Send to Email Settings

If you add the Send to Email connector to a workflow, there are four sets of settings that you can figure configure, as shown in the screen capture below.

Email System Settings

SMTP/SMTPS

Select the security method to be used when connecting to the SMTP server.

• No Security: The communication data is not encrypted.

• SMTPS (SMTP over SSL): SSL is used to encrypt the communication data and protect security of the connection to the SMTP server. You must register the certificate to be used on the system in advance. Otherwise, an error occurs when an email is sent. For details about registering a certificate, refer to Enable SSL.

• SMTPS (StartTLS): TLS is used to encrypt the communication data and protect security of the connection to the SMTP server. The SMTP server to be used must support StartTLS. Otherwise, an error occurs when an email is sent.

SMTP Server Name

Enter the IP address or hostname of the SMTP server.

Click [Test] to check the connection to the SMTP server that has been entered. Does not perform authentication tests using the user name and password.

SMTP Port No.

Enter the port number to be used.

SMTP and SMTPS port numbers are 25 and 465 by default respectively.

Authentication Method

Specify the authentication method to be used:

• No Authentication: No authentication is performed.

• SMTP Authentication: The SMTP server is used to perform authentication. Enter the account information in [User Name] and [Password] to perform authentication.

• POP Before SMTP: The POP server is used to perform authentication. Enter the POP server information in [POP Server Name] (IP address or host name) and [POP Port No.] (default is 110), and the account information in [User Name] and [Password] to perform authentication. Click [Test] to check the connection to the POP server that has been entered. Does not test authentication using the user name and password.

The number of characters and character types that can be entered for [User Name] and [Password] vary depending on the specifications of the delivery destination server.

Login Information

When you are using [SMTP-AUTH] or [POP before SMTP] for the authentication method, select the type of account to be used for logging in to the SMTP server.

• Proxy User: The login information entered for the user name and password is used for authentication.

• Login User: The login information of the workflow is used for authentication.

Option Settings

Default Sender Address

Enter the email address of the default sender.

If the email address of the logged-in user cannot be obtained, this email address is set as the sender.

When Kerberos or LDAP authentication is used, the email address obtained from the login information of the workflow is set as the sender. In [User Management] on the Management Console, register the email address of the login user in advance.

When you select the [Always Use Default Sender Address] check box, the system uses the sender's email address specified in the default sender address setting even when the user's email address is obtained from the authentication server.

Select Data to Attach

Specify how to attach the data to emails.

• Attach All

• Attach First Page Only

• Do Not Attach

When [Enable S/MIME] is enabled in [Advanced Email Settings], the setting is fixed to [Attach All] in the workflows that process jobs on the device.

File Naming Rules

Specify the name to be given to the attached file.

Use either of the following methods to specify the file name:

• Enter the file name manually.

• From the drop-down list, select the metadata to use for the file name.

For details about the procedure to specify the file name, refer to Automatic File or Folder Naming.

Attach Document Link(s) and Deliver

Specify whether or not to include the URL that indicates the save location of the distributed document in the email.

• On: The URL is added to the body of the email.

• Off: The URL is not included in the email.

Body

Enter the body of the email to be sent. You can specify a different body text for each language selected from the drop-down list

You can also use the metadata elements in the scanned file except "resultURL" can as the body text. Refer to Configure Metadata Settings.

Send to Me

Specify whether or not to add the logged-in user automatically to the Selected Destinations list.

• On: When the email address of the logged-in user can be retrieved from the login information of the workflow, the string "Send to Me" is automatically added to the "To" field in the Selected Destinations list. The system can retrieve the email address of the logged-in user when LDAP/Kerberos authentication is used as the workflow authentication method. When the Core Server cannot obtain the email address or the user's email address is not registered, the [Send to Me] button is displayed on the operation screen of the device, while a copy of the email is not sent to the login user.

• Off: The email address of the logged-in user is not added to the Selected Destinations list.

Default Domain for Manual Input

Enter the default domain name to be automatically added to the email address that is entered manually.

Example:

Default domain: ABCCorp.com User input: john

Generated email address: john@ABCCorp.com

Option Settings

Select these (optional) settings:

• Show Cc: The user can enter an email address in the CC field.

