Scan to Email?

[bsm2]

I always stand next to the customer to create a free gmail or whatever account, I tell them I don't want to know their account password -> if needs typed into the machine webinterface I let them do it (don't want to be blamed for any issues because I knew their password) and this works every time. Any issues if they are hacked or whatever not my problem.

Yep All billable

[Blizzoo]

"You do not set them up, they do."
No they don't.
Once again I don't know in which universe you expect end user to accept this and don't fuck with your business later.

I always stand next to the customer to create a free gmail or whatever account, I tell them I don't want to know their account password -> if needs typed into the machine webinterface I let them do it (don't want to be blamed for any issues because I knew their password) and this works every time. Any issues if they are hacked or whatever not my problem.

[Mako]

Dear,

if the scan is successfully sent from the machine but users are not receiving email check this setting login to machine as administrator> security> restrict user access > changing the "from" address: Allow to Admin. Email address. below link guides you to configure the settings.

90% of the time the default "from" email address is the same address I'm using to authenticate to the smtp server.

[Copier Tech Specialist]

Dear,

if the scan is successfully sent from the machine but users are not receiving email check this setting login to machine as administrator> security> restrict user access > changing the "from" address: Allow to Admin. Email address. below link guides you to configure the settings.

[slimslob]

I've also noticed that using a different email address for the "From" email has an effect regardless of the SMTP server and credentials being used for authentication.

In the past, and it may still apply, some email services adopted a policy of rejecting any email where the authentication and sender domain did not match. Ricoh and probably others added a setting that would only use the sender in the body of the email.

[Mako]

Does the account has a third party that filters the email?.
I've seen that delay before at an account because of additional filter.

Also make sure you have a heading and something in the mail body.

Another option would be to have the account setup another email account for the equipment and test that one.

Good luck

I've also noticed that using a different email address for the "From" email has an effect regardless of the SMTP server and credentials being used for authentication.

[bsm2]

Just had another call today. In this case the customer is using their own Office 365 account and most of their emails go through no problem but some delay for up to a couple of hours and they get small percentage that the person on the other end never get. I tested the three emails I use (office365, Comcast and iCloud) and my own office 365 email delayed while the comcast and icloud addresses had no issue. Seems to becoming more and more of an issue over the past year and it will probably only get worse.

Does the account has a third party that filters the email?.
I've seen that delay before at an account because of additional filter.

Also make sure you have a heading and something in the mail body.

Another option would be to have the account setup another email account for the equipment and test that one.

Good luck

[Mako]

Just had another call today. In this case the customer is using their own Office 365 account and most of their emails go through no problem but some delay for up to a couple of hours and they get small percentage that the person on the other end never get. I tested the three emails I use (office365, Comcast and iCloud) and my own office 365 email delayed while the comcast and icloud addresses had no issue. Seems to becoming more and more of an issue over the past year and it will probably only get worse.

[Hart]

"You do not set them up, they do."
No they don't.
Once again I don't know in which universe you expect end user to accept this and don't fuck with your business later.

[slimslob]

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

You do not set them up, they do. You merely assist them in configuring their MFP. If you do not know how to implement 2FA, say so. Just about everyone here that is not retired from actively servicing equipment can explain how.

[bsm2]

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

Free accounts work fine on gmail you have turn on two factor authentication and setup an apps password

[Mako]

If it's a company they usually using office 365 or Gmail account.
Using your own is NOT recommended do to legal requirements and can expose your company to litigation.

Always ALWAYS use the customer email accounts for setting up scan to email

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

[bsm2]

I am using SMTP2Go and Sendgrid for SMTP servers but more and more over the past year we are having issues where the copier successfully sends the email however it never makes it to certain email addresses while other email addresses have no problem. Basically spam filters or firewalls are picking the scans off before they reach the recipient. In some cases the email ends up in the customer's Junk email and in other cases it never even reaches the Junk folder. I have occasionally gotten around this issue by changing the "From" email but in some cases this doesn't work either.

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

If it's a company they usually using office 365 or Gmail account.
Using your own is NOT recommended do to legal requirements and can expose your company to litigation.

Always ALWAYS use the customer email accounts for setting up scan to email

[rthonpm]

I remember using STunnel years ago, and it worked to a certain degree. Every now and then, it may have required a re-start. There was even a pre-written config file for gmail servers. Your MFP would send scans over the LAN (using port 25 or 587) to a PC running Stunnel, and it would relay the scan to gmail's servers with the correct port settings and encryption. https://www.stunnel.org/index.html I would be curious if anybody uses it lately.

Still using STunnel for MFPs and other systems that don't support TLS, or modern ciphers. It's still a handy tool to have but it won't address the issue of a device that doesn't support modern authentication.

[slimslob]

Don't use a free Gmail account, they flag the account and either will deliver mail multiple hours later (max was 48 hours), or just won't deliver them at all.
Can't comment about a Workspace account.

I have had it once in 20+ years. Some bulk mailer was using a free gmail account to send SPAM. Google got it corrected in less than 24 hours.

I believe Google Workspace is their domain service for businesses and education. It replaced Google Apps. I had a school district that used Google Apps for their domain.