Pharos Cloud 3.7 Release Notes - April 2024

This release represents the latest version of Pharos Cloud. This update includes several important new features including:

• Direct Print Enhancements

  • Modified update frequency for IPP Auto Install Queues

  • IPP class driver enhanced to check printer capabilities

  • Install Print Queues based on groups

  • Improved Print Driver management

  • Added HP Universal Printing PLC 6(v7.1.0) to the list of pre-loaded print drivers

• User Portal Enhancements

  • Added the option to configure a user-friendly URL

  • Added the option to customize the logo

• New User Management

• Multi-language support for Secure Release

• Added a new Data Privacy Region

• Print Scout Improvements and Bug Fixes

Direct Print Enhancements

Modified update frequency for IPP Auto Install Queues

The Pharos Cloud web console includes a print queue setting (called “Applied”) that controls the timing of updates applied to print queues on user workstations (user’s printing preferences). In the previous version, there were two options: “New Install only," where finishing options are applied only during installation, and "Every Day," resetting finishing options to default settings daily (every 24 hours).

In this update, the "Applied" setting is extended to support updating print queues at intervals of every 15 minutes, 30 minutes, or 2 hours. This improvement offers organizations the flexibility to select how frequently users' changes to a queue are applied. Previously, user updates to queues occurred only every 24 hours or during new installations.

Pharos Cloud web console update

The "Applied" Print Queue setting in the Direct > Direct Printers > Print Queues tab of the Pharos web console now presents options ranging from 15-minute intervals, 30-minute intervals, and 2-hour increments, extending up to 12 hours, for applying updates, in addition to the existing options of "New Install only" and “Every Day”.

User Workflow

1. An admin sets the Applied setting for an auto-install queue to Every 15 minutes.

2. Initial Configuration: A print queue is installed on a user's workstation with a default setting of “Mono” (black and white).

3. The user submits a job in “Color” by changing the color option in the Printing Preferences dialog box.

4. After 15 minutes, the user attempts to print another document.

5. The print queue automatically reverts to the initial setting of Mono overriding the user’s Color selection.

Note: The Applied settings apply to “Auto-Install” queues only.

IPP Class driver enhanced to check printer capabilities

The IPP Class driver for Direct Print has been updated to now check the printer's capabilities and shows only the finishing options that the printer supports. Users won't see unsupported finishing options when printing. For example, if a printer is limited to monochrome (Black and White) printing, the color option won't be available by default. This improvement is designed to enhance user experience and minimize unnecessary costs associated with incorrectly printed documents.

The following printer capabilities are checked:

• Copies

• Color/Mono

• Double-Sided

• Paper Size

• Input Tray

• Paper Type

• Output Tray

• Collate

• Staple

• Bind

• Punch

• Booklet

Notes:

• Checking printer capabilities occurs during queue installation rather than when a user starts a print job.

• Changes to printer capabilities, whether removed or updated, will not take effect after the queue is installed. To apply the changes, the queue must be deleted and then re-installed.

In the following example, one printer supports color, while the other does not. The Print in color option is not displayed on the user’s Printing Preferences dialog box for the printer that does not support color.

Install Print Queues Based on Groups

Direct Print now lets you assign groups to install specific print queues, regardless of where printers are physically located. Users in these groups can access a particular queue without their location needing to match the printer. This ensures that the queue is available to users in the assigned group, no matter where they are. Now, organizations have the option to either have location-based printing or group-based printing.

Pharos Cloud web console update

To support this update, a new section called "Installation Rules," has been added to the Print Queue configuration settings. These rules dictate which print queues get installed on a workstation client based on conditions related to location, group membership, and platform.

• Install for: This setting determines whether to create a print queue based on both location and group or solely on group. There are two options:

  • Users in this location – Choose this option for location-based printing where access to a printer is based on the physical location of the printer.

    • If a queue has an assigned group, users can access the print queue if their location matches the configured workstation location AND they are a member of the specified group.

    • If a queue is not assigned a group, the print queue will be available to any user in the configured location.

  • Users in all locations – Choose this option if you prefer the print queue to be based on user groups, not on the printer’s physical location. For this setting, the location of the printer doesn't matter; the print queue will be installed if the user is a member of the specified group. Whether or not the user’s location matches the configured location, if they belong to the group, the print queue will be installed.

    • If a queue has an assigned group, only users within that group will get the queue, regardless of their assigned location.

    • Users not belonging to the assigned groups won't have access to the print queue.

    • If no groups are specified, the queue will be available to all users in all locations.

