Integrated Cloud Environment Office 365 User s Guide

Transcription

1 Integrated Cloud Environment Office 365 User s Guide Ricoh Americas Corporation R i c o h A m e r i c a s C o r p o r a t i o n

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 R i c o h A m e r i c a s C o r p o r a t i o n

3 R i c o h A m e r i c a s C o r p o r a t i o n

4 Table of Contents Table of Contents Preface Introduction Scan to Office 365 Configuration Identifying Team Site, Document Library and Folder Site and Folder Configuration in RAMP Deleting registered Users Import Users for OAuth Registration Scan to Office Scan to Office365 Screens and Operations Scan to Office365 New User Registration Scan to Office365 Login Workflow Scan to Office365 Smart Operation Panel Scan to Office365 Smart Operation Panel Screens and Operations Error and Warning Messages related to Authentication Appendix Scan File Name Messages related to Scanning Scan to Office 365 Application Limitations Notes: R i c o h A m e r i c a s C o r p o r a t i o n Page 1

5 1 Preface This guide provides the details on how to use the Integrated Cloud Environment Office 365 Application on Ricoh MFPs, additionally it includes configuration necessary to connect to Office 365 service. 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 applications. 2. Operation of Office 365 Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Office 365 applications. 3. Configuration related to Office 365 Integrated Cloud Environment Application This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Office 365 applications. 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). R i c o h A m e r i c a s C o r p o r a t i o n Page 2

6 This page intentionally left blank to allow for duplex printing. R i c o h A m e r i c a s C o r p o r a t i o n 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 Office365 Scan to Office365 allows you to send hardcopy documents to your Share Point 365 account or allows Scan to through Your Outlook365 account. It supports OCR, PDFA, Text, Word, and Excel formats. Default Scan Folder: Refer to Scan to Office 365 Configuration Section. Administrator configures Scan folders R i c o h A m e r i c a s C o r p o r a t i o n Page 4

8 3 Scan to Office 365 Configuration 3.1 Identifying Team Site, Document Library and Folder Login to Office 365 account from your PC/MAC R i c o h A m e r i c a s C o r p o r a t i o n Page 5

9 After logging in to the Office365 portal, select sites as shown below. Select the particular site to enter into. In this case, team site again. R i c o h A m e r i c a s C o r p o r a t i o n Page 6

10 Under the site, identify the Library. Library contains folders and files. In this case Documents is the library. Under library, we have folders and files. If the file needs to be uploaded to a specific folder, we can either specify an existing folder or a new folder name in the configuration. R i c o h A m e r i c a s C o r p o r a t i o n Page 7

11 R i c o h A m e r i c a s C o r p o r a t i o n Page 8

12 3.2 Site and Folder Configuration in RAMP Step 1: Login to RAMP Subscriber Console: URL: Note: You need to know your Organization ID, Login ID & Password R i c o h A m e r i c a s C o r p o r a t i o n Page 9

13 Step 2: Select Settings, under OFFICE 365 select Site Configuration A. Office365 Site Address refers to the site under which the file needs to be uploaded. It can be a sub site as well. B. Office 365 refers to your Office 365 Domain name C. Office365 Site Scan Folder refers to the upload location under that site. The format of the upload location is Library/Upload Folder. In this case below, we would directly upload the file under the Library Documents D. Office365 Site Print Folder, this setting is not required. Note: With the above settings all users scan files will be uploaded to Office 365 Site Scan Folder. If each user s document needs to be uploaded to separate folder, please refer to Step 3. R i c o h A m e r i c a s C o r p o r a t i o n Page 10

14 Step 3: Multiple Sites and Separate Scan folder for individual Users. Select Settings, under OFFICE 365 select Users Configuration The user configuration if present, overrides the organization configuration. The user can have multiple site addresses and upload folder that is permissible to the user only. The field User Login ID should always be the Office365 address of that user. Note: 1. On NON SOP devices user can scan only to the default site configured in this UI. However, in SOP devices, user will be able to select a specific site in the MFP UI as desired. 2. Multiple site selection is not available if user uses Login workflow on SOP devices. Click on to add new user R i c o h A m e r i c a s C o r p o r a t i o n Page 11

