Ricoh copier scan to email standby

[sunmicroman]

I am working with a Ricoh MP 4504 scan to email. I have set up Ricoh copiers many times successfully with scan to email, but have come across a situation where once in a while a machine I am working with will try and send an email scan, but then keep the email in a "standby" state. What is this and how to do you rectify it? It is doing this with every scan, no matter the email recipient. I am an IT professional (with 14 years of copier tech experience many years ago) and have checked DNS and the gateway address and they are correct for the network (handed out via DHCP). I know if it was an authentication error, I would get this instead, but just get the standby message in the send email status after a few minutes of the machine trying to send it and the scan never gets sent. Any suggestions or known fixes to try would be much appreciated.

[slimslob]

Re: Ricoh copier scan to email standby

OK IT person what kind of network trouble shooting have you done, if any. Have you printed the Have you gone into interface setting and printed the settings? The last page will contain the recent network report. Since it is for all network activity to the Ricoh and has a limited entry capacity it needs to printed as soon as possible after the scan as possible.

Most likely the problem is not with the Ricoh but either with the LAN, WAN or SMTP server. Use Wire Shark to capture traffic between the Ricoh and the internet gateway and analyze that.

[sandmanmac]

Re: Ricoh copier scan to email standby

Dozens of reason for this behavior depending on the Mail server you are trying to configure, and it's undoubtedly related to either missing or incorrect info.
What mail server settings are you trying to connect with?
Have you tried anything else to isolate the issue? Ie: Your own Gmail, or company mail server?
Although, keep in mind that Gmail, and Hotmail for that matter (to name just 2), require enabling 2FA AND an app password to be created in order to authenticate, and this may even be a part of your problem?

[sunmicroman]

Re: Ricoh copier scan to email standby

Dozens of reason for this behavior depending on the Mail server you are trying to configure, and it's undoubtedly related to either missing or incorrect info.
What mail server settings are you trying to connect with?
Have you tried anything else to isolate the issue? Ie: Your own Gmail, or company mail server?
Although, keep in mind that Gmail, and Hotmail for that matter (to name just 2), require enabling 2FA AND an app password to be created in order to authenticate, and this may even be a part of your problem?

Gmail. 2FA is enabled and app password created and saved within the copier. That's how I always set them up now with a Gmail account now and they work with those settings.

Network is fine and internet/network for computers works well. Copier network settings via DHCP just like the computers (IP address subnet, DNS, gateway), so it should work. Computers can print via the network.

What is "standby" for scan to email? Authentication errors (and I believe if you have the SMTP settings incorrect, port number, etc.) you get an authentication error and not a "standby" for emails trying to be sent in queue.

[slimslob]

Re: Ricoh copier scan to email standby

Gmail. 2FA is enabled and app password created and saved within the copier. That's how I always set them up now with a Gmail account now and they work with those settings.

Network is fine and internet/network for computers works well. Copier network settings via DHCP just like the computers (IP address subnet, DNS, gateway), so it should work. Computers can print via the network.

What is "standby" for scan to email? Authentication errors (and I believe if you have the SMTP settings incorrect, port number, etc.) you get an authentication error and not a "standby" for emails trying to be sent in queue.

It most likely with a something sent by the SMTP server. That is why one of the thing I suggested was Wire Shark. If you don't know what that is or how to use it, you aren't mush of an IT person.

[KeviM]

Re: Ricoh copier scan to email standby

Log into the machine and have a look at the system / Security log under network settings. That will give you an idea where the fault is.

If you can't understand the log, upload it here and we'll try to help you.

Like the other techs also mentioned it sounds like you have an SMTP issue or authentication issue.

Also maybe try a completely different set of scan to email settings. Like maybe your ISP email settings (i.e. SMTP, port number, user name and password all from the ISP ) . See if that works

All the best friend

[sandmanmac]

Re: Ricoh copier scan to email standby

Gmail. 2FA is enabled and app password created and saved within the copier. That's how I always set them up now with a Gmail account now and they work with those settings.

Network is fine and internet/network for computers works well. Copier network settings via DHCP just like the computers (IP address subnet, DNS, gateway), so it should work. Computers can print via the network.

What is "standby" for scan to email? Authentication errors (and I believe if you have the SMTP settings incorrect, port number, etc.) you get an authentication error and not a "standby" for emails trying to be sent in queue.

I'm not sure why you haven't checked the system log as Slim and KeviM suggested.

It's pretty specific as to where the trouble lies.
You can get a standby/ waiting status from a number of areas - again almost always due to improperly entered info.

An incorrect SMTP server will actually produce your result.

For example: SMTP.gmail,com will produce a standby / waiting result

I just tried this and the error log stated: failed to get smtp server IP-address

I can't tell you how many times I've 'fat-fingered' that one only to realize it later (when I put my glasses on)