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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. 

  1. Once RICOH has set you up as an administrator for the Connectors package, you’ll automatically receive:

    1. A registration email from info@eu.smart-integration.ricoh.com. The email will contain:

      1. Your user ID (this is usually your email address you gave when you purchased the Connectors package).

      2. URL to set your password.

      3. URL to the portal page where you can:

        1. Create new users in your tenant (‘management unit’).

        2. Configure application settings.

    2. 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. 

  2. 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:

  1. Manually add users one by one.

  2. Import users using a CSV file.

  3. 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

  1. 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.

  2. Enable Admin Mode (turn the toggle on at the top-right).

  3. Select the gear icon from the top-right navigation. 

  4. Open the User Management icon. Your admin user account will display. 

  5. Select +Register. 

  6. 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. 

  1. Select Save. 

  2. A notification email will automatically be sent to the user from info@eu.smartintegration.ricoh.com.

    1. 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

  1. 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.

  2. Enable Admin Mode (turn the toggle on at the top-right).

  3. Select the User Management icon and the user account settings will display.

  4. Select the three dots at the top left (in front of the Register button).

  5. Select Import.


There are 3 options to import users by CSV:

  1. Download and use the format provided by the system – referred to as Import (File created from format).

  2. Use CSV file exported from Active Directory (AD) – referred to as Import (File exported from Active Directory).

  3. 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

  1. To download the format: 

    1. Select Menu (three vertical dots).

    2. Select Import (File created from format). 

    3. Select the Click here to download the import file format link. 

    4. Open the downloaded Excel file.

    5. Delete the sample data from the third row onwards and enter data fields for each user. There’s guidance in the table below.  

    6. Once you’ve finished entering the user information, select Save. 

  2. For the import: 

    1. Select Select File to choose the file to upload. 

    2. Select OK. 

    3. 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

  • Add to add a user.

  • Edit to edit the registered user information.

  • Delete to delete the registered user.


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.

  • For import, no item name can be changed.

  • For an item written into a format file, its initial name is used as-is, even if the item name is changed on this site.


Import using CSV file: Use CSV file exported from Active Directory 

  1. Select Menu (three vertical dots). 

  2. Select Import (File exported from Active Directory).

  3. Use csvde commands to export account information from Active Directory. There’s further guidance on csvde commands. 

  4. Select Select File to choose the file to upload. 

  5. Select OK.


  1. Select Menu (three vertical dots). 

  2. Select Link users from Microsoft Entra ID.

  3. Select Add User. 

  4. Go to this page with further guidance on linking users from Microsoft Entra ID and open the dropdown Linking users from Microsoft Entra ID.

  5. Follow the on-page guidance. 


Register users: user self-registration using URL

  1. 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.

  2. Enable Admin Mode (turn the toggle on at the top-right).

  3. Open the User Management icon. Your admin user account will display.

  4. Select the three vertical dots on the left-hand side. 

  5. 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).


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to Off. 

  3. Select the Application Settings (General Users) icon.

  4. Select Application List from the left-hand navigation.

  5. Select RSI Standard Package. 

  6. The apps you can configure settings for will appear. 

    1. You may find it helpful to configure the settings for the systems your organisation is already using. 

  7. You must configure: 

    1. Your default root folder.

    2. An email notice (subject heading) in the Failure notice Email Subject box. 

      1. This is the email address which will be automatically notified if the scan function does not work. 


Configuring shared applications


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Application Settings (Administrators).

  4. Select Applications Management from the left-hand navigation.  

  5. In the Home column, select the package(s) you need to configure. 

    1. You must configure each shared type of application, otherwise it will not be available for users in your tenant. 

  6. Select each application you wish to use, for example RSI Standard Package > Scan to Google Drive. 

  7. Follow the on-screen instructions to amend the settings and configure the applications. 

    1. Note: Failure notice Email Subject box. This is the email address which will be automatically notified if the scan function does not work. 

    2. 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. 


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Application Settings (Administrators).

  4. Select Applications Management from the left-hand navigation.  

  5. In the Home column, select the package(s) you need to configure. 

  6. Select each hybrid application, for example RSI Standard Package > Scan to Google Drive Auth. 

  7. 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. 

    1. Note: Failure notice Email Subject box. This is the email address which will be automatically notified if the scan function does not work. 

