Print Cloud User s Guide

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1 Print Cloud User s Guide Ricoh Americas Corporation

2 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. Copyright 2011 Ricoh Americas Corporation Ricoh Americas Corporation

3 Table of Contents 1 Introduction Web Interface for Print Cloud Log in Screen Dashboard Computer Projects Actions Search Versioning Restore Print Cloud Log Printing Printing from the service Cloud printing through submission Mobile Application and Mobile Phone Interfaces Desktop Agent Interface User Notifications messages Desktop Agent notifications SMS notifications Printing from the ipad using the Print Cloud Application Printing from an iphone with the Print Cloud Application Printing from an Android Phone with the Print Cloud Application System Compatibility Print Cloud Security White Paper Part 1 About the Soonr Service Part 2 About the Soonr Datacenter Part 3 About Devices and How They Interact With Soonr Part 4 About User Data and Personally Identifiable Information Part 5 HIPAA Compliance Part 6 Soonr s Published Policies Notes: Ricoh Americas Corporation Page 1

4 This page intentionally left blank to allow for duplex printing. Ricoh Americas Corporation Page 2

5 1 Introduction This document describes how to use the Print Cloud Web application and the related mobile device applications. Print Cloud has following key components: Web Interface for Print Cloud Desktop Sync Program Android Mobile Application ipad Mobile Application iphone Mobile Application. Ricoh Americas Corporation Page 3

6 2 Web Interface for Print Cloud The Print Cloud website can be access via the following URL: https://www.iceprintcloud.com. 2.1 Log in Screen Ricoh Americas Corporation Page 4

7 2.2 Dashboard The dashboard instantly presents the latest important updates and information for the user to view. The dashboard also shows recent events. To simplify sorting, filters are provided allowing the user to select files with certain key attributes to view. Ricoh Americas Corporation Page 5

8 The dashboard allows one click access to all available commands for any item. Clicking on the action menu causes a drop down menu to display; from here the user can initiate several actions. In the above example, clicking the details link launches the details page where the user can preview the file, see its attributes (like size, last modified date, etc.); clicking view launches a document or slideshow viewer, etc. The dashboard also offers the ability to create favorites. Any file or folder can be marked as a favorite by simply clicking on the star icon. Being a favorite means that the file or folder shows up in the favorites list in both the web and mobile interfaces. Ricoh Americas Corporation Page 6

9 2.3 Computer The Computer tab enables users to navigate through all the content they have backed up on their computers. At each level (computer view, folder view, document view) different command options are available (described in the section, actions ). The top level view presents each computer from which the user has backed up data, along with a list of the user selected top level folders backed up by the system. Clicking on the computer name displays more details about the backup status and version history. A given computer can be in the following states: Enabled computer is backed up. Disabled agents are disabled and can t login. Typically relevant when a computer is lost or stolen. Recycled Computer will be permantly deleted from the cloud, including the files that are backed up. The computer will stay in the recycle bin for 14 days before it is deleted, unless the user manually deletes the computer before. Ricoh Americas Corporation Page 7

10 The folder view displays folders and documents within the folder, and allows various folder level actions as shown in the screen shot below. Selecting any document in the folder view displays the details view, which shows previews of the item and provides access to available actions, as shown here. Ricoh Americas Corporation Page 8

11 Documents and images are displayed in a size customized to match the display device being used at the time (monitor, laptop, mobile device). Print Cloud s conversion technology allows easy reading of documents, through a web browser, as shown below. Web Browser Display: Ricoh Americas Corporation Page 9

12 2.4 Projects The Projects tab enables users to access projects they own or are members. A project is a collection of items. Users create a new project by clicking the + Create New Project button as shown by the red circle above. Once selected the screen displays as shown below. Once the user clicks Create Project, the desktop agent will alert the user that it is sync ing the new project to the user s desktop (see details about agent management of projects in the Desktop Agent section). Ricoh Americas Corporation Page 10

13 Users can allow team members to join the project by selecting share from the action menu. From any file or folder in the desktop or computers tab, Users can choose the command add to project to tag files that should be associated with the project. These files will then be listed in the view of the project. 2.5 Actions Actions are available from the dashboard s action menu and from action commands throughout the system. Shown on the next page, is a chart detailing these Actions and their function. Ricoh Americas Corporation Page 11

