Ricoh HotSpot Printer Operation Manual

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PPrreeffaaccee ............................................... 5

About This Guide ................................... 5

How to Read This Guide ....................... 6

Service & Support Resources ................ 7

I. IInnttrroodduuccttiioonn ................................... 9

How HotSpot Printing Works ................. 9

Marketing Toolkit ................................... 13

II. IInnssttaallllaattiioonn ..................................... 16

Step A: Install Printer .......................... 16

Step B: Register Printer ...................... 17

Step C: Check License Status ............ 19

Step D: Test Printer............................. 20

Step E: Install POP Display (opt.) ....... 21

Step F: Customize Service (opt.) ........ 22

III. MMaannaaggeemmeenntt ................................. 23

Home Page Overview .................... 25

Management Functions .................. 28

Web Pages ................................. 28

Languages .................................. 49

Printers ........................................ 51

Software ...................................... 60

Reports ....................................... 61

Administrators ............................. 62

Update Account .......................... 63

IV. AAddvvaanncceedd AAddmmiinniissttrraattiioonn ............ 64

System Information ........................ 64

Status Test ..................................... 65

Print Job Management ................... 66

User List Management ................... 67

HTTP Proxy Settings ...................... 67

Log File Settings ............................ 68

V. AAppppeennddiicceess ................................... 70

1: HotSpot Printer Operation .......... 71

2: Keypad Layout & Operation ....... 73

3: Check Device Status via WIM .... 75

4: HotSpot-compatible Models ....... 77

5: File Format Support ................... 78

6: WebPay 2.0 Overview ............... 80

7: Frequently Asked Questions ...... 83

8: Troubleshooting ......................... 87

) ............. 3

Documentation revision 1; November, 2009  Copyright 2009 by Ricoh Americas Corporation. All rights reserved. No part of this publ ication m ay be repro duced, tr ansm itted, trans cribed, stor ed in a re trieval s ystem, or translate d

into any language or computer language, in an y form or by any means, electroni c, mechanical, opt ical, chem ical, manual or otherwise, without the prior written permission of Ricoh Americas Corporation.

HotSpot Printer a registered trademark of Ricoh Americas Corporation. PrintSpots is a registered trademark of PrinterOn Corporation. Blackberry is a registered trademark of Research in Motion Limited iPhone is a registered trademark of Apple Computer Inc. Windows and Internet Ex pl orer are registered trademarks of Microsoft Corporation.

is a registered trademark of Apple Computer, Inc.

Mac

Adobe

All other trademarks are the property of their respective owners. The material in this docum ent is for information on ly and is subject to change without notice. W hile reasonable

efforts have been m ade in the preparation of this document to as sure its accurac y, Ricoh Americas Corporation, its contractors and partner s, assume no liability resulting from errors or omissions in this docum ent or from the use of the information contained herein.

Ricoh Americas Cor poration reserves the right to m ake changes in the product design without reservation and without notification to its users.

All screens used within this guide are for illustration purposes only, as they may vary based on actual system configuration.

and InDesign® are registered trademarks of Adobe Systems, Inc.

HotSpot Printer Operator’s Guide

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PREFACE ............................................................................................................................. 5

About This Guide ..................................................................................................................... 5

How to R ead This Guide .......................................................................................................... 6

Service & Support Resources ................................................................................................. 7

I. INTRODUCTION .............................................................................................................. 9

How HotSpot Printing Works .................................................................................................. 9

System Reliability ............................................................................................................... 10

Data Security ...................................................................................................................... 10

Your Service Subscription .................................................................................................. 11

Printer Configurations ......................................................................................................... 11

HotSpot Printer Applications ............................................................................................... 12

Marketing Toolkit ................................................................................................................... 13

Point-of-Purchase (POP) Display ....................................................................................... 13

Free Downloads ................................................................................................................. 13

HotSpot Printer Poster ........................................................................................................ 15

Additional Marketing Resources ......................................................................................... 15

II. INSTALLATION ............................................................................................................. 16

Step A: Install Printer ............................................................................................................ 16

Step B: Register Printer ........................................................................................................ 17

Step C: Check License Status .............................................................................................. 19

Step D: Test Printer ............................................................................................................... 20

Step E: Install POP Display (optional) ................................................................................. 21

Step F: Customize Service (optional) .................................................................................. 22

III. MANAGEMENT ............................................................................................................. 23

Administrator Log In / Log Out .............................................................................................. 24

Management Home Page Overview ...................................................................................... 25

Management Functions ......................................................................................................... 28

Web Pages ................................................................................................................. 28

About Web Pages Screen ........................................................................................... 29

