Set up authentication for your users

RICOH Cloud Service authentication allows your users to log into the multifunction printer (MFP)/copier with their user account registered to the service. 

You can also enable IC card or smart device authentication. This will mean your users can use their IC card or smart device to authenticate to use the MFP/copier without having to input their login.

Choose the authentication method

You’ll have the choice of 6 types of authentication (otherwise known as ‘login methods’) to allow your users to authenticate themselves. You can read more about these in step 6a.

1. Log into the RSI portal.

2. Turn Admin Mode to On (the toggle at the top right). 

3. Select Tenant Info.

4. Select Login Method on Device.

5. Select Active for the login method(s) you want your users to use. 

6. Under the Select login method dropdown, select the login method you want your users to use (you can only select one):

   1. Email address and password 

   2. Tenant ID/User ID and password

      1. Only the first 32 characters of a user ID are registered in the address book in the MFP/copiers. This also applies to the job log. The portion of a user name exceeding the first 32 characters is not recorded.

   3. PIN Code (4 to 16 digits)

   4. External service - Microsoft 365 is supported

   5. User select 

   6. AD/LDAP server

7. Select Save. 

Use an IC card for authentication 

When you’ve enabled IC card authentication, your users can log in by touching their IC card against the IC card reader, or by entering their user account information via the keyboard. 

There is a limit of 1 IC card per user. 

Register an IC Card Reader

Before your users can use IC cards as an authentication method, you’ll need to register an IC card reader. 

1. On the control panel of the MFP/copier, log in using your administrator login details. 

2. On the home screen, press Settings.

3. Press Screen Features Settings.

4. If you have a device preceding Always Current Technology (ACT) 2.0: 

   1. Press Screen Device Settings.

5. If you have a device G2.5 and G3 panels with ACT version 2.x: 

   1. On the home screen, press Settings > System Settings > Network Interface.

6. Press External Interface Software Settings.

7. Select the type of IC card reader you are using from the Select IC Card Reader list (you’ll have sourced the IC card reader yourself or obtained one directly from RICOH).

8. Depending on the type of IC card reader you’re using, press Proximity Card Reader Software Settings or NFC Card Reader Software Settings.

9. Connect the IC card reader by USB lead to the USB host interface on the MFP. 

10. When information about the connected IC card reader displays on the screen, check the Authentication column of the type of IC card reader you’re using.

11. Press OK.

12. Press the Home icon (a house).

13. Turn off the main power of the machine, and then turn on the main power again.

Register an IC card

You can register an IC card for a tenant user. Only one IC card can be registered per user. If a different IC card is registered, the existing IC card information is overwritten

Before registering the IC card, you must register the IC card reader with the MFP/copier, following the steps previously.

The process for registering an IC card will vary, depending on the type of authentication you chose when you specified the authentication method previously. Guidance for each of these authentication types is below.

