Integrated Cloud Environment Salesforce User s Guide

Transcription

1 Integrated Cloud Environment Salesforce 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 Salesforce Scan to Salesforce Screens and Operations Accounts Documents in Salesforce related to Accounts Contacts Documents in Salesforce related to Contacts Documents Documents in Salesforce Opportunities Documents in Salesforce related to Opportunities Scan to Salesforce Smart Operation Panel Scan to Salesforce Smart Operation Panel Screens and Operations Accounts Contacts Documents Opportunities Appendix File Name Troubleshooting Scan to Salesforce Messages related to Scanning Scan to Salesforce Application Limitations Notes: Ricoh Americas Corporation Page 1

5 1 Preface This guide provides the details on how to use the Integrated Cloud Environment Salesforce 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 Salesforce Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Salesforce 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 Salesforce Scan to Salesforce allows you to send hardcopy documents to your Salesforce account. It also supports OCR, PDFA, Text, Word, and Excel formats Ricoh Americas Corporation Page 4

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

10 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 Password entry field located under the Pasword: label. This will open the soft keyboard. Enter User Name, press OK Then Press Login button. Note: You must have a valid SALESFORCE, application account to log-in. Home: Return to Main Menu screen [Application List]. Ricoh Americas Corporation Page 7

11 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 Salesforce 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 8

12 In this screen user can select the Category to which user needs to scan and attach the document. Home: Return to Main Menu screen [Application List]. Back: Change to previous screen Ricoh Americas Corporation Page 9

13 3.2 Accounts Purchase Order Home: Return to Main Menu screen [Application List]. Back: Return to previous screen Search: Search Accounts based on Account Name Select an Account in this screen. Note: In this view up to 100 Accounts are listed. If you have more than 100 accounts in salesforce, please use search option to find specific account. Ricoh Americas Corporation Page 10

14 Sample search results based on Account name. Ricoh Americas Corporation Page 11

15 Selecting an account in the previous screen displays scan setting screen. 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]. Back: Return to Purchase Order List Scan: Scan documents to Salesforce [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 Box. 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 12

16 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 Salesforce application. Ricoh Americas Corporation Page 13

17 3.2.1 Documents in Salesforce related to Accounts Select Accounts Click On Acount Name Ricoh Americas Corporation Page 14

18 Scroll down to Notes and Attachment section Ricoh Americas Corporation Page 15

19 3.3 Contacts Expenses Home: Return to Main Menu screen [Application List]. Back: Return to previous screen Search: Search Contacts based on Name Select a Contact in this screen to proceed to scan setting screen. Sample search results based on name. Ricoh Americas Corporation Page 16

20 Selecting a contact in the previous screen displays scan setting screen. 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]. Back: Return to Expenses List Scan: Scan documents to Salesforce [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 Box. 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 17

21 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 Salesforce application. Ricoh Americas Corporation Page 18

22 3.3.1 Documents in Salesforce related to Contacts Select Contacts Click On a Contact Ricoh Americas Corporation Page 19

23 You can find documents under Notes & Attachement Ricoh Americas Corporation Page 20

24 3.4 Documents Documents Home: Return to Main Menu screen [Application List]. Back: Return to previous screen Folder Name: Search folders, by entering name in the edit box(soft keyboard opens up). Press Search button to Search New Folder: Create Folder, by entering name in the edit box(soft keyboard opens up). Press Create button to create Select a Folder in this screen to proceed to scan setting screen. Ricoh Americas Corporation Page 21

25 Sample search results based on name. Create Folder: Enter New Folder name in edit box & press Create button Ricoh Americas Corporation Page 22

26 Selecting a Folder in the previous screen displays scan setting screen. 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]. Back: Return to Folder List Scan: Scan documents to Salesforce [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 Box. 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 23

27 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 Salesforce application. Ricoh Americas Corporation Page 24

28 3.4.1 Documents in Salesforce Select Documents & select Document Folder Ricoh Americas Corporation Page 25

29 3.5 Opportunities Opportunities Home: Return to Main Menu screen [Application List]. Back: Return to previous screen Search: Search Opportunities based on Name Select an Opportunity in this screen to proceed to scan setting screen. Sample search results based on Opportunity name. Ricoh Americas Corporation Page 26

