What's New in Vasion

Notifications

Vasion Automate now includes a centralized notification system that alerts you to new task assignments and status updates for Workflow, Forms, and Sign. Instead of manually checking the platform or searching through emails, you receive in-app and email notifications.

Key benefits include:

• Receive notifications for Workflow task assignments and updates, form assignments, and signature requests and status updates.
• Use buttons in notifications to go directly to the relevant task or document.
• Configure your preferences to receive in-app notifications, email notifications, both, or none.

For more details refer to Notifications.

AI Auto Zoning (Beta)

Vasion Sign now includes AI-powered auto zoning in the document builder. Instead of manually placing every field on a document, you select a single button and Vasion automatically detects and places fields based on the document's content.

This feature is in beta. Contact your Vasion representative for more information.

Key benefits include:

• Save time on document setup by automatically placing fields.

• Retain full control over the document. You can adjust, remove, or add fields manually after auto zoning completes.

• Retry auto zoning or clear all autoplaced fields if the results need adjustment.

For more details refer to the Add Fields Automatically (Beta) section in Create & Manage Documents.

Audit Log

The Audit Log records all interactions with a document you sent for signature. For every action a signer takes, Vasion logs the person, action, timestamp, and IP address, giving you a verifiable record of document activity.

Key benefits include:

• Track every document interaction, including views, signatures, and rejections.

• Search the Audit Log to find activity for a specific signer.

• Export the Audit Log for reporting and recordkeeping.

For more details refer to Audit Log.

Certificate of Completion

When all required signers finish signing a document, Vasion automatically generates a Certificate of Completion and emails it and the completed document to you and all signers.

Key benefits include:

• Receive official proof that all required parties signed a document, including signer names, timestamps, and IP addresses.
• Access the certificate and completed document directly from the notification email, or download them from Vasion Sign at any time.
• Share or archive the certificate as a verifiable record for compliance, reporting, or recordkeeping.

For more details refer to Certificate of Completion.

Templates

Create reusable, preconfigured templates in Vasion Sign. Instead of recreating frequently sent documents, you configure the document once and reuse it for recurring workflows, like NDAs, onboarding forms, and contracts.

Key benefits include:

• Preserve document structure, signers, field assignments, and signing order.
• Ensure consistency across documents, and streamline repetitive signing workflows.
• Add fixed signers, who you define when you create the template, or placeholder signers, who you define when you send the document.

For more details refer to Templates.

File Renaming

You can now rename files in Vasion Storage. When uploaded files have autogenerated or unclear names, you can update them without uploading the file again.

Key benefits include:

• Rename a file on the Storage page or when previewing the file.
• File extensions are locked during renaming to prevent accidental changes.
• If a file with the same name already exists in the same location, the system notifies you.

For more details refer to Storage.

Full Text Search

Full Text Search lets you search the contents of files stored in Vasion Storage, not just file names or metadata. When you upload a file, Vasion automatically processes it using optical character recognition (OCR) to extract readable text, making the file's content fully searchable.

Key benefits include:

• Search for specific keywords or phrases across the files you have access to in the current tab or folder, including subfolders.
• The first matching term is highlighted in each search result, and a count of total results appears.
• Some file types, such as TXT and DOCX, are searchable without OCR processing.

For more details refer to Storage.

Storage Administration

Vasion Automate now includes a Storage Admin page that gives admins visibility into organizational storage consumption and automates trash cleanup.

Key benefits include:

• View your organization's total storage consumption and how it is divided into active storage, trash, and available space.
• Receive a warning when your organization's total storage consumption reaches 95% of its allocation, giving you time to direct users to clean up files or contact your Vasion representative to purchase additional storage.
• Trash cleanup is automated. Files moved to the trash are permanently deleted after 30 days, reclaiming storage space without any manual intervention.

For more details refer to Storage Administration.

Storage Metadata

Vasion Storage now automatically captures and shows origin metadata for every file in the system, regardless of how it entered. Whether the file was printed to storage, scanned, or uploaded, its metadata is recorded at the time of creation and presented as read-only information in the Details section when you view the file.

Key benefits include:

• View the created date, file size, file type, page count, and last modified date. Depending on the type of file and the source, additional metadata fields might appear.
• Search for files using metadata values through the existing search experience. No special syntax or separate search interface is required.
• Search results indicate whether a match was found in the file content, the file metadata, or both.

For more details refer to Storage Metadata.

Unified Storage

Vasion Automate now includes Unified Storage, which provides a single location to copy, download, preview, and search files in Vasion Storage and connected third-party storage providers, including Google Drive, OneDrive, and SharePoint, without switching between apps.

Key benefits include:

• Each connected third-party storage provider appears as its own tab on the Storage page, alongside the Vasion Storage tabs.
• Search any storage provider from its tab.
• Copy files from a third-party provider to Vasion Storage or any other configured storage provider.
• Share files in Vasion Storage.
• File operations respect the ownership and permissions of each storage provider, so you can only perform actions you are authorized to take.

For more details refer to Unified Storage.

