Email Printing

Email Printing enables an end-user to forward an email (from a smartphone, tablet, or laptop) to a printer that has been explicitly designated for printing from email. Email Printing is an umbrella term to identify all three email printing types of Email Printing,Direct Email Printing, andDirect Email Guest Printing.

With Email Printing, the end-user, validated through Active Directory, sends or forwards an email to a specific email address linked to a printer object. The email is held in a universal print queue, enabling the end-user to release the job later. End-users can also designate a specific printer to release mobile print jobs automatically. Held jobs show in the end-user's Release Portal and can be released to the printer from there or using another release mechanism.

Email Printing is only supported for those using LDAP/Active Directory. The use of IdPs such as Azure, Okta with Email Printing is currently not supported.

Printers using a Canon Generic Plus PCL6 driver must have the Spooling at Host setting disabled. Having this setting enabled causes email print jobs to remain in a held status, and they will not print.

Prerequisites

These are configuration steps not completed in the Admin Console.

  1. Set up a new email account.
    1. IMAP must be enabled for the mailbox unless you are using Office 365/Exchange, in which case OAuth would be used.
    2. To configure the feature you must know the mailbox username, password, and IMAP/OAuth/SMTP connection information.
  2. Install LibreOffice on the Service Client computer.
  3. Store each user's email address as an attribute of the user's Active Directory user object.
  4. Set a sub-domain as an internal relay.

If you are using an Office 365/Exchange email account to send and receive emails, the alias may not work properly. See the steps in the drop-down list below for an optional workaround.

If you are seeing alias is automatically stripped from the To: field, follow the steps below as a workaround:

  1. Remove the alias from the original account.
  2. Create a distribution list called <printername>@<companyname>.com with only this email address listed.

The only member of the list is the <print@<companyname>.com account, so mail should be delivered to the print@printerlogic.com mailbox with <printername>@<companyname>.com in the To: field.

If you already have your LDAP domain configured, skip to the next prerequisite.

  1. In the Admin Console, click Tools then Settings then General.

    Admin Console with the Tools menu on the right expanded to show the General option in the Settings section.

  2. Navigate to the Identity Provider Settings section select LDAP and click Add.

    General tab Identity Provider Settings section with an arrow pointing to the LDAP option, and the Add button highlighted to the right.

  3. In the LDAP settings window, fill in the required fields. For the core functionality, PrinterLogic does not require LDAP access to be configured. Any time PrinterLogic requires LDAP authentication the LDAP settings apply. For example, if logging into the Admin Console using LDAP credentials, logging into the Self-service Portal with LDAP credentials, and use any advanced features such as CPA, the mobile app, or Email Printing.

    LDAP Settings pop-up with the different fields showing to configure the LDAP connection.

    1. Enter the Domain Name of your LDAP domain and hit the Tab key.
    2. The NETBIOS Domain Name and Base DN fields should fill in automatically.

    3. Add additional information as listed below:

      1. Primary LDAP Server: The external (public) IP address or FQDN that is port-forwarded to your primary LDAP server
      2. Internal Primary IP: The internal (private) IP address or FQDN of your primary LDAP server. Not required but may be necessary depending on your network security.
      3. Secondary LDAP Server: The external (public) IP address or FQDN that is port-forwarded to your secondary LDAP server. Not required but may be used if needed.
      4. Internal Secondary IP: The internal (private) IP address or FQDN of your secondary LDAP server. Not required but may be used if needed.
      5. LDAP Port and LDAP Server Requires Secure Sockets: Port 389 for LDAP. Port 636 is for secure LDAP/LDAPS. By checking the box for LDAP Server Requires Secure Sockets, the port number will automatically change to 636. A firewall rule for the port used in the LDAP configuration will need to be created unless the configuration uses Identity Sync through a Service Client.
      6. Domain Alias: Not required
      7. Bind User: Bind User Name
      8. Bind Password: Password for entered Bind User Name
      9. Server Type: Select the server type you are using.

  4. When you finish entering the LDAP settings, click Test Settings to ensure the settings are correct. Successful test results display a green check mark. The Complete status appears whether the test passes or fails, but a red X displays next to the failed test.

    Testing LDAP Settings pop-up showing three complete tests, and the secondary LDAP server test showing as failed.

    The Skipped status appears if a field in the LDAP settings is left without a value or if the value in the field cannot be found. The Result column displays a message that lets you know the reason it was skipped.
    Testing LDAP Settings pop-up showing three complete tests and one skipped test.

  5. Click Apply.
  6. (Optional) In the Default domain when logging in field, select the LDAP domain you have created.

  7. Click Enable Advanced LDAP Administrative Authentication.

    General tab's Identity Provider Settings section with an arrow going to the Default domain drop-down and the Enable Advanced LDAP authentication check box.

  8. Click Save.

Delete Provisioned LDAP Data

At times it becomes necessary to delete provisioned LDAP users and groups from the PrinterLogic database. The delete function enables IT Admins to remove these items. For legal reasons, PrinterLogic Support cannot remove these and leaves this action to the discretion of the IT Admin. This process requires obvious interaction to remove the user and groups to ensure deletion is the desired outcome.

