Case Study: Printer Management Software
About the project
A customer needed a custom application to permit specific customers access to submit an order for more printer ink. This is a closed registration system where authorized users will have a list of printers that they own that they can select ink for. Payments will not be handled by this system as invoices will be sent out separately.
Challenges
A challenge for this application was to create a simple and user-friendly way of keeping track of company printers and their ink levels. This included us creating a custom monitoring solution using minicomputers to scan printers on the network.
Technical Challenges
- Implementing a script for searching the network for printers
- Creating an API with authorization specific for the devices scanning for the printers
Website Redesign
Objective
The objective of this application is to replace the existing software the client is using to improve efficiency and order tracking. This will also improve the customer’s experience of ordering and tracking their own printer ink levels.
Scope
The client required a landing page with a simple company information page with a “click here to order” link directing users to log in and a link to a searchable and indexed pseudo-wiki managed by the system administrator. Once logged in, users can access a list of printers, grouped by company and location, with details such as printer images, friendly names, ink levels, and checkable buttons for each ink cartridge. Selected cartridges are saved in the user profile and remain in the cart until ordered. A cart button displays the total products, and users can view the order confirmation screen listing the selected cartridges, with options to remove items before confirming the order. An order confirmation sends an email to the system administrator and company contacts, and ordered cartridges cannot be reordered until marked as shipped. Logged-in users also have access to past orders for their accessible companies and locations, with visibility based on their access level. Users with administrative access have an additional user management page to invite others via email, with notifications for updated access or new accounts, and invite links expiring after three days if not accepted.
Audit
After meeting with the client, a Software Requirements Specification (SRS) document was created after going through the scope of the project. The client did not specify a firm deadline for the project. Research went into the process of getting ink levels from printers.
Website Development
Development
We used a feature driven development methodology to split up each feature to implement individually. Features that were required before others were planned out. Development meetings were held each week to go over progress.
Web Application
The development of this application focused on creating a streamlined and user-friendly interface for managing printer supplies across multiple companies and locations. The main objectives were to facilitate easy access to printer information, streamline the ink ordering process, and provide comprehensive administrative functionalities.
Main Deliverables
Landing Page
The new landing page streamlined access with concise company information, a “Click here to order” link directing users to the login page, and a searchable, indexed pseudo-wiki managed by the system administrator. This design improved user engagement and empowered self-service.
User Authentication System
The user authentication system ensured secure login functionality and implemented access control based on user permissions, providing a robust framework for protecting sensitive information and maintaining operational integrity.
Printer Management Interface
The Printer Management Interface offers an organized view of printers by company and location, complete with model images, friendly names, and ink level tracking. Checkable cartridge buttons simplify monitoring and ensure timely replacements.
Cart Functionality
The Cart Functionality includes real-time updates for selected ink cartridges, a persistent user profile to retain items across sessions, and a cart button that displays the total number of products with a link to the order confirmation screen.
Order Confirmation and Processing
The Order Confirmation and Processing feature includes a confirmation screen listing selected cartridges and printers, an option to remove items before finalizing the order, and automated email notifications sent to the system administrator and company contacts upon order confirmation.
Order History
The Order History feature provides a list of past orders, accessible to users based on their permissions, with a detailed view of orders for locations and printers they can access.
Administrative Functions
The Administrative Functions include a user management interface for company administrators, email invitations for new users or access updates, and expiring invite links after three days if not accepted.
Searchable and Indexed Informational Section
The Searchable and Indexed Informational Section is a pseudo-wiki with articles managed by the system administrator, featuring search functionality for easy access to information.
Core features & system components
Automatic Ink Ordering
With the printer scanning capabilities, a threshold can be set per printer to automatically order once the ink has gotten past that threshold.
Easy access to printer information
Customers can easily have access to each of their printers through a user-friendly UI, or even by scanning a QR code placed directly on their printers.
Ink ordering
Another key feature is the ability for customers to login to their own accounts and order inks through the dashboard or the printer page with a cart system. The administrator will then get notified of orders and be able to complete them.
Conclusion
The printer tracking project for Guaranteed Ink successfully delivered a custom web application tailored to their specific needs. By implementing a secure and user-friendly interface, the application allows authorized users to efficiently manage printer supplies, streamline ink ordering, and track order history. The result is a seamless, appealing interface that eliminates double entry and significantly improves the customer experience in managing printer ink levels and orders. Ongoing maintenance ensures the application remains reliable and responsive to any emerging issues, providing continuous support for Guaranteed Ink’s operations.