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RICOH Account Administration

Ricoh Company, Ltd

1 RICOH Account Administration

RICOH Account Administration is the administration interface for RICOH TotalFlow Cloud applications, such as RICOH Supervisor™ and RICOH TotalFlow™ Producer.

1.1 Overview of RICOH Account Administration

Administrators use RICOH Account Administration to manage RICOH TotalFlow Cloud users and various other objects used in your applications.

The available functions vary based on the application subscriptions your company purchased. For all TotalFlow Cloud applications, you use Account Administration to:

  • Add, modify, and delete users.
  • View details about your subscriptions.
  • View and modify your account details.

For some applications, other functions are added so you can:

  • Download and install RICOH Cloud Connector, to help communicate with Ricoh applications or with supported printers running in your network.
  • Manage objects such as hot folders, printers, customers, and automations.

1.1.1 What's New?

RICOH Account Administration regularly updates available function and fixes defects.

RICOH Account Administration includes various defect fixes and security updates in every deployment. Additional changes for each deployment are listed here.

April 30, 2024
  • Editorial changes and bug fixes.
April 15, 2024
  • Editorial changes and bug fixes.
April 9, 2024
  • Editorial changes and bug fixes.
March 14, 2024
  • Editorial changes and bug fixes.
March 7, 2024
  • Editorial changes and bug fixes.
February 27, 2024
  • For RICOH TotalFlow Producer Advanced and Trial subscriptions, RICOH Account Administration added support for configuring and managing printers.

    To communicate with the printers running in your environment, RICOH Cloud Connector now includes the RICOH Printer Connector component. The RICOH Printer Connector component is currently available only in the Windows version of RICOH Cloud Connector.

  • Editorial changes and bug fixes.
February 13, 2024
  • Editorial changes and bug fixes.
January 30, 2024
  • Editorial changes and bug fixes.
November 14, 2023
  • In support of RICOH TotalFlow Producer, RICOH Account Administration added support for the BETA feature Office Conversion.

    This feature is available with the RICOH TotalFlow Producer Trial and Advanced subscriptions.

August 2, 2023
  • In support of RICOH TotalFlow Producer, RICOH Account Administration added support for these system objects:
    • Automations
    • Connectors
    • Customers
    • Hot folders

    These objects are only visible after you activate a subscription for RICOH TotalFlow Producer, however, instructions for managing them are included in the help system.

June 21, 2023
  • Help system updates.
March 1, 2023
  • Various security updates, including fixes for CVE-2022-41946 and CVE-2022-42003.
November 10, 2022
  • Various security updates, including fixes for CVE-2022-42889.
August 24, 2022
  • Various security updates, including fixes for CVE-2022-31197.
July 27, 2022
  • Various security updates.
June 24, 2022
  • Added support for configuring RICOH Cloud Connector to use HTTPS.
  • Various security updates, including fixes for CVE-2022-21724.
May 17, 2022
  • RICOH Cloud Connector installation through the user interface is now available.
March 11, 2022
  • Updated translations to include RICOH Cloud Connector content.
  • Updated English documentation for RICOH Cloud Connector and overview topics.
February 23, 2022
  • Added support for customers in Canada.
January 19, 2022
  • Various security updates, including fixes for CVE-2021-44228.
October 27, 2021
  • RICOH Cloud Connector is now available.
September 1, 2021
  • Added support for customers in France.
August 25, 2021
  • Added support for customers in Germany.
July 28, 2021
  • Added support for customers in Vietnam.
May 12, 2021
  • Added support for customers in Belgium and Luxembourg.
May 7, 2021
  • Updated the cookie policy for customers in Japan.
March 17, 2021
  • Added support for customers in Portugal.
February 17, 2021
  • Added support for customers in Spain.
December 16, 2020
  • Added support for customers in the Philippines.
December 2, 2020
  • Added support for customers in Switzerland.
September 9, 2020
  • Added support for customers in Japan.
September 2, 2020
  • Updated the Privacy Policy for customers in the United States.
August 5, 2020
  • Added support for customers in Sweden.
May 20, 2020
  • Added support for customers in Malaysia and Mexico.

1.1.2 System Objects

System objects are items that you define in TotalFlow Cloud applications and use to build your solution just as you want it. In Account Administration, some examples of system objects are users and connectors.

The system objects you define in Account Administration might be used across TotalFlow Cloud applications.

1.1.2.1 Automations

Automations monitor your system, waiting for specific events to occur, such as a job arriving in the system or an order status changing to Error. The automation evaluates the job or order and, if the conditions are correct, does a predefined action, such as assigning a job to a hot folder.

Users with Administrator role can create automations, defining the events that each automation monitors, the conditions that must be met, and the actions that take place automatically.

Related information:

Creating Automations

1.1.2.2 Connectors

Connectors are applications stored on your local systems that create a link between cloud applications and software or devices installed on-premises. This connection creates a communication path between the systems. To connect to RICOH TotalFlow Cloud, you install RICOH Cloud Connector on a server in your network.

RICOH Cloud Connector is used in different ways for different applications.

  • RICOH InfoPrint Manager for Windows and for Linux

    Uses Cloud Connector to install and manage subscription licenses.

  • RICOH TotalFlow Producer

    Uses Cloud Connector to transfer jobs to hot folders and printers.

Note: With RICOH TotalFlow Producer Base, you can install one Cloud Connector instance per account. With RICOH TotalFlow Producer Advanced, you can install five Cloud Connector instances. However, if your network is not very large, we recommend installing one Cloud Connector instance. If you have to send jobs to hot folders or printers in parts of your network that are more isolated, installing several Cloud Connector instances is recommended.

Related information:

RICOH Cloud Connector

1.1.2.3 Customers

Customers are your clients. They represent companies who submit jobs to your system for processing.

You must create a customer account for each customer. Then, you add Users associated with those customers, for their employees, so they can submit jobs.

Users have two ways of submitting jobs: through the RICOH TotalFlow Producer Submit job or Submit Order function or using a customized email address that you create for the customer account.

Related information:

Adding Customers
Adding Users to Customers

1.1.2.4 Hot Folders

A Hot Folder is an application object that automatically transfers job files to a predefined folder location, either on a network or local drive.

When a customer sends jobs to hot folders, the incoming job files can be stored there or redirected for other applications (such as an impositioning program) to retrieve and process them. Also, a hot folder can represent a directory connected to a printer, so when a file is sent to that folder it is automatically submitted to the printer for processing.

RICOH TotalFlow Cloud applications that access hot folders need a RICOH Cloud Connector to communicate with the hot folder location. If the application sending files cannot connect with the hot folder, the files are not transferred.

Related information:

Creating Hot Folders

1.1.2.5 Printers

Printer objects represent the printers in your environment that receive print jobs from RICOH TotalFlow Producer.

You can connect to printers running on-premises in your local network by adding them in RICOH Account Administration, in the Printers tab. The configured printers are then available in RICOH TotalFlow Producer, in the Printers panel.

This function is available only with a RICOH TotalFlow Producer Advanced or Trial subscription and requires a RICOH Cloud Connector installation that includes the RICOH Printer Connector component. The RICOH Printer Connector component is included only in the Windows version of RICOH Cloud Connector.

Only users with a Job Manager role can access the Printers panel and send jobs to printers.

