Print management
The S(kim) offers a print management system that provides users with many advantages over other print solutions. A rough outline of how it works: Print jobs are not sent to different printers, but to the print management system. Only when the CampusCard (KISOWL) is presented to a multifunctional device is the job then executed on this device. Of course, print management also offers scanning and copying functions.
The advantages of the new system:
- No stray paper piles in the printer room
- The print service is GDPR and information security compliant
- Printing costs are reduced
- No waiting for print jobs from colleagues who block the printer due to a wrong setting
- Different printers at different locations can be used
- Various options for sending jobs to the printers (directly via driver, via e-mail, via app)
- Comfortable functions such as scanning with output to the personal network drive or by e-mail
Access to the print management system is available to employees of the TH OWL administration and the employees of the participating departments.
This documentation is not an instruction manual for the multifunction devices, as they can be operated intuitively thanks to the help on the displays. Rather, this documentation explains the options available to users in the interaction between the print management system and the devices.
Important: The CampusCard (KISOWL) plays a central role in the print management system. You can find out how to get your card in our documentation: CampusCard (KISOWL) instructions.
Read in the following sections how you can send, print or scan documents:
The multifunctional devices
General information
The multifunctional devices detect when a person is approaching and then automatically pull up. This saves valuable time, users do not have to wait. After holding the CampusCard (KISOWL), a menu opens on the touch screen.
The menu: We have placed the services that are used the most by users on the start page. You can also switch to a submenu for the "Scan" and "Copy" functions, which offers you further options.
Note: Please log out after using the device by pressing the lock icon on the display. There is also an automatic log-out, but this only becomes active after 30 seconds.
Sending the print job
You can send your print jobs to the print management system in various ways.
Print: This is probably the method you have used so far. You open a document in an application and then click on "Print". In the following menu, you can set some parameters (copies, format, colour) and select a printer. Select the printer "Printing TH OWL" here. The Triber is automatically installed on devices managed by S(kim). Click on "Print" to send the document to the print management system.
By e-mail: You send an e-mail with the document to be printed from your university e-mail address to printing@th-owl.de. This will transfer the document to the print management system. Please note that not all document types are supported with this method.
- Compatible file formats: pdf, bmp, jfif, jpe, jpeg, jpg, mime, myqurl, png, tif, tiff, txt, urf
- Examples of incompatible file formats: doc, docx, xls, ppt
Using the MyQ app: The integration of print management via app is particularly useful on mobile devices such as smartphones or tablets, as it offers even more additional options. You can find more information on this in the Web portal and app section.
Good to know: For data protection reasons, uncollected print jobs that you have sent to the print management system are deleted after 5 days.
Scanning
Scan - general information
The print management system offers various scanning methods. You can only use these after you have logged in to a multifunctional device with your CampusCard (KIS OWL). The following scan parameters are preset:
- Resolution: 200 DPI, colour, text recognition (OCR), double-page scan, blank page recognition
You can change these parameters. To do this, switch to the advanced entries for your desired scan method in the scan menu (Scan - additional options).
Copy
Copy black and white
The "Black and white copy" option is shown on the start page of the touch display. Press this button to copy each inserted document once in black and white. If you want to use other copy functions, read the next section.
Web portal and app
Tools for using the print management system
The provider myQ-Solutions offers various tools for use in the print management environment of TH OWL. The web portal and the app are used:
Web portal: The web portal provides an overview of print jobs and scans. You will also find a QR code here that you can use to configure your mobile device for the print management system simply and easily.
App: The app (myQ X) provides an overview of print jobs and scans. You can also use the app to integrate your mobile device into print management, for example to send documents for printing. You also have the option of logging on to a multifunctional device with the app. This is handy if you don't have your CampusCard (KISOWL) to hand.
How to set up your end device
General information
Devices that are managed by S(kim) do not need to be configured separately for the print management system. This is done via the central device management.
On all other devices, the print management system must first be set up. You can read how this works in the various operating systems in the next sections.
Important: To integrate into the print management system, your device must be connected to the university network (LAN cable, Eduroam or university dial-in via VPN)
Information security and data protection
The implementation of data protection, information security and the associated processes are an important goal and were consistently implemented during the introduction of the print management system. The processing of personal data has been agreed with the Data Protection Officer (DPO) and the Information Security Officer (ISO). Print volumes of individual organisational units can be evaluated for billing purposes without personal data.
- Only authorised persons are granted access to sensitive data
- To ensure that printed documents cannot be viewed by unauthorised persons, printing only begins when an authorised person releases and monitors them
- Communication between the server and the devices is encrypted
- Print and scan jobs are processed in encrypted form throughout
- The print job is cancelled after successful printing
- Documents that have not been printed or scanned are deleted from the multifunction devices after 120 hours.
- Sending a scanned document is restricted to internal university e-mail addresses.
- Access is restricted to the print management administrators
- Access for fleet management (billing and service) by external service providers is only possible under supervision
- The system is operated on S(kim) servers, no data is stored in the cloud
- The evaluation of data for performance and behaviour monitoring is excluded
FAQ
The multifunctional devices automatically place an order when the toner level falls below a certain level, so users do not need to take any action. It is not possible to replace the toner before this fill level is reached.
Toner is changed on the device by the person responsible in the respective organisational unit. The empty toner containers are collected in specially designated boxes. When the box is full, the person responsible organises the collection of the box using the contact details on the box.
The manufacturer has provided detailed instructions on the numerous functions of the multifunctional device. You can find the manual for the Donwolad here: Multifunctional device user manual (download is executed in a new tab)
Print jobs can only be collected by the person who sent the job. However, you can of course share the documents to be printed via the "Sync&Share" network storage service. Another person can then send the print job and collect the printouts. Information on using the Sync&Share service can be found in our Sync&Share documentation.
Contact us
E-Mail: support@th-owl.de
Phone: +49 5261 702-2222