How does scan to cloud work practically?

Depending on the platform and workflow, documents can also be processed through OCR, assigned metadata, or routed to predefined destinations. The result is a scanning process that connects document capture directly with the systems where the document needs to be stored or used.

MyQ Roger vs MyQ X: where does cloud fit?

MyQ has two different approaches to cloud environments, and they should not be treated same.

MyQ Roger is designed around cloud connectivity, mobility, remote and hybrid workplaces, and cloud-based document workflows. MyQ Roger provides serverless cloud print and scan workflows, centralized web management, and integrations with cloud storage services.

MyQ X is designed for on-premises and hybrid environments, while also supporting deployment in private cloud infrastructure. For example, MyQ X can run on an Azure Virtual Machine, with the physical network connected to the Azure environment. MyQ X also provides cloud-connected scanning capabilities, including direct scanning to cloud storage services. 

The distinction is important: MyQ Roger is cloud-native and public cloud-based, while MyQ X provides cloud-connected capabilities within an on-premises or hybrid architecture.

How does scan to cloud work?

A user scans a physical document at a MyQ-enabled device. Instead of saving the scan locally and manually transferring it later, the configured MyQ scanning workflow sends the document to its selected destination.

MyQ X supports cloud storage destinations including OneDrive, OneDrive for Business, Google Drive, Google Drive for Workspace, Box, Dropbox, SharePoint Online, and Amazon S3. Administrators can configure these as destinations within Easy Scan workflows.

For example, an administrator can create an Easy Scan action connected to SharePoint Online. Depending on the configuration, users can select configured sites and folders at the device before submitting the scan.

MyQ Roger provides similar cloud scanning functionality as part of its public cloud architecture, including Scan to Cloud Storage for OneDrive, Google Drive, SharePoint, iCloud, Dropbox.

The important point is that Scan to Cloud is not simply “scanning to an email address.” It connects document capture with the organization’s existing cloud storage and document workflows.

What are the best practices for scan to cloud?

A useful Scan to Cloud workflow should reduce manual handling rather than simply move the same manual process into a cloud destination.

Define destinations around real workflows

Instead of giving users an unrestricted list of destinations, administrators can create predefined Easy Scan actions for common processes. A workflow might send a document directly to a specific cloud storage location, for example, rather than requiring the user to determine the destination every time. MyQ supports multiple Easy Scan actions with different destinations.

Use appropriate folder structures

Where cloud storage integrations support folder browsing, users can navigate available locations from the device. For SharePoint Online, MyQ X can be configured for either a specific site or multiple sites, with folder browsing available depending on the configuration.

Keep permissions under control

Cloud storage connections should reflect the organization’s existing access model. MyQ’s integrations require users or administrators to establish the relevant connection and permissions before the storage destination can be used.

Automate where possible

If every scan still requires users to rename, sort, process, and move the resulting file manually, the organization has digitized capture but not necessarily the workflow around it. This is where automated processing becomes important.

How can scanned documents be automatically processed?

Scanning can be the first step in a larger document workflow. 

MyQ supports OCR for creating searchable documents, as well as additional scanning parameters and metadata. MyQ’s scanning workflows can also send documents to document management systems and other destinations.

For example, OCR can turn a scanned document into a searchable PDF rather than leaving the organization with an image that can only be viewed. Additional information can also be entered during the scanning process, such as invoice numbers, due dates, totals, or currency, and stored as metadata alongside the document. 

Scan to cloud is more than a destination

The value of Scan to Cloud is not simply removing a few clicks from the scanning process.

The bigger change is connecting the point where a document becomes digital with the system where that document needs to live or be processed.

For a cloud-first organization, that can mean capturing documents directly into existing cloud services. For a hybrid environment, it can mean adding cloud-connected document workflows while maintaining an existing MyQ X architecture.

And when OCR, metadata, and workflow automation are added, scanning becomes part of a broader document process rather than an isolated function on an MFP. 

MyQ provides both approaches: MyQ Roger for organizations looking for a public cloud architecture, and MyQ X for organizations that need on-premises or hybrid deployment with cloud-connected document workflows.