Setting up User Codes with Original Web Image Monitor

Enter IP address of your mfp in any browser

Click Login

Enter admin for User Name, leave password field blank

Click Login

Now that you are logged in as Administrator, you will see the Address Book and all Configuration Options.

If you already have names entered for scanning you can select the radial button in front of the name and choose Change

to add their user code information.

If adding a new entry, select Add User.

Fill in the following fields:

Name (Key Display will automatically populate when you save entry. Under Title 1 you can enter the first letter

of either the first or last name, this is not needed for User Codes—only used on Scan or Fax screen.

Continue on down screen to Authentication Information.

Enter User Code (this can be a 4 – 8 digit code). Numbers should be random so that they cannot be easily guessed by

any nefarious users.

Under Available Functions choose what this particular user will be able to do. Although only Copy, Print and Document

Server generate output, some administrators may want to track scans or limit access to the fax and scan features. If

that is the case you must check the box if this user is able to access those functions. (This will be explained a little

further in the section where we are actually turning on User Codes.)

In this example, the user will be able to copy and print in color. If user is only allowed Black and White access, then do

not choose any color options.

NOTE: Auto Color Select should be used when choosing to Copy in Color, so that only those pages in color print with all

4 toners and click on the color meter. However if the mfp misreads a dark primary color as being black, Full color is

needed. In this mode, all pages will print using all 4 toners and count as a color page, even if the original is black. I

usually chose Full Color/Auto Color Select.

Scroll to either the top or bottom of the page. Choose Ok if this is your last entry. If you are adding more users, choose

Save and Add Another.

Notify users that they will have to enter their user code in the Ricoh Print Driver before you

activate user codes, otherwise all print jobs will fail due to authentication errors.

Instructions on next page.

If printing is being tracked, each user enters their user code in the print driver as follows:

Defaulting Settings In a Ricoh Print Driver

Be sure all applications are closed before making any changes.

From the Start Menu

Devices and Printers

Right click on the Ricoh Driver and choose Printing Preferences

If you have the pcl5 print driver, the first screen you see when you go to Printing Preferences

is this:

It this is not what you see, skip the next page and go to the following one.

Under Valid Access Tab, Enter your user code

Click Apply

OK

You only have to do this one time. Your code will be stored.

If you have the Postscript or Universal print driver, the first screen you see when you go to

Printing Preferences will be one of these:

Under Detailed Settings Tab,

Job Setup

Enter your user code

Click Apply

OK

You only have to do this one time. Your code will be stored.

To Default to Black Printing (if desired)

Under Color/Black & White, choose Black and White

Click Apply

Click OK

Now that users have been notified that User Codes are set up, it’s time to turn on User

Authentication.

Login to Web Image Monitor

Select Configuration, Under Device Settings, Choose User Authenication Management

Click on drop down arrow and choose User Code

scroll down further on page to User Code Authentication Settings to select what it is you wish to track

Only Copy, Printer and Document Server generate click charges. You may also track usage (or simply restrict access to

your mfp if it is in an open access area) for fax, scanner or browser.

If you only want to restrict color, don’t check the boxes for Black & White. Users will only have to enter a code to

copy or print in color.

If you are tracking both color and black copies, choose all of the boxes for Black & White and Color options. This is the

option shown:

Note: PC Control is only used with Customized Driver—very uncommon. This should not be

checked.

Now we will set up an Administrative Login on Copier so user’s can’t see other user codes .

Under Configuration, Device Settings, select Administrator Authentication Management

Select User Administrator Authentication, select On and check Administrator Tools

Note: The totals per user codes are retrieved through User Tools at the copier or through Smart Device Monitor for Admin.

Sample of copy screen when user codes are enabled for color copying only. In this instance only users wanting color

need to enter their code. Pressing Black and White key will allow users access to the copy menu without a code.

How to clear your code when finished: If your control panel looks like this, press both the Reset and Clear buttons simultaneously.

If your control panel looks like this, press the Yellow (clear modes) and Red (clear/stop) buttons.