RICOH IM 370F (01) PDF Document

Your RICOH IM 370F notifies you of the machine condition or application status with the [Check Status] indicator or a message on the control panel. Follow these steps to check the status:

1. On the screen, check for a message indicating the status of the machine or application. If there is a problem like a paper jam, the [Check Status] indicator will light up or flash.

2. Press [Check Status] to view the status of the machine or application and resolve the problem accordingly.

Icon Meanings:

When you need to resolve a problem such as a paper jam, an icon is displayed at the beginning of a message. See the table below for the meaning of each icon.

[Check Status] Indicator Status:

When the [Check Status] indicator is lit or flashing, it notifies you that the machine requires immediate attention.

Flashing in red:

The machine is unavailable for use. Press [Check Status] and resolve the problem as soon as possible. An exclamation mark in a red circle means the machine cannot be used. An exclamation mark in a yellow triangle means some of the functions cannot be used, or the toner is almost depleted.

Flashing in yellow:

Maintenance on the machine needs to be performed soon. Perform the required procedure accordingly.

How to Check the Status Confirmation Screen:

1. Press [Check Status].

2. Press [Check] to check the details, and perform the required procedure.

Note: Depending on the machine condition, such as a paper jam or open cover, the status confirmation screen may be displayed automatically without pressing [Check Status].

Your RICOH IM 370F can collect logs stored in the machine to check the usage of its various functions, error histories, and detailed access data. The machine stores three types of logs as follows:

Job log

• User file-related operations such as copying, storing in the Document Server, printing, sending faxes, and sending scan files
• Printing reports such as the configuration list output from the control panel

Access log

• Authentications such as login and logout activities
• Stored file operations such as creating, editing, and deleting
• Customer engineer operations such as internal storage formatting
• System operations such as viewing log transfer results
• Security operations such as specifying settings for encryption, unprivileged access detection, user lockout, and firmware authentication

Eco-friendly Log

• Main power ON and OFF
• Transitions in power status
• Job run times or time interval between jobs
• Paper consumption per hour
• Power consumption of the machine

You can specify the types and items of logs to collect. There are two methods: using the control panel or using Web Image Monitor.

Specifying logs to collect using the control panel:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Collect Logs Settings].

5. For each log type, select [Active] from the list.

6. Press [OK].

7. Press [Home].

8. When the confirmation dialog is displayed, press [Exit]. The machine restarts automatically.

Specifying logs to collect using Web Image Monitor:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

4. Select [Active] of “Collect Job Logs”, “Collect Access Logs”, or “Collect Eco-friendly Logs” according to the log type to collect.

5. Specify the items to record in each log for “Job Log Collect Level”, “Access Log Collect Level”, or “Eco-friendly Log Collect Level”.

• Job Log Collect Level: Level 1: All job logs are collected.
• Access Log Collect Level:
  • Level 1: The following items are recorded in the access log: Internal Storage Format, All Logs Deletion, Log Setting Change, and Log Collection Item Change.
  • Level 2: All access logs are collected.
• Eco-friendly Log Collect Level:
  • Level 1: Eco-friendly Logs are not collected.
  • Level 2: All eco-friendly logs are collected.

6. Click [OK].

7. “Updating…” appears. Wait for about one or two minutes, and then click [OK]. If nothing appears on the screen after you click [OK], wait for a while, and then refresh the web browser screen.

8. Log out of the machine, and then exit the Web browser.

Note: When you changed Active/Inactive of Log Collect, delete all logs.

You can download the logs recorded on the machine as a CSV file. Follow these steps:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Download Logs] in the “Device Settings” category.

4. Select the log type on “Logs to Download”, and then click [Download]. The downloaded log files are stored in the “Download” folder.

• Security Logs: Downloads both job logs and access logs into a single file.
• Security Logs (Job Log): Downloads job logs only.
• Security Logs (Access Log): Downloads access logs only.
• Eco-friendly Logs: Downloads eco-friendly logs only.

