Articles

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How To Get Free Business Print Templates From Xerox’s Small Business Resource Center

Have you ever struggled to find a high quality document template for something you needed for your business, like business cards, letterhead, or greeting cards? If you’re like most people, you probably have (particularly if your emphasis was on high quality templates). Oftentimes, the best templates for these kinds of uses are surprisingly expensive, or you have to jump through a bunch of annoying hoops like creating (yet another) account on some [...]

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How To Automatically Summarize Documents in Xerox Workflow Central

Xerox Workflow Central is a productivity platform which grants users access to a bunch of extremely useful tools—but the platform is so much more than a simple bundle of apps. This platform is a wonderful way to quickly, easily, and affordably start using a cutting-edge document processing system for organizations of any size. As you may recall from our recent blog post, Serious About Productivity? Your Team Needs Xerox Workflow Central, the [...]

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How to Watermark Documents Using Your Xerox MFP

Did you know that you can add a watermark to any document using the built-in functionality of your Xerox multifunction printer? This feature is supported by most modern product lines, including VersaLink, AltaLink, and Nuvera. A watermark is an image or text placed behind the other elements on the page. It is typically transparent so that the layers above it are still visible. If you’ve ever wanted to mark a document as [...]

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Serious About Productivity? Your Team Needs Xerox Workflow Central

If your team is serious about productivity in the office, you may want to consider looking very closely into Xerox Workflow Central! This productivity platform from Xerox comes equipped with a series of document processing tools that can help you do some pretty impressive workflows. As far as we know, there’s nothing else available that’s quite as powerful. Let’s take a look at some of the tools and the possibilities this platform [...]

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Use These Tricks to Get the Best Image Quality From Your Xerox MFP

Sometimes image quality doesn’t matter when you’re printing documents—they’re for your own personal reference, they’re works in progress, or for any other number of reasons, you just don’t need them to look their best. Other times, such as when you’re presenting documents to a client or want to best-looking documents for your hard copy archives, having great image quality is important. In today’s entry on the Southwest Office Solutions blog, we’ll take [...]

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Rely on Scanned Documents? Save Money & Time With the CapturePoint App

Do your workflows heavily depend on scanned documents? If so, you already know that document digitization can be a double edged sword of sorts—on the one hand, digital documents are much easier to find, collaborate on, and distribute than paper documents hidden away in a filing cabinet somewhere, where they’re at risk of damage or theft (plus, you have to pay for all that room to store them). However, and unless you [...]

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How This Xerox App Helps Motivate Staff to Clock In and Out

Last month we discussed the Xerox Team Availability app, which is a great staff tracking solution for hybrid offices. This month, we’d like to discuss a great alternative for workplaces which mostly staff in-person teams. Many business owners and accountants have had the best of intentions when they set up a time clock system for the staff at their organization—but as many in leadership roles will tell you, it can be difficult [...]

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This Xerox App Tells You Where Your Team is and What They’re Doing

The way we work, where we work, and how leaders manage their teams have undeniably undergone some changes over the past few years—more and more businesses and organizations have adopted a flexible work model, allowing their staff to work both in-office and remotely, such as from home. Furthermore, businesses are also working with “hybrid” teams more and more often as well—these are office environments where part of the staff might be physically [...]

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Setting Up Custom Paper Size Settings the Right Way

Custom paper sizes should always be easy to work with on your printer. Unfortunately, in reality that’s not always the case—unless you have a modern Xerox multifunction printer! Xerox has streamlined the process of setting and using custom paper sizes in their MFPs to the point where anyone can do it, even if you’re not a technology wizard. In today’s post on the Southwest Office Solutions blog, we’ll discuss the most common [...]

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Build Your Own Dynamic Document Template Repository Using Xerox Technology

Document templates are incredibly useful—but you almost certainly already knew that, because nearly all modern businesses use templates of some kind, whether it’s for invoicing, showcasing a product, providing training, or nearly any other oft-repeated kind of document processing. Templates are great time savers… until a critical piece of information changes, and you realize that all your templates are going to have to be updated. Think of it now—how many templates would [...]