14 Available actions include: Command name Details View Previous versions Copy to project Comment Download Upload Send Print Fax Restore Create/Send Public links Action Display file information view Display document viewer or photo slideshow viewer (automatic based on file type) Enables user to access or restore a previous version of a stored file. Copies the file to a project specified by the user Enables the user to attach a comment Allows user to save the file to the viewing device Enables user to upload a new version of the file Sends an with the file attached Enables the user to remotely print, via either the Ricoh Print Cloud feature or to a shared printer. Enables users who have efax accounts to send faxes from their content stored on the Print Cloud system. Select current or previous versions of content to restore to the computer. In addition, files can be restored to alternative locations on different or the same computer Create a web link to a file or folder that can be sent to other users. Action commands such as restore will help guide users through a simple workflow to complete the task. Ricoh Americas Corporation Page 12

15 2.6 Search In the Search tab, users can search across all backed up files. Options allow the user to filter the search results by document types, source, modified date, etc. The action menu for any result provides action options, such as details and previous versions. 2.7 Versioning The system will keep track of old versions of files for up to 180 days (6 months). The version history is accessible from the Computer view, the file/folder details view. In addition, deleted files will also be tracked and the user can choose to see these with the show deleted command. Ricoh Americas Corporation Page 13

16 2.8 Restore The system will allow the user to restore folders back to any computer that has a desktop agent installed. When restoring files the following options are available. Feature / action Use original or automatic folder Use Desktop folder User defined Description Restore into appropriate folder, for My documents have changed location under different versions of Windows. Restore under Desktop folder The user can specify the location where the content will be restored 2.9 Print Cloud Log A new tab will be added to the top row of the interface to enable users to easily find the Print Cloud log. A design sample is shown below. Ricoh Americas Corporation Page 14

17 3 Printing Users have various options for printing, but the primary option is the Ricoh Print Cloud feature. 3.1 Printing from the service Users access the print command from the action menu from any file. Once print is selected, the print dialog appears, as shown below. Note that improvements to the layout of the dialog have been made so that Ricoh Print Cloud is the default selection, and is more prominent on the screen. An example is shown below. Once the user selects Ricoh Print Cloud and clicks the continue button, the step 2 dialog appears. Choices in the Expire period drop down are: 1 day 2 days 3 days 4 days 5 days 6 days 1 week Ricoh Americas Corporation Page 15

18 The user can choose to receive the print job s release code via SMS if desired. The release code is also displayed on the confirmation screen. While the actual customer s screen may differ slightly, an example is shown below. 3.2 Cloud printing through submission Users may separately choose to their print job to the Ricoh Print Cloud service. Address: The Print Cloud service will print the content of the following an analysis of the content. On receipt of the into the service the is taken apart and depending on the content different print actions are taken as follow: If the mail starts with a URL that points to a supported document type the document is downloaded, converted and printed. An example could be If the mail starts with a URL pointing to a webpage, the web page is rendered and printed. An example could be If the mail contains an attachment which is a supported document type the document is rendered and printed. If the mail does not fall into any of the above categories the body of the mail is rendered and printed. An example is the typical add style mail that contains nice layout with embedded images, text etc. Once the mail is received by the Ricoh Print Cloud service a release code is generated and mailed back to the user. The user can then use the code to print the job on printer enabled for Ricoh Print Cloud. Through the mail the user will also be able to view a preview of the print job. The reply mail from the Ricoh Print Cloud service will be sent to the: FROM: Print Cloud Dashboard Ricoh Americas Corporation Page 16

