Jetmobile® service:

Customizing Document Management with Celiveo 365 for Large Projects

Overview

Celiveo 365, a cloud-native SaaS solution built on Microsoft Azure, provides enterprise-class print and document management with advanced security features like Zero-Trust-Access architecture and ISO 27001:2022 certification. For large projects requiring specialized document management capabilities,

The Jetmobile service offer customization to meet complex requirements while leveraging the platform’s integration with Microsoft 365, Universal Print, and Azure ecosystems. These customization streamline workflows, enhance security, and ensure compatibility with diverse printer fleets and business processes.

Key Custom Document Management Features

1. Tailored Workflow Automation

Celiveo 365 can be configured to create custom document workflows that align with specific project needs. For example:

  • Automated Document Routing: Documents can be automatically routed to designated Cloud API, storage systems (e.g., SharePoint, OneDrive), or approval queues based on AI-analysis of document content and metadata such as project ID, document type, or user role.

  • Dynamic Rule-Based Processing: Implement rules to enforce compliance, such as restricting color printing for certain document types or mandating encryption for sensitive files.

  • Integration with ERP and CRM Systems: Custom APIs can connect Celiveo 365 with enterprise systems like SAP S/4HANA, enabling seamless document flow from back-end systems to print or digital storage.

2. Advanced Metadata and Document Parsing

For projects requiring precise document handling, Celiveo 365 leverages intelligent document analysis powered by Microsoft Azure AI. Custom features include:

  • Metadata Extraction: Extract and parse information to enable intelligent decision-making, such as archiving in specific folders.

  • Custom Metadata Tagging: When archiving is added, complement it with project-specific metadata to documents for enhanced searchability, filtering, or reporting, tailored to the project’s taxonomy or compliance needs.

  • PDL Conversion: Support for converting between Page Description Languages (e.g., Postscript, PCL5, PCL/XL, PDF) across platforms (Windows, macOS, Linux) to PDF/A to ensure archived documents can be read many years from now.

3. Enhanced Security and Compliance

Large projects often involve sensitive data, and Celiveo 365 can be customized to meet stringent security requirements:

  • Custom Encryption Protocols: Beyond standard AES256 encryption, Celiveo can implement project-specific encryption keys or integrate with existing enterprise key management systems.

  • Role-Based Access Control (RBAC): Define granular access policies based on project roles, ensuring only authorized users can access, print, or scan documents.

  • Compliance Reporting: Develop custom Power BI reports to track document access, printing, and incidents, ensuring compliance with regulations like GDPR, HIPAA, or industry-specific standards.

4. Scalable Printer Fleet Management

For projects involving large or distributed printer fleets, Celiveo 365 offers tailored management capabilities:

  • Custom Floor Maps and Printer Discovery: Create interactive floor maps with printer locations, statuses, and properties, accessible via PC or smartphone, customized to the project’s geographic scope.

  • Universal Printer Endpoint Support: Extend support to legacy or passive printers, ensuring all devices in a large project are manageable without requiring hardware upgrades.

  • Automated Fleet Configuration: Deploy firmware across thousands of devices in minutes via the Celiveo Web Admin portal.

5. Mobile and BYOD Integration

To support dynamic project teams, Celiveo 365 can enhance mobile printing and scanning capabilities:

  • Custom Mobile Apps: Develop branded mobile apps for iOS and Android with NFC authentication or Microsoft Entra ID SSO, tailored to project-specific workflows.

  • Secure Pull Printing: Implement pull printing with custom release methods (e.g., PKI smartcard, palm vein readers, biometrics) to ensure secure document retrieval in shared or temporary project spaces.

  • Scan to Cloud: Enable secure scanning to project-specific SharePoint or OneDrive folders, with custom metadata and OCR integration for searchable documents.

6. Advanced Analytics and Cost Control

Large projects often require detailed cost tracking and reporting. Celiveo 365 can be customized to provide:

  • Project-Specific Cost Allocation: Track printing costs by department, project phase, or user group, with custom bill-back reports integrated with Power BI.

  • Usage Analytics: Develop dashboards to monitor document usage patterns, helping optimize resource allocation and reduce waste.

  • Predictive Maintenance Alerts: Configure alerts for printer maintenance based on project-specific usage thresholds, minimizing downtime.

7. High Availability and Disaster Recovery

For mission-critical projects, Celiveo 365 ensures uninterrupted service:

  • Geo-Replicated Instances: Deploy dedicated Azure instances with geo-replication for projects spanning multiple regions, ensuring low latency and redundancy.

Implementation Process for the Jetmobile service

Celiveo collaborates closely with clients to deliver custom solutions:

Needs Assessment: Celiveo’s team works with project stakeholders to identify specific requirements, such as workflow automation, compliance needs, or integration with existing systems.

Solution Design, quotation and service contract e-signature: Using Celiveo 365’s extensible architecture, engineers design custom features, leveraging Azure PaaS, Azure Document AI and Microsoft 365 integrations.

  • Rapid Deployment: Features are deployed via the Celiveo Web Admin portal or Azure Marketplace, with minimal setup time and no on-premise infrastructure.

  • Testing and Iteration: Celiveo offers a 30 test-period to test custom features, with ongoing support to refine capabilities based on feedback.

  • Support and Evolution: As a SaaS solution, Celiveo 365 evolves monthly with new features, ensuring the solution remains aligned with project needs.

Benefits for Large Projects

  • Scalability: Handles fleets of thousands of printers across global sites, with elastic Azure resources adapting to project size.

  • Security: Zero-Trust-Access, ISO 27001:2022 certification, and custom encryption ensure data protection.

  • Cost Efficiency: Eliminates print servers and drivers, reducing TCO, with custom cost tracking for budget control.

  • Flexibility: Tailored workflows and integrations support diverse project requirements, from healthcare to government to corporate

Contact us for other models as printer vendors regularly add models to their MFP product line.