Advanced MFP Features You Might Be Missing Out On

If your office is only using your multifunction printer (MFP) to scan, print, copy, and fax, you’re leaving serious productivity tools untapped. 

Today’s MFPs do far more than the basics. From Optical Character Recognition (OCR) and cloud integration to automated workflows and security enhancements, there are advanced features built into modern MFPs that many businesses simply overlook.

Unlocking these hidden tools can improve how your team collaborates, reduce manual tasks, and even protect sensitive data. In a city like Tucson, where businesses range from healthcare providers and law firms to tech startups and schools, leveraging the full power of an MFP can make a measurable difference.

In this blog, we’ll explore the advanced MFP features businesses should know about and how Clear Choice Technical Services can help you make the most of them.

Why Many Offices Underuse Their MFPs

For most teams, an MFP is viewed as a utility. Print jobs go in. Documents come out. That’s the cycle.

The reality is that most modern MFPs come with built-in software and integrations that are designed to automate, streamline, and secure your office workflows. But without the right guidance or training, many of these features go unnoticed and unused.

Here in Tucson, where operational efficiency and data security are top priorities for industries like education, government, and healthcare, failing to use your MFP to its full potential could be holding you back.

Optical Character Recognition (OCR): Turning Paper into Power

OCR is one of the most powerful features available in advanced MFPs, and one of the most underused.

OCR converts scanned paper documents into editable, searchable digital files. That means your team can stop retyping content from printed forms and start extracting data faster. For law firms or healthcare offices that manage large volumes of physical documentation, this is a game-changer.

Benefits of OCR in offices:

• Make PDFs fully searchable
• Edit scanned documents in Word or Excel
• Extract data quickly from printed forms

Using OCR, your MFP becomes a document management tool and not just a copier.

Cloud Integration: Bring Flexibility to the Modern Workplace

In a post-pandemic work culture, remote access is essential. Many MFPs now integrate directly with cloud services like Google Drive, Dropbox, Microsoft OneDrive, and Box.

That means you can scan directly to the cloud, print from remote locations, and access files without needing USB drives or local storage.

For businesses working in hybrid environments, cloud integration means less time spent emailing attachments and more time collaborating efficiently.

Top Cloud Benefits:

• Scan-to-cloud and print-from-cloud functionality
• Instant file access for remote employees
• Enhanced team collaboration

Custom Workflows: Automate Routine Office Tasks

Do you manually route documents to multiple people after scanning? Or rename scanned files by hand? Your MFP can handle all that for you if it’s properly configured.

Advanced MFPs allow you to build custom workflows that automatically handle document routing, naming, filing, and even approvals. It’s ideal for offices managing administrative-heavy tasks like client onboarding or purchase approvals.

Custom Workflow Examples:

• Auto-send scanned invoices to accounting and save to cloud
• Automatically label and file HR documents
• Route legal case files to the right team members

This automation reduces errors, saves time, and boosts consistency.

User Authentication and Print Security

Tucson organizations, especially in healthcare, finance, and education, handle sensitive documents daily. Advanced MFPs now come with user authentication tools like PIN codes, access cards, or LDAP/Active Directory integration to prevent unauthorized printing and data exposure.

Secure printing ensures that only the authorized user can release a print job at the machine, which reduces the risk of sensitive information being left unattended in the output tray.

Security Features You Shouldn’t Ignore:

• Secure Print Release (pull printing)
• User access logs and print tracking
• Encrypted document transmission

When properly configured, your MFP becomes a secure part of your IT environment—not a vulnerability.

Mobile Printing for On-the-Go Teams

In cities like Tucson, where field work and mobile employees are common, the ability to print from your phone or tablet is a necessity.

With mobile printing, staff can send documents to the MFP using apps or email-to-print features. No need to be at your desk to get paperwork ready.

Best Use Cases for Mobile Printing:

• Real estate agents printing contracts while out showing homes
• Field technicians sending job sheets to the office
• Remote staff submitting reports without delay

It’s fast, secure, and ideal for any business that’s always on the move.

Scan-to-Email and Scan-to-Folder Capabilities

Say goodbye to scanned files floating around unnamed on desktops. With scan-to-email and scan-to-folder, your MFP can instantly route documents to pre-set email addresses or network locations.

This feature is especially valuable for schools, clinics, and government offices that handle repetitive paperwork daily.

Benefits:

• Immediate delivery to specific users or teams
• Pre-configured folder destinations for quick filing
• Time savings and reduced manual errors

By removing extra steps in the process, your team gains more time to focus on real work.

Advanced Reporting and Usage Tracking

Want to track who is printing what in your office? Need to monitor device usage across departments?

Advanced MFPs offer usage tracking and reporting tools that help reduce waste, control costs, and identify workflow bottlenecks.

Helpful Reports Include:

• Print volumes by user or department
• Device uptime and error logs
• Cost-per-page metrics for budgeting

For businesses aiming to become more sustainable or budget-conscious, these insights are invaluable.

Third-Party App Integration for Specialized Workflows

Some MFPs support apps that integrate directly with industry tools like document management systems, accounting software, or CRM platforms. This means your office can sync MFP output with tools you already use.

Example Integrations:

• DocuWare for document archiving
• QuickBooks for invoice scanning
• Salesforce for client record updates

It’s one more way your MFP can function as more than just a printer—it becomes a digital command center.

Regular Maintenance Unlocks These Features

Here’s the catch: if your MFP hasn’t been properly set up or maintained, you might never experience these benefits.

That’s where Clear Choice Technical Services comes in. We help businesses:

• Unlock hidden MFP features
• Train staff to use productivity tools
• Maintain your devices for peak performance
• Provide upgrades and workflow customizations

A simple tune-up or consultation can reveal tools your team didn’t even know were available.

Why Businesses Trust Clear Choice Technical Services

We understand the local business climate, from small medical offices on Speedway Boulevard to large corporate spaces downtown.

Our team is committed to helping businesses get the most value from their equipment, whether you lease your MFP or already own one.

When you partner with us, you get more than just technical support. You also get local insight, reliable service, and a team that’s invested in your success.

Services We Offer:

• MFP leasing and rental
• Printer and copier repairs
• Network setup and integration
• Workflow and software training
• Preventive maintenance

Don’t settle for basic print functions when your MFP is capable of so much more.

Take the First Step Toward Smarter Printing

If you’re only using your MFP to copy, scan, and print, you’re missing out on tools that can streamline your business.

Advanced MFP features like OCR, cloud integration, and workflow automation aren’t just buzzwords. They’re tools that free up time, reduce waste, and add value to every document you touch.

We can help you uncover these features and integrate them into your daily operations. Discover what your MFP is truly capable of. Contact Clear Choice Technical Services at (520) 200-8444 and unlock the power of advanced MFP features today.