integrated cloud environment office 365 · this section lays the foundation for understanding the...
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© 2018 Ricoh Americas Corporation
Integrated Cloud Environment
Office 365 with Microsoft Graph APIs User’s Guide
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Copyright © 2018 Ricoh Americas Corporation
It is the reader's responsibility when discussing the information contained this document to maintain a level of confidentiality that is in the best interest of Ricoh Americas Corporation and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS
CORPORATION.
All product names, partner’s brands and their products, domain names or product illustrations, including desktop images used in this document are trademarks, registered trademarks or the property of their respective holders and should be noted as such.
Any trademark or registered trademark found in this support manual is used in an informational or editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name, or web site is intended to convey endorsement or other affiliation with Ricoh products.
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Table of Contents
Table of Contents .................................................................................................................................... 1
1 Preface ................................................................................................................................................. 2
2 Introduction......................................................................................................................................... 4
3 Difference between previous Office 365 Application and New Office 365 Application ........................ 5
4 Registered User Management ................................................................................................................ 6
4.1 Deleting registered Users .......................................................................................................... 6
4.2 Import Users for OAuth Registration ....................................................................................... 7
5 Scan to Office365 ................................................................................................................................. 11
5.1 Scan to Office365 Screens and Operations ..................................................................... 11
5.2 Scan to Office365 New User Registration .......................................................................... 15
5.3 Scan to Office365 Login Workflow ....................................................................................... 28
6 Scan to Office365 Smart Operation Panel .............................................................................. 34
6.1 Scan to Office365 Smart Operation Panel Screens and Operations ........................ 34
6.2 Error and Warning Messages related to Authentication ............................................... 52
7 Appendix ........................................................................................................................................... 54
7.1 Scan File Name ......................................................................................................................... 54
7.2 Messages related to Scanning ............................................................................................. 55
7.3 Scan to Office 365 Application Limitations ....................................................................... 58
8 Notes: .................................................................................................................................................. 59
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1 Preface
This guide provides the details on how to use the Integrated Cloud Environment
Office 365 Application which uses Microsoft Graph APIs for integration on Ricoh
MFPs.
About This Guide
This guide is divided into three primary sections:
1. Introduction
This section lays the foundation for understanding the Integrated Cloud
Environment, and related applications.
2. Operation of Office 365 Integrated Cloud Environment Applications
This section contains step-by-step instructions on how to scan documents
using the Integrated Cloud Environment Office 365 applications.
4. Appendix
This section contains additional reference materials.
Note: The operation panel screen shot images provided in this document are
for illustrative purposes only. These images may not reflect the exact image you
experience on your multi-functional printer (MFP device).
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2 Introduction
What is Integrated Cloud Environment?
The Integrated Cloud Environment is a collection of Web applications running within the
“Ricoh Cloud.” An appropriate MFP device, with Browser Unit, is used to access these
web applications. These web applications provide various document management
services, like Scanning, OCR, Cloud Printing, and connectivity to popular document
storage services.
Application
Application ICON Feature Description
Scan to Office365
Scan to Office365 allows you to send hardcopy
documents to your Share Point 365 account or
allows Scan to email through Your Outlook365
email account. It supports OCR, PDFA, Text,
Word, and Excel formats.
This integration uses Microsoft Graph APIs. With
the use of Graph APIs, there is no need to
Configure Sharepoint URL, Office 365 domain
and Site addresses as in previous version of
Office 365 integration.
User selects their default site during user
registration through OAuth 2.0 process, which is
described in this document.
Default Scan Folder: Refer to Scan to Office 365
Configuration Section.
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3 Difference between previous Office 365 Application and New Office 365 Application
1. Site Configuration and Users Configurations are not required in RAMP Subscriber
console. This reduces many configuration issues.
Note: These settings are not required New Office 365 Application
2. Administrator need not configure default Site and folders in RAMP Subscriber
console for each users, before using the application. User Can select Sites on
MFP Operation panel and also Folders
3. New Office 365 Application support Metadata entry on MFP Operation Panel
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4 Registered User Management
4.1 Deleting registered Users
Administrator can delete users who have registered to Scan to Office 365 application
through OAuth process. [Refer to Scan to Office 365 New User Registration Section]
Select ‘Settings’, under ‘OAuth Configuration’ select ‘Users Configuration’
Select ‘Office 365 SharePoint’ from the list box. This will List users who have registered to
this application.
