Page 1 Operating Instructions Operation Guide For safe and correct use, be sure to read the Safety Information in Read This First before using the machine.
Page 3: Table Of Contents
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..................
Page 4 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..............................
Page 5 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..............................
Page 6 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...
Page 7: About This 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.
Page 8: You Can Easily Manage Files
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.
Page 9: You Can Print Or Store Files Using Multifunction Peripherals (Mfp)
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.
Page 10: Basic Information
1. About This Machine 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.
Page 11 The device used must be equipped with a camera on its back side. Supported operating systems iOS Ver. 7.0 to 8.1 Android 2.3 to 5.0 MFPs Supported models Ricoh MFPs on which a browser function or the Smart Operation Panel is installed.
Page 12: Supported File Types And Sizes
• For updates about compatible models of MFPs, projectors, and interactive whiteboards, see the Ricoh website. • For updates about supported operating systems, see the Ricoh website. • A Browser unit is required to use a browser function. Extended JavaScript also needs to be installed.
Page 13 Basic Information *3 Supported character encodings are ISO 8859-1, Shift-JIS, and Unicode (UTF-8, UTF-16LE, and UTF-16BE). *4 The maximum size of a text file is 10 MB. *5 Movie files cannot be played on an MFP. *6 H.264 Baseline Profile Level 3.0 (up to 640 × 480 at 30 ftps) or MPEG-4 Part2 movie files are supported.
Page 14 1. About This Machine Smart Maximum File Computers MFPs Devices Size Displaying files on an interactive × × 100 MB whiteboard Storing pages on an interactive × × – whiteboard Configuring system settings × × – Configuring personal settings × ×...
Page 15: Folder Structure
Error BackupFile Error DJA102 "AllUsers" folder, personal folders, limited shared folders, and a favorite folder are under the root directory of RICOH e-Sharing Box. The "AllUsers" folder and personal folders have the following subfolders. AllUsers folder • 1.Files folder • 2.KeywordSearch folder •...
Page 16 1. About This Machine Folder name Description "Registered user name" This is a personal folder. When a user is registered, a folder named with registered user's name is automatically created. Only the registered user can access this folder. "Limited shared folder This is a limited shared folder that only authorized users can access.
Page 17: What Is Docsconnect
DocsConnect is an application for accessing RICOH e-Sharing Box using a smart device. When you display, print, or project the files stored in RICOH e-Sharing Box using DocsConnect, selected files are stored in a smart device temporarily. When you close DocsConnect, temporarily stored files are deleted automatically from the smart device.
Page 18 1. About This Machine • For details about quality and restrictions on communication lines, contact your carriers.
Page 19: Operating From Computers
Accessing from a Computer You can access RICOH e-Sharing Box using a web browser on a computer that is connected to a network. Web Browser Settings The first time you access RICOH e-Sharing Box, register the machine's address as a trusted site.
Page 20: Accessing Using A Web Browser
2. Operating from Computers Web browser settings on Windows Server 2012/2012 R2 If you access the machine using Windows Server 2012/2012 R2, a blank white screen may appear. Change the web browser settings according to the procedures below. Click [Internet options] under [Tools]. Confirm the [General] tab is selected.
Page 21: How To Use The Top Page
However, if you access the machine using Windows Server 2012/2012 R2, the icon for RICOH e-Sharing Box may not appear. If this is the case, enable "SSDP Discovery" and "UPnP Device Host" in Windows services settings. For details, see the Microsoft website.
Page 22 2. Operating from Computers DEH011 1. User Type/User Name Displays the current user type and name. For details about user types, see page 86 "About Access Privileges". 2. [Select Operation] Click to display the top page. 3. [Log Out] Click to log out of the machine. 4.
Page 23: Registering A User
• If the "Limit user registrn.:" check box in "Security Settings" under "System Settings" is not selected, users who can access the network RICOH e-Sharing Box is connected to can register a new user and browse the "AllUsers" folder. If the "Limit user registrn.:" check box is selected, [Add New User]...
Page 24: Changing A Password
2. Operating from Computers • You can register new users and change user privileges in "User Management" under "System Settings". For this, administrator's privileges are required. Changing a Password Log in to the machine. Click [Show Setting Screen]. Click [Enter User Information]. Enter a new password in "Password"...
