In today's digital workplace, efficient print management is crucial for businesses of all sizes.
This guide explores uniFLOW Online, a cutting-edge print management solution revolutionising how organisations handle document workflows.
We'll dive into the basics of print management, provide a comprehensive overview of uniFLOW Online, and highlight its key features and benefits for modern businesses.
Whether you're looking to reduce costs, enhance security, or streamline your printing processes, we provide valuable insights into how uniFLOW Online can transform your print environment.
Read on to discover how this innovative software can optimise your business operations.
Key Takeaways
- uniFLOW Online is a cloud-based print management solution that enhances security, reduces costs, and optimises document workflows for businesses of all sizes without the need for on-premises servers.
- The software offers comprehensive features, including secure printing, mobile integration, advanced image processing, and detailed cost tracking, supporting modern work environments and multi-vendor device fleets.
- uniFLOW Online's flexible subscription options, easy implementation, and regular updates (like the 2024.3 version) make it adaptable to various business needs and future-proof for evolving print management requirements.
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What is Print Management?
Print management is a holistic approach to optimising an organisation's document output ecosystem. It encompasses hardware deployment, software implementation, and user protocols to streamline printing processes from end to end.
This comprehensive strategy integrates advanced features such as print job tracking, user authentication, quota management, and robust analytics to provide granular control over document workflows.
Implementing a robust print management system can help organisations achieve significant cost reductions and minimise their environmental footprint. Additionally, it enhances document security through controlled access and secure release features.
The system's ability to generate detailed usage reports and analytics empowers decision-makers with actionable insights, facilitating data-driven optimisation of print resources and workflows across the enterprise.
What is uniFLOW Online Print Management Software?
uniFLOW Online is a cutting-edge, cloud-based print and scan management solution that revolutionises document processes for businesses of all sizes. By eliminating the need for on-premises servers, it offers a scalable and cost-effective approach to optimising document workflows and fleet management.
This innovative software improves document security through robust features such as user authentication, encrypted transmission, and secure print release while simultaneously providing detailed analytics for precise cost control and resource allocation.
Designed to support modern work environments, uniFLOW Online seamlessly integrates mobile printing capabilities, popular cloud storage services, and automated scan workflows. Its comprehensive fleet management tools enable real-time monitoring and maintenance of multi-vendor device networks.
These features promote productivity across multiple sectors, catering to the shifting requirements of modern business ecosystems. With uniFLOW Online, organisations can streamline their print management while ensuring flexibility, security, and efficiency.
How uniFLOW Online Works
uniFLOW Online delivers a comprehensive, cloud-based solution for streamlining print and scan management across various business settings.
It offers key benefits like cost reduction, enhanced productivity, improved security, and sustainability. This section explores features such as cloud print/scan management, secure printing, mobile integration, and advanced image processing, demonstrating how uniFLOW Online optimises document workflows for businesses.
Cloud print and scan management
uniFLOW Online's cloud print and scan management capabilities optimise document workflows through seamless integration with popular cloud storage services. Users can effortlessly print from or scan to services like Box, Dropbox, Google Drive, and Microsoft OneDrive/SharePoint Online directly from Canon devices.
The platform supports over 40 file types, offering job preview and finishing options at the device. Advanced functionalities like Filing Assist automate batch scanning and metadata application, streamlining repetitive processes. Users can easily access cloud storage folder structures, enhancing collaboration as document changes are immediately visible to co-workers.
uniFLOW Online's powerful processing technology ensures versatile document handling, while features like receipt and business card scanning simplify administrative tasks. This comprehensive cloud-based solution streamlines print and scan management, boosting productivity in today's digital workplace.
Comprehensive device support
uniFLOW Online seamlessly integrates with Canon's multi-functional devices (MFDs) through embedded device applets, leveraging Canon's Multifunction Embedded Application Platform (MEAP) technology. This integration enables secure printing, scanning, and access control while allowing businesses to customise the MFD's user interface to meet specific workflow needs.
