2. Bring more control and added efficiency to
your scanning and print environment
Incorporating uniFLOW into your document processes will lead to real improvements
in the control and efficiency of multifunctional devices. This powerful software is
open, modular and configurable, so it can be adapted to fit the specific needs of
different businesses: large corporations, small offices, education establishments, local
government, copy shops and print rooms.
What is uniFLOW?
features without learning a new
interface or having to re-authenticate
every time they want to use a
new function. This makes the
system exceptionally user-friendly
and increases the organisation’s
productivity.
uniFLOW is a software platform
designed to bring the full value
of multi-functional devices to the
organisation.
The modular structure of uniFLOW
and the tight integration with
Canon hardware allows the system
to be built depending on the
organisation’s exact requirements.
Scalable to any size
By controlling both the print and
scanning processes of the MFD,
uniFLOW allows the IT manager to
administer one system with one set
of user accounts and one database.
The users have a
seamless interaction
with the MFD,
being able
to
access
all
Its web-based architecture allows
the software to be run over multiple
buildings, locations or sites with all
the data stored in
a central
SQL
Universal
Driver
My Print
Anywhere
Track all
output
costs
r
Graphical
reports
ctor
Dire
uniFLOW
proposition
Scan
documents
to email or
SharePoint
Monitor
cost
savings
ce
an
Fin
End
Us
e
Route jobs
to best device
Print and
release jobs
from mobile
device
uniFLOW fits perfectly with any size
organisation. It is available in 10,
50, 150 and unlimited user versions
to provide scalability and flexibility
regardless of your business type.
Multi platform
device
management
Monitor
environmental
impact
Control
document
output
Custom
workflow
creation
IT M an ag er
Restrict access
to devices
Integrate with
back office
systems
Network
resilience
Server database.
Modular Architecture
The core functionality of uniFLOW
can be extended with various
additional modules. Each module
provides exciting new features to
the system that allow the benefits of
uniFLOW to be extended into other
parts of your business.
From providing secure printing for
mobile devices to allowing users
to capture documents directly to
Microsoft SharePoint, uniFLOW really
is an end-to-end office management
system.
For organisations with a print
room or professional printing
requirements, uniFLOW integrates
with Helix Production Workflow to
provide job ticketing, internet job
submission, variable data printing
and print room management
capabilities.
3. Complete control of your
MFD fleet regardless of your
business requirements.
Printer accounting and auditing
Universal Mobile Secure Printing Enhanced device security
All printing and copying, together
with the associated costs can
be tracked and stored. The built
in reporting system allows the
administrator or finance department
to see and control how much each
printer and user is costing the
company.
Users can submit confidential jobs
from their desktops or any mobile
device which are then held centrally
on a print server. Jobs are only
released when the user authenticates
at the printer. Users can go to any
printer or MFD (multi-functional
device) from any manufacturer in any
location with the knowledge that
their job will be printed securely.
Summary Report
Both environmental and financial
waste are also eliminated as
documents are automatically deleted
if they have not been released after a
specified time, rather than gathering
dust on the printer’s output tray.
User productivity is increased by
allowing users to submit and release
jobs via their smart phone or other
mobile device.
Routing jobs to the cheapest
device
This information can be used as part
of a print audit or managed print
service to help decide future printer
purchases or to identify where cost
savings can be made.
Laser printers close to the users are
convenient but expensive to run.
uniFLOW can be configured to allow
users to print small jobs on the laser
printer but will ask to move the job
to the cheaper Canon MFD or secure
print queue once it is over a certain
size.
Jobs can have their finishing options
changed depending on certain
rules, for example emails are always
printed in black and white while
large documents are always double
sided, decreasing costs and waste.
By integrating tightly with the Canon
MFD hardware, uniFLOW can stop
unauthorised use of the devices.
Where access is granted, all usage
of the device is recorded for later
reporting.
Users can also be granted different
access rights to use various functions
of the device depending on their
job role. For example, certain users
may only be allowed to copy in black
and white where others can copy in
colour.