Note: Users with a Job Manager role can also add and manage printers from the Printers panel in RICOH TotalFlow Producer.

Related information:

Adding Printers
Managing Printers

1.1.2.6 Users

Anyone who works with RICOH TotalFlow Cloud applications must be defined as a User.

When Ricoh initially sets up your account, one Administrator user is created. The administrator receives a welcome email from TotalFlow Cloud, with a link to log in and change their initial password. This administrator is responsible for creating users for the rest of your organization.

Users are assigned roles for each application that you have purchased a subscription for. Roles are based on the user's job responsibilities and vary from application to application. For example, Account Administration has two roles that you can assign to users:

Administrator
Users who are permitted to view details about your account, create and manage other users, and administer other objects as required.
None
Users whose job responsibilities include working in your subscribed applications, but not administering users or other objects.

A user might be an Administrator in Account Administration, but a Job Submitter & Viewer in an application like RICOH TotalFlow Producer.

Users are also assigned a role within the TotalFlow Cloud platform. Most users are assigned to the Standard platform role. However, special platform roles are added by different applications.

  • RICOH Supervisor adds the Large display platform role.

    You create a user with the Large display platform role when, for example, you want to show RICOH Supervisor dashboards on a display in your production area to show current status. Someone in your company logs in as the Large display user and maximizes the browser window on the large display. The Large display user has View-only access and can stay logged in for the maximum time allowed.

  • RICOH TotalFlow Producer adds the Customer platform role.

    Users with the Customer platform role represent employees of your customers who submit jobs to TotalFlow Producer.

Related information:

Adding Users
Adding Users to Customers

1.1.3 User Interface

Users with permission to access RICOH Account Administration can open the user interface from any system that is connected to the Internet and has a supported browser installed.

1.1.3.1 Banner

The banner is the black bar at the top of the user interface. It is available from all pages in the interface.

The icons in the banner let you do a variety of tasks:

  • Switch to another RICOH TotalFlow Cloud application you have access to.

    Click , the App Switcher icon, and choose which app to open. The application opens in the same tab.

  • Submit ideas to improve our applications.

    Click , the Submit Ideas icon, then click Add a New Idea to describe what we should add. You can also review ideas submitted by other customers. If you like the idea, vote for it. Ideas that are supported by more than one customer are likely to catch our attention and have a better chance of being implemented!

  • View notifications sent by system administrators or by the applications themselves.

    Click , the Notifications icon.

      Note:
    • You can see some notifications without opening the Notifications list. These notifications appear in a strip above or below the banner or at the bottom of the browser window.

  • View details about your user ID or your company's account.

    Click , the Account icon. Your user ID and account name are at the top of the menu. Select any option to see the associated settings or information.

  • Get assistance using the application.

    Click , the Help icon, and select Help.

  • View the Terms of Use for TotalFlow Cloud applications.

    Click , the Help icon, and select Terms of Use.

1.1.3.2 Main Page

When you log in to RICOH Account Administration or return to it from a different application, you see the main page with one of the tabs open.

The number of tabs available varies based on the applications you have subscribed to. All applications include these tabs:

  • Subscriptions
  • Users
  • Details

Other applications add other tabs as needed.

Most of the tabs show a list of objects in a table. On all tables, you can:

  • Sort the entries.

    Click the table header once to sort in ascending order and again to sort in descending order.

  • Change and rearrange the columns that display.

    Click , the gear icon, and select Manage Columns.

  • Search for text in the table.

    Click , the Search icon, and type the text to find.

1.1.3.2.1 Automations Tab

The Automations tab is available with a RICOH TotalFlow Producer Advanced or Trial subscription and displays all the automations created for your account.

Automations tab

These actions are available on the Automations tab:

  • Create new automations

    Click Create automation and follow the prompts.

  • View the history of an automation

    Right-click an automation in the list and select View history from the menu.

  • Manage the columns displayed in the table

    Click Manage Columns and choose the columns to display.

1.1.3.2.2 Connectors Tab

When you create a hot folder or a printer, you must associate it with a connector. Registered connectors are listed in RICOH Account Administration, in the Connectors tab.

Connectors tab

Here are the actions that you can do on this tab:

  • View all the registered connectors and their properties, such as: Status, Version, Platform, or the last time they were contacted.
  • Download the latest RICOH Cloud Connector version for your operating system.

    Click Download and select the operating system.

  • Generate a one-time code to register a cloud connector.

    Click Generate one-time code.

  • Edit, delete, or view the connections associated with a connector.

    Right-click a connector and select an option from the menu.

      Note:
    • To edit a connector, the server that the connector is defined on must be running and you must have a working network connection with it.
    • When you delete a connector, the RICOH Cloud Connector instance is not uninstalled but it becomes unregistered from the cloud. The associated hot folders and printers are disconnected and associated subscriptions might be affected.

      If you register a new cloud connector, the hot folders and printers that no longer have a cloud connector assigned are automatically associated with the new cloud connector.

Clicking , the tools icon, opens a menu from which you can refresh the information in the table and manage the table columns.

1.1.3.2.3 Customers Tab

Use the Customers tab to keep together all the details that you need to know about your customers.

Customers tab

In this tab, you can add customers and specify which internal user a customer is assigned to. You can also edit or delete customers.

If the option to submit jobs by email is enabled, you can right-click a customer and select Get job submission email to see the custom job submission email address where the users associated with that customer can submit jobs.

1.1.3.2.4 Details Tab

Use the Details tab to see information about your company account.

You can click Edit details, in the top-right corner of the page, to update your company name, contact and billing information, default language, and the timeout period for all the users in your company. For RICOH TotalFlow Producer, you can also set the default measurement unit and specify whether Microsoft Office files are automatically converted to PDF during job submission.

1.1.3.2.5 Hot Folders Tab

The Hot Folders tab displays all the hot folders created for your account.

Hot Folders tab

From this view, you can add, edit, or delete hot folders.

1.1.3.2.6 Printers Tab

The Printers tab is available with a RICOH TotalFlow Producer Advanced or Trial subscription and displays all the printers created for your account.

Printers tab

In this tab, you can view information about configured printers, including their IP address or host name, printer language settings, and printer state.

You can also add, edit, enable, disable, or delete printers.

Related information:

Adding Printers
Managing Printers

1.1.3.2.7 Subscriptions Tab

Use the Subscriptions tab to view all the subscriptions associated with your account, including those that have expired. You can also download RICOH Cloud Connector, if you need it.

Subscriptions tab

Each subscription that your company has purchased displays as a card on the Subscriptions tab. The card shows the start and expiration dates for the subscription. Clicking Details opens a dialog that shows more information, including:

  • The number and types of each license included with the application
  • Details about the subscription, including any add-ons purchased with it

1.1.3.2.8 Users Tab

Use the Users tab to create and manage the users who have access to your applications.

On the Users tab, you can:

  • Create new users.

    Click Add user.

  • Edit, copy, and delete existing users.

    Right-click a row and select the correct option.

  • Resend invitations to users who have not responded to their initial invitation.

    Right-click a row and select Resend invitation.

1.1.4 RICOH Cloud Connector

RICOH Cloud Connector is an application that you install on your network to manage communication with the RICOH TotalFlow Cloud.

