Administrative Services

University Multifunction Device (MFD) Program

formerly the University Copier Program (UCP)

Updated: July 25, 2017, 2:48 pm

Please send all questions or requests for additional information via e-mail to the MFD program email address, MFD@wiu.edu .

NOTICE: You do NOT need to send in your meter readings. Ricoh takes meter reads for our equipment automatically, via the internet. Please ignore e-mails sent to you requesting your meter readings. Please also leave your MFD on at all times, except to restart. Your MFD must be turned on to submit meter reads and other service data. The MFD will go into sleep mode to save energy when not in use.

Received a call from someone posing as a Ricoh agent, asking if you'd like to order supplies at a discount? This is a scam! All toner and staples are included in the MFD contract with Ricoh at no cost.

Information on this page may change frequently. Bookmark this page and refer to it often; however, we recommend that you not print it (in order to avoid referencing outdated information).

Contents

Expectations

updates in progress and tentative until further notice

Training & How-To
Equipment & Settings
  • All Ricoh MFDs connect to the network.
    • Users can print to their networked MFDs.
      • By default, all Ricoh MFDs employ user codes.
        • Consequently, if each user has and uses a unique user code, a department can track how much each user used the MFD—regardless of whether a user copies, prints using Locked Print, prints using Normal Print, or performs some other function. Departments can assign codes by user, by account, etc.
        • The use of passwords protects others from accessing a print job sent via Locked Print.
      • By default and if required by the MFD configuration, users use the default user code and/or password "100001" (without the quotation marks) to copy, print, scan, and fax.
        • Departments wishing to use their own set of user codes can change preconfigured user codes via the Web Image Monitor. For more information and detailed instructions on using the Web Image Monitor, please e-mail MFD@wiu.edu.
        • Each MFD includes preconfigured user codes, 100001-100180.
          • A department can modify, delete, or add additional user codes.
      • See "Procedures" below for instructions on adding a Ricoh MFD as a printer to your PC or Mac.
      • The default configurations of the Ricoh MFD models allows users to print mainframe jobs to the MFDs.
        • If your department used your previous copier as an MVS/mainframe printer, you will need to contact uTech to have them set up your new MFD as the replacement MVS/mainframe printer.
    • Users can scan to a department-specific network share from their MFDs.
    • Users can also scan to a USB drive at their MFDs.
    • The University will perform meter readings on a monthly basis via the network.
  • The University installs each MFD with default user codes.
    • Users will need to enter a user code in order to make copies at or print to an MFD.
      • Each MFD user may have a unique user code (preferred) or a department may opt to have all users utilize the same user code.
    • The default user "WIU Global User" (user code: 298) has the ability to add, modify, and delete user codes.
    • The University strongly recommends that you back up your user codes. Please e-mail MFD@wiu.edu for instructions on backing up your user codes.
  • All Ricoh MFDs have locked print (aka "secure print" or "secure release") functionality that allows users to send print jobs to an MFD but prevents those jobs from actually printing until the user securely releases those jobs at the MFD.
    • The University has enabled lock print functionality by default. End users can override the locked print default for all print jobs or override locked print on a per-print-job basis.
  • The University has enabled duplex (two-sided) printing by default. End users can override the duplex print default.
  • All Ricoh MFDs have job interrupt functionality that allows a user to pause output on her or his copy or print job and allow another user to complete a copy or print job.
  • Service assurances
    • 8-hour average response time for routine service calls (MFD not "down").
    • 4-hour average response time for emergency service calls (MFD "down)
    • 95% up-time
Billing & Counter per User
  • The University will read MFD usage meters via the network each month.
    • You do NOT need to submit meter readings to Ricoh. Please ignore e-mails from Ricoh requesting your meter readings.
  • The University will bill departments at a flat monthly rate for MFD equipment and accessories and at a per-click (per-copy and per-print) rate for printing, copying, and fax output.
    • Users may scan at no additional charge.
    • The ½¢ to 1¢ per-click cost of the Ricoh MFDs compares very favorably to that of desktop printers, which start at about 5¢ for black-only printing. Color printers generally cost significantly more, with inkjet color printers costing about $1 or more per page.
  • Accessing Counter per User
    • Ricoh Aficio MP 301 & Ricoh Aficio MP 7502
      • In the web interface (WIM), login as the machine administrator (using the same credentials used to view and modify user codes).
      • From the "Status/Information" menu in the left-hand navigation, select the "Display Eco-friendly Counter" menu item.
        • If you do not see the "Display Eco-friendly Counter" option when logged in with machine administrator credentials, enter a service request with the uTech Support Center at (309) 298-2704.
      • Click the "Download" button near the top of the page and below "Device Total Counter and Counter per User can be downloaded (CSV file format)."
      • Retrieve the Excel-compatible CSV file from your usual download folder.
    • other models
      • In the web interface (WIM), login as the machine administrator (using the same credentials used to view and modify user codes).
      • From the "Status/Information" menu in the left-hand navigation, select the "Counter per User" menu item.
      • The WIM will display a variety of statistics for each user.

