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Ver 2.0 Ricoh Americas Corporation © 2012-2015 Ricoh Americas Corporation Integrated Cloud Environment Concur User’s Guide
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R i c o h A m e r i c a s C o r p o r a t i o n
© 2012-2015 Ricoh Americas Corporation
Integrated Cloud Environment Concur User’s Guide
Ver 2.0
R i c o h A m e r i c a s C o r p o r a t i o n
Copyright © 2012-2015 Ricoh Americas Corporation
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 Americas Corporation and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS
CORPORATION.
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.
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Table of Contents
Table of Contents ................................................................................................................................... 1 1 Preface ............................................................................................................................................... 2 2 Introduction ....................................................................................................................................... 4 3 Scan to Concur ................................................................................................................................ 5 3.1 Scan to Concur Screens and Operations ......................................................................................... 5 3.2 Scan to Concur New User Registration ......................................................................................... 15 3.3 Scan to Concur Login Workflow .................................................................................................... 22
4 Scan to Concur Smart Operation Panel ............................................................................................... 25 4.1 Scan to Concur Smart Operation Panel Screens and Operations ................................................. 25 4.2 Receipt .......................................................................................................................................... 26 4.3 Report ........................................................................................................................................... 28 4.4 Expense ......................................................................................................................................... 30 4.5 Login Workflow ............................................................................................................................. 33
5 Enabling ICE Scan to Concur in App Center ......................................................................................... 36 6 Appendix .......................................................................................................................................... 40 6.1 Troubleshooting Scan to Concur .................................................................................................. 40 6.2 Messages related to Scanning ...................................................................................................... 41 6.3 Scan to Concur Application Limitations ........................................................................................ 44
7 Notes: ................................................................................................................................................ 45
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1 Preface
This guide provides the details on how to use the Integrated Cloud Environment Concur Application on Ricoh MFPs.
About This Guide
This guide is divided into three primary sections:
1. Introduction
This section lays the foundation for understanding the Integrated Cloud Environment, and related application.
2. Operation of Concur Integrated Cloud Environment Applications
This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Concur application.
4. Appendix
This section contains additional reference materials.
Note: The operation panel screen shot 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 Integrated Cloud Environment? The Integrated Cloud Environment is a collection of Web applications running within the “Ricoh Cloud.” An appropriate MFP device, with Browser Unit, is used to access these web applications. These web applications provide various document management services, like Scanning, OCR, Cloud Printing, and connectivity to popular document storage services.
Application Application ICON Feature Description
Scan to Concur
Scan to Concur allows you to send receipts to your Concur account.
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3 Scan to Concur
3.1 Scan to Concur Screens and Operations
This section provides an overview of the Scan to Concur application and its operation.
Screen Shot
ICE Splash Screen
Press the operation panel button that Integrated Cloud Environment is allocated to, this is generally the [Other Functions] button. This screen is then displayed. Note: If more than one application is available select the [Browser] button.
This is the startup screen for the Integrated Cloud Environment.
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ICE Portal Screen
This screen illustrates the Main Menu. The Main Menu shows the user, by use of large colorful icons, the applications which they have been subscribed to.
Press on the [Concur] icon to access the Scan to Concur application.
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User List Screen
Registered user can select their User ID which has associated Concur account.
-‐ User IDs are displayed as a button; pressing one will show the Concur account address next to ‘Register New User’ button.
-‐ Pressing the buttons: ‘0-9’, ‘AB’ … ‘XYZ’. Will Show User IDs starting from with the selected numeric or letter.
-‐ Pressing ‘All’ will show all users’ registered
-‐ Up to 7 users per row is displayed, and up to two rows. If the number of registered users exceeds fourteen (14), then “Page Navigation” buttons are displayed.
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to Concur Receipt store [The ‘Start’ key can also be used to initiate scanning].
Category: Displays workflow selection screen [Receipts, Report, Expenses].
Login: Displays Login screen, this is for login workflow.
Register New User: New User can be registered, by pressing this button and entering email associated with Concur account
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Home: Return to Main Menu screen [Application List].
Back: Returns to ‘User List’ screen
Receipt: Select this to scan to Concur Receipt Store
Report: Select this to Scan to an Expense report
Expenses: Select this to Scan to an Expense line item.
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Scan to Receipt Store
Selecting ‘Receipt’ in Category selection screen displays above screen
Following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF
3. Duplex: Simplex or Duplex
4. Resolution: 200 dpi, 400 dpi
5. Page Size: Auto, Letter, A4, Legal, A3 or 11x17 Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by MFP.
2. Use ‘Letter’ ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc., depending on the size of the original.
3. Models MPC400, SP5200S/ SP5210 etc show only ‘Letter’, ‘A4, ‘Legal’ size.
Home: Return to Main Menu screen [Application List].
