Breadcrumbs

How to use OptimiDoc Cloud Digital Workplace

The Digital Workplace is a personalized, web-based command center within your OptimiDoc Cloud tenant. Designed for a serverless environment, it provides the user with control over their OptimiDoc profile and allows them to customize how OptimiDoc handles their documents, perform scans and even allows for documents to be uploaded for printing using the web app. The OptimiDoc Digital Workplace serves as the bridge between your digital files and the physical multi-function printers (MFPs) within your workplace.

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1. Dashboard and Widget Management

The Workplace utilizes a modular design composed of Widgets. These are independent functional blocks that act as windows into different OptimiDoc services, allowing you to build a dashboard that matches your daily habits.

1.1 Customizing Your Workspace

Your dashboard is flexible and can be optimized to reduce clutter or prioritize urgent tasks.

  • Toggling Visibility: By clicking the( image-20260413-090859.png ) cogwheel icon in the top right corner, you open the Widgets setting menu. This acts as your control panel where you can enable or disable specific components like Print jobs or Private destinations. For example, if your role is scan-intensive, you might toggle off print widgets to focus your view.

  • Dynamic Re-arranging: Every widget features a three-line ( image-20260413-091116.png ) "hamburger" icon. By clicking and holding this icon, you can drag & drop the widget to any position on the grid. This allows you to place high-priority tools, such as your Print Jobs queue, in the most prominent position.

  • One-Click Hiding: If you need to clear space quickly without entering the main settings, you can click the four-square button on any individual widget and select Visible: Off.

2. Workplace Components

Each component within the Workplace represents a direct link to the OptimiDoc Cloud processing engine.

2.1 My Documents in OptimiDoc

This widget serves as your personal digital "output tray." It displays documents that have been processed by the cloud engine but have not yet been moved to their final destination.

  • Management: From here, you can review your processed files, download them to your local workstation, or delete them.

  • Automatic Maintenance: To ensure security and system efficiency, files are automatically cleared after 24 hours. Ensure you download any required documents before this daily cleanup occurs.

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2.2 30-day Print Report

This widget provides an analytical snapshot of your activity and environmental impact over the last month.

  • Insights: It displays a graph showing your total volume of Prints, Copies, and Scans. This helps you monitor your usage trends at a glance.

  • Visibility: Note that this data is only generated and displayed if your organization's license includes the Print Management module.

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2.3 My Authorized Apps

The Digital Workplace connects your cloud profile to various physical and digital tools. This section allows you to manage those links.

  • Client Downloads: You can find direct download links for the OptimiDoc Cloud Client for both Windows and macOS. These clients are essential for "Pull Printing" directly from your computer.

  • Access Control: It lists every application currently authorized to interact with your profile, giving you the power to revoke access for devices you no longer use.

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2.4 Print Jobs

This is your personal secure print queue. It holds all documents sent to the cloud that are waiting to be released at a physical MFP.

  • Web Submission: You can submit documents for printing without opening the file. Simply drag and drop supported formats (PDF, Office, Images) directly into this widget.

  • Remote Release: If you are at a printer, you can select a job in this widget and click the printer icon. By selecting that specific MFP, your document will be released immediately, allowing for a completely touchless experience at the device.

:note:

Is it also possible to print by clicking Get print queue URL and pasting this as a new printer in your device settings and logging in. - This will create an IPP Printer, that prints directly to your designated OptimiDoc Queue as shown below.

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2.5 Remote Device Authentication

This component allows you to bridge the gap between your web browser and the physical hardware on your office floor.

  • Touchless Login: By selecting a printer from the list or using the mobile app to scan a QR code on the device, you can authenticate your session. This logs you into the physical MFP instantly, bypassing the need to type on the printer's screen.

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2.6 User Credentials

Security is a core pillar of the Digital Workplace. This section gives you direct control over how you identify yourself to the system.

  • Password Management: You can update the password used to access this web portal.

  • PIN Codes: Many MFPs require a PIN for manual login. Here, you can view your current PIN or regenerate a new one if you need to reset your security credentials.

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2.7 Private Destinations

This feature enables a Single Sign-On (SSO) experience for your personal cloud storage.

  • Cloud Integration: You can link your OptimiDoc profile to personal accounts like OneDrive, Google Drive, Dropbox, or Box.

  • The Benefit: Once authorized, these destinations become available at the MFP. You can scan a document and send it directly to your private cloud folders without ever having to enter your cloud password at the printer.

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2.8 Verification Station

For documents that require precision, the Verification Station provides a suite of editing and security tools.

  • Security & Branding: Within the editor, you can apply Digital Signatures, add Watermarks, or encrypt documents with a PDF Password.

  • Information Protection: The Redaction tool allows you to permanently black out sensitive information—such as personal ID numbers or financial data—before the document is finalized and sent to its destination.

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3. License-Based Layout Variations

The Digital Workplace is context-aware and will change its appearance based on the license assigned to your tenant:

  • User-Based License: This provides the most personalized experience, where your Authorized Scan Workflows (e.g., "Scan to My Email") are visible and manageable directly on your dashboard.

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  • Device-Based License: In this configuration, scanning workflows are tied to the physical hardware rather than your individual profile, so these specific scan widgets will not appear in your web Workplace.

  • Modular Visibility: If your organization does not utilize the Print module, all print-related widgets will be automatically hidden to keep your workspace streamlined.

4. Profile and UI Configuration

Your personal environment settings are found by clicking your User/Profile icon in the navigation bar.

  • UI Theme: Switch between Dark Mode (for high-contrast, low-strain viewing) and Light Mode using the sun ( image-20260413-093747.png ) and moon ( image-20260413-093823.png ) icons.

  • Personal Certificates: You can also upload your own certificate for use when signing documents. OptimiDoc supports mainly either .P12 or .PFX certificate file types. These certificates are used by the system to apply your legal digital signature during document processing.

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  • Language: Change the entire Workplace interface to your preferred language using the flag icon.

  • Documentation & Learning: * The Question Mark (?) icon provides direct access to the full technical documentation.

    • The Graduation Cap icon opens the eLearning portal, offering interactive tutorials to help you master every feature of the Workplace.