Much more than just print management software

Much more than just print management software

Most business processes were originally designed from moving paper from one place to another.

Nowadays, we still tend to print the paper that we need to move from one place to another…Kappris is here to help you print in a smart way– without paper – and often, without printers. 

Smart workflow automation to digitise your office

Let’s face it, no business enjoys paying for administration and owners constantly strive to reduce the cost of business operations. Kappris gives you smooth processes with just a click of a button, freeing up time and reducing the use and movement of paper.

Sending your letters with digital signatures, safe and securely

Quite rightly so, there’s a lot of fear about using digital signatures in the legal sector. After all, it’s a criminal offence if a solicitor’s letterhead is misused.

But fear won’t stop innovation happening. In fact, Kappris addresses all of the risks around using digital signatures, in particular, in the most frequent used scenario – sending out a letter.

Rubber stamp documents without paper or a rubber stamp!

Even in tomorrow’s digital world there’ll still be a need to have a ‘rubber stamp’. Our electronic rubber stamps and signatures are designed just for you and are used in many ways including;

 

  • Certifying digital document to be true and accurate copies.
  • Approving invoices to be paid.
  • Acknowledging receipt of documents on a specific date.
An approval process that works in any application

We have a client in Asia who needs funds to be released from their London office.

The Asia office sends a form to the accounts team in London, who must have approval before funds are released.

They print the form, run to a partner to get the signature and only then they can release funds. They then scan and save the signed form into their system for compliance.

If we receive information electronically in the first place, let’s keep it that way!

Does this scenario sound familiar? How often is a form printed in order to get a signature for it to then be scanned back?

Kappris users have:
  • Security and control of every digital signature, including persons authorised to sign on behalf of others.
  • An audit trail of who signed which letters, including persons who signed on behalf of others.
  • Seamless integration with Outlook to quickly send electronic letterhead by email.
  • Seamless integration with iManage/document management systems to store signed letters into the correct workspace with a meaningful andd easily identifiable file name.

iManage and DMS integration

Remove unfriendly file names from your DMS & make it easier to find your scanned documents.

You will no longer have to trawl through files with lengthy unique identifier names given to scanned documents. Kappris forces documents to be stored in your document management system into a client matter workspace with a meaningful file name.

iManage integration makes it easier to identify your documents from a ‘follow-me print queue’.

Intelligent print drivers know that a letter is to be printed on letterhead

Who or what tells the printer which paper to print on and whether it’s single or double sided?

Kappris recognises documents by their templates and sends instructions to printers so that the default setting for the document type is always used. Some document types can be forced to print double sided and in black and white and can achieve a huge cost saving.

Kappris smart printing saves money in wasted printing errors and saves time in messing about with printer settings. Kappris is a universal interface which means it works with any brand of MFD or printer so your experience is always the same even in a mixed fleet environment with lots of different printer types.

Kappris is a system that makes it easy for users to print the jobs they want without having to alter any of the printer settings.

Outlook integration thread

Do you want to print a 20 thread email conversation, or just the last 2?

The Kappris print button makes it easy to select parts of an email conversation, or the complete conversation, to print. It automatically recognises how many email exchanges have taken place, and the user can then select the number of these they wish to print.

Our clients’ favourite feature is to set a default to print only the last two emails in a thread, it saves masses of wasted paper.

In their 1st year of using Kappris, BLM Solicitors saved 1.5 million sheets of paper just by using the ‘Print Last 2 Emails Only’ feature in Outlook.

Email attachments

Printing attachments from emails is also made easier

No longer do you have to wait for applications to open, print, close, before moving onto your next task. And printing ZIP files is now more secure as no extraction to other folders is needed.

Effective and practical print management is key to any business. We can simplify your print processes, giving you control over the way your staff print. Influencing email printing, often a firm’s most significant print output, will reduce paper and toner use resulting in print savings and environmental benefits.

Kappris prevents harmful virus in macro enabled templates.

Reporting

Enjoy transparency of your business with Kappris reporting.

How do you know your investment is working for you?

How do you know if the changes you’ve made are working?

Kappris reports tell you who signed that letter using the digital signature. It will tell you how many emails have been printed using the ‘print only last 2 emails’ feature.

You can calculate your savings on paper usage, and you can demonstrate your compliance. You can be assured that you made the right investment in choosing Kappris.

Check out who and how many documents are being ‘printed’ to electronic stationery rather than paper.

Our simple to implement Kappris software allows your law firm to work in an extremely easy and flexible way, transforming your firm’s efficiency and creating a tailored digital working environment.

Kappris is a suite of simple software and templates that can transform the way your law firm works, whether that be digitally or with physical documents. It enables you to print securely from your work system to your home printer and it gives you one common view linking multiple hardware setups, wherever you are.

Book your Kappris demonstration or contact us today to understand how we can improve your performance and deliver genuine and significant reduction in costs.

Get in touch

If you’d like to chat to us about how our technology can make a difference to your firm, or would like to join our mailing list for our blogs or events, then please get in touch.

Tozers Customer Story

Tozers Customer Story

The Challenge

DWF LLP is a multinational law firm headquartered in Manchester with 30 offices across the world. The firm has been ranked the 10th overall most innovative legal business in Europe in the 2017 Financial Times Most Innovative Lawyers Report and scored highest of all firms in Europe for innovation in the business of law.

Printer refresh created more opportunities than thought possible.

In around 2013, firm needed to refresh its scanner/copier/printers (MFPs). There was a requirement to introduce more colour printing devices and at the same time there was concern of increasing print costs by accidentally sending prints to colour.

The challenge at that time was not only managing the increased costs of colour printing, but the software development involved in handling the print macros for the different paper trays and types of documents.