Back: Return to Category Selection Screen
Scan: Scan documents to Concur Receipt Store [The ‘Start’ key can also be used to initiate scanning].
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Scan to Report
Selecting ‘Report’ in Category selection screen displays list of Reports available in Concur account
Home: Return to Main Menu screen [Application List].
Back: Return to Category Selection Screen
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Selecting a report in report selection screen displays above screen
Following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF
3. Duplex: Simplex or Duplex
4. Resolution: 200 dpi, 400 dpi
5. Page Size: Auto, Letter, A4, Legal, A3 or 11x17 Note:
4. Select Size as ‘Auto’ for all standard sizes recognized by MFP.
5. Use ‘Letter’ ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc., depending on the size of the original.
6. Models MPC400, SP5200S/ SP5210 etc show only ‘Letter’, ‘A4, ‘Legal’ size.
Home: Return to Main Menu screen [Application List].
Scan: Scan documents to Selected Expense Report [The ‘Start’ key can also be used to initiate scanning].
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Scan to Expenses
Selecting ‘Expenses’ in Category selection screen displays list of Reports available in Concur account. Select a report from this list.
Home: Return to Main Menu screen [Application List].
Back: Return to Category Selection Screen
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Selecting ‘Report’ in Report list screen displays list of Expense Items available in that report
Home: Return to Main Menu screen [Application List].
Back: Return to Report Selection Screen
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Selecting ‘Expense Item’ in previous screen displays above screen
Following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF
3. Duplex: Simplex or Duplex
4. Resolution: 200 dpi, 400 dpi
5. Page Size: Auto, Letter, A4, Legal, A3 or 11x17 Note:
7. Select Size as ‘Auto’ for all standard sizes recognized by MFP.
8. Use ‘Letter’ ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc., depending on the size of the original.
9. Models MPC400, SP5200S/ SP5210 etc show only ‘Letter’, ‘A4, ‘Legal’ size.
Home: Return to Main Menu screen [Application List].
Back: Return to Expense Selection Screen
Scan: Scan documents to Selected Expense Item [The ‘Start’ key can also be used to initiate scanning].
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3.2 Scan to Concur New User Registration
This section provides an overview of how to register a new user into Scan to Concur application. Registered user can scan without login to the application, by just selecting their registered user ID.
Screen Shot
User List Screen
Press on ‘Register New User’ button.
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Registration Screen
Now press the entry field for the Concur Account, Soft key board opens. Enter the Email address used to login to Concur account.
Home: Return to Main Menu screen [Application List]. User List: Return to User List screen Register: This will start the registration of new user
Enter your Concur Account [Email address used to login to Concur account] using the soft keyboard.
Email Address: Max Chars (256) Press OK.
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Press [Register]. This will start Registration process.
Home: Return to Main Menu screen [Application List].
User List: Return to User List screen
Register: This will start the registration of new user
Email is sent to Email address entered [Concur Account Email address]. Please follow instructions to complete registration.
Refer to User Registration section below on how to complete registration.
Continue: Return to application’s User List screen
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Step 1: On your PC or Mac, check your email.
Click the URL ,
� Copy this to the clipboard
� Click this link
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Step 2: Login to your Concur account (if not logged in) Login to Concur and if necessary grant access to ICE Scan to Concur application
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Step 3: In the following UI and type in the code. (or Paste it if you copied from your email)
Step 4: Finally, you will choose USER ID that shows up on MFP display panel. Type in all the fields and click “Apply”
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You will see the newly registered user’s button appearing on the MFP display panel.
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3.3 Scan to Concur Login Workflow
Login Workflow
Pressing Login button in User List screen displays Login Screen
Press on “User Name” entry field located under the “User Name:” label.
This will open the soft keyboard. Enter User Name, press OK
Press on “Mobile PIN” entry field located under the “Mobile PIN:” label.
This will open the soft keyboard. Enter Mobile PIN, press OK
Then Press ‘Login’ button.
Note: You must have a valid “CONCUR,” application account to log-in.
Home: Return to Main Menu screen [Application List].
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Note: Refer to the Troubleshooting section for additional error messages related to a login failure.
If authentication fails, this error message is displayed. In this case, please re-enter the correct Concur® login credentials.
Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, please re-enter the User Name as well as the Mobile PIN.
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On a successful authentication this screen is displayed.
Home: Return to Main Menu screen [Application List].
Receipt: Select this to scan to Concur Receipt Store
Report: Select this to Scan to an Expense report
Expenses: Select this to Scan to an Expense line item.
