integrated cloud environment opentext fax2mail...the integrated cloud environment is a collection of...
TRANSCRIPT
Ver 2.0
R i c o h A m e r i c a s C o r p o r a t i o n
© 2012-2016 Ricoh Americas Corporation
Integrated Cloud Environment OpenText Fax2Mail User’s Guide
Ver 2.0
R i c o h A m e r i c a s C o r p o r a t i o n
Copyright © 2012-2016 Ricoh Americas Corporation
It is the reader's responsibility when discussing the information contained this document to maintain a level of confidentiality that is in the best interest of Ricoh Americas Corporation and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS
CORPORATION.
All product names, partner’s brands and their products, domain names or product illustrations, including desktop images used in this document are trademarks, registered trademarks or the property of their respective holders and should be noted as such. Any trademark or registered trademark found in this support manual is used in an informational or editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name, or web site is intended to convey endorsement or other affiliation with Ricoh products.
Ver 2.0
R i c o h A m e r i c a s C o r p o r a t i o n
Ver 2.0
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
Table of Contents
Table of Contents ................................................................................................................................... 1 1 Preface ............................................................................................................................................... 2 2 Introduction ....................................................................................................................................... 4 3 Integrated Environment Fax2Mail configuration ..................................................................... 5 3.1 Requirements & Configuration ....................................................................................................... 5 3.2 Updating Fax2Mail Credentials address ......................................................................................... 8
4 Fax2Mail ............................................................................................................................................ 10 4.1 Fax2Mail Screens and Operations ................................................................................................ 10 4.2 Fax2Mail New Fax Number Registration ...................................................................................... 16
5 Fax2Mail Smart Operation Panel ............................................................................................... 20 5.1 Fax2Mail Smart Operation Panel Screens and Operations ........................................................... 20 5.2 Fax2Mail Send Email address registration .................................................................................... 25
6 Registered Recipient Management ......................................................................................... 29 6.1 Recipients Management via RAMP ............................................................................................... 29
7 Appendix .......................................................................................................................................... 32 7.1 Scan File Name ............................................................................................................................. 32 7.2 Messages related to Scanning ...................................................................................................... 33 7.3 Scan to Fax2Mail Application Limitations ..................................................................................... 36
8 Notes: ................................................................................................................................................ 37
Ver 2.0
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
1 Preface
This guide provides the details on how to use the Integrated Cloud Environment Fax2Mail 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 Fax2Mail Integrated Cloud Environment Applications
This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Fax2Mail 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).
Ver 2.0
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 3
This page intentionally left blank to allow for duplex printing.
Ver 2.0
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
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
Fax2Mail
Fax2Mail application allows you to fax hardcopy documents from Ricoh MFP through OpenText Fax2Mail service.
Ver 2.0
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
3 Integrated Environment Fax2Mail configuration
3.1 Requirements & Configuration
1. Fax2Mail Account
2. Enter Fax2Mail User ID and password in to ICE Fax2Mail Application. This is a one time configuration.
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.
Ver 2.0
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
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 [Fax2Mail] icon to access the Fax2Mail application.
Ver 2.0
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
Note: This screen is displayed when Fax2Mail User credentials are not configured in Integrated Cloud Environment Fax2Mail application
User Name: Fax2Mail User Name
Password: Password associated Fax2Mail account
Login: Register Fax2Mail User Name and password in Integrated Cloud Environment Fax2Mail application
Ver 2.0
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
3.2 Updating Fax2Mail Credentials address If there is a need to update Fax2Mail credentials in Fax2Mail application, press on Fax2Mail logo in Integrated Cloud Environment Fax2Mail application as shown below. This will display send email address configuration page. Once you update the email address here, please add/update the same email address in your Fax2Mail account under ‘Send Email Addresses’
Screen Shot
ICE Splash Screen
Press on ‘Fax2Mail’ logo in the above screen, this will display Fax2Mail credentials configuration screen
Ver 2.0
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
User Name: Fax2Mail User Name
Password: Password associated Fax2Mail account
Login: Register Fax2Mail User Name and password in Integrated Cloud Environment Fax2Mail application
Back: Return to previous screen
Ver 2.0
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
4 Fax2Mail
4.1 Fax2Mail Screens and Operations
This section provides an overview of the Fax2Mail 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.
Ver 2.0
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
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 [Fax2Mail] icon to access the Fax2Mail application.
Ver 2.0
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
Fax ID List Screen
The user can select fax ID if they have previously registered it.
-‐ Fax IDs are displayed as a button; pressing one will show the Fax Number in, Fax number Address Entry edit box.
-‐ Pressing the buttons: ‘0-9’, ‘AB’ … ‘XYZ’. Will Show Fax IDs starting from with the selected numeric or letter.
-‐ Pressing ‘All’ will show all Fax IDs registered to this device or organization.
-‐ If the fax number is not registered, Users can simply enter the fax number by touching the “Fax Number” entry field. The soft keyboard is then displayed to enter the address.
-‐ Up to 7 Fax IDs per row is displayed, and up to two rows. If the number of registered users exceeds fourteen (14), then “Page Navigation” buttons are displayed.
-‐ Fax Number: Max Chars (256).
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to Fax2Mail Service [The ‘Start’ key can also be used to initiate scanning].
Settings: Displays the “Scan Settings” screen.
Register/Update:
Ver 2.0
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
-‐ New Fax ID & Fax Number can be registered for this device or all devices in organization on which Integrated Cloud Environment is deployed.
-‐ Previously registered Fax ID can be Deleted or Updates [Only Change registration from ‘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 not displayed on the last page.
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: 200 DPI and 400 DPI
5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3
Ver 2.0
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:
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 Recipient’s Email Address [The ‘Start’ key can also be used to initiate scanning].
