Using Google’s G Workspace to print and scan
RICOH Smart Integration (RSI) Package for Google’s G Workspace is a suite of applications developed on the RICOH Smart Integration platform. It enables you to easily scan and print documents from Google cloud storage and also enables you to send scanned documents using your Gmail address on the printer’s operation panel.
Application | Feature(s) supported | Feature(s) description |
G Workspace print applications | Print from Google Drive™ (Auth) | Print directly from a specific Google Drive™ folder. The administrator for your organisation will have already specified the folder. Google Sheets and Google Docs are supported. ‘Auth’ application is an access-controlled Google Drive™ folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Print from my Google Drive™ | Print directly from a specific Google Drive™ folder in your personal google account. You can choose this folder when setting up your account. Google Sheets and Google Docs are supported. | |
G Workspace scan applications | Scan to Google Drive™ (Auth) | Scan to a specific Google Drive™ folder. The administrator for your organisation will have specified the folder. ‘Auth’ application is an access-controlled Google Drive™ folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Scan to My Google Drive™ | Scan to a specific Google Drive™ folder in your personal google account. You can choose which folder. | |
Scan via My Gmail™ | Send scanned documents from your Gmail account using the printer’s operational panel. The sender email address is your Gmail address. You can select the recipient. | |
Scan via Gmail™ (Auth) | Send scanned documents to a Gmail account. ‘Auth’ application is an access-controlled Gmail account which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Get started with G Workspace to print and scan
You must have a Google account to use this package.
You’ll receive a registration email from info@eu.smart-integration.ricoh.com once an administrator has registered you.
Follow the link in the email to confirm your User ID and set your password.
If you use your Microsoft Office 365 account as your RICOH Smart Integration credential, select Sign in with Office 365 account.
If a Need admin approval error message appears, contact your administrator as they need to adjust the Microsoft 365 settings.
Set up OAuth for G Workspace to print and scan
You need to set up authentication to give permissions to G Workspace.
Go to the login page.
Enter your User ID and password.
Go to the dropdown icon at the top right and select My Page.
On the left-hand navigation, select External Service Connections.
Go to the Google row and select Configure.
Select the Google account you wish to use from the list.
If the Google account does not appear in the list, select Use another account and enter the details.
Select Allow to grant the necessary permissions.
Return to My Page and check the Google row now says Configured.
Configure settings for G Workspace to print and scan
Go to the login page.
Select the [Application List] Set personal application settings icon.
On the left-hand navigation, select G Suite.
The apps you can configure settings for will appear.
You can only adjust the settings when printing or scanning from your personal Google Drive. With Scan to Google Drive™and Print to Google Drive, your administrator will have set certain settings, for example the default root folder. You cannot adjust this.
Configure settings for G Workspace scan applications
You can configure many settings for scan applications. Some useful ones are:
Enter 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.
Set a default root folder (the administrator may have pre-selected the default root folder).
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.
Print using Google’s G Workspace
Before you can use G Workspace to print, you must have:
Confirmed your User ID and password.
Set up OAuth for G Workspace.
Configured settings – including specifying a default root folder to print from.
Once you have completed the prerequisites above, you are ready to print.
Go to RICOH Smart Integration MFP BrowserNX or the Bookmark cloud icon on the printer’s operation panel.
If this is the first time the MFP is being used, the administrator will need to log on to the MFP using Tenant ID or User ID and Password, or Email address and password. (Once an administrator has logged in to a Tenant on MFP, an administrator from another tenant cannot login to the same MFP).
The administrator will enter the login details.
Select which application you wish to use to print from the printer’s operation panel.
You’ll need to select Login if you want to use Print from my Google Drive. You have the option of logging in with your Tenant ID and User ID, or with your email address.
Select the file you want to print.
Adjust any settings (for example, number of copies to print).
The maximum file size to print is 40MB.
Some settings might be unavailable to adjust, depending on how the administrator has calibrated the package.
Select the green Start button at the bottom right.
Scan and upload using Google’s G Workspace
Prerequisites for using G Workspace to scan and upload
Before you can use G Workspace to scan, you must have:
Confirmed your User ID and password.
Set up OAuth for G Workspace.
Configured settings.
Once you have completed the prerequisites above, you are ready to scan.
Go to RICOH Smart Integration MFP BrowserNX or the Bookmark cloud icon on the printer’s operation panel.
If this is the first time the MFP is being used, the administrator will need to log on to the MFP using Tenant ID or User ID and Password, or Email address and password. (Once an administrator has logged in to a Tenant on MFP, an administrator from another tenant cannot login to the same MFP).
The administrator will enter the login details.
Select the application you want to use to scan on the printer’s operation panel.
You’ll need to select Login if you want to use a personal ‘My’ folder. You have the option of logging in with your Tenant ID and User ID, or with your email address.
Select the file you want to scan (35MB maximum size).
Follow the operation panel screen to adjust settings for your scan application (for example, the file name or whether to enable OCR).
The maximum file name length is 200 characters. Do not use the following characters: ~"#%&*:<>?/\{|}
Some settings might be unavailable to adjust, depending on how the administrator has calibrated the package.
Select the green Start button.