Ricoh Managed File Transfer (MFT) User Guide

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1 Ricoh Managed File Transfer (MFT) User Guide --

2 TABLE OF CONTENTS 1 ACCESSING THE SITE WHAT IS RICOH MFT SUPPORTED BROWSERS LOG IN NAVIGATION FORGOTTEN CREDENTIALS UPLOAD AND DOWNLOAD FILES BROWSER ADD-ON INSTALLATION THE UPLOAD WIZARD THE DOWNLOAD WIZARD ADDITIONAL FEATURES CLIENT-ADMINISTRATION ACCOUNTS TECH SUPPORT... 16

3 1 Accessing the Site 1.1. What is Ricoh MFT Ricoh MFT is a service that allows transfer of files over the internet. Ricoh MFT software is an alternative to ad-hoc file transfer solutions such as FTP or HTTP. Features Ricoh MFT provide beyond what standard FTP solutions provide are as follows: Securely stores files using multiple encryption methods Reporting and custom notifications on transfers Ease of use with limited configuration requirements (Browser enabled) Faster transfer speeds 1.2. Supported Browsers Ricoh s MFT system is accessible through a user-friendly HTML interface, or through your preferred FTP client application, such as FileZilla. All major internet browsers are supported. For additional information about features available through Ricoh MFT, including user authentication, and delivery confirmation notifications, please contact your Ricoh FTP Administration Team at lds-ftp-request@ricoh-usa.com Log In Navigate to the following site: Locate your Ricoh MFT credentials transmitted via from Ricoh. If you did not receive the , please check your spam or junk folder. If you still have not received it, please contact the Ricoh FTP Administration Team at lds-ftp-request@ricoh-usa.com. We are available to provide support 7 days a week. Once greeted by the Ricoh MFT login screen, please enter your assigned username and password into the appropriate fields. Click Sign On to enter the site. 3

4 1.4. Navigation Your home page will display any important announcements. Note the top banner contains your identity and your username in parenthesis. Use My Account to update your password and notification settings. Use Sign Out when you have completed data transmission to protect your account. The left Navigation Panel is static on all site pages. This panel provides links to the most frequently used pages: Home - The initial page displays new files and announcements. Folders - A table of folders and its contents to which you have access. Logs - Will display a history of tasks performed. Search - Assists with the location of files and folders. Go To Folder - Is used to navigate quickly to a folder. Use the drop down to select a folder. Use the Online Manual for helpful documentation or Tech Support to contact the Ricoh FTP Administration Team. 4

5 1.5. Forgotten Credentials If you have forgotten your password, locate and click the link Request Password Change on the logon prompt. When directed to the Password Change Request, enter your username, and click Request a password change. By default, your username is set as your address. Within minutes, you will receive an containing a link to the Ricoh MFT site to reset your password. From the time of receipt, you have 30 minutes until the link expires. 5

6 Enter a new password, confirm the new password, and then click Change Password. Upon success, a confirmation banner will display indicating the successful password change. If you have not received an to reset your password within 15 minutes, be sure to doublecheck your junk or spam Folder, then follow-up with your Ricoh FTP Administration Team for further assistance. 6

7 2 Upload and Download files 2.1. Browser Add-on Installation We recommend installing the optional browser add-on to enable the enhanced features available through the Ricoh MFT. If you choose to install it, it will only be necessary once at your initial logon per computer, select to install the add-on appropriate for your system (please verify with your IT department for permission to install applications and add-ons): The ActiveX version works with Internet Explorer (v.5.5 and up for Windows). The Java version requires JVM (v or higher) and works with Firefox (all Linux and Windows versions), Mozilla (v.1.6 and up for Linux, Windows), Netscape (v.7.0 and up for Linux and Windows), Opera (v.7.54 and up for Linux, Windows), and Safari (OS X v.10.4 and up). NOTE: Neither the Active-X nor Java browser add-on is not supported by Google s Chrome browser. The browser add-on feature offers faster file transfer, an increased capacity to transfer data greater than 2GB, batch file transfer, automatic integrity checking to ensure file non-repudiation, compression and un-compression on the fly during upload/download, and drag-and-drop support. 7

