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Learning has never been so easy!

Here how to convert a older Ricoh address book .UDF to be compatible to a newer model.

Importing The Address Book Using a CSV file.
Install Smart Dev. Monitor for Admin from http://support.ricoh.com/html_gen/util/SDM/SDM.html#admin
Select the machine to import the addresses to
1
Go to Tools and in the drop down select Address Management Tool
In the Login User Name enter “admin” this is the default User Name.
Leave the Login Password blank.
Select OK.
2
In the Address Management Tool window select File and from the drop down select Import Data.
In the Open window select the location of the CSV file
Select the file and hit Open.
3
Select OK
4
If there are no errors in the CSV file then the addresses will show in the display.
Select Edit and in the drop down choose Apply Settings.
5
In the Confirm [Apply Settings] box click Yes.
The addresses will be downloaded to the Aficio 3045.
This can be checked by accessing Web Image Monitor.
6
If you have a problem:
As an example, if you went to import addresses and when you clicked OK, you get the message below.
Select OK.
Next you will see the Data Import Error window
Select Details
From the Error Report you will get the location of the errors. Select Edit File.
7
This is the layout of the CSV file.
From the Error Report we see there is a problem with line 8, 9 and 10 in column 17 (or the letter Q).
Now we can change the values in 8, 9 and 10 to 0.
Select Save and click yes to save the format.
8
Close Microsoft Excel and select Yes to save changes.
Click Save
Click Yes.
Click Yes
9
Now go back to Address Management Tool in SmartDevice Manager for Admin.
Select File then Import
10
Select the file we made the corrections too and click open.
Click OK
11
Select Edit
Click on Apply Settings.
12
Click Yes
The edited CSV file will be downloaded to the MFD
13
Tag Information and Title Numbers
The following are the formats of CSV files written by using this tool.
If you edit the file by using the same format, the items are automatically assigned during loading, and the read operation becomes easier.
Note: Depending on your device, the items that you can input may differ.
CSV File Format used for Writing/Reading Address Book Information
Lines 1 to 7 are constant lines used for identification. Do not change them.
Input the information you want to register starting from line 8.
Line 8, Column A [00001], this is the registration number that is displayed at the top of the individual address boxes. If creating a CSV file these are separated by a comma.
Line 8, Column B “Type” = [A] for User
[B] for Group
Line 8, Column C “Name” = the users name, these are placed between square brackets [user 1] separated by a comma.
Line 8, Column D “Key Display” the same as Name.
Line 8, Column E “Index” = Any input made for Index will not be reflected to the machine.
Line 8, Column F “Freq” = [0] for not added to Freq.
[1] added to Freq.
14
Line 8, Column G, H, I “Title 1, 2, 3” = the correspondence between numbers put in Title 1, Title 2 and Title 3, and real titles is as follows: 0: does not belong to any title. For example, if you input 0 as the value of Title 1, no user is displayed when selecting any title of Title 1. 1 to 10: shows the title number counted from the top to which it belongs (excluding Freq.). For example, if Title 2 contains Freq., AB, CD, EF, ..., and if 3 is input as the value of Title 2, that user will belong to Title EF.
Note: At least one out of Freq., Title 1, Title 2, and Title 3 must have a value other than 0.
Line 8, Column J “E-mail Address” = [User1@ricoh.ca]
Line 8, Column K “Use Name as” = the meanings of the numbers input for Use Name as are as follows. If there is no e-mail sender, you may not be able to enter a value depending on the device.
Use this e-mail address for e-mail and internet fax
0: The entry will not be displayed in the address book that is used when specifying a sender.
1: The entry will be displayed in the address book that is used when specifying a sender and destination.
2: The entry will not be displayed in the address book that is used when specifying a destination.
3: The entry will not be displayed in the address book that is used when specifying a sender and destination.
Use this e-mail address for internet fax
10: The entry will not be displayed in the address book that is used when specifying a sender.
11: The entry will be displayed in the address book that is used when specifying a sender and destination.
12: The entry will not be displayed in the address book that is used when specifying a destination.
13: The entry will not be displayed in the address book that is used when specifying a sender and destination.
Line 8, Column L “Protect Sender” = the meanings of the numbers input for Protect Sender are as follows. If there is no sender, you cannot enter a value.
0: Sender protection disabled.
15
1: Sender protection enabled. When the e-mail address of the sender is specified, the protection code must be entered in the Password field.
Line 8, Column M “Password” = Enter the password (Protection Code for Destination) used to protect destinations in the Password field.
Line 8, Column N “User Code” = Enter the user code (numeric) for in the User Code field. Example : [1234]
Listed above is the most common Tag information, for a full explanation of all the settings please refer to the Address management Tool Help section in SmartDevice Monitor for Admin.
Below is the format for creating the CSV file in Excel.
1st line #Registration Data
2nd line #Format Version: 3.1.5.0
3rd line #Acquisition date: 30/09/2004 09:46:44
4th line #Device name: My_Printer
5th line #Address: 192.168.1.15
6th line #Registration No.,Type,Name,Key Display,Index,Freq.,
Title 1,Title 2,Title 3,E-mail Address,Use Name as,
Protect Sender,Password,User Code,
Groups User Belongs to,Fax Destination,Line Type,
International Transmission Mode,Fax Header,
Label Insertion 1st Line (Selection),
Label Insertion 2nd Line (String),
Label Insertion 3rd Line (Standard Message),
Protect Folder,Password Encoding,Protocol,Port No.,
Server Name,Path,User Name,Japanese Character Code,
Access Privilege to User,Access Privilege to Protected Files,
16
IP-Fax Protocol,IP-Fax Destination,Login Password for Device,
Password Method,SMTP Authentication,
SMTP Authentication: Login User Name,
SMTP Authentication: Login Password,Password Method,
Folder Authentication,Folder Authentication: Login Password,
Password Method,LDAP Authentication,
LDAP Authentication: Login User Name,
LDAP Authentication: Login Password,Password Method,
Direct SMTP
7th line ,
,