19 4 Mobile Application and Mobile Phone Interfaces In general, all features available on the web interface are also available on the iphone, Android, Blackberry and mobile phone web interfaces. The exceptions are Restore and Settings. A general summary of capabilities on the mobile interfaces includes: Basic listing of Favorites, Recent, Computer and Projects + viewing of converted contents Actions: View, Comment, Public Link, Send, Print, Fax, Copy Simple Search Audio/video playback of native supported video formats Document viewing Offline Saving of Favorites Advanced Search with filters FFMPEG Video playback (using video conversion on server) The Print Cloud feature will be enabled on all mobile devices. From one OS to another, there may be variations in the control mechanisms available to the user in navigating the system (e.g.: a back button versus a back swipe ). These OS variations, however, do not change the functionality generally available from the Print Cloud system, merely the manner in which the user controls the device, and thus these OS mechanisms are not described in this spec. Several iphone screenshots are displayed below; a similar interface is used for other mobile platforms. Welcome screen: Login: Ricoh Americas Corporation Page 17

20 Computer: Projects: Folder and files view: Actions: Ricoh Americas Corporation Page 18

21 5 Desktop Agent Interface The Desktop Agent communicates information to the system about the user s computer, folders and files using a secure SSL encrypted connection. Using the Desktop Agent, the user can control settings such as backup folder selection and backup speed controls. The Desktop Agent will backup files marked for backup as changes to the files are detected. If the agent is not connected to the internet, backup will not happen until next time the agent is connected to the internet. In the main window, users get a snapshot of their online status, current activity and backup space usage. Windows Desktop Agent: Ricoh Americas Corporation Page 19

22 Macintosh Desktop Agent: Selecting the Settings button (PC) or any of the menu buttons (Macintosh) enables the user to fine tune backup and application controls, as described below. Selecting the Backups tab (as shown right) allows users to change folders and file types they wish to back up, as shown in the Backup screen, below. Clicking the Manage Backups button displays a dialog where users can change their folder selections. A real time storage space calculation helps users monitor how their choices will affect their storage quota. The Projects tab (as shown left) allows users to manage settings for project synchronization. Ricoh Americas Corporation Page 20

23 The Connections tab enables users to manage each connection independently, ensuring that connections can be used or not used for backup, and at what speed (bandwidth) the backup uses. As files are being synchronized or backed up, users view their progress by selecting Progress in the main Desktop Agent window. Ricoh Americas Corporation Page 21

24 Similarly, when the user needs to restore backed up data to their computer, the Desktop Agent provides progress information. Restore actions are initiated in the web interface, from any folder stored by the user or from the dashboard. As content starts restoring to the computer, a Restore Status button is displayed by the Desktop Agent. 6 User Notifications The Print Cloud system uses three primary mechanisms to notify users of key activities: messages Agent notifications SMS notifications 6.1 messages messages are sent to provide status of restores and so on. Alerts are ed for events such as storage quota overruns and similar key system feedback. Welcome s are also available for first time users. These provide basic start up information and other partner specified messages. Ricoh Americas Corporation Page 22

25 6.2 Desktop Agent notifications The Desktop Agent provides notifications as it completes tasks such as restore. Notifications also appear for system messages such as software updates. 6.3 SMS notifications Users can request that an SMS be sent to provide notification of an event or task completion. For example, the Ricoh Print Cloud feature includes the ability to send the user an SMS with the release code for the print job. A complete list of system notifications is available upon request. Ricoh Americas Corporation Page 23

26 7 Printing from the ipad using the Print Cloud Application 1. Install Print Cloud application from App Store on your ipad and install. 2. Confirm/locate Print Cloud apps. 3. Obtain a Print Cloud account. If you subscribe to the Integrated Cloud Environment Gold or Platinum package, you will be notified via e mail once the account is created by the administrator. Ricoh Americas Corporation Page 24

27 Go to or click the link in the welcome Once you access the account set up login name & password (change initial password). Ricoh Americas Corporation Page 25

28 4. On you ipad, open Print Cloud application. 5. Login with your credentials. With Print Cloud, you can: 1) Download and install PC/MAC agent, so you can sync specified folders with the Print Cloud storage. 2) PC/Mac agent will take care of the synchronization. 3) Then you will see these folders you specified for backup & sync. On your Print Cloud account either browser base on your PC/Mac, or ipad, iphone, Android application. Ricoh Americas Corporation Page 26

