7.1 Scan to Email Function

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7.1 Scan to Email Function
2
Overview

• Scan to E-Mail
• The MFP scanner option sends mail with scan data
  via SMTP server.
• New functions
• Search and register the mail address from LDAP
  server.
• Register the mail message.

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Scanner deliver/storage function
HDD

• Delivery Server
• ScanRouter V2 Lite
• ScanRouter V2 Pro/Enterprise

• Mail Server
• SMTP server
• Exchange server

• Scan to Email and Scan to Deliver functions do
  not work at the same time.
• The default setting of destination list is set in
  the Destination List Priority in the Scanner
  settings.
• The customer can change deliver/mail/folder
  functions at the operation panel.
• Various Scanner Features (resolution, scan size,
  scan type, image density) can be set in the
  operation panel.
• The mail address can be input directly, and also
  the mail address can use the address book in the
  MFP.
• The mail address can search from LDAP server, the
  searched mail address can use the local address
  book in the MFP.

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Specification

• Mail Server SMTP Server
• ProtocolTCP/IP,SMTP
• SMTP port number can be changed.
• Network Interface
• Ethernet(10BASE-T/100BASE-TX), IP over 1394,
  Wireless LAN
• Scan Mode
• Text(Print), Text (OCR), Text/Photo,Grayscale,
  Text(Full Color), Photo(Full Color)
• Full color mode only supports Model UC1.
• File Format TIFF/Multi page TIFF/JPEG/PDF
• Scan Resolution 600dpi
• Variable range of scan resolution
  100dpi,200dpi,300dpi,400dpi,600dpi
• Maximum scan size297mm x 432mm
• Address book
• Up to 2000 user address includes user code.

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Custom Size

• Scan Size Custom Size
• Original Size X1 140 432 mm
• Original Size Y1 140 297 mm
• Starting Point X2 0 422 mm
• Starting Point Y2 0 287 mm
• Scan Size X3 10 432 mm
• Scan Size Y3 10 432 mm

X1
X2
X3
Y2
Y1
R
Y3
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File Formats
Store Scan to E-Mail/ Delivery Server/Folder Scan to E-Mail/ Delivery Server/Folder Scan to E-Mail/ Delivery Server/Folder DeskTopBinder
Store Single Page TIFF/JPEG Multi Page TIFF Multi Page PDF DeskTopBinder
Scan to E-mail Scan to Deliver Text (Print) TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Text (OCR) TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Text/Photo TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Photo TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Grayscale (Compression Off) TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Grayscale (Compression On) JPEG JPEG PDF PDF
Scan to E-mail Scan to Deliver Text(Full color) (Compression Off) TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Photo(Full color) (Compression Off) TIFF TIFF Multi Page TIFF PDF
Scan to E-mail Scan to Deliver Text(Full color) (Compression On) JPEG JPEG PDF PDF
Scan to E-mail Scan to Deliver Photo(Full color) (Compression On) JPEG JPEG PDF PDF
Store the document TIFF TIFF Multi Page TIFF PDF TIFF
Store the document JPEG JPEG PDF PDF JPEG
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File Name

• Model UC1/Model MTC1/Model AC3 v1/Model BC2
• SDOCnnnn.extension
• nnnn random number
• extension jpg, tif, pdf
• Mode AC3ef/Model RC3 or later MFP
• The user can input the file name from operation
  panel. When the user doesnt input the file name,
  the MFP automatically creates the following file
  name.
• yyyymmddhhmmssMMMMnnnn-n.extension
• yyyy Year
• mm Month
• dd Day
• hh Hour
• mm Minute
• ss Second
• MMMM millisecond
• nnnn page number
• n number ( only available on the Scan to Folder
  function)
• When same name available in the folder, add the
  specified number in the file name.
• extension jpg, tif, pdf

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Setup Procedure

• Network Settings
• IP Address
• Subnet Mask
• Gateway Address
• DNS Server (from Web Status Monitor/telnet)
• SMTP Settings
• SMTP Server Name (from Web Status Monitor/telnet)
• SMTP Port (from Web Status Monitor/telnet)
• Default setting is 25.
• SMTP authentication settings
• POP before SMTP
• SMTP AUTH
• LDAP Settings
• LDAP Server name
• Search base
• LDAP authentication
• Search option
• E-mail Address Book Settings
• From Operation Panel

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Web browser Setup/Configuration

• Configuration
• TCP/IP
• Domain Name
• When inputting the Domain name, this name
  includes mail header.
• DNS Server 1
• DNS Server 2
• DNS Server 3
• E-mail settings
• Admin mail
• Server name
• Port number
• SMTP Auth

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SMTP Authentication

• Support SMTP Authentication
• POP before SMTP(RFC2476)
• Some SMTP servers request that the client needs
  to check own mail box with POP before using SMTP
  for sending e-mail.
• This function prevents others from connecting to
  the SMTP server inappropriately by connecting to
  the POP server to authenticate the user before
  e-mail is sent.
• SMTP Auth(RFC2554)
• This function prevents others from connecting to
  the SMTP server inappropriately by requiring that
  the SMTP User Name and SMTP Password be entered
  to authenticate the user when e-mail is sent.
• LOGIN
• Send user name (text data) to SMTP server, and
  then send password (text data) to SMTP server.
• PLAIN
• Send plain text data (User name and Password) to
  SMTP server.
• CRAM-MD5
• Send the encryption data (User name and Password)
  to SMTP server.

