Integrated Cloud Environment Salesforce · 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...

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

© 2012-2015 Ricoh Americas Corporation

Integrated Cloud EnvironmentSalesforceUser’s Guide

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Copyright © 2012-2015 Ricoh Americas Corporation

It is the reader's responsibility when discussing the information contained thisdocument to maintain a level of confidentiality that is in the best interest ofRicoh Americas Corporation and its member companies.

NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/ORDISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS

CORPORATION.

All product names, partner’s brands and their products, domain names orproduct illustrations, including desktop images used in this document aretrademarks, registered trademarks or the property of their respective holdersand should be noted as such.

Any trademark or registered trademark found in this support manual is used inan informational or editorial fashion only and for the benefit of suchcompanies. No such use, or the use of any trade name, or web site is intendedto convey endorsement or other affiliation with Ricoh products.

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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 Page 1

Table of Contents

Table of Contents .................................................................................................................................... 1

1 Preface................................................................................................................................................. 2

2 Introduction......................................................................................................................................... 4

3 Salesforce Security Setting.............................................................................................................. 5

4 Scan to Salesforce ............................................................................................................................ 7

4.1 Scan to Salesforce Screens and Operations ...................................................................... 7

4.2 Accounts.........................................................................................................................................124.2.1 Documents in Salesforce related to Accounts ....................................................................16

4.3 Contacts .........................................................................................................................................184.3.1 Documents in Salesforce related to Contacts.....................................................................21

4.4 Documents.....................................................................................................................................234.4.1 Documents in Salesforce.....................................................................................................27

4.5 Opportunities.................................................................................................................................284.5.1 Documents in Salesforce related to Opportunities ............................................................31

5 Scan to Salesforce Smart Operation Panel...........................................................................................33

5.1 Scan to Salesforce Smart Operation Panel Screens and Operations .......................33

5.2 Accounts.........................................................................................................................................35

5.3 Contacts .........................................................................................................................................37

5.4 Documents.....................................................................................................................................39

5.5 Opportunities.................................................................................................................................42

6 Appendix ...........................................................................................................................................46

6.1 File Name ....................................................................................................................................46

6.2 Troubleshooting Scan to Salesforce ....................................................................................47

6.3 Messages related to Scanning .............................................................................................48

6.4 Scan to Salesforce Application Limitations .......................................................................51

7 Notes:..................................................................................................................................................52

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1 Preface

This guide provides the details on how to use the Integrated Cloud EnvironmentSalesforce 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 CloudEnvironment, and related application.

2. Operation of Salesforce Integrated Cloud Environment Applications

This section contains step-by-step instructions on how to scan documentsusing the Integrated Cloud Environment Salesforce 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 youexperience 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 theseweb applications. These web applications provide various document managementservices, like Scanning, OCR, Cloud Printing, and connectivity to popular documentstorage services.

Application

Application ICON Feature Description

Scan to Salesforce Scan to Salesforce allows you to sendhardcopy documents to your Salesforceaccount. It also supports OCR, PDFA, Text,Word, and Excel formats

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3 Salesforce Security Setting

Note: To enable API access from ICE server to Customer’s Salesforce instance, followingsettings are required. Without this setting Scan to Salesforce ICE application will notwork.

Step 1: Login to Salesforce with Administrator credentials

Step 2: Select ‘Setup’

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Step 3: Select ‘Network Access’ under ‘Security Controls’

Step 4: Add 168.61.148.254 64.14.184.23 to Trusted IP Ranges

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4 Scan to Salesforce

4.1 Scan to Salesforce Screens and Operations

This section provides an overview of the Scan to Salesforce application and itsoperation.

Screen Shot

ICE Splash Screen

Press the operation panel button that Integrated Cloud Environment is allocatedto, 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 oflarge colorful icons, the applications which they have been subscribed to.

Press on the [Salesforce] icon to access the Scan to Salesforce application.

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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 “Password” entry field located under the “Pasword:” label.

This will open the soft keyboard. Enter User Name, press OK

Then Press ‘Login’ button.

Note: You must have a valid “SALESFORCE,” 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 loginfailure.

If authentication fails, this error message is displayed. In this case, please re-enterthe correct Salesforce® login credentials.