This action will delete all LDAP users and groups from the PrinterLogic database for all configured AD domains and require you to provision them again. The RBAC, Portal Security, and Printer Deployment rules associated with these users and groups will continue to function unless the admin manually deletes them. You cannot undo this action.

FAQ

No, it does not. This function will only remove provisioned data from the PrinterLogic database. You must complete that process within the LDAP server if you need to remove a user.

Process

  1. In the PrinterLogic Admin Console, navigate to Tools then Settings then General.
  2. In the Identity Provider Settings section select the LDAP option.

  3. In the LDAP Sync section select the Delete Provisioned LDAP Data option.

  4. Type DELETE into the text field.
  5. Click on Delete.

    6. Delete LDAP Provisioning Data pop-up with the warning showing, and the word Delete typed in the entry field.

  6. Click on Save.

If you already have a Service Client created to use with Email Printing, skip to the next prerequisite.

A Service Client is a machine used for several features within the PrinterLogic application. It can be a workstation or a server always available on your network.

  1. Log in to the Admin Console.
  2. In the tree view, select the parent folder you would like for the Service Client Object.

  3. Click New then Service Client.

    • Right-click on the folder for the same options.

    Admin Console tree view showing the New then Service Client options as seen after right-clicking on a folder.

  4. Add an identifiable name to the Service Client.

  5. Enter the IP Address or FQDN of the Service Client host machine.

    If using HTTPS, an FQDN is suggested to reduce potential communication issues. This is especially important for CPA manufacturers such as Ricoh, Toshiba, and Kyocera.

    Service Client pop-up with fields for the Name and the IP Address or Hostname, and the Add Service Client and Cancel buttons.

  6. Click Add Service Client.
    • The Service Client displays in the tree view under the folder it was added.
  7. Navigate to the machine designated as the Service Client.

  8. In the system tray or start menu, manually Refresh Configurations.

    Refresh Configuration steps as seen from the system tray.

  9. Verify the service is running via Task Manager.
  10. Open Task Manager and select the Processes or Details tab.

  11. Confirm the PrinterLogicServiceManager.exe process is running along with the three client processes.

    Task Manager Details tab view with the PrinterLogic Service Manager service running and highlighted.

    Each service you enable on the Service Client starts a new service viewable in Task Manager.

The steps below are for creating a printer object. If the printer object(s) you want to use with Email Printing are already created, skip to the next prerequisite.

It's crucial to understand that type 4 drivers are incompatible with TCP/IP printer objects when implementing PrinterLogic SaaS. This is because they disable port monitoring, a key feature our application relies on. A TCP/IP printer installed on a workstation and using a type 4 driver can impact printing. Other printers, such as USB or software printers (Adobe, Microsoft XPS, etc.), can still use type 4 drivers without impacting printing.

  1. In the tree view, right click on the folder you are adding the printer to.
  2. Select New > TCP/IP Printer.
  3. In the Printer Name field, enter the name of the printer object.
    • Optional: Enter in Location and any Comments.
  4. In the IP Address or Hostname field, enter the IP address or hostname of the printer.
  5. In the corresponding operating system field, click Upload New Driver or select from an existing driver.
  6. Click Add.

The new printer object appears as a child item under its parent folder.

The steps for creating a printer in the admin console by right clicking on the folder, selecting new then TCP/IP printer, inputting the printer information and clicking Add.

The steps below are for creating a pull printer that acts as a virtual print queue used in this feature. If you already have a pull printer created to use with Email Printing, skip this step.

  1. In the tree view, right click on the folder you are adding the printer to.
  2. Select New > TCP/IP Printer.
  3. In the Printer Name field, enter the name of the printer object.
    • Optional: Enter in Location and any Comments.
  4. In the IP Address or Hostname field, enter the IP address or hostname of the printer.
  5. Check the Make Pull Printer box.
  6. In the corresponding operating system field, click Upload New Driver or select from an existing driver.
  7. Click Add.

The new pull printer object appears as a child item under its parent folder.

The steps showing how to create a pull printer in the Admin Console.

It's crucial to understand that type 4 drivers are incompatible with TCP/IP printer objects when implementing PrinterLogic SaaS. This is because they disable port monitoring, a key feature our application relies on. A TCP/IP printer installed on a workstation and using a type 4 driver can impact printing. Other printers, such as USB or software printers (Adobe, Microsoft XPS, etc.), can still use type 4 drivers without impacting printing.

Configure Email Printing

  1. In the Admin Console, navigate to the Service Client's Email Printing tab.
  2. Check the box for Enable Email Printing.

  3. Select the None Selected button and select the Pull Printer to use for processing email print jobs.

    Email printing section with arrows going to the Enable Email Printing and button to choose the service client to use in the configuration.

  4. Enter the email address that you would like to use for Email Printing.

    Email printing section with an arrow pointing to the Pull Printing Email Address field.

  5. Configure the IMAP settings.
    • If using Office 365 or Exchange online, and need to configure OAuth 2.0, see the Configure OAuth 2.0 documentation.