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3 Ways Your Xerox Multifunction Printer Can Help You Save Time and Money in 2022

It’s hard to believe, but the new year is upon us—a new year, and new opportunities! Are you using your Xerox multifunction printer to its fullest extent? In today’s post on the Southwest Office Solutions blog, we’ll explore three ways that your MFP can help you save time and money this year. And if you’re considering an office equipment upgrade, these are just three more reasons to choose Xerox. Let’s take a [...]

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How to Scan and Print Simultaneously With Your ConnectKey-Enabled Xerox Device

Something we’ve had the privilege of witnessing during our many years of serving the local community by providing high quality Xerox technology is the undeniable fact that Xerox actually listens to customer feedback and actively iterates on their products to provide the most functionality and efficiency. A great example of this attention to the needs of the consumer was recently released in the form of the excellent Scan With Print App. In [...]

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The Best Xerox Printers for Home Offices, Remote Workers, and Small Workgroups

For many years, Xerox has been the industry leader in the multifunction printer space. Businesses and organizations that need a fully-fledged copy machine that can “do it all” know exactly where to look. But what about workers with fewer needs? What’s the best Xerox device for someone with, say, a home office—someone who just wants a great, reliable printer that can output good looking documents? Until now, most of the options on [...]

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No Envelope Tray? No Problem – How to Print Envelopes With Your Xerox MFP

One of the best things about a modern Xerox multifunction printer is how truly multifunctional these devices really are—we’ve often heard back from clients who, even after months or even years of ownership, are still discovering new things that they can manage to accomplish with the same device. In addition to the extensibility available from a software perspective, as with the many pieces of functionality-boosting apps found on the Xerox App Gallery [...]

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XETS Discontinued: Use the Xerox Translate and Print Service Instead

It’s really amazing what modern printers are capable of, so much so that it’s nearly an anachronism to call these devices just printers. They’re truly workplace assistants of the technological variety that can do just about everything other than bringing you a cup of coffee (although by the looks of it, the engineers at Xerox are probably working on that, too). One of the coolest—there really isn’t a better word for it—features [...]

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Educators, Here’s How to Make Getting Back to School Easier With Teacher-Focused Xerox Apps

Teachers, it’s back to school time—whether you’re teaching your class in-person or remotely, did you know that Xerox offers a number of really fantastic apps for educators? The apps we’re going to discuss in today’s post on the Southwest Office Solutions blog are all available in the Xerox App Gallery, a repository of useful, efficiency-boosting apps compatible with your Xerox Connect-Key enabled device, such as any modern Xerox multifunction printer. If your [...]

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What Does the “Held for Resources” Message Mean on My Xerox MFP?

Modern Xerox multifunction printers are, without a doubt, much easier to use than their older counterparts. Those of you who were working with these things in the 90s know exactly what we’re talking about! We’ve come a long way, but sometimes our devices are a little too smart for their own good… or at least that can be how it seems at first glance. A great example of this kind of thing [...]

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Returning to The Office? Remember to Check These Important Printer Settings

With New Mexico expected to open by the end of June, many staff members will be returning to their offices. In this post on the Southwest Office Solutions blog, we wanted to take a moment to discuss a few printer settings that you might need to adjust as you settle back in—but note that even if you’ve already been back to the office or it’s just time for a brush-up, these are [...]

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Lower Your Infrastructure and Administrative Costs With a Modern Xerox Multifunction Printer

Infrastructure and administrative costs are likely not at the forefront of many startups or small businesses manager’s minds, however, as business ramps up and there’s an expansion here, a second office there—that’s when it starts to really matter. Don’t worry, it’s a good problem to have, and it’s much more easily surmounted these days than it used to be. In today’s post, we’ll take a look at why the cost of office-based [...]

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Enjoy Additional Print & Scan Features With the Xerox Print and Scan Experience App for Windows

Windows is the most popular operating system in the world, so it’s no surprise that this Microsoft product works perfectly with Xerox office equipment—but did you know that with the Xerox Print and Scan Experience app for Windows, you can do even more with your Microsoft and Xerox combo? If you’d like to have more granular control over your print tasks, enjoy extra features like document scanning settings, PDF-to-print jobs, and device [...]