Page 25: Sharing Files With Specified Users
To select multiple users, hold down the Ctrl key while clicking each user name. Click [Apply]. Click [OK]. A limited shared folder is created in RICOH e-Sharing Box. • To edit limited shared folders, click [Edit] for the folder on the "Limited Shared Folder Settings" screen.
Page 26 2. Operating from Computers Select the folder you want to delete. Click [Delete Selected Limited Shared Folder]. Click [OK].
Page 27: Sorting Files Automatically
Sorting Files Automatically Sorting Files Automatically RICOH e-Sharing Box uses keywords to search for files stored in the "1.Files" folder of the "AllUsers" folder and files stored in the "1.Files" folder of the personal folder. The keywords are folder names that are created in the "2.KeywordSearch"...
Page 28: Sorting Fax Documents
2. Operating from Computers When the file is found, you can open it by double-clicking the link in this folder. • You can also use this function from smart devices. • Password-protected files are not supported. If images are included in the files, the images cannot be sought.
Page 29: Converting Files Automatically
Converting Files Automatically Converting Files Automatically When you store files in the specified folder, RICOH e-Sharing Box automatically performs operations according to the workflow you registered in the machine. There are two workflows, Shared Workflows and Personal Workflows. Users registered to the machine can use Shared Workflows.
Page 30: Using Preset Shared Workflows
2. Operating from Computers • Total number of pages in a file exceeds 100 Using Preset Shared Workflows The machine has the following preset shared workflows: • PDFConversion After stored in this folder, files are automatically converted to PDF files. Converted PDF files are stored in the "PDF"...
Page 31: Registering A Workflow
Converting Files Automatically Registering a Workflow Preparations In the "1.Files" folder under the personal folder, create a folder to store files that are automatically converted. Registering a Workflow Three steps are required to register a workflow: 1. Registering destination folders Register a folder to store files that are automatically converted.
Page 32 2. Operating from Computers Select a folder type in "Folder type:". Enter the path of a destination folder in "Folder path:". Also, you can directly select folders by clicking [Browse]. Click [Apply]. Click [OK]. The destination folder is registered. Click [To Email Destination Settings]. •...
Page 33 Converting Files Automatically • If you check the "Publish this email destination:" check box, other users can select this e-mail address from their e-mail destination list. • To delete e-mail destinations, select e-mail destinations on the [Email Destination] screen, and then click [Delete Selected Destination].
Page 34: Executing A Workflow
2. Operating from Computers Click [Add]. The selected folders are displayed in "Destinations selected:". To receive a notification e-mail, select the e-mail destination type from "Specify email destination for completion notification:", and then select e-mail addresses from the list. Multiple e-mail addresses can be selected. If you select "Show any destinations"...
Page 35: Example 1: Converting Documents To Jpeg Files
Converting Files Automatically • If an error occurs, a log file is created in the "Error" folder. The converted original files are also moved to the "Error" folder automatically. Example 1: Converting Documents to JPEG files This section explains the settings for converting documents created by PowerPoint or Word to JPEG files and receiving a notification e-mail when the workflow is complete.
Page 36 2. Operating from Computers Items that are specified in the [Destination folder] screen DEH014 Enter "Presentation" in "Specify destination folder name:". Select "Personal folder" from "Folder type:". Enter "projector" in "Folder path:". Items that are specified in the [Email destination] screen DEH015 Enter "My address"...
Page 37 Converting Files Automatically Items that are specified in the [Workflow settings] screen DEH016 Enter "JPEG Conversion" in "Specify workflow name:". Select "Convert file and save" from "Select process to execute in workflow:". Select "JPEG for projection" from "File format convert to:". Select "Presentation"...
Page 38: Example 2: Confirming A Received Fax
2. Operating from Computers When the workflow is complete, converted JPEG files are stored in the "projector" folder. In addition, an e-mail notifying you that the workflow is complete is sent to abc@xyz.co.jp. Example 2: Confirming a Received Fax This section explains the settings for confirming faxes received by an MFP when you are outside of your office.
Page 39 Converting Files Automatically Items that are specified in the [Destination folder] screen DEH017 Enter "Received Fax" in "Specify destination folder name:". Select "Personal folder" from "Folder type:". Enter "Fax PDF" in "Folder path:". Items that are specified in the [Email destination] screen DEH015 Enter "My address"...
