One platform for scanning, printing and copying management

Transcription

1 One platform for scanning, printing and copying management

2 Bring more control and added efficiency to your scanning and print environment Incorporating into your processes will lead to real improvements in control and efficiency of multifunctional devices. This powerful software is open, modular and configurable, so it can be adapted to fit specific needs of different businesses: large corporations, small offices, education establishments, local government, copy shops and print rooms. What is? is a software platform designed to bring full value of multi-functional devices to organisation. The modular structure of and tight integration with Canon hardware allows system to be built depending on organisation s exact requirements. By controlling both print and scanning processes of MFD, allows IT manager to administer one system with one set of user accounts and one database. The users have a seamless interaction with MFD, being able to access all Route jobs to best device Print and release jobs from mobile device Scan s to or SharePoint Control output My Print Anywhere End User Restrict access to devices features without learning a new interface or having to re-aunticate every time y want to use a new function. This makes system exceptionally user-friendly and increases organisation s productivity. Scalable to any size fits perfectly with any size organisation. It is available in 0, 0, 0 and unlimited user versions to provide scalability and flexibility regardless of your business type. Its web-based architecture allows software to be run over multiple buildings, locations or sites with all data stored in a central SQL Universal Driver Track all output costs proposition IT Manager Integrate with back office systems Network resilience Monitor cost savings Finance Director Custom workflow creation Graphical reports Multi platform device management Monitor environmental impact Server database. Modular Architecture The core functionality of can be extended with various additional modules. Each module provides exciting new features to system that allow benefits of to be extended into or parts of your business. From providing secure printing for mobile devices to allowing users to capture s directly to Microsoft SharePoint, really is an end-to-end office management system. For organisations with a print room or professional printing requirements, integrates with Helix Production Workflow to provide job ticketing, internet job submission, variable data printing and print room management capabilities.

3 Complete control of your MFD fleet regardless of your business requirements. Printer accounting and auditing All printing and copying, toger with associated costs can be tracked and stored. The built in reporting system allows administrator or finance department to see and control how much each printer and user is costing company. Summary Report This information can be used as part of a print audit or managed print service to help decide future printer purchases or to identify where cost savings can be made. Universal Mobile Secure Printing Users can submit confidential jobs from ir desktops or any mobile device which are n held centrally on a print server. Jobs are only released when user aunticates at printer. Users can go to any printer or MFD (multi-functional device) from any manufacturer in any location with knowledge that ir job will be printed securely. Both environmental and financial waste are also eliminated as s are automatically deleted if y have not been released after a specified time, rar than garing dust on printer s output tray. User productivity is increased by allowing users to submit and release jobs via ir smart phone or or mobile device. Routing jobs to cheapest device Laser printers close to users are convenient but expensive to run. can be configured to allow users to print small jobs on laser printer but will ask to move job to cheaper Canon MFD or secure print queue once it is over a certain size. Jobs can have ir finishing options changed depending on certain rules, for example s are always printed in black and white while large s are always double sided, decreasing costs and waste. Enhanced device security By integrating tightly with Canon MFD hardware, can stop unauthorised use of devices. Where access is granted, all usage of device is recorded for later reporting. Users can also be granted different access rights to use various functions of device depending on ir job role. For example, certain users may only be allowed to copy in black and white where ors can copy in colour. For maximum security, an image record of every copy, print, fax or scan performed on Canon device can be stored and examined for keywords or known structures. Managing capture Using paper and information contained on it remains a critical part of every user s daily work. allows users to scan s directly to ir accounts, network folders or management systems such as Microsoft SharePoint in form of highly compressed image files. Scanned s can be processed to free information contained, allowing m to automatically pre-fill index information or to be converted to a format, such as Microsoft Word, allowing user to edit when back at ir PC.

