Scan To Workflow
Last Updated: May 19, 2026
Scan to Workflow enables users to trigger Vasion Automate workflows directly from a multifunction printer (MFP) scanning interface through the Control Panel Application (CPA). When you scan a document, you select a workflow from the CPA instead of manually entering an email address or folder path. The scanned file routes automatically to the selected workflow, eliminating manual routing steps and connecting physical document capture to your digital business processes.
Key Points
- The Workflow option only appears on the CPA for users with View permissions for at least one workflow.
- The workflow list only shows workflows that are configured with the Document scan event trigger.
- Users see only the workflows they have View permissions for, and a Contact your administrator... message if there are none.
- Each scan session supports one workflow selection.
- To route a document to more than one workflow, use split logic in the Workflow builder.
- Scan settings such as paper size, color mode, resolution, and duplex are passed to the workflow as metadata, allowing workflows to make decisions based on scan attributes.
- All workflow trigger attempts are logged with user, printer, and timestamp information to support troubleshooting.
How It Works
When a user selects the Workflow option on the CPA scan destinations screen, the CPA retrieves a filtered list of available workflows from Vasion Automate. The user selects a workflow, configures scan settings, and taps Scan. The CPA sends the scanned file and associated metadata to Vasion Automate through the Service Client, which proxies communication between the CPA and the Vasion API. Vasion Automate receives the file, initiates the selected workflow, and begins processing the document.
After the scan is submitted, a confirmation screen displays the workflow name and a success message. The user can scan another document to the same or a different workflow, or return to the main CPA menu.
If the workflow trigger fails, the CPA displays a user-friendly error message and logs the failure details for admin review.
Requirements
Scan to Workflow requires the following.
- Vasion Print and Vasion Automate licensing. Reach out to your Vasion representative for more details.
- You have at least one published workflow:
- Using the Document scan Document Event trigger. For more details refer to Document Event Trigger.
- Users or Groups with View permissions for the workflow.
- Simplified Scanning configured for, Scan to Storage or Scan to Email. For more details refer to Simplified Scanning.
- This feature requires turning on the Enable higher security setting.
- Turning on higher security forces reinstallation of the CPA on all devices using Transport Layer Security (TLS) 1.2. Not all printer models support higher TLS versions, which can impact installation.
- For more details refer to Transport Layer Security (TLS) Settings.