One platform for printing, copying and scanning management

One platform for
printing, copying
and scanning
management
you can
Bring more control and
added efficiency to your
scanning and print environment.
What is uniFLOW?
Scalable to any size
Modular Architecture
uniFLOW is a software platform designed
to bring the full value of multi-functional
devices (MFD) to the organisation, making
the most of your investment. The modular
structure of uniFLOW and the tight
integration with Canon hardware allows
the system to be built depending on the
organisation’s exact requirements.
uniFLOW fits perfectly with any size
organisation. It is available in 10, 50,
150 and unlimited user versions to
provide scalability and flexibility
regardless of your business type.
The core functionality of uniFLOW can be
extended with various additional modules.
Each module provides exciting new features
to the system that allow the benefits of
uniFLOW to be extended into other parts
of your organisation.
By controlling both the print and scanning
processes of the MFD, uniFLOW allows the
IT manager to administer one system with
one set of user accounts and one database.
The user has a seamless interaction with
the MFD; being able to access all features
without learning a new interface or having
to re-authenticate every time they want to
use a new function. This makes the system
exceptionally user-friendly and increases
the organisation’s productivity.
Its web-based architecture allows the
software to be run over multiple buildings,
locations or sites with all the data stored
in a central SQL Server database.
From providing secure printing for mobile
devices to allowing users to capture
documents directly to Microsoft SharePoint,
uniFLOW really is an end-to-end office
management system.
For organisations with a print room
or professional printing requirements,
uniFLOW integrates with Helix Production
Workflow to provide job ticketing, internet
job submission, variable data printing and
print room management capabilities.
Incorporating uniFLOW into your document processes will lead to real improvements
in the control and efficiency of multifunctional devices. This powerful software is both
modular and configurable, so it can be adapted to fit the specific needs of different
businesses: large corporations, small offices, education establishments, local
government, copy shops and print rooms.
Universal
Driver
My Print
Anywhere
r
Graphical
reports
ctor
Dire
uniFLOW
proposition
Scan
documents
to email or
SharePoint
Monitor
cost
savings
e
nc
na
Fi
Print and
release jobs
from mobile
device
End
Us
e
Route jobs
to best device
Track all
output
costs
Multi platform
device
management
Monitor
environmental
impact
Control
document
output
Custom
workflow
creation
IT M a n a g er
Restrict access
to devices
Integrate with
back office
systems
Network
resilience
Complete control of your
MFD fleet regardless of your
business requirements.
Printer accounting and auditing
Enhanced device security
All printing and copying, together with the
associated costs can be tracked and stored.
The built in reporting system allows the
administrator or finance department to see
and control how much each printer and user
is costing the company. This information can
be used as part of a print audit or managed
print services to help decide future printer
purchases or to identify where cost savings
can be made.
By integrating tightly with the Canon MFD
hardware, uniFLOW can stop unauthorised
use of the devices. Where access is
granted, all usage of the device is recorded
for later reporting.
Universal Mobile Secure Printing
Users can submit confidential jobs from their
desktops or any mobile device which are
then held centrally on a print server. Jobs are
only released when the user authenticates at
the device. The user can go to any printer or
MFD 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.
By allowing users to submit and release jobs
via their smartphones or other mobile devices,
overall user productivity can be improved.
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 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.
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 or pre-defined
document structures.
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, such as Microsoft SharePoint, 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 .
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 MFD 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
uniFLOW allows the 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 the MFD in order to
reduce printing costs.
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.
The user may chose to override the prompt
to route the job to a more cost effective
printer if given permission by the administrator.
Print jobs can be automatically routed to the
most cost effective device rather than giving
the user the choice.
Collect secure jobs from any printer
Embedded Secure Queue
One disadvantage of using an MFD rather
than a local printer is that someone may
mistakenly pick up another user’s print job.
uniFLOW allows print jobs to be stored on
a server and only be released once the user
is standing next to the printer.
Users can send jobs directly to the secure
print queue or they can be routed from
desktop printers. Users working outside
the company network can send jobs to
the secure print queue via email, via a
web-based portal or directly from their
mobile device.
As the user can choose any printer on the
network to release their job, regardless of
model or manufacturer, the uniFLOW
Universal Printer Driver ensures that the
output is exactly as the user expects.
Mobile
Secure Queue
Once the user is ready to collect their secure
print jobs, they need to authenticate at the
printer using a proximity card, smart card,
magnetic swipe card, PIN number,
fingerprint or username and password.
A list of jobs waiting for the user is displayed
on the MFD panel where they can decide
to change how the job will be printed
before releasing it.
Users with mobile devices can also view and
release their secure print jobs directly from
the smartphone applet or web browser particularly useful when releasing at devices
with small user interfaces.
