Printer Installer User Guide

Version 17.1
Copyright 2017 PrinterLogic. All rights reserved.

Information in this document is subject to change without notice. The

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PrinterLogic
912 West 1600 South
St George, UT 84770
Phone 435-652-1288
CONTENTS
Printer Installer for the End-user
Printer Installer Client 2
Self-service Portal 8
Release Portal 12
Control Panel Application 13
Printer Installer for the End-user
Welcome! Printer Installer is the product your print administrator is using to manage
printers in your work environment. Your administrator is using this product because
it eliminates the need for a print server and enables your administrator to manage all
the printers and workstations from one place.
Printer Installer makes printing easier on you as well. In short, the days of searching
for drivers to install on your workstation are over. For example, have you ever been in
a new office and needed to print something? What steps do you take? Usually, those
steps include asking someone where the drivers are located on the network, nav-
igating to that location (assuming you have access to those drivers), and using the
Windows Add Printer feature to set up the printer drivers. What if your company had
a website that enables you to install drivers quickly and easily? Because your admin-
istrator is using Printer Installer, you now have such a website.
If driver installation from a website doesn't pique your interest, then perhaps the
ability to send a print job that is "held" until you decide to release it might be com-
pelling. This feature might be attractive for people who regularly print personal
information on other employees. For example, let's say you have a form with payroll
and tax information on it. Normally, printing such a document requires you to run
over to the printer to grab the paper before anyone else can see what's printed. With
Printer Installer, the print job is "held" until you decide to release it. What's more,
you have several options from which to release that print job, including a website
called the Release Portal, any mobile device (phone or tablet), a Control Panel Applic-
ation installed on your printer, or a simple badge swipe that releases the last print
job you sent or even all print jobs you have being held.
Printing difficulties have been a part of office life for decades, and most people have
learned to deal with these difficulties as a necessary evil. Printer Installer now elim-
inates not only the print server for your administrator, but it also eliminates printing
difficulties for the end-user as well.
Printer Installer comes in three main parts or components that impact you, the end-
user. These components are the Printer Installer client, the Self-service Portal, and
the Release Portal. So, how do these components help you? Let's look at each one
individually.

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Printer Installer Client
The client is a piece of software installed on your computer. To put it simply, the cli-
ent enables your computer to communicate with Printer Installer. Why is this com-
munication important? Well, the client installed on your computer checks in with
Printer Installer on a regular basis. If the your administrator has made changes to set-
tings or updates to drivers that are already installed on your computer, then the cli-
ent will be able to apply those changes or updates to your computer.
For example, let's say you installed the driver for the new HP printer. Three months
later, your administrator updates the driver for that HP printer (this is done through
the Admin Console, which is the tool your administrator uses to manage Printer
Installer). If you did not have the client installed on your computer, then the updated
driver might not ever make it to your computer. But because you have the client
installed, and the client checks in with Printer Installer regularly, the update will get
applied to your computer.

Start Menu and System Tray

With the client is installed on your computer, you may or may not see new items
added to both your Start Windows Menu and System Tray. These items may or may
not appear because your administrator can configure these items to be shown in or
hidden from your computer. For example, if your administrator enables these items
in your Start Menu, then you will see the following:

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Similarly, the System Tray will show an icon with many of these options.

These options enable you to use many of the Printer Installer features available to
the end-user. The following sections describe each of these options.

Add Printer
The Add Printer option opens the Self-service Portal, which is a browser-
based tool that enables you to easily install drivers on your computer. For
more information, see Self-service Portal on page 8.

Client Console
The Printer Installer Client Console is a unique little feature that enables you
to help your administrator troubleshoot issues with the client on your work-
station. Frequently, the administrator will just access your workstation
remotely, but If your administrator asks you to shut down the client, to
identify information from the client log, or to stop and restart the client, then
you can easily perform these tasks from the Client Console. Additionally, by
default you can click CTRL > SHIFT > 8 on your keyboard to access the Client
Console, however, you can change this shortcut key to open other applic-
ations as needed.

