Ricoh devices

Note that this manual is for Ricoh Cloud Terminal which is in SAFEQ Cloud Web UI called Standard Gen 2. This terminal connects directly to the cloud. The first generation of Ricoh terminal can connect to the cloud only via a secondary gateway.

Prerequisites:

Make sure that you have Cloud Terminal Integration enabled (for information on how to do this please follow Enable Cloud terminal integration guide).
The server needs to use a certificate trusted by the MFD. If the server is not using a certificate signed by a publicly trusted authority, this means the Certificate Authority needs to be added to the trust store of the MFD. The deployment tool can be used for the import (see fetch-certificate command for import from SAFEQ Cloud in Terminal Deployment Tool, or see the CustomCA-README file located in <your deployment tool location>\certificates for custom CA creation and import).
A certificate issued for an IP address will not be accepted by the MFD. The server must use a certificate issued for a domain name.
Assign the ViewEndpoint permission to your end users in SAFEQ Cloud Web UI. This is needed for the end users to be able to log in. See Roles.

Limitations

Authentication

In WIM, if you change settings that require reboot, or after you click Reset the machine, you must restart the MFD manually or via the Terminal Deployment Tool. Otherwise, authentication at the MFD will not work for the end users.

Cloud print

Selecting input and output tray is currently not supported.
Jobs are always printed as Collated
If matching size is not available, printer prints job on available paper. This will result in job not being printed properly.
Optimized print delivery is used to release print jobs locally without transferring them through the cloud, if allowed by network visibility. Optimized print delivery has the following limitations:
- Print progress during an optimized print delivery is not supported.
- If a problem with the MFD occurs during an optimized delivery, such as paper jam, no print error message will be visible.

Scan

Scan Workflows with JPEG output format will result in a TIFF output file if the color was set to Black and White or the color was Auto and the MFD detected a black and white document.
Email method scan file size is limited to 18MB. If the scan file size is over, the email is not delivered. No extra notification of such an event.
The scanned document is lost if the device is powered off before scan delivery completion.
The scanned document is lost if paper size is not recognized while scanning on the glass.
If you modify a scan workflow that is currently being used by a user at the MFD, the scan workflow will be started with the original settings. To apply the new settings, the user must close and open the Scan application or log out and log in again.
If the MFD's HDD is full, an error message or "Upload unsuccessful" message may not appear.

Initial device setup

Set the time on MFD to match your regional settings or specify automatic time configuration via the NTP server:
- Go to the web interface of your Ricoh MFD (Web Image Monitor - WIM).
- Log in as the Machine Administrator.
- Go to Configuration > Date/Time.
Set Auto Paper Select for all trays:
- In Web Image Monitor, navigate to Device Management > Configuration > Device Settings > Paper.
- Set Apply Auto Paper Select to Yes for all trays.
Recommended: Enable Machine administrator login:
- Go to the Ricoh MFD web interface (Web Image Monitor).
- Log in as an administrator.
- Go to Device Management > Configuration.
  In Administrator Authentication Management, set Machine Administrator Authentication to On.
Optional: Set card reader to be available from sleep mode:
1. Log in as Machine administrator.
2. Go to Settings > Screen Features.
3. Navigate to Screen Device Settings.
4. Set Screen device always-connection Setting to true.

Adding Embedded configuration and Ricoh MFD in SAFEQ Cloud Web UI

Before you being, prepare the serial number of the MFD that you wish to add.

In the SAFEQ Cloud Web UI, go to Embedded clients.
If not done already, create an embedded configuration for Ricoh by clicking Add.
In Vendor, select Ricoh.
In Application Type, select Standard Gen 2.
Fill in the rest of the configuration according to your needs and click Save. For more information on embedded configuration, see Embedded.
Go to Printers (Output Ports).
Click Add.
In Vendor, select Ricoh.
In Model family, select Ricoh SOP.
Fill in all required information.
Click Save.