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Configuration SMTP Authentication
12
Configuration POP before SMTP
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LDAP

• LDAP (Lightweight Directory Address Protocol)
• When register the LDAP server in the MFP, the MFP
  can search the user from LDAP server, and also
  search results (user name and e-mail address) can
  register the address book in the MFP.
• The MFP cannot synchronize the LDAP server. When
  changing the user name in the LDAP server, the
  address book in the MFP cannot change.

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LDAP Structure
O Ricoh, C JP
OU Marketing, O Ricoh, C JP
OU Service, O Ricoh, C JP
OU NSS, OU Service, O Ricoh, C JP
OU Solution, OU Marketing,O Ricoh, C JP
CN Masahito Kawana, OU NSS, OU Service, O
Ricoh, C JP
CN Tetsuya Fukkohshi, OU NSS, OU Service, O
Ricoh, C JP
CN Taro Ricoh, OU Solution, OU Marketing,O
Ricoh, C JP
Entry Mail masahito.kawana_at_nts.ricoh.co.jp Fax
045-477-1764 Tel [phone]
Entry Mail Fukkoshi_at_nts.ricoh.co.jp Fax
045-477-1764 Tel [phone]
Attribute O Organization C Country OU
Organization Unit CN Common Name Mail mail
address
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Configuration LDAP

• User tools -gt Key Operator Tools -gt LDAP
• Identification name
• Server name
• Search base
• Port number
• Authentication
• User name/Password
• Search Option
• Attribute
• Key display
• Connection test

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Address Management Tool

• SmartNetMonitor for Admin
• Address Management Tool
• Add/Delete user/group
• Import/Export user/group

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Address Management Tool

• Import/Export data (CSV format)
• Add new user
• Registration number
• Name
• Key Display
• Title
• E-mail Address/ Sender settings
• Group
• User code
• Add new Group
• Registration number
• Name
• Key Display
• Title
• User

Add new Group

• Add new user

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E-mail Address Book settings in Operation Panel

• User tool System settings Key Operators Tools
• Address Book Management
• Set Name
• Set User code and Available Functions
• If the customer want to use the user code
  management, please set this function.
• Maximum account number of User code is 500. Total
  (e-mail account and user code) account number is
  2000.
• Set E-mail Address
• Set Group
• When the customer registers group in the MFP, the
  customer can select the Group name.
• When LDAP server registers in the MFP, the user
  can register from LDAP server.
• Group Management
• Set group
• Group Name, key display, title setting
• The customer can see the group member in this
  settings.

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Address book settings from Web browser
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Operation

• Procedure
• Set document
• Select/Input/Search destination address
• Set configuration of scan settings, if necessary
• Set subject/message, if necessary.
• Set sender
• Press Start Key

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Operation

• Scan to E-mail settings
• Destination AddressTO CC BCC
• The destination address can search from LDAP
  server.
• Sender Address
• The customer should set the sender address.
• When the mail cannot be delivered to the
  destination address, the mail will be sent to the
  senders.
• Sender address is set in the from field in SMTP
  mail.
• Subject/Message
• The customer can attach the subject/message in
  the mail.
• Notification setting
• When using this function, the client mailer
  software should support MDN(Message Disposition
  NotificationRFC2298) mode.
• File Type settings
• The customer selects the file type using this
  function.

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Operation Panel Setup/Configuration

• When using the Email function, you can configure
  following items.
• User Tools System Settings
• Interface setting
• File transfer setting
• Key Operator Tools
• User Tools Scanner Settings
• Scan settings
• Destination List settings
• Send settings

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Operation Panel Setup/Configuration

• Senders Name Default
• Scan to E-Mail function should be set to the
  senders name. When setting the Key Operators mail
  address, it uses this as the default sender
  address.

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Max. Scan to E-Mail Size

• If the customers mail environment has a limited
  amount of e-mail storage space, the customer
  should configure this setting.
• Important
• MFP scanner application encodes binary data to
  text data. Data size becomes about 1.4 times
  larger. Therefore if the customer mail size is
  3MB, this setting should be set to 2MB.

SMTP Server
Scanned Data (Binary File)
Encoded Data (Text File)
2MB
3MB
Binary/Text Encode
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Divide Send Scan to E-Mail

• The function is applied only when Max. Scan to
  E-mail Size is selected.
• Yes (per page)
• Yes (per max. size)
• When selecting the per max. size, scanned data is
  divided and sent.
• Some mailers such as Outlook Express merges the
  divided data. (Lotus Notes doesnt support this
  merging function)
• If the client mailer doesnt support divided
  data, please select per page.

Max.Scan to E-mail Size 300K
Max.Scan to E-mail Size 300K
Per page
Per max. size
Page1
Page1 and Page2
Page1
300K
155KB
155K
Page2
Page2
115KB
115K
Page3
Page3
245K
120KB
Page3 and Page4
120K
Page4
Page4
Multi-page TIFF 545KB
155KB
155K
Mail
Mail
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How to merge the divided file.