Start Page Edit Screen ............................................................................................... 31

A. Brand Colors ......................................................................................................... 32

B. Company Logo & Headline Text ............................................................................ 33

C. About Your Printing Service .................................................................................. 34

D. User Information .................................................................................................... 35

E. Select Document Instructions ................................................................................ 36

F. Printing Email & Boarding Passes ......................................................................... 36

G. Business Center Branding ..................................................................................... 37

H. Help Text ............................................................................................................... 37

I. Additional Information (Web Site Links, Terms, Privacy) ......................................... 38

J. Printer Name .......................................................................................................... 40

HotSpot Printer Operator’s Guide

K. Description of Your Printers ................................................................................... 40

Printing Options Screen .............................................................................................. 41

About Printing Options Screen .................................................................................... 42

Approve Print Job Screen ........................................................................................... 44

About Approve Print Job Screen ................................................................................. 45

Confirmation of Print Job Screen ................................................................................ 47

Languages .................................................................................................................. 49

Printers ....................................................................................................................... 51

About Manage your Printers Screen ........................................................................... 51

Configure Required Info, Printing Options & Pricing Options....................................... 53

About Required Info Screen ........................................................................................ 54

About Printing Options Screen .................................................................................... 55

About Pricing Options Screen ..................................................................................... 58

Software .................................................................................................................... 60

Reports ...................................................................................................................... 61

Administrators .......................................................................................................... 62

Update Account ........................................................................................................ 63

IV. ADVANCED ADMINISTRATION ................................................................................... 64

Administrator Log In .............................................................................................................. 64

About Service Status (Screen 1) ..................................................................................... 64

System Information ..................................................................................................... 64

Status Test ................................................................................................................. 65

About Service Status (Screen 2) ..................................................................................... 66

Print Job Management ................................................................................................ 66

User List Management ................................................................................................ 67

HTTP Proxy Settings .................................................................................................. 67

Log File Settings ......................................................................................................... 68

Administrator Log Out ........................................................................................................... 69

V. APPENDICES................................................................................................................ 70

Appendix 1: HotSpot Printer Operation ............................................................................... 71

Appendix 2: HotSpot Keypad Layout & Operation ............................................................. 73

Appendix 3: Check Device Status via Web Image Monitor................................................. 75

Appendix 4: HotSpot-Compatible Printer Models ............................................................... 77

Appendix 5: File Format Support ......................................................................................... 78

Appendix 6: WebPay 2.0 Plug-in Overview ......................................................................... 80

Appendix 7: Frequently Asked Questions ........................................................................... 83

Appendix 8: Troubleshooting ............................................................................................... 87

HotSpot Printer Operator’s Guide

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Thank you for choosing a HotSpot Printer! Offering a unique combination of hardware and embedded software, HotSpot Printers harness the Internet to deliver a secure, integrated solution for printing from any computer (on any platform [PC, Mac or Linux]), cell phone or wireless handheld devices. With no need for driver downloads or software installation, your HotSpot Printer is the plug-and-play solution for printing anytime, anywhere.

About This Guide

To follow is a breakdown of the five sections in this guide. Each section provides an overview of content and, if applicable, walks you through the common tasks of HotSpot Printer management and operation.

I. Introduction

This section lays the foundation for understanding your HotSpot Printer and PrinterOn’s hosted Mobile Printing Service, including an explanation of exactly how your service works.

II. Installation

This section contains step-by-step instructions on how to install your HotSpot Printer, register your Mobile Printing Service, and t hen test the printer.

III. Management

This section covers a wide range of optional customization functions that are available to HotSpot Printer administrators. Learn how to personalize the service to reflect your corporate identity.

IV. Advanced Administration

This section covers tasks and settings that may be required, such as status testing, print job and user list management, as well as proxy and log file parameters.

V. Appendices

This section contains useful references designed to answer questions you may have, including HotSpot Printer and keypad operation, checking device status, HotSpot-compatible printer models, file format support, optional WebPay 2.0 plug-in, frequently asked questions and troubleshooting.

PrinterOn Web Page

HotSpot Printer Operator’s Guide

How to Read This Guide

The following conventions, terms and acronyms are used in this guide.

Convention Description

Important: Indicates key information.

Example: Important: A network connection is required…

Note: Indicates supplementary information.

Example: Note: For more information…

Reference:

Bold face

[Button Name]

Term Description

HotSpot Printer™

HotSpot Keypad

PrinterOn® Corporation

PrintSpots™

Indicates where you can find additional information. Within the PDF file, click on the link to go to that section or Web site.

Example: Reference: See Indicates a specific action to be taken.

