Setting up User Authentication on Ricoh devices is a useful way to control access, manage print usage, and enhance security. This feature ensures that only authorized users can operate the printer, whether for printing, copying, scanning, or faxing. Here’s an elaborated step-by-step guide on how to set it up:
✅ What You Need Before You Start
Administrator access to the Ricoh machine.
User account list (can be created manually or imported from an external server like LDAP).
Access to Web Image Monitor (via the printer’s IP address).
Optionally, an authentication method: Local, Windows/LDAP, or card authentication.
🛠️ Step-by-Step Guide to Set Up User Authentication
1. Access the Web Image Monitor
Find the IP address of the Ricoh device.
Go to the printer control panel → User Tools → Machine Features → System Settings → Interface Settings.
Enter the IP in your web browser to open the Web Image Monitor.
Log in as Administrator.
2. Enable User Authentication
Go to Device Management or Configuration.
Click on Authentication Settings.
Enable User Authentication.
Choose the authentication method:
Basic Authentication – Local user list stored on the device.
Windows Authentication (LDAP) – Use Windows server credentials.
Smart Card / NFC Authentication – If card reader is available.
3. Add Users (For Local Authentication)
Go to User Management → Add User.
Fill in:
Login Name / User Code
Password
User Name
Privileges (e.g., Admin, User, Guest)
Available functions (Allow/Restrict Copy, Print, Scan, etc.)
Click OK or Register.
4. Set Function Permissions (Optional)
Go to Function Permissions.
Assign access rights for each user or user group.
For example:
Allow Printing but disable Copying for User A.
Allow Scanning but restrict Fax for User B.
5. Enable User Authentication for Printing
Go to Printer Driver on the user’s computer.
Open Printer Preferences → Detailed Settings → Job Log / Authentication.
Enable User Authentication or User Code.
Input user credentials or code.
Click Apply and OK.
6. Test the Setup
Try printing or copying using:
A valid user login → It should work.
An invalid user login → It should be denied.
🔐 Optional Enhancements
Card Authentication: Add a card reader and configure users to log in using RFID/NFC cards.
Usage Tracking: Enable logging to monitor usage per user.
Quota Management: Set printing/copying limits for users.
Secure Print: Hold print jobs until the user logs in at the machine.
📌 Tips
Always backup settings before enabling authentication.
For multiple devices, consider setting up a central authentication server.
Use address book sync if you’re using LDAP for email and scan destinations.
