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Best Practice Examples Utilizing MyQ Embedded Terminals

When setting up a modern office, one can encounter many challenges. They can range from everything from hiring to organizing workstations as efficiently as possible. People working in modern and well-thought office environments are reported to have higher engagement, better health, and make fewer errors. One of the ways to achieve this is to optimize the time staff spend interacting with multi-functional printers (MFPs). When doing so, consider the opportunities provided by MyQ.

Be Fast & Effective

Modern business practices necessitate agile adaptation while working. People have to rapidly adapt to changes, as does the software that is used in the office. This problem is often overlooked, but not by MyQ.

Embedded Applications can be adapted to almost any of your business needs.

Quick and simple printing, copying, scanning, and faxing with as many preconfigured Easy actions as you need.

  • Does your office prefer to digitalize its paperwork and send it to different destinations for further processing or archiving? This can be facilitated by setting up numerous scan profiles with different destinations, ranging from local folders to Cloud Drives. A scan can be started with one click.

Stop typing email addresses and fax numbers on the device screen.

  • With Address Books, your users can maintain a predefined list of their favorite contacts – email addresses and fax numbers. They can have a dedicated Easy Scan action that will allow them to select a recipient from their Address Book.

  • Combined with Code Books you can easily predefine any type of list of options the user might need to select from during scanning, you can effectively reduce the need to type any information on the device screen - saving time and preventing frustration.

A variety of smaller features that assist in getting things done.

  • Do your employees encounter time issues? You can help them by using the Print All After Login feature and let all pending documents be printed as soon as the user logs in to their account on the printer.

  • What is the fastest authentication method? Probably swiping an ID Card. Additionally, users can register an ID Card themselves on the device.

Help your external contractors, visitors, and guest users to get things done.

  • Do you need to grant restricted access to MFPs for your guest users and visitors? You can do so simply by using the Guest login function that can be set to have a Copy screen as default, according to your needs.

Secure Documents

The incidence of security breach risks grows every day. Security can be compromised not only by malware but by simple human error, such as sending a job to the wrong printer.

With MyQ’s help, your company can take steps to prevent this.

Ensure that documents get picked up immediately after printing.

  • Implement Hold and Secure print which requires the user to authenticate at the device before printing – this helps prevent the bad habit of not collecting printouts.

Send documents to their required destination every time, with no hassle.

  • Avoid errors when manually typing fax numbers or email addresses on the device panel. Give your users the option to select the destination number from predefined Code Books or Address Books instead.

Secure documents when they are sent from your MFPs and protect them while they are being delivered to their final destination.

  • Set up a Secure link scanning as a Scan destination, allowing your users to receive their digitized documents for protected download. The scan has a limited lifetime and once deleted, the link is no longer functional.

Simplify the Office Routine

The modern employee is at times overwhelmed by the rising number of tools they are expected to use. Consequentially, they face a pressing need to learn new workflows. This can result not only in a decrease in productivity during the learning curve, but also in frustrations, complaints targeted at the IT team, and even more time, effort, and money required to stop this vicious cycle.

However, MyQ can help you here too.

All devices look and feel the same – there is no need to re-learn the same processes multiple times for every brand of printer or MFD.

  • Even mixed-fleet office installations all look the same when MyQ is installed on them, since MyQ has one unified interface for all the brands it works with.

  • With Easy buttons, you can set up print, scan, copy, and fax settings that will be identical across all devices and tailored to each department or individual.

An intuitive MFD interface improves administration and lets your staff master printing processes quickly.

  • Office routines are simplified when the Embedded application is user-oriented and helps to guide users with simple visuals, simplifying the scanning and printing process.

  • Users see real values when it comes to print release options, scan parameters, and other types of interaction – so they always know what to expect.

Users in your organization can manage their account from the device’s Embedded Terminal, but also from the comfort of their seat – in the Desktop and Mobile Clients, and Web Interface.

  • One solution does not suit everyone. Some users will not want to install additional apps, they simply want to send documents the old way, from system printers or by email, go to the device, and click twice to start printing. Nothing less, nothing more.

  • Other users may want more flexibility than this. They might want to check their quota balance in the Desktop and Mobile Client without having to go to a physical printer. They might want to set up their own favorite Terminal Actions for quick and easy access to frequently used operations.

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