For maximum security, an image
record of every copy, print, fax
or scan performed on the Canon
device can be stored and examined
for keywords or known document
structures.
Managing document capture
Using paper and the information
contained on it remains a critical part
of every user’s daily work. uniFLOW
allows users to scan documents
directly to their email accounts,
network folders or document
management systems such as
Microsoft SharePoint in the form of
highly compressed image files.
Scanned documents can be
processed to free the information
contained, allowing them to
automatically pre-fill index
information or to be converted
to a format, such as Microsoft
Word, allowing the user to edit the
document when back at their PC .
4. Secure printing, Accounting and Job
routing - The End User experience
The functions provided by an office management system are only as
good as the experience provided to the user.
Print to the normal printer
Collect secure jobs from any printer
Locally attached or small workgroup laser
printers are normally located much closer
to the user than the multi-functional
device but, unfortunately, they are also
more expensive to run. Users normally
do not think about which device is most
suitable to print their job - they just press
the “print” button regardless of whether
a cheaper printer could have been used.
While this may be acceptable for small
jobs, where the costs are low, larger jobs
need more attention.
One disadvantage of using a MFD rather
than a local printer is that someone may
mistakenly pick up another user’s print
job. uniFLOW allows print jobs to be
stored on a server and only be released
once the user is standing next to the
printer.
Embedded Secure Queue
Users with mobile devices can also
view and release their secure print jobs
directly from the smartphone applet.
Scan to email in an editable format
Once users have authenticated at
the MFD, they can also scan paper
documents easily to email or the
company document management
system.
uniFLOW allows the best of both worlds
- local printers can be used for printing
small jobs but larger jobs can be routed
to a secure print queue or directly to the
MFD in order to reduce printing costs.
The end users still just press the “print”
button but once the job matches certain
conditions, they are prompted to route
the job to a more cost effective printer.
The conditions used to route the job can
be different for each printer and include
criteria such as the number of pages, the
cost of the job, whether it contains colour
or the application used to print the job.
waiting for the users is displayed on
the MFD panel where they can decide
to change how the job will be printed
before releasing it.
Users can send jobs directly to the secure
print queue or they can be routed from
desktop printers. Users working outside
the office or company network can send
jobs to the secure print queue via email,
via an internet portal or directly from
their mobile device.
Users who select to scan to email will
have a similar experience to sending an
email from their desktop (due to native
integration with Microsoft Exchange) as
they can select recipients from the global
address lists and the scanned document
will be stored in the users “sent items folder”.
Dynamic scan interface
Mobile Secure Queue
Interactive routing prompt
Users may choose to override the
prompt to route the job to a more cost
effective printer if given permission
by the administrator. Print jobs can be
automatically routed to the most cost
effective device rather than giving the
user the choice.
As the users can choose any printer on
the network to release the job, regardless
of model or manufacturer, the uniFLOW
Universal Printer Driver ensures that the
output is exactly as the user expects.
Once the users are ready to collect
their secure print jobs, they need to
authenticate at the printer using a
proximity card, smart card, magnetic
swipe card, PIN number, fingerprint or
username and password. A list of jobs
uniFLOW can perform Optical Character
Recognition (OCR) on the document
and convert the image to an editable
format, such as Microsoft Word, as well as
extracting text and barcodes to be used
as indexing information. The document
can be highly compressed to reduce the
file size and storage requirements.
The interaction with the scanning
interface is dynamic and personalised
for each user. Personal buttons and scan
workflows will follow the users providing
a consistent experience regardless of
which device they use.
5. 2
1
2
2
1
1
1
Job Name
– ‘My Doc.doc’
Paper size
– A4
No. of pages – 15
Duplex
– No
Job Name
– ‘My Doc.doc’
Colour
– Yes
Job Name
– ‘My
Paper size
– A4 Doc.doc’
Staple
– No
Paper pages – Tray
size
– A4
No. of Source – 15 1
Paper
the secure print queue– ‘My Doc.doc’
Job Name of pages – No
No.