5. Log out of the machine, and then exit the Web browser.

Important Notes:

• When a log is downloaded successfully, “Download completed.” will appear in the last line of the log file.
• The job log and access log are downloaded as one file aligned in the order of the log IDs.
• After downloading logs, delete all logs.
• Downloaded logs contain data of completed jobs recorded up to the time you click [Download]. The “Result” field of the log entry for uncompleted jobs will be blank.
• Download time may vary depending on the number of logs.
• If an error occurs while the CSV file is being downloaded or created, the download is canceled and details of the error are included at the end of the file.
• Downloaded log files use UTF-8 character encoding. To view a log file, open it using an application that supports UTF-8.
• The machine administrator must manage downloaded log files appropriately.

The maximum numbers of logs that can be stored in your RICOH IM 370F are as follows:

If the number of logs that can be stored on the machine exceeds the limit and new logs are generated, old logs are overwritten by new ones. If logs are not downloaded periodically, it may not be possible to record the old logs onto files.

Check the message in the last line of the downloaded logs to determine whether overwriting occurs or not while the logs were downloading. The messages are shown below:

• When overwriting did not occur: Download completed.
• When overwriting occurred: Download completed. A part of the logs before Log ID XXXX does not exist anymore. (The logs before “Log ID XXXX” are deleted.)

On your RICOH IM 370F, print log entries are recorded before the login entry is recorded in the access log. Details of jobs (reception, processing, output of the jobs’ data, and so on) are recorded as single entries.

1. When the machine receives a print job, it creates a log ID for the job and records information about data reception in the job log.

2. The machine then creates a log ID for the authentication information and records it in the access log of login.

3. Log related to job data processing is added in the job log created first.

4. In the end, it creates a log ID for logout entry and records it in the access log.

In the result, when downloading job log, access log of login, and access log of logout, they are aligned in this order.

You can delete all logs recorded on the machine. The [Delete All Logs] option appears when one of the job log, access log, or eco-friendly log is set to [Active].

Deleting all logs using the control panel:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Delete All Logs].

5. When the confirmation dialog is displayed, press [Yes].

6. When the confirmation dialog is displayed, press [Exit].

7. Press [Home], and then log out of the machine.

Deleting all logs using Web Image Monitor:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

4. Click [Delete] of “Delete All Logs”, and then click [OK].

5. Log out of the machine, and then exit the Web browser.

Using the control panel:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Transfer Log Setting].

5. From the list next to Transfer Log Setting, select [Do not Forward].

6. Press [OK].

7. When the confirmation dialog is displayed, press [OK].

8. Press [Home], and then log out of the machine.

Using Web Image Monitor:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

4. Under “Common Settings for All Logs”, select [Inactive] of “Transfer Logs”, and then click [OK].

5. Log out of the machine, and then exit the Web browser.

You can configure various date, time, and timer settings under [System Settings] on your RICOH IM 370F.

Date/Time Settings:

Timer Settings:

You can access the management screen of your RICOH IM 370F from a Web browser on your computer. This allows you to monitor the machine status and manage files stored in the machine.

1. Launch the Web browser on your computer.

2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

3. Click [Login].

4. Enter the login user name and password, and then click [Login]. When [User Code Authentication] is specified, enter the user code in [Login User Name], and then click [Login].

Note: Ask the administrator for the Login user name and Login password. When a time during which users can operate the machine is specified in [Time Settings Allowing Operating Machine by Logging in], you cannot login to the machine outside of that specified time.

Only the administrator can change the user code. To change the user code, log in to Web Image Monitor as an administrator.

1. Launch the Web browser.

2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

3. Click [Login].

4. Enter the login user name and password, and then click [Login].

5. Click [Address Book] on the [Device Management] menu.

6. Select the user for whom to change the login password.

7. Click [Change].

8. Click [Change] in “Login Password” of “Authentication Information”.

9. Enter the new password in [New Password], and then re-enter the password in [Confirm Password].

10. Click [OK] three times.

Your RICOH IM 370F can scan an original and send it to a fax device at the destination via the telephone line or Internet. The machine is capable of sending a fax using the following methods:

G3 fax

The specifications for standard fax machines that use an analog telephone line. To send a fax, enter the fax number (telephone number) of the destination device such as an MFP or telephone with the fax function.

