Badge reader, as found on the top or front of MFDs.

Beginning with the refresh of Xerox MFDs in buildings during the 2015-16 school year, all devices will have a badge reader. Your LPS ID badge will now authenticate you to the MFDs, saving you time when authentication is needed.

Note that:

• You will not need to badge when releasing print jobs sent to the MFD.
• You will need to enter account (billing) information, even if you badge in. Many LPS staff have multiple account codes depending upon the work being done, so this needs to continue being a manual process.

The first time you attempt to badge onto a MFD, you will need to register it with our network server. This is a 1-time process. After you have registered your badge from any MFD, you can walk up to any other MFD in LPS and it should allow you immediate access.

Badge Registration (1-Time Process)

1. If the MFD is in power saver mode (asleep) wake it by pressing the “Power Saver” button that is lit up on the panel.
2. Place your badge on the reader found attached to the top or front of the MFD (as shown in the image at right.) You should hear a soft “chirp” indicating that it read your badge successfully.
3. If this is the first time you have used your badge to authenticate to a MFD, you will have to register it, which links your badge with your username & password. On the “PIN Registration” screen that appears (shown below,) choose “Yes“.
4. Enter your LPS User ID and press “Done.” This is the beginning of your email address, but does not include the @lps.org part. Press “Done“
5. Enter your LPS Password and press “Done.” You will see a brief confirmation screen and be taken directly to the Home menu of the MFD, where in the top-right corner of the screen you should see your name listed as the authenticated user. You can now use your badge at any MFD in LPS without needing to repeat this login process.
6. When you complete your task(s) on the MFD, don’t forget to press the “Log In / Out” button to log out.
   

Visuals of the process

(3) PIN Registration

(4) User ID

(5) Password

Over time the models of Xerox MFD (Multi-Function Device) in our buildings change. But the basics remain very similar from generation to generation. These videos will be a good starting point for help or troubleshooting.

Printing to an MFD from Computer

Macintosh

• Adding the MFD as a Printer
  The first step in printing from your Mac to a Xerox MFD is to add the MFD as a printing option on your Mac.
• Accounting Setup for Printing to an MFD
  The second step in printing from your Mac to a Xerox MFD is to let your Mac know the appropriate billing information to send along with your print job. Creating printing presets is also covered in this video tutorial.
• Secure Printing to an MFD
  The last step in printing from your Mac to a Xerox MFD is to set up secure print.

Windows

• Printing to an MFD (WINDOWS PC)
  This video covers choosing a MFD to print to from your PC running Windows XP, as well as accounting and secure printing.

Printing to the LPS Print Center

• Print to Print Center Basics
  This video tutorial covers the basic steps involved in printing from your computer to the LPS Print Center.
• Set up your profile
  Before printing from your computer to the LPS Print Center you will need to set up your profile in the Web CRD software online.
• HANDOUT PDF
• Print to Print Center – Other Options
  Additional features are available when printing from your computer to the LPS Print Center.

Scanning from an MFD

Any MFD in LPS has the ability to scan directly to the LPS Print Center or a collection in DocuShare.

• Scanning to the LPS Print Center
• Scanning to DocuShare from an MFD
• Staples in Landscape Orientation when Scanning to the Print Center
  You may now scan a collated and stapled landscape orientation job to the LPS Print Center and get the staple in the correct corner of the page.

Copying on an MFD

The model of MFD may change over time, but the basics remain very similar. These videos might steer you in the right direction when you are needing to do some routine interactions with the MFD.

• Parts of the MFD
• Logging Into the MFD
• Basic Copying Features
• Loading Paper
• Clearing Paper Jams
• Replacing Toner
• Replacing the Staple Cartridge
• Scanning to the LPS Print Shop
• Expectations and Support

If you are using a Macintosh you have a tool called Preview in your Applications folder. It appears to be a very simple tool for opening PDF files and pictures. If you take a closer look you’ll find that it has many tricks up its sleeves, including the ability to merge, rearrange, and delete pages of PDF files.

