Email form

Add an email form when your workflow requires a document to be sent to an email destination. To successfully configure the Send to Email form, you must completely enter required information on the three tabs:

General tab

Scan Setting tab

Fields tab

Components tab

General tab

Field Name Description
Form name The name of the email form to be displayed on the Ricoh MFP.
Icon file Browse to the folder location that contains the icon to be displayed on the MFP device panel for this menu entry. The images supported are Windows BMP images with 2 or 256 colors. The maximum image size should be 260 pixels wide by 85 pixels tall. The recommended image size is 48x48. For 256 color images, the transparency color is RGB (255,0,255)
Restrict access Select this option to restrict access to the form to certain users or groups. Note: When Windows authentication is used, you can click the browse button (...) to select Windows groups or users. Group membership is determined by the authentication type:
  • Windows: Determined by an authenticated user's membership in Windows groups.
  • Netware: Groups are not supported.
The User Membership custom script can be created to provide the groups that authenticated user is a member of.
To field In the Display as box, type the label for the To field. The default is “To”.
Show From field Select to display the From field of the email. In Display as box, type the label for the From field. The default is “From”.
Show CC field Select to display the CC field of the email. In the Display as box, type the label for the CC field. The default is “Cc”.
Show BCC field Select to display the BCC field of the email. In the Display as box, type the label for the BCC field. The default is “Bcc”.
Subject field In the Display as box, type the label for the Subject field. The default is “Subject”.
Show Message field Select to display the Message field of the email. In the Display as box, type the label for the Message field. The default is “Message”.
Email address entries Select Allow user to add email address entries to allow users to add email addresses. Click the Search options button to configure how users search for addresses.
Global address list Allows the user to search the global address list for addresses that can be added to the To, CC and BCC fields. In the Display as box, type the label for this search option. Note that the global address list that will be searched is defined by the following criteria:
  • If Windows authentication is used, then the search will be performed on the global address list associated to the device for the user logon.
  • If there is no logged on user, then the search will be performed on the global address list that is associated with the service account for the service.
Regardless of which global address list is used, the service account for the AutoStore service must have enough permissions to perform this search.
Exchange contacts (Requires Windows authentication) Select this check box to allow users to search their Microsoft Exchange contacts folder for addresses that can be added to the To, CC and BCC fields.
  • In the Display as box, type the label that users see for this search option.
  • In the Server box, type the IP address or host name of the Exchange Server. Contact your system administrator if you are uncertain of the correct address.
Note: If a secure socket layer (SSL) connection should be used to connect to the Exchange Server, select the Use SSL check box.
LDAP Select this check box to allow the users to search an LDAP Server for addresses that can be added to the To, CC and BCC fields.
  • In the Display as box, type the label that users see for this search option.
  • In the LDAP Server box, type the IP address or host name of the LDAP server.
  • In the Root directory box, type the distinguished name for the node where the search should start. For example: DC=Sales,DC=MyCompany,DC=com. If this field is left empty then the starting point of the search will be the root of the directory tree. Click Find root to browse for the node.
  • Select the Anonymous check box to establish an anonymous connection to the LDAP server.
  • Alternatively, enter logon credentials to log in to the LDAP server with the specified Username and Password.
    Note: If the LDAP server is an Active Directory server, then NTLM authentication will be used.
  • In the Name attribute box, enter the name of the LDAP attribute that represents the name of the user.
  • In the Email attribute box, enter the name of the LDAP attribute that represent the email address of the user.

