Set up Connectors package as an admin
This guide is for administrators needing to set up the RICOH Smart Integration Connectors package, otherwise known as ‘Connectors package’.
There’s separate guidance on setting up the Connectors package as an end-user.
Register your details as a Connectors package admin
Before you can set up the Connectors package, you’ll need to register yourself as an admin.
Once RICOH has set you up as an administrator for the Connectors package, you’ll automatically receive:
A registration email from info@eu.smart-integration.ricoh.com. The email will contain:
Your user ID (this is usually your email address you gave when you purchased the Connectors package).
URL to set your password.
URL to the portal page where you can:
Create new users in your tenant (‘management unit’).
Configure application settings.
Another email containing the name, the term, start date of your subscription. You do not need to do anything for this email, it is for reference only.
Follow the URL in the first email to set your password.
Once you have set a password, you are now registered as an admin and can begin registering your users to the Connectors package.
Register your users to use the Connectors package
You can create users for the RICOH Smart Integration (RSI) package applications using the RSI portal.
You can add users in 3 ways:
Manually add users one by one.
Import users using a CSV file.
Users can self-register by sending them a URL.
There’s further guidance on each of these methods below.
Register users: manually one by one
Using the details registered in the step previously, log in to the portal. The portal is where you add new users and edit your application settings.
Enable Admin Mode (turn the toggle on at the top-right).
Select the gear icon from the top-right navigation.
Open the User Management icon. Your admin user account will display.
Select +Register.
On the Add User page, enter the required details.
Field | Required? | Description |
Role | Not required | Choose between System Admin and User. Default is User. |
User ID | Required | Maximum 128 characters. Hyphen can’t be used at the beginning. You cannot only use a full stop/period. |
Email address | Required | Maximum 128 characters. |
First name | Required | The user’s first name. Maximum 128 characters. |
Last name | Required | The user’s last name. Maximum 128 characters. |
Department | Not required | Maximum 128 characters. |
Office location | Not required | Maximum 128 characters. |
Reply Email Language | Not required | Default is English. Other languages supported: Japanese, English, German, Italian, Dutch, Spanish, French, Brazilian Portuguese, Thai, Simplified Chinese, Traditional Chinese, Catalan, Czech, Danish, Finnish, Hungarian, Norwegian, Polish, Portuguese, Swedish. |
Device Account Link – Account ID | Not required | To set up coordination between the user accounts in the system and user accounts of MFP devices. |
Select Save.
A notification email will automatically be sent to the user from info@eu.smartintegration.ricoh.com.
The user can follow the instructions in the email to register their details to use and configure the Connectors package.
Register users: import using CSV file
Using the details registered in the step previously, log in to the portal. The portal is where you add new users and edit your application settings.
Enable Admin Mode (turn the toggle on at the top-right).
Select the User Management icon and the user account settings will display.
Select the three dots at the top left (in front of the Register button).
Select Import.
There are 3 options to import users by CSV:
Download and use the format provided by the system – referred to as Import (File created from format).
Use CSV file exported from Active Directory (AD) – referred to as Import (File exported from Active Directory).
Link users from Microsoft Entra ID (formerly known as Azure AD).
More information on each of these is below.
Import using CSV file: Download and use format provided by the system
To download the format:
Select Menu (three vertical dots).
Select Import (File created from format).
Select the Click here to download the import file format link.
Open the downloaded Excel file.
Delete the sample data from the third row onwards and enter data fields for each user. There’s guidance in the table below.
Once you’ve finished entering the user information, select Save.
For the import:
Select Select File to choose the file to upload.
Select OK.
Select OK.
Item | Description |
User ID (required) | Enter the user’s user ID. |
Email Address | Enter the user's email address. |
LastName | Enter the user's surname. |
First Name | Enter the user's name. |
Department | Enter the name of the user's department. |
Office Location | Enter the location of the user's office. |
Group ID | Enter the group ID. If a user belongs to multiple groups, add a column to the right for each group. |
Multifunction Printers/Copiers - Device Account | To link with authentication information for the multifunction printers/copiers, enter the account ID of the multifunction printers/copiers. |
Multifunction Printers/Copiers - IC Card | If you want to use the IC card when logging in to the multifunction printers/copiers, enter the ID for the IC card here. |
Interactive Whiteboard - Device Account | To link with authentication information for RICOH Interactive Whiteboard, enter an account ID for RICOH Interactive Whiteboard. |
Interactive Whiteboard - IC Card | If you want to use the IC card when logging in to Interactive Whiteboard, enter the ID here. |
Operation |
When the registered user ID and the Excel file user ID match, the entries in the Excel file (other than the user ID) will be overwritten. |
User Optional Information 1 to 15 | Enter optional user information.
|
Import using CSV file: Use CSV file exported from Active Directory
Select Menu (three vertical dots).
