Ricoh e-Sharing Box Operating Instructions Manual Download Page 1

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Operating Instructions

Operation Guide

For safe and correct use, be sure to read the Safety Information in Read This First before using the machine.

Summary of Contents for e-Sharing Box

Page 1: ...Operating Instructions Operation Guide For safe and correct use be sure to read the Safety Information in Read This First before using the machine...

Page 2: ......

Page 3: ...rowser Settings 17 Accessing Using a Web Browser 18 How to Use the Top Page 19 Registering a User 21 Changing a Password 22 Changing User Names and E mail Addresses 22 Sharing Files with Specified Use...

Page 4: ...ting Notes in Files 57 Printing Files 59 Specifying Printing Conditions 59 Specifying a Printer Using Connecting Codes 60 Specifying a Printer Using an IP Address 61 Selecting a Printer from the List...

Page 5: ...out Access Privileges 86 Where to Locate the Machine 87 Turning the Power On and Off 89 Starting the Machine 89 Shutting Down and Rebooting the Machine 90 Data Management 91 Backing Up Data 91 Restori...

Page 6: ...enus 106 Personal Settings 106 System Settings 109 Maintenance 120 Device Information 122 Others 122 6 Appendix Specifications 123 Guide to Components 123 Machine s Specifications 124 Copyrights for S...

Page 7: ...machine easily Files stored in this machine can be accessed not only by computers but also by various types of devices such as multifunction peripherals MFPs smart devices and interactive whiteboards...

Page 8: ...converts the files to another format and sends an e mail to notify you that the conversion is complete according to the workflow you registered You can simplify your daily work by registering routine...

Page 9: ...pecified folder in the machine or print files stored in the machine on the MFP For this you do not need to use a computer For details see page 75 Accessing from Multifunction Peripherals MFPs LDAP Ser...

Page 10: ...ne from a smart device using DocsConnect which is an application designed for RICOH e Sharing Box If you use a smart device to scan a connecting code displayed on a computer s screen using DocsConnect...

Page 11: ...desktop version 11 desktop version Chrome 32 0 Firefox 28 0 Mac OS X 10 8 2 to 10 9 Safari 6 to 7 Chrome 32 0 Smart Devices Supported models iPhone 4 iPhone 4S iPhone 5 iPhone 5c iPhone 5s iPhone 6 iP...

Page 12: ...cript also needs to be installed For details see the Ricoh website Up to 4 network attached storages NAS can be registered to the machine Register in advance the information of the NAS to be connected...

Page 13: ...Ps Maximum File Size File list 100 MB 1 File list preview 100 MB 1 Creating deleting files Updating files Moving files Renaming files Sorting files registering 100 MB Workflow registering Workflow exe...

Page 14: ...ges of notes 4 You can print documents from the application that was used to create the documents 5 You can fax up to 100 pages at a time 6 You can send up to 100 pages of a file to an interactive whi...

Page 15: ...er name 1 Files 1 Files 2 KeywordSearch 2 KeywordSearch 3 Workflows 3 Workflows AllUsers folder personal folders limited shared folders and a favorite folder are under the root directory of RICOH e Sh...

Page 16: ...es stored in the 1 Files folder contain keywords the machine creates links to those files and stores them in corresponding subfolders You cannot store files in these folders 3 Workflows These folders...

Page 17: ...e Sharing Box using DocsConnect selected files are stored in a smart device temporarily When you close DocsConnect temporarily stored files are deleted automatically from the smart device Because the...

Page 18: ...For details about quality and restrictions on communication lines contact your carriers 1 About This Machine 16...

Page 19: ...ick Internet Options under Tools 3 Click the Security tab 4 Select Trusted sites and then click Sites 5 Enter http IP address of the machine in the text box of Add this website to the zone and then cl...

Page 20: ...the General tab is selected 3 Click Tabs 4 Select Always open pop ups in a new window or Always open pop ups in a new tab for When a pop up is encountered 5 Click OK twice Accessing Using a Web Browse...

