How It Works: PrinterLogic’s New Quota Management Feature

I’ve been focusing on PrinterLogic K-12 education solutions for five years, and the number one request I’ve heard from prospective customers is the ability to set limits on how much a user can print. This stems from scenarios like these:

  • A student clicks “Print” but doesn’t immediately hear the printer start whirring. In their impatience, they click “Print” fifteen more times.
  • Instead of printing a selection of pages from a large eBook, a teacher accidentally prints all 200 pages of the document.
  • Faculty prints dozens of originals on a high-quality printer instead of the more affordable option of printing one master document and photocopying it.
  • For reasons no one can pinpoint, some classrooms are tearing through paper and toner at a disproportionate rate.
  • A small group of users is constantly printing in color when monochrome will suffice.

Every single one of these scenarios takes a toll on the limited print budget. If only IT could easily put hard caps on how many pages users could print during a given timeframe!

We heard those requests loud and clear. That’s why we’re pleased to roll out Quota Management as the newest feature in PrinterLogic’s native-SaaS serverless printing platform. This post will provide you with a quick overview of the highlights and functionality of Quota Management as it’s implemented in PrinterLogic.

What Is Quota Management?

Quota management is the process of creating fixed limits on print volume, typically within a certain period: User A can’t print more than 200 pages per month. Or User B is allocated a maximum of $100 in printing costs each quarter. Establishing these not-to-exceed thresholds can have several benefits—from controlling runaway print costs to reducing your organization’s environmental footprint.

There are a few different ways to implement a quota management system in your print environment. Most come in the form of add-ons or separate solutions that you deploy and manage on top of your existing print-management software. Unfortunately, the solutions themselves can become another universal pain point. They’re expensive, they rarely integrate well, and they occasionally create so much extra work that IT resorts to raising the quota to the point of ineffectiveness.

Quota Management in PrinterLogic

The key criteria for PrinterLogic’s Quota Management are price and volume. Admins can choose whether to limit printing based on either of these variables. They’re defined by currency amount or by page count using the provided fields in our Admin Console.

PrinterLogic further breaks things out by users and groups. A user will be an individual, such as a student or a teacher. A group can be anything you’ve configured in your identity provider (IdP)—a classroom, a grade, a school, or even an entire district. When you assign a quota to a group, all users in that group likewise inherit that limit. So, for example, every student (user) in 7th grade (group) will automatically be assigned the quota you’ve set for that group.

Groups are also cumulative. A user who is in group X and group Y will inherit the quotas of X+Y. As a practical illustration, imagine a teacher who teaches some classes at the middle school and some at the high school. If the middle-school faculty has a group quota of $100 and the high-school faculty has a group quota of $100, that teacher will have a quota of $200 total print spend. Of course, you can also modify user quotas separately to remove the cumulative effect.

Each of these quotas applies for a certain time period. Once again, that period is highly customizable: days, weeks, months, or a full academic year. If that period has not been marked as recurring, print volumes become unrestricted after the period expires.

Additional Customization Options

After configuring basic print quota criteria and user organization, many organizations will be up and running. But PrinterLogic offers even more parameters for enforcing print limits.

  • Limiting job size. One option is to limit users to a predetermined number of pages for each individual print job. Keeping print jobs to a reasonable 10 or 15 pages helps curb the tendency to print huge documents like entire eBooks or websites, whether intentionally or accidentally.
  • User and group quotas are adjustable midstream. If a user or group hits their quota before a period expires, IT or a trusted user (more detail on role-based access control below) can easily raise the allotted page count or total print spend in the Admin Console. That also works in the opposite direction: Quotas for groups or individual users can be lowered in the middle of a period as well.
  • Incentives to favor economy. Another option is to input differential price information for the four typical printer modes: B/W, color, B/W duplex, and color duplex. Admins can enter their own per-page costs and change them as necessary. If the school really wants to discourage, say, color printing, this value can be artificially inflated to encourage users to think twice before printing 100 worksheets with a single blue icon.
  • Mitigating redundancy and waste. Time-delayed printing was a feature requested by our K-6 customers. This is because young students are tempted to initiate a print job over and over when they don’t see a printer immediately spring into action. By instituting a waiting period of, for instance, 15 seconds before the same print job can be reinitiated, schools can mitigate the worst effects of itchy mouse fingers.

Coupled with all these features is the ability to control printing by mode or by device. PrinterLogic makes it possible for IT to confine student printing to a dedicated classroom printer or enforce black-and-white printing by default.

How Quotas Are Calculated

When a user prints, the number (or cost) of each successfully printed page counts against their quota—successfully being the operative word. Print jobs that take place through PrinterLogic’s secure release pull printing don’t count against the quota until the end user releases them.

