When digital workflows meet your print infrastructure

Published

17th August 2016

As your employees use mobile and cloud productivity tools, it’s only natural they’d want to link seamlessly with your print infrastructure. Your people are used to one-click, hassle free printing from their PCs, so they expect the same from their mobile devices and the cloud.

For instance:

• They want to bypass their PCs and print with their phone from e-mail or cloud apps.

• They need an easy way to print from a cloud-based OS like Chromebooks.

• The want to scan a paper form at the printer and deliver it to Dropbox or Box in one click.

• Salespeople need to be able to print proposals when they’re on the move.

• Guests and clients may need to use your printers without accessing the network.

• Mobile workers often need to use printers in central locations, such as reception areas.

Making cloud and mobile print work

Here are six ways to make sure everyone gets what they need:

1. Make it as easy as e-mail Your users need to be able to print from whatever device they have. So a great first step is to use an app all of their devices already work with – e-mail. Start by picking a mobile printing solution that allows users to send an e-mail and print the documents right at their multifunction printer (MFP).

2.Give your users all the options they need Make sure your users can print jobs via e-mail, web browsers or cloud apps. A cross-platform solution that supports iOS (AirPrint) and Android is a must. The easier you make it for users to connect, the fewer IT helpdesk calls you’ll get.

3. Support print-on-demand This is a big one. Print-on-demand or “pull printing” makes sure your MFPs only release print jobs after a user has logged in with a PIN code or a card swipe. Print-on-demand gives you the control you need, along with the ability to chargeback costs to departments or teams. Your users get the freedom to print with their devices and you get better information security.

4. Look for the “Mopria” logo on Android If you’re worried about supporting all these different devices and apps and drivers – don’t. There’s an industry standard for mobile printing that makes it a lot easier for you to pick the right tools and your users to get their work done faster. With a Mopria certified printer like the Xerox Workcentre range, all it takes is three simple steps to print.

5. Integrate paper into digital workflows MFPs are a whole lot smarter than they used to be. For repetitive processes like handling invoices, you can customize a digital workflow and then use an app on your MFP to automate it. For example, you could create an “invoice” button that automatically routes a new invoice to the right folder on your network share, and make it searchable by invoice number or total amount.

6. Extract insight from data Use your MFPs’ audit logs to gather valuable information about which devices are accessing them, when they’re accessing them, and what documents they’re printing. This dataset will help you improve security and enable compliance, and give the you the ability to chargeback costs to different departments.

Mobile and cloud printing shouldn’t be complicated for users or IT. If you follow these simple tips it won’t be.

What to do next Making mobile and cloud printing possible is important. But it doesn’t have to be difficult. Find out how Xerox® mobile print solutions and small and medium sized businesses work better with a live demonstration at our Dundee Solutions Centre.

Together we can make your workplace more productive – and your job a whole lot easier.

www.concept-group.co.uk

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