KyberCopy has two separate checks before a job prints. One is copy room review. The other is department budget approval. They are configured in different places and can be used together or not at all.
Copy room review
In Copy room settings, Review tab, choose when jobs wait for review:
- Always. Every job waits for a tech. Safest, slowest.
- By preset. Only presets marked to skip review go straight through. This is the default.
- Never. Jobs go straight to the printer queue.
Always review jobs over a number of sheets applies whatever the mode says. The default is 500 sheets, so a mis-typed 5,000-copy job never goes straight to a machine. Techs may change settings before releasing lets the copy room fix a wrong paper choice instead of rejecting the job.
Department budgets
Budget approval only operates when cost mode is Charge back on the Cost tab, with rates per black and white side and per colour side. Then on the Departments page, open a department's Settings and set:
- Budget holder. The person who approves this department's requests before the copy room sees them. Leave as "Nobody" and requests go straight to the copy room.
- Budget for the period and when the period started. The page then shows spent against budget.
- Only hold requests over an amount. Small jobs go straight through. Leave empty to hold everything.
A request from the budget holder's own department does not wait on them if they sent it. A request whose cost cannot be worked out always waits, because unknown cost is when a person most needs to look.
The Approvals page
Budget holders see their waiting requests on Approvals, with copies, pages, sheets, colour, needed-by date, the cost, and what the department has spent and has left. Administrators and the owner see every pending request, so a budget holder on holiday does not stop a department printing.
Choose Approve to send the job to the copy room, or Decline and give a reason. The requester sees the reason. While waiting, the teacher's list shows Awaiting approval and names the approver.