User Guide - Ricohsupport.ricoh.com/bb_v1oi/pub_e/oi/0001081/0001081337/VD...Alexa: Welcome to the Ricoh Printer. What would you like to do? (Start up the scanning application and

RICOH Intelligent Voice Control

User Guide

TABLE OF CONTENTSHow to Read This Manual................................................................................................................................. 2

Symbols Used in This Manual....................................................................................................................... 2

Disclaimer........................................................................................................................................................2

Notes...............................................................................................................................................................2

1. Overview of RICOH Intelligent Voice Control

Overview.............................................................................................................................................................3

Compatible Applications/Functions................................................................................................................. 4

2. Using RICOH Intelligent Voice Control

Basic Operations................................................................................................................................................ 5

Examples of voice commands........................................................................................................................... 6

Copy................................................................................................................................................................6

Scanner........................................................................................................................................................... 7

Fax...................................................................................................................................................................9

Saving the Scanned Data in a Memory Storage Device Using "Print/Scan (Memory Storage Device)"Application................................................................................................................................................... 10

Searching Help............................................................................................................................................ 11

Displaying the Settings History of Copy/Scanner/Fax........................................................................... 12

3. Troubleshooting

Error Messages................................................................................................................................................ 13

4. Appendix

RICOH Multifunction Printer Smart Operation Panel Settings Possible by Voice Command.................... 15

Copy............................................................................................................................................................. 15

Scanner.........................................................................................................................................................17

Fax.................................................................................................................................................................19

Scan to Storage Device Function of Print/Scan (Memory Storage Device).......................................... 19

Trademarks....................................................................................................................................................... 22

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How to Read This ManualBe sure to read this manual in its entirety to ensure you clearly understand the functions of RICOHIntelligent Voice Control.

Symbols Used in This Manual

The symbols used in this manual have the following meanings.

Indicates incorrect operations that may cause data loss or other problems. Be sure to read theexplanation.

Indicates explanations containing points to pay attention to during operation, measures to take in caseof incorrect operation, and other matters.

[ ]

Indicates the names of menus, buttons, and items on the screens.

Disclaimer

The information in this manual is subject to change without notice.

Be sure to keep a copy of the data registered in the multifunction printer. The registered data may be lostif an incorrect operation is performed or an error occurs with the multifunction printer.

To the maximum extent permitted by applicable laws, in no event will RICOH be liable for any damageswhatsoever arising out of failures of this multifunction printer, losses of registered data, or the use or non-use of this product and operating instructions provided with it.

RICOH will not be liable for any effects resulting from the use of this product and manual.

Notes

There may be some differences between the illustrations and explanations in this manual and yourscreens due to, for example, improvements or changes to the product.

Screen display and illustrations will differ depending on your operating conditions.

The screens used in this manual may differ from the actual screens.

This document may not be duplicated, copied, reproduced, modified, quoted, or transferred, in part orin whole, without consent.

2

1. Overview of RICOH Intelligent VoiceControl

OverviewThis system uses an Alexa for Business-compatible smart speaker to execute copying, scanning, faxing,the "Scan to Storage Device" function of "Print/Scan (Memory Storage Device)", and searching of theinstruction manual by voice commands.

Commands spoken toward the smart speaker are sent to Alexa for Business via Amazon Web Service(hereafter called as “AWS”) and sent as instructions to the RICOH multifunction printer.

D3J2IT0001

Amazon Web Services (AWS)

Alexa For BusinessAlexa Skills

Amazon Echo device( Shared device)

RICOH Multifunction printer

Voice commands

Information from the multifunction printer

Send commands to the multifunction printer

RICOHSmart Integration

3

Compatible Applications/FunctionsThis system is compatible with the following applications/functions.

• Copy

• Scanner

• Faxi

• Scan to Storage Device function of "Print/Scan (Memory Storage Device)"

• Searching of the instruction manual

• This system is not compatible with the "Print from Storage Device" function of "Print/Scan (MemoryStorage Device)".

