ONE INTEGRATED PLATFORM FOR ALL YOUR PRINT, SCAN AND DEVICE MANAGEMENT. uniflow canon.com.au/business

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1 ONE INTEGRATED PLATFORM FOR ALL YOUR PRINT, SCAN AND DEVICE MANAGEMENT uniflow canon.com.au/business

2 INTEGRATED, PRODUCTIVE CONTROL OF PRINTING, COPYING SCANNING, AND FAXING uniflow is an integrated print and scan management solution that provides a flexible, secure and scalable way to manage how documents move throughout your business, whilst optimising your entire print device range. What is uniflow? uniflow is a powerful software platform designed to save you time and money by providing effective control over your entire print and multifunction device (MFD) fleet. The uniflow solution can be built from several different components depending on your business needs whether cost control, information security, document capture or workforce mobility. uniflow is designed to work with both Canon and 3rd party devices to provide one solution platform across the entire print environment. From providing secure printing for mobile devices to allowing users to capture, compress and connect documents directly to back end systems, uniflow really is an end-to-end office and inhouse print management system. 2

3 Incorporating uniflow into your document processes will lead to greater device efficiency and a more productive, mobile workforce. uniflow delivers benefits across the entire organisation Control Document Output Track all Output Costs Monitor Cost Savings Graphical Reports Various Ways of Job Submission Restrict Access to Devices Central Job Management Integrate with Back-Office Systems Web-based Document Make Ready Network Resilience Automatic Rerouting to Print Room Universal Driver My Print Anywhere Route Jobs to best Device Print & Release from Mobile Device Document Capture & Scanning 3

4 uniflow LETS YOU CONTROL COSTS AND REINVENT YOUR DOCUMENT PROCESSES Document Capture with Advanced Compression uniflow allows your office devices to be used as a secure and seamless entry point of paper into ERP, CRM and DMS systems such as Microsoft SharePoint and Canon-owned Therefore. Without compromising document quality, uniflow s industryleading compression technology reduces document sizes by up to 50 times their original size - neatly reducing digital storage costs. uniflow can perform OCR (optical character recognition) and convert documents to editable formats, such as Microsoft Word, as well as extract text and barcodes for indexing. Customised workflows can be created for each printer depending on the needs of the department, and personal workflows can follow users as they move from device to device. A well-controlled scanning and print environment with a versatile, streamlined workflow allows staff to power through jobs, increase overall output, and spend more time on revenue generating tasks. Print securely from anywhere with uniflow Apple Air Print ios Applet Android Applet printing Host printing Internet printer driver UNIX/ Linux Driverless web upload Google Cloud printing Windows Macintosh 4

5 The number of workplace mobile devices continues to increase, but the majority of business employees are still unable to print from them. 72% of workers are still unable to print a document from their mobile device Source: Survey of Australian office workers. 4th quarter Easy, accountable mobile and cloud printing Regardless of where they are, users can easily print using the uniflow Mobile Printing app, and Cloud storage systems such as Drop Box and Google Cloud. uniflow recognises that users need multiple ways - and places - to submit a job to print. Users have multiple devices, addresses and document storage locations all these details are included in the one unique user profile. All jobs, whether they are submitted from a PC, tablet or mobile device at home, work or on the road, are shown to the user in the same secure print queue. However the job is submitted, the user can select the same finishing options, experience the same level of security and their usage can be tracked and accounted for. Protect your key business information uniflow allows all users to send their documents from anywhere and to have the job printed only when they are physically standing in front of the device. Users are identified at the device using swipe card, PIN number, username and password, or mobile device and once authenticated, the user can view, select and print their jobs directly from their personal print queue. Financial and environmental waste is eliminated as a user can now select jobs for print or delete misprints directly from their personal print queue at the device. For maximum security, uniflow can take a record of every copy, print, fax or scan performed on the Canon device for monitoring and storage. It alerts management of unauthorised activity based on key word search or document structure and retains a complete audit trail for review. Smarter routing for cheaper print costs uniflow offers interactive and mandatory rules and routing to shape how documents are printed and shared across the business. Interactive rules choose the best device for the job and enable staff to consider the true cost and environmental impact of their print selection monochrome versus colour, for example. Mandatory rules such as printing all s in monochrome provide a consistent way to roll out cost saving policies in the business. Large jobs can even be automatically sent to the in-plant print room. Canon will work with you to design a smarter rules and routing policy based on your printing culture and business goals. 5

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7 Scalable to businesses of all sizes, from large corporations, small offices, education establishments, government and in-plant print rooms Top-down multi-view reporting and cost allocation Using the built in reporting system, organisations can track and assess printing, copying, faxing, and scanning usage, allowing internal costs to be charged back and current usage audited. Over 40 standard reports are included in uniflow to show usage data in numerous formats to aid decision making, cost accounting or general intelligence needs. Reports can be automated for distribution to authorised managers on a weekly or monthly basis if required. 61% say if admin was halved they would use the time to focus on their core job Source: Survey of Australian office workers. 4th quarter One platform, many solutions uniflow provides one platform to manage the entire fleet - from desktop single function to corporate print room devices. With Canon-owned uniflow, you can now streamline capture, print, fax and copy, right through to integration with back end systems. As uniflow is modular by design, you can pick and choose what you need, as you need it. Also, by having one platform that integrates with other technologies, you have the peace-ofmind that Canon helps simplify your current environment and give you one point of contact for support. One driver for all uniflow Universal Print Driver Since the user can choose any printer on the network to release a job, regardless of model or manufacturer, the uniflow Universal Driver ensures that the output is exactly as expected. Not only does this reduce user frustration with the printing process, but costs are saved through not having to reprint documents multiple times. IT also has only one driver to manage, slashing support issues across their environment. Scalable - one common interface for all your Canon and 3rd party devices The unique modular design and open platform architecture means it works with one user to thousands, one desktop printer through to production level printers. Offices can now manage their office print and scan infrastructure and their in-house print room all with one solution. Within the print room, uniflow helps manage all key steps from submission to job intake, from document make ready to production. Its web-based architecture allows the software to be run over multiple buildings, locations or sites, with all the data stored in one central location. Even large print jobs can be submitted from anywhere across the globe if necessary. 7

