papercut mf - ricoh embedded manual

PaperCut Ricoh Embedded Manual

Contents

1 Overview ........................................................................................................... 3

1.1 Consistency: ............................................................................................... 3

1.2 Integration: .................................................................................................. 3

1.3 Rate of development: .................................................................................. 3

1.4 Vendor Neutral: ........................................................................................... 3

1.5 Security: ...................................................................................................... 3

2 Installation ......................................................................................................... 4

2.1 Requirements .............................................................................................. 4

2.1.1 Devices supporting ESA SDK version 4.x, 5.x, 7.x (or later) ................. 5

2.1.2 Devices supporting ESA SDK version 2.x ............................................ 5

2.1.3 How to determine the ESA SDK version .............................................. 5

2.2 Setup Procedure ......................................................................................... 6

2.2.1 Verify Access to the Ricoh Administrative Web Interface ..................... 6

2.2.2 Networking/Firewall Configuration ........................................................ 6

2.2.3 PaperCut Settings ................................................................................ 6

2.2.4 Choosing Application Version .............................................................. 6

2.2.5 Configuring the Enhanced External Charge Unit (SDK 4.x+ devices only) 7

2.2.6 Fax Configuration (Recommended when tracking faxes) ..................... 9

2.2.7 Choose an Installation Method ............................................................. 9

2.2.8 Installing Application using Ricoh Web Admin (Recommended) ......... 10

2.2.9 Installing application using the Ricoh Java SD card ........................... 12

2.2.10 Set Default Application and System Timeout...................................... 14

2.2.11 Starting the Embedded Application .................................................... 14

3 Post-install testing ........................................................................................... 16

3.1 Test Preparation ....................................................................................... 16

3.2 Scenario 1: Standard copying ................................................................... 17

3.3 Scenario 2: Copying with account selection .............................................. 18

3.4 Scenario 3: Print release ........................................................................... 19

4 Configuration ................................................................................................... 21

4.1 Device Function ........................................................................................ 21

4.2 Authentication Methods ............................................................................. 21

4.3 Shared Account Selection ......................................................................... 22

4.4 Customizing Text and Messages .............................................................. 23

5 Advanced Configuration .................................................................................. 24

PaperCut – Ricoh Embedded Manual Revision: 2 2011-08-17

Copyright © 2011 PaperCut Software International Pty. Ltd., All Rights Reserved. 2 of 36

5.1 Config Editor ............................................................................................. 24

5.1 Customizing the Header Logos and Colors ............................................... 25

5.1.1 Customized Logos ............................................................................. 25

5.2 Custom Header Color ............................................................................... 25

5.3 Configuring Application Switch Buttons (SDK 4.x+ devices only) .............. 26

5.3.1 Setting PaperCut as Priority Application ............................................. 26

5.3.2 Enable Application Switch Button(s) ................................................... 26

5.4 Configuring Swipe Card Readers .............................................................. 27

6 Known Limitations and Security ....................................................................... 29

6.1 Limitations on SDK v4 (or higher) devices ................................................. 29

6.1.1 Fax Tracking Limitations .................................................................... 29

6.2 Limitations on SDK v2 devices .................................................................. 29

6.3 Bypassing the System ............................................................................... 29

7 FAQ & Troubleshooting ................................................................................... 30

A. Appendix: Supported Authentication Card Readers ......................................... 33

7.1 Configuration of RFIdeas pcSwipe magstripe reader ................................ 33

B. Appendix: Screenshots for User Information Sheets ........................................ 35



1 Overview

This manual provides an overview of the installation, configuration and operation of PaperCut‟s embedded software MFD (Multi-Function Device) solutions. Today‟s MFDs are smarter – they have touch screens and offer the ability to run applications directly on the device. The goal of PaperCut Software‟s embedded MFD solution is to leverage these smart devices and to provide walk-up copier users with the same set of rich application features provided in the print control area. These include:

Secure access to device functions

End user authentication including integration with single sign-on environments

Monitoring and control of photocopying (quotas, charging, allocation and

logging)

Allocation of copying to accounts/departments/cost-centers/projects (shared

accounts)

Ability to locate shared accounts via select-from-list, keyword search or

manual code/pin entry

Release jobs from a hold/release queue (Secure & Find Me Printing)

Tracking of faxing and scanning (for devices supporting SDK 4 or higher)

Highlights of the embedded solution include:

1.1 Consistency:

The embedded solutions are developed in-house by the PaperCut Software development team. This ensures that the copier interface is consistent with the workstation print interface, meaning users only have to learn one system.

1.2 Integration:

PaperCut is a single integrated solution where print, internet and copier control are all managed in the one system. Users have a single account and administrators have the same level of reporting and administration for all services. The embedded solution interacts with the PaperCut server using a Service Oriented Architecture (SOA) and web services based protocols.

1.3 Rate of development:

PaperCut is developed under a release-often policy where new features are made available to users as soon as they are complete. Unlike hardware based solutions, new versions can be delivered to users regularly as software updates.

1.4 Vendor Neutral:

PaperCut remains true to its vendor neutral stance. All embedded solutions are equal and support all server OS‟s including Windows, Linux and Mac.

1.5 Security:

A large percentage of PaperCut‟s user base is in Education environments where security is important. All embedded solutions are developed with security in mind. Where security objectives can‟t be satisfied, any known deficiencies are fully disclosed.



