Problem - How to Install Network Scanning on Ricoh - Lanier - Savin copiers

Short Answer

1. Create a special user whose password never changes - only necessary on Vista or PCs with Domain security.
2. Create a share folder named scans
3. Assign the special user to the sharing and security settings - giving full control ( access ) to the folder
4. Program the user in the (Configuration - File Transfer - SMB User Name and Password ) of the copier
5. Create an Address Book entry with the UNC path to the shared folder\subfolder

Long Answer

1. Create a special user whose password never changes
This is important for server scanning and workstations that are part of a domain and is necessary for Vista users also. I will not go into specifics about how to create a user. Just create a local user on the pc where you plan on creating the scans folder.

2. Create a share folder for scans
Unless you already have a shared folder where users store files, it is best to isolate the scanning share folder to prevent problems with folder permissions.



Scanning directly to workstations - Workgroup

Right-click the folder and select Properties then click the Sharing tab
Click the link that says you understand the security risks and do not want to run the wizard

XP Picture



Click the Just Enable option and hit OK



You need to check the box to share the folder and the box to Allow users to change my files
( this gives the copier permission to save the scanned images )



Scanning directly to server/workstations - Domain / Vista

Right-click the folder and select Properties then click the Sharing tab
(I will show you Vista images but the others are really similar)
For Vista you want to click on the Advanced Sharing button, otherwise the next image will be more familiar



Click the button or box to share - then click on the permissions button



Here is where you add the special user and assign Full Control



This is where you give the special user local rights to the folder
( using the Everyone group doesn't always work well )



4. Program the user into the copier as a default
Workgroup PCs need to have something in these fields also
Log into the web interface of the copier using the IP address.
( I assume you already have the copier networked for printing )
Click the login link in the Upper right



The Login User Name is admin - there is no password



( Some older models had no user and the password was password )

Click on the Configuration link on the left
Click the File Tranfer link in the Device Settings column
Enter the name of the special user and press the Change button for the Password



Enter the password twice and click OK on both screens



5. Create an Address Book entry for the Shared folder

This part requires you to know either the Name of the PC or it's IP address ( for servers it is best to use the IP address )
Logged in as admin - click the Address Book link on the left
Then click the Add User button
Give the Scan destination a name and key display ( usually the same )
You can also assign the record to a Title - *rolodex* type system if you have more than 12 users



Next scroll down to the bottom where the Folder section is located
Enter the UNC path to the share folder destination "\\ipaddress\scans\" and click OK to save





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Troubleshooting

1. Windows Firewall and File and Printer sharing becomes disabled on the PCs network adapter
2. Internet Security software needs to be configured to TRUST the copier
3. You used an IP address to one of the workstations but it changed
4. The special user you used changed their password
5. Laptops are known for not being reliable when scanning by Computer Name
6. Netbios over TCP/IP is disabled on the PCs network adapter
7. Always double-check that the special user has specific rights to the Sharing and Security of the folder.

Comment

You can also program the addresses into the copier using the front panel
User Tools - System Settings - Administrator Tools - Address Book Management
( this actually allows you to browse your network for shared folders )
It is not always reliable, but helps to isolate individual PCs that fail to make themselves available