Quota Management

Quota Management is part of the optional Cost Management Bundle. Contact your sales rep for licensing information or to schedule a demo.

Quota Management allows setting printing quotas for groups and individual users. The use of Quota Management reduces wasteful printing and, in some instances, supplements print costs. These quotas can be set as a Volume, defined as a total number of allowed print jobs, or cost expressed as a dollar amount available to use on print jobs.

For example, let's say you have an employee who works on your accounting team. This person, or the group(s) they belong to, can be assigned either a dollar amount or maximum page count allowed during a period set by the PrinterLogic Admin. They would print as usual, but if the dollar amount or the max page count is reached, they will receive a notification that they have reached their limit and would no longer be allowed to print unless the admin increased the limit.

Diagram showing the quota management workflows for adding users, assigning quotas and price, job subtraction, and Admin Reports.

If users exist in multiple groups, they will receive a total quota of all combined groups. For example, if a user is part of the Accounting group, which is assigned a volume quota of 100 print jobs, and part of the Sales group, which has a volume quota of 50 print jobs, the user will have a total volume quota of 150 print jobs available. The same functionality is true for quotas based on cost.

Local admins can also control Quota Management allowing the PrinterLogic administrator to have someone at a more local level control the quota for their organization. For example, in a large school district, the district-level IT admin could set a manager at each school to maintain the allocation at the school level. This Role-Based Access Control (RBAC) can be set so that a local school administrator can adjust quota but cannot access or adjust anything else within the PrinterLogic Admin Console.

Default Settings

  1. Open your PrinterLogic Admin Console.

  2. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  3. Select Settings,and toggle the Enable Quota Management option on.

    Quota Management Settings section with an arrow pointing to the Enable Quota Management setting.

  4. Select the method you would like to manage quota by:

    Quota Management Settings section with the Manage Quota By section highlighted to include the reocurring and custom time period options.

    Recurring Time Periods allow you to stipulate a quota that you would like to be ongoing but renew the quota amounts regularly. This option provides a more automated method of managing it.

    1. Select the date you would like the quota to start.
    2. Select the Recurrence Period type you would like to use.
    3. Select the Recurrence Duration.

    4. Select the method to Track Quota Against. The options are Volume, number of print jobs, or Price, a dollar amount allowed to spend on print jobs.

      More on configuring Volume versus Price will be discussed in the following sections.

    5. Select Save Changes.

    Custom Time Periods allow you to set the start date and end date of the quota you want to enforce. Although you can still track allocation by Volume or Price, this approach is more hands-on and requires manual configuration of time periods.

    1. Select the option to manage quota by Custom Time Period.

    2. Select the method to Track Quota Against. The options are Volume, number of print jobs, or Price, a dollar amount allowed to spend on print jobs.

      More on configuring Volume versus Price will be discussed in the following sections.

    3. Select Save Changes.
  5. Select Save Changes.

Creating Quotas

The steps below walk you through creating quotas for groups in the Admin Console.

  1. Open your PrinterLogic Admin Console.

  2. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  3. Click on Create New Time Period.

    Quota Management will not work until an initial time period is created. The maximum period allowed is ten years.

    Quota Management tab showing the orange Create New Time Period button in the center of the screen.

  4. Select a Start Date and an End Date range for the quota.

    Create New Time Period pop-up showing the Start and End date fields, track quota against fields, and add groups option.

  5. Select the method of quota tracking:

    • Tracks the quota by number of pages printed.

      A two-sided copy will get tracked as two pages.

      Create New Time Period pop-up with an arrow pointing to the Volume option under the Track Quota Against section.

    • Tracks the quota by the amount of money spent on pages printed. Selecting Price will provide you with options to add costs.

      Create New Time Period pop-up with the Price Per Page option enabled, under the Track Quota Against section, and showing the B&W, Color, Simplex, and Duplex options.

  6. Add Groups options:

    • Add Group Quotas Manually: Allows you to set the current quota to a specific group.
    • Duplicate Group Quotas from Previous Time Period: Applies the quota amounts used during the previous period to a new time period.

    Create New Time Period pop-up with the Add Groups options highlighted in the lower left.

  7. Click on Continue.

  8. Select the group(s) you would like to add to this quota.

    All groups added will be assigned the same quota. If that's not desired, each should be added separately or to a quota with other groups using the same amount if different quotas are needed.

    Add Groups Quota Price pop-up showing a list of groups highlighted with multiple groups selected.

  9. Enter a quota amount for the group(s) you selected.

    Add Groups Quota Price pop-up showing the Print Job Price Quota field highlighted. Add Groups Quota Volume pop-up showing the Print Job Volume Quota field highlighted.

    The amount entered in the quota price/volume will be allowed per person in the group. So if a volume of 100 is set, each person in the group will have 100 print jobs available.

  10. (Optional) If you would like to add additional management rules, there are options for Maximum pages per print job and Minimum time between print jobs.

    Group Quota Management Rules section showing the Maximum pages per print job and Minimum time between print jobs settings.

  11. (Optional) If you need to add additional group quotas, you can select the option to Add another group quota. Doing so followed by clicking on Add, will allow you to configure the next group(s) as needed.

    Add Groups Quota pop-up with an arrow pointing to the Add Another Group Quota checkbox, and the Add button is highlighted.

  12. Click on Add.
  13. The quota will now be displayed in the list.

Managing Quotas

These steps cover viewing and making adjustments to existing quotas. Some environments designate a specific user or group to manage the feature, and steps for creating and applying the role to the user or group are included below.

To configure a local admin for Quota Management, a custom role needs to be created for it. This process will be covered here, but more information can be found in the Role-Based Access Control documentation if needed.

  1. In the PrinterLogic Admin Console navigate to Tools then Users.

    Admin Console showing the Tools menu expanded and the Users sub-option highlighted.

  2. Click on Add Role.

    Admin Console users tab with an arrow pointing to the Add Role button in the lower right.

  3. Give the new role a Role Name. Optionally, a Role Description may be added if desired.

    Create Role pop-up with the Role Name and Description highlighted.

  4. Select the Tools Menu option, then select Quota Management.

    Create Role pop-up with an arrow pointing to the expanded Tools Menu option, and the Quota Management tab option selected and highlighted.

  5. Click on Save.

  1. Add the user admin user by selecting Add User and selecting the appropriate Identity Provider option.

    Users tab with an arrow pointing to the Add User button.

  2. After the desired user is added, select the Non-Administrator option.

    Configure User's Role Assignments pop-up with an arrow pointing to Non-administrator option.

  3. Select Add.

    Configure User's Role Assignments pop-up with an arrow pointing to the Add button in the bottom left.

  4. Select the Folder or Object you would like this admin to have quota management control over, then click on Add.

    Browse pop-up with an arrow pointing to a selected folder, and an arrow pointing to the Add button.

  5. In the Role drop-down, select the role you just created, then click on OK.

    Configure User's Role Assignments pop-up with an arrow pointing to the Role drop-down on the selected folder to show the expanded Role options, and an arrow pointing to the OK button.

  6. The new Quota Management admin will now be shown in the list of admins with the named role.

    Users tab showing the new user added to the folder, and the Quota Management role showing under the Role Type column.

  1. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  2. Select the time period you would like to view the users quota in.

    Quota Management tab with an arrow pointing to the Time Period drop-down.

  3. Select the Users or Groups tab.

    Quota Management tab with an arrow pointing to the Users option below the time period drop-down.

  4. Search for the user or group.

    Quota Management tab with an arrow pointing to the Search field to find users.

  5. The amount used will be shown in conjunction with total available in the Quota Usage column.

    Quota Management tab showing a user, and the Quota Usage column highlighted.

  1. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  2. Select the time period to adjust.

    Quota Management tab with an arrow pointing to the Time Period drop-down.

  3. Click on Edit Time Period.

    Quota Management tab with an arrow pointing to the Edit Time Period button.

  4. Adjust the Start Date and End Date as needed.

    Edit Time Period pop-up showing the Start and End dates fields, and the Track Quota Against options.

  5. Click on Save Changes.

  1. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  2. Select the time period you would like to adjust the quota for.

    Quota Management tab with an arrow pointing to the Time Period drop-down.

  3. Ensure the Groups tab is selected (displayed by default).

    Quota Management tab with an arrow pointing to the Groups option under the Tiime Period drop-down.

  4. Search for the group to adjust from the list.

    Quota Management tab with an arrow pointing to the Search field on the right.

  5. Click on the desired group.

    Quota Management tab with an arrow pointing to a group to edit.

  6. Modify the quota and other settings as needed then click Save.
  7. The quota will automatically save and be applied for the selected time period.

  1. Select Tools then Quota Management.

    Admin Console view showing the Tools option expanded on the right, with the sub-option for Quota Management highlighted in red.

  2. Select the time period you would like to adjust quota in.

    Quota Management tab with an arrow pointing to the Time Period drop-down.

  3. Select the Users tab.

    Quota Management tab with an arrow pointing to the Users option below the time period drop-down.

  4. Search for the user to adjust from the list.

    Quota Management tab with an arrow pointing to the Search field to find users.

  5. Click on the desired user.

    Quota Management tab with an arrow pointing to the user.

  6. Add or subtract the quota as needed, and click Add or Subtract based on the adjustment being done.

    Manage User pop-up with the Manual Quota Adjustment section highlighted.

  7. The quota will automatically save and be applied for the selected time period.