Ricoh HotSpot Printing App User Manual

Ricoh
HotSpot
Printing
App

Mobile Printing Solution

User’s Guide

HSPA_UQR_April192013_V1

HotSpot Printing App supports:

- Apple® iOS devices

- Android™ devices

- BlackBerry® smartphone

- BlackBerry® PlayBook

™

Printing App

www.ricoh-usa.com/hotspot

© 2013 Ricoh Americas Corporation. All rights reserved.

The contents of this manual and associated Ricoh software are the property of Ricoh Americas
Corporation and are copyrighted.

All specifications, claims, features, representations and/or comparisons provided are correct to the best
knowledge of Ricoh as of the date of publication, but are subject to change without notice. Information is
provided by Ricoh on an “as is” basis, without any other warranties or conditions, expressed or implied,
including but not limited to, warranties of merchantable quality, satisfactory quality, merchantibility or
fitness for a particular purpose.

In no event shall Ricoh Americas Corporation be liable for any loss of revenue or profit or any other
commercial damage, including but not limited to special, incidental, consequential or other damages. We
are also not responsible for the claims by a third party. Our maximum aggregate liability shall not exceed
thirty US dollars ($1 USD).

Excel, Word, PowerPoint, Windows and Exchange are trademarks of Microsoft Corporation. Java is a
trademark of Sun Microsystems. Adobe PDF is a trademark of Adobe Systems Incorporated. PrinterOn
is a trademark of PrinterOn Inc., Canada. The RIM and BlackBerry families of related marks, images
and symbols are the exclusive properties of and trademarks or registered trademarks of Research in
Motion Limited - used by permission.

Apple, iPad, iPhone, iPod touch, and iTunes are trademarks of Apple Inc., registered in the U.S. and
other countries. App Store is a service mark of Apple Inc.

Documentation Revision 1: April, 2013

Table of Contents

Preface ....................................................................................................................................... 4

Service Support & Requirements ............................................................................................. 4

Introduction ............................................................................................................................... 5

Quick Start ................................................................................................................................. 6

Installation ................................................................................................................................. 8

Deployment Options ................................................................................................................. 8

MDM (Mobile Device Management) Deployment ..................................................................... 8

Email Deployment (Android Only) ............................................................................................ 8

BlackBerry PlayBook................................................................................................................ 8

HotSpot Printing Application Behavior and Functions .......................................................... 9

Account Settings ...................................................................................................................... 9

Add Printer to Favorites ........................................................................................................... 9

Set Default Printer .................................................................................................................. 10

Document View ...................................................................................................................... 10

Browse Function .................................................................................................................... 11

Jobs Function ........................................................................................................................ 11

Nearby Behavior and Map Function ....................................................................................... 11

Search Function ..................................................................................................................... 12

Favorites Function ................................................................................................................. 13

Printing Documents ................................................................................................................ 14

Adding Files on iOS ............................................................................................................... 14

Adding Files Using iTunes ................................................................................................. 14

Using the “Open In” Feature .............................................................................................. 16

Importing Files from Android: ............................................................................................. 17

Adding Files Using BlackBerry Desktop Software .............................................................. 18

HotSpot Printing Application

Support

Mobile Devices

As of Nov. 2012, the HotSpot Printing App supports BlackBerry® smartphone,
BlackBerry® PlayBook™, Apple® iOS and Android™ devices.

Country

Currently, the HotSpot Printing App is available in any country where the App
StoreSM is available, e.g., BlackBerry World.

Language

Currently, English, German and Spanish is supported.

Carrier

All carriers are supported.

Requirements

Connectivity

The HotSpot Printing App requires an internet connection or mobile data
connectivity. An integrated Global Positioning System (GPS) is necessary for
geographical search, i.e., to determine user’s current location and nearby
printers/MFPs.

Plug-in

The HotSpot Printing App requires Adobe® AIR® to be installed on your
device, if it’s not already present. Adobe Air is a free plug-in (similar to Flash
Player). It will be automatically installed on Apple iOS but must be
downloaded separately for BlackBerry and Android users.

Preface

Every effort has been made to ensure that the information in this guide is
correct at the time of writing. This document should not be used as a basis to
make changes to your Enterprise environment.

Many of the features and functions covered in this guide are available in the
Ricoh HotSpot Printing Application, herein called HotSpot Printing App.
However, enhancements to this app are on-going. Please refer to the Ricoh
HotSpot website (www.ricoh-usa.com/hotspot) for additional information.

