Setting Up User Authentication on Ricoh Multifunction Printers

Setting up User Authentication on a Ricoh Multifunction Printer (MFP) helps control access, monitor usage, and improve security. It ensures only authorized users can copy, scan, print, or fax documents. Here’s a step-by-step elaboration on how it’s typically done:

🔒 Why Set Up User Authentication?

• Prevent unauthorized access to the device

• Track and monitor usage by individual users or departments

• Enable secure printing (print jobs are only released when the user authenticates)

• Control costs and reduce waste

⚙️ Steps to Set Up User Authentication on a Ricoh MFP

1. Access the Web Image Monitor

• Get the IP address of the Ricoh machine from the control panel (under Network Settings or Configuration Page).

• Open a browser on your PC and enter the IP address (e.g., http://192.168.1.100) to access the Web Image Monitor.

• Log in as Administrator (default username is usually admin with a blank password or custom password if changed).

2. Create User Accounts

• Go to Device Management > Address Book.

• Click Add User.

• Set the User Name, User Code, and Login Password.

• (Optional) Assign functions allowed (print, copy, scan, fax).

• Save the user.

3. Enable User Authentication

• Go to Administrator Tools > User Authentication Management.

• Select User Authentication (options may include Basic Authentication, Windows Authentication, LDAP, etc.).

  • Basic Authentication – Users log in with a username and password stored in the machine.

  • User Code Authentication – Users enter a simple numeric code.

  • LDAP/Windows Authentication – Integrates with your organization’s directory server.

• Select where authentication is required:

  • Printer

  • Scanner

  • Copier

  • Fax

  • Or all functions

• Click OK to apply changes.

4. Configure Authentication Settings

• Under Function Permissions, set access levels for each user:

  • Some users may be allowed only to print, others to scan and fax, etc.

• Configure Auto Logout Time to prevent misuse after inactivity.

5. Test the Setup

• Go to the printer and try to copy or print.

• The system should prompt you to log in using a:

  • User code

  • Username and password

  • Or swipe a card (if using a card reader)

🔄 Optional: Use a Card Reader or PIN

If supported:

• Set up NFC or card reader login.

• Link users to card IDs via the Address Book.

• Users can tap their card to log in.

📊 Monitoring Usage

• Access Usage Counters from the Web Image Monitor to track:

  • Pages printed, copied, scanned by each user

• Export logs for analysis or billing.

🛠️ Additional Tips

• Back up settings after configuration.

• Educate users on how to log in and use their assigned functions.

• If users forget credentials, you can reset them from the Web Image Monitor.