2 Installation This section covers the installation of the PaperCut embedded application for compatible Ricoh devices. The embedded application will allow the control, logging and monitoring of walk-up off-the-glass copier, scan and fax usage and may serve as a release station for network prints (for information on just tracking network printing see the PaperCut user manual).

2.1 Requirements Ensure that the following points are checked off before getting started:

PaperCut is installed and running on your network. Please see the „Installation‟

section of the PaperCut user manual for assistance.

Ensure that your Ricoh device supports ESA SDK version 2 or later. Check the

device lists in 2.1.1 and 2.1.2 below.

Ensure that the Java card is installed. (This must be purchased and installed by a

Ricoh dealer).

For SDK version 4 devices, the System Parameter SP-5113-2 must be set to

“Expansion Device 1”. NOTE: This setting can only be changed by a Ricoh

Technician. We recommend getting this changed when the Java card is

installed.

Verify that the “Other Function” button is installed on the left of the Ricoh LCD screen

(this is below the Copy/Fax/Scanner buttons – see screenshot below). This button

will activate the PaperCut embedded application and is usually installed by a Ricoh

technician when the Java card is installed. The “Other Function” button is installed

underneath the other Copier, Fax, and Scanner buttons on the left of the LCD

screen.

Have available the network name and IP address of the system running PaperCut

(e.g. the print server).

Ensure that the Ricoh MFP is connected to the network.

Have available the network address of the Ricoh MFP. It is recommended that the

MFP is configured with a static IP.



2.1.1 Devices supporting ESA SDK version 4.x, 5.x, 7.x (or later)

Aficio MP C6000/C6501/C7500/C7501

Aficio MP C2800/C3300/C3001/C3501/C5041

Aficio MP C4000/C4501/C5000/C5501

Aficio MP C2050/C2051/C2551/C7140

Aficio MP C300/C400

Aficio MP 6001/7001/8001/9001

Aficio MP 4000/4001/5000/5001

Aficio MP 2550/2851/3350/3351

Pro 1356EX

Or other devices supporting ESA SDK 4.x, 5.x, 7.x (or later) that have an LCD touch-

screen.

2.1.2 Devices supporting ESA SDK version 2.x

Aficio MP C2500SP/C3000SP

Aficio MP C3500/C3500SP/C4500/C4500SP

Aficio MP C1500SP/C1500SPF/615C

Aficio MP 5500/5500SP/6500/6500SP/7500/7500SP

Aficio MP 9000/1100/1350

Aficio MP 6000/7000/8000

Or other devices supporting ESA SDK 2.x that have an LCD touchscreen.

2.1.3 How to determine the ESA SDK version

If your device has the Java VM card installed it‟s easy to determine the version of the SDK installed. The simplest way is to use the web based interface as follows:

Connect to the web interface of the device. E.g. http://device-ip/

Select the “Configuration” menu from the left.

Select the “Extended Feature Info”

Find the entry for “JavaTM Platform” and check the version number in the version

column. (see screenshot below).

This version number is the version of the ESA SDK.



2.2 Setup Procedure

2.2.1 Verify Access to the Ricoh Administrative Web Interface

Ricoh devices have an embedded web server that provides an alternate administration interface. This web interface is useful as an alternative way to stop or uninstall the embedded application as required. To verify admin access:

1. On a computer, open your web browser

2. Enter the URL of the Ricoh device. E.g. http://ricoh-device-ip/

3. Click the "Login" link at the top right of the page.

4. Enter the device administrator username and password, and press "Login".

5. Select the "Configuration" menu option from the left.

6. Scroll down and confirm that the "Startup Setting" option under "Extended Feature

Settings" is visible and accessible; but don‟t select it.

7. Scroll down and confirm that the "Uninstall" under "Extended Feature Settings" is

visible and accessible.

2.2.2 Networking/Firewall Configuration

Ensure that your networking/firewall configuration allows inbound connections from the Ricoh devices to the PaperCut server on ports 9193.

2.2.3 PaperCut Settings

1. Log in to the PaperCut administration interface using a web browser (e.g.

http://papercut-server:9191/admin ).

2. Navigate to „Options -> Advanced‟ and ensure the option „Enable external hardware

integration‟ is enabled.

3. Press „Apply‟.

2.2.4 Choosing Application Version

PaperCut offers 2 versions of the Ricoh Embedded application, targeted at different versions of the Ricoh platform. You must install the version of the application suited to your Ricoh device. The following applications are available:

403046656 – For SDK 2.x devices

403046912 – For SDK 4.x devices (supporting card readers, zero-stop, etc)

Check the list of devices in 2.1.1 and 2.1.2 above to determine which application to install.

IMPORTANT: For the remainder of this document we will assume you are installing application version 403046912, if you are installing the SDK 2.x version (403046656) then do not follow the instruction for 4.x devices only.



2.2.5 Configuring the Enhanced External Charge Unit (SDK 4.x+ devices only)

When installing application “403046912” on an SDK version 4+ device, the “Enhanced External Charge Unit” must be enabled. NOTE: This setting can only be enabled by a Ricoh technician. We recommend that this setting be changed when the Java VM card is installed. Please contact your copier dealer/technician to arrange this.

The system setting:

SP-5113-2 (Option Counter->External Option Counter)

must be set to:

1: Expansion Device 1

IMPORTANT: Also verify that SP-5112-1 (Default Optional Counter Type) is set to “0: None”. If set to another setting it will conflict with the SP-5113-2 setting and the copier will not work as expected.