29 Printing steps on your ipad What & How ipad app Send/Receive Feature Example Step 1 Step 2 Step 3 Yes Box.net Dropbox Open file in your application. Click To open in Select Print Cloud from the list. Select Action button > Print and follow the step to get the release code. Yes Evernote (Pdf, MS office files) Open file in your evernote application. Click To open in Select Print Cloud from the list. Select Action button > Print and follow the step to get the release code. No Evernote Native note format. Select arrows on the bottom, then send to Receive release code via address associated with Print Cloud account. Only limited to apple branded. iworks (Pages, Numbers, Keynotes) Setup WebDAV https://www.iceprintcloud.co m/cloud_drive Logins. In my document, select arrows and select WebDAV. Select destination folder in Print Cloud, then copy, Open Print Cloud apps to go through standard print steps. No Safari Touch arrow on next to URL address box, select Mail Link to this page send to Receive release code via address associated with Print Cloud account. No (Attachment) In the , press and hold attachment icon, then Select Open in, Print Cloud In the Print Cloud app., touch Action button, and follow standard print flow. No (Body) Forward to Receive release code in your that is associated with Print Cloud account. Ricoh Americas Corporation Page 27

30 Print file from box.net 1. Open box.net app., locate and open the file. Click on the arrow that is pointing rightward on the top right hand corner (shown by the red circle) below. 2. You will see a list of applications. Select Print Cloud. Ricoh Americas Corporation Page 28

31 3. This will bring up the Print Cloud application in the foreground. To save the file to Print Cloud Drop Folder. Press Save. 4. Locate the Project Print Cloud Drop Folder. 5. Select the Actions button at the top right hand corner as shown in the screen shot above. Ricoh Americas Corporation Page 29

32 6. Select item to print. Then, press Print. 7. Print dialog appears, select Ricoh Print Cloud. Ricoh Americas Corporation Page 30

33 You now have the option of setting Print job validity from 1 day to 1 week, printing the entire job, or just select pages. 8. After making the necessary selections and selecting Print, you are presented with the 6 digit release code. Ricoh Americas Corporation Page 31

34 Print from iworks Ricoh Americas Corporation Page 32

35 1. You must set up WebDAV (only for the first time). Server Address: https://www.iceprintcloud.com/cloud drive User Name: (Your registered address) Password: xxxxxxxx 2. Next you are presented with 3 choices, Pages/PDF/Word format. Ricoh Americas Corporation Page 33

36 3. Select a folder to copy, such as Print Cloud Drop Folder. 4. Copy to the selected folder. Ricoh Americas Corporation Page 34

37 5. Copying begins 6. Press Home button twice to move to Print Cloud application, or start Print Cloud. 7. To complete the print process simply follow the standard print process after locating the file. If you do not need to store the file on your account, then use receive a release code attached to the account. Ricoh Americas Corporation Page 35

38 8 Printing from an iphone with the Print Cloud Application 1. Login Screen press Login. 2. Provide the login name & password and press Login button. 3. Registered computer will be listed. 4. Advance to the Project folder to locate the Print Cloud folder and finally locate the file. Ricoh Americas Corporation Page 36

39 5. Press the Action button and press Print. 6. Print Dialog appears. Select Ricoh Print Cloud. 7. Settings appear make required changes and press Print. 8. You will get a release code. Ricoh Americas Corporation Page 37

40 9 Printing from an Android Phone with the Print Cloud Application 1. Obtain Print Cloud account. notification after Provisioning work is completed. Request Print Cloud account setup Go to and register for the first time, Set up password. 2. Get Print Cloud application from Market ~ Search Print Cloud. Install the apps. *Before the release, you can install using apk file. Remember to check Unknown Source check mark under Settings Application Ricoh Americas Corporation Page 38

41 Start Print Cloud app. Login to Print Cloud service. You will see all the computers you set up with your Print Cloud PC agent and will have access to the files. Ricoh Americas Corporation Page 39