Service Support & Requirements

User’s Guide

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 4

HotSpot Printing Application

User’s Guide

Introduction

Ricoh’s HotSpot Printing App is easy to use and doesn’t need any configuration or training to get
started. The HotSpot Printing App allows HotSpot subscribers (www.ricoh-usa.com/hotspot) and non­subscribers to quickly access and forward documents and images from their mobile device (tablet,
smartphone and laptop) to a list of available public printers located virtually anywhere – libraries,
Internet cafés, hotels, airports, corporate meeting rooms, print shops and travel centers. With the
release of HotSpot Enterprise, corporate customers may now host their own “private cloud” printing
service and enable existing devices inside the company network.

In addition, frequently-used printers can be stored in the Favorites group within the HotSpot application
eliminating the need to search for them every time they're used. Although the mobile applications use
http/https for discovering and printing to the device through the cloud service, many devices support
email printing.

Print emails* and attachments from BlackBerry

and Android™ devices.

Microsof

t®

Office® (Word®, Excel®, PowerPoint®, Visio®), Adobe® Acrobat® and others are
supported attachment file formats. Please refer to

http://www.printeron.net/customer_service/docs/file_formats.pdf for a complete list.

Search for public PrinterOn
Print documents and images to PrinterOn
Manage printer favorites to store public or individual printers.
Map integration.
Map view for stored printer with geographical coordinates.
Geographical search for printers in configured proximity.
Default printer selection.
Printer status information.

®

printers in any available location.

− Online/Offline

− Free/chargeable printing

*It’s possible to forward the message to the

HotSpot Printing service via email. For
instructions, refer to the HotSpot Printer/MFP
User’s Quick Reference
(www.ricoh-usa.com/hotspot).

®

PlayBook™, BlackBerry® smartphone, Apple® iOS

®

network of printer.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 5

HotSpot Printing Application

User’s Guide

Quick Start

To print a document, for example, from a BlackBerry® PlayBook™, proceed as follows:

1. On the device, navigate to the Ricoh HotSpot

Printing App icon. Press to open the application.

Note: When the HotSpot Printing App is opened for
the first time, the Settings screen (at right) appears.
Set the PrinterOn Account login information,
geographic search preferences, default web URL and
language. You can also open this screen by clicking
the tools icon (upper right corner).

2. Press [Save].

The HotSpot Printing App home screen appears,
which includes printers closest to your current
location (top section of screen), as well as current
status of each printer.

3. If desired printer does not appear, press [Search].

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 6

HotSpot Printing Application

4. Enter search criteria for the printer, and then press

[Search].

5. If printers are found, a list of available devices

appears. From the list, press the desired printer.

6. Once a printer is selected, press [Save]. The printer is

automatically added to Favorites, and the printer icon
appears on the HotSpot Printing App home screen.

Note: If this is not the desired printer, press [Back]
and repeat 4.

7. To select a printer, or set a default printer, press

the printer icon. The Options menu appears.

8. On Options menu…
a. Press [Select] to send print job to the selected

printer; printer icon starts flashing, or…

b. Press [Default] to set this device as the default

printer.

c. Press [Detail] to view information about the

device.

d. Press [Cancel] to close menu.

User’s Guide

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 7

HotSpot Printing Application

User’s Guide

Installation

Ricoh HotSpot Printing App is available from major application distributors and requires internet
connectivity. Simply search for “Ricoh HotSpot Printing” within the application distribution
service associated with your device:

Android™ Devices (Phones / Tablets) – Download via Google Play
Apple

BlackBerry

®

iOS (iPhone® / iPad® / iPod touch®) – Download from App Store

®

PlayBook™, BlackBerry® smartphone – Download via BlackBerry App World

Please note, towards the end of the install
or upon the completion of the install of the
Ricoh HotSpot Printing App, the user will be
prompted to give the app permissions to
access the internet and permission to
access local file storage on the device.
These permissions must be allowed in order
for the app to function properly.

Deployment Options

There are enterprise deployment options available outside of going to a platform-specific app
distribution channel, such as Android market, iTunes and BlackBerry App World; each depends
on the device platform in use. Please read on for device platform-specific deployment options.

MDM (Mobile Device Management) Deployment

Hotspot Printing App supports Over the Air (OTA), the standard deployment format used by all MDM
platforms. There are many MDM solutions available, which allow network administrators to push the
software out to the device with little or no device user interaction concerning the install. Please contact
your MDM vendor directly for any support questions regarding this deployment method.

Email Deployment (Android Only)

The Android install (APK) file can be distributed as an attachment to email. The device user can
initialize and install on their Android mobile device by clicking “Install” on the email attachment.

