Equitrac office v5.0 end user presentation (full)

Equitrac Office 5

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Equitrac Office 5The intelligent enterprise print management system


Equitrac Office 5 a unique blend of innovation and field proven performance

Innovative featuresI-QueueHybrid Print ControlMobile Web ReleaseCapture & SendHigh Availability Print & ScanCost & Environmental Savings ReportsWeb Management ConsoleField proven performanceFollow You PrintingSecure Print ReleaseRules & RoutingSecure AccessPrint Cost AccountingComprehensive Activity ReportingRobust, scalable architecture


Unmatched Control, Convenience & ChoiceThe three pillars of optimum print managementControl.Choose Equitrac for its advanced print controls

Equitrac 5 delivers even greater cost and security controlConvenience.Love Equitrac because it makes printing convenient

Equitrac 5 makes printing even more convenient Choice.Stay with Equitrac because it supports diverse needs

Equitrac 5 offers ultimate flexibility and choice


I-Queue the intelligent print queue for all of your network printersReduce LAN Traffic by 50%EliminateWANTrafficRemovePrintServersI-QueueAutomateDriverInstallsSingle Print Queue


Hybrid Print Control one solution to manage all office printing fleetwide

Hybrid Print Control.Branches & HQSupports all print jobsFixed, mobile and roamingBest of both worldsI-Queue.Best for the most common jobsLeast cost for branch officesEasiest for roaming workersEasiest driver managementSingle print queuePrint Server.Best for expert print usersAdvanced finishing optionsSupports mobile printingMost print queue optionsSupports mixed OSThe only solution to choose that gives you three deployment choices.Print ServerHybrid Print ControlI-Queue


Strengthening the pillars of print managementControl to ensure printing is done responsibly, securely and within policyChoice to deploy the infrastructure IT wants, while helping users print smarterConvenience of providing print access when and where users need it, with reduced burden on ITGreatest Cost Control & Most Satisfied Users


Expanded secure print release options

Extend secure document release to every printer with a range of authentication optionsEliminate expensive personal printers. Deliver control and convenience at every printer. Most secure release optionsID Controller - NEWMobile web release - NEWWeb ReleasePageCounterMFP clientThe new ID Controller features a status indicator that is readily visible with bright LEDsID Controller supports both USB and Ethernet printer connections


Mobile Web Release convenient, secure Follow You Printing from mobile devicesNo client? No problem.Extend Follow You Printing convenience to mobile devices.


Cost Savings & Environmental Reports

Equitrac stops wasteful abandoned print jobs from occurring.Demonstrate the value of controlling costs and supporting smarter choices.


Web Management Console convenient access to routine administrative controls

Manage users, departments, quotas and billing codes from a secure, always-accessible web interface.


Simplified DeploymentNew Printer Configuration Tools, Price Lists and Rules Templates and Import/Export Wizard significantly reduce installation time and effort.Configure printers at the time of conversion.Easily replicate common Equitrac configurations


Equitrac 5 The Right Solution at the Right TimeOptimize printContinual cost pressureMaintain competitive productivityIncreasing environmental concernsBring Your Own Device (BYOD)Explosive bandwidth growthHeightened security awareness


Product Feature SlidesFollow You PrintingSecure Document ReleaseSecure Print DistributionDelegate PrintingSend To PrintingMobile Print ManagementRules & RoutingAutomated RulesLeast Cost RoutingTracking & ReportingAuthentication & AuthorizationeCopy Integration


Follow-You PrintingConvenience and Security. Less Waste. Anywhere you Print. Benefits:Enhance securityPromote mobilityReduce print wasteProtect confidential documents

Print jobs to a secure Equitrac print queue. Walk up to any printer, authenticate and release the print job.


Follow-You PrintingConvenience and Security. Less Waste. Anywhere you Print.

Document 1Document 2Secure Print QueueDown the hall9th floorSatellite officeCopy CenterDocument 3


Secure Document ReleaseComplete security and confidentiality at shared printers. Benefits:Document security for shared printersFlexible authentication optionsReduce print wasteProtect confidential documents

Print jobs to a shared printer. Authenticate and release the job when you are ready.


Secure Print DistributionDelegate Printing and Send To Printing Benefits:Configure for all print jobs, or just specific jobsMaintain privacy of personal jobsFull benefits of Follow-You Printing and Secure Document Release

Allows users to securely submit or release print jobs on behalf of other users.


