in the browser on your computer,
-Go to the TopAcces web interface.
-Click on the COUNTER tab.
-Click on the DEPARTMENT link.
-Enter you administrative password, and click ENTER.
-You will either see a list of department names, or the list will be empty in which case you will have to create a department. Either way you will see the same list of options associated with the department you create/modify.
-If you are creating a department, enter a dept name of your choice in the DEPARTMENT NAME field, then enter a 5-digit numeric code for the department in the DEPARTMENT CODE field.
-Select ON for the SET LIMITATION OF FULL COLOR drop-down menu.
-Select 0 for MAXIMUM REACHED FOR FULL COLOR OUTPUT (0 means that users CAN’T print in color; any other number set s limit of how much they can print up to).
-Click SAVE. (The instructions are the same if you are modifying a department rather than creating one. The only difference is that a DEPARTMENT NAME and CODE probably already exist.)
**Make sure to create 2 department codes, one that has the SET LIMITATION OF FULL COLOR set to ON (for nor color printing) and one that has it set to OFF (for allowing color printing).
-Now at the top of TopAccess, click on the ADMINISTRATION tab.
-Enter you administrative password.
-Click on the SETUP link (which you should see by default anyway).
-Look under General Settings/Device Information in the margin.
-Ensure that DEPARTMENT CODE is set to ENABLE in the drop-down menu.
-Ensure that DEPARTMENT CODE ENFORCEMENT is set to ON in the drop-down menu.
-Logout of TopAccess.
-Now go to your actual copier/printer…
-Press the USER FUNCTION button.
-Select DEPARTMENT MANAGEMENT on the touch screen.
-Enter you administrative password (this is the same as in TopAccess).
-Select NO LIMIT BLACK.
Whenever users print to this printer in color, they will now be prompted at their desktop to enter a password which is the 5-digit numeric DEPARMENT CODE you entered in TopAccess. However, they will not be prompted for black.
NOTE: If you want it particular users to have transparent (no prompting) access to color prints, then you have to manually enter the DEPARTMENT CODE into the printer properties on their computer.
-Go to CONTROL PANEL.
-Select PRINTERS AND FAXES.
-Right click on the printer icon.
-Click on the GENERAL tab at the top.
-Click on the PRININTING PREFERENCES button (A new dialogue box will appear).
-Click on the PRINT JOB tab at the top.
-Enter the DEPARTMENT CODE that allows color printing in the DEPARTMENT field.