Ricoh's Initiatives How RICOH Intelligent Automation accelerates digital transformation Combining process automation and AI to free people for more creative, fulfilling work

Improving business process efficiency is a common challenge for companies around the world. Many continue to struggle with cumbersome manual tasks and inefficient paper-based workflows. Ricoh draws on its long track record in providing multifunction printers (MFPs) and digital services to offer diverse solutions to streamline document management and business processes. An excellent example is RICOH Intelligent Automation, a new global service platform for process automation. The platform was developed from the ground up listening to the requests and feedback from global customers. The solution also integrates tools that incorporate and prioritize feature enhancements real time.

We spoke with three Ricoh experts to learn how this service is transforming workplaces. Juri Saito is general manager of the PA Product Planning Department in the Process Automation Business Center of the Digital Services Business Division. Ashish Paritosh Patel is also part of the PA Product Planning Department, which includes the AI Solution Planning Section where Shiori Furukawa works.

1. RICOH Intelligent Automation is a new artificial intelligence (AI)-powered service that fully automates document capture, classification, and usage.
2. It combines high-precision OCR and AI technologies to streamline document management. Driving a global project at speed prioritizing teamwork across regions.
3. Developing products that empower customers worldwide to focus more on value-added work, and bringing "fulfillment to work" has also greatly motivated the members involved.

Estimated reading time: 7 minutes

RICOH Intelligent Automation fully automates processes, from capturing paper and digital documents to managing workflows and utilizing data. It orchestrates business processes by leveraging Ricoh MFPs as well as the products and technologies of companies that have recently joined the Ricoh Group - such as PFU, natif.ai, and DocuWare - alongside collaborations with our partners.

Explaining the key features of the service, Ms. Furukawa says that, "RICOH Intelligent Automation automates the entire flow end-to-end from information capture, search and utilization. Scanned documents and digital data are processed using a Document-AI-first approach, classified and integrated into workflows for seamless operation and utilization. RICOH Intelligent Automation enables customers to build workflows without coding and integrate them with core systems or document management platforms, such as ERP and CRM systems. Because it allows customization, it’s perfect for organizations that are willing to digitalize processes without significantly altering their existing operations."

The development journey began in spring 2024, sparked by the integration of natif.ai —a German startup company specializing in advanced intelligent capture technology—into the Ricoh Group.

Ms. Saito says that, "When natif.ai joined Ricoh in April 2024, it accelerated our ability to strengthen Process Automation business, one of Ricoh’s strategic focus areas. We sought to bolster our unique global services by combining our Intelligent Document Processing (IDP) service platform with natif.ai’s sophisticated AI engine and external advanced cloud technologies. At the time, Ricoh USA was exploring similar initiatives, and Ashish, one of the key members from the U.S. team, joined my team in Japan on a special assignment, which further accelerated our efforts."

natif.ai’s intelligent capture technology offers exceptional accuracy. It reliably reads diverse forms and documents—including handwritten documents— in multiple languages. The more it is used, the more it learns, for increasingly accurate recognition and decision-making matched with customer businesses and workflows. Ricoh’s unique strengths from decades of providing office services globally underpin this capability.

Says Ms. Saito, "Ricoh offers MFPs and related solutions that handle business documents in offices around the world, and can leverage vast amounts of real-world data to train our AI models. In addition, Ricoh has been developing our own AI technologies since the 1980s, and natif.ai’s strength lies in IDP solutions powered by AI that can recognize and interpret information on behalf of the customer. Combining all this with our global customer touchpoints enables us to swiftly build highly accurate, business-grounded AI solutions. That’s our biggest advantage."

In addition to intelligent capture, AI is also used to assists users. AI agents support users with guidance on tool usage and alerts on processing deadlines. Ms. Furukawa explains that, "RICOH Intelligent Automation streamlines operations by reducing manual sorting and data entry. Customers managing documents across multiple systems or struggling with fragmented systems will especially benefit from this solution."

From the very start, the project moved at high speed. Still, Ms. Saito recalls that her team faced challenges unique to developing a product tapping fast-evolving AI technology.

She says, "When natif.ai joined the group and we had assembled all the technologies needed for RICOH Intelligent Automation, the world was already in the midst of what some termed the Fourth AI Boom. We were keen to deliver services to customers as fast as we could. But coordination with teams within the Ricoh Group and overseas offices was a key challenge."

Even under time pressure, the team prioritized team building and communication, because they believed in the value of the solution. The core team comprised Ms. Saito, who has long worked in product planning, Ms. Furukawa, who had a sales background, Mr. Patel, who had served as a busines consultant for banks and insurance companies at Ricoh USA, and Mr. Charles who has multiple years of experience in the IDP field both from technical and strategic roles at Ricoh USA. Their diverse backgrounds made trust and collaboration particularly important.

Says Mr. Patel, "Building a global solution requires close collaboration across Ricoh’s global network. Our greatest challenge was managing time zones and communicating effectively across regions. One key project goal was to integrate technologies, marketing expertise, and other regional strengths and assets and standardize them for adopting our services." He adds that, "Proactive cooperation and strong teamwork under Ms. Saito’s leadership culminated in good communication across Japan and other regions."

Ms. Furukawa notes that, "We collaborate closely to leverage knowledge from team members with diverse backgrounds and bridge misconceptions that can arise from differences in values and customs." She has found that her earlier experience in engaging directly with customers and learning about their daily challenges and work styles has also proven invaluable in her current planning role.

Pilot deployments for RICOH Intelligent Automation began in selected markets in October 2025, setting the stage for a phased global rollout. Because the system’s AI becomes increasingly accurate as usage grows, it can also be beneficial for medium-sized businesses that handle fewer documents and have limited capacity to train AI models internally. For customers finding AI utilization or workflow design challenging, Ricoh also plans to offer Business Process Services (BPS) that handle document capture and form design on their behalf.

Ms. Saito explains the value RICOH Intelligent Automation brings. She says, "By reducing repetitive tasks, it can unleash customers to focus on more creative and value-added work. I think this leads to a sense of accomplishment and fulfillment through work. Even with years in product planning, I still find joy in taking on new product planning challenges. Raising two children, including a preschooler, while working means my work quality is a top priority. Thinking about how to build an environment where we can create high-quality services efficiently is part of what motivates me to come to work."

Ms. Furukawa has also found the challenges personally meaningful. "I want to help customers find more time to take on new challenges and creative work. I’d always wanted to be involved in product planning and global projects, so being part of this initiative is incredibly exciting. Getting the opportunity to collaborate with the teams in Japan and across regions to shape a product that truly meet global customer needs has been deeply fulfilling."

For Mr. Patel, fulfillment has come from being part of a global effort leveraging the Ricoh Group’s collective strengths. "I’m grateful for the unique opportunity to create solutions that bring together Ricoh’s collective capabilities to solve customer challenges worldwide. Automating simple tasks provides new opportunities for people to learn, develop, and grow their careers and make their daily work more creative." A virtuous cycle of fulfillment from work and growth is exactly what RICOH Intelligent Automation is poised to deliver around the world.