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Version 1.7
1 | P a g e R I C O H U S A I N C
t
Scan to
Smart Integration
Essentials &
Connectors
Version 1.7
2 | P a g e R I C O H U S A I N C
Folder
User Guide
Version 1.7
3 | P a g e R I C O H U S A I N C
Copyright © 2019-2020 Ricoh USA INC
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 USA INC and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH USA INC
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.
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Table of Contents
Table of Contents .................................................................................................................................... 4
1 Preface ................................................................................................................................................ 8
2 Introduction ........................................................................................................................................ 9
3 Cloud Service Connection ........................................................................................................... 10
4 Configuring default Values .......................................................................................................... 11
5 Scan to Email ........................................................................................................................................ 12
File Name Formula .................................................................................................................................. 13
Remove Blank Page ................................................................................................................................. 13
OCR 13
OCR Language ......................................................................................................................................... 13
Email To ................................................................................................................................................... 14
Setting up Default Email Subject ............................................................................................................ 14
Setting up Email body ............................................................................................................................. 15
File Name ................................................................................................................................................ 15
Scan Settings ........................................................................................................................................... 16
6 Print Cloud ............................................................................................................................................ 17
Print Settings ........................................................................................................................................... 18
7 Scan to Box ........................................................................................................................................... 19
Default Folder ......................................................................................................................................... 20
Sub Folder ............................................................................................................................................... 20
File Name Formula .................................................................................................................................. 21
Remove Blank Page ................................................................................................................................. 21
OCR 21
OCR Language ......................................................................................................................................... 21
File Name ................................................................................................................................................ 22
Scan Settings ........................................................................................................................................... 22
8 Scan to Dropbox ................................................................................................................................... 23
Default Folder ......................................................................................................................................... 24
Sub Folder ............................................................................................................................................... 24
File Name Formula .................................................................................................................................. 25
Remove Blank Page ................................................................................................................................. 25
OCR 25
OCR Language ......................................................................................................................................... 25
File Name ................................................................................................................................................ 26
Scan Settings ........................................................................................................................................... 26
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9 Scan to GoogleDrive ............................................................................................................................. 27
Default Folder ......................................................................................................................................... 28
Sub Folder ............................................................................................................................................... 28
File Name Formula .................................................................................................................................. 29
Remove Blank Page ................................................................................................................................. 29
OCR 29
OCR Language ......................................................................................................................................... 29
File Name ................................................................................................................................................ 30
Scan Settings ........................................................................................................................................... 30
10 Scan to OneDrive .................................................................................................................................. 31
Default Folder ......................................................................................................................................... 32
Sub Folder ............................................................................................................................................... 32
File Name Formula .................................................................................................................................. 33
Remove Blank Page ................................................................................................................................. 33
OCR 33
OCR Language ......................................................................................................................................... 33
File Name ................................................................................................................................................ 34
Scan Settings ........................................................................................................................................... 34
11 Scan to OneDrive for Business ............................................................................................................. 35
Default Folder ......................................................................................................................................... 36
Sub Folder ............................................................................................................................................... 36
File Name Formula .................................................................................................................................. 37
Remove Blank Page ................................................................................................................................. 37
OCR 37
OCR Language ......................................................................................................................................... 37
File Name ................................................................................................................................................ 38
Scan Settings ........................................................................................................................................... 38
12 Scan to SharePoint ............................................................................................................................... 39
Default Folder ......................................................................................................................................... 40
Sub Folder ............................................................................................................................................... 40
File Name Formula .................................................................................................................................. 41
Remove Blank Page ................................................................................................................................. 41
OCR 41
OCR Language ......................................................................................................................................... 41
File Name ................................................................................................................................................ 42
Scan Settings ........................................................................................................................................... 42
13 Scan to eFax .......................................................................................................................................... 43
Fax Number ............................................................................................................................................. 45