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Delete Printer
Because Printer Installer enables you to easily add printers to your work-
station through the Self-service Portal, then it just makes sense for you to be
able to remove printers from your workstation just as easily. In the Start
Menu under Printer Installer, select Delete Printer. When the Select a printer
to delete window appears, select the printer you want to remove and then
click Delete Printer. Similarly, you can right-click the Add Printer icon in the
System Tray and then click Delete Printer. Just as with the Start Menu, select
the printer you want to remove, and then click Delete Printer.
If your administrator has a printer set up to be automatically deployed to
your workstation, then even if you delete the printer from your workstation,
the next time the client checks in with the Printer Installer server, that
printer will be re-installed on your workstation. For example, let's say Mary is
the print administrator for her company, and she has set up a printer deploy-
ment to automatically install Printer A on everyone's workstation. This deploy-
ment not only installs the printer on employees' workstations, but any time
she updates the printer drivers, then when the client on each workstation
checks in with the Printer Installer server, then the drivers are automatically
updated. In this instance, suppose John deletes Printer A from his work-
station. The next time his workstation checks in with the Printer Installer
server, then the printer will again be installed on his workstation because an
existing deployment for that printer is still set up. John would need to
request (from the administrator) his removal from the actual deployment for
the printer to be permanently removed from his workstation. Additionally,
keep in mind that any printers you have installed from the Self-service Portal
will remain deleted if you have deleted them.

Print Job Management

Print Job Management is the name given in both the Start Menu and in the
System Tray to open the Release Portal, which is the browser-based applic-
ation that you will use to release print jobs to one or more printers. The
option to open the Release Portal from the System Tray is available through
the Pull Printing submenu. For more information, see Release Portal on page
12.

Refresh Configurations
Your administrator is able to set the frequency with which the client installed
on your workstation checks in with the Printer Installer server. This default
timeframe is 240 minutes (four hours). However, you can manually force the
client to check in with the Printer Installer server any time you need to.

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 For example, let's suppose your administrator sets up a new printer deploy-
ment that will be installed on your workstation three hours from now when
the client installed on your workstation checks in with the Printer Installer
server. You don't want to wait that long because the printer being deployed
is the new color printer you've been waiting for. You click Refresh Con-
figurations, and the client installed on your workstation checks-in with the
Printer Installer server, and notices the new deployment ready. As a result,
the new printer will be installed on your workstation immediately, and you
can begin using it right away.

Secure Print Settings

To understand this feature, you need to grasp the idea of Secure Release
printing. Printer Installer enables you to send print jobs to a specific printer,
which will "hold" the print job until you release it either with a badge swipe
or a login (with a username and password). For example, let's say Tiffiny
works in Human Resources, so right outside her office, she has a printer that
she uses regularly because she does not want other people to see con-
fidential information. When she sends a print job to that printer, the printer
will hold the job until she releases it.
The Secure Print Settings are available in the Start Menu or by right-clicking
the Add Printers icon and selecting Pull Printing. Either option displays the
Secure Print Settings windows. The printers that appear in this window com-
prise all of the printers installed on the workstation. In the Secure Print
Enabled field for each printer, you can set whether to use the printer for
secure release or not. The options for this drop-down menu include:
No:Even with No selected for a printer, you can still send print jobs to that
printer. However, the printer will not "hold" the print job until you are ready
to release it; rather, it would print the job right away.
Yes:Selecting Yes for a printer ensures that the print job goes to the spe-
cified printer, which will "hold" the print job until you are ready to release it.
Prompt:Selecting Prompt for a printer forces Windows to ask you whether
you want to release a print job or not.
Default (Yes): Selecting Default (Yes) automatically selects the setting that
your administrator sets for this field from the Admin Console.

