID portal, select the registered printer.

Click

Access control

Enable

Allow access to everyone in my organization

Click

Share Printer