Directory: Return to Fax ID List Screen
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 sent to Fax2Mail. 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.]
Ver 2.0
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
Note: Refer to Troubleshooting section for additional error messages related to scanning.
When the [Scan] button or [Start] key is pressed, this message is displayed.
When scanning is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also ‘Sending…’ is displayed during scan data transfer between MFP and web server.
Ver 2.0
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
4.2 Fax2Mail New Fax Number Registration This section provides an overview of how to register a new Fax Number into Fax2Mail application. Registering Fax Number prevents repeated manual entry of the fax number for future use.
Screen Shot
User List Screen
Press on ‘Register/Update’ button.
Ver 2.0
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
User Registration Screen
Fax Number can be registered on this screen.
Recipient: Max 8 chars [This is displayed as a button in User List Screen.]
-‐ Fax Number
-‐ Register To: ‘This Device’ or ‘All Devices’ in organization.
User ID: Max Chars (8)
Fax Number: Max Chars (256)
Note: Only alpha numeric characters are allowed for use in the Recipient. Home: Return to Main Menu screen [Application List]
Directory: This will show Fax ID List Screen
Register: Registers the Fax Number Information.
Available?: Checks if the entered Recipient Id is available for registration.
Ver 2.0
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
User Registration Screen
User ID Available
User ID Not available
Pressing ‘Available?’ will check if the User ID was previously registered.
Note:
1. There is no specific limit set on the number of fax number registrations.
2. Fax2Mail requires Country code should be part of the number. Refer to Fax2Mail on how to enter fax numbers. [example: 14083464449]
Ver 2.0
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 19
From this screen, the user can
Delete or Update registration information [ie. from ‘This Device’ to ‘All Devices’ or vice versa].
Home: Return to Main Menu screen [Application List].
User List: This displays the User List Screen.
Delete: Deletes Fax number. Fax number registered will be completely deleted irrespective of ‘This Device’ or ‘All Device’ selection.
Update: Fax number registration information is updated. [Register To: This Device or All Devices].
Ver 2.0
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
5 Fax2Mail Smart Operation Panel
5.1 Fax2Mail Smart Operation Panel Screens and Operations
This section provides an overview of the Fax2Mail 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 ‘Fax2Mail’ ICON.
Ver 2.0
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
Note: Before scanning a preregistered Recipient need to be selected by pressing ‘Recipients’ button. Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. Resolution: 200, 400 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Recipient: Pressing this button opens a pop up dialog, which contains list of pre-registered recipients
Scan: Scan documents to Email
File Name: Touch the edit box next to File name, this will open up softkey board. Enter file name [Max 32 Characters] of the document. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details.
Ver 2.0
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
Recipients Selection
Pressing ‘Recipients’ button displays the pre-registered recipients list. Select your user id from this list.
Once the Recipient is selected in the previous step, Fax Number is shown, next to ‘Fax Number’ label
Ver 2.0
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
Recipient Registration
This Screen is displayed when ‘Recipients’ button is pressed in Scan Settings Screen. User can Search Registered Recipient in this screen. Register New Recipient & Update Recipient
Touch to register a new recipient
Enter required information in this screen
Ver 2.0
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
Touching & holding a recipient for couple of seconds opens up
Update recipient Screen
Ver 2.0
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
5.2 Fax2Mail Send Email address registration
Fax2Mail Credential Registration
This Screen is displayed when you launch Fax2Mail application from ICE portal, if the Fax2Mail credential is not registered. Please enter Fax2Mail User ID and password.
Ver 2.0
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
Fax2Mail Credential Update
In the Scan setting screen touch on ‘Fax2Mail’ ICON, following dialog will be displayed.
Update Fax2Mail User ID & password, if necessary. Please enter Send Email address and password. Same address need to be registered in your Fax2Mail account settings, under Send Email addresses.
Ver 2.0
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]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
Ver 2.0
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
Spinner during Scanning
Spinner during Uploading scanned image to ICE Server
Ver 2.0
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 Registered Recipient Management
6.1 Recipients Management via 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
Ver 2.0
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
Administrator can Add/Delete/Update Recipients in this screen.
Select ‘Settings’, under ‘Fax2Mail’ select ‘Recipients Configuration’
Administrator can also bulk import users using a CSV file, or export current users to a CSV file.
Ver 2.0
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
Sample CSV file format to import bulk Recipients:
Note: Under email column enter the Fax number with area code, as required by Fax2Mail.
Ver 2.0
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 32
7 Appendix
7.1 Scan File Name The “Scan File Name” by default will have following format:
Scan File Format File Name
PDF YYYYMMDDHHMMSS_XYZ.pdf
YYYYMMDDHHMMSS = Time Stamp based on MFP device
XYZ = 3 digit Random Number
Note: If the user enters a ‘File Name’ in the scan settings screen, ‘YYYYMMDDHHMMSS_XYZ’ will be replaced by user entered name.
Ver 2.0
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 33
7.2 Messages related to Scanning Message Condition
While Scanning in progress. This message is displayed.
This message is displayed momentarily, when scanning is finished.
If any device error occurs during scanning. This message is displayed.
This screen is displayed when no paper is inserted in ADF or on the platen glass.
When scanning is done from the platen glass the user is prompted to insert the next sheet of paper, or to complete the scan job by pressing the (#) button.
Ver 2.0
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 34
Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
Screenshots show some of the messages during scanning.
Ver 2.0
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 35
Message during scanning from glass
Ver 2.0
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 36
7.3 Scan to Fax2Mail 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.
Ver 2.0
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 37
8 Notes: Please use this page, and the following page, for future reference information.
Ver 2.0
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 38