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Advanced Scan to
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Scan to

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Folder

User Guide

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It is the reader's responsibility when discussing the information contained this

document to maintain a level of confidentiality that is in the best interest of Ricoh
USA INC and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR
DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH USA INC
All product names, partner’s brands and their products, domain names or
product illustrations, including desktop images used in this document are
trademarks, registered trademarks or the property of their respective holders
and should be noted as such.
Any trademark or registered trademark found in this support manual is used in
an informational or editorial fashion only and for the benefit of such companies.
No such use, or the use of any trade name, or web site is intended to convey
endorsement or other affiliation with Ricoh products.

Copyright © 2018-2020 Ricoh USA INC

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Table of Contents

Table of Contents .................................................................................................................................... 4

1 Preface ................................................................................................................................................ 6
2 Introduction ........................................................................................................................................ 7
3 Cloud Service Coordination .......................................................................................................... 9
4 Configuring default Values .......................................................................................................... 10
Selecting Default Root folder .................................................................................................................. 12
Setting up Default File Name & File Name Key Words ........................................................................... 13
Setting up File Name Formula................................................................................................................. 13
OCR 14
Remove Blank Page................................................................................................................................. 14
Scan Settings ........................................................................................................................................... 14
5 Operation of Advanced Scan to SharePoint Workflow Application ............................... 15
Folder ...................................................................................................................................................... 19
Metadata................................................................................................................................................. 20
OCR 21
Remove Blank Page................................................................................................................................. 22
Scan Settings ........................................................................................................................................... 23
6 Limitations .......................................................................................................................................... 26
Advanced Scan to SharePoint Limitations ............................................................................................. 26
User Site Limitations ............................................................................................................................... 26
General Limitations ................................................................................................................................. 27
OCR Limitations....................................................................................................................................... 28
7 Appendix .......................................................................................................................................... 31
File Name Formula .................................................................................................................................. 31
Sample Formulas..................................................................................................................................... 31
How to Validate the Formula .................................................................................................................. 31

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1 Preface

This guide provides the details on how to use the workflow Advanced Scan to
SharePoint

About This Guide

This guide is divided into following primary sections:

1. Introduction
This section lays the foundation for understanding the workflow specification

2. Cloud Service Coordination

This section describes how to use OAuth and to do service Coordination with
external cloud Services like Box, Dropbox, Google Drive, OneDrive for Business,
SharePoint Online
3. Configuring Default Values
This section contains step-by-step instructions on how to configure settings
related to Advanced Scan to SharePoint application in User Site
4. Operation of Advanced Scan to SharePoint Application
This section contains step-by-step instructions on how to operate Advanced
Scan to SharePoint application on MFP Operation panel
5. Limitations
Product Limitations
6. Appendix
This section contains additional reference materials

Note: The operation panel screen shot images and User Site images provided in
this document are for illustrative purposes only. These images may not reflect the
exact image you experience on your multi-functional printer (MFP device).

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2 Introduction
What is Advanced Scan to SharePoint workflow?
Advanced Scan to SharePoint is a workflow application developed on Ricoh Smart
Integration Platform.
This workflow enables users to easily Scan documents to SharePoint to various SharePoint
sites and sub sites to which user has access to. Also this workflow can obtain the Metadata
configured for selected folders, user has an option to enter the values for these metadata.

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Workflow Specification
Folder Folder Selection
File Name Optional (If entered, this value is used as
filename)

If filename is left blank, filename is

created using the formula programed in
User Site (Refer to section ‘Configuring
default Values’)

Default Formula:

YEAR(NOW()) & "-" & MONTH(NOW()) & "-" &

DAY(NOW()) & "-" & HOUR(NOW()) & MINUTE(NOW()) &
SECOND(NOW())

Example:
2018-12-21-091654.pdf
Metadata Set Metadata Values, dynamically
obtained from selected folder
OCR Off, PDF, PDFA, WORD, EXCEL
Default: Off
Remove Blank Page OFF, ON
Default: OFF

Default values can be configured for Folder, Scan settings, OCR, Remove Blank Page and
Filename

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3 Cloud Service Coordination

What is Cloud Service Coordination?
Before using Advanced Scan to SharePoint workflow, user need to establish OAuth with
Office 365 Cloud service
Refer to Smart Integration Cloud Service Coordination User Guide for step by step
instructions.