Installing Ricoh Cloud Terminal

You can install the terminal in the following ways:

From SAFEQ Cloud Web UI
Manually via the Terminal Deployment Tool

Installing the terminal from SAFEQ Cloud Web UI

Prerequisites

This installation method requires you to have SAFEQ Cloud secondary server (Gateway) in your network. The terminal can only be installed from the secondary gateway because of network visibility to the MFD.
Your secondary server has the Terminal client service created, and the service has Cloud terminal integration enabled.
You have already created Ricoh embedded configuration and added your Ricoh MFD according to section Adding Embedded configuration and Ricoh MFD. When adding the MFD, in the Client Terminal Services and Service drop-down menus, you must select services running on your secondary server.
In your embedded configuration, the API key for installation field must not be empty.

Limitations

If you plan to use other card reader than YSoft USB Card Reader, you must configure it manually. See section Configuring Ricoh USB reader.
Terminal installation status messages are not localized
If terminal client service is not selected, the installation will not start (nothing is going to happen after you click Install and configure).
If the terminal configuration fails, you must click Configure to run it again.
The installation implicitly trusts any device specified in the printer address field. Make sure you are installing only in case you are aware of what device is on that IP address. To prevent MFD admin credentials and API Key leakage, make sure that you know which device is on the specified IP address before you run the installation.
If you want to upgrade to the Ricoh Cloud Terminal from the Ricoh Embedded with Application Type Standard, or any other kind of Ricoh terminal, you must first uninstall the old terminal so that you can run a clean installation of the Cloud Terminal.

Installation

Go to Embedded clients and click the icon next to your Ricoh embedded configuration to open the configuration.
Select all MFDs where you want to install the Cloud Terminal.
Click Install and configure. The status will change to Installing.
When the installation finishes, the status will change to Installed.
If you plan to use a card reader, configure it manually. See section Configuring Ricoh USB reader.
If you receive the error message "Installed: Failed to configure SP options. Please refer to documentation for manual configuration." you must configure the MFD manually. See section Manual device configuration.

Terminal-to-server communication

By default, the installed Cloud terminal will communicate with the primary server in the cloud. If you want it to communicate with your secondary server, for example, to prevent print jobs and other data from leaving your network), you must change the order of domains listed in your Customer information in the SAFEQ Cloud Web UI. Your secondary server domain name must be in the first place.

Manual installation via the Terminal Deployment Tool

Fully manual method

Download the Terminal Deployment Tool from Y Soft Partner Portal.
Follow the instructions in chapter Terminal Deployment Tool.

Partially manual method

Following these steps will give you the option to download the Terminal Deployment Tool from SAFEQ Cloud Web UI and it will generate the installation command for you.

Go to SAFEQ Cloud Web UI. Create your Ricoh Embedded configuration and add your Ricoh MFD according to section Adding Embedded configuration and Ricoh MFD.
Go to Embedded clients and click the icon next to your Ricoh embedded configuration to open the configuration.
Click Manual operations.
A new modal window will appear. Follow the instructions.

Registering Cloud Terminal in the SAFEQ Cloud Web UI

After the terminal installation, you will see the following screen. Note down the endpoint ID.
In SAFEQ Cloud web UI, go to Endpoints and find the entry that contains the endpoint ID from the previous step.
Select the entry and click Authorize selected.
If you haven't created an embedded configuration and added your Ricoh printer in SAFEQ Cloud Web UI, including the serial number, you will see the following screen on the MFD.

Logging in as machine administrator

After the terminal installation, if you need to log in at the MFD as machine administrator, perform the following steps:

On the Authentication screen or device code flow screen or an error screen, tap and hold the logo in the upper left corner for at least 5 seconds.
Enter your admin credentials.

Manual application configuration

After logging in as a machine administrator to the application settings, the Customer domain and API key can be changed. The identity management URL will be updated after the Customer domain change accordingly.

These settings can also be set via the Terminal Deployment Tool or by configuring the terminal from the SAFEQ Cloud Web UI.

Login as machine administrator to application settings (see section Logging in as machine administrator above).
Update Customer domain or API key. Note that the API key field cannot be saved empty.

How to obtain the API key: Log in to the SAFEQ Cloud Web UI and go to Security > API access keys. Click Add. Copy the key value and click Save. For more information, see API access keys.
Tap Test connection.
Tap Save configuration.
Log out.