Select Import (File exported from Active Directory).
Use csvde commands to export account information from Active Directory. There’s further guidance on csvde commands.
Select Select File to choose the file to upload.
Select OK.
Import using CSV file: Link users from Microsoft Entra ID (formerly known as Azure AD)
Select Menu (three vertical dots).
Select Link users from Microsoft Entra ID.
Select Add User.
Go to this page with further guidance on linking users from Microsoft Entra ID and open the dropdown Linking users from Microsoft Entra ID.
Follow the on-page guidance.
Register users: user self-registration using URL
Using the details registered in the step previously, log in to the portal. The portal is where you add new users and edit your application settings.
Enable Admin Mode (turn the toggle on at the top-right).
Open the User Management icon. Your admin user account will display.
Select the three vertical dots on the left-hand side.
Select Create URL for User Registration.
Configuring Connectors package applications
You must configure applications before you or your users can use them. This will depend on whether the applications are for personal or shared folders.
Type of application | Example | Who needs to configure |
Application to a shared folder | Scan to Microsoft OneDrive, Scan to Box | Administrator |
Application to a personal ‘My’ folder | Scan to My Microsoft OneDrive, Scan to My Box | User can set this up themselves (administrator may have configured already) |
Configuring applications to reflect your organisation’s needs and workflow
You can leave the settings as default, or amend them to reflect your business logic. For example:
You want to have invoices easily sent to a specific folder in Finance which is access-controlled so only certain people can have access.
Set up your chosen scan application.
Rename it to Scan invoices.
Select the appropriate settings for your organisation (for example, black and white, 200dpi, remove blank page).
Specify Finance’s invoice folder as the root folder.
Specify who would have access on the access-control list (only available for applications appended with ‘Auth).
This would mean when Finance accesses the MFP to scan an invoice, there would be a single button to press to scan their invoice and have it sent to the correct folder.
You want to automatically collate brochures available to print
Set up your chosen print application.
Rename it to Print brochures.
Select the appropriate settings for your organisation (for example, full-colour, remove blank page).
Specify Marketing’s brochure folder as the root folder.
Specify who would have access on the access-control list (only available for applications appended with ‘Auth).
This would mean when Marketing accesses the MFP to print a brochure, there would be a single button to press to show all brochures available to print.
Configuring personal ‘My’ applications
You and your users can configure your own personal ‘My’ applications (for example, Scan to My Microsoft OneDrive).
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to Off.
Select the Application Settings (General Users) icon.
Select Application List from the left-hand navigation.
Select RSI Standard Package.
The apps you can configure settings for will appear.
You may find it helpful to configure the settings for the systems your organisation is already using.
You must configure:
Your default root folder.
An email notice (subject heading) in the Failure notice Email Subject box.
This is the email address which will be automatically notified if the scan function does not work.
Configuring shared applications
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Application Settings (Administrators).
Select Applications Management from the left-hand navigation.
In the Home column, select the package(s) you need to configure.
You must configure each shared type of application, otherwise it will not be available for users in your tenant.
Select each application you wish to use, for example RSI Standard Package > Scan to Google Drive.
Follow the on-screen instructions to amend the settings and configure the applications.
Note: Failure notice Email Subject box. This is the email address which will be automatically notified if the scan function does not work.
If you are adjusting the settings for a scan application, you’ll be able to amend the OCR (optical character recognition) setting and language. If enabled, OCR will automatically extract any text or images in a PDF.
Set up access-control for folders
You can configure shared applications to set up access-control for certain folders, for example a folder which only the Finance department can access where scanned invoices will be automatically sent to. This would require you to add users to a list and users would need to log in to scan to / print from these types of folders.
Access-control for folders can only be set up if the application contains ‘Auth’ in its name, for example Scan to Microsoft OneDrive Auth.
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Application Settings (Administrators).
Select Applications Management from the left-hand navigation.
In the Home column, select the package(s) you need to configure.
Select each hybrid application, for example RSI Standard Package > Scan to Google Drive Auth.
Follow the on-screen instructions to amend the settings and configure the applications. You must update the access control list by updating the permissions settings to specify which users have access to access-controlled folders.
Note: Failure notice Email Subject box. This is the email address which will be automatically notified if the scan function does not work.
If you are adjusting the settings for a scan application, you’ll be able to amend the OCR (optical character recognition) setting and language. If enabled, OCR will automatically extract any text or images in a PDF.