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4 Configuring default Values
Smart Integration User Configuration Site URL
https://www.na.smart-integration.ricoh.com/site/home
Login to above site using your credentials.

Click on ‘Set Personal application settings’

Click on ‘Advanced Scan to SharePoint’. This will display a page where all necessary
parameters can be configured.

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Above settings are available to configure.

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Selecting Default Root folder

Click on ‘Select Folder’ to select required default folder for this application.

Select required folder and click ‘OK’

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Setting up Default File Name & File Name Key Words

Setting up File Name Formula

Note: If you want to create Filename based on Formula, do not enter ‘File Name’ above
also leave ‘File Name’ field blank on Operation panel. User entered File Name has higher
priority than the File Name generated using Formula.

Default Formula:

YEAR(NOW()) & "-" & MONTH(NOW()) & "-" & DAY(NOW()) & "-" & HOUR(NOW()) &
MINUTE(NOW()) & SECOND(NOW())

Note: Refer to Appendix for Functions related to formula, samples and how to validate
formula before saving in User Site.

Note: There is no syntax checker in User Site, entering bad syntax will cause the workflow
to fail. Please validate formula as mentioned in appendix before saving in User Site.

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OCR
Default value for OCR can be configured.

Remove Blank Page

Default value for Remove Blank Page can be configured.

Scan Settings
Default Scan settings can be configured here

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5 Operation of Advanced Scan to SharePoint Workflow

Application
Smart Integration MFP BrowserNX URL
https://www.na.smart-integration.ricoh.com/si-apps/pub/index.html

Ricoh Smart Integration Initial Login

Above URL is available as Bookmark ICON on MFP. Very first time, administrator need to
login to the site either using Tenant ID, User ID and Password or Email address and
password.

Option 1: Login with Tenant ID

Option 2: Login with Email Address

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After administrator login subscribed application will be displayed

Above screen shows workflow application related to Box Cloud service.

Select ‘Advanced Scan to SharePoint’ application

End User is requested to Login. Press ‘Login’ Button to Login.

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User need to login to the site either using Tenant ID, User ID and Password or Email address
and password.

Option 1: Login with Tenant ID

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Option 2: Login with Email Address

After successful user login ‘Advanced Scan folder’ Application Screen is displayed

Following Settings are available:

A. Folder
B. Filename
C. Metadata
D. OCR [Off, PDF, PDFA, WORD, EXCEL]
E. Remove Blank Page

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Folder

Touch on Folder, to browse Sites, Libraries and folders in SharePoint

This will display List of Sites. Touch on desired Site to select Library/Folder

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Touch on desired folder and touch on ‘OK’ to select folder

Note: Scan document cannot be uploaded to a Site, but only to library or folder in
SharePoint. If user selects a site instead of a folder, ‘Start’ button will be disabled.

Metadata

Touch on Metadata to open list of Metadata available for the selected folder

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Set desired values for Metadata fields.

OCR

Touch on OCR to select available options

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Remove Blank Page

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Scan Settings

Touch on ‘Scan Settings’ to display Scan Settings Screen

Checking ‘Preview’ will enable Scan document Preview on MFP Operation Panel.

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Scan Settings Available Options
Scan Color mode

Original Sides

Document Orientation

Scan Resolution

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Document size

Manual Density Range -3 to +3

Scan Method

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6 Limitations

Advanced Scan to SharePoint Limitations

• Only Following Metadata types are supported

- Single line of text

- Multiple lines of txt
- Choice
- Number
- Currency
- Date and Time
- Yes/No
• Only English language is supported for OCR
• When Remove Blank Page is enabled, Maximum Scan file size is limited to 50MB

User Site Limitations

• Supported Browsers for User Site are:

o Internet Explorer: 11 or later
o Edge: Latest Version
o Chrome: Latest Version
o Firefox: Latest Version
• Limitations for Home Screen/Applications
o Home: Maximum 20 for each profile, Max 32 characters for the name.
o Applications: Maximum 18 for each home screen, Max 32 characters for the
name
• User Management
o Email address is unique in the system; same Email address cannot be used
even if user belongs to different Tenants
o Users belong to same tenant cannot set different time zones
o User cannot change their login Email address, need admins assistance to
change email address

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General Limitations

• Once Administrator has logged in to a Tenant on MFP, administrator from another

tenant cannot login to same MFP. Refer to guide on ‘How to remove registered
device’
• Back button inside application display screen must be used, instead for ‘Back’
button on the operation panel.

