# Printer vendor follow-up meetings - August 21, 2026 Retrieved from Notion September 3, 2026. These are historical vendor-discussion summaries, not verification of deployed functionality. Formatting is normalized; repeated source anchors are removed. The September proposals supersede the pricing and configuration discussed here. ## Kyocera Cloud Print & Scan demo and quote review - 12:03 p.m. Original meeting notes excerpt ### Action Items - [ ] Send Michael the refreshed KCPS quote later today, with every item listed by line item — hardware, software, materials, and service — and which machines can staple - [ ] Add stapling to the main printer on the quote; folding and hole punch are also addable - [ ] Michael to confirm with the client whether the second-floor printer is wanted — Bristol is definitely needed, and the count may be four or five - [ ] Michael to confirm with the client that stapling is required — Kaylee was unsure whether she needs it - [ ] Send Michael the KCPS admin guide and setup documentation - [ ] Michael to pass the updated quote to the client --- ### How KCPS Works - **Print flow:** the MSI-deployed app creates a "Kyocera Cloud Print and Scan" printer object; jobs convert to PDF and wait in the cloud, tagged to the user's account - **Release:** users release jobs at any printer in the environment — e.g., print from home, release at the office - **Scan destinations:** scan to SharePoint, OneDrive, and "scan to me" are all supported - **Scan path:** scans go directly from the copier into OneDrive or SharePoint — not through the KCPS software - **Quotas:** available per user or per group with a configurable reset duration; Michael's read is they probably don't need it --- ### Login and PINs - **PIN login:** six-digit PINs are randomly assigned on import and guaranteed unique — no username field on the screen - **Custom PINs:** users wanting their own PIN must go up to eight digits - **Recovery:** PINs arrive by welcome email and can be viewed anytime in the cloud portal's credentials tab - **Badge import:** badge numbers stored in external attributes 1–15 can be pulled in; otherwise users register each badge with their PIN - **Badge registration:** one-time swipe at the reader, confirm "register your badge," enter the PIN — then the card works without the PIN - **Lost card:** a replacement card just repeats the same registration process at any reader - **Delegate release:** no built-in way to let another user release a job — the workaround is sharing the PIN --- ### Printer Count and Locations - **Count:** four printers were proposed, but Michael's list adds Bristol — making five if both Bristol and the second floor are wanted - **Locations:** main Rose Hill, shelter hotline office, court, and a second-floor desktop for Wendy - **Wendy's printer:** a black-and-white MA4500IX desktop that can connect to Cloud Print - **Excluded — historical note with correction below:** the eight other desktops (PA4500X) have no screen or network interface, so they can't join Cloud Print - **Connectivity:** Cloud Print printers need a screen for login and network access — USB, hardwired, or Wi-Fi --- **Editorial correction, September 11:** The preceding historical note is not a reliable hardware specification. Its “no network interface” statement should not be relied on. The procurement issue is eligibility for the proposed cloud-release workflow. Confirm exact hardware and cloud support in the final configuration; the historical device count is also superseded by the final quote. ### Finisher Features - **Stapling:** the main printer doesn't include it in the current proposal, but it can be added - **Also addable:** folding and hole punch — Kaylee was unsure whether she needs any of them - **Release-time features:** the generic PDF driver converts everything to PDF; release prompts only for features physically available on that machine --- ### Mobile App - **App:** the free Kyocera Mobile app (Android and iOS) sends print jobs to the cloud via "Sign in with Microsoft" - **Print:** works over any internet — 5G or hotspot — no same-network requirement - **Scan/copy:** require the phone on the same network as the printer, so they won't work here — phones sit on a separate VLAN - **Michael's reaction:** he questioned why scan and copy don't also route through KCPS — "it doesn't make any sense" --- ### Scanning and Email - **Scan to me:** logs in at the copier, then the job funnels through Kyocera's cloud SMTP server to the user's known email - **Native scan ruled out:** SMTP authentication has been disabled in Microsoft 365, and the copier can't satisfy MFA - **OAuth option:** the new MZ4000 models support OAuth 