Printing - Scan to Email and OneDrive

Summary 

For users with a PIN Code this will provide a step by step guide on how to activate your account and gain access to the Scan to Email and OneDrive options. Once the initial set up is complete, the process is quite intuitive and should help streamline the movement of documents. Please use this document to learn how to do any of the following:

• Use the Ricoh copier to scan a document and send it via email to multiple people
• Use the Ricoh copier to scan a document and send it directly to your OneDrive
• Choose what type of file you want the document to be scanned as.

How to use the Scan to Email and Scan to OneDrive functions on the Ricoh Copiers.

Before being able to use the Scan to Email and OneDrive functions, all employees will need to do a first time Account Activation. This is a process that is only needed once and only on the first time. After you set up your account initially, you can then use all the functions anytime you want. 

Initial Account Activation (First Time Only) :

IMPORTANT: The Initial Account Activation must happen on a computer that is hard wired into the network on campus. You will not be able to use a laptop(unless plugged in with an ethernet cable) or any device that relies on the WiFi. This is not something that can be done remotely.

Step 1: Go to the Streamline NX Login Page (https://ptr-streamline.shore.ctc.edu:51443/)

1. Change the Profile value to Shoreline_LDAP.
2. Enter your Employee Email Address without the @Shoreline.edu portion into the User Name Field
   1. If your email address is Example2@shoreline.edu then your username would be Example2.
3. Enter in your Employee Password in the Password Field.
   1. Same as you would if you were logging into a computer or accessing email.

Step 2: Creating an Authenticated ID token

1. Once you've signed into the Streamline NX webpage, you'll see a section labeled Cloud Authentication.
2. Click the +Add button and sign into the popup window with your Employee Account. 
   1. This will probably trigger MFA, so be sure to have your authentication options nearby and available.
3. Once done correctly, you'll see your Employee Email listed under Authenticated ID along with the date it was updated.

In addition to this one time set up process, you can use this site to look at your Print Job Queue and Print Job History.

Locating the Scan to Email and Scan to OneDrive Function on the Ricoh Machine:

Step 1: Log into the Ricoh copier

1. Log into the Ricoh with your 6 digit PIN Code.
   1. If you ever forget your PIN Code, you can select the Authenticate button and enter in your full employee email and password. 
2. In the top left corner is the context menu. This is where you can change between Printing, Scanning to Email and Scanning to OneDrive functions.
   1. 
3. The Printing option buttons are colored Red, the Scanning to Email options are Blue, and the Scanning to OneDrive options are Green.

Step 2: Select your file type

1. Once Scan to Email (or Scan to OneDrive) has been selected, you'll be presented with 5 different options.
   1. These are the file types that can be currently scanned into your email (or OneDrive)
   2. PDF
   3. Searchable PDF
   4. Word (Docx)
   5. Excel (Xlsx) 
   6. and Image/Photo (which support the following:)
      1. Tiff
      2. PNG
      3. JPEG
      4. GIF
      5. and others.
   7. 
   8. 
       
2. After making your selection, you'll be taken to the Details screen where you can fine tune your selection before starting the scan.
   1. For Scan to Email:
      1. This screen will let you select other email address to CC, BCC or put in the To Field.
      2. Add a subject line
      3. change the scan settings (like DPI, color, pages, etc)
   2. 
       
   3. For Scan to OneDrive:
      1. This screen will let you select which folder (or folders) you want to send the file to and change the Scan settings.
   4. 

Support Options 

We offer multiple ways to get support to ensure you receive the help you need:

• Search our Knowledge Base For our Printing related articles (TSS Supported Equipment)
• If you are unable to find the answer, you can submit a printing related ticket here: (Service - Printer Issues & Access)