I. Default Office (Initial Status)

Introduction and procedures:

•Once initialized, printer will be associated with the default office shown in the Office List by default. The system admin in Permission Management acts as the admin for the default office.

•The default office cannot be deleted, but you can match printers and office admins with it.

II. Office and Printer Management (Add, Edit, Associate, Delete, and Export)

1.Introduction:

App admins can go to CloudPrint Admin > Office List or CloudPrint Admin > Printer List to match printers with offices and add, associate, edit, or delete printers and their offices.

2.Procedures:

•Add an office: Click Office List > Add office.

•Match admins with an office: For procedures, see Section III Admin Permissions > Member Management in this article. You can designate multiple admins and printers for 1 office. Office admins can manage all the printers in their office.

•Edit/delete an office: Click Office List > Edit or Delete. (Note: To delete an office that still has a printer matched with it, you need to transfer the printer to another office first, or you can add an office and match the printer with the new office.)

•Edit printer information: To modify printer information or the office matched with it, go to Printer List > Operation > …, and click Details or Edit. (Note: You can match 1 printer with 1 office only. If you change the office information of a printer, the office admin information will be changed synchronously.)

•Batch update office: After a batch of printers are migrated to a new office, you can go to Printer List, select all the migrated printers, and click Edit office (in the lower-left area) to match the printers with the new office.

•Export printer list: Click Printer List > Export to export the printer information.

•Printer malfunction: If any printer has an error, the corresponding office admin will receive a Feishu bot message.

III. Admin Permissions (Role Management and Member Management)

1.Introduction:

You can assign fine-grained permissions to specific individuals (such as office admins) in CloudPrint Admin.

2.Procedures:

Permission management includes role management and member management (add/delete an admin).

•Role management: Go to Permission Management > Role Management and click Add role to set permissions in the pop-up window.

•Member management: Go to Permission Management > Member Management and click Add to configure member information and their permissions.

Click Remove under Member Management to remove an office admin.

IV. Printer Permission Configurations

1.Introduction:

CloudPrint Admin allows you to arrange a printer for a specific department. When a printer is added for the first time, it is available to all individuals. App admins can set a printer to be available only to some departments via CloudPrint Admin > Printer List.

2.Procedures:

•Open the Printer List page, and click … next to the printer you want to set permissions for;

•Click Edit in the pop-up menu to go to the Edit Printer dialog box;

•In Edit Printer >Authorized departments, choose Departments;

•Search for and select the department which will be authorized to use the printer;

•Click OK to activate your configurations.

V. Color Printing Permission Configurations

1.Introduction:

In order to reduce resource loss, you can set in CloudPrint Admin that only some departments or individuals are allowed to use color printing.

2.Procedures:

•On the Settings page, click Color Printing Restriction > Authorized User > Color printing permissions;

•In the Color Printing Restriction drawer, click Add to configure authorized users.

•The added departments and members will be displayed under the color printing authorized user list. You can search for individuals in the search bar. When you hover over an individual, the Delete (cancel authorization) button will appear.

VI. Troubleshooting

Introduction and procedures:

•You can check printers with issues in Statistics Report > Issue/Malfunction. The CloudPrint Admin shows issues such as the input tray is open, the ink cartridge is open, the output tray is full, and more. The office admin can quickly find out what the issue is from the issue list and troubleshoot them.

•When a printer is out of ink, the system can show which color is needed.

VII. Direct Printing Configurations

1.Introduction:

Office admins can configure some individuals to use the direct printing function. After the configuration is completed, these individuals can manually select a printer to use without scanning the QR code.

2.Procedures:

•Go to Settings > Enable the option in Direct Print.

•After direct printing is enabled, the CloudPrint gadget's Scan button will become a chevron right (>) button. Click it to enter the Select Printer page.

•Office admins can select printers via 2 methods:

◦Click the Scan button in Safe Print and scan the QR code on the printer;

◦Search in All Printers or directly select a printer. The most recently used ones will be displayed here.

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