Evaluating Multifunction Printer Brands for Workflow Automation: A New Zealand Buyer’s Guide

July 23, 2026

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How to Choose a Multifunction Printer for Workflow Automation and Software Integration

Modern businesses are no longer evaluating multifunction printers (MFPs) based only on print speed, cost per page, or device features.

Today’s leading organisations are asking a different question:

“Can our multifunction printers help us automate document workflows, improve security, reduce manual processing, and integrate with the digital platforms our teams already use?”

A modern MFP is no longer just an output device. It has become a connected business platform that helps organisations capture information, digitise paper processes, automate workflows, and securely move documents through the business.

For New Zealand organisations managing compliance requirements, hybrid working environments, and increasing pressure to improve efficiency, choosing the right MFP and workflow ecosystem is a strategic technology decision.

This guide explains the key criteria businesses should use when evaluating MFP brands for workflow automation, software integration, security, and long-term business value.

Key Criteria for Workflow Automation-Ready MFPs

Evaluation Area	What Modern Businesses Should Expect
Financial Entry Point	Integrated automation and Managed Print solutions available from approximately $100 per month, depending on requirements
Measurable Outcomes	Workflow improvements and efficiency gains typically identified within 30–90 days following optimisation
Business Scale	Solutions designed to support environments ranging from 10 to 5,000+ users
Security Baseline	Alignment with the New Zealand Privacy Act 2020, secure authentication, encrypted document handling, and Microsoft identity integration
Cloud Integration	Direct scanning workflows into Microsoft 365 environments including OneDrive and SharePoint
Document Automation Partners	Compatibility with workflow platforms including Umango, PaperCut and document management solutions
Identity Management	Native integration with Microsoft Entra ID for secure user authentication

Why Modern MFPs Are Becoming Digital Workplace Gateways

Historically, businesses viewed printers as standalone office equipment. Employees printed documents, scanned paperwork, and manually transferred information between systems.

This approach creates hidden inefficiencies:

Employees spend time manually entering information from paper documents
Important documents can be stored inconsistently across locations
Sensitive information may be left unsecured in print trays
IT teams manage disconnected hardware and software environments
Paper-based approval processes slow business decisions

Modern multifunction printers solve this by becoming an intelligent entry point into digital workflows.

A workflow-enabled MFP can help businesses:

Digitise paper documents immediately
Capture information directly into business systems
Route documents automatically to the correct teams
Secure confidential information through authentication
Reduce repetitive administrative tasks
Improve visibility of document processes

The result is a transition from document handling to document automation.

What Makes an MFP Ready for Workflow Automation?

Not all multifunction printers provide the same level of integration.

When evaluating MFP solutions, organisations should consider whether the platform provides native integration with existing business systems or relies heavily on additional middleware, manual configuration, or disconnected software tools.

The difference impacts deployment time, security, scalability, and ongoing management.

MFP Workflow Automation Selection Matrix

Selection Factor	The Sharp NZ Approach	Traditional Approach	Business Benefit
Identity & Access Management	Native Microsoft Entra ID and Microsoft 365 identity integration	Manual user setup or additional authentication layers	Improved security and removal of unmanaged guest access
Document Capture	Native integration capability with workflow solutions including Umango	Separate capture tools requiring additional contracts and administration	Simplified deployment and consistent document processing
Cloud Workflows	Direct scanning workflows into OneDrive and SharePoint environments	Complex redesign of existing processes	Faster digitisation of contracts, records and business documents
Security Protection	Device security features including Bitdefender® antimalware protection	Reliance on external security layers only	Additional protection for documents and device environments
User Experience	Intuitive touchscreen workflows designed around business processes	Basic scan and print functionality	Higher adoption and reduced training requirements
Management & Reporting	Integration with Managed Print Services monitoring and optimisation tools	Limited visibility of device usage	Better cost control and proactive management

The Role of Intelligent Document Capture with Umango

Document capture is one of the most important capabilities when moving from traditional printing to workflow automation.

Sharp MFPs integrate with intelligent capture solutions such as Umango to help businesses transform paper documents into structured digital information.

Instead of simply creating a PDF scan, intelligent capture solutions help organisations automate what happens next.

Automated Data Extraction

Businesses can capture information from documents such as:

Supplier invoices
Customer forms
Contracts
Compliance records
Delivery documents
Application forms

Information can be extracted, classified, and routed into the appropriate business process.

