Ricoh e-Sharing Box Manual de usuario
Operating Instructions
Operation Guide
For safe and correct use, be sure to read the Safety Information in Read This First before using the machine.
TABLE OF CONTENTS
1. About This Machine
What You Can Do with this Machine............................................................................................................... 5
You Can Easily Manage Files....................................................................................................................... 6
You Can Manipulate Files from a Smart Device..........................................................................................6
You Can Print or Store Files Using Multifunction Peripherals (MFP).......................................................... 7
You Can Access Files from Outside Your Intranet....................................................................................... 7
Basic Information................................................................................................................................................ 8
Operating Environment..................................................................................................................................8
Supported File Types and Sizes..................................................................................................................10
Folder Structure............................................................................................................................................13
What is DocsConnect?................................................................................................................................15
2. Operating from Computers
Accessing from a Computer............................................................................................................................ 17
Web Browser Settings................................................................................................................................. 17
Accessing Using a Web Browser............................................................................................................... 18
How to Use the Top Page........................................................................................................................... 19
Registering a User............................................................................................................................................ 21
Changing a Password................................................................................................................................. 22
Changing User Names and E-mail Addresses..........................................................................................22
Sharing Files with Specified Users.................................................................................................................. 23
Creating a Limited Shared Folder...............................................................................................................23
Deleting a Limited Shared Folder............................................................................................................... 23
Sorting Files Automatically.............................................................................................................................. 25
Sorting Fax Documents................................................................................................................................26
Converting Files Automatically........................................................................................................................27
Using Preset Shared Workflows................................................................................................................. 28
Registering a Workflow...............................................................................................................................29
Executing a Workflow................................................................................................................................. 32
Example 1: Converting Documents to JPEG files...................................................................................... 33
Example 2: Confirming a Received Fax.....................................................................................................36
3. Operating from Smart Devices
How to Use the Main Screen (When Using an iPad)................................................................................... 41
Accessing from Smart Devices........................................................................................................................ 44
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Connecting to the Machine.........................................................................................................................44
Disconnecting from the Machine................................................................................................................46
Basic Procedures for Using Files..................................................................................................................... 48
Displaying a File List.................................................................................................................................... 48
Creating a New Folder............................................................................................................................... 48
Sorting Files/Folders................................................................................................................................... 49
Searching Files/Folders.............................................................................................................................. 49
Renaming Files............................................................................................................................................. 50
Deleting Files/Folders................................................................................................................................. 50
Adding Files to Favorite...............................................................................................................................51
Uploading Files................................................................................................................................................ 52
Changing the Folder to Upload..................................................................................................................52
Uploading Photographs Taken by a Camera........................................................................................... 52
Uploading Photographs or a Video Stored on a Smart Device.............................................................. 53
Scanning and Uploading from an MFP..................................................................................................... 54
Uploading from Other Applications...........................................................................................................55
Writing Notes in Files.......................................................................................................................................57
Printing Files...................................................................................................................................................... 59
Specifying Printing Conditions.................................................................................................................... 59
Specifying a Printer Using Connecting Codes...........................................................................................60
Specifying a Printer Using an IP Address...................................................................................................61
Selecting a Printer from the List................................................................................................................... 61
Registering a Commonly-Used Printer as "My Printer"............................................................................. 62
Faxing Files....................................................................................................................................................... 63
Projecting Files Using a Projector....................................................................................................................65
Specifying a Projector Using Connecting Codes...................................................................................... 65
Specifying a Projector Using an IP Address.............................................................................................. 67
Selecting a Projector from the List...............................................................................................................68
Registering a Commonly-Used Projector as "My Projector".................................................................... 68
Linking with an Interactive Whiteboard to Display and Store Files..............................................................70
Displaying Files on an Interactive Whiteboard......................................................................................... 70
Storing Pages from an Interactive Whiteboard.........................................................................................70
Accessing from Outside Your Intranet............................................................................................................ 72
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4. Operating from Multifunction Peripherals (MFPs)
How to Use the Main Screen.......................................................................................................................... 73
Accessing from Multifunction Peripherals (MFPs)..........................................................................................75
Logging in to the Machine from MFPs....................................................................................................... 75
Displaying a Connecting Code on the Control Panel...............................................................................76
Scanning and Sending Originals to the Machine......................................................................................... 77
Scan Settings................................................................................................................................................ 78
Printing Documents Stored on the Machine...................................................................................................80
Print Settings................................................................................................................................................. 81
Using the Address Book in the Machine........................................................................................................ 83
5. Managing the Machine
About @Remote................................................................................................................................................85
About Access Privileges...................................................................................................................................86
Where to Locate the Machine.........................................................................................................................87
Turning the Power On and Off........................................................................................................................89
Starting the Machine................................................................................................................................... 89
Shutting Down and Rebooting the Machine..............................................................................................90
Data Management...........................................................................................................................................91
Backing Up Data..........................................................................................................................................91
Restoring Data..............................................................................................................................................92
Installing Updated Programs Automatically...................................................................................................94
Returning to the Default Conditions................................................................................................................ 95
Enhancing Security...........................................................................................................................................96
Using an Anti-Virus Function....................................................................................................................... 96
Creating Digital Certificates........................................................................................................................96
Managing Registered Smart Devices.........................................................................................................97
Restricting Access to the Machine.............................................................................................................. 97
Monitoring Access to Documents............................................................................................................... 97
Troubleshooting................................................................................................................................................99
Error Notification......................................................................................................................................... 99
Checking Log Information........................................................................................................................... 99
Notification by Lights and Beeps............................................................................................................. 100
When Error Messages Appear................................................................................................................ 102
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Other Problems..........................................................................................................................................105
Setting Menus................................................................................................................................................ 106
Personal Settings........................................................................................................................................106
System Settings.......................................................................................................................................... 109
Maintenance..............................................................................................................................................120
Device Information.................................................................................................................................... 122
Others.........................................................................................................................................................122
6. Appendix
Specifications................................................................................................................................................. 123
Guide to Components...............................................................................................................................123
Machine's Specifications.......................................................................................................................... 124
Copyrights for Software................................................................................................................................ 127
Trademarks.....................................................................................................................................................128
4
1. About This Machine
This chapter describes what you can do with RICOH e-Sharing Box. It also explains basic information
such as hardware requirements and the folder structures of the machine.