Select User from the list and click on ICON to delete User.
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4.2 Import Users for OAuth Registration
In this screen Administration can import a CSV file which contains list of user’s email to
initiate user registration. Each user will get an email to start the registration process.
Click on ‘Office 365’ ICON. Click on import ICON
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Browse and select a file
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Press on ‘Import’ to import the file.
Time to complete sending registration emails is displayed.
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Sample CSV File
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5 Scan to Office365
5.1 Scan to Office365 Screens and Operations
This section provides an overview of the Scan to Office365™ application and its
operation.
Screen Shot
ICE Splash Screen
Press the operation panel button that Integrated Cloud Environment is allocated
to, this is generally the [Other Functions] button. This screen is then displayed.
Note: If more than one application is available select the [Browser] button.
This is the startup screen for the Integrated Cloud Environment.
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ICE Portal Screen
This screen illustrates the Main Menu. The Main Menu shows the user, by use of
large colorful icons, the applications which they have been subscribed to.
Press on the [Office365™] icon to access the Scan to Office365™ application.
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User List Screen
Registered user can select their User ID which has associated Office 365 account.
- User IDs are displayed as a button; pressing one will show the Office 365
account address next to ‘Register New User’ button.
- Pressing the buttons:
‘0-9’, ‘AB’ … ‘XYZ’. Will Show User IDs starting from with the selected numeric
or letter.
- Pressing ‘All’ will show all users’ registered
- Up to 7 users per row is displayed, and up to two rows. If the number of
registered users exceeds fourteen (14), then “Page Navigation” buttons are
displayed.
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to SharePoint [The ‘Start’ key can also be used to initiate
scanning].
Settings: Displays the “Scan Settings” screen.
Register New User: New User can be registered, by pressing this button and
entering email associated with Office 365 account
Login: Pressing Login displays Login Screen, Login flow can be used for:
A. If user wants to use Scan to Email feature using Outlook 365 email server
<<First, <Prev, Next>, Last>> :
- These buttons are for Page Navigation, within the User List.
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Note: These buttons are displayed only if there are more than one page, ‘<<First’,
‘<Prev’ buttons are not displayed in First page, ‘Next>’, ‘Last>>’ buttons are not
displayed on the last page.
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5.2 Scan to Office365 New User Registration
This section provides an overview of how to register a new user into Scan to Office 365
application. Registered user can scan without login to the application, by just selecting
their registered user ID.
Limitations:
1. When no user is registered, a User with global admin access for
Office 365 account needs to register as a user.
2. Microsoft invalidates token after 90 days. When User with invalid
token is selected in the User List, user is deleted and user
registration email is sent to the user.
Screen Shot
User List Screen
Press on ‘Register New User’ button.
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Registration Screen
Now press the entry field for the Microsoft Account, Soft key board opens. Enter the
Email address used to login to Office 365 account.
Home: Return to Main Menu screen [Application List].
User List: Return to User List screen
Register: This will start the registration of new user
Enter your Microsoft Account [Email address used to login to Office 365 account]
using the soft keyboard.
Email Address: Max Chars (256) Press OK.
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Press [Register]. This will start Registration process.
Home: Return to Main Menu screen [Application List].
User List: Return to User List screen
Register: This will start the registration of new user
Email is sent to Office 365 Account [Office 365 Login Email address]. Please follow
instructions to complete registration.
Refer to User Registration section below on how to complete registration.
Continue: Return to application’s User List screen
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Step 1: On your PC or Mac, check your email.
Click the URL ,
Copy this to the clipboard
Click this link
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Step 2: Login to your Office 365 account (if not logged in)
Click “Accept” (This is to allow access from ICE to your account with Token)
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Step 3: In the following UI and type in the code. (or Paste it if you copied from your email)
Step 4: Finally, you will choose USER ID that shows up on MFP display panel.
Type in all the fields and click “Apply”
Note: If device authentication (CAP, PaperCut or PCC5) is enabled, MFP User ID will be
populated.
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Step 5: In this step you will select your default site
First Select a Site and then select a folder
Step 6: Then Click on Folder Button to Select a folder
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Step 7: Click on ‘Save Settings’ to save selected site and Folder
Step 8: This completes User Registration. Now Registered User is available on MFP Panel
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You will see the newly registered user’s button appearing on the MFP display panel.