4 Secure printing, Accounting and Job routing - The End User experience The functions provided by an office management system are only as good as experience provided to user. Print to normal printer Locally attached or small workgroup laser printers are normally located much closer to user than multi-functional device but, unfortunately, y are also more expensive to run. Users normally do not think about which device is most suitable to print ir job - y just press print button regardless of wher a cheaper printer could have been used. While this may be acceptable for small jobs, where costs are low, larger jobs need more attention. allows best of both worlds - local printers can be used for printing small jobs but larger jobs can be routed to a secure print queue or directly to MFD in order to reduce printing costs. The end users still just press print button but once job matches certain conditions, y are prompted to route job to a more cost effective printer. The conditions used to route job can be different for each printer and include criteria such as number of pages, cost of job, wher it contains colour or application used to print job. Collect secure jobs from any printer One disadvantage of using a MFD rar than a local printer is that someone may mistakenly pick up anor user s print job. allows print jobs to be stored on a server and only be released once user is standing next to printer. Embedded Secure Queue Users can send jobs directly to secure print queue or y can be routed from desktop printers. Users working outside office or company network can send jobs to secure print queue via , via an internet portal or directly from ir mobile device. Mobile Secure Queue waiting for users is displayed on MFD panel where y can decide to change how job will be printed before releasing it. Users with mobile devices can also view and release ir secure print jobs directly from smartphone applet. Scan to in an editable format Once users have aunticated at MFD, y can also scan paper s easily to or company management system. Users who select to scan to will have a similar experience to sending an from ir desktop (due to native integration with Microsoft Exchange) as y can select recipients from global address lists and scanned will be stored in users sent items folder. Dynamic scan interface Interactive routing prompt Users may choose to override prompt to route job to a more cost effective printer if given permission by administrator. Print jobs can be automatically routed to most cost effective device rar than giving user choice. As users can choose any printer on network to release job, regardless of model or manufacturer, Universal Printer Driver ensures that output is exactly as user expects. Once users are ready to collect ir secure print jobs, y need to aunticate at printer using a proximity card, smart card, magnetic swipe card, PIN number, fingerprint or username and password. A list of jobs can perform Optical Character Recognition (OCR) on and convert image to an editable format, such as Microsoft Word, as well as extracting text and barcodes to be used as indexing information. The can be highly compressed to reduce file size and storage requirements. The interaction with scanning interface is dynamic and personalised for each user. Personal buttons and scan workflows will follow users providing a consistent experience regardless of which device y use.

5 Job Name My Doc.doc Paper size A No. of pages Duplex No Colour Yes Staple No Paper Source Tray My Doc.doc Cost, Paper size A No. of pages Duplex No Colour Job Yes Name My Doc.doc Staple Paper Nosize A Paper Source Job Name No. of Tray pages My Doc.doc Cost Paper Duplex size, A No No. of Colour pages Yes Duplex Staple No No Colour Paper Source Yes Tray Staple Cost No, Paper Source Tray Cost, Routing a job to secure print Job Name queue Admin Admin Admin Admin Secure Printing from a mobile device or over Internet Internet Internet Server Firewall Scanning to and a Document Management System Internet Server Firewall Firewall Firewall Document Management System Document Management System Document Management System. Users print ir to laser printer. analyses print job. Users print ir to. If job is more than pages,. Users print ir laser printer user is prompted to to route job laser. printer to secure analyses print queue print job.. analyses. Routed If job job print is is more held job than on pages, server. If job user is prompted to route job. is Users more aunticate than pages, at user is. prompted User to prints to secure ir route print job queue to printer laser printer and ir job list is to secure print queue. displayed. Routed job Users is held may on change server. Routed. job is held print analyses on settings, server if print required, job. before Users aunticate printing at. Users aunticate printer and at. If job is more ir than job pages, list is printer and user. Job displayed. ir prompted costs job list and Users is to any route may savings change job displayed. to Users stored secure print may settings, print change database queue if required, print settings, before if printing required, before. printing Routed job is held on server. Job costs and any savings. Job costs and any savings stored in database stored. in User aunticates database printer and ir job list is displayed. User may change print. Users print ir job from ir settings, if required, before printing hotel to Internet. Job. Users costs print and any ir savings job from ir. Users print. stored hotel, ir in job send from pulls database ir secure print job job via or hotel to from pull Internet from. cloud Users aunticate at. pulls printer secure and print ir job job list is from. Internet displayed. pulls Users secure may change print job. Users from print ir Internet job from ir or. Users aunticate hotel, send print server at settings, job via if required, or printer and pull before ir printing job list is from displayed. cloud. Users aunticate may change at print settings, printer if and required, ir job list is before. printing pulls secure print job displayed. from Internet or Users server may change print settings, if required, before. Users printing aunticate at printer and ir job list is displayed. Users may change print settings, if required, before printing. Users identify at MFD and select to scan job. Users identify. at MFD retrieves and indexing select to scan categories job from DMS.. retrieves indexing performs OCR on categories from DMS to automatically.. User performs capture identifies OCR index at on information MFD and selects to automatically scan job. Users confirm index information capture index information. on retrieves display panel indexing. Users confirm categories index from information DMS. compresses on display panel. performs OCR on. compresses to automatically. Scanned is sent to capture index information user in editable MS Word. Scanned format and is sent to DMS to as highly user . User in confirms editable MS index Word format and information compressed to DMS as on highly PDF display panel compressed PDF. compresses. Scanned is sent to user in editable MS Word format and to DMS as highly compressed PDF