Overview of applications you can configure
Control+
Scan to Email
Scan to My Email
Scan to Microsoft OneDrive
Scan to My Microsoft OneDrive
Scan to Email Auth
Scan to OneDrive Auth
Connectors package
Scan to Email
Scan to My Email
Scan to Google Drive™ (G Suite)
Scan to My Google Drive™ (G Suite)
Print from Google Drive™ (G Suite)
Print from My Google Drive™ (G Suite)
Scan to Dropbox
Scan to My Dropbox
Print from Dropbox
Print from My Dropbox
Scan to Box
Scan to My Box
Print from Box
Print from My Box
Scan to SharePoint Online
Scan to My SharePoint Online
Print from SharePoint Online
Print from My SharePoint Online
Scan to Microsoft OneDrive (Business)
Scan to My Microsoft OneDrive (Business)
Print from Microsoft OneDrive (Business)
Print from My Microsoft OneDrive (Business)
Scan to Microsoft OneDrive
Scan to My Microsoft OneDrive
Print from Microsoft OneDrive
Print from My Microsoft OneDrive
Scan via Outlook Online
Scan via My Outlook Online
Print from Outlook Online
Print from My Outlook Online
Scan to Microsoft Teams
Scan to My Microsoft Teams
Print from Microsoft Teams
Print from My Microsoft Teams
Scan to eFax via Outlook
Scan to eFax via Gmail
Scan to DocuWare Tray
Scan to DocuWare Cabinet
Print from DocuWare Cabinet
Scan to Salesforce
Print from Salesforce
Scan via GMail ™
Access-controlled applications
Scan to Email Auth
Scan to Google Drive™ Auth
Print from Google Drive™ Auth
Scan to Dropbox Auth
Print from Dropbox Auth
Scan to Box Auth
Print from Box Auth
Scan to SharePoint Online Auth
Print from SharePoint Online Auth
Scan to Microsoft OneDrive Auth (Business)
Print from Microsoft OneDrive Auth (Business)
Scan to Microsoft OneDrive Auth
Print from Microsoft OneDrive Auth
Scan via Outlook Online Auth
Print from Outlook Online Auth
Scan to Microsoft Teams Auth
Print from Microsoft Teams Auth
Scan to eFax via Outlook Auth
Scan to eFax via Gmail Auth
Scan to DocuWare Tray Auth
Scan to DocuWare Cabinet Auth
Print from DocuWare Cabinet Auth
Scan to Salesforce Auth
Print from Salesforce Auth
Scan via GMail ™ Auth
Remove unnecessary applications
When you download the Connectors package you will have access to all 67 applications. However, you will need to remove the applications you do not want to use. This prevents your users granting unnecessary permissions to external services.
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Application Settings (Administrators).
Select the three dots in the bottom right-hand corner of each application window you wish to remove.
Select Delete.
Select Save.
Connect with cloud services
Before you can connect with cloud services, you must have removed redundant Connectors package applications.
If you’re using a RICOH package (for example Control+, LogicFlow or Connectors), you’ll need to connect the package with external services, such as cloud services (for example, Google or Microsoft).
This means you or users in your tenant will be able to access services such as ‘Scan to’/’Print from’ a shared repository or folder.
Type of folder | Who needs to set up |
A shared folder (for example, Scan to Microsoft OneDrive) | Administrator |
An access-controlled shared folder (for example, Scan to Microsoft OneDrive Auth) | Administrator |
A personal ‘My’ folder (for example Scan to My Microsoft OneDrive) | User can set this up themselves (administrator may have configured already) |
The process for administrators and users connecting with cloud services is the same.
Log in to the portal.
Select the Application Settings (General Users) icon.
On the left-hand navigation, select External Service Connections.
Select Configure in for the cloud services you want to connect to.
(Admin users only: Select the check box for Allow the service to be shared with the tenant if you want the connected service to be available to all other users in your tenant.)
Select Confirm.
Follow the on-screen instructions to configure the services, and select Allow to accept the permissions when prompted.
Select Confirm.
On the left-hand navigation, select External Service Connections.
Check the row for the services you wanted to connect with now says Configured.
Fix ‘Need admin approval’ error message
If a Need admin approval message appears for you or your users, Microsoft 365 settings need to be changed.
If you are not the Microsoft 365 administrator, you’ll need to contract the Microsoft 365 administrator to make the changes.
If you are the Microsoft 365 administrator, you’ll need to:
Log into your Azure portal.
Select Settings.
From the left-hand navigation, select User consent settings.