Scan Settings ........................................................................................................................................... 45
14 Scan to eGoldFax .................................................................................................................................. 46
Fax Number ............................................................................................................................................. 48
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Scan Settings ........................................................................................................................................... 48
15 Scan to Sharefile ................................................................................................................................... 49
Default Folder ......................................................................................................................................... 50
Sub Folder ............................................................................................................................................... 50
File Name Formula .................................................................................................................................. 51
Remove Blank Page ................................................................................................................................. 51
OCR 51
OCR Language ......................................................................................................................................... 51
File Name ................................................................................................................................................ 52
Scan Settings ........................................................................................................................................... 52
16 Scan to DocuWare ................................................................................................................................ 53
Default Folder ......................................................................................................................................... 54
File Name Formula .................................................................................................................................. 55
Remove Blank Page ................................................................................................................................. 55
OCR 55
OCR Language ......................................................................................................................................... 55
File Name ................................................................................................................................................ 56
Scan Settings ........................................................................................................................................... 56
17 Scan to Egnyte ...................................................................................................................................... 57
Default Folder ......................................................................................................................................... 58
Sub Folder ............................................................................................................................................... 58
File Name Formula .................................................................................................................................. 59
Remove Blank Page ................................................................................................................................. 59
OCR 59
OCR Language ......................................................................................................................................... 59
File Name ................................................................................................................................................ 60
Scan Settings ........................................................................................................................................... 60
18 Scan to Rubex ....................................................................................................................................... 61
Default Folder ......................................................................................................................................... 62
Sub Folder ............................................................................................................................................... 62
File Name Formula .................................................................................................................................. 63
Remove Blank Page ................................................................................................................................. 63
OCR 63
OCR Language ......................................................................................................................................... 63
File Name ................................................................................................................................................ 64
Scan Settings ........................................................................................................................................... 64
19 Print from DocuWare ........................................................................................................................... 65
20 Operation of Workflow Application ........................................................................................... 66
21 Scan to Email .................................................................................................................................... 68
22 Print Cloud ......................................................................................................................................... 69
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23 Scan to Box ....................................................................................................................................... 70
24 Scan to Dropbox ............................................................................................................................. 71
G. Scan to GoogleDrive ..................................................................................................................... 72
H. Scan to OneDrive ............................................................................................................................ 73
I. Scan to OneDrive for Business ..................................................................................................... 74
J. Scan to SharePoint ......................................................................................................................... 75
K. Scan to RCM ..................................................................................................................................... 76
L. Scan to eFax ..................................................................................................................................... 77
M. Scan to eGoldFax ........................................................................................................................... 78
N. Scan to Sharefile.............................................................................................................................. 79
O. Scan to DocuWare ......................................................................................................................... 80
P. Scan to Egnyte ................................................................................................................................. 86
Q. Scan to Rubex .................................................................................................................................. 87
R. Print from DocuWare ...................................................................................................................... 88
S. Scan and Print Settings .................................................................................................................. 89
Scan Settings ........................................................................................................................................... 89
Print Settings ........................................................................................................................................... 92
T. Limitations ......................................................................................................................................... 96
User Site Limitations ............................................................................................................................... 96
General Limitations ................................................................................................................................. 97
DocuWare Workflow Limitations ............................................................................................................ 97
General Print Workflow Limitations ....................................................................................................... 97
Blank Page Removal Workflow Limitations ............................................................................................ 97
U. Appendix .......................................................................................................................................... 98
File Name Formula .................................................................................................................................. 98
Sample Formulas ..................................................................................................................................... 98
How to Validate the Formula .................................................................................................................. 98
Formula Functions .................................................................................................................................. 99
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1 Preface
This guide provides the details on how to use various connector workflow
applications
About This Guide
This guide is divided into following primary sections:
1. Introduction
This section lays the foundation for understanding the workflow specification
2. Cloud Service Coordination
This section describes how to use OAuth and to do service Coordination with
external cloud Services like Box, Dropbox, Google, OneDrive, OneDrive for
Business, SharePoint Online, RCM, etc.
