creating new Gmail accounts for scan to E-Mail

[progoffice]

Re: creating new Gmail accounts for scan to E-Mail

So the question is, will the manufacturers start implementing OAuth into their devices to comply with these new security standards.

Scanners & other devices

For scanners or other devices using SMTP or less secure apps to send emails, use one of the following options:

• Configure the device to use OAuth.
• Use an alternative way to scan or send an email from the device.
• Configure an app password for use with the device.

Tip: If you replace your device, look for one that sends email using OAuth.

[mrwho]

Re: creating new Gmail accounts for scan to E-Mail

My guess is GMail smtp will stop working on machines pretty soon

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[slimslob]

Re: creating new Gmail accounts for scan to E-Mail

Customer's PC on their Network. I am strictly remote IT, isn't no way I'm going to be driving almost 10 hours to get from one edge of our service range to the other for onsite help.

I have a feeling that if you call Kyocera they will tell you that you need to have someone who knows what they are doing physically at the machine

[Jason.bruhn@A&B]

Re: creating new Gmail accounts for scan to E-Mail

But are you using one of their computers or your laptop, I.E. different of the same MAC.

Customer's PC on their Network. I am strictly remote IT, isn't no way I'm going to be driving almost 10 hours to get from one edge of our service range to the other for onsite help.

[progoffice]

Re: creating new Gmail accounts for scan to E-Mail

Just curious if anyone else has had this issue with Gmail in the past couple months?

Our company sells Kyocera products. A lot of our customers don't have any IT. So, when those customers need scan to email setup, and I'm unable to use their current email server for whatever reason, I will often just create a new Gmail account for the copier to use. I will of course enable 2 factor authentication and create an app password for the copier to use. I'm not sure this is necessary but I will also go through the security prompts and click "Yes, It was me" for everything applicable.

Recently, however, the accounts I create for this purpose are somehow getting flagged and disabled stating there was suspicious activity detected. This usually happens within a day of creating the account. I can re-enable the account, but from then on even if I create another app password, it will never accept that as a form of authentication again even from another copier. The copier will tell me Gmail responded with an authentication error.

I am NOT having any issues with account I've created in 2023 and before.

Anyone else have this issue?

Do you use any other smtp service for instances like this? If so, I'd like to know what you use so I can check into it.

Thank you!

We just had a call come in for the exact same reason. The gmail account was created February 15th the day the copier was installed. It was also a Kyocera, but I doubt that makes any difference. It's almost like the App Password creation is triggering some kind of account audit. We haven't had a flood of calls come in for this issue, only the most recent install where a new gmail account was used for scanning. So there's definitely something new going on with gmail. Anybody else?

[Hart]

Re: creating new Gmail accounts for scan to E-Mail

One thing,if they want you to provide IT services, you damned well better be charging them for it.

And they'll simply tell you to grab your copier and fuck off, and move to another dealer.

[Hart]

Re: creating new Gmail accounts for scan to E-Mail

Call me crazy, but if the customer wants to scan so badly shouldn't it be on them to provide the email to use? That's something they already have for their business, so let them provide it so that it's something entirely under their control.

But they don't even understand what you are asking from them.
SMTP ? Port ? They just tell you that they did not have to do anything with the last dealer so they expect the same.
And you can explain how much you want, it's a lost cause.
Most of them use Gmail address but it's a mess to setup now on MFP or copiers with the security.
On the other end you have public administration and school that have dedicated address but they have no support or we get told to fuck off.

So we've just created a scan@nameofmycompany.com and use it on all our copiers when we have to.

[tsbservice]

Re: creating new Gmail accounts for scan to E-Mail

One thing,if they want you to provide IT services, you damned well better be charging them for it.

Sad but true. Lately I don't feel excited to stay at office and Anydesk for hours installing, troubleshooting and making all that stuff.
This is so frustrating turning screwdriver isn't!
It's all about field work that I like. The day we grow up enough to need a tech to do service manager's duties I'm outta that door.

[slimslob]

Re: creating new Gmail accounts for scan to E-Mail

While you're perfectly correct(as usual) you will be very surprised that depending on locations people are still using personal emails for business accounts and not even from Google but some local free providers where they are on a brink of being compromised.
They are like - hey I'm using this email from years for free why's that your machine can't as your salesmen told me it can scan
You can't fix stupid people being stupid and sales are sales. I think many techs here have to deal with end customers or small mom and pop businesses. I would love if all of our customers have ITs and happily would toss most of those settings on them but the world is not perfect.

