GITNUXSOFTWARE REVIEW
Manufacturing EngineeringTop 10 Best Print Fleet Management Software of 2026
Compare print fleet management software options with tradeoffs for printer tracking, maintenance scheduling, and device analytics for IT and operations.
How we ranked these tools
Vendors set the topic, but our editors set the inclusion criteria and the evaluation framework before research starts.
Search agents gather the source set and the review record, including transcriptions of video reviews and podcasts.
Framework: Features 40% · Ease 30% · Value 30%
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MyQ X is the best overall for fleets that need governed, secure release because its pull-and-release workflow is enforced off job accounting events, whereas Printix fits smaller teams wanting practical cloud fleet visibility and secure identity-linked pull release without deep print-infra overhaul.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
MyQ X
Secure release workflow control with enforced pull behavior tied to print job accounting events.
Best for: Fits when fleets need governed print rules and secure release across multiple buildings.
PrinterOn
Editor pickPrinterOn print access links user submission to managed printer discovery for guided selection and tracked release.
Best for: Fits when centralized print access, reporting, and multi-printer routing are required across locations.
YSoft SAFEQ
Editor pickRelease workflow orchestration that holds jobs until authenticated user release at configured stations.
Best for: Fits when identity-aware secure release and departmental governance must standardize print behavior.
Comparison Table
MyQ X
enterprisePrint management software for secure printing, accounting, scanning, and device control.
Secure release workflow control with enforced pull behavior tied to print job accounting events.
MyQ X fits organizations running a print management server model where printers and multifunction devices must be registered, monitored, and consistently governed across sites. The product’s core loop ties device status monitoring to print job accounting so operators can reconcile activity with inventory and chargeback needs. MyQ X is also built for secure release workflows, so pull printing behavior can be controlled instead of handled by ad hoc policies.
A practical tradeoff is that reliable printer discovery and meter collection depends on correct network addressing and consistent device onboarding. Teams typically get the best results when they standardize deployment across building locations and then enforce print rules for departmental cost allocation and roaming users.
- +Job accounting designed around consistent device onboarding
- +Secure release workflow support for controlled pull printing
- +Device discovery and fleet inventory aligned to reporting needs
- +Operational automation hooks for meter and job-driven updates
- –Requires disciplined printer discovery inputs for clean inventory
- –Advanced configuration takes effort for multi-department rule sets
- –Change control across locations adds administrative overhead
- –Some integrations depend on specific event mapping setup
IT operations teams
Monitor printers and reconcile print activity
Reduced troubleshooting time
Facilities managers
Track inventory and utilization across sites
Better placement decisions
Show 2 more scenarios
Procurement and operations
Drive automated supply and service signals
Lower downtime risk
Meter and supply event flows feed service alerting and replenishment triggers.
Finance and chargeback owners
Allocate costs by department
More accurate cost allocation
Controlled print rules and accounting records support departmental chargeback reporting.
Best for: Fits when fleets need governed print rules and secure release across multiple buildings.
PrinterOn
enterpriseEnterprise print management for mobile printing, secure release, and remote print access.
PrinterOn print access links user submission to managed printer discovery for guided selection and tracked release.
PrinterOn is built for organizations that need cloud-managed print access without forcing users to install or configure printer queues for every device. Administrators can manage printers in a fleet inventory, monitor device status, and use accounting data to support departmental reporting and chargeback workflows. The user experience relies on a submission layer that handles selecting printers at release time rather than requiring manual queue selection for each job.
A key tradeoff is that deeper governance and automation depend on the integration surface available for the specific deployment and environment. PrinterOn fits best when a centralized print access layer is needed across many printers and locations, and when reporting accuracy from job accounting is a primary requirement.
- +Job accounting ties submitted activity to printer selection and release
- +Admin-managed fleet inventory reduces device sprawl
- +Print queue management supports predictable routing across printers
- +User-facing access via browser and mobile reduces queue configuration
- –Automation depth depends on integration options available in deployment
- –Secure release flows require careful alignment of user identity sources
- –Device monitoring coverage varies by printer feature support
- –Large fleets need disciplined onboarding of printers and maps
IT operations teams
Centralize multi-site printer onboarding
Lower queue configuration workload
Finance and chargeback teams
Attribute printing to departments
More reliable chargeback records
Show 2 more scenarios
Workplace services teams
Route jobs during device changes
Fewer failed or misrouted prints
Workplace teams maintain fleet inventory and use status visibility to control which devices receive jobs.