Register an IC card with User ID as the authentication method

1. Hold the unregistered IC card over the IC card reader.

   1. Hold the IC card in the same orientation indicated on the label of the IC card reader.

2. Press Registration.

3. Enter the user's user ID and password, and then press Registration.

   1. The IC card-specific number will be automatically registered as part of the user’s information.

4. Press Confirm. 

Register an IC card with email address as the authentication method

1. Hold the unregistered IC card over the IC card reader.

   1. Hold the IC card in the same orientation indicated on the label of the IC card reader.

2. Press Registration.

3. Enter the user's email address and password, and then press Registration.

   1. The IC card-specific number will be automatically registered as part of the user’s information.

4. Press Confirm. 

Register an IC card with PIN code as the authentication method

1. Hold the unregistered IC card over the IC card reader.

   1. Hold the IC card in the same orientation indicated on the label of the IC card reader.

2. Press Registration.

3. Enter the PIN code, and then press Registration.

   1. The IC card-specific number will be automatically registered as part of the user’s information.

4. Press Confirm. 

Register an IC card with ‘user select’ as the authentication method 

1. Hold the unregistered IC card over the IC card reader.

   1. Hold the IC card in the same orientation indicated on the label of the IC card reader.

2. Press Registration.

3. Press the appropriate user name from the user list.

4. Enter the MFP password, and then press Registration.

   1. The IC card-specific number will be automatically registered as part of the user’s information.

5. Press Confirm. 

Register an IC card with external service as the authentication method

1. Hold the unregistered IC card over the IC card reader.

   1. Hold the IC card in the same orientation indicated on the label of the IC card reader.

2. Press Registration.

3. Follow the on-screen instructions to enter your Microsoft 365 account information.

   1. The IC card-specific number will be automatically registered as part of the user’s information.

4. Press Confirm. 

Change a registered IC card

Your users can change a registered IC card themselves in the end-user documentation.

Unregister an IC card

1. Log into the RSI portal.

2. Turn Admin Mode to On (the toggle at the top right). 

3. Select User Management.

4. On the Edit User screen, delete the IC card number from the Multifunction Printer/Copier of Device Account Link Settings.

5. Select Save. 

Unregister an IC card reader

To stop IC card user authentication, you’ll need to unregister and remove the IC card reader.

1. On the control panel of the MFP/copier, log in using your administrator login details. 

2. On the home screen, press Settings.

3. If you have a device preceding ACT2.0: 

   1. Press Screen Features Settings.

4. If you have a device G2.5 and G3 panels with ACT version 2.x: 

   1. On the home screen, press Settings > System Settings > Network Interface.

5. Press Screen Device Settings.

6. Press External Interface Software Settings.

7. Select the type of IC card reader you are using from the Select IC Card Reader list.

8. Depending on the type of IC card reader you’re using, press Proximity Card Reader Software Settings or NFC Card Reader Software Settings.

9. Uncheck the Authentication for the type of the IC card reader you’re wanting to unregister.

10. Press OK.

11. Select Do not Use from the Select IC Card Reader list.

12. Disconnect the IC card reader from the USB host interface on the MFP/copier. 

13. Press the Home icon (a house).

14. Turn off the main power of the machine, and then turn on the main power again.

Use a smart device for authentication 

When you’ve enabled smart device authentication, your users can log in by touching their smart device against the IC card reader, or by entering their user account information via the keyboard.

Enable Bluetooth-based authentication

If you have a device preceding ACT2.0:

1. On the control panel of the MFP/copier, log in using your administrator login details. 

2. On the home screen, press Settings.

3. Press Screen Features Settings.

4. Press Screen Device Settings.

5. Press External Interface Software Settings.

6. Press Bluetooth Software Settings.

7. Select Bluetooth Authentication Plu…

8. Check the Authentication column to turn Active 

9. Press OK.

10. Press Close.

11. Press the Home icon (a house).

12. Turn off the main power of the machine, and then turn on the main power again.

On devices with G2.5 and G3 panels with ACT version 2.x:

1. On the home screen, press Settings > System Settings > Network/Interface > Bluetooth and set it to On.

Register and print using a smart device

To use a smart device, the smart device must have the RICOH Smart Device Connector app installed in it. You can download this from the app store. 

1. Open the RICOH Smart Device Connector app (this will display as Connector on your device).

2. Select MFP/Printer.

3. Select Authentication. 

4. Move the toggle to enable user authentication and input your username and password. 

5. Select Connection with QR code.

6. Select Add Machine. 

7. Select Add IP Address/Host name. 

8. Input the printer’s IP address.

9. Select Search. 

10. Select Register.

11. The machine should now appear as registered. 

12. Go to the app’s homepage and open the system you want to print with (Microsoft, Google Drive etc). 

13. Sign in. 

14. Select MFP/Printer.

15. Choose the operation you want to do (print, scan etc). 

16. A list of your files will display, select the one you want to print or scan. 

Change a registered smart device

Your users can change a registered smart device themselves in the end-user documentation.

Unregister a smart device

1. Log into the RSI portal.

2. Turn Admin Mode to On (the toggle at the top right). 

3. Select User Management.

4. On the Edit User screen, delete the smart device from the Multifunction Printer/Copier of Device Account Link Settings.

5. Select Save. 

Authentication troubleshooting