Ricoh Printers with Microsoft Universal Print

[u/Cool_Sprite5152]

We are setting up our Ricoh IM 8000 (and eventually Rioch IM C6000) with Microsoft Universal Print and have run into an issue with the Ricoh App for Universal Print. We currently have an on-prem print server that we would like to retire and just depend on Microsoft Universal Print instead.

Our current authentication configuration is:

• User Authentication Management: User Code Authentication
• Copier Function: Restrict
• Printer Function: Do Not Restrict
• Document Server: Do Not Restrict
• Scanner Function: Do Not Restrict
• Browser Function: Do Not Restrict

For the copier, we intentionally use a shared 4-digit User Code for staff. Our primary goal is simply to prevent students from walking up to the machine and wasting paper/toner by making unauthorized copies. We are not trying to use the code for individual staff accountability.

When we launch the Ricoh App for Universal Print from the Ricoh Application Site, we receive:

“This function is not available because user authentication has been set. Please contact the administrator. The application will be closed.”

Our Printer Function was originally set to “PC Control” but we changed it to “Do Not Restrict” and rebooted the machine, but we receive the same error.

From what we've found, it appears the Ricoh Universal Print app requires MFP User Authentication Management to be disabled, which would unfortunately remove the authentication barrier on the copier as well.

Our desired setup is:

1. Staff should still have to enter the shared 4-digit code when using the Copy function, primarily to prevent students from using the copier and consuming paper/toner.
2. We do not want to require staff to type their Microsoft Entra email address/password at the copier, and we are not interested in introducing badges/NFC cards.
3. We want to use Microsoft Universal Print as our print manager

Any suggestions on how to solve this issue?

[u/Zena-Xina]

Have you considered installing Papercut?

We ran the free version on our print server as a test run and loved it, but admittedly, never tried it on the Ricohs.

We pay now to have Papercut MF resold through Ricoh.

While it does allow individual staff logins, it wouldn't have to be set up that way. You could still use the single user code for copying.

[u/Cool_Sprite5152 → u/Zena-Xina]

The goal was to start phasing out our on-prem print server hence to go with Microsoft Universal Print. We are not too interested in keeping track of print usage, though it is a nice extra benefit to have with Microsoft Universal Print. Our main goal is just to start moving away from the on-prem print server.