Business Process Workflow

Business Process Workflow receives several enhancements in this release, expanding automation capabilities with new trigger types, parallel branching, AI-powered document processing, and greater control over how workflows are built, shared, and managed.

• Document Event Trigger: Automatically initiates a workflow when a document is received via scan, print job, or Output Automation rule, passing source-specific metadata into the workflow for downstream routing and branching decisions.
• Background Workflow Trigger: Silently fires after a print job completes with no end-user action required, enabling consistent archival and compliance routing for every qualifying print job based on configurable filters.
• Form Step: Assigns a form to a specific user for completion, keeping workflow data structured and available to all downstream steps for routing, approval, and storage decisions.
• Approval Step: Routes work to an assigned reviewer for approval or rejection, with optional send-back-to-submitter functionality that allows revision without restarting the workflow.
• Signature Approval Step: Requires an assigned user to sign a specific field on a form before the workflow advances, with support for dynamic signer assignment at runtime.
• Storage Step: Automatically sends a workflow document to a designated Vasion Storage folder at the right point in the process, eliminating manual file-saving steps.
• Email Step: Sends context-specific notifications to designated users with dynamic content and attachments drawn from upstream workflow data, keeping stakeholders informed at every stage.
• Split Branch: Divides the workflow into multiple parallel paths simultaneously, reducing process time for multi-party approvals and reviews that do not need to happen sequentially.
• Merge Branch: Reunites parallel paths into a single path using All (every path must complete) or Any (first path to complete advances the workflow) logic.
• Conditional Logic: Routes the workflow down different paths based on data from any upstream source, supporting up to five custom branches per step with a Default Branch as a fallback.
• Intelligent Document Processing (IDP): Uses AI to classify incoming documents and extract structured field data automatically, with configurable confidence thresholds that control whether documents advance automatically or route to a reviewer.
• Agent Step: Embeds AI reasoning directly into the workflow using natural language instructions, accepting documents, IDP results, and form inputs to produce structured text outputs that downstream steps can act on — no coding required.
• Workflow Management: A centralized hub for creating, sharing, publishing, and monitoring workflows, with team-based permission roles and real-time visibility into active and completed workflow instances.

For more details refer to Business Process Workflows.

Send to Storage

Vasion Workflow now includes a Storage step. Instead of manually moving a file after a workflow completes, you can add a Storage step to the workflow to automatically route the file to a folder in Vasion Storage.

Key benefits include:

• Automate file archival as part of any workflow.
• Route a file to multiple storage locations in the same workflow using a Split step.
• Vasion automatically captures and stores metadata with the file. This metadata is searchable on the Storage page and appears in the Details section when you view the file.

For more details refer to Send to Storage.

Send to Third-Party Storage

The Storage step in Vasion Workflow now supports third-party storage destinations, including Google Drive, OneDrive, and SharePoint.

Key benefits include:

• Eliminate manual file transfers to third-party storage providers.
• If you have more than one account configured for the same third-party storage provider, each account appears as a separate option in the Storage step.

For more details refer to Send to Storage.

Vasion Print

Identity and Integrations

Active Directory Query eXecutor (ADQX)

The Active Directory Query eXecutor (ADQX) enables Vasion Print to query on-premises Active Directory on demand without requiring exposed LDAP ports or inbound firewall rules. A Service Client installed within your network handles all communication outbound via WebSocket, keeping your directory secure while giving Vasion Print the AD access it needs.

Key benefits include:

• Eliminates the need to open LDAP ports in your network perimeter, reducing attack surface without sacrificing Active Directory integration.
• Outbound-only WebSocket communication means no inbound firewall rule changes are required in your environment.
• All queries executed by ADQX are visible in the Admin Console, providing full transparency and auditability over directory activity.

For more details refer to Active Directory Query eXecutor.

Multi-Badge Management

Multi-Badge Management allows a single user to have multiple badge IDs assigned and managed through SCIM, giving IT administrators full lifecycle control over badge assignments in environments where badge rotation, sharing, or reassignment is common. When an IdP sends a SCIM provisioning request, Vasion Print automatically reconciles the incoming badge array — adding new badges, retaining existing ones, and removing any that are no longer included.

Key benefits include:

• Supports environments like healthcare and manufacturing where users regularly rotate between badges or share badge credentials across roles.
• SCIM-driven reconciliation keeps badge assignments accurate and current without manual intervention, reducing administrative overhead.
• Removes outdated badge assignments cleanly without requiring the user to be deleted and reprovisioned in Vasion Print.

For more details refer to Print Badge Management.

Imprivata Integration

Vasion Print's Imprivata integration resolves the identity attribution problem on shared clinical workstations, ensuring print jobs are tied to the individual user rather than the machine. Clinicians badge in at the MFP using an rf IDEAS proximity reader to release only their own jobs, with identity validated through the Imprivata ProveID API.

Key benefits include:

• Supports both shared kiosk workstations (Imprivata Type 2) and standard workstations (Imprivata Type 1) in healthcare environments.
• Eliminates the need for clinicians to manually identify themselves at the printer, streamlining secure print release in high-traffic clinical settings.
• Works with both Vasion Now and SRS deployments, with no changes required to how users print from their workstations.