Note: Selecting one of the items will result in same workflow as described in Registered User Workflow.
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4 Scan to Concur Smart Operation Panel
4.1 Scan to Concur Smart Operation Panel Screens and Operations
This section provides an overview of the Scan to Concur application and its operation on a Smart Operation panel supported devices.
Screen Shot
Press the ICON on home screen to launch Browser NX application with Integrated Cloud Environment URL.
Integrated Environment application portal is displayed. Press on ‘Concur’ ICON.
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4.2 Receipt
Receipt
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. Home: Return to Main Menu screen [Application List]
Scan: Scan documents to Receipt Store in Concur
Users: Select Registered Users [Touch this button to select registered users]
Register: Register new user
Login: Login workflow
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Pressing this dismisses the dialog Select a User in this screen
Selected users email address associated with Concur account is displayed.
Touch ‘Scan’ button to Scan receipts.
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4.3 Report
Report
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. Home: Return to Main Menu screen [Application List]
Scan: Scan documents to Expense Report
Users: Select Registered Users [Touch this button to select registered users]
Register: Register new user
Login: Login workflow
Press on this button to select Expense Report
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Pressing this dismisses the dialog Select a report in this screen
Selected Report is displayed next to Report. Touch Scan to scan receipts to selected Report.
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4.4 Expense
Expense
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. Home: Return to Main Menu screen [Application List]
Scan: Scan documents to Expense Item
Users: Select Registered Users [Touch this button to select registered users]
Register: Register new user
Login: Login workflow
Press on this button to select Expense Item
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Pressing this dismisses the dialog
Pressing this displays soft keyboard, enter a search keyword. A filtered Report list based on this keyword is listed. Select a Report, this will list the Expense Items under that report
Pressing this dismisses the dialog Select an Expense Item from this list
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Selected Expense item is displayed next to Expense. Touch Scan to scan receipts to selected Expense item.
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4.5 Login Workflow
Login Workflow
Pressing ‘Login’ button will show this dialog.
Login workflow is useful, if Concur is integrated with Corporate SSO, where user registration through OAuth is not possible.
User need to have Concur login ID and Mobile PIN to authenticate.
After successful authentication above screen is displayed. From here workflow is similar to registered User workflow as explained in previous sections.
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
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Message during scanning from glass
Spinner during Scanning
Spinner during Uploading scanned image to ICE Server
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5 Enabling ICE Scan to Concur in App Center
Note: This step is mandatory before using ICE Scan to Concur application
Step 1:
Your company’s Concur Administrator needs to login to Concur
Select ‘Administration’ -> ‘Company’ -> ‘Web Services’
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Step 2:
Click on ‘Manage Application Connectors’
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Step 3:
Click on ‘Enable Partner Application’
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Step 4:
Select ‘Ricoh-USA Scan to Concur application’ and Press ‘Enable’ if it is not enabled.
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6 Appendix
6.1 Troubleshooting Scan to Concur Error and Warning Messages related to Authentication
Message Condition
Please Enter User Name.
This illustrates what is displayed when the ‘Login’ button is pressed without entering the ‘User Name’ ONLY.
Please Enter Mobile PIN.
This illustrates what is displayed when the ‘Login’ button pressed without entering the ‘Mobile PIN’ ONLY.
Please Enter User Name and Mobile PIN.
This illustrates what is displayed when the ‘Login’ button pressed without entering the ‘User Name’ and ‘Mobile PIN’.
Cannot Connect to Concur Service.
This illustrates what is displayed when the Scan to Concur™ application cannot connect to the Concur ™ service in order to validate the user credentials.
Authentication Failed: Incorrect User Name or Mobile PIN.
This illustrates what is displayed when an incorrect User ID or Mobile PIN is entered in the Login Screen.
Authentication Failed.
This illustrates what is displayed for any other error not defined in this table.
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6.2 Messages related to Scanning Message Condition
While Scanning in progress. This message is displayed.
This message is displayed momentarily, when scanning is finished.
If any device error occurs during scanning. This message is displayed.
This screen is displayed when no paper is inserted in ADF or on the platen glass.
When scanning is done from the platen glass the user is prompted to insert the next sheet of paper, or to complete the scan job by pressing the (#) button.
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
Screenshots show some of the messages during scanning.
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Message during scanning from glass
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6.3 Scan to Concur Application Limitations
1. When uploading the file to the external service, the job is run in the background on the application server. There is no feedback to the user on MFP panel with respect to completion or failure. During the Scan operation on the MFP user gets notification only related to the transfer of the scanned image from the MFP to the application server.
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7 Notes: Please use this page, and the following page, for future reference information.
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