If your office printer still feels like a time-wasting machine, you are not alone. Most businesses use only a fraction of the workflow tools already built into their multifunction printer (MFP).
And that means wasted time, unnecessary manual steps, and frustrated employees.
Today’s printers are smart. They can scan directly to cloud storage, route documents by email, authenticate users, and even follow you from one device to another.
But unless you take the time to integrate your printer with your workflow, all those features go unused.
In this article, we will break down the most common print workflow integrations, explain how they save time, and show you how to set them up without needing to be an IT expert.
Why Print Workflows Waste Time Without Integration
Manual Printing and Scanning Processes Slow Teams Down
Think about how often someone prints a document, walks to the printer, scans it back to their inbox, then manually uploads it to a shared folder. That’s at least four steps, most of which could be automated.
Errors, Duplicates, and Misfiles Create Frustration
When users rely on manual processes, it’s easy to name files incorrectly, scan to the wrong location, or print something twice. The result? Wasted paper, rework, and confusion about where documents are stored.
Most Businesses Underutilize the Features Already Built In
Your multifunction printer likely supports scan-to-email, mobile print, user authentication, and more. The problem isn’t the technology; it’s that no one has set it up to work with your actual day-to-day processes.
Top Workflow Integrations That Improve Print Efficiency
Scan to Email or Scan to Cloud
This is one of the most used (and misconfigured) tools. With scan-to-email, you can send scanned documents directly to a user’s inbox without a middle step.
With scan-to-cloud, you can route documents to a shared Google Drive, OneDrive, Dropbox, or SharePoint folder automatically.
Secure Print or Follow-Me Printing
This feature holds print jobs until the user authenticates at the printer using a PIN, badge, or mobile app. It reduces accidental pickups, prevents unclaimed documents from piling up, and improves data security, especially in shared office environments.
Print Rules and User Authentication
With user authentication, employees log in at the printer using a badge or credentials. This allows you to track usage by department, limit color printing, and apply print rules (like routing large jobs to more efficient devices).
Document Management System (DMS) Integration
Some printers can scan documents directly into your DMS platform, such as DocuWare or Laserfiche. This eliminates the need to scan to a desktop, rename the file, and drag it into a folder.
Print From Mobile or Cloud Platforms
Mobile printing allows users to print from their phone, tablet, or cloud-connected laptop without being physically on the network.
It’s great for remote workers, hybrid offices, or employees in the field.
How to Set Up These Integrations (In Simple Terms)
Scan-to-Email and Cloud Setup Through Your MFP Interface
Most MFPs have a web-based interface where you can configure scan-to-email using your organization’s SMTP settings. For scan-to-cloud, connect services like Google Drive or OneDrive using OAuth or an API key. Your provider should help configure this securely.
Using Print Management Software for Secure Print and Tracking
Software like PaperCut, uniFLOW, or Pharos can handle secure print, user tracking, and rule enforcement. These tools work with most major printer brands and let you control who can print, how much they print, and where jobs are released.
Creating Print Rules (E.G., No Color for Internal Docs)
With print management software, you can define policies like restricting color printing to certain departments, forcing duplex printing to reduce paper use, or rerouting large jobs to high-capacity devices.
Syncing Printers With Microsoft 365, Google Drive, or Dropbox
Most modern MFPs support cloud integration natively or through add-ons. Your IT provider or print partner can link your Microsoft or Google environment so users can scan and print from shared folders without extra steps.
Who Benefits Most From These Print Workflows
Law Firms, Accounting Offices, and Healthcare Providers
Any business that relies on fast, accurate document handling benefits from workflow automation. Scanning client files directly into case management systems or accounting folders reduces errors and increases productivity.
Remote or Hybrid Teams Needing Secure Access
Secure print and mobile workflows let remote employees print to the office safely or retrieve scanned documents from the cloud without waiting for someone to email them a copy.
Businesses Handling Lots of Physical Documentation
Suppose your office scans stacks of paperwork daily (invoices, applications, contracts), and integrations save hours every week. Scan workflows with naming conventions and folder routing make filing faster and more consistent.
Common Mistakes to Avoid During Setup
Not Involving IT or Your Print Provider Early
Many integrations involve cloud credentials, network settings, or user directory access. Trying to configure these features without IT involvement can create delays or security issues.
Overcomplicating the Integration for Users
Your workflows should be intuitive and straightforward. For example, setting up ten scan destinations on one device might sound helpful, but it can overwhelm users. Keep it concise and streamlined.
Skipping User Training or Change Management
Even the best tools fail if your team doesn’t know how to use them. Provide quick reference guides, short training sessions, and a point of contact for questions.
Final Thoughts: Integration Is the Secret to Print Productivity
You don’t need a new copier to start saving time, you just need to unlock the features already available in your current device. Workflow integrations reduce manual steps, cut down on errors, and help your team get more done with less frustration.
To recap:
- Scan-to-email and cloud storage save steps
- Secure print adds privacy and accountability
- Print rules reduce waste and improve efficiency
- Mobile and DMS integrations streamline workflows
- Setup is easier than most people expect
Need help setting up or optimizing your print workflows? AIS helps businesses audit their current print environment and activate workflow features that already exist in their equipment. Reach out to us today!
