Setting up Print Volume Use Limitation on Ricoh MFP's

This guide shows you how to setup Print Volume Use Limitation on modern Ricoh MFP's (copiers).  This allows a manager of a shared use copier to emulate cost-per-page printing systems similar to what we have employed in the Library.


 

Log in to the Admin Control Panel of the copier you manage

You can do this by opening up a web browser and going to the web address of that copier.  In the upper right hand corner look for the Login button.  Once you're logged in click on the Configuration link on the left hand menu.

 

Enable User Authentication Management

When the Configuration page has loaded look under Device Settings for the User Authentication Management link. 

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Change the User Account Management option to User Code and make sure that Printer Job Authentication is set to Entire.  This enforces that the User Code will be required for print jobs that come through the network regardless of the computer's IP address.

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Scroll down to the bottom of that page and look for the User Code Authentication Settings.  This is the section that you tell the printer which functions will require a User Code to use. 

Pay special attention to the difference between Printing and Copying.  Printing is what a computer sends to the MFP as a print job.  A copy is when someone is standing at the MFP and making a copy of an already printed page. 

If you only want to restrict color prints and copies then unselect the Black & White options for both Copier and Printer.  If you want both Color and Black & White copies and prints to be restricted then select the options that we have below.  Make sure that PC Control is not checked.

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Click the Ok button and you'll be taken back to the Configuration page.

 

Enable Print Volume Use Limitation

The Print Volume Use Limitation feature is the meant and potatoes of what we're trying to do here.  When used in combination with the User Code feature, it will properly account for all Color and Black & White copies and prints from a specific person.  

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Make sure that Machine Action When Limit is Reached is set to Stop Job.  This will make the per-user limit a hard limit, which could potentially stop a large printing job (like a script) midway through.  If you'd rather let large printing jobs complete when the limit is reached select the Finish Job And Limit option.  We recommend the Stop Job setting.

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This page is really important to understand.  Basically we are setting numeric values for each type of print or copy that will count against the total that each user has in his or her account (that explanation is coming in the next few steps).

It's easiest to think of this as assigning a cost-per-page in pennies.  In this example Color Copies and Color Prints are 10 cents.  If a student deposits $10.00 towards their printing limit then you would give their user account an addition 1000 pennies.  Black & White costs are 1 cent each.  These costs are entirely dependent on what your department or school decide is appropriate.

The rest of this guide is going to operate on this premise: every number in this example is considered to be in pennies.

When you've established the cost per Color and Black & White copies and prints click the Ok button, which will take you back to the Configuration page.


 

Create a User

Click on the Address Book on the left hand side menu, right above the Configuration button.

We're going to use the Add User dialog in this example.  If you have existing users you can either edit them with this information or delete and re-add them depending on what works best in your environment.

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The Name and Key Display options should just be the individuals name.  This will be how you identify them in the Address Book interface and how their names are displayed on the MFP screen (helpful if Scanning is enabled).  The Registration No. is not terribly important, you can leave it alone.

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Make sure you input a User Code, this is absolutely critical.  We recommend using a unique User Code to each individual.  If someone can guess another person's user code they will be able to print on that person's account and there is virtually no way to prevent that.  Using Student ID numbers is a bad idea.

You can leave the other options blank until you get to the Available Functions section.

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The selected options here are what this particular account is able to do.  If we uncheck the Color option next to Printer this person will be completely unable to print anything from their computer that has any color in it at all.  If they attempt to print color they will get no error, the job will simply disappear.

I strongly recommend mirroring the settings in this example unless there is a compelling reason not to.

Just below the Available Functions section is the next critical part of this venture: Print Volume Use

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Make sure that the On radio button is selected.  If we consider the Limit Value number as pennies that would mean this person has deposited $5 and can now print or copy in any combination Color or Black & White until they reach this 500 limit.  As they print the Volume Used number will increase until 500, at that point they would need to deposit more money and have their limit increased by you, the manager of this MFP.

As students reach their Limit Value just add the new deposit to this number.  For instance if the student in this example were to add another $5 to their account I would change the Limit Value to 1000 instead of 500.  

If you are all done click the Ok button, if you need to add more accounts click Save and Add Another until you're finished!


 

Setting up the Printer in Mac OS X

Now that we have all that sorted we need to setup the printer with the User Code to actually print!  In this example I'm going to use the copier we have in IT but the locations of the settings are the same with other Ricoh MFP's.

First step: Make sure you are on CASecure or plugged in to ethernet.  If you are on CAGuest this will not work.  You can follow this guide to get on CASecure.

Go to System Preferences and click on Printers & Scanners.  Click the + icon and select the IP option at the top.  Then enter in the network address of the printer, in my case it would be itmfp.calarts.edu.  You can name the printer whatever you would like, it will only show up on your computer.  OS X should find the printer model automatically and the computer will ask what features the copier has.  These are not required, so you can skip it if you'd like, but ask IT about your specific printer and we can find out.

Once the printer is added, print anything.  Literally anything.  We just need to get to the print window that looks similar to this:

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Once we're there we want to click on the middle drop down, which in this example says Layout.  You will see an option called Job Log, click on that.

Click the checkbox to Enable User Code and input the User Code for your account.  You can ignore every other setting here.

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Click on that middle dropdown menu again, this time it says Job Log and go to Printer Features.  In there we are going to change the Color Mode setting to Black & White.  This is because Color prints and copies are generally more expensive than Black & White and if your page has any color at all it will count as a Color copy or print, so unless we manually set this setting back to Color we won't be charged a color print.

Now, the last step is to save these settings as a newPreset.  Click on the Presets drop down at the top of the window and click Save Current Settings as Preset and choose a name for that preset.

Complete a test print and confirm that your page is coming out how you expect it to.  If the print doesn't come out make absolutely sure that the settings on your computer are correct and make really sure you're on CASecure.

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