Cloud Connector is required only with specific products and in certain configurations:

  • RICOH InfoPrint Manager Subscription

    If you purchase RICOH InfoPrint Manager Subscription, Cloud Connector is installed with the product. It connects with RICOH TotalFlow Cloud to verify that your subscription has not expired.

  • RICOH TotalFlow Producer

Related information:

RICOH Cloud Connector

1.1.5 Accessibility

Ricoh strives to provide products with usable access for everyone, regardless of age or ability.

For more information about the commitment that we have made to accessibility, refer to the Accessibility page on the Ricoh web site.

Accessibility features

Accessibility features help users who have disabilities, such as restricted mobility or limited vision, use information technology products successfully.

The major accessibility features in this product let you:

  • Use screen readers, screen magnifiers, and other assistive technologies.
  • Use a keyboard instead of a mouse.
  • Change attributes such as volume, color, contrast, and font size.
  • Distinguish keys by touch without activating them.
  • Attach alternative input and output devices such as special pointing devices and Braille displays.

In addition, the information center and the publications for the product are in an accessible format.

Markup Navigator shortcut keys

When a markup object that you defined has focus in the Markup Navigator, you can use these shortcut keys:

Markup Navigator shortcut keys
Description Key
Opens the Edit dialog Enter
Deletes a markup object Delete
Keyboard navigation

This product uses standard Microsoft Windows navigation keys.

1.1.6 Trademarks

The EFI logo, Electronics For Imaging, Fiery, and the Fiery logo are registered trademarks of Electronics for Imaging, Inc. in the U.S. and/or certain other countries. EFI is a trademark of Electronics for Imaging, Inc. in the U.S. and/or certain other countries.

Firefox is a registered trademark of the Mozilla Foundation.

Google and Chrome are trademarks of Google Inc.

Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its affiliates.

Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.

Microsoft, Windows, Windows Server, Windows Vista, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

The proper names of the Windows operating systems are as follows:

  • Windows Server 2019:
    • Microsoft®Windows Server® 2019 Standard
    • Microsoft®Windows Server® 2019 Essentials
  • Windows Server 2022:
    • Microsoft®Windows Server® 2022 Standard
    • Microsoft®Windows Server® 2022 Essentials
  • Windows 10:
    • Microsoft® Windows 10 Pro
    • Microsoft® Windows 10 Enterprise
  • Windows 11:
    • Microsoft® Windows 11 Pro
    • Microsoft® Windows 11 Enterprise

OpenJDK is a trademark of Oracle America, Inc. Java and OpenJDK are trademarks or registered trademarks of Oracle and/or its affiliates. Copyright Oracle America, Inc.

RICOH TotalFlow™ Producer, RICOH InfoPrint Manager™, and RICOH Supervisor™ are trademarks of Ricoh Company, Ltd. in the United States, other countries, or both.

Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

1.2 Getting Started with RICOH TotalFlow™ Cloud

Familiarize yourself with TotalFlow Cloud applications so you can start working.

1.2.1 Signing in to RICOH TotalFlow Cloud for the First Time

When your account is created you receive an email from RICOH TotalFlow Cloud. Use the button in that email to log in for the first time.

To sign in to RICOH TotalFlow Cloud for the first time, follow these steps:
  1. Open the email you received from RICOH TotalFlow Cloud.
  2. Click Sign in to your account.
    The sign-in page opens in your default web browser.
  3. Type a password in the New password and Confirm password fields, then click create password.
    Passwords must be more than eight characters long and meet the criteria listed on the page.
      Note:
    • The email invitation expires after seven days. If you click the link after the invitation expires, an error page opens and a new email invitation is sent to you automatically.
      Important: Only click the Resend invitation link on that page if you do not see a new email from RICOH TotalFlow Cloud within 15 minutes.
    • If you have other problems creating your account, contact your administrator and ask them to send your invitation again.

Related information:

Getting Started with RICOH TotalFlow Cloud for Administrators
Getting Started with RICOH TotalFlow Cloud for Users

1.2.2 Getting Started with RICOH TotalFlow Cloud for Administrators

Administrators set up TotalFlow Cloud objects and applications to prepare them for others to use. They create user IDs for others and stay aware of scheduled downtime, system updates, and subscription information.

Administrators complete most of their tasks in the RICOH Account Administration application, but might also access and use other applications.

To get started with RICOH TotalFlow Cloud as an Administrator:

  1. Log in and change your password.
    When your user ID is created, you receive an email inviting you to log in and start to use RICOH TotalFlow Cloud applications. The first time you log in, you must reset your password.
      Note:
    • Ricoh only creates one user for your account. That user is an administrator. If you are the first user, you are responsible for adding more users and giving them access to the correct applications. You can create other administrators and delegate responsibilities to them.

    As an Administrator, you are directed to the Account Administration application.

  2. Take action on cookie settings.
    TotalFlow Cloud applications use cookies, some of which are required. Review Managing cookie settings to learn more about cookies and the actions you can take.
  3. Familiarize yourself with the application interface. Review these topics:
  4. Review your account information and subscriptions.
  5. Learn about the components of your system, so you can start to plan the objects you need to create.
  6. Use the procedures included in this section and in the Configuring section to create the user IDs and other objects required in your account.

Related information:

Signing in to RICOH TotalFlow Cloud for the First Time

1.2.2.1 Viewing Subscriptions

You can view details about your subscriptions in RICOH Account Administration.
To view subscriptions:
  1. Sign in to RICOH Account Administration.
  2. Click Subscriptions in the left pane.
    The Subscriptions page contains your subscription cards, along with their current status and expiration dates. A subscription status can be:
    Active
    The subscription is currently available for use.
    Pending
    The subscription's start date has not yet arrived.
    Suspended
    The subscription has been de-activated due to an event such as violation of terms and conditions or lack of payment. It can be restored when the problem is resolved.
    Expired
    The term of the subscription has elapsed.
  3. To expand the subscription details, click Details.

    The Licenses table includes information about the licenses for various functions included in the subscription and all add-ons and the number of each type of license you have purchased under this subscription.

    The Subscription details table contains a summary of the product and all add-ons included in this subscription.

To renew a subscription or purchase more add-ons, contact your Ricoh representative.

1.2.2.2 Adding Users

When you add a user, you specify the user's contact information and what type of role the user has for each application.

You can create a new user or copy an existing user. Copying users can save time, especially when you need to create several users with similar properties.

To add a user:

  1. In the left pane, click Users.
  2. Choose one of these options:
    • To add a new user: Click Add user in the top right corner of the window.
    • To copy an existing user: Right-click the row for an existing user and select Duplicate.
  3. In the dialog that opens, enter the details for the user.
  4. Under User type, select Internal to create a user account for one of your employees.
  5. Under Platform role, select one of these options:
    • For Internal users:
      • Standard - The user can log in to the application with standard time-out and access options.
      • Large display - The user has view-only access to the application on a large display, and their login does not time out.
  6. Under Access & roles, select the user's access and role for each application. Click the arrow in the Access & roles column for each application.
      Note:
    • Some subscriptions include limitations on the number of users that can be assigned to each role.
  7. Click Ok.
The user receives an email inviting them to log in to RICOH TotalFlow Cloud, where they can modify their information and change their password. The email invitation is valid for seven days.
    Note:
  • If the user does not log in before the email invitation expires, you can send the invitation again. Right-click the user and choose Resend invitation.