Jonathan Splatt, IT Manager, says

“We have more than 20 printing devices across three locations. We had created our own macros in Word to enable users to easily print various types of documents, for example, a headed letter along with a plain copy for the file. It became apparent that we couldn’t sustain the amount of time needed from the IT team to re-write the macros for any new and additional printing devices. The macros also had to be deployed across 150 PCs which was a pain to update and manage, so we wanted a system that could more easily be centrally managed and deployed to users.

Kappris was the solution that we chose, and it continues to be the software of choice many years later.

We wanted a system that made it easy for users to print the jobs that they wanted without having to alter any settings and allowed us to keep accidental printing and wastage to a minimum. Kappris allows us to write complex printing configurations for document types and publish those print options to the users in a very easy way.

If we were to lose Kappris then I would dread to think how many hours it would take for us find alternative solutions.”

Reduced printing is a natural by-product

Kappris enforces default print settings and one of the easiest processes to gain quick benefit from is email printing from Outlook. Kappris will print, by default, only the last two emails in a thread and duplex the job automatically. There are options for the users to change this should they need to, but the default setting has reduced paper and print wastage immediately.

Jonathan says, “Previously the users would have had to manually choose which pages they wanted to print – which they invariably never did – so a lot of paper ended up in the confidential waste bin or in a file which ultimately was going to end up in paid storage.”

Digital stationery is now the default

The firm wanted to protect its brand and ensure that all letters that were sent electronically were on letterhead. Kappris made it easy for the users to print documents to electronic stationery and, in fact, this became the default selection.

Jonathan Splatt explains: “Some of our staff were printing letters on letterhead and then scanning in the documents so they could attach a PDF to an email. This is obviously very time consuming and we found that sending electronic stationery is becoming more normal practice.

We are now able to include our electronic stationary by default, enabling letters to be turned into a pdf and attached to an email. If a user wishes to print the same letter to pre-printed stationary, we have configured Kappris to automatically hide the electronic letterhead at the point of printing. Our users get the best of both worlds and they can choose at the end of the process whether they want a post letter or an email letter.

Standardisation of the Kappris system makes it very easy for the users regardless of which printer they’re using.”

“Kappris simply solves so many issues for us. We can’t do without it.

More often letters are being sent by email rather than in printed hard copies in the post.

Our users have personalised printing options that reduce paper and reflect the Tozers brand.

Paper light is in our future and Kappris will be a key solution to helping us achieve our goals.”

Jonathan Splatt

IT Manager, Tozers

The transformative power of technology

The transformative power of technology

 

Rob Simcock, commercial director of legal software firm Kutana looks at how technology is transforming our lives and working practices.

We’ve all seen how technology can transform what we do, and how we do it. From shopping, to listening to music, to monitoring our exercise regimes, tech has had, and continues to have, a transformational impact.

Some have claimed that the legal sector has yet to see the kind of disruption and innovation that others like banking and accountancy have. In their book ‘The future of the professions’ published this year, authors Richard and Daniel Susskind go so far as to claim that law firms’ working practices “have not changed much since the time of Charles Dickens”.

Now that’s an extreme view, but it does beg the questions: ‘how fit is your business for the 21st Century?’ and ‘are you empowering you workforce with the right tools?’

For any business an effective IT solution is an essential tool for productivity and cost efficiency. Many firms allocate large budgets to internal IT departments to ensure systems run smoothly, but are they getting bang for their buck?

Some new entrants to the legal market like Fairpoint Group – which in the last three years has acquired prominent consumer legal firms including Simpson Millar and Colemans – have driven the innovation agenda by bringing process to professional service.

It’s no coincidence that Fairpoint’s chief executive Chris Moat was at Direct Line when it started to shake-up the insurance sector, and much of what he’s done with Fairpoint’s legal services arm has been around offering a fixed cost service to customers underpinned by an highly efficient, paperless working environment supported by extensive use of IT and workflow management tools.

While Fairpoint has focused on the process of undertaking volume work in consumer law, such a tactic won’t necessarily be applicable to commercial firms dealing with bespoke or complex matters.

There has to be other ways of optimising efficiency.

One way could be to look at operational functions such as print.

Historically, legal firms have been huge users of paper – by their nature even some of the most basic contracts can be very word-heavy. Therefore having a good print management system in place is essential, particularly if you’re a firm handling large volumes of paperwork.

Printing is one of the most basic but overlooked processes for legal businesses. Without an effective management system in place it can be one of the most costly and inefficient processes.

Simple procedures like emailing a client a bill on the correct stationery can quickly become costly and time consuming if electronic stationery is not integrated into IT systems.

It means users have to send the bill to print, scan it back into the system and send it to the client in an email. This not only takes time, and can lead to other problems in the process, but it costs money.

Properly implemented the right print management software can save organisations significant time and money.

Law firm leaders should constantly have plans in place to make print management as cost effective as possible.

Due to time pressures sadly, some IT departments frequently overlook processes and developments that could make their firms more efficient. They fall into a mind-set that something is done a certain way, just because that is how it has always been done, and don’t look for a better solution.

Firms that allow such complacency to reign supreme risk being overtaken by forward thinking rivals who understand the importance of streamlining simple processes to make them more time efficient and cost effective.

At Kutana we are passionate about productivity and are on mission to understand ‘pain points’ for law firms. We’ve used our experience to develop cost saving software, called Kappris, that makes processes and print management as effective as possible. It’s one that has been adopted by firms such as DWF, Taylor Wessing and BLM, so if you want to find out more, please contact us or call 0330 202 0971.

Get in touch

If you’d like to chat to us about how our technology can make a difference to your firm, or would like to join our mailing list for our blogs or events, then please get in touch.