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Set Default Printer
The printer you set as the default printer is the automatic "go-to" printer your
workstation will use for printing. You can set the default printer either
through the Start Menu > Printer Installer > Set Default Printer or by right-
clicking the Add Printer icon in the System Tray and then selecting Set
Default Printer. Setting the default printer is especially important because if
you are using the printer for Secure Release Printing or for Pull Printing,
then if you click Print without identifying a printer, then your workstation
will print to your default printer automatically. Moreover, the Secure Release
settings you have applied to the default printer will automatically apply.
Let's apply this idea to a situation. You have a new printer (Konica-Minolta
553) that you want to not only make your default printer but you also want
the printer to prompt you before printing. Either through the Start Menu
(Start > Printer Installer > Set Default Printer) or through the System Tray
(right-click the Add Printers icon and select Set Default Printer), you set the
KM 553 printer as your default. Furthermore, you open the Secure Print Set-
tings (Start > Printer Installer > Secure Print Settings) for KM 553 to
Prompt. With these settings configured, you can click Print for any applic-
ation on your workstation, and not only will all print jobs automatically go to
KM 553, but your workstation will ask you before releasing if you want to
send the print job to the printer.

Set Mobile Printer

The Set Mobile Printer option enables you to select the printer you want to
use to release mobile print jobs. In other words, it is the computer that prints
jobs you send from mobile devices (iOS printing, Google Cloud Print, and
Email Printing). Your administrator automatically set the printer to use for
mobile printing, which means you either cannot select the printer yourself, or
the default mobile printer is set, but you can select a different printer for
mobile printing.

Shutdown Client
The Shutdown Client option in the Start Menu is primarily available for
administrators who use it for troubleshooting the client, or more specifically
if the client ever becomes corrupted. This option is available only if the
administrator sets the Printer Installer folder to appear in the Start Menu
(this is done in the Admin Console).

Start Client
The Start Client option in the Start Menu is for use by administrators who

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 have shut down the client and need to start it again. This option is available
in the Start Menu only if the administrator has enabled it to appear (through
the Admin Console). To shut down the client on a workstation, you must
open the Start Client as an administrator. In other words, click Start, and in
the Printer Installer section, right-click Start Client and select Run as Admin-
istrator.

Uninstall Printer Client

The Uninstall Printer Installer Client option in the Start Menu removes the cli-
ent from the workstation. Uninstalling the Printer Installer Client from a work-
station halts all printer management on a workstation. Uninstalling the client
is generally normally done for troubleshooting purposes or for discontinuing
printer management through Printer Installer on a given workstation. The
recommended best practice is to have the administrator rather than the end-
user uninstall the client from a workstation.

View Installed Printers

The View Installed Printers option may or may not appear in both the Start
Menu and by right-clicking the Add Printers icon in the System Tray, depend-
ing on whether your administrator has made these options available to
appear in the Start Menu or in the System Tray. This feature can be valuable
for both administrator and end-user to identify which printers have been
installed on a workstation. Clicking the View Installed Printers Option opens
the Printers window. With the printers appearing in the list, take notice of
the options in the Printers window toolbar, or more specifically Add a Printer,
Set as Default, Delete this Printer, and so on.

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Self-service Portal
Not so long ago, adding printers to your workstation was nothing short of incon-
venient. Believe it or not, some people still work in organizations that continue that
same struggle. For example, let's suppose your company moves your team from the
first floor to the second floor of your building. Because your IT department set up
your computer to use the printer on the first floor, then you are not yet set up to use
the printer on the second floor. So what do you do?
Well, if your IT department is proactive, then they will send you an email with a link
and a procedure to install the drivers for the printer on the second floor. However,
because most IT departments are frequently overwhelmed, this email does not neces-
sarily arrive, and in the end, the responsibility to find and install the driver lies with
the end-user. There is an easier approach. The Printer Installer Self-service Portal
resolves every one of these issues for both the print administrator and the end-user.
The image provided below shows a sample of the Self-service Portal. This tool
enables you to install printer drivers from a map of the floor plan for your office.

The Self-service Portal is available to you after your administrator installs the Printer
Installer client on your machine. To access the Self-service Portal, just click Add
Printer in the Start Menu or in the System Tray. For more information, see Add
Printer on page 3.