Managed print service providers
Standardize access across customer sites
Repeatable operations model
Providers apply consistent queue management patterns while keeping per-site printer discovery and accounting.
Best for: Fits when centralized print access, reporting, and multi-printer routing are required across locations.
YSoft SAFEQ
enterpriseEnterprise print management for secure output, document workflows, and usage accounting.
Release workflow orchestration that holds jobs until authenticated user release at configured stations.
YSoft SAFEQ is built around pull printing workflows where jobs can wait for release based on user authentication, card badges, or release stations. The core capabilities include print queue management, job accounting, and rules enforcement for who can print what and under which constraints. Fleet inventory data stays tied to managed devices so reporting and administration can reference actual printer objects rather than ad hoc spreadsheets. Automation typically shows up as configurable policies and directory-linked identity mapping rather than bespoke scripting.
A tradeoff is that secure release and identity mapping require disciplined setup across authentication sources and release points. YSoft SAFEQ fits situations where print governance matters, such as regulated environments that need consistent job hold and release behavior while supporting shared multifunction printer fleets.
- +Secure print release tied to user authentication
- +Centralized job tracking for queue and accounting visibility
- +Policy-based enforcement of printing rules by identity
- +Admin controls for controlled access to print release
- –Identity mapping requires careful directory and release point setup
- –Automation depth depends on supported integration paths
- –Complex fleets need stronger governance to prevent misrouting
- –Device onboarding work increases when models vary widely
IT infrastructure teams
Secure pull printing across mixed printers
Lower unclaimed print volume
Facilities and workplace ops
Standardize printer access by location
More consistent fleet behavior
Show 2 more scenarios
Finance and chargeback owners
Department chargeback using accounted jobs
Cleaner departmental cost attribution
Job accounting ties print activity to identity and queue context for reporting and reconciliation.
Security and compliance teams
Reduce risk from unmanaged print jobs
Audit-friendly access control
Governed release controls enforce authenticated retrieval instead of open-access output.
Best for: Fits when identity-aware secure release and departmental governance must standardize print behavior.
Vasion Print
enterpriseCloud print management for printer deployment, monitoring, and secure document output.
Centralized administration for fleet-level device inventory combined with integration-ready print event capture.
Vasion Print fits teams that need cloud print management across printer fleets without moving every workflow into a separate print-management server deployment. Vasion Print focuses on printer visibility, job accounting, and operational monitoring tied to device inventory and fleet status.
- +Fleet-wide printer inventory with device status visibility for operational triage
- +Print job accounting data used for reporting and departmental cost attribution
- +Integration-oriented event flow for connecting print activity to external systems
- +Automation hooks for configuration updates when printers and rules change
- –Printer discovery depth can lag environments with complex network segmentation
- –Secure print release workflows need careful alignment with existing authentication
- –Advanced chargeback rules may require integration work to fully automate
- –Governance features depend on admin configuration discipline across sites
Managed print service teams
Review recurring fleet performance and events
Improved planning and reconciliation
Print administrators
Route jobs by discovered printer capabilities
More consistent job routing
Show 2 more scenarios
Compliance and audit teams
Audit print activity with traceable records
Traceable audit-ready records
Retain print metadata and track who printed, what printed, and which device handled each job.
Finance and operations teams
Report print usage by department
Clearer usage attribution
Generate recurring reports by user, department, printer group, or site to review consumption ownership.
Best for: Fits when a company needs cloud print management with fleet inventory, job accounting, and integration-driven automation.
Printix
SMBCloud-native print management with secure release and centralized printer administration.
Pull printing release that ties badge or user identity to job retrieval with fewer orphaned prints.
Printix couples print procurement workflows with device-level monitoring so administrators can manage a mixed printer estate from one place. Core capabilities include printer discovery, job tracking, and reporting tied to user or department identity for cost allocation and audit trails.