For more details refer to Imprivata.

ServiceNow Integration

ServiceNow Integration automatically syncs printer asset data from Vasion Print into the ServiceNow Configuration Management Database (CMDB), eliminating manual data entry and keeping printer records accurate and current alongside all other managed devices. Key asset fields, including firmware version, IP address, MAC address, and serial number, are pushed to ServiceNow whenever a sync runs.

Key benefits include:

• Keeps printer assets current in ServiceNow automatically, removing the need to manually export and re-enter printer data.
• Firmware version tracking within the CMDB gives security and compliance teams visibility into outdated printer firmware without cross-referencing separate systems.
• Supports printer-to-technician mapping in ServiceNow, enabling automatic incident routing based on asset ownership.

For more details refer to ServiceNow Integration.

Printing

IPP Printing

Internet Printing Protocol (IPP) printing enables driverless printer deployment across Windows, macOS, and Linux by using Microsoft's built-in IPP class driver instead of manufacturer-supplied drivers. IPP also unlocks support for Windows ARM devices, Windows Protected Print (WPP), and native printing on Chromebook, Android, and iOS, without requiring additional driver management.

Key benefits include:

• Eliminates dependency on manufacturer-supplied drivers, making any IPP-enabled printer compatible with Vasion Print across all supported platforms.
• Supports Windows Protected Print (WPP), aligning with Microsoft's long-term direction for the Windows print stack.
• Expands Windows ARM device support to include Off-Network Print, Offline Secure Release, and improved reporting — with no additional setup required.

For more details refer to IPP Printing.

Print To Automate (Print To Archive, Print To Sign, Print To Workflow)

Print to Automate

Print to Automate turns the act of printing into an automation trigger, connecting print events directly to archival, workflow routing, and signature collection in Vasion Automate — without changing how users print. Three capabilities cover the most common document process gaps: Print to Archive, Print to Workflow, and Print to Sign.

Key benefits include:

• Print to Archive automatically captures and stores every print job in the background with full metadata, supporting compliance and audit requirements without any user action.
• Print to Workflow lets users route documents directly from the print dialog into Vasion Automate workflows, eliminating the redundant scan-and-upload cycle for approval, intake, and routing processes.
• Print to Sign sends documents to Vasion Sign in one step from the print dialog, removing the need to separately open, upload, and configure signature requests.

For more details refer to Print To Automate.

Simplified Scanning

Bring Your Own SMTP

Bring Your Own SMTP (BYO SMTP) strengthens Scan to Email security with two encryption options: Encryption at Rest and S/MIME email encryption. Encryption at Rest applies AES encryption to scanned documents at the file level before they leave the Service Client, while S/MIME adds certificate-based, end-to-end payload encryption so document content is secured before transmission and can only be read by the intended recipient.

Key benefits include:

• AES-based Encryption at Rest protects scanned documents at the file level, securing content before it moves through your email infrastructure.
• S/MIME payload encryption complements transport-layer TLS by encrypting the document itself end-to-end, ensuring content cannot be intercepted in transit.
• Organization-wide certificate management is handled through the Admin Console, giving admins a single place to upload and maintain signing and encryption certificates.

For more details refer to BYO SMTP Encryption.

Scan to Home

Scan to Home enables users to scan documents directly from an MFP to their personal Active Directory home directory, using their own credentials to authenticate and route files — keeping every document tied to the individual who scanned it. Files are written with the user's identity preserved in the metadata, providing a clear access control and audit trail across the organization.

Key benefits include:

• Personal credentials ensure scanned documents are delivered to the correct user's home directory automatically, with no manual folder selection required.
• User identity is preserved in file metadata, supporting access control, accountability, and audit trail requirements.
• Authentication is handled at the MFP through the CPA, allowing users to connect and scan securely without leaving the printer panel.

For more details refer to Scan To Home.

Scan to Workflow

Scan to Workflow bridges physical document capture and digital business processes by allowing users to trigger Vasion Automate workflows directly from the MFP scanning interface. Users select a workflow from the CPA instead of manually entering an email or folder path, and the scanned file routes automatically with full metadata passed along.

Key benefits include:

• Eliminates manual routing steps by connecting the MFP scan panel directly to Vasion Automate workflows.
• Scan metadata — including paper size, color mode, resolution, and duplex settings — is passed to the workflow, enabling conditional logic based on scan attributes.
• All trigger attempts are logged with user, printer, and timestamp information for admin visibility and troubleshooting.

For more details refer to Scan To Workflow.

Searchable PDF

Searchable PDF automatically applies OCR to scanned documents at scan time, producing a PDF with an embedded text layer that supports full-text search, text selection, and copying — no post-processing or third-party tools required. The original scan image quality is preserved, and processing targets under 10 seconds per page.

Key benefits include:

• Documents are immediately searchable after scanning, with no extra steps for users or admins.
• Powered by a bundled OCR engine on the Service Client, requiring no manual installation or external services.
• Supported across a broad range of printer manufacturers, including Canon, HP, Ricoh, Konica Minolta, Kyocera, Lexmark, Toshiba, and more.

For more details refer to Searchable PDF.