The Universal Login Manager, Secure Print Applet, and Scan Applet boost productivity by providing tailored functionalities directly on the device's control panel. UniFLOW Online offers the uniFLOW Release Station for multi-vendor environments, ensuring consistent access control and secure printing across various device models.
This comprehensive device support extends to home office environments, integrating Canon PIXMA and MAXIFY printers seamlessly into the corporate print and scan ecosystem. This versatility allows businesses to maintain a unified print environment, regardless of device brand or location, optimising workflow efficiency across the entire organisation.
Advanced cloud image processing
uniFLOW Online's advanced cloud image processing transforms raw scans into high-quality, usable documents.
Key features include automatic filing and indexing, barcode recognition for automated routing, and despeckle and deskew operations for enhanced clarity. Intelligent document splitting rules separate multi-page scans based on predefined criteria, streamlining the management of invoices, contracts, and standardised documents.
The platform supports various output formats, including standard PDFs, searchable PDFs (with device or cloud OCR), encrypted PDFs, and Microsoft Office formats (DOC, PPT, XLS). This versatility ensures seamless integration with existing document management systems, catering to diverse business needs.
These capabilities significantly reduce data entry errors, accelerate document processing times, and improve overall accuracy in document-intensive workflows.
Access control and secure printing
uniFLOW Online heightens document security through robust access control and secure printing features. Users must authenticate using methods such as PIN codes, proximity cards, or mobile login options before accessing devices or print jobs. This multi-faceted approach ensures that only authorised personnel can interact with sensitive information.
The platform's "My Print Anywhere" functionality allows users to release print jobs securely from any connected device after identification. Print jobs are stored in a personal secure queue, either in the cloud or locally, protecting confidential documents throughout the workflow.
Advanced features like auto-release and Function Level Login provide additional layers of security and convenience. Device policies can be applied to restrict specific functions based on user roles or device locations, offering granular control over document access and distribution across the organisation.
Mobile and cloud print capabilities
uniFLOW Online expands printing capabilities beyond traditional office boundaries, catering to the needs of today's mobile workforce. Users can submit print jobs from any location using various methods, including email, web upload, and the dedicated uniFLOW Online Print & Scan app.
The platform's mobile-first approach ensures that smartphones and tablets can be used to initiate print jobs quickly and securely. This functionality is particularly useful for employees who need to print documents just before meetings or while working remotely.
uniFLOW Online also addresses the needs of temporary users with its guest printing functionality. This secure option ensures visitors can print necessary documents without compromising the organisation's network security, demonstrating the platform's versatility in managing diverse printing requirements across different user types.
Cost tracking and accounting
uniFLOW Online provides comprehensive cost tracking and accounting features for all print-related activities. The platform meticulously monitors printing, copying, faxing, and scanning, enabling accurate cost allocation across users, departments, or cost centres.
This detailed tracking helps businesses gain insights into their document output expenses and identify areas for potential savings. The system allows for the creation of multiple price profiles, accommodating different costs for various devices or print types.
Administrators can generate detailed reports on print volumes and associated costs, which can be easily exported for further analysis. Additionally, customisable dashboard widgets offer real-time visual representations of printing trends and anomalies.
uniFLOW Online's cost centre functionality enhances budget control by allocating expenses to specific projects or cases. Personal user dashboards promote awareness of individual print habits, encouraging responsible printing practices and ultimately driving down costs while improving organisational efficiency.
Fleet management
uniFLOW Online's fleet management tools provide comprehensive oversight of an organisation's device fleet across brands and models.
For Canon devices, the system collects detailed metre readings, while for all devices it gathers volume data and status updates. Administrators can monitor their printing infrastructure in real-time through customisable dashboard widgets, with automatic notifications ensuring quick responses to issues and minimising downtime.
A key advantage of uniFLOW Online is its seamless integration into Zero Trust environments. Unlike traditional tools that struggle with separate network identities, uniFLOW's embedded applets push data from devices to the cloud via one-way communication. This approach enhances security and efficiency without compromising network integrity.