- +Printer inventory and utilization reporting for day-to-day fleet governance
- +Secure pull-style release that pairs user identity with job handling
- +Automated printer discovery for faster onboarding of new devices
- +Device and supply status signals that reduce blind troubleshooting
- –Queue visibility depends on consistent print path setup across clients
- –Cost allocation mapping can require cleanup when naming conventions vary
- –Advanced governance and automation need careful rollout planning
- –Coverage of niche vendor extensions may require additional configuration work
Printer operations teams
Use device status to spot availability issues
Faster issue triage
Finance and operations teams
Analyze print costs by user and department
Cleaner chargeback reconciliation
Show 2 more scenarios
IT administrators in distributed orgs
Apply shared queue and release policies
More consistent printing
IT teams standardize printer access and release behavior across offices to prevent configuration drift.
Shared printer administrators
Hold print jobs until user releases
Fewer forgotten printouts
Pull-style release keeps output from being abandoned, reducing duplicate and misplaced prints.
Best for: Fits when organizations need secure release and practical fleet visibility without deep print-infra rebuilds.
Celiveo 365
enterpriseCloud print management for secure printing, printer administration, and usage tracking.
Automated printer discovery plus ongoing device status monitoring to keep inventory and operational state aligned.
Celiveo 365 targets print fleet management with an admin workflow centered on device inventory, print job accounting, and operational monitoring for managed printer fleets.
- +Device status monitoring keeps fleet health visible without manual checks
- +Printer discovery reduces the effort to bring new devices under management
- +Print job accounting supports departmental chargeback workflows
- +Automation around recurring fleet operations reduces repetitive admin work
- –Secure print release workflows need tighter design to match varied pull-print rules
- –Some governance controls require careful role configuration for multi-team setups
- –Integration depth depends heavily on available connectors for existing environments
- –Queue-level reporting granularity can lag behind advanced reporting expectations
IT admins managing printer fleets
Automate inventory updates for connected devices
Inventory stays accurate
Finance teams running print chargeback
Allocate costs by department print activity
Chargeback data is auditable
Show 2 more scenarios
Operations managers monitoring print activity
Track usage and operational health metrics
Higher control over output
Operational monitoring keeps oversight of managed fleet activity and device behavior during daily operations.
Procurement leaders standardizing print governance
Maintain consistent device governance across locations
Fewer reporting inconsistencies
Integration-oriented workflows keep device records, usage accounting, and governance aligned across teams.
Best for: Fits when IT teams need fleet inventory accuracy plus print job accounting for chargeback.
Pharos Blueprint
enterprisePrint management software for secure release, cost control, and printer fleet reporting.
Blueprint policy and workflow engine that triggers fleet actions from device and print events, not just static inventory data.
Pharos Blueprint is a print fleet management solution built around a policy and workflow engine for managing multifunction devices at scale. It focuses on device inventory and monitoring workflows plus job accounting patterns that support cost-center reporting.
- +Rule-driven workflows for device and print behavior automation
- +Centralized fleet inventory with consistent device identity handling
- +Job accounting oriented reporting supports departmental chargeback use
- +Monitoring workflows provide actionable device state visibility
- –Admin configuration workload increases for large heterogeneous printer fleets
- –Some advanced automation scenarios need careful rules design to avoid noise
- –Integration paths for custom environments can require engineering effort
- –Role separation and governance controls may feel limited for highly segmented teams
IT operations and device managers
Automate device alerts and inventory updates
Faster issue detection
Finance teams for cost control
Produce cost-center job accounting reports
Accurate internal reporting
Show 2 more scenarios
Print service providers and admins
Integrate queues and manage print access
Lower integration effort
Blueprint connects into existing print infrastructure using discovery and queue integration management interfaces.
Managed print strategy leaders
Enforce policies by device condition
Standardized operations
Configurable rules drive actions like monitoring and workflow changes based on policy compliance signals.
Best for: Fits when mid-size enterprises need policy-based print control with reporting and device monitoring across many MFPs.
LRS Output Management
enterpriseEnterprise output management for print routing, device control, and high-volume document delivery.
Secure print release tied to LRS-mediated job handling and queue workflows rather than native printer functions.
LRS Output Management manages printer output by routing print jobs to the correct devices and handling driver and queue mediation for fleet environments. It focuses on print job accounting and control workflows such as secure release and departmental attribution tied to how jobs are produced and submitted.
