Configure Print To Archive

Last Updated: May 19, 2026

Use this topic to configure Print To Archive so that print jobs are automatically captured and stored in Vasion Storage or a connected third-party storage system.

Key Points

Review the Requirements before configuring this feature.

  • The example below is a basic archival workflow. You may build yours out differently, but the key steps outline below are required for Print To Archive.

    Vasion recommends configuring a simple Print To Archive workflow rather than a complex workflow, which may incur additional cost and could impact performance.

  • If you haven't connected to your third-party storage provider, you will be prompted to authenticate when setting up the storage step below.

Configure Print to Archive

1. Create Background Workflow

  1. In the Admin Console, select Workflow in the left-side navigation, and select Business Process.
  2. Select + New Workflow.

  3. On the Let's get started modal, enter a name for the new workflow.

    Vasion Automate showing "Let's get started" modal.

  4. In the Choose an event modal, select Background Workflow.

    Card for a background workflow event type.

  5. From the Basic Steps section, drag the Storage step onto the canvas.
  6. Drag the previous step connector dot to the connector dot on the new step.
  7. On the Storage step, complete the following:
    1. Use the Resource menu to select Background Workflow.

    2. In the Storage Destination section, select Select Folder.

      Workflow builder showing "Storage step."

    3. Search for and select the destination folder. If it is your first time connecting to a third-party integration, complete the authentication steps to view folders.

      Workflow builder showing Select Folder modal.

      The New Folder option is available only for Vasion Storage and not third-party storage providers.

    4. Use the Select button after locating the desired folder location.
  8. From the Basic Steps section, drag the End step onto the canvas, and connect the workflow dots.
  9. Select Publish in the upper-right corner.

Simple archival workflow showing the trigger, storage, and end steps.

2. Enable Background Workflow

To enable Background Workflows at a global level:

  1. Select Print from the side navigation, and go to Tools then Settings then Printing.
  2. In the Automation section, select Enable Background Workflow.

  3. Use the workflow selector to choose the Background Workflow.

    Only published workflows with a Document Event trigger appear in the list.

  4. Select Save in the upper-right corner.

The workflow is now active for all print jobs immediately. No additional publish or deploy step is required.

Enable Background Workflow setting in the Admin Console, showing the workflow selector dropdown below the setting.

After you configure Print To Archive, documents are captured and stored automatically each time a user prints to an assigned printer(s). Users do not need to take any additional steps, and their normal printing process remains undisturbed.

3. Configure Printer Overrides (Optional)

You can override the global setting for specific printers to use a different workflow or disable archival entirely for that scope. Printer-level settings take precedence over global settings.

To adjust Background Workflow settings at a printer level:

  1. In the tree structure, select the printer you want to configure.
  2. Go to the Background Workflow section on the Printing tab.
  3. Select Use printer-specific setting.
  4. Enable or disable Background Workflows for this object, and select a different workflow if needed.
  5. Select Save in the upper-right corner.
  6. Repeat as needed for addition folders or printers.

General tab showing the custom background workflow setting and a workflow attached.

After you configure an override, that printer or folder, and objects within it, use the updated Background Workflow settings and workflow.