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OpenText RightFax 10.6Connector for Ricoh ESA MFPs

User Guide

Edition

OpenText RightFax 10.6 Connector for Ricoh ESA MFPs.

This document was last updated October 16, 2013.

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OpenText RightFax 10.6 2 Connector for Ricoh ESA MFPs User Guide

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Contents

Overview 4

Sending a fax as a guest user 4

Opening the RightFax module 4

Scanning a document 5

Entering address information 6

Sending an email as a guest user 9




Sending a fax as a RightFax user 14

Opening and signing in to the RightFax module 14



Sending an email as a RightFax user 19





Overview Opening the RightFax module

OverviewThis information is intended for end users of Ricoh ESA multifunction printers (MFP) who want to fax or email the documents that they scan using the RightFax functionality installed on the Ricoh ESA MFP device.

The Ricoh ESA MFP device you are using is configured to work with Connector for Ricoh ESA MFPs. You can send documents that you scan as a fax or email from the Ricoh ESA MFP device. All of the functionality that you need to address fax or email messages is provided in the RightFax interface module that appears in the Ricoh ESA MFP touch screen. This interface module provides access to RightFax cover pages, phone books, and billing code lists. You can also log in to your personal RightFax account. If your Ricoh ID is the same as your RightFax ID, you will automatically be signed in to the RightFax module.This user guide describes how to use the Ricoh ESA MFP device to send faxes and emails using RightFax.

Note If the system administrator changes privilege status for a user in RightFax, the change may not take effect immediately on the Ricoh ESA MFP device. To verify that the device includes the latest updates, go to the Extended Feature Settings screen and stop and restart the RightFax feature.

Sending a fax as a guest userThis section describes how to send a fax as a RightFax guest user. There are three major steps to sending a fax:

1. Open the RightFax module.

2. Scan one or more documents.

3. Enter addressing information.

Opening the RightFax moduleTo open the RightFax module

1. To access the RightFax module on the Ricoh touch-screen interface, press the Other Function key. The Please select the extended feature screen appears.

Note If RightFax is the only extended feature installed on the Ricoh device, the unit may automatically launch the Welcome screen.

2. Press the RightFax button. The Welcome screen appears.

3. Press Send Guest Fax to send your document as a fax as a guest user. The Scan/Load Fax Documents


Sending a fax as a guest user Scanning a document

screen appears.

Note To cancel the fax at any time, you can press the Cancel Send button at the bottom of the touch screen.

Scanning a documentTo scan a document

1. Press the Adjust Scan Settings button. The Scanner Configuration screen appears.

2. Set the scan parameters that you want to use, and then press Close to save your changes.

3. Place your documents in the tray or plate. A screen with a start button appears when the device is ready to scan.

4. If the device you are using lists paper sizes (such as letter, legal, or A4), select the size of the original documents from the list.

5. Press the Start button on the touch screen or on the device keypad. The Send Fax screen appears.


Sending a fax as a guest user Entering address information

Note To scan additional documents for this fax, you can press the Scan More button at the bottom of the Send Fax screen.

Entering address informationTo address a fax, you can either enter a new recipient manually or you can choose from the guest phone book.

You can also include a cover sheet, billing codes, and delivery confirmation parameters. This information appears on the Connector for Ricoh ESA MFPs cover sheet that you send with the fax.

To enter a new recipient

1. Press the Add Recipient button. The Add Fax Recipient screen appears.

2. Press the Fax Number field and use the soft keyboard to enter the destination fax number.

3. (Optional) Press the Name field and use the soft keyboard to enter the name of the fax recipient.

4. (Optional) Press the Company field and use the soft keyboard to enter the name of the company of the fax recipient.

5. Press OK.

The information appears in the Send Fax To section of the Send Fax screen.

6. Repeat Steps 1 through 5 for each recipient that you want to add manually.

To enter an address from the Guest phone book

1. Press the Phonebook button. The Add Phonebook Destinations screen appears.

This screen displays all the Guest phone book entries that contain a fax number.



Note The Phonebook button appears only when a phone book is created for the Guest user account in Connector for Ricoh ESA MFPs. See your system administrator about creating and populating a phone book for the Guest user.

2. Select the recipients that you want to receive the fax. You can press the Filter button to search the phone book for recipients by entering an alphanumeric string. The engine searches all category listings and shows only the recipients that have profiles containing the string.

3. Do any of the following: l Press the Add button to move selected recipients

to the Send Fax to section of the Send Fax screen.

l Press the Cancel button to close the phone book without adding the current selected recipients. (Recipients previously moved to the Send Fax

screen remain.)

l Press the OK button to move selected recipients to the Send Fax to section of the Send Fax screen and to close the phone book. The Send Fax screen appears.

4. To remove a recipient from the Send Fax to section, click the recipient and press the Remove button when it appears.

5. To immediately send the fax at any time, press the Send Now button. When the process completes, the Welcome screen appears.

To enter optional cover sheet information

1. Press the Cover Sheet Options button. The Cover Sheet Options screen appears.



2. Select Include a Coversheet to send a cover sheet with the fax.

When this box is not selected, a cover sheet is not sent with the fax.

3. In the Select Cover Sheet menu, select the cover sheet that you want to use for this fax.

The default Connector for Ricoh ESA MFPs cover sheet is used when no other option is selected.

4. Press the Cover Page Notes field, and enter the text that you want to appear on the cover sheet.

You can enter up to 69 characters depending on the font that the device is using.

5. Press the Close button to save your changes.

To receive a confirmation notice regarding delivery of this fax

When you enable a confirmation notice to be sent, you must also specify the delivery method that you want to use.

1. Press the Delivery Confirmation Options button. The Delivery Confirmation screen appears.

2. To have a confirmation notice provided when the fax is sent successfully, click the Successful Delivery box.

3. To have a confirmation notice provided when the fax transmission fails, click the Failed Delivery box.

4. To have the Ricoh device print the confirmation notice, click the Print box.

5. Click the Email box, and enter the email address of the recipient of the confirmation notice.

6. Press the Close button to save your changes.

To enter billing codes

1. In the Billing Code section of the Send Fax screen, do either of the following to include a billing code with this fax:

l Manually enter the billing code by pressing the Account or Matter field and using the soft

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