What is a Cloud Print Service: 7 Levels of a Cloud-First Print Approach

In this day and age, the importance of efficient and secure printing solutions cannot be overstated. Traditional printing methods are being phased out, making way for more advanced solutions such as cloud printing services. These services are especially beneficial for small businesses as managed print services or large businesses wanting to be more efficient with their printing solutions, providing various features that can significantly improve operational efficiency.

This blog post will provide a comprehensive overview of a cloud print service and the seven levels of implementing a cloud-first print strategy. We'll also introduce you to Toshiba's latest cloud print service, e-BRIDGE Global Print.

What is a cloud print service?

A cloud print service is a modern printing solution that allows users to print documents from any internet-connected device without requiring a direct connection to a printer. Hosted in the cloud, these services offer the flexibility to print from anywhere. This is a game-changer for small and large corporations. It eliminates the need for complex network configurations and reduces the burden on IT departments, allowing them to focus on more critical tasks.

Cloud print services are not just about convenience; they are designed to boost productivity and operational efficiency. By integrating with managed print services for small businesses, they offer advanced features like print tracking, cost analysis, and secure printing options. These capabilities make it easier for businesses to manage their print environments effectively, leading to cost savings and improved

Seven levels of implementing a cloud-first print strategy

• Level 1: Basic cloud printing

The first level of cloud printing is the most basic, but don't be fooled by its simplicity—it's a powerful tool for efficiency. Users at this level can print documents directly from cloud storage services such as Google Drive, Dropbox, or even Microsoft OneDrive. The benefit of this feature is that it eliminates the time-consuming process of downloading files to a device before sending them to the printer. This saves not only time but also valuable storage space on your devices.

This level is a game changer for small businesses with basic printing requirements. It provides a simple, low-cost solution that can significantly streamline daily operations. Furthermore, it provides an easy and smooth transition from traditional printing methods to more modern, cloud-based solutions for those new to the concept of cloud printing. Businesses can take the first step toward a more efficient and agile printing environment by implementing Level 1 cloud printing, laying the groundwork for more advanced features and capabilities as their needs evolve.

• Level 2: Mobile printing

The second level of cloud printing focuses on mobile printing, which is becoming increasingly important in today's increasingly mobile and remote work environments. Users at this level can send print jobs directly from their smartphones or tablets, providing unparalleled convenience and flexibility. Consider yourself in a coffee shop for a client meeting and realize you must print an important document. With Level 2 mobile printing, you can send a document directly from your phone to your office printer.

This capability is a strategic asset for businesses, not just a convenience. This level ensures that employees can print important documents no matter where they are—at home, in a co-working space, or even abroad—for companies with a mobile workforce or those adopting hybrid work models. It removes location and device barriers, making it easier for teams to collaborate and businesses to run smoothly.

• Level 3: Secure printing

Security is a top priority for any company, and Level 3 addresses it by introducing secure printing features. These include user authentication methods and encrypted data transmission, which protect sensitive documents from unauthorized access. This level is critical for businesses that handle sensitive information, as it provides an additional layer of security beyond basic password protection. Companies can protect their data while still reaping the benefits of cloud printing by implementing secure printing features.

• Level 4: Print management

Level 4 introduces print management, which enables businesses to track and analyze their printing activities. This is where the advantages of document management systems shine. These systems include print tracking, cost analysis, and printer predictive maintenance. Businesses can make informed decisions to optimize their printing operations by collecting and analyzing this data, resulting in cost savings and increased efficiency.

• Level 5: Workflow automation

Workflow automation elevates cloud printing by automating repetitive tasks. You can, for example, create rules to automatically print invoices from a specific email account, saving time and reducing human error. This level is especially advantageous for businesses with complex printing requirements because it allows for greater customization and control over print jobs. Companies can streamline their operations and focus on more strategic tasks by automating workflows.

• Level 6: Integration with business applications

The sixth level is concerned with integrating cloud printing services with other business applications, such as CRM and ERP systems. This allows for a continuous flow of data and improves operational efficiency. For example, a sales invoice generated in a CRM system can be automatically sent to a cloud printer without manual intervention. This level of integration simplifies the printing process and reduces the possibility of errors, making it a must-have feature for businesses looking to improve their operations.

• Level 7: Advanced analytics and reporting

The most advanced level includes advanced analytics and reporting capabilities. These features provide valuable insights into businesses' printing habits, allowing them to identify areas for improvement. The data collected can be used to make informed decisions, whether it's about reducing paper waste or optimizing printer usage. This level is especially beneficial for larger organizations with more complex printing requirements because it provides a more granular view of printing activities.

Spotlight: Toshiba's e-BRIDGE Global Print

Toshiba's e-BRIDGE Global Print is a cutting-edge cloud print service designed to meet the diverse needs of the modern workforce. With features like effortless cloud connectivity, top-level security compliance, and valuable productivity insights, this service is a one-stop solution for all your printing needs.

1. Effortless printing, anywhere, anytime
   Whether in a traditional office setting, working remotely, or constantly on the move, this cloud print service ensures you can print effortlessly from anywhere. The service seamlessly transmits print jobs to the cloud, allowing you to securely retrieve them from cloud-connected Toshiba Multifunction Printers (MFPs).
   
   
2. Security and compliance
   Security is a top priority for e-BRIDGE Global Print. The service uses modern OAUTH2 standards for user authentication, ensuring that your data is always safeguarded. You can log in through your Google Workspace™ or Microsoft 365® accounts for swift and secure cloud printing access.
   
   
3. Productivity and cost insights
   One of the standout features of e-BRIDGE Global Print is its real-time monitoring and reporting capabilities. You can effortlessly review printing activities and gain valuable insights into productivity, cost savings, and other relevant metrics. This data-driven approach helps businesses optimize their printing operations and make informed decisions.
   
   
4. Ease of use and support

Thanks to Toshiba's expert support team, getting started with e-BRIDGE Global Print is a breeze. They are always ready to address any queries, ensuring your cloud printing transition is smooth and hassle-free.

Reach out to us today to learn more about this innovative cloud print service and all our other services and products.