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© 2012-2017 RICOH USA INC
Integrated Cloud Environment RICOH Content Manager User’s Guide
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Copyright © 2012-2017 RICOH USA INC
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 RICOH Content Manager .............................................................................................................. 5 3.1 RICOH Content Manager Screens and Operations ......................................................................... 5 3.2 RICOH Content Manager Default Scan Folder .............................................................................. 14
4 RICOH Content Manager Smart Operation Panel ............................................................................... 15 4.1 RICOH Content Manager Smart Operation Panel Screens and Operations .................................. 15
5 Appendix .......................................................................................................................................... 25 5.1 Scan File Name ............................................................................................................................. 25 5.2 Troubleshooting RICOH Content Manager ................................................................................... 26 5.3 Messages related to Scanning ...................................................................................................... 27 5.4 RICOH Content Manager Application Limitations ........................................................................ 30
6 Notes: ................................................................................................................................................ 31
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1 Preface
This guide provides the details on how to use the Integrated Cloud Environment RICOH Content Manager Application 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 application.
2. Operation of RICOH Content Manager Integrated Cloud Environment Applications
This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment RICOH Content Manager application.
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
RICOH Content Manager
RICOH Content Manager allows you to send hardcopy documents to your RICOH Content Manager account.
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3 RICOH Content Manager
3.1 RICOH Content Manager Screens and Operations
This section provides an overview of the RICOH Content Manager 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 [ ] icon to access the RICOH Content Manager application.
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Login Screen
Press on “Account” entry field located below the “Account” title.
This will open the soft keyboard. Enter Your RICOH Content Manager Account.
Example: mfp_saas
Press on “User Name” entry field located under the “User Name:” title.
This will open the soft keyboard.
Home: Return to Main Menu screen [Application List].
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Enter the correct user name, press OK.
Press on the data entry field located below Password:
This will again open the soft keyboard.
Enter your RICOH Content Manager® account password using the soft keyboard.
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Enter the correct password, and press OK.
press the [Login] button
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Note: Refer to the Troubleshooting section for additional error messages related to a login failure.
If authentication fails, this error message is displayed. In this case, please re-enter the correct RICOH Content Manager login credentials.
Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, please re-enter the User Name as well as the Password.
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After a successful login, the scan setting interface screen is displayed.
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. Page Size: Auto, Letter, A4, Legal, 11x17 or 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 or when the device does not support Auto paper size detection.
3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.
4. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to RICOH Content Manager. [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 stored in RICOH Content Manager. 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.
Indexing: Displays document folder selection and indexing screen
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Pressing ‘Indexing’ button in Scan Setting screen displays this screen.
Select ‘Scan Folder’ from Scan Folder list box. List box displays, Cabinets and first level of folders under a cabinet
Apply: Saves selected settings
Home: Return to Main Menu screen [Application List].
Back: Return to Scan settings screen
Select ‘Document Type’ from Document Type List box. This will display attributes related to selected Document Type
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Enter values related to Selected ‘Document Tye’ attributes and Press ‘Apply’ button
Apply: Saves selected settings
Home: Return to Main Menu screen [Application List].
Back: Return to Scan settings screen
When, the [Scan] button or [Start] key is pressed. This message is displayed.
When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.
Note: These messages are displayed as a function of the MFP’s browser, not by the RICOH Content Manager® application.
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3.2 RICOH Content Manager Default Scan Folder
Default Scan Folder: My Cabinet
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4 RICOH Content Manager Smart Operation Panel
4.1 RICOH Content Manager Smart Operation Panel Screens and Operations
This section provides an overview of the RICOH Content Manager 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 ‘RICOH Content Manager’ ICON.
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Login Screen:
Enter Account in Account edit box [Example: mfp_saas]
Enter user name in User Name edit box.
Enter the password in password edit box
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Scan Workflow Following Settings are available: 1. Color: On or Off 2. Scan File Format: PDF or JPG 3. Duplex: On or Off 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, a4, Legal, A3 or 11x17 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]
Indexing: Displays indexing setting screen
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Folder Selection
Pressing ICON displays Folder selection dialog box.
Pressing this displays a new folder creation dialog box.
Pressing this switches the dialog in to folder selection mode from folder browsing mode
Pressing this dismisses the dialog
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Pressing this arrow next to the folder name displays sub folders under that folder Search Filter
Pressing this displays soft keyboard, enter a search keyword. A filtered folder list based on this keyword is listed.
Pressing this in ‘Select Folder’ dialog displays a new Folder creation dialog box, as shown
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Pressing this in Select folder dialog switches the dialog in to folder selection mode from folder browsing mode. Select the Scan folder in this view
Selected folder in previous step is displayed next to the ‘Folder’ label.
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Pressing Indexing button displays this Screen.
Doc Type: Select Document Type using the List Box
Sample: Doc Type list box. List box contents depends on the Document Type configuration in RICOH Content Manager
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Selecting a Doc Type displays, attributes related to selected Doc Type
Previous Page of indexing attributes
Next Page of indexing attributes
Cancel: Cancel and return to Scan Setting Screen
Save: Save indexing setting and return to 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
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5 Appendix
5.1 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.docx
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.docx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx
Text Scan Image file name _OCR.txt
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.txt 2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt
Excel Scan Image file name _OCR.xlsx
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.xlsx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.xlsx
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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5.2 Troubleshooting RICOH Content Manager Error and Warning Messages related to Authentication
Message Condition
Please Enter Account, User Name and Password.
This message occurs when the ‘Login’ button is pressed without entering ‘Account’, ‘User Name’ and ‘Password’.
Please Enter Account.
This message occurs when the ‘Login’ button is pressed without entering ‘Account’.
Please Enter User Name.
This message occurs when the ‘Login’ button is pressed without entering a ‘User Name’.
Please Enter Password.
This message occurs when the ‘Login’ button is pressed without entering a ‘Password’.
Cannot Connect to RICOH Content Manager.
This message occurs when the RICOH Content Manager application cannot connect to the RICOH Content Manager service in order to validate the user credentials.
Authentication Failed:
Incorrect Account, User Name or Password.
This message occurs when the incorrect User ID or Password is entered in the Login Screen.
Authentication Failed.
The following screen is displayed for all other error conditions not covered previously in this table.
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5.3 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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5.4 RICOH Content Manager Application Limitations
1. When 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.
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6 Notes: Please use this page, and the following page, for future reference information.
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