- +Print job accounting that supports cost attribution by user or department
- +Rules-based routing and output control across multi-queue printer setups
- +Device inventory and status visibility for ongoing fleet operations
- +Meter reading workflows for utilization and consumption tracking
- –Operations teams may need careful tuning of routing rules and queue mappings
- –Works best when workflows fit the product’s output mediation model
- –Advanced configurations can increase administrative overhead
- –Printer discovery and driver management coverage varies by environment
IT print operations teams
Mediate heterogeneous printer queues and drivers
More consistent job processing
Service operations staff
Monitor output processing for troubleshooting
Faster issue identification
Show 2 more scenarios
Enterprise IT governance teams
Enforce consistent routing and release policies
More controlled output handling
Apply configurable policies for access and release across users, queues, and fleet devices.
Facilities and finance teams
Attribute printing to departments and users
Clearer print consumption tracking
Capture job and meter data to link output activity to departments for cost allocation.
Best for: Fits when print fleets need centralized output control, accounting, and meter-driven reporting with governance.
Print Manager Plus
SMBPrint accounting and management software for monitoring users, devices, costs, and quotas.
Job and activity reporting that links print activity to administered printer devices across a fleet.
Print Manager Plus is a print fleet management product for organizations that need administration of printer devices, queues, and print activity in a centralized workflow. It focuses on device oversight and job accounting so administrators can track who printed, what was printed, and how printer activity changes over time.
- +Centralized reporting on print jobs and printer usage history
- +Fleet administration workflow for adding and organizing printers
- +Operational monitoring for device status and queue behavior
- +Manage print activity in a shared admin workflow across sites
- –Limited visibility into low-level supply metrics like toner remaining
- –API and automation surface for external provisioning is not clearly defined
- –Secure release workflows like badge-based pull printing are not a primary focus
- –Advanced governance controls such as granular RBAC and audit exports are not prominent
IT operations print teams
Monitor printer inventory and usage patterns
Faster device issue detection
SMB Windows IT administrators
Standardize printer rules and reporting
Simpler multi-site administration
Show 2 more scenarios
Print infrastructure teams
Govern shared queues across sites
Fewer misrouted jobs
Manage print queues centrally and standardize job handling on existing servers.
Audit and managed print teams
Produce recurring print activity reports
Traceable audit reporting
Capture user and device activity for governance reviews and audit-ready traceability.
Best for: Fits when mid-market teams need centralized printer monitoring and job accounting with controlled admin workflows.
PaperCut MF
enterprisePrint management software for controlling, tracking, and securing office print fleets.
Secure print release tightly integrated with per-user job accounting and enforced print policies across the fleet.
PaperCut MF runs as an on-premises print management server and intercepts print jobs for accounting and rule enforcement.
- +Accurate print job accounting tied to user authentication and policies
- +Secure print release workflow that reduces unattended output
- +Extensibility via scripting and documented integration points for custom rules
- +Printer fleet inventory and device status visibility for day-to-day operations
- –Configuration effort rises with heterogeneous printer drivers and print paths
- –Deep automation often requires scripting knowledge beyond UI configuration
- –Some advanced reporting depends on consistent driver and job tagging
- –Metering and supply visibility can be limited when devices lack SNMP data
Multi-site print administrators
Enforce group and device printing rules
More consistent print governance
IT print operations teams
Monitor fleet usage and device activity
Consolidated fleet usage visibility
Show 2 more scenarios
Finance and print operations
Allocate print costs by department
Department-level usage records
Track print activity by user or department to support chargeback and reviews.
Copier and service administrators
Reconcile meter data and exceptions
Clearer exception follow-up
Collect device usage data and review counter inconsistencies across copier fleets.
Best for: Fits when organizations need on-prem print management with strict accounting and controlled release across many shared printers.
Conclusion
After evaluating 10 print fleet management software, MyQ X stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Print Fleet Management Software
Each tool review focuses on how device identity is kept consistent, how print queue actions map to user activity, and how automation depends on the available integration and provisioning surface. The coverage includes event-driven controls like policy workflows and release orchestration, plus operational monitoring like device status visibility and fleet inventory hygiene.