1. Overview of RICOH Intelligent Voice Control

4

2. Using RICOH Intelligent VoiceControl

Basic OperationsThe flow of basic operations for voice commands is shown below.

• Do not give another voice command while the smart speaker is responding.

Set the original on the exposure glass or in the Auto Document Feeder of the RICOH multifunctionprinter.

Check that the Smart Operation Panel screen of the RICOH multifunction printer is turned on.

Say "Alexa, start Ricoh Printer" to start voice operations.

Say the name of the application you want to use to start that application.

See page 4 "Compatible Applications/Functions" for the applications/functions that are compatiblewith voice commands.

Say the print settings.

While saying the print settings, check the Smart Operation Panel screen to see if the settings you spokeare reflected.

See page 15 "RICOH Multifunction Printer Smart Operation Panel Settings Possible by VoiceCommand" for the settings of each application compatible with voice commands.

Say “Start” to start the job.

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Examples of voice commandsJust say "Alexa, ask RICOH printer" or “Alexa, start Ricoh Printer.” to begin the process to copy or scanon the RICOH multifunction printer.

Examples of voice commands for each function are introduced below.

• Set the original on the exposure glass or in the Auto Document Feeder before speaking.

• Face the smart speaker when speaking.

• Do not speak again while the smart speaker is responding.

• Speech may not be recognized depending on the surrounding sounds and voices. Repeat thevoice command if Alexa does not recognize your first command.

• You can check the details of the spoken instructions on the Smart Operation Panel screen.

Copy

When executing voice commands for copying, the machine launches the Copy application.

The Copy application must be available on the RICOH multifunction printer. This means the followingicon can be found on the Home screen. If the application cannot be found, please contact the machineadministrator.

• When giving voice commands, additional settings can be spoken while the blue ring on the smartspeaker is lighted.

Changing the number of copies

User: Alexa, start Ricoh Printer.

Alexa: Welcome to the Ricoh Printer. What would you like to do?

User: Copy 2 sets.

Alexa: I will copy 2 sets. Any other settings? Say "start" to copy.

User: Start.

Alexa: Start.


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Changing the color mode, number of copies, and staple settings



User: Copy 2 sets in color and stapled.

Alexa: I will copy 2 sets with the following options: color, and with stapled.Say other settings if needed. Or say "start" to copy.

User: Start.

Alexa: Start.

Copying with magazine bind (only for printers with Booklet Finisher)



User: Copy with magazine bind.

Alexa: Magazine copy was set. Tell me the magazine size.

User: A4.

Alexa: A4. Set the number of original pages combined in one page by one, two,or four.

User: One page.

Alexa: I will copy one set with the following options: one page. Any othersettings? Say "start" to copy.

User: Start.

Alexa: Start.

• If you want to reset the items you set after starting the application, say “Reset” to return the items tothe settings at the time of the application startup.

• See page 15 "RICOH Multifunction Printer Smart Operation Panel Settings Possible by VoiceCommand" for examples of voice commands for other settings.

Scanner

When executing voice commands for copying, the machine launches the Scanner application.

The Scanner application must be available on the RICOH multifunction printer. This means the followingicon can be found on the Home screen. If the application cannot be found, please contact the machineadministrator.

Examples of voice commands

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• Destinations can only be set by voice command if they are already registered in the address bookof the printer.


• When a voice command is given to the smart speaker to launch a function on a multifunction printerwith a double-sided ADF, Alexa responds asking to confirm if the document is 1-sided or 2-sided.

Scanning as pdf and sending by email



User: Scan with PDF and send to mail address of "John".

Alexa: I will search the destination of "John", and scan with PDF. Any othersettings? Say "start" to scan.

User: Start.

Alexa: I will start. Is your document 1-sided or 2-sided?

User: 1-sided.

Alexa: Start

Scanning as jpeg and saving in a folder



User: Scan with jpeg and save in a folder of "John".

Alexa: I will scan the document with the following options: jpeg and save it ina folder of "John". Would you like to scan in black and white, or color?

