Programming a badge using the printer

How To Program a Badge Using The Printer’s card reader

This procedure allows you to program and print an access badge using the IDMS an HID Fargo Printer that has an internal Omnikey card reader. The programmed badge will contain encoded credentials that grant the user access to authorized areas.

Prerequisites Checklist

Before beginning this procedure, ensure you have:

• [ ] Active account with the Credential Issuer and Credential Manager permissions.

• [ ] Employee ID or external ID for the user who will receive the badge

• [ ] HID Fargo Printer with the embedded card reader

• [ ] Confirmation that the printer is powered on and connected to the network

• [ ] Software: The PivIT browser extension must be installed. The workstation must be configured to use the correct printer and printer reader. The PivIT Browser is configured for the printer and printer reader.

Verify that the PivIT configuration specifies the correct printer and printer smart card reader.

Step 1: Locate the User in IDMS

1. Open your web browser and navigate to https://IDMS_DNS:444/idms/apps/userManagement

2. Log in using your IDMS credentials when prompted.

3. On the User Management Portal page, locate the search field labeled "Enter user's Employee ID to locate the user."

4. Enter the Employee ID or External ID of the person who will receive the badge (for example: "Marian14-A").

5. Click the Search button.

6. Review the search results table to confirm you have located the correct user. Verify the First Name, Last Name, Policy, and Status columns match the intended recipient.

7. In the Action column for the correct user, click the Manage button.

Expected Result: The system displays the user's detailed information page showing their status, internal ID, and available tabs including Photo, Documents, and ID.

Step 2: Initiate Device Programming

1. On the user's information page, click the Device button (located below the user's name on the left side).

2. A dialog box titled "Select the device" will appear with a dropdown menu.

3. Click the dropdown menu to display available printer options.

4. Select your printer's smart card reader from the list. The device name will typically follow the format "OMNIKEY CardMan [model] [port]" (for example: "OMNIKEY CardMan 5×25 0").

   

5. Click the Insert Device Button

   

6. IDMS will validate the card.

   

Step 3: Assign the Device

1. Review the device information displayed:

   • Serial Number

   • ATR (Answer To Reset code)

   • Assigned To (should show "NOUSERBOUND")

   • Status (should show "AVAILABLE,NONE")

2. Click the Assign Device (CMS) button at the bottom right of the dialog box.

Expected Result: A new dialog box titled "Set PIN" appears with fields for entering and confirming a PIN.

Step 4: Set the Badge PIN

IMPORTANT SECURITY NOTE: The PIN should only be known by the badge recipient. Do not share this PIN with anyone other than the authorized user.

1. In the PIN* field (marked with an asterisk indicating it is required), enter the numeric PIN that will be assigned to this badge.

2. In the Confirm PIN* field, re-enter the same PIN to confirm.

3. Verify that both PIN entries match.

4. Click the Next, Start Programming button.

Expected Result: The programming process begins, and a progress dialog appears showing "Please wait, programming device" with a status message "Starting to synchronize."

Step 5: Wait for Programming to Complete

1. Do not remove the card or interrupt the process.

2. Monitor the progress bar as it advances through the programming stages.

3. The process typically takes 1-3 minutes to complete.

4. Wait for the progress bar to reach 100% and for the dialog to display "Device is active."

Expected Result: The dialog changes to show "Device is active" and displays the selected device information. Instructions appear to "Press the Print button to print the badge."

Step 6: Print the Badge

1. Verify that the badge preview is displayed on screen showing:

   • User's photo

   • User's name

   • Badge designation (such as "R2")

   • Badge expiration date

   • Other relevant information (organization name, eye color, etc.)

2. Review the badge preview to ensure all information is correct.

3. Under "Printer Information," locate the Print Badge button.

4. Click the Print Badge button.

Expected Result: The printer processes the badge, printing the user's information and photo onto the card. After printing completes, the badge is automatically ejected from the printer.

Step 7: Retrieve and Verify the Badge

1. Remove the completed badge from the printer's output slot.

2. Visually inspect the badge to verify:

   • The photo printed clearly

   • All text is legible and correct

   • No printing defects or smudges are present

   • The badge number and expiration date are visible

3. Click the Close button in the IDMS dialog box to exit the device programming interface.

Expected Result: The badge is ready for distribution to the authorized user. The IDMS system returns to the user's management page.

Completion Validation Checklist

Confirm the following before delivering the badge:

• [ ] The badge printed successfully with no errors

• [ ] The user's photo is clearly visible and correctly oriented

• [ ] The user's name matches the intended recipient

• [ ] The badge number is printed and legible

• [ ] The expiration date is visible and correct

• [ ] No visible printing defects or damage to the card

• [ ] The badge was ejected from the printer without issues

• [ ] The IDMS system shows the device as "Active" for this user

• [ ] The PIN was communicated securely to the badge recipient only

Troubleshooting

Issue: No printer card readers appear in the device selection dropdown

Resolution:

1. Verify the printer is powered on and connected to the network.

2. Use the Microsoft Printers and Scanners utility to ensure the printer is operational

Issue: After selecting the printer card reader, IDMS hangs.

Resolution:

1. Ensure the workstation printer configuration is correct. Specifically the printer card reader in the configuration is correct.

Issue: Badge prints with defects or missing information

Resolution:

1. Check the printer's ribbon and card supply levels.

2. Clean the printer's print head according to manufacturer instructions.

3. Reprint the badge using the Print Badge button.

4. If defects continue, contact printer support.