Hide Document Names on Windows Printers
Last modified on 12 August 2020 11:33 PM
“Our organization is concerned about maintaining our users’ privacy, and we need to find a way to hide document names from other users or administrators. Is there a way to do this?”
Prior to Windows server 2012, it was extremely easy to see what everyone else is printing. You only needed to right click on a printer, choose “See what’s printing…” and then you could see every user’s print job along with their username as the jobs flickered through. Normally these details would only be visible for an instant, but the problem becomes a little more apparent when using PaperCut and with hold and release because users’ print jobs stay in this view for even longer.
Fortunately, there are a few easy ways to ensure your users’ privacy. These methods do work differently though, so read below to figure out what solution is best for your environment.
According to Microsoft : “When printing to a Windows Server 2012 print queue, only users with administrator permissions on the print queue (full system administrator or delegated print administrator, see Assign Delegated Print Administrator and Printer Permission Settings in Windows Server 2012) will see readable document names when viewing the print queue. Users can still view the queue from their client computer and will see their own document name in full, but for other user’s print jobs they will see Print Document for the document name. Additionally, in most cases in the event log on the server, the document name will also appear as Print Document. However, in some job failure cases, the document name will be listed in the failure event.”
PaperCutChange document names to [HIDDEN] using
Note: Using this method should come with a small dose of caution. Because Windows printing clients receive a spooler notification every time a print job is renamed, this can end up causing resource issues on large print server such as when you have thousands of clients sending print jobs to a single queue.
Where possible, use the built-in Windows 2012 method above to hide your document names from other users.
Change document names to [HIDDEN] for a particular print queue
Starting with PaperCut version 15.1, each queue can be configured to hide document names, allowing the Administrator to apply the feature selectively.
Change document names to [HIDDEN] for all the print queues on a server
System level hiding is applied to an entire Print Server, hiding document names on all queues. Be aware that you will need to edit the print-provider.conf file on each print server where you want to make this change. If enabled, this will override the print queue queue level hiding setting described above.
This change won’t affect how users are able to see the jobs in the Windows print queue as described above, but will prevent PaperCut from logging job names.
To make this change, follow the steps below: