Secure release with QR code

  • Article

There are two ways to release a print job with Universal Print: direct print and secure release. With direct print, the print job is immediately released at the printer after the user sends it, unless there is a 3rd party job release configured at the printer. Secure release helps prevent waste from unnecessary printing and helps maintain user privacy by holding their jobs until they show-up at the printer.

Secure release with QR code is one of the forms of secure release. Using the Microsoft 365 mobile app, the user can scan a QR code attached to the printer and release their print job. This is supported on Android devices for app version 16.0.16501 or later and on iOS devices for app version 2.76 or later. To use secure release with QR code, the admin needs to configure the printer in the Universal Print portal.

Prerequisites

  • Microsoft 365 mobile app, version 16.0.16501 or later for Android and version 2.76 or later for iOS
  • Associated required subscription license to use Microsoft 365 mobile app for work account
  • Universal Print license assigned to user account

How do I enable it?

Users with Printer Administrator role access rights can enable secure release with QR code on a per printer basis through the Universal Print management portal.

  • Go to Universal Print in Azure Portal aka.ms/UPPortal
  • Go to the Printers page
  • Click on a printer for which you would like to enable secure release
  • In the printer’s page, go to the Properties blade
  • Click on Job release options
  • Select QR code as the release type, and click Save
  • Save the QR code on the screen
  • Print the QR code
  • Tape/glue the printout of the QR code onto the printer

End-user Experience

Printers with QR code secure release configured are discovered and installed onto the user's client device the same way as other Universal Print printers. The printing experience is the same as well to minimize the end-user's learning curve. The one difference with QR code release is when the user wants to pick up their document at the printer.

Releasing the print job at the printer

  • Walk up to the printer
  • Make sure you are signed into the Microsoft 365 app with your corporate account
  • Scan the QR code on the printer in 1 of 2 ways:
    1. Through your phone’s camera app (recommended)
    2. Alternatively, in the Microsoft 365 app, go to Apps > Scan > Scan QR Code
  • There will be a confirmation dialog that appears in the app. The printer share name should match the displayed printer share name on the QR code print out (the one in parentheses).
  • Go through the flow to select the print job and release it at the printer

Tips and Best Practices

  • If you enable QR code secure release on a printer, then users can only release the print job through Microsoft 365 app on their phone after scanning the QR code at the printer. Put another way: the print job will no longer immediately print out from the printer when the user sends the job.
  • The City, Building, Floor, and Room location properties for the printer will show up on the Microsoft 365 app when the user is at the printer and has scanned the QR code. We recommend that you update the location properties of the printer to ensure a smooth experience for the end-user.
  • When naming your printer share, include location identifiers such as building and floor. Include identifiers about the release mechanism. An example would be “BuildingName-RoomName-QRcode"
  • Once you change the release type to QR code secure release, immediately print out the QR code and attach it on the printer.

FAQs

How do I know I have the right version of the app?

For Android: In the Android Play Store’s page for the Microsoft 365 app, you can check the version of the app by scrolling down to “About this app”, clicking on it, scrolling down to App info > Version. Any version greater than 16.0.16501 will have the feature.

For iOS: In Settings, search for the Microsoft 365 app, and the Version number should be in the "About" section.

What if I'm not logged in to my corporate account?

You won’t be able to release the print job from your personal account because you must send the print job with your corporate account. You will see an error message prompting you to log into your corporate account.

What if I have multiple corporate accounts?

Make sure that the right corporate account is signed in and active in the Microsoft 365 app. Use the Scan QR Code feature in the Microsoft 365 app, in the correct corporate account, to scan the printer’s QR code.

What if I am logged into both my personal and corporate accounts in the same Microsoft 365 app?

In this case, if you scan the QR code from your phone’s native camera app, it might automatically open the Microsoft 365 app with your personal account, make sure to double check that your corporate account is the active account in the app. You can verify by tapping your profile picture, typically at the top left corner of the app, and looking at the "Me" section.

What if I have two installations of the Microsoft 365 app – one for personal use and one for work?

This is only applicable for Android devices. In this case, if you scan the QR code from your phone’s native camera app, it will automatically open the Microsoft 365 app with your personal account. You can avoid this by doing one of two things:

  1. Use the Scan QR Code feature in the Microsoft 365 app, in your corporate account, to scan the printer’s QR code
  2. Disable your phone from automatically opening the version of Microsoft 365 with the personal account by following these steps:
    1. Open Settings on your phone. Go to Apps, Installed apps, or Application Manager, depending on the option available.
    2. On some phones, you will directly find Default apps when you tap on Apps. For others, you will have to tap on Advanced > Default apps. On Samsung phones, tap on the three-dot icon in Settings > Apps and choose Default apps. On Mi phones, go to Settings > Apps > Manage apps. Then tap on the three-dot icon at the top and select Default apps.
    3. Tap on “Opening links” on the Default apps screen. Here you will see Instant apps. Turn off the toggle next to it.

Can I use my personal phone?

Yes, given you can sign into your corporate account given your organization’s Intune policies.

Does this work with iOS phones?

Yes. The Microsoft 365 app, version 2.76 or later, is available for this feature. It can be downloaded from the App Store.

Can I turn off secure release on the printer without un-registering the printer?

Yes, you can switch the job release type back to direct print. Please make sure to remove the QR code at the printer and that end-users know of the change.

What happens if I unshare and re-share the printer?

When you unshare a printer (I.e. delete the printer share) the printer will not be discoverable for end-users. When you re-share the printer, the QR code will remain unchanged. However, we recommend that the admin prints out the new QR code printout if the printer share name has been changed to avoid confusion for the end-user.

What happens if I unregister and re-register the printer?

The QR code of the printer will change, so in order for the end-user to scan the QR code to release their job, the admin must print out the new QR code and attach it to the printer.

Does secure release with QR code work for connector-attached printers?

Yes.

Does secure release with QR code work for Universal Print ready printers?

Yes.

Do my printers need to have any specific configurations?

No, however, we recommend updating the location properties of the printer to ensure a smooth end-user experience.

What if my printer already has another release enabled, like badge release?

Secure release with QR code still works with other forms of secure release. However, this means that the end-user will have to “release” the print job twice. First, they will have to release the job through the Microsoft 365 app by scanning the QR code. Then, they will have to badge into the printer to finally release the job to print. This is because secure release with QR code releases the print job from Universal Print to the printer, while other forms of secure release (like badge release) releases the print job from the printer itself. It is not recommended to enable secure release with QR code with printers that already have other secure release mechanisms enabled.

What if my users send a secure PIN with the print job?

As answered in the previous question, secure release with QR code still works with secure PIN, but it will require the end-user to go through two flows before they get their print job. It is not recommended to enable secure release with QR code with printers that already have other secure release mechanisms enabled.

If a user’s phone camera is not working, is there an alternative?

No, we need a physical camera on the phone to scan the QR code. You can use either the phone’s native camera app or the Scan QR Code feature in the Microsoft 365 app.

If the job is not released and it expires, does it count against included print job volume? (I.e. am I paying for jobs that aren’t released?)

No, any jobs that are not released will not be counted against the print job count and you will not be charged for that print job.