Related information:

Users

1.2.3 Getting Started with RICOH TotalFlow Cloud for Users

Users of RICOH TotalFlow Cloud applications fall into a variety of roles from business intelligence analysts to job submitters.

Most users have access to one RICOH TotalFlow Cloud application. You can also update details about your own user ID and your password.

To get started with RICOH TotalFlow Cloud applications as a user:

  1. Log in and change your password.
    When your user ID is created, you receive an email inviting you to log in and start to use RICOH TotalFlow Cloud applications. The first time you log in, you must reset your password.

    After you change your password, you see the application that you can use.

  2. Take action on cookie settings.
    TotalFlow Cloud applications use cookies, some of which are required. Review Managing cookie settings to learn more about cookies and the actions you can take.
  3. Familiarize yourself with the application interface. Review these topics as they apply to you:
  4. Learn about the components of your system.

Related information:

Signing in to RICOH TotalFlow Cloud for the First Time

1.2.4 Managing cookie settings

RICOH TotalFlow Cloud applications use cookies to improve your experience with our software. You can control the settings for some of those cookies.
RICOH TotalFlow Cloud applications might use these types of cookies:
Strictly necessary cookies
These are cookies that are essential for our applications to function. If you choose not to accept these cookies, you might be unable to log in to our applications or to use other essential features.
Performance cookies
Performance cookies, also known as statistics cookies, collect information about how well our applications function. This information is aggregated and made anonymous, so it cannot be used to identify you.
Performance data collected includes information gathered by Google Analytics. To prevent your data from being collected by Google Analytics, turn off performance cookies.
Functionality cookies
Functionality cookies, also known as preferences cookies, remember information such as the last page you visited or what language you prefer.
Marketing cookies
Marketing cookies collect information about your online activity to help deliver relevant advertising.

To manage cookie settings:

  1. Log in to any TotalFlow Cloud application.
  2. In the banner, click account icon, the Account icon, and select Cookie Settings.
  3. In the Cookie Settings dialog, click View Cookie Statement to see a list of the cookies used in TotalFlow Cloud applications and their descriptions.
  4. Use the switches to turn each type of cookie on or off.
    By default, all cookies are turned on:
  5. Click OK.

1.3 Configuring

Use these procedures to set up your system so other people in your company can use it.

1.3.1 Adding Users

When you add a user, you specify the user's contact information and what type of role the user has for each application.

You can create a new user or copy an existing user. Copying users can save time, especially when you need to create several users with similar properties.

To add a user:

  1. In the left pane, click Users.
  2. Choose one of these options:
    • To add a new user: Click Add user in the top right corner of the window.
    • To copy an existing user: Right-click the row for an existing user and select Duplicate.
  3. In the dialog that opens, enter the details for the user.
  4. Under User type, select Internal to create a user account for one of your employees.
  5. Under Platform role, select one of these options:
    • For Internal users:
      • Standard - The user can log in to the application with standard time-out and access options.
      • Large display - The user has view-only access to the application on a large display, and their login does not time out.
  6. Under Access & roles, select the user's access and role for each application. Click the arrow in the Access & roles column for each application.
      Note:
    • Some subscriptions include limitations on the number of users that can be assigned to each role.
  7. Click Ok.
The user receives an email inviting them to log in to RICOH TotalFlow Cloud, where they can modify their information and change their password. The email invitation is valid for seven days.
    Note:
  • If the user does not log in before the email invitation expires, you can send the invitation again. Right-click the user and choose Resend invitation.

Related information:

Users

1.3.2 Adding Customers

Define Customer objects to represent your client companies who submit jobs to you for processing. In a later step, you add users associated with those companies for employees of your client, so they can submit jobs.
To add a customer:
  1. In the left pane, click Customers.
  2. Click Add Customer.
  3. Under Customer Information, enter the customer company details.
    Click , the property help button, for information about each item.
  4. If you plan to let your customers submit jobs by email, fill in the Email Address for Job Submission section. Use this section to set up a unique email address that this customer uses to submit jobs.
    1. To allow this customer to submit jobs by email, leave the Turn on job submission by email option selected. To disable this option, clear the check box.
    2. Use Custom insert for email to further customize the unique email address for this customer. You can see the updated email address in the Job submission email field.
      Click Help button, the property help button, for information about each item.
  5. Click Ok.
  6. Continue with the procedure to add users to this Customer.

Related information:

Customers

1.3.2.1 Adding Users to Customers

After you create Customers to represent your clients, you must add a user for each employee of your client companies who submits jobs to RICOH TotalFlow Cloud applications.
    Important:
  • Make sure that you have the names and email addresses of the employees who submit jobs for your client before you begin.
  • Let your client know that their employees will receive an email invitation to log in to RICOH TotalFlow Cloud after you add them.

To add a User to a Customer:

  1. In the left pane, click Users.
  2. Choose one of these options:
    • To add a new user: Click Add user in the top right corner of the window.
    • To copy an existing user: Right-click the row for an existing user and select Duplicate.
  3. In the dialog, enter the user's name and email address.
  4. For User type, choose Customer.
  5. For Company name, choose the name of the Customer that represents the client that employs this user.
  6. For Platform role, choose Customer.
  7. Review the list of applications and set the appropriate Access & roles values for this user.
      Note:
    • Customer users do not have access to RICOH Account Administration.
  8. Click Ok.
  9. Repeat these steps to create all the users for a specific customer.
  10. Tell your client that their user IDs have been created and suggest that they check their email for their invitations to start using RICOH TotalFlow Cloud.
    The user receives an email inviting them to log in to RICOH TotalFlow Cloud. The email invitation is valid for seven days.
      Note:
    • If the user does not log in before the email invitation expires, you can send the invitation again. Right-click the user and choose Resend invitation.
  11. Help your customers become acquainted with the application.

    We suggest sending the customer users a link to this topic:

    In addition, if you set up job submission via email, send your customers their custom email address. To find the email address for job submission:

    1. Open RICOH Account Administration.
    2. Click the Customers tab.
    3. Find the customer and right-click the row for that customer.
    4. Select Get job submission email.
    5. In the dialog, click Copy, then click Close.
      The job submission email is copied to your clipboard.
    6. Paste the email into the email or other document that you plan to send to your customer with this information.
      RICOH TotalFlow Producer customer users for which you activated the email job submission option can also get their job submission customized email address by clicking the email icon, the Get Job Submission Email Address icon.

Related information:

Users
Customers

1.3.3 Adding Printers

You can connect to printers running on-premises in your local network by adding them in RICOH Account Administration, in the Printers tab. The configured printers are then available in RICOH TotalFlow Producer, in the Printers panel.
Note: This function is available only with a RICOH TotalFlow Producer Advanced or Trial subscription and requires a RICOH Cloud Connector installation that includes the RICOH Printer Connector component. The RICOH Printer Connector component is included only in the Windows version of RICOH Cloud Connector.
Before adding printers, you need to:
  • Make sure that your user has an Administrator role in RICOH Account Administration.
  • Install and set up RICOH Cloud Connector along with the RICOH Printer Connector component.
  • Make sure that the printer is correctly connected to the network. For information on how to connect the printer to a network, see the printer documentation.
To add a printer:
  1. In the left pane, click Printers.
    You see the Printers tab:Printers tab
  2. Click Add Printer in the top-right corner of the page.
    You see the Add Printer dialog:Add Printer dialog
  3. Under Printer Information, specify a printer name and configure the settings required to connect to the printer.