This robust fleet management capability enables businesses to optimise their print infrastructure, reduce costs, and improve overall operational efficiency across their entire device fleet.
Convenient budgeting support
uniFLOW Online's budgeting feature introduces an advanced approach to managing print and copy expenses. The system allows organisations to implement fair use policies by setting and enforcing limits for individual users, groups, or locations.
This granular control is particularly valuable in educational settings, where printing costs need to be accurately distributed among students, faculty, and research projects.
The platform's innovative double wallet system distinguishes between organisation-provided and user-provided funds, offering flexibility in budget management. Users can easily monitor their balance, top up their wallets, and track costs in real-time through the uniFLOW Online interface.
Automated features such as scheduled budget resets and self-service top-ups via various payment methods streamline the process for both administrators and users. This comprehensive approach to budgeting supports fair use policies while minimising administrative overhead and enhancing user responsibility.
Getting Started with uniFLOW Online
Implementing uniFLOW Online, a powerful print management software, is crucial for effective fleet management.
To optimise your print infrastructure, you'll need to navigate subscription options, access methods, and setup processes tailored to your fleet's needs.
The following sections will guide you through selecting the right subscription for your device network, accessing the platform across your organisation, and key considerations for implementing this managed print solution to streamline your entire fleet.
uniFLOW Online subscription options
uniFLOW Online offers flexible subscription plans tailored to diverse print management needs. Businesses can choose from three main packages:
1. Cloud Print & Scan:- Enables secure printing and mobile printing
- Offers basic scanning capabilities
Key benefits:
- Enhances document security
- Improves office productivity
- Supports flexible working with features like My Print Anywhere and Universal Output Queue
2. Cloud Image Processing:
- Provides advanced scan destinations and intelligent processing features
- Includes barcode recognition, cloud OCR, and document splitting
Key benefits:
- Streamlines document workflows
- Boosts productivity for offices with high scan volumes
- Enhances document capture and distribution
3. Cloud Essentials:
- A standalone option for basic print and scan management requirements
- Offers core printing and scanning features in a centrally managed application
Key benefits:
- Easy to implement and use
- Ideal for businesses with straightforward print management needs
- Provides essential functionality at a competitive price point
Organisations can combine multiple subscriptions to access advanced features such as secure document management and intelligent scan processing. This scalability makes uniFLOW Online suitable for businesses of all sizes, allowing them to customise their print management services as their needs evolve and their fleet expands.
How do I access uniFLOW Online
uniFLOW Online offers versatile and secure access options, making it easy to manage your print and scan environment from anywhere.
Users can log in to the platform from any internet-connected device, whether in the office or working remotely, ensuring consistent control over your print fleet.
The system integrates seamlessly with existing platforms, supporting multiple identity providers for enhanced security and convenience.
Users can authenticate via desktop, mobile, or cloud-based access points using their preferred login method. uniFLOW Online supports various authentication options, including:
1. Microsoft Entra ID (default provider)
2. Active Directory Federation Services (ADFS)
3. OpenID providers (e.g., AuthO, Okta, OneLogin™, Ping Identity®)
4. Shared web identity providers (Microsoft, Google™, Yahoo!®)
For enhanced user convenience, uniFLOW Online offers a passwordless login option. Users can securely sign in via a one-time email link that is valid for 60 minutes.
This streamlined process simplifies access, reduces IT setup efforts, and applies to all uniFLOW Online applications, including the SmartClient, Print & Scan app, and Chrome™ extension.
uniFLOW Online setup and integration
Getting started with uniFLOW Online involves a few key steps.
1. First, administrators should gather necessary information such as login details, licence codes, and device information.
2. Next, create a uniFLOW Online tenant via the self-registration website. Once the tenant is set up, log in to uniFLOW Online using the provided credentials. The system offers various login methods, including uniFLOW Online Account, Active Directory, or email-based authentication.
3. After logging in, administrators can begin configuring the system, setting up users, and integrating devices. The initial dashboard provides guidance on next steps to fully implement uniFLOW Online in your organisation.