REQUIRED: MAC OS 10.5 or newer.

Merge PDFs

1. Open a PDF in Preview.
2. To edit the PDF, you will need to be able to see your “sidebar”. If you cannot already see a column along the right side of your open PDF that shows the individual pages, go to the view menu and select “Sidebar,” or click the icon in the toolbar. (View this step.)
3. To add to the PDF you have open, drag the additional PDF(s) into the sidebar at the location you would like them to appear. (View this step.) It’s as simple as that!

Rearrange Pages in a PDF

To rearrange the pages within a PDF file, simply drag them from their current location in the sidebar to the location you would like for them to be. (View this step.)

Delete Pages from a PDF

To delete one or more pages from a PDF file, select the page(s) in the sidebar, and choose “Delete” from the Edit menu. (View this step.)

Save your newly edited PDF

Remember to save your newly merged, rearranged, or otherwise edited PDF by going to the Edit menu and selecting “Save.” (View this step.)

Pictures, too?

If you like what Preview can do with PDF files, you’ll love what it can do to edit your pictures! To try it out, open any image and look at the “Adjust” options in the “Tools” menu.

To end up with a printed job in landscape orientation, collated and stapled that looks like this:

STEP ONE

You must flip your job 180° when inserting it into the document feeder as shown in the video above or in this illustration:

STEP TWO

When assembling the job on the MFD screen, choose L for “Landscape Stapled” in document management field #4 as you come to it.

The process of scanning from any MFD in LPS to a collection in DocuShare is the same in regard to WHAT you need to do, but different from one type of MFD to the next in regards to the ORDER in which you do it. Here are links to the documents that outline exactly what to do when on our two major MFD types:

• Xerox WCP 232/255 [.pdf]
• Xerox WC 7655 [.pdf]

Below are the main pieces of information to know, regardless of MFD type:

• Place the documents to be scanned face up in the Document Feeder.
• Log in to the MFD with your 6-digit Employee ID
• Press the Network Scanning button on the MFD touch screen
• Press the keyboard icon to login to the LPS network by typing your email username and password
• Select the X_DocuShareOCR template from the MFD touch screen.
• Select options as indicated below:
  • Collection #: The number of the DocuShare collection that you are scanning to.  It must be your own personal collection or a collection for which you have Write privileges
  • Password: Your DocuShare password.
  • Scan Title/Filename: Enter the title and default file name for the scanned file.
  • Summary: [OPTIONAL]
  • Keywords: [OPTIONAL]
• Press Done and then press OK.
• If it is a two-sided original, Press the tab labeled 2 (Basic Settings) and select 2-sided.
• Press the green Start button. If you have another document to scan repeat the previous steps as necessary
• Log off of the MFD
• If an error sheet prints immediately following the scan, the document was not scanned to DocuShare. Read the error sheet for processing error details.

Stapling in Landscape Orientation when Scanning to LPS Print Center

Note that there is a difference if you are wanting a landscape orientation job stapled by the LPS Print Center. Instructions can be found here.

Rochester Software Associates, Inc. (RSA)

USE: Printing large or special jobs

REQUIREMENTS: LPS Computing Services supports printing from computers running both Macintosh or Windows running Firefox web browser to the LPS Print Center through web based software called Web CRD.

LPS Documentation:

• Documentation listed HERE provides information regarding printing to the LPS Print Center and all other IDM processes.
• A collection of LPS video tutorials relating to IDM.

LPS Computing Services trains and supports printing to the LPS Print Center. We are happy to come to your building to train this or any other application, provided there is an adequate (10 or more people) demonstration of need and building support of the software’s use. Contact Kristi Peters to arrange a session for your location. 

Apple, MS WIndows, Xerox

USE: Printing

LPS Supports printing from computers running both Macintosh and Windows XP to any one of the Xerox multifunction devices in our buildings.

