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


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.


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.


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.


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.


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.


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.


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>


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.


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.