RICOH TotalFlow Producer

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

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

For the RICOH TotalFlow Producer Advanced subscription, 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.

You can create orders from job files that you already received and submit them in the RICOH TotalFlow Producer user interface. Orders can also be generated when files are submitted by email.

Submitted orders are available in RICOH TotalFlow Producer until they are deleted.

When you first open the application, several sample orders are displayed in the Orders table. The table columns show the names of the orders and their properties.

When you click the arrow in front of an order name, you can see the jobs within the order and their properties.

The following order properties are displayed by default:

• Order ID - a unique number that TotalFlow Producer assigns to the order.
• Status - the current state of the order.

  The status of an order can be:

  • New Order - the order arrived in RICOH TotalFlow Producer but it has not been processed yet.
  • Processing - the order is being processed.
  • Prepress required - the order requires the action of an operator before printing.
  • Ready for production - the order is ready for printing.
  • Waiting for customer - the order requires the action of the customer. For example, the customer must send a new file or approve a draft.
  • Order Complete - the jobs are printed and the production of the order is complete.
  • Shipped - the order has been sent to the customer.

• Order Name - the name given to an order when it was created.
• Date Submitted - the date when the order was submitted.
• Due date - the date when the jobs must be printed.
• Customer - if a customer user submitted the order, their Customer name is displayed here. If an internal user submitted the order, the field is empty.
• Submitted by - the email of the user that submitted the order.

You can also choose to display other order information from the Manage Columns table:

• Assigned to - the employee that is in charge of monitoring the order.
• Submission Method - shows how the order was submitted.

  The submission methods can be:

  • Producer - the user submitted the order in the RICOH TotalFlow Producer user interface.
  • Email - the user sent the order by email.
  • Sample - the order is a sample that RICOH TotalFlow Producer provides for new users.

Based on the access rights of your user account, you can do the following actions in the Orders table:

• Submit orders.

  Click the Submit Order button in the top-right corner.

• Manage the columns in the table.

  Click , the Table Settings icon, then Manage order columns.... Select which order properties are displayed in the Orders table and rearrange them.

• Manage the columns for the jobs inside the order.

  Click , the Table Settings icon, then Manage job columns.... Select which properties are displayed for the jobs inside the order and rearrange them.

• Sort orders.

  Click a column heading to sort the orders according to that column.

• Filter orders.

  Click , the Search icon, and type a string of characters to filter the orders.

• Group orders.

  Click the arrow next to the Orders table title, then select a grouping method:

  • Orders Grouped by Customer

    Customer users cannot see the orders of other customers and do not have access to this option.

  • Orders Grouped by Submitter

    Users with a Job Submitter role can only view their own orders and do not have access to this option.

  • Orders Grouped by Status
  • Orders Grouped by Due Date

• Manually change the order state.

  Right-click an order or a group of selected orders and select Change state to. Then, select a status from the menu.

• Add customized order states.

  Right-click an order or a group of selected orders and select Change state to. Then, select Order status settings.... Create a customized order state that you can use when you change the order state manually.

• Edit order properties.

  Right-click an order and select Order properties....

• Delete orders.

  Right-click an order or a group of selected orders and select Delete orders....

• Expand the order to view and manage its jobs.

  Click the arrow in front of the order name. Inside the order, you can see the Jobs table that displays the jobs within the order and their properties.

Users with a Job Submitter role can view only the jobs they submitted. Users with a Job Submitter & Viewer role can view all the jobs.

Submitted jobs are available in RICOH TotalFlow Producer until they are deleted.

When you first open the application, some sample jobs are displayed in the Jobs table.

The Jobs table columns show the following job information by default:

• ID - a unique number that TotalFlow Producer assigns to each job. It consists of the order number followed by the number that the file has inside the order.
• Status - shows the current state of the job. A job can be in one of these states:

  Job processing	New Job (default job state assigned to all new jobs) Scanning for viruses File quarantined Job Processing Job Complete Error
  Sending to hot folder	Sending to hot folder name Sent to hot folder name
  Sending to printer	Queued for printer name Queued to print on printer name Held on printer name Processing on printer name Printing on printer name Printed on printer name Paused on printer name Suspended on printer name Canceled on printer name Aborted on printer name
  Preflight	Pending preflight Preflighting
  Conversion to PDF	Converting to PDF
  PDF flattening	Flattening PDF

• Job Name - if you do not choose a different name, the name of the PDF file becomes the job name.
• Preflight status - shows if the file passed preflight validation.

  Preflight status is available with a RICOH TotalFlow Producer Advanced subscription.

• Date Submitted - the date and time when the job was submitted.
• Due date- the date when the job is due.
• Customer - if a customer submitted the order, their Customer name is displayed here. If you submitted the order, the field is empty.
• Copies - the number of job copies to be printed.
• Pages - the number of pages in the PDF job file.
• Double sided - specifies if the job is printed on both sides of the paper or not.
• Staple - specifies the type of staple applied on the paper sheets after the job is printed.
• Hole punch - specifies the hole punch type applied on the paper sheets after the job is printed.
• Color / Black & White - specifies the ink color required for the job.
• Paper size - specifies the paper size required for the job.

  You can also choose to display other job information from the Manage Columns table:

• Assigned to - the employee that is in charge of monitoring the job.
• Destination - the printer or the hot folder that the job was sent to.
• Order ID - the ID of the order to which the job belongs.
• Order Name - the name of the order to which the job belongs.
• Submission Method - specifies whether the job was submitted from the user interface or by email.
• Submitted by - displays the email address of the submitter.

Based on your subscription and the access rights of your user account, you can do the following actions in the Jobs table:

• Submit jobs.

