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How Does Cloud Print Management Actually Work?

In this technological era, where everything is advancing, the printing process has revolutionized as well. After the pandemic, most of the offices have now adopted hybrid work i.e., both on-site and remote employees. To manage work and especially management of print tasks in hybrid offices, cloud print management is used. 

Cloud print management lets you connect your laptops, mobile devices, or tablets with multiple printers at the same time by establishing a routing system. Your users don’t need special printer servers, driver updates or other print management stuff. Once they have signed up for cloud print management apps, they can simply upload their work tasks on the app, which will be available for printing instantly. 

Moreover, these management apps require internet connectivity to ensure proper printing tasks. So your employees or remote employees from anywhere in the world can print without the worry of compatibility issues of their devices with the printers. 

Now you might be thinking about how these cloud print management apps actually work? So, we have discussed the process of printing through cloud print management apps in detail.  

Printing Through Cloud Print Management

To use cloud printing, you need to get the registration of third-party cloud print management apps. Once you get the subscription, then you can continue your printing in the following way. 

  1. Connect all of your printers to the app by adding the printer’s information, including name, location, IP address, drivers, and print settings. 
  2. Install the app on your devices from where you want to command your print. 
  3. Now select the printer you want to print. 
  4. Command the particular printer to print your task. 
  5. The printer will read the encrypted information and then print your documents easily.

Why Should You Use Cloud Print Management? 

Cloud printing can help you to manage your printing tasks efficiently. Due to this appropriate management, your office will work with a smooth flow, ensuring your business success. Here we have discussed what benefits you can get from getting access to cloud printing management.  

1. Reduce Need for On-Premises Servers

Printing requires establishing complex infrastructures, including printing servers. This infrastructure is costly, so you need to spend a hefty amount on a monthly basis for the maintenance of these servers. While cloud print management saves you from these extra charges. You just need to pay a small amount for a monthly subscription to cloud print management. 

2. Saves Your Time

Your office employees need to spend a lot of time managing the servers and installing drivers on users’ devices. Moreover, a common issue of device compatibility emerges mostly while installing drivers. That’s why a cloud management app can save you from all of that fuss. You just need to upload your printed task to the cloud, and it will be printed through your selected printer. Just make sure that your device and printers are connected to the same cloud printing management app. 

3. Secure Printing

Your data will be stored securely on the print management cloud. Whenever users are going to print, they need to verify through 2-factor authentication, G-Suite Authentication, Azure AD Authentication or other kinds of authentication. 

4. Print From Multiple Devices

With cloud print management, you can connect multiple devices and printers at the same time. Therefore, your remote workers can also access your office printers and can perform their tasks with greater ease. 

5. Easy To Manage

Cloud printing management enables a user to connect to a printing environment conveniently. They don’t need to connect their devices to complex infrastructures. Moreover, these apps are easy to manage as well. The user-friendly interface allows your employees to upload the printed task easily and save it for printing as well. 

What Are The Drawbacks Of Cloud Printing Management?

Printing with cloud print management also brought some difficulties as well. Let’s see what the challenges the cloud printing management system can create for your company. 

1. Printer Compatibility Issues

Software is required to develop communication between cloud and printer. As clouds can’t communicate, software is installed in printers to read the cloud’s commands. There is always an issue in software compatibility with the printer. So you need personalized software for your printers. This personalized software then enables communication between the cloud and your printers. 

2. Limited Self Management

As cloud printing management is a third-party source, you won’t be controlling its infrastructure. You have only access to the data or services the app is providing. So, if you want to control the core system of your printing technology, then cloud printing management is not for you. 

3. Security Issues

When you are entering your data into any external cloud, it will always be at the risk of leaking. Therefore, you need to check the security details of your cloud keenly. Make sure your data will be safe in case of any security violation.

4. Limited Environment

Usually, in cloud print management, the number of printers is always less as compared to the number of laptops or other devices. Therefore,  it can become a restricted system. Moreover, some printers also exhibit less processing power which makes the environment more constrained. 

Cloud Print Management, Yes or No?

Cloud print management is an easy to control and cost-effective way to manage your office prints. Getting paid subscriptions will save you from managing complex printing servers. Although cloud printing is secure, once you make your data public, it’s always at risk of getting public or hacked. So before getting a subscription to particular cloud print management, read out their terms carefully.