Delegates can only view print jobs designated for themDelegate PrintingFully-secure print distributionDoctor prints treatment plan for patient with head nurses designated as delegatesOnce any delegate picks up a print job, it is deleted from the print queue


Send To PrintingSubmit print jobs on behalf of other usersTeacher prints course syllabus for classDocument is sent and made available in each users secure print queueJob is deleted from student 1s queue, but remains available to other students


Mobile Print ManagementMobile print convenience with enterprise-class control. Benefits:Flexible job submission options including email, web page or mobile appGain full accountability, security and control by processing the print jobs through EquitracSecurely release print jobs at any deviceManage mobile and network print jobs centrally

Maintain accountability, cost allocation and security, while expanding your print universe to include mobile devices.


Rules & RoutingMobile print convenience with enterprise-class control. Benefits:Automatically route jobs to the most cost-effective deviceEliminate unnecessary color printingEnforce or encourage smart printing habitsProvide job cost previews prior to print submission

Create smarter printing habits with cost-saving print rules based on details such as number of pages, color usage, and type of user.


Rules & Routing Automated RulesReduce costs by utilizing the most cost-effective device for specific job types or document attributes.Manager sends a 50-page job to a single-function printerThe Equitrac server applies a rule to redirect documents over 5 pages in length to a departmental deviceManager receives a notification


Rules and Routing Least Cost RoutingChoose the most appropriate printer based on cost


Tracking & ReportingDevice- and user-level tracking, measurement and analysis of all print activity. Benefits:Generate user awarenessAccurately track print costs to the penny with tiered and per-page pricingAccount for all print costs for analysis and chargebackIdentify underused and overused equipmentDiscover peak use periods and potential abuse

Transparent to the user, Equitrac tracks all information about every print job -- who, what, where and how much.


Robust Report CapabilitiesSecure, measureable and responsible


Authentication & AuthorizationSetup and manage user accounts to enable control over who can print, when and where. Benefits:Seamlessly tie into existing security policies and systemsFlexible authentication options including network credentials, PIN, ID Card or a combinationSign on once to access Equitrac, as well as MFP functions and software Easily import users from Active Directory / LDAP to speed installation and configuration

Integration with Active Directory / LDAP lists and flexible authentication capabilities make controlling access simple.


eCopy ShareScan integrationSometimes the smartest print decision is to not print at all. Benefits:Authenticate once to access both print and scan workflowsCapture scan page counts and destination for accurate costing and reporting of print, copy and scan activityDocument preview and intuitive user interface increases user adoption and reduces potential errors

Single sign-on to eCopy ShareScan provides immediate access to both print and scan capabilities at the MFP.

*Nuance extends lead in control, convenience and choice with unique blend of innovative features that address key challenges of managing office printing in todays rapidly changing and increasingly complex enterprise IT environments.

*Customers choose Equitrac because they want the advanced print control capabilitiesFinance wants to control costsIT wants network printing to be secureand they also told us that they want the solution to have minimal impact on network resources - Equitrac 5 deliversUsers and managers love Equitrac because it makes printing convenientUsers just want to hit print and they expect it printed correctlyIT likes user convenience and reliability of Equitrac because it minimizes help desk calls for print related problemsOn average 20% of help desk calls are print relatedEquitrac 5 extends its leadership in convenience - both for end users and for managersBoth end users and managers want the flexibility to choose whats best for themUsers want to print from any device to any device regardless of locationIT wants the flexibility to deploy print according to their businesses needs Equitrac 5 makes huge strides in deliver ultimate flexibility and choice to both users and managers

*With I-Queue, Equitrac v5 offers a new choice in how businesses deploy printing

It cuts deployment, infrastructure and support costsEliminate expensive print serversEliminate print servers in branch officesLeverage surplus CPU cycles on users idle PCConsolidate and centralize network print queue without networkNo streaming print jobs from branch offices over the WANPrint jobs streamed directly to printer from desktop 50% reduction in print stream trafficAutomates driver deploymentInstalls drivers on users PCs on demand during first job at a printerWorks with your entire network printer fleet with a single print queueThe benefits of universal print drivers with reliability of native drivers

I-Queue does this with an innovative virtual print queue technology that requires minimal server resources by distributing CPU intensive print operations to the users idle PC where print jobs are rendered and submitted directly to the printer. I-Queue controls sequencing of jobs and automates driver installation across the entire network for all users.

Unlike a universal printer driver though, it isnt limited by a one-size-fits-all universal device driver that may not render the job according to the requirements of a specific printer. Instead it intelligently determines which driver is needed when a user securely releases the print job from the network printer and automatically downloads the native driver to the users desktop. *What sets Equitrac 5 and I-Queue apart from other universal, single server printing solutions is that it enables you to tailor your deployment according to the needs of all user constituencies -- with all of your printers -- and it lets you do it all through one centralized print management solution.

