Understanding Ricoh Job History: Fax, Print, and Scan Logs

Ricoh multifunction printers (MFPs) provide detailed job history logs for faxing, printing, and scanning activities. These logs are essential for monitoring usage, troubleshooting issues, and ensuring security. Here’s a detailed breakdown of each type:

1. Fax Job History

The fax job history records all sent and received faxes. This feature is useful for tracking fax communication and troubleshooting delivery failures.

• Accessing Fax Job History:

  1. Open the Ricoh Web Image Monitor by entering the printer’s IP address in a web browser.
  2. Navigate to [Job] > [Fax TX Log] (for sent faxes) or [Fax RX Log] (for received faxes).
  3. The logs will display details such as:
     • Date and time of transmission/reception
     • Sender/recipient number
     • Status (Success/Failed)
     • Page count
     • Error codes (if applicable)
  4. Some Ricoh models allow downloading or printing the fax log for record-keeping.

• Checking Fax History on the Printer Panel:

  1. Press the Fax button on the control panel.
  2. Look for the Job List or Job History option.
  3. Review the sent and received faxes.

• Common Issues in Fax History:

  • Fax not sent successfully: Check the recipient number, line connection, or error codes.
  • Received fax missing: Ensure the machine has enough memory and is properly connected to the telephone line.

2. Print Job History

The print job log keeps track of all print activities, making it useful for monitoring print volume per user, troubleshooting failed jobs, and managing toner usage.

• Accessing Print Job History:

  1. Open Ricoh Web Image Monitor.
  2. Navigate to [Job] > [Print Log].
  3. The log provides details such as:
     • Document name
     • User who printed the job
     • Date and time
     • Number of pages
     • Print status (Completed/Failed)
     • Error messages (e.g., paper jam, low toner)
  4. Admins can use this log for print management and cost tracking.

• Checking Print History on the Printer Panel:

  1. Press the Printer button on the control panel.
  2. Select Job History or Job List.
  3. View completed and pending print jobs.

• Secure Print with PIN History:

  • If Secure Print is enabled, users need to enter a PIN to release their print jobs.
  • Only after entering the correct PIN will the job appear in the Completed Jobs section.

3. Scan Job History

The scan log records details of scanned documents, including scan-to-email, scan-to-folder, and scan-to-USB operations.

• Accessing Scan Job History:

  1. Open Ricoh Web Image Monitor.
  2. Navigate to [Job] > [Scan Log].
  3. The scan log includes:
     • Scan destination (Email, Folder, USB)
     • User who performed the scan
     • Date and time
     • File format (PDF, JPEG, TIFF)
     • Scan status (Completed/Failed)

• Checking Scan History on the Printer Panel:

  1. Press the Scanner button on the control panel.
  2. Select Job History.
  3. View completed and failed scan jobs.

• Common Scan Issues:

  • Scan to email failed: Check SMTP settings, network connection, or email authentication.
  • Scan to folder not working: Ensure the correct shared folder path and permissions.

Why Understanding Job History is Important

• Troubleshooting: Helps diagnose failed faxes, prints, or scans.
• Usage Monitoring: Tracks printing and scanning trends per user.
• Security & Auditing: Ensures confidential documents are printed and accessed securely.
• Cost Control: Monitors printing to manage toner and paper usage effectively.

By regularly checking the job history logs on a Ricoh machine, IT support teams can maintain smooth operations and resolve issues proactively.