Printers: the perennial thorn in the side of IT professionals everywhere. Their tendency to malfunction is legendary, but just as frustrating can be the process of granting access to them. However, what if granting printer access could be simplified to just a few clicks? Recently, I tackled this issue for a college, creating a streamlined solution using Power Apps and Power Automate. Read on to learn how this app works and how it has revolutionized printer access management on campus.

How the Application Works

The application simplifies the process of requesting printer access. Here’s a breakdown of the workflow:

  1. User Request: A user opens the Power App, selects the desired printer from a dropdown list, and submits the request. Because Power Apps is an authenticated platform, user information is automatically captured, eliminating the need for manual data entry.
  2. Access Duration: During the approval process, the manager specifies the duration of access, either for a semester or a year. As the expiration approaches, an automated email prompts users to renew their request.
  3. Manager Approval: Once a request is submitted, an approval email is sent to the designated printer manager. They can approve or reject the request directly from the email.
  4. Granting Access: Upon approval, the requestor is immediately added to the printer’s Entra group, granting them access.

The Impact

With over 200 printers on campus, the volume of access requests was overwhelming. This new application reduced processing time from hours per week to mere minutes, while also ensuring that access is automatically revoked after the specified duration unless renewed.

Implementation Details

Setup

To implement this solution, the first step is to configure your printers on Universal Print. For more information on setting up Universal Print, refer to the official Microsoft documentation.

Building the App

Using Power Apps, I created a user-friendly application with a single input: a dynamically generated dropdown list of all available printers on campus. Each time a new printer is added, it automatically appears in the dropdown.

Automating with Power Automate

The automation process involves:

  • Sending an approval email and Teams message to the printer manager upon request submission.
  • Allowing the manager to specify the access duration during approval.
  • Automatically adding the approved user to the appropriate Entra group, granting immediate access.

By leveraging Power Apps and Power Automate, this solution has transformed the cumbersome process of managing printer access into a seamless and efficient experience.

Conclusion

This application not only simplifies printer access requests but also ensures efficient management and automatic cleanup of expired permissions. The result is a significant time saving for IT staff and an enhanced user experience for the campus community. If you’re looking to automate similar processes, Power Apps and Power Automate provide a robust platform for streamlining administrative tasks.