Example: Click Web Pages icon Indicates a button/tab on the HotSpot keypad, printer control panel or

computer screen. Example: Press [OK] on the HotSpot keypad.

Ricoh's name for its Network Laser Printers running the embedded PrinterOn Print Delivery Software (PDS).

The HotSpot Printer component that enables release code entry. The keypad also supports other functions, such as job reprint, delete, etc.

Ricoh’s partner that provides the software that runs on the HotSpot Printer and hosts the Mobile Printing Service.

PrintSpots is the name of PrinterOn’s Mobile Printing Service. Print jobs are sent to a “PrintSpots,” i.e., the URL or email address of a HotSpot Printer.

IV. Advanced Administration.

Release Code

Tracking Number

Web Image Monitor

Also called Privacy Release Code, a 4- to 10-digit code generated by the PrinterOn Server and communicated to the user. This code is entered on the HotSpot keypad to release the print job.

An 8-digit code generated by the PrinterOn Server at the same time the release code is assigned. This code is for troubleshooting purposes, not release of print jobs at the printer.

Ricoh Web interface that is built into the controller of all Ricoh printers, enabling the administrator to manage settings on the device. All that is needed is a standard Web browser and the printer’s IP address.

for

HotSpot Printer Operator’s Guide

Type

Description

Details

Acronym Description

DHCP

ESA™

HSIA

ISP IT

HTTP

HTTPS

SSL

TLS

Dynamic Host Configuration Protocol. A protocol for assigning dynamic IP addresses to devices connected to a network, for simplified network administration.

Embedded Software Architecture. Ricoh’s Java platform that is required to host PrinterOn’s Mobile Printing Service.

High Speed Internet Access is required for proper operation of the HotSpot Printer.

Internet Service Prov ider. A company that provides access to the Internet. Information Technology. A broad subject concerned with all aspects of

managing and processing inf orm at ion. HyperText Transfer Protocol. Defines how messages are formatted and

transmitted via the Web. For example, when you enter a URL in your browser, this sends an HTTP command to a server, directing it to locate and transmit the requested Web page.

HyperText Transfer Protocol/Secure. URLs that require an SSL connection start with https instead of http.

Secure Sockets Layer. SSL is encryption technology used for communication between a Web browser and server, ensuring the integrity and privacy of data exchange. All major browsers, e.g., Internet Explorer, are SSL enabled.

Transport Layer Security. An authentication prot ocol uti lized when you email documents to a HotS pot Pri nter . The TLS protocol is designed to prevent eavesdropping, tampering, or message forgery.

URL

Uniform Resource Locator. An addressing system that allows a user to specify documents or resources anywhere on the Internet.

Service & Support Resources

Following is a summary of all HotSpot Printer-related resources, including important URLs, email addresses and Help Desk resources. Keep this page handy for future reference.

Administrators

URL Current information on HotSpot

Printers, including free downloads and other support services

URL Register HotSpot Printer www.printeron.net/register URL Customize PrinterOn Web Pages www.printeron/net/administrators

www.ricoh-usa.com/hotspotprinters

Type

Description

Details

Administrators Cont.

HotSpot Printer Operator’s Guide

URL Check service status

URL Web Image Monitor (view/change

HotSpot Printer settings)

http://PrinterIPAddress:8080/printeron/PDSJSP Default credentials:

• User Name = hotspot

• Password = printeron

http://PrinterIPAddress. Default credentials:

• Login User Name: admin

• Login Password: leave field blank

Users

URL Locate active HotSpot Printers http://www.printspots.com URL Print via Web upload (document or

Web page)

Email Print via email (message/

attachment)

Email Subscription renewal Contact your authorized HotSpot Printer sales

www.printeron.net/ricoh/xxxxx*

ricohxxxxx@printspots.com*

representative

* Note: xxxxx is the unique 5- or 6-digit HotSpot Printer ID located on the labels supplied with the device, as well

as the Mobile Printing subscription certificate. See

Your Subscription Certificate.

Ricoh Help Desk

United States: 1-800-RICOH38 (1-800-742-6438) Canada: 1-800-263-0815

HotSpot Printer Operator’s Guide







II.. IInnttrroodduuccttiioonn

How HotSpot Printing Work s

A HotSpot Printer is a hardcopy output solution that enables mobile users to print documents securely across the Internet, without the need for a device-specific driver or special software. From any Internetenabled computer (laptop/notebook/desktop), cell phone or other wireless handheld device, HotSpot users can send files directly to the printer. How? It is very simple.

