GoPrint Quota System
Overview
Version 4.2
Updated July 2016
GoPrint Systems
© 2014 GoPrint Systems, Inc, All rights reserved.
One Annabel Lane, Suite 105 • San Ramon, CA 94583 • (925)790-0070
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| GoPrint Quota Overview
1
Quota Overview
Contents
Overview .................................................................................... 3
Configuration Steps ..................................................................... 4
Step 1 - Define User Class ...................................................... 4
Step 2 - Select Pay Method ..................................................... 5
Step 3 - Configure the form of Quota ....................................... 6
1. Scheduled Quota ............................................... 9
2. Cashier created ............................................... 10
3. Self-Self Accounts ........................................... 12
4. Credit Overdraft .............................................. 14
Step 4 - Assign the Quota to a PayPoint................................... 16
Step 5 - Apply to a Web Client and Print Release Station ........... 17
Step 6 - Create Quota Users .................................................. 19
1. LDAP driven .................................................... 19
2. Import using a CSV file .................................... 20
3. Manually create ............................................... 21
How it works ............................................................................. 22
Displaying balance in pages ........................................................ 27
Low balance email notification .................................................... 27
Active/Inactive Accounts ............................................................ 30
Purging/Deleting Accounts ......................................................... 32
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OVERVIEW
This document is intended to introduce you to the GoPrint Quota payment method.
There are essentially two types of Quota:
1. Quota that is given to the user in the form of “free Prints” or “allowance”.
2. Quota the user purchases.
Terms to know
User Class: can be referred to as a group. You assign users to a Class and grant users
access to resources assigned to the Class referred as Purses.
Purses: Is your form of payments referred to as Pay Method. These can be any one or
combination of the following:
1.
2.
3.
4.
Scheduled Quota (free allotted of prints)
Credit Allowance (keeps a running total for chargeback)
Paid Quota (user purchases print funds)
Campus OneCard integration (Quota related when CardNo is pulled from LDAP)
Quota User: is a user account that is created in the GoPrint database that is used to
identify and authenticate the user. Users are granted access to a User Class based on a
desired authentication method. See Step 1 on page 4.
In summary, users get assigned to a User Class that has a designated form of payment
assigned to it. Multiple forms of Payment Methods can be assigned to a User Class and
Users can be assigned to multiple User Classes.
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Setting up the GoPrint Quota system is a seven step process:
1.
2.
3.
4.
5.
6.
7.
8.
Decide how you want to create the Quota user accounts
Set the User Class
Enable the Quota method
Configure the form of Quota
Assigning the Purse to the appropriate PayPoint
Ensure the PayPoint is enabled at the Print Release Station and Web Client
Set the Print Release Station and Web Client to payment and Standard modes
Create Quota users
Step 1 – Decide how you want to create the Quota user accounts
Quota accounts can be created using a variety of resources available currently in your
environment. You may us a single object, a combination, and multiple objects. Once
you decide which method works best of your environment you can then began to
create the Scheduled Quota.
1.
2.
3.
4.
5.
LDAP connection:
Manually created
A CSV file
SQL query to an external database
Self-generated
For Additional information refer to Page 20
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Step 2 – Select a User Class
To access the Class Definition screen and enable your Quota Purse select:
Accounts - Class Definitions
GoPrint provides a template called the Default User Class is designed to assign one or
multiple payment methods referred to as Purses, to a group of users. For ease of use,
you may use the Default User Class template or create additional User Classes to
accommodate various groups of users. In this example we will create a new User Class.
To configure your Quota Purse, click the Plus icon:
Add a User’s Class to define
purses and allowed pay
methods for account
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Step 3 – Enable the Quota Pay Method
The list of available Purses licensed to your organization appears in the User Class
properties page.
Important: If the appropriate Pay Method options aren’t listed, check to ensure your
license key and serial number have been entered correctly or contact GoPrint support to
obtain an updated key.
Type: Quota
Purse Name: Purse names are displayed next to a user’s available funds. Rename the
purse to a user-friendly name easily identifiable by staff and end-users.
