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HP Enterprise, HP Managed - Configure Serverless Job Accounting

To set up and configure serverless job accounting, follow the steps in each section in the order presented.

Prerequisites

Before you begin, make sure you have the following criteria met before continuing to set up Serverless Job Accounting with local quotas.

  • HP FutureSmart version 4.6.1 or newer - Serverless Job Accounting requires HP FutureSmart firmware 4.6.1 or newer. If this version is not available on HP.com, talk to your Pre-Sales technical consultant. Local quotas and restricted guest printing features are not available in earlier firmware versions.

  • HP Universal Print Driver (UPD) version 6.6.1 or newer - Serverless Job Accounting requires the HP Universal Print Driver (UPD) 6.6.1. Serverless Job Accounting with Local Quotas requires HP Universal Print Driver (UPD) version 6.6.5 or newer (available from www.hp.com/go/upd), OR the Mac PPD Package (obtain the latest version using HP Easy Admin. For instructions, see Use HP Easy Admin for macOS to download print and scan solutions.)

  • Embedded Web Server (EWS) Admin Password (non-blank) - Serverless Job Accounting requires that a non-blank EWS Administrator password be set on the printer.

    Note:

    If the admin password is not set, administrators can still add Users and lock down the printer, but the Job Statistics Log and the Local Quota feature will not be available.

About Serverless Job Accounting

Available in HP FutureSmart firmware version 4.6.1 or newer, Serverless Job Accounting (SJA) uses the Quota and Statistics Services feature in the Embedded Web Server (EWS) to control the volume of printed or scanned pages per user, and to use other job accounting features.

Serverless Job Accounting (SJA) was designed for small businesses with fewer than 10 printers and is designed to only provide simple statistics and quota functionality.

SJA is only available to the Device Administrator and the Administrator account must have a password set to make the configuration options available.

SJA can be configured with a local quota that includes the following features:

  • Block guest users, or limit guest users to copy, print, scan, and/or send

  • Allow or deny configured users the ability to copy, print, scan, and/or send

  • Limit or restrict, or allow access to color and mono prints, color and mono copies, digital sending, and fax using Device Users and assigned User Access Codes.

  • Track usage and report the number of copied sides, printed sides, scanned sides, and sent fax sides (both mono and color)

  • Associate user accounts with User Access Codes using existing local device user account configurations. (Administrators can use auto generated access codes or set unique access codes).

    Note:

    Access codes can NOT be duplicated). Up to 2,000 local device users/accounts can be configured. Device User Account information can be exported from, and imported to, other printers.

Outgoing Fax is tracked per User Access Code provided at the control panel. To require a User Access Code and block guests from sending outgoing faxes, use the printer permissions settings to remove guest access to Fax.

By design, there is no interaction with Active Directory, HP Access Control (HPAC), HP Capture and Route (HPCR), HP Security Manager, HP Smart App, or HP Web Jetadmin (WJA), proximity cards, or any other server-based solution.

Apply Quotas to the Serverless Job Accounting feature

Serverless Job Accounting introduced with HP FutureSmart 4.6.1 (Date Code 20180531). Administrators can now apply Quotas to our Serverless Job Accounting feature in HP FutureSmart version 4.8.1 or newer. This feature also provides a unique way to control Color Restriction that is not based on a Network or Application Name.

Note:

For Serverless job accounting (SJA) with local quotas to function properly, Device User Statistics and the Local Quota service must be enabled, and all device users must be set up. Device User Accounts are used to create User Access Codes that are required for Serverless Job Accounting, Quotas, and locking down the control panel.

  • HP FutureSmart 4.8.1 or newer (Recommended): Allows concurrent operations in certain user scenarios. Please talk to your Technical Consultant to attain v4.8.1 (interim) or use v4.9 when available.

  • HP FutureSmart 4.6.1 and newer: Serverless Job Accounting with Job Statistics and Local Quotas can be used to restrict guest printing by denying print jobs sent without a User Access Code (i.e.).

  • HP FutureSmart 4.5.1 to 4.6.0.1: Serverless Job Accounting with Job Statistics only will allow guest printing without an access code. To ensure proper tracking of all print jobs, it is recommended to upgrade to v4.6.1 or newer, or to set the print driver’s preferences with the User Access Code at the user’s workstation.

HP UPD and Serverless Job Accounting

In addition, an updated version of the HP Universal Print Driver v6.6.5 has been introduced and is recommended for use with SJA. It provides a more intuitive user experience and provides the option to prompt for a User Access Code for each print job.

  • UPD 6.6.5 and newer (Recommended): Job Accounting tab is available (disabled by default), will prompt for a User Access Code for each print job. If used in tandem with Job Storage, the User Access Code will NOT show as the Job Storage folder name, and the user experience is more intuitive.