15 Click on to add new site. Multiple site addresses and corresponding folders can be added. One of the sites need to be default site. On MFP devices which do not support site selection, default site is used to upload scan document. R i c o h A m e r i c a s C o r p o r a t i o n Page 12

16 Note: Please make sure user has proper access rights to the Site/Sub site and folder entered above. 3.3 Deleting registered Users Administrator can delete users who have registered to Scan to Office 365 application through OAuth process. [Refer to Scan to Office 365 New User Registration Section] Select Settings, under OAuth Configuration select Users Configuration Select Office 365 SharePoint from the list box. This will List users who have registered to this application. Select User from the list and click on ICON to delete User. R i c o h A m e r i c a s C o r p o r a t i o n Page 13

17 3.4 Import Users for OAuth Registration In this screen Administration can import a CSV file which contains list of user s to initiate user registration. Each user will get an to start the registration process. Click on Office 365 ICON. Click on import ICON R i c o h A m e r i c a s C o r p o r a t i o n Page 14

18 Browse and select a file R i c o h A m e r i c a s C o r p o r a t i o n Page 15

19 Press on Import to import the file. Time to complete sending registration s is displayed. R i c o h A m e r i c a s C o r p o r a t i o n Page 16

20 Sample CSV File R i c o h A m e r i c a s C o r p o r a t i o n Page 17

21 4 Scan to Office Scan to Office365 Screens and Operations This section provides an overview of the Scan to Office365 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. R i c o h A m e r i c a s C o r p o r a t i o n Page 18

22 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 [Office365 ] icon to access the Scan to Office365 application. R i c o h A m e r i c a s C o r p o r a t i o n Page 19

23 User List Screen Registered user can select their User ID which has associated Office 365 account. - User IDs are displayed as a button; pressing one will show the Office 365 account address next to Register New User button. - Pressing the buttons: 0-9, AB XYZ. Will Show User IDs starting from with the selected numeric or letter. - Pressing All will show all users registered - Up to 7 users per row is displayed, and up to two rows. If the number of registered users exceeds fourteen (14), then Page Navigation buttons are displayed. Home: Return to Main Menu screen [Application List]. Scan: Scan documents to SharePoint [The Start key can also be used to initiate scanning]. Settings: Displays the Scan Settings screen. Register New User: New User can be registered, by pressing this button and entering associated with Office 365 account Login: Pressing Login displays Login Screen, Login flow can be used for: A. If the User is not registered through OAuth process B. If user wants to use Scan to feature using Outlook 365 server R i c o h A m e r i c a s C o r p o r a t i o n Page 20

24 <<First, <Prev, Next>, Last>> : - These buttons are for Page Navigation, within the User List. Note: These buttons are displayed only if there are more than one page, <<First, <Prev buttons are not displayed in First page, Next>, Last>> buttons are not displayed on the last page. R i c o h A m e r i c a s C o r p o r a t i o n Page 21

25 4.2 Scan to Office365 New User Registration This section provides an overview of how to register a new user into Scan to Office 365 application. Registered user can scan without login to the application, by just selecting their registered user ID. Limitations: 1. When no user is registered, a User with global admin access for Office 365 account needs to register as a user. 2. Microsoft invalidates token after 90 days. When User with invalid token is selected in the User List, user is deleted and user registration is sent to the user. Screen Shot User List Screen Press on Register New User button. R i c o h A m e r i c a s C o r p o r a t i o n Page 22

26 Registration Screen Now press the entry field for the Microsoft Account, Soft key board opens. Enter the address used to login to Office 365 account. Home: Return to Main Menu screen [Application List]. User List: Return to User List screen Register: This will start the registration of new user Enter your Microsoft Account [ address used to login to Office 365 account] using the soft keyboard. Address: Max Chars (256) Press OK. R i c o h A m e r i c a s C o r p o r a t i o n Page 23