– 15
Duplex
Cost
– 2,45€
Paper size
Duplex
– No
Colour– A4
uniFLOW No. of pages – 15 – Yes
Colour
– Yes
Staple
– No
Duplex Staple– No
– No
Paper Source – Tray 1
2
Colour Paper – Yes
Job Name – Tray‘My Doc.doc’
– 1
Source
Staple Cost Paper size – 2,45€
– A4
Cost – No
– 2,45€
2
2
Routing a job to
3
1
3
3
6
3
1
4
uniFLOW
4
uniFLOW
uniFLOW
Admin 6
6
6
uniFLOW 4
2. uniFLOW analyses the print job the server
4. Routed job is held on 5 pages,
3. If the job is more than 5 pages,
3. If the job is more than
1. Users print their document to
user isthan 5 pages, route job
is prompted
3. If the job isuser laser printer toat the job
more prompted to route
the
5. Users authenticate
to the secure print queue
1. User prints their document to
to the secure job
user is prompted to routeprint queue
theprinter and their job list is job
2. laser printer
uniFLOW analyses the print
to the secure print queue
5
5
No. of pages – 15– Yes
Colour
Duplex
– No No
Staple
–
Colour
–
Paper SourceYes Tray 1
–
Staple
– No 2,45€
Cost
–
Paper Source – Tray 1
Cost
– 2,45€
4
4. displayed. is held on the server
Routed job is held on the server
4. Routed jobUsers may change
5
uniFLOW
5
6
Admin
uniFLOW analyses the print job
User prints their document to
Users print their
the laser printer document to
If the job is more than 5 pages,
the document
1. Users printuserlaser printertoto route job
theiris prompted
2. to the secure print queue job
the laser2. uniFLOW analyses the print job
printer
uniFLOW analyses the print
Paper Source Name pages ‘My Doc.doc’
– Tray
Job No. of 1 –
– 15
Cost
Paper – 2,45€ – A4 No
size
Duplex
–
5
Admin
2.
1.
1.
3.
5
4
4
3
3
Admin
1. Users print their document to
the laser printer
6
Admin
Admin
1
3
1
2
2
Secure Printing from a mobile device or over the Internet
1
1
11
1
2
2
Internet
Gateway
Firewall
uniFLOW
2
3
2
uniFLOW
Internet
Internet
uniFLOW
1 Gateway FirewallFirewalluniFLOW
Gateway
1
Internet
Gateway
Firewall
Internet
uniFLOW
Email
Firewall
Gateway
Server
uniFLOW
1
Firewall
4
Email
Server
Scanning to email 4 a Document Management System
and
1
uniFLOW
1
4
1
1
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1
3
4
4
uniFLOW
uniFLOW
4
3
4
5
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2 3
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2 3uniFLOW6
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selects to scan the job
5
6
5 6
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Document Management
2 System
Document Management
System Management
Document
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Document Management
System
Document Management
System
Document Management
System
3. Users authenticate at the
Users and
job
2. uniFLOW1.printerprint their job from their
2.pulls securepulls secure print job
uniFLOW print job list is
2. uniFLOW pulls secure change
print
hotel Gateway Gateway
from the Internet to the uniFLOW Internet
displayed. Usersfrom their job
from the Internetmay
1. Users print their job Gateway or
from the Internet if required,
Gatewaysettings,
thesend the job via email or
print
hotel,
3. Users authenticate at the
3. email server
Users authenticate at the
pull their job list is secure print
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2.before printingfrom
uniFLOW pulls
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displayed. Users authenticate at the
Users mayInternet Gateway
3. displayed. changemay change
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the print settings, if required,job list is
the print settings,
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2. uniFLOW authenticateif required,
before printing pulls secure print job
displayed. their job list is
before printing
printer and
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Users may Users may print
displayed.
email server change thechange
settings, ifsettings, if required,
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printingprinting
before
3. Users authenticate at the
printer and their job list is
displayed.