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No Apps Required: Built-In Xerox MFP Features for Quicker Print Times

Your Xerox MFP has a lot of built-in features. Even if you never visited the Xerox App Gallery, you’d still be able to get a lot (and perhaps even most) of your critical work done. Having said that, making use of the functionality extending software available on the Xerox App Gallery is absolutely recommended. If you haven’t had a chance to see what’s available, you might find yourself pleasantly surprised (if not [...]

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3 Ways to Eliminate Document Handling Bottlenecks With Xerox Technology

Unless you’ve already taken precautionary measures, most readers will have experienced one form or another of what we call a “document handling bottleneck.” Essentially, this is the term used to describe inefficiencies that slow down not only your printing, but the ease with which you can access your important documents at a moment’s notice. It’s not at all a stretch to imagine that sometimes those few extra minutes one must spend “digging” [...]

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The Top 3 Reasons Small and Midsize Businesses Outsource Their Print IT in New Mexico

There’s a problem most growing small and midsize businesses almost always face, regardless of the industry they’re in: the business or organization has become big enough to need a robust print environment, but not quite big enough yet to have dedicated, onsite IT staff to manage that environment. Here’s the good news: you do not need IT personnel to have access to a reliable, affordable print environment! Let’s talk about it: One [...]

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Confirm the Validity of an ID Card With Your Xerox MFP

In our last post here on the Southwest Office Solutions blog, we discussed how to use a Xerox MFP to accept electronic signatures. In today’s post, we’ll take a look at an at least tangentially related technology: how to use your Xerox MFP to confirm the validity of an identification card—something more and more businesses need to do on a daily basis. What is the Xerox ID Checker App? The Xerox ID [...]

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Accept Electronic Signatures at Your Xerox MFP Panel With the Connect for SignNow App

Does your business need to start taking electronic signatures? Have you been looking for an efficient, reliable, and cost effective way to do so? We have some good news for you! First, let’s cover the basics: What is an Electronic Signature? Since so many business deals, contracts, and other important agreements are now made between parties who might not be in the same location—or even the same state or country for that [...]

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Our Top 3 Tips for Printer Security and Remote Work

More companies than perhaps ever before are facing the challenges (and benefits) of remote work. With everything going on, it can be easy to put data security on the back burner—especially printer security. However, this year has seen a concerning uptick in data breaches and malicious cybercrime like ransomware attacks, so it can literally pay to be prepared. Let’s go over three important tips that will help keep your data safe whether [...]

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Beyond CMYK: How Printers are Reaching New Markets Without Giving Up Short Run Digital Printing

In an increasingly competitive market, printers are continually finding the need to innovate, expand, and find new ways of not only attracting new business, but keeping even their longstanding clients around. While there’s little that can compare to a wonderful sense of artistic creativity and great customer service, there are a few little tricks some designers have started employing in recent times—one of which being Xerox’s impressive Vivid Ink Kit, a toner [...]

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Xerox Unveils AI-Driven OCR Technology to Scan Your Handwritten Notes

Taking handwritten notes has a lot of upsides, even in our digitally-driven workplaces with mobile phones, tablets, and computers almost always within arm’s reach. For one thing, it’s easy to just grab a pen and notepad—and it never runs out of batteries. If you’re an avid note-taker, there’s really only one problem: it’s a big challenge to organize your notes later. Even the best of us at organization will likely have stacks [...]

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Save, Simplify, and Even Get Free Apps With the Xerox All In Plan

Over complicating your business processes is a “rookie” mistake—maybe one you learned a long time ago, or are just now starting to realize the folly of. You might even recall the old acronym “K.I.S.S.” or, Keep It Simple, Stupid. Either way, simplification is perhaps the best way to save—both your budget and your sanity. Print costs often go under the radar in businesses that don’t use print monitoring systems, and in many [...]

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How to Seamlessly Integrate Popular Business Apps With Your Xerox MFP

Sometimes the difference between a productive day at the office and wasting countless hours of staff time can be whether or not your various office technologies can work well together—that’s why Xerox has taken so many industry-leading steps to ensure that not only the hardware you rely on “just works,” but also the software you use for your most critical operations can also play nice with your equipment. For example, did you [...]