(The device may need to be restarted for these changes to take effect.)

2.2.5.1 Ensure Device Authentication and Key Counter is Disabled For PaperCut to work properly the built-in authentication (e.g. user codes) should be disabled as follows:

1. Select the “User Tools/Counter” " hard key (on the top left of the device panel).

2. Select the “System Settings” button

3. Select the “Administrator Tools” tab

4. Select the “User Authentication Management” button (usually on the 2nd page of

options)

5. Disable the authentication by selecting the “Off” button.

The Key Counter can also interfere with PaperCut, so ensure that is also disabled:

1. Select the “User Tools/Counter” " hard key (on the top left of the device panel).



4. Select the “Key Counter Management” button (usually on the 2nd page of options)

5. Make sure all the options are NOT enabled (i.e. not highlighted).

2.2.5.2 Enabling Enhanced External Charge Unit support Once the system parameter has been enabled, the Enhanced External Charge Unit on the device should be enabled as follows:

1. Go to the Ricoh admin/settings by pressing the "User Tools/Counter" hard key (on the top left of the device panel).



4. Select the “Enhanced External Charge Unit Management” button (usually on the

bottom left of the 2nd page – see screenshot). If this button is disabled see section



2.2.5 above.

5. Enable all of the “Copy” options (e.g. Full Color, Black and White , Two-Color, Single

Color).

6. Enable the “Document Server” option (because this is an alternate way to perform

copying and this should be locked/tracked too).

7. (Optional) To restrict/track Faxing and Scanning, also enable the “Facsimile” and

“Scanner” options. You will need to do this if you enable “Track & Control scanning”

and “Track & control faxing” for this device in PaperCut.

8. IMPORTANT: Ensure that you do NOT enable the “Printer” options because this will

cause print jobs to be blocked by the device.

9. Press OK to save the changes.

To verify that the enhanced external charge unit is enabled properly, exit out of the “System Settings”, and then select the “Copier” button. If the charge unit is enabled properly the copier functions should be disabled and the following screen should display:



2.2.6 Fax Configuration (Recommended when tracking faxes)

To overcome some limitations with the way the Ricoh devices notifies embedded applications of fax events it is recommended to change the fax transmission mode to “Immediate TX”. This changes fax to only scan documents as they are sent, improving the reliability of fax logging.

To do this:

At the device LCD press the “Facsimile” button

Press the “Immed. TX” button so that it is highlighted. This button appears toward

the centre right of the Fax screen.

Press the “Program” hard key (above numeric keypad).

Press the “Program as Defaults” button on the screen.

Press the “Program” button on the screen.

Press “Yes” to confirm.

This sets the “Immediate TX” mode as the default transmission mode for all Faxing.

See section 6.1.1 “Fax Tracking Limitations” for information.

2.2.7 Choose an Installation Method

The simplest way to install the embedded application is to use the MFP web administration interface. This allows you to the upload the embedded application to the device remotely. To perform the web-based install follow the steps in section 2.2.8 “Installing Application using Ricoh Web Admin”.

An alternate installation method is to install via the Java SD card. This involves copying the application to the Java SD card using an SD card reader connected to a workstation. This is more time-consuming than the web install, because it requires physically removing the SD card from each MFD device. To install using the Java SD card, follow the instructions in section 2.2.9 “Installing application using the Ricoh Java SD card”.



2.2.8 Installing Application using Ricoh Web Admin (Recommended)

Web installation provides a convenient way to install the embedded application. It can be done remotely on multiple devices using just a web browser. This is the simplest way to install the embedded application.

2.2.8.1 Prepare the application ZIP file The first step is to create an application ZIP file which will be uploaded to the MFP device.

1. On the PaperCut server, open the directory that contains the embedded application:

[app-dir]\providers\hardware\ricoh\403046912

2. Open the "connection.properties" file in this folder and verify the “server-name” and

“server-ip” are set to the network name and address of the PaperCut server. It is

recommended to set the “server-name” to a name that can be resolved by the Ricoh

copier (e.g. the DNS name of the PaperCut server).

3. Use a ZIP tool to create a zip file containing all the files in the above directory. The

name of the ZIP file name is not important.

4. Copy the ZIP file to location where you will perform the installation from (i.e. any

workstation with network access to the Ricoh devices).

2.2.8.2 Install the application To install the application, perform the following steps:

1. On a computer, open your web browser




5. Select the "Configuration" from the left menu.

6. Select the “Extended Feature Settings -> Install” link (see below)

7. Select the “Local File” option, then press the “Browse…” button and select the

embedded application ZIP file. Then press the “Display Extended Feature



List” button. This make take up to 1 minute to appear.

8. Change the install location to “Device HDD”, set auto start to “On” (but don‟t

click “Install”), then select the “PaperCut” application at the bottom of the

screen. (see screenshot below)

9. Press the “Install” link.

10. A confirmation screen will appear. Verify the install options and press the OK

button.

11. The application will be installed. You can confirm by selecting the “Extended

Feature Settings -> Startup Setting” option from the Configuration page.

Now that the application is installed, skip the “Ricoh Java card” installation method and

proceed with section 2.2.10 “Set Default Application and System Timeout.” on page 14.



2.2.9 Installing application using the Ricoh Java SD card

It is generally recommended to use the web install method described above. This section describes how to install the application using an SD card.

