
Imagine this: You’ve just printed an important document, rush to the printer, and find it buried under a stack of papers from other colleagues. Worse, it’s nowhere to be found! Frustrating, right? This is where “Follow Me Printing” steps in to save the day.
At Strategic Technology Partners of Texas, we work with printers daily, optimizing print environments for businesses of all sizes with cutting-edge technology solutions. Our extensive knowledge of Follow Me Printing helps organizations streamline their workflows, enhance security, and reduce waste.
In this article, you’ll learn what Follow Me Printing is, how it works, its key benefits, and how to set it up for your organization. Whether you’re part of an IT department or managing a large-scale office environment, this guide will clarify if Follow Me Printing is the right fit for you.
What is Follow Me Printing?
Follow Me Printing is a user-friendly solution that ensures your print jobs are accessible only when and where you need them. Instead of sending documents directly to a specific printer, your job is held in a secure queue. You can then release the document at any compatible printer by authenticating yourself, usually via a badge swipe, PIN, or mobile app.
This setup ensures that sensitive documents aren’t left unattended in the output tray and prevents wasted prints when users accidentally send jobs to the wrong printer.
How Does Follow Me Printing Work?
Follow Me Printing relies on specialized applications like PaperCut, PrintAnywhere, or YSoft SafeQ. Here’s a simplified breakdown:
- Job Submission: Users print as usual, but instead of sending the job to a specific printer, it’s sent to a central print server.
- Secure Queue: The print job is held securely in the queue until the user authenticates at a chosen printer.
- Job Release: Once authenticated, the printer retrieves the job from the server and prints it on the spot.
This process is seamless and works across multiple printers within a network, allowing flexibility and convenience.
Below, an example of someone using a Y Soft badge to release a print job.
Follow Me Printing vs. Secure Print
Though similar, Follow Me Printing and Secure Print serve slightly different purposes:
- Follow Me Printing: Focuses on mobility and flexibility, allowing users to print from any connected device in the network.
- Secure Print: Typically embedded within multifunction printers, requiring user authentication at a specific device to release the job.
Both enhance document security but differ in their scope and functionality.
Who is Follow Me Printing Best For?
Follow Me Printing is ideal for:
- Mobile Workforces: Employees who move between offices or conference rooms benefit from the ability to retrieve prints from any printer in the network.
- Security-Conscious Teams: Organizations handling sensitive documents (e.g., legal firms, healthcare providers) can ensure confidentiality by releasing prints only when the user is present.
- Busy Office Environments: Offices plagued by misplaced or abandoned print jobs can reduce waste and clutter.
For example, if your documents frequently go missing or end up in the wrong hands, Follow Me Printing ensures that only authorized users can access their jobs.
How Do You Set Up Follow Me Printing?
Setting up Follow Me Printing varies depending on the software and printer model you’re using. Generally, the steps include:
- Choose a Compatible Application: Use software like PaperCut or YSoft SafeQ.
- Configure Print Servers: Set up a central server to manage print queues and hold jobs securely.
- Enable Authentication Methods: Configure badge readers, PIN codes, or mobile apps for user authentication.
- Connect Printers: Add compatible printers to the network and link them to the Follow Me Printing software.
Each brand and model may have unique requirements, so consulting your printer’s documentation or partnering with an expert (like us!) ensures a smooth setup process.
What is Push Printing?
Push Printing, often referred to as direct printing, is the opposite of Follow Me Printing. Here, print jobs are sent directly to a specific printer, where they remain until retrieved. While simple, this method lacks the security and flexibility of Follow Me Printing.
How Does Follow Me Printing Enhance Printer Security?
Printer security is a top concern for organizations, and Follow Me Printing addresses it by:
- Preventing Unauthorized Access: Print jobs are only released when the user authenticates at the printer.
- Reducing Sensitive Data Exposure: Documents aren’t left unattended in the tray, safeguarding sensitive information.
- Meeting Compliance Requirements: Industries with strict data regulations benefit from added security measures, helping avoid costly breaches.
Check out our blog on 5 Common Printer Security Mistakes (With Solutions) for ways you can lower the chances of a printer cyberattack.
Follow Me Printing, Print Management Software, and Managed Print Services (MPS)
When integrated with Managed Print Services (MPS) or print management software, Follow Me Printing becomes a powerhouse for optimizing print environments. Here’s how:
- Enhanced Mobility: Users can print securely from any device within the network, ideal for hybrid or remote work models.
- Cost Control: By tracking usage, organizations can identify waste and enforce print policies.
- Streamlined Maintenance: MPS providers can monitor and manage devices, reducing downtime and improving efficiency.
- Print Management Software Integration: Print management software works hand-in-hand with Follow Me Printing to optimize workflows. It ensures seamless print job handling, supports advanced authentication methods, and provides detailed reporting on usage. This integration simplifies setup, enhances user experience, and allows IT teams to manage the entire print environment from a central dashboard.
Ready to Transform Your Print Environment?
Follow Me Printing offers a smart, secure, and flexible way to manage your organization’s printing needs. From reducing waste to enhancing security, it’s a game-changer for offices of all sizes. And when paired with Managed Print Services (MPS) or advanced print management software, such as Y Soft SAFEQ, it becomes even more powerful.
If you’re interested in learning how Y Soft SAFEQ can take your print environment to the next level, read our in-depth guide on the Y Soft SAFEQ Print Management Suite. Discover how it enhances mobility, controls costs, and streamlines your office printing processes.
Ready to get started? Contact us today to see how we can tailor printing solutions to your needs!