Common Access Card (CAC) / Personal Identity . - Ricoh

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Common Access Card (CAC) /Personal Identity Verification (PIV)Authentication Solution Version 3.1User’s Guide Copyright 2013 by Ricoh Americas Corporation. All Rights Reserved.

CAC / PIV Authentication Solution Version v3.1User’s GuideCopyright 2013 by Ricoh Americas Corporation. All Rights Reserved. Document revision 3.4.No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translatedinto any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical,manual or otherwise, without the prior written permission of Ricoh Americas Corporation.The material in this document is for information only and is subject to change without notice. While reasonableefforts have been made in the preparation of this document to assure its accuracy, Ricoh Americas Corporation,its contractors and partners, assume no liability resulting from errors or omissions in this document or from theuse of the information contained herein.Ricoh Americas Corporation reserves the right to make changes in the product design without reservation andwithout notification to its users.All other trademarks and copyrights are the property of their respective owners.All screens used within this guide are for illustration purposes only, i.e., screens may vary based on actual systemconfiguration.2

CAC / PIV Authentication Solution Version v3.1User’s GuideTable of ContentsPreface .4About This Guide .How to Read This Guide .44Introduction .555778101112What are CAC/PIV Authentication? .Scanning Features .Screen Overview .Scan to Email Screen .Email Address Input Screen .Scan to Folder Screen .Soft Keyboard Screen .Scan Settings Screen .Scan-to Operations / Step-by-Step . 14Scan to Email.Step 1: Place Document .Step 2: Log In.Step 3: Open CAC/PIV Application .Step 4: Select Email Recipient(s) .Search for Email Address(es) .Manual Email Address Entry .Step 5: Enter Subject & Body Text .Step 6: Set Security Features .Step 7: Select Scan Settings .Step 8: Start Scan .Step 9: Log Out .Scan to Folder .Step 1: Place Document .Step 2: Log In.Step 3: Open CAC/PIV Application .Step 4: Select Destination Folder & Name File .Home Folder .Shared Folder .Folder Path .Step 5: Select Scan Settings .Step 6: Start Scan .Step 7: Log Out ubleshooting . 253

CAC / PIV Authentication Solution Version v3.1User’s GuidePrefaceYour Ricoh copier/MFP (multifunctional product) has been equipped with CAC or PIVauthentication capabilities. This means that only holders of a valid U.S. Department of Defense(DoD) CAC or Government PIV can access the device’s Copier, Scanner, Facsimile and/orDocument Server functions.About This GuideThis guide is divided into three primary sections: IntroductionThis section lays the foundation for understanding GlobalScan and includes importantinformation, such as CAC/PIV scanning features, touch-screen operation, and softkeyboard layout.Scan-to OperationsThis section contains step-by-step instructions on how to scan a document using the CAC/ PIV enabled MFP’s Scan to Email, Scan to Folder and Scan Settings features.AppendixThis section contains additional reference materials.Note: CAC/PIV Authentication Solution Version 3.1 product is also referred to as CAC/PIV v3.The term CAC/PIV v3 will be used throughout this manual.How to Read This GuideThe following conventions are used in this guide to explain procedures, provide additionalinformation and emphasize important cates information that must be read in detail.Example: Important: To protect confidential information .Note:Indicates supplementary information.Example: Note: To remove an entry, press [Clear].Italic underscoreIndicates where you can find additional information.Example: See Table 1: Scan to Email Screen .Bold faceIndicates a specific action to be taken.Example: 1. Insert valid CAC/PIV into card reader connected .[Button Name]Indicates a button/tab on the touch screen or key on the MFPcontrol panel.Example: Press [Other Functions] key .4