To install the application using the Java SD card, you require an SD card reader/writer that can be connected to a computer workstation. This is used to copy the embedded application onto the device‟s Java SD card.

If you do not have an SD card reader, it is recommended to use the web installation method described in section 2.2.8.

2.2.9.1 Copy application to the Ricoh Java SD Card The Ricoh embedded application comes included with the PaperCut install. The embedded application must be copied to the Java card so that it can be installed on the copier.

To copy the embedded application to the Java card:

1. Take the Java card out of the destination Ricoh copier. To do this:

Power off the device fully using the main power switch.

Take the Java Card out of SD Slot 3 on the Ricoh Copier.

2. On the PaperCut server, open the directory that contains the embedded application:

[app-dir]\providers\hardware\ricoh\403046912

3. IMPORTANT: Open the "connection.properties" file in this folder and verify the

“server-name” and “server-ip” are set to the network name and address of the

PaperCut server. It is recommended to set the “server-name” to a name that can be

resolved by the Ricoh copier (e.g. the DNS name of the PaperCut server).

4. Insert your Java SD Card into an SD card reader/writer connected to your computer.

5. Copy the directory "403046912" onto the SD card into the directory "\sdk\dsdk\dist".

I.e. you will end up with a directory "\sdk\dsdk\dist\403046912" on the SD card.

6. Remove the SD card from the card reader from the computer.

2.2.9.2 Install the Embedded Application using the SD card To install the embedded application on the Ricoh device:

1. Take the Java card to the Ricoh device.



2. Power off the device fully using the main power switch.

3. Insert the Java card into SD card slot 3.

4. Turn on the main power switch.

5. Wait for the device to boot.


7. Press the "Extended Feature Settings" button at the bottom of the screen.

8. On the next screen, press the "Extended Feature Settings".

9. Select the "Install" tab.

10. Select the "SD Card" media button.

11. Select the "PaperCut Client" application.

12. Select "Machine HDD" as the install target.

13. Press "Next".

14. Confirm all the options and then press "OK" again.

15. Confirmation dialogs are displayed to confirm that the application installed correctly.



2.2.10 Set Default Application and System Timeout

The PaperCut embedded application is now installed on the Ricoh MFP device. For the PaperCut embedded application to run effectively it must be configured as the default application and a system reset timeout should be set. This gives PaperCut full control of the copier and forces the user to login before using the copier.

To do this:

1. On the device go to the Ricoh admin/settings by pressing the "User Tools/Counter" hard key (on the top left of the device panel).

2. Press the "System Settings" button.

3. On the "General Features" tab, select the "Function Priority" setting.

4. Select "JavaTM/X" and press "OK".

5. Select the "Timer Settings" tab.

6. Select the "System Auto Reset Timer" option.

7. Enable the timer by pressing the "On" button and set the timeout to something reasonable. We recommend setting this to between 30 and 60 seconds. There is a trade-off setting the timeout. If it is set too short, then it will be annoying for users. If it is set too long and users forget to logout other users could charge copies to the previous user‟s account.

2.2.11 Starting the Embedded Application

Once the application is installed and configured it can be started. To start the application:


2. Press the "Extended Feature Settings" button at the bottom of the screen.

3. On the "Extended Features Settings" screen, select the "Startup Setting" tab.

4. The running applications are highlighted. To start the PaperCut application, press the “PaperCut client” application button.

5. The device will display a "Please wait ..." dialog until the application starts.

6. Once started, exit the admin screens by pressing Exit twice.

7. Press the "Other function" hard button (which is below the copy/fax buttons on the left – this can also be replaced with a custom button). The PaperCut application will then appear as shown below.

8. The first time the PaperCut application runs, it prompts for a friendly name to register the device in PaperCut (e.g. admin-copier). The name should uniquely identify the device on your network. Using the same name as the copier‟s print queue is recommended. Enter the name and press “Save”.



9. The PaperCut application then attempts to connect to the PaperCut server. If it successfully connects to the server, you will be presented with the “Welcome screen” (see below).

10. The Ricoh device will appear in the PaperCut administration interface under the “Devices” tab with the name you provided in the steps above. It will be created using the cost settings of the “[Template Printer]”.

The embedded application is configured to “auto-start” which means that when the MFP device is rebooted/restarted the PaperCut application will start automatically.

The embedded application is now successfully installed. To use the photocopier, the users must login to the application, and any copying they perform is logged in PaperCut.



3 Post-install testing After completing installation and basic configuration it is recommended to perform some testing of the common usage scenarios. This important for two reasons:

1. To ensure that the embedded application is working as expected

2. To familiarize yourself with the features and functionality of PaperCut and the

embedded application.

This section outlines three test scenarios that are applicable for most organizations. Please complete all the test scenarios relevant for your site.

3.1 Test Preparation To complete these tests it is recommended you use two test users so that each can be configured differently. These users are:

„testusersimple‟ – is used to perform basic copier monitoring and control and to

perform print release tests.

„testuseradvanced‟ – is used to perform copier monitoring and control with the

account selection enabled (i.e. to charge copying to accounts/departments/cost-

centers/etc).

To setup these users in PaperCut:

1. Create the „testusersimple‟ and „testuseradvanced‟ users in your Active Directory or

LDAP directory.

