Frequently Asked Questions
Last Updated: Version R2601Use these links to view FAQ entries based on category.
General Information
Q: What is RICOH Intelligent Automation?
A: RICOH IA automates the extraction and processing of data from digital and paper documents, integrating the data into destinations and workflows with AI technologies such as Natif AI and Azure AI.
Q: What are the main steps in RICOH IA's document processing?
- Pre-processing (cleaning, cropping, etc.)
- Document classification and tagging
- Data extraction
- Domain-specific validation
- Human-in-the-loop validation via Work Queue
Q. How do I connect my Ricoh scanner to RICOH IA?
A. You need to install a Ricoh Web Scanning application, a model-specific TWAIN driver and the Network Setup Tool if connecting to the fi-series scanner via network. See Connect the Local or Network Scanners for instructions.
User Roles
Q: What roles are available in RICOH IA?
- Administrator
- AI Model Creator
- Viewer
- Analytics Viewer
- Designer
- Operator
- User Manager
- Analytics Self-Service
Q. How does my role affect my access?
A. Your assigned role determines what you can and cannot see in the RICOH IA interface. For example, if you have Designer access, you can create Batch Types, but if you have Operator access, you may be limited to completing Batches (scanning or importing documents) only.
Accounts and Credentials
Q: How can I access RIA?
A: A User Manager or Administrator must set you up with access. You will receive an invitation email with setup instructions. Click the "Set Up Account" or "Set up SSO" button within the email and follow the steps to create a password. If SSO has been enabled, you can proceed to login with Entra ID.
Q. Why do I have to Verify my Identify after entering my email and password?
A. Your Administrator has enabled Multi-factor authentication, which adds a layer of security to RICOH IA. Check your email for an automated message from RICOH Intelligent Automation. Note the 6 digit code provided in the email. Within 5 minutes, enter the code in the Verify Identify screen in RICOH IA to proceed.
Q: What if I forgot my password?
A: Use the "Forgot Password" link on the login screen to receive a reset email.
Q: Can I change my email address in RICOH IA?
A: No. You'll need an admin to delete the old account and create a new one.
Q. How do I change my password in RICOH IA?
A. Go to Preferences ®Privacy & Security, enter your current password, set a new one, and confirm it. You must follow the password policy.
Q. What should I do if my password reset link has expired?
A. Ask your administrator to resend the invitation or use the Forgot Password option on the login page to request a new link.
Q. How do I set my homepage in RIA?
A. Go to Profile Settings and choose between New Batch or Work Queue as your homepage after login.
Q. Can I upload a profile photo?
A. Yes. Click your initials in the top-right corner, go to Preferences, and use the camera icon to upload a photo.
Managing Users
Q: How do I create or import users?
A: Admins or User Managers can manually add users or import them using a CSV file.
Q: Can I deactivate a user instead of deleting them?
A: Yes. Deactivated users can't log in but their account details are retained.
Q: What is a User Group?
A: A way to organize users with similar responsibilities. Groups can be linked to specific Batch Types for streamlined permissions.
Q. What does the 'Pending' status mean for a user account?
A. It means the user hasn't accepted the invitation or set a password yet. The link expires in 7 days.
Q. How can I reactivate a deactivated account?
A. Use the vertical ellipsis menu in the user list and select Activate.
System Setup and External Integrations
Q: As a Designer, what do I need before configuring RICOH IA?
- Train AI models with at least 50 samples
- Integrate external systems using API keys
- Define document destinations
Q: What integrations are supported?
A: Integrations with Microsoft OneDrive, Outlook, AWS S3, SFTP, Natif AI, and Azure AI are supported.
Q. Do I need an API key for AI integrations?
A. Yes. You must configure an API key for Natif AI or Azure AI to authenticate and run models.
Q. What types of AI models can be added to RICOH IA?
A. Models for Document Separation, Classification, and Data Extraction. Models must be trained and configured within either Natif.ai or Azure prior to being used within a RICOH IA process flow.
Q. How do I keep my AI models up to date?
A. Use the Check for Updates feature before adding or editing a model in the AI Model Library.
Batch and Document Handling
Q: What is a Batch Type?
A: A configuration that defines how documents are processed. Includes scan profiles, separation profiles, business rules, and more. Batch Types are created by a Designer.
Q. Can you limit a batch to a certain number of documents?
A: Yes, the Designer can add a Split Action to the Process Flow to ensure that a batch contains only a set number of document. If the Operator submits a number of documents that exceeds the split setting, the batch is automatically split into multiple batches and appear as separate independent entries in the Work Queue. See Process Flow: Action for details.
Q: How can documents be separated?
A: Manually, by barcode/patch code, page count, or AI model. This depends on how the Designer configured the Batch Type.
Q. How do I setup barcode separation?
A. You can use barcode separation to scan and separate documents based on type or using wildcards. Refer to Example: Barcode Separation and Separation Settings.
Q: What are Scan Profiles?
A: Predefined settings for scanners (resolution, duplex, color, etc.).
Q. What is a Separation Profile?
A. A predefined rule for splitting scanned documents into separate files. Options include manual, barcode, patch code, page count, and AI separation.
Q. Can Operators change scan settings?
A. Only if the Designer enables the “Allow to change profiles” option when creating the Batch Type.
Q. Is scanning many documents at once, can I speed up the work?
A. Yes, a Designer can create an Offline Batch Type to allow the Operator to sets of documents (100-200 for example) at a time.
Business Rules and Variables
Q: What are Business Rules?
A: Logic applied to automate document processing, such as calculations, validation, or formatting.
Q: What are Global Variables?
A: Values accessible across batch types, used for consistency in business rules.
Notifications and Alerts
Q: How does RICOH IA handle SLA notifications?
A: You can configure alerts based on SLA status (Green, Amber, Red), sent either per document or hourly.
Q: Can I be notified of batch failures?
A: Yes. Admins can configure alerts for users or groups in case of batch processing failures.
Designing Process Flows
Q: Who can create process flows?
A: Only users with Designer access.
Q: What steps can a process flow include?
- Import
- Review
- Validation
- Confirmation
- Routing
- Business Rules
- Conditions
Work Queue and Filters
Q. What is a Work Queue Filter?
A. A filter created by Designers to help Operators narrow down the work queue by batch type, stage, priority, SLA, and other conditions.
Q. Who can use Work Queue filters?
A. Filters can be assigned to specific users or user groups for use in their Work Queue view.
Q. What is Double Blind Keying?
A. A feature where two operators enter the same data independently. The system checks for a match to ensure accuracy.
Q. What happens if the AI confidence is below the threshold?
A. The field will be flagged in red, and the Operator must manually review and validate the entry.