Single-sided print jobs are calculated as one page. Duplex jobs are counted as two pages. In line with the features I’ve already noted above, IT can base quotas on price and set custom amounts for per-page duplex costs if it’s important to encourage users to prioritize that mode.

If a print job would put a user over their limit, the print job will not execute. Let’s say that a student initiates a 12-page print job with only 10 pages remaining on their quota. That print job will not be relayed to the printer. Instead, the user is informed that it would exceed their quota. The rationale for avoiding partial print jobs is that the user is likely to print the entire document again once print capabilities are restored.

Role-Based Access Control and IdPs

When developing Quota Management, we sought to make everything as user-friendly and transparent as possible. It has the same ease of use as our end-to-end serverless printing solution, so IT can configure custom quotas in a few clicks within the same Admin Console they’re already using for printer and driver deployment.

That ease of use extends to our use of role-based access control (RBAC), which provides IT with a way of safely delegating tasks to trusted users. In the case of Quota Management, this person might be a secretary or a power user. That trusted user would then have the ability to adjust quotas in real-time via the Admin Console in response to individual requests. However, they wouldn’t have the ability to make any higher-level changes to the print environment. RBAC empowers users to solve their issues quickly on the ground rather than having to submit piecemeal IT support requests.

Because PrinterLogic is a true SaaS solution with native support for 10 leading cloud-based IdPs, user provisioning and single sign-on authentication can be handled through your existing IdP data stores. That makes RBAC and group assignment in Quota Management both convenient and secure.

Metadata and Reporting

PrinterLogic’s Quota Management doesn’t just keep user printing under control. It also works in tandem with PrinterLogic’s reporting capabilities to provide more visibility into printing habits and specific print activities.

Each time a user prints, PrinterLogic captures the metadata of their print job—info like username, device, page count, document filename, mode, and destination printer. This information comes in handy when IT is trying to account for large departmental print volumes and make data-driven decisions on how best to guide printing habits.

Reports are accessible right from the PrinterLogic Admin Console. They can be searched and filtered by any metadata variable, which makes it easy to zero in on the information you’re looking for.


Quota Management comes as part of our new Cost Management bundle, which is focused on helping organizations get a better fix on all the factors that impact their print budget. The Cost Management bundle includes Quota Management today, with two additional features coming soon:

  • Quota Management
  • Client Cost Management*
  • Rules, Routing & Policies*

Because Quota Management extends the functionality of our core platform, it integrates seamlessly with PrinterLogic and ties into all the amazing features you’ve come to expect: direct-IP printing, self-service printer installs, effortless driver management, and much, much more.

Quota Management is available for PrinterLogic SaaS and the PrinterLogic Virtual Appliance (VA). It supports endpoints running Windows, Chrome OS, macOS, Linux, and iOS. Support for Android phones and tablets will be added later in 2022.

Future Roadmap

For now, we’re concentrating on the functionality our K-12 customers need most. But we’ve got a lot of exciting enhancements planned as well. Down the line, we’re working on features like:

  • The ability to count copies made on multifunction printers in quotas.
  • Cost accounting that empowers users to increase their printing allowance on their own.

We’ll have more news on timing and capabilities as development continues.

A Complete Printing and Print-Management Solution

Quota Management is just one powerful facet of PrinterLogic’s serverless printing solution. Along with cost-saving print quotas, your K-12 environment will benefit from:

  • Serverless (direct-IP) printing
  • System-wide identity provider (IdP) integration
  • Centralized management
  • Self-service printer installation
  • Driver and profile management
  • Reporting and auditing

All of this functionality is delivered through PrinterLogic’s native-SaaS platform, so it comes with all the advantages you expect from SaaS solutions, such as ease of deployment, ongoing updates, and incredible scalability.

*Available late 2022.

How It Works: The New PrinterLogic Mobile Application

Mobile Printing

When I was in high school, my math teacher assured me that I needed to learn the mathematical concepts she was teaching because, in the future, I wasn’t going to consistently have a calculator with me to run calculations for me. Little did she know…the advancement of technology would give me exactly that—and so much more.

As a society, we have moved so quickly through technological innovation, it’s hard to even recognize the old world of boxy desktop computers and thick, heavy graphing calculators. Today, even elementary school students are completing most of their work on a Chromebook or iPad. In addition, employees across the world are using Android tablets, mobile phones, and other devices to accomplish tasks that used to require a lot more hardware.

These advances are equally advantageous when it comes to printing. While many companies are still primarily printing from desktop computers, BYOD (bring your own device) printing is becoming more and more commonplace. Leading technology companies like Apple, Google, and Windows have simplified printing so that individuals can easily connect to home printers via Bluetooth or wifi, and PrinterLogic has now brought similar capability to our own platform so large enterprises can enable their users to securely print from mobile devices.