  6. Configure the SMTP settings.

    Email Printing tab with the SMTP settings showing.

  7. Select Enable Office-type File Attachment Printing if you want to enable end-users to print attachments.

  8. Select Only Print Attachments to print only the attachments without including the email body. If there are no attachments, the email body will be printed instead.

  9. Type the path to access the LibreOffice executable.

    Enable Office-type File attachement printing section with arrows pointing to the Select office suite dropdown, and the text field to enter the path to the LibreOffice Executable.

  10. If wanting to use Direct Email Printing options, select the desired options.

    If wanting to use Direct Email Printing, see the topic specific to it for further information.

    If wanting to use Direct Email Guest Printing, see the topic specific to it for further information.

    Email Printing tab showing the enable/disable options for direct email and direct guest email printing.

  11. If you are using PKI Encryption, reference PKI Encryption for steps.
  12. Select Save.

  13. On the Service Client, verify the PrinterLogicServiceEmail.exe is running.

    • Open Task Manager and select the Processes or Details tab.
    • The three client processes, PrinterLogicServiceManager.exe, and PrinterLogicServiceEmail.exe should all be running.
    • Services for other features enabled on the Service Client will also be running.

    Task Manager's Details tab, showing the enabled services running for the client, service client, and email printing.

Enable Mobile Printing

  1. In the Admin Console, navigate to the Email Pull Printing section on Tools then Settings then Printing.
  2. Check the box for Enable Default Email Printer.

  3. Check the box for Allow Email Pull Print jobs to be released to all printers by default.

    General Tab's Email Pull Printing section with arrows pointing to the default enable and default per printer settings.

  4. Optional: Select the Default Page Size.
  5. Click Save.
  6. Navigate to the printer object's Printing tab that you want to use to release mobile print jobs.
    • Must be a TCP/IP printer object, and not a pull printer.

  7. In the Email Pull Printing section, click the Use default Email Pull Print setting.

    Email pull printing options with the bubble for default settings checked, and the box to Allow pull print jobs released to this printer, checked.

  8. Click Save.
  1. Navigate to the printer object's Printing tab that you want to use to release mobile print jobs.
    • Must be a TCP/IP printer object, and not a pull printer.
  2. In the Email Pull Printing section, click Use printer-specific Email Pull Print setting.

  3. Check the box for Allow Mobile Print jobs to be released from this printer.

    Email Pull Printing options with the printer-specific bubble checked, and the box to enable setting for all printers checked.

  4. Click Save.

Emails can now be sent or forwarded to a pull printer, and released by the end-user to printers with Email Pull Printing setting enabled. If configured, release options include: Release Portal, PrinterLogic App User Guide, Control Panel Application (CPA), Simple Badge Release, and Release Stations.

For more information on Secure Release Printing, reference Secure Release Printing.

Release Portal

To access the Release Portal:

  • In a supported browser, visit <YourURL>.printercloud.com/release.
  • Visit your Self-service Portal.
    1. Click Menu.
    2. Navigate to Pull Printing then Print Job Management.
      • If you don't see these menu options, check your Shortcut Options on Tools then Settings then Client in the Admin Console.
      • Reference Client Settings Tab

To release a job, check the box next to the held print job and click Release.

Release Portal showing three pull print jobs and one secure print job held, and the Release and Delete buttons under each queue.

Troubleshooting

Yes. If the setting option for Only Print Attachments is enabled on the Service Client Email Printing Tab, only the attachments will print. If the email does not contain any attachments, the email body will print.

If you are seeing alias is automatically stripped from the To: field, follow the steps below as a workaround:

  1. Remove the alias from the original account.
  2. Create a distribution list called <printername>@<companyname>.com with only this email address listed.

The only member of the list is the <print@<companyname>.com account, so mail should be delivered to the print@printerlogic.com mailbox with <printername>@<companyname>.com in the To: field.

The following requirements are necessary for setting up a mailbox for Email Printing.

  • The new email account cannot be a shared mailbox.
  • IMAP must be enabled for the mailbox unless you are using Office 365/Exchange, in which case OAuth must be used.
  • To configure Email to Print, you will need to know the mailbox username, password, and IMAP/SMTP connection information. (POP3 is currently not supported)
  • If using Direct Email Printing, email routing rules on the mail server must be configured to route mail sent to the direct email addresses of the printers to this mailbox.

The formats supported for email attachments depends on whether or not you have LibreOffice installed on your server.

LibreOffice is not required per se, but if you do not install it, the file formats allowed will be significantly limited.

Without LibreOffice Installed:

.pdf, .txt, .html, .htm, .jpg, .gif, .png, .bmp

With LibreOffice Installed:

Document: .pdf, .doc, .dot, .docx, .dotx, .odt

Spreadsheet: .xls, sxlsx, .xlt, .xltx, .xlsm, .ods

Presentation: .ppt, .pptx, .pot, .potx, .odp

Text: .txt, .rtf

HTML: .html, .htm

Images: .jpg, .jpeg, .gif, .png, .tiff, .tif, .bmp