BlackBerry PlayBook

Currently, BlackBerry PlayBook software can only be installed via BlackBerry App World.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 8

HotSpot Printing Application

User’s Guide

HotSpot Printing Application Behavior and Functions

This section describes the functions and behavior of the HotSpot Printing App, such as the
default home screen view, how to add a printer to the Favorites view, and how to locate nearby
printers. This section also describes browsing for files saved on the device, using the web
browser and saving documents from the web, transferring files to the device, job status and print
Release Codes.

Account Settings

When the HotSpot Printing App is opened for the first
time, you are prompted to enter login information on the
Settings screen.

Once the login information is entered/saved, the default
view for the home screen is the “Nearby” view. If the
device has an internet or data connection available with
GPS, nearby printers are automatically populated on the
home screen. The default printer set by the user will be
the first printer on the far left side, as described in the

Quick Start section.

Add Printer to Favorites

To add a printer to Favorites, press [Search] on the
home screen. Enter one or more search criteria
fields. Press [Search] again to locate available
printers.

A list of printers that match the search criteria
display. Press the desired printer to select.

Once the printer is chosen, it appears on the home
screen Favorites view, as shown in the screen
directly above.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 9

HotSpot Printing Application

User’s Guide

Set Default Printer

To set the default printer, a printer must first be visible on the Favorites view, or the Nearby View, of
the home screen. Once the desired printer is visible, press the printer icon. The Options menu for that
device appears. Press [Default], and the selected printer becomes the default printer. When you press
[Print], the job will automatically be sent to this output device.

Document View

For Android and iOS devices, the Document View is
used to import files by the “Open In” feature in iOS
and similar features in Android devices. These
features are available from within the iOS file viewer,
and when viewing data in most native and third-party
applications on these device platforms.

For more information, refer to Printing Documents.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 10

HotSpot Printing Application

Location Icon

User’s Guide

Browse Function

The Browse function enables you to browse through locally-saved files on the device (usually from
other applications), and allows you to choose a document or file to print. Once a file is selected, the
home screen view, with file name (under Status, at bottom of screen) appears. You can select the
printer you wish to print from, and then select the [Print] button to send the print job and receive the
associated Release Code. Note: The Browse function is only available on BlackBerry PlayBook (for
general file system access) and Android (for access to the Photos folder).

Jobs Function

On the home screen, press [Jobs] to display the
Jobs status window. If print jobs have been sent,
the Jobs screen will show print activity, including
when the job was sent, when the job will expire,
and the Release Code. There are also options to
delete single jobs, as well as all non-active jobs.

Nearby Behavior and Map Function

When launched, the HotSpot Printing App will automatically search for nearby printers; the
home screen defaults to the Nearby View. The application requires access to the location
service of your device to perform this search. If the location service is disabled, or not allowed,
this feature may not be able to function. In this scenario a user may set their current location by
selecting the Location icon and entering their current street address. When the setting is
saved, the HotSpot Printing App will automatically run a geo location for the address and use
the location during the application session.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 11

HotSpot Printing Application

User’s Guide

The Map function is an extension of the Nearby behavior. Once a search has been
completed, the [Nearby] button changes to [Map]. Press [Map] to view available printer on a
map or pull directions to a printer selected for output. Location markers indicate available

printers.

Search Function

The Search function has Keywords, Company,
Street, City, Country, State/Province and
Country input fields, as well as two check boxes,
Color only (to locate only color devices) and
Online only (to locate only those printers that are

online), and a drop-down menu for site class
(public, campus, personal, corporate, enterprise).

Once search criteria are entered, press [Search].
The search results will populate and list the available printers.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 12

Available Printers

Note: Search settings can be configured in the

Settings screen; press the tools icon (upper right
corner). You can set the distance perimeter in Miles,
Yards, Kilometer or Meter. The maximum search
results, i.e., number of listed devices, can also be set.

Favorites Function

HotSpot Printing Application

User’s Guide

This function is used to select frequently-used printers. When the [Favorites] button is pressed,
printers previously selected by the user display.

To add printers to Favorite, proceed as follows:

1. On the home screen, press [Search].

2. Enter search criteria, e.g., Company.

3. Press [Search].

4. Select desired printer from list. That device will be

automatically added to Favorites.

5. Press [Favorites] to display the printer icon(s).

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 13

HotSpot Printing Application

User’s Guide

Printing Documents

This section describes how to import documents and files for printing. This is provided as an overview
of the features possible for accessing data on Android, iOS and BlackBerry platforms. These features
are standard to the specific OS and subject to change based on enhancement of product features and
new OS upgrades.

Adding Files on iOS

There are two methods to add documents or images to your Document View with iOS. The first
method is to synch the file or image to your application through iTunes. The other option is to use the
“Open In” feature.