Print Fleet Management Software that coordinates printer discovery, job accounting, and secure release across distributed fleets
Secure release is a core differentiator, with systems like MyQ X enforcing pull behavior tied to print job accounting events and YSoft SAFEQ holding jobs until authenticated user release at configured stations. Deployment choices also show up in how automation and extensibility behave, ranging from policy-driven workflow orchestration in Pharos Blueprint to integration-ready fleet inventory and print event capture in Vasion Print.
What Print Fleet Management Software must cover to run day-to-day operations
Print fleet management software needs to keep printer identity stable across discovery, inventory, and release so accounting and routing do not drift as devices change. Tools in this list differentiate by how they connect printer selection, job accounting, and secure release behavior instead of treating those as separate workflows.
Secure release that matches queue and accounting events
MyQ X enforces pull behavior tied to print job accounting events, so release and billing align across buildings. YSoft SAFEQ holds jobs until authenticated user release at configured stations to keep departmental governance consistent.
Policy and workflow orchestration driven by device and print events
Pharos Blueprint runs rule-driven workflows from device and print events to automate fleet actions beyond static inventory. LRS Output Management routes output through LRS-mediated job handling so rules-based routing and output control work across multi-queue printer setups.
Fleet inventory hygiene with automated printer discovery
Celiveo 365 automates printer discovery and continues device status monitoring to keep inventory and operational state aligned. PrinterOn combines managed printer discovery with centralized print access links so users can be routed to the right managed printer for tracked release.
Job accounting that ties user or submitted activity to the selected printer
PrinterOn links submitted user activity to printer selection and ties job accounting to the release path. PaperCut MF integrates secure print release with per-user job accounting and enforced print policies across shared printers.
Operational monitoring that supports triage and device status visibility
Vasion Print provides fleet-level device inventory with operational print event capture so teams can triage using status and reporting signals. Printix delivers printer inventory and utilization reporting that supports day-to-day fleet governance.
Integration and automation surface for provisioning and event capture
Vasion Print is positioned around cloud print management with integration-ready print event capture for automation-driven workflows. Print Manager Plus focuses on centralized job and activity reporting tied to administered printer devices, while the API and automation surface for external provisioning is not clearly defined.
Choose by release governance model, inventory discovery approach, and automation depth
Selection should start with the secure release workflow model because release behavior determines how consistently job accounting can map to user retrieval. It should then move to printer discovery and identity handling because inconsistent device onboarding creates reporting gaps and increases admin overhead.
Pick a secure release workflow that fits the authentication source and station pattern
MyQ X enforces pull printing tied to print job accounting events, which fits environments where release depends on event-linked user identity. YSoft SAFEQ fits when release must wait for authenticated user release at configured stations, with identity mapping set during setup.
Decide whether policy actions must be event-driven or can tolerate mostly inventory-driven control
Pharos Blueprint supports policy-based workflow automation triggered from device and print events, which suits fleets needing conditional actions based on operational signals. PaperCut MF and SAFEQ emphasize controlled release and accounting, which can reduce the need for complex event-trigger orchestration.
Match your device onboarding workflow to the tool’s discovery and inventory identity handling
Celiveo 365 focuses on automated printer discovery plus ongoing device status monitoring to keep inventory accuracy as devices change. PrinterOn ties user submission to managed printer discovery for guided selection and tracked release, which fits distributed fleets where routing must stay accurate.
Validate that cost allocation and reporting tie cleanly to the printer actually used
PrinterOn’s job accounting links submitted activity to printer selection and release, which reduces mismatches between chargeback data and the printer used. Printix can work for day-to-day governance, but queue visibility depends on consistent print path setup across clients.
Confirm the automation depth needed for integrations and provisioning pipelines
Vasion Print positions integration-ready print event capture for cloud print management automation, which suits teams building external workflows around fleet events. Print Manager Plus provides centralized reporting and fleet administration workflow for adding printers, but its API and automation surface for external provisioning is not clearly defined.
Plan for setup discipline that prevents inventory and governance drift
MyQ X requires disciplined printer discovery inputs for clean inventory and more effort for multi-department rule sets. Vasion Print can lag in printer discovery depth in environments with complex network segmentation, which needs network discovery planning.
