Congratulations!
If you’re reading this article, it’s likely that you’ve recently purchased a new copier or printer and are preparing for your installation date.
You’ve chosen the machine that includes installation and setup, configured with all the accessories and features you want, you’ve signed all the paperwork, and now all that’s left is for a service technician to deliver and configure your device.
If you’re new to this process, you might be feeling a bit confused or unsure of what to expect, especially if this is your first time having a printer installed for you.
Now we’ve been selling printers for a long time (over 35 years to be exact), and we know what a smooth installation looks like.
So in order for you to feel confident and excited about the delivery of your new machine, we’ve written a quick guide on everything you need to expect from the delivery process, from what to do before to training resources for after.
This way, you’ll be all set up and ready for your new printer by the time the service technicians arrive.
Before Your Copier/Printer Delivery
In order to make the delivery process as smooth as possible, there are a couple of steps that you can take beforehand to properly prepare.
The first two being filling out and returning the Customer Request Input Form, and reviewing the Customer Expectation and Installation Guide ensuring that you understand the specific electrical requirements for the device you’ve ordered, and the third is preparing the area where the machine will reside.
1. Fill out the CRIF
The Customer Request Input Form, or the CRIF, is a document that must be filled out and returned back to your vendor before the installation date. It includes basic questions such as company name, address, network administrator, and more so that service technicians can understand where they’re going and who to stay in contact with.
It also contains a series of network-related questions, such as which operating systems are currently in place, and what type of equipment will be connected. This way the service technician has everything they need to connect your machine properly and which features to install.
The CRIF, in most cases, only needs to be completed by new customers, and it’s a fairly short form, that shouldn't take more than 15 minutes once all the information has been gathered.
2. Read Through the CEIG
The Customer Expectation and Installation Guide, or the CEIG, is a document that’s specific to the model that you’re having installed, similar to a manual or a customer guide.
It includes all the information that you need to have about the machine that you’ve purchased, such as the equipment measurements and the space requirements, the network and electrical requirements, a general overview of the machine and its features, maintenance, and support services, and image quality expectations.
It even tells you approved media that can be used in the machine (for example, paperweights and sizes).
It’s basically a 101 guide to your new printer and is a valuable resource to have on hand, even after the install.
3. Prepare the Space Where Your Printer Will Live
Besides those two documents, it’s important that you have the space ready for where your new printer will go. Be sure to consult your CEIG for space requirements, not just the equipment measurements, as putting a big printer in a small space can be not only inconvenient but also a fire hazard.
It’s also helpful for you to move any tables or desks that might be in the way and clear a delivery path so that the service technicians can move quickly and not have to maneuver around other objects.
Consider how the machine will actually get from the outside of your building to the inside of your office- are there any steps, ramps, or obstacles in the way? If so, be sure to discuss this with your business consultant, to prevent a failed delivery.
STPT Service Technicians
Here at STPT, our service technicians are highly trained and have been working with the company for over 20 years. They know how to perform a quality installation and could take a printer apart and put it back together with their eyes closed. This means that not only will they be professional, but they will also have your machine up and running as fast as possible.
Click here to meet our service technicians.
Machine Configuration: the Setup Process
When the service technicians arrive, they will configure the machine on-site. For new customers, the CRIF will provide all the information needed to install your machine without intervention from your staff. For current customers that are getting new equipment, the configuration page printed from your old machine will be sufficient as well.
The length of the process varies depending on the size and complexity of the machine, as well as the accessories and upgrades chosen. We typically quote about one hour for an installation, but if your machine has several accessories and finishing options, it might be longer. Smaller machines, such as those that can fit on a desk, are much quicker.
Copier/Printer Training
The last step in the installation process is training. This is when the service technician will work with your staff directly, and show them things like:
- How to maneuver the user interface and touchscreen
- How to access the paper trays, and change paper sizing within the trays
- How to look inside the machine in case of a jam, so you can fix it quickly
- How to utilize the finishers that you’ve added on
Training is given so that you and your staff can feel totally comfortable with utilizing the printer, regardless of how intimidating it might appear, or your experience with technology.
It’s also likely that your printer brand will offer some sort of online tutorials as well. For example, Xerox has an online training center, where you have 24/7 access to specific tutorials for each machine in Xerox’s product line.
The training videos provide you with a complete walkthrough of the printer, how to troubleshoot paper jams, replace toner, and just about everything else. This way, if a member of your staff wasn’t present on installation day, they can still be just as informed and experienced as everyone else.
Ready for Your Printer Delivery?
Well, there it is. Everything you need to know in order for your installation process to go as smoothly as possible. Now that you’ve taken the time to read this article, fill out your CRIF form, and read through the CEIG, you’re officially prepared to be the owner of a shiny new printer!
Now that your machine will be easily installed, it’s time to study how to take care of it. You don’t want to have to place several service calls, have printer malfunctions, or be stuck without printing equipment due to necessary repairs.
That’s why we’ve written the article 8 Tips to Increase the Lifespan of Your Copier/Printer. Take a look through it and get familiar with utilizing your new device.
Happy printing!
