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3 minute read
As Central Valley organizations head into 2026, most leaders are evaluating software subscriptions, headcount, and “AI tools” that promise faster work. Yet one of the most overlooked productivity assets is already on your floor: your Canon multifunction printer (MFP).
When an MFP is treated as “print, copy, scan to email,” it becomes a traffic jam. When it’s configured for workflow automation, it becomes a front door to your digital processes, helping your team capture, route, secure, and retrieve information with far less manual effort.
At American Business Machines (ABM), we help Central Valley teams get more from Canon devices by aligning MFP features with real-world workflows, not generic settings.
If you’re still relying primarily on scan-to-email, start here: How to Set Up Scanning to Email on Your Canon Copier. Then keep reading, because scan-to-email is usually the baseline, not the finish line.
Why “Scan to Email” Becomes a Bottleneck
Scan-to-email feels convenient until you add up the hidden steps:
- Scan the document
- Walk back to a desk (or open mail on mobile)
- Download the attachment
- Rename it
- Upload it to a shared drive or folder
- Notify someone it exists
- Repeat when someone can’t find the “right version”
That friction compounds quickly across accounting, HR, operations, education, healthcare, and local government, which are common document-heavy environments throughout Bakersfield, Kern County, Fresno, and the broader Central Valley.
Workflow automation reduces those steps by moving capture and routing to the device itself.
1) Scan Directly to the Cloud or the Right Folder, Not an Inbox
Instead of sending scans to an email inbox as a “middle step,” modern Canon environments can be configured to scan directly to the destination that matters:
- Department folders (AP, HR, projects)
- Microsoft OneDrive / SharePoint locations
- Other approved cloud repositories
Canon supports cloud-connected scanning through solutions such as Cloud Connector, enabling integration with common cloud services like OneDrive and SharePoint. (Canon U.S.A.)
If you use Canon’s uniFLOW ecosystem, you can also configure scan workflows so documents land where they need to go, consistently, without manual uploading. (abm1.com)
ABM-related internal resources you can link to in this section:
2) Turn Scans into Searchable Files with OCR
A “regular” scan often creates an image-only PDF that looks fine but behaves like a photo. OCR (Optical Character Recognition) changes that by converting scans into searchable text so teams can locate information by keyword, invoice number, patient name (where appropriate), or project ID.
Canon-adjacent scanning stacks commonly pair OCR with structured capture for high-volume environments (for example, healthcare workflows). (abm1.com)
Practical Central Valley examples:
- AP searches by vendor name instead of opening 40 PDFs
- HR finds a signed policy by employee name in seconds
- School or district offices retrieve records without re-scanning or re-filing
3) Create One-Touch Routing for Common Document Types
The biggest “workflow win” for many teams is removing decision fatigue at the device. Rather than asking staff to choose formats, names, and destinations every time, you create one-touch buttons such as:
- “AP Invoice → SharePoint → Searchable PDF”
- “HR Onboarding → HR Folder → PDF”
- “Signed Contract → Sales Ops → PDF + Notification”
This is where MFP workflow automation stops being a feature and becomes a process standard. uniFLOW specifically supports configuring scanning workflows by user or department so files arrive with the right format and conventions. (abm1.com)
4) Enable Secure Mobile Print and Flexible Workflows for Hybrid Teams
Hybrid work is not going away, and “print from anywhere, release securely on-site” is now a baseline expectation. The goal is simple: employees should be able to send a job, arrive at the office, authenticate, and print without leaving sensitive documents sitting unattended.
Looking to control costs by 30% in your small office? Learn more here.
5) Prevent “Print and Sprint” with Follow-Me and Secure Print
Efficiency does not matter if it creates risk.
Secure print (and follow-me printing) requires users to authenticate at the device before output is released. That reduces:
- Sensitive documents left in output trays
- Accidental pickup by the wrong person
- Wasted prints that get reprinted because someone “didn’t see it”
ABM’s Canon-oriented guidance also notes that solutions like uniFLOW can enforce secure print behaviors more consistently (including badge/PIN-driven workflows).
Implementing Workflow Automation Takes More Than “Turning On a Setting”
Most organizations do not struggle because they lack features. They struggle because workflows are inconsistent:
- Different departments scan different ways
- Naming conventions vary by person
- Files end up scattered across inboxes and desktops
- Security rules are uneven
ABM approaches Canon workflow automation as an operational standardization project: define your most common document types, map destinations, build one-touch profiles, set permissions, and train users with a simple playbook.
A 2026 Readiness Check for Central Valley Teams
If you want a quick internal checklist, here are the questions that typically reveal the biggest opportunities:
- Are we still scanning mostly to email, then manually uploading?
- Do we have searchable PDFs (OCR) for invoices, contracts, and records?
- Do different departments scan the same document type differently?
- Can employees securely release print jobs at the device?
- Do we know how much print waste we generate from unclaimed or duplicate jobs?
If your Canon devices are already capable of more than “scan to email,” the fastest ROI often comes from configuration, standardization, and user adoption, not replacing hardware.
ABM supports Central Valley businesses with Canon devices, print security, and workflow optimization designed to reduce manual steps and keep documents moving where they should. Schedule a FREE Print Workflow consultation with an ABM Document Imaging Consultant today.
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