Preconfiguring machines to scan before they go to customers? Thoughts?

[fishleg]

Hi,

Do any of you guys do this already? So setting up machines so they are basically plug and play so scan to email is already setup with a server that you control or scan to WebDAV / ftp on a cloud type server and you just tell the customer how to access it?

We are forever chasing poor IT support who basically mess with the setup, changing passwords, changing email provider etc million reasons especially office 365 issues and older machines.

Has anyone tried it, does it work? What's best and most accessible for the customer?

I guess the main issue is security but to be honest the stupidity of most IT people it's probably more secure to scan external than internal way they look after the network on some places.

Could in theory one email account be used simultaneously by hundreds of machines?

If I went the WebDAV route can hundreds of connections be made at the same time?

Thanks for any help,
Fishy

[fishleg]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

WebDAV id probably create a new folder per customer and email I guess 1 account could serve many machines.

We are forever getting scan to email problems now and are expected to fix them when 98% of the time it's got nothing to do with the machine.

[NeoMatrix]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

As I understand you're basically doing IT support for your customer.

Employ a new I.T. staff member an charge for the IT service accordingly.

[JLSam]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Hi,

Do any of you guys do this already? So setting up machines so they are basically plug and play so scan to email is already setup with a server that you control or scan to WebDAV / ftp on a cloud type server and you just tell the customer how to access it?

We are forever chasing poor IT support who basically mess with the setup, changing passwords, changing email provider etc million reasons especially office 365 issues and older machines.

Has anyone tried it, does it work? What's best and most accessible for the customer?

I guess the main issue is security but to be honest the stupidity of most IT people it's probably more secure to scan external than internal way they look after the network on some places.

Could in theory one email account be used simultaneously by hundreds of machines?

If I went the WebDAV route can hundreds of connections be made at the same time?

Thanks for any help,
Fishy

Not much of a help, but when I deliver a machine, I spend like 3 minutes setting up a custom no reply e-mail address using gmail. After what must be a couple of hundreds of machine network installs, I got tired of confused faces when I ask for e-mail server settings. I figure if the company had a competent IT dep't then they will go in and put it themselves. I always put in work order "IT dep't NEEDS to add company SMTP settings if maximum security desired". I probably have saved 30 minutes in each service call in doing so.

[qbert69]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Hi,

Do any of you guys do this already? So setting up machines so they are basically plug and play so scan to email is already setup with a server that you control or scan to WebDAV / ftp on a cloud type server and you just tell the customer how to access it?

We are forever chasing poor IT support who basically mess with the setup, changing passwords, changing email provider etc million reasons especially office 365 issues and older machines.

Has anyone tried it, does it work? What's best and most accessible for the customer?

I guess the main issue is security but to be honest the stupidity of most IT people it's probably more secure to scan external than internal way they look after the network on some places.

Could in theory one email account be used simultaneously by hundreds of machines?

If I went the WebDAV route can hundreds of connections be made at the same time?

Thanks for any help,
Fishy

I've pre-config'd scan to email many times to an external email server. Basically just a relay server. If you can setup with gmail that would probably be your best bet as long as the mfp can handle the authentication methodology. For scan to folder, best way IMO, is to have a dedicated PC. I prefer Windows 7, make a folder for each user, setup scan path to each folder and then map each folder on each user's PC. This way you won't need multiple passwords for scan authentication. [emoji41][emoji1303]

Sent from my SM-N950U1 using Tapatalk

[kingarthur]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Every machine I install is just about plug & play, if I'm replacing an old piece of equipment, I'll take all the settings from it when I carry out the site visit, and pre program it before delivery, or if it's a completely new site, I'll ask for the details of whoever does their IT and email them before delivery, get the details from them, also send them the link for the print drivers and explain what needs to be done. Luckily I have a good rapport with all the local IT companies where I live, having worked with them many times in the past. But it's so much easier with the KM bizhubs now, where you can transfer just about everything from one to another by USB.

[Kimi]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Hi,

Do any of you guys do this already? So setting up machines so they are basically plug and play so scan to email is already setup with a server that you control or scan to WebDAV / ftp on a cloud type server and you just tell the customer how to access it?