User: Color.

Alexa: I will scan the document with the following options: color, jpeg, andsave in a folder of "John". Any other settings? Say "start" to scan.

User: Start.

Alexa: Start.

Scanning with multiple option settings



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(Start up the scanning application and set the destination.)

User: Scan with jpeg in color and changing scan size to A3.

Alexa: I will scan the document with the following options: color, jpeg and A3.Any other settings? Say "start" to scan.

User: Start.

Alexa: Start.



Fax

When executing voice commands for copying, the machine launches the Fax application.

The Fax application must be available on the RICOH multifunction printer. This means the following iconcan be found on the Home screen. If the application cannot be found, please contact the machineadministrator.

• Destinations can only be set by voice command if they are already registered in the address bookof the printer.


Sending a fax using the previous settings



User: Send a fax using last.

Alexa: I will send a fax with last settings. Any other settings? Say "start" tofax.

User: Start.


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User: 1-sided.

Alexa: 1-sided is set.

Sending a fax to the specified destination using default settings



User: Send a fax to "John".

Alexa: I will search the destination of "John" and send a fax. Any othersettings? Say "start" to fax.

User: Start.

Alexa: Start.

Sending an internet fax to the specified destination using default settings



User: Send an internet fax to "John".

Alexa: I will search the destination of "John" and send internet fax. Any othersettings? Say "start" to fax.

User: Start.

Alexa: Start.



Saving the Scanned Data in a Memory Storage Device Using "Print/Scan(Memory Storage Device)" Application

When executing voice commands for copying, the machine launches the "Print/Scan (Memory StorageDevice)" application.

The "Print/Scan (Memory Storage Device)" application must be available on the RICOH multifunctionprinter. This means the following icon can be found on the Home screen. If the application cannot befound, please contact the machine administrator.


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• When a voice command is given to the smart speaker to launch a function on a multifunction printerwith a double-sided ADF, Alexa responds asking to confirm if the document is 1-sided or 2-sided.

Running the Print/Scan (Memory Storage Device) application and scanning to a mediastorage device using the color settings



User: Scan to media in color.

Alexa: I will scan the document to the media storage device with the followingoptions: in color. Any other settings? Say "start" to scan.

User: Start.


User: 1-sided.

Alexa: 1-sided is set.



Searching Help

Searching for help on using "Scan to Folder"



User: Please tell me how to use "scan to folder"?

Alexa: "Scan to folder"? Let me search for that.

(The browser application is launched and the search history is displayed.)


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Displaying the Settings History of Copy/Scanner/Fax

The settings history of the Copy, Scan and Fax applications can be displayed by voice command.

• If there is no history information, a beep sounds and the application returns to the top screen.

Using the previous settings (example for Copy)



User: Copy using last settings.

Alexa: I will copy one set with the last settings. Any other settings? Say"start" to copy.

User: Start.

Alexa: Start.

Displaying the settings history (example for Scanner)



User: Show the history of Scan.

Alexa: The history of Scan will be displayed.

(After displaying the settings history of the application, the voice command processing will end.Select the setting to use on the Smart Operation Panel screen, and tap [Start].)


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3. Troubleshooting

Error MessagesThe table below lists the possible causes and solutions when a voice command is not executed asexpected.

Problem with the spoken instruction

Response from Alexa Causes Solutions

I am sorry, I cannot executeyour request.

Cannot find a functionmatching the voice command.

The function that you wish toexecute by voice commandcurrently cannot be used, or is notsupported by your RICOHmultifunction printer.

It is not available for thismachine.

A skill was set that does notoperate on the RICOHmultifunction printer.

The function that you wish toexecute by voice command is notsupported by your RICOHmultifunction printer.

I will finish voicecommunication. To changesettings or execute start,operate by voice activation oruse the screen.

A period of time has elapsedwithout any instruction givenduring voice command.

Repeat the voice commands.

I couldn't understand. Could not understand the voicecommand.

