Part 2 — PaperCut MF Web Portal

What it is

PaperCut MF is the web-based companion to Print Deploy. While Print Deploy handles the printers themselves, MF is where you go to see what you’ve printed, manage held jobs, and check your usage. Most users will only ever need to visit it occasionally.

You can reach it at https://threesisters:9192 from any browser on the campus network. Sign in with your WOU username and password.

The PaperCut MF taskbar icon

On campus computers, a separate PaperCut MF icon also lives in the Windows system tray. Right-click it for quick access to the web portal:

Figure 4 — Right-click menu on the PaperCut MF tray icon.

• Open — shows a small floating balance card with your current balance and a Details link. Handy for a quick glance before sending a large job.
• Details — opens the PaperCut MF web portal in your default browser.
• Exit — closes the MF client. You can still reach the portal directly via the URL above.

Figure 4a — The PaperCut MF balance card shown by the Open option.

The Summary page

When you log in, the Summary page is the first thing you see. It gives a quick overview of your account — how many jobs you’ve printed, how many pages, and a small environmental impact widget showing trees, CO₂, and energy equivalents.

Figure 5 — The paperCut MF summary page

The left-hand navigation has six sections worth knowing about:

• Summary — the overview shown above.
• Rates — the per-page cost for each printer (most jobs are free for faculty and staff; charges may apply for color or specialty jobs).
• Transfers — for student print balances; not relevant for most faculty/staff.
• Transaction History — every charge or credit on your account.
• Recent Print Jobs — every print and scan you’ve sent in detail.
• Jobs Pending Release — print jobs waiting at a release station (more on this below).

Recent Print Jobs

This is the most useful page for day-to-day questions like “did that print actually go through?” or “where did my job end up?” Every job is logged with date, printer, page count, cost, document name, and status.

Figure 6 — Recent Print Jobs shows a complete history with the printer used, page count, color/duplex info, and final status..

Scans done at a copier also appear here, marked with a Scanned status. The export buttons at the bottom let you pull your history to PDF, HTML, or CSV if you ever need it for documentation.

Jobs Pending Release

Some copiers on campus are configured for secure release — instead of printing immediately, the job waits in a queue until you authenticate at the copier (with your card or PIN). The Jobs Pending Release page shows you what’s waiting and lets you release or cancel jobs from your computer.

Figure 4 — Right-click menu on the PaperCut MF tray icon.

Part 3 — Sending a print job and using the copier

Parts 1 and 2 covered the software side — the apps on your computer. This part covers what you actually see and do when you send a job and walk up to a copier.

The account selection popup

When you send a print job, PaperCut may pop up a window asking which account to charge. You’ll see this if your WOU account has access to more than one balance — for example, your personal account and a department shared account.

Figure 8 — The Print Job Notification dialog asks which account to charge.

You have two main choices:

• “Charge to my personal account” — uses your own balance.
• “Charge to shared account” — charges the job to a department or staff account instead. Pick the correct account from the dropdown (for example, your department’s staff account). You may also be asked to add a comment.

Click “Print” to send the job. If you click “Cancel” the job is discarded and nothing is charged.

Setting your copier PIN

At a copier you can sign in two ways: with your WOU username and password, or with a shorter ID number and PIN. UCS assigns the ID number (the last 6 digits of your V number); you set the PIN yourself. Pick one before your first visit to a copier:

• Right-click the PaperCut MF tray icon and choose Details (or go straight to https://threesisters:9192 in a browser).
• On the left side of the page, click Change Details.
• Under “Change Card/ID PIN”, enter your new PIN and re-enter it in “Verify new PIN.”
• Click Change PIN.

Figure 9 — The Change Card/ID PIN form on your PaperCut account page.

At the copier

When you walk up to a copier configured for PaperCut, the panel will show the PaperCut login screen. You can sign in two ways:

Figure 10 — Pick a login method on the copier panel.

• Username and password — your WOU username and your network password.
• ID number and PIN — your UCS-assigned ID number and the PIN you set in the section above.

Figure 11 — If you choose ID number, enter your number and PIN to log in.

Once you’re signed in, the panel will show your account screen. If you have access to more than one account, you’ll be prompted to choose where to charge any copies or scans you make at the device:
My Personal Account — charges your personal balance.
Shared Account — then pick the staff or department account from the list.
From there you can copy, scan, or release any held print jobs.

Logging out

When you’re finished, log out before walking away. Press the Access or Logout button on the copier panel, or wait for the session to auto-log-out. Until you do, the next person at the copier will be using your account — and charging copies to your personal balance or your department’s shared account.