30 Selecting an Opportunity in the previous screen displays scan setting screen. 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]. Back: Return to Opportunity List Scan: Scan documents to Salesforce [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 Box. 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 27

31 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 Salesforce application. Ricoh Americas Corporation Page 28

32 3.5.1 Documents in Salesforce related to Opportunities Select Opportunities Click On an Opportunity Ricoh Americas Corporation Page 29

33 Documents can be found under Notes & Attachment section Ricoh Americas Corporation Page 30

34 4 Scan to Salesforce Smart Operation Panel 4.1 Scan to Salesforce Smart Operation Panel Screens and Operations This section provides an overview of the Scan to Salesforce 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 Salesforce ICON. Ricoh Americas Corporation Page 31

35 Login Screen: Enter user name in User Name edit box. Enter the password in password edit box Ricoh Americas Corporation Page 32

36 4.2 Accounts Documents 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 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 Salesforce 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 Salesforce. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. Pressingt his opens Accounts selection dialog box Ricoh Americas Corporation Page 33

37 Pressing this dismisses the dialog Pressing this arrow next to the Account name selects the account Search Filter Pressing this displays soft keyboard, enter a search keyword. A filtered Account list based on this keyword is listed. Ricoh Americas Corporation Page 34

38 4.3 Contacts Purchase Orders 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 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 Salesforce 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 Salesforce. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. Press on this button to select Contact Ricoh Americas Corporation Page 35

39 Pressing this dismisses the dialog Pressing this displays soft keyboard, enter a search keyword. A filtered Contact list based on this keyword is listed. Select a Contact Ricoh Americas Corporation Page 36

40 4.4 Documents Expenses 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 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 Salesforce 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 Salesforce. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. Press on this button to select a folder Ricoh Americas Corporation Page 37

41 Pressing this dismisses the dialog Pressing this displays create folder dialog Pressing this displays soft keyboard, enter a search keyword. A filtered folder list based on this keyword is listed. Select a folder Ricoh Americas Corporation Page 38

42 Enter New folder name Ricoh Americas Corporation Page 39

43 4.5 Opportunities Opportunities 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 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 Salesforce 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 Salesforce. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. Press on this button to select an Opportunity Ricoh Americas Corporation Page 40

44 Pressing this dismisses the dialog Pressing this displays soft keyboard, enter a search keyword. A filtered Opportunity list based on this keyword is listed. Select an Opportunity Ricoh Americas Corporation Page 41

45 Messages During Scanning [Smart Operation Panel Only] When Scanning is interrupted Device is not ready User has cancelled Scanning Ricoh Americas Corporation Page 42

46 Message during scanning from glass Spinner during Scanning Spinner during Uploading scanned image to ICE Server Ricoh Americas Corporation Page 43

47 5 Appendix 5.1 File Name The 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 44

48 5.2 Troubleshooting Scan to Salesforce Error and Warning Messages related to Authentication Message Please Enter User Name. Please Enter Password. 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 Password ONLY. Please Enter User Name and Password. Cannot Connect to Salesforce Service. Authentication Failed: Incorrect User Name or Password. Authentication Failed: Account is locked. Authentication Failed: You do not have privileges Your password has expired. Please reset password. Authentication Failed. This illustrates what is displayed when the Login button pressed without entering the User Name and Password. This illustrates what is displayed when the Scan to Salesforce application cannot connect to the Salesforce service in order to validate the user credentials. This illustrates what is displayed when an incorrect User ID or Password is entered in the Login Screen. This illustrates what is displayed when the Login button pressed and user s account is locked. This illustrates what is displayed when the Login button pressed and user s account does not have sufficient privileges. This illustrates what is displayed when the Login button pressed and user s password has expired. This illustrates what is displayed for any other error not defined in this table. Ricoh Americas Corporation Page 45

49 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 46

50 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 47

51 Message during scanning from glass Ricoh Americas Corporation Page 48

52 5.4 Scan to Salesforce 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. 2. Devices which support legacy MFP browser, lists related to Accounts, Contacts, Documents & Opportunities, only first 100 items are displayed. User Search option to list required items. Ricoh Americas Corporation Page 49

53 6 Notes: Please use this page, and the following page, for future reference information. Ricoh Americas Corporation Page 50

54 Ricoh Americas Corporation Page 51