TIP: When you access the Self-service Portal from the Start Menu or the Win-
dows System Tray for the first time, take notice of the URL in the Address
Bar. This URL can be used to access the Self-service Portal at any time. As
such, the recommended best practice is to bookmark the URL for easy
access to the portal.

When you have successfully accessed the Self-service Portal, you will see that it is
broken into three main "parts," each of which is defined in the following sections.

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Tree View
The hierarchy on the left side
of the Self-service Portal win-
dow is called the tree view. The
purpose of the tree view is to
enable you to navigate to your
location to find your printer so
you can install it. Using the
image to the left, let's set up
an example that helps clarify this point. Suppose your company has offices in four
countries, namely the United States, Germany, China, and Mexico. The tree view in
the image shows a folder for each of these locations. Furthermore, in the United
States, your organization has offices in New York, San Francisco, Seattle, and St.
Louis as shown in the sample image. The idea here is to enable you to navigate to
your specific location to be able to select a printer for installation.
Keep in mind that your print administrator sets up and manages the tree view. You
may have an office that doesn't appear in the list. If that is the case, then your
administrator has "hidden" it from view for a very specific purpose. After you have
successfully navigated to your location, you may or may not see a map of the actual
floor layout. See Map below for details.

Map
Many of us, at one time or
another, have struggled to find
our bearings in a new work
environment. Situations arise
where we are placed in a new
location, and it is our respons-
ibility to search for co-workers,
printers, the break room, and
so on. While the Self-service
Portal can't help you find your
co-workers, it can help you loc-
ate a specific printer and
install its drivers. Your print administrator will provide you with maps in the Self-ser-
vice Portal appear for specific folders. Consider the image to the left. Let's suppose
you work on the 33rd floor of the Empire State Building. In the tree view of the Self-
service Portal, you can navigate all the way to the Floor 33 folder, and because your
administrator uploaded a map for that floor, you can see the full layout for the floor.
What's more, the icons on the map relate to specific printers. The image shows one

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printer, so if you were located on Floor 33 of the Empire State Building, you could
easily find that printer.
However, showing you the location of the printer is not the only thing that the Self-
service Portal does. Click the printer icon, and you can install the drivers for that
printer. The Self-service Portal takes you through a very simple wizard to complete
any installation. Additionally, the names of the available printers appear in a list
below the map. These listed items work the same as any of the icons on the map. In
other words, you can click the name of the printer in the list of printers and follow
the steps to complete the printer installation.
If a map does not appear for a folder in the tree view, then either the folder is a level
at which no printers are to be added, or the administrator has not uploaded a map.
For example, the Empire State Building folder would not have printers on it because
the building is used by more than one organization. However, Floor 33 and Floor 34
in the example here are both used by the same organization, so they would contain
maps (if printers are on those floors). Another reason a map might not appear is that
your administrator hasn't uploaded one for a folder in the tree view. In this case, the
printers will still appear in the list for you to download. You just won't have a map
and an icon from which to download the printer. For example, let's say your print
administrator has not uploaded a map for Floor 33. While you will not see a map or
the print icon, you will still see the four printers, and you can install those printers.
The only difference is you might have to hunt down the printer's actual location.

Install a Printer Driver on your Workstation

The steps below describe the process that enables you to manually add a
driver on your workstation from the Self-service Portal. However, your admin-
istrator can also automatically deploy drivers to your computer from the
Admin Console.

1. Click Start > Printer Installer > Add Printer or click the Windows Sys-
tem Tray and then click the Add Printer icon.
2. The Self-service Portal will appear in the new browser tab.

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3. In the left navigation bar, also called the tree view, navigate to the loc-
ation of your printer.
4. In the map, click the icon corresponding with the driver you want to
install.

5. When the Confirm Installation window appears, click Set as default

printer if you want the newly added printer to be the go-to printer on
your computer.

6. Click Yes.

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 You will be notified when your new printer has been installed on your work-
station.