For example:

Traditional Process

Invoice arrives → employee scans document → manually names file → emails approval request → stores document

Automated Process

Invoice scanned → information extracted → document routed automatically → approval workflow triggered → digital record created

Secure Document Routing

Workflow-enabled MFPs allow businesses to create secure scanning pathways into existing environments.

Examples include:

Scan directly to SharePoint document libraries
Store documents securely in OneDrive
Route files to approved network locations
Integrate with document management systems

This reduces manual handling and helps maintain stronger document governance.

Connecting MFPs with Microsoft 365 Workflows

Many New Zealand organisations already use Microsoft 365 as their central productivity platform.

A workflow-ready MFP should integrate naturally with these environments.

Key capabilities include:

Scan to Microsoft SharePoint

Useful for:

Contract management
Employee records
Compliance documentation
Project documentation

Scan to OneDrive

Useful for:

Individual document workflows
Remote working environments
Personal productivity

Microsoft Entra ID Authentication

Enables users to securely access MFP functions using existing business credentials.

Benefits include:

Reduced password management
Improved access control
Better visibility of user activity
Alignment with existing IT security policies

IT Manager’s Technical Integration Checklist

Before deploying workflow-enabled MFPs, IT teams should evaluate the following:

✔ Identity & Access Management

Confirm the MFP platform can integrate with existing corporate authentication systems.

Consider:

Microsoft Entra ID compatibility
User authentication methods
Role-based permissions
Secure release printing

✔ Network Security Hardening

Review device configuration to reduce unnecessary exposure.

Recommended checks:

Disable unused network services
Remove legacy protocols where possible
Restrict administrative access
Apply security configuration standards

✔ Temporary Data Protection

Multifunction printers process sensitive business information.

Confirm:

Temporary document images are automatically deleted
Storage encryption is enabled
Data retention policies are configured appropriately

✔ Firmware & Security Updates

Establish processes for:

Regular firmware updates
Security patch management
Device monitoring
Vulnerability response

Workflow Automation and the 180-Day Transformation Journey

Successful automation does not happen by simply installing new equipment.

The strongest results come from a structured optimisation approach.

Stage 1: Stabilisation (Days 0–60)

The first priority is understanding the current environment.

Activities include:

Printer fleet assessment
Device utilisation review
Cost benchmarking
Service consolidation
Security baseline review

Business outcome:
A clearer understanding of current costs, risks, and improvement opportunities.

Stage 2: Optimisation (Days 60–120)

Once the environment is stabilised, organisations can introduce automation improvements.

Examples:

Automated print rules
Secure release printing
Usage dashboards
Department reporting
Digital scanning workflows

Business outcome:
Reduced waste, improved productivity, and better control.

Stage 3: Transformation (Days 120–180)

The final stage moves beyond print management into digital process improvement.

Examples:

Intelligent document capture
Automated approval workflows
Document management integration
Sustainability reporting
Advanced analytics

Business outcome:
A connected document ecosystem that supports wider digital transformation goals.

How to Choose the Right Workflow Automation MFP Partner

When selecting an MFP provider, organisations should look beyond hardware specifications.

The right partner should provide:

Technology Integration

Can the solution connect with your existing:

Microsoft 365 environment
Document management systems
Authentication platforms
Business applications

Security Capability

Does the solution support:

Secure authentication
Data protection
Device hardening
Privacy compliance

Business Understanding

Can the provider help identify:

Manual processes that should be automated?
Documents creating bottlenecks?
Security risks?
Cost optimisation opportunities?

Long-Term Support

A successful workflow automation strategy requires:

Implementation support
User adoption assistance
Ongoing optimisation
Proactive service management

Why Sharp NZ for Workflow Automation?

Sharp NZ helps organisations move beyond traditional printing by connecting multifunction printers with the digital systems that power modern workplaces.

Through a combination of:

Advanced multifunction devices
Managed Print Services
Workflow automation software
Microsoft 365 integration
Secure document solutions
Local New Zealand support

Sharp helps businesses create more efficient, secure, and connected document environments.

Request a Workflow Automation Assessment

If your organisation is reviewing its printer fleet, document processes, or digital workplace strategy, a workflow assessment can identify opportunities to: