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Preface

Digitizing Paper Documents

Scanning the Original and Sending to a Computer

Adding the Scanned Image via Network Scanner onto a Document

Enabling PDF Documents to Be Edited with Adobe Reader (Reader Extensions)

Converting Scanned Documents into the Encrypted Searchable PDF

Printer Driver

Merging and Printing Multiple Documents

Printing a Booklet (Windows)

Printing a Booklet (Mac)

Using Profiles to Print (Windows)

Selecting Presets for Printing (Mac)

Specifying the Printer Driver Default Settings (Windows)

Fax

Temporarily Storing and Viewing Received Image

Handling Junk Faxes

Automatically Forwarding Received Faxes

Automatically Forwarding Received Faxes to a Computer

Forwarding to a Mobile Computing Device

Forwarding Received Faxes

Handling Files with Forwarding Errors

Sharing Received Fax Documents in the Advanced Box

Sharing Sent Fax Documents in the Advanced Box

Checking That the Sent Fax Was Delivered Successfully

Accessing the Fax Function of a Server Machine

E-Mail

Sending an E-mail to Multiple Destinations

Using a Shared Address Book

Internet Fax/Intranet Fax

Sending a Document via Internet Fax

Receiving a Document via Internet Fax

Department ID Management

Setting a Department ID for Copying

Setting the Department ID Management on the Printer Driver

Mail Box and Advanced Box

Storing and Sending a Document

Creating a Personal Space in the Advanced Box (Open to Public by WebDAV)

Creating a Personal Space in the Advanced Box (Open to Public by SMB)

Practically Applying Print Data

Backing Up the Data Stored in the Mail Box

Security

System Management

Copy Security with Forced Document Scan Lock and Secure Watermark

Preventing Other Users to See the Printed Documents

Hard Disk Data Security

Specifying Send/Fax Security Settings

Mail Box Security

Restricting Access to the Machine (IPv4)

Restricting Access to the Machine (IPv6)

Advanced Copying and Printing

Scanning Originals While the Machine Is Processing a Job (Reserve Copy)

Printing and Copying with the Original Background Images

Printing Files Stored in the USB Memory Directly from the Machine

Printing Files Created with Different Applications as a Single File

Creating Address Labels by Scanning Business Cards

Pausing Print Jobs to Change Settings (Hold)

Customizing the Screen Display

Making Favorite Keys Highly Visible

Registering a Series of Frequently Used Functions in One Button (Quick Menu)

Recalling the Quick Menu of Another Machine

Linkage between imageRUNNER ADVANCE Desktop and imageRUNNER ADVANCE

Using Advanced Box (imageRUNNER ADVANCE Desktop)

Importing Received FAX Documents into Library (imageRUNNER ADVANCE Desktop)

Sending Fax from a Computer (imageRUNNER ADVANCE Desktop)

Performing Saddle Stitch Printing (imageRUNNER ADVANCE Desktop)

Performing Complex Tasks at the Touch of a Button: Workflow Composer

Creating a Flow on a Computer (Workflow Composer)

Duplicating/Editing a Flow to Create a Personal Flow (Workflow Composer)

Executing a Flow on the Machine (Workflow Composer)

Top » Practical Workflows » Department ID Management » Setting the Department ID Management on the Printer Driver
Setting the Department ID Management on the Printer Driver
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Setting the Department ID Management enables you to perform user authentication from the machine.
Benefits from Using the Department ID Management
Cost Management
You can manage the printing cost for each group.
Print Log Management
You can manage the print log for each group.
Required Condition
Printer driver is installed.
Canon Driver Information Assist Service is installed. (For details, see "Printer Driver Installation Guide.")
You are logged in as the administrator.
This section describes how to set the Department ID Management on the machine and print from the computer.
The screens may differ, depending on the model of the machine and on attached optional products.
The screens may differ, depending on the operating system of your computer.
Follow the procedures below.
Settings on the Machine
Printing the Document from the Computer
Settings on the Machine
1.
Press (Settings/Registration) → [Management Settings] → [User Management] → [Department ID Management].
2.
Press [On] → [Register PIN].
If you do not want to register a Department ID or password, proceed to step 1 in "Printing the Document from the Computer."
3.
Press [Register].
4.
Use - (numeric keys) to enter the Department ID and PIN.
Press [Dept. ID] → enter the Department ID.
Press [PIN] → [PIN] → enter the password.
Press [Confirm] → enter the same number to confirm the password → press [OK].
You cannot register a Department ID or password with only zeros as the number, such as <0> or <00>. If you enter a number that begins with zeros, the leading zeros are ignored. Example: If <02> or <002> is entered, <0000002> is stored.
NOTE
If you make a mistake when entering a number, press (Clear) to clear the number → enter the correct number.
If you do not want to set a password, you can use the machine by entering only the Department ID.
5.
Press [OK] → [OK].
NOTE
If [On] is selected in step 2 in "Settings on the Machine," the Department ID Management is set.
Printing the Document from the Computer
For Windows
1.
For Windows XP, select [Start] → [Printers and Faxes] (or [Start] → [Control Panel] → [Printers and Other Hardware] → [Printers and Faxes]). For Windows Vista, click [] (Start) → select [Control Panel] → [Printer]. For Windows 7, click [] (Start) → [Devices and Printers].
For Windows Vista
For Windows 7
2.
In the [Printer] folder (or the [Printers and Faxes] folder), right-click the printer icon for the printer you want to specify printer settings → click [Properties] (or [Printer properties]).
The printer driver properties dialog box is displayed.
3.
Click the [Device Settings].
The [Device Settings] sheet is displayed.
4.
Select [Department ID Management] → click [Settings].
The [Department ID/PIN Settings] dialog box is displayed.
5.
Select [Allow PIN Setting] → enter the Department ID and PIN that you entered in step 4 in "Settings on the Machine."
NOTE
Click [Verify] to connect to the printer to check whether the registered Department ID and password are correct.
Select [Confirm Department ID/PIN When Printing] to set the information stored in the machine and the timing for authentication.
6.
Click [OK].
The [Department ID/PIN Settings] dialog box is closed.
7.
Click [OK].
The printer driver properties dialog box is closed.
8.
Print the document using the printer driver that the Department ID Management has been set.
The machine counts the number of prints for each department.
For Mac
1.
From the [File] menu of the application software you are using for the document to print → select [Print].
The [Print] dialog box is displayed.
2.
Select the printer to use → select [Special Features].
The [Special Features] preferences panel is displayed.
NOTE
The screen may differ, depending on the type and version of the printer driver and the application software you are using.
3.
Select [Job Accounting] → click [Settings].
The [ID/Password Settings] dialog box is displayed.
4.
In the [ID/Password Settings] dialog box, enter the Department ID and Password that you entered in step 4 of "Settings on the Machine."
NOTE
Click [Verify] to connect to the printer to check whether the registered Department ID and Password are correct.
Enter eight characters or less (0 to 9, a to z, A to Z) for [ID].
Enter seven numerals or less (0 to 9999999) for [Password], or leave it blank.
If you select [Disable Job Accounting when B&W Print] when printing in black-and-white using a color printer with the Job Accounting Feature set, the document will be excluded from the page count. If you are using the Job Accounting Feature, set [Allow black print jobs] on the machine to 'On'.
5.
Click [OK].
The [ID/Password Settings] dialog box is closed.
6.
Click [Print].
The dialog box prompting you to enter the ID and Password is displayed. Enter the ID and Password → click [OK] to start printing. The machine counts the number of prints for each department.
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