Print To Archive

Last Updated: May 19, 2026

Print To Archive automatically captures printed documents and stores them in Vasion Storage or a connected third-party storage system. IT admins configure which printers or folders trigger archival, and documents are stored in the background whenever a user prints.

Key Points

The following are important things to know about Print To Archive:

  • Archival runs in the background. End users print as normal and are not prompted or interrupted.
  • Each archived document is stored as a PDF with job metadata, including user, printer, timestamp, and job title.
  • Configure archival globally across all printers or for specific printers.
  • Supported storage destinations include Vasion Storage, Google Drive, OneDrive, and SharePoint.
  • Workflow execution failures do not block printing. Print jobs complete normally even if archival fails.

How It Works

When a user sends a print job, the Vasion Client captures the document and converts it to a PDF. The Client then submits the PDF and its metadata to Vasion Automate, which executes the configured workflow. The workflow stores the document in the destination you have configured, such as a folder in Vasion Storage or a connected third-party system.

The archival process runs in parallel with printing. The document prints normally at the selected printer while the workflow executes independently. If the workflow fails (e.g., a folder gets deleted, permissions removed, or a connector goes down), the print jobs still completes and the failure logs in Vasion Automate.

Admins can configure a single global workflow that runs for all print jobs, or they can override that setting at the printer level to use a different workflow or disable archival entirely for specific devices.

Requirements

Before you configure Print To Archive, confirm that your environment meets the following requirements:

  • Access to the Vasion Automate console, with permissions to Print and Workflow.
  • You have at least one workflow:
    • Using the Background Workflow trigger.
    • At least one storage location step. For more details refer to Send to Storage.
  • If you plan to archive to third-party storage (Google Drive, OneDrive, SharePoint), connect the integration to see it as a Storage option. For more details refer to Integrations.
  • Printers using a printer driver. This feature does not support IPP printing.

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

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