8 Alternately, click to select Disable the Wizard, or select Disable the Wizard (for this session only) if you plan to install the add-on at a later time. 8

9 2.2. The Upload Wizard Locate the Upload Files button on the Ricoh MFT home page. Use the Select a folder drop-down to select the upload destination folder. Then, click Launch the Upload Wizard. Alternately, if you have chosen not to install the add-on, select: Choose a file. Select the Browse button, and use the prompted browser to navigate to the location of the files for upload. Select the file(s), click Open, and then click Upload. 9

10 The Upload Wizard is prompted in a new window. You may drag and drop files directly into the prompt, or, select the Add File / Add Folder button, and use the prompted browser to navigate to the location of the files for upload. Select the file(s), and click Open. Click Next to proceed. 10

11 Files must be compressed prior to upload to avoid metadata spoliation and expedite the upload. If your files have not been compressed in a zip file the wizard will allow you to zip them on upload. To do this, please select Upload all files as one ZIP. Name the zip file in the Upload As field, such as upload.zip. As a best practice - Please validate the file specifications displayed on the remote site to the file properties on your local drive, including: the file name, the file size, and the file creation date. Click OK when complete. Next, navigate to the upload folder, and confirm the files were directed to the correct folder. Please remember to click Sign Out on the top banner when complete The Download Wizard Navigate to the location of the files using Browse Files and Folders. To select the file(s) and/or folder(s) for download, click the adjacent checkbox. Locate the Selected File/Folder Actions, and select the Download button. 11

12 Use the prompted explorer window to navigate to the destination directory on your local machine, click Open Folder. Note the size of the data on the remote site for validation when the download completes. Monitor the transfer status for the message Transfer complete. Click Open Folder, to navigate to the download site on your local drive, or Close the prompt. As a good practice, please confirm the data size in your local directory with the data size displayed on the remote site. Please validate the file specifications displayed, including: the filename, the file size, and the destination location. Remember to click Sign Out on the top banner when complete. 12

13 3 Additional Features 3.1. Client-Administration Accounts Ricoh offers additional features for FTP management through an appointed representative of your firm. The Client-Admin account can be setup with permissions to control accounts for designated users within your firm, including adding, deleting and editing user accounts, and the administration of passwords. To request a Client-Admin account for your team, please direct an inquiry to the Ricoh FTP Administration Team. If your account is an established as a Client-Admin account, you will see the Users menu on the Navigation Panel, which is otherwise unavailable. Select Users from the navigation panel to be directed to the users administration page, listing each user within your organization which you have permission to update. Note the Filter Users feature to assist in the location of user accounts. 13

14 Add Users To add a new user account, select the Add User button. The General Information section includes the account username and address information. When creating a new user, please note that the username and Full Name fields must be unique per user. The User Authentication section includes password selection, including an automated password generator. We recommend selecting the option to force the user to change their password on the first logon for additional security. The User Settings section will include default folder specifications and group assignment. Very important - Delete the information in the field for the Home Folder and leave it blank. 14

15 Update Users For updates to existing accounts, click the appropriate username to be directed to the User Profile page. Perform the necessary adjustments in the corresponding section relating to General Information, User Authentication or User Settings. As described above in the New User section. 15

16 3.2. Tech Support We recognize that some organizations policies on accessing and transmitting data is unique and may require custom support including intervention from IT, local management or other qualified people. Ricoh will make every attempt to support and meet with the appropriate people to make the process as smooth as possible. Please contact the Ricoh FTP Administration Team for further assistance at or by selecting Tech Support from the Navigational Panel. Thank you for choosing Ricoh as your business partner 16

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