    The available settings depend on the printer language:

    • For printers that communicate through PostScript, specify the Port setting.
    • For printers that communicate through RICOH API for Fiery, you must authenticate with a user name and password that match the credentials used to register on the EFI Fiery printer.

      Only printers with Fiery API version 5 or later and an N-series EFI Fiery digital front end are supported.

    For details about a specific setting, click the button to display the on-screen field help.

  4. Under SNMP Settings, select an SNMP version and configure the required settings.

    Make sure that SNMP is enabled on the printer and that all the SNMP settings you specify match the corresponding printer settings. The SNMP section is only available for printers that use the PostScript or PDF/JDF printer language.

    For details about a specific setting, click the button to display the on-screen field help.

  5. Click Ok.
  6. If you have multiple instances of RICOH Cloud Connector, select the instance that you want to use for communicating with the printer from the Select RICOH Cloud Connector dialog and click Ok.
    Important:
  • When a cloud connector is disconnected or deleted, the associated printers are disconnected. If you register a new RICOH Cloud Connector instance, the new instance is automatically associated with the printers that no longer have a cloud connector assigned.
  • If you have automations sending jobs to printers and those printers are disconnected, the jobs go into Error state.

Users with a Job Manager role can also add printers from the Printers panel in RICOH TotalFlow Producer.

Related information:

Printers
Printers Tab
Managing Printers

1.3.3.1 Supported Printers

This section lists the printer models and printer language settings that are currently supported.
Printer model Supported printer language

RICOH Pro C9500

RICOH Pro C9500H

 RICOH API for Fiery

RICOH Pro C7500

RICOH Pro C7500H

 RICOH API for Fiery
RICOH Pro Z75 RICOH API for Fiery
Other EFI printers supported in Fiery Command WorkStation. PostScript
PDF/JDF

1.3.4 Creating Hot Folders

You can create hot folders in RICOH Account Administration, in the Hot Folders tab.
Before creating hot folders, you need to:
  • Make sure that your user has an Administrator role in RICOH Account Administration.
  • Install and set up RICOH Cloud Connector.
  • Create a folder on a computer that RICOH Cloud Connector can access. The folder must be shared in the network with Read/Write access.
  1. In the left pane, click Hot Folders.
    You see the Hot Folders tab:
  2. Click Add Hot Folder in the top-right corner of the page.
    You see the Add Hot Folder dialog:
    Add Hot Folder dialog
  3. Enter the name of the hot folder, a description with useful information about the hot folder, and the location of the folder you created.
  4. If the hot folder location is already connected to a printer, select the Printer hot folder option, then select the digital front end and the printer model. This way, jobs can be sent directly to a printer or digital front end.
      Important:
    • To use this function, a hot folder must be previously connected to a printer. For more information, see the printer documentation.
    • Hot folders cannot be used with all printers. The Printer model list depends on the digital front end that you selected.
  5. Click Ok.
  6. If you have multiple instances of RICOH Cloud Connector, select the instance that you want to use with the hot folder from the Select RICOH Cloud Connector dialog and click Ok.
    Important:
  • When a cloud connector is disconnected or deleted, the associated hot folders are disconnected.

    If you register a new RICOH Cloud Connector instance, the new instance is automatically associated with the hot folders that no longer have a cloud connector assigned.

  • If you have automations sending jobs to hot folders, and those hot folders are disconnected, the jobs get into Error state.

Related information:

Hot Folders

1.3.5 Creating Automations

Use Automations to reduce repetitive manual tasks and speed up order processing by using customized workflows that run automatically when a trigger occurs.
You can create a new automation or reuse an existing one.
To create a new automation:
  1. In the left pane, click Automations.
    The Automations page opens.

    If other automations already exist, they are displayed in the Automations table.

  2. Click Create Automation.
  3. Type a name that can help you identify the automation.
  4. Select the application that uses this automation.
  5. Click Continue.
  6. Under Trigger, select an event that causes the automation to evaluate the current job or order to determine whether an action needs to run, then click Continue.
    For example, when a customer submits a job through email, the trigger event is that a job is received.
      Important:
    • Status change events trigger the defined actions only when the user changes the job or order status manually. Automatic status changes are not available to be used in automations and do not trigger the defined actions.
    • Attribute change events trigger the defined actions only when the user changes the job or order attributes manually, using the Edit job or Create order dialog.
  7. Under Conditions, specify the criteria that must be met for the automation to do the action that you specify in the next step:
    1. Select:
      • All are true if all the criteria must be met.
      • Any are true if any one of the criteria must be met.
    2. To define the conditions, select or type a value in each of the three fields. Choose a setting from the first list, then an operator from the second, then a value from the third.

      The three fields are parts of each condition: an attribute, a value, and the comparator between them. The comparators change based on the attribute you choose. For example, the comparators for numbers are different from the comparators for text. The comparator and value you choose depend on what you want the automation to check.

      For example, select Submitted by from the attributes list and is from the comparators list in the middle. The values field on the right becomes populated with the customers list and you can choose one of them.
      Or, if you select Customer from the attributes list and contains from the comparators list, the values field becomes editable and you can type a part of a customer name.
    3. To add more conditions, click , the Add condition button. To delete a condition, click, the Remove condition button.
    4. After you add all the conditions, click Continue.
  8. Under Actions, specify the actions that occur when the conditions are met.
    For example, choose Change jobs status to in the left field and Ready for production in the right field.
    Or, choose Send to hot folder in the left field and select or type the name of an already defined hot folder in the right field.
  9. When you finished defining the automation details, click Ok.
The automation is displayed in the Automations table.

By default, the automation status is Off when you create it. To enable the automation, click Off and turn on the Enabled button.

Related information:

Automations

1.3.5.1 Creating Sample Automations

Here are some samples of automations that you can create.
For example, if you want to create an automation to:
  • Change the jobs status to Shipped when the jobs are completed
    1. Open the Create Automation dialog.
    2. Enter a name in the Name field.
    3. Under Application, select RICOH TotalFlow Producer.
    4. Set the automation Trigger to Job status has changed.
    5. Define the conditions that must be met before the automated action is run:
      1. Choose whether all conditions or just one condition must be met for the action to run.
      2. Choose the attribute Status, comparator is and value Complete.
      3. As a second condition, choose Submitted by from the attributes list and is from the comparators list in the middle. The values field on the right becomes populated with the customers list and you can choose one of them.
    6. Define the action that you want to be done automatically:
      1. Select the action Change jobs status to.
      2. Select the job status value Shipped from the states list.
    When the event Job status has changed happens, the automation checks the conditions and, if any or all the conditions are met, it changes the jobs status to Shipped.
    Important: Status change events trigger the defined actions only when the user changes the job status manually. Automatic status changes are not available to be used in automations and do not trigger the defined actions.
  • Send jobs to a particular printer when job attributes match the printer capabilities
    Note: Make sure that the printers you want to use are enabled and ready to receive jobs.
    1. Open the Create Automation dialog.
    2. Enter a name in the Name field.
    3. Under Application, select RICOH TotalFlow Producer.
    4. Set the automation Trigger to Job attribute has changed.
    5. Define the conditions that must be met before the automated action is run:
      1. Select Pages from the attributes list and less than from the comparators list. In the values field, type the highest number of pages the job can have to match the printer capabilities.
      2. As a second condition, choose Color from the attributes list and is from the comparators list in the middle. In the values field, select one of the color options.
    6. Define the action that you want to be done automatically:
      1. Select the action Send to printer.
      2. Choose a printer that matches the job attributes from the list of available printers on the right.
    When the event Job attribute has changed happens, the automation checks the conditions and, if any or all the conditions are met, it sends the jobs to the designated printer.
    Important: Attribute change events trigger the defined actions only when the user changes the job attributes manually, using the Edit job or Create order dialog.
  • Change order status to Prepress required when customer submits it
    1. Open the Create Automation dialog.
    2. Enter a name in the Name field.
    3. Under Application, select RICOH TotalFlow Producer.
    4. Set the automation Trigger to Order received.
    5. Define the conditions that must be met before the automated action is run:
      1. Choose whether all conditions or just one condition must be met for the action to run.
      2. Choose the attribute Customer, select the comparator is, then select a customer from the list on the right.
    6. Define the action that you want to be done automatically:
      1. Select the action Change order status to.
      2. Select the job status value Prepress required from the states list.
    When an order is received from the specified customer, the order status changes to Prepress required.

1.3.5.2 Duplicating Automations

You can reuse existing Automations changing only some of their properties.
To duplicate an automation:
  1. In the left pane, click Automations.
    The Automations page opens and displays the Automations table.
  2. Right-click the row of the automation that you want to duplicate, then select Duplicate.
    The Copy Automation dialog opens. It contains all the properties of the original automation, except the name.
  3. Type a name that can help you identify the automation.
  4. Change the automation properties as needed.
  5. When you finish defining the automation details, click Ok.
The automation is displayed in the Automations table.

By default, the automation is turned off when you create it. To turn the automation on, right-click its row in the table, then click the Enabled button so it turns green and click Ok.

1.3.6 Configuring RICOH TotalFlow Producer Settings

RICOH Account Administration lets you define automatic settings that are used in RICOH TotalFlow Producer for all the jobs your users submit.

Users with Administrator role can change or disable these settings.

1.3.6.1 Enabling or Disabling the Automatic Conversion of Microsoft Office Files to PDF

Office Conversion is an additional BETA feature available with RICOH TotalFlow Producer Advanced and Trial subscriptions. It allows RICOH TotalFlow Producer to convert Microsoft Office files and supported image formats to PDF, either automatically during job submission or on demand.
For Microsoft Office files, administrators can disable or enable the automatic conversion to PDF during job submission from the Details tab in RICOH Account Administration.
To enable or disable the automatic conversion of Microsoft Office files to PDF:
  1. Click Details on the left panel.
  2. Click Edit details.
  3. Scroll down to TotalFlow Producer Settings.
  4. Enable or disable the Automatically convert Microsoft Office files to PDF option.
  5. Click Ok.
This setting automatically applies to all the jobs submitted in RICOH TotalFlow Producer by any user belonging to your account.
Note: If the Automatically convert Microsoft Office files to PDF option is disabled, job managers can manually convert individual Microsoft Office files to PDF from the Jobs table in RICOH TotalFlow Producer.

1.3.6.2 Setting Default Measurement Units for RICOH TotalFlow Producer

RICOH Account Administration lets you choose the default units of length that are used in RICOH TotalFlow Producer to determine the page size for all the jobs your users submit.
To set the default measurement units for RICOH TotalFlow Producer:
  1. Click Details on the left panel.
  2. Click Edit details.
  3. Scroll down to TotalFlow Producer Settings.
  4. Under Default units of measurement, click the arrow, then select one of the options. Click , the property help button, for information about the options.
      Note:
    • RICOH TotalFlow Producer determines the size of the first page of each PDF job and uses it to display the Paper size in the Jobs table.
    • RICOH TotalFlow Producer recognizes standard paper sizes, using a tolerance of 5 points. If the size of the first page is close to a standard paper size, RICOH TotalFlow Producer displays the standard paper name. Otherwise, it displays the actual size of the first PDF page, in inches or in millimeters, depending on the units of lengths that you chose.
  5. Click Ok.

1.4 Managing Objects

After you create and configure objects such as users and connectors, you can update them as needed.

1.4.1 Managing Account Details

You can modify your account details, including your company and contact information.
To manage account details:
  1. Click Details on the left panel.
  2. Click Edit details.
  3. Modify the information as needed and click Ok.

1.4.2 Modifying User Information

You can modify a user's information when needed.
To modify user information:
  1. Click Users in the left pane.
  2. Right-click the user whose information you want to modify and click Edit.
  3. Modify the user's information as needed and click Ok.

1.4.3 Changing your Password

Change your password to ensure the security of your account.
    Note:
  • If you do not know your current password, open the log in page for RICOH TotalFlow Cloud and click Forgot password. Type your email address and click Next. Check your email for a message from RICOH TotalFlow Cloud containing instructions for resetting your password.

To change your password:

  1. Log in to RICOH TotalFlow Cloud.
  2. In the banner, click Account icon, the Account icon, and choose Profile Settings.
  3. On the left side of the Ricoh Software Profile & Preferences page, click Password.
  4. Enter your current password and your new password twice.
  5. Click Change password.
  6. Click Close.
The next time you log in, be sure to use the new password.

1.4.4 Managing Printers

On the Printers tab in RICOH Account Administration, you can enable or disable the printers configured for your account, view and modify printer properties, or delete the printers that you no longer need.

Users with a Job Manager role can also edit, enable, disable, or delete printers from the Printers panel in RICOH TotalFlow Producer.

Related information:

Printers
Printers Tab
Adding Printers

1.4.4.1 Editing Printers

You can view and modify printer properties.
Note: Only users with an Administrator role in RICOH Account Administration can access the Printers tab and edit printers.
To edit a printer:
  1. In the left pane, click Printers.
    You see the Printers tab:Printers tab
  2. Right-click a printer in the list and select Printer Properties... from the menu.
    You see the Edit Printer dialog:Edit Printer dialog
  3. Change the printer settings as necessary.

    For details about a specific setting, click the button to display the on-screen field help.

    Note: The printer name, printer language, and SNMP version cannot be modified. You can delete the printer and recreate it if you want to change these settings.
  4. Click Ok.
  5. If you have multiple instances of RICOH Cloud Connector, select the instance that you want to use for communicating with the printer from the Select RICOH Cloud Connector dialog and click Ok.

1.4.4.2 Enabling and Disabling Printers

You can enable the printers that you want to receive jobs or disable the printers that you are not currently using.
Note: Only users with an Administrator role in RICOH Account Administration can access the Printers tab and enable or disable printers.
To enable or disable a printer:
  1. In the left pane, click Printers.
    You see the Printers tab:Printers tab
  2. To enable a printer, right-click a disabled printer in the list and select Enable printer from the menu.
  3. To disable a printer, right-click an enabled printer in the list and select Disable printer from the menu.
    If you disable a printer, it can no longer send status information or receive jobs.