Input Processing Output

 Documents, Web pages, email messages/attachments are sent from the Internet-enabled

device to the PrinterOn Ser ver, using 128-bit SSL (Secure Sockets Layer) encryption.

 The Server generates a compressed printable data file that is automatically formatted for

the target HotSpot Printer, and then transmitted. For jobs submitted via the PrinterOn Web Page, a private release code is generated and then displayed on the computer screen. In addition, the release code is emailed to the supplied address.

 The print job is received by the target HotSpot Printer, again using 128-bit SSL encrypt-

tion. The file resides safely in the printer hard disk drive until the user arrives at the printer and enters the release code, via the attached HotSpot keypad. The file is decompressed and printed.

Important:

• The print job downloads directly to the HotSpot Printer’s hard disk drive and remains there,

encrypted, for 72 hours. If the assigned release code is not entered into the device keypad within 72 hours, the file is automatically deleted from the printer’s hard disk drive.

• For the user’s convenience, up to five (5) reprints can be released at the HotSpot keypad, after the

first job is printed, for a total of six (6) copies. The reprint function times out after 20 minutes, after which the file is automatically erased from the printer’s hard disk drive.

Note:

• The HotSpot Printer’s URL is www.printeron.net/ricoh/

• The HotSpot Printer’s email address is ricoh. xxxxx

- xxxxx is the unique 5- or 6-digit HotSpot Printer ID located on the lab els sup pl ie d with the device, as

well as the Mobile Printing Service subscription certificate.

- Printer URLs can also be found by searching PrinterOn’s directory at www.printeron.com.

Reference: For step-by-step instructions, see

xxxxx

@printspots.com.

Appendix 1: HotSpot Printer Operation.

HotSpot Printer Operator’s Guide

System Reliability

To ensure uninterrupted service, your state-of-the-art Mobile Printing Service support an infrastructure that incorporates critical redundancy factors, thus facilitating reliable, timely, accurate and secure file processing, transfer, and output.

• Dual-Network Operation Centers – While we refer to the “PrinterOn Server,” for simplicity, in

actuality there are clusters of server farms for load balancing. Should one center be removed from operation, the other is always available for undisrupted service.

• Three Inbound Internet Connections – These physically-distinct connections are managed by

two separate Internet Service Providers (ISPs). This prevents downtime caused by the loss of any single connection or one of the ISPs.

• Battery Backup System – In the event of a power outage, each physical location incorporates

Battery Backup Systems to prevent the loss of print job data. Furthermore, the Battery Backup Systems are supported by generators for longer-term outages, if battery backup is not sufficient.

Data Security

Your HotSpot Printer utilizes three forms of communication with the PrinterOn Server:

1. HTTP (HyperText Transfer Protocol) – HTTP communication takes place with the Server during

the license validation process, when you register your HotSpot Printer on line.

2. HTTPS (HyperText Transfer Protocol/Secure) – HTTPS communication occurs when a print job

is submitted through the PrinterOn Web Page. 128 -bit SSL encryption technology secures all information exchange between your Web browser and the Server.

Note: Using both HTTP and HTTPS requires that data be allowed to pass through the firewall using TCP ports 80 and 443. As most environments allow for secure Internet communications on client computers, the HotSpot Printer does not require any special firewall configuration. If a proxy server is used, the HotSpot Printer must be configured with a proxy user account.

Reference: See IV. Advanced Administration, About Service Status (Screen 2), HTTP Proxy

Settings.

3. TLS (Transport Layer Security) - When emailing messages/attachments, the PrinterOn Server

will accept requests for TLS authentication. The TLS protocol is designed for secure data and file exchange over the Internet; the client/server prevents eavesdropping, tampering, or message forgery.

Important: After the PrinterOn Server confirms successful file transfer, all records of the

print job on the Server are deleted.

HotSpot Printer Operator’s Guide

Your Service Subscription

Your new HotSpot Printer ships with a one-year PrintSpots Mobile Printing Service subscription, which also serves as your proof of purchase. service subscription starts on the date of purchase register your HotSpot Printer today, in order to take immediate advantage of your new mobile printing capability.

Toward the end of the first year of service, Ricoh/ PrinterOn will send a subscription-renewal reminder (to the registered email address). At that time, a 2-, 3- or 4-year subscription extension can be purchased.

Subscription Extensions – Part Numbers

2-year Extension 3-year Extension 4-year Extension

003357MIU 004813MIU 004814MIU

The

, so

Note: For more information and pricing, please contact your authorized HotSpot Printer sales representative.