42 Printing steps on your Android Phone What & How Android app s share Feature Example Step 1 Step 2 Step 3 Print Cloud app. Select the desired file ~ Yes Box.net Dropbox Local app.** Open file in box.net application. Click menu button and then go to File menu ~ Send ~ Select Print Cloud from the list. Select Print Cloud from the list. File will be landed on Print Cloud Drop folder. Follow the standard print step. Yes Evernote (Pdf, MS office files) ~ local app.** Open file in your Evernote application. Open using default program on your android. Click menu button and then go to File menu ~ Send ~ Select Print Cloud from the list. Select Print Cloud from the list. Select Action button > Print and follow the step to get the release code. No Evernote Native note format. Select arrows on the bottom, then send to Receive release code via address associated with Print Cloud account. No Browser Touch menu and select Share page ~ select and send it to on Receive release code via address associated with Print Cloud account. Receive release code via address associated with Print Cloud account. No (Attachment) In the , press the attachment icon to open with local app. Click menu button and then go to File menu ~ Send ~ Select Print Cloud from the list. Select Print Cloud from the list. No (Body) Forward to Receive release code in your that is associated with Print Cloud account. Ricoh Americas Corporation Page 40

43 Printing from the Print Cloud App. 1. Select file to view. 2. Open Print Cloud app. 3. Press Menu button, More then Print. Ricoh Americas Corporation Page 41

44 4. Select Print Cloud. Click Next. 5. Set the desired settings. Press Print. 6. You will be provided the release code upon completion. Ricoh Americas Corporation Page 42

45 7. To retrieve the print out, walk up to MFP and open the Print Cloud application on the MFP Type in the release code to obtain the print out. Print from box.net 1. Open box.net app., and locate and open the file. 2. Box.net uses local app. To view files. Ricoh Americas Corporation Page 43

46 4. Open and view with local app. Press Menu. 5. File button and select Send via Select Print Cloud. 7. Select Save to Print Cloud Drop Folder & Print. Ricoh Americas Corporation Page 44

47 8. The Print Cloud screen appears. Select Ricoh Print Cloud, then press Next. 9. Press Print. 10. You will be provided the release code upon completion. Ricoh Americas Corporation Page 45

48 11. Also, you will get the release code notice via and SMS if it is set. E mail Notification Release code notice via SMS message Note: If you do not need to store the file on your account, then use and receive a release code attached to the account. Ricoh Americas Corporation Page 46

49 10 System Compatibility Operating Systems for Computers to Be Backed Up: Windows XP with latest service packs Windows Vista with latest service packs Windows 7 with latest service packs Mac OSX 10.4 and greater all with latest updates o NOTE: On some 10.4 systems there can be issues with automatic backup due to various limitations and bugs in Mac OSX Resources on Desktop: 500 MB free hard disk plus the size of the largest file to be backed up 256 MB free memory Web Browsers: IE 6 and later Firefox 3.0 and later Safari 3.0 and later Chrome 2.0 and later Mobile Platforms: iphone/ipad OS 3.1 or later Android 1.5 and later BlackBerry Series 8000 or later WebOS all versions Other mobile phone with modern browsers Mobile Phone Browsers Requires WAP 2.0 style mobile browser, such as: Native browsers for Symbian Series 60, WebOS (Palm) Opera Internet Explorer (Win Mobile) Safari (iphone) Ricoh Americas Corporation Page 47

50 Supported Document Types for Offline Viewing Microsoft Products o Microsoft Word (doc, docm, dot, dotx, docx) o Microsoft Excel (xlc,xls,xlsb,xlt,xlmx,xlsx,xltx) o Microsoft PowerPoint (ppt, pptx, pot, potx, pps, ppsx, pptm) o Microsoft Outlook (exported.msg files only) o Microsoft Publisher (pub) o Microsoft Visio (vsd, vst) Adobe Products o Adobe Acrobat (pdf) o Adobe Illustrator (ai) o Adobe Photoshop (psd) o Adobe Postscript (PS, EPS) OpenOffice File Formats o ODT, STW, SXW Other Image Formats o BMP, CUR, DIB, RLE, ICO o JPG, JPEG, JFIF, JPE, JP2 o GIF, GFA o PNG o SVG o WMF o Corel Draw (CDR) o PaintShop Pro (PSP) o MacPaint (pntg) o TIF, TIFF Other Document Formats o WordPerfect ( wp5, wpd, wpg, wpg2 ) o FrameMakeer (fmv,mif) o XYWrite (xyp) o RTF Other Spreadsheet files o Lotus (wk1,wk3,wk4,wks) o CSV Ricoh Americas Corporation Page 48