The PrinterLogic mobile application for iOS and Android offers two new functionalities to your PrinterLogic environment: mobile printing and secure release printing. In this blog, we will take a look at how printing from a mobile device works and what happens behind the scenes. In Part 2 of this series, we will look at using the mobile application alongside the PrinterLogic Secure Release Printing module for releasing print jobs at the printer.

About the PrinterLogic Mobile App

The PrinterLogic App uses the native built-in functionality of a BYOD device for printing. Specifically, it uses IPP 2.0 (Internet Printing Protocol version 2.0), a driverless printing protocol, to communicate with the printers for configuration information and to send the completed job to the printer. There are three primary aspects of mobile printing that are important to understand as a user of PrinterLogic’s platform.

1. Authentication

Once the mobile application is installed on a device, the end user will enter the URL of the PrinterLogic instance. The end user will then authenticate to the mobile application using the supported Identity Provider (IdP) – LDAP, Azure, Okta, Google, etc. PrinterLogic supports the leading cloud-based IdPs as well as on-premises solutions. For companies using PrinterLogic SaaS and LDAP, a firewall rule must be built to enable LDAP’s communication with the SaaS instance.

IdP Login Steps
PrinterLogic App IdP Login Steps

2. Administrative Deployment of Printers

For users with the app, PrinterLogic Administrators can deploy printers to mobile devices. From the PrinterLogic Admin Console, the admin can deploy printers based on third-party IdP users/groups, or by a mobile device IP address. 

For companies using an IdP, printers automatically deployed to a user via the Admin Console are deployed to the individual, not the device they’re using. In other words, any printer deployed to that user will also be deployed to any devices they log into using their IdP credentials. For companies deploying by IP address, deployments will follow the user’s location and provide access to appropriate printers wherever a user is.

3. Self-installation of printers

Users with the app are able to self-install printers to their mobile devices based on the same portal security assignments as a traditional operating system. This means that they will have access to the same printers on their mobile device as they do on their desktop. As detailed in the previous section, printers automatically deployed to a user by the IT admin will be immediately viewable in the PrinterLogic app. Any that are not listed can be self-installed by the user as long as they have been granted access. 

For the IT admin, this functionality means fewer Help Desk calls to install or access printers as well as quicker, easier access to printing across the organization.

PrinterLogic Self-Install for Printers
From the PrinterLogic app “Add Printer” screen, users can self-install printers.

What happens behind the scenes

PrinterLogic uses an advanced architecture to make mobile printing easy and serverless. The architecture takes a slightly different form depending on whether your organization uses the PrinterLogic SaaS platform or the PrinterLogic Virtual Appliance (the VA). Mobile printing is not supported on PrinterLogic Web Stack, the legacy version of the VA.

Mobile Printing Using PrinterLogic SaaS

The first step for setting up mobile printing with PrinterLogic SaaS is to install the PrinterLogic App on an iOS or Android device. The app functions as a Client, enabling communication between the device, the PrinterLogic SaaS instance, and the network of printers. 

Once the mobile app has been downloaded, users must log in and authenticate, a process that takes place between the PrinterLogic SaaS instance, the mobile device, and the organization’s IdP. Bidirectional communication between the PrinterLogic instance, the app, and the IdP validate the user and their credentials via single sign-on. 

The app then syncs with the PrinterLogic SaaS instance and deploys printers to that individual’s mobile device based on deployments specified by the IT Admin. The PrinterLogic app uses IPP 2.0 to communicate with the printer and display printer-specific options and settings within the mobile app. 

Mobile Direct IP Printing for PrinterLogic
Mobile devices authenticate with the IdP, send print jobs to the printer via direct IP, and communicate metadata to the PrinterLogic console (SaaS or the VA) for reporting and auditing.


From there, the user must connect to the company’s internal network in order to send a print job to a printer. Once the user initiates a print job, the app sends the job to the printer via IPP (Direct IP). Metadata about the job is simultaneously sent to the SaaS instance for auditing and reporting. The content of the print job stays local for security purposes.

Mobile Printing Using PrinterLogic Virtual Appliance

Mobile printing on the VA functions exactly the same as it does on PrinterLogic SaaS. The only difference is that, in order to receive printer deployments, the device has to be connected to the same network as the VA as soon as the app is downloaded. Once connected to the company network, the user can receive deployments and self-install printers.

Core PrinterLogic Capabilities

As mobile printing becomes more and more commonplace, companies are going to need direct IP printing capability to ensure employees, partners, and customers have access to the documents they need. In addition to mobile printing, PrinterLogic also offers core functionality to support the modern enterprise:

  • Off-network printing
  • Serverless printing
  • Identity Provider (IdP) integration
  • Self-service printer installation
  • Driver and profile management
  • Reporting and auditing

To learn more about how PrinterLogic can empower your users – and ease the burden of managing printing for your IT administrators – contact PrinterLogic to schedule a demo.