• Show Bcc: The user can enter an email address in the Bcc field.

• Show ReplyTo: The user can enter the ReplyTo email address. The user can enter an email address manually.

  • When using the Smart Operation Panel: When [Enable Manual Address Entry] is disabled, [Manual Entry] is not displayed on the Send to Email destination adding screen.

  • When using the Standard Operation Panel: When [Enable Manual Address Entry] is disabled, [Manual Entry] on the Send to Email screen is grayed out.

• Enable Address Validation: When entering an email address manually on the operation screen of the device or sending scan data, use the following rules to verify the format of the email address:

  • Do not use spaces, colons, or other prohibited characters

  • Use only one @ symbol

  • Do not use a period (.) at the end of the email address

  • Include the top level domain

  • Do not use non-alphanumeric characters in the top level domain

  • Do not use a period (.) in the top level domain

Email Search Settings

Enable Address Search

Select this to allow the logged-in user to search for email addresses in the address book of the LDAP server.

LDAP/LDAPS

Select the security method to be used when connecting to the LDAP server to search for email addresses. When [Enable Address Search] is enabled, this item must be specified.

• No Security: The communication data is not encrypted.

• LDAPS (LDAP over SSL): SSL is used to encrypt the communication data and protect security of the connection to the LDAP server. You must register the certificate to be used on the system in advance. Otherwise, an error occurs when the address book is retrieved.

• LDAPS (StartTLS): TLS is used to encrypt the communication data and protect security of the connection to the LDAP server. The LDAP server to be used must support StartTLS. Otherwise, an error occurs when the address book is retrieved.

LDAP(S) Server

Enter the IP address or hostname of the LDAP server. Click [Test] to check the connection to the LDAP server that has been entered. Performs authentication tests using the entered user name and password.

When [Enable Address Search] is enabled, this item must be specified.

LDAP(S) Port No.

Enter the port number to be used.

When [Enable Address Search] is enabled, this item must be specified.

Authentication Method

Select the type of account to be used for logging in to the LDAP server. When [Enable Address Search] is enabled, this item must be specified.

• Proxy User: The system uses the login information entered in [User Name] and [Password] is used for authentication.

• Login User: The login information of the workflow is used for authentication. To browse the address book using the Management Console when selecting [Login User], enter [User Name] and [Password].

• No Authentication: No authentication is performed.

The number of characters and character types that can be entered for [User Name] and [Password] vary depending on the specifications of the delivery destination server.

LDAP Base DN

Specify the identifier (DN) of the node in the directory tree to be searched.

Setting example:

cn=users, dc=ricoh, dc=co, dc=jp

Address Search Settings

Specify the search condition in the address book.

When [Enable Address Search] is enabled, this item must be specified.

LDAP Search Condition

Specify the LDAP Search Condition when you only enter a space or enter no character at all, the system searches the entire address book.

The default setting is as follows: (&(objectclass=organizationalPerson)(cn=*As*)(mail=*)) Replace "As" with the search keyword.

The maximum number and range of characters, and input condition that can be specified in LDAP Search Condition are as follows:

Search condition	Maximum number of characters or input range	Input condition
LDAP(S) Server	1,000 characters	None
LDAP(S) Port No.	1-65535	Integer only
User Name	1,000 characters	None
Password	1,000 characters	None
LDAP Base DN	1,000 characters	None
LDAP Search Condition	1,000 characters	None
Display Name	1,000 characters	None
Address Format	1,000 characters	None

Example

When using the wildcard character "*" to modify the search condition

1. The following examples match the search condition when you specify cn=*les*.

charles smith

lester frank

Lorraine Lester

Steven Morales

The system searches for all names that contain the search keyword ("les").

2. The following examples match the search condition when you specify cn=les*.

lester frank

Lester, lorraine

The system searches for all names that contain a string starting with the search keyword("les").

3. The following examples match the search condition when you specify cn=*les.

Smith, charles

steven morales

The system searches for all names that contain a string ending with the search keyword ("les").

Display Name

Specify the LDAP attribute for the display name of each item to be displayed when searching for an email address. To specify more than one LDAP attribute, separate each attribute by a comma (,).