      • Note: Groups are assigned via the User Permissions setting under Installation Rules.

• User Permissions: This is where you can specify the group you want to assign to the queue. Initially, no groups are assigned by default.

• Platform: Specifies the operating system for the installation of the print queue.

Note: Installation Rules apply to both manual and auto-install queues.

Group-based Queue Implementation Example

Consider this scenario: You want to set up an IPP queue enabling Marketing Group to print in color while restricting other employees to monochrome(black and white) printing. The printer’s location is not a factor in this configuration. The queue is linked to a printer in the New Zealand location. Print Queue settings include IPP Queue, set to Auto-Install

To achieve this, you need to configure the following installation rules on the Pharos Cloud web console (Direct Printers > Print Queues > Queue Properties > Installation Rules):

• Install for: Users in all locations

• User Permissions: Marketing

• Platform: Windows, macOS, ChromeOS

Here's how this configuration works:

When a user from the "Marketing Group" logs in, the queue will be installed automatically on their workstation. If a user who is not in the “Marketing Group” logs in, the queue won't be installed as they're not part of the Marketing Group. It's important to note that if the "Install for" setting is set to "Users in all locations," the focus is on user groups, and the user's location is not taken into consideration.

Printer Permission vs Print Queue Permission

• Pharos Cloud allows assigning groups either at the printer or print queue level. Permission at the queue level overrides permission set at the printer level.

• If a print queue doesn't have specific permissions, it will inherit the permissions from the associated printer if they are configured on the printer.

More Information: Group-based Printing

Improved Print Driver Management

The Pharos Cloud January 2023 update simplified the management of Windows print drivers for administrators by introducing a list of pre-loaded printer drivers. In this most recent update, we have further improved print driver management by allowing administrators to manage the list of pre-loaded universal drivers, providing them with additional control.

Here's what administrators can do with this feature:

• Remove specific drivers from the list of pre-loaded universal print drivers.

• Hide drivers from the list, especially those not relevant to your organization.

• Set a default printer driver. This becomes the default driver when creating a Windows queue. If not specified, it will default to HP Universal Printing PCL 6 (v7.1.0).

Pharos Cloud Web Console Update

A new Manage Drivers option has been added to Direct > Direct Printers > Printers screen. Selecting the "Manage Drivers" option opens a dialog box displaying a list of available printer drivers along with their configuration settings.

• The "Make Default" option allows you to designate a specific print driver as the default choice when setting up Windows print queues. To set a print driver as the default, select the print driver that you want to set as the default. Select the Make Default option. Click the Save button to confirm and save the changes.

• The Show/Hide option allows you to display or hide a printer driver. By default, all universal printer drivers are shown. If you want to hide a particular printer driver, choose the one you want to hide and click on the "Hide" option. Hiding a print driver will take it off the list of available print drivers when creating print queues.

  • Note: The Hide button is disabled if the queue is marked as “In Use”.

• A print driver is tagged as In Use if the driver is used by a queue.

Added HP Universal Printing PCL 6 (v7.1.0) to the list of pre-loaded print drivers

In the January 2023 update, we introduced the print driver management feature, integrating universal print drivers for various Windows printer manufacturers. The list of pre-loaded drivers has been updated to include the latest HP Universal Printer driver v7.1.0.This driver is now the default choice when creating new queues from the Pharos Cloud web console, replacing the previous default, which was the Canon print driver.

USER PORTAL ENHANCEMENTS

This release includes improvements to the Pharos Cloud User Portal that will improve user experience.

• Added the option to set a user-friendly URL for the end-user portal

• Added the option to change the logo

Added the option to configure a user-friendly URL

The Pharos Cloud End-User Portal provides a convenient way for users to manage their documents and their passcodes. It also eliminates the requirement for users to install a Print Scout to configure their passcodes.

Your organization now has the option to add a descriptive and meaningful name to be part of the User Portal’s URL. This aims to improve user experience by making sure that the User Portal URL is easier to read, remember, and share. Users are more likely to share links that are simple and readable.

Pharos Cloud Web Console Changes

The User Portal Settings section of the Secure > Settings includes a new text field called Friendly Name. In this field, administrators can enter a friendly name, replacing the default GUID assigned to the URL.

Notes:

• The Friendly Name is limited to 20 alphanumeric characters.

• Only users with System Administrator and IT Administrator roles can configure the Friendly Name for the User Portal.

• Friendly Names cannot contain special characters; only alphanumeric characters are allowed.