IP-Fax

Specify the IP address or host name of the supporting device to send a fax over an IP network (intranet).

Internet Fax

A fax is sent via the Internet relayed by an e-mail server. Specify an e-mail address to send the fax to a supporting device or computer.

Note: You can send a document to the machine directly and send it by fax without printing it (Sending Faxes from a Computer). By using an MFP with the fax function, you can send a fax from an MFP that does not have a fax function.

The touch panel (Smart Operation Panel) that displays the operation screen of your RICOH IM 370F is referred to as the “Control Panel”.

Touch Panel/Interface:

1. Media slots: Insert an USB flash memory device. You can store the scanned data or print the file stored on the media.

• Use the media formatted in FAT16 or FAT32.
• Certain types of USB flash memory devices cannot be used in the machine.
• A USB extension cable, hub, or card reader cannot be used.
• If the power of the machine is turned off or the media is removed from the machine while the machine is reading the data in the media, check the data in the media.
• Before removing the media from the slot, press the icon displayed on the screen to cancel the connection. Do not change the write protection switch of the USB flash memory device while the device is inserted.

2. Touch Panel: Displays the Home screen, operation screen of applications, and messages. Operate with the fingertips.

3. Touch mark: Used to connect the machine and a smart device with the RICOH Smart Device Connector.

Note: You can adjust the angle of the control panel to improve visibility. When adjusting the angle of the control panel, be careful not to pinch your fingers.

LED Indicators:

1. Fax indicator: Indicates the status of the fax function.

• Flashing: transmitting and receiving data
• Lit: receiving data (Substitute RX File/Memory Lock Reception/Personal Box)

2. Data In indicator: Flashes when the machine is receiving data sent from the printer driver or LAN-Fax driver.

3. Status indicator: Indicates the status of the system. Stays lit when an error occurs or toner runs out.

4. Main power indicator: The main power indicator lights up when you turn on the main power switch. In Sleep mode, it flickers slowly.

When “Basic Authentication” is specified on the machine as the User Authentication, specify the login user name and password for each user who uses the machine.

Note: If you specify the authentication method that uses the LDAP Server (LDAP Authentication), you have to specify the user name and password only when the authentication screen to access the LDAP Server is displayed.

1. Press [Address Book] on the Home screen.

2. On the Address Book screen, press [Register] and enter the user name.

3. Press the [User Management / Other] tab ► [User Management].

4. Enter the login information.

For Basic Authentication:

1. Enter the Login User Name.

2. Enter the password in [Login Password], and then re-enter the password in [Confirm Login Password] for confirmation.

3. Press [OK].

For LDAP Authentication:

1. Press [LDAP Authentication Info].

2. Select [Specify Other Authentication Information] in “LDAP Authentication Info”, and then enter the Login User Name and Login Password to access the LDAP Server. Re-enter the password in [Confirm Login Password]. Ask the administrator of the LDAP server for the Login user name and Login password.

3. Press [OK].

5. Press [OK].

6. After completing the procedure, press [Home].

7. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

By registering the destinations to which you frequently send faxes together with the send conditions in the address book, you can easily send faxes.

Registering a Fax Number:

1. Press [Address Book] on the Home screen.

2. Press [Register] on the Address Book screen.

3. Enter the information of the destination on the [Name] tab, and then select a title to classify it.

4. Press the [Destinations] tab ► [Fax].

5. Specify the Fax Destinations and send conditions.

• Select Line: Select the line to use.
• Fax Destination: Register the fax destination.
• International Transmission Mode: Specify whether to reduce errors occurring when sending abroad.
• Fax Header: Select the name of the sender printed on the reception sheet of the destination. Register the fax header in advance.
• Label Insertion: Specify the name (title + name) and fixed phrase printed on the reception sheet of the destination.
• Advanced Feature: Register SUB code or SEP code.

