Integrated Cloud Environment Concur User s Guide

Transcription

1 Integrated Cloud Environment Concur 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 Concur Scan to Concur Screens and Operations Scan to Concur New User Registration Scan to Concur Login Workflow Scan to Concur Smart Operation Panel Scan to Concur Smart Operation Panel Screens and Operations Receipt Report Expense Login Workflow Enabling ICE Scan to Concur in App Center Appendix Troubleshooting Scan to Concur Messages related to Scanning Scan to Concur Application Limitations Notes: Ricoh Americas Corporation Page 1

5 1 Preface This guide provides the details on how to use the Integrated Cloud Environment Concur 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 Concur Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Concur 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 Concur Scan to Concur allows you to send receipts to your Concur account. Ricoh Americas Corporation Page 4

8 3 Scan to Concur 3.1 Scan to Concur Screens and Operations This section provides an overview of the Scan to Concur 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 [Concur] icon to access the Scan to Concur application. Ricoh Americas Corporation Page 6

10 User List Screen Registered user can select their User ID which has associated Concur account User IDs are displayed as a button; pressing one will show the Concur 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 Concur Receipt store [The Start key can also be used to initiate scanning]. Category: Displays workflow selection screen [Receipts, Report, Expenses]. Login: Displays Login screen, this is for login workflow. Register New User: New User can be registered, by pressing this button and entering associated with Concur account Ricoh Americas Corporation Page 7

11 Home: Return to Main Menu screen [Application List]. Back: Returns to User List screen Receipt: Select this to scan to Concur Receipt Store Report: Select this to Scan to an Expense report Expenses: Select this to Scan to an Expense line item. Ricoh Americas Corporation Page 8

12 Scan to Receipt Store Selecting Receipt in Category selection screen displays above screen Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. Resolution: 200 dpi, 400 dpi 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 the original. 3. Models MPC400, SP5200S/ SP5210 etc show only Letter, A4, Legal size. Home: Return to Main Menu screen [Application List]. Back: Return to Category Selection Screen Scan: Scan documents to Concur Receipt Store [The Start key can also be used to initiate scanning]. Ricoh Americas Corporation Page 9

13 Scan to Report Selecting Report in Category selection screen displays list of Reports available in Concur account Home: Return to Main Menu screen [Application List]. Back: Return to Category Selection Screen Ricoh Americas Corporation Page 10

14 Selecting a report in report selection screen displays above screen Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. Resolution: 200 dpi, 400 dpi 5. Page Size: Auto, Letter, A4, Legal, A3 or 11x17 Note: 4. Select Size as Auto for all standard sizes recognized by MFP. 5. Use Letter A4, Legal, A3 or 11x17, if you are scanning non standard sizes like Receipts etc., depending on the size of the original. 6. Models MPC400, SP5200S/ SP5210 etc show only Letter, A4, Legal size. Home: Return to Main Menu screen [Application List]. Scan: Scan documents to Selected Expense Report [The Start key can also be used to initiate scanning]. Ricoh Americas Corporation Page 11

15 Scan to Expenses Selecting Expenses in Category selection screen displays list of Reports available in Concur account. Select a report from this list. Home: Return to Main Menu screen [Application List]. Back: Return to Category Selection Screen Ricoh Americas Corporation Page 12

16 Selecting Report in Report list screen displays list of Expense Items available in that report Home: Return to Main Menu screen [Application List]. Back: Return to Report Selection Screen Ricoh Americas Corporation Page 13

17 Selecting Expense Item in previous screen displays above screen Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. Resolution: 200 dpi, 400 dpi 5. Page Size: Auto, Letter, A4, Legal, A3 or 11x17 Note: 7. Select Size as Auto for all standard sizes recognized by MFP. 8. Use Letter A4, Legal, A3 or 11x17, if you are scanning non standard sizes like Receipts etc., depending on the size of the original. 9. Models MPC400, SP5200S/ SP5210 etc show only Letter, A4, Legal size. Home: Return to Main Menu screen [Application List]. Back: Return to Expense Selection Screen Scan: Scan documents to Selected Expense Item [The Start key can also be used to initiate scanning]. Ricoh Americas Corporation Page 14

18 3.2 Scan to Concur New User Registration This section provides an overview of how to register a new user into Scan to Concur application. Registered user can scan without login to the application, by just selecting their registered user ID. Screen Shot User List Screen Press on Register New User button. Ricoh Americas Corporation Page 15

19 Registration Screen Now press the entry field for the Concur Account, Soft key board opens. Enter the address used to login to Concur 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 Concur Account [ address used to login to Concur account] using the soft keyboard. Address: Max Chars (256) Press OK. Ricoh Americas Corporation Page 16

20 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 address entered [Concur Account 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 Ricoh Americas Corporation Page 17

21 Step 1: On your PC or Mac, check your . Copy this to the clipboard Click this link Click the URL, Ricoh Americas Corporation Page 18

22 Step 2: Login to your Concur account (if not logged in) Login to Concur and if necessary grant access to ICE Scan to Concur application Ricoh Americas Corporation Page 19

23 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 Ricoh Americas Corporation Page 20

24 You will see the newly registered user s button appearing on the MFP display panel. Ricoh Americas Corporation Page 21

