integrated cloud environment scan to sharepoint 2.0 ricoh americas corporation page 2 1 preface this...

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R i c o h A m e r i c a s C o r p o r a t i o n

© 2012-2015 Ricoh Americas Corporation

Integrated Cloud Environment Scan to Sharepoint User’s Guide

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Copyright © 2012-2015 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.

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R i c o h A m e r i c a s C o r p o r a t i o n Page 1

Table of Contents

Table of Contents ............................................................................................................................... 1 1 Preface ........................................................................................................................................... 2 2 Introduction ................................................................................................................................... 4 3 Scan to Sharepoint Configuration ............................................................................................ 5

3.1 Site and Folder Configuration in RAMP ........................................................................................ 5 4 Scan to Sharepoint .................................................................................................................... 10

4.1 Scan to Sharepoint Screens and Operations .............................................................................. 10 4.2 Scan to Sharepoint Default Scan Folder ..................................................................................... 18

5 Scan to Sharepoint Smart Operation Panel ...................................................................................... 20 5.1 Scan to Sharepoint Smart Operation Panel Screens and Operations .......................................... 20

6 Appendix ..................................................................................................................................... 25 6.1 Scan File Name .......................................................................................................................... 25 6.2 Troubleshooting Scan to Sharepoint .......................................................................................... 26 6.3 Messages related to Scanning ................................................................................................... 27 6.4 Scan to Sharepoint Application Limitations ............................................................................... 30

7 Notes: ............................................................................................................................................ 31

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1 Preface

This guide provides the details on how to use the Integrated Cloud Environment Scan to Sharepoint Application on Ricoh MFPs.

About This Guide

This guide is divided into three primary sections:

1. Introduction

This section lays the foundation for understanding the Integrated Cloud Environment, and related application.

2. Operation of Scan to Sharepoint Integrated Cloud Environment Applications

This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Scan to Sharepoint application.

4. Appendix

This section contains additional reference materials.

Note: The operation panel screen shot images provided in this document are

for illustrative purposes only. These images may not reflect the exact image you experience on your multi-functional printer (MFP device).

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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 these web applications. These web applications provide various document management services, like Scanning, OCR, Cloud Printing, and connectivity to popular document storage services.

Application

Application ICON Feature Description

Scan to Sharepoint

Scan to Sharepoint allows you to send

hardcopy documents to your Sharepoint account.

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3 Scan to Sharepoint Configuration

3.1 Site and Folder Configuration in RAMP

Step 1: Login to RAMP Subscriber Console:

URL: https://ramp.ricoh-cloud.com/RAMP/RAMPSubscriber/RAMPSubscriber.html

Note: You need to know your Organization ID, Login ID & Password

https://ramp.ricoh-cloud.com/RAMP/RAMPSubscriber/RAMPSubscriber.html

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Step 2: Select ‘Settings’, under ‘Sharepoint’ select ‘Site Configuration’

A. ‘Sharepoint Site Address’ refers to the site under which the file needs to be uploaded. It can be a sub site as well.

B. Sharepoint Version [2010 & 2007] are supported

C. ‘Sharepoint Site Scan Folder’ refers to the upload location under that site. The format of the upload location is “Library/Upload Folder”. In this case below, we would upload the file under folder ‘Scan2Sharepoint’ under the Library – “Shared Documents”

D. ‘Sharepoint Site Print Folder’, this setting is not required.

Note: With the above settings all users scan files will be uploaded to ‘Sharepoint Site Scan Folder’. If each user’s document needs to be uploaded to separate folder, please refer to Step 3.

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Step 3: Separate Site Address & Scan folder for individual Users. Select ‘Settings’, under ‘Sharepoint’ select ‘Users Configuration’ The user configuration if present, overrides the organization configuration. The user can have specific site address and upload folder that is permissible to the user only. The field “User Login ID” should always be the Sharepoint login ID of that user.

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Select to add new user

Note: Please make sure user has proper access rights to the Site/Sub site and folder

entered above.

Step 4: Export and Import User’s information

There is an option to import multiple user’s information as CSV file. First Export user’s

information as CSV file. By clicking on . A CSV file is downloaded. Please edit this

CSV file [as additional users as needed]

Import the edited CSV file by pressing

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Browse and select the CSV file to import.

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4 Scan to Sharepoint

4.1 Scan to Sharepoint Screens and Operations

This section provides an overview of the Scan to Sharepoint application and its operation.

Screen Shot

ICE Splash Screen

Press the operation panel button that Integrated Cloud Environment is allocated to, this is generally the [Other Functions] button. This screen is then displayed. Note: If more than one application is available select the [Browser] button.

This is the startup screen for the Integrated Cloud Environment.