Menu
The menu in the upper right
corner of the Self service Portal
provides quick access to print-
ers so that you can set a spe-
cific printer as your default, to
delete a printer, or to view the
printers you currently have
installed on your workstation.
Click Secure Print Settings to
open the Secure Print Settings window, which enables you to set a printer to release
secure print jobs (or not).
Finally, the client on your workstation is set to regularly "check in" with the Printer
Installer server. However, the Self-service Portal menu provides the Refresh Con-
figurations button to enable you to manually force the client to check in with the
server. This update option can be useful in cases where your administrator has
updated a driver that you want or need immediately. Rather than waiting for the next
time the client checks in, you can force it to go out and grab the updated drivers.

Release Portal
The Release Portal is a tool spe-
cifically designed to do exactly
what the name implies -
release print jobs - with one
caveat. Print jobs that the sys-
tem "holds" until you release
them (also called pull print
jobs or secure release print
jobs) appear in the Release
Portal. Mobile print jobs will
also appear in the Release
Portal. Any print jobs that are released immediately after you click Print do not
appear in the Release Portal. To access the Release Portal, use the same URL you
entered to access the Self-service Portal and then add /Release. For example, if the
URL used to access the Self-service Portal is printers.acme.com, then the URL to
access the Release Portal is printers.acme.com/release. Your administrator will know
the URL to access the Release Portal.

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 To add a little context, let's say you have installed Printer A on your workstation
through the Self-service Portal. Your administrator has designated Printer A to
release both pull print jobs and secure release print jobs. Moreover, Printer A is the
default printer for your workstation, and you are working in a Word document that
you want to print. In Word, you click File > Print to send a print job to the printer.
Depending on how your administrator has configured the printer through the Admin
Console, one of two things will happen.
Option 1 - when you click Print, the
print job will automatically be sent to
the print queue and wait for you to
release it through the Release Portal.
Option 2 - when you click Print, you
will be prompted (as shown in the
image to the right) to release the print
job or to hold the print job. If you click
Yes, Release Job, then the print job
will be immediately released to
Printer A. If you click Hold, then the
print job will appear as a line item in the Release Portal. Again, keep in mind that
the prompt will appear only if your administrator has configured it to appear in your
workstation.

Control Panel Application

The Control Panel Application is a tool that enables you to release pull printing jobs
and secure release printing jobs directly from the printer's digital console. Like other
Printer Installer features, your administrator installs the Control Panel Application on
the printer from the Admin Console. When you first walk up to the printer's console,
you may or may not see the following interface.

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Accessing the login screen for the Control Panel Application may vary by printer, but
you should be able to easily find it regardless of printer manufacturer and model. By
default Login Option #1 will always appear. You can use your network credentials to
log in to the application (these are the same credentials you use to log in to your
computer). Login Option #2 will appear if your administrator has installed the applic-
ation with this option enabled. If not, you will see only Option #1.
Login Option #2 is for use with a badge scanner. In some companies, you are
provided with a badge, card, or dongle for security purposes, for example, entry to
the building. Many IT administrators will tie the badge, card, or dongle to printing as
well. So, if your printer contains Login Option #2, then look around on the printer for
a badge scanner as well. The first time you run your badge over the badge scanner,
you will be prompted to enter your network credentials (just as you would in Option
#1). The benefit to this setup is that once your badge is validated against your cre-
dentials, the next time you want to release a print job, all you have to do is swipe
your badge to open the Control Panel Application. When you are validated and the
Control Panel Application opens, you will see the following window in the printer's
console.

The Control Panel Application will display only the print jobs being held for the per-
son who logged in. The interface clearly shows that you can select one or more print
jobs for release, or you can release all the print jobs for the end-user's account. If you
do not see your print jobs, you can press <Refresh>.
If your printer has a scanner but no interface, you can still release print jobs on the
printer. This release process is called Simple Badge Release. You do not need to log
in. Instead, your administrator will have set up your badge for release. Additionally,
this setup will release either the last print job sent to the queue or it will release all
print jobs in queue, but this all depends on how your administrator has set up the
Simple Badge Release. Finally, Simple Badge Release generally uses a badge scan-
ner that is attached to the printer via USB rather than a built-in badge scanner.

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