Workplace productivity depends on how smoothly information flows across people, processes, and platforms. For many organizations, traditional document handling is a bottleneck—scanning, emailing, and filing often take more time than the work itself. Ricoh Smart Integration (RSI) was designed to change that by turning everyday office devices into intelligent workflow hubs.
This blog explores how RSI works, the different packages available, and why businesses in healthcare, legal, and other industries rely on it to streamline document-heavy tasks.
What is Ricoh Smart Integration?
At its core, Ricoh Smart Integration is a cloud-based workflow automation platform that transforms multifunction printers (MFPs) into powerful digital gateways. Instead of scanning a document and manually renaming, uploading, or filing it, RSI automates these steps with just one click.
With RSI, files are:
- Sent to the right location (cloud or on-premise)
- Converted into the right format (editable, searchable, or PDF)
- Saved with the right file name based on predefined rules
This ensures consistency, reduces errors, and saves employees countless hours on repetitive tasks.
Packages and Capabilities
Ricoh offers multiple tiers of Smart Integration so businesses can choose a solution that fits their needs:
Smart Integration Essentials
Perfect for small teams, this package focuses on simple yet essential tasks:
- Scan to email without configuration
- Mobile printing with secure release
- Convert paper to editable/searchable formats via OCR
Smart Integration Connectors
Ideal for companies moving to the cloud:
- Scan to and print from cloud accounts (Google Drive, OneDrive, Dropbox, Box, SharePoint)
- Integrate with Microsoft 365 and Gmail for direct workflows
Smart Integration Workflows
A step up for businesses needing advanced automation:
- Auto-route files to multiple destinations simultaneously
- Apply automatic file and folder naming rules
- Use QR codes for routing
Smart Integration Advanced Workflows
Tailored for enterprises with complex needs:
- Intelligent document classification and routing
- Automatic metadata population in SharePoint Online
- Automatic data extraction to eliminate manual entry
Industry-Specific Add-Ons
Ricoh also provides optional industry-focused extensions:
- Healthcare: Automates patient onboarding by scanning IDs and sending forms directly into EHRs like DrChrono.
- Legal: Simplifies court e-filing, adds Bates Stamping, and ensures compliance-ready file formats.
- Device Enhancement: Adds authentication, secure pull-printing, utilization reporting, and device-level privacy protections.
These add-ons extend RSI’s value beyond general office tasks to meet regulatory and workflow challenges unique to each sector.
Benefits of Ricoh Smart Integration
Implementing RSI delivers measurable benefits:
- Time Savings: No more repetitive scanning, renaming, and uploading—automation handles it.
- Error Reduction: Consistent file naming and routing reduce human mistakes.
- Enhanced Security: Authentication and controlled routing protect sensitive documents.
- Cost Efficiency: Low monthly investment, no need for new servers or heavy IT support.
- Scalability: Choose the right package and expand functionality as business needs evolve.
Real-World Use Cases
- Law Firms: Automating document prep for court filings saves paralegals hours each week.
- Healthcare Providers: Onboarding patients faster improves service delivery and compliance.
- Small Businesses: Essentials and Connectors allow teams to move from paper chaos to structured digital workflows with minimal investment.
Behind the Scenes: How It All Works
Ricoh Smart Integration is cloud-driven. When a user scans or uploads a file, RSI applies predefined workflows—like naming rules, metadata tagging, and routing instructions. Files can be distributed to multiple locations simultaneously, ensuring teams across departments always have the right version.
Think of it as a traffic controller for documents—organizing, directing, and securing information without requiring employees to intervene at every step.
Conclusion
Ricoh Smart Integration isn’t just about moving documents—it’s about transforming how information flows through your business. By reducing manual work, enhancing security, and integrating with the tools you already use, RSI ensures that organizations stay efficient, compliant, and prepared for the future of digital work.
For companies managing large volumes of documents—whether in healthcare, legal, or day-to-day office operations—RSI is a behind-the-scenes solution that makes productivity visible where it matters most.
