The Hidden Power of Easy Actions
More and more the environment around everyday business life is occupied by repetitive actions. This problem can be solved by adopting digitization workflows. One of the leverage points here can be streamlining paper document conversion into their digital variant.
About Digital Transformation
Most companies inevitably have to step on the path of digitization.
Right now, 91% of companies already have started at least some implementation of digitization (1).
However, as well as any market, digitization has its emerging leader and followers. More digitized sectors create the trend and the best practices for the rest (8).
Sectors digitization matrix. Harvard Business Review, April 2016
Benefits of Data digitization in practice
Leaders of the digitization wave can enjoy multiple benefits:
More than half of the CEOs questioned by Gartner say that thanks to digitization they managed to improve their company profits (2)
The retail sector improves efficiency and reduces costs by 69%, and increases revenue by 67% (3)
Digitization aids data transparency and data handling making it more available for the public which in turn boosts data analysis and helps make more accurate decisions (4)
Improving digitization helps businesses become more agile and ready for change (9)
Digital Workflows
“A digital workflow is the automation of any process that an organization uses to get things done. It includes the procedures, tools, and plan for carrying out a series of tasks. If there is a series of steps to be taken, and if that process becomes digital, then it is a digital workflow.“ (7)
Digital workflows (DW) should be viewed as tools that can bring tangible benefits and not as a budget expense. Moreover, a DW once established can become a part of the production routine so that it’s unnoticeable in the daily tasks and not becoming a special task for an employee.
Whether your company is a small or a big one, having digital workflows established can facilitate your company's growth from diverse angles (5):
Elimination of manual processes
Reduction in paper transactions
Reduction in human errors
Fewer duplications
Simplification of business processes
Creation of process efficiencies
Saved time and costs
Automation of approval processes
Auditing of processes
Process standardization
Increased productivity
Increased insight into end-to-end processes
Increased accountability
By digitizing the documents you can sort them by client, period of time, and industry or use barcodes, QR codes, or document type. Also, you can set up the process in a way so that scanned documents from different sets of digitization workflows are stored in corresponding folders, thus eliminating the possible loss and storing needed docs together neatly.
Digital Workflow Software: Easy Actions Power
Intuitive workflows
Once set up on the Server side, Easy Actions have all the needed scan/copy/fax settings in 1 tab. There are no extra steps or hidden tabs with unclear fields to fill. Sometimes the cumbersome native device settings language is adapted to everyday usage.
It’s enough to select the needed parameters and start a copy/scan job with just 1 tap!
Example:
Use one tab only to set up your Scan/Copy/Fax job where all settings from the Number of Copies to Mixed size are displayed
If other additional steps are needed (like e.g. typing a password or a checkbox), they are put into several tabs right next to the job settings tab and marked as mandatory to fill
Easy Actions
Encompasses a wide range of jobs done - Easy Actions encompass Easy Scan, Easy Copy, Easy Print, and Easy Fax. These few actions incorporate the maximum power of an MFP while letting anyone who works with it maximum advantage of functionality MFPs are offering.
Example:
You can set up a Grayscale Booklet Scan jobs of A4 size in the format of HCPDF
Or Separate each page when scanning a Mixed-size stack of documents with Skip blank pages enabled, so that you won’t have to deal with unnecessary pages
Or Staple your Letter print jobs right on the device
Or make a Copy job by Magnifying A5 to A3 right within one action!
Centralized Scan destinations
Can scan to a centralized data point - by choice, a scan destination can be set up as a shared folder or if needed, scans can arrive to a cloud destination or a SharePoint of a department. In case scanning requires more security, the destination can be setup as e.g. email address or secured link.
Example:
On MyQ Server, in Terminal Actions → Easy Scan, in Destinations set Cloud Storage, then as a user, log in to Server and connect your Cloud Storage. After that, go to the device and scan your documents to Cloud!
Cost efficient
An Easy Action at its core simplifies the interaction between an end-user and a printer, but also can aid in accounting of the expenditures on the printing.
Easy Actions can have add-ons to their main workflow where the job is added to an accounting entity such as e.g. project. In addition, an intuitive Easy Action workflow saves users from making errors while trying to start a job and sending/copying the job with erroneous settings.
Example:
On the Server, log in as an Admin, and under Easy Copy → Parameters → Duplex select Duplex and check “Prohibit change of value“ to enforce conscious spending of resources
On Server, log in as an Admin, go to Reports in the main settings tab, select the needed reporting category, and click Preview
Time efficient
Easy Actions aim to outline only the important and needed steps needed when anyone wants to start a copy/scan/fax job quickly, without tedious minutes of figuring out where to find a needed setting or how to uncheck a hidden field.
Moreover, there’s no need to wait until e.g a long scan job is finished in order to start a print job, both can be done at the same time!
Example:
If your organization by default scans with Continuous Scan enabled and doesn’t modify other parameters much, you can set it to Enabled in Easy Scan → Parameters → Continuous Scan, and check “Prohibit change of value” in all parameters. Now Continuous Scan will always be ON and there will be no extra need to click on other settings on the device to start scanning!
Enable both printing from a cloud destination in Easy Print (Easy Print → Storages) and scanning to a cloud destination in Easy Scan (Easy Scan → Destinations → Add → Cloud storage → Parameters) and do both types of jobs at the same time!
Scalable
One can set up as many Easy Actions as needed. They can be organized in folders, folders can be shown to different user groups, and workflows inside can be set up to start a particular scanning/copying/faxing job requiring zero extra taps from the end-user.
Easy actions can be set up to cater to both small teams and large departments regardless of their size. The only thing that matters is the type of job you do repetitively so that you can set it up as workflow.
Example:
Group Easy Scans into a folder visible only to certain people
Arrange Easy Fax with a certain list of contacts for faster selection
Make different Easy Copy profiles, give them noticeable titles, and click on “Prohibit change of value” to start copying with one tap!
3d-party application integration
Easy Scan can be combined with 3d-party Scanning applications in order to not disrupt your existing operation practices.
On top of that, Easy Actions job counters can be used while generating reports on the server and later when using the reports for Business Intelligence software.
Example:
When working with ScannerVision, set up different workflows that will allow users to select from different types of details needed to be added to their scan job e.g. select a document type
Or set up a barcode reading feature and separate your documents by barcode!
Enhances the power of MFP
If you’re worried that some of the particularly useful features of an MFP will get lost once you adopt MyQ, worry not – since Easy Actions were designed to preserve the machine’s best capabilities. The Easy Actions Settings tab shows only those parameters that are supported by the machine.
Example:
Devices supporting content orientation continue using it
Devices that can store or archive jobs inside a device will preserve this function
References:
(1) https://quixy.com/blog/top-digital-transformation-statistics-trends-forecasts/
(3) https://www.fujitsu.com/global/solutions/industry/retail/digital-transformation-trends-retail.html
(4)https://www.adobe.com/acrobat/resources/important-documents-to-digitize.html
(5) https://www.walkme.com/glossary/digital-workflow/
(6) https://www.mckinsey.com/industries/retail/our-insights/the-how-of-transformation#/
(7) https://www.adobe.com/acrobat/resources/what-is-a-digital-workflow.html
(8) https://hbr.org/2016/04/a-chart-that-shows-which-industries-are-the-most-digital-and-why