Page 40 2. Operating from Computers Items that are specified in the [Workflow settings] screen DEH018 Enter "Transferred Fax" in "Specify workflow name:". Select "Receive fax and save" from "Select process to execute in workflow:". Select "Received Fax" from "Select from registered destination folders:" of "Specify folder to save processing result:", and then click [Add].
Page 41 Converting Files Automatically Executing the workflow When the MFP receives faxes, it transfers the received faxes to the "Transferred Fax" folder under the "3.Workflows" folder. When the received faxes are stored in the "Transferred Fax" folder, the machine automatically converts them into PDF files and stores them in the "Fax PDF"...
Page 42 2. Operating from Computers...
Page 43: Operating From Smart Devices
3. Operating from Smart Devices This chapter explains how to use DocsConnect. You can download DocsConnect for iOS-based smart devices from the App Store and for Android-based smart devices from Google Play. The procedures and screens for you to use iPad are shown as examples in this guide. The procedures to use Android smart devices are the same with those to use iPad unless otherwise specified.
Page 44 3. Operating from Smart Devices 4. [Refresh] Tap to update the list. When using an Android smart device, press the menu button to display the [Refresh] icon. 5. [Draw] You can make handwritten notes in a file displayed on a smart device. For details, see page 57 "Writing Notes in Files".
Page 45 How to Use the Main Screen (When Using an iPad) • Depending on the Android smart device you are using, button or icon names may differ. For details, see the manuals provided with your device.
Page 46: Accessing From Smart Devices
3. Operating from Smart Devices Accessing from Smart Devices Before accessing RICOH e-Sharing Box, configure your smart device so that it can access a network. Connecting to the Machine Scan the connecting code displayed on your web browser to register your smart device to RICOH e- Sharing Box.
Page 47 Accessing from Smart Devices Scan the connecting code displayed on the computer's screen using the smart device. Place connecting code inside the frame according to the instructions on the screen. The smart device is registered to the machine, and then connects to the machine. Tap [Close] or press the back button.
Page 48: Disconnecting From The Machine
3. Operating from Smart Devices Cause Solutions The connecting code that appears on a • Enlarge the display of the web browser on computer's display is too small. your computer. For details about enlarging the display, see the web browser's help. •...
Page 49 Accessing from Smart Devices Tap [OK]. The smart device is disconnected from the machine. Tap [Close] or press the back button.
Page 50: Basic Procedures For Using Files
3. Operating from Smart Devices Basic Procedures for Using Files This section explains the procedures to use files on a smart device in the landscape orientation. If you use the smart device in the portrait orientation, tap [Menu] to display the main screen. Displaying a File List Tap a folder in which a file to display is stored.
Page 51: Sorting Files/Folders
Basic Procedures for Using Files Tap [Create Folder]. Enter a folder name. Tap [Create]. • If there is a folder whose name is the same with the one you entered, a new folder with the name, an underscore, and a sequential number is created. Sorting Files/Folders You can sort files and folders by the name or update date.
Page 52: Renaming Files
3. Operating from Smart Devices Enter the keywords for your search. Files containing the keywords in the file names are displayed. Renaming Files Tap [Edit]. Tap [Edit Items]. Select a file to be renamed. Tap [Rename]. Enter a new file name. Tap [OK].
Page 53: Adding Files To Favorite
Adding Files to Favorite When you add files to Favorite, the files in RICOH e-Sharing Box are copied to the "Favorite" folder in your smart device. You can see the files when the smart device is not communicating with the machine or the communication status is poor.
Page 54: Uploading Files
3. Operating from Smart Devices Uploading Files You can upload to RICOH e-Sharing Box files taken by a smart device's camera or stored on the smart device. Uploaded files are stored in the "1.Files" folder under a personal folder. To change the folder to upload, see page 52 "Changing the Folder to Upload".
Page 55: Uploading Photographs Or A Video Stored On A Smart Device
Uploading Files Take a photograph with the camera on your smart device. The photograph you took appears on the screen. Tap [Use] or the check mark. Enter a file name. Tap [OK]. The photograph is uploaded. If you tap the refresh icon ( ) or [Refresh], the uploaded photograph appears on the list.
Page 56: Scanning And Uploading From An Mfp
Scan your originals with the scanner feature on the MFP, and then convert the format of the scanned file to the one you want to use to upload the file to RICOH e-Sharing Box. You need to configure the MFP so that it can access the machine in advance.