There are situations when using I-Queue will be the best choice. And situations where using print servers makes sense. Many time, the choice will be to use a combination of deployment strategies.

I-QueueFor printers located remotely in branch officesOr, if your company has a mobile staff,Or, if you simply want the benefit of minimal administration then I-Queue is an optimal approach Print ServerFor users that need to access advanced printer features like hole punching, binding, stapling and so on. Supporting printing from mobile devices. Handling large, complex print jobs. Print servers can handle the advanced requirements of the most demanding users.

Hybrid Print Control provides the flexibility to deploy print the way that makes the most sense for your business:Unique to Equitrac is that you can deploy I-Queue and regular Equitrac Print Server queues regardless of printer make through a single management solution.Gives you flexibility in choosing how to provide printing services to a variety of users.Hybrid Print Control enables you to take advantage of the best of I-Queue and Equitrac Print Server in one solution.

*Whether you are deploying printing with print servers, using I-Queue, or a hybrid approach, the Equitrac solution works the same way and provides the necessary functions to support control, convenience and choice

The pillars of print management that lead to lower costs, ensure document security and raise user satisfaction.

Equitrac 5 delivers greater Control, Convenience and Choice than ever before by combining innovative new features with enhancements to existing features that form the foundation of the product.

Authentication and authorization of users at every printing device to support activity tracking, controlling access, protecting sensitive information and providing personalized print workflows

Easier configuration and deployment of print rules, as well as powerful new reporting capabilities to demonstrate the results of your print management efforts

The choice to manage Equitrac from the client-based system manager, or through a new Web-based System Manager

And, of course, complete control regardless of print deployment method*Control and Convenience rely on user authentication that leads to accountability and making print available when and where users need it.

A mix of MFPs and networked printers often from a variety of manufacturers can require a variety of methods for releasing print jobs.

With version 5, Equitrac users can deploy the print release method that makes the most sense for the printer.

Were doing this through a new hardware offering the Nuance ID Controller -- built to be used with single-function printers as a low cost authentication solution that offers basic Swipe and Release functionality.

And we continue to offer the sophistication of our PageCounter or Embedded Client offerings that offer more user options at the device.

Every Equitrac print release method lets organizations benefit from the security, convenience and waste reduction benefits of Follow-You Printing and Secure Document Release.

Since security is paramount, each of these options includes authentication methods that tie into an organizations existing security infrastructure and can support multiple authentication techniques.

And all three of the print release options tie into the Equitrac system, meaning that any job printed by any user will be available at any printer on the network equipped with an Equitrac print release option. *In todays office environment where BYOD, or bring-your-own-device, is fast becoming the norm, Equitrac 5 also adds the ability to utilize mobile web browsers to securely release print jobs at network printers with a Web Release license.

This puts the power of Follow You Printing and secure document release in the hands of users, even when a client isnt available.

Whether jobs are submitted through I-Queue or server-based printing this provides a convenient, yet secure solution across more devices.*Control is further supported by accountability, and complete tracking of all print activity. Transparent to the user, Equitrac monitors all information about the print jobs, including who, what, where and how much.

This information can also be used as an audit trail if necessary.

And, accountability provides the necessary data to help support strategic decisions around printing, while also making users more aware of the costs of printing enabling them to make smarter printing Choices.

New built-in reports can show how many pages were printed from a workstation but NOT released to a printer. Or how many multiple-page jobs were printed from a workstation and automatically converted to duplex through a print rule.

Total print activity is tracked, along with the resulting cost savings and environmental benefits such as the reduced consumption of trees, gallons of water and CO2 put into the atmosphere.

Reports can be filtered by user, department, account and device, and can be run for any defined time period.

New report options include:Forced Duplex and Forced Monochrome: show how many multiple-page jobs were printed from a workstation and automatically converted to duplex through a print rule. Expired / Deleted Jobs: Shows how many pages were printed from a workstation, but were NOT released to a printer either due to the user deleting them, or jobs expiring after a set time period. Mobile Printing: Show print volume from mobile devices, including a breakdown of how the jobs were submitted. Business owners and resellers can quickly see how many users are printing from their mobile devices and help determine how to expand or restrict printing from mobile devices.

*IT staffs are now as mobile as users. To meet their needs, Equitrac 5 System Manager has been extended provide Web-based management.

Activities that are available through the web-based interface are user management functions the areas of print management administration that are most often changed.

This offers web-based management of users, departments and billing codes and quotas.

The Web-based system manager is accessible from Internet Explorer, Chrome Firefox and Safari browsers, and is fully secure with the choice of using network credentials, or a combination of network credentials and PIN for login and logout.