Printer Configurations

• Color Laser Printers

The Color HotSpot Printer ships with the following components pre-installed:

- Printer with 550-sheet Paper Tray, 100-sheet Bypass Tray, and standard Automatic Duplexing

- 512MB RAM

- 60GB hard disk drive

- USB host interface

- USB keypad and Velcro strips

- VM card with PrinterOn’s JAVA-based mobile printing software

- One-year Mobile Printing Service subscription (see previous section

for details)

• Black-and-White Laser Printers

The Black-and-White HotSpot Printer ships with the following components pre-installed:

- Printer with 500-sheet Paper Tray and 100-sheet Bypass Tray

- 256MB RAM

- 40GB hard disk drive

- USB host interface

- USB keypad and Velcro strips

- VM card with PrinterOn’s JAVA-based mobile printing software

- One-year Mobile Printing Service subscription (see previous section

for details) Note: For more information on printer-related options and specifications, please refer to the associated product brochure and/or your authorized HotSpot Printer sales representative.

HotSpot Printer Operator’s Guide

For Print Release, Press OK

Option Prt. Jobs Supplies

K C M Y

P r i n t R e l e a s e

P r e s s O K

• Printer LCD Panel Design

HotSpot-enabled printers are designed with either a 2- or 4-line LCD panel, for Black-and-White and Color Laser Printers, respectively. For illu stration purposes, the 4-line display is used in this guide.

2-line LCD 4-line LCD

• Printer Restrictions

When the printer is accessed via the Mobile Printing Service, envelope printing, custom paper sizes, special paper types, and other advanced printer driver features are not supported. However, advanced driver features are available when the printer is being utilized as a standard network printer.

HotSpot Printer Applications

Research has indicated that the tool knowledge workers miss most while away from the off ice is… the printer. Indeed, business travelers and mobile professionals need to be able to print from the road, satellite offices, library, hotel room, café or restaurant, as easily as they print documents at their home or corporate office. As businesses must compete in a global marketplace, easy access to the printed page – presentations, spec sheets, proposals, boarding passes, travel itinerary – has never been more important….

• A hotel chain uses HotSpot Printers to enable guests (users) to print securely from their rooms

without the involvement of IT staff. Integration with the hotel's accounting system allows print charges to be billed directly to guest (user) rooms.

• A coffee franchise uses HotSpot Printers to cater to their Web-surfing clientele. Having printers on

site lengthens customer stays, increasing revenues on refills. The ability to support cash payments also increases revenue.

• A law firm uses HotSpot Printers to enable visiting attorneys and clients to print, as needed, without

IT support. Temporary and contract employees are directed to HotSpot Printers for security purposes.

• A conference center uses HotSpot Printers to allow all guests (users) to print without setting up

accounts for each user/event at Guest Services – a logistics headache when trade shows come to town.

• Any organization concerned with security, for example, the use of thumbnail drives to transfer files

prior to printing can utilize Hot Spot Printers to avoid exposure to information theft and alteration.

HotSpot Printer Operator’s Guide

Marketing Toolkit

We have created exciting marketing tools that will allow you to effectively advertise your Mobile Printing Services. These instructional resources and point-of-purchase (POP) display materials ensures maximum visibility and end-user satisfaction.

Point-of-Purchase (POP) Display

Your new HotSpot Printer shipped with an envelope containing a point-of-purchase (POP) display and two plastic holders, along with instructions on how to set up the display on your printer. For more information, see II.Installation, Step E: Install POP Display (optional

Free Downloads

Free Marketing Toolkit downloads include an Email Blast, Slim Jim and Tent Card point-of-purchase pieces. To download the files, please visit Tools link.

www.ricoh-usa.com/hotspotprinters. Click on the HotSpot

Email Blast

If you wish to reach out to potential customers through email, we have designed an eye-catching marketing piece that can be delivered by either inserting the file into the email itself (as shown) or as a file attachment. Craft a message to your target audience, for maximum impact.

The Email Blast is available in three file formats PDF, PSD, HT ML and JPEG. Choose the format that best suits your requirements.

Slim Jim

The Slim Jim is a point-of-purchase display card that and is available in PDF and Adobe InDesign format (fonts included).

Personalize the card with your business name/location, Web and email addresses. Print this two-sided card in duplex mode and trim to size, then place in plastic holders/display racks as a take-away pamphlet.

Your customers, visitors or clients can learn how to use your Mobile Printing Service, in three easy steps.

HotSpot Printer Operator’s Guide

Tent Card

Print and fold this card so that it is readable on either side of the fold. This free-standing card can be placed on a table top, counter or other flat surface. This is a great advertisement for your HotSpot Printer patrons who may wish to try your new service.

