integrated cloud environment office 365 · ver$2.1$ $ $ ricohamericas$corporation$ $ page2$ 1...

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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

© 2012-2016 Ricoh Americas Corporation

Integrated Cloud Environment Office 365 User’s Guide

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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.

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Table of Contents

Table of Contents ................................................................................................................................... 1 1 Preface ............................................................................................................................................... 2 2 Introduction ....................................................................................................................................... 4 3 Scan to Office 365 Configuration ................................................................................................ 5

3.1 Identifying Team Site, Document Library and Folder ...................................................... 5 3.2 Site and Folder Configuration in RAMP ............................................................................... 9 3.3 Deleting registered Users ....................................................................................................... 13 3.4 Import Users for OAuth Registration .................................................................................... 14

4 Scan to Office365 ................................................................................................................................ 18 4.1 Scan to Office365 Screens and Operations .................................................................... 18 4.2 Scan to Office365 New User Registration ......................................................................... 22 4.3 Scan to Office365 Login Workflow ...................................................................................... 28

5 Scan to Office365 Smart Operation Panel ............................................................................. 37 5.1 Scan to Office365 Smart Operation Panel Screens and Operations ........................ 37 5.2 Error and Warning Messages related to Authentication .............................................. 54

6 Appendix .......................................................................................................................................... 56 6.1 Scan File Name ........................................................................................................................ 56 6.2 Messages related to Scanning ............................................................................................ 57 6.3 Scan to Office 365 Application Limitations ...................................................................... 60

7 Notes: ................................................................................................................................................ 61

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1 Preface

This guide provides the details on how to use the Integrated Cloud Environment Office 365 Application on Ricoh MFPs, additionally it includes configuration necessary to connect to Office 365 service.

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 applications.

2. Operation of Office 365 Integrated Cloud Environment Applications

This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Office 365 applications.

3. Configuration related to Office 365 Integrated Cloud Environment Application

This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Office 365 applications.

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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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 Office365

Scan to Office365 allows you to send hardcopy documents to your Share Point 365 account or allows Scan to email through Your Outlook365 email account. It supports OCR, PDFA, Text, Word, and Excel formats. Default Scan Folder: Refer to Scan to Office 365 Configuration Section. Administrator configures Scan folders

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3 Scan to Office 365 Configuration

3.1 Identifying Team Site, Document Library and Folder

Login to Office 365 account from your PC/MAC

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After logging in to the Office365 portal, select sites as shown below.

Select the particular site to enter into. In this case, team site again.

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Under the site, identify the Library. Library contains folders and files. In this case “Documents” is the library.

Under library, we have folders and files. If the file needs to be uploaded to a specific folder, we can either specify an existing folder or a new folder name in the configuration.

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3.2 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

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Step 2: Select ‘Settings’, under ‘OFFICE 365’ select ‘Site Configuration’

A. ‘Office365 Site Address’ refers to the site under which the file needs to be uploaded. It can be a sub site as well.

B. ‘Office 365’ refers to your Office 365 Domain name

C. ‘Office365 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 directly upload the file under the Library – “Documents”

D. ‘Office365 Site Print Folder’, this setting is not required.

Note: With the above settings all users scan files will be uploaded to ‘Office 365 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: Multiple Sites and Separate Scan folder for individual Users. Select ‘Settings’, under ‘OFFICE 365’ select ‘Users Configuration’ The user configuration if present, overrides the organization configuration. The user can have multiple site addresses and upload folder that is permissible to the user only. The field “User Login ID” should always be the Office365 email address of that user. Note:

1. On NON SOP devices user can scan only to the default site configured in this UI. However, in SOP devices, user will be able to select a specific site in the MFP UI as desired.

2. Multiple site selection is not available if user uses Login workflow on SOP devices.

Click on to add new user

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Click on to add new site. Multiple site addresses and corresponding folders can be added. One of the sites need to be default site. On MFP devices which do not support site selection, default site is used to upload scan document.

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

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3.3 Deleting registered Users

Administrator can delete users who have registered to Scan to Office 365 application through OAuth process. [Refer to Scan to Office 365 New User Registration Section]

Select ‘Settings’, under ‘OAuth COnfiguration’ select ‘Users Configuration’

Select ‘Office 365 SharePoint’ from the list box. This will List users who have registered to this application.

Select User from the list and click on ICON to delete User.

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3.4 Import Users for OAuth Registration

In this screen Administration can import a CSV file which contains list of user’s email to initiate user registration. Each user will get an email to start the registration process.

Click on ‘Office 365’ ICON. Click on import ICON

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Browse and select a file

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Press on ‘Import’ to import the file.

Time to complete sending registration emails is displayed.

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Sample CSV File

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4 Scan to Office365

4.1 Scan to Office365 Screens and Operations

This section provides an overview of the Scan to Office365™ 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 [Office365™] icon to access the Scan to Office365™ application.