Single sign-on with Windows is also supported.

*Enhanced deployment tools reduce the amount of time to deploy Equitrac

Pre-loaded printer lists and faster SNMP time-out decreases the run time of the Auto-Discover Function of the Printer Configuration Wizard by a factor of two

The Printer Configuration Wizard now allows for mass modification of printer configuration and attributes.

Multiple DRE print servers can be selected from the same workflow

New Price List and Rules Templates and an Import/Export Wizard allow for quick configurations of test environments or repeatable installations

Multiple Active Directory and LDAP Sync allow for the configuration of diverse user groups.*Helping to meet the expectations of users and the business in todays landscape -- while reducing the strain on IT staffs and budgets -- is what Equitrac 5 is all about.

It addresses the common challenges that users experience when printing choosing the right printer, waiting for a printer to be available, and being able to print wherever they move throughout their organization.

It addresses the needs of businesses, offering the most control, convenience and choice of any print management software on the market.

And it offers maximum flexibility and choice to IT administrators who are responsible for providing anytime, anywhere access to printing, while maintaining control over costs and security.

Supporting print requirements is harder than ever before due to the constant state of change that businesses are facing today:Bring your own device (BYOD) and increasing mobility of office workers is Along with other trends is increasing demands on IT managers time and IT infrastructureCost pressures continually increaseThe growth of data passing over the networkAnd so on

Equitrac 5 provides relief by consolidating, standardizing and centralizing management of printing.

It helps meet the expectations of users and the business in todays landscape while reducing the strain on IT staffs and budgets.

It is the intelligent way to print.*SPEAKER NOTE: The following slides can be used to convey the benefits of Equitrac print management features. When appropriate, it includes animated workflows to describe the print process.

*With Nuance Equitrac Follow You printing, users send their jobs to a centralized virtual print queue rather than a specific device. Users can then go to the most convenient and available device, which may be down the hall, on the floor of their next meeting, in a copy center, or even at a remote location. Users identify themselves using a pin code, badge (usually the same one they use to enter the building), or both, and then see a list of their jobs and only their jobs in the Follow You queue.

Because jobs are only released to authenticated users who are at the output device, workflow is secure. It also reduces the need for expensive personal printers and eliminates mad dashes to the printer to pick up confidential jobs.

In addition, because users can print their jobs at the most convenient and available device whether in a different part of the building or even in a remote office they have a much more mobile and convenient workflow.

Follow-You Printing works seamlessly across I-Queue and server-based environments.

*Heres an example of how Follow-You Printing works. Using Equitrac, all documents printed are held in a secure print queue until released. As you can see, this user already has two jobs in her print queue.

CLICKWhen a user prints a new job, that job is added to her personal print queue.

CLICKThe user then goes to whatever printer is most convenient, and available. Using the Equitrac interface at the device, she selects the job that she wants to print.

CLICKOnce printed, the job is deleted from her print queue. Users also have the option to save jobs in the queue for future printing such as forms that are printed repeatedly.

CLICKUsers can move throughout the organization and access their queue from any printer. The same workflow is followed, the job is selected and released to the printer that she is at.

CLICKWhile she is at the MFP or printer, she can also delete jobs from her queue that she no longer needs to print. This helps to reduce print volume.*Secure Document Release can be used to ensure the confidentiality of printed documents that are sent directly to a printer, as opposed to being sent to an Equitrac print queue.

When a user submits a job directly to the printer, it does not print out until the user authenticates. When the user authenticates at the printer or MFP, the document that they printed shows up in the Equitrac print queue for that printer/MFP. The user then selects their job and prints or deletes it.

While the print queue is associated with the specific printer, it is still confidential. Users only see the documents that they submitted, or were submitted on their behalf.*Equitrac not only provides secure document release of your personal documents, it can be extended to provide secure and convenient workflows for documents submitted by, or submitted to other parties.

Delegate printing lets a user assign permissions to another user or users to access and print jobs that were submitted.

Send To Printing allows a user to submit a print job that is meant to be printed out by a group of users.

Both of these secure print distribution methods help to maintain the privacy of print jobs while providing an easy way to get printed documents into the hands of those that need them.**Users can provide permission for users to print from anothers print queue through Delegate Printing. This is particularly useful in scenarios like hospitals, where a doctor or lab tech may need to get printed information like treatment plan or lab results to the bed of a patient.

CLICK TO BUILDThe doctor can submit the print job as designate any of the head nurses as delegates giving them the ability to see the print job in their personal Equitrac print queues. The print jobs are identified in the print queue by the submitters user ID and become visible in the print queue of designated delegates.

