Printer management

The Printer device type represents a device without an embedded OptimiDoc application installed. This type of device is primarily used for printer distribution to user workstations and for print release via the Mobile application or the Web Digital Workplace.

How to create a Printer

1. Click the Add Printer button in the Devices list.
   

   

2. A pop‑up window displays the printer settings.

3. Configure the device settings as required and save the changes.

Printer device settings

General Settings

• Name – Logical name of the device.

• Location – Physical or organisational location of the device.

• Serial number - serial number of the device.

• Site – Site to which the device is assigned.

• IP address / DNS name – Local IP address or DNS name of the MFP or printer.

• Is Enabled – Enables or disables the device in OptimiDoc Cloud.

• Allow mobile apps – When enabled, users can release print documents using the mobile application or the web Digital Workplace.

Printing and Drivers

OptimiDoc Cloud provides centralised distribution of printers to users’ workstations, including automatic deployment of print drivers and print settings configuration.

A complete description of printer distribution and configuration is available here:

How Centralised Management Without Print Servers Works in OptimiDoc Cloud

• Enable direct print – When enabled, the device is automatically deployed to users’ workstations based on the assigned access rights.

• Driver configuration
  Before deployment, the print driver and its print settings must be properly configured to ensure correct functionality.
  You must specify the appropriate driver for each platform used within your organisation. OptimiDoc Cloud supports the following platforms:

  • Windows ARM

  • Windows 64‑bit

  • macOS
    
    Each platform requires a separate driver selection and individual print settings configuration.

• Access Rights for Device Creation on Workstations
  Access rights for device creation on workstations can be defined using user groups, departments, or a combination of both. This flexible access model allows administrators to precisely control which users can create and use devices on their workstations.
  For example, you can grant access to direct printing to an accounting printer exclusively to users belonging to the Accounting department.
  More detailed information about configuring Groups and Departments is available in the Users section.
  Access Control Options

  • Allowed for all groups
    When enabled, the device is created for all groups in the company.
    If access management should be handled exclusively through departments, this option must be disabled.

  • Allowed for all departments
    When enabled, the device is created for all departments in the company.
    If access management should be handled exclusively through groups, this option must be disabled.

• The remaining access‑rights options override the global settings described above. This means that even if access is disabled for all groups or all departments, you can explicitly define selected groups or departments for which the device should or should not be created on workstations.
  These override options allow fine‑grained control by specifying which groups or departments are permitted or denied the ability to use direct printing without device authentication.

Licensing

• Licence – Licence assigned to the device:

  • Allow Print

Saving Changes

• Save – Saves the configuration without pushing changes to client workstations.

• Save and update Clients – Saves the configuration and triggers an OptimiDoc Cloud Client update, ensuring that changes to device deployment are applied immediately on user workstations.

Printer device delete

To remove a device from OptimiDoc Cloud, click the trash icon next to the selected device.

Other Operations

Under Other operations, you can display or download a QR code that can be used for print release via the OptimiDoc Cloud Mobile application.