Operating Instructions

Administrator's Guide
TABLE OF CONTENTS
Guides for This Solution................................................................................................................................... 15
How to Read This Manual...............................................................................................................................16
Symbols........................................................................................................................................................ 16
Important...................................................................................................................................................... 16
Revision History............................................................................................................................................16
Terminology..................................................................................................................................................17
Trademarks....................................................................................................................................................... 19
Introduction.......................................................................................................................................................22
Installation Workflow Summary......................................................................................................................23
List of Supported Models and Functions........................................................................................................ 25
List of Licenses and Functions...........................................................................................................................28
1. Workflow
Workflow for Configuring the Initial Settings................................................................................................. 31
Device Management Function Workflow...................................................................................................... 33
Monitoring the Device Status......................................................................................................................33
Managing the Address Book and Settings of Devices in a Batch............................................................34
Managing the Embedded Functions of the Device................................................................................... 35
Installing a New Device or Relocating/Replacing a Device...................................................................37
Using the @Remote Function.......................................................................................................................39
Managing the Users.................................................................................................................................... 40
Monitoring Devices with a Mobile App.....................................................................................................41
Document Delivery Function Workflow..........................................................................................................42
Sending Scanned Documents and Received Faxes over a Network...................................................... 42
Sending Photos Taken with the Camera from a Mobile Device.............................................................. 43
Print Function Workflow...................................................................................................................................44
Enhanced Security and Convenience of Printer Function......................................................................... 44
Enabling the Mobile App for Print Functions............................................................................................. 46
2. How to Use the Management Console
Logging In to the Management Console........................................................................................................49
Screen Configuration of the Management Console..................................................................................... 50
Bookmarks and Page Navigation.............................................................................................................. 51
Time and Time zones................................................................................................................................... 51
Changing Your Password............................................................................................................................51

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 Changing the Display Settings........................................................................................................................ 52
Changing the Default Country Setting....................................................................................................... 52
Configuring the Custom Properties............................................................................................................. 52
3. Managing Devices
Viewing the Device List.....................................................................................................................................55
Icons Displayed in the Device List...............................................................................................................55
Device Properties......................................................................................................................................... 59
Organizing the Device List...............................................................................................................................73
Overview of Categories and Groups........................................................................................................ 73
Organization Strategies.............................................................................................................................. 74
Creating a Custom Category and Custom Group.................................................................................... 75
Adding a Device to the Device List................................................................................................................. 78
Configuring an Access Account..................................................................................................................78
Searching for Devices..................................................................................................................................79
Modifying the Connection Port Behavior...................................................................................................82
Adding a Device to the Device List............................................................................................................. 82
Deleting a Device from the Device List....................................................................................................... 84
Customizing the Device List Display................................................................................................................85
Adding a Display Column...........................................................................................................................85
Adding a Calculated Column..................................................................................................................... 86
Displaying Devices in a Map......................................................................................................................87
Using Quick Filters....................................................................................................................................... 89
Using Power Filter........................................................................................................................................ 89
Checking the Device Status............................................................................................................................. 91
Creating a Polling Task................................................................................................................................92
Creating an Error Polling Task.................................................................................................................... 94
Performing Polling Immediately from the Device List.................................................................................94
View Polling Times....................................................................................................................................... 95
Notifying the Device Status by E-mail............................................................................................................ 96
Configuring the E-mail Server.....................................................................................................................97
Creating a Destination.................................................................................................................................97
Creating a Polling Notification Policy........................................................................................................ 98
Creating a Discovery Notification Policy................................................................................................ 100

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 Creating a Configuration Alert Policy......................................................................................................102
Managing the Device Settings......................................................................................................................104
Creating a Standard Device Preferences Template............................................................................... 105
Creating a Device-specific Preferences Template.................................................................................. 106
Updating the Firmware..................................................................................................................................108
Managing the SDK/J Platform..................................................................................................................... 110
Managing Device Applications....................................................................................................................111
Managing the Address Book........................................................................................................................114
Managing Device Logs................................................................................................................................. 116
Registering a Template to a Task..................................................................................................................118
Rebooting a Device....................................................................................................................................... 120
Managing the Power Status of Devices....................................................................................................... 122
Reinitializing Streamline NX Embedded Application................................................................................. 124
Managing the Streamline NX Embedded Settings..................................................................................... 126
Configuring the Login Screen of a Device...............................................................................................127
Configuring the Device Operations when Authenticating Users........................................................... 128
Configuring the Priority Order of User Authentication........................................................................... 128
Configuring the Display Method of Print Jobs.........................................................................................129
Managing the Streamline NX PC Client Settings........................................................................................ 131
Configuring PC Client Global Settings.................................................................................................... 131
Configuring PC Client Location Profiles................................................................................................... 131
Monitoring Devices Using the @Remote Function.......................................................................................133
Configuring the Connection Settings between @Remote Center and Delegation Servers................. 133
Selecting the Information to Be Sent to @Remote Center.......................................................................133
Registering Connector (Delegation Server) to the Center......................................................................134
Allowing the Information to be Sent to @Remote Center....................................................................... 134
Configuring the Method and Frequency to Send Information to @Remote Center............................. 134
Managing the Pricing Tables........................................................................................................................136
Creating a Pricing Table for Built-in Functions........................................................................................ 136
Creating a Pricing Table for Workflow....................................................................................................137
Distributing Printer Drivers............................................................................................................................. 138
Driver Distribution Workflow.................................................................................................................... 138
Uploading a Driver Package to the Repository...................................................................................... 139