Added the option to customize the logo

Pharos Cloud has been updated to enable administrators to customize the logo displayed on the Pharos Cloud End-User Portal. This feature also allows customization of the browser icon (favicon). This helps align the User Portal’s look with your organization’s branding, creating a more personalized user experience.

The following image shows the components that you can customize.

The Secure > Theme tab of the Pharos Cloud web console has been updated to include the User Portal section. Administrators can modify both the logo image and the favicon image through this section.

Changing the User Portal Logo/Favicon Logo

1. Navigate to the Secure > Theme tab on the web console.

2. In the User Portal section select Logo Image or Favicon Image.

3. Click the upload  button. In the browser window that opens, select the image that you want to replace the original image with.

4. Click Save Changes.

Note: The recommended maximum size for the Logo Image is 240x70 pixels. For the Favicon image, the recommended size is 96x96 pixels.

NEW USER MANAGEMENT

This release introduces a new User Management system that enables Pharos Cloud administrators to effectively manage end users and groups comprehensively. Administrators can now quickly identify users and access user information at a glance. User details, user groups, or user activity are now conveniently accessible within the Pharos Cloud web console.

Pharos Cloud web console update

The Pharos Cloud web console now includes a new Users > User Management section, which provides administrators with a comprehensive view of all users within the system. The User Management section consists of three parts:

1. The left pane displays a list of groups.

   Note: The “All Users” option shows a view of all users within Pharos Cloud.

2. When a group is selected, the middle pane displays the users associated with that specific group.

3. The right pane shows the User Properties associated with the selected user.

The User Management tab allows administrators to perform the following tasks:

• Review and manage registered users: Administrators can view and oversee all users registered in Pharos Cloud.

• Group-based Viewing: Users can be filtered and displayed based on their assigned groups.

• Monitor User Activity: Administrators can track user activity (e.g. how many jobs the user has printed) within Pharos Cloud.

• Update and View User Details: Administrators can modify or review user properties such as Data Privacy Region, and other user-associated data.

  • Note: Modifying user details is restricted by the Source type, which indicates how the user record was acquired. To make changes to user details, you must first switch the Source to Manual and then adjust the value accordingly. You can find more information about editing user properties in the Edit User Properties topic.

• Retrieve User Registrations: Essential user information such as registered methods (e.g., Cards, Mobile app, passcode) can be viewed per user.

The User Management view includes the following action buttons:

1. Hide/Show Groups – Toggle to show/hide groups list from the web console.

2. Delete – Use this action to remove registered print users from the system. Take note that users are deleted from the user identity database but not from the Print Analytics database.

3. Import – Use this action to import users and their associated information (prox cards, user groups, data privacy region) into Pharos Cloud.

4. Remove Registration – Use this action to remove a user’s associated proximity cards, Passcode/PIN, or mobile app registration.

User Management Known Issues

Selecting Multiple Users

• When selecting multiple users in User Management within Pharos Cloud, the system does not display the group information for the selected users. This feature is only available when viewing individual user records; it is not supported for multiple selections.

• When you select multiple users in the system and then choose to assign a new group, any current group assignments for those users will be replaced with the new group. The system won't add the new group to the existing ones; it will only use the new group for all selected users.

Groups are not displayed alphabetically

Groups are not displayed alphabetically in the User Management tab because they are ordered based on their “long names” rather than their “short names”. Even though the groups are listed using the short name, the ordering is done using the long name.

User Activity Graph Limitations

• The User Activity graph in the Users > User Management shows the time in UTC rather than in the local time of the user.

• The User Activity graph won't be displayed if there are multiple user records associated with the same email address within the reporting system (Print Analytics database) This applies to OpenID authentication only.

Duplicate user records

Duplicate user records can occur in the User Management tab under certain conditions. For example, if an email auth user record is added to the Pharos Cloud tab via a user import and the user later prints using the Print Scout without having an email address in the Active Directory. This can result in multiple user records for the same person within the User Management tab. Each record may contain different details, such as one with the user's email address and another with domain and username information.

To resolve this issue,

1. Delete the user record that doesn’t have the email address.

2. Re-import employee information (via Profile > Details tab) ensuring email addresses are included. Alternatively, update the user details in the Active Directory to an include email address.

SCIM Integration Limitation

SCIM integration does not collect Manager, Job Title, and Department information. If you want to include these details in the User Management, make sure that these details are in the Active Directory. On the next Print Analytics synchronization, these details will be automatically added to the system.