1
2
3
Job name
Paper size
No. of pages
Duplex
Colour
Staple
Paper Sources
Cost
4
5
Routing a job to the secure print queue
– ‘My Doc.doc’
– A4
– 15
– No
–Yes
– No
– Tray 1
– 2,45€€
1 User prints their document to the laser printer
2 uniFLOW analyses the print job
3 If the job is more than 5 pages, user is prompted to route
job to the secure print queue
6
4 Routed job is held on the server
€£
5 User authenticates at the printer and their job list is displayed.
User may change the print settings, if required, before printing
6 Job costs and any savings are stored in the database
Secure Printing from a mobile device or
over the Internet
1
1 User prints their job from their hotel, sends the job via email or
accesses the document from the cloud
1
2
Internet
Gateway
3
2 uniFLOW pulls secure print job from the Internet Gateway or
email server
3 User authenticates at the printer and their job list is displayed.
User may change the print settings, if required, before printing
Firewall
1
uniFLOW
Email
Server
1
4
3
5
6
Scanning to email and a Document
Management System
1 User identifies at the MFD and selects to scan the job
2 uniFLOW retrieves indexing categories from DMS
2
3 uniFLOW performs OCR on the document to automatically
capture index information
4 User confirms index information on the display panel
5 uniFLOW compresses the document
Document
Management
System
6 Scanned document is sent to user email in editable MS Word
format and to DMS as highly compressed PDF
Scan to email in an editable format
Once the user has authenticated at the MFD,
they can also scan paper documents easily
to email or the company document
management system.
Dynamic scan interface
Users who select to scan to email will have
a similar experience to sending an email
from their desktop (due to native integration
with Microsoft Exchange) as they can select
recipients from the global address lists and
the scanned document will be stored in the
users “sent items folder”. uniFLOW can
perform Optical Character Recognition
(OCR) on the document and
convert the image to an editable format,
such as Microsoft Word, as well as extracting
text and barcodes to be used as indexing
information. The document can be highly
compressed to reduce the file size and
storage requirements.
The interaction with the scanning interface is
dynamic and personalised for each user.
Personal buttons and scan workflows will
follow the user to whichever MFD they choose
providing a consistent experience regardless
of which device they use.
Complete device and document
security. The IT Manager’s view.
uniFLOW provides the missing link in
device and document security, allowing
complete control of the multifunctional
device environment.
Control how jobs are printed
Restrict access to the MFD
Integration with back-office systems
Information provided by uniFLOW allows the
IT manager to define printing policies on the
network. As well as being able to restrict
larger jobs from being printed on smaller
laser printers, the IT manager can force
jobs to be printed in a certain manner.
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.
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.
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
Network resilience
Complete document security
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 is designed to minimise disruption
to the organisation when there are network
problems. Print and scan devices can be
configured to work with remote print servers
that do not require a link to the main server
to function.
Secure printing stops potentially secure
documents from being left on the output tray
for anyone to see. But what if that document
should not have been printed in the first place?
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. A drag and drop
interface allows the administrator to simply
create the workflows needed for each user
and device.
Servers can also be clustered to provide
another layer or resilience.
The MFD itself can remember the login
details of users so they can still access some
functions, such as copying, even when the
network is down.
uniFLOW can capture every copy, print,
scan and fax that is made and check for
key words or document structure.
Sensitive print or scan jobs could be
intercepted to prevent breaches, and a
document management system can save
sensitive prints, copies, scans or faxes for
audit purposes.
Tracking costs and savings.
The Finance Department view.
uniFLOW can track all costs, savings and the environmental
impact of printing, copying, faxing and scanning.
Track all output costs and savings
Advanced Fleet Management
Graphical reports
uniFLOW helps the finance department
track and assess the organisation’s current
printing costs, allowing internal costs to be
charged back and current usage audited.
The complete device fleet in an organisation
can be monitored by uniFLOW allowing
greater reporting possibilities.
The finance department can view all device
usage across the organisation and access
reports by user, device and groups or
multi-level cost code.
Local printers, network laser printers, large
format printers and multi-functional devices
can all be tracked. For Canon MFDs, copy, fax
and scan usage can also be recorded along
with any printing activity. Regardless how
large or small the organisation is, uniFLOW
can handle it all: 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 the tracking of charges
to the user as well as the internal printing
costs. Budgets can be set to stop users
printing more than they 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 the
correct budget is charged for the work.
Any savings made from having uniFLOW
installed are also recorded, allowing the
finance department to show the 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.
Meter readings and the historical device
status changes for all devices, regardless
of manufacturer, can be obtained and
reports generated.
Standard reports include all the information
required, such as which device is being most
utilised and who is spending the most.
Savings reports show all the savings and
potential savings that have been made
over the period.
Printing Intelligence reports can show the
current state of the printing environment
together with a trend analysis and a detailed
breakdown of all usage. Environmental
information, such as the amount of trees
that have been saved through double sided
printing or jobs that have been deleted by
the user without being printed are also
shown in the Printing Intelligence reports.
If the finance department needs additional
information, customised reports can be
simply added.
1
3
2
€£
4
1
1 User prints a job to the main print
server or a remote site.
2 Job is analysed, costs assigned
and savings calculated
3 Job can be printed on any device
4 Administrator can view reports and
graphs showing costs, cost savings
and environmental impact for all jobs
regardless of where they were printed
2
3
One platform for
printing, copying
and scanning
management
trademarks and/or registered trademarks of their respective manufacturers in their markets and/or countries.
uniFLOW is a trademark of NT-ware Systemprogrammierung GmbH.
Canon Inc.
Canon UK
Canon Ireland
canon.com
Woodhatch, Reigate
Surrey
RH2 8BF UK
TEL: 01737 220 000
FAX: 01737 220 022
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Citywest
Saggart, Co Dublin
Ireland
TEL: +353 1205 2400
FAX: +353 1205 2525
Canon Europe
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English Edition
© Canon Europa N.V. 2011