2.0, but Michael rejected a shared scanner account — "like 10 security and compliance violations" --- **Editorial qualification, September 11:** The preceding security/compliance language is a discussion summary and rhetorical assessment, not a completed compliance audit. Michael’s actionable requirement is to avoid a shared scanner account and resolve authentication within PCC’s environment. ### Pricing and Quote - **Billing:** KCPS is billed per printer, not per user — user count doesn't affect the price - **Board approval:** the client needs a board presentation, which is why the quote must be fully itemized - **Competition:** Kaylee is meeting another vendor to go through "the whole same song and dance again" ## UBEO CloudStream Q&A with Jeremy - 2:00 p.m. Original meeting notes excerpt ### Action Items - [ ] Jeremy to meet Kaylee at the vendor facility next Wednesday around 1:00 PM, with LJ and customer trainer Shelly, to demo the Ricoh and run her media stock - [ ] Michael to confirm whether the ordered units support stapling — the client's main printer staples, and he doesn't know if the new units do - [ ] Michael to ask Kaylee whether the department needs folding or other finishing for mailing runs, which could replace print-shop trips --- ### Context - Jeremy filled in for Dave Loomis, who is out this week, on follow-up questions from the client's internal review of the CloudStream proposal - Michael's managers surfaced features he hadn't expected to matter: ID-badge scanning was a "great idea" to them, and stapling is used on the main printer - The client's current printers are eight years old; Kaylee's development department — the heaviest users — has had color-accuracy and media-compatibility problems - Management, initially expected to push back, was "all so into it" that the project is moving forward --- ### Entra Provisioning & Groups - Users are provisioned from Entra ID — local AD, hybrid, or Entra direct — so new hires get printing accounts automatically - Jeremy couldn't confirm nested-group sync; flat groups like "Ricoh first floor color" work for printer assignment --- ### Direct Print vs. Secure Print - Each printer can be direct print, secure print, or both, licensed differently; the client keeps existing direct queues - Secure jobs travel TLS 1.2+ to the SaaS server, wait encrypted at AES-256, and decrypt at the MFP on release - Release is PIN, access card, or both; a broken machine means re-authenticating at another MFP for the same jobs - Michael's preference is one secure-print queue per user — "don't even have a direct print at all" — to avoid wrong-queue mistakes - Jeremy agreed with the one-queue thinking but noted exceptions like accounting's check stock, where direct print makes sense - The solution conforms to Microsoft's modern print standards (WPP) and eliminates print servers --- ### Scanning - The MFP screen is editable — scan-to-email can be hidden so users see only OneDrive and SharePoint - Michael wants to cut scan-to-email, which creates "at least two copies of every document" - Scan-to-email uses the client's own SMTP servers — no dedicated Entra user, which Michael called a compliance problem - Scan-to-OneDrive/SharePoint authenticates via OAuth 2.0 or app registration; Jeremy wasn't sure which CloudStream uses - Scan-to-email pulls the user's address from Entra, so no per-machine address book entries are needed --- ### Mobile Printing - The mobile app is print-only — no scan, copy, or fax — and submits via the share extension with finishing options - Users can scan a document in the native iOS Notes app and print it through the app - All mobile users are on MDM-managed iPhones, so the iOS app is the relevant one --- ### Access Cards - Self-registration: a first-time card prompts "who are you?", one-time auth ties the card to the user, and it works on all machines - A lost card is re-registered at a machine, overwriting the old card number in the application - Card numbers can also be pre-loaded from an Entra extended attribute if available in advance --- ### Deployment & Rollout - A kickoff meeting with a project manager and solutions engineer covers the technical guide; the vendor does the heavy lifting on tenant and printer setup - Michael's side owns the Entra app registration (they hold the keys) and Intune deployment of the PMC client agent - Michael wants the most vendor involvement in end-user training, where "the most friction is" - Fallback option: a conventional print driver on a single machine for the roughly 1% of heavy users who do "wild things" - The pickier users are already getting the ordered desktop printers, so walk-up release friction should be limited