Simplified Scanning Overview

At present, the supported manufacturers are limited to Fujifilm, HP, Kyocera, Lexmark, Ricoh, Sharp, Toshiba and Xerox.

Simplified Scanning offers a consistent user interface for scanning documents, ensuring a unified experience regardless of the printer manufacturer. Moreover, from an administrative perspective, this feature enhances visibility into scanning activities, providing detailed insights into file scanning, including information on the users performing scans and the specific type of files being scanned.

The Scan To Email feature has a file size limitation of 20MB.

Scan To options are Scan To - Email, and Scan To - Cloud Storage.

Prerequisites

How It Works

Simplified Scanning uses the Control Panel Application (CPA) installed on the MFD, allowing the end user to log into the CPA and select the Scan To option. They are then presented with additional options, depending on what type of Scan is being performed and on settings configured by the admin. They will also see scan preferences such as paper source, color mode, orientation, etc. The scanned file is then sent through the API gateway and depending on the type of scan, either to the email server and delivered to the recipient, or to the cloud storage location.

For the Scan To Email option, SMTP is pre-configured in the Scan To app to handle sending emails, so there's no need to manage the configurations for each of your MFDs.

Scans are secure from end to end. To use Simple Scan, all users must authenticate their identity at the CPA before scanning, allowing you to control access so only authorized users can access printing and scanning functions. PrinterLogic does not retain any scanned files to maintain compliance with industry requirements, except the job metadata for reporting purposes. All emails and files are encrypted over SSL, so your scanned documents remain protected throughout the process.

Scan To workflow showing the process from end user to the end location.

User Experience

Users can log in to the CPA with any available authentication options you configure as an admin, including username credentials, a PIN, or a badge swipe.

If your printer supports SSO, users can authenticate and access all functions of the CPA (print release, scanning, copying, etc.) without having to re-authenticate. The CPA can function as an SSO "provider" or an SSO "listener."

This example is showing Scan to Email. Once logged in, users are presented with additional options, depending on settings configured by the admin, such as an email address field, address book, file name, and scan preferences such as paper source, color mode, orientation, etc. With the document loaded, once the Scan button is selected, the scanned file is sent through the API gateway to the email server and delivered to the recipient.

Scan To configuration page showing the option for Scan To Email as seen in the Control Panel Application.