Configuring User Codes for Printers

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Many office printers have functionality imbedded in them to restrict printing to users who are authorized to use the printer. By setting up a Print Code or User Code for the printer, it can prevent unauthorized individuals from using paper and toner. In addition, it can help a department keep track of who is using printer resources if they ever need to audit their printer usage (a feature common on many of the Canon ImageRunner printers).

Note: This example is using a Ricoh Aficio MP 5501C Printer. The specific steps for setting up print codes varies from printer to printer.

Setting Up a User Code on the User’s Windows Computer:

These steps will explain how to set up user codes on a Windows 10 computer after the printer has been configured to accept print codes. These steps should also work for Windows 7 and 8.

Step 1:

Open Control Panel, and navigate to Devices and Printers
This is an image demonstrating where to find the devices and printers button in the control panel app.


Step 2:

Right click the desired printer and select “Printing Preferences”

This image shows how to find a printer's preferences.

Step 3:

Note: This step may vary for each individual printer.

Go to the “Detailed Settings” Tab, select the “Job Setup” subsection, and enter the print code under the “User Code” field

This picture locates the user code.

If this menu (or similar) does not exist, you may need to update your printer drivers. Canon printers will usually prompt for a code during printing, rather than adding a printer code to the driver.

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Setting Up a User Code on the User’s Mac Computer:

These steps will explain how to set up user codes on a Mac computer after the printer has been configured to accept print codes. Please ensure MacOS is up to date.

Step 1:

Open any program that can print (such as Microsoft Word) and go to File -> Print

Select the printer, then click the dropdown menu that says “Copies & Pages” and instead select “Job Log” (or the equivalent menu for your specific printer)

This image locates the job log button.

If Job Log (or equivalent menu) does not exist, then the printer driver needs to get updated. Drivers are typically located on the manufacturer's website, but contact your TSP or local support unit if you need assistance finding and installing the correct printer driver.


Step 2:

Check the box that says “Enable User Code” and enter the code in the field below

This photo demonstrates how to enable a user code.

Click presets and select “Save current settings as preset” to keep these settings. You need to print something to make the print dialog remain on this setting for future prints. If your program does not use the System Print Dialog by default (such as Adobe programs), you MUST click the “Use System Print Dialog” button (or similar).

This image demonstrates how to print.

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Setting Up a User Code on the User's Linux Computer:

Most manufacturer's don't always have Linux support listed by default, so the ability to properly set up a printer with User Codes on a Linux or Unix machine is not guaranteed. However, there is a website run by the Linux Foundation called the Open Printing Project that documents and provides driver support for Linux and Unix. These drivers often operate through the CUPS protocol, and may require extra software or editing the drivers directly to configure User Codes to work, depending on the printer. If you need to set up a User Code on a Linux or Unix machine, contact your TSP or local support unit and they will give their best effort to see if printing is possible, but again we cannot guarantee that it will work.

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Setting Up a Printer to Accept User Codes:

Step 1:

Navigate to the printer’s web interface (accessed by its IP address or hostname)

This is a photo of a webpage for the printer.


Step 2:

Log in as an administrator

This is a picture of a login window.

If the printer is unsecured by an administrator account, an account needs to get created so unauthorized users can’t change printer settings or add their own codes


Step 3:

Find the option to enable User Codes.

  • On this printer, it was in the “Configuration” section and “User Authentication Management” subsection under printing

This picture shows the configuration settings

Ensure to restrict the needed functions, which are typically printing and copying

This image shows the user authentication management window.
This image shows the user code authentication settings.


Step 4:

Note: This step may vary for each individual printer.

Add users to the address book and assign each person a User Code and the appropriate permissions

???????This picture locates the add user button.

This is a picture of the add user menu.

If you run into any problems setting up your computer or printer to accept print codes, please contact your TSP or local support unit to assist you in troubleshooting.

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Article ID: 1051
Thu 8/23/18 10:10 AM
Tue 5/14/24 11:26 AM