8 EXPERIENCE THE uniflow DIFFERENCE THE END USER EXPERIENCE The functions provided by an office management system are only as good as the experience provided to the user. Print confidential documents securely uniflow s secure printing functionality allows all users to send their sensitive documents to network printers from their desktops or mobile devices and to have the job printed only when they are physically standing in front of the device. Print from anywhere Users can submit their print jobs from wherever they are working, either inside or outside the company network, thereby increasing their productivity. Print jobs can be submitted using , application, web browser or printer driver from desktop PCs, laptops, host based servers, mobile phones or tablets, all being held securely in a personal print queue. Personal secure print queue All print jobs are stored in a user s personal secure queue until they are ready to release them on the printer of their choice. This printer may be the one closest to them, on another floor or in a different building. The user can select which of their print jobs to release from a list displayed directly on the device screen or from the uniflow applet running on their smartphone or tablet. In relation to each document the user can then decide to change how each job will be printed before releasing it. Google Cloud Print TM support uniflow allows users to submit jobs to their printers via Google Cloud Print. It will allow customers who have purchased Google Chromebooks to print securely and have their jobs accounted for in the same way as other Windows or Mac users. Jobs can also be submitted from Google Cloud Print via a web browser, so PCs, Android devices, and ios smartphones and tablets can also print using the Google Chrome browser. Consistent user experience for printing and scanning As with printing, users are required to identify themselves at the Canon imagerunner ADVANCE device with their swipe card, and see only the scanning workflows that are relevant for them. The administrator can decide which workflows should be accessible to each department, each user and which workflows are available for everyone. These scan workflows will follow the user from device to device. Output to where it is needed uniflow allows users to scan documents directly to their accounts, network folders or document management systems such as Therefore, Microsoft SharePoint or Google Drive in the form of highly compressed image files. More than 50% Source: Survey of Australian SMB senior decision-makers and office workers. March of senior management believe mobile devices are critical to getting jobs done. 8

9 EXPERIENCE THE uniflow DIFFERENCE THE IT MANAGER EXPERIENCE uniflow provides the missing link in device and document security, allowing complete control of the multifunctional device environment. Control how jobs are printed Information provided by uniflow allows the IT manager to define printing policies on the network. For example, the IT manager may decide to force all s to be printed in black and white, restrict larger jobs from being printed on smaller laser printers, or prompt users to send the job as double-sided once it is over a certain size. Network resilience uniflow is designed to minimise disruption to your business when there are network problems. Print and scan devices can be configured to work with remote print servers that don t require a link to the main server to function. Servers can also be clustered to provide another layer of resilience. The MFD itself can remember the log-in details of users so they can still access some functions, such as copying, even when the network is down. Restrict access to the MFD By integrating tightly with Canon devices, uniflow can stop unauthorised use of the device. 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. Integration with back-office systems Access to the device is controlled by proximity card, smart card, magnetic swipe card, PIN, or user name 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. Custom workflows Different departments and users require different functionality when it comes to printing or scanning documents. uniflow includes a 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. 9

10 EXPERIENCE THE uniflow DIFFERENCE THE FINANCE DEPARTMENT EXPERIENCE uniflow can track all costs, savings and the environmental impact of printing, copying, faxing and scanning. Graphical reports The finance department can view all device usage across the organisation and access reports by user, device, groups or multi-level cost code. 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. Monitor cost savings Tracking costs is only the first step in understanding costs using uniflow. 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. Routing jobs to the cheapest device Laser printers close to the users are convenient but expensive to run. uniflow can be configured to allow users 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. For really large jobs the job can even be automatically sent to the print room. Help save the environment Printing in double sided mode and deleting jobs that have not been picked up not only saves paper (and therefore money) but also helps save the environment. uniflow can provide the analysis to help implement an environmental printing strategy, saving valuable trees and improving your environmental performance. Fleet management The complete device fleet in an organisation can be monitored by uniflow allowing greater reporting possibilities. Meter readings and the historical device status changes for all devices, regardless of manufacturer, can be obtained and reports generated. 10

11 EXPERIENCE THE uniflow DIFFERENCE THE PRINT ROOM OPERATOR EXPERIENCE High school or large corporate organisation, uniflow can help manage all central printing, from submission to job intake, from document make ready to production. Various ways of submission Jobs can reach a print room operator in various ways. Job Ticketing enables inhouse users to print directly from their PC in an efficient and standardised manner. Using the web based shop front, users can submit their jobs, literally, from anywhere around the globe. Central job management The Operator Dashboard is the central operator console for managing printing of customer orders, allowing jobs to be checked, scheduled and prepared. It can be set up for multiple operators, each with their own queues and printers. Web-based document make ready Print preparation is easy with the integrated document make ready tool, providing a complete document preview combined with page composition and basic late-stage editing tools all in a clearly laid out manner. Automatic rerouting to print room By setting up rules large jobs can be automatically rerouted from office MFD s to the print room. After rerouting the Job Ticket opens up and after completing the Job Ticket, the job is sent to the print room. 11

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