Users may change the print
settings, if required, before
printing
1. Users identify at the MFD and indexing
2. uniFLOW retrieves
1. User identifies at the MFD and
select to1. categories from DMSMFD and
scan the identify at the
Users job
56
5
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1. Users and their job from their
6. Job costs printany savings
2. uniFLOW pulls secure
1. Users send the job
1. Users printhotel,job from their viaprint job
their print their job email or
stored in the database from their
from thethe uniFLOW Internet
hotel to Internet
hotel to the uniFLOW InternetGateway
pull the document from the
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1. Users identify at the MFD and
select to scan the job
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3. is held onis more if
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4. Routed uniFLOW analysesserver required,
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5. beforeauthenticate at the
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5. User authenticates at the job
5. Users authenticatesecure print queue
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3. If the job isand their jobpages,
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6. displayed. Users may job
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4.displayed.change on the
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5.settings, if required, before
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before printing job is held on the server
4. Routed
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6. printing and any savings
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displayed. Users
6. Job costs and any savings may change
stored in settings, if
5. Userthe print the database
stored in theauthenticates at the
database any savings
6. Job and their job list required,
costs and
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stored in the database
displayed.
6. may change any savings
UserJob costs and the print
1. Users print their job from their
settings, if required, before
stored in the database
hotel
printing to the uniFLOW Internet
select to scan the
2. uniFLOW retrieves indexing job on the
3. uniFLOW performs OCR
1. from DMS
Users identify at the MFD and
categories uniFLOW retrieves indexing
2. document to automatically
2. uniFLOW retrieves indexing
select to scan the job
categories from DMS
capture OCR theDMS
categories from MFD
1. User identifies aton the and
3. uniFLOW performs index information
selects to scan the job
2. uniFLOW retrieves
document to automatically indexing
4. Users confirm indexOCR on the
3. uniFLOW performs OCR on the
3. uniFLOW performs information
categories from
capture index information DMS
on the displayautomatically
document to automatically
document to indexing
2. uniFLOW retrieves panel
3.capture index information
uniFLOW performs
4. Users confirm indexindex information the
capture information
categories from DMS OCR on
5. uniFLOW compresses the
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on the display panel to automatically
4. document
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capture index OCR
4. User confirms index information
3. uniFLOW performsindexon the
5. uniFLOW compressesautomatically
on the to the
information on the display panel
document display panelis sent to
6. Scanned document information
4.
document Users confirm index
capture index information
on email in editable
5. userthe display panel MS Word
uniFLOW compresses the
5.document is sent to
6. Scanned uniFLOW compresses the
format and to DMS as highly
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4. UseruniFLOW compresses the
document MS Word
5.inconfirms
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format andScannedon the display sent to
6. to DMS document is
6. Scanned document is sent to
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6.user email in editable sentWord
Scanned document is
5. uniFLOW compresses the MS Word
format and to DMS as highly
user email to DMS as highly
document and in editable MS Word
format
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format and PDF
compressedto DMS as highly
6. Scanned document is sent to
compressed PDF
user email in editable MS Word
format and to DMS as highly
compressed PDF
6. Complete device and document
security - The IT Manager’s view
uniFLOW provides the missing link in device and document security,
allowing complete control of the multifunctional device environment.
Control how jobs are printed
Information provided by uniFLOW
allows the IT manager to define
printing policies on the network. As
well as being able to restrict larger
jobs from being printed on smaller
laser printers, the IT manager can
force jobs to be printed in a certain
manner. For example, the IT manager
may decide to force all emails to be
printed in black and white or for the
user to be prompted to send the job
double-sided once it is over a certain
size.
Prompt to change job
Integration with back-office
systems
Access to the device is controlled
by proximity card, smart card,
magnetic swipe card, fingerprint, PIN
number or username and password.
uniFLOW can integrate with the
company’s existing user directory or
it can “self-learn” which card belongs
to which user, thereby removing the
burden from the IT department.
For the scanning environment,
uniFLOW includes native integration
with Microsoft Exchange, Microsoft
SharePoint and Therefore among
others. Scanned documents can
be highly compressed, reducing
hard disk space requirements on
the server. Any required indexing
information can be captured
from the user or directly from the
document itself using barcodes or
zone OCR.
server to function.