51 Video Formats note that not all codecs are supported in the various video formats o Microsoft Audio Video (AVI) o Windows Media Video (WMV) o Apple QuickTime (MOV, MP4) o Apple itunes( M4V) o Moving Picture Experts Group (MPEG, MPG) o Adobe ShockWave Flash (SWF) o Other (3GP, OGV) Note: Not all files of the supported file types will be possible to print. There will be cases where older versions, secured versions or other types of issues will prevent conversion to pdf for Print Cloud. Print Cloud cannot guarantee that every file is convertible (example: password protected files, or PDFs with security disallowing print or open commands). Ricoh Americas Corporation Page 49

52 11 Print Cloud Security White Paper Introduction Note: The Integrated Cloud Environment s Print Cloud Service is provided by Soonr, Inc. Soonr is a registered trademark of Soonr, Inc. The security details provided in this section pertain directly to Soonr and the Print Cloud product. Soonr (referred to as Print Cloud within the Integrated Cloud Environment) is a cloud based service that creates a unique workplace to enables its users to close more business faster. Computer files are protected offsite and web services enables secure collaboration, sharing, and access from any Internetcapable mobile handset or remote computer, from anywhere in the world, across any network, and without the need for servers or expensive software. Through this capability, Soonr subscribers can for instance perform real time searches of their computers, download files to their remote device, view images, and securely control the sharing of files for specified periods of time. Data is formatted automatically for any mobile device without the need for any Soonr software on the handset. The capability is protected by US Patent # B2. Soonr is built on a secure and extensible, open standards based application platform and works across carriers and handset operating systems including Apple s iphone OS, Android, Symbian OS, Microsoft Mobile, Blackberry, Palm OS and others. The scalable Soonr platform allows Soonr partners to offer specific services to their user segments. Regular feature enhancements assure that every Soonr implementation evolves as technology advances in mobile devices. From its conception, security is one of the foundation pillars on which every aspect of the Soonr service is built. This section provides an overview of end to end Soonr (referred to as Print Cloud within Integrated Cloud Environment) security. Security Summary In brief, Soonr s security begins with the design of the system and flows through to the physical security of the datacenter and the protection of subscriber s private data. The Soonr system includes: 256 bit encryption of all data transmissions Proprietary methodologies to discourage hacking Modular data center design to provide ease of scalability, redundancy, and protection of data Data Centers that are SAS 70 compliant Encryption of files at rest on the servers HTTPS with VeriSign certificate Auto logoff after period of inactivity Virus scanning of all files transmitted through the system Physically secure, environmentally protected data center Role based access and user authentication Device security (no persistent data, cookie management) HIPAA compliance And more.. This document provides details on these and other aspects of Soonr s service and security. Ricoh Americas Corporation Page 50

53 11.1 Part 1 About the Soonr Service Architecture Overview The overall Soonr architecture consists of the central Soonr datacenter (comprised of modules called Datacenter Cells), and Soonr components installed on the subscriber s computer where the subscriber s files reside and, optionally, on the subscriber s own mobile phone Datacenter Cells At the center of the Soonr system is the concept of a Datacenter Cell. Several datacenter cells are operated simultaneously and internal replication of data from cell to cell protects against failure of any one cell. Each cell consists of the following server components: Management Server. The Management server is the main management component in the cell and handles several key functions: Secure login access PXE boot images and server configurations Internal DNS Server SMTP gateway Nagios Surveillance Server Load Balance Server. The Load Balance server distributes the full external load on the datacenter cell into multiple channels through the entire service so there is no overload at internal points. Application Servers. The application servers are where the Soonr application logic runs. Each application server is capable of handling Desktop Agent connections as well as Web and mobile HTTP sessions. Account Server. Data related to subscribers Soonr accounts resides on the Account Server. Even in the event of the physical loss of one server, Soonr protects users content by spreading it across multiple databases so that the content cannot be easily linked to any one subscriber. Note: Shared server with Metadata Server, below. Ricoh Americas Corporation Page 51

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