CAC / PIV Authentication Solution Version v3.1User’s GuideIntroductionWhat are CAC / PIV Authentication?CAC / PIV Authentication safeguards document processing transactions by ensuring that onlyauthorized DoD personnel or other government bureau personnel, have access to MFPfunctions, and thus network resources. Once you have successfully logged in using yourAuthentication PIN (in other words, authenticated at the MFP), you may have access toCopier, Scanner, Facsimile and/or Document Server. Note that your Security Administratorcontrols device functionality by enabling/disabling features; if necessary, check with yourAdministrator for information on specific feature availability.Scanning FeaturesCAC/PIV v3supports the scanning features outlined below.FeatureDescriptionScan to EmailScan to Email enables you to send hardcopy documents to one ormore email addresses. And if your CAC/PIV contains your emailaddress, the address is automatically registered in the CAC/PIVenabled MFP’s Address Book. This makes it easy to scan documents to your own email address; the [To] field is automaticallypopulated with your (logon user’s) email address.Other supported Scan to Email features include:- Address Book & LDAP Look-up – Search for recipientaddresses (or enter manually). CAC/PIV v3(only) provides forMicrosoft Enterprise compatible LDAP encryption support- Digital Signature – This added security feature is anelectronic representation of a written signature.- Encryption – Uses the recipient’s public key certificate toencrypt the email message and attachments, protecting theprivacy of the message.- Subject/Body – Enter subject and email body text to thescanned message, enabling the recipient(s) to identify content.Scan to Email Screen5

CAC / PIV Authentication Solution Version v3.1User’s GuideScanning Features Cont.FeatureScan to FolderDescriptionEnables you to send hardcopy documents from the MFP to one of thefollowing target folders:-Home Folder – The logon user’s home folder; also called Scan To Me.This is the default target folder.-Shared Folder – A pre-defined folder.-Folder Path – A folder path that you manually enter or “Browse” to,provided you have write permission.Scan to Folder ScreenNote: The Scan to Folder feature is only available if Active DirectoryAuthentication is enabled by the Administrator.Scan SettingsAllows the authenticated user to select from the following scan settings:-Scan Type – Black & White: Text; Black & White: Photo;Color: Text/Photo, Color: Glossy Photo.-Resolution – 200 dpi, 300 dpi, 400 dpi.-Scan Size – Auto, Letter (8.5” x 11”), Legal (8.5” x 14”)-Scan Side – Single, Duplex (2-sided)-File Type – PDF, JPEG, TIFFScan Settings Screen6

CAC / PIV Authentication Solution Version v3.1User’s GuideScreen OverviewThis section provides an overview of the screens that control Scan to Email, Scan to Folderand Scan Setting functions. Note that your CAC/PIV configuration may differ, that is, enabledfunctions are determined by the Administrator.Scan to Email ScreenReview the Scan to Email screen, as outlined in Table 1. If necessary, press the [Scan ToEmail] tab.ABCDEFGHITable 1: Scan to Email ScreenFunctionATabsDescriptionBased on administrator settings, one or more of the following tabs display: Scan To Email Scan To Folder Scan SettingsNote: The tab which displays by default is determined by the Administrator.B[To]Opens Email Address Input screen*. By default, this field contains the logonuser’s email address obtained from ID Card.C[cc]Opens Email Address Input screen* for search or manual entry of a courtesycopy (cc) recipient. By default, this field is empty.D[bcc]Opens Email Address Input screen* for search or manual entry of a blindcourtesy copy (bcc) recipient. By default, this field is empty.* See Email Address Input Screen.7