25 3.3 Scan to Concur Login Workflow Login Workflow Pressing Login button in User List screen displays Login Screen Press on User Name entry field located under the User Name: label. This will open the soft keyboard. Enter User Name, press OK Press on Mobile PIN entry field located under the Mobile PIN: label. This will open the soft keyboard. Enter Mobile PIN, press OK Then Press Login button. Note: You must have a valid CONCUR, application account to log-in. Home: Return to Main Menu screen [Application List]. Ricoh Americas Corporation Page 22

26 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 Concur 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 Mobile PIN. Ricoh Americas Corporation Page 23

27 On a successful authentication this screen is displayed. Home: Return to Main Menu screen [Application List]. Receipt: Select this to scan to Concur Receipt Store Report: Select this to Scan to an Expense report Expenses: Select this to Scan to an Expense line item. Note: Selecting one of the items will result in same workflow as described in Registered User Workflow. Ricoh Americas Corporation Page 24

28 4 Scan to Concur Smart Operation Panel 4.1 Scan to Concur Smart Operation Panel Screens and Operations This section provides an overview of the Scan to Concur 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 Concur ICON. Ricoh Americas Corporation Page 25

29 4.2 Receipt Receipt Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 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 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. Home: Return to Main Menu screen [Application List] Scan: Scan documents to Receipt Store in Concur Users: Select Registered Users [Touch this button to select registered users] Register: Register new user Login: Login workflow Ricoh Americas Corporation Page 26

30 Pressing this dismisses the dialog Select a User in this screen Selected users address associated with Concur account is displayed. Touch Scan button to Scan receipts. Ricoh Americas Corporation Page 27

31 4.3 Report Report Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 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 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. Home: Return to Main Menu screen [Application List] Scan: Scan documents to Expense Report Users: Select Registered Users [Touch this button to select registered users] Register: Register new user Login: Login workflow Press on this button to select Expense Report Ricoh Americas Corporation Page 28

32 Pressing this dismisses the dialog Select a report in this screen Selected Report is displayed next to Report. Touch Scan to scan receipts to selected Report. Ricoh Americas Corporation Page 29

33 4.4 Expense Expense Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 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 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. Home: Return to Main Menu screen [Application List] Scan: Scan documents to Expense Item Users: Select Registered Users [Touch this button to select registered users] Register: Register new user Login: Login workflow Press on this button to select Expense Item Ricoh Americas Corporation Page 30

34 Pressing this dismisses the dialog Pressing this displays soft keyboard, enter a search keyword. A filtered Report list based on this keyword is listed. Select a Report, this will list the Expense Items under that report Pressing this dismisses the dialog Select an Expense Item from this list Ricoh Americas Corporation Page 31

35 Selected Expense item is displayed next to Expense. Touch Scan to scan receipts to selected Expense item. Ricoh Americas Corporation Page 32

36 4.5 Login Workflow Login Workflow Pressing Login button will show this dialog. Login workflow is useful, if Concur is integrated with Corporate SSO, where user registration through OAuth is not possible. User need to have Concur login ID and Mobile PIN to authenticate. After successful authentication above screen is displayed. From here workflow is similar to registered User workflow as explained in previous sections. Ricoh Americas Corporation Page 33

37 Messages During Scanning [Smart Operation Panel Only] When Scanning is interrupted Device is not ready User has cancelled Scanning Ricoh Americas Corporation Page 34

38 Message during scanning from glass Spinner during Scanning Spinner during Uploading scanned image to ICE Server Ricoh Americas Corporation Page 35

39 5 Enabling ICE Scan to Concur in App Center Note: This step is mandatory before using ICE Scan to Concur application Step 1: Your company s Concur Administrator needs to login to Concur Select Administration -> Company -> Web Services Ricoh Americas Corporation Page 36

40 Step 2: Click on Manage Application Connectors Ricoh Americas Corporation Page 37

41 Step 3: Click on Enable Partner Application Ricoh Americas Corporation Page 38

42 Step 4: Select Ricoh-USA Scan to Concur application and Press Enable if it is not enabled. Ricoh Americas Corporation Page 39

43 6 Appendix 6.1 Troubleshooting Scan to Concur Error and Warning Messages related to Authentication Message Please Enter User Name. Please Enter Mobile PIN. Condition This illustrates what is displayed when the Login button is pressed without entering the User Name ONLY. This illustrates what is displayed when the Login button pressed without entering the Mobile PIN ONLY. Please Enter User Name and Mobile PIN. Cannot Connect to Concur Service. Authentication Failed: Incorrect User Name or Mobile PIN. Authentication Failed. This illustrates what is displayed when the Login button pressed without entering the User Name and Mobile PIN. This illustrates what is displayed when the Scan to Concur application cannot connect to the Concur service in order to validate the user credentials. This illustrates what is displayed when an incorrect User ID or Mobile PIN is entered in the Login Screen. This illustrates what is displayed for any other error not defined in this table. Ricoh Americas Corporation Page 40

44 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. Ricoh Americas Corporation Page 41

45 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 42

46 Message during scanning from glass Ricoh Americas Corporation Page 43

47 6.3 Scan to Concur 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 44

48 7 Notes: Please use this page, and the following page, for future reference information. Ricoh Americas Corporation Page 45

49 Ricoh Americas Corporation Page 46