Scan Settings tab

Field Name Description
Scan Setting
  • File type In this list, click the file type for the scanned document:
    • JPEG — JPEG image
    • MTIFF — Multi-page TIFF image file
    • PDF — PDF document
    • TIFF — Single page TIFF image file
  • File name: Enter the file name for the scanned document.
  • Resolution: Select the desired scanning resolution.
  • Scan type: Allows you to select from a list of document type to get the optimum scanner setting for proper documents:
    • B & W: Text / Line Art — Select this option to scan BW text documents which may contain simple line art.
    • Black & White: Photo — Select this option to scan BW documents that contain photos.
    • Black & White: Text — Select this option to scan BW documents that you are looking to be OCR'ed into text.
    • Black & White: Photo — Select this option to scan BW documents that contains graphics and photos
    • Grayscale — Select this option to scan documents in Grayscale.
    • Full Color: Glossy Photo — Select this option to scan Color documents that contain graphics and photos.
    • Full Color: Text / Photo — Select this option to scan color documents that contain a mix of graphics, photos and text
    • Auto Color Select (7.x and above) — Select this option to scan based on the colors in the document.
  • Scan Source:
    • Auto Detect — Select this option to automatically detect whether the document is on the glass or in the document feeder.
    • SADF — Select this option when the scan job will contain multiple batches to be placed in document feeder. Scanning is automatically resumed once the next batch is placed in the document feeder.
    • Batch — Select this option when the scan job will contain multiple batches to be either placed on the glass or on the document feeder.
  • Feed type: This option specifies placement of the original document.
    • Left (Readable Direction) — Select this mode when the original orientation is the same as the copy paper orientation.
    • Right (Unreadable Direction) — Select this mode when you want to copy A3, B4 JIS or 11 × 17 size originals. The machine rotates the copy image by 90 percent.
  • Scan Sides: If supported by the device hardware, this option determines if the back side of a document placed in the document feeder should also be scanned.
    • 1 Sided — Scans only one side of the original
    • 2 Sided - Top to Top — When scanning the second side, image will be created by supposing that the second side is in the same direction as the first
    • 2 Sided - Top to Bottom — When scanning the second side, image will be created by supposing that the second side is in the opposite direction as the first.
  • Scan Size — Auto Detect: Same Size, Auto Detect: Mixed Sizes, A3, B4 JIS, A4 LEF, A4 SEF, B5 JIS LEF, B5 JIS SEF, A5 LEF, A5 SEF, 11x17, 8.5x14, 8.5x13, 8.5x11 LEF, 8.5x11 SEF, 5.5x8.5 LEF, 5.5x8.5 SEF
    Note: LEF refers to Long Edge Feed and SEF refers to Short Edge Feed. These terms describe the manner in which the documents are feed into the MFP.
    Note: he Auto Detect option is not a supported scan size for MP C300/400SR devices. The appropriate paper scan size must be selected. We recommend that the Allow user to change default option for Scan Size be turned off for MP C300/400SR devices.
  • Scan density: Select the level of shadow and brightness details recorded by the scanner from lower to higher density.
  • Allow user to change: Select this check box for any option to allow the user to change a setting on the device panel at scan time.

Fields tab

Field Name Description
VBScript file Enter the VB Script file name for loading/validating the index data on the devices.
Run on form load Select this check box to execute the script file on the server prior to loading the form on the MFP device.
Run on scan Select this check box to execute the script file on the server prior to starting the scan job on the device.
Forms Fields Add fields by clicking the N (New Field) button at the top of the first column in the field table. After you add the first row, you can press the Tab key to tab through columns and add additional fields.

For each field you can configure the field attributes:

  • Name — Field name is a string type and can be any alphanumeric characters. Use of special characters (~,&, <, >, %, “, /, \, :, ?, |) is not recommended.
  • Type — The supported string types are:
  • Required — Check this box if the field is required to be filled.
  • Comment — Description field for administrator reference. This field is not currently used anywhere on the device.
  • Properties — Set the field attributes by selecting the properties (...) button on the rightmost column on each entry.

Components tab

List of all process components and the route component, along with their description, type, and the configuration button to set their configuration attributes. The configuration button appears as a browse button (...) at the last column of each row.

Select a component by clicking the left-most column next to each component and configure the component for this form by clicking on the Configure button (right-most column on each row).