Common questions

Do I need to keep Print Deploy running?
Yes. It launches automatically when you log in and runs quietly in the background. If you exit it, your printers will still work for printing, but you won’t receive new printer additions, driver updates, or removals until it’s running again.

My printer disappeared. What happened?
Print Deploy syncs with the campus print server. If a printer was decommissioned or moved, it will disappear from your installed list automatically. If the printer should still exist, open Print Deploy → Add printers and reinstall it.

Can I use this from home?
Print Deploy is for printing to physical campus printers, so it’s only useful when you’re on campus or connected to the WOU VPN. The PaperCut MF web portal is reachable when you’re on the campus network or VPN.

I work on both a Mac and a Windows machine. Do I need to set things up twice?
Yes — printers are installed per-computer. Open Print Deploy on each machine and add the printers you need. Your print history and account in PaperCut MF, however, are tied to your WOU account and follow you everywhere.

How do I print from my phone or personal laptop?
BYOD (bring-your-own-device) printing is being evaluated as a follow-on phase. For now, please use a managed campus computer for printing.

Need help?

If something isn’t working — Print Deploy won’t open, a printer won’t install, or you don’t see the app on your computer — please open a ticket with University Computing Solutions. Include your computer name, the printer you’re trying to use, and a screenshot of any error messages if you can. We’ll get it sorted quickly.

Submit a ticket: email ucshelpdesk@mail.wou.edu or call 503-838-8925

Walk in: ITC South 009

PaperCut runs quietly in the background on your work computer. Look for the PaperCut icon (a green or grey circle with a white “P”) in your system tray — the area near the clock at the bottom-right of your screen. If you don’t see it, click the small up-arrow (⌃) to show hidden icons.

The PaperCut MF icon in the Windows system tray.

Right-click the PaperCut icon to see your menu options. The two you’ll use most are:

• Open — shows a small balance card on screen.
• Details — opens your full account page in a web browser.

Click Open for a quick floating window showing your current balance and a Details link. This is the fastest way to glance at your balance before sending a large print job.

The PaperCut balance card.

Choosing Details opens your full PaperCut user page in a web browser. From here you can:

• View your transaction history and recent print jobs
• See which shared accounts you have access to
• Change your details — including your copier PIN

At the copier you can sign in with an ID number (last 6 digits of your V number) plus a PIN. UCS will set your ID number; you choose your own PIN. To set or change your PIN:

1. Right-click the PaperCut tray icon and choose Details.
2. On the left side of the page, click Change Details.
3. Under Change Card/ID PIN, enter your New PIN and re-enter it in Verify new PIN.
4. Click Change PIN.

The Change Card/ID PIN form on your PaperCut account page.

When you send a print job, you may see a popup asking which account to charge. This appears because you have access to more than one account:

• Your personal account — your own balance (the student-style balance once it’s enabled for staff).
• A shared account — a department or staff account charged to the department, not to you.

To send the print job:

1. Choose Charge to my personal account OR Charge to shared account.
2. If shared, pick the correct account from the list (e.g., your department’s staff account).
3. Add a comment if requested, then click Print.

If you click Cancel, the job is discarded and nothing is charged.

When you walk up to the copier, you’ll see the PaperCut login screen. You can sign in two ways:

Choose a login method.

Or enter your ID number and PIN

• Username and password — your WOU username and your network password.
• ID number — your UCS-assigned ID number and the PIN you set in step 4.

Once signed in:

1. Select an account if you’re prompted. Choose:

• My Personal Account — charges to your personal balance.
• Shared Account — then pick the staff/department account from the list.

1. Use the copier — Copy, Scan, Print Release, etc.
2. Log out when you’re done. Press the Access/Logout button on the panel, or wait for the auto-logout to time out.

WESTERN OREGON UNIVERSITY  ·  UNIVERSITY COMPUTING SOLUTIONS

Printing at WOU — Quick Reference

What’s changing, what to do, and where to get help.

WOU is rolling out two new pieces of printing software: PaperCut Print Deploy Client and PaperCut MF. Together they improve on the Windows and Mac Add a printer menu and group-policy printer pushes with a single system that works the same on Windows and Mac.

How to add a printer

• Click the green PaperCut icon in your system tray (Windows) or menu bar (Mac) to open Print Deploy. On Mac, the icon appears black — that’s macOS rendering it as monochrome.
• Click Add printers, then search by printer name (e.g. abby pulls up everything in that area). Most names start with a 2- or 3-letter acronym or a descriptor like Lab.
• Click the green Install button. The driver installs automatically and the printer is available in any app within seconds.
• To remove a printer, go to My printers and click the trash icon. A trash icon with a slash means UCS auto-assigned it based on your I: drive permissions — contact UCS if you need it removed.

