Your Team Is Wasting Time on Manual Tasks—Here’s How to Fix It
Most offices in Philadelphia are stuck using their copier the old-fashioned way. Print. Copy. Maybe scan. But Ricoh’s modern copiers can do so much more—especially when it comes to automating your everyday tasks.
If your team is still typing email addresses into the copier or digging through folders to save scanned files, you’re missing out on serious time savings. These automation tools are built into many Ricoh copiers—and they’re easier to use than you think.
1. Pre-Set Email Groups: Stop Typing the Same Addresses Over and Over
Every time someone scans a document and has to enter the same five email addresses, it slows down your team. Modern copiers let you create saved groups, so you can send documents to multiple people with a single tap.
Example: Scan to your HR team, legal team, or onboarding folder—without typing a thing.
2. Rule-Based Document Routing: Your Copier Can File for You
Instead of saving every scanned document manually, Ricoh copiers can use pre-set rules to automatically sort and send documents where they need to go. You can route by:
- Barcode
- Department
- Folder type
- User-selected tags
Example: Invoices get scanned and automatically filed into “Accounting > Invoices > March 2025.” No one lifts a finger beyond the scan.
3. Mobile Printing: Print from Anywhere, Anytime
With wireless printing, your team can print from phones, tablets, or laptops—no cords, no logging in from a desktop first.
Example: You’re running late to a meeting. From your phone, you send the updated report to the office printer so it’s ready when you walk in.
4. Remote Control from Mobile Apps: Manage Jobs Without Leaving Your Desk
Need to scan something while you’re helping a client? Some Ricoh copiers offer apps that let you:
- Start scans
- Release print jobs
- Check toner levels
- Fix basic errors—all from your phone
Example: You get an alert that your copier is low on paper—before someone walks over and gets frustrated.
5. Custom Touchscreen Shortcuts: One-Tap Workflows That Just Work
Your copier’s screen isn’t just a menu—it can be customized. Create shortcut buttons for:
- Scanning to specific folders
- Applying preferred print settings
- Launching cloud tools like SharePoint
Example: A “Weekly Report” button that scans, names, and saves your file to the exact folder with a single tap.
Small Automation = Big Time Savings
These copier features might seem small on their own, but they add up fast. Automating routine tasks means:
- Less human error
- Fewer repetitive steps
- More time for the work that really matters
FAQs
Q1: Can I create different shortcuts for different team members?
A: Yes. Ricoh copiers support user profiles, so each person can have custom buttons and settings.
Q2: Is it hard to set up document routing or email groups?
A: Not at all. We help our Philadelphia clients set this up in under an hour.
Q3: Do I need to download an app to print from my phone?
A: Most Ricoh models support Apple AirPrint and Google Cloud Print. But the Ricoh Smart Device Connector app gives you full control.