2. Login to the PaperCut‟s admin web interface

3. Go to the “Options->User/Group sync” page and press “Synchronize Now”.

4. Once the sync is complete, the users will be added to PaperCut.

The next step is to configure the users. To configure „testusersimple‟:

1. In PaperCut, select the “Users” tab

2. Select the „testusersimple‟ user.

3. Set the user‟s balance to $50.00 and verify the account is set to “Restricted”.

4. Verify that this user is set to “Automatically charge to personal account” in the

“Account selection” options.

5. Press the “OK” button to save.

To configure „testuseradvanced‟:

1. In PaperCut, select the “Users” tab



2. Select the „testuseradvanced‟user.

3. Change the “Account Selection” option to “Standard account selection popup” and

enable all the account selection options.

4. Press the “OK” button to save.

3.2 Scenario 1: Standard copying Standard copying involves monitoring/charging printing to a user‟s personal account. This is the most commonly used for student printing or basic staff monitoring. Users can also be configured for unrestricted printing, which is commonly used for staff/employee use.

At the photocopier device:

1. At the “Welcome” screen, press “Start”.

2. Enter the „testusersimple‟ username and password and press “Login”.

3. At this point the copier will be enabled for use.

4. If the release station is also enabled, then select “Copier functions” to enable the

copier.

5. Follow the onscreen instructions and perform some test copying. i.e. press the

“Copy” hard key on the Ricoh and perform a copy as normal.

6. Once completed copying press the “Other function” hard key to return to the

PaperCut application.

7. Press the “Logout” button.

Back in the PaperCut application verify that the copier activity was recorded and the user‟s account deducted.

1. Log in to PaperCut.

2. Select the device from the “Devices” tab.

3. Select the “Job Log” tab. This will list all recent copying activity on the copier. The

copying just performed as the test user should be listed. Verify the details of the

copy job that was just performed.



4. Click on the user‟s name in the user column to view the user‟s account details

5. Select the “Job Log” tab to display all print/copy activity for the user.

6. Select the “Transaction History” tab and verify that the cost of the photocopying was

deducted from the user‟s account.

3.3 Scenario 2: Copying with account selection Copying can be allocated to “shared accounts” that represent departments, projects or cost centers. This is commonly used by staff in academic organizations to allocate printing to departments.

First some test accounts should be created:

1. Log into PaperCut, select the “Accounts” tab.

2. Select the “Create a new account…” action link on the left.

3. Enter an account name “Test Account 1”.

4. Press “Apply”.

5. Select the “Security” tab and allow all users to access that account by adding the “[All

Users]” group.

6. Press “OK”.

7. Repeat the process to create another few accounts.

At the MFP:


2. Enter the „testuseradvanced‟ username and password and press “Login”.

3. The screen will display the account selection options. Select the account to allocate

copying to. E.g. “Test Account 1”.

4. At this point the copier will be enabled for usage. Follow the onscreen instructions

and perform some test copying. i.e. press the “Copy” hard key on the Ricoh and

perform a copy as normal.



5. Once completed copying press the “Other function” hard key to return to the

PaperCut application.

6. Press the “Logout” button.

Back in the PaperCut application verify that the copier activity was recorded and the user‟s account deducted.

1. Log in to PaperCut

2. Select the device from the “Devices” tab

3. Select the “Job Log” tab. This will list all recent copying activity on the copier. The

copying just performed as the test user should be listed.

4. Verify the details of the job (i.e. that the job was charged to the selected account).

5. In the log details, click on the “Charged To” account name to view the account‟s

details.

6. Selecting the “Job Log” tab will display all print/copy activity for the account, and will

show the test photocopying that was performed.

3.4 Scenario 3: Print release The embedded application may also be used for print release. For full description of PaperCut hold/release queues and release stations, please read the PaperCut manual.

Skip this scenario if hold/release queues will not be used at your site.

To perform print release testing a hold/release queue must be enabled:

1. In PaperCut, select the “Printers” tab.

2. Select the print queue (i.e. not the „device‟) for the Ricoh MFD that will be used for

testing.

3. Enable the “Hold/release queue” option.

4. Press OK/Apply to save the changes. All printing to this queue will now be held until

released by a user.

The photocopier device must also be enabled as a “Print Release Station”:

1. In PaperCut, select the “Devices” tab.

2. Select the Ricoh MFD‟s device.

3. Change the “Device Function” to “Copier & Print Release Station”.

4. Select the print queue that was enabled for hold/release above. The Ricoh device

will allow jobs on the selected queues to be released.



5. Press “OK” to save.

6. Login to a computer workstation as „testusersimple‟.

7. Print a few jobs to the print queue that was configured above. The jobs will be held

in the hold/release queue.

8. Confirm that the jobs are held, by checking that the jobs are listed in the “Printers-

>Jobs Pending Release” page of the PaperCut administration interface.

9. Confirm that the username is „testusersimple‟.

At the photocopier device:


11. Enter the „testusersimple‟ username and password and press “Login”.

12. Select the “Release Held Print Jobs” option.

13. The list of held print jobs is displayed.

14. Select the job to release by pressing on the job.

15. Confirm the release of the print job by pressing the “Print” button.

16. The job will then print.

17. Try cancelling a job by selecting it and then selecting the “Cancel Job” button.

18. The job will be cancelled, and will not print.



4 Configuration

After completing the Installation section and registering the device with PaperCut, it will have been configured with reasonable default settings that are suitable for most environments. This section covers how to change the default settings. All the following settings are available via the device‟s „Summary‟ tab in the PaperCut administration interface.