CAC / PIV Authentication Solution Version v3.1User’s GuideTable 1: Scan to Email Screen Cont.FunctionDescriptionE[Subject]Add or modify email subject text via soft keyboard*.F[Body]Add or modify email body text via soft keyboard*.G[Reset]Returns all text fields to default values.H[DigitalSignature]Toggles to turn [Digital Signature] On/Off. By default, this feature is On (asindicated by button with blue background/white text).What is Digital Signature? Digital Signature is an electronic representation ofa written signature which can then be used by a third party to determine that theentity named in the signature actually signed the information.I[Encryption]Toggles to turn [Encryption] On/Off. By default, this feature is Off (as indicatedby button with white background/blue text).What is Encryption? Encryption allows the sender to use the recipient’s publickey certificate to encrypt (lock) the email message and attachments, thusprotect the privacy of the message. Only the recipient who has the private keythat matches the public key used to encrypt the message can decrypt (unlock)the email message.* See Soft Keyboard Screen.Email Address Input ScreenBefore an email can be sent, the user must enter and/or select at least one email address.There are two ways to do so, by searching email addresses from the MFP’s Address Bookor the LDAP (Lightweight Directory Access protocol) servers.From the Scan to Email screen, open the Email Address Input screen by pressing [To], [cc]or [bcc], and then review Table 2.ABCDELFGKHJI8

CAC / PIV Authentication Solution Version v3.1User’s GuideTable 2: Email Address Input ScreenFunctionDescriptionA[Manual Entry]Opens soft keyboard* for manual entry of email address.B[Clear]Clears all recipients from Recipient List window.C[Cancel]Exits without saving selections, and return to Scan to Email/Folder forCAC/PIV screen.D[OK]Accepts address(es), and return to Scan to Email/Folder for CAC/PIVscreen.ESearch ResultWindowContains the email addresses that were obtained from the searchresults of MFP Address Book (with user’s read permission), PrimaryLDAP or Secondary LDAP server. The Search Result window is emptyby default.FAdd/RemoveAdds or removes highlighted email addresses - Highlight (press) email address in Search Result window, and thenpress [ -] to add to Recipient List.- Highlight (press) email address in Recipient List window, and thenpress [- ] to remove the email address from the list.Note: To deselect a highlighted address, press again.GScroll BarsScrolls contents of list window up/down by page.H[Search]Execute search on criteria entered into Search Input Field.ISearch Input FieldSearch will be executed on criteria that displays in this field.J[Common Name]Toggles [First Name] and [Last Name] as the search criteria.Note: Searching criteria of Common Name, First Name or Last Name,is not available for MFP’s Address Book.K[Address Book]Enables selection of email database to search – [Address Book],[Primary LDAP] or [Secondary LDAP].LRecipient ListWindowDisplays list of selected or manually entered email addresses. Bydefault this window contains the login user’s CAC/PIV email address,which can be removed.* See Soft Keyboard Screen.9

CAC / PIV Authentication Solution Version v3.1User’s GuideScan to Folder ScreenReview the Scan to Folder screen, as outlined in Table 3. If necessary, press [Scan ToFolder] tab.ABCDETable 3: Scan to Folder ScreenFunctionA[Home Folder]DescriptionSelects [Home Folder], [Shared Folder 1], [Shared Folder 2] or [SharedFolder 3].Note: The folder paths are established by your Administrator. Default path for Home Folder is the logon user’s home directory.B[Manual Entry]Enables entry of folder path via soft keyboard*.Note: The logon user must have write permission to the entered folderpath. [User Text] button (bottom of soft keyboard screen) enablesselection of preset text to folder path, e.g., Urgent, High (priority).C[Browse Network]Enables selection of a different folder path.DFile Name FieldEnables entry of a file name for the scanned document. Pressassociated [Manual Entry] key to open soft keyboard* screen.E[Manual Entry]Opens soft keyboard screen for entry of file name for scanneddocument.* See Soft Keyboard Screen.10