• About Divide and Send Email
• When using the divided mail function of Scan to
  Email, the mail client must support
  "Content-Type message/partial" header of MIME.
• However the Lotus Notes Client/Outlook 2000
  doesn't support "content-type message/partial"
  MIME header. Outlook Express supports it.
• This is a specification of Mail client software.
• The attachments encodes by Base64.
• The decoder utility fixes the problem.
• This is a decoder utility software Decode Shell
  Extension 4.5 (Free software).
• You can download it from the following links.
• http//download.com.com/3000-2381-9029522.html?tag
  lst-0-8
• Procedure as follows.
• 1)Install the Decode Shell Extension 4.5
• 2)Save the attachments
• 3)Change name and extensions
• Attachment 1 to C1.eml
• Attachment 2 to C2.eml
• Attachment 3 to C3.eml

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Message/Subject

• E-mail message settings
• Use up to 80 alphanumeric characters, 5 lines
• The customer can register the e-mail message up
  to 5.
• The customer can enter the e-mail message
  manually when sending the mail.
• When the customer doesnt select the e-mail
  message, the mail includes following message.
• This E-Mail includes attached file(s) sent From
  "RNP6F0669" (Aficio 1075).
• Scan Date 03.18.2002 100145 (0900)
• Queries to kawana_at_ricoh.com
• Subject Settings
• Use up to 64 alphanumeric characters
• The customer can attach the subject from this
  settings.
• The customer can register the subject up to 12.
• The customer registers the subject of the scanned
  document.
• Scan to E-Mail mode
• Used as the subject of E-Mail
• Scan to delivery server mode.
• Used as Document Information

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Programs

• The customer can register 10 sets of scan
  settings in the MFP.
• Scan Type
• Text(Print)/Text(OCR)/Text Photo/Photo/Gray Scale
  Model UC1/MtC1
• Text(Full Color)/Photo(Full Color) Model U-C1
• Resolution
• 100dpi/200dpi/300dpi/400dpi/600dpi
• Image Density
• Auto or select from a graduation of 7 steps.
• Scan Size
• Auto Detect/Selected Paper size/Custom Size

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Troubleshooting1

• Confirmation of Scan to E-Mail
• Confirm the network settings
• Ping MFP IP address
• Ping SMTP server IP address
• Confirm the client settings
• Send mail from client software to own mail
  address.
• Confirm the SMTP server
• Telnet SMTP server IP address Port number
• Eg., Telnet 192.168.1.105 25
• When the server sends a message such as the
  following text, it means the SMTP server is
  working
• 220 mailserver.ricoh.com ESMTP Server (Sendmail)
  ready

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Troubleshooting 2

• E-mail address is used for SMTP
  Authentication.When using SMTP Authentication,
  you must register this e-mail address.
• When the message Cannot communicate with SMTP
  server. Check the serverstatus. is displayed,
  check whether SMTP User Name and SMTP
  Passwordare correct and whether PLAIN, LOGIN, or
  CRAM-MD5 1 is selectedas the method of
  authentication.

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Troubleshooting 3

• Even when you specify a sender name with SMTP
  authentication, the Key Operators name will
  appear in the from field of the e-mail when the
  e-mail is received.
• When you specify a sender name with SMTP
  authentication, a reply mailfrom the receiver
  will be sent to the sender. If an error has
  occurred in the mailserver because of entering
  wrong addresses etc., a reply mail notifying of
  theerror will be sent to the address set in Key
  Operators E-mail Address.

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Appendix1Scanned Files Status List

• The customer can confirm the scanning job from
  status button on the operation panel. Also he
  can print the scanning job list from MFP. The
  list includes the following items.
• Date/Time
• Destination
• When multiple destinations were selected, the
  first selected destination is displayed.
• Sender
• File Name
• Status
• Indicates whether delivery was successful or
  resulted in an error.

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Appendix2 Mail Header

• To E-mail address, which is selected in To
  field.
• Cc E-mail address, which is selected in Cc
  field.
• From selected Sender's E-mail address or Key
  Operator's E-mail address.
• Reply-To selected Sender's address. This line
  is added when SMTP Auth function is ON.
• Subject specified Subject
• Date sent date.
• Disposition-Notification-To specified sender's
  address.
• When user sets "Return Receipt" to ON, this line
  is added. If user doesn't set "Return Receipt",
  this line is deleted.
• MIME-VERSION 1.0
• Content-Type multipart/mixed boundaryfile
  name"
• Message-ID user defined characters_at_(domain name)
  or (Ether MAC address).
• When domain name is set, it is domain name.
  When domain name is not set, Ether MAC address is
  inserted.
• Content-Type image/tiff name"xxxx.tif" (an
  example of TIFF file)
• Content-Type application/pdf name"xxxx.pdf"
  (an example of PDF file)
• Content-Transfer-Encoding base64
• Content-Disposition attachment
  filename0--"xxxx.pdf" --(an example of PDF
  file)
• Note Bcc is not inserted in Mail header.