Speak clearly so that Alexa canunderstand your voice command.

I couldn't understand. Sayagain.

Could not understand the voicecommand.

Speak clearly so that Alexa canunderstand your voice command.

The requested functions arenot available on this machine.

The function instructed in thevoice command is not installedin your RICOH multifunctionprinter.

The function that you wish toexecute by voice command is notsupported by your RICOHmultifunction printer.

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Problem with settings or network

Response from Alexa Causes Solutions

I am sorry, I am not availablenow.

• The RICOH multifunctionprinter has not beenstarted.

• The target application hasnot been started.

• Check that the RICOHmultifunction printer power isturned on.

• Check that the targetapplication has beeninstalled. Contact theadministrator if theapplication is not installed.

I am sorry, I cannot executeyour request. To use thefunctions selected, it isnecessary to either upgradethe software, or installsoftware from the downloadsite.

The target application has notbeen installed in the RICOHmultifunction printer.

Check that the target applicationhas been installed. Contact theadministrator if the application isnot installed.

I am sorry, I cannot executeyour request. To use thisfunction, change the setting sothat the request for thedestination by speaker isavailable in advance.

The Intelligent Voice Controlfunction has not been enabledin the RICOH multifunctionprinter settings.

Ask your administrator to enablethe Intelligent Voice Controlfunction in the RICOH multifunctionprinter settings.

I am sorry, I cannot executeyour request. To use thisfunction it is necessary torequest the destinationinformation in advance.

Voice commands related todestination information aredisabled in the settings.

Ask your administrator to changethe setting to enable voicecommands related to destinationinformation.

This device is notprogrammed in the room.Program it in the room andlink it with the machine.

The smart speaker you areusing is not linked to Room inAlexa for Business.

Ask your administrator to link thesmart speaker you are using toRoom.

An error occurred whileprocessing. Please try againafter a while.

An error occurred on the serverwhile processing voicecommands.

Contact the administrator.

3. Troubleshooting

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4. Appendix

RICOH Multifunction Printer Smart OperationPanel Settings Possible by Voice CommandThe tables below list the RICOH multifunction printer Smart Operation Panel settings possible by voicecommand.

Copy

Function Description Examples of voice commands

Applicationstartup

Starts the copying application. Copy.

Make a copy.

Reset Same operation as Reset on the SmartOperation Panel.

• The interrupt mode cannot be canceledby voice command.

Reset.

Color mode Not supported in black and white printers.

Only the following modes are supported incolor printers.

• Black and White

• Color

Copy in black and white.

Color copy.

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Scaling Only the following sizes are available whenscaling.

• A3

• A4

• A5

• B4

• B5

• Postcard

• Letter

• Legal

• Double letter

• Half letter

Change copy size to A4.

Enlarge copy size to A3.

Reduce copy size to B5.

Copy with letter.

Number ofcopies

Specifies the number of copies. Copy 2 sheets.

Copy 3 sets.

Copy 4 copies.

Manual density The following densities are supported.

• The lightest density setting: Light

• Standard density setting: Standarddensity

• The darkest density setting: Darkest

Color copy making it light.

Copy with standard densityand color.

Darkest and black and whitecopy.

Duplex Specifies 1-sided or 2-sided. Copy with 1-sided.

2 sided copy.

Staple Stapling is only possible at the top-left if afinisher is attached.

Copy with staple.

Combine The following combine settings aresupported.

• One page

• 2 in 1 (combine 2 pages)

• 4 in 1 (combine 4 pages)

Copy with one page.

Combine 2 pages copy.

Bookbinding Only applicable for "Copying with magazinebind".

Copy with booklet in color.

Booklet copy.

4. Appendix

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Scanner


Applicationstartup

Starts the scanning application. Scan.

Reset Same operation as the Reset button on theSmart Operation Panel.

Reset.

Destination/Destination type

Search destinations by voice. The followingdestination types are supported.

• Save in folder

• Send to mail address

Scan and save in folder of"John".