What You Can Do with this Machine
RICOH e-Sharing Box is a file server system that enables you to share and manage files stored on the
machine easily.
Files stored in this machine can be accessed not only by computers, but also by various types of devices,
such as multifunction peripherals (MFPs), smart devices, and interactive whiteboards, so that those data
can be printed or projected.
In addition, if you use a relay server, you can access the files stored in the machine from outside an
intranet that is protected by a firewall.
DJA101
Outside the intranetOutside the intranet
Relay server
IntranetIntranet
FAX
Data conversion
File sorting
Automatic processing
5
You Can Easily Manage Files
File Share
Only user registration is required to share files. Registered users are allowed to access a shared
folder that all users can access, a personal folder that only the registered user can access, and a
network-shared folder that links with external storages. No difficult settings are required to assign
each user the privilege to access shared folders. Also, a limited shared folder that only authorized
users can access is available.
File Search/Sort
By using preset keywords, the machine searches for files that contain the keywords in their titles and
contents. Then, it creates links to the files that are found and stores the links in a specified folder.
You can easily access the files that you want, even though there are many files stored in the
machine. This function is only available on Windows operating systems.
For details, see page 25 "Sorting Files Automatically".
Automatic File Conversion
When you store files in a folder, as specified by the workflow you have created and registered, the
machine automatically converts the files to another format and sends an e-mail to notify you that the
conversion is complete according to the workflow you registered. You can simplify your daily work
by registering routine jobs as a workflow.
For details, see page 27 "Converting Files Automatically".
You Can Manipulate Files from a Smart Device
DocsConnect
You can perform various file operations from a smart device by using DocsConnect, which is an
application designed for RICOH e-Sharing Box. To access RICOH e-Sharing Box from a smart
device, read the connecting code that appears on the display using the smart device's camera.
If you browse MSWord or Excel files that are not supported by the operating system of your smart
device, the machine automatically converts those files to be displayed on the smart device. You do
not need to convert the files to PDF format files using a computer and transfer them to the smart
device.
For details, see page 15 "What is DocsConnect?".
File Upload
You can upload photographs taken by a smart device's camera and photographs stored in a smart
device to RICOH e-Sharing Box using DocsConnect. You can also upload files from other
applications by sending them to DocsConnect.
For details, see page 52 "Uploading Files".
1. About This Machine
6
Easy Connection Using a Connecting Code
You can print files that are opened with DocsConnect by scanning the connecting code displayed
on the control panel of an MFP.
By scanning the connecting code on a projector, you can also project files that are opened with
DocsConnect.
In addition, by scanning the connecting code on an interactive whiteboard, you can display the
files that are opened with DocsConnect on the interactive whiteboard, and upload files displayed
on the interactive whiteboard to RICOH e-Sharing Box using DocsConnect.
For details, see page 60 "Specifying a Printer Using Connecting Codes", page 65 "Specifying
a Projector Using Connecting Codes" and page 70 "Linking with an Interactive Whiteboard to
Display and Store Files".
You Can Print or Store Files Using Multifunction Peripherals (MFP)
Direct Access from MFPs
It is possible to directly access from an MFP on which a browser function is installed to RICOH e-
Sharing Box. You can store files that are scanned by an MFP to a specified folder in the machine or
print files stored in the machine on the MFP. For this, you do not need to use a computer.
For details, see page 75 "Accessing from Multifunction Peripherals (MFPs)".
LDAP Server Function
RICOH e-Sharing Box can be used as a LDAP server.
It is possible to access RICOH e-Sharing Box from an MFP connected to a network, so that user
information and the address book stored in this machine can be referred to. You can manage user
information centrally because there is no need to configure the settings for each MFP.
For details, see page 83 "Using the Address Book in the Machine".
You Can Access Files from Outside Your Intranet
Even if RICOH e-Sharing Box is connected to an intranet that is protected by a firewall, you can access
the machine using a smart device via a relay server. This may be useful when you are outside your office
and want to browse documents on your server.
In addition, if you register a workflow to this machine in advance, you can be notified by e-mail every
time you receive a facsimile and confirm its contents even if you are outside the company.
For details, see page 72 "Accessing from Outside Your Intranet".
What You Can Do with this Machine
7
Basic Information
Operating Environment
RICOH e-Sharing Box can be accessed by various types of devices. Up to 20 devices can access this
machine at the same time.
Computers
You can access this machine using a web browser from a computer that is connected to a network.
Access the machine from a computer to register a workflow or change the default settings. For
details, see page 17 "Accessing from a Computer".
Smart devices
You can access this machine from a smart device using DocsConnect, which is an application
designed for RICOH e-Sharing Box. If you use a smart device to scan a connecting code displayed
on a computer's screen using DocsConnect, it automatically accesses this machine. For details
about DocsConnect, see page 15 "What is DocsConnect?".
MFP
You can access this machine from an MFP on which a browser function is installed. You can
perform file management using this machine from an MFP's control panel. For details, see
page 75 "Accessing from Multifunction Peripherals (MFPs)".
Operations are device-specific. For details, see page 10 "Supported File Types and Sizes".
1. About This Machine
8
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