Secure release with QR code

Print jobs can be processed in two ways: direct printing, where jobs print immediately upon submission, or secure release, where jobs are held until the user manually releases them using a supported release method. With direct printing, jobs are sent to the printer right away, unless a third-party release system is configured.

Secure release helps prevent waste from unnecessary printing and helps maintain user privacy by holding their jobs until they show-up at the printer.

QR code is one of the supported methods for secure release and is supported for all printers registered in Universal Print. 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 enable holding jobs until secure release, the admin needs to activate this setting in printer share 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 Printer Shares page
• Click on a printer share for which you would like to enable secure release
• In the printer share’s page, go to the Properties blade
• Turn on the toggle for "Enable holding jobs until secure release".
• Click on "View printer job release methods here" to see supported job release methods for the printer.
• 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 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 secure release is when the user wants to pick up their document at the printer.

Releasing the print job at the printer using QR code release method

• Walk up to the printer
• Make sure you are signed into the Microsoft 365 app with your corporate account
• Scan the QR code through your phone's camera app. If you are using Android device, make sure to use the phone's camera app in work profile.
• There will be a confirmation dialog that appears in the app. The printer location information should match the displayed printer location information 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

• 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 activate the "enable holding jobs until secure release" setting at share level, immediately print out the QR code and attach it on the printer, if you want users to release jobs using the QR code method.

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 the following

• 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 turn off the "enable holding jobs until secure release" setting in printer share properties. 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, you would need to configure the 'enable holding jobs until secure release' setting for the new printer share.

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 works alongside other secure release methods. However, if badge release is enabled for the printer but not integrated with Universal Print, users will need to release their print jobs twice: first by scanning the QR code through the Microsoft 365 app, then by badging at the printer to complete the release. When badge release is integrated with Universal Print, users only need to release the job once using either the QR code or badge release method. To verify badge release integration status, check "Job release methods" in the printer properties, integrated badge release will appear under "Printer-supported methods".

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

Secure release with QR code still works with secure PIN, but it will require the end-user to go through both the release flows before they get their print job, i.e. users will first need to release the job using one of the supported methods for secure release (QR code, badge tap etc.) and then release the job using PIN at the printer. It is not recommended to enable secure release with QR code with printers that already have secure PIN printing enabled.

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

For releasing a job with QR Code, 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.

Alternatively, badge tap can be used to release the job, if it has been integrated with Universal Print by printer provider.

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.