How to Set Up and Use Default Printer

When printing to the Docentric Printer print destination, in addition to the standard list of available printers there is also the possibility to select the @DEFAULT_PRINTER@ printer name. It appears as the first in the printer list and denotes a D365FO default printer:

When the @DEFAULT_PRINTER@ printer name is selected, the default printer for the current user will be evaluated and used. The effective default printer to be used for a particular user is resolved based on the following settings:

  • global default printer (has the lowest priority and is used only if no higher-priority default printer is set up),
  • default printer for the user group that the user belongs to (higher priority than the global default printer, used if no user default printer is set up),
  • default printer for the user (highest priority, which overrides any lower-priority configurations if set).
Each user can also set up his or her default printer. Learn how >>

How to set up the global default printer

To set up the global default printer, open the Docentric parameters form, select the Print destinations tab page and in the Printer print destination fast tab click the Company default printer link. The Global default printer settings form for the current legal entity is opened, where the global default printer for the current company can be specified. If no user group’s or user’s default printer is set up, this globally set default printer will be used.

 

How to set up the default printer per user group

To set up the default printer per user group, from the Printer print destination fast tab click the User group’s default printer link. The User group’s printer settings form is opened, where all user groups are listed and for each group you can specify its default printer.

 

The grid on the User group’s printer settings form contains the following columns:

  • Group: read-only group ID as it exists in the built-in User groups form.
  • User group name: read-only name of the user group.
  • Default printer: editable field with lookup which lists all active network printers. Left side of the below image shows the Network printers form with active printers marked in green color and the right side of the image shows the Default printer lookup which offers the active network printers.
  • Valid: read-only check-box providing the information if the selected Default printer is currently active. It might happen that a printer which is assigned as the default printer to one or more user groups gets deactivated or deleted. In that case, the Valid flag will be unchecked by the system when the User group’s printer settings form is opened, or when the Validate default printer button is clicked.
You can manage user groups using the built-in User groups form (create, edit or delete). This form can be opened by clicking the User groups button from the Links button group in the Tools action pane tab. When you create a new user group, it will automatically be shown in the User group’s printer settings form, and you will be able to set up its default printer.

User group’s printer settings actions

The following Actions are available on the User group’s printer settings form:

  • Set default printer: set the default printer for the selected user groups.
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  • Reset default printer: clear the default printer for the selected user groups.
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  • Validate default printer: validate the default printer for the selected user groups, i.e. for each of the selected user groups check if its default printer is active and set/reset the Valid flag accordingly. The same validation is performed for all user groups when this form is open.

The following Links are available on this form:

  • User groups: opens the built-in form with User groups.
  • User’s printer settings: opens the User’s printer settings form, which enables configuring the default printer per user.
  • Network printers: opens the built-in form with Network printers.

How to set up the default printer per user

To set up the default printer per user, from the Printer print destination fast tab click the User’s default printer link. The User’s printer settings form is opened, where all users are listed and for each user you can specify his or her default printer.

 

Let’s explain the meaning of the columns related to default printer on the User’s printer settings form:

  • Default printer: editable field with lookup which lists all active network printers. If some value is selected, it will have the precedence over the next two fields, i.e. Default printer set via user group and Default printer set globally.
  • Default printer set via user group: read-only value evaluated based on the user groups to which the user is assigned, and the default printers assigned to these user groups. If user belongs only to one group and that group has the user group’s default printer set up, then this printer will be evaluated as the Default printer set via user group. If that group has no default printer set up, or has an inactive printer set as the User group’s default printer, then no printer will be evaluated as the default via user group. Finally, if user belongs to more than one user group and these user groups have different active printers set up as the User group’s default printer, then the first of them (listed in the descending alphabetical order) will be evaluated as the Default printer set via user group.
  • Default printer set globally: read-only field displaying the global default printer.
  • Effective default printer: read-only field displaying the effective default printer which is evaluated from the previous three fields. This printer will be used when the @DEFAULT_PRINTER@ printer name is selected as the Docentric Printer print destination.
  • When system evaluates the effective default printer, Default printer set for the user has the priority over Default printer set via user group, which has the priority over Default printer set globally. This means that whenever Default printer is set for the user, it will become Effective default printer:

    If no Default printer is set for the user, but there is Default printer set via user group, it will become Effective default printer:

    And finally, if no Default printer is set for the user and no Default printer set via user group is evaluated, then Default printer set globally will be used as Effective default printer:

  • Valid: read-only field providing the information if the evaluated Effective default printer is valid, i.e. available and active, and can be used for printing. The value of this field is recalculated each time when the form is open, as well as per request by clicking the Actions > Validate default printer menu button.

User’s printer settings actions

The following Actions are available on the User’s printer settings form:

  • Set default printer: set the default printer for the selected users. Notice how the Effective default printer and Valid fields were recalculated when the user’s default printer was changed
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  • Reset default printer: clear the default printer for the selected users. Notice how the Effective default printer field was recalculated based on the available information for Default printer set via user group and Default printer set globally:
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  • Validate default printer: validate the default printer for the selected users, i.e. for each of the selected users check if his or her default printer is active and set/reset the Valid flag accordingly. The same validation is performed for all users when this form is open.

The following Links are available on this form:

  • Users: opens the built-in form with Users.
  • User group’s printer settings: opens the User group’s printer settings form, which enables configuring the default printer per user group.
  • Network printers: opens the built-in form with Network printers.

How users can set up their own default printers

To enable users to set up their own default printers, open the Docentric parameters form, select the Security tab page and in the Default printer field group set Allow users to set up default printer:

Each user can check his or her default printer by opening the User options form > Account tab > Default printer selection fast tab. In My default printer the evaluated default printer for the current user is displayed. If the above explained Allow users to set up default printer setting is enabled, user can set up his or her default printer by clicking on the Change my default printer link. This will open the User’s printer settings form where only the record for the current user is displayed and the Default printer value can be modified.

 

How to use the default printer when printing reports

The effective default printer evaluated for the current user is applied when user prints to the Docentric Printer print destination and from the list of available printers selects the @DEFAULT_PRINTER@ printer name.

To print to the Docentric Printer print destination, click Change under the Destination, then click Show Docentric destinations:

 

Select the Printer print destination and @DEFAULT_PRINTER@ printer name, click OK and print dialog shows that the Docentric printer print destination and the @DEFAULT_PRINTER@ printer will be used for printing:

 

When printing is started, if the evaluated effective default printer is not valid (i.e. does not exist among the active network printers), error message will be displayed:

Otherwise, the report will be sent to the printer which is evaluated as the default printer for the current user. Evaluation of the effective default printer is done based on the setup and as described in this manual.

See also

Printing to Default Printer Article >>

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