Who should use Print Fleet Management Software from this list
These tools fit teams that need secure release control and consistent print job accounting across shared printers, multiple buildings, or mixed device fleets. They also fit organizations that must keep fleet inventory accurate with automated discovery and ongoing device status monitoring.
IT and print operations teams running multi-building fleets
PrinterOn supports centralized print access links connected to managed printer discovery for guided selection and tracked release across locations.
Organizations enforcing departmental print rules with governed pull printing
MyQ X provides secure release workflow control with enforced pull behavior tied to print job accounting events, which suits multi-department governance.
Enterprises that need identity-aware secure release with standardized queue behavior
YSoft SAFEQ holds jobs until authenticated user release at configured stations and provides centralized job tracking for queue and accounting visibility.
Enterprises requiring event-driven policy workflows tied to device and print signals
Pharos Blueprint triggers fleet actions from device and print events, which supports rule-driven automation instead of only inventory reporting.
Teams that want operational triage with fleet inventory and device status visibility
Celiveo 365 pairs automated printer discovery with ongoing device status monitoring to reduce manual checks during troubleshooting.
Common failure points when deploying Print Fleet Management Software
Deployment failures usually show up as mismatches between secure release behavior, accounting data, and the printer that actually served the job. Many problems come from inconsistent printer discovery inputs, incomplete identity mapping, and queue setup variations across clients.
Treating secure release as a standalone feature without verifying queue and accounting alignment
MyQ X and PaperCut MF tie secure release to per-user job accounting and enforced print policies, so the authentication and queue mapping must be validated during onboarding.
Letting printer discovery and identity mapping drift across departments and release points
MyQ X requires disciplined printer discovery inputs for clean inventory, and YSoft SAFEQ requires careful identity mapping setup for release point behavior.
Assuming queue visibility works without consistent client print path configuration
Printix queue visibility depends on consistent print path setup across clients, so client rollout must follow the same print routing pattern.
Overestimating automation depth when the integration and provisioning surface is unclear
Print Manager Plus provides centralized job and activity reporting but its API and automation surface for external provisioning is not clearly defined, which can block provisioning pipeline automation.
Ignoring network segmentation impacts on discovery coverage
Vasion Print’s printer discovery depth can lag environments with complex network segmentation, so network discovery testing should be part of the deployment plan.
How We Selected and Ranked These Tools
We evaluated PrinterOn, MyQ X, YSoft SAFEQ, Pharos Blueprint, PaperCut MF, Vasion Print, Printix, Celiveo 365, LRS Output Management, and Print Manager Plus across secure release governance, fleet inventory hygiene, operational monitoring, and automation depth. Features carry 40% of the ranking weight because secure release workflow control and event-driven automation determine whether accounting and routing stay consistent.
Ease and value each carry 30% because deployment effort often comes from printer discovery discipline, identity mapping, and rule design rather than from the UI alone. PrinterOn ranked highest because managed printer discovery plus centralized print access links connect user submission to printer selection and tracked release, and those job accounting ties reduce release and chargeback mismatches.
Frequently Asked Questions About Print Fleet Management Software
How do PrinterOn and PaperCut MF handle print queue management and job accounting at scale?
Which tools provide secure print release that depends on authenticated user retrieval instead of basic queue access?
When do admins need print rules enforcement that ties job flow to device discovery and policy configuration?
What breaks if a print fleet relies on automated meter collection but the software cannot capture device meter and job events consistently?
How do cloud print management offerings like Vasion Print differ from on-premises print management servers in operations?
How do extensions and integration surfaces work across Printix and PaperCut MF for connecting print events to other systems?
Which products focus on identity-aware secure release with departmental governance for mixed printer estates?
When printer inventory drifts from the real network, how do Celiveo 365 and PrinterOn keep fleet inventory aligned?
What tradeoff exists between fleet-wide administration centered in device management versus end-user print widgets?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
Funding and competing interests
This study was co-funded by several of the vendors assessed in it. No single vendor funded it. Funders could propose the market studied.
They had no role in selecting vendors, setting or weighting criteria, analysing data or drawing conclusions, and they received the same factual-accuracy check as every other vendor assessed.
Market definition, inclusion rules and criteria weights were fixed by an editor before research began and did not change afterwards. Editorial process →
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