Page 21: ...mited shared folder using Explorer Access the shared folder or personal folders from Explorer when using a web browser other than Internet Explorer If the Auto detection check box in Security Settings...

Page 22: ...lder is opened 7 Register Device Click to display a connecting code to access from a smart device 8 Show Setting Screen Click to display the settings screen You can change user information and registe...

Page 23: ...ric characters and symbols can be entered in the User ID Password and Email address text boxes However some symbols cannot be used The number of characters you can enter is as follows User ID 1 to 20...

Page 24: ...assword in Password and Re enter password 5 Click Apply 6 Click OK Changing User Names and E mail Addresses 1 Log in to the machine 2 Click Show Setting Screen 3 Click Enter User Information 4 Enter a...

Page 25: ...sers allowed to access the folder and then click Add To select multiple users hold down the Ctrl key while clicking each user name 7 Click Apply 8 Click OK A limited shared folder is created in RICOH...

Page 26: ...4 Select the folder you want to delete 5 Click Delete Selected Limited Shared Folder 6 Click OK 2 Operating from Computers 24...

Page 27: ...n the subfolder Up to 100 folders can be created in the 2 KeywordSearch folder of the AllUsers folder Up to 10 folders can be created in the 2 KeywordSearch folder of a personal folder This function i...

Page 28: ...SpecialPurposeFaxReceived and SpecialPurposeFaxSent The machine automatically searches for received or sent fax documents in the 1 Files folder of the AllUsers folder and creates links for the documen...

Page 29: ...compressed to reduce the file size If the original file is a document it is converted to a PDF file with text information JPEG for projection Converts files to a JPEG file for projection while keepin...

Page 30: ...WF Fax messages sent from the MFP are converted to PDF files automatically Converted PDF files are stored in the FaxSent folder in the 1 Files folder under the AllUsers folder Below explained is how t...

Page 31: ...o not need e mail notification this step can be ignored 3 Registering a personal workflow Specify the conditions of a workflow such as the file conversion format folder to store converted files and e...

Page 32: ...his folder from their destination folder list To delete folder destinations select folder destinations on the Destination Folder screen and then click Delete Selected Folder To edit folder destination...

Page 33: ...Enter a workflow name in Specify workflow name The folder with the same name as that entered in Specify workflow name is created under the 3 Workflows folder 3 Select a type of processes from Select...

Page 34: ...in period of time in Step 3 Save the original file is not displayed When you select Print by MFP in Step 3 IP address of MFP User code and Print settings are displayed To delete stored files after a c...

Page 35: ...reating a Folder Create a new folder in 1 Files folder under the personal folder and name it projector To open your personal folder click Open Personal Folder on the top page Items to be Specified Ent...

Page 36: ...ecify destination folder name Select Personal folder from Folder type Enter projector in Folder path Items that are specified in the Email destination screen DEH015 1 2 Enter My address in Specify ema...

Page 37: ...tered destination folders of Specify folder to save processing result and then click Add Select My address from Select from registered email destinations of Specify email destination for completion no...

Page 38: ...4 tif Creating a Folder Create a new folder in 1 Files folder under the personal folder and name it Fax PDF To open your personal folder click Open Personal Folder on the top page Items to be Specifie...

Page 39: ...cify destination folder name Select Personal folder from Folder type Enter Fax PDF in Folder path Items that are specified in the Email destination screen DEH015 1 2 Enter My address in Specify email...

Page 40: ...email destinations of Specify email destination for completion notification and then click Add After registering the workflow the Transferred Fax folder is created in the 3 Workflows folder Settings...

Page 41: ...ying you that the workflow is complete is sent to abc xyz co jp How to confirm the received faxes If you configure e mail settings to receive e mails sent to abc xyz co jp while you are outside the of...

Page 42: ...2 Operating from Computers 40...

Page 43: ...ou launch DocsConnect differs depending on the screen orientation portrait or landscape of the smart device you are using In this chapter landscape screens are used to explain the procedures If you ar...

