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PriApps Print Management & Document Capture
DocumentationPriApps CloudPrint Admin Guide

Adding MFPs, copiers and printers

Add an MFP, copier or printer to PriApps CloudPrint, and choose how its usage is charged and how users sign in at it.

You add each MFP, copier or printer that PriApps CloudPrint manages in the PriApps CloudPrint Console. Its settings are on four tabs: General, Details, Embedded and Options. Together they decide how the device's usage is charged, what users see on its touchscreen, and how they sign in.

Before you begin

  • Sign in to the PriApps CloudPrint Console. See Signing in to the PriApps CloudPrint Console.
  • Set up the billing accounts and price models you want to use. They're under Accounts and Costs in the menu.
  • Have the device's manufacturer, model and embedded platform to hand.

Steps

1

Open Printers

In the menu, under Manage, select Printers.

The PriApps CloudPrint Console menu, with Printers under Manage

2

Select Add

Above the list of printers, select Add. The settings open above the list, on four tabs.

The Add button above the list of printers

3

Fill in the General tab

Enter the Printer Name and Description, and optionally the Location. See General.

The General tab, with Printer Name, Description and Location filled in

4

Fill in the Details tab

Select Details. Choose the Billing Account and Costing Model, and enter the Manufacturer and Model. See Details.

The Details tab, with Billing Account, Costing Model, Manufacturer and Model filled in

5

Fill in the Embedded tab

Select Embedded. Choose the Embedded Platform, select Printer Locked?, and choose the Initial Screen and Card/Badge reader. See Embedded.

The Embedded tab, with Embedded Platform, Printer Locked?, Initial Screen and Card/Badge reader set

6

Fill in the Options tab

Select Options. Choose the Sign-in type and the options that go with it. See Options.

The Options tab, with Sign-in type, Display QR Code? and Shortcode keypad?

7

Select Add

Select Add to save the device.

Check that it worked

The device appears in the list on the Printers page, and the number of printers registered at the top of the page goes up by one. If it isn't shown, select Refresh.

Changing a device's settings

To change a device's settings later, select the check box next to it on the Printers page, then select Edit above the list. Its settings are on the same four tabs, described below.

General

Setting What it does
Printer Name The name the device is listed under in the PriApps CloudPrint Console.
Description A short description of the device.
Location Optional. Where the device is, such as a building or an office.

Details

Setting What it does
Billing Account The device's default account for billing or chargeback. It's typically used for cost recovery.
Costing Model The price model used to work out the cost of the device's usage. Price models are set up under Costs.
Manufacturer The device's manufacturer.
Model The device's model.
Billing accounts and cost accounts are both set up under Accounts in the menu. Billing accounts are for charging usage to projects, departments or clients. Cost accounts show the actual cost of usage on the device, for reporting.

Embedded

Setting What it does
Embedded Platform The device's embedded platform. PriApps CloudPrint uses it to create the device's configuration settings automatically.
Printer Locked? When selected, users must sign in at the device before they can use it.
Initial Screen The screen users see on the device's touchscreen after they sign in. See the options below.
Card/Badge reader None if the device has no card reader. Otherwise Direct or TTY, depending on the card reader. If you aren't sure, select Direct.
Lock the device so that every user has to sign in. PriApps CloudPrint can then assign all of the device's usage to a specific user.

The Initial Screen options are:

Initial Screen What users see
Home Page The device's own home screen.
Secure Release The PriApps CloudPrint print release screen, listing all the jobs the user can release.
Dashboard The PriApps Dashboard, with a button for each function the user has permission to use, such as Print, Copy, Scan and Fax.
Copy The copy settings screen in the PriApps CloudPrint MFP app.
Scan The scan workflows the user has permission to use.

Options

Setting What it does
Sign-in type The sign-in screen users see at the device. See the options below.
Display QR Code? Shows the device's own QR code on its touchscreen. Users can scan it with a PriApps mobile app to sign in at the device.
Shortcode keypad? Shows a keypad on the touchscreen for entering a shortcode.

The Sign-in type options are:

Sign-in type How users sign in
Shortcode With their shortcode, typically a 4- or 6-digit number.
Shortcode & PIN With their shortcode and a PIN, for two-factor authentication.
Microsoft With the branded Microsoft sign-in screen.
Access code With a code generated by PriApps, available in some PriApps mobile apps.
ID & Password With their network ID and password.
All (show menu) From a menu of all the sign-in types, choosing the one they want.
The Microsoft sign-in type isn't supported on every touchscreen model. For the current list of supported models, contact PriApps Support at support@priapps.com.

Related articles

Removing MFPs, copiers and printers

Remove the MFPs, copiers and printers you no longer want PriApps CloudPrint to manage.

Registering users

Register users from Microsoft Entra ID so they can sign in at the printers, copiers and MFPs that PriApps CloudPrint manages.

Configuring users

Change a registered user's details, default cost account, role and sign-in settings in the PriApps CloudPrint Console.

Signing in to the PriApps CloudPrint Console

Open the PriApps CloudPrint Console and sign in with your organization's Microsoft account.