Manual device configuration

Configuring USB Card Reader

The following steps are done automatically during the installation. Note that only YSoft USB Card readers can be configured automatically (during the installation VID: 214C and PID: 0202 are entered into the MFD settings).

Manual configuration is needed:

For card readers other than Y Soft card readers.
On G2 machines without Java enabled (the administrator is informed about this during the installation).
If the remote configuration fails due to an unexpected error (the administrator is notified about this situation during the installation).

Configure the card reader in System Settings

Navigate to System Settings > General Features > Program/Change USB Device List.
Under Device 01:
1. If you have a YSoft card reader, enter values for Vendor ID: 214C and Product ID: 0202 (keyboard emulation mode).
2. If you have a card reader from another manufacturer, you can find the Vendor ID and Product ID in Compatible Card Readers.

Set up card reader in Smart Operational Panel

Navigate to User Tools / Settings > Screen Features > Screen Device Settings > IC Card Bluetooth Software Settings / External Interface Software Settings > Select IC Card Reader.
Select Proximity Card Reader.
Go into Proximity Card Reader Software Settings.
The following screen will appear:
Connect or reconnect a card reader to USB on the Smart Operational Panel.

You can use only Smart Operational Panel USB – either a visible one or a hidden micro-USB through an adapter. The card reader will not work with MFD ports (on the back or on the side of the device).
Check the settings, confirm the change, and restart the MFD.

Service menu settings

The firmware update should be updated to the latest version.

Ask your Ricoh technician to configure the following settings for you:

OPTIONAL_COUNTER_TYPE__DEFAULT_OPTIONAL_COUNTER_TYPE

Path: Optional Counter Type > Default Optional Counter Type

ID: 5-113-001

Value: 0

OPTIONAL_COUNTER_TYPE__EXTERNAL_OPTIONAL_COUNTER_TYPE

Path: Optional Counter Type > External Optional Counter Type

ID: 5-113-002

Value: 0

ACCESS_CONTROL__SDK_CERTIFICATION_DEVICE

Path: Access Control >SDK Certification Device

ID: 5-401-230

Value: 00000001

ACCESS_CONTROL__DETAIL_OPTION

Path: Access Control > Detail Option

ID: 5-401-240

Value: 00001000

USER_AUTHENTICATION__PRINTER

Path: User Authentication > Printer

ID: 5-420-041

Value: 1

Authentication settings in Web Image Monitor (WIM)

Go to the Ricoh MFD web interface (Web Image Monitor).
Log in as an administrator.
Under Device Management > Configuration, change the following settings so the authentication application will be displayed:
1. In Administrator Authentication Management, set User Administrator Authentication to On.
2. In User Authentication Management, set User Authentication Management to Custom Authentication.
3. In User Authentication Management, check that all functions are enabled.
Restart the device. You may use Reset the Machine in WIM.

Set appropriate timers

Terminal inactivity timeout is a value for the user's automatic logout. It is defined for Cost centers and can be specified per user. This feature is currently not supported by Ricoh SOP.

The default value on MFD is automatically set to more than 3 minutes. It can be manually changed after installation.

Login to WIM (Web Image Monitor) as machine administrator.
Under Device Settings, navigate to Device Management > Configuration > Timer.
As default set all timers higher than Terminal inactivity timeout (so for default Terminal inactivity value, set all values to more than 3 minutes). Most of the timers can be turned off if they are not needed.

Scan journal settings

For the users to always be able to scan, we recommend you setting the following scan journal deletion strategy:

Log in to WIM (Web Image Monitor) as machine administrator.
Go to Device Management > Configuration > Scanner > General Settings.
Set Print & Delete Scanner Records to Do not Print: Delete Oldest.
Alternatively, you can change this by setting SCAN_SETTINGS__PRINT_DELETE_SCANNER_JOURNAL SP option to 1.

Key Counter Management settings on the MFD

Go to User Tools on MFD.
Select Machine Features.
Go to System Settings.
Go to Administrator Tools. Use the Previous or Next buttons to locate the Key Counter Management setting.
Unblock all functions.
Set Document Server Feature to Off.