Page 57: Uploading From Other Applications
• Total number of pages of a file exceeds 100 Uploading from Other Applications You can send files to DocsConnect from other applications that are installed in the smart device using the "Open in Another App" command, and then upload the files to RICOH e-Sharing Box.
Page 58 3. Operating from Smart Devices Open a file with any application, and then send the file to DocsConnect using the "Open in Another App" command. The name of the file that is sent to DocsConnect appears. Specify a folder to which the file is uploaded. Tap [Upload].
Page 59: Writing Notes In Files
Writing Notes in Files Writing Notes in Files You can make handwritten notes in a file displayed on a smart device. You can specify the following items from the Draw tool bar. Items Functions Close the Draw tool bar. Undo the previous action. Redo an action that you undid.
Page 60 3. Operating from Smart Devices To erase written notes, tap If you do not want to erase notes, go to Step 9. Surround the notes you want to erase by drawing a square around them. Notes contained in the surrounded area are selected. at the top right of the square.
Page 61: Printing Files
Printing Files Printing Files You can print files displayed on a smart device screen by using MFPs. The machine on which the files are stored and the MFP you are using must be on the same network. • Files that are protected by passwords or prohibited from being printed cannot be printed. •...
Page 62: Specifying A Printer Using Connecting Codes
3. Operating from Smart Devices Tap [Print Settings]. Specify print settings, such as the number of copies or paper size. Tap [Done] or press the back button. Specifying a Printer Using Connecting Codes You can connect your smart device to an MFP by scanning the connecting code displayed on the control panel of the MFP, and then print the file displayed on the smart device screen.
Page 63: Specifying A Printer Using An Ip Address
Printing Files Place the connecting code inside the frame according to the onscreen instructions. The MFP starts printing the received file. • Up to 200 pages can be printed. Specifying a Printer Using an IP Address You can specify a printer to print files displayed on the smart device screen by entering the information about the printer manually.
Page 64: Registering A Commonly-Used Printer As "My Printer
3. Operating from Smart Devices • Printers that are connected to the sub-network the smart device is connected to and that are installed with PostScript 3 are displayed on the list. • Specify a printer's IP address manually if you want to print a file using a printer that is not displayed on the list.
Page 65: Faxing Files
Faxing Files Faxing Files To fax files, first you must specify the IP address of your MFP in "Save Fax Trans/Dev Info" under "System Settings". Open a file to be sent by fax. Open the menu. • When using iOS smart devices: Tap the linkage icon ( •...
Page 66 3. Operating from Smart Devices Configure the settings for destination information, sender information, message, and date stamp. Tap [Send Result to], and then specify an e-mail address. A transmission result notification e-mail is sent to the specified e-mail address after the file is transmitted by fax.
Page 67: Projecting Files Using A Projector
Projecting Files Using a Projector Projecting Files Using a Projector DocsConnect converts files displayed on a smart device to JPEG files, and then projects them using a projector. The smart device on which the files are displayed and the projector you are using must be on the same network.
Page 68 3. Operating from Smart Devices Scan the connecting code on the projector using your smart device. Place the connecting code inside the frame according to the onscreen instructions. The smart device accesses the projector, and then it sends the converted files to be projected via DocsConnect.
Page 69: Specifying A Projector Using An Ip Address
Projecting Files Using a Projector Select the method to specify a projector in "Method to specify:". To specify a projector using an address, enter the host name or IP address of the projector. To specify a projector using a projector name, enter the projector name and the address of the network the projector is connected to.
Page 70: Selecting A Projector From The List
3. Operating from Smart Devices Open a file to project. Tap the linkage icon ( ) or [Project]. Tap [Select Projector from List]. The projector selection screen appears. Tap [Other]. Enter the projector name and IP address, and then tap [Done]. Tap [Start Projection].
Page 71 Projecting Files Using a Projector Tap [ ] or [Add to My Projector]. Tap [OK]. Deleting a projector registered as "My Projector" Tap the linkage icon ( ) or [Project]. Tap [Select Projector from List]. Tap a projector to be deleted from "My Projector". Tap the recycle bin icon or [Delete from My Projector].
Page 72: Linking With An Interactive Whiteboard To Display And Store Files
The interactive whiteboard displays the received file. Storing Pages from an Interactive Whiteboard You can store information displayed on an interactive whiteboard as PDF files in RICOH e-Sharing Box. Tap [Upload]. Specify a folder to which information displayed on the interactive whiteboard is uploaded.