4.1 Device Function

The device function setting defines which functions will be available on the device and how it will be used. Not all function settings are supported on all devices.

Each device function is discussed in the following table.

Device Function Description

Track & control copying The device will be available for tracking walk-up off-the-glass copying.

Enable release Station The device will be available as a print release station.

Track & control scanning The device will be available for tracking scanning.

(supported on devices supporting SDK 4 or higher)

Track & control faxing The device will be available for tracking faxing. (Supported on devices supporting SDK 4 or higher. See section 6 for more information.)

4.2 Authentication Methods

PaperCut supports a number of different ways to authenticate users who walk-up to the devices to perform copying. The default authentication method is username and password authentication.

The available authentication methods can be modified in the „External Device Settings -> Authentication methods‟ section.



Authentication methods available for a device

Each authentication method is discussed in the following table.

Authentication Method

Description

Username and password

The user may use their domain/network username and password to log into the device.

Identity number The user may log in with their identity number. Identity numbers are convenient when usernames are long or cumbersome to enter. For example, rather than entering a username like „john.smith.001‟, it may be more convenient to enter an employee ID of „1234‟. See the PaperCut user manual for information about user identity numbers, including importing identity numbers from an external source.

Identity number → Require PIN

When a user logs in with their identity number, they must also provide their associated PIN. This provides additional security for identity number logins.

Swipe card The user may log in by swiping a card (e.g. magnetic strip, smart card, RFID). See the PaperCut user manual for information about user card numbers, including importing card numbers from an external source.

NOTE: Only available on SDK version 4 devices. See Appendix A for the list of supported card readers.

Swipe card → Require PIN

When a user logs in by swiping a card, they must also provide their associated PIN. This provides additional security for swipe card logins.

Swipe card -> Enable self-association with existing user accounts

Users can swipe cards previously not used or registered at the device with PaperCut and will be prompted for their username and password. The swipe card can then be used at subsequent logins.

Automatically login as user

Specifies that this device should always automatically log in as the given user. This option overrides all other authentication methods

Description of authentication methods

4.3 Shared Account Selection

Shared account selection options at the MFD mirror the options presented in the PaperCut client print popup. The options available include:

Select from a list of shared accounts

Search for shared accounts by keyword

Select account using PIN/Code



The options available to each user, as well as account security access, will mirror the same options available when the user prints. “Select from list” and/or “Select using PIN/Code” are controlled at the user level via the User Details page. The Security tab on each account controls account security/access.

Note: The search option will only appear if the account list is long. Short lists of only a few accounts will not list a search option.

4.4 Customizing Text and Messages

PaperCut allows some text that appears in the device to be customized. The custom text might include instructions or terminology that is more appropriate for the site. An example of text that is customizable is the “welcome text” that displays before the user logs in to the device.

The text can be customized by editing the device configuration from the PaperCut administration interface. For more details see the Advanced Configuration section.



5 Advanced Configuration

5.1 Config Editor

The common configuration options for a device in PaperCut are available on the device‟s „Summary‟ tab, and are discussed in more detail in the Configuration section. This section covers the more advanced or less common configuration options which are available via the „Config Editor (Advanced)‟ tab.

Config name Description

ext-device-msg.copier-enabled-text

The text displayed on the „copier enabled screen‟ (the screen where the device is ready for use/copying). This can be used to provide specific information about using the device. Use “\n” to create a new line. Default: DEFAULT (uses the default application text).

ext-device-msg.welcome-text The text displayed on the „welcome screen‟ (the screen displayed after pressing „Start‟ from the ready screen). This text can be used to provide specific information about logging in to the device. Use “\n” to create a new line. Default: DEFAULT (uses the default application text).

ext-device.ricoh.suppress-welcome-screen

This option allows the “Welcome Screen” to be suppressed when only a single authentication mode is enabled. Set to “Y” to suppress the welcome screen. If more than one authentication mode is enabled this option will have no effect.

Default: N

ext-device.inactivity-timeout-secs

Defines how long to allow a user between key presses before they are automatically logged out. Default: 60

ext-device.card-no-regex See chapter section 5.4.

ext-device.ricoh. ext-device.ricoh.app-button1.label

The label displayed on the first other application button. See Section 5.3.

ext-device.ricoh.app-button1.product-id

The product id of the application to display when the first other application button is pressed. See Section 5.3.

ext-device.ricoh. ext-device.ricoh.app-button2.label

The label displayed on the second other application button. See Section 5.3.

ext-device.ricoh.app-button2.product-id

The product id of the application to display when the first other application button is pressed. See Section 5.3.



5.1 Customizing the Header Logos and Colors

The embedded application has a header at the top of all screens. This header defaults to the PaperCut logo and green color. The header can be customized to match your organization‟s color scheme and logos.

5.1.1 Customized Logos

The embedded application header has 2 header logos (as shown below). These logos can be replaced with your organization‟s logo.

This shows the two logos outlined in red. The images are must be saved as 8-bit bitmap (BMP) files with the following sizes:

Icon logo (icon-logo.bmp) – 64 x 64 pixels

Text logo (text-logo.bmp) – 150 x 32 pixels

These images should be saved in the “images” subdirectory of the application prior to installation.

