So, you finally found the right printer for you, signed for it and are ready for the machine to be delivered.
You might think all the paperwork is over, right?
Well, not quite. To ensure smooth delivery and installation of your machine, with all your ideal features pre-installed on the machine, you must first fill out the Customer Requirements Input Form (CRIF).
This document is crucial for a steady and swift delivery process, and below is a description of what the CRIF form is, and five tips to help you fill it out so that by the time your machine is ready to be delivered, it’ll be quick and unproblematic.
What Is CRIF?
A CRIF form is given to you by a sales representative after the purchase of your machine. Its primary purpose is to let the analyst know which features to install on your device and your office’s network information.
The CRIF form is broken down into three sections, which include:
General Information, which is for company vitals such as name, address and contact information. Note the Network Administrator part of the section; if you have an IT staff, putting the Network Administrator’s name and contact information is crucial. We will go over this more later.
Equipment Information, which is where you will specify which features you want to be set up on your new machine. A sales representative will explain what the features listed in the CRIF form mean before you fill it out.
Network Information, which is details about your company’s network and should be filled out by your IT staff or network team, if applicable.
To prepare for your delivery, review the Customer Expectation and Installation Guide (CEIG) that is provided by a sales representative with your order agreement.
For more information, read our blog about the two documents to look over before installation.
5 CRIF Form Tips
Here are five helpful tips for effectively filling out your CRIF form to ensure that delivery of your machine is as seamless as possible:
Tip #1: Know Your Desired Features
Filling out exactly what features you want to be installed on your printer is essential for a quick delivery and installation process.
Here is a quick rundown of features on the CRIF form that you may possibly need to know depending on which machine you choose:
Copy, Print and Fax
Fax Forward-A feature that will allow your machine to receive incoming faxes and send them to a pre-programmed destination, such as an email address, instead of printing the fax.
Scan to Email Address Book Set Up- A feature that lets you save frequently used email addresses in an online address book.
Standard Accounting- A feature that is designed to track and limit copying and printing output on your machine. NOTE: If included, you must have user codes available at the time of analyst installation. A user code is how you access your machine.
Scan to File- A feature that allows you to scan a document and automatically save it on your computer. NOTE: If included, you must provide server login under the “Network Information” section or have it available on the day of installation.
Scan to Email- A feature that lets you scan a document from your printer directly to an email address. NOTE: If included, must provide Simple Mail Transfer Protocol (SMTP) authentication information under the “Network Information” section or have it available on the day of installation.
Meter Monitoring / Supplies Replenishment Software- Meter monitoring is a feature that will automatically collect the number of prints and copies you make. Supplies replenishment is a feature that will auto-notify you when toner is low in the machine.
Configuration Page Printed from Current Equipment- This is not a feature but is listed under the “Equipment Information” section and should be checked if you can provide the configuration page of your current equipment.
Tip #2: Fill Form Out in its Entirety
The main obstacle to having a smooth delivery of your machine is not filling out the CRIF form in its entirety.
Many customers either get stuck on a section of the form or forget to do it altogether, which can result in a multi-hour-long installation and even delayed delivery if the analyst doesn’t have enough information to work with.
It’s required to fill out your CRIF form in its entirety before installation and delivery.
Tip #3: Use Your IT Staff as a Resource
If you have an IT staff at your company, then they will be incredibly useful, if not necessary, in helping you fill out the CRIF form.
The “Network Information” section almost always needs to be filled out by the person or team who handles your company’s network information.
Most of the time, managers or employees won’t have the time or knowledge to complete certain aspects of the form.
If you have an IT staff on hand, it’s strongly recommended to let them deal with the CRIF form since they are usually more familiar with network and equipment information.
Tip #4: Keep Old Equipment’s Information Handy
It’s also advised to keep your old equipment’s configuration information handy, as analysts can use this information to install the “TCP/IP Properties for Equipment” you will find in the “Network Information” section.
This is another proactive step you can take to ensure an efficient delivery process. Once again, consulting your IT staff is critical on this point, as they can likely find the network information for your old machine promptly.
Tip #5: Don’t Be Afraid to Reach Out for Help
What if you don’t have an IT staff to reference, and you get stuck on a section of the form?
The answer is not to leave it blank and worry about it on delivery and installation day. This will just lengthen the time it takes to load features and set up the printer’s network connection, resulting in a prolonged delivery process.
Instead, reach out to the sales representative you’ve been working with, and they will either assist you or put you in touch with somebody who can.
Want to Learn More About Your Printer Delivery?
To reiterate, the CRIF form is a necessary and required document that must be filled out before delivery of your new machine.
If you get stuck, always reach out for help or talk to your IT staff about any questions that may arise as you fill out the form.
The goal is to have a fast and effective delivery process, so the machine you purchased can get set up as quickly as possible.
Read our blog on what to expect from the delivery process of your printer to learn how a typical delivery day plays out.