Print Control Software Managing print workflow v.3.0 An overview - PowerPoint PPT Presentation

Print Control Software Managing print workflow v.3.0 An overview and how it works

docQrules A powerful business printing cost saving solution

docQrules • Presentation outline – What it does and how it works – The business benefit – How to configure – Reporting – Advanced mode – Case studies – Summary and conclusions

What does docQrules do? • Polices what is printed and how – eliminating unnecessary colour – forcing economy print modes – limiting pages printed – re-routing jobs if necessary – messaging users on actions – reporting all activity • Benefits organisations large & small – driving down network printing costs – reducing waste – helping “Green” target strategies

How does docQrules work? • Installs on the network print server • Monitors all print activity • Applies rules to printing • Logs and reports every action Policing all network print jobs • Licensed per server – Enterprise edition – no limit on queues – SMB edition – 15 queues –no advanced mode

docQrules The business case

Some basic business facts - as examples Colour Capable – Use of office colour in business is growing MFPs • Colour brings benefits - but colour cost money • Typically COST COST 8 to 10 X per page per page 0.6p 5.0p – Users persist in printing emails and web pages • Emails with hyperlinks and corporate logos are colour prints • Email chains can be pages long – Paper and toner is wasted from • not printing two sided • Duplicates from multiple user mouse clicks

docQrules - a simple ROI equation 50 users printing 2 emails of 3 pages per day – MFP c.p.p. Colour 5.0p B&W 0.6p – Papercost 0.3p per sheet Total annual print cost £3,975 Just email printing alone Apply docQrules – Decolourise & limit to 1 duplex page – Saving £300 per month Think of the Fast payback in a matter of months other wastage…. - even faster with the SMB edition

docQrules A product easy to configure and deploy

docQrules administration • Managed by a remote administration UI – Rules and routes can be administered remotely from anywhere on the network

docQrules Setting rules

Setting rules • Five separate tagged pages

Setting rules • Five separate tagged pages – Set conditions to be monitored

Setting rules • Five separate tagged pages – Set conditions to be monitored – Actions to be taken

Setting rules • Five separate tagged pages – Set conditions to be monitored – Actions to be taken – Exceptions to be allowed

Setting rules • Five separate tagged pages – Set conditions to be monitored – Actions to be taken – Exceptions to be allowed – Popup messages to be given

Setting rules • Five separate tagged pages – Set conditions to be monitored – Actions to be taken – Exceptions to be allowed – Popup messages to be given – Email messages required

Conditions • What are you looking for?

Conditions • What are you looking for? How big is the job? – Number of pages • Total including No. of copies or • Originals only ignoring copy count

Conditions • What are you looking for? Is the printer working? – Current printer state • Printing • In error state • unavailable

Conditions • What are you looking for? Is the job colour? – Job content • Black & white only • Includes colour

Conditions • What are you looking for? Is it an email ?

Conditions • What are you looking for? Is it an web page?

Conditions • What are you looking for? Who printed it ? – User and groups of users • Job is from specified user(s)and AD group(s) or • Not one of such specified

Actions • What do you want to do to the job?

Actions • What do you want to do to the job? – Delete, move, or let go on

Actions • What do you want to do to the job? Modify and change how it prints

Actions • What do you want to do to the job? Help it jump the queue – Set priority of job on spooler

Actions • What do you want to do to the job? Make it black & white – Decolourise

Actions • What do you want to do to the job? Print it double sided – Set duplex mode

Actions • What do you want to do to the job? Print it saving toner – Set economy mode

Actions • What do you want to do to the job? Don’t print the whole job – Limit pages to be printed

Actions • What do you want to do to the job? Report what is happening – Log when action occurs

Exceptions • When don’t you want the rule to apply?

Exceptions • When don’t you want the rule to apply? Perhaps when a printer can’t print – Destination printer status • Printing • In an error state • Unavailable

Exceptions • When don’t you want the rule to apply? Perhaps if the job is confidential – Document name • Equals • Contains • Does not equal

Exceptions • When don’t you want the rule to apply? Perhaps for the CEO’s print jobs – User and groups of user • Job is from specified user(s)and AD group(s) or • Not one of such specified

Exceptions • When don’t you want the rule to apply? Maybe out of normal office hours – Between certain hours

Exceptions • When don’t you want the rule to apply? Maybe out of normal office hours – Between certain hours • On certain days

Exceptions • When don’t you want the rule to apply? Maybe for certain web pages – If URL is one specified here

Messaging - Pop-ups • What and where to send Pop-ups

Messaging - Pop-ups • What and where to send Pop-ups Activate for Popups to be sent

Messaging - Pop-ups • What and where to send Pop-ups – Select Popup type • ATI Admin Popups • Windows Messenger popups

Messaging - Pop-ups • What and where to send Pop-ups – Select Popup type • ATI Admin Popups • Windows Messenger popups

Messaging - Pop-ups • What and where to send Pop-ups – Set who is to receive • Original job owner • Originating computer • Other users/machines

Messaging - Pop-ups • What and where to send Pop-ups Write your own message – Free format for messages

Messaging - Pop-ups • What and where to send Pop-ups Write your own message – Free format for messages • Insert relevant variables into text

Messaging - Emails • What and where to send Emails

Messaging - Emails • What and where to send Emails • Activate for emails to be sent

Messaging - Emails • What and where to send Emails • Activate for emails to be sent • Multiple addresses may be applied

Messaging - Emails • What and where to send Emails Write your own message – Free format for email text • Insert variables as for Pop-ups

doc-Q-route Applying and managing the rules

Applying and managing rules • Queues – on connection to the print server all local print queues available for application of rules are displayed under this tab

Applying and managing rules • Rules R ules are configured and displayed on the right

Applying and managing rules • Routes – (the name given to a collection of print queues with rules applied) Routes are configured and displayed on the left

Applying and managing rules • Assign rules and Apply Once rules and routes are defined Assign rules to routes

Applying and managing rules • Assign rules and Apply Once rules and routes are defined assign rules to routes Apply to complete the process

Applying and managing rules • Prevent duplicate prints

Applying and managing rules • Prevent duplicate prints Configure route as Auto Delete Guards against duplicate prints from multiple user mouse clicks If same job clicked to print more than once within a set time the 2 nd job is deleted

doc-Q-route Reporting

Reporting – All print job attributes are logged – Every action taken is logged – Admin UI button exports to Excel and formats for display

Reporting – Anonymising function – Configured at installation – Replaces User names with ***** ****

docQrules Advanced mode

Advanced mode • For more complex requirements

Advanced mode • For more complex requirements – Gives access to on board scripting language for customised rules

Advanced mode • For more complex requirements – Gives access to on board scripting language for customised rules – Comprehensive Help to aid users with functionality

Advanced mode • For more complex requirements – Gives access to on board scripting language for customised rules – Comprehensive Help to aid users with functionality – Syntax check function to ensure accuracy