CAC / PIV Authentication Solution Version v3.1User’s GuideSoft Keyboard ScreenThe soft keyboard is a touch-sensitive, pop-up display that allows you to type alpha-numerictext and special symbols, e.g., email subject, body, search criteria, etc.From the Scan to Email screen, open the soft keyboard by pressing [Subject] or [Body],and then review Table 4. From Scan to Folder screen, press [Manual Entry] button.BACDIEFHGTable 4: Soft Keyboard ScreenButtonFunctionsAField TypeRead-only text that indicates the selected function, e.g., Common Name(search criteria, as shown above), Subject, Body, etc.B[Cancel]Exits soft keyboard, without applying entered characters.C[OK]Applies displayed text.D[Backspace]Erases entered characters right to left.E[Delete All]Erases entire field entry.FKeyboardQWERTY-style keyboard used for entry of characters.G[Text Entry] /[User Text] Tabs[Text Entry] tab opens soft keyboard, as shown above.[User Text] enables selection of preset text to add to the message, i.e.,[Urgent] or [High].11

CAC / PIV Authentication Solution Version v3.1User’s GuideTable 4: Soft Keyboard Screen Cont.ButtonHCharacterentry ControlFunctions[Shift Lock] – Enables selection of multiple upper-case characters.[Shift] – Enables selection of single upper-case character.[Space] – Enables entry of spaces between characters.IText FieldDisplays entered characters, which will be applied to the Scan to Email/Folderfor CAC/PIV screen upon exiting the soft keyboard. Note the character counterin the lower right corner of the field.Scan Settings ScreenThe [Scan Settings] tab allows you to adjust scan parameters. For example, you may wishto optimize the image quality (resolution) of a document or scan a two-sided (duplex) original.It is not required that you select scan settings, as the following default values will beautomatically applied: Scan Type: Black & White: Text Resolution: 200 dpi Scan Size: Auto DetectScan Side: SingleFrom the Scan to Email or Scan to Folder screen, open the Scan Settings screen bypressing the [Scan Settings] tab, and then review Table 5.ABCDE12

CAC / PIV Authentication Solution Version v3.1User’s GuideTable 5: Scan Settings ScreenButtonAScan TypeFunctionsEnables selection of one of the following: Black & White: Text (default) Black & White: Photo Color: Text/Photo Color: Glossy PhotoBResolutionEnables selection of one of the following: 200 dpi (default) 300 dpi 400 dpiCScan SizeEnables selection of one of the following: Auto Detect (default) Letter (8.5” x 11” scanning) Legal (8.5” x 14” scanning)DScan SideEnables selection of one of the following: Single (1-sided scanning, default) Duplex (2-sided scanning)EFile TypeEnables selection of one of the following: PDF JPEG TIFF (multi-page files) Single Page (separate TIFF file for each page)13

CAC / PIV Authentication Solution Version v3.1User’s GuideScan-to Operations / Step-by-StepThis section covers how to perform Scan to Email and Scan to Folder functions from yourCAC/PIV-enabled MFP.Scan to EmailScan to Email enables you to send hardcopy documents to one or more email addresses. Andif your CAC/PIV contains your email address, the address is automatically registered in theCAC/PIV-enabled MFP’s Address Book. This makes iteasy to scan documents to your own email address, the[To] field is automatically populated with your (logonuser’s) email address.Other supported Scan to Email features include: Address Book & LDAP Look-up – Search for recipientaddresses (or enter manually). Digital Signature – This added security feature is anelectronic representation of a written signature. Encryption – Uses the recipient’s public key certificate to encrypt the email message andattachments, protecting the privacy of the message. Subject/Body – Enter subject and email body text to the scanned message, enabling therecipient(s) to identify content.Step 1: Place Document (required)1. Place the document you wish to scan face up on the AutomaticDocument Feeder (ADF) or face down on the platen glass.Important: To protect confidential information, never leave the MFPunattended during any operation, and always remove original(s) fromthe exit tray or platen glass.Note: The MFP displays either the Login screen or Copy screen (shown below). The Loginscreen appears if the Copy function is restricted (locked). If the Copy function is notrestricted, t

Your Ricoh copier/MFP (multifunctional product) has been equipped with CAC or PIV authentication capabilities. This means that only holders of a valid U.S. Department of Defense (DoD) CAC or Government PIV can access the device’s Copier, Scanner, Facsimile and/or Document Server functions. About This Guide

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