6. Press the [User Management / Other] tab as necessary, and specify the settings.

• User Management: Enter the authentication information to login and use the machine.
• Add to Group: Select a group to which this destination belongs as necessary.
• Display Priority: When the destinations are sorted in the order of priority, a destination with higher priority is displayed prior to that with lower priority.
• Destination Protection: Select this check box to require entering of the protection code to select the destination.

7. Press [OK].

8. After completing the procedure, press [Home].

9. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

Changing/Deleting a Fax Number:

1. Press [Address Book] on the Home screen.

2. Select the destination to change or delete on the Address Book screen. You can delete multiple destinations at one time.

3. Press [Edit] or [Delete] to change or delete the destination information.

4. When changing or deleting is complete, press [Home].

5. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

The following settings are available under [Settings for Administrator] in [System Settings].

Security Pattern/Stamp

Data Management

File Management

Security

You can specify access privileges (authority to read or edit a document) for documents saved in the document server to prevent unauthorized use. Only the user who has access privileges can perform operations on the document within his/her privileges.

1. On the Home screen, press [Document Server].

2. On the document server screen, press [Edit Folder/File].

3. Press [Open].

• Press [Search Folder] to search for a folder by folder name or number.
• If you select a password-protected folder, enter the password, and then press [OK].

4. Select the document to specify the access privileges, and then press [Access Privileges].

5. Press [Add].

6. Select the user to grant access privileges, and then press [OK].

7. Select the user to grant access privileges, and then press [Change Privilege].

• To grant access privileges to all users, check [All Users].
• To grant access privileges to individual users, make sure that [All Users] is unchecked, and then check the individual users. You can also check multiple users at the same time.

8. Select a level of access privileges for the user. The contents of the access privileges are as follows:

• No Privilege: Not able to read or edit the document. You can select this when you check [All Users].
• Read-only: Authorized to read and print the document.
• Edit: The privileges of [Read-only], and authorized to change the printer settings.
• Edit/Delete: The privileges of [Edit], and authorized to delete the document.
• Full Control: The privileges of [Edit/Delete], and authorized to specify the access privileges.

9. Press [OK] ► [Close].

Note: To cancel access privileges, select a user and press [Delete] in [Access Privileges Administration] screen after Step 4, and then press [Delete].

1. Enter the IP address of the machine in the address bar of the Web browser. You can check the IP address of the machine in by accessing [Network] in Check Status.

Example: when the IP address of the machine is “192.168.1.10”

• If SSL is specified: https://192.168.1.10/
• If SSL is not specified: http://192.168.1.10/

When you do not know whether SSL is specified on the machine, enter the address starting with https. When you enter the IPv4 address, do not enter “0” for each segment. If “192.168.001.010” is entered, you cannot access the machine.

2. Confirming the machine status or settings on the top page of Web Image Monitor.

The machine status and remaining amount of consumables are displayed. You can access Web Image Monitor more quickly by registering the machine’s URL as a bookmark. Note that the URL is the page that appears before login. If you register the URL of a page that appears after login, Web Image Monitor will not open properly from the bookmark.

To change the settings, click [Login] at the top right on the screen and enter the User Name and Password.

Web Image Monitor is a tool that can check the machine status and configure machine settings from your computer. Here are some recommended functions for administrators:

Recommended Web Browsers:

The following table describes messages that may appear on your RICOH IM 370F, their conditions, and recommended solutions.

Note: If the message persists even after you have performed the operations as instructed in the following message, a malfunction may temporarily occur on the machine. Turn off the power of the machine, wait for 10 seconds or more after confirming that the main power indicator is turned off, and then turn on the power for messages such as “Cover Open”, “Add Toner”, “Waste Toner Bottle is full.”, “Original(s) left on exposure glass.”, “No paper.”

The administrator can limit devices or protocols that can be connected to the machine to avoid unintended access. You can select a security level at which to enable or disable a protocol and to configure the port status.

Limiting the IP addresses from which devices can access the machine:

You can limit the IP addresses from which devices can access the machine or limit machine access with a firewall. For example, when specifying the range of IP address from “192.168.15.1” to “192.168.15.99”, the machine cannot be accessed from IP addresses in the range from 192.168.15.100 to 255.