Key considerations for uniFLOW Online implementation
Implementing uniFLOW Online, a versatile cloud printing solution, requires careful planning to ensure optimal results.
Before deployment, assess your organisation's specific print and scan needs, aligning the chosen subscription with your existing infrastructure. This evaluation sets the foundation for a successful implementation.
Consider these crucial factors:
- User training programs for smooth adoption
- Robust security measures, including authentication and data encryption
- Compliance with data protection regulations (e.g., PCI, POPIA, GDPR, HIPAA) - explore uniFLOW Online compliance
- Seamless integration with existing systems
- Scalability to accommodate future growth
- Adequate IT support during and post-implementation
By addressing these key aspects, organisations can streamline their transition to uniFLOW Online and maximise its benefits in daily operations, enhancing productivity and cost-efficiency across their print environment.
What’s New in the uniFLOW Online 2024.3 Update
The uniFLOW Online 2024.3 update brings significant enhancements to this cloud printing solution:
1. Expanded multi-vendor support: The new Embedded Applet for Lexmark enables seamless integration of Lexmark devices with uniFLOW Online, expanding multi-vendor capabilities.
2. Improved user experience: A new iManage Cloud scan destination allows users, especially in document-heavy industries like legal, to scan directly into their iManage Cloud workspaces.
3. Simplified management: The uniFLOW SmartClient now features auto-update functionality, allowing administrators to update client PCs automatically without user intervention.
These updates strengthen uniFLOW Online's position as a versatile, user-friendly print management solution, enhancing workflow efficiency and reducing IT workload across diverse printing environments.
Final Thoughts on uniFLOW Online for Print Management
In today's hybrid work environments, uniFLOW Online stands out as a crucial tool for effective print management. Its cloud-based approach addresses current needs while anticipating future challenges in document workflow.
Recent updates, including multi-vendor support and enhanced integration capabilities, showcase uniFLOW Online's adaptability. This flexibility allows businesses to future-proof their print infrastructure while maximising existing investments.
uniFLOW Online's emphasis on user experience and IT efficiency aligns seamlessly with broader digital transformation goals. By streamlining print processes, enhancing security, and providing actionable insights, it becomes an integral part of operational strategy.
To explore how uniFLOW Online can boost your organisation's efficiency, contact United Business Solutions today. For further insights, read our article "Document and Print Management Software Solutions for South African Businesses".
Frequently Asked Questions About uniFLOW Online
What is uniFLOW Secure print?
uniFLOW Secure Print is a feature that ensures document confidentiality by holding print jobs in a secure queue until the user authenticates at the printer.
Users can authenticate using PIN codes, ID cards, or mobile login, preventing unauthorised access to sensitive documents and reducing the risk of data breaches.
What is the difference between uniFLOW and PaperCut?
uniFLOW and PaperCut are both print management solutions, but they have key differences.
uniFLOW, developed by NT-ware and Canon, offers a more comprehensive and integrated approach for Canon devices while also accommodating other brands through its multi-vendor support capabilities. It provides advanced document capture, processing, and distribution capabilities alongside print management.
PaperCut, on the other hand, is a third-party solution focusing primarily on print management and cost control across various printer brands.
uniFLOW excels in security features, workflow automation, and seamless integration with Canon's ecosystem. It offers on-premises and cloud-based options, making it highly flexible for different business needs.
While PaperCut is known for its simplicity and cost-effectiveness, uniFLOW provides a more robust set of features for enterprises looking to optimise their entire document workflow.
To learn more about how uniFLOW Online can help optimise your printing workflows and manage your fleet, contact our team today.
What is uniFLOW SmartClient used for?
uniFLOW SmartClient enables secure and efficient printing in multi-site environments without local print servers.
It allows businesses to track and audit printing costs centrally, even in remote locations with limited or unstable bandwidth. The SmartClient reduces initial investments and minimises IT workload by eliminating the need for on-site server infrastructure. This ensures a consistent and secure print strategy across all locations, improving efficiency and cost control.
Contact our team to learn how uniFLOW SmartClient can enhance your organisation's print management.