  • UPD 6.5: The driver will allow for a Custom Name in Job Storage (entry point of User Access Code) without the need to enable Job Storage.

  • UPD v6.4 and earlier: Allows for print jobs to be captured via Custom Name (for entry of User Access Code) and Job Storage enabled as Personal or Stored Job.

Disconnect any Job Statistics Services

Before you begin, disconnect any Job Statistics services.

If the printer is connected to an external Job Statistics Service, network-connection problems with that service could prevent users from completing jobs with the printer. Consider disconnecting the Job Statistics Service to prevent conflicts.

Note:

Connecting to a quota server ensures that each user stays within an acceptable range of printed or scanned pages. When connected, the printer will query the server each time a job is started to ensure that the user has pages available.

If the server is unavailable, the user account is not known by the server, or pages are not available for the user, then the user may not be able to complete his or her job. Please refer to documentation from the company providing the quota server software for more information.

  1. Select the General tab.

  2. In the left navigation pane, click Job Statistics Settings.

  3. If one or more Job Statistics Services are listed on this page, select them, and then click the Remove button, or click the Remove All button to disconnect all services.

  4. Click Apply to save the changes.

Enable Job Statistics and Local Quotas

First, follow these steps to enable job statistics and local quotas.

  1. Open the device’s Embedded Web Server.

  2. Log in using the Administrator password.

  3. Select the General tab.

  4. Select the Job Statistics Settings option from the left pane.

  5. Scroll to the bottom of the page and under Device Users Statistics Log, select the check box Enable Device User Statistics Log.

  6. Click Apply.

  7. Select the Quota Settings option from the left pane.

  8. Select the check box Enable local quota service.

  9. Click Apply.

Add Device Users

Follow these steps to add device users.

Device User Accounts are used to create User Access Codes that are required for Serverless Job Accounting, Quotas, and locking down the control panel.

Note:

When creating Device Users for use with Serverless Job Accounting, the User Access Code is used to track usage, identify device permissions, limit, restrict, and allow access to color and mono prints, color and mono copies, digital send jobs, and faxes.

  1. Open the device’s Embedded Web Server.

  2. Log in using the Administrator password.

  3. Select the Security tab.

  4. Select the Access Control option from the left pane.

  5. Scroll down and under Device User Accounts, click New.

  6. Type the User information and then click OK.

    • Display Name - This name will be shown in EWS, the Control Panel, the Job Log, and on the SJA Job Statistics Log exports.

    • Email Address - Email address for user, this field is not required.

    • Network Name - Windows user name to be captured from the print stream. Can be left blank.

    • Access Code - Used to access the Control Panel. If using Server-less Job Accounting with Local Quota, this is also the code used in the Print driver.

      Note:

      This field is required. It associates a local device user account with the necessary device login credentials and any corresponding print jobs sent by a local device user.

    • Permission Set - This is the permission set the user can be connected to for custom access to the control panel. If no restrictions are being used or if restrictions are being applied to the Device User permission set, the administrator can use the default Device User.

      Note:

      If using SJA to restrict color, it is best to leave the default Permission Sets untouched.

  7. Repeat for any additional users.

    Note:

    You might find it easier to create additional users in Excel and then import your list. The easiest way is to create one or two users, select Export to create a .csv file, modify and add the users in the .csv file, save the file, and then select Import to import the list to the EWS.

  8. Click Apply.

Configure printer access (optional)

Follow these steps to configure printer access.

Note:

The administrator can force users to login using an access code or lock down the printer for every activity, however, this is not recommended. If locking down the printer is not required, administrators can skip this step.

  1. Open the device’s Embedded Web Server.

  2. Log in using the Administrator password.

  3. Select the General tab.

  4. Select the Access Control option from the left pane.

  5. Scroll down and under Sign-In and Permission Policies, clear the Device Guest check box. All printer options should display with lock icons.

    Note:

    Without this set, incoming and outgoing fax jobs created while a Guest the Guest user is signed in via User Access Code are tracked. Outbound faxes sent via the PC Send to Fax driver cannot be tracked currently.

  6. To restrict outgoing Guest faxes and track every outgoing fax to an account, set the Device Guest fax option to locked (sign-in required).

  7. Make sure the Sign-In Method is set to Local Device.

  8. Click Apply.

Configure local quotas

Follow these steps to configure local quotas.

