Configuring Customer Accounts for Submission by Email

Customer users can submit Orders or Jobs using a customized email address.
To configure a customer account for submission by email:
  1. Sign in to RICOH Account Administration.
  2. Click Customers.
  3. In the Customers table, right-click the customer row and select Edit.
    The Edit customer: {1} dialog opens.
  4. Under Email Address for Job Submission, make sure that the Turn on job submission by email option is selected.
    When the Turn on job submission by email option is enabled, a customized email address is automatically created only for that customer.
  5. 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.
  6. Share the email address with your customer.
  7. To enable your customer to submit jobs or orders by email, create at least one user account for them, with Job Submitter role.
  8. Inform your customer that:
    • Users can attach these types of files to an email and send them to the customized email address:
      • PDF
      • Microsoft Word, Excel, and PowerPoint files
      • PNG, JPEG/JPG, and TIFF/TIF
      • Microsoft Office format job submission is a BETA feature supported with the RICOH TotalFlow Producer Advanced subscription.
      • Images and files submitted in Microsoft Word, Excel, and PowerPoint formats are converted to PDF.

        Any fonts used should be embedded in the Microsoft Office document. Otherwise, the font is substituted and the resulting PDF might look different from the original file.

      • The attachments cannot exceed the total size allowed by the email service provider.
    • When the email is received, an order is created in RICOH TotalFlow Producer and the attached files become the job files.

      The email subject becomes the order name. The email address of the sender and the body of the email become job instructions.

    • If the email contains supported and unsupported types of files, only the supported files are submitted to RICOH TotalFlow Producer. The customer receives a confirmation email with information about the order status, order number, submission date and time, and the list of submitted jobs.

      If the email contains only unsupported files, the files are not submitted and the customer receives a failure notice.