1.4.4.3 Deleting Printers

You can delete the printers that you no longer use.
Note: Only users with an Administrator role in RICOH Account Administration can access the Printers tab and delete printers.
To delete a printer:
  1. In the left pane, click Printers.
    You see the Printers tab:Printers tab
  2. Right-click a printer in the list and select Delete from the menu.
  3. In the confirmation dialog box, click Ok.
    Deleted printers are permanently removed from the system.

1.4.5 Editing Hot Folders

You can edit hot folder properties in RICOH Account Administration.
To edit hot folders, you need a user with an Administrator role in RICOH Account Administration.
  1. In the left pane, click Hot Folders.
    You see the Hot Folders tab:
  2. Right-click a hot folder in the list and select Edit:
  3. In the Hot Folder properties window that opens, edit the hot folder properties.
    Make sure that the new location of the hot folder matches that of an existing folder.
  4. If the hot folder location is already connected to a printer, select the Printer hot folder option, then select the digital front end and the printer model. This way, jobs can be sent directly to a printer or digital front end.
      Important:
    • To use this function, a hot folder must be previously connected to a printer. For more information, see the printer documentation.
    • Hot folders cannot be used with all printers. The Printer model list depends on the digital front end that you selected.
  5. Click Ok.
  6. If you have multiple instances of RICOH Cloud Connector, select the instance that you want to use with the hot folder from the Select RICOH Cloud Connector dialog and click Ok.

2 RICOH Cloud Connector

RICOH Cloud Connector is a local system application that provides a secure connection with RICOH TotalFlow Cloud. It assists in product registration and, if required, manages communication with the RICOH TotalFlow Cloud applications.
    Note:
  • If you are using RICOH InfoPrint Manager Subscription, RICOH Cloud Connector is automatically installed with the product. When you uninstall RICOH InfoPrint Manager, RICOH Cloud Connector is automatically uninstalled.
  • You do not need to install RICOH Cloud Connector to use RICOH Supervisor.

You can install RICOH Cloud Connector on the following operating systems:

  • On Windows:
    • Microsoft Windows 10 Pro/Enterprise
    • Microsoft Windows 11 Pro
    • Microsoft Windows Server 2019 Standard
    • Microsoft Windows Server 2022 Standard
  • On Linux:
    • Red Hat Enterprise Linux 8
    • Red Hat Enterprise Linux 9
    • Fedora Linux 38
    • CentOS Stream 8
    • Ubuntu 22.04 LTS
    • openSUSE Leap 15.4
    Note:
  • These are the latest versions tested with RICOH Cloud Connector, but you can also use later versions of these operating systems.
  • These operating systems and their updates are supported as long as the manufacturer continues to provide support to their customers under standard agreements, not including extended support.

The RICOH Cloud Connector installation requires at least 1.1 GB of free space.

For the RICOH TotalFlow Producer Advanced and Trial subscriptions, the Windows version of RICOH Cloud Connector includes the RICOH Printer Connector component and requires at least 3.6 GB of free space. The RICOH Printer Connector component facilitates the communication with supported printers running in your environment.

Related information:

RICOH Cloud Connector
Connectors

2.1 Downloading RICOH Cloud Connector

You can download the latest version of RICOH Cloud Connector from the Connectors tab in RICOH Account Administration. Download the package onto the server where you plan to install the application.
Before you download Cloud Connector, make sure these conditions are met:
  • The Cloud Connector setup page opens in a web browser. Make sure that the system has the latest versions of one of these browsers installed:
    • Mozilla Firefox
    • Google Chrome
    • Microsoft Edge
  • You have write permission on the default installation location:
    • %ProgramData%\RICOH\Cloud Connector\ for Windows, or
    • /opt/RICOH/RCC/ for Linux.
  • If you choose a different installation path, make sure that it exists and you have write permissions on it. If the directory exists, it must be empty.
To download RICOH Cloud Connector:
  1. Log in to the server that you want to install Cloud Connector on as an administrator.
  2. Log in to RICOH TotalFlow Cloud as a user with access to RICOH Account Administration.
  3. In RICOH Account Administration, click Connectors in the left pane.
    You see the Connectors tab.
    Connectors tab
  4. Click Download on the top-right corner of the page and select Download for Windows or Download for Linux, according to your operating system.
  5. Save the installation package in a location where you have write and execute permissions. On Linux, you download an archive named ricoh-cloud-connector-linux.gz, which contains the executable file.
    The name of the downloaded file is:
    • On Windows: ricoh-cloud-connector-win.exe
    • On Linux: ricoh-cloud-connector-linux.gz
For the RICOH TotalFlow Producer Advanced and Trial subscriptions, the Windows version of RICOH Cloud Connector also includes the RICOH Printer Connector component, which facilitates the communication with supported printers running in your environment.

2.2 Installing or Updating

After downloading the current version of RICOH Cloud Connector, install it on the server that you identified.
    Note:
  • If you downloaded the installation files to a different machine, copy the files to the system that you want to install the program on.
  • Make sure that you have enough space on the disk:
    • The RICOH Cloud Connector installation requires at least 1.1 GB of free space.
    • For the RICOH TotalFlow Producer Advanced and Trial subscriptions, the Windows version of RICOH Cloud Connector includes the RICOH Printer Connector component and requires at least 3.6 GB of free space.
To install or update RICOH Cloud Connector:
  1. Log in to the computer where you downloaded the RICOH Cloud Connector installer executable as an Administrator.
    On a Linux system, you must log in with a user account that has read and write permissions on these directories:
    • /var
    • /etc
    • /usr
    • /opt

    Also, you need execute permission for the RICOH Cloud Connector executable file that you downloaded.

  2. If you are installing on Linux, find and double-click ricoh-cloud-connector-linux.gz to unpack the installer files.
    Important: Among the unpacked files, you should see the installer executable file, named ricoh-cloud-connector-linux. Make sure that the file can be run as an executable. Follow the procedure for your Linux version to make it executable.
  3. Find and double-click the RICOH Cloud Connector installer executable.
    The name of the executable file is:
    • On Windows: ricoh-cloud-connector-win.exe
    • On Linux: ricoh-cloud-connector-linux

    If you are installing RICOH Cloud Connector for the first time, the RICOH Cloud Connector Installation page opens in the default browser.

    If you are updating RICOH Cloud Connector, the RICOH Cloud Connector Update page opens in the default browser.

    Note: If the RICOH Cloud Connector Installation page does not open, your anti-virus or browser might be blocking the installer.

    Check the address bar of your browser to see if it blocked a page from opening. If the page was blocked, grant permission to display the page. If the page still does not display, refer to the Troubleshooting topic below.

  4. If you are installing for the first time:
    1. Review the legal terms and select I accept the terms of the license agreement..
    2. Verify the install location and that you have write and execute permissions for it, then click INSTALL.
  5. If you are updating RICOH Cloud Connector:
    Note: Your previous setup details are imported, including acceptance of the license.
    1. Review the information about your current version of RICOH Cloud Connector and the update version.
    2. Click UPDATE.

The installation starts and you can view its progress.