Tent cards are available as either a generic tent card or a tent card with fields for listing your HotSpot Printer's email address and Web page address. The tent card files are available in PDF and Adobe InDesign, with fonts included.

HotSpot Printer Operator’s Guide

HotSpot Printer Poster

A HotSpot Printer poster is also available through your authorized sales representative. This pre-printed advertising piece is the ideal way to promote your HotSpot Printer service. Place the poster in high-traffic area for maximum impact. Note: Please check with your local representative for poster availability.

Additional Marketing Resources

Please check the HotSpot Printer Website (www.ricoh-

usa.com/hotspotprinters) for pricing and availability of future

marketing tools, including:

• 24” Vinyl Desktop Circle

• 38” Vinyl Floor Circle

• Hanging Ceiling Display

If you require additional customization, please work with your authorized HotSpot sales representative. He/she will be able to direct you to marketing partners that can assist.

HotSpot Printer Operator’s Guide

IIII.. IInnssttaallllaattiioonn

This section contains step-by-step instructions on how to install your HotSpot Printer, register your Mobile Printing Service, and then test the printer.

Step A: Install Printer

To install your HotSpot Printer, proceed as follows:

1. Unpack and connect printer. For detailed installation

instructions, refer to the printer’s Quick Installation

Guide, located in the box.

Important:

• A network connection is required before you activate your Mobile Printing Service. Ethernet settings

are detailed in the printer’s Quick Inst allation Guide. Should you need further assistance, contact the Ricoh Help Desk (U.S.: 1-800-RICOH38 [1-800-742-6438]; Canada: 1-800-263-0815).

• It is strongly suggested that you do not disable DHCP

2. Turn printer OFF.

3. Attach HotSpot keypad into the USB port on the

rear of the printer.

4. Affix keypad to printer’s top cover with Velcro

Velcro strips. Place to left side, as shown.

5. Turn printer ON.

6. Print Configuration Page(s). The Configuration

Page(s) contain important printer information, such as Unit Number (Serial Number) and IP Address.

a. Press [Menu] on printer control panel.

for initial setup and testing.

b. Scroll down [] to [List/Test Print], and then press [OK]. c. Scroll down [] to [Config. Page], and then press [OK].

Display reads: [Config. Page Printing…. Please wait].

d. Locate the Unit Number or Printer ID, which appears at the

top of the page. This is the printer’s Serial Number, which you will need to have available for the next step, Step B.

Note: The Configuration Page also identifies your printer’s IPv4 Address (circled above), which is required when using Web Image Monitor and PrinterOn Service Status utilities.

HotSpot Printer Operator’s Guide

Step B: Register Printer

The HotSpot Printer Registration Service is available 24/7. To register a new printer from a computer with Internet access, proceed as follows:

1. Open your Web browser.

2. Go to:

3. Click [Get Started Now].

4. Read Terms and conditions of use,

and then click [Accept].

http://printeron.net/register.

HotSpot Printer Operator’s Guide

Printer Machine ID is the “Unit User Login and Password are

Asterisk (*) ind icates

Number” (i.e., Serial Number) located at the top of the Configuration Page. See

A, 6).

Step

located on your Mobile Printing Service subscription certificate.

a required field.

5. Complete all required fields, and then

click [Submit].

Note: A confirmation email is sent to the specified email address to validate the address. You must follow the instructions in the email in order to complete the registration process.

HotSpot Printer Operator’s Guide

For Print Release, Press OK

Option Prt. Jobs Supplies

K C M Y

PrinterOn x.x LicenseValid

Option Prt. Jobs Supplies

K C M Y

HotSpot

HotSpot Keypad

Step C: Check License Status

To confirm that your PrinterOn application is running properly, i.e., your license is valid, proceed as follows:

1. Turn printer ON, if necessary.

Note: Approximately 90 seconds after [Ready] displays on the printer’s LCD, the message [For Print Release, Press OK] should appear (see Fig. 1). The HotSpot Printer is now in standby mode.

2. Press question mark button [?] on HotSpot keypad.

Important: The message [PrinterOn x.x LicenseValid] should

appear in the printer’s LCD (see Fig. 2). This indicates that the application is working properly. If a different message appears, e.g., [PrinterOn x.x NoLicense] or [PrinterOn x.x Internet Down], see

Appendix 8: Troubleshooting.

3. Press [Cancel] on HotSpot Keypad to return to standby mode.

Printer LCD

Fig. 1

Remote Service Status Check

To check HotSpot Mobile Printing Service status from any computer with an Internet connection. Open your Web browser and enter:

http://

PrinterIPAddress

:8080/printeron/PDSJSP.

Default credentials:

• User Name = hotspot

• Password = printeron

Note: For more information, see

Administration.