Scan to folder to "John".

Select "John", scan tofolder.

Scan to folder destination"John".

Scan and send to mailaddress of "Mary".

Scan to mail to "Mary".

Select "Mary", scan to mail.

Scan to mail destination"Mary".

Type of original Not supported in machines without a colorscanner. Only the following modes aresupported in machines with a color scanner.

• Black and White

• Color

Scan in black and white.

Color scan.

File format The following file formats are supported.

• TIFF (Single page)

• JPEG

• PDF

Scan with TIFF.

Scan with color making itPDF.

RICOH Multifunction Printer Smart Operation Panel Settings Possible by Voice Command

17


Resolution The following resolutions are supported.

• Draft

• Standard scan

• Fine scan

• 100 dpi

• 200 dip

• 300 dip

• 400 dpi

• 600 dpi

Scan with fine scan.

Scan with 400 dpi.

Scan with draft.

Scan with fast scan.

Scan with standard scan.

Scan with fine scan.

Scan with high resolution.

Scan with 400 dpi.

Density The following densities are supported.




Scan making it light.

Scan with standard density.

Scan with darkest.


• A3

• A4

• A5

• B4

• B5

• Postcard

• Letter

• Legal

• Double letter

• Half letter

Scan making it standarddensity changing scan sizeto A4.

Scan enlarging to A3.

Scan reducing to A5 size.

4. Appendix

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Fax


Applicationstartup

Starts the faxing application. Send a fax.

Fax.


Reset.

Destination/Destination type

Search destinations by voice. The followingdestination types are supported.

• Fax

• Internet fax

Send a fax to "Mary".

Send an internet fax to"John".


• Normal resolution

• Fine

• Super fine

Fax with normal resolution.

Send a fax with fine.

Send a fax with super fine.





Send a fax making it light.

Fax making it standarddensity.

Fax making it darkest.

Scan to Storage Device Function of Print/Scan (Memory Storage Device)


Applicationstartup

Run the Print/Scan (Memory Storage Device)application.

Scan to memory storagedevice.

Scan to media.


Reset.


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Type of original Not supported in machines without a colorscanner. Only the following modes aresupported in machines with a color scanner.

• Black and White

• Color

Scan to memory storagedevice in black and white.

Scan to media with color.

File format The following file formats are supported.

• TIFF (Single page)

• JPEG

• PDF

Scan to memory storagedevice with PDF.

Scan to media with JPEG.


• Draft

• Standard scan

• Fine scan

• 100 dpi

• 200 dip

• 300 dip

• 400 dpi

• 600 dpi

Scan to memory storagedevice with draft.

Scan to memory storagedevice with fast scan.

Scan to memory storagedevice with standard scan.

Scan to media with finescan.

Scan to media with highresolution.

Scan to media with 400 dpi.





Scan to media with color andlight.

Scan to media with standarddensity.

Scan to memory storagedevice making it darkest.

4. Appendix

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• A3

• A4

• A5

• B4

• B5

• Postcard

• Letter

• Legal

• Double letter

• Half letter

Scan to memory storagedevice changing scan size toA4.

Scan to media enlarging toA3.

Scan to media reducing to A5size.


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TrademarksAmazon, Echo, Echo Plus, Echo Spot, Echo Show, Echo Dot, Alexa, Amazon Web Services, AWS, andAWS IoT are trademarks of Amazon Services LLC and its affiliated companies.

Other names and product names are trademarks or registered trademarks of their respective owners.

Used for the descriptions in this document and for the rights of the owner. This use does not infringe theowner's rights.

4. Appendix

22

MEMO

23

MEMO

24 EN US EN GB D3J2-0102

EN US EN GB D3J2-0102 © 2019 Ricoh Co., Ltd.

Documents

User Guide - Ricohsupport.ricoh.com/bb_v1oi/pub_e/oi/0001081/0001081337/VD...Alexa: Welcome to the Ricoh Printer. What would you like to do? (Start up the scanning application and