CLICK to BUILDDesignates can only see print jobs that have been assigned to them, or that they submitted themselves. All other print jobs from the submitter or other delegates are kept private.

CLICK to BUILDWhen a delegate logs into an MFP, they can identify documents by the network ID of the sender and choose which to print. The print queue is visible at any Equitrac-enabled printer.

CLICK TO BUILDOnce a delegate retrieves a print job, it is erased from the queues of the other delegated users as well as the submitter, helping to reduce wasteful duplicate printing. Print costs can be allocated to the sender while reporting shows which delegate released the job.

Additional info:Delegates can be assigned to multiple accounts and multiple delegates can be assigned to a single account. These permissions are specified at setup via an AD/LDAP field or through the System Managers new delegate management control. Equitrac maintains designated Delegate Printing lists through AD/LDAP synchronization and controls in System Manager.Delegate printing handles private printing by allowing the administrator to create a personal print queue that will not support delegate printing. A user who does not want their delegates to have access to specific print jobs need only print to a printer using the personal print queue. Note that the same physical printer can support both types of print queues, hence, a personal and delegate print jobs can be picked up at the same printer.*Equitracs Send to Printing is designed for more sending a single job to multiple users and is setup on a per job basis. Send to Printing allows users to forward print jobs to other selected users. When users activate this print distribution enhancement, they are prompted with a pop-up message that allows them to forward print jobs to select users, departments or other groups. These jobs then become visible in recipients secure print queue. With this function, the recipient can choose to assign or accept costs for the print output.

For example, a teacher may want to sent a course syllabus to the students in his class to be able to print. As you can see, each student has their own, personal print queue set up in the Equitrac system.

CLICK TO BUILDThe teacher can submit the print job via Send To Printing and the document will be added to the recipients individual print queues.

CLICK to BUILDThe student logs into his account and sees the job in his print queue. He can choose to print it, or delete it from his queue if he does not need to print it out.

CLICK to BUILDOnce a decision to print or delete has been taken on the document, it is removed from Student 1s print queue. However, the document remains in the print queues of other students.

Administrative assistant to ExecutiveTeach to StudentDoctor to Nurses

*With Rules and Routing, your customer can easily set up cost-saving print rules based on criteria such as number of pages, color vs. grayscale, and single or double-sided. This enables your customer to better control and measure print output.

Benefits include:Automatically route or re-route print jobs to the least-cost printerEnable users to see the costs associated with printing at different printersEasily view a wide range of data using reportsAllow, hold, and redirect printing jobs based on who is printing, where the document is bring printed and the attributes of the document.Manage color quotasEnforce or encourage good print habits

All of these things can be configured to happen automatically, or your customer can give users a choice by showing them the costs comparisons and letting them choose. And best of all for IT, this flexibility is easy to configure.

**With Equitrac Office, Financial Services organizations now have the ability to take control of their printing costs.

Here is a simple rules and routing example.

A Manager sends a 50 page document to a printer.

CLICK TO BUILDEquitrac Office applies a rule to redirect documents over 5 pages to the most cost-efficient departmental device.

CLICK TO BUILDThe Manager is notified of where the job was printed.

CLICK TO BUILDSince the job was redirected to a secured device and doesnt get printed until he walks up to it, no confidential information is ever publicly unsecure.

With Nuances Equitrac solutions, you can empower your users to make the right choice by providing them with the cost information related to their printing choice.

Heres how it works. A user submits a print job to a desktop printer or Equitrac pull group.

CLICK TO BUILDA pop-up message appears on her desktop alerting her of the cost of sending the job to two printers located nearby a desktop printer and a workgroup MFP.

CLICK TO BUILDThe user decides that the job can be sent to the workgroup MFP saving $0.15 cents.

CLICK TO BUILDThe job is released to the MFP, however, it is not printed until she arrives at the printer and authenticates.

Transparent to the user, Equitrac monitors all information about the print jobs, including who, what, where and how much.

This information can also be used as an audit trail if necessary.

And, accountability provides the necessary data to help support strategic decisions around printing, while also making users more aware of the costs of printing enabling them to make smarter printing Choices.

Total print activity is tracked, along with the resulting cost savings and environmental benefits such as the reduced consumption of trees, gallons of water and CO2 put into the atmosphere.

Reports can be filtered by user, department, account and device, and can be run for any defined time period.*More than 150 reports are available and can be broken down by users and departments, billing codes, locations, devices and other filters.

***

Equitrac office v5.0 end user presentation (full)

Software

support strategic

defined time

resulting

total print

based system

forward print

secure document

hybrid print