SCIM Integration Known Issues

• When an administrator removes a user connection to SCIM, their Active status in the User Management tab will be set to “No” indicating that they are no longer actively synchronized with Pharos Cloud. However, even though they are marked as inactive, users will still be able to log on to the Print Scout and continue to use Pharos Cloud features. To revoke a user's access to Pharos Cloud features, you must disable the user from the SCIM integration. This action will effectively deactivate their access to Pharos Cloud.

• Once a connection with SCIM is established, we do not recommend using the user import function to add users into Pharos Print Analytics. This will break the SCIM import. You can however use the user import function to add cards or Data Privacy Region.

More Information: User Management

MULTI-LANGUAGE SUPPORT FOR SECURE RELEASE

Pharos Cloud adds the ability for administrators to edit the text for the labels displayed on Secure Release printers in their preferred languages.

The Pharos Cloud web console now includes a drop-down list of supported languages within the Secure > Theme tab located just above the labels. Selecting a language allows administrators to edit the login label text specific to the chosen language. It is important to note that choosing a language does not set the language for Secure Release or devices secured by Secure Release. Secure Release merely chooses the prompts to display based on the language set on the device itself.

Editing the language of labels on the Secure Release device

You can change the language of the following text of your Secure Release-enabled printer:

MFP

• Secure Print Login Title

• Lock Screen Image Text

• Keyboard Login Tex

• Direct Access Button Text (HP Only)

Login Screen

• Password Login Label

Badge Registration

• Title

• Message

To change the language of a label:

1. Navigate to the Secure > Theme tab on the web console.

2. In the MFP, Login Screen, or Badge Registration section, select the label you want to customize.

3. In the drop-down menu found at the top of each label, select the language you want to edit.

4. Customize the text as desired.

5. Click Save Changes for the changes to take effect.

Note: When a language is selected, the web console will display default values for the selected language’s text label. For example, changing the Secure Print Login Title to Swedish displays the default Swedish values for each label. Pharos Cloud supports the following 12 languages:

• Chinese (Simplified)

• Dutch

• English (default)

• French

• German

• Italian

• Japanese

• Norwegian

• Portuguese (Portugal)

• Portuguese (Brazil)

• Spanish

• Swedish

ADDED A NEW DATA PRIVACY REGION

Pharos Cloud has 22 geographic regions available for you to choose from. With this update, a new data privacy region, Europe (Zurich in the EU-C2 region), has been introduced, expanding the total options to 23 geographic regions.

PRINT SCOUT IMPROVEMENTS

Direct Print Enhancements

Group-based queue installation

With the introduction of the group-based queue installation feature, the Print Scout has been enhanced to install “Auto-Install queues” regardless of location. Now, an auto-install queue can be installed if the user's group matches the configured group for the queue. Previously, matching locations were necessary for the installation of auto-install queues.

IPP Class Driver now checks printer capabilities

The Print Scout has been updated to check a printer's capabilities (e.g. color, duplex ) during queue installation. The Printing Preferences dialog will only show the supported capabilities of the printer, reducing user confusion during printing.

Modified Update Frequency for IPP Auto-Install Queues

Direct Print now provides more options for deciding how often users' queue modifications are applied. The Print Scout receives the Applied setting value once a day or when the Print Scout Services restart. It then applies the obtained setting (e.g. every 15 minutes, every hour). Changes made to the Applied setting won't take effect until the next settings update, which occurs overnight or when the Scout Service restarts.

Suppress the Pharos Secure Release Setup Guide after authentication

This enhancement significantly simplifies the user experience by removing the need for users to navigate through the Pharos Secure Release Setup Guide after authentication. By automatically suppressing the Setup Guide, users can proceed directly to printing documents.

Print Scout Bug Fixes

• Resolved the issue where multiple users with the Print Scout installed would intermittently lose printing capabilities. Users were able to submit jobs, but no print jobs were appearing in the Secure Release desktop app.

• Addressed a macOS Print Scout problem: during uninstallation, a bug was causing all user launch agents to halt instead of only the Print Scout launch agent. The uninstallation scripts were also enhanced through refactoring.

• Addressed the following issues related to changing the Windows Regional and Language settings to Turkish.

  • Addressed the issue where Print Scout prevented users from printing after registration. Additionally, when the Welcome Screen and the system accounts were set to Turkish, the Print Scout was unable to operate when a user printed a job.

  • Addressed the issue where the Print Scout installation was failing due to how Turkish handled capital "I" when it was converted to lowercase. This was causing errors and stopping the Print Scout installation .

• Resolved the issue where the Print Scout installer failed to install when executed from a folder path containing Japanese characters.

COMPONENT RELEASE VERSIONS

This release includes the following software components and release versions.