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Why Businesses Are Choosing the New Xerox PrimeLink B9100 Series Black and White Printer

Businesses that deal primarily in black and white documents are increasingly choosing the new Xerox PrimeLink B9100 Series, both here in New Mexico and around the world. This monochrome printer from Xerox is a full featured press capable of production-level performance—with impressive technical specifications, ConnectKey compatibility, and all the features of a modern multifunction printer, it’s no surprise that businesses everywhere are loving the B9100 Series. If high quality monochrome is important [...]

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How Device Synchronization for Xerox Multifunction Saves Time and IT Resources

Has the time come to expand your office equipment? That’s usually a great sign for business growth, so congratulations. If you’re adding another printer—or several—to your office, you might be concerned about how difficult or expensive that will be. The good news is that Xerox has made several tools to make that job very easy, even for small businesses without internal IT support teams (or even a single “IT person”). In today’s [...]

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Create Personalized Cards & Letters With the Xerox Connect App for XMPie

Sending a personalized card isn’t just something you should do for your grandmother’s birthday. (Although please do that too.) From a business perspective, sending a personalized card or letter, has a massive benefit: strengthening your relationship with a client, industry contact, or other person of importance. Even simple “thank you” cards can go a long way to establishing trust, increasing brand recall, and inspiring return business. The personalization bit is where most [...]

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Why Businesses Love These 3 Apps From the Xerox App Gallery

One of the main reasons Xerox multifunction printers are able to set themselves apart from the competition is because of their extensibility—that is to say, the degree to which the “stock” hardware can be extended to perform new tasks. These machines are truly able to be customized to the owner’s exact specifications. In fact, this level of customization is available to a degree that many owners feel as though their MFPs have [...]

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Recycling 2.5 Million Printer Cartridges, Easy Automated Reforestation With PrintReleaf, and More Ways to Go Green

Did you know that according to a Cone Communications study that up to 87% of consumers are motivated to do business with companies that advocate for the same issues that they care about? Social responsibility has become a hot topic in the business world. Environmental stability has fast become a leading concern for business who want to not only do their part for the environment, but show their customer base that the [...]

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Did You Know That Your Xerox MFP Can Translate Documents Into Over 40 Languages?

Modern technology can do some pretty impressive things, but did you ever think we’d reach a point where your printer could translate documents from one language to another for you? How about within seconds, and with a surprisingly high degree of accuracy? The future is now, because that’s exactly what the Xerox Easy Translator Service is capable of doing—that and more. The app can provide both machine and human translations. In a [...]

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How Healthcare Providers Use Xerox Technology to Overcome the Costs of HIPPA Compliance

Changes in recent years have made HIPPA compliance more difficult for healthcare providers, particularly those with small or even midsize practices. As HIPPA regulations become more strict—which, in and of itself is not necessarily a bad thing, as many of these regulatory changes involve the need for increased security when handling patient records—more and more practices are struggling to keep up with rising financial and personnel requirements. For these reasons and more, [...]

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Get Cloud Connected With These 5 Popular Xerox-Compatible Cloud Providers

One of our favorite things about Xerox technology is the level of flexibility it gives to you, the end user. Far too many companies engage in the practice of “vendor lock-in,” the ethically questionable practice of forcing users to use their technology only in a certain way or, especially, only with certain other products. This is something Xerox admirably admires, and it results in a better product—more freedom, more choice, more customization. [...]

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Industry Leading Product Training for Your Xerox Multifunction Printer

Sometimes small business owners and office managers are reluctant to change—and to some degree, that’s understandable. Change generally means enduring a period of adjustment during which your staff has to learn how to do some of their day-to-day tasks in a different way. While this might ultimately lead to increased productivity and efficiency in the long run, managers often wait far too long before “taking the dive” because of the short term [...]

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How to Reset Your Xerox MFP to Factory Default Settings (and Why You Might Need to)

Did you know that some office equipment doesn't actually allow owners or administrators to set it back to the default factory settings? With Xerox office equipment, that will never be a problem. Resetting a Xerox multifunction printer back to its factory settings is a simple task—however, it’s important to know when it may be necessary, why, and what precautions one should always take before doing so. To learn how to reset your [...]

