Most everyone who uses a multifunction device is familiar with scanning. Scanning allows us to distribute information more effectively than a traditional copier. It is typically sent to another email address, your email address, and/or a folder.
While scanning is effective, there are some limitations to the scan-to-folder and scan-to-email process. First thing that comes to mind is the email typically is from an odd name, as in the name of the multifunction device’s email address. While this can be changed, it tends to be cumbersome. Secondly, the name of the file is usually the time and date of the scan. Not exactly made to be easily found. In addition, the format of the document, which is PDF, cannot be edited or changed without desktop software to change the format. And finally, the sender doesn’t have a record of the email he or she sent out from the device.
The solution?
We have several tools that can essentially be bolted on our multifunction devices to help solve these challenges.
Imagine authenticating at the device so it knows who you are. This could be through a username and password or perhaps a badge. Since the device knows who you are, you can have access to your address book, not what was listed on the device. We can send an email with your name on it and you would have record of it in your email. Also, we now have the ability to name our documents in a more user-friendly name such as “Invoice number 123” vs the time and date stamp. Lastly, we can enable users to change the format of the document from PDF to Microsoft Word allowing recipients the ability to make changes.
Ask your RJ Young rep more about these features. If you aren’t a current customer feel free to give us a call. We would be happy to analyze your business needs.
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Mark Turner, Director of Software Sales
Mark is responsible for the software sales and implementation teams. He has worked for RJ Young since 2013. Combined he has over 16 years of experience in the industry where 9 years were in IT and 7 years were in software. Mark works out of our Nashville, TN office and is originally from Montgomery, Alabama. In his spare time he volunteers for the United Way and enjoys kayaking, photography and craft beer.