    2. 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

  1. Scan to Email

  2. Scan to My Email

  3. Scan to Google Drive™            (G Suite)

  4. Scan to My Google Drive™      (G Suite)

  5. Print from Google Drive™         (G Suite)

  6. Print from My Google Drive™   (G Suite)

  7. Scan to Dropbox

  8. Scan to My Dropbox

  9. Print from Dropbox

  10. Print from My Dropbox

  11. Scan to Box 

  12. Scan to My Box

  13. Print from Box

  14. Print from My Box

  15. Scan to SharePoint Online

  16. Scan to My SharePoint Online

  17. Print from SharePoint Online

  18. Print from My SharePoint Online

  19. Scan to Microsoft OneDrive           (Business)

  20. Scan to My Microsoft OneDrive     (Business)

  21. Print from Microsoft OneDrive        (Business)

  22. Print from My Microsoft OneDrive  (Business)

  23. Scan to Microsoft OneDrive           

  24. Scan to My Microsoft OneDrive   

  25. Print from Microsoft OneDrive        

  26. Print from My Microsoft OneDrive  

  27. Scan via Outlook Online

  28. Scan via My Outlook Online

  29. Print from Outlook Online

  30. Print from My Outlook Online

  31. Scan to Microsoft Teams

  32. Scan to My Microsoft  Teams

  33. Print from Microsoft Teams

  34. Print from My Microsoft Teams

  35. Scan to eFax via Outlook

  36. Scan to eFax via Gmail

  37. Scan to DocuWare Tray

  38. Scan to DocuWare Cabinet

  39. Print from DocuWare Cabinet

  40. Scan to Salesforce

  41. Print from Salesforce

  42. Scan via GMail ™


Access-controlled applications 

  1. Scan to Email  Auth

  2. Scan to Google Drive™  Auth    

  3. Print from Google Drive™  Auth      

  4. Scan to Dropbox Auth

  5. Print from Dropbox Auth

  6. Scan to Box Auth

  7. Print from Box Auth

  8. Scan to SharePoint Online Auth

  9. Print from SharePoint Online Auth

  10. Scan to Microsoft OneDrive Auth          (Business) 

  11. Print from Microsoft OneDrive  Auth      (Business) 

  12. Scan to Microsoft OneDrive Auth           

  13. Print from Microsoft OneDrive  Auth  

  14. Scan via Outlook Online Auth

  15. Print from Outlook Online Auth

  16. Scan to Microsoft Teams Auth

  17. Print from Microsoft Teams Auth

  18. Scan to eFax via Outlook Auth

  19. Scan to eFax via Gmail Auth

  20. Scan to DocuWare Tray Auth

  21. Scan to DocuWare Cabinet Auth

  22. Print from DocuWare Cabinet Auth

  23. Scan to Salesforce Auth

  24. Print from Salesforce Auth

  25. 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.


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Application Settings (Administrators). 

  4. Select the three dots in the bottom right-hand corner of each application window you wish to remove. 

  5. Select Delete. 

  6. Select Save. 

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


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Tenant Info. 

  4. Select Login Method on Device.

  5. Choose the login method(s) you want your users to use.

  6. Select your default login method from the Select Login Method dropdown. 

  7. 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


  1. Log in to the device using your administrator credentials. 

  2. Select Application Site on the MFP’s screen. 

  3. Select one of the RICOH Smart Integration packages (for example RICOH SI Standard Package).

  4. Select Install.  

  5. 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


  1. Log in to the device using your administrator credentials. 

  2. Select the 9-grid icon at the bottom right-hand of the MFP screen.

  3. Press and hold Web Browser NX and you can move the application icon to the MFP’s home screen.

  4. Open Web Browser NX.

  5. Select the stack or gear icon on the bottom.

  6. Select Open URL.

  7. Type https://www.eu.smart-integration.ricoh.com/si-apps/pub/index.htm (the RICOH Smart Integration Apps page URL).

  8. Select OK. 

  9. Select Login.

  10. Select the stack icon again.

  11. Select Add Shortcut to Home.

  12. Confirm your shortcut name and URL. 

  13. Press OK.

  14. 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. 


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Application Settings (Administrators). 

  4. Select Add an Application from top-right in the window. 

  5. Select the application you want to add. 

  6. Select Next. 


Edit/Delete/Move/Duplicate/Rename an application


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select Application Settings (Administrators). 

  4. Select the three dots in the bottom right-hand corner of each application window. 

  5. Edit/Delete/Move/Duplicate/Rename the application. 

  6. 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: 


  1. Log in to RICOH Smart Integration on the MFP using your administrator credentials. 

  2. Select any application. 

  3. Open the hamburger icon (three horizontal parallel lines).

  4. Select Basic Application Information.  

  5. 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


  1. Log in to the portal. 

  2. Make sure the Admin Mode toggle at the top-right is set to On. 

  3. Select the gear icon from the top-right navigation. 

  4. Select App usage Permission Management.

  5. 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. 


  1. Log in to RICOH Smart Integration on the MFP using your administrator credentials. 

  2. Select Admin Menu at the top right. 

  3. Select the application you want to remove. 

  4. 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. 


  1. Log in to RICOH Smart Integration on the MFP using your administrator credentials. 

  2. Select Admin Menu at the top right. 

  3. Select the application you want to remove. 

  4. Select Delete Device Information.