Getting Started With Policy Print
Prerequisites
To get started with Policy Print, you will need the following:
- License for any of the following products:
- Print Analytics
- Secure Print
- Secure Print Direct
Note: Policy Print is supported on all types of queues. It is not supported with Print Scout in "server mode".
- Ask the Operations team to enable Policy Print for your organization.
Step 1: Enable Policy Print in the HP Insights Web Console
Navigate to the Account Settings > Policy tab and click the Configure button. Toggle the Enable Policy switch.
Step 2: Create a Policy
With Policy Print enabled, you can now start creating policies.
1. In the Account Settings > Policy tab, select the Create button.
2. In the Policy Name field, add a name for your policy
3. In the Description field, enter a meaningful description for your policy.
4. In the Groups section, assign a group to which the policy will apply.
Notes:
- Groups may not be available for selection because they have not been imported or they have not been populated by the Print Scout. You can skip this part for now and add groups later.
- You will need to import groups into the HP Insights system. See Step 3: Add Groups section of this document.
5. In the Rules section, click Insert new rule. Add an action, at least one condition, and a prompt for each rule.
- In the drop-down menu, select the action to apply to users when the rule is triggered. The options are Warn or Deny
| Action | Description |
|---|---|
| Deny |
A Deny action prevents print jobs from occurring. If a Deny rule triggers, employees are presented with a pop-up dialog informing them that their action is against company policy and that their job has been cancelled. |
| Warn |
A Warn action allows print jobs to proceed after confirmation from the employee. If a Warn rule triggers, the employee is presented with a pop-up dialog showing that the activity is against company policy. The employee can either choose to cancel the job or to continue printing. |
b. Select the triggers that you want to apply to the rule. The following triggers are available:
| Trigger Condition | Description |
|---|---|
| Document contains color | The rule triggers if a document contains color. |
| Document exceeds page (x) | The rule triggers if the total number of pages is greater than the defined number of pages. |
| Single-sided printing | The rule triggers if the document is single-sided. |
| Printing to a local printer | The rule triggers if the device is connected directly (e.g., via USB) to the employee’s workstation. |
| Document contains the word | Use certain keywords as a trigger the rule. |
Notes:
- A rule can have more than one trigger condition. For example, you can set up a policy to deny printing if document contains color and document is single-sided.
- Trigger conditions work using an AND function, meaning the trigger will only fire if all the trigger conditions are true.
- There can be multiple rules within a policy. If a job triggers multiple rules with different actions, the rules with the most restrictive action are applied. In order of decreasing restrictiveness, the actions are Deny is greater than Warn. For example, if two Deny rules and one Warn rule are triggered, then the prompts for both Deny rules are displayed on the Policy Notification dialog. The Warn rule prompt will not be displayed.
c. In the Prompt field, a default pop-up message is applied. You can remove the default prompt and add your own message if you wish.
6. Save the policy.
Note: The priority will be based in the order of creation of the policy. You can change the policy priority later.
Step 3: Add Groups
Import Groups
You will need to import groups into Secure Print. Import comma-separated values (CSV file) containing users' email addresses and groups into Secure Print.
Note: For OpenID, the email addresses in the CSV file must match the email addresses associated with the user accounts in the OpenID authentication provider.
To import groups for use with Policy Print:
1. Navigate to the Secure > Advanced tab (for sites with Secure Print license) or Direct > Settings screen for sites with Secure Print Direct license only.
2. Download the CSV sample file. Email and UserGroups are mandatory fields.
3. Click the Import button and then select the CSV file to import.
4. Map data by dragging CSV column headers to the appropriate data column. The mapping view shows the CSV fields in the left column, called CSV columns. The fields in Secure Print appear in the right column, called Data Columns.
5. Click the Preview tab to see up to the first 50 rows of CSV data and verify that the mappings are correct.
6. Click OK. A window displays the results of the import, the number of rows processed, and any errors during the import process.
Step 4: Assigning a Group to the Policy
The following steps assume that you have already created a policy and imported a group.
1. Select the policy that you want to assign a group to.
2. Click the Edit button.
3. In the Groups field, type part of the Group name. The search returns the group’s display name.
4. Click the + sign to assign the group to the policy. The group now appears in the policy’s list of groups.
5. Click Save.
Step 5: Update or Install Print Scout on user workstations
The Workstation Print Scout handles checking and applying policies. You’ll need to install or update existing Print Scouts on user workstations with Policy Print functionality.
Step 6: Print a test job
1. On the workstation where you have installed Print Scout, register user to Secure Print if you haven’t already done so.
- OpenID Authentication: Register to Secure Print so the Print Scout can obtain your email address.
2. Send a print job (to the HP Secure Printer) that will trigger a rule in the policy.
If Print Scout can't reach HP Insights
Policy Print needs Print Scout to reach HP Insights when a user prints, because Print Scout gets the policies from the cloud for each job and doesn't keep a copy on the workstation. If it can't reach the cloud, for example during an outage, no policies are applied, so jobs print without any warnings or blocks until the connection is back. Offline Print doesn't change this, because it applies only to Secure Release jobs.