Adding Files Using iTunes

1. Connect your device (via USB) and

open iTunes, select iPad.

2. Select Apps under device toolbar

options in iTunes.

3. Scroll to bottom of Apps page, and

then select the HotSpot application.

Note: When selected, the HotSpot
Document View will appear. By
selecting the [Add] button you can
browse to select documents that will
be synched to the HotSpot Printing
App Document View.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 14

Document View

When the HotSpot Printing App is opened,
the file is automatically displayed in the
application.

HotSpot Printing Application

User’s Guide

Note: If a default printer is defined, the user prints by simply touching the file display in the Document
View window. The print dialogue box will then appear. If no printer has been selected as a default, the
print should first be selected, and then the document.

.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 15

HotSpot Printing Application

User’s Guide

Using “Open In” Feature

You can easily import PDF files from Safari® to the HotSpot Printing App Documents View. Other
supported file formats may also be imported from the iOS file viewer, or third-party applications by
selecting the “Open In” function built into iOS.

Printing web page content requires using the built-in browser for the HotSpot Printing App, as described
in the Browse Function section of this guide. Simply select the file you want to print and select HotSpot
from the list of “Open In” options:

a. For PDF files in Safari, “Open In” menu is

shown at far right (iOS, iPad /iPhone):

b. This feature is also supported in third-party

applications, e.g., Dropbox:

If a default printer has been selected, the user prints by simply touching the file displayed in the
Document View window. The print dialogue box will then appear. If no printer has been selected as a
default, the print should first be selected, and then the document.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 16

Importing Files from Android

Using third-party applications to print:

a. On Android, click on a PDF from within

Dropbox, as shown at right.

b. You will get a prompt to choose HotSpot to

print the desired PDF, as shown at right.

HotSpot Printing Application

User’s Guide

If a default printer has been selected, the user prints by simply touching the file displayed in the
Document View window. The print dialogue box will then appear. If no printer has been selected as a
default, the print should first be selected, and then the document.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 17

HotSpot Printing Application

Adding Files Using BlackBerry Desktop Software

On a BlackBerry PlayBook, there are two ways to add files to
the Document View of the HotSpot Printing App.

1. Use BlackBerry Desktop Software or

2. Copy files via your computer’s file browser.

Note: iOS and Android use the “Open in” and “Share”
features, respectively.

1. Add Documents Using BlackBerry Desktop Software

a. Connect PlayBook via USB cable.

b. Open BlackBerry Desktop Software.

c. From BlackBerry Desktop Software main window, select

[Files].

Note: If this is the first time using the software,
select [Get Started].

d. Once in Files view, drag-and-drop the desire files

into the window.

Note: The files appear in the Document View within
the HotSpot Printing App.

User’s Guide

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 18

HotSpot Printing Application

User’s Guide

If a default printer has been selected, the user prints by simply touching the file displayed in the
Document View window. The print dialogue box will then appear. If no printer has been selected as a
default, the print should first be selected, and then the document.

2. Add Files using Windows Explorer (Windows 7 file browser)

a. Connect BlackBerry PlayBook via USB cable.

b. Open “Computer” or file browser button on the task bar.

c. Open BlackBerry PlayBook drive (usually

shows up as a network location).

d. In the folder list, drag desired files to the

Documents folder.

Note: The files appear in the Document View
within the HotSpot Printing App.

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 19

HotSpot Printing Application

User’s Guide

If a default printer has been selected, the user prints by simply touching the file displayed in the
Document View window. The print dialogue box will then appear. If no printer has been selected as a
default, the print should first be selected, and then the document.

###

For Apple iOS, Android™ and BlackBerry PlayBook™ BlackBerry smartphone Devices 20

DOWNLOAD

HOTSPOT PRINTING APP

• BlackBerry®

®

• Apple

• Android

™

For more information regarding

Ricoh Mobile Printing Technology

www.ricoh-usa.com/hotspot

www.ricoh-usa.com

Ricoh Americas Corporation, Five Dedrick Place, West Caldwell, NJ 07006
Ricoh® and the Ricoh logo are registered trademarks of Ricoh Company, Ltd. All other trademarks are the property of their respective owners. The content of this document, and the appearance, features and specifications of Ricoh products and services are subject to change from time to time without notice.
Products are shown with optional features. While care has been taken to ensure the accuracy of this information, Ricoh makes no representation or warranties about the accuracy, completeness or adequacy of the information contained herein, and shall not be liable for any errors or omissions in these materials.
Actual results will vary depending upon use of the products and services, and the conditions and factors affecting performance. The only warranties for Ricoh products and services are as set forth in the express warranty statements accompanying them.