3. Configuring Dictionary and Default Values
This section contains step-by-step instructions on how to configure settings
related to Connector applications in User Site
4. Operation of Connector Applications
This section contains step-by-step instructions on how to operate Connector
applications on MFP Operation panel
5. Limitations
Product Limitations
6. Appendix
This section contains additional reference materials
Note: The operation panel screen shot images and User Site 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).
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2 Introduction
What is Smart Integration Essentials?
Smart Integration consists of following workflows
1. Print Cloud
2. Scan to Email
What is Smart Integration Connectors?
Smart Integration Connectors consists of following workflows
1. Scan to Box
2. Scan to Dropbox
3. Scan to Google
4. Scan to OneDrive
5. Scan to OneDrive for Business
6. Scan to SharePoint
7. Scan to RCM
8. Scan to eFax
9. Scan to eGoldFax
10. Scan to Sharefile
11. Scan to DocuWare
12. Scan to Egnyte
13. Scan to Rubex
14. Print from DocuWare
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3 Cloud Service Connection
What is Cloud Service Connection?
Before using workflows, user need to establish External Service Connection with services
workflow uploads files to.
Refer to Smart Integration Cloud Service Connection User Guide for step by step
instructions.
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4 Configuring default Values
Smart Integration User Configuration Site URL
https://www.na.smart-integration.ricoh.com/site/home
Login to above site using your credentials.
Click on ‘Set Personal application settings’
Click on desired application to configure application settings.
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5 Scan to Email
Above settings are available to configure. [Note: Only for Administrator]
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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Email To
Supports Multiple ‘Email To’ addresses. Click on ‘+’ to add additional Email To addresses.
Email address dictionary can be configured.
Setting up Default Email Subject
Enter required default value for Email Subject, most frequently used Email Subject can be
entered in the dictionary. This will eliminate typing email subject on the MFP operation
panel. Check ‘Hide in application’ to hide the field in Operation Panel.
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Setting up Email body
Enter required default value for Email Body, most frequently used Email Body can be
entered in the dictionary. This will eliminate typing email body on the MFP operation
panel. Check ‘Hide in application’ to hide the field in Operation Panel.
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
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Scan Settings
Default Scan settings can be configured here
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6 Print Cloud
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Print Settings
Default Scan settings can be configured here
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7 Scan to Box
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Default Folder
Box External Service connection need to be complete to set the default folder. Click on ‘Select Folder’, this
will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are not
able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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8 Scan to Dropbox
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Default Folder
Dropbox External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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9 Scan to GoogleDrive
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Default Folder
Google External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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10 Scan to OneDrive
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Default Folder
OneDrive External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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11 Scan to OneDrive for Business
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Default Folder
Office365 External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
Version 1.7
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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3 8 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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12 Scan to SharePoint
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Default Folder
Office 365 External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
Version 1.7
4 1 | P a g e R I C O H U S A I N C
File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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4 2 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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13 Scan to eFax
Note: Scan to eFax uses your Google account with which you have done External Service
Connection for Google in RICOH Smart Integration platform to send email. User need to
enter same Gmail address under ‘Send Email Addresses’ in user’s eFax account.
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Example: Enter your Google Account address above, with which you have done External
Service Connection in RICOH Smart Integration
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Fax Number
Fax numbers can be configured in the dictionary, which can be used as an address book
at the MFP operation panel.
Scan Settings
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14 Scan to eGoldFax
Note: Scan to eGoldFax uses your Google account with which you have done External
Service Connection for Google in RICOH Smart Integration platform to send email. User
need to enter same Gmail address under ‘Allowed Email Addresses’ in user’s eGoldFax
account.
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Example: Enter your Google Account address above, with which you have done External
Service Connection in RICOH Smart Integration
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Fax Number
Fax numbers can be configured in the dictionary, which can be used as an address book
at the MFP operation panel.