Page 44: ...ject icon 9 Printer Tap to print the current file For details see page 59 Printing Files When using an Android smart device press the menu button to display the Print icon 10 Viewing area The content...

Page 45: ...Depending on the Android smart device you are using button or icon names may differ For details see the manuals provided with your device How to Use the Main Screen When Using an iPad 43...

Page 46: ...tically connects to the machine when you launch DocsConnect Even after you close DocsConnect registered information remains in smart devices 1 Launch a web browser on a computer 2 Log in to the machin...

Page 47: ...hange the settings If the expiration date of a registered smart device passes the registered smart device cannot connect to the machine If this happens register the smart device again If DocsConnect d...

Page 48: ...e displayed on the smart device the code can be scanned The computer s screen reflects light Avoid exposing the computer s screen to light Adjust the brightness of the computer s screen The smart devi...

Page 49: ...3 Tap OK The smart device is disconnected from the machine 4 Tap Close or press the back button Accessing from Smart Devices 47...

Page 50: ...full screen tap the arrow on the right side of the control bar Tap the arrow on the right side of the control bar to restore the original size Images or thumbnails may not appear depending on the for...

Page 51: ...ders and files alphabetically in ascending order Z A Sorts folders and files alphabetically in descending order Newest Sorts folders and files in descending order by date Oldest Sorts folders and file...

Page 52: ...to delete it When using Android smart devices Press and hold a folder or file to delete it 2 Tap Delete 3 If the confirmation screen appears tap Delete To delete multiple files at once tap Edit and t...

Page 53: ...ou protect your smart device using passwords if you use the Favorite function 1 Open the file to add to favorites 2 Open the menu When using iOS smart devices Tap the linkage icon When using Android s...

Page 54: ...n screen appears tap OK The upload screen appears 3 Tap a folder The folder selection screen appears 4 Tap a folder to which files are uploaded 5 Tap Done The selected folder is specified as a folder...

Page 55: ...es in advance 1 Tap Upload 2 Specify the folder to which the photographs are uploaded 3 Display the photographs or videos stored on the smart device When using iOS smart devices Select an album from U...

Page 56: ...sided for scanning originals specify the binding orientation Orientation Specify the orientation of the original that is placed on the MFP Delete blank page Specify the operation when blank pages are...

Page 57: ...the originals and then it uploads the scanned files to the machine If you tap the refresh icon or Refresh the uploaded files appear on the list If you select Document docx Spreadsheet xlsx or Present...

Page 58: ...2 Specify a folder to which the file is uploaded 3 Tap Upload The file sent from the application on the smart device is uploaded If you tap the refresh icon or Refresh the uploaded files appear on th...

Page 59: ...vious action Redo an action that you undid Write a handwritten line Select written lines Specify the width of a line Specify the color of a line 1 Open the file to write notes 2 Tap the Draw icon The...

Page 60: ...rt devices tap Save When using Android smart devices press the menu button tap More and then tap Save 10 Enter the file name 11 Tap OK The machine stores the file as a PDF file You cannot write a note...

Page 61: ...t results may not be the same with the PDF file depending on the fonts used for the print Specifying Printing Conditions You can specify the print settings for DocsConnect The print settings specified...

Page 62: ...creen 1 Open a file to print 2 Tap the printer icon or Print 3 Specify the print settings 4 Tap Specify Printer by Connecting Code When using Android smart devices tap Specify Printer by Connecting Co...

Page 63: ...4 Tap Other 5 Enter the printer name and IP address or host name and then tap Done 6 Specify the print settings 7 Tap Print The printer starts printing the file You cannot omit the domain name of the...

Page 64: ...y Printer If you register printers as My Printer registered printers are displayed on the My Printer field on the printer selection screen You can easily select a printer by registering frequently use...

Page 65: ...n screen To select a destination from the smart device s address book tap Browse Address Book and then select a destination To select a destination by entering a fax number manually tap Fax Number or...