27 Press [Register]. This will start Registration process. Home: Return to Main Menu screen [Application List]. User List: Return to User List screen Register: This will start the registration of new user is sent to Office 365 Account [Office 365 Login address]. Please follow instructions to complete registration. Refer to User Registration section below on how to complete registration. Continue: Return to application s User List screen R i c o h A m e r i c a s C o r p o r a t i o n Page 24

28 Step 1: On your PC or Mac, check your . Copy this to the clipboard Click this link Click the URL, Step 2: Login to your Office 365 account (if not logged in) Click Accept (This is to allow access from ICE to your account with Token) R i c o h A m e r i c a s C o r p o r a t i o n Page 25

29 Step 3: In the following UI and type in the code. (or Paste it if you copied from your ) Step 4: Finally, you will choose USER ID that shows up on MFP display panel. Type in all the fields and click Apply R i c o h A m e r i c a s C o r p o r a t i o n Page 26

30 You will see the newly registered user s button appearing on the MFP display panel. R i c o h A m e r i c a s C o r p o r a t i o n Page 27

31 4.3 Scan to Office365 Login Workflow This section provides an overview of office 365 login workflow. With this workflow, user who has not registered can scan by logging in to the Scan to Office 365 application by entering their User Name and password. In this workflow user can use either Scan to SharePoint or Scan to . Screen Shot Login Screen: Enter Domain name by pressing data entry field next symbol, this will open the soft keyboard. Press the data entry field below User Name: This will open the soft keyboard. Note: To log-in, you must have a valid Office 365, web application account. Home: Return to Main Menu screen [Application List] R i c o h A m e r i c a s C o r p o r a t i o n Page 28

32 Using the soft keyboard, enter the user name. User Name: Max Chars (256). Press OK. Now press the entry field for the password (located below Password: ). The soft keyboard again opens. Home: Return to Main Menu screen [Application List]. R i c o h A m e r i c a s C o r p o r a t i o n Page 29

33 Enter your Office365 account password using the soft keyboard. Password: Max Chars (256) Press OK. Press [Login]. Home: Return to Main Menu screen [Application List]. R i c o h A m e r i c a s C o r p o r a t i o n Page 30

34 If the authentication fails, this error message is displayed. In this case, please re-enter the Office365 user credentials. Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, you will also need to re-enter the User Name. Note: Refer to the Troubleshooting section for additional error messages relating to login failures. Select or Sharepoint as your Scan destination R i c o h A m e r i c a s C o r p o r a t i o n Page 31

35 Scan to After pressing button in previous screen Scan Setting screen for Scan to is displayed. Setting the Scan Workflow The following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF or JPG 3. Duplex: On or Off 4. OCR: Off, Text, PDF, Word, Excel 5. Size: Auto, Letter, A4, Legal, 11x17, 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. 3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only Letter, A4 and Legal size. 4. File Name: Max Chars (32). Home: Return to Main Menu screen [Application List]. Address: By default logged in user s address is shown, user can change R i c o h A m e r i c a s C o r p o r a t i o n Page 32

36 this by touching the edit box, which will in turn open soft keyboard. Scan: Scan documents to Office365 [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 attached in . 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. R i c o h A m e r i c a s C o r p o r a t i o n Page 33

37 Scan to Sharepoint After pressing Sharepoint in workflow selection screen, the Scan setting screen is displayed. Setting the Scan Workflow 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. Size: Auto, Letter, A4, Legal, 11x17, 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. 3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only Letter, A4 and Legal size. Home: Return to Main Menu screen [Application List]. R i c o h A m e r i c a s C o r p o r a t i o n Page 34

38 Scan: Scan documents to Office365 [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 Office365. 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. Folder: Folder indicates the scan folder configured by administrator Site: SharePoint Site address configured by administrator Scan File Name: Enter File name [Max 32 Characters.] R i c o h A m e r i c a s C o r p o r a t i o n Page 35