Checking your print history or releasing held jobs

Visit https://threesisters:9192 from any browser on the campus network and sign in with your WOU credentials. From there:

• Recent Print Jobs — every job you’ve sent (great for “did that print actually go through?”).
• Jobs Pending Release — secure-release jobs waiting at a copier. Release or cancel them from your computer instead of walking over.
• Summary — your overall usage and environmental impact at a glance.

Need help?

Email ucshelpdesk@mail.wou.edu, call 503-838-8925, or walk in to ITC South 009. Include your computer name and the printer you’re trying to use.

Using PaperCut on Ricoh Copiers

A Quick Guide for WOU Staff, Faculty, and Students

This guide walks you through logging in to a Ricoh copier using PaperCut, releasing your print jobs, making copies, and scanning documents. The first time you use PaperCut on a Ricoh copier, you will also associate your WOU ID fob with your account so future logins are as quick as a tap.

1. Recognizing a PaperCut-Enabled Copier

If a copier on campus has PaperCut installed, you will see the PaperCut login screen on the copier display when you walk up to it.

If you see this screen, you must log in before you can copy, print, or scan.

2. First-Time Setup: Associating Your Fob

The first time you use PaperCut on a Ricoh copier, you will associate your WOU Door/Key fob with your account. You only have to do this once — after that, a quick tap will log you in at any PaperCut-enabled copier on campus. Another tap will log you out.

 Steps

1. Tap your key fob on the card reader attached to the copier. The reader will look like one of the two shown below.

   

2. When prompted, enter your WOU username and password on the copier screen.

   

3. Confirm the login. Your fob is now permanently associated with your account on every PaperCut-enabled Ricoh copier on campus.

3. Logging In Without Your Fob

Forgot your fob? No problem. You can always log in manually:

• Tap the screen to bring up the login prompt.
• Enter your WOU username and password.
• Tap Login.
• 

4. The Main PaperCut Menu

Once you are logged in, you will see the main PaperCut menu. It has three main options:

Print Release

Shows any pending print jobs you send to the Secure Print BW or Secure Print Color queues. Select the jobs you want and tap Print to release them. To direct print (not held), simply choose the device name like normal, ie ED-Copier on THREESISTERS.

Device Functions

Opens the traditional Ricoh interface. Use this when you want to make a copy or use the built-in Ricoh scan features (for example, when sending to multiple email recipients at once).

Scan

Opens the simplified PaperCut scan options. This is the fastest way to scan to yourself or to a single WOU email address. PaperCut will automatically name the file with your name and the date — you can rename it before sending if you like.

5. Making a Copy

To make a copy, use the built-in Ricoh copy function:

1. From the main PaperCut menu, tap Device Functions.
2. Select the Copy application on the Ricoh interface.
3. Choose your copy settings (number of copies, color, duplex, etc.) and press Start.

6. Scanning a Document

PaperCut offers a simplified scan workflow that is perfect for most everyday scanning needs.

Option A: Scan to Myself

This is the quickest option. PaperCut will email the scanned file to your WOU address using an automatically generated filename (your name and the date). You can rename the file before sending.

1. From the main PaperCut menu, tap Scan.
2. Tap Scan to Myself.
3. (Optional) Rename the file.
4. Adjust any scan settings if needed (see below), then place your document and tap Start.

Option B: Email any WOU Account

Use this to send a scan to another person’s @wou.edu email address. You can only select one recipient at a time with this option.

1. From the main PaperCut menu, tap Scan.
2. Tap Email any WOU account.
3. Search for the recipient by name or email address and select them.
4. Adjust settings as needed, place your document, and tap Start.

Scan Settings

Every scan screen has a Scan Settings menu where you can change common options such as color mode, resolution, file type, and duplex scanning. There is also a checkbox that will prompt you to add more pages before finishing, which is useful when scanning a multi-page document that does not all fit in the feeder at once.

7. Quick Reference

• Log in: tap your fob, or enter your WOU username and password.
• Release a print job: Print Release → select job → Print.
• Make a copy: Device Functions → Copy.
• Quick scan to yourself: Scan → Scan to Myself.
• Scan to a WOU coworker: Scan → Email any WOU account.
• Scan to multiple recipients: Device Functions → Scanner (built-in Ricoh).
• Always log out when you are done to protect your account.

Need Help?

If you run into issues logging in, releasing a print job, or associating your fob, contact University Computing Solutions (UCS) for assistance.