  Click the Submit Job button in the top-right corner.

• Manage the columns in the table.

  Click , the Table Settings icon, then Manage columns.... Select which job properties you want to display in the Jobs table and set their order.

• Sort jobs.

  Click a column heading to sort the jobs in ascending or descending order according to that column.

• Filter jobs.

  Click , the Search icon, and type a string of characters to filter the jobs.

• Group jobs.

  Click the arrow next to the Jobs table title, then select a grouping method:

  • Jobs Grouped by Customer

    Customer users cannot see the jobs of other customers and do not have access to this option.

  • Jobs Grouped by Submitter

    Users with a Job Submitter role can only view their own jobs and do not have access to this option.

  • Jobs Grouped by Status
  • Jobs Grouped by Due Date

• Edit the job or the order information.

  Right-click a job and select Order properties.... If you have a Base subscription, the Edit Job dialog opens. If you have an Advanced subscription, the Edit Order dialog opens and the job is already selected.

• Edit PDF jobs in the Job Properties Editor.

  Right-click a PDF job and select Job properties.... You can specify various settings, including layout, paper, finishing, color, print quality, and fifth station settings, and configure covers, slip sheets, or exception pages. Most of the changes are shown in real time so that you can preview the final output.

• View the PDF job file.

  Right-click a PDF job and select View.... If you have a Base subscription, the file opens in the PDF Viewer. You can navigate through the pages, adjust the view settings, or print the document to a local printer. If you have an Advanced subscription, the file opens in the PDF Editor. You can navigate through the pages, adjust the view settings, add comments or drawings, and search the document.

• Edit the PDF job file in the PDF Editor.

  Right-click a PDF job and select View and edit PDF.... The PDF Editor opens and you can make various types of annotations, hide text, reorder pages, add comments, highlights, drawings, signatures, and more.

• Download the job file.

  Right-click a job and select Download.

• Manually convert supported Microsoft Office files and images to PDF.

  Right-click the job that you want to convert and select Convert to PDF.

• Manually change the job state.

  Right-click a job or a group of selected jobs and select Change state to. Then, select a job status from the menu.

• Add custom job states.

  Right-click a job or a group of selected jobs and select Change state to. Then, select Job status settings.... Create a custom job state that you can use when you change the job state manually.

• Manage job file versions.

  Right-click a job and select Version history....

  You can restore a modified file to the previous version and download or delete a file version.

• Delete jobs.

  Right-click a job or a group of selected jobs and select Delete jobs....

• Send jobs to preflight, hot folders, or printers.

  Select one or multiple jobs and drag them over one of the icons on the right.

  • - Preflight
  • - Hot Folders
  • - Printers
  Then, drop the jobs onto one of the items available in the panel.

The additional applications are:

Preflight

Lets you apply additional preflight checks on the PDF files after submission, to verify that your files are compatible with PDF/X standards and to convert your PDFs into valid PDF/X files.

To use the preflight function, you must have the Job Manager role in RICOH TotalFlow Producer and an Advanced subscription.

Hot Folders

Lets you move submitted jobs to previously created hot folders, either on a network or local drive. The job files can be stored in the hot folders 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.

To use hot folders, you must have the Job Manager role in RICOH TotalFlow Producer.

You can create hot folders in RICOH Account Administration. The folders must be on a workstation in the same local area network as the Cloud Connector associated with RICOH TotalFlow Producer and the account.

To display the available hot folders and their status, click , the Hot Folders icon. The status can be:

Connected	RICOH Cloud Connector is installed and running and registered on your account.
Disconnected	RICOH Cloud Connector was stopped or uninstalled.
Cannot access	The hot folder location was deleted or the folder is password protected and the credentials expired. If you create a new folder at the same location and with the same name, or renew the folder access credentials the status changes to Connected.

Printers

Lets you add supported printers running on-premises in your network, view and edit printer properties, view printer status and printer information, enable, disable, or delete printers, and submit jobs to available printers.

To use printers, you must have the Job Manager role in RICOH TotalFlow Producer and an Advanced subscription.

The printers must be in the same local area network as the Cloud Connector associated with RICOH TotalFlow Producer and the account.

To display the available printers and their status, click , the Printers icon. Printers can have one of these states:

	Ready	The printer is enabled and can receive jobs.
	Printing	A job is currently printing on the printer. If it is a job that you sent, the name of the job and the printing progress are also displayed.
	Error	An error occurred on the printer.
	Disabled	The printer is disabled and cannot receive jobs. Enable the printer to send jobs and receive status information.
	Disconnected	Cannot connect to RICOH Cloud Connector or RICOH Printer Connector. See Disconnected Printers for troubleshooting information.

Use the icon at the top right of the section to change the view as described in the table.

Icon	View name	Description
	Sheet view	Shows the job displayed as pages in the order that you read them.
	Book view	Shows the job displayed as a book.
	Job Summary	Summarizes all the job settings. These settings can be exported as HTML files.
	View options	Shows page numbers, slip sheets, and the origin point.

These actions are available on the Automations tab:

• Create automations.

  Click the Create automation button in the top-right corner and follow the prompts.

• Edit an automation and enable or disable an automation.

  Right-click an automation in the list and select Edit.

• Duplicate an automation.

  Right-click an automation in the list and select Duplicate.

• View the history of an automation.

  Right-click an automation in the list and select View history. You can filter the list of messages based on status type or time range and export the automation history to a CSV file.

• Delete an automation.

  Right-click an automation in the list and select Delete. Deleted automations are permanently removed from the system.

• Manage the columns displayed in the table.

  Click , the Table Settings button, and then select Manage Columns and specify the columns to display in the table.

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.

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.

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.

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

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.

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

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.