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Scan to Sharepoint
Select desired user
Touch on Setings to see Scan settings screen
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After pressing ‘Sharepoint’ in workflow selection screen, the Scan setting screen is
displayed.
Setting the Scan Workflow
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Size: Auto, Letter, A4, Legal, 11x17, A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP.
2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes,
such as ‘Receipts’ etc., depending on the size of the original.
3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and
‘Legal’ size.
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to Office365™ [The ‘Start’ key can also be used to initiate
scanning].
Send scanned image with OCR: When checked, both the Scanned image and the
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OCR file are uploaded. This setting is available only when OCR setting is not set to
‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft
keyboard. Enter the file name [Max 32 Characters] of the document to be stored in
Office365™. If the filename is not entered, a system generated filename that includes
a Time stamp, and a 3 digit random number, is created. See Appendix for details.
User List: Touch this to return to User List
Scan File Name:
Enter File name [Max 32 Characters.]
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When the [Scan] button or [Start] key is pressed, this message is displayed.
When scanning is completed, a ‘Scanning was Finished’ message is displayed
momentarily.
Also ‘Sending…’ is displayed during scan data transfer between MFP and web server.
Note: Refer to Troubleshooting section for additional error messages related to
scanning.
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5.3 Scan to Office365 Login Workflow
This section provides an overview of office 365 login workflow. With this workflow, user
can Scan to Email using their Outlook 365 account. User need to enter their User Name,
Office 365 domain (After successful login it will be remembered) and Password to login.
Screen Shot
Login Screen:
Enter Domain name by pressing data entry field next to ‘@’ symbol, this will open the
“soft” keyboard. [After successful login this will be remembered]
Press the data entry field below User Name:
This will open the “soft” keyboard.
Note: To log-in, you must have a valid “Office 365™,” web application account.
Home: Return to Main Menu screen [Application List]
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Using the soft keyboard, enter the user name.
User Name: Max Chars (256).
Press OK.
Now press the entry field for the password (located below “Password:”). The soft
keyboard again opens.
Home: Return to Main Menu screen [Application List].
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Enter your Office365 account password using the soft keyboard.
Password: Max Chars (256)
Press OK.
Press [Login].
Home: Return to Main Menu screen [Application List].
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If the authentication fails, this error message is displayed. In this case, please re-enter
the Office365™ user credentials.
Note: The Login Page will retain the previously entered User Name. If this was entered
incorrectly, you will also need to re-enter the User Name.
Note: Refer to the Troubleshooting section for additional error messages relating to
login failures.
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Scan to Email
After pressing ‘Email’ button in previous screen Scan Setting screen for Scan to Email is
displayed.
Setting the Scan Workflow
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: On or Off
4. OCR: Off, Text, PDF, Word, Excel
5. Size: Auto, Letter, A4, Legal, 11x17, A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP.
2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes,
such as ‘Receipts’ etc., depending on the size of the original.
3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and
‘Legal’ size.
4. File Name: Max Chars (32).
Home: Return to Main Menu screen [Application List].
Email Address: By default logged in user’s email address is shown, user can change
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this by touching the edit box, which will in turn open soft keyboard.
Scan: Scan documents to Office365™ [The ‘Start’ key can also be used to initiate
scanning].
Send scanned image with OCR: When checked, both the Scanned image and the
OCR file are uploaded. This setting is available only when OCR setting is not set to
‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft
keyboard. Enter the file name [Max 32 Characters] of the document to be attached
in Email. If the filename is not entered, a system generated filename that includes a
Time stamp, and a 3 digit random number, is created. See Appendix for details.
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6 Scan to Office365 Smart Operation Panel
6.1 Scan to Office365 Smart Operation Panel Screens and Operations
This section provides an overview of the Scan to Office365 application and its operation
on a Smart Operation panel supported devices.
Screen Shot
Press the ICON on home screen to launch Browser NX application with Integrated
Cloud Environment URL.
Integrated Environment application portal is displayed. Press on ‘Office 365’ ICON.
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Note: Before scanning a preregistered user need to be selected by pressing ‘Users’ button. Following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17, A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by MFP.
2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc,
depending on the size of paper.
