SFU Print Shared Accounts

OVERVIEW

Shared accounts can be created in PaperCut to track printing and copying charges separately. Shared accounts can be shared among multiple users and groups. The SFU Print team can work with you to determine how your shared accounts can be set up to work with your department. Examples of how shared accounts can be used:

• Tracking printing/copying costs by course (BISC 101, BISC 102, etc)
• Tracking printing/copying costs by research grants

This article has additional information on:

• Two types of shared accounts
• Setting up shared accounts in pin codes
• Setting up shared accounts in account lists
• Printing and Photocopying with shared accounts overview
• Account Management

 

TWO TYPES OF SHARED ACCOUNTS

There are two options for using Shared Accounts:

1. PIN Codes: Users can charge to shared accounts by entering a PIN code when they print or copy. This works similarly to the functionality on the old Konica-Minoltas. 
2. Account List: When printing or copying, users can select from a list of shared accounts that they have been granted access to. Access to shared accounts will be granted through maillists. There is no limit to the number of accounts that an individual can have access to.  

The table below gives an overview of the pros and cons of each option: 

	Pros	Cons
PIN Codes	Easier to give access to a shared account - only need to share the PIN PIN codes can easily updated in a batch and can easily remove access on a semesterly basis..	More difficult to control who is charging to the account. Users have to remember their PIN code for every shared account.
Account List	Users do not need to remember a PIN. They can simply select the account they see on their screen More control over who has access to charge to the account.	More administration required - need to regularly update the permissions if users are regularly changing.

 

SETTING UP SHARED ACCOUNTS

SETTING UP PIN CODES

Please note that users will need the PaperCut client installed for this option to work. Find out how to set up the PaperCut client here. If your PC/Mac is a managed device, please contact your IT Administrator to help you install it.

Step 1: Create an Excel spreadsheet with the following headings in columns A-D. Fill out the information under each column. For further clarification, refer to the PIN Code Template Sample or visit the website here: http://i.sfu.ca/HkolfB 

• Column A: Department Name (Ex. BEEDIE)
• Column B: Sub Account Name (Ex. Course #)
• Column C: Enabled (Y/N)
• Column D: PIN (Ex. 12345)

Step 2: Email the spreadsheet to papercut-senior-admins@sfu.ca and IT Services will batch import accounts into PaperCut. PIN Codes will be synced to PaperCut. This will take approximately one day to sync.

Step 3: Create a maillist at maillist.sfu.ca with the following conventions:

• abbreviated campus name-mps-abbreviated department name-pins
• For example: "bby-mps-geog-pins"

Step 4: Add all users who will need to use PINs into this maillist. We will use this maillist to update the specified user profiles so that they are given the option to enter a PIN when printing/copying. When activated, users will be prompted to enter a PIN upon printing or copying. 

 

SETTING UP ACCOUNT LISTS

Step 1: Create a spreadsheet with three columns

• Column A: Department Name (Should be the same for all)
• Column B: Account Name (This is what the user selects on the screen)
• Column C: Name of Maillist controlling access to the shared account

Step 2: Create the maillists entered above at maillist.sfu.ca with the naming conventions below. Add users who will need access to the shared accounts into the corresponding maillist. 

• abbreviated campus name-mps-abbreviated department name-account
•  i.e. "bby-mps-geog-research101"

Step 3: Create a maillist with the naming conventions below and nest all the maillists above into this maillist. This maillist will be used to control which users get prompted to select an account list. Otherwise, users will continue to automatically charge to their department. 

• abbreviated campus name-mps-abbreviated department name-pins
•  i.e. "bby-mps-geog-pins"

Step 4: Email papercut-senior-admins@sfu.ca with the spreadsheet of shared accounts and maillists. 

Step 5: The maillist will then be synced to Active Directory and PaperCut. This will take approximately one day.

Step 6: Your Shared Account List will populate in PaperCut. You will then be able to see and select your newly created Shared Account.

 

PRINTING AND PHOTOCOPYING WITH SHARED ACCOUNTS OVERVIEW

USING ACCOUNT LISTS

A) Printing - the list is accessed on the computer with the PaperCut client installed. 

 

B) Photocopying - the list is accessed on the Ricoh multi-function device.

 

USING PIN CODES

A) Printing - the PIN is entered on the computer with the PaperCut client installed.

B) Photocopying - the PIN Code is entered on the Ricoh multi-function device.

 

ACCOUNT MANAGEMENT

When setting up your billing options, email papercut-senior-admins@sfu.ca with the person in charge of your department for administering printing and indicate their SFU username.

This must be completed in order to get access to the link below.

To manage PIN Codes and Shared Accounts, click here: https://papercut-staff.mps.sfu.ca:9192/admin

This will give you access to administrative privileges such as:

• PaperCut Reporting
• User Management