Note: The Login Page will retain the previously entered User Name. If this wasentered incorrectly, please re-enter the User Name as well as the Password.

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In this screen user can select the Category to which user needs to scan andattach the document.


Back: Change to previous screen

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4.2 Accounts

Purchase Order


Back: Return to previous screen

Search: Search Accounts based on Account Name

Select an Account in this screen.

Note: In this view up to 100 Accounts are listed. If you have more than 100accounts in salesforce, please use search option to find specific account.

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Sample search results based on Account name.

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Selecting an account in the previous screen displays scan setting screen.

The following Settings are available:

1. Mode: Color or Grayscale

2. Scan File Format: PDF or JPG

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 the MFP.

2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’etc., depending on the size of the original or when the device does not support Auto paper sizedetection.

3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and‘Legal’ size.

4. File Name: Max Chars (32)


Back: Return to Purchase Order List

Scan: Scan documents to Salesforce [The ‘Start’ key can also be used to initiate scanning].

Send scanned image with OCR: When checked, both the Scanned image and the OCRfile are uploaded. This setting is available only when OCR setting is not set to ‘Off’.

File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard.Enter the file name [Max 32 Characters] of the document to be stored in Box™. If thefilename is not entered a system generated filename that includes a Time stamp, and a 3digit random number, is created. See Appendix for details

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When, the [Scan] button or [Start] key is pressed. This message is displayed.

When the scan is completed, a ‘Scanning was Finished’ message is displayedmomentarily.

Also a ‘Sending…’ message is displayed during the scanned data transferbetween the MFP and web server.

Note: These messages are displayed as a function of the MFP’s browser, not by theScan to Salesforce application.

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4.2.1 Documents in Salesforce related to Accounts

Select Accounts

Click On Acount Name

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Scroll down to ‘Notes and Attachment’ section

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4.3 Contacts

Expenses



Search: Search Contacts based on Name

Select a Contact in this screen to proceed to scan setting screen.

Sample search results based on name.

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Selecting a contact in the previous screen displays scan setting screen.







Note:


2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’etc., depending on the size of the original or when the device does not support Auto papersize detection.




Back: Return to Expenses List




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4.3.1 Documents in Salesforce related to Contacts

Select Contacts

Click On a Contact

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You can find documents under ‘Notes & Attachement’

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4.4 Documents

Documents



Folder Name: Search folders, by entering name in the edit box(Soft keyboardopens up). Press ‘Search’ button to Search

New Folder: Create Folder, by entering name in the edit box(Soft keyboard opensup). Press ‘Create’ button to create

Select a Folder in this screen to proceed to scan setting screen.

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Sample search results based on name.

Create Folder: Enter New Folder name in edit box & press ‘Create’ button

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Selecting a Folder in the previous screen displays scan setting screen.







Note:






Back: Return to Folder List




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4.4.1 Documents in Salesforce

Select Documents & select Document Folder

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4.5 Opportunities

Opportunities



Search: Search Opportunities based on Name Select an Opportunity in this screento proceed to scan setting screen.

Sample search results based on Opportunity name.

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Selecting an Opportunity in the previous screen displays scan setting screen.







Note:






Back: Return to Opportunity List




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4.5.1 Documents in Salesforce related to Opportunities

Select Opportunities

Click On an ‘Opportunity’

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Documents can be found under ‘Notes & Attachment’ section

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5 Scan to Salesforce Smart Operation Panel

5.1 Scan to Salesforce Smart Operation Panel Screens and Operations

This section provides an overview of the Scan to Salesforce application and itsoperation on a Smart Operation panel supported devices.

Screen Shot

Press the ICON on home screen to launch Browser NX application with IntegratedCloud Environment URL.

Integrated Environment application portal is displayed. Press on ‘Salesforce’ ICON.

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Login Screen:

Enter user name in User Name edit box.

Enter the password in password edit box

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5.2 Accounts

Documents

Following Settings are available:

1. Mode: Color or Grayscale2. Scan File Format: PDF or JPG3. Duplex: Simplex or Duplex4. OCR: Off, Text, PDF, Word, Excel5. 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.

File Name: Max Chars (32)

Home: Return to Main Menu screen [Application List]

Scan: Scan documents to Salesforce

Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This

setting is available only when OCR setting is not ‘Off’.

