Steps to Successfully Deploy uniFLOW Online in Your Organisation

 

As organisations continue to embrace cloud technologies and hybrid work models, managing print, scan, and document workflows securely has become more important than ever. uniFLOW Online, Canon’s cloud-based print and document management solution, offers a powerful way to improve security, reduce costs, and gain visibility over printing activities. However, to realise its full benefits, a structured deployment approach is essential.

What Is uniFLOW Online?

uniFLOW Online is a cloud-based print management and document workflow platform designed to work with Canon and compatible multifunction printers (MFPs). It enables secure printing, user authentication, mobile printing, scanning workflows, and detailed reporting without the need for on-premise servers.

Because it is cloud-hosted, uniFLOW Online is particularly well suited to Australian organisations with multiple sites, remote workers, or limited IT resources.

Step 1: Assess Your Print and Document Environment

Before deployment, take time to understand your current printing and document workflows. Identify the number and types of printers and MFPs in use, how users print and scan documents, and where security or cost issues exist.

Key questions to consider include:

  • How many devices are in your fleet and where are they located?
  • Are users printing securely or collecting documents from shared trays?
  • Do you need mobile or remote printing capabilities?
  • What reporting or cost-tracking requirements do you have?

This assessment ensures uniFLOW Online is configured to address real business challenges rather than simply replicating existing inefficiencies.

Step 2: Define Clear Objectives and Success Metrics

A successful uniFLOW Online deployment starts with clear goals. These objectives will shape configuration choices and help measure the return on investment.

Common objectives include:

  • Improving document security with secure print release
  • Reducing print volumes and operational costs
  • Enabling mobile and BYOD printing
  • Simplifying scan-to-email or scan-to-cloud workflows
  • Gaining visibility through detailed print reporting

Define measurable success metrics such as reduced print spend, fewer security incidents, or improved user satisfaction. Clear outcomes help keep the deployment focused and aligned with organisational priorities.

Step 3: Confirm Device Compatibility and Network Readiness

Before rollout, confirm that your existing printers and MFPs are compatible with uniFLOW Online. While the solution is optimised for Canon devices, many third-party printers are also supported with the appropriate configuration.

Check your network environment to ensure stable internet connectivity and sufficient bandwidth, as uniFLOW Online relies on cloud communication. Review firewall and security settings to allow secure communication between devices and the uniFLOW Online platform.

This step helps prevent delays and technical issues during deployment.

Step 4: Set Up uniFLOW Online and User Authentication

Once prerequisites are confirmed, the next step is configuring the uniFLOW Online tenant. This includes setting up users, groups, and authentication methods.

Authentication options may include:

  • Username and password
  • PIN codes
  • ID cards or proximity cards
  • Single sign-on (SSO) integration

Secure authentication ensures that documents are only released to authorised users, reducing the risk of confidential information being left unattended on output trays. For Australian organisations handling sensitive data, this step is critical for privacy and compliance.

Step 5: Configure Print Policies and Rules

Print policies play a major role in controlling costs and encouraging responsible printing behaviour. uniFLOW Online allows organisations to set rules based on user roles, departments, or document types.

Examples include:

  • Defaulting to duplex or black-and-white printing
  • Restricting colour printing to specific users
  • Setting print quotas or cost limits
  • Requiring approval for large print jobs

These policies help reduce unnecessary printing while still allowing flexibility for business-critical tasks.

Step 6: Implement Secure and Mobile Printing

Secure print release is one of uniFLOW Online’s most valuable features. Documents are held in a secure queue until users authenticate at the device, eliminating the risk of sensitive documents being collected by the wrong person.

Mobile and cloud printing capabilities also support today’s flexible work environments. Users can print securely from laptops, tablets, or smartphones, whether they are in the office or working remotely.

Implementing these features improves convenience without compromising security.

Step 7: Design and Automate Scan Workflows

Scanning is often overlooked during deployment, yet it offers significant efficiency gains. uniFLOW Online enables automated scan workflows that route documents directly to email, network folders, or cloud storage platforms.

For example:

  • Scanned invoices can be sent directly to finance folders
  • HR documents can be securely stored in personnel files
  • Contracts can be scanned and shared with predefined recipients

Automated workflows reduce manual handling and ensure documents are stored consistently and securely.

Step 8: Pilot the Deployment Before Full Rollout

Before rolling out uniFLOW Online across the entire organisation, conduct a pilot deployment with a small group of users or a single department. This allows you to test configurations, identify issues, and gather feedback.

Use the pilot phase to refine print policies, authentication methods, and user experience. Addressing issues early helps ensure a smoother organisation-wide rollout.

Step 9: Train Users and Communicate Benefits

User adoption is critical to success. Provide clear training sessions, quick reference guides, and ongoing support to help users understand how to use uniFLOW Online effectively.

Focus on communicating benefits such as improved security, easier printing, and faster scanning. When users understand how the system improves their daily work, they are more likely to embrace the change.

Step 10: Monitor, Report, and Optimise

After deployment, use uniFLOW Online’s reporting tools to monitor usage, costs, and compliance. Regularly review reports to identify trends, inefficiencies, or opportunities for further optimisation.

Adjust print rules, workflows, and user permissions as organisational needs evolve. Continuous improvement ensures uniFLOW Online continues to deliver value over the long term.

Conclusion

Deploying uniFLOW Online successfully requires careful planning, clear objectives, and strong user engagement. By assessing your environment, configuring security and workflows, and continuously monitoring performance, your organisation can unlock the full potential of cloud-based print and document management.

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