Procedures

updates in progress and tentative until further notice

Printing to a Ricoh MFD
Faxing from a Ricoh MFD

Press "Facsimile" button on home screen (on touch screen).
From the "Facsimile" screen, use one of the two following methods:

  • "Tone" method
    1. Press "On Hook" button (on touch screen).
    2. (optional) Adjust volume.
      1. Press "Vol…" button (on touch screen).
      2. Increase volume by pressing "Louder" button (on touch screen).
      3. Press "OK" button (on touch screen).
    3. Dial 1 (on keypad).
    4. Listen (wait) for dial tone.
    5. Dial 4-digit long distance code, not copier code (on keypad).
    6. Listen (wait) for dial tone.
    7. Dial 10-digit fax number, including area code (on keypad).
    8. Press "Start" button (on keypad).
    9. Listen (wait) for fax tones to end.
  • Silent method
    1. Dial 1 (on keypad).
    2. Press "Pause" button (on touch screen). Hyphen appears on touch screen.
    3. Dial 4-digit long distance code, not copier code (on keypad).
    4. Press "Pause" button (on touch screen). Hyphen appears on touch screen.
    5. Dial 10-digit fax number, including area code (on keypad).
    6. Press "Start" button (on keypad).
    7. Watch bottom of touch screen (black status area) for fax status.
Select Individual MFD ID Information (ECom login required)
Getting Assistance
  • Ordering toner and staples from Ricoh
    • You must use a MyRicoh website account to order toner ("print cartridges") and staples at no cost. Toner and staple refills are included in the contract at no cost, but only by ordering through your myricoh.com account.
      • Because new MFDs contain a very limited supply of toner, we recommend that you create a MyRicoh account and order a reasonable shelf supply of toner and staples immediately .
      • We also recommend that you keep a reasonable supply of toners and staples near your MFD at all times and reorder to maintain this surplus.
      • To create a MyRicoh account, Contact WIU's Ricoh fleet administrator by e-mailing mfd@wiu.edu
        • Subject: Request myricoh.com login
        • In the body of the e-mail, include your department's Ricoh Equipment ID number(s), your name, and the e-mail address you would like to use as your login. The equipment ID number is listed on the tag on the front of your Ricoh MFD (above/below the barcode) and is eight digits in length.
        • Once you have submitted the e-mail, you will later receive an e-mail from Ricoh stating that you have access to myricoh.com
        • The first time that you login, your user name is the e-mail address that you submitted earlier and at which you received your welcome e-mail from Ricoh. Your default password is wiu17wiu
        • After you've logged in, immediately change your password to one that you prefer. To do this, click on "Profile" at the top of the page, then click on the Change Password button.
        • After changing your password, click on the "Equipment: Service & Supplies" tab near the top of the page. It will show that you have no equipment connected to your login. Enter the equipment ID from your MFD into the search box and click "Find Equipment." Details of the MFD will be shown. Ensure that the equipment ID is correct and that the location of the equipment is "1 University Circle, Macomb, IL 61455." Under the question regarding submitting meter reads, choose NO. Meter reads are taken automatically by Ricoh each month via the internet. Click the ADD button to the right of the equipment. The MFD is now added to your login ID. If you have more than one MFD that you'll be maintaining supplies for, search and add the additional equipment as you did for the first MFD.
        • If you need to order supplies at this time, click on the "STORE" tab near the top of the page. Select the MFD that you need to order supplies or request service for in the drop-down menu next to "My Equipment." When you select a machine, the page will populate with the supplies available for that machine. You can order supplies for multiple machines in one transaction. Just select the number of each item and add them to your cart. When you are finished adding items to your cart for each machine, you can then checkout. When checking out, your name and phone number should show up as the shipping contact. The billing contact will be DPS or blank. Please be sure to enter your hall and room number in the location box when checking out so that this information is on the shipping label for the UPS driver. Otherwise, your supplies will be sent to DPS and you will need to pick them up.