1. Log in to the machine as the network administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [Access Control] in the “Security” category.

4. In “Access Control Range”, click [Active] and specify the range of IP addresses that have access to the machine.

• To specify an IPv4 address, enter a range that has access to the machine in [Access Control Range].
• To specify an IPv6 address, select [Range] or [Mask] in “Access Control Range”, and then enter a range that has access to the machine.
• To allow guest users to print directly via Wi-Fi using smart devices, select [Active] for “Access Control for Direct Connection (Group Owner Mode Only)”.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

Limiting machine access with a firewall:

You can block machine access and then allow access only from/to the IP addresses specified in reception/transmission filters.

1. Log in to the machine as the network administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [Access Control] in the “Security” category.

4. In Access Control Range, click [Active (Firewall)] and specify reception and transmission filters.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

Using the Control Panel:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Network/Interface] ► [Effective Protocol].

5. From the list next to each unused protocol, select [Inactive].

6. Press [OK].

7. Press [Home], and then log out of the machine.

Using Web Image Monitor:

1. Log in to the machine as the network administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [Network Security] in the “Security” category.

4. Specify protocols to disable or port numbers to close.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

By encrypting data on the internal storage of the machine, you can prevent possible data leaks when you replace or dispose of the machine, or even if the machine were to be stolen. Encryption is an effective measure against data leaks. Be sure to keep the encryption key secure for decryption. Print it on a sheet or save it to a USB flash memory device.

Important Considerations:

• The machine cannot be operated while encrypting data or canceling encryption.
• Do not turn off the power of the machine while encrypting data or canceling encryption. If you turn off the power, the internal storage may be damaged and all data may be unusable.
• After completing this procedure on the machine’s control panel, turn off the main power and restart the machine to enable the new settings by turning it back on. Restarting can be slow when there is data to be carried over to the internal storage.
• The process for encrypting the standard internal storage takes several minutes.
• The encryption key is required for data recovery or migration to another machine. Be sure to keep the encryption key secure by printing it on a sheet or storing it in a USB flash memory device.

Steps to Encrypt Data:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [File Management] ► [Machine Data Encryption Settings].

5. Press [Encrypt]. If the data has been encrypted, you can decrypt the data or back up the data.

• Cancel Encryption: Cancels encryption.
• Back Up Encryption Key: Makes a backup of the encryption key. The encryption setting is not changed.

6. Select the location to store the encryption key.

• Save to Media: Saves the encryption key to a USB flash memory device. Insert a USB flash memory device into the media slot, and then press [Save to Media] ► [OK].
• Print on Paper: Prints the encryption key on a sheet of paper. Press [Print on Paper] ► [Print].

7. Press [OK].

8. When the confirmation dialog is displayed, press [Exit].

9. Press [Home], and then log out of the machine.

10. Turn off the main power of the machine, and then turn it back on. When the main power is turned on, the machine starts to convert the data on the memory. Wait until the message “Memory conversion complete. Turn the main power switch off.” appears. After that, turn off the main power again.

When the machine is equipped with the HDD option, you can overwrite and erase job data that was temporarily stored on the machine with certain functions.

Important Information:

• When the Auto Erase Memory Setting function is set to [On], temporary data that remained on the hard disk while the Auto Erase Memory Setting function was set to [Off] might not be overwritten.
• If the main power switch is turned off before the Auto Erase Memory Setting process is completed, overwriting will stop and data will be left on the hard disk. Do not stop the overwrite mid-process.
• The machine will not enter Sleep mode until the overwriting process is completed.

Steps to Enable Auto Erase Memory:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Auto Erase Memory Setting].

5. From the list next to Auto Erase Memory Setting, select [On], and then select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA: Overwrites data twice with random numbers and once with zeros.
• DoD: Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.
• Random Numbers: Overwrites data multiple times with random numbers. Select the number of overwrites from one to nine.

