Integrated Cloud Environment Scan to Sharepoint User s Guide 2012-2015 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
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R i c o h A m e r i c a s C o r p o r a t i o n
Table of Contents Table of Contents... 1 1 Preface... 2 2 Introduction... 4 3 Scan to Sharepoint Configuration... 5 3.1 Site and Folder Configuration in RAMP... 5 4 Scan to Sharepoint... 10 4.1 Scan to Sharepoint Screens and Operations... 10 4.2 Scan to Sharepoint Default Scan Folder... 18 5 Scan to Sharepoint Smart Operation Panel... 20 5.1 Scan to Sharepoint Smart Operation Panel Screens and Operations... 20 6 Appendix... 25 6.1 Scan File Name... 25 6.2 Troubleshooting Scan to Sharepoint... 26 6.3 Messages related to Scanning... 27 6.4 Scan to Sharepoint Application Limitations... 30 7 Notes:... 31 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
1 Preface This guide provides the details on how to use the Integrated Cloud Environment Scan to Sharepoint 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 Sharepoint Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Scan to Sharepoint 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). 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
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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 Sharepoint Scan to Sharepoint allows you to send hardcopy documents to your Sharepoint account. 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
3 Scan to Sharepoint Configuration 3.1 Site and Folder Configuration in RAMP Step 1: Login to RAMP Subscriber Console: URL: https://ramp.ricoh-cloud.com/ramp/rampsubscriber/rampsubscriber.html 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 5
Step 2: Select Settings, under Sharepoint select Site Configuration A. Sharepoint Site Address refers to the site under which the file needs to be uploaded. It can be a sub site as well. B. Sharepoint Version [2010 & 2007] are supported C. Sharepoint 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 upload the file under folder Scan2Sharepoint under the Library Shared Documents D. Sharepoint Site Print Folder, this setting is not required. Note: With the above settings all users scan files will be uploaded to Sharepoint 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 6
Step 3: Separate Site Address & Scan folder for individual Users. Select Settings, under Sharepoint select Users Configuration The user configuration if present, overrides the organization configuration. The user can have specific site address and upload folder that is permissible to the user only. The field User Login ID should always be the Sharepoint login ID of that 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 7
Select to add new user Note: Please make sure user has proper access rights to the Site/Sub site and folder entered above. Step 4: Export and Import User s information There is an option to import multiple user s information as CSV file. First Export user s information as CSV file. By clicking on CSV file [as additional users as needed]. A CSV file is downloaded. Please edit this Import the edited CSV file by pressing 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
Browse and select the CSV file to import. 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
4 Scan to Sharepoint 4.1 Scan to Sharepoint Screens and Operations This section provides an overview of the Scan to Sharepoint 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 10
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 [Sharepoint] icon to access the Scan to Sharepoint 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 11
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]. 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
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 Sharepoint account password using the soft keyboard. 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
Enter the correct password, and press OK. press the [Login] 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 14
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 Sharepoint 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. 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
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 Sharepoint. [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 Sharepoint. 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 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 Sharepoint 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 17
4.2 Scan to Sharepoint Default Scan Folder Files will be uploaded to the Scan Folder configured in RAMP Subscriber Console. Administrator can also configure different Site Address & scan folders for individual users. If the folder is not configured for individual user, Scan folder configured in Site Configuration is used. 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
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5 Scan to Sharepoint Smart Operation Panel 5.1 Scan to Sharepoint Smart Operation Panel Screens and Operations This section provides an overview of the Scan to Sharepoint 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 Sharepoint 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 20
Login Screen: Enter user name in User Name edit box. Enter the password in password edit 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 21
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] 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
Messages During Scanning [Smart Operation Panel Only] 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 23
Message during scanning from glass Spinner during Scanning 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 24
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.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. 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
6.2 Troubleshooting Scan to Sharepoint 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 Sharpeoint Authentication Failed: Incorrect User Name or Password. Authentication Failed. This message occurs when the Scan to Sharepoint application cannot connect to the Sharepoint service in order to validate the user credentials. This message occurs when the incorrect User ID or Password is entered in the Login Screen. The following screen is displayed for all other error conditions not covered previously 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 26
6.3 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. 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
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 28
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 29
6.4 Scan to Sharepoint 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. 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
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 31
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