Print To Automate

Last Updated: May 19, 2026

Print To Automate turns print events into automation triggers, connecting the moment a document is printed to downstream workflows, archival, and signature collection in Vasion Automate. IT admins configure what happens when users print, and automation handles the rest, without changing how users print.

Key Points

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

• Print To Automate includes three capabilities:
  • Print To Archive
  • Print To Sign
  • Print To Workflow.
• These features support Vasion Clients on, Windows, macOS, and Linux devices. Support for Chromebooks and mobile devices has not been released.
• Print jobs that trigger workflows are not blocked by automation failures. If a workflow or submission fails, the print job still completes and the failure is logged.
• The Vasion Client captures and converts print jobs to PDF before submitting them to Vasion Automate.

How It Works

When a user prints, the Vasion Client intercepts the job and, depending on configuration, either runs a background workflow automatically or presents the user with a workflow destination in the print dialog. In both cases, the document is converted to a PDF and submitted to Vasion Automate along with job metadata such as user, printer, timestamp, and job title.

Automation runs independently from printing. A workflow failure never prevents a document from printing.

Capabilities

Print To Automate includes the following three capabilities.

Print To Archive

Print To Archive runs in the background without any user interaction. Admins configure a workflow that fires on print jobs at a global or per printer level, and the document is automatically stored in Vasion Storage or a connected third-party system. End users are not impacted by the archival and print as normal.

Print To Workflow

Print To Workflow lets users intentionally route a document into a Vasion Automate workflow directly from the print dialog. Users select Send To Vasion Automate as their print destination, choose a workflow from a list of ones they have permissions for, and the document is submitted. No physical print is produced.

Print To Sign

Print To Sign lets users send a document for electronic signature directly from the print dialog. Users select Send to Vasion Sign and the document is immediately routed to Vasion Sign for signature collection. No workflow selection step is required, and no physical print is produced.

Use Cases

Print To Automate addresses processes where documents leave digital systems through printing and create gaps in compliance, accountability, or workflow continuity. The following are common scenarios where Print To Automate simplifies existing processes.

Compliance archival without user action. Organizations in healthcare, finance, government, and education often require that printed documents be retained with a complete audit trail. Without automation, this depends on users manually scanning, emailing, or uploading copies through an inconsistent and error-prone process. Print To Archive eliminates this dependency by capturing every print job automatically and storing it with full metadata, making documents searchable and retrievable when audits or records requests arrive.

Routing documents into business processes. Users frequently print documents in order to collect a signature, submit for approval, or trigger a downstream process, then have to scan or re-upload those documents to start the digital workflow. Print To Workflow removes the redundant scan-and-upload cycle by letting users route directly from the print dialog into Vasion Automate workflows they have access to, such as invoice approval, HR onboarding, or records intake.

Collecting signatures without leaving familiar tools. Preparing a document for e-signature typically requires opening a separate application, uploading the file, and manually placing signature zones. Print To Sign lets users send documents to Vasion Sign in one step from the print dialog, eliminating the upload and setup process for documents that are already open and ready to print.

Enforcing document policies at the point of print. Admins can use Print To Archive with folder or printer-level overrides to apply different archival workflows to different parts of the organization (e.g., capturing everything printed from legal or HR printers to a secured folder), while leaving general-use printers unaffected. This lets IT enforce retention policies consistently without relying on individual users to follow manual procedures.

Requirements

Before you configure any Print To Automate feature, confirm that your environment meets the following requirements:

• All three capabilities require Vasion Automate enabled for your tenant, and the Master Software Agreement (MSA) accepted.
• A configured Identity Provider (IdP). For more details refer to Identity Providers (IdPs).
  • LDAP configurations require Identity Sync to provision users into Vasion Automate. For more details refer to Identity Sync.
  • Your instance has completed the LDAP Advanced Features migration. LDAP customers, reach out to your Vasion representative for more details.

Print To Archive

• 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.

Print To Sign

• Access to the Vasion Automate console, with licensing for Print and Sign.
• The Send to Vasion Sign object is present in the tree structure.
• Create the storage provider integration if you are using the Send & Store option with a third-party storage provider. For more details refer to Integrations.
• End-users need the Creator role to access the Sign tab.

Print To Workflow

• Access to the Vasion Automate console, with permissions to Print and Workflow.
• You have at least one published workflow:
  • Using the Print Capture Document Event trigger. For more details refer to Document Event Trigger.
• Send To Vasion Automate object deployed to your users.
• End users must have View permissions for a workflow before it shows as an option in the print dialog.

Next Steps

After reviewing this topic, see the following:

• Print To Archive.
• Print To Sign.
• Print To Workflow.