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Did you know: Folder browsing on a printer

YSoft SafeQ
Michal Husár
Technical Product Manager
This article looks at how YSoft SafeQ supports folder browsing directly on a multifunction device (MFD).
Most of us use a folder structure on our computers. Some are more organized than others (e.g. my mom "organizes" everything in her "Desktop folder".) For the rest of us, we organize our files in various folders and the structure of these folders can be many layers deep.
 
The concept of computer folders comes from physical file cabinets where we used to use to organize paper documents in file folders. It's a format everyone is used to, and it works well. The same folder concept and structure is used on networked computers and even cloud repositories.
 
Despite this, an onerous and largely manual process is used for scanning documents at the MFD. But what is the alternative? Before we look at this, let’s take a quick look at how many of us currently scan, store and share files when using the MFD.

How did users receive scans before YSoft SafeQ?

Traditionally, users have scanned a document using the scan-to-email feature and then download, rename and copy it to its destination. Or one could scan to a networked folder, saving maybe one step in the process, a folder that is invariably accessible to anyone. All of these methods are not only inefficient but also prone to human error. They create security, storage and management concerns as well.

Have you ever been stood at the MFD thinking “There must be a better way?”. The manual nature of the process and its limitations are outdated. Did you know there is an alternative?

Capturing and storing digital scans, the
Y Soft way

YSoft SafeQ allows users to browse and choose the destination folder directly from the MFD. Everything is then managed by YSoft SafeQ. The file is accurately captured, processed and automatically delivered to the correct destination where only authorized users can access the document.

Folder browsing – a working example

With YSoft SafeQ, for each scan workflow, the root folder where the user starts browsing from can be different. In the example below, a user is scanning invoices and wants to send them to a specific subfolder within the “Invoices” folder structure.

After authenticating at the MFD, the user selects the required scan workflow and is directed to the root folder “Invoices. He can then browse the folder structure and select a subfolder “country” (Figure 1) and a further subfolder “division” as the destination (Figure 2).

Figure 1. Using the MFD to navigate to a folder: Invoices/Country

Figure 2. Using the MFD to navigate to a folder: Invoices/Country/Division

YSoft SafeQ then captures, process and delivers the document to the selected folder (Figure3). The user doesn't need to go to his computer and download, move or copy. Everything is completed by YSoft SafeQ and the file is automatically delivered to the right destination. If desired, the workflow can also notify a team member that the file is available.

Figure 3. A scan made on the MFD is delivered to the desired folder.

As well as Windows file systems, YSoft SafeQ supports market leading cloud repositories including Dropbox for Business, Microsoft OneDrive for Business and Microsoft SharePoint (2010, 2013, 2016 and SharePoint Online).

Click here to find out more about YSoft SafeQ Automated Scan Workflows.

We would love to hear if your print management solution supports folder browsing. If it does, what are the benefits to your organization? Please share your experiences below.
 
Michal Husár
Michal Husár

Michal is part of the Product Management team and is focused mostly on the Advanced Automated Scan Workflows within YSoft SafeQ.

In his free time, he likes to play basketball, spend time with family and travel -- through all kinds of beautiful Italian towns enjoying the atmosphere but mostly their delicious food
View all posts by Michal Husár

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