Editing Quotas

The quota properties panel opens immediately after a new quota is created. To open an already existing quota, double-click on it on the list on the Quota main tab (MyQ, Quota). After you set the properties, click Save to submit the changes.

Each quota has the following set of properties:

Basic settings: enabling and naming the quota

• Each quota is enabled by default. To disable or re-enable it, click the Enabled button.

• Enter the name in the Title text box.

Time period

• In the Period list, select the reset period of the quota (Day, Week, Month, Quarter, Half year, Year, Last X days). The default period is Month. The Last X days period counts the number of pages or the overall cost over the last X days. For example, if the quota is 10 pages over three days and the user printed 5 pages the day before yesterday and two pages yesterday, they can print up to three pages today.

• In the Period start list, select the date when the period starts for the Month, Quarter, Half year and Year Period, day of the week for the Week Period or the number of days for the Last X days Period.

  • If you choose the Day Period, you must also set a time at the Reset quota at field.

Monitored users or groups

You have to select from three options regarding the quota scope. It can apply to one user, to all members of one group, or to an accounting group/cost center.

• To select a user the quota applies to, select the User option, and then choose the user from the list.

• To select a group and apply the quota to all its members, select the Members of a group option, and choose the group from the list. This way, the quota applies to each user independently; If the limit is ten pages, every user can print ten pages.

• To select an accounting group or a cost center the quota applies to, select the Accounting Group or Cost center option, and then choose the accounting group or cost center group from the list (this option depends on the Accounting settings; the option selected there is displayed in Quota). This way, every member contributes to the total. If the limit is ten pages and one member prints seven pages, there are only three pages remaining for the group.

Monitored value

• If you select Cost as the Monitored value, the quota is counted in amount of money spent.

  • Set the quota cost Limit

• If you select Pages as the Monitored value, the quota is counted in the amount of printed, copied and/or scanned pages.

  • Set the Print&Copy total, Print&Copy color, Print&Copy mono (supported by terminals 8.1 or newer) and Scan total in pages.

If the monitored value is set to 0, this operation is effectively disabled for this quota. For example, if the Print&Copy color pages value is set to 0, no color pages can be printed or copied within this quota. Correspondingly, no email notifications will be sent stating that this quota limit is reached.

Actions taken when the warning level is reached

• Enter the warning level (in %) in the Warning level text box. After the percentage of the overall limit is reached, a warning email is sent to the user.

• If you want someone else to be notified (for example the user's manager) once the warning level is reached as well, select or enter the users or email accounts in the Send a notification to combo box.

Actions taken when the quota is reached

• You can disable one or more operations after the quota is reached or exceeded.

  • If the Monitored value is Cost, select them under Disable operations. The options are Print, Copy, Color print (on terminals 8.1 or newer), Color copy (on terminals 8.1 or newer), and Scan.

  • If the Monitored value is Pages, mark the Disable operation checkbox and the operation that has reached the limit will be disabled.

• Mark the Terminate the current job when reached checkbox if you want to interrupt the current job when the quota is reached. If both Disable operation and Terminate the current job when reached are checked, the job will be interrupted when the quota is reached, and the user will be redirected to the MyQ home screen. If Disable operation is checked and Terminate the current job when reached is not, the current job will be finished, and the user will be redirected to the MyQ home screen.

  • The action is not supported in scan quotas.

• If you want someone else to be notified (for example the user's manager) after the quota is reached as well, select or enter the users or email accounts in the Send a notification to combo box.