Setting up Remote Printers

Users of Print Logger may track local printers (connected to the workstations in a network) by using a "re-mapping" method explained below. This method is complex and is not officially supported. Large organizations should consider Print Logger as its local monitoring component is easier to set up and maintain. Method suitable for Windows Vista, Windows XP, 2000 Print Logger software is a server based solution. It is important that all printers are hosted on a central server and print jobs are directed using this server. Desktop printers directly connected to a workstation (also referred to as peer printers) do not fit this model. The following technique, although not the most direct solution, fulfils the requirements and allows desktop printers to be mapped onto the central server ensuring documents are detected by Print Logger.

Technical Overview

This setup technique involves configuring the workstation to act as a TCP printer port exposing the printer to the network as if it had its own network card. The printer is then installed on the central print server as if it was a normal network printer and shared back to the workstation or other workstations. The technique uses the inbuilt Windows support for TCP printing also known as LPR/LPD printing support. Care should be taken to follow these setup directions in full. Repeat the process for each desktop printer throughout the network.

Setup Method

On the Workstation with desktop printer attached

Install TCP/IP print services:

1. Have the Windows installation

2. Log on as a local Administrator

3. Go to Start->Control Panel->Network Connections or right-click on My Network Places and select Properties...

4. Select the menu Advanced->Optional Network Components...

5. Select Other Network File and Print Services

6. Click Next and OK.

7. Reset the system if request

8. Open Start->Settings->Control Panel->(Administration Tools)->Services

9. Double-click TCP/IP Printing Services and set the start-up type to Automatic

Install printer and set permissions:

1. Install the printer using the manufactures install method or drivers

2. Verify that the printer is not shared by right-clicking on the printer icon under Start->Settings->Printers and selecting Sharing...

3. Right-click on the printer icon under Start->Settings->Printers and select Properties...

4. Select the Security tab and remove the Everyone group. This will ensure that standard users logged onto the workstation do not have direct access to the printer. This ensures the user must print via the server.

5. Rename the printer giving it a short non-obvious name such as "PrinterPort".

Windows XP/Vista Firewall (only if running Windows XP or Vista):

1. The Windows XP SP2+ firewall is now enabled by default and will block access to the printer. An exception rule must be defined.

2. Navigate to Start->Control Panel->Network Connections or right-click on My Network Places and select Properties

3. Right-click on the network adaptor responsible for network communications and select Properties

4. Select the Advanced tab and click the Settings... Windows firewall button.

5. Select the Exceptions tab and click Add Port...

6. Enter a name of Printer and a port number of 515. Ensure TCP is selected. Click OK.

7. Click OK, the OK again to apply the change.

On the print server (server running Print Logger):

Install TCP/IP print services:

1. Have the Windows installation CD

2. Log on to the server as Administrator

3. Navigate to Start->Control Panel->Network Connections or right-click on My Network Places and select Properties...

4. Select the menu Advanced->Optional Network Components...

5. Select Other Network File and Print Services

6. Click Next and OK.

7. Restart the system if requested

Add the printer exposed to the network as a local server printer:

1. Log on to the server as Administrator

2. Invoke the Add Printer wizard from Start->Settings->Printers

3. Select Local printer

4. Ensure Automatically detect Plug-n-Play printers is not selected

5. Select Create a new port and highlight LPR Port

6. Enter the name of the workstation hosting the printer and the name associated with the printer (step 5 in "Install printer and set permissions:")

7. Complete the Add Printer wizard as normal.

Share the printer:

The printer can now be shared to all workstations/users (including the workstation originally hosting the printer) using standard Windows networking.

1. Log on to the server as Administrator

2. Right-click on the printer under Start->Settings->Printers and select Sharing...

3. Allocate an appropriate share name to the printer.

Add the printer to Print Logger and test:

1. Open the Print Logger Administrative Console

2. Select "Printer Properties"

3. Set printing costs via the "Costs" tab

4. Assign an appropriate cost

5. Log onto a workstation, connect the shared printer, and print test documents to verify Print Logger is tracking printing.