Scan Settings
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15 Scan to Sharefile
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Default Folder
Sharefile External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
Version 1.7
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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5 2 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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16 Scan to DocuWare
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Default Folder
DocuWare External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Version 1.7
5 5 | P a g e R I C O H U S A I N C
File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
Version 1.7
5 6 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
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17 Scan to Egnyte
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Default Folder
Egnyte External Service connection need to be complete to set the default folder. Click on ‘Select Folder’,
this will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are
not able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
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File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
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6 0 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
Version 1.7
6 1 | P a g e R I C O H U S A I N C
18 Scan to Rubex
Version 1.7
6 2 | P a g e R I C O H U S A I N C
Default Folder
Rubex External Service connection need to be complete to set the default folder. Click on ‘Select Folder’, this
will display folder browsing dialog. Select a desired folder as default folder. Use search option if you are not
able to find your folder by scrolling.
Sub Folder This field can be used to enter sub folder under above selected folder. If the folder does not exist it will be
created before Scan file is uploaded.
Version 1.7
6 3 | P a g e R I C O H U S A I N C
File Name Formula
Note: If you want to create Filename based on Formula, do not enter ‘File Name’, also
leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.
Default Formula:
MONTH(NOW()) & DAY(NOW()) & YEAR(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())
Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.
Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.
Remove Blank Page
Default value for Remove Blank Page can be configured.
OCR
Default value for OCR can be configured.
OCR Language
Default value for OCR Language can be configured.
Version 1.7
6 4 | P a g e R I C O H U S A I N C
File Name
Enter Required Filename Default Value and also can setup dictionary of Keywords which
can be used in the filename. A delimiter/separator can also be configured, if multiple
keywords are used for naming the file.
Scan Settings
Version 1.7
6 5 | P a g e R I C O H U S A I N C
19 Print from DocuWare
Default Print Settings and Base Folder (Document tray or Cabinet) can be configured.
Version 1.7
6 6 | P a g e R I C O H U S A I N C
20 Operation of Workflow Application
Smart Integration MFP BrowserNX URL
https://www.na.smart-integration.ricoh.com/si-apps/pub/index.html
Ricoh Smart Integration Initial Login
Above URL is available as Bookmark ICON on MFP. Very first time, administrator need to
login to the site either using Tenant ID, User ID and Password or Email address and
password.
Option 1: Login with Tenant ID
Option 2: Login with Email Address
Version 1.7
6 7 | P a g e R I C O H U S A I N C
After administrator login subscribed application will be displayed
Use the Home List button to Select required home screen.
Select ‘Smart Integration Essentials’ or ‘Smart Integration Connectors’ from the list. This
displays applications available in that home screen. Touch on desired application.
Note: Except ‘Scan to Email’ & ‘Print Cloud’ other applications require user authentication
with their RICOH Smart Integration credentials.
Version 1.7
6 8 | P a g e R I C O H U S A I N C
21 Scan to Email
Following settings are available:
A. Email To
Supports multiple email addresses, dictionary can be used to preconfigure email
address book in user site
B. Subject
Email subject, dictionary can be used to preconfigure frequently used keywords to
reduce typing
C. Body
Email Body can be entered.
D. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
E. OCR Language
Supports these values: English, French
F. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
G. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
6 9 | P a g e R I C O H U S A I N C
22 Print Cloud
Following settings are available:
A. Release Code
Enter Release Code received through email after submitting print job to
print@ricohprintcloud.com
Version 1.7
7 0 | P a g e R I C O H U S A I N C
23 Scan to Box
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder
does not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 1 | P a g e R I C O H U S A I N C
24 Scan to Dropbox
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 2 | P a g e R I C O H U S A I N C
G. Scan to GoogleDrive
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 3 | P a g e R I C O H U S A I N C
H. Scan to OneDrive
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 4 | P a g e R I C O H U S A I N C
I. Scan to OneDrive for Business
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 5 | P a g e R I C O H U S A I N C
J. Scan to SharePoint
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 6 | P a g e R I C O H U S A I N C
K. Scan to RCM
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
7 7 | P a g e R I C O H U S A I N C
L. Scan to eFax
Following settings are available:
A. Fax Number
Enter Fax number, dictionary can be used to preconfigure Fax numbers, in user site.