Page 73 Linking with an Interactive Whiteboard to Display and Store Files Display the connecting code on the interactive whiteboard. Scan the connecting code using the smart device. Place the connecting code inside the frame according to the onscreen instructions. The information displayed on the interactive whiteboard is saved in the machine.
Page 74: Accessing From Outside Your Intranet
3. Operating from Smart Devices Accessing from Outside Your Intranet Using a relay server, you can access files stored in RICOH e-Sharing Box from outside the firewall protecting your intranet. Up to 5 smart devices can be registered to use the relay server function. To register more than 5 smart devices, you need to enter a product key in "Application Management"...
Page 75: Operating From Multifunction Peripherals (Mfps)
4. Operating from Multifunction Peripherals (MFPs) This chapter explains how to use RICOH e-Sharing Box for MFPs. Screens using the Smart Operation Panel are shown as examples in this manual. The contents displayed on the screens may differ depending on the MFP you are using.
Page 76 • When using an MFP equipped with the Smart Operation Panel, you can place a widget for the e- Sharing Box. The widget displays the list of files you have recently used in e-Sharing Box. Select a file name to open the printing screen.
Page 77: Accessing From Multifunction Peripherals (Mfps)
• When you use an MFP equipped with the standard operation panel, you can specify the top page of RICOH e-Sharing Box as the home screen of your browser. For details to customize the home screen, see the manuals provided with your MFP.
Page 78: Displaying A Connecting Code On The Control Panel
4. Operating from Multifunction Peripherals (MFPs) Displaying a Connecting Code on the Control Panel DocsConnect displays a connecting code which allows smart devices to access the MFP. Press [Connecting Code] on the top page of DocsConnect. A connecting code is displayed.
Page 79: Scanning And Sending Originals To The Machine
Scanning and Sending Originals to the Machine Scanning and Sending Originals to the Machine DocsConnect scans originals using the scanner feature of an MFP, and sends them to RICOH e-Sharing Box. You can specify the following folders as destination folders: •...
Page 80: Scan Settings
4. Operating from Multifunction Peripherals (MFPs) • The scan size of the original differs depending on the settings of the MFP. For details about how to specify an original size, see the manuals provided with the MFP. • If the file that is heavy with images or pictures is converted to "Document (*.docx)", "Spreadsheet (*.xlsx)", or "Presentation (*.pptx)", it may take time for the file to be converted.
Page 81 Scanning and Sending Originals to the Machine Items Descriptions Size Specify the size of the originals to be scanned. Select [Auto detect (mixed sizes)] to scan a batch of originals that have different sizes. If "mixed sizes" is not selected, all pages of the originals are scanned by applying the size of the first page.
Page 82: Printing Documents Stored On The Machine
4. Operating from Multifunction Peripherals (MFPs) Printing Documents Stored on the Machine You can print the files stored in the following folders by using an MFP: • "1.Files" folder and "2.KeywordSearch" folder in a personal folder or the "AllUsers" folder •...
Page 83: Print Settings
Printing Documents Stored on the Machine Specify the print settings. To change the print settings, select [Change] in [Print Settings] or the item you want to change. For details about scan settings that can be configured, see page 81 "Print Settings". Press [Start Printing] when using the standard operation panel.
Page 84 4. Operating from Multifunction Peripherals (MFPs) When using the standard operation panel Items Descriptions Copies Specify the number of copies. Color/Black & White Specify whether to print in color or black and white. When Excel files are used for printing, this setting is disabled: Excel files are printed according to the settings specified on the Excel files.
Page 85: Using The Address Book In The Machine
RICOH e-Sharing Box can be used as an LDAP server. MFPs connected to a network can access RICOH e-Sharing Box to obtain user information and the address book stored in the machine. You can manage user information centrally because there is no need to configure the settings in each MFP.
Page 86 4. Operating from Multifunction Peripherals (MFPs)
Page 87: Managing The Machine
5. Managing the Machine This chapter explains how to turn on and off the power, how to manage the data in RICOH e-Sharing Box, and possible solutions when error messages are displayed. It also describes the setting menus. About @Remote @Remote is an Internet-based support service for remotely managed multifunction peripherals.