Simplify Chromebook Printing with PrinterLogic’s new Chrome OS Extension

Google’s Cloud Print solution will be phasing out at the end of the year. Meanwhile, Chromebooks are quickly gaining ground in the enterprise. This leaves a big opportunity for a scalable printing solution that is up to the task. 

Imagine a serverless printing infrastructure that supports Chromebooks right alongside all other endpoints. That’s what PrinterLogic delivers: a secure, easy-to-manage platform for enterprise Chrome OS printing. In this blog, I’ll break it down for you and explain how it works.

The new PrinterLogic Chrome OS Client Extension is available now and empowers network administrators to centrally manage Direct IP printing for Chrome OS users. This is accomplished the same way they do for Windows, Mac, and Linux workstations. Reliance on cloud-based printing services is over. Print jobs go straight to the printer, keeping them local and secure.  

The Extension is now part of PrinterLogic’s SaaS platform and will appear in the new PrinterLogic Virtual Appliance next month. Because PrinterLogic’s licensing is printer-based and not user-based, there’s no additional cost for deploying the solution to your Chromebook users.


Why develop a Chrome OS Extension?

  • Google announced its Cloud Print service is being phased out on December 31, 2020. Customers are looking for a new solution.
  • Customers told us they don’t want print jobs to go to and from the cloud because of security concerns. PrinterLogic’s new Extension keeps print jobs local.
  • Anytime you send a job to the cloud, there’s a hit to bandwidth and performance. PrinterLogic’s direct IP approach mitigates these concerns.
  • Cloud print services rely on an internet connection, which can be unreliable. With PrinterLogic, printing works even if the network is down.
  • Google supports CUPS printing. However, it’s more challenging to deploy on a large scale and doesn’t allow IT to manage all OS endpoints in one place.

Internet Printing Protocol (IPP) and driverless printing

The new Chrome OS Extension eliminates the need for print servers. Also, it doesn’t rely on Google Cloud Print. Instead, PrinterLogic employs the Internet Printing Protocol (IPP) to quickly pull available settings from printers. This feature takes settings and automatically configures them for Chromebook users. 

The new solution uses driverless printing technology to ensure broad printer compatibility. Meanwhile, accessing a printer’s features on-the-fly for the best possible output. When users select a printer, the Extension updates menu options based on that printer’s features. The user picks the options they want, clicks Print, the job renders, and goes directly to the printer. 

There’s no need for an internet connection or a cloud-based service to make printing work.


Easy to deploy and use

Chrome OS deploy process

  1. IT deploys the PrinterLogic Chrome OS Extension from a G-Suite account to managed devices. When a user logs in to their device, the Extension installs.
  2. Then, the Extension communicates with the PrinterLogic instance. The appropriate set of printers are set up and configured. 
  3. Printers deploy to Chrome OS devices based on AD users/groups, Google ID users/groups, endpoint IP address, Chromebook serial number, or Chromebook asset ID. 
  4. When it’s time to print, the user selects the desired printer from the native Chrome OS printing screen. Then, and the print job is sent via direct IP to the printer. Metadata about the print job goes to PrinterLogic for reporting and auditing.

More details about how the Extension works are available in our Admin Guide.


PrinterLogic’s rich feature set

PrinterLogic’s features work the same for Chrome OS endpoints as any other OS. For example, devices running Windows, macOS, and Linux. Here are just a few examples:

  • Reporting and SNMP alerts. Organizations can see who is printing how much to aid with cost reduction. Proactive alerts give IT a heads-up on printer outages. This helps IT address issues before they affect user productivity.
  • VDI printing. PrinterLogic works with Citrix, VMWare, and Windows Virtual Desktop. This allows IT teams to leverage existing front-end printing infrastructure, compress print jobs using standard VDI protocols. IT can also auto-deploy printers for session printing.
  • Secure-release printing. The user prints, but the job waits on the endpoint until the user goes to the printer to authenticate. This helps reduce abandoned print jobs, keeping confidential information away from prying eyes.

Migrate from Google Cloud Print

PrinterLogic’s Chrome OS Client Extension offers a simple, secure, scalable printing solution for Chrome OS devices. As such, it provides a straightforward migration path for organizations migrating from Google’s Cloud Print. 

The new PrinterLogic Extension makes it easier for organizations to embrace Chromebooks as a secure, cost-effective workstation by providing centralized printing management in mixed OS environments, keeping print jobs local, and supporting all of PrinterLogic’s advanced printing features. 

The Chrome OS Client Extension is free of charge with a PrinterLogic SaaS subscription. Why not check it out? Request a free trial setup of PrinterLogic SaaS today.