If users are authenticating at the printer, then set up a badge or PIN for each user. For more information on PIN configuration, see Managing printer logins.
Assigning PINs
If identity federation is used and PINs can be retrieved using claims from your identity management service, you can automatically populate PINs from the service.
Notes:
- A user must log in to the Lexmark Cloud Services portal once before their PIN is retrieved, and it can be used to authenticate at a printer.
- If PINs are retrieved from your identity management system, then you must set the PIN Generation menu to Administrator manually set and to Never expire.
- Any PIN changes made in Lexmark Cloud Services is temporary. These temporary PINs are overwritten from your identity management system when the user logs in the next time.
If identity federation is not used or PINs are not available from your identity management service, then you can assign user PINs in two ways. The method to use depends on how much of the process you want your users to participate in.
- Assigned by an Organization Administrator or User Administrator in the Account Management portal—Can be done manually, one user badge at a time, or by importing from a CSV file, for multiple user badges
- Assigned by the user—Can be done manually from the user’s My Accounts page, which requires users to provide their PIN
PIN assignment options| PIN generation options | Administrator | User |
|---|
1 Administrator applies to Organization Administrators and User Administrators. 2 PINs are sent to the user through email from Lexmark Cloud Services. |
Automatically generate and email | Can request Lexmark Cloud Services to generate a new PIN for users2 | Can request Lexmark Cloud Services to generate a new PIN for themselves2 |
Administrator manually sets | Can set or reset user PINs | Must request a new PIN from an administrator1 |
User sets | Cannot set or reset user PINs | Can set or reset their own PIN |
PINs assigned by an Organization Administrator or a User Administrator
An Organization Administrator or a User Administrator can set PINs for users one at a time or for multiple users at once by importing a file. New or reset pins are emailed to the user.
Note: Make sure that PIN Generating Options is set to either Automatically generate and email or Administrator manually sets.
Setting the PIN for a single user
The Organization Administrator or User Administrator can use one of the following methods to set or reset a PIN for a user:
- Using the users list
From the Account Management portal, select the Users card, or click Users > Users.
In the E‑mail column, click the user email.
In the Printer Login section, for the PIN login, click either Set PIN or Reset PIN.
Based on the option chosen in the PIN Generation Option for the Organization Printer Login Configuration, do any of the following:
Note: The result of clicking Set PIN or Reset PIN depends upon the PIN Generation Option chosen for the Organization Printer Login Configuration page.
- If Automatically generate and email is selected in the PIN Generation menu, then an email with the new PIN is sent as soon as you click Set PIN or Reset PIN.
- If Administrator manually set is selected in the PIN Generation menu, then a user must submit a request outside of Lexmark Cloud Services to an Organization Administrator or a User Administrator to set or reset their PIN.
- If User set is selected in the PIN Generation menu, then you can click Set PIN or Reset PIN, and then enter the new PIN, and then click Generate PIN.
- An example of PIN received by the user.
- Using Manage Badge/PIN
From the Account Management portal, click Users > Manage Badge/PIN.
Click the PINs tab.
Click Generate.
In the E‑mail field, type the email address of the user, and then click Generate PIN.
Note: The user receives an email with the PIN.
Importing user PINs
The Organization Administrator or User Administrator can set the PIN for one or more users by importing the PINs using a CSV or TXT file.
Notes:
- PINs can be imported when user accounts are created using the file import method.
- If PIN Generation Options is set to Automatically generate and email, then any PINs set in the imported file are ignored. The PIN field should be left empty.
- For more information on the CSV and the TXT file, see Sample CSV formats.
- The headers of the import file are case-sensitive.
- Count the commas. All columns must be accounted for on each line of the import file.
The Organization Administrator or User Administrator can use one of the following file import methods to set or reset a PIN.
- Using the users list
From the Account Management portal, select the Users card, or click Users > Users.
Click Import.
In the Import Users window, browse to the CSV or the TXT file that contains the users list.
Click Import Users.
Note: The user receives an email with the PIN.
- Using Manage Badge/PIN
From the Account Management portal, click Users > Manage Badge/PIN.
Click the PINs tab.
Click Import or Import PINs.
In the Import PINs window, browse to the CSV or the TXT file that contains the PINs.
Click Import PINs.
Note: The user receives an email with the PIN.
- How PIN data in the imported file is used depends on the PIN generation options selected on the Printer Login Configuration page.
- If the Automatically generate and email option is selected , then PIN values in the imported file are ignored. Lexmark Cloud Services automatically creates a PIN for each user in the file.
- In the Administrator manually set option is selected , then users are assigned the PIN value associated with their entry in the imported file.
Setting PIN expiration
Administrators can select whether PINs will expire and how long before they expire by clicking Organization > Printer Login Configuration. If a PIN expires, then you must use one of the methods to reset the PIN. The PIN expiration and reset options depend on the selected PIN generation options.
- Automatically generate and email—You cannot set an expiration for the PINs.
- Administrator manually set or User set—You can set the PIN to never expire or to expire after 1 to 48 hours or 1 to 180 days.
PINs assigned by the user
Users can set or reset their PINs from their My Account page.
- From the username menu, select My Account. In the Printer Login section, you can view following:
- Set PIN
- Reset PIN
- Check e-mail or contact administrator for your PIN
Note: If you do not currently have a PIN, then in the Printer Login section, click Set PIN. If you currently have a PIN, then click Reset PIN.
Setting and resetting the PIN
Depending on the selected PIN generation option, clicking Set PIN or Reset PIN results in either of the following
- If PIN Generation Options is set to Automatically generate and e-mail, then Lexmark Cloud Services generates and emails a new PIN to the user.
- If PIN Generation Options is set to User set, then users are allowed to manually set or reset their PINs. They can do this task by entering a PIN with the required number of digits, and then clicking Generate PIN.
Note: If “Check e-mail or contact admin for your PIN” appears, then it means that PIN generation is manually set by the administrator. To set or reset their PIN, users must submit a request outside of Lexmark Cloud Services to an Organization Administrator or a User Administrator.