Guest Printing Access with Pre-Approved Companies and Temporary PINs
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Solution Overview
Problem
Existing systems require administrators to manually create guest login accounts for each visitor, which is time-consuming, especially in large companies, and prevent guests from printing using cloud printing services on unfamiliar MFPs without additional setup.
Innovation Solution
A system that allows host company administrators to pre-approve guest companies, enabling guests to generate their own short-lived PINs for accessing and releasing print jobs on host MFPs, with the option to automatically grant access to companies sharing the same top-level domain.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If administrators manually create guest login accounts for each visitor, then guests can access printing services, but the process becomes very time consuming particularly with large companies having many visitors
Solution Approach 1:
The system enables guests to self-register and generate their own temporary PINs without administrator intervention. When a guest visits a host company, they can automatically obtain printing access by generating a PIN that is valid for a predetermined time period, eliminating the need for administrators to manually create accounts for each visitor.
Solution Approach 2:
The system pre-configures printing permissions at the company level rather than the individual user level. Administrators pre-approve which companies can access printing services, and the system automatically handles individual guest authentication through temporary PINs, preparing the infrastructure in advance to handle multiple guests efficiently.
2Adaptability or versatility
If cloud printing services are used to allow remote printing, then users can print from any device connected to the Internet, but guests still cannot print on unfamiliar MFPs without additional setup
Solution Approach 1:
The temporary PIN system provides universal access across multiple MFPs within the host company. A single PIN generated by a guest enables them to access printing services at any MFP in the host organization without needing device-specific configuration or drivers, making the system versatile across different locations and devices.
Solution Approach 2:
The temporary PIN acts as an intermediary authentication mechanism between the guest user and the host company's printing system. Instead of requiring guests to directly configure cloud printing services or understand complex MFP settings, the PIN serves as a simple mediator that grants immediate access to printing functionality.
3Reliability
If company-specific printing accounts are used, then printing rights are controlled, but guests from approved companies cannot print on host MFPs without individual account creation
Solution Approach 1:
Administrators pre-approve which companies are authorized to access printing services at the organizational level. This preliminary configuration establishes trust relationships between companies, allowing any guest from an approved company to automatically gain access without requiring individual account creation, thus maintaining control while improving efficiency.
Solution Approach 2:
The system segments authentication into two levels: company-level approval (managed by administrators) and individual guest authentication (handled automatically through PINs). This segmentation allows the system to maintain strict control over which companies can print while enabling efficient individual access for approved guests without manual intervention.
Data Source
AI summary
A system and method is provided for creating and administering a guest user's document processing operations, such as printing, on a host company network sharing the same cloud print service as the guest's company network. The host network administrator generates a list of companies that are pre-approved for users from a guest company. The guest user logs into the host network and views a list of pre-approved companies. The user selects one or more approved companies for which they are already approved. The user selects a PIN which is then associated with their information, approved companies and guest company. The user then submits their job to the cloud print service for release by a host company MFP. The user logs into a selected host company MFP with their PIN and a listing of any related, pending job is displayed. The user may select one or more jobs for release and printing. The PIN may be revoked by the host administrator, timeout or expire when a selected number of printouts has been made.