Page 66: ...e entry screen and then tap Done The file is sent by fax You need to make settings to send a transmission result notification e mail in advance For details see the manual provided with your MFP If you...

Page 67: ...played on the smart device even though you pinch them in or out Specifying a Projector Using Connecting Codes You can connect your smart device to a projector by scanning the connecting code on the pr...

Page 68: ...ng codes for a projector You can easily access a projector from DocsConnect by registering information about a projector in a connecting code and putting the connecting code on the projector in advanc...

Page 69: ...displayed on the bottom of the screen 10 Click Print The print dialog box is displayed 11 Select a printer to print the connecting code and then click Print For details to access the machine using a w...

Page 70: ...p Start Projection The projector starts projecting the file Projectors that are connected to the sub network the smart device is connected to are displayed on the list Specify a projector s IP address...

Page 71: ...jector registered as My Projector 1 Tap the linkage icon or Project 2 Tap Select Projector from List 3 Tap a projector to be deleted from My Projector 4 Tap the recycle bin icon or Delete from My Proj...

Page 72: ...ecting code reader of the smart device When using iOS smart devices Tap the linkage icon and then tap Specify IWB by Connecting Code When using Android smart devices Press the menu button Tap Send to...

Page 73: ...connecting code using the smart device Place the connecting code inside the frame according to the onscreen instructions The information displayed on the interactive whiteboard is saved in the machin...

Page 74: ...achine as an administrator from a web browser on a computer 2 Click Show Setting Screen 3 Select Application Management under System Settings in Setting Menu 4 Click Add New Application 5 Enter a prod...

Page 75: ...using the standard operation panel The top page of DocsConnect appears when you press Browser on the Home screen of an MFP If the top page does not appear enter http IP address or host name of the mac...

Page 76: ...d to log in to the machine to select the shared folder depending on the security settings Set the text size of the browser to Medium If you display the top page using text size other than Medium the l...

Page 77: ...ser If the top page does not appear enter http IP address or host name of the machine mfphome in the address bar and then press OK 2 Press Log In 3 Enter the user ID and password 4 Press Log In If you...

Page 78: ...Control Panel DocsConnect displays a connecting code which allows smart devices to access the MFP 1 Press Connecting Code on the top page of DocsConnect A connecting code is displayed 4 Operating fro...

Page 79: ...a limited shared folder select Personal Folder To send the scanned file to the AllUsers folder select Shared Folder To send the scanned file to an external storage that is linked with this machine se...

Page 80: ...nals in the folder The names of the stored files are four digit sequential numbers When using an MFP equipped with the Smart Operation Panel you can specify a file name manually or select it from the...

Page 81: ...f the originals are scanned by applying the size of the first page Printed Side Specify the sides of the originals to be scanned either one sided or two sided If you select two sided for scanning orig...

Page 82: ...the 4 NAS folder under Shared Folder 4 Select the file to print When using the Smart Operation Panel To check file contents tap on the right of the file name You can specify the order of the files and...

Page 83: ...print a PowerPoint file using paper other than A4 or letter paper specify the paper size To print Excel spreadsheets first you need to specify pages to be printed or printing conditions in Excel sprea...

Page 84: ...es are printed according to the settings specified on the Excel files Paper size Specify the size of the paper to print on When Excel files are used for printing this setting is disabled Excel files a...

Page 85: ...om an MFP you need to configure the settings in LDAP Settings under System Settings Select the Use LDAP server function check box enter the base domain name and then click Apply In addition you need t...

Page 86: ...4 Operating from Multifunction Peripherals MFPs 84...

Page 87: ...ages are displayed It also describes the setting menus About Remote Remote is an Internet based support service for remotely managed multifunction peripherals If you use the Remote service the machine...

Page 88: ...strator account name admin This is the preset administrator account The built in administrator can change all of the settings on the machine The administrator can also access the Backup folder that ho...

Page 89: ...cted to frequent vibration or impact Places that are exposed to direct sunlight Places where temperature or humidity differences are extreme Places near things that generate strong magnetic fields or...