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User List Screen

Registered user can select their User ID which has associated Office 365 account.

-‐ User IDs are displayed as a button; pressing one will show the Office 365 account address next to ‘Register New User’ button.

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

-‐ Pressing ‘All’ will show all users’ registered

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

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

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

Settings: Displays the “Scan Settings” screen.

Register New User: New User can be registered, by pressing this button and entering email associated with Office 365 account

Login: Pressing Login displays Login Screen, Login flow can be used for:

A. If the User is not registered through OAuth process

B. If user wants to use Scan to Email feature using Outlook 365 email server

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<<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.

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4.2 Scan to Office365 New User Registration

This section provides an overview of how to register a new user into Scan to Office 365 application. Registered user can scan without login to the application, by just selecting their registered user ID.

Limitations:

1. When no user is registered, a User with global admin access for Office 365 account needs to register as a user.

2. Microsoft invalidates token after 90 days. When User with invalid token is selected in the User List, user is deleted and user registration email is sent to the user.

Screen Shot

User List Screen

Press on ‘Register New User’ button.

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Registration Screen

Now press the entry field for the Microsoft Account, Soft key board opens. Enter the Email address used to login to Office 365 account.


User List: Return to User List screen

Register: This will start the registration of new user

Enter your Microsoft Account [Email address used to login to Office 365 account] using the soft keyboard.

Email Address: Max Chars (256) Press OK.

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Press [Register]. This will start Registration process.


User List: Return to User List screen

Register: This will start the registration of new user

Email is sent to Office 365 Account [Office 365 Login Email address]. Please follow instructions to complete registration.

Refer to User Registration section below on how to complete registration.

Continue: Return to application’s User List screen

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Step 1: On your PC or Mac, check your email.

Click the URL , Step 2: Login to your Office 365 account (if not logged in) Click “Accept” (This is to allow access from ICE to your account with Token)

� Copy this to the clipboard

� Click this link

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Step 3: In the following UI and type in the code. (or Paste it if you copied from your email)

Step 4: Finally, you will choose USER ID that shows up on MFP display panel. Type in all the fields and click “Apply”

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You will see the newly registered user’s button appearing on the MFP display panel.

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4.3 Scan to Office365 Login Workflow

This section provides an overview of office 365 login workflow. With this workflow, user who has not registered can scan by logging in to the Scan to Office 365 application by entering their User Name and password. In this workflow user can use either Scan to SharePoint or Scan to Email. Screen Shot

Login Screen:

Enter Domain name by pressing data entry field next to ‘@’ symbol, this will open the “soft” keyboard.

Press the data entry field below User Name:

This will open the “soft” keyboard.

Note: To log-in, you must have a valid “Office 365™,” web application account.

Home: Return to Main Menu screen [Application List]

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Using the soft keyboard, enter the user name.

User Name: Max Chars (256).

Press OK.

Now press the entry field for the password (located below “Password:”). The soft keyboard again opens.


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Enter your Office365 account password using the soft keyboard.

Password: Max Chars (256)

Press OK.

Press [Login].


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If the authentication fails, this error message is displayed. In this case, please re-enter the Office365™ user credentials.

Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, you will also need to re-enter the User Name.

Note: Refer to the Troubleshooting section for additional error messages relating to login failures.

Select ‘Email’ or ‘Sharepoint’ as your Scan destination

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Scan to Email

After pressing ‘Email’ button in previous screen Scan Setting screen for Scan to Email is displayed.

Setting the Scan Workflow

The following Settings are available:

1. Mode: Color or Grayscale

2. Scan File Format: PDF or JPG

3. Duplex: On or Off

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

5. Size: Auto, Letter, A4, Legal, 11x17, 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. 3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size. 4. File Name: Max Chars (32).


Email Address: By default logged in user’s email address is shown, user can change

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this by touching the edit box, which will in turn open soft keyboard.

Scan: Scan documents to Office365™ [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 attached in Email. 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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Scan to Sharepoint

After pressing ‘Sharepoint’ in workflow selection 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 or JPG

3. Duplex: Simplex or Duplex

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

5. Size: Auto, Letter, A4, Legal, 11x17, 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. 3. Models MPC400, MPC305, MP301, SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size. Home: Return to Main Menu screen [Application List].

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Scan: Scan documents to Office365™ [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 Office365™. 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.

Folder: Folder indicates the scan folder configured by administrator

Site: SharePoint Site address configured by administrator

Scan File Name:

Enter File name [Max 32 Characters.]

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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.

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

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5 Scan to Office365 Smart Operation Panel

5.1 Scan to Office365 Smart Operation Panel Screens and Operations

This section provides an overview of the Scan to Office365 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 ‘Office 365’ 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 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, 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. Site Address: List of sites configured for the selected user, displays after user is selected.

Folder: Folder browsing and selection, available after user is selected

File Name: Max Chars (32)


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

Register: Pressing this opens a dialog, user can enter their Microsoft account Email address to start user registration process

Scan: Scan documents to Office 365

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’.