Example: Campus Print Funds.
Scheduled Quota allows you to grant an allowance of “free prints” daily, monthly, weekly,
or per semester.
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Step 4 – Select the Form of Quota
1.
2.
3.
4.
Scheduled Quota
Credit Overdraft
Self-Service Accounts
Campus OneCard integration
Option #1 - Scheduled Quota
Refer to the Scheduled Quota configuration guide
http://www.goprintsupport.com/scheduled_quota.pdf
Scheduled Quota screencast
http://www.screencast.com/users/goprintsystems/folders/Quota/media/c781ef2d-3d7241bf-a87c-260765f8250f
A Scheduled Quota is an effective method used for automatically making repetitious
adjustments to a Purse's value. This action affects every user in the Class with which it is
associated. Scheduled expiration renewal dates can be applied as a “one Time (never),
Daily, Weekly, Monthly, and Specific Dates.
To configure a Schedule Quota select
Accounts – Scheduled Quota
Click the Plus icon to “Add a Scheduled
Quota”
Leave the default setting of “Enabled” to Run
Scheduled Quota Nightly Task
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Settings
Name: create a user-friendly name to identify the group of users it applies to.
Active: check to make the Schedule Quota Active.
Apply to New Users: applies the funds to all new users.
Value
Purse: select the Pay Method created in Step 2
Amount: enter the desired dollar amount.
Accrue: allows the remaining balance to carry over to the next renewal period.
Reset: All unused funds expire
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Scheduling
Start Date: enter or select from the Calendar button the date the Scheduled Quota is to
become effective. This is the first date that it will be considered active and applicable to
user accounts. Once the End Date is reached the quota becomes disabled!
Repeat Option: Never
The default is set to NEVER or a “One time”
amount that does not repeat.
The example applies the funds on
09/01/2011 and ends after this date.
Repeat Option Daily: Sets the Quota to
renew on a daily basis
Daily: The results of Every 1 days
the schedule to renew everyday
sets
Repeat Option: Monthly
Monthly and On Days: the setting
of 1 month and Day 1 schedules the
quota to reset the 1st of every
month.
Repeat Option: Specific Dates
Quote resets in September and January!
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The new Scheduled Quota now appears in the list of configured Purses:
Option #2 – Cashier Purchased Funds
Print funds may be purchased directly from staff members assigned to the Cashier role.
The Cashiers can add funds to current Quota accounts or manually create the account and
add the purchased funds.
For more information refer to the Cashier Role guide:
http://www.goprintsupport.com/Cashier_Role.pdf
Creating a Cashier Role screencast
http://www.screencast.com/t/MzllZDMxM
Cashier logon to Control Center and create a new
account. User is given a temporary password with
the option to change it at logon.
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The cashier selects the account and walks through the Adjust Balance process.
Optionally, a receipt can be emailed to the user.
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Option #3 – Self-Generated Accounts
When it’s not possible to create Quota users using LDAP or a CSV file or if you have a
mixed user environment consisting of students and day guests, you can allow users to
create their own account: referred to as Self-Service Accounts.
Users generating Quota accounts using the Self-Service Class typically purchase their
print funds using one or all of the three methods:
1. Credit cards - http://www.goprintsupport.com/support.html
2. Add Value hardware station http://www.goprintsupport.com/Netlink_7080_Cash_To_Account.pdf
Important: This feature ONLY works with the Web Client popup
To enable Self-Service User Accounts
1. Check the Allow Self-Server Accounts checkbox
2. Select your User Class from the Self-Serve User Class drop down
Hint: when using a mixed user environment, it’s recommended to assign each group of
users to their own User Class for accounting and reporting purposes.
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How it works!
When a user without an account sends a print job, the web client pops up and the user is
prompt to enter their eMail address to sign up. They then follow the prompts to create
their account. At that point, they can log in to purchase print funds using a credit card or
walk over to a cashier or Add Value device to generate a purchase.