6 Complete device and security - The IT Manager s view provides missing link in device and security, allowing complete control of multifunctional device environment. Control how jobs are printed Information provided by allows IT manager to define printing policies on network. As well as being able to restrict larger jobs from being printed on smaller laser printers, IT manager can force jobs to be printed in a certain manner. For example, IT manager may decide to force all s to be printed in black and white or for user to be prompted to send job double-sided once it is over a certain size. Prompt to change job Restrict access to MFD There may be reasons why IT manager requires different users to have access to different functionality on same device. With tight integration of and Canon MFD, IT manager can set access policies to each device. For example, guests to organisation can be allowed only to make black and white copies, while normal staff can use all copying, scanning and faxing functions. Alternatively, staff can be allowed only to copy in colour on MFDs next to managing director s office, while managers can copy in colour on any device. Integration with back-office systems Access to device is controlled by proximity card, smart card, magnetic swipe card, fingerprint, PIN number or username and password. can integrate with company s existing user directory or it can self-learn which card belongs to which user, reby removing burden from IT department. For scanning environment, includes native integration with Microsoft Exchange, Microsoft SharePoint and Therefore among ors. Scanned s can be highly compressed, reducing hard disk space requirements on server. Any required indexing information can be captured from user or directly from itself using barcodes or zone OCR. Complete security Secure printing stops potentially secure s from being left on output tray for anyone to see. But what if that should not have been printed in first place? can capture every copy, print, scan and fax that is made and process image data for key words or structure before storing it in a management system. Network resilience is designed to minimise disruption to business when re are network problems. Print and scan devices can be configured to work with remote print servers that do not require a link to main server to function. Servers can also be clustered to provide anor layer of resilience. The MFD itself can remember login details of users so y can still access some functions, such as copying, even when network is down. Custom Workflows Different departments and users require different functionality when it comes to printing or scanning s. For example, accounts department may have a special requirement for scanning invoices to a management system, while sales department wants to be able to convert paper orders into Microsoft Excel format for processing. Workflow editor includes a graphical workflow editor that allows administrator to decide exactly what should happen when users print or scan a. These workflows can be different for each printer depending on needs of department and personal workflows can follow users as y move from device to device. A drag and drop interface allows administrator to simply create workflows needed for each user and device.

7 Tracking costs and savings - Financial Director s view can track all costs, savings and environmental impact of printing, copying, faxing and scanning. Track all output costs and savings helps finance department track and assess organisation s current printing costs, allowing internal costs to be charged back and current usage audited. Local printers, network laser printers, large format printers and multifunctional devices can all be tracked. For Canon MFDs, copy, fax and scan usage can also be recorded along with any printing activity. can scale from small companies with one device to large global international organisations with hundreds of different sites and clustered servers. Each printer can be assigned multiple price structures, allowing tracking of charges to user as well as internal printing costs. Budgets can be set to stop users printing more than y are entitled to. Managers authorisation can be required before printing large or expensive jobs. Multi-level cost codes can be assigned to print and copy jobs, making sure correct budget is charged for work. Any savings made from having installed are also recorded, allowing finance department to show true return on investment achieved. For example, savings can be made by routing a job to a cheaper printer or deleting a secure print job that has not been collected. Fleet Management (MPS) The complete device fleet in an organisation can be monitored by allowing greater reporting possibilities. Meter readings and historical device status changes for all devices, regardless of manufacturer, can be obtained and reports generated. MFD Graphical reports The finance department can view all device usage across organisation and access reports by user, device and groups or multi-level cost code. Standard reports include all information required, such as which device is being most utilised and who is spending most. Savings reports show all savings and potential savings that have been made over period. Printing Intelligence reports can show current state of printing environment toger with a trend analysis and a detailed breakdown of all usage. Environmental information, such as amount of trees that have been saved through double sided printing or jobs that have been deleted by user without being printed are also shown in Printing Intelligence reports. If finance department needs additional information, customised reports can be simply added. Users Laser printer. User prints a job to main print server or a remote site.. Job is analysed, costs assigned and savings calculated.. Job can be printed on any device. Admin Remote Print Server MFD. Administrator can view reports and graphs showing costs, cost savings and environmental impact for all jobs regardless of where y were printed. Users

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