Page 90: ...you install the machine on a rack in an environment with sufficient cooling equipment provide at least a space of 10 mm on either the left or right side of the machine Install the machine and uninterr...

Page 91: ...rting the Machine Before starting RICOH e Sharing Box up make sure the LAN cable is connected to the machine If you turn on the main power before connecting the LAN cable the machine may not connect t...

Page 92: ...g so may cause data loss or malfunctions 1 Log in to the machine as an administrator from a web browser 2 Click Show Setting Screen 3 Click Shutdown Restart in Maintenance under Setting Menu 4 Click S...

Page 93: ...e free space Store the hard disk s key in a safe place and do not lose it See page 123 Guide to Components for the names and information about the machine s components For details about how to use the...

Page 94: ...t notification check box a notification is sent to the Remote center if Data backup cannot be performed when Every day is specified in Interval under Execution schedule An external hard disk is connec...

Page 95: ...restoration After the restoration is complete the machine restarts Restoration cannot be stopped once started You can check the restoration results from the logs Download the log files from Execution...

Page 96: ...not be applied to the machine if you disable this function 1 Log in to the machine as an administrator using a web browser from a computer 2 Click Show Setting Screen 3 Click Update Settings in Maint...

Page 97: ...efault Settings in Maintenance under Setting Menu 4 Check the I agree to the deletion of all data and settings check box in Check 5 Click Restore e Sharing Box to Default 6 Click Yes or OK The machine...

Page 98: ...te for SSL communications in Security Settings under System Settings To access the machine using SSL communications enter https IP address or host name of the machine in the address bar 1 Log in to th...

Page 99: ...en click Delete Selected Device Restricting Access to the Machine Specifying a passcode can restrict the access to the machine from smart devices 1 Log in to the machine as an administrator using a we...

Page 100: ...s for Monitoring of access in Smart Device Security If you select the Record file name check box in Record of file the names of files smart devices access are recorded in the document access log 5 Man...

Page 101: ...stored on this machine job log access log system log and document access log You can download log files and browse them using a spreadsheet application to open CSV files Job Log The job log registers...

Page 102: ...the log on the machine The job log access log system log and document access log are downloaded as one file Logs in which nothing is recorded are not downloaded Notification by Lights and Beeps RICOH...

Page 103: ...disk has malfunctioned The lamp of the malfunctioning hard disk lights up red Contact your service representative Lights green Turns off HDD1 or 2 No light Two short beeps repeated The hard disk cann...

Page 104: ...he Connecting Code has expired A connecting code is valid for 10 minutes only Click Refresh Connecting Code on the web browser and then scan the refreshed connecting code with your smart device The us...

Page 105: ...s status Failed to upload The smart device has failed to upload the file to the machine Check the free hard disk space of the machine The file size must be 2 GB or less when the file contains the phot...

Page 106: ...connecting code JavaScript is disabled in your browser This web page requires JavaScript some functions might not be available or work properly JavaScript is disabled in your browser Enable JavaScrip...

Page 107: ...u cannot access the machine from web browsers or smart devices although you can access it from Explorer on your computer Contact your service representative Excel files are not displayed correctly on...

Page 108: ...ord and register an e mail address Specify the file format and destination on the Personal Workflow screen when converting files automatically User Information You can enter or change user information...

Page 109: ...rkflow Convert file and save File format convert to PDF Save original Save the original file Selected Classify fax document Enable Not selected Classify by Month Number of days to retain 30 Specify fo...

Page 110: ...register an e mail address to which an e mail is sent to notify you that the workflow is complete Items Defaults Specify email destination name Blank Specify email address Blank Publish this email de...

Page 111: ...al Settings You can register a host name or workgroup name for this machine You can also specify whether or not to enable auto restart Computer name Items Defaults Host name RESB XXX Workgroup name WO...

Page 112: ...efaults System language Language selected on the initial settings screen Locale Locale selected on the initial settings screen OCR language setting Items Defaults OCR language English Character code s...