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Option #4 – Credit Overdraft
GoPrint Credit Overdraft provides numerous payment options:
Refer to the Credit Overdaft configuration guide:
http://www.goprintsupport.com/Credit_Overdaft_Quota.pdf
Credit Overdraft screencast
http://www.screencast.com/users/goprintsystems/folders/Quota/media/d00636a5-d17b49c7-a3f7-5608c8de88be
When used with a “free Prints” quota, and funds have been depleted, you can continue to
allow students to print by granting them a line of credit with the indent to charge their
account at the end of the semester. This feature is designed to automatically rollover to
the credit allowance after the primary quota reaches a 0.0 balance. At the end of the
semester, a financial report is run, (Based on a date range) and exported to the campus
billing office. Credit Overdaft is beneficial when:
1. Students are not granted a “free print quota and start the beginning of the
semester with a 0.0 balance and accumulate credit during this time period, and
eventually charged.
2. The credit overdraft system allows you to bill specific departments such as, faculty
and research departments over a specific time period.
Enable Credit Overdaft
Credit overdraft is enabled under the
System Policy Accounting tab by
checking the Allow Credit checkbox.
A Global Credit Limit must be set and
can be fine-tuned
At the User Class level.
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Enable Credit Overdraft at the User Class Level
Once Credit Overdraft is enabled, the Credit Limit field becomes editable. Here you can
enter the desired credit limit you want to provide. Once a user reaches this limit, they will
be denied access to release their print jobs.
When using multiple Purses, especially with Scheduled Quota, it’s important to apply the
credit limit to its own purse for accounting and reporting.
When using the same User Class you can use the Allowance Purse to allow the credit and
users will need to select the Next Purse button at the Web Client or Print Release Station
to access their credit funds.
Example: a Quota Users account using Scheduled Quota and Credit Overdraft would as
follows:
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Step 5 - Assign the Quota to a PayPoint
Note: it’s assumed the PayPoint was previously configured, and if not, select the
Add PayPoint icon to create a new PayPoint or click the pencil icon to enter your
existing PayPoint properties
Financial Section
Allowed Purses
Check the Default User Class Quota Purse
Optional Settings:
Sort Order is used with multiple Pay Methods to display the primary Pay Method first. The
lower the number sets that Pay Method first in order.
Note: Payment Connector, Add Value Option, Add Instructions, and Partial Payment
Option are used with various port of sale systems and don’t apply to most Quota
other than purchasing funds with credit cards.
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Step 6 – Enable Pay Method at a Web Client and Print Release Station
Web Client Popup
Profiles Section
PayPoint: select the PayPoint from the
drop down menu
Behaviors Section
Logins
Authentication: Quota
Session Timeout: set the
amount of time the system will
auto-log out a user
It’s recommended to set a short timeout
to encourage users to immediately print their documents to eliminate the risk of other
users accidently paying for and printing the previous users print jobs.
Behaviors
Allow Payment at: Workstation
Pay/Release Mode: Pay-for-print
Note: Allow Payment at PayStation is commonly checked when a Quota is
combined with a vending payment option or for additional security.
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Print Release Station
General Section
General
PayPoint: select the PayPoint from the drop
down menu
Appearance
To enable a Print Release Station to accept
Quota payments set:
Mode: PayStation
Authentication Type: Standard
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Step 7 - Create Quota users
New Quota accounts may be created using a number of methods:
When implementing LDAP filters for importing user information to assign to User Classes,
it is necessary to first establish a successful communication with the appropriate directory
service database used by your organization.
Currently GoPrint supports Novell Directory Services, OpenLDAP, Microsoft Active
Directory, and External Authentication to a 3rd party accounting or database account
system.
