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  1. #1
    Service Tech / IT Rep 100+ Posts JVergin's Avatar
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    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!

  2. #2
    Retired 10,000+ Posts
    creating new Gmail accounts for scan to E-Mail

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

    I would say that it is because those accounts are getting a large number of high page count emails all from the same source sender and to multiple destinations, something that is very common for bulk mailer. Have you actually talked to their current email provider? I will bet many of them have the same provider, often the ISP. Most have published requirements for email from a scanner.

  3. #3
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    creating new Gmail accounts for scan to E-Mail

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

    you can also google the issue you are having. and usually if it is available, there will be a fix on it from google. just the same as you can google it to find out how to setup the scan to email using the gmail server info.

  4. #4
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    creating new Gmail accounts for scan to E-Mail

    slimslob's Avatar
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    Re: creating new Gmail accounts for scan to E-Mail

    Quote Originally Posted by dalewb74 View Post
    you can also google the issue you are having. and usually if it is available, there will be a fix on it from google. just the same as you can google it to find out how to setup the scan to email using the gmail server info.
    Most of the Google configurations have limitations as to how many pieces of mail can be set from one user in any 24 hour period. The best way to use Google for a company is to have the company obtain their own Google Business Workspace (formerly G Suite). Business Streamlining & Collaboration Solutions | Google Workspace

  5. #5
    Service Tech / IT Rep 100+ Posts JVergin's Avatar
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    Re: creating new Gmail accounts for scan to E-Mail

    Quote Originally Posted by slimslob View Post
    I would say that it is because those accounts are getting a large number of high page count emails all from the same source sender and to multiple destinations, something that is very common for bulk mailer. Have you actually talked to their current email provider? I will bet many of them have the same provider, often the ISP. Most have published requirements for email from a scanner.

    Many times Google disables the account the same day before it's installed at the customer's office after I've only sent a couple of test scans.

    I used to be able to use the ISP's mail server with or without authentication (Almost everyone here uses COX communications) but in the past 10 years or so, setting it up that way is unreliable at best unfortunately. It's almost as if they don't care and want to push everyone away from using their email servers.

    I think what I'll probably end up doing is just creating an E-mail through our system for those instances that is only allowed to send out and unable to receive emails. But I was just curious if anyone else has come across the same issues.

    Thanks!

  6. #6
    Service Manager 5,000+ Posts tsbservice's Avatar
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    Re: creating new Gmail accounts for scan to E-Mail

    Quote Originally Posted by JVergin View Post
    I think what I'll probably end up doing is just creating an E-mail through our system for those instances that is only allowed to send out and unable to receive emails. But I was just curious if anyone else has come across the same issues.

    Thanks!
    We used to use service Gmail account for counter notifications but because problems with MFA and Google tightening control we ended creating an account in our mail server dedicated for this.
    It worked pretty well until recently when we migrated to O365 and now we're back to Gmail account.
    A tree is known by its fruit, a man by his deeds. A good deed is never lost, he who sows courtesy, reaps friendship, and he who plants kindness gathers love.

    Blessed are they who can laugh at themselves, for they shall never cease to be amused.

    I don't reply to private messages from end users.

  7. #7
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    Re: creating new Gmail accounts for scan to E-Mail

    If you're a Kyocera dealer, promoting PinPoint Scan would be worthwhile.

  8. #8
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    creating new Gmail accounts for scan to E-Mail

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

    Quote Originally Posted by JVergin View Post
    Many times Google disables the account the same day before it's installed at the customer's office after I've only sent a couple of test scans.
    Try first sending test emails from another account, first with no attachments then with an attachment.

    I used to be able to use the ISP's mail server with or without authentication (Almost everyone here uses COX communications) but in the past 10 years or so, setting it up that way is unreliable at best unfortunately. It's almost as if they don't care and want to push everyone away from using their email servers.
    Are you absolutely certain they haven't been taken over by someone else like Spectrum?

    Below are some articles from Cox Support. They should be using Cox Business Email, especially if they are using Cox to host their webpage. Or if they have a webpