Good Morning Community,
I am in need of suggestions to make our printer setup throughout the company better. This has been a very frustrating topic for me and seems there is a problem with the printer everyday. The problems mostly stem from the users, not the printers themselves. I'll explain how I set up our printers and why this isn't working.
Mainly, the issue resides on our Workcenter 7845 Xerox Colour Copier. This unit has 4 trays. They are setup in the following way,
Tray 1 - Tabloid (11x17) Plain Paper
Tray 2 - Legal (11x14) Plain Paper
Tray 3 - Letter (8.5x11) Plain Paper
Tray 4 - Letter (8.5x11) Bond Paper
I have made 3 different printers on the server so users can just pick 1 of the 3 for particular settings.
Xerox 7845 BW prints from Tray 3 and only Black and White.
Xerox 7845 Colour prints from Tray 3 and Colour.
Xerox 7845 Colour HQ prints from Tray 4 and Colour
The problem is really when users want to print on other paper sizes or try to print legal etc and it will ask for resources. This even happens on our other Xerox MFC's where sometimes it wants A4. I am all for making the user experience easier by having "presets" for particular settings, but I want to avoid making 6-8 instances of the same printer just to accommodate all the possibilities and combinations of print jobs.
Is there an easier way to setup the printers? Should the users be responsible for learning how to print properly instead of me setting up presets? Should I just leave everything on automatic and hope the printer recognizes what tray to print from? I never have a problem with this but some users aren't exactly the most technical savvy. Please any advice or setup conifurations to alleviate my stress on attending printers everyday would be great.
EDIT: The reason I made presets was to put security settings on the Colour HQ. We were having problems in the past with users printing on the expensive bond paper for simple things like email. Only way I could restrict it was only giving a select few users the permission to add the HQ printer.