Smooth MFD Upgrades: A Step-by-Step Guide

Upgrading your PaperCut MFD (Multi-Function Device) embedded software doesn’t have to be a daunting task. We’ve created this guide to provide a lightweight upgrade process, incorporating best practices and insights from our most experienced customers and partners. Our goal is to give you a structured, low-risk pathway to confidently upgrade your PaperCut MF and Hive solutions, ensuring you benefit from the latest features, security enhancements, and compatibility improvements. Which MFD Brands Require an Upgrade? Many MFD brands will automatically update when the server (PaperCut MF) or the cloud (PaperCut Hive) is upgraded. However, there are some situations where interaction with the MFD is required: Locally Installed Embedded Software: For certain brands like Ricoh, Lexmark, Kyocera and Canon, embedded software is installed directly on the MFD. This means that upgrades must be managed locally. Major Upgrades: Some upgrades may require explicit action by system administrators to install a new version. Why Upgrade Your MFD Embedded Software? MFDs are very similar to computers that run software. Keeping your software current is essential to maintain a secure, stable, and efficient printing environment. Upgrading your embedded software provides: Security Enhancements: Benefit from the latest security patches to protect your MFD and printed documents. Improved Performance: Enjoy a smoother experience with performance improvements. Compatibility: Ensure seamless integration with new MFD firmware updates from manufacturers. Access to New Features: Take advantage of enhanced functionalities to boost productivity. We understand that concerns about potential bugs, regressions, or changes in end-user behavior can make upgrades feel risky. This guide is designed to help minimize these risks through careful planning and testing. Step-by-Step Upgrade Plan Plan Your Upgrade Contact your copier dealer or PaperCut Authorized Solution Center : The experts that installed your PaperCut solution and the embedded software know your environment better than anyone. For example, it’s possible that your MFDs will need a firmware upgrade prior to upgrading PaperCut. The experts will know about that and make sure everything is compatible. In most cases your copier dealer or ASC can perform all the necessary upgrades (fees may apply). Assess Your Environment: Create an inventory of all MFD models in your fleet. Determine What to Upgrade: Depending on your MFD models, you may only need to upgrade the embedded app to get all the latest features. However, some copier models require an upgrade to the PaperCut Application Server also. If you upgrade the PaperCut server you should also consider other components that may be in use such as the PaperCut Client and Secondary Servers. Again, this is a good time to consult with the experts who installed your PaperCut solution. Communicate with Stakeholders: Inform key users about the upcoming changes and gather any initial concerns or requirements. Review Upgrade Instructions: Upgrade instructions vary by brand. Refer to the MFD embedded manuals for PaperCut MF or PaperCut Hive for detailed guidance. Your copier dealer or PaperCut Authorized Solution Center can provide these guides to you. Select Test Devices and Deploy Choose Test Devices: Select a few low-volume devices for each MFD model to serve as test units. This minimizes the impact of potential issues before a full rollout. Ideally, set up a test environment that is separate from the day-to-day production environment and test a device there. Set an Observation Period: Monitor these devices for a week or so before proceeding with a full deployment. Plan Full Deployment Gradual Rollout Option: You don’t need to upgrade all MFDs simultaneously. Consider rolling out the upgrade over several days or weeks if that suits your organization’s business needs. Best Practice: We recommend completing the upgrade across all devices within a focused timeframe. This ensures a consistent end-user experience across your fleet and simplifies ongoing support. Having all devices on the same version reduces confusion. Congratulations! By following this structured, low-risk approach, you’ve successfully upgraded your embedded software across all devices. Your efforts help maintain a secure and efficient printing environment, and get your organization all the benefits from the latest PaperCut improvements.