integrated cloud environment translation · 2 introduction ... using the integrated cloud...

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R I C O H U S A , I N C .

© 2016-2017 RICOH USA, INC.

Integrated Cloud EnvironmentTranslationUser’s Guide

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Copyright © 2016-2017 RICOH USA, INC.

It is the reader's responsibility when discussing the information contained thisdocument to maintain a level of confidentiality that is in the best interest ofRicoh Americas Corporation and its member companies.

NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/ORDISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS

CORPORATION.

All product names, partner’s brands and their products, domain names orproduct illustrations, including desktop images used in this document aretrademarks, registered trademarks or the property of their respective holdersand should be noted as such.

Any trademark or registered trademark found in this support manual is used inan informational or editorial fashion only and for the benefit of suchcompanies. No such use, or the use of any trade name, or web site is intendedto convey endorsement or other affiliation with Ricoh products.

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R I C O H U S A , I N C . Page 1

Table of Contents

Table of Contents .................................................................................................................................... 1

1 Preface................................................................................................................................................. 2

2 Introduction......................................................................................................................................... 4

3 Translation............................................................................................................................................ 5

3.1 Translation Screens and Operations...................................................................................... 5

3.2 Translation New User Registration ........................................................................................12

4 Translation Smart Operation Panel.............................................................................................16

4.1 Translation Smart Operation Panel Screens and Operations ......................................16

5 Appendix ...........................................................................................................................................23

5.1 Scan File Name .........................................................................................................................28

5.2 Messages related to Scanning .............................................................................................29

5.3 Translation Application Limitations ......................................................................................32

6 Notes:..................................................................................................................................................33

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1 Preface

This guide provides the details on how to use the Integrated Cloud EnvironmentTranslation 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 CloudEnvironment, and related application.

2. Operation of Translation Integrated Cloud Environment Applications

This section contains step-by-step instructions on how to scan documentsusing the Integrated Cloud Environment Translation application and sendDocuments to Abbyy.com© translation service.

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 youexperience on your multi-functional printer (MFP device).

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This page intentionally left blank to allow for duplex printing.

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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 theseweb applications. These web applications provide various document managementservices, like Scanning, OCR, Cloud Printing, and connectivity to popular documentstorage services.

Application

Application ICON Feature Description

Translation Translation allows you to send hardcopydocuments to Abbyy.com© translation service.Email ID registration is available for easyaccess. Abbyy.com© will send furtherinstructions to user’s email address enteredduring scanning.

User need to complete the paymenttransaction per translation job on Abbyy.com©website.

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3 Translation

3.1 Translation Screens and Operations

This section provides an overview of the Translation application and its operation.

Screen Shot

ICE Splash Screen

Press the operation panel button that Integrated Cloud Environment is allocatedto, 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.

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ICE Portal Screen

This screen illustrates the Main Menu. The Main Menu shows the user, by use oflarge colorful icons, the applications which they have been subscribed to.

Press on the [ ] icon to access the Translation application.

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User List Screen

The user can select their email address if they have previously registered it.

- User IDs are displayed as a button; pressing one will show the Email Address in theEmail Address Entry box.

- Pressing the buttons:‘0-9’, ‘AB’ … ‘XYZ’. Will Show User IDs starting from with the selected numeric orletter.

- Pressing ‘All’ will show all users’ registered to this device or organization.

- Unregistered users can simply enter the email address by touching the “EmailAddress” entry field. The soft keyboard is then displayed to enter the address.

- Up to 7 users per row is displayed, and up to two rows. If the number of registeredusers exceeds fourteen (14), then “Page Navigation” buttons are displayed.

- Email Address: Max Chars (256).

Home: Return to Main Menu screen [Application List].

Scan: Scan documents to Abbyy.com© Translation Service [The ‘Start’ key can alsobe used to initiate scanning].

Settings: Displays the “Scan Settings” screen.

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Language: User can select language present in the document to be scanned.

Register/Update:

- New User ID & Email Address can be registered for this device or all devices inorganization on which Integrated Cloud Environment is deployed.

- Previously registered User Can Delete or Update [Only Change registrationfrom ‘This Device’ to ‘All Devices’ in organization] registration.

<<First, <Prev, Next>, Last>> :

- These buttons are for Page Navigation, within the User List.

Note: These buttons are displayed only if there are more than one page, ‘<<First’,‘<Prev’ buttons are not displayed in First page, ‘Next>’, ‘Last>>’ buttons are notdisplayed on the last page.

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After pressing [Scan Setting] in User List screen, the Scan setting screen is displayed.

Setting the Scan Workflow

The following Settings are available:

1. Mode: Color or Grayscale

2. Scan File Format: PDF

3. Duplex: Simplex or Duplex

4. Resolution: 300

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 doesnot 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)

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Scan: Scan documents to Recipient’s Email Address [The ‘Start’ key can also be usedto initiate scanning].

User List: Return to User List Screen

Send scanned image with OCR: When checked, both the Scanned image and theOCR 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. 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.

Scan File Name: Enter File name [Max 32 Characters.]

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Note: Refer to Troubleshooting section for additional error messages related toscanning.

When the [Scan] button or [Start] key is pressed, this message is displayed.