Login: Pressing this button will switch the application to Login workflow.

File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in Office 365. If filename is not entered filename with Time stamp and 3 digit random 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, previously configured default site address & User’s scan folder is shown next to Scan to, Site Address and Folder respectively.

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Site Selection

Pressing in site address list box lists configures share point sites. User can select desired site.

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Folder Selection

Pressing ICON displays folder selection dialog box.

Pressing this displays a new folder creation dialog box.

Pressing this switches the dialog in to folder selection mode from folder browsing mode

Pressing this dismisses the dialog

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Pressing this arrow next to the folder name displays sub folders under that folder Search Filter

Pressing this displays soft keyboard, enter a search keyword. A filtered folder list based on this keyword is listed.

Pressing this in ‘Select folder’ dialog displays a new folder creation dialog box, as shown

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Pressing this in Select folder dialog switches the dialog in to folder selection mode from folder browsing mode. Select the Scan folder in this view

Selected folder in previous step is displayed next to the ‘Folder’ label.

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Login Workflow

Login Screen:

Enter user name in User Name edit box.

Enter Domain name in Domain edit box

Enter the password in password edit box

Note: After a successful login ‘Domain’ is stored. No need to enter it on subsequent logins.

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After entering required values in the login screen and when user presses ‘Login’ button, this screen is displayed.

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Here are few sample error messages which may be displayed, if application is not configured properly. Note: Refer to Application configuration section, for details on how to configure Scan to Office 365 application.

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Scan to Email

Scan Settings 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, 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)


Email/Sharepoint: Switch between Workflows [Scan to Email or Scan to Sharepoint 365]

Scan To: Email address to which scan document is sent




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Scan File Format

Page Size

OCR

Shows 1. Scan File Format: PDF or JPG 2. OCR: Off, Text, PDF, Word, Excel 3. Page Size: Auto, Letter or 11x17 Selections in Scan Setting Screen

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Scan to Sharepoint

Scan Settings 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, 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)





Pressing ICON displays folder selection dialog box.

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Note: Folder selection is similar to what is described in OAuth Workflow

Messages During Scanning [Smart Operation Panel Only]

When Scanning is interrupted

Device is not ready

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User has cancelled Scanning

Message during scanning from glass

Spinner during Scanning

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Spinner during Uploading scanned image to ICE Server

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5.2 Error and Warning Messages related to Authentication

Message Condition

Please Enter User Name.

This message is displayed when the ‘Login’ button is pressed without entering the ‘User Name’ ONLY.

Please Enter Domain. This message is displayed when the ‘Login’ button is pressed without entering the ‘Domain’ ONLY.

Please Enter Password.

This message is displayed when the ‘Login’ button pressed without entering the ‘Password’ ONLY.

Please Enter User Name and Password.

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

Please Enter Domain and Password. This message is displayed when the ‘Login’ button pressed without entering the ‘Domain’ and ‘Password’.

Please Enter User Name and Domain. This message is displayed when the ‘Login’ button pressed without entering the ‘User Name’ and ‘Domain’.

Please Enter User Name, Domain and Password.

This message is displayed when the ‘Login’ button pressed without entering the ‘User Name’, ’Domain’ and ‘Password’.

User Name cannot contain @ symbol This message is displayed when the ‘Login’ button pressed and User Name format is not correct.

Domain cannot contain @ symbol This message is displayed when the ‘Login’ button pressed and Domain format is not correct.

Authentication Failed: Account is locked. This message is displayed when the ‘Login’ button pressed and user’s account is locked.

Cannot Connect to Office365 Service.

This message is displayed when the Scan to Office365 application cannot connect to the Office365™ service in order to validate the user credentials.

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Authentication Failed: Incorrect User Name or Password or Domain.

This message is displayed when an incorrect User Name or Password or Domain is entered in the Login Screen.

Authentication Failed:

Incorrect User Name or Password.

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

Authentication Failed: Incorrect site address. This message is displayed when an incorrect site address is configured.

Authentication Failed: Site not configured, Contact Administrator.

This message is displayed when site address is not configured.

Authentication Failed.

This message is displayed for any other error not defined in this table.

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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.doc

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.doc 2. YYYYMMDDHHMMSS_XYZabcd_OCR.doc

Text Scan Image file name _OCR.txt

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

Excel Scan Image file name _OCR.xls

Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.xls 2. YYYYMMDDHHMMSS_XYZabcd_OCR.xls

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. 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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6.3 Scan to Office 365 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.

2. Scan Folder Configuration: Scan to Office 365 application will not create nested folders. Please make sure folders are created using Office 365 Web User Interface before entering the folder path in the Scan folder configuration.

3. Refresh tokens are good for maximum of 90 days. This is a limitation of Office365 service. Due to this registered users will be deleted if the refresh tokens are invalid.

User need to re-register to use the application.

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

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