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MANAGED PRINT SYSTEM USER GUIDEMAKE SURE YOU PRESS LOGOUT AT THE TOP RIGHT WHEN YOU ARE FINISHEDTable of ContentsMake Copies . 3Please note: You cannot connect a USB stick directly to the multi-function device. .3Can I still use a USB stick to print or make copies at a Managed Print System Device? (No) . 5Printing from the Computer and Releasing Print Jobs at the Device . 5Please note: You cannot connect a USB stick directly to the multi-function device. .5Using the Print Driver on the Computer .5Part Time Faculty . 5For Part Time Faculty who want to use the print driver on their personally owned computer, thedriver installation packages and instructions will be posted to the ETS Getting Help Pages. 5Release Print Jobs at the Multi-Function Device .6For More Options before you Print . 8Selected my print jobs but they did not print (may be out of paper) . 9Can I print on labels or envelops? (yes) . 9How do I use the stapler on a floor standing multi-function devices when printing? . 11You set up the use of a stapler in the print driver on your computer. . 11NOTE: Not all multi-function devices have a stapler. . 11For Windows Computers .11For Apple/Mac Computers.12Scan to Email (no charge for scanning) . 15Scan to Office365 OneDrive (no charge for scanning) . 17The first time you scan to Office365 OneDrive . 19Scan to OneDrive After the First Time using Scan to OneDrive . 21Can I scan documents and save to a USB stick? (No) . 21I am getting an error message Authentication Required when I print or I can’t print to theManaged Print System (aka rabbit/secure print) anymore? Did you recently Change yourMyPortal Password? . 22If you have not recently changed your Myportal password, please submit an ETS Request for Helpor contact the Call Center at 408-864-8324. . 22Please follow the instructions below if you have recently changed your MyPortal password:. 22Windows OS Computers .22Apple/Mac OS Computers .22DRAFT December 17, 20191
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Make CopiesPlease note: You cannot connect a USB stick directly to the multi-function device.1. At the device, using a Valid Staff ID card with the mag stripe on the back facing LEFT, swipeyour card into the card reader on the right side of the machine and it should automaticallyauthenticate. There is the option to manually enter your CWID and Password on the touchscreen.If you see the screen below you can login by swiping your Staff ID Card, otherwise selectPaperCut MF icon and you will see the Login Page above to enter in your CWID andpassword manually.2. This screen will appear. Select Device functions.DRAFT December 17, 20193
3. You will be immediately asked to select a Finance Account. Select the account yourmanager told you to use. Some users may have a choice depending on the purpose of thecopies.You may see this screen while the system is thinking 4. This screen will appear. Select Copier (Classic).5. This screen will appear. Make your selections and select Start.DRAFT December 17, 20194
6. When you are done making copies you can either Logout (top right) or go back to themain selection screen by doing the following:a. Select PaperCut MF.b. Press the back arrow at the bottom.Can I still use a USB stick to print or make copies at a Managed PrintSystem Device? (No)Unfortunately, No. If you know of a shared computer in your Division or Department area youwill be able to plug in the USB device and print from there to the Managed Print System(SecurePrint). ETS will be working with the colleges to add more shared devices on campus forthis purpose.USB Ports on the Multi-Function Devices are disabled otherwise you would be able to bypassthe ability to charge back departments for the cost of prints and copies.Printing from the Computer and Releasing Print Jobs at the DevicePlease note: You cannot connect a USB stick directly to the multi-function device.Using the Print Driver on the Computer1. On the computer, select print like you normally do and choose the Ricoh secure printdriver for the managed print system installed by ETS.There are printoptions within the print driver similar to other print drivers.Part Time FacultyFor Part Time Faculty who want to use the print driver on their personally owned computer, thedriver installation packages and instructions will be posted to the ETS Getting Help Pages.DRAFT December 17, 20195
2. Your print job will now be placed into the PaperCut print queue associated with your CWID.When you release your print jobs at the multi-function device you will only see your printjobs. The PaperCut print queue is located on a server managed by ETS. It is not in the cloudoff campus.Release Print Jobs at the Multi-Function Device3. At the device, using a Valid Staff ID card with the mag stripe on the back facing LEFT, swipeyour card into the card reader on the right side of the machine and it should automaticallyauthenticate. There is the option to manually enter your CWID and Password on the touchscreen.If you see the screen below you can login by swiping your Staff ID Card, otherwise selectPaperCut MF icon and you will see the Login Page above to enter in your CWID andpassword manually.4. This screen will appear:DRAFT December 17, 20196