IV. Advanced

Fig. 2

HotSpot Printer Operator’s Guide

Step D: Test Printer

To test your HotSpot Printer, send a print job using Method A and/or Method B, outlined below. Note that these instructions are general guidelines, as your configuration settings may vary.

Note: The URL and/or email address you use includes the HotSpot Printer’s unique 5- or 6-digit ID (

xxxxx

), which is located on the label affixed to the printer, as well as the Mobile Printing Service

subscription certificate.

Method A: Print via Web Upload

1. Open your Web browser.

2. Go to: www.printeron.net/ricoh/

Note:

• This URL must be

typed in lower-case letters. If typed in upper case, the screen reads [The page you requested could not be found.]. Re-enter URL using lower-case letters.

• If you enter a URL using a non-existent printer

ID (

xxxxx

), the screen reads [The page you

requested could not be found.]. Re-enter

URL with correct ID.

• If you enter a URL using a valid printer ID (xxxxx

reads [Service offline]. Click [Back] and enter URL with ID of a registered printer.

3. Browse to your document or, if printing a Web page, e nter the complete URL.

4. Enter your email address.

5. Click [Submit].

Note: Your release code is displayed, along with a tracking number. In additional, this information is emailed to the address entered in step 4.

6. Follow the instructions on the HotSpot Printer LCD to enter your release code and print the job.

Method B: Print via Email

xxxxx.

), but the unit is not yet registered, the screen

1. Open your email application.

2. Enter the printer’s email address:

ricoh

xxxxx

@printspots.com

3. Send email/attachments as you normally would.

4. The service replies with a confi r mation messag e

that includes your private release code and details regarding the print job (as shown at right). Note: If Method A: Print via Web Upload was used to submit the job, the release code will display on the computer screen as well.

5. Follow the instructions on the HotSpot Printer LCD

to enter your release code and print the job.

Important: Print speed may be affected by network, application, or computer performance

Reference: For detailed instructions, see

Appendix 1: HotSpot Printer Operation and Appendix 2:

HotSpot Keypad Layout & Operation.

HotSpot Printer Operator’s Guide

Step E: Install POP Display (optional)

Your new HotSpot Printer ships with an envelope containing a point-of-purchase (POP) display and two plastic holders. In order to install the POP display, proceed as follows:

1. Remove POP display and plastic holders from envelope.

2. Slide POP display in groove of plastic holders. Space

holders evenly along bottom edge.

3. Remove holders’ adhesive strips. Place on top of the

HotSpot Printer, as shown in Fig. 3.

Fig. 3

Note:

• Placement of the POP display varies depending on the printer model.

• POP display adds approximately 10.5″ in height. When adding toner, remove the display or

allow for clearance.

HotSpot Printer Operator’s Guide

Insert your logo

Tell users how to

Provide custom

Choose which langAdd a HotSpot Printing

Add your own

tion.

Step F: Customize Service (optional)

PrinterOn Web Pages are highly customizable. This means that you can edit the appearance of the PrinterOn Website that hosts your Mobile Printing Service. Though customization is optional, we suggest you review the key features of this flexible solution to learn how you can easily tailor the service to your specific needs.

Note: Customization instructions are covered in the next section

Start Page

uages to display in this drop-down.

and personal headline text.

III. Management.

Indicate printer location, pricing and availability.

send print jobs to your HotSpot Printer.

instructions that make print job submission as easy as 1-2-3.

Help text, e.g., contact informa-

Add your own Terms & Conditions and Privacy Policy statement.

After job is submitted, offer print job options (e.g., # of copies, pricing info, job approval screens, etc.

Partner’s logo.

HotSpot Printer Operator’s Guide

Function

Customized Start Page

Fig. 4

IIIIII.. MMaannaaggeemmeenntt

Your Mobile Printing Service allows for extensive customization of the user interface (see Fig. 4). You can add a company logo, headline text and color palette, as well as create personalized content directed to your users. Users that visit the PrinterOn Web Page, using the HotSpot Printers unique URL (e.g., www.printeron.net/ricoh/xxxxx chosen.

The authorized administrator simply logs in to the Management Home Page, and then selects t he desired function icon (see Fig. 5). The following key features and functions are available, among many others:

) can then view, and, if applicable, select those settings that you have

• Add company logo and colors

• Add partner logos and links

• Set printer defaults

• Add/remove printers

• Add/remove administrators

• Add/remove languages

• Add/edit Help text

• Modify contact information

• Set pricing/billing options

• Create a custom end-user survey

• View/export activity reports

• Add terms & conditions, privacy notice

Management Home Page

Icons

Fig. 5

Administrator Log In / Log Out

1. Open your Web browser.

2. Go to: https://www.printeron.net/administrators.

Important: To ensure that your

service is updated correctly, do not make changes to your service in multiple browser windows.