Version 1.7
7 8 | P a g e R I C O H U S A I N C
M. Scan to eGoldFax
Following settings are available:
A. Fax Number
Enter Fax number, dictionary can be used to preconfigure Fax numbers, in user site.
Version 1.7
7 9 | P a g e R I C O H U S A I N C
N. Scan to Sharefile
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
8 0 | P a g e R I C O H U S A I N C
O. Scan to DocuWare
Following settings are available:
A. Document Tray/File Cabinet
Select desired Document Tray or Cabinet to which Scanned document needs to
be uploaded.
At root level ‘Document Trays’ and ‘File Cabinets’ are displayed. These are virtual
folders and not selectable. Touch on ‘Document Tray’ or ‘File Cabinets’ to list Tray
or Cabinets respectively.
Version 1.7
8 1 | P a g e R I C O H U S A I N C
Version 1.7
8 2 | P a g e R I C O H U S A I N C
Here is the Hierarchy of Document Tray/File Cabinets
/
-Document Trays - Document Tray 1 – File Cabinet 1 – Store Dialog 1
-- Store Dialog 2
-- Store Dialog n
– File Cabinet 2 – Store Dialog 1
-- Store Dialog 2
-- Store Dialog n
- Document Tray 2 – File Cabinet 1 – Store Dialog 1
-- Store Dialog 2
-- Store Dialog n
– File Cabinet 2 – Store Dialog 1
-- Store Dialog 2
-- Store Dialog n
-File Cabinets - File Cabinet 1
- File Cabinet 2
- File Cabinet n
Selecting different Store dialog under Document Trays let user to Scan to that Cabinet
with index values setup in the selected Store Dialog.
Version 1.7
8 3 | P a g e R I C O H U S A I N C
Search is Supported after selection of ‘Document Tray’ or ‘File Cabinets’. As shown
below
B. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
C. OCR Language
Supports these values: English, French
D. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
E. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
8 4 | P a g e R I C O H U S A I N C
F. Index
Based on the selected Document Tray or Cabinet, index fields are displayed. User
can set the index values after touching the area next to index.
Sample Index Fields. Index fields depends the Document Tray or Cabinet selected.
Sample List Index Field, Dictionary type interface is supported. User can select from
already listed items or enter a new value.
Version 1.7
8 5 | P a g e R I C O H U S A I N C
Touch on Calendar button to select date
Sample Date Field
Version 1.7
8 6 | P a g e R I C O H U S A I N C
P. Scan to Egnyte
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
8 7 | P a g e R I C O H U S A I N C
Q. Scan to Rubex
Following settings are available:
A. Folder
Select desired folder to which Scanned document needs to be uploaded.
B. Sub Folder
Entering a value here creates Folder under Folder Selected above, if the sub folder does
not exist. Scan file is uploaded to subfolder. This is an optional field.
C. OCR
Supports these values: Off, PDF, PDFA, Word, Excel
D. OCR Language
Supports these values: English, French
E. File Name
Workflow supports File Name formula, entering file name here overrides filename
generated by formula.
F. Remove Blank Page
Workflow supports Blank Page Removal. Values: OFF, ON
Version 1.7
8 8 | P a g e R I C O H U S A I N C
R. Print from DocuWare
Users can browse and select files and print. Only printable files are enabled to select. Also
Multi-select is supported. Filename search using keyword is supported.
Version 1.7
8 9 | P a g e R I C O H U S A I N C
S. Scan and Print Settings
Scan Settings
Touch on ‘Scan Settings’ to display Scan Settings Screen
Checking ‘Preview’ will enable Scan document Preview on MFP Operation Panel.