5.2 Custom Header Color

The header colors are defined in the “config.properties” file of the embedded application directory. Use a text editor to open/save this file prior to installing the application. The settings that define the colors are:

header-background-color – the background color (defaults to green - #006633)

header-font-color – the title text color (defaults to white - #FFFFFF)



The colors are specified using the hexadecimal web/HTML notation (#RRGGBB) where “RR” is the red component, “GG” is the green component and “BB” is the blue component.

NOTE: The Ricoh devices have a limited color palette (216 colors) and will round the colors to the “closest” color. It is recommended to use one of the following hexadecimal color values for each color component: 00, 33, 66, 99, CC, FF.

5.3 Configuring Application Switch Buttons (SDK 4.x+ devices

only)

Ricoh devices allow for more than one ESA/Java SDK applications to be run simultaneously. It is common to run the PaperCut application along with another application like a document acquisition and OCR tool.

When multiple applications are running they both share the same “Other Functions” button. When this is pressed, the user is shown a screen to allow them to choose which application to display. This behavior is confusing for users.

To overcome this issue it is recommended to:

1. Set PaperCut as the “priority” application.

2. Configure an application switch button for the other application.

In this configuration:

the PaperCut application is displayed whenever the “Other Functions” key is pressed

PaperCut displays a button for the user to switch to the alternate application(s). The

button is displayed after the user is logged in.

5.3.1 Setting PaperCut as Priority Application

To set PaperCut as the Priority application, use the device web admin:

1. Open your web browser




5. Select the "Configuration" from the left menu.

6. Select the “Extended Feature Settings -> Startup Setting” link.

7. Select the “PaperCut” application (by clicking the radio button next to the PaperCut

application)

8. Press the “Priority/Cancel” button at the top of the screen.

At this point the PaperCut application will appear at the top of the list with “Priority” displayed in the “Priority” column.

5.3.2 Enable Application Switch Button(s)

PaperCut allows for up to two application switch buttons. These buttons appear after the user logs in on the “copier enabled” screen.

The first step is to determine the “product id” of the application to create the button for. The “product id” is the unique identifier for an application. To find the number:

Login to the device web admin

Navigate to Configuration -> Extended Feature Settings -> Extended Feature Info.

Locate the application and press the small list icon next to the application. This will

display detailed information about the application, which includes the application



product ID. See the screenshot below showing the application information for the

PaperCut embedded application. The product id is a 9 digit number and is

highlighted below.

Take note of the application product id.

To configure the application switch buttons:

Login to the PaperCut admin site

On the “Devices” tab, select the Ricoh device to configure

Select the “Config Editor (Advanced)” tab.

Locate the entry “ext-device.ricoh.app-button1.label”. This is the text that appears

on the application button.

Change the button label to as appropriate, and press the “Update” button next to the

setting.

Locate the entry “ext-device.ricoh.app-button1.product-id”. This will be set to

“DISABLED” to indicate the button is disabled.

Enter the product id of the application and press the “Update” button.

Confirm that the settings were saved. The settings will take effect after a short

period of time.

To create a second application switch button perform the same steps setting the “ext-device.ricoh.app-button2.label” and “ext-device.ricoh.app-button2.product-id” settings.

To disable the application buttons set the product id settings to “DISABLED”.

5.4 Configuring Swipe Card Readers

For a list of supported card readers please see Appendix A towards the end of this document.

Swipe cards contain numbers which are used to identify users according to the card number configured in the User Details screen under “Card/Identity” number. Some readers report information in addition to the number encoded on the card, such as checksums. PaperCut can treat these cases in two ways:



A typical case is the checksum being reported after the card number, separated by

an equals sign, such as in 5235092385=8. PaperCut can handle this case by

default; it will extract the number before the equal sign as the card number:

5235092385.

For some cases, a “regular expression” may be required that will filter the card

number from the complete string of characters reported by the card reader.

Documentation on regular expressions can be found on the Internet, e.g. at

www.regular-expressions.info.

o The regular expression must be fashioned so that the card number is

returned as the first match group.

o Usually one regular expression will be used for all the devices managed by

PaperCut; this must be entered in the “Config editor” in the PaperCut Admin

Console. Open the Admin Console and select the Options tab, then select

“Config Editor (Advanced)” from the left menu. The key is called “ext-

device.card-no-regex”.

o The global setting however can be overridden on a per-device basis: The key

“ext-device.card-no-regex” can also be found on the “Config Editor

(Advanced)” tab in the device details screen. This setting will override the

global setting unless the keyword “GLOBAL” is specified.

o PaperCut developers will gladly assist in producing a regular expression

when supplied with a few sample outputs from your card reader. Please

contact PaperCut support.

o If you would like to write your own regular expressions, here are some

examples:

Use the first 10 characters (any character): (.{10})

Use the first 19 digits: (\d{19})

Extract the digits from between the two “=” characters in

“123453=292929=1221”: \d*=(\d*)=\d*

http://www.regular-expressions.info/



6 Known Limitations and Security

6.1 Limitations on SDK v4 (or higher) devices

6.1.1 Fax Tracking Limitations

Due to limitations in the Ricoh device, the PaperCut application is only notified of fax events when the user is logged in to the device. Depending on the size of the fax, it may take a number of minutes to deliver and receive the successful notification. If the user has logged out, the fax will not be logged.

This is an unfortunate limitation in the Ricoh device SDK, and we are working with Ricoh to resolve this.

To mitigate this problem, PaperCut will disable the automatic logout timeout when a fax job is started, and then restarts the time-out when the fax is received. This means that faxes will be logged OK as long as the user does not press the “Logout” button.