Page 88: About Access Privileges
5. Managing the Machine About Access Privileges There are three types of privileges for RICOH e-Sharing Box: general user, administrator, and built-in administrator. General user A general user can access the "AllUsers" folder and a personal folder. A general user can only change his or her personal settings.
Page 89: Where To Locate The Machine
Where to Locate the Machine Where to Locate the Machine • Do not place vases, plant pots, cups, toiletries, medicines, small metal objects, or containers holding water or any other liquids, on or close to this machine. Fire or electric shock could result from spillage or if such objects or substances fall inside this machine.
Page 90 5. Managing the Machine CXJ016 1. Rear: 100 mm (4.0 inches) 2. Right: 50 mm (2.0 inches) 3. Front: 100 mm (4.0 inches) 4. Left: 50 mm (2.0 inches) • If you install the machine on a rack in an environment with sufficient cooling equipment, provide at least a space of 10 mm on either the left or right side of the machine.
Page 91: Turning The Power On And Off
Starting the Machine Before starting RICOH e-Sharing Box up, make sure the LAN cable is connected to the machine. If you turn on the main power before connecting the LAN cable, the machine may not connect to the network.
Page 92: Shutting Down And Rebooting The Machine
Log in to the machine as an administrator from a web browser. Click [Show Setting Screen]. Click [Shutdown/Restart] in "Maintenance" under "Setting Menu". Click [Shutdown e-Sharing Box] to turn off the power, or click [Restart e-Sharing Box] to restart. Click [Yes] or [OK].
Page 93: Data Management
Data Management You can back up data stored in RICOH e-Sharing Box, by connecting it to an external hard disk. Connect the backup hard disk to USB port 1 on the bottom left side of the front side of this machine.
Page 94: Restoring Data
5. Managing the Machine Click [Apply], and then click [OK]. • If you click [Execute Now] in "Manual execution", data backup starts immediately. • The backup status is displayed on the screen during backup. • To cancel ongoing backups, click [Stop Backup]. •...
Page 95 Data Management Click [Restore]. Click [Yes] or [OK]. The machine starts restoration. After the restoration is complete, the machine restarts. • Restoration cannot be stopped once started. • You can check the restoration results from the logs. Download the log files from "Execution History" under "Device Information".
Page 96: Installing Updated Programs Automatically
5. Managing the Machine Installing Updated Programs Automatically If RICOH e-Sharing Box is connected to an external network (the Internet), the latest firmware is automatically downloaded and installed on the machine every time the machine firmware is updated. The automatic update function is set to "Active" as a factory default.
Page 97: Returning To The Default Conditions
Returning to the Default Conditions Returning to the Default Conditions You can restore RICOH e-Sharing Box to its default state (initialization). It cannot be used while initialization is in progress. • If initialization is performed, all data and settings stored on the machine are deleted. We recommend that you back up the current data in advance.
Page 98: Enhancing Security
Click [Add Application]. Click [OK]. Creating Digital Certificates You can encrypt communications with RICOH e-Sharing Box using a digital certificate. Use the procedure below to configure a digital certificate for SSL communications in "Security Settings" under "System Settings". To access the machine using SSL communications, enter "https://(IP address or host name of the machine)/"...
Page 99: Managing Registered Smart Devices
SSL connection" check box in "Force SSL conct." of "Security Settings", and then click [Apply]. Managing Registered Smart Devices You can check the list of information about smart devices registered in RICOH e-Sharing Box. You can also delete registered smart devices from the list, if they are not needed.
Page 100 5. Managing the Machine Specify the settings for "Monitoring of access" in "Smart Device Security". If you select the "Record file name" check box in "Record of file:", the names of files smart devices access are recorded in the document access log.
Page 101: Troubleshooting
Troubleshooting Troubleshooting When an error or failure occurs in RICOH e-Sharing Box, an error message appears on the web browser screen and an error notification is sent to the administrator's e-mail address. Resolve the problems according to the displayed messages.
Page 102: Notification By Lights And Beeps
Notification by Lights and Beeps RICOH e-Sharing Box notifies you of its status with lamps and beeps. If it is operating normally, the status lamp lights green and the function lamp lights blue.
Page 103 Troubleshooting Status lamp Function lamp HDD1/2 lamp Beep patterns Status Lights green Lights blue Flashes green Copying data in the hard disk. If you replace the hard disk, it takes a few hours to copy the data. After copying is complete, the HDD lamp lights up green.