3. Under Hospitality, click

[Manage my service],

4. Enter Email/User Name and Password.

Note:

• The credentials are on the Mobile Printing

Service subscription certificate that shipped with the printer. If necessary, see

Your Service Subscription.

Reference: To change credentials, see

Update your account preferences

5. Click [

Page displays. See Fig. 6.

]. The Management Home

HotSpot Printer Operator’s Guide

Log Out…

After modifying settings within the Management screens, you must log out in order to ensure that the session has ended. To do so, click [

Log out

Management Home Page Overview

The Management Home Page is where you will select and set customization functions. Before doing so, review the following description of Home Page functions. You will then be prepared to customize your service, as outlined in the next section,

1. Open the Management Home Page. If necessary, see

2. Review the Management Home Page.

Management Functions.

Administrator Log In / Log Out.

Management Home Page

Fig. 6

About Management Home Page

Feature

Description

associated with your service. To add more printers to your

HotSpot Printer Operator’s Guide

A Function Icons

This row of icons provides one-click access to the following functions:

Web Pages – Edit PrinterOn Web Pages to reflect your own

brand colors, logo, text, etc.

Languages – Add another language (English, Spanish,

French, Dutch, German and/or Italian), which is userselectable from the PrinterOn Web Page.

Printers – Update your printer settings, add/remove printers,

set pricing and billing information, etc.

Software – Though this function icon is available, there is no

need to perform download, upgrade or manage your printer release software.

Reports – View and export reports of printer activity. Create

your own end-user survey to gauge response.

Administrators – Add/remove administrators of your service. Update Account – Update contact and/or billing address

information.

B Group Name

C Service Summary

All HotSpot Printers are automatically under the same "Group Name,” so there is no need to create a Group.

• URL – Your PrinterOn Web Page URL (users will visit in

order to send a file) is created by combining the brand name and unique 5- or 6-digit HotSpot Printer ID ( net/ricoh/xxxxx [Update Account] function icon

). To change the name, do so through t he

www.printeron.

• Service Name – This is the brand/ID combination created for

your service, e .g ., ricoh/xxxxx one Mobile Printing Service, each one will have a unique Service Name. Each Service Name will be listed on the Management Home Page for you to select the service to manage.

. If you are managing more than

• Annual Renewal Date – The Renewal Date is the scheduled

expiration date of your subscription. Depending on the subscription purchased, it can be 1, 3 or 4 years. If you wish to renew your service, please contact your authorized HotSpot Printer sales representative to purchase an extension. For details, see

Your Service Subscription.

• Number of Printers – This is the number of printers you have

HotSpot Printer Operator’s Guide

service, or to edit your printer information, do so through the

[Printers] function icon .

• Show/Hide your service in searches – You can restrict the

accessibility of your service by hiding it in searches, preventing users from finding your service in Printer Directory searches.

• Set Online/Offline – If you need to temporarily make your

service unavailable, for printer maintenance, for example, you can present users with a notification page when they browse to your service Website. You can customize the text on this page

by clicking the [Web Pages] function icon

• Create a new service under a new group name – This

function is not applicable to HotSpot Printers.

• Clone this service – This function is not applicable to HotSpot

Printers.

• Get Guest Awareness Kit – This function is not applicable to

HotSpot Printers.

• Delete this S ervice – Warning! Do not click this button.

Doing so will permanently remove your Mobile Printing Service.

D Additional Services

• Update your account preferences – Allows you to update

• Hotel Administrator support page – Clicking this link open

the Support for Service Administrators page where you can find PrinterOn FAQs and documentation.

• About Guest Printing Services – Click this link to view

information about the many benefits your Mobile Printing Service offers users.

3. Return to the Management Home Page, if necessary.

HotSpot Printer Operator’s Guide

Thumbnails

Fig. 7

Management Functions

Web Pages

Web Pages are the screens presented to users after they open the HotSpot Printer URL (www.printeron.net/ricoh/ follows:

1. Open Management Home Page. If necessary, see

2. Click Web Pages function icon .

3. Review the Web Pages screen, and then make any nece ssa r y changes.

xxxxx

). To edit the appearance and content of those pages, proceed as

Administrator Log In / Log Out.

Web Pages Screen

+ 65 hidden pages

Ricoh HotSpot Printer Operation Manual

Specifications and Main Features

Frequently Asked Questions

User Manual