If another user logs in and then the fax transmission is completed, the fax may be charged against this new user.

It is recommended to change the Fax transmission mode to “Immediate TX”. This is discussed in section 2.2.6.

6.2 Limitations on SDK v2 devices

The Ricoh SDK 2.x devices provide a limited environment for copier control applications like PaperCut. The following limitations exist on Ricoh SDK 2.x devices:

No zero-stop support (i.e. the ability to stop copying in progress when a user runs

out of credit).

No support for card-based authentication (i.e. no support for USB card readers).

No support for tracking Faxing or Scanning.

Copy settings from the previous user may not be cleared when the next user logs in

(e.g. Copy counts, color, etc). This is a limitation of the SDKv4 devices that does not

allow 3rd party applications to tell the device when the user logs out. It is

recommended to set the reset timer to a short time to reduce the impact of this issue.

6.3 Bypassing the System It is important that the administrators take care to prevent users from bypassing the system and directly accessing the copier. Likewise it‟s also important that administrators know how to bypass/disable the system if direct copier access is required – say to change advanced system settings. Administrations should take the following precautions:

The copier‟s built in admin password should be changed and always kept secure.

The power and network cable should be securely connected. The system is

designed to be robust and record copier usage if the power is lost during copying, but

it is possible to start copying before the embedded application starts after restarting

the copier.

To disable the embedded application to allow for uncontrolled access to the copier, see the Uninstall section of this document.



7 FAQ & Troubleshooting

The “Extended Feature Settings” button does not appear in the admin settings.

This may indicate that you do not have the Ricoh Java Card installed correctly. Check that the Java SD card is inserted into Slot 3 of the Ricoh device. If you have problems enabling the Java Card, please contact your hardware vendor for assistance.

What is the IP address of my PaperCut Server?

Use operating system command-line tools such as ipconfig or ifconfig to determine this.

The embedded application shows “Connecting to server „<servername/ip>‟?

This indicates that the embedded application is unable to connect to the PaperCut server over the network. The embedded application will continually try to connect to the server (trying both the server name and IP), so if there is a temporary network outage then it will start working once the connection is available again.

Common causes of this problem are:

The PaperCut application server is not running.

There are firewalls or network routing configuration that is stopping the network

connection being established. Check that for firewalls on the PaperCut server or with

your network administrator.

There is a network outage that is stopping the connection being established. Try

accessing the web interface on the Ricoh to check that a network connection can be

established.

The PaperCut server name or IP was set incorrectly in “connection.properties”.

NOTE: To change the connection settings you will need to reinstall the

embedded application after updating the “connection.properties” file.

The PaperCut embedded application is not listed in the applications to install?

This can happen if the embedded application is not copied to the Java SD card in the correct location/format. Check that files were copied to the card as described in the setup instructions.

I see an error on the Ricoh LCD screen?

This may indicate a configuration issue, or maybe a software bug. Re-check your settings and restart the MFD (i.e. power-off and power-on the copier). If problems continue, contact PaperCut Support.



My users have symbols in their passwords and/or it‟s difficult to enter their usernames. What options do I have?

The Shift button will offer addition symbols. Use of this is however cumbersome. You may wish to instruct your users to change their network passwords so they only contain standard characters. Another option is to enable the ID/Pin authentication option. This may be used in addition or as a replacement to username and password authentication and can be limited to numbers only.

I have thousands of accounts representing my clients. Will the system handle this?

Yes. We have designed the system to handle thousands of Shared Accounts. Users with many accounts will also be presented with some “power options” to help them find accounts including keywords based search.



A. Appendix: Supported Authentication Card Readers

The list of officially supported card readers from Ricoh are:

Card Type Manufacturer Model

HID RFIDeas, Inc. RDR-6081-AKU

Indala / Motorola RFIDeas, Inc. RDR-6381-AKU

Casi-Rusco RFIDeas, Inc. RDR-6281-AKU

NexWatch RFIDeas, Inc. RDR-6N81-AKU

iClass / Mifare (*) RFIDeas, Inc. RDR-7081-AKU

Mifare (*) RFIDeas, Inc. RDR-7581-AKU

Legic Interflex IF/72 (USB/RS232)

Swipe / Magstripe Tysso TMSR-33-U-SB

Swipe / Magstripe Magtek USB reader

Swipe /. Magstripe RFIdeas pcSwipe magstripe reader

(Requires reader configuration, see note below).

Mifare/HID/HID-iClass/Multi ISO/Multi 125/LEGIC

Elatec TWN3 reader (different model for each card reader type)

* ISO 14443, Type A – read only; MIFARE Standard serial number

Other card readers may be supported. Please contact PaperCut support for assistance.

7.1 Configuration of RFIdeas pcSwipe magstripe reader

For the RFIdeas magstripe reader to work with the Ricoh Embedded application the card reader must be re-configured using the pcSwipeConfig utility available from the RFIdeas web site. Use this utility to configure the reader as pictured in the screenshots below.

Enable fields 1 & 2 as shown and disable all other fields.

Make other changes has highlighted in RED.

Press the “Flash” button to save configuration to the card reader.



B. Appendix: Screenshots for User Information Sheets

Many organizations like to provide detailed step-by-step instructions to their users to guide them through copier use. In addition to the screenshots in the previous sections of the manual, screenshots in this section are provided to be copied into user information sheets.

papercut mf - ricoh embedded manual

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