Page 104: When Error Messages Appear
5. Managing the Machine • Do not replace or modify the internal hard disk by yourself. Request a service engineer to replace the internal hard disk. When Error Messages Appear Possible solutions for the main error messages displayed on DocsConnect and the web browser are described below.
Page 105 Troubleshooting Error message Causes and solutions Failed to communicate with the The smart device has failed to communicate with the printer. printer. • Check whether the printer is connected to a network. • Check whether the printer is connected to a network that the smart device can access.
Page 106 5. Managing the Machine Error message Causes and solutions This MFP does not have a facsimile Use an MFP that is equipped with fax functions. function. Cannot transmit because the storage • Check whether the fax is connected to a network. device is not connected to the •...
Page 107: Other Problems
Excel files are not displayed correctly Specify the page and print settings using Excel, and store on your smart device. them again in RICOH e-Sharing Box. You cannot see Microsoft Office files Open the file using Microsoft Office, and then save it using on your smart device.
Page 108: Setting Menus
5. Managing the Machine Setting Menus You can change the settings of RICOH e-Sharing Box in "Show Setting Screen" on the web browser. You can only change the settings of the items in "Personal Settings" when you are logged in as a general user.
Page 109 Setting Menus Items Defaults User ID (Blank) Password (Blank) Personal Workflow This is the list of registered personal workflows. If you select [Create New Workflow] or [Edit], the personal workflow setting screen is displayed. Create New Workflow You can register a personal workflow. Items Defaults Specify workflow name...
Page 110 5. Managing the Machine • MFP general settings Items Defaults IP address of MFP 0.0.0.0 User code (Blank) • Print settings Items Defaults Copies Color/Black & White Full color 1sided/2sided print 1 sided Paper size Auto select Email Destination This is the list of registered e-mail destinations. If you select [Create New Destination] or [Edit], the e-mail destination setting screen is displayed.
Page 111: System Settings
Setting Menus Items Defaults Specify folder – • Folder type Personal folder • Folder path (Blank) Publish this folder destination: (Not selected) Publish System Settings You can configure network and security settings. You can also register users and shared workflows. General Settings You can register a host name or workgroup name for this machine.
Page 112 5. Managing the Machine Items Defaults URL of notification email Host name • Keyword search setting Items Defaults Target to search: File name & document Language/Locale Settings You can select the user interface language and locale. Items Defaults System language (Language selected on the initial settings screen) Locale...
Page 113 Setting Menus Items Defaults (Time zone selected on the Time zone initial settings screen) Daylight saving time: (Selected) Enabled • Internet time Items Defaults Synchronization: (Not selected) Synchronize with an internet time server Time server (Blank) Network Settings You can specify the IPv4 address of the machine. You can also configure the proxy server settings. •...
Page 114 POP before SMTP – • POP server (Blank) Smart Device Link Settings You can configure the settings for DocsConnect or smart devices. • Relay Function Settings Items Defaults e-Sharing Box unique ID (MAC address) Relay function: (Selected) Enabled • DocsConnect Settings...
Page 115 Setting Menus Items Defaults Apps link: (Selected) This enables the [Open In...] function in DocsConnect Folder access: (Not selected) Use cache Favorite file: (Selected) This enables the [Add Favorite] function in DocsConnect Auto. erase favorite files Shared folder access: (Not selected) Prohibit the DocsConnect to access to files under the Shared Folder Auto.
Page 116 You can configure the security settings. You can also register a self-signed certificate for SSL communication. Items Defaults Auto. detection: (Selected) Enable e-Sharing Box to be detected automatically Limit user registrn.: (Not selected) Do not show [Add New User] on login screen...
Page 117 Setting Menus Items Defaults Server name RESB-XXX Email address (Blank) Expiration date 12/31/2029 LDAP Settings You can specify whether or not to enable the LDAP server function. Items Defaults LDAP server: (Not selected) Use LDAP server function LDAP server settings –...
Page 118 5. Managing the Machine Items Defaults Folder path: AllUsers 1.Files FaxReceived Number of files to display: • Save Fax Trans/Dev Info • MFP general settings Items Defaults IP address of MFP: (Blank) Machine administrator: – Password: – User code authentication –...
