creating new Gmail accounts for scan to E-Mail

[progoffice]

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

Sharp already has in their BP series' of machines, but nobody uses it so far in our customer base.

That's good to know. We don't sell Sharp, but this method may become the norm and hopefully can be implemented on other devices via firmware.

[mrwho]

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

• Configure an app password for use with the device.

I was under the assumption that these would stop working - if I'm wrong, then that's probably the easiest way for older machines without OAuth capabilities.

[kingarthur]

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

I was under the assumption that these would stop working - if I'm wrong, then that's probably the easiest way for older machines without OAuth capabilities.

it's actually easy to do, it works well, but if you change the gmail password, it deletes the app password. technically you can only use the app password for 1 device, however on the KM, if you use the USB to swap over the settings from 1 device to another, the app password will move with it and work

[kingarthur]

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

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

[ATTACH=CONFIG]61782[/ATTACH]

less secure apps stopped working a while ago, we had all of our customers, who use gmail, fail within a week of each other - luckily we were prepared and sent them instructions on setting up an app password

[slimslob]

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

I was under the assumption that these would stop working - if I'm wrong, then that's probably the easiest way for older machines without OAuth capabilities.

No, the only thing that quit working was the "less secure" option. And then they added 2 factor.

[tsbservice]

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

No, the only thing that quit working was the "less secure" option. And then they added 2 factor.

Yepp. App password is just a way to say - hey Google this device passes 2FA it can work.

[mbcruzin]

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

I've done the set up of free gmail accounts for years. However two or more years ago, with all the challenges that Gmail has put me through, and due to legal reasons we no longer will be creating/supporting those accounts. The legal reason: we could be held responsible if any of the clients information was leaked (and let's be honest Google would sell your mother if it could). Because you/I created it and could possibly get access to said email. Now we have turned all that information over to the clients making them whole responsible. Including 2FA and app passwords. I will assist in creating new app passwords if needed, but otherwise its hands off. I've gone back to scanning to Desktop, HDD, NAS, etc. this has its own issues but at least its local and the client owns the devices.


Side note: Information Security is becoming more and more critical. Keeping your customers as secure as you can will keep your business/company safer in the long run.

[dalewb74]

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

you should look into smtp2go. it has worked well for us since we switched to it.

[slimslob]

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

you should look into smtp2go. it has worked well for us since we switched to it.

Emails sent through it also a number of times in the past has been blocked by a number of other email providers due to its use by bulk mailers. You could end up being liable if one of your customers loses a contract because their bid got blocked.

[bsm2]

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

Use the clients email account or have them create one for a machine

We NEVER create client email accounts for equipment

Any failure is now on the client and is billable hours

[bsm2]

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

[JVergin]

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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Thank you for sharing this! I will need to get those customers prepared for this change and get them using app passwords (until google disables that as well)

[JVergin]

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.

We definitely do, but when installing a new copier for a customer, we provide 2 hours (for two weeks) of limited IT support for free (installing drivers, pinpoint scan, etc). Until now, spending 5 minutes creating a gmail account for scan to email when needed has been included in that and has worked quite well. However if I need to start using our company's SMTP server for those special occasions where the business uses personal email accounts and has no IT, then we may need to start charging a small monthly fee for that.

I know you had mentioned using the customer's ISP provided emails. Here in Omaha most people have Cox and even using the ISP provided email on their workstations is terrible. Far too often customers complain about sending emails and the recipient taking hours or days to receive them (whether sent from the copier or their computer). So unfortunately that's out. However that may change soon as I recently read Cox emails are being transferred to Yahoo Mail.

[JVergin]

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

less secure apps stopped working a while ago, we had all of our customers, who use gmail, fail within a week of each other - luckily we were prepared and sent them instructions on setting up an app password

They did for the free accounts, however for those who pay for Google workspace and company emails have still been able to just use the email and password. I still have a handful of those accounts out there that I will need to contact about this so they're prepared.

[rthonpm]

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

We definitely do, but when installing a new copier for a customer, we provide 2 hours (for two weeks) of limited IT support for free (installing drivers, pinpoint scan, etc). Until now, spending 5 minutes creating a gmail account for scan to email when needed has been included in that and has worked quite well. However if I need to start using our company's SMTP server for those special occasions where the business uses personal email accounts and has no IT, then we may need to start charging a small monthly fee for that.

I know you had mentioned using the customer's ISP provided emails. Here in Omaha most people have Cox and even using the ISP provided email on their workstations is terrible. Far too often customers complain about sending emails and the recipient taking hours or days to receive them (whether sent from the copier or their computer). So unfortunately that's out. However that may change soon as I recently read Cox emails are being transferred to Yahoo Mail.

Under no circumstances should you be using your company's SMTP server for client email. You're opening yourself up to the risk of having their private or proprietary business information on a server they have no control over. That's a liability risk you don't want to take on no matter how small the business client is.

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