6. Press [OK].

7. Press [Home], and then log out of the machine.

Note: If you enable the Auto Erase Memory Setting function along with the data encryption function, the overwriting data will also be encrypted.

When the Auto Erase Memory Setting function is enabled, the data overwrite icon is displayed at the bottom right of the control panel screen to indicate the status of data that is not overwritten. There are two icons:

• There is data to be overwritten: This icon lights up when there is data to be overwritten, and flashes during overwriting.
• No data remains: The trash box of the icon is empty when there is no data to be overwritten.

Overwrite and erase all data stored on the internal storage when you relocate or dispose of the machine. The device settings stored on the machine’s memory are initialized.

Important Considerations:

• If the main power switch is turned off before the Erase All Memory process is completed, overwriting will be stopped and data will be left on the internal storage. Do not stop the overwrite mid-process.
• Before you start the Erase All Memory process, we recommend that you back up the user codes, the counters for each user code, and the Address Book.
• If the method of Random Numbers is selected and overwrite three times is set on the machine with the standard internal storage, the Erase All Memory process takes up to 2 hours and 15 minutes.
• The Erase All Memory function also clears the machine’s security settings, so that neither machine nor user administration will be possible. Ensure that users do not save any data on the machine after the Erase All Memory process is completed.

Steps to Erase All Memory:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Erase All Memory].

5. From the list next to Erase Method, select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA: Overwrites data twice with random numbers and once with zeros.
• DoD (5220.22-M): Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.
• Random Numbers: Overwrites data multiple times with random numbers. Select the number of overwrites from one to nine.
• Format: Formats the internal storage. Data is not overwritten.
• BSI/VSITR: Overwrites data seven times with the fixed value (for example: 0x00).
• Secure Erase (ATA): Overwrites data using an algorithm that is built in to the internal storage.

6. Press [Erase].

7. Press [Yes].

8. When the Erase All Memory process is completed, press [Exit], and then turn off the main power of the machine.

To prevent unauthorized operations, you can specify who is allowed to access each of the machine’s functions. By configuring this setting, you can limit the functions available to users.

1. Log in to the machine as the user administrator on the control panel.

2. On the Home screen, press [Address Book].

3. On the Address Book screen, select a user, and then press [Edit].

4. Press the [User Management / Other] tab ► [User Management].

5. Press [Available Functions / Applications] under Restrict Use, and then select available functions.

6. Press [OK] several times until the Address Book screen is displayed.

7. Press [Exit].

8. When the confirmation dialog box is displayed, press [Close], and then log out of the machine. To back up the changed contents, press [Go to Backup].

When using Windows authentication or LDAP authentication as the user authentication method for the first time, check that your server environment meets the requirements for user authentication, and configure the required settings.

To use Windows authentication:

Prepare the server as follows:

1. Check the requirements of Windows authentication.

2. Install the Web server (IIS) and the Active Directory Certificate Service in the server.

3. Create a server certificate.

You do not need to create a server certificate to transmit user information that is not encrypted.

To use LDAP authentication:

Check the requirements of LDAP authentication, and configure the settings according to the server environment as necessary.

Windows Authentication Requirements:

• Usable OS: Windows Server 2012/2012 R2/2016/2019/2022
• Authentication method: Supports NTLM authentication (NTLMv1/NTLMv2) and Kerberos authentication.
• Requirements for authentication: Set up a domain controller, obtain user information when Active Directory is running (recommended to encrypt communication), and ensure data transmission between machine and KDC is encrypted if Kerberos is used.

LDAP Authentication Requirements:

• Usable version: LDAP Version 2.0/3.0
• Authentication method: Supports Kerberos, Digest, and Cleartext authentication.
• Requirements for authentication: To use SSL/TLS, the server must support TLS 1.0/1.1/1.2/1.3 or SSL 3.0. To use Kerberos, register the realm. Data transmission between the machine and KDC must be encrypted.

Your RICOH IM 370F has four types of standard administrator privileges assigned to Administrators 1 through 4 (built-in administrators). You can also assign these privileges to external authentication server accounts (external administrators).