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Introducing the Xerox Instant Print Kiosk: Here’s How it Works

Most of us have not-so-fond memories of using clunky, slow, and troublesome self-serve printers at some point or another in the past… but those days are long gone thanks to Xerox’s Instant Print Kiosk. The Instant Print Kiosk is intended for businesses with foot traffic interested in document management, namely printing, copying, scanning, or faxing. This walk-up multifunction kiosk has been designed for user-friendliness, efficiency, and increased revenues for the business that [...]

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How to Integrate QuickBooks Online With Your Xerox MFP

QuickBooks Online is one of the most popular accounting programs in the world today. If you have a Xerox ConnectKey enabled device, you’ll be happy to know that you can integrate QuickBooks with your Xerox MFP so that you can do some of the fastest expense reporting you’ve ever seen—let’s take a look in more detail: Xerox Connect App for QuickBooks Online Makes Expense Reporting Faster Than Ever Before If you want [...]

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Xerox’s Artificial Intelligence Gabi Voice Feels Futuristic, But You Can Use it Today

Did you know that thousands of businesses around the world are talking to their printers? Gabi Voice is Xerox’s workplace assistant, designed to make giving your Xerox multifunction printer voice commands easy. Powered by artificial intelligence, users can provide Gabi with natural language instructions—meaning that you can “talk” to your printer naturally to give it tasks, like you would with another person. At a very simple level, this means that you might [...]

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Augmented Print: How Businesses are Combining Print and Digital Marketing Campaigns

Businesses who recognize that print marketing is an incredibly effective advertising method, despite the meteoric rise of digital advertising, stand to leapfrog their competitors in both reach and growth. Digital marketing is a powerful force in the business world, but too many organizations focus on it exclusively while forgoing “old school” print marketing. The thing is, print marketing often has a substantially higher return on investment (ROI) and conversion rates that would [...]

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Assess & Optimize: 5 Key Benefits of Migrating to a Managed Print Service (MPS)

Are you considering migrating to a managed print service? A managed print service (MPS) is a time and money-saving way to “outsource” the management of your entire fleet of printers to a dedicated team of experts. With the right technology and management service at your side, you can take the stress out of your print needs and save up to 30%. In today’s post we’ll be discussing the five biggest reasons you [...]

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An Easy Guide to Sending Email From Your Xerox MFP

Have you ever sent an email from your Xerox multifunction printer before? While we wouldn’t say that this feature necessarily gets overlooked, it is often underutilized in a small business setting—and that’s what we hope to change here, because the ability to send email right from your printer is an awesome time saver with more applications than you might think at first glance. In this post, we’ll take a look at how [...]

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Printer Cybersecurity for Small Businesses in 2019

According to the 2018 Verizon Data Breach Investigations Report (DBIR) (summary here, PDF link), 58% of malware attack victims in the past year were categorized as small businesses. These are the attacks that you don’t hear about in the news—but they can nonetheless cripple a small business, or at the very least put them out of commission for a few days or even weeks. A network-attached (i.e., online) printer is a potential [...]

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Unique Holiday Print Marketing Ideas for Small Businesses

Want to stand out this holiday season? Check out some of these useful tips to have your best print marketing campaign yet: Give Your Target Audience Something Useful Look, it’s not to say that a standard holiday advertisement isn’t useful, especially if you’re notifying your customers of a sale or special event, but a great way to stand out among the rest of the holiday direct mail is to provide your customers [...]

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Xerox Feature Spotlight: The Remote Control Panel

In today’s post, we’re going to discuss a really great feature found in most modern Xerox multifunction printers: the remote control panel. This feature allows MFP administrators to do a bunch of really handy things even when they’re not near the device—in fact, they don’t even need to be in the office. If you haven’t used the remote control panel before to administrate your MFP, it’s our hope that by the end [...]

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The Unique Advantages a Xerox Multifunction Printer Brings to Your Small Business

Have you been considering upgrading to a Xerox multifunction in your office? MFPs have come a long way in recent years. These devices are more than simple printers/copiers/scanners—they’re closer to a computerized office assistant, and maintaining one has never been easier. Gone are the days of incompatible drivers (Xerox MFPs are cross-platform, and yes, that includes your mobile devices), paper jams, and indecipherable technical difficulties. Business owners tend to have a strict [...]