The default is "cn" (common name).

Example

sn, givenName, mailaddress

Address Format

Specify the LDAP attribute to be used for displaying the email addresses in the search results. The default is "mail".

Advanced Email Settings

S/MIME related settings are visible only when S/MIME is activated in [Delegation Server Settings]. For details, refer to Activate S/MIME

Enable S/MIME

Select this option to allow the logged-in user to send email with S/MIME.

• To use this function, the email application must support encryption algorithm (3DES, AES128 or AES256).

• When [Job Processing Location] is set to [On Device], the following limitations apply:

  • For the MFPs released before 2012, or those with the Standard Operation Panel but without Streamline NX Embedded Application for S/MIME installed, S/MIME is not available although it is displayed on the device's operation panel. If it is used with those MFPs, an error may occur.
  • In order to use S/MIME with the models only equipped with Standard Operation Panel, be sure to activate S/MIME before installing Streamline NX Embedded Application to devices. RICOH Streamline NX will install Streamline NX Embedded Application for S/ MIME when S/MIME is activated. If Streamline NX Embedded Application is already installed, uninstall it first, and then install Streamline NX Embedded Application after activating S/MIME.

  • The attached file must be up to 100 pages per job.

Certificate Attribute

Specify an attribute name to get the user certificate of a user in the directory service.

This setting is required when S/MIME is activated in [Delegation Server Settings] and [Enable S/ MIME] is selected. For details about the setting in [Delegation Server Settings], refer to Activate S/MIME.

Certification for S/MIME should meet the following conditions: Key Usage: Key Encipherment (20); Enhanced Key Usage: Secure Email OID 1.3.6.1.5.5.7.3.4. This field is not allowed to be left blank.

Encryption Algorithm

Select the encryption algorithm for S/MIME from [3DES], [AES128] and [AES256].

This setting is required when S/MIME is activated in [Delegation Server Settings] and [Enable S/ MIME] is selected in Email Search Settings. For details about the setting in Delegation Server Settings, refer to Delegation Server Settings.

Filter

Specify the search condition for obtaining the user certification from the directory service. This setting is required when [Enable S/MIME] is selected.

The entry has to be specified in the LDAP search syntax.

"A" is replaced with the corresponding value of the user email address.

*, (, ), and NUL are treated as special characters. The default is: (mail=A)

Certificate Source

• Alternative LDAP server: The configuration elements below [Certificate Source] become available. For the status of the individual elements, check the corresponding description.

• LDAP server from Email Search Settings: Uses the settings configured in [Email Search Settings]. If [Email Search Settings] is not configured, the error message "Please configure the setting Enable Address Search." is displayed when saving the workflow.

LDAP/LDAPS

Select the security method to be used when connecting to the alternative LDAP server.

• No Security: Uses a standard LDAP connection (no encryption).

• LDAPS (LDAP over SSL): Uses secure LDAP over an SSL connection. The user certificate must be registered to the system beforehand. Otherwise, an error occurs when trying to obtain the user certificate.

• LDAPS (StartTLS): Uses secure LDAP using TLS. The LDAP server must support StartTLS. Otherwise, an error occurs when trying to obtain the user certificate.

LDAP(S) Server

Specify the IP address or DNS hostname of the LDAP/LDAPS server.

This setting is required when [Enable S/MIME] is selected and [Alternative LDAP server] is selected in [Certificate Source].

Click the [Test] button to check the LDAP(S) server connection.

LDAP(S) Port No.

Specify the port number for the LDAP/LDAPS server.

This setting is required when [Enable S/MIME] is selected and [Alternative LDAP server] is selected in [Certificate Source].

The default is 389.

When [LDAP/LDAPS] is set to [LDAPS (LDAP over SSL)], the default is 636.

Authentication Method

Specify the type of account used for logging in to the alternative LDAP server.

• No Authentication: No authentication is performed.

• Login User: The login information of the workflow is used for authentication.

• To use the login user DN as the user name in the LDAP bind operation, select [Use DN].

• Proxy User: The system uses the login information entered in [User Name] and [Password] for authentication.

LDAP Base DN

Specify the identifier (DN) of the node in the directory tree to be searched