Types of standard administrator privileges:

• User Management: Manages information registered in the Address Book. You can add users to the Address Book and change the registered information.
• Machine Management: Mainly manages the settings of the devices. You can configure the settings so that the settings for each function can be changed only by the administrator.
• Network Management: Manages the settings for connecting to the network.
• File Management: Manages the permission to access the stored files. You can specify the settings so that only the registered users or permitted users can view or edit the files stored in the machine.

Workflow to register built-in administrators:

1. Activate Administrator Authentication.

2. Log in to the machine as an administrator.

3. Add built-in administrators or change the privileges. You can register up to four built-in administrators.

Workflow to register external administrators:

1. Activate Administrator Authentication.

2. Log in to the machine as an administrator.

3. Register external administrator groups and assign the privileges.

The following characters can be used for login user names and passwords. Names and passwords are case-sensitive.

• Upper case letters: A to Z (26 characters)
• Lower case letters: a to z (26 characters)
• Numbers: 0 to 9 (10 characters)
• Symbols: (space) ! ” # $ % & ‘ ( ) * + , – . / : ; < = > ? @ [ \ ] ^ _ ` { | } ~ (33 characters)

You can search user information stored in the LDAP Server for the following purposes:

• When you send files by e-mail under the Scanner or Fax function, you can search the Address Book stored in the server and specify the e-mail address.
• Log in the machine using the authentication information registered in the server.

Steps to Register an LDAP Server:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [Register/Change/Delete LDAP Server].

5. Select a Not Registered item, and then press [Register/Change].

6. Enter the information for the LDAP Server.

• Name: Enter a registration name.
• Server Name: Enter the host name or IPv4 address of the LDAP server.
• Search Base: Select a root folder to start a search.
• Port Number: Enter the port number used for the communication with the LDAP server.
• Use Secure Connection (SSL): When set to [On], the port number is changed to 636.
• Authentication: Select the authentication method according to the authentication settings of the LDAP server (Kerberos, Digest, Cleartext).
• Off: Select when server authentication is not required.
• Japanese Character Code: Select the Japanese character code used on the LDAP server (if applicable).

7. Press [Connection Test].

8. After checking the connection with the LDAP server, set the search conditions or key display name.

• Search Conditions: Specify the Name, Email Address, Fax Number, Company Name, Department Name, and Group attributes as keywords for search conditions.
• Search Options: Specify [Attribute] and [Display Name] according to the server you are using.

9. Press [OK].

10. Press [Close].

11. Press [Home], and then log out of the machine.

To protect the data in the machine, you can configure your RICOH IM 370F so that login and logout are performed properly. The machine has the following functions to protect the machine against such risks:

User Lockout

If an incorrect login password is entered several times, the user lockout function prevents further login attempts under the same login user name (Lockout). The locked-out state can be automatically released in a specified period of time. It can be manually released by the administrator as well.

• The number of times that the locked-out state is automatically released can be limited to a maximum of four times.
• By default, an incorrect login password entry is permitted up to five times and the locked-out state is not released automatically.
• The User lockout function is enabled on all users only when Basic authentication is specified.

Auto Logout Timer

After you log in, the machine logs you out automatically if you do not use the control panel within a given time. By default, the machine logs you out automatically if you do not use the control panel for three minutes.

Time Settings Allowing Operating Machine by Logging in

When the time period to allow users to log in to and use the machine is specified, the machine logs you out upon completion of the time period.

You can specify the number of login password attempts to permit before locking out the user and the period of time until the lockout is released automatically.

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [User Lockout Policy] in the “Security” category.

4. Specify the number of login password attempts to permit before locking out the user and the period of time until the lockout is automatically released.

• Lockout (nth Time): Select [Active], and then specify “Number of Attempts before Lockout” from 1 to 10.
• Lockout Release Timer: Select [Active] to release the locked-out state after a specified time elapses, and then enter the desired value in “Lock Out User for” up to 9999 minutes (about seven days).
• Release Lockout When Restarting and Rebooting System: Specify whether to activate the lockout release function by restarting the machine. The supervisor and administrators are subject to the lockout release function. It takes about 60 seconds for the locked-out state to be actually released after the machine restarts.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

When a general user is locked out, the user administrator must log in and release the locked-out state.