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ICE Portal Screen

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

Press on the [Sharepoint] icon to access the Scan to Sharepoint application.

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Login Screen

Press on “User Name” entry field located under the “User Name:” title.

This will open the soft keyboard.

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

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Enter the correct user name, press OK.

Press on the data entry field located below Password:

This will again open the soft keyboard.

Enter your Sharepoint® account password using the soft keyboard.

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Enter the correct password, and press OK.

press the [Login] button

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Note: Refer to the Troubleshooting section for additional error messages related to a login failure.

If authentication fails, this error message is displayed. In this case, please re-enter the correct Sharepoint login credentials.

Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, please re-enter the User Name as well as the Password.

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After a successful login, the scan setting interface screen is displayed.

The following Settings are available:

1. Mode: Color or Grayscale

2. Scan File Format: PDF or JPG

3. Duplex: Simplex or Duplex

4. OCR: Off, Text, PDF, Word, Excel

5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3

Note:

1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP.

2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’ etc., depending on the size of the original or when the device does not support Auto paper size detection.

3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.

4. File Name: Max Chars (32)

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

Scan: Scan documents to Sharepoint. [The ‘Start’ key can also be used to initiate scanning].

Send scanned image with OCR: When checked, both the Scanned image and the OCR file are uploaded. This setting is available only when OCR setting is not set to ‘Off’.

File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard. Enter the file name [Max 32 Characters] of the document to be stored in Sharepoint. If the filename is not entered a system generated filename that includes a Time stamp, and a 3 digit random number, is created. See Appendix for details.

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

When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.

Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.

Note: These messages are displayed as a function of the MFP’s browser, not by the Scan to Sharepoint® application.

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4.2 Scan to Sharepoint Default Scan Folder Files will be uploaded to the Scan Folder configured in RAMP Subscriber Console. Administrator can also configure different Site Address & scan folders for individual users. If the folder is not configured for individual user, Scan folder configured in ‘Site Configuration’ is used.

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5 Scan to Sharepoint Smart Operation Panel

5.1 Scan to Sharepoint Smart Operation Panel Screens and Operations

This section provides an overview of the Scan to Sharepoint application and its operation on a Smart Operation panel supported devices.

Screen Shot

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

Integrated Environment application portal is displayed. Press on ‘Sharepoint’ ICON.

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Login Screen:

Enter user name in User Name edit box.

Enter the password in password edit box

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Scan Workflow Following Settings are available: 1. Color: On or Off 2. Scan File Format: PDF or JPG 3. Duplex: On or Off 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, a4, Legal, A3 or 11x17 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)

Home: Return to Main Menu screen [Application List]

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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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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 File Format set as JPG, for each page, one JPG file will be generated, also if OCR is selected, a separate OCR files is generated for each page scanned.]

OCR File Format File Name

PDF Scan Image file name _OCR_a.pdf

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf 2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf

Word Scan Image file name _OCR.docx

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.docx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx

Text Scan Image file name _OCR.txt

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.txt 2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt

Excel Scan Image file name _OCR.xlsx

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.xlsx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.xlsx

Note: If the user enters a ‘File Name’ in the scan settings screen, ‘YYYYMMDDHHMMSS_XYZ’ will be replaced by user entered name.

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6.2 Troubleshooting Scan to Sharepoint

Error and Warning Messages related to Authentication

Message Condition

Please Enter User Name and Password.

This message occurs when the ‘Login’ button is pressed without entering a ‘User Name’ and ‘Password’.

Please Enter User Name.

This message occurs when the ‘Login’ button is pressed without entering a ‘User Name’.

Please Enter Password.

This message occurs when the ‘Login’ button is pressed without entering a ‘Password’.

Cannot Connect to Sharpeoint

This message occurs when the Scan to Sharepoint application cannot connect to the Sharepoint service in order to validate the user credentials.

Authentication Failed:

Incorrect User Name or Password.

This message occurs when the incorrect User ID or Password is entered in the Login Screen.

Authentication Failed.

The following screen is displayed for all other error conditions not covered previously in this table.

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6.3 Messages related to Scanning

Message Condition

While Scanning in progress. This message is displayed.

This message is displayed momentarily, when scanning is finished.

If any device error occurs during scanning. This message is displayed.

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

When scanning is done from the platen glass the user is prompted to insert the next sheet of paper, or to complete the scan job by pressing the (#) button.

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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 messages during scanning.

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Message during scanning from glass

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6.4 Scan to Sharepoint Application Limitations

1. When uploading the file to the external service, the job is run in the background

on the application server. There is no feedback to the user on MFP panel with

respect to completion or failure. During the Scan operation on the MFP user gets

notification only related to the transfer of the scanned image from the MFP to

the application server.

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7 Notes:

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

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