Managing print requests

How to manage a print request and print ID cards. User role required: Location Print Manager.

Print requests are used to print and distribute ID cards to locations throughout your organization.

When a print request is made and sent to your location, you will receive an email and in-app message. You can then print the requested cards, send them to the provided address, and update your progress in WhosOnLocation.

Printing ID cards from a print request

ID card printing works by creating an online PDF of the ID card and then sending to your ID card printer. This method allows you to print an ID card from any computer and browser, including computers with multiple printers installed.

Each browser has a different printing method as this uses the browser’s native printing functions. Further details are listed below.

Please Note: Your printer will need to have its settings configured prior to printing. These settings will depend on your printer and, because most ID card printers are compatible, we are unable to provide an exact guide for this setup.
  1. Go to Tools > Identity Manager.
  2. Select Print Requests from the left-hand menu.

    New print requests will have a Pending status.
  3. Click Print next to the pending print request.

    2020-05-04_16-26-09.png
  4. Print the ID card(s) using the instructions below for your specific browser.
  5. Click Update.
  6. Update status to Ready.

    2020-05-06_11-20-30.png
  7. (Optional) Add notes.
  8. Click Save.

An email and in-app message will be sent to the requester advising them the cards have been printed.

Browser printing instructions

Browsers supported for printing ID cards are Google Chrome, Mozilla Firefox, Microsoft Edge, Internet Explorer, and Apple Safari.

Google Chrome

  1. Follow the above steps for printing.

    A PDF version of the ID card will appear in a new window. Please take this time to ensure the template and details on the ID card are correct.

    Print_Chrome_1.jpg
  2. Click the Print Icon in the PDF window.
    Please Note: You can download a copy of the PDF from this view. Use this option to capture the QR/barcode of an ID card token without printing a card.
    Print_Chrome_2.jpg
  3. Select the correct printer.
    Quick Tip! Make sure the preview is in color to print a color logo or photo, and the sizing is set to Fit the page option to ensure your ID card doesn't shrink when printing.
  4. Click Print.

The ID card will be printed, and a print log created next to the token in WhosOnLocation.

Mozilla Firefox

  1. Follow the above steps for printing.

    A PDF version of the ID card will appear in a new window. Please take this time to ensure the template and details on the ID card are correct.
    Please Note: You can download a copy of the PDF from this view. Use this option to capture the QR/barcode of an ID card token without printing a card.
    print_firefox_1.jpg
  2. Click the Tools
  3. Select Print.

    print_firefox_2.jpg
  4. Select the correct Printer.
    Quick Tip! Click the Properties button to ensure that the printer settings are correct for this ID card.
  5. Click OK.

The ID Card will be printed, and a log of the printing will be created next to the token in WhosOnLocation.

Microsoft Edge and Internet Explorer

Please Note: When printing from Microsoft Edge and Internet Explorer browsers, you must save the PDF file to your computer and then print from a PDF reader. You cannot automatically print from the browser.
  1. Follow the above steps for printing.

    A PDF version of the ID card will appear in a new window. Please take this time to ensure the template and details of the ID card are correct.
  2. Right-click the image.
  3. Select Save as.

    Print_Edge_1.png

    The ID card will save to your computer.
  4. Open the saved badge pass.
  5. Select Print.
  6. Select the correct printer and ensure your settings are correct.
  7. Print the ID card.

The ID card will be printed, and a log of the printing will be created next to the token in WhosOnLocation.

Apple Safari

Please Note: When printing from an Apple Safari browser, you must save the PDF file to your computer and then print from a PDF reader. You cannot automatically print from the browser.
  1. Follow the above steps for printing.

    A PDF version of the ID card will appear in a new window. Please take this time to ensure the template and details of the ID card are correct.
  2. Save the PDF to your computer.
  3. Open the PDF.
  4. Click Print.
  5. Select the correct printer and ensure your settings are correct.
  6. Print the ID card.

The ID card will be printed, and a log of the printing will be created next to the token in WhosOnLocation.

Shipping and updating print requests

Once you have printed your cards, you can retrieve the shipping instructions from the print request details.

Click View Detail next to the request for the delivery location and any notes from the requester.

Once you have shipped the cards, click Update next to the print request, or in the request details, Update the status to Shipped, and click Save.

An email and in-app message will be sent to the requester advising them the cards have been shipped. When they are received, the requester will update the request to complete and you will be notified.

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