File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32Characters] of the document to be stored in Salesforce. If filename is not entered filename with Timestamp and 3 digit random number is created. See Appendix for details.

Pressingt his opens ‘Accounts’ selection dialog box

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Pressing this dismisses the dialog

Pressing this arrow next to the Account name selects the accountSearch Filter

Pressing this displays soft keyboard, enter a search keyword. A filteredAccount list based on this keyword is listed.

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5.3 Contacts

Purchase Orders










Press on this button to select Contact

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Pressing this displays soft keyboard, enter a search keyword. A filteredContact list based on this keyword is listed.

Select a Contact

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5.4 Documents

Expenses










Press on this button to select a folder

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Pressing this displays create folder dialog

Pressing this displays soft keyboard, enter a search keyword. A filteredfolder list based on this keyword is listed.

Select a folder

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Enter New folder name

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5.5 Opportunities

Opportunities










Press on this button to select an Opportunity

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Pressing this displays soft keyboard, enter a search keyword. A filteredOpportunity list based on this keyword is listed.

Select an Opportunity

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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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6 Appendix

6.1 File Name

The “File Name” by default will have following format:

Scan File Format File Name

PDF YYYYMMDDHHMMSS_XYZ.pdf

JPG YYYYMMDDHHMMSS_XYZabcd.jpg

YYYYMMDDHHMMSS = Time Stamp based on MFP device

XYZ = 3 digit Random Number

Abcd = Counter, Starting from 0001 [If multiple pages are scanned with the Scan FileFormat set as JPG, for each page, one JPG file will be generated, also if OCR isselected, a separate OCR files is generated for each page scanned.]

OCR File Format File Name

PDF Scan Image file name _OCR_a.pdf

Example:1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf

Word Scan Image file name _OCR.docx

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.docx2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx

Text Scan Image file name _OCR.txt

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.txt2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt

Excel Scan Image file name _OCR.xlsx

Example:1. YYYYMMDDHHMMSS_XYZ_OCR.xlsx2. YYYYMMDDHHMMSS_XYZabcd_OCR.xlsx

Note: If the user enters a ‘File Name’ in the scan settings screen,‘YYYYMMDDHHMMSS_XYZ’ will be replaced by user entered name.

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6.2 Troubleshooting Scan to Salesforce

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 enteringthe ‘User Name’ ONLY.

Please Enter Password.This illustrates what is displayed when the‘Login’ button pressed without entering the‘Password’ ONLY.

Please Enter User Name and Password.This illustrates what is displayed when the‘Login’ button pressed without entering the‘User Name’ and ‘Password’.

Cannot Connect to Salesforce Service.

This illustrates what is displayed when theScan to Salesforce application cannotconnect to the Salesforce service in orderto validate the user credentials.

Authentication Failed:Incorrect User Name or Password.

This illustrates what is displayed when anincorrect User ID or Password is entered inthe Login Screen.

Authentication Failed: Account is locked.

This illustrates what is displayed when the‘Login’ button pressed and user’s accountis locked.

Authentication Failed: You do not haveprivileges

This illustrates what is displayed when the‘Login’ button pressed and user’s accountdoes not have sufficient privileges.

Your password has expired. Please resetpassword.

This illustrates what is displayed when the‘Login’ button pressed and user’s passwordhas expired.

Authentication Failed. This illustrates what is displayed for anyother error not defined in this table.

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6.3 Messages related to Scanning

Message Condition

While Scanning in progress. Thismessage is displayed.

This message is displayed momentarily,when scanning is finished.

If any device error occurs duringscanning. This message is displayed.

This screen is displayed when no paperis inserted in ADF or on the platen glass.

When scanning is done from the platenglass the user is prompted to insert thenext sheet of paper, or to complete thescan 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 messagesduring scanning.

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Message during scanning from glass

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6.4 Scan to Salesforce 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.

2. Devices which support legacy MFP browser, lists related to Accounts, Contacts,

Documents & Opportunities, only first 100 items are displayed. User Search option

to list required items.

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7 Notes:

Please use this page, and the following page, for future reference information.

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Integrated Cloud Environment Salesforce · 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...

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