Page 119 Setting Menus Items Defaults Save original: (Selected) Save the original file Classify fax document: (Not selected) Enable Classify by Month Number of days to retain • Specify folder to save processing result Items Defaults Specify folder newly (Blank) Select from registered destination folders Show shared destination •...
Page 120 5. Managing the Machine Shared Dest. Settings You can specify a shared e-mail destination and shared folder destination. • Shared Email Dest. This is the list of registered e-mail destinations. If you select [Create New Destination] or [Edit], the e-mail destination setting screen is displayed. •...
Page 121 Setting Menus Items Defaults Select users to allow access: (Blank) Device Authentication This is the list of smart devices that are registered in the machine. Information to be displayed includes device names or types, user IDs, and validity dates. If you want to unregister a smart device, select the smart device you want to unregister, and then click [Delete Selected Device].
Page 122: Maintenance
5. Managing the Machine • Network share connection Items Defaults Share Name (Blank) Network Path (Blank) Account (Blank) Password (Blank) Maintenance You can shut down or restart the machine. You can also back up and restore the data saved in the machine.
Page 123 The machine system constantly collects debug logs. Data may be collected for analysis in case of system failures. @Remote Detailed Info. Settings Detailed information about RICOH e-Sharing Box will be notified to the @Remote center. Shutdown/Restart You can shut down or restart the machine.
Page 124: Device Information
5. Managing the Machine Device Information You can check the system information and operation histories in the machine. Execution History You can download a job log, access log, system log, and document access log. System Information You can check the hard disk usage and system version. The information is updated once an hour. Others Generate Connecting Code You can generate connecting codes that smart devices can use to connect to a projector or printer.
Page 125: Appendix
6. Appendix This appendix describes the specifications for RICOH e-Sharing Box, licenses and source codes for open source software, and trademarks. Specifications Guide to Components Front view Rear view DEH009 1. HDD1/HDD2 lamp Indicates the machine's status. For details, see page 100 "Notification by Lights and Beeps".
Page 126: Machine's Specifications
6. Appendix • Do not connect USB devices to USB ports on the back side of the machine. • Do not use ports and connectors that are not explained in this manual. These ports and connectors are used by service representatives when they set up and check the machine. Machine's Specifications Item Specifications...
Page 127 The device used must be equipped with a camera on its back side. • OS: iOS Ver. 7.0–8.1, Android 2.3–5.0 MFP/Projector/Interactive Whiteboard For details, see the Ricoh website. Interface IEEE 802.3ab, IEEE802.3u, IEEE802.3 (1000Base-T/ 100Base-T/10Base-T), USB 2.0 (including 1.1), USB 3.0...
Page 128 6. Appendix Item Specifications Weight Approximately 5 kg (11.1 lb.) Optimum environment Temperature: 0–40°C (0–104°F), Humidity: 20–80% *1 Except protruding parts. *2 No condensation.
Page 129: Copyrights For Software
This section explains copyrights for software used on RICOH e-Sharing Box and DocsConnect. For details about licenses and source codes for open source software used on RICOH e-Sharing Box and DocsConnect, see "Copyrights for Software" in the offline HTML manual.
Page 130: Trademarks
6. Appendix Trademarks Adobe and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Google, Android, Chrome browser, and Nexus 7 tablet are trademarks of Google Inc. GALAXY is a trademark of Samsung in the United States and other countries. ICONIA is a trademark or registered trademark of Acer, Inc.
Page 131 Trademarks The product names of Windows 7 are as follows: ® ® • Microsoft Windows 7 Home Premium ® ® • Microsoft Windows 7 Professional ® ® • Microsoft Windows 7 Ultimate ® ® • Microsoft Windows 7 Enterprise The product names of Windows 8 are as follows: ®...
Page 132 6. Appendix ® ® • Microsoft Windows Server 2008 R2 Enterprise ® ® • Microsoft Windows Server 2008 R2 Datacenter ® ® • Microsoft Windows Server 2008 R2 for Itanium-based Systems ® ® • Microsoft Windows Web Server 2008 R2 ®...
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Ricoh e-Sharing Box Operating Instructions Manual

1 About this Machine

2 Operating from Computers

3 Operating from Smart Devices

4 Operating from Multifunction Peripherals (Mfps)

5 Managing the Machine

6 Appendix

Quick Links

Summary of Contents for Ricoh e-Sharing Box

Table of Contents