Integrated Cloud Environment Scan to PrintCloud User s Guide
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1 Integrated Cloud Environment Scan to PrintCloud User s Guide Ricoh Americas Corporation Ricoh Americas Corporation
2 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. Copyright Ricoh Americas Corporation Ricoh Americas Corporation
3 Ricoh Americas Corporation
4 Table of Contents Table of Contents Preface Introduction Scan to PrintCloud Scan to PrintCloud Screens and Operations Scan to PrintCloud Default Scan Folder Scan to PrintCloud Smart Operation Panel Scan to PrintCloud Smart Operation Panel Screens and Operations Appendix Scan File Name Troubleshooting Scan to PrintCloud Messages related to Scanning Scan to PrintCloud Application Limitations Notes: Ricoh Americas Corporation Page 1
5 1 Preface This guide provides the details on how to use the Integrated Cloud Environment Scan to PrintCloud 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 Scan to PrintCloud Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Scan to PrintCloud 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). Ricoh Americas Corporation Page 2
6 This page intentionally left blank to allow for duplex printing. Ricoh Americas Corporation Page 3
7 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 PrintCloud Scan to PrintCloud allows you to send hardcopy documents to your PrintCloud account. Default Scan Folder: Scan2PrintCloud Ricoh Americas Corporation Page 4
8 3 Scan to PrintCloud 3.1 Scan to PrintCloud Screens and Operations This section provides an overview of the Scan to PrintCloud 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. Ricoh Americas Corporation Page 5
9 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 [Scan/PrintCloud] icon to access the Scan to PrintCloud application. Ricoh Americas Corporation Page 6
10 Login Screen 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]. Ricoh Americas Corporation Page 7
11 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 PrintCloud account password using the soft keyboard. Ricoh Americas Corporation Page 8
![press the [Login] button](/docs-images/75/72129753/images/12-1.jpg "Ricoh Americas")
12 Enter the correct password, and press OK. press the [Login] button Ricoh Americas Corporation Page 9
13 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 PrintCloud 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. Ricoh Americas Corporation Page 10
14 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 PrintCloud. [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 PrintCloud. 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. Ricoh Americas Corporation Page 11
![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.](/docs-images/75/72129753/images/15-0.jpg "Also a Sending message is displayed during the scanned data transfer between the MFP and web server.")
15 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 Scan to PrintCloud application. Ricoh Americas Corporation Page 12
16 3.2 Scan to PrintCloud Default Scan Folder Default Scan Folder: Scan2PrintCLoud Note: Devices which support Smart Operation Panel, user can browse and select a specific folder as scan destination folder. Ricoh Americas Corporation Page 13
17 4 Scan to PrintCloud Smart Operation Panel 4.1 Scan to PrintCloud Smart Operation Panel Screens and Operations This section provides an overview of the Scan to PrintCloud 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 PrintCloud ICON. Ricoh Americas Corporation Page 14
18 Login Screen: Enter user name in User Name edit box. Enter the password in password edit box Ricoh Americas Corporation Page 15
19 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] Ricoh Americas Corporation Page 16
20 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 Ricoh Americas Corporation Page 17
21 Pressing this dismisses the dialog 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 Ricoh Americas Corporation Page 18
22 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. Ricoh Americas Corporation Page 19
23 Messages During Scanning [Smart Operation Panel Only] When Scanning is interrupted Device is not ready User has cancelled Scanning Ricoh Americas Corporation Page 20
24 Message during scanning from glass Spinner during Scanning Spinner during Uploading scanned image to ICE Server Ricoh Americas Corporation Page 21
25 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 PDF Word Text Excel File Name Scan Image file name _OCR_a.pdf Example: 1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf 2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf Scan Image file name _OCR.docx Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.docx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx Scan Image file name _OCR.txt Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.txt 2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt 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. Ricoh Americas Corporation Page 22
26 5.2 Troubleshooting Scan to PrintCloud Error and Warning Messages related to Authentication Message Please Enter User Name and Password. Please Enter User Name. Please Enter Password. Condition This message occurs when the Login button is pressed without entering a User Name and Password. This message occurs when the Login button is pressed without entering a User Name. This message occurs when the Login button is pressed without entering a Password. Cannot Connect to Print Cloud. Authentication Failed: Incorrect User Name or Password. Authentication Failed: Account is locked. Authentication Failed. This message occurs when the Scan to PrintCloud application cannot connect to the Print Cloud service in order to validate the user credentials. This message occurs when the incorrect User ID or Password is entered in the Login Screen. This message occurs when the user account is locked by entering wrong password repeatedly. The following screen is displayed for all other error conditions not covered previously in this table. Ricoh Americas Corporation Page 23
27 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. Ricoh Americas Corporation Page 24
![Messages During Scanning [Smart Operation Panel Only] Screenshots show some of the messages during scanning.](/docs-images/75/72129753/images/28-0.jpg "When Scanning is interrupted Device is not ready User has cancelled Scanning Ricoh Americas Corporation Page")
28 Messages During Scanning [Smart Operation Panel Only] Screenshots show some of the messages during scanning. When Scanning is interrupted Device is not ready User has cancelled Scanning Ricoh Americas Corporation Page 25
29 Message during scanning from glass Ricoh Americas Corporation Page 26
30 5.4 Scan to PrintCloud 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. Ricoh Americas Corporation Page 27
31 6 Notes: Please use this page, and the following page, for future reference information. Ricoh Americas Corporation Page 28
32 Ricoh Americas Corporation Page 29
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