How to use Delegate Print

You can manage delegates in the User Portal or in the HP Secure Print desktop app. Your delegate settings are synchronized between the two, so you can use either one and see the same delegates.

Manage delegates in the User Portal

In the User Portal, you can assign delegates to individual documents or set up Auto Delegate to share every new document with a list of delegates. You don't need Print Scout to do this.

Note: You can manage your delegates in the HP Secure Print desktop app whichever way you sign in. Managing delegates in the User Portal is available only if you sign in through OpenID Connect or SAML single sign-on.

Assign delegates to specific documents

  1. Open the User Portal link from your administrator and sign in.
  2. On the My Printing page, select the document or documents you want to delegate.
  3. Click Delegate on the toolbar.
  4. In the Delegates dialog box, start typing the email address of the person you want to add in the search box, and select them from the list. Click Add.

     

  5. Repeat for every delegate you want to add, then click Save.

To see who a document is delegated to, point to the delegate icon next to the document name. The icon shows how many delegates the document has, and the Delegated to list shows their email addresses.

Set up Auto Delegate

Auto Delegate automatically shares every new document you submit with a list of delegates. It's off by default.

Note: Delegates added through Auto Delegate can release all the documents you submit. If you want to print a private or confidential document, turn Auto Delegate off before you submit it.

  1. In the User Portal, click the menu icon (☰) on the right side of the page and select Auto Delegate. The menu also has Passcode and Card Registration.

  2. Make sure the toggle switch is on.
  3. Enter the full email address of each person you want to add as an automatic delegate.
  4. Save your changes.

You can add up to 10 delegates. To remove a delegate, open Auto Delegate again, remove them from the list and save. To pause Auto Delegate without removing anyone, turn the toggle off and save.

Delegates can only be added if their email address already exists in HP Secure Print.

Manage delegates in the HP Secure Print desktop app

The rest of this topic describes how to manage delegates in the HP Secure Print desktop app, which is installed with Print Scout.

Assign a delegate

There are two ways job owners can assign delegates to documents:

  • Automatically assign delegates
  • Manually assign delegates on a per-document basis

Note: To add users as delegates, their email addresses must already exist in HP Secure Print. If your authentication provider is either Internal or OpenID, a user's email address is added when they register their email address to HP Secure Print. For sites with Active Directory authentication, the Windows Print Scout checks and adds a user's email address in the HP Secure Print if it does not exist. Checking the email is triggered by user activities such as submitting secure documents, listing secure documents, etc. If your site is using macOS Print Scouts with Active Directory Authentication Provider, you will need to import users’ email addresses to use Delegate Print.

Automatically assign delegates

If a job owner wants a delegate to be always assigned to their documents, they can use the Auto Delegate setting of the HP Secure Print desktop app. This setting is off by default — a job owner must enable it and add delegates for it to work. All added delegates are automatically assigned as delegates to every document submitted by the job owner.

Note: Keep in mind that delegates added via Auto Delegate will have the ability to release all documents submitted by a job owner. If job owners want to print private or confidential documents, they can temporarily disable Auto Delegate before submitting their print jobs.

To set up automatic delegation:

1. Launch the HP Secure Print desktop app icon from the taskbar (Windows) or menu bar(macOS).

2. If it's your first time using the app, you will be asked to enter your company credentials. Click Login to continue. When successfully authenticated, you will see the Authenticated successfully message on your browser.

3. In the HP Secure Print desktop app, click the menu on the upper-right hand side as shown in the image below. Select Auto Delegate.

4. The Auto Delegate dialog box opens. In the search box, enter the full email address of the user you want to add as an automatic delegate.

Note: Make sure that the toggle switch is on. This indicates that the Auto Delegate feature is enabled.

5. Click Add. The delegate is added to the automatic delegation list.

6. Repeat this process for every delegate you wish to add.

7. Once you have added all the people you wish to assign as automatic delegates, click Save to save changes.

Note: A job owner can add up to 10 delegates.

Manually assign delegates

Job owners can assign delegates on a per-document basis. Here are scenarios when manually delegating print jobs may be suitable:

  • Job owners do not want to have automatic delegate assignments.
  • A job owner wants to share documents with other users without adding them to the automatic delegate list.

To assign delegates on a per-document basis

1. Launch the HP Secure Print desktop app.

2. Select a document or documents to delegate.

3. Click the Delegate button.

4. In the dialog box that appears, enter the email address of the user you want to add as a delegate .

5. Click Add. Repeat this process for every delegate you wish to add.

6. Save your changes.

View assigned delegates (per document)

A job owner can view the assigned delegates for each document by hovering over the icon next to the document name. It also shows how many delegates the document has been delegated to.

View automatic delegates list

Job owners can view the automatic delegates list by choosing Auto Delegate in the menu of the HP Secure Print desktop app.

This opens a dialog box showing a list of all the users that are added as automatic delegates.

Temporarily disable Auto Delegate

If a job owner wants to print confidential or private documents (i.e. documents that shouldn't be made available to all the assigned delegates), they can temporarily disable automatic delegate assignment (without removing delegates) before submitting their document.

Note: If a document has been submitted, a job owner can delete the document or manually remove the assigned delegate (using the HP Secure Print desktop app).

  1. In the HP Secure Print desktop app, click the menu on the upper-right hand side as shown in the image below. Select Auto Delegate.
  2. Toggle the switch to off and click Save. This change takes effect immediately.

3. Submit your private or confidential documents.

Remove a delegate from the Auto Delegates list

A job owner can delete a delegate from the Auto Delegates list.

In the HP Secure Print desktop app, select Auto Delegate.In the list of delegates that appear, click the x icon next to the delegate you want to delete and then click Save.

Delete delegated documents

Both the job owner and the delegate can delete delegated documents.

In the HP Secure Print desktop app, select one or more documents that you want to delete. Click the Delete button.

The delegate gets a message that they are about to delete a delegated document.

View Job Owner (who delegated the jobs)

Delegates can view who delegated the documents either at the HP Secure Print desktop app or at the printer’s user interface.

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