Site Address: List of sites configured for the selected user, displays after user is selected.
Folder: Folder browsing and selection, available after user is selected
File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Users: Pressing this button opens a pop up dialog, which contains list of pre-registered users through
OAuth.
Register: Pressing this opens a dialog, user can enter their Microsoft account Email address to start
user registration process
Scan: Scan documents to Office 365
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This
setting is available only when OCR setting is not ‘Off’.
Login: Pressing this button will switch the application to Login workflow.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max
32 Characters] of the document to be stored in Office 365. If filename is not entered filename with
Time stamp and 3 digit random number is created. See Appendix for details.
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User Selection
Pressing ‘Users’ button displays the pre-registered users list.
Select your user id from this list.
Once the user is selected in the previous step, User’s email address, previously
configured default site address & User’s scan folder is shown next to Scan to, Site
Address and Folder respectively.
Touchng this button will open Folder Browsing Dialog
Touching this button will open Metadata entry dialog.
Note: Metadata Support is not available on older versions of Smart Operation Panel. It’s available only on SOP-G2 or later.
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Site Selection
Pressing in site address list box lists configures share point sites. User can select
desired site.
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Folder Selection
Pressing ICON displays folder selection dialog box.
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Pressing this displays a new folder creation dialog box.
Pressing this dismisses the dialog
Pressing this arrow next to the folder name displays sub folders under that folder
To Select a folder touch on the folder name
Search Filter
Pressing ‘Filter’ edit box displays soft keyboard, enter a keyword. A folder list based on
this keyword is listed.
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Pressing this in ‘Select folder’ dialog displays a new folder creation dialog box, as
shown
Selected folder is displayed next to the ‘Folder’ label.
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Metadata
Touching this button will open Metadata entry dialog.
Note: Metadata Support is not available on older versions of Smart Operation Panel. It’s
available only on SOP-G2 or later. Above button will not be visible in older models of
Smart Operation Panel
If the folder has no Metadata configured, following screen is displayed.
Click on ‘OK’ to return to previous screen
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Example Metadata Screen is shown here. This can vary based on how Metadata field is
configured for selected folder in SharePoint
If the folder has Metadata configureed in Office 365, Metadata Entry screen is
displayed as shown above. Type of UI control depends on type of Metadata
Touch on Department, since this is of type list a dropdown list box with values is
displayed. Select desired value
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Touch on ‘Document Type’ which will display list box to select
Touch on Date Stamp Calendar will display
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Touch on ‘Approver’ to enter approver, since it is a text field, soft key board will be
displayed.
Touch on ‘Submit’ after enteringvalues for Metadata
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Touch on ‘Scan’ button to Scan
Note: Entering Metadata values are optional
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Login Workflow
Login Screen:
Enter user name in User Name edit box.
Enter Domain name in Domain edit box
Enter the password in password edit box
Note: After a successful login ‘Domain’ is stored. No need to enter it on subsequent
logins.
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After entering required values in the login screen and when user presses ‘Login’ button,
this screen is displayed.
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Scan to Email
Scan Settings
Following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17, A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by MFP.
2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc,
depending on the size of paper.
File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Scan To: Email address to which scan document is sent
Scan: Scan documents and send as email attachments
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This
setting is available only when OCR setting is not ‘Off’.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32
Characters] of the document to be stored in Office 365. If filename is not entered filename with Time
stamp and 3 digit random number is created. See Appendix for details.
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Scan File Format
Page Size
OCR
Shows
1. Scan File Format: PDF or JPG
2. OCR: Off, Text, PDF, Word, Excel
3. Page Size: Auto, Letter,A4, Legal, 11x17, A3
Selections in Scan Setting Screen
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
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Message during scanning from glass
Spinner during Scanning
Spinner during Uploading scanned image to ICE Server
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6.2 Error and Warning Messages related to Authentication
Message Condition
Please Enter User Name.
This message is displayed when the ‘Login’
button is pressed without entering the ‘User
Name’ ONLY.
Please Enter Domain.
This message is displayed when the ‘Login’
button is pressed without entering the
‘Domain’ ONLY.
Please Enter Password.
This message is displayed when the ‘Login’
button pressed without entering the
‘Password’ ONLY.
Please Enter User Name and Password.
This message is displayed when the ‘Login’
button pressed without entering the ‘User
Name’ and ‘Password’.