• Folder and File Search results varies from Cloud Service to Cloud Service, this
depends on the Search API for each service.

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OCR Limitations

Category Phenomenon Description

Upside-down image rotation Sometimes misrecognized We identify the top and
bottom from the image as
pre-processing of OCR. We
use information such as the
direction of arrangement of
letters, letter / picture / chart
layout, ruled line position,
etc. to infer which is upper. In
the case of the following
manuscripts, the OCR may
also fail because the top /
bottom discrimination fails. ·
Manuscript with only few
letters · Manuscript with
characters written diagonally
· Documents with a dark
background / background
such as photos
OCR Unusual fonts cannot be In OCR, it is based on
recognized standardly used fonts such as
Arial / Verdana / Times New
Roman for foreign
languages, MS Ming Dynasty
/ MS Gothic / MS UI Gothic
for Japanese. Therefore,
recognition may fail in the
following cases. · Using a
special font · Using extremely
large / small font size
Input image is not clear Although 200 dpi to 600 dpi is
recommended for engine
specifications, if the
recognition rate is bad at 200
dpi, please raise the
resolution and scan again.
Also, if the input images are
blurred or are not enough
contrast, the recognition rate
will not improve. Please use
clear images.
PDF output Output size is different Due to the limitation of the
current engine, the size of the
output PDF page may

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increase by about 0.3 to 1.7
mm.
Sometimes impossible to print When you print PDF with
with EXP machine Japanese OCR by EXP
machine, if alternative font is
not installed in MFP, it may
not be printed correctly.
Word output Layout collapse The OCR engine writes the
character string of the
recognition result as Word
text and uses the font size /
font type / line spacing / text
width etc. to try to make it as
close to the original as
possible, but it is difficult to
match with the original
perfectly. Therefore, the
following phenomena may
occur. · Although the
manuscript was 2 pages, it
became 3 pages / 1 page ·
Margins increase or
decrease
The number of blank pages If you input multiple pages
increases and try to output them in
Word, blank pages
sometimes increase.
Sometimes the footer's page When outputting a
number is incorrect document with a page
number in the footer section
as an input, Word
automatically counts the
page count and may be out
of alignment with the page
number of the document.
Example: Manuscript: 2
pages of 3/8, 4/8 Word
output result: 2 pages of 1/2,
2/2 (Since there are only 2
pages, Word automatically
judges 2 pages, 8 replaces 2
and redoes the page)
Doc format, that is created It is said that iOS does not
by OCR, cannot be officially support doc / xls
displayed in iOS UIWebView etc., it may not be displayed
normally on iOS machines.
This is because the OCR
function creates data in RTF
format and then outputs it to

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doc format. Please use docx
/ xlsx.

Sometimes blank page is In decision of the current

removed OCR engine, blank page is
sometimes removed. So, for
example, 4 pages sometimes
become 3 pages.
Cell color/ Frame border are For Word output, the color of
lost the cell or the frame border
of the table are lost during
the transfer.
Excel output Color / figure / photo are lost For Excel output, the color of
characters is not reflected.
Also, figures and
photographs are not
reflected. With regard to the
part recognized as table,
OCR engine uses the cell
ruled line / cell combination
to create table.

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7 Appendix

File Name Formula

Formula functions are similar to Microsoft Excel Formulas. Not all Excel functions are
relevant and supported.

Following two variables from the workflow application are available to use in the formula

1. TenantId [Smart Integration Tenant ID]

2. UserId [Smart Integration User ID]

Sample Formulas
Formula Result
YEAR(NOW()) & "-" & MONTH(NOW()) & "-" & 2018-12-21-102657
DAY(NOW()) & "-" & HOUR(NOW()) &
MINUTE(NOW()) & SECOND(NOW())
YEAR(NOW()) & “-INVOICE” 2018-INVOICE
_[UserId] & “-“ & YEAR(NOW()) & "-" & TOM-2018-12-21
MONTH(NOW()) & "-" & DAY(NOW())

How to Validate the Formula

Open Microsoft Excel, enter the formula in an excel field add ‘=’in front of the formula.

Note: Use only functions, but do not use variables from workflow mentioned above to
validate in Excel.

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