39 When the [Scan] button or [Start] key is pressed, this message is displayed. When scanning is completed, a Scanning was Finished message is displayed momentarily. Also Sending is displayed during scan data transfer between MFP and web server. Note: Refer to Troubleshooting section for additional error messages related to scanning. R i c o h A m e r i c a s C o r p o r a t i o n Page 36

40 5 Scan to Office365 Smart Operation Panel 5.1 Scan to Office365 Smart Operation Panel Screens and Operations This section provides an overview of the Scan to Office365 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 Office 365 ICON. R i c o h A m e r i c a s C o r p o r a t i o n Page 37

41 Note: Before scanning a preregistered user need to be selected by pressing Users button. 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, A3 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. Site Address: List of sites configured for the selected user, displays after user is selected. Folder: Folder browsing and selection, available after user is selected File Name: Max Chars (32) Home: Return to Main Menu screen [Application List] Users: Pressing this button opens a pop up dialog, which contains list of pre-registered users through OAuth. Register: Pressing this opens a dialog, user can enter their Microsoft account address to start user registration process Scan: Scan documents to Office 365 Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not Off. Login: Pressing this button will switch the application to Login workflow. File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in Office 365. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. R i c o h A m e r i c a s C o r p o r a t i o n Page 38

42 User Selection Pressing Users button displays the pre-registered users list. Select your user id from this list. Once the user is selected in the previous step, User s address, previously configured default site address & User s scan folder is shown next to Scan to, Site Address and Folder respectively. R i c o h A m e r i c a s C o r p o r a t i o n Page 39

43 Site Selection Pressing desired site. in site address list box lists configures share point sites. User can select R i c o h A m e r i c a s C o r p o r a t i o n Page 40

44 Folder Selection Pressing ICON displays folder selection dialog box. Pressing this displays a new folder creation dialog box. Pressing this dismisses the dialog Pressing this arrow next to the folder name displays sub folders under that folder To Select a folder touch on the folder name R i c o h A m e r i c a s C o r p o r a t i o n Page 41

45 Search Filter Pressing Filter edit box displays soft keyboard, enter a keyword. A folder list based on this keyword is listed. Pressing this in Select folder dialog displays a new folder creation dialog box, as shown Selected folder is displayed next to the Folder label. R i c o h A m e r i c a s C o r p o r a t i o n Page 42

46 Login Workflow Login Screen: Enter user name in User Name edit box. Enter Domain name in Domain edit box Enter the password in password edit box Note: After a successful login Domain is stored. No need to enter it on subsequent logins. R i c o h A m e r i c a s C o r p o r a t i o n Page 43

47 After entering required values in the login screen and when user presses Login button, this screen is displayed. R i c o h A m e r i c a s C o r p o r a t i o n Page 44

48 R i c o h A m e r i c a s C o r p o r a t i o n Page 45

49 Here are few sample error messages which may be displayed, if application is not configured properly. Note: Refer to Application configuration section, for details on how to configure Scan to Office 365 application. R i c o h A m e r i c a s C o r p o r a t i o n Page 46

50 Scan to Scan Settings 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, A3 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] /Sharepoint: Switch between Workflows [Scan to or Scan to Sharepoint 365] Scan To: address to which scan document is sent Scan: Scan documents to Office 365 Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not Off. File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in Office 365. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. R i c o h A m e r i c a s C o r p o r a t i o n Page 47

51 Scan File Format Page Size Shows 1. Scan File Format: PDF or JPG 2. OCR: Off, Text, PDF, Word, Excel 3. Page Size: Auto, Letter,A4, Legal, 11x17, A3 OCR Selections in Scan Setting Screen R i c o h A m e r i c a s C o r p o r a t i o n Page 48

52 Scan to Sharepoint Scan Settings 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, A3 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] Scan: Scan documents to Office 365 Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not Off. File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in Office 365. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. Pressing ICON displays folder selection dialog box. R i c o h A m e r i c a s C o r p o r a t i o n Page 49

