User manual CANON IMAGEFORMULA P-150

[. . . ] Where access is granted, all usage of the device is recorded for later reporting. Users can also be granted different access rights to use various functions of the device depending on their job role. For example, certain users may only be allowed to copy in black and white where others can copy in colour. For maximum security, an image record of every copy, print, fax or scan performed on the Canon device can be stored and examined for keywords. Universal Secure Printing Confidential jobs can be held centrally on a print server and are only released when the user authenticates at the device. [. . . ] For maximum security, an image record of every copy, print, fax or scan performed on the Canon device can be stored and examined for keywords. Universal Secure Printing Confidential jobs can be held centrally on a print server and are only released when the user authenticates at the device. The user can go to any device in any location with the knowledge that their job will be printed securely. Both environmental and financial waste are also eliminated as documents are automatically deleted if they have not been released after a specified time, rather than gathering dust on the printer's output tray. Managing document capture Using paper and the information contained on it remains a critical part of every user's daily work. uniFLOW allows users to scan documents directly to their email accounts, network folders or document management systems in the form of highly compressed image files. Scanned documents can be processed to free the information contained, allowing them to automatically pre-fill index information or to be converted to a format, such as Microsoft Word, allowing the user to edit the document when back at their PC . Routing jobs to the cheapest device Laser printers close to the users are convenient but expensive to run. uniFLOW can be configured to allow the user to print small jobs on the laser printer but will ask to move the job to the cheaper Canon MFD (multi-functional device) or secure print queue once it is over a certain size. Jobs can have their finishing options changed depending on certain rules, for example emails are always printed in black and white while large documents are always double sided, decreasing costs and waste. Secure Printing, Accounting and Job Routing - The End User Experience. The functions provided by an office management system are only as good as the experience provided to the user. Print to the normal printer Locally attached or small workgroup laser printers are normally located much closer to the user than the multi-functional device but, unfortunately, they are also more expensive to run. Users normally do not think about which device is most suitable to print their job - they just press the "print" button regardless of whether a cheaper printer could have been used. While this may be acceptable for small jobs, where the costs are low, larger jobs need more attention. Interactive routing prompt The end user still just presses the "print" button but once the job matches certain conditions, they are prompted to route the job to a more cost effective printer. The conditions used to route the job can be different for each printer and include criteria such as the number of pages, the cost of the job, whether it contains colour or the application used to print the job. For example, the IT manager may decide to force all emails to be printed in black and white or for the user to be prompted to send the job double-sided once it is over a certain size. Restrict access to the MFP There may be reasons why the IT manager requires different users to have access to different functionality on the same device. With the tight integration of uniFLOW and the Canon MFD, the IT manager can set access policies to each device. For example, guests to the 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 the MFDs next to the managing director's office, while managers can copy in colour on any device Integration with back-office systems Access to the device is controlled by proximity card, smart card, magnetic swipe card, fingerprint, PIN number or username and password. uniFLOW can integrate with the company's existing user directory or it can "self-learn" which card belongs to which user, thereby removing the burden from the IT department. For the scanning environment, uniFLOW includes native integration with Microsoft Exchange, Microsoft SharePoint and Therefore among others. Scanned documents can be highly compressed, reducing hard disk space requirements on the server. Any required indexing information can be captured from the user or directly from the document itself using barcodes or zone OCR. Custom Workflows Different departments and users require different functionality when it comes to printing or scanning documents. For example, the accounts department may have a special requirement for scanning invoices to a document management system, while the sales department wants to be able to convert paper orders into Microsoft Excel format for processing. uniFLOW includes a graphical workflow editor that allows the administrator to decide exactly what should happen when users print or scan a document. [. . . ] Any required indexing information can be captured from the user or directly from the document itself using barcodes or zone OCR. Custom Workflows Different departments and users require different functionality when it comes to printing or scanning documents. For example, the accounts department may have a special requirement for scanning invoices to a document management system, while the sales department wants to be able to convert paper orders into Microsoft Excel format for processing. uniFLOW includes a graphical workflow editor that allows the administrator to decide exactly what should happen when users print or scan a document. These workflows can be different for each printer depending on the needs of the department and personal workflows can follow users as they move from device to device. [. . . ]