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 Associating a Driver Package with a Device or Device Group.............................................................140
Enabling Driver Distribution...................................................................................................................... 142
Accessing the Driver Download Page..................................................................................................... 145
Using the Certificate Management Tool...................................................................................................... 147
Setup Summary for the Encrypted Communication Path........................................................................147
System Requirements of Certificate Management Tool..........................................................................148
Set the Configuration Options..................................................................................................................149
Downloading the Device List.................................................................................................................... 150
Confirming a Certificate............................................................................................................................151
Managing Certificates.............................................................................................................................. 153
Assign Certificates..................................................................................................................................... 154
Assigning an Application..........................................................................................................................156
SCEP Server Requirements....................................................................................................................... 156
SCEP Configuration Notes....................................................................................................................... 156
Using Active FTP.............................................................................................................................................158
Enabling Active FTP................................................................................................................................... 158
Specifying Port for Data Transfer............................................................................................................. 158
Activating S/MIME....................................................................................................................................... 160
4. Managing Authentication Information
Managing the Authentication Settings......................................................................................................... 161
Configuring an External Authentication Server.......................................................................................162
Authentication Methods............................................................................................................................163
Specifying the Extended Security Functions............................................................................................ 163
Creating and Importing Users.......................................................................................................................165
Importing User Information from the LDAP Server.................................................................................. 165
Registering Local Users on the Management Console...........................................................................166
Managing Deleted Users..............................................................................................................................168
Managing User Roles and Privileges........................................................................................................... 169
Typical Use-case for User Roles Assignment.......................................................................................... 169
Creating a Custom Role............................................................................................................................175
Configuring Group Restrictions................................................................................................................ 176
Configuring Account Qualification.......................................................................................................... 178
Managing User Information......................................................................................................................... 181

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 Managing Groups.................................................................................................................................... 182
Managing Departments............................................................................................................................182
Managing Permissions..............................................................................................................................183
Managing Cost Centers............................................................................................................................184
Managing Card Information.................................................................................................................... 184
5. Managing Printing Functions
Overview of the Printing Functions............................................................................................................... 187
The Secure Printing Function.....................................................................................................................188
The Direct Printing Function.......................................................................................................................189
Device Direct Printing................................................................................................................................ 190
Print Rules................................................................................................................................................... 191
Client Accounting...................................................................................................................................... 192
Configuring Secure Printing.......................................................................................................................... 194
Features of Secure Printing Functions.......................................................................................................194
Differences between Server Secure Printing and Client Secure Printing...............................................196
Settings to Use Secure Printing................................................................................................................. 198
Managing Job List..................................................................................................................................... 201
Configuring Direct Printing............................................................................................................................ 203
Differences between Server Direct Printing, Client Direct Printing, and Device Direct Printing...........203
Configuring the Settings to Use Direct Printing........................................................................................204
Configuring Print Rules.................................................................................................................................. 207
Creating Print Rules................................................................................................................................... 208
Testing the Print Rules................................................................................................................................ 220
Changing a Print Rule................................................................................................................................222
Deleting a Print Rule.................................................................................................................................. 222
Adding a Printer............................................................................................................................................. 223
Supported Devices.................................................................................................................................... 223
Supported Printer Drivers..........................................................................................................................224
Defining a Shared Printer on a Delegation Server................................................................................. 225
6. Managing Document Delivery Functions
Overview of the Delivery Function............................................................................................................... 229
Overview of the Delivery Settings............................................................................................................ 230
Available Destination Connectors............................................................................................................232