Page 113: ...Network Settings You can specify the IPv4 address of the machine You can also configure the proxy server settings IPv4 settings Items Defaults Address setting Obtain automatically Use the following I...

Page 114: ...ank Port number 25 Email send auth Off SSL encryption Off Device email address Blank Account for notification User ID Password Blank Blank POP before SMTP POP server Blank Smart Device Link Settings Y...

Page 115: ...bout folders and files you opened using your smart device is stored in the smart device if you enable this function Folders will be displayed faster the next time you access them To prevent informatio...

Page 116: ...Selected Limit user registrn Do not show Add New User on login screen Not selected Limit device registration Limit device registration Not selected Force login at MFP link Force login Not selected Fo...

Page 117: ...Base dom name SSL settings dc my domain dc com MFP Link Settings You can configure the settings for printing and scanning documents and sending faxes using an MFP You can also back up the address boo...

Page 118: ...uled execution Save device information by schedule Selected Shared Workflow This is the list of shared workflows that have been registered The preset workflow for converting files to PDF is registered...

Page 119: ...m registered destination folders Show shared destination Specify email destination for completion notification Items Defaults Specify email address newly Blank Select from registered email destination...

Page 120: ...ed Dest Folder This is the list of registered folder destinations If you select Select Destination Folder or Edit the folder destination setting screen is displayed Select New Destination Folder You c...

Page 121: ...mes and authorization types are displayed If you select Add New User or Edit the user information setting screen is displayed User information Items Defaults User ID Blank Password Blank Re enter pass...

Page 122: ...kup Restore Settings You can back up the data saved on the machine to an external storage You can also restore the backup data Backup settings Items Defaults Last executed Execution schedule Interval...

Page 123: ...load from PC Blank Debug Log Acquisition The machine system constantly collects debug logs Data may be collected for analysis in case of system failures Remote Detailed Info Settings Detailed informat...

Page 124: ...ad a job log access log system log and document access log System Information You can check the hard disk usage and system version The information is updated once an hour Others Generate Connecting Co...

Page 125: ...on the main power Status lamp indicates the machine s status For details see page 100 Notification by Lights and Beeps 3 Func button Function lamp If an error occurs and beeping continues press the bu...

Page 126: ...e not explained in this manual These ports and connectors are used by service representatives when they set up and check the machine Machine s Specifications Item Specifications Memory 4 0 GB Hard dis...

Page 127: ...s iPad 2 iPad third generation fourth generation iPad mini iPad Air The device used must be equipped with a camera Models on which DocsConnect run Galaxy S2 Galaxy Note ICONIA TAB A500 Nexus 7 2013 Th...

Page 128: ...Item Specifications Weight Approximately 5 kg 11 1 lb Optimum environment 2 Temperature 0 40 C 0 104 F Humidity 20 80 1 Except protruding parts 2 No condensation 6 Appendix 126...

Page 129: ...ocsConnect For details about licenses and source codes for open source software used on RICOH e Sharing Box and DocsConnect see Copyrights for Software in the offline HTML manual For details about how...

Page 130: ...ir and iPad mini are trademarks of Apple Inc Microsoft Windows Windows Server Windows Vista ActiveX Internet Explorer Excel PowerPoint and Word are either registered trademarks or trademarks of Micros...

Page 131: ...s Server 2003 Web Edition Microsoft Windows Server 2003 Datacenter Edition The product names of Windows Server 2003 R2 are as follows Microsoft Windows Server 2003 R2 Standard Edition Microsoft Window...

Page 132: ...ndows Server 2012 Essentials Microsoft Windows Server 2012 Standard Microsoft Windows Server 2012 Datacenter The product names of Windows Server 2012 R2 are as follows Microsoft Windows Server 2012 R2...

Page 133: ...MEMO 131...

Page 134: ...MEMO 132 EN GB EN AU D668 8607D...

Page 135: ......

Page 136: ...EN GB EN AU D668 8607D 2014 2015 Ricoh Co Ltd...

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