1. Log in to the machine as the user administrator from Web Image Monitor.

2. Click [Address Book] on the [Device Management] menu.

3. Select the locked-out user’s account, and then click [Change] on the [Detail Input] tab.

4. Select [Inactive] on “Lockout” of “Authentication Information”.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

Note: When an administrator is locked out, the supervisor must log in to the machine and release the locked-out state.

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Date/Time/Timer] ► [Timer] ► [Auto Logout Timer].

5. From the list next to Auto Logout Timer, select [On], enter the period of time until the machine logs you out automatically. You can enter from 10 to 999 seconds.

6. Press [OK].

7. Press [Home].

8. When the confirmation dialog is displayed, press [OK] to log out of the machine.

Appropriate security measures are required to reduce the risk of information leaks and use by unauthorized persons. The security measures and their settings are described below. Take appropriate measures according to the operation environment of the machine.

1. Basic security measures

• Select an administrator who performs the maintenance and management of the machine.

2. Strong security measures taken by the functions of the machine

• Preventing unauthorized access by managing users: The administrator restricts the users who can use the machine to prevent unauthorized access by unauthorized persons. This includes verifying users to operate the machine, preventing brute-force attacks on passwords, and restricting the range of IP addresses that are allowed to access the machine.
• Preventing leak or falsification of information by encrypting communication: Encrypt network communication.

3. Stronger security measures using the options of this machine or external security functions

• Preventing the leak of information by handling files: This includes restricting browsing of files stored in the machine, restricting manual input of destinations to avoid wrong transmission, restricting the connection of external media, preventing unauthorized copying of printed paper, and preventing data leaks from stolen or disposed machines by encrypting data.

Important General Advice:

• To prevent this machine from being stolen or willfully damaged, install it in a secure location.
• If the security settings are not configured, the data in the machine may be vulnerable to attack.
• To avoid disrupting the work of users, select as administrators who can use the machine proficiently, and then have them supervise the operation of the machine.
• The administrators must inform users regarding proper usage of the security functions.
• If this machine is connected to a network, its environment must be protected by a firewall or similar security measure.

“User authentication” is a system to authenticate users and grant them privileges to use the machine. The machine requires entering an arbitrary text, the login user name, or the login password to authenticate a user. There are four types of user authentication methods available on your RICOH IM 370F.

Note: If user authentication cannot be performed due to a problem with the machine or network, the machine administrator can disable user authentication temporarily in order to use the machine. This measure only to use during emergencies.

You can specify User Code, Basic, Windows, or LDAP authentication on your RICOH IM 370F. Here is how to configure each method.

General Steps:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

Specifying User Code Authentication:

5. Select [User Code Authentication] from the list next to User Authentication Management.

6. From Functions to Restrict, select the functions to restrict against use. Specify whether to perform User Code authentication for each function. For Printer Function, you can select [PC Control] to specify the user code registered in the Address Book to the printer driver.

Specifying Basic Authentication:

5. Select [Basic Authentication] from the list next to User Authentication Management.

6. From Available Functions, select the functions available to the user. You can specify functions for each user and security levels for print jobs.

Specifying Windows Authentication:

5. Select [Windows Authentication] from the list next to User Authentication Management.

6. Register the server for authentication and specify the usable functions. This includes enabling Kerberos authentication, specifying the Domain Name, and Realm Name.

Specifying LDAP Authentication:

5. Select [LDAP Authentication] from the list next to User Authentication Management.

6. Select the server for authentication and specify the available functions. This includes selecting the LDAP server, defining the Login Name Attribute, and Unique Attribute.

Final Steps (for all methods):

7. Press [OK].

8. Press [Home].

9. When the confirmation dialog is displayed, press [OK] to log out of the machine. If registration of the user information is not completed, register the user in the Address Book and specify the user code or login information.