On Windows, if you have a RICOH TotalFlow Producer Advanced or Trial subscription, RICOH Printer Connector is automatically installed on your system together with RICOH Cloud Connector.

When the installation completes, the RICOH Cloud Connector Setup page opens automatically.

The RICOH Cloud Connector service starts automatically after each successful installation, update, or system restart.

Related information:

Could not install RICOH Cloud Connector

2.3 Setting Up

After you install RICOH Cloud Connector, you must configure it to communicate with RICOH TotalFlow Cloud.
When the RICOH Cloud Connector installation completes, the RICOH Cloud Connector Setup page opens in the default browser.
To set up RICOH Cloud Connector:
  1. The System name property is automatically filled in with the name of the system as set in the operating system. You can update it to something that is more recognizable or easier to remember.
  2. If your company uses proxy servers, ask your IT department for the correct IP address or hostname and port number to use. Select the option I am going to use a proxy server. and type the correct values in the Proxy settings fields.
  3. Click Test proxy. If the proxy settings are not validated, check them with your IT department, enter the correct values and try again.
  4. Click Generate code.

    If you are not logged in to Account Administration, the login dialog opens. Log in to Account Administration.

    When you are logged in, you see the Generate a One-time Code window and a unique one-time code that is valid for 20 minutes.
  5. Copy the code, return to RICOH Cloud Connector, and paste the code in the One Time Code field.
  6. Click Submit.
    If your authorization is valid, you receive a confirmation message. Click Close.

    You see the License Settings dialog.

    It contains all the details that you entered during the setup. You can edit the System name and Proxy settings, if necessary.

  7. Close the browser tab or window to exit RICOH Cloud Connector setup.

2.3.1 System Name

Displays the name of the device that you are setting up RICOH Cloud Connector on.

By default, this value is the name of this system assigned in the operating system. You can change it to a more recognizable name. RICOH Account Administration displays this name on the Connectors tab, in the table of registered connectors.

2.3.2 Proxy Settings

Some companies use proxy servers to provide an extra layer of network protection.

If your company uses proxy servers, ask your IT department for the correct IP address or hostname and port number to use.

2.3.3 One-time Code

The one-time code generated by RICOH Account Administration that you must use to register RICOH Cloud Connector, so that information can be transmitted from your network to the RICOH TotalFlow Cloud applications.

To log in to RICOH Account Administration, you need a RICOH TotalFlow Cloud user ID.

2.4 Uninstalling RICOH Cloud Connector

This section describes how to uninstall RICOH Cloud Connector using Windows system tools.
    Note:
  • To uninstall RICOH Cloud Connector on Linux, follow the instructions that your Linux distribution provides.
To uninstall RICOH Cloud Connector on Windows:
  1. Log on to the computer where RICOH Cloud Connector is installed as an Administrator.
  2. Click the Windows search button and search for the Apps & Features page.
  3. Look for and click the RICOH Cloud Connector application name.
  4. Click Uninstall.
  5. Click Uninstall again to confirm that you understand that the application and its related information will be uninstalled.
    You see the RICOH Cloud Connector Uninstall page:
  6. Review the information and select I understand and want to uninstall RICOH Cloud Connector. Depending on the configuration, your machine might restart after the uninstall process..
      Note:
    • If you uninstall RICOH Cloud Connector, all the programs that were using the uninstalled Cloud Connector for their subscriptions stop working.
    • When you uninstall RICOH Cloud Connector, all the hot folders and printers associated with it are disconnected.
  7. Click UNINSTALL.
  8. Log in to RICOH Account Administration and make sure that the uninstalled Cloud Connector is no longer displayed in the Connectors table.
    You can delete it manually if it was not automatically removed.
If you want to keep using the hot folders and printers associated with the uninstalled Cloud Connector instance, you must reconfigure them or install and register a new Cloud Connector instance. The new instance is automatically associated with the hot folders and printers that no longer have a cloud connector assigned.

2.5 Troubleshooting

2.5.1 Common Problems

2.5.1.1 Could not install RICOH Cloud Connector

When you install RICOH Cloud Connector and the installation page is not displayed, try these actions.

Possible reasons why the installation page does not open:

  • You are not logged in as an administrator.

    Log in as a user with administrator rights and try again.

  • On Linux, the installation file is not defined as an executable file.

    Follow the instructions for your version of Linux to make the file executable.

  • An ad blocker prevents the RICOH Cloud Connector Installation from opening in a new browser window.

    Find the pop-up blocker settings in your browser and allow the page to open.

  • Your anti-virus software is blocking the installer from running.

    Grant permission for the program to run inside your anti-virus program.

  • You have reached the maximum number of cloud connectors that your subscription supports.

    Log in to RICOH Account Administration and remove the disconnected cloud connectors from Connectors table. Or, contact your Ricoh sales representative to upgrade your subscription.

If none of the above is true, use the command line procedure to install RICOH Cloud Connector:

  1. Log in to the computer where you downloaded the installation files, as a user with administrator rights.
  2. Open a command prompt with Run as administrator option and locate the RICOH Cloud Connector executable file.
    Important: Make sure that you have permission to execute the file. If you are on Linux, make sure that the file is executable. If it is not, follow the procedure for your Linux version to make it executable.
  3. Type the following installation command:

    rccInstallerFileName --install

  4. Press Enter.

Related information:

Installing or Updating

2.5.1.2 Edge does not launch when installing RICOH Cloud Connector

If Microsoft Edge is your default browser and you are using the built-in Administrator account, the browser does not open automatically when you install RICOH Cloud Connector.

When this happens, you can either sign in with different user account credentials, or change your default browser to a different one, such as Chrome or Firefox. Then start the RICOH Cloud Connector installer again.

2.5.1.3 Cloud Connector Error: Signature not yet current

This error might occur if the server time is not synchronized with your current local time.

Make sure that the time of your server is synchronized with the current time with an accuracy of up to 5 minutes.

If you are using Windows, we recommend that you set the current time automatically:

  1. Log in to Windows as an administrator.
  2. Click the Windows icon on the task bar.
  3. Go to Settings ⇒ Time & language ⇒ Date & time.
  4. Turn on the Set time automatically option.
  5. Scroll down to Additional settings and click Sync now.

2.5.2 Downloading RICOH Cloud Connector Logs

If you encounter issues while using RICOH Cloud Connector, you can easily download the application logs, which can help troubleshoot the problem.
To download logs:
  1. Open a web browser window.
  2. Enter the URL for the RICOH Cloud Connector Setup page in the address bar:

    http://server_address:port_number/license,

    where server_address is the IP address or host name of the computer where RICOH Cloud Connector is installed and port_number is the application port.

    If you are on the computer where RICOH Cloud Connector is installed and you are using the default port, you can go to http://localhost:15180/license.
  3. Click , the Help icon, on the banner and select Download logs.
  4. Save the log package to your system.
    The procedure for saving the file depends on the web browser settings.

    The logs are saved in ZIP format and the resulting package is named RCC_logs_yyyy-mm-ddThh_mm_ss.zip, where yyyy-mm-dd and hh_mm_ss represent the date and time when the logs were collected.

    Note: If the RICOH Printer Connector component was installed together with RICOH Cloud Connector, the RICOH Printer Connector logs are also included in the package.