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Rule-Based Engine

The Rule-Based Engine module is essential for reducing costs and waste, ensuring compliance to corporate print governance. Administrators have the flexibility to set rules to meet the needs of the organization and users.

Whether your organization’s print governance requirements are to reduce costs, increase security or sustainability, the Rule-Based Engine ensures that the goals are supported.

Office worker
Print jobs can be automatically redirected, for example, to 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 faster.

The efficiency of each printer depends on its being used to optimally provide functions within the context of the entire print environment. For example, Rule-Based Engine not only provides the ability to automatically convert specific print jobs to grayscale 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.

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 trigger is the first part of the rule that the administrator defines and it determines what may cause the rule to be executed. Each of the rule’s conditions, actions, notifications, or their combinations can require different triggers, enabling the creation of granular rules to meet your organization’s specific, complex needs. The YSoft SAFEQ Rule-Based Engine module helps administrators by guiding them through rule setup and disallowing unsupported combinations of parameters.

First, the administrator chooses the point in the print process that triggers the rule. The rule can be triggered when the YSoft SAFEQ server receives a print job from a user’s device, such as a workstation, or from a print server. The administrator then defines the way YSoft SAFEQ will process the job, for example, to redirect the job to a different queue, such as a direct queue on a different, more cost-efficient printer. The administrator can also specify that the rule causes notifications to be sent to the YSoft SAFEQ Client where a pop-up notification window appears on the user’s workstation about the action applied to their print job. A trigger can also cause a notification to be sent after a user logs out or when a job status changes.

Next, the administrator sets what will occur before the job is released to the printer. For example, the trigger can cause the job to be rejected or changes to be applied to the job, such as forcing it to be printed in B/W instead of color. The trigger can also, for example, cause users to be denied authentication at a printer.

Typically, the administrator sets a rule for specific job titles in which regular expressions are used to make the title match types of jobs as exactly as possible. This condition can apply to jobs printed from a specific application or to specific file formats by definition of the suffix (such as TIFF image files). Rules can also be applied to jobs based on the queue name or type they have been sent to. Furthermore tags, size of the job, status, number of pages, size of pages or total number of pages printed within a specified timeframe can be used as conditions of the job which cause the rule to be applied.
YSoft SAFEQ can trigger a rule if a job is sent to a specific printer or type of printer. Furthermore, rules can be set for specific servers in the YSoft SAFEQ environment.
YSoft SAFEQ can trigger actions based on time or day. For example, you may wish to restrict printing on weekends or after normal working hours.
Rules can be set for specific users, groups, departments, or roles. For example, a rule can be triggered if the print job was sent by a specified user or cost center.

The action that makes the biggest impact on print cost savings is forced double-sided printing. Based on a rule’s conditions, your organization can specify which documents must be printed double-sided by default. Another action that results in cost savings is automatically converting color prints to grayscale. With these two simple actions, your organization can enforce rules that create significant cost savings. Rules can be set that, for example, apply to the entire print environment, a subgroup, or only for specific time periods.

Forced duplex printing and grayscale conversion are two ways that the YSoft SAFEQ Rule-Based Engine module reduces costs. The Rule-Based Engine can also indirectly reduce costs by increasing efficiency and productivity. For example, rules can automatically add a watermark to confidential documents or print a predefined set of copies for specific types of jobs, saving employees’ time. Rules can also cause a print job to be automatically deleted if a prohibited action is detected – for example, if a print job is for a file in a specified format.

Notifications proactively inform the user about the status of their print jobs and how the application of a rule may have affected a job. Users can receive notifications in a standard email message or, if YSoft SAFEQ Client is in use, in a pop-up window on their workstation.

A rule’s notifications settings can also specify that an external script be executed. External scripts can be used to inform users and notify the print system so administrators can track the number and type of notifications users are receiving. This enables administrators to review and make any changes required to the process or to communication to users.


Looking to let your Print Soar in the Cloud?

Transitions to the cloud have skyrocketed in IT departments across the globe. If you’re already on a cloud journey, including your print management solution is a no-brainer. And even if you’re not – kickstarting the journey has never been easier. So, what’s holding you back? 

Here’s how you can move your print environment to the cloud: 


Take your print infrastructure to the cloud using a fully flexible native cloud solution. As you scale, we’re right there with you, with a cloud printing solution that adapts to your pace and makes life easier for everyone printing.

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SAFEQ Managed

Let us manage your print infrastructure in a secure, reserved cloud environment. SAFEQ Managed is ideal if you want the benefits of print management, without the need to purchase on-premise servers.

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OMNI Bridge

If your print architecture isn’t cloud-enabled on its own, fret not. OMNI Bridge is a cloud-connector, making any print device cloud-ready in just a few minutes. Don’t let your printers hold you back. 

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Contact us to learn how we can help your business and people reach their full potential.