Version 1.7
9 0 | P a g e R I C O H U S A I N C
Scan Settings Available Options
Scan Color mode
Original Sides
Document Orientation
Scan Resolution
Version 1.7
9 1 | P a g e R I C O H U S A I N C
Document size
Manual Density Range -3 to +3
Scan Method
Version 1.7
9 2 | P a g e R I C O H U S A I N C
Print Settings
Touch on ‘Print Settings’ to display Print Settings Screen
Version 1.7
9 3 | P a g e R I C O H U S A I N C
Print Settings Available Options
Print Color Mode
Copies Range 1-999
Sides
Input Tray
Collate/Stacking
Version 1.7
9 4 | P a g e R I C O H U S A I N C
N-Up
Paper Size
Version 1.7
9 5 | P a g e R I C O H U S A I N C
Staple
Punch
Note: Some finishing options like Staple and Punch are available only when appropriate
finishing unit is installed with Multifunction Device
Version 1.7
9 6 | P a g e R I C O H U S A I N C
T. Limitations
User Site Limitations
Supported Browsers for User Site are:
o Internet Explorer: 11 or later
o Edge: Latest Version
o Chrome: Latest Version
o Firefox: Latest Version
Limitations for Home Screen/Applications
o Home: Maximum 20 for each profile, Max 32 characters for the name.
o Applications: Maximum 18 for each home screen, Max 32 characters for the
name
User Management
o Email address is unique in the system; same Email address cannot be used
even if user belongs to different Tenants
o Users belong to same tenant cannot set different time zones
o User cannot change their login Email address, need admins assistance to
change email address
Version 1.7
9 7 | P a g e R I C O H U S A I N C
General Limitations
Once Administrator has logged in to a Tenant on MFP, administrator from another
tenant cannot login to same MFP. Refer to guide on ‘How to remove registered
device’
Back button inside application display screen must be used, instead for ‘Back’
button on the operation panel.
Folder and File Search results varies from Cloud Service to Cloud Service, this
depends on the Search API for each service.
DocuWare Workflow Limitations
Keyword Search is supported after selecting either ‘Document Trays’ or ‘File
Cabinets’ at the root level in file browsing dialog
Table type index fields are not supported.
General Print Workflow Limitations
(PrintCloud & Print from DocuWare)
Printer shows this Message: "The print job has been aborted due to a data format error."
this is because of document size of the file is not supported by printer.
This may occur when users try to re-print scanned document. To avoid this error, Scan
document with specific size (like Letter or A4 etc instead of Auto)
Blank Page Removal Workflow Limitations
When Blank Page is enabled, Maximum Scan file size is limited to 50MB
Version 1.7
9 8 | P a g e R I C O H U S A I N C
U. Appendix
File Name Formula
Formula functions are similar to Microsoft Excel Formulas. Not all Excel functions are
relevant and supported.
Following two variables from the workflow application are available to use in the formula
1. TenantId [Smart Integration Tenant ID]
2. UserId [Smart Integration User ID]
Sample Formulas
Formula Result
YEAR(NOW()) & "-" & MONTH(NOW()) & "-" & DAY(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) & SECOND(NOW())
2018-12-21-102657
YEAR(NOW()) & “-INVOICE” 2018-INVOICE
_[UserId] & “-“ & YEAR(NOW()) & "-" & MONTH(NOW()) & "-" & DAY(NOW())
TOM-2018-12-21
How to Validate the Formula
Open Microsoft Excel, enter the formula in an excel field add ‘=’in front of the formula.
Note: Use only functions, but do not use variables from workflow mentioned above to
validate in Excel.
Version 1.7
9 9 | P a g e R I C O H U S A I N C
Formula Functions
Formula Evaluation is based on Open Source, Apache POI
Note: Please see link below. All formulas listed may not be relevant to workflow
application. Here is list of formulas.
http://poi.apache.org/components/spreadsheet/eval-devguide.html
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