Getting Started with RICOH TotalFlow Cloud for Administrators

Administrators set up TotalFlow Cloud objects and applications to prepare them for others to use. They create user IDs for others and stay aware of scheduled downtime, system updates, and subscription information.

Administrators complete most of their tasks in the RICOH Account Administration application, but might also access and use other applications.

To get started with RICOH TotalFlow Cloud as an Administrator:

  1. Open the email that you received from RICOH TotalFlow Cloud.
    When your user ID is created, you receive an email inviting you to sign in and start to use RICOH TotalFlow Cloud applications. The first time you sign in, you must set your password.
      Note:
    • Ricoh only creates one user for your account. That user is an administrator. If you are the first user, you are responsible for adding more users and giving them access to the correct applications. You can create other administrators and delegate responsibilities to them.
    • The email invitation expires after seven days. If you click the link after the invitation expires, an error page opens and a new email invitation is sent to you automatically.
      Important: Only click the Resend invitation link on that page if you do not see a new email from RICOH TotalFlow Cloud within 15 minutes.
  2. Click Set up your Ricoh account.
    The Welcome page opens in your default web browser, initially displaying the Terms and Conditions of Use.
  3. Review the Terms and Conditions of Use and click I accept to continue.
  4. Type a password in the New password and Confirm password fields, then click create password.
    Passwords must be more than eight characters long and meet the criteria listed on the page.
  5. If another administrator has already logged in and enabled multifactor authentication, set up an authenticator app to work with RICOH TotalFlow Cloud:
    1. Open an authenticator app on your phone. TotalFlow Cloud supports standard Time-based One-Time Password (TOTP) compliant authenticator apps that use the HMAC-SHA1 algorithm, such as Microsoft Authenticator, Google Authenticator, and Authy.
    2. Scan the QR code on the Set up authenticator page.
      If you cannot scan the code, type the key that displays next to Can't scan? Enter this key in your app into your authenticator app instead.
    3. Type the six-digit code that displays in the app into the Verification code field.
    4. Click Verify.
      Note:
    • From this point forward, you must enter a code from your authenticator app every time you sign in to TotalFlow Cloud. If you lose access to your phone, inform an administrator so they can reset your account. When you have a replacement phone, set up the authentication app again.
  6. After you set your password and, if necessary, set up your authenticator app, you are logged in to one of the application that you're authorized to access.
  7. Take action on cookie settings.
    TotalFlow Cloud applications use cookies, some of which are required. Review Managing cookie settings to learn more about cookies and the actions you can take.
  8. Familiarize yourself with the application interface. Review these topics:
  9. Review your account information and subscriptions.
  10. Learn about the components of your system, so you can start to plan the objects you need to create.
  11. Use the procedures included in this section and in the Security and Managing Objects sections to create the user IDs and other objects required for your account, as well as enabling multifactor authentication, if needed.

In this section:

  1. Viewing Subscriptions
    You can view details about your subscriptions in RICOH Account Administration.
  2. Adding Users
    When you add a user, you specify the user's contact information and what type of role the user has for each application.

Related information:

Signing in to RICOH TotalFlow Cloud for the First Time
Enabling multifactor authentication
Reset multifactor authentication status
Parent topic: Getting Started with RICOH TotalFlow™ Cloud