53 Note: Folder selection is similar to what is described in OAuth Workflow Messages During Scanning [Smart Operation Panel Only] When Scanning is interrupted Device is not ready R i c o h A m e r i c a s C o r p o r a t i o n Page 50

54 User has cancelled Scanning Message during scanning from glass Spinner during Scanning R i c o h A m e r i c a s C o r p o r a t i o n Page 51

55 Spinner during Uploading scanned image to ICE Server R i c o h A m e r i c a s C o r p o r a t i o n Page 52

56 5.2 Error and Warning Messages related to Authentication Message Please Enter User Name. Please Enter Domain. Please Enter Password. Please Enter User Name and Password. Please Enter Domain and Password. Please Enter User Name and Domain. Please Enter User Name, Domain and Password. User Name cannot symbol Domain cannot symbol Authentication Failed: Account is locked. Cannot Connect to Office365 Service. Condition This message is displayed when the Login button is pressed without entering the User Name ONLY. This message is displayed when the Login button is pressed without entering the Domain ONLY. This message is displayed when the Login button pressed without entering the Password ONLY. This message is displayed when the Login button pressed without entering the User Name and Password. This message is displayed when the Login button pressed without entering the Domain and Password. This message is displayed when the Login button pressed without entering the User Name and Domain. This message is displayed when the Login button pressed without entering the User Name, Domain and Password. This message is displayed when the Login button pressed and User Name format is not correct. This message is displayed when the Login button pressed and Domain format is not correct. This message is displayed when the Login button pressed and user s account is locked. This message is displayed when the Scan to Office365 application cannot connect to the Office365 service in order to validate the user credentials. R i c o h A m e r i c a s C o r p o r a t i o n Page 53

57 Authentication Failed: Incorrect User Name or Password or Domain. Authentication Failed: Incorrect User Name or Password. Authentication Failed: Incorrect site address. Authentication Failed: Site not configured, Contact Administrator. Authentication Failed. This message is displayed when an incorrect User Name or Password or Domain is entered in the Login Screen. This message is displayed when an incorrect User ID or Password is entered in the Login Screen. This message is displayed when an incorrect site address is configured. This message is displayed when site address is not configured. This message is displayed for any other error not defined in this table. R i c o h A m e r i c a s C o r p o r a t i o n Page 54

58 6 Appendix 6.1 Scan File Name The Scan File Name by default will have following format: Scan File Format PDF JPG File Name YYYYMMDDHHMMSS_XYZ.pdf 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.doc Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.doc 2. YYYYMMDDHHMMSS_XYZabcd_OCR.doc Scan Image file name _OCR.txt Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.txt 2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt Scan Image file name _OCR.xls Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.xls 2. YYYYMMDDHHMMSS_XYZabcd_OCR.xls Note: If the user enters a File Name in the scan settings screen, YYYYMMDDHHMMSS_XYZ will be replaced by user entered name. R i c o h A m e r i c a s C o r p o r a t i o n Page 55

59 6.2 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. R i c o h A m e r i c a s C o r p o r a t i o n Page 56

60 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 R i c o h A m e r i c a s C o r p o r a t i o n Page 57

61 Message during scanning from glass R i c o h A m e r i c a s C o r p o r a t i o n Page 58

62 6.3 Scan to Office 365 Application Limitations 1. When performing OCR and 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. 2. Scan Folder Configuration: Scan to Office 365 application will not create nested folders. Please make sure folders are created using Office 365 Web User Interface before entering the folder path in the Scan folder configuration. 3. Refresh tokens are good for maximum of 90 days. This is a limitation of Office365 service. Due to this registered users will be deleted if the refresh tokens are invalid. User need to re-register to use the application. R i c o h A m e r i c a s C o r p o r a t i o n Page 59

63 7 Notes: Please use this page, and the following page, for future reference information. R i c o h A m e r i c a s C o r p o r a t i o n Page 60

64 R i c o h A m e r i c a s C o r p o r a t i o n Page 61