Under User consent for applications, make sure Allow user consent for apps is ticked.
If you are configuring eFax, you’ll need to configure with the cloud provider you will be faxing to (for example faxing to Outlook or faxing to Gmail). Follow the steps above to connect with your preferred cloud provider.
Set up login method(s) for your users
You can choose different ways your users can use to log in to a multifunction printer (MFP).
IC card/device account
PIN
PIN Digits: you can set the PIN digits your users will need to enter. The PIN will appear in the onboarding email when you register your new users. Your users can issue a new PIN if needed.
User Entry: your users can select their own PIN in their login portal site.
External service
User select
Default login screen
Email Address/Password
Tenant ID/User ID/Password
PIN Code
External Service (when enabled)
User Select
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Tenant Info.
Select Login Method on Device.
Choose the login method(s) you want your users to use.
Select your default login method from the Select Login Method dropdown.
Select Save.
Installing the Connectors package on a multifunction printer
Before you start, you’ll need to have configured the Connectors package applications (follow the previous step).
After you have configured the Connectors package applications, you need to install the Connectors package onto multifunction printer(s) (MFPs).
Install RICOH Smart Integration app on the MFP
To install RICOH Smart Integration, you can do one of the following:
Either: installation from the RICOH Application Site.
Or: installation from Web Browser NX.
Install RSI Smart Integration from the RICOH Application Site
Log in to the device using your administrator credentials.
Select Application Site on the MFP’s screen.
Select one of the RICOH Smart Integration packages (for example RICOH SI Standard Package).
Select Install.
After installation completes, you should see a shortcut icon for the package on the MFP’s home screen.
Install RSI Smart Integration from Web Browser NX
Log in to the device using your administrator credentials.
Select the 9-grid icon at the bottom right-hand of the MFP screen.
Press and hold Web Browser NX and you can move the application icon to the MFP’s home screen.
Open Web Browser NX.
Select the stack or gear icon on the bottom.
Select Open URL.
Type https://www.eu.smart-integration.ricoh.com/si-apps/pub/index.htm (the RICOH Smart Integration Apps page URL).
Select OK.
Select Login.
Select the stack icon again.
Select Add Shortcut to Home.
Confirm your shortcut name and URL.
Press OK.
Your shortcut to the Apps page will now be loaded on to your device’s homepage.
It is recommended to enable the Application cache and Save Cookie options. This can be done in the Security Settings option of Web Browser NX.
Manage applications (Add/Edit/Delete/Move/Duplicate Application)
Add an application
Adding an application to the package makes the application available for your users.
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Application Settings (Administrators).
Select Add an Application from top-right in the window.
Select the application you want to add.
Select Next.
Edit/Delete/Move/Duplicate/Rename an application
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select Application Settings (Administrators).
Select the three dots in the bottom right-hand corner of each application window.
Edit/Delete/Move/Duplicate/Rename the application.
Select Save.
You can also edit the icon for the application.
Identify a device linked with an unknown account
If a device is linked with an unknown RICOH Smart Integration (RSI) account, you can:
Log in to RICOH Smart Integration on the MFP using your administrator credentials.
Select any application.
Open the hamburger icon (three horizontal parallel lines).
Select Basic Application Information.
The tenant ID information will display.
If the application list does not display, or if admin credential of the tenant known in is unknown,
contact RICOH with the device serial information.
Remove the Connectors package from a device
You may need to remove the RICOH Smart Integration applications from a device. You can do this either via the portal or the MFP.
Remove RSI applications from a device using the portal
Log in to the portal.
Make sure the Admin Mode toggle at the top-right is set to On.
Select the gear icon from the top-right navigation.
Select App usage Permission Management.
Select Subscription then untick the device(s) you want to remove the subscription from.
Remove RSI applications from a device using an MFP
After logging in to RICOH Smart Integration on the MFP, the device information linked with the
your customer tenant will be stored. A user from another tenant will not be able to log in
to RICOH Smart Integration through the same MFP.
To reset this, you need to remove the device information.
Log in to RICOH Smart Integration on the MFP using your administrator credentials.
Select Admin Menu at the top right.
Select the application you want to remove.
Select Delete Device Information.
Delete tenant information from the MFP
After you’ve logged into RSI on an MFP, the device will be automatically linked with your customer tenant. This means a user from another tenant will not be able to log in
to RSI.
If you need to unlink the MFP and your tenant, you need to remove the device information.
Log in to RICOH Smart Integration on the MFP using your administrator credentials.
Select Admin Menu at the top right.
Select the application you want to remove.
Select Delete Device Information.