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Configure Printing and Device Restrictions With User Role Permissions

Product support for: VersaLink C400, VersaLink C405

Article Id: 2041506.html | Published: 03/16/2018

User Role Permissions can be used to restrict printing as well as restrict functionality for users at the control panel of the device.

NOTE: User Role Permissions do not need to be used in conjunction with Xerox Standard Accounting. If you use Xerox Standard Accounting, printing and copy permissions will be restricted based on what you select to track in the Xerox Standard Accounting settings.

Restricting Access for Guest Users

  1. Access the printer's Embedded Web Server (Web Interface), and then log in as the Administrator. See the Related Content for additional information.

    IMPORTANT: Some features or settings are only visible or adjustable when logged in as a System Administrator.

  2. Click Permissions.
  3. Next to Guest Access, click on the Edit button.
  4. Select the type of user whose access you would like to edit.
    • Device User Role: Select this option to edit permissions for users who walk up to the printer but do not log in.
    • Printing User Role: Select this option to edit permissions for users who are printing from computers but do not have a user login for the device.
  5. Select the required permissions for the Guest User, and then click OK to save changes.

Creating a User Account

If you restrict Guest Access, then you will need to create a user and assign them to a role for them to be able to print.

  1. In the Embedded Web Server, log in as the Administrator. See the Related Content for additional information.
  2. Click Permissions.
  3. For User Accounts, click Add.
  4. For User Name, type the user name.
  5. Click Add.

To Assign a User to a Role

There are two built-in Roles, the Basic User (Device) and Basic Printing User (Printing). Both of these roles have a default setting of Unlimited Printing/Copies. You can edit these roles if needed, or create custom user role permissions. If necessary, refer to the Create a Custom Printing User Role section below for steps on creating custom roles.

To assign a user to a role:

  1. In the Embedded Web Server, log in as the Administrator. See the Related Content for additional information.
  2. Click Permissions.
  3. In the User Accounts area, click a user name.
  4. In the Roles area:
    1. To select between a basic user and an administrator, click Device User Role, select an option, then click OK.
    2. To select the role for printing, click Printing User Role, select an option, then click OK.
  5. To reset any personal changes to the home screen on the printer control panel, in the Personalizations area:
    1. Click Reset.
    2. When prompted to confirm, click Reset.
  6. To link the user account to a personal computer for status messages, in the PC User Names area:
    1. Click Link Account.
    2. For PC User Name, type the user name to identify the computer for the user, then click OK.
  7. To set limits on the printer functions for the user, in the Accounting area:
    1. Click Edit.
    2. For each area, type the limits that you want to enforce.
    3. To reset all the limits to their original values, for Limits, click Reset All.
    4. To reset to zero the number of units used for an individual category, click the circular arrow icon.
    5. When finished, click OK.
  8. To designate an email address for the From line in the Scan to Email app, in the Email "From" Address area:
    1. Click Edit.
    2. In the Email Address field, type an email address, then click OK.

Create a Custom Printing User Role

If you need to have more than one permission set for either type of user, you can create one or more Custom Printing User Roles.

  1. In the Embedded Web Server, log in as the Administrator. See the Related Content for additional information.
  2. Click Permissions > Roles > Printing User Roles.
  3. For Printing User Roles, click the Plus (+) icon.
  4. To create a role, select Create New Role.
  5. For Role Name, type a name for the new Role.
  6. For What makes this role unique?, type a short description of the new Role.
  7. In the Printing Permissions area, select the level of functionality that you want to assign to the Role.
  8. If you clicked Custom Permissions:
    1. In the Print Time Permissions area, click Setup. Select the appropriate options, then click OK.
    2. In the Allowed Job Types area, click the toggle buttons to disable any job types that you want to restrict.
    3. In the 1-sided Output area, select an option.
    4. In the Allowed Paper Trays area, to select an option, click the toggle button.
    5. In the Application Permissions area, click Setup.
    6. For each application that you want to edit, click the application, select the needed access, then click OK. When finished, click Close.
  9. Click OK.

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