Servers can also be clustered to
provide another layer of resilience.
The MFD itself can remember the
login details of users so they can
still access some functions, such as
copying, even when the network is
down.
Custom Workflows
Different departments and users
require different functionality when
it comes to printing or scanning
documents. For example, the
accounts department may have a
special requirement for scanning
invoices to a document management
system, while the sales department
wants to be able to convert paper
orders into Microsoft Excel format for
processing.
Workflow editor
Complete document security
Restrict access to the MFD
There may be reasons why the IT
manager requires different users to
have access to different functionality
on the same device. With the tight
integration of uniFLOW and the
Canon MFD, the IT manager can set
access policies to each device. For
example, guests to the organisation
can be allowed only to make black
and white copies, while normal staff
can use all copying, scanning and
faxing functions. Alternatively, staff
can be allowed only to copy in colour
on the MFDs next to the managing
director’s office, while managers can
copy in colour on any device.
Secure printing stops potentially
secure documents from being left on
the output tray for anyone to see. But
what if that document should not
have been printed in the first place?
uniFLOW can capture every copy,
print, scan and fax that is made and
process the image data for key words
or document structure before storing
it in a document management
system.
Network resilience
uniFLOW is designed to minimise
disruption to the business when
there are network problems. Print
and scan devices can be configured
to work with remote print servers
that do not require a link to the main
uniFLOW includes a graphical
workflow editor that allows the
administrator to decide exactly what
should happen when users print or
scan a document. These workflows
can be different for each printer
depending on the needs of the
department and personal workflows
can follow users as they move from
device to device. A drag and drop
interface allows the administrator to
simply create the workflows needed
for each user and device.
7. Tracking costs and savings the Financial Director’s view
uniFLOW can track all costs, savings and the environmental impact of printing,
copying, faxing and scanning.
Track all output costs and
savings
uniFLOW helps the finance
department track and assess the
organisation’s current printing costs,
allowing internal costs to be charged
back and current usage audited.
Local printers, network laser printers,
large format printers and multifunctional devices can all be tracked.
For Canon MFDs, copy, fax and scan
usage can also be recorded along
with any printing activity. uniFLOW
can scale from small companies
with one device to large global
international organisations with
hundreds of different sites and
clustered servers.
Each printer can be assigned
multiple price structures, allowing
the tracking of charges to the
user as well as the internal
printing costs.
1
uniFLOW
Users
Budgets can be set to stop users
printing more than they are entitled
to. Managers’ authorisation can
be required before printing large
or expensive jobs. Multi-level cost
codes can be assigned to print and
copy jobs, making sure the correct
budget is charged for the work.
Any savings made from having
uniFLOW installed are also recorded,
allowing the finance department to
show the true return on investment
achieved. For example, savings
can be made by routing a job to a
cheaper printer or deleting a secure
print job that has not been collected.
Fleet Management (MPS)
The complete device fleet in an
organisation can be monitored by
uniFLOW allowing greater reporting
possibilities. Meter readings and the
historical device status changes for
all devices, regardless of
manufacturer, can
be obtained
and reports
generated.
MFD
2
Graphical reports
The finance department can view all
device usage across the organisation
and access reports by user, device
and groups or multi-level cost code.
Standard reports include all the
information required, such as which
device is being most utilised and who
is spending the most. Savings reports
show all the savings and potential
savings that have been made over
the period.
Printing Intelligence reports can
show the current state of the printing
environment together with a trend
analysis and a detailed breakdown of
all usage. Environmental information,
such as the amount of trees that
have been saved through double
sided printing or jobs that have been
deleted by the user without being
printed are also shown in the Printing
Intelligence reports.
If the finance department needs
additional information, customised
reports can be simply added.
3
Laser
printer
1. User prints a job to the main
print server or a remote site.
2. Job is analysed, costs assigned
and savings calculated.
2
3. Job can be printed on any
device.
4
Admin
Remote
Print
Server
1
Users
3
MFD
4. Administrator can view reports
and graphs showing costs, cost
savings and environmental
impact for all jobs regardless of
where they were printed.