  1. Open the device’s Embedded Web Server.

  2. Log in using the Administrator password.

  3. Select the General tab.

  4. Select the Local Quota Configuration option from the left pane.

  5. To set default credits for new users, type the number of credits available for users, and then click Apply.

    Note:

    You can also reset credits for all users to defaults or set the job-in-progress limit requirement to Finish or Stop print jobs after a limit has been met. To make sure copy or print jobs cannot be processed without a code, you must default the Guest and Others account to 0 credits. This will force the printer to delete any jobs not having a user code. In the case of users that have no credits left, the printer will receive the job, then delete it and it will display as Canceled in the Job Log.

  6. Adjust the Device User settings and set custom limits for individual users as needed.

    Note:

    There are three default users after Quotas are enabled. As new device users are created, they will automatically display here with the default credits set at the top of the page. As additional features (Incoming Fax, ePrint, etc.) are enabled, those names will also display here.

    • Guest - This account is for any jobs done at the printer that is requested by a non-authenticated user (a user without a User Access Code)

    • Others - This is less common and is used when a user is authorized, but in a way not recognized by Serverless Job Accounting and Local Quota (Example: User logged in through third party solution, but no User Access Code provided)

    • Administrator - This is for the printer administrator account

    • Incoming Fax - This is for tracking and possibly limiting any incoming faxes to the printer

    • ePrint - This is for tracking and possibly limiting the HP ePrint service

  7. To change the default amount of credits a user has, select the check box next to the name and click Edit.

  8. After making all changes, click OK.

  9. To reset the credits available for individual users, select the user you want to change, and then click Reset. When prompted to confirm the credit reset, select Reset.

    Note:

    You can also create a schedule to automatically reset quota values, and include an email with quota usage summary. To do this, see the Local Quota Configuration page under the Schedule Quota section.

  10. To configure Quota credits (the number of credits each image will use), under Usage Charges, adjust the Cost in Credits values, and click Apply. Each printed, scanned, or blank side uses (1) one credit by default.

    Note:

    Digital Send is used for Scan to Job Storage, Scan to Folder, Scan to USB, Scan to Email, and other configured scan to remote destination options. Setting the Empty Print side credit cost to 0 will not charge users for blank printed sides.

  11. Click Apply.

Install and set up a print driver for printing with job accounting

Learn how to install and setup the Universal Print Driver for printing with job accounting.

To install and set up a print driver for job accounting in Windows or MacOS, follow these steps.

Note:

Currently there is no Linux PPD or PC Send to Fax driver for use with Serverless Job Accounting.

Install and set up a print driver in Windows

Learn how to install and setup the HP Universal Print Driver (UPD) for printing in Windows.

  1. Obtain HP UPD v6.6.1 or newer or the HP Smart Universal Print Driver from HP.com.

  2. Install the print driver.

    Note:

    It is recommended to install and setup the Universal Print Driver v6.6.5 or newer for printing with Serverless Job Accounting with Local Quota.

  3. After installing the UPD, enable Job Accounting.

    1. Open the Printer Properties.

    2. Select the Device Settings tab.

    3. Under the Installable Options section, enable Job Accounting.

    4. Click Apply.

    5. Click OK to exit Printer Properties.

  4. Set the behavior for User Access codes.

    1. Open Printing Preferences.

    2. On the Job Accounting tab, change the Accounting Type from Off to User Access Code only.

    3. Choose one of the following options.

      • Type the User Access Code to statically set the User Access Code to be used for this print queue.

        OR

      • Leave the User Access Code blank and select the Always prompt when printing check box to open a blank input box that will allow for a User Access Code to be entered for every print.

        OR

      • Do both, and type a User Access Code, AND select the Always prompt when printing check box (default), which will still allowing for the code to be deleted and another code entered before printing if needed.

    4. Click Apply.

    5. Close Printing Preferences.

Serverless Job Accounting configuration is now complete and the User Access Code field is available in the System Print Dialog under Accounting.

For information on how to use the feature, go to Use Serverless Job Accounting (SJA).

Install and set up a print driver in MacOS

Learn how to install and setup the Universal Print Driver for printing in MacOS.

Note:

Current HP Mac print drivers support User Access Codes in Mac OS 10.14 (Mojave) and newer.

  1. Install the print package for your printer.

    Note:

    It is recommended to install and setup the latest Mac PPD package for use with Serverless Job Accounting. To obtain the latest printer installation package, see HP Easy Admin.

  2. Enable pop-ups allowing a User Access Code to be entered for every print.

    Note:

    Entry of User Access Codes is enabled by default.

    1. Open Printers & Scanners from Settings or System Preferences.

    2. Select the printer.

    3. Select the Options tab.

    4. Select the Require User Access Code check box.

    5. Click OK.

Serverless Job Accounting configuration is now complete and all native Mac applications will display Accounting under Printer Features.

For information on how to use the feature, go to Use Serverless Job Accounting (SJA).