We are forever chasing poor IT support who basically mess with the setup, changing passwords, changing email provider etc million reasons especially office 365 issues and older machines.

Has anyone tried it, does it work? What's best and most accessible for the customer?

I guess the main issue is security but to be honest the stupidity of most IT people it's probably more secure to scan external than internal way they look after the network on some places.

Could in theory one email account be used simultaneously by hundreds of machines?

If I went the WebDAV route can hundreds of connections be made at the same time?

Thanks for any help,
Fishy

First question is, are they paying for it?

[slimslob]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

I would suggest that you create a form that your sales people can fill out with all the needed information to include IT contact information.

[peter42]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Sheet for your customer:

SMTP-Server:
SSL-Type:
Port number:
Emailaccount:
Email loginname:
Emailpassword:

This can be configured before installation at location.

[slimslob]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Sheet for your customer:

SMTP-Server:
SSL-Type:
Port number:
Emailaccount:
Email loginname:
Emailpassword:

This can be configured before installation at location.

Also network information.
IP Address: Auto obtain or Fixed

If fixed:

IP address
Sub net mask
Gateway(s)
Domain or group Name
Name of primary file server for scanning to folder

Login credentials

[mincopier]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Here is a copy of a Word document that I have been modifying for years for our techs to use. Of course being a Word document it can be modified to your needs.

Dropbox - Customer DNA 2.docx

[fishleg]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

I've pre-config'd scan to email many times to an external email server. Basically just a relay server. If you can setup with gmail that would probably be your best bet as long as the mfp can handle the authentication methodology. For scan to folder, best way IMO, is to have a dedicated PC. I prefer Windows 7, make a folder for each user, setup scan path to each folder and then map each folder on each user's PC. This way you won't need multiple passwords for scan authentication. [emoji41][emoji1303]

Sent from my SM-N950U1 using Tapatalk

I thought about the Gmail route, the only problem it's the same as office 365 how long till they decide to change security and not every machine would work.

Our customers are pretty dense like I'd say 95% have no idea how emails work. We are installing machines then asking for there companies email information which sometimes gets very frustrating as it's often wrong or impossible to find.

We constantly get calls scanning is not working which we immediately get blamed for. I wish the company I work for was clever when it comes to IT but they ain't ><.

It's a very gray area for my company because we don't wanna p people and lose the customer to someone else even though its not our fault.

Has anyone setup a cloud based server just for this purpose and which provider do they use?

Thanks,
Mike

[Hansoon]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

We constantly get calls scanning is not working which we immediately get blamed for. I wish the company I work for was clever when it comes to IT but they ain't ><.

We had this experience years ago and decided that if our company has to set up scanning, the only option we offer is scan to FTP to a local server or NAS or even better if the customer agrees, to workstations. The extra work for setting up, even if there are many workstations involved, is it worth to not have to go later to the customer for continues scanning problems.

Hans

[SalesServiceGuy]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

It is somewhat acceptable to input generic SMTP Gmail credentials as a clone file into your copier to your customer as a solution for scan to email?

I know this will work and it is convenient for you. I also know that for most SMB business, they are not engaged in how you create a solution. They just want you to make it work, quickly and with little effort on their part.

Your SMB customers are often of low IQ about information security and do not make an effort to understand about the threat that copiers represent to bad actors. I want to state that the vast majority of copier vendors have the best interests of their customers in mind when they install a new device and rarely have bad intent.

I realize your job is to get in and out of the customer install as soon as possible with a working solution. I daily do the same.

You know, I know, that you, that with a pre-configured scan to email solution, you as a holder of the User Name/Password email account you can read, in plain language, the customers every day emails. Yes, you like me, periodically delete all of your customers emails in bulk without ever really pay attention to their content. Bravo for your efforts.

Is it our job to slow down the customer install and request that they request and provide from their Email provider unique, confidential User Name/Password credentials for the copier?

Or is it our job to rapidly get through the current install install and off to the next install?

I know that I am certainly guilty of the fast install solution where confidential customer Gmail emails are deleted in bulk by myself every week.

[fishleg]

Re: Preconfiguring machines to scan before they go to customers? Thoughts?

Gmail scares me because they will upgrade security then bam 100's of calls come in can't scan...