Report-Restricted Printers

If company uses dedicated printers for certain reports, for example checks, labels, or invoices, then it is useful to prevent users from accidentally printing other reports to these dedicated printers. The restricted printers per report feature allows you to specify which combination of printers and reports in D365FO isn’t allowed. You can do it from the printer perspective or from the report perspective.

Set up restriction by printer

To set up the reports restricted for a given printer, go to Docentric AX parameters > Print destinations > Printer print destination > Restricted printers > Set up by printer:

This will open the Restricted reports by printer form. On the left side select the printer for which you want to restrict the reports, then on the right side use the left and right arrow to move the reports between the Allowed reports and Restricted reports. Restriction exists between the printer selected on the left side (Check printer) and all the reports listed in the Restricted reports grid:

Based on the setup from the above image, only the Cheque_US report may be printed on the Check printer. As a result of that setup, in the Docentric printer print destination for every report except Cheque_US the Check printer won’t be offered in the printers lookup:

This already prevents the accidental printing of non-check reports to the dedicated check printer. But if you also want to make sure that the check report can be printed only to the check printer, then you need to select every printer in the Restricted reports by printer form and move the Check_US report to the Restricted reports list. But wait, there is a simpler way to achieve the same result, by setting the restriction by report.

Set up restriction by report

To set up the printers restricted for a given report, go to Docentric AX parameters > Print destinations > Printer print destination > Restricted printers > Set up by report (or optionally, from the Restrict reports by printer form click the Set up by report menu item):

This will open the Restricted printers by report form. On the left side select the report for which you want to restrict the printers, then on the right side use the left and right arrow to move the printers between the Allowed printers and Restricted printers. Restriction exists between the report selected on the left side (Check_US report) and all the reports listed in the Restricted reports grid:

Based on the setup from the above image, Cheque_US report may be printed only on the Check printer. This means that in the Docentric printer print destination for Cheque_US report only the Check printer will be offered in the printers lookup.

Activate/deactivate the configured restriction

It isn’t enough to set up the restricted printer-report combinations, but you also need to activate the configured restrictions. Go to Docentric AX parameters > Print destinations > Printer print destination and use the below marked settings:

You can select a Restrict printers value to be used globally, and optionally override this global setting per company. The following Restrict printers options are available:

  • Do not restrict: any configuration made in Set up by printer and Set up by report forms is ignored. No restriction is applied.
  • When printing with Docentric: the configuration made in the Set up by printer and Set up by report forms is applied only to Docentric printer print destination and runtime. This means: (1) only the unrestricted printers for the current report are offered in the Docentric printer print destination and (2) if restricted printer is resolved as target printer (for example, based on the @DEFAULT_PRINTER@ setting), that results in a runtime error.
  • When printing with Docentric and SSRS: when Docentric printer print destination is used, everything explained for the previous setting applies. When SSRS printer print destination is used, all printers are offered in the print destination setup form, but the restriction configuration is still applied in runtime.

You might have noticed a green stripe at the top of Set up by printer and Set up by report forms. They are there to provide a clear information if the restriction is currently active or inactive. The related help text reminds you where the activation/deactivation is made and a Go to Restriction options button will take you directly to the mentioned form:

And here is what you can expect when the restriction is inactive:

See also

How to Set Up and Use Default Printer >>

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