One thing,if they want you to provide IT services, you damned well better be charging them for it.

[tsbservice]

Re: creating new Gmail accounts for scan to E-Mail

Call me crazy, but if the customer wants to scan so badly shouldn't it be on them to provide the email to use? That's something they already have for their business, so let them provide it so that it's something entirely under their control.

You're not going to bring them paper so they can print after all.

Sent from my Pixel 6 Pro using Tapatalk

While you're perfectly correct(as usual) you will be very surprised that depending on locations people are still using personal emails for business accounts and not even from Google but some local free providers where they are on a brink of being compromised.
They are like - hey I'm using this email from years for free why's that your machine can't as your salesmen told me it can scan
You can't fix stupid people being stupid and sales are sales. I think many techs here have to deal with end customers or small mom and pop businesses. I would love if all of our customers have ITs and happily would toss most of those settings on them but the world is not perfect.

[BillyCarpenter]

Re: creating new Gmail accounts for scan to E-Mail

Call me crazy, but if the customer wants to scan so badly shouldn't it be on them to provide the email to use? That's something they already have for their business, so let them provide it so that it's something entirely under their control.

You're not going to bring them paper so they can print after all.

Sent from my Pixel 6 Pro using Tapatalk

Makes perfect sense to me.

[slimslob]

Re: creating new Gmail accounts for scan to E-Mail

The accounts being all setup from one IP I could see getting blocked, but it is not the case for us. The accounts are getting setup on the customer's network, and our service area covers a decent chunk of 6 states.

Bulk mailers/Business accounts... Most of the ones we have setup this week, do maybe 20 SMTP scans a week.

What changed Wednesday, that is blocking new accounts. I tried to make another account this morning for testing, after 1 SMTP scan, 3 hours later, blocked...

But are you using one of their computers or your laptop, I.E. different of the same MAC.

[Jason.bruhn@A&B]

Re: creating new Gmail accounts for scan to E-Mail

Sounds like Google AI, which Google is in the process of implementing and testing, is identifying them as either business accounts that should be paying for Google Business or as potential bulk mailers. Either could be the result of the AI seeing more than a certain number of accounts being created from the same IP address or MAC, I.E. from your computer at your office or your home.

The accounts being all setup from one IP I could see getting blocked, but it is not the case for us. The accounts are getting setup on the customer's network, and our service area covers a decent chunk of 6 states.

Bulk mailers/Business accounts... Most of the ones we have setup this week, do maybe 20 SMTP scans a week.

What changed Wednesday, that is blocking new accounts. I tried to make another account this morning for testing, after 1 SMTP scan, 3 hours later, blocked...

[slimslob]

Re: creating new Gmail accounts for scan to E-Mail

Due to various issues, we have been migrating customers off the SMTP2Go that we have been using for years. If they didn't have o365, IT provided, ISP email, we have been setting up dedicated Gmail accounts for the copiers. As of any account we setup Wednesday, they have all been blocked. We have "yet" to have accounts setup prior to Wednesday blocked. Not quite sure what we are going to do now if this is a permanent change by Google. What is the point of making people switch to App Passwords, if you are then going to ban accounts for using Apps.

Sounds like Google AI, which Google is in the process of implementing and testing, is identifying them as either business accounts that should be paying for Google Business or as potential bulk mailers. Either could be the result of the AI seeing more than a certain number of accounts being created from the same IP address or MAC, I.E. from your computer at your office or your home.

[slimslob]

Re: creating new Gmail accounts for scan to E-Mail

While I'm sure everyone here agrees with your statement, the issue is it has seemed like a free service for 2 decades, but mostly because they don't have IT, or if they do they don't have any settings to use. Then it seems like you're just trying to get more money out of them. Our reps for a quite a while would push for it, and we were just told to create a Gmail account for them. All well and good, until Gmail implemented heightened security and it shut down all of the accounts. Customers want everything for free, and they don't want to understand things that they have to pay for.

We don't want to deal with the accounts, so our company doesn't want to even have a very small paid for service that's included, especially for the security risk.

More often then not, the customer has their email through their ISP. The ISP has support people and online documents that can guide you through setting up scan to email. All you have to do is contact them!