Option #1 – Create users with a LDAP Repository
Refer to the following documentation:
Active Directory and LDAP
http://www.goprintsupport.com/Active_Directory_LDAP.pdf
OpenLDAP and Novell eDirectory
http://www.goprintsupport.com/Novell_LDAP.pdf
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Option #2 - Import users using a CSV File
Bulking importing Users
http://www.goprintsupport.com/bulk_importing_users_from_CSV_file.pdf
Importing Users Using a CSV File screencast
http://www.screencast.com/users/goprintsystems/folders/Importing%20Users/media/b05
f6e0a-47b7-420e-b433-efe744e55b4b
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Option #3 – Manually Create Accounts
Assigned staff members can be granted Rights to manually create Quota users and assign
them to the corresponding Scheduled Quota Purse.
1.
Accounts – Manage Users
2.
Select link to Add a new user
3.
Select the Scheduled Quota
Purse from the Class drop
down menu
4.
Press Save and Add
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How it Works
Quota Payment Process at Web Client
Web Client - Screen 1
1. User sends a print job and the Web Client pops up.
2. User is prompt to enter their Quota ID and password
Important: Under LDAP authentication, Quota user accounts are not created until the
first time a user logs into the Web Client. At that time, communication to the directory
service database is made over the LDAP protocol.
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Web Client - Screen 2
If successful, authentication occurs; the student’s Quota ID and Available funds are
displayed under the Account Summary section. Students can review their account to
ensure an adequate balance exists.
They select their print jobs and the Total cost is displayed under the Transaction Summary
section. If all is well, they select Pay and Print to release their print jobs.
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Web client - Screen 3
A successful transaction results with the user’s new balance appearing under their
Available fund, and the Transaction Summary section displays the payment amount
(highlighted in red) followed by the adjusted new balance.
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Quota Payment Process at a Print Release Station
Screen 1 - User sends a print job and walks over to a release station
They identify their username or
workstation and click the
corresponding print button
Screen 2 - User reviews their print jobs and selects the jobs to print and clicks Continue
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Screen 3 - User is prompt to log in with their Quota ID and Password, and if successful
authentication occurs, and the student’s Quota ID and Available funds are displayed under
the Account Summary section. Students can review their account to ensure an adequate
balance exists, and release their print job.
Important: under LDAP authentication, Quota user accounts are not created until the
first time a user logs into the Web Client. At that time, communication to the directory
service database is made over the LDAP protocol.
Ex: Available Balance displayed
If multiple purses are available for
payment, users can choose the Next Purse
button to select a secondary Pay method
from which to draw funds.
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Display balance by allotted pages and not cost
To display the Available fund in the amount of Available pages instead of dollars, navigate
to your PayPoint choose the Prompts tab,
and make the noted changes:
Label: change to Credit Available or Pages
Available.
Amount Prefix: remove the dollar sign.
Display in Units: enter the currency value
of 1 unit instead of dollars. Ex: if charging
.10 per page, then enter.10
The available balance is displayed in the
form of Pages Available and not dollars.
Low Balance Email Notification
You may elect to email users a low balance notification when their balance drops below a
specific limit.
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1.
2.
System – System Policy – Network tab
Enter the SMTP server information
Important: the FQDN MUST match the FQDN of the Quota Users account on
file.
3.
4.
5.
System Policy - Accounting tab
Check Notify Balance
Enter the global low balance limit
Note: this is a global setting for all users. It is not possible to email different low
balance limits.
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Set Quota Accounts Inactive
To set individual or a subset of accounts to Inactive, manually check the account then
select the Misc. Action drop down menu then select to Make Inactive then select to RUN
COMMAND.
Note: currently scripting this task is not available.
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Option #2 – Individual Quota Accounts
You can manually set an Active to Active and Inactive under each users Quota Profile
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Deleting User Accounts
Quota user accounts cannot be deleted when an existing balance exists. To delete an
account the balance must be adjusted to 0.0. To do so,
1.
2.
3.
4.
Select the Purse from the Adjust Balance section
Amount: Enter a negative amount equal to the users current balance
Other Reason: enter a single word describing the reason
Select Adjust Balance button
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Purge ALL Users
System – Purge Records
Note: Non-Admin Users will purge ALL users
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