LPS Documentation:

• Documentation listed HERE provides information regarding printing to MFDs and all other IDM processes.
• A collection of LPS video tutorials relating to IDM.

LPS Computing Services trains and supports printing to Xerox MFDs.  We are happy to come to your building to train how to print and copy to the MFDs, please click here for details.

Streem

USE: Outbound faxing at LPS is done from an MFD or from your email account.  Inbound faxes are received at a school MFD or through a DocuShare collection (depends on the location).

LPS Documentation:

• Faxing from MFD or from Email (Xerox 232 & 255s)
• Faxing from MFD or from Email (Xerox 7655)

LPS Computing Services trains and supports the use of faxing. We are happy to come to your building to train this or any other application, provided there is an adequate (10 or more people) demonstration of need and building support of the software’s use. Contact Kristi Peters to arrange a session for your location.

Why change/edit the billing code?

Every local print, local copy and job submitted to the District Print Center is “billed” to a group and a specific user ID.  When staff members change buildings or need to change the group or location  that is being billed for printing, there are (up to) three places where that must be done per user.

Building Department/Group codes can be found here:  Department/Group Accounting Codes (Secondary, Elementary)

A) Group Code added or changed on the building MFD(s):

Each user and the groups that they could charge to are listed on each MFD in the building.  Each user has a default group code configured for them.  If ‘User Pathways’ is selected when using the MFD to copy, the default code is used.  If a user needs to be added to an MFD, or if a default group code must be changed on an MFD, a Helpdesk ticket must be entered selecting Printer/Printing as the Item.  The ticket should include the user name, Employee ID and default group code in the ticket description.  You must wait for indication that the change has been made on the MFD before proceding with parts B and C.

B) User group code changes for printing to the MFD(s):

Each computer workstation used by staff has XNA (Xerox Network Accounting) information stored on it.  Each staff member must modify the group code to reflect the group that charges should default to.

See Setting up Accounting XNA documentation here: Mac Users or Windows Users

C) Modifying the Web CRD Profile:

Each user has a Web CRD Profile they created for submitting work to the District Print Center.  This profile must be edited to reflect the new group code.

1. Go to http://printcenter.lps.org
2. Click My Profile at the top of the page.
3. Click the first View/Modify button.
4. Edit the billing code in the bottom right corner of the window as appropriate.  The billing code is building_code-group_code-employee_ID so if you are changing the group code, only edit the middle (group code) part of the billing code.  If you are changing the building code, then only change the building code part.
5. Click Save at the bottom of the window.
6. Click Log out at the top

A more detailed handout on setting up a WebCRD profile can be found here.

When ordering work from the LPS Print Center you have some options regarding the creation of booklets. Booklets are created by folding paper and “saddle stitching” down the fold.

Ordering a booklet

Begin the request for a booklet as you would order any other print job from the LPS Print Center [video tutorial].

Once you are in the order submission page of the web CRD software, you might choose one of the following presets:

Preset B
A normal letter sized (8.5×11) page folded and stapled into a booklet.

Preset D
A tabloid sized (11×17) page folded and stapled into a booklet.

or you may select individual printing options that reflect your desires, such as:
Binding
Covers

Document Templates

While any document submitted can be scaled down and printed as a booklet, this often results in a page with small text and large blank spaces along the edge of the pages. For the result to be more satisfactory you will need to start with the end product in mind.

For help getting started, download one of the MS Word booklet template files listed below. This will give you an accurately sized document to create your booklet in.

About Covers… 

• Presets B & D (see above) include front covers by default. If your document should not have a cover, choose NO COVERS from the drop down menu of the covers tab.
• When choosing a cover, page one of your document will be used. You do not need to insert a blank page following page one (for the inside of the cover) as this will be taken care of automatically by the software.
• If your booklet has a number of pages not divisible by 4 (minus the cover), you will end up with blank pages at the end of your booklet. 

Tips for More Successful Booklets

• The only way to guarantee that a print job is going to look as you intend is to request a hard copy proof from the LPS Print Center when ordering.