Rules Based Printing

 

In the world of Managed Print Services, one of the hot button topics is Rules Based Printing… which is loosely defined as enforcing cost saving policies easily and changing user behavior. Beyond the productivity, control and information gains that a rules-based printing environment brings, you can also reduce your overall print footprint. A footprint that determines how large your printing expenditure is and will continue to be.

Whether your organization has print governance policies for document security, waste and cost reductions or both, YSoft SafeQ Rule-Based Engine module is a key component. The Rule-Based Engine maximizes the efficiency of your MFDs and other networked printers and helps reduces costs while reducing the workload of administrators and IT staff.

The efficiency of your organization’s print environment depends on three factors:

  • Printers
  • People
  • Processes

PRINTERS

The efficiency of each printer depends on its being used to optimally provide particular functions within the context of the entire print environment. For example, rule-based printing not only provides the ability to automatically convert specific print jobs to B/W or duplex, which saves direct printing costs, but also enables large color jobs to automatically be redirected to more efficient MFDs – for even greater efficiency and added value.

PEOPLE

From the user’ perspective,  print jobs can be automatically redirected to, for example, a smaller printer closer to the user’s desk. Rules also make it possible for users to receive notifications about their print jobs and for scripts to be automatically run that make print-related activities easier and less time-consuming.

PROCESSES

Rules enable administrators to automatically control access to printer functions and to align print environment operations with your organization’s processes and financial strategy. For example, large jobs can be automatically prevented from being printed or can be redirected to the most cost-efficient printer.

HOW RULES WORK

The YSoft SafeQ Rule-Based Engine module enables system administrators to easily create rules that automatically cause an action to be performed or a notification to be sent. Each rule comprises three main components: Trigger, Condition, and Action. A rule may also include a fourth component: Notification.

TRIGGER

A trigger defines an action that may cause a rule to be executed and the time when YSoft SafeQ evaluates conditions to determine if the rule should be executed.

CONDITION

Once the rule is triggered, conditions are evaluated to determine whether the action should be performed or not. When multiple conditions are defined for a specific rule, all of them must be met for the action to be performed. When conditions are combined as OR and not as AND, more rules can be set and these are evaluated according to their order.

ACTION

The action is the part of rule that defines what YSoft SafeQ does after the rule is triggered and the condition is met, typically, but not only, with a print job.>/p>

NOTIFICATIONS

The notification component is the last and optional part of the rule’s setup. Every rule can cause a notification to be sent to the print job’s owner and/or others. A variety of types of notification are available.

CHANGING THE PRINT CULTURE

The key to rules-based printing is that it enforces policies that your users might not enforce themselves. But something happens when you enforce print rules on your environment and users—they change. Your entire print culture changes as people begin to realize just how much print waste they created in the past. This change in print culture will eventually begin to align with your current green initiatives, and your culture will become one of reduced waste and increased savings.

Once the print culture is changed, you will enjoy all the benefits of the following:

PRINT JOB ROUTING – Routing specific print job types to the printer best suited for them.

DUPLEX ENFORCEMENT – Double-sided printing cuts down on your paper costs by 50%–which is a major savings given that paper is one of the biggest costs of printing

INTERNET TO MONO (B&W) – Email- and internet-based print jobs do not require the high-quality printing that presentations and customer-facing documents do

RESTRICTED USE  Restricting device access by user and/or by application is important to cutting down on needless high-quality, high-expense printing.

GOING GREEN (ECO)  By using rules to use less toner and paper you can reach your green initiatives while cutting down on your toner and paper use by half.

Cloud-based Print Management: 3 Reasons to Adopt Cloud Printing

With all the talk about software as a service (SaaS) and cloud-based software solutions, you might be wondering if now is a good time to start migrating your organization’s printing away from traditional print management to cloud print management. To be honest, that migration is long overdue. For years, PrinterLogic’s on-premises enterprise print management solution has allowed organizations both large and small to completely eliminate their print servers—along with all their cost and headache—while enjoying a print environment with more stability, more convenience, more control and more cost-effectiveness.

As organizations continued to roll out our software and their praise continued to roll in, we at PrinterLogic realized that a cloud printing solution made a lot of sense for many of our current and future customers. So we developed PrinterCloud, an enterprise cloud printing SaaS solution that took our acclaimed on-premises software and effectively turned it into a cloud print server—but, of course, without the typical shortcomings of print servers on account of its direct IP printing backbone.

What are the advantages of cloud print management? The list could easily number into the dozens, but in this short space, we’d like to touch upon three important reasons why your organization should seriously consider adopting cloud printing. And, perhaps not surprisingly, some of them echo the reasons hundreds of organizations have already found the ideal enterprise print management solution in PrinterLogic.

  1. Effortless centralized management of your entire organization’s print environment. By implementing enterprise cloud printing—and specifically, PrinterCloud as your cloud print management solution—the window into your print environment gets a whole lot bigger. From a single pane of glass, you can easily update drivers, edit profiles and deploy printers anywhere in the organization on a per-device basis or as device pools. And with PrinterCloud, deployments don’t require pesky group policy objects (GPOs) or scripts.
  2. Even less physical infrastructure. PrinterLogic is already a single-server solution. Cloud print management using PrinterCloud reduces even that tiny footprint without compromising reliability and access. That’s because, unlike other enterprise cloud printing solutions, PrinterCloud leverages direct IP technology to create one-to-one connections between clients and printers, all but eliminating the need for a constant WAN connection once the printer–client link is established. Although it’s tempting to think of PrinterCloud as a cloud print server that functions like a centralized print server, the fact is that the usual WAN traffic (and vulnerability) of a consolidated print environment is almost nonexistent.
  3. Seamless integration with virtual solutions. PrinterCloud, much like its on-premises counterpart, can easily introduce the advantages of cloud printing and cloud print management into a virtual environment like Citrix or VMware, regardless of whether you’re using zero clients or fat clients. That means you get an ease of printer and driver management that is almost unheard of in virtual printing—not to mention the ubiquitous availability of an enterprise cloud printing solution.

A more general benefit of PrinterCloud is that you’re dealing with a uniform, always up-to-date software platform. The multitenant architecture of cloud print management solutions like PrinterCloud means that your organization has ongoing access to the latest updates and features from PrinterLogic. It also means that you have immediate access to the features that have made PrinterLogic a leading enterprise print management solution for organizations who want to eliminate their print servers—features like self-service printer installation, detailed print auditing and cost analysis, and SNMP monitoring.

Coupled with the high availability and advanced management features of PrinterCloud, the benefits of cloud printing offer a compelling case for adoption. It unites the power of PrinterLogic’s on-premises print management solution with the convenience of SaaS.

This Blog article was written by Brad Harker (Director of Sales Training & Automation at PrinterLogic).