,
,
,
,
,
,
,
,
,
,
,
,
8th line [00001],[A],[suzuki],[suzuki],[1],[0],[0],[0],[suzuki@abc.com],
17
[1],[1],[DA6MTQ],[12341234],[101],[03-1234-1234],[0],
Reader[0],[1],[0],[Important],[0],[0],[ ],[1],[21],[server1],[home/suzuki],Udf File Reader
[suzuki],[0],[0X],[0X],[0],[suzuki], [ ],[omitted],[0],[suzuki],[ ],
[omitted],[0],[ ],[omitted],[0],[suzuki],[ ], [omitted],[1]
9th line [00101],[G],[GroupA],[GroupA],[1],[0],[0],[0],
[TIzM],[102],[0],[ ],[1D/2W],

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10th line [00102],[G],[GroupB],[GroupB],[1],[0],[0],[0],
[ ],[ ],[0],[ ],[ ],
Published: Dec 22, 2010 · Last Updated: Jan 17, 2018

3 Comments

  • Anaheim
    Bill6026 Sep 17, 2012 at 12:54am

    I realize this is about a year old but some thing has been working for us is to just do a backup and restore to the new Ricoh machine. Using the Smart Device Monitor for Admin has not failed me yet. This can also work through the Web interface by logging, admin and no password, going to address book, and click Maintenance if it is there. The Web interface has failed on the restore process for me and that is when I use the Smart Device Monitor for Admin.

  • Pimiento
    Karmo Jan 29, 2013 at 01:14pm

    Thanks for your exaustive description. Beside that I still have on question: what is the csv colun that matches the available functions of the user in the address book configuration available in the web interface? Thank you.

  • Poblano
    Default_Profile Oct 15, 2018 at 12:40pm

    The tools mentioned above have been discontinued. Ricoh now offers Device manager Nx light.
    http://support.ricoh.com/html_gen/util/DM/DM.html
    One feature NX Lite has that most older Ricoh's don't, is allowing a user to backup the address book as a CSV. When using the printers interface to backup the address book, it only allows UDF.

    I found a version of the software which seems to be working, my anti virus did flag a couple files as harmful *shrugs* seems alright though.

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