Leading UK law firm Geldards selects Kappris as part of their printer refresh to improve lawyer workflow and reduce the amount of printing

Summary

Geldards has implemented Kappris as part of their print management strategy, due to its ability to control printing within Microsoft Office, and integration with the firms DMS, WorkSite. This was carried out when the firm replaced their existing printer’s with Canon multi-functional devices. Kappris was installed to enhance the new Follow Me Print software, improve user experience and reduce the amount of printing carried out by the firm.

Kappris has changed the way the firm prints with WorkSite print integration and a selection of print modes to suit their requirements across different applications. Printing emails from a thread was one of Geldards largest print issues that Kappris has addressed. The firm also found that Kappris complemented Tikit’s Template Management System for their word document printing.

After seeing how Kappris complemented the firms existing template management system, streamlined email printing and integrated with WorkSite, Wigley recognised that Kappris was the perfect out of the box solution for the firm.  “Kappris offered an intuitive print management solution, which has helped to reduce the firm’s overall printing. There has been an immediate reduction in printing due to the introduction of different default print modes and we have seen a reduction in paper waste from email thread printing. The integration with WorkSite provides the user with the correct file name at the MFD’s and improves the user experience.” Huw Wigley, Director of IT

The Challenge

Printing is an essential part of lawyer life.  The firm had recognised that whilst they could not eliminate printing at the firm, they could address the amount that they print. One of the main areas that IT Director, Huw Wigley was keen to address, was how to decrease the amount the firm printed, with an emphasis on reducing colour printing and to encourage better user behaviour.

Geldards were looking to implement a market leading print management solution that would standardise the way the firm printed documents and email. The firm used Tikit’s Template Management System within Word to manage the firm’s templates, and were looking for a simpler way to add a new print mode. Wigley was keen to become a greener firm and reduce the amount of printing Geldards did. He was also looking for a solution to simplify the user print process for WorkSite documents.

The Solution

Kutana evaluated Geldards existing print process, highlighting areas where the firm and users could become more efficient. As part of their printer refresh, Geldards were looking to simplify the print work flow for WorkSite documents and worked with Kutana to further develop WorkSite integration with Kappris.   Kutana demonstrated how simple Kappris was to implement and use, and worked closely with IT Director, Huw Wigley to ensure that his print vision was met.

When a document is sent for print, WorkSite traditionally changes the name of a document to a unique ID number, making it more complicated for the user.  Kappris performs a reverse lookup from the document ID and locates the correct WorkSite file name.  Wigley comments, “We worked directly with Kutana to develop a fully integrated WorkSite solution within the firm. We had a good working relationship with Kutana, who listened to our requirements to provide the firm with a bespoke printing solution.”

Kappris has streamlined email printing by giving the user the ability to select the number of conversations that they would like to print as well as enabling the print of attachments at the same time as emails. This has had a significant impact on reducing the firm’s waste and has also assisted lawyers to work more efficiently.

Kappris has enabled administrators to easily define how lawyers print via a selection of pre-selected print modes, to ensure that they are printing their document in the correct manner and most efficiently. The software also enables administrators to quickly add additional print modes when required. Geldards standard Word document templates is managed by Tikit’s Template Management System; the implementation of Kappris has simplified the print mode management of these templates. 

Colour printing is now more controlled with Kappris to help save printing costs. Geldards focused on MS Word, MS Outlook and WorkSite printing in the office and the firm now have an easy to use print management solution as part of their printer refresh. Geldards plan to continue working with Kutana to explore how they can further reduce printing within the firm.

Implementing Kappris has…

• Provided a more complete print solution to the firm
• Reduced printing costs
• Reduced the burden on IT team
• Ensured WorkSite integration was simple and intuitive for the user
• Simplified the print process with various print modes
• Reduced email printing as only relevant email threads are printed rather than the full conversation
• Reduced and controlled the amount of colour printing within the firm
• Enabled the firm to become greener

“Kappris has provided a simple, easy to use print interface, and has helped to provide a more complete printing solution to the firm. The introduction of thread printing from Outlook and the clarity of what document is being printed from WorkSite have been key to making this a positive solution for the firm. Geldards have noticed a reduction in the amount that the firm prints and has had no issues with user adoption and product training.” Huw Wigley, Director of IT.

For more information on Kappris please email  [email protected]