When scanning is completed, a ‘Scanning was Finished’ message is displayedmomentarily.

Also ‘Sending…’ is displayed during scan data transfer between MFP and webserver.

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3.2 Translation New User Registration

This section provides an overview of how to register a new user into Translationapplication. Registering their email address prevents repeated manual entry of theaddress and for future use.

Screen Shot

User List Screen

Press on ‘Register/Update’ button.

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User Registration Screen

The user’s email address can be registered on this screen. Registering their emailaddress prevents repeated manual entry of the address and for future use.

- User ID: Max 8 chars [This is displayed as a button in User List Screen.]

- Email Address

- First Name (Optional)

- Last Name (Optional)

- Register To:‘This Device’ or ‘All Devices’ in organization.

User ID: Max Chars (8)

Email Address: Max Chars (256)

First Name: Max Chars (256)

Last Name: Max Chars (256)

Note: Only alphanumeric characters are allowed for use in the User ID, First Name &Last Name.

Home: Return to Main Menu screen [Application List]

User List: This will show User List Screen

Register: Registers the User Information.

Available?: Checks if the entered User Id is available for registration.

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User Registration Screen

User ID Available

User ID Not available

Pressing ‘Available?’ will check if the User ID was previously registered.

Note: There is no specific limit set on the number of user registrations. However, for atypical workgroup environment, less than 100 users are recommended.

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From this screen, the user can

Delete or Update registration information [ie. from ‘This Device’ to ‘All Devices’ orvice versa].


User List: This displays the User List Screen.

Delete: Deletes User. User information will be completely deleted irrespective of ‘ThisDevice’ or ‘All Device’ selection.

Update: User registration information is updated. [Register To: This Device or AllDevices].

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4 Translation Smart Operation Panel

4.1 Translation Smart Operation Panel Screens and Operations

This section provides an overview of the Translation application and its operation on aSmart Operation panel supported devices.

Screen Shot

Press the ICON on home screen to launch Browser NX application with IntegratedCloud Environment URL.

Integrated Environment application portal is displayed. Press on [ ] ICON.

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Note: Before scanning a preregistered user need to be selected by pressing ‘Users’ button.

Following Settings are available:

1. Mode: Color or Grayscale2. Scan File Format: PDF3. Duplex: Simplex or Duplex4. Resolution: 3005. 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]

Users: Pressing this button opens a pop up dialog, which contains list of pre-registered users

Language: Select the language of the document, which is being scanned

Scan: Scan documents to Abbyy.com translation service

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 [Max32 Characters] of the document. If filename is not entered filename with Time stamp and 3 digitrandom number is created. See Appendix for details.

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User Selection

Pressing ‘Users’ button displays the pre-registered users list.Select your user id from this list.

Once the user is selected in the previous step, User’s email address Scan to.

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User Registration

This Screen is displayed when ‘User list’ button is pressed in Scan Settings Screen.

User can Search registered user in this screen. Register New User & Update User

Touch to register a new user

Enter required information in this screen

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Touching & holding a user for couple of seconds opens up

Update User Screen

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Messages During Scanning [Smart Operation Panel Only]

When Scanning is interrupted

Device is not ready

User has cancelled Scanning

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Message during scanning from glass

Spinner during Scanning

Spinner during Uploading scanned image to ICE Server

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5 Abby.com© Translation Site Information

Once user scans document which needs to be translated to Abby.com site, userwill receive an email to complete further transaction. Please click on the ‘link’ tocomplete transactions.

Sample Email:

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User will be asked to create an account on Abby.cloud if account does not exist. Otherwise login to youraccount

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You have an option to select Source language and Target Language in this screen

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Select Translation Type

This will show cost of translation. Transaction will be complete after payment is made at this site.

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6 Appendix

6.1 Scan File Name

The “Scan 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 FileFormat set as JPG, for each page, one JPG file will be generated, also if OCR isselected, a separate OCR files is generated for each page scanned.]

OCR File Format File Name

PDF Scan Image file name _OCR_a.pdf

Example:1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf

Word Scan Image file name _OCR.docx

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.docx2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx

Text Scan Image file name _OCR.txt

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.txt2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt

Excel Scan Image file name _OCR.xlsx

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.xlsx2. 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.

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6.2 Messages related to Scanning

Message Condition

While Scanning in progress. Thismessage is displayed.

This message is displayed momentarily,when scanning is finished.

If any device error occurs duringscanning. This message is displayed.

This screen is displayed when no paperis inserted in ADF or on the platen glass.

When scanning is done from the platenglass the user is prompted to insert thenext sheet of paper, or to complete thescan job by pressing the (#) button.

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Messages During Scanning [Smart Operation Panel Only]

When Scanning is interrupted

Device is not ready

User has cancelled Scanning

Screenshots show some of the messagesduring scanning.

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Message during scanning from glass

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6.3 Translation Application Limitations

1. When performing OCR and uploading the file to the external service, the job is

run in the background on the application server. There is no feedback to the user

on MFP panel with respect to completion or failure. During the Scan operation

on the MFP user gets notification only related to the transfer of the scanned

image from the MFP to the application server.

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7 Notes:

Please use this page, and the following page, for future reference information.

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