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 Available Process Connectors..................................................................................................................234
Confirming the Usable Connectors..........................................................................................................236
Creating a Workflow.....................................................................................................................................237
Creating a New Workflow.......................................................................................................................237
Using the [Delivery Flow] Tab.................................................................................................................. 239
Creating a New Workflow by Copying an Existing Workflow............................................................ 244
Editing a Workflow................................................................................................................................... 244
Deleting a Workflow.................................................................................................................................245
Testing the Workflow................................................................................................................................ 245
Configuring the Properties of the Destination Connector........................................................................... 250
Send to Email.............................................................................................................................................250
Send to Folder........................................................................................................................................... 251
Send to FTP................................................................................................................................................ 252
Send to Printer............................................................................................................................................253
Send to WebDAV......................................................................................................................................254
Send to SharePoint....................................................................................................................................255
Send to CMIS............................................................................................................................................ 257
Send to DocumentMall............................................................................................................................. 258
Send to Exchange (EWS)......................................................................................................................... 259
Send to RightFax........................................................................................................................................260
Send to Gmail............................................................................................................................................262
Send to Google Drive............................................................................................................................... 263
Send to Dropbox.......................................................................................................................................264
File and Folder Naming Conventions.......................................................................................................... 266
Specifying Metadata in File and Folder Names.....................................................................................266
Other File Naming Conventions.............................................................................................................. 269
Configuring the Properties of a Process Connector.................................................................................... 271
PDF Converter............................................................................................................................................272
Image Converter........................................................................................................................................275
Archiver...................................................................................................................................................... 281
OCR............................................................................................................................................................282
Section Specify.......................................................................................................................................... 283
Section Splitter........................................................................................................................................... 284

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 XML Transformer....................................................................................................................................... 287
Metadata Converter................................................................................................................................. 287
Metadata Replacement............................................................................................................................ 288
Image Correction...................................................................................................................................... 290
Barcode Separator/Index....................................................................................................................... 292
Zone OCR..................................................................................................................................................299
PDF Stamper.............................................................................................................................................. 300
Decision Point............................................................................................................................................ 302
Customizing the Settings on the Operation Screen of the Device............................................................. 305
Overview of the Settings Windows..........................................................................................................305
Operating in the Settings Windows.........................................................................................................308
Customizing the [Scan Settings]............................................................................................................... 311
Customizing [Scan Size]...........................................................................................................................313
Customizing the [OCR Scanned PDF] Settings....................................................................................... 317
Configuring Items in Metadata.....................................................................................................................319
Using the [Metadata] Tab........................................................................................................................ 319
Configuring the Notification Function.......................................................................................................... 326
Configuring Other Settings........................................................................................................................... 327
Creating a Shared Connector...................................................................................................................... 328
Creating a New Shared Connector........................................................................................................ 328
Editing a Shared Connector..................................................................................................................... 329
Deleting a Shared Connector...................................................................................................................329
Configuring Device Applications..................................................................................................................330
Adding Device Applications.....................................................................................................................330
Editing Device Applications......................................................................................................................330
Deleting Device Applications................................................................................................................... 331
Configuring a Workflow Profile....................................................................................................................332
Configuring a Workflow Profile by Input Source....................................................................................332
Changing a Workflow Profile...................................................................................................................339
Deleting a Workflow Profile..................................................................................................................... 340
Configuring a Profile Task.........................................................................................................................340
Delivering a Received Fax Document......................................................................................................342
Configuring Necessary Settings for Using Certain Connectors.................................................................344

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 Configuring the Metadata Database Connection..................................................................................344
Configuring a Replacement Table........................................................................................................... 345
Configuring the Zone OCR Form............................................................................................................. 349
Registering a PDF Stamp...........................................................................................................................356
Metadata........................................................................................................................................................359
Metadata XML...........................................................................................................................................360
Basic Metadata Elements and Corresponding Tag Names.................................................................. 361
Page Size Values.......................................................................................................................................368
Regular Expressions.................................................................................................................................. 369
Exposed Metadata of Destination Connectors.......................................................................................371
Managing Delivery Jobs............................................................................................................................... 377
Operating the Job Queue.........................................................................................................................379
Checking Scan History.................................................................................................................................. 381
7. Using RICOH Streamline NX on a Mobile Device
Functions Available on a Mobile Device.....................................................................................................383
Operating Environment................................................................................................................................. 385
Configure the Initial Settings of the RICOH Streamline NX Device Manager App................................. 386
Logging in to the RICOH Streamline NX Device Manager App............................................................... 387
Screen Configuration of the RICOH Streamline NX Device Manager App.............................................388
Home Screen............................................................................................................................................. 388
Select Group/Device List Screen.............................................................................................................389
Device Details Screen (Description/Status History/Details/Photos)................................................... 390
Settings Screen.......................................................................................................................................... 391
About Screen............................................................................................................................................. 391
Creating a Workflow.....................................................................................................................................393
Configuring a Workflow Profile Associated with a Mobile Device...................................................... 393
8. Managing Servers
Balancing the Workload among Servers.................................................................................................... 395
Configuring Load Balancing and Failover.............................................................................................. 395
Dividing Servers into Groups for Management......................................................................................396
Receiving Notifications from the Server.......................................................................................................398
Changing the IP Address of a Server or Device..........................................................................................399
Changing the IP Address of the Server....................................................................................................399