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.


Cost Savings

Administrators can create rules to meet their print governance policies and see real cost saving results. Common cost saving rules specific to your print, scan and copy environment include forced single to double-sided printing, forced black and white printing and deleting unwanted print jobs in the queue. Rules can also encourage users to become more conscious of wasteful printing. With print services rules, company policy and print governance can be realized and enforced automatically, and reports show adherence/cost savings including savings from jobs that never printed.

Enhanced Security

Rules for corporate print governance may include enforcing security measures on sensitive or confidential documents. Administrators can use the Rule-Based Engine module to enforce watermarking or other measures to ensure security compliance.

Increased Efficiency

Based on the type of document, administrators can create rules to route the job to the most cost efficient printing device. A 200 page black and white print job could be more economically printed on a device suited for black and white with less expensive paper and output costs. This is an additional way YSoft SafeQ helps reduce printing costs. When print jobs are re-routed based on rules, the user receives an alert advising of which MFD the print job can be printed.


Organizations need an enterprise workflow solution that enforces print services governance policies for managing costs, increasing security and preventing waste. The YSoft SafeQ Rule-Based Engine provides default rules and the ability to define new rules. The Rule-Based Engine maximizes the efficiency of your MFDs and other networked printers and helps to reduce your costs and the workload of administrators and IT staff.

The efficiency of your organization’s print environment depends on three factors:

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 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.

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.


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.


YSoft SafeQ provides a comprehensive list of conditions that can cause specific actions to occur or notifications to be sent, enabling the administrator to configure rules that meet your organization’s procedural needs.

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 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.

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.


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.

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.



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