        • Once you've checked out, you'll receive an order number. You can use this number to track your shipment in the future.
    • Ricoh will charge shipping on toner and staple orders placed by phone .
    • It takes about 3-5 days to receive toner and staples from Ricoh.
      • Neither the University (including DPS) nor Ricoh technicians stock toner or staples for Ricoh MFDs.
      • Your department's MFD can automatically email a department contact when it detects low supply levels (and other issues).
      • In a pinch, you might be able to borrow from a nearby department a compatible toner cartridge (model specific) or compatible staples (finisher specific—each MFD model supports multiple types of finishers).
  • Assistance printing to or scanning from your Ricoh MFD
  • Getting assistance from or placing a service call with Ricoh for equipment-related issues
    • If you would like assistance trying to resolve an issue without a service call
      • Visit MyRicoh.com – You will need your MFD's equipment ID and/or other information about your MFD to get support.
        • "Click to Chat" – Chat live (instant message) with a tech support agent or
        • "Click to Talk" – receive a free call from a tech support agent.
        • If haven't already, while you are at MyRicoh.com, create a MyRicoh website account.
    • To place a service call with Ricoh for equipment-related issues…
      • Call Ricoh at (888) 456-6457.
        • You will need your MFD's equipment ID and/or other information about your MFD to get support. Your MFD equipment ID is located on the front of your machine.
        • Ricoh should send emails to a designated department contact documenting service calls.
          • For accountability reasons, the University recommends that departments retain service-related emails.
  • Recycling Ricoh toner cartridges
    • Rocky Sustains is now administering the recycling of all ink and toner cartridges. All cartridges can be sent through campus mail to DPS. Rocky Sustains will pick up all empty ink and toner cartridges from DPS to then recycle.
  • Billing questions
    • Send billing questions to the MFD program email address, MFD@wiu.edu.
  • Accessing MFD Usage by User Code
    1. Load the IP address of your MFD into your favorite browser. (Enter the IP address into the address bar, and press Enter.)
    2. Click the “Login” link in the upper right-hand corner of the “Web Image Monitor” (WIM) home page.
    3. Enter your MFD administration credentials (sent to primary contacts under separate cover):
      • Login User Name: •••
      • Login Password: ••••
    4. Hover over the “Status/Information” menu item in the left-hand menu, and select the “Counter per User” menu option.
    5. Access usage statistics per user.
      1. Optional: Select a larger number from the “Display Count” drop-down menu to display a larger number of entries per page (20 maximum).
      2. Optional: Export an Excel-compatible CSV file to your usual download location to save a copy of the usage statistics.
  • Unsatisfactory service
    • Send concerns about unsatisfactory service to the MFD program email address, MFD@wiu.edu.
  • Using a Ricoh MFD as a printer

Brochure Information

Links to additional information about the multifunction device (MFD) models available through the University’s new MFD program:

Ricoh USA Downloads

Matt Bierman

Matt Bierman

Vice President for Administrative Services
Sherman Hall 200
Phone: 309-298-1800
E-mail: VPAS@wiu.edu

Publications

*Some links will take the user to a PDF file, which may not be accessible to people with disabilities. If you find you need further assistance with a specific file, contact the office of the Vice President of Administrative Services at 309/298-1800.