Please Enter Domain and Password.
This message is displayed when the ‘Login’
button pressed without entering the
‘Domain’ and ‘Password’.
Please Enter User Name and Domain.
This message is displayed when the ‘Login’
button pressed without entering the ‘User
Name’ and ‘Domain’.
Please Enter User Name, Domain and
Password.
This message is displayed when the ‘Login’
button pressed without entering the ‘User
Name’, ’Domain’ and ‘Password’.
User Name cannot contain @ symbol
This message is displayed when the ‘Login’
button pressed and User Name format is
not correct.
Domain cannot contain @ symbol
This message is displayed when the ‘Login’
button pressed and Domain format is not
correct.
Authentication Failed: Account is locked.
This message is displayed when the ‘Login’
button pressed and user’s account is
locked.
Authentication Failed: Incorrect User Name
or Password or Domain.
This message is displayed when an
incorrect User Name or Password or
Domain is entered in the Login Screen.
Authentication Failed:
Incorrect User Name or Password.
This message is displayed when an
incorrect User ID or Password is entered in
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the Login Screen.
Authentication Failed: Incorrect site address. This message is displayed when an
incorrect site address is configured.
Authentication Failed: Site not configured,
Contact Administrator.
This message is displayed when site address
is not configured.
Authentication Failed.
This message is displayed for any other error
not defined in this table.
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7 Appendix
7.1 Scan File Name
The “Scan File Name” by default will have following format:
Scan File Format File Name
PDF YYYYMMDDHHMMSS_XYZ.pdf
JPG YYYYMMDDHHMMSS_XYZabcd.jpg
YYYYMMDDHHMMSS = Time Stamp based on MFP device
XYZ = 3 digit Random Number
Abcd = Counter, Starting from 0001 [If multiple pages are scanned with the Scan File
Format set as JPG, for each page, one JPG file will be generated, also if OCR is
selected, a separate OCR files is generated for each page scanned.]
OCR File Format File Name
PDF Scan Image file name _OCR_a.pdf
Example:
1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf
2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf
Word Scan Image file name _OCR.doc
Example:
1. YYYYMMDDHHMMSS_XYZ_OCR.doc
2. YYYYMMDDHHMMSS_XYZabcd_OCR.doc
Text Scan Image file name _OCR.txt
Example:
1. YYYYMMDDHHMMSS_XYZ_OCR.txt
2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt
Excel Scan Image file name _OCR.xls
Example:
1. YYYYMMDDHHMMSS_XYZ_OCR.xls
2. YYYYMMDDHHMMSS_XYZabcd_OCR.xls
Note: If the user enters a ‘File Name’ in the scan settings screen,
‘YYYYMMDDHHMMSS_XYZ’ will be replaced by user entered name.
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7.2 Messages related to Scanning
Message Condition
While Scanning in progress. This
message is displayed.
This message is displayed momentarily,
when scanning is finished.
If any device error occurs during
scanning. This message is displayed.
This screen is displayed when no paper
is inserted in ADF or on the platen glass.
When scanning is done from the platen
glass the user is prompted to insert the
next sheet of paper, or to complete the
scan job by pressing the (#) button.
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
Screenshots show some of the messages
during scanning.
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Message during scanning from glass
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7.3 Scan to Office 365 Application Limitations
1. When performing OCR and uploading the file to the external service, the job is
run in the background on the application server. There is no feedback to the user
on MFP panel with respect to completion or failure. During the Scan operation
on the MFP user gets notification only related to the transfer of the scanned
image from the MFP to the application server.
2. Scan Folder Configuration: Scan to Office 365 application will not create nested
folders. Please make sure folders are created using Office 365 Web User
Interface before entering the folder path in the Scan folder configuration.
3. Refresh tokens are good for maximum of 90 days. This is a limitation of Office365
service. Due to this, registered users will be deleted if the refresh tokens are
invalid.
a. User need to re-register to use the application.
4. Metadata Support is available only on MFP Models which support SOP-G2
operation panel
5. Only following Metadata Types are supported due to limitations in Microsoft
Graph APIs
a. Single line of text
b. Multiple lines of text
c. Choice
d. Number
e. Currency
f. Date (Time is not supported)
g. Yes/No
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8 Notes:
Please use this page, and the following page, for future reference information.
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