5. Select Print release and you should see the print jobs you sent to the MPS print queue andonly your print jobs. Select one or more to print using the touch screen. You are able tochange to Print as grayscale and Print as 2-sided (bottom of the screen). Then select Print(lower right).Example Below:6. Next, you need to select the finance account to which the print jobs will be charged. Selectthe account your manager told you to use. Some users may have a choice depending on thepurpose of the printing.Either type letters in the Search field: Search accounts to find this finance account or scroll byswiping up or down on the touch screen. Select the finance account on the touch screen.WARNING: The touch screen is very sensitive and you could accidentally select the wrongaccount and unfortunately there is no going back, your print jobs will be charged to thataccount for the particular print job. So, best to do a search versus swiping on the screen.The next time you authenticate at a device the last account code you chose will be at the topof the list - as shown in the example below, last account code used was CS-EducationalTechnology Services.DRAFT December 17, 20197
7. Your job(s) should print. And you will be brought back to the list of print jobs, if anyremain. Once you print the job, it will immediately disappear from the list.Jobs Not Yet Printed will remain in your print queue for 3 calendar days.8. Select the back arrow at the bottom of the screen to get back to the main selections.For More Options before you PrintTo select the number of copies you want to print and other options select the at the right forthe print job.DRAFT December 17, 20198
You can make other selections such as duplex mode, color or grey scale, and select the accountcode for the job. See the example belowSelected my print jobs but they did not print (may be out of paper)When our jobs print there is a blue light that appears on the lower left of the board of thetouch screen. If you see a red light on the bottom board of the touch screen, most likely thedevice is out of paper or you printed in a format other than 8.5x11 and the device is wanting touse legal size or another size paper.There should always be legal size paper in one of the paper trays (if have multiple trays) inaddition to 8.5x11.Once you add paper the jobs should print.Can I print on labels or envelops? (yes)Use the manual feed input tray or one of the other paper trays to print envelopes or labels.Make sure you pick the specific paper tray when you print your document(s) at your computer.DRAFT December 17, 20199
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How do I use the stapler on a floor standing multi-function devices whenprinting?You set up the use of a stapler in the print driver on your computer.NOTE: Not all multi-function devices have a stapler.For Windows Computers1. Under the Windows icon at the lower left of the computer screen, go to Control Panel andselect Devices and Printers.2. Right Click on the SecurePrint (Rabbit Print) printer driver and select Printer properties.3. The window below should appear. Click on the Accessories tab at the top.DRAFT December 17, 201911
4. Click on one box next to one of the Finishers so a check mark appears. It doesn’t matterwhich one. Next click on Apply and then click on OK.5. Close the Devices and Printers window.For Apple/Mac Computers1. Go to System Preferences.2. Click on Printers & ScannersDRAFT December 17, 201912
3. Locate and Click on your Managed Print System printer driver. Could be namedSECUREPRINT or Rabbit Printer or rabbitprint.ad.fhda.edu4. Click on Options & Supplies5. Click on Options.DRAFT December 17, 201913
6. Next to Finisher: select one of the finishers. The first one will work for any of the ManagedPrint System Devices. Then Click on Ok.7. Now close the Printers & Scanners window.DRAFT December 17, 201914
Scan to Email (no charge for scanning)1. At the device, using a Valid Staff ID card with the mag stripe on the back facing LEFT,swipe your card into the card reader on the right side of the machine and it shouldautomatically authenticate. There is the option to manually enter your CWID and Passwordon the touch screen.If you see the screen below you can login by swiping your Staff ID Card, otherwise selectPaperCut MF icon and you will see the Login Page above to enter in your CWID andpassword manually.2. Place the document you want scanned into the top feeder on the device.3. Select Scan on the touch screen.DRAFT December 17, 201915
4. Select Scan to My Email. By default, the scan will go to your email account. Youcannot change this.5. You can change the Subject and Name of the document.6. You can modify how the document is scanned using Settings on the right-hand side ofthe screen.7. Select Start scanning on the lower right.8. You will see the following on the touch panel and then be brought back to the mainselection screen.DRAFT December 17, 201916
9. You will receive an email with the attached scan.Scan to Office365 OneDrive (no charge for scanning)1. At the device, using a Valid Staff ID card with the mag stripe on the back facing LEFT,swipe your card into the card reader on the right side of the machine and it shouldautomatically authenticate. There is the option to manually enter your CWID andPassword on the touch screen.DRAFT December 17, 201917
If you see the screen below you can login by swiping your Staff ID Card, otherwise selectPaperCut MF icon and you will see the Login Page above to enter in your CWID andpassword manually.2. Place the document you want scanned into the top feeder on the device.3. Select Scan on the touch panel.4. Select Scan to OneDrive.5. You can change the Filename of the scan file and then select Start scanning.6. You will then see these screens:DRAFT December 17, 201918
The first time you scan to Office365 OneDrive7. The first time you scan to Office 365 OneDrive you will receive an email from thePaperCut MF/Managed Print System to authenticate to your Office365 OneDriveaccount. (Use email on your computer not a smartphone.)8. Click on Login to OneDrive for Business.Example:DRAFT December 17, 201919
9. In the window that appears, click on Accept.10. Once the authentication is complete you should see the screen shot below.11. You may receive another email telling you the system is sending your scanneddocument to your OneDrive account:12. Then you will receive a final email telling you the document has been saved to yourOneDrive account. Click on Go to your scan! and your document will open up in abrowser window.DRAFT December 17, 201920
13. Alternatively, you can log into Office365 and click on OneDrivenewly created folder named: Apps. Look for a. Open this folder and you should seeanother folder Scans for PaperCut MFaccess your scanned documents. Open this folder toScan to OneDrive After the First Time using Scan to OneDrive14. After the first time using Scan to OneDrive you will receive an email like the examplebelow each time you create a scanned document. You can go directly to your scanneddocument from within the email message by clicking on Go to your scan!Can I scan documents and save to a USB stick? (No)Unfortunately, No. However, you can scan to your Office365 OneDrive. When do scan to yourOffice365 OneDrive you will receive an email with a link to the scanned document in yourOneDrive. You can open the document through this link and download the document.DRAFT December 17, 201921
I am getting an error message Authentication Required when I print or Ican’t print to the Managed Print System (aka rabbit/secure print)anymore? Did you recently Change your MyPortal Password?If you have not recently changed your Myportal password, please submit an ETS Requestfor Help or contact the Call Center at 408-864-8324.If you recently changed your MyPortal Password, this password is also used for email and thewireless network and now the Managed Print System. Your password is securely stored onyour computer for the printer driver. It needs to be updated.Please follow the instructions below if you have recently changed your MyPortalpassword:Windows OS ComputersPlease submit an ETS Request for Help since an ETS staff person will need to assist you withupdating the Managed Print System printer driver on your computer with your new MyPortalPassword.Submit an ETS Request for Help1. Using a Browser go to etshelp.fhda.edu.2. Log in using your MyPortal ID and password.3. Select New, then New Work Request from Work Request Form, then ETS Requestfor Help.4. Complete the form then click on Save at the bottom of the form.Or contact the ETS Call Center at (408) 864-8324.Apple/Mac OS ComputersFor the Apple/Mac computer, you will need to update the KeyChain. This process has youdeleting the previous password out of the Keychain and create a new entry in to the Keychain.Update the KeyChain1. Go to your Applications folder and locate the Utilities folder2. Inside the Utilities folder look for and double click on/open the Keychain Access.app3. You will probably need to scroll to find the managed print system printer listed. Itcould be named SecurePrint, Rabbit printer or rabbitprint.ad.fhda.edu.4. Once you identify the managed print system printer in the list, right click on theprinter and select delete it.DRAFT December 17, 201922
4.a. If you are unable to identify the managed print system printer, then go toSystem Preferences under the Apple icon at the top left of your computer screenandSelect System Preferences.4.b. Next locate and double click on Printers and Scanners. In the list on the leftyou should be able to identify the managed print system printer name. Now go back to theKeychain Access app and delete it.5. Now try to print something. You should be presented with a window that lookssimilar to the screenshot below. Except the name of your printer may be different and it willhave your name.5.a. Replace your name with your CWID.5.b. Enter your MyPortal password into the Password box.5.c. Click on the box next to Remember this password in my Keychain.5.d. Click on the OK button.Example:5.e Now try printing again to the managed print system printer.If you are unable to see the print job at the managed print system device to release itor you continue to receive error messages, please contact the ETS Call Center (408) 864-8324for assistance or enter an ETS Request for Help.DRAFT December 17, 201923
DRAFT December 17, 2019 7 5. Select Print release and you should see the print jobs you sent to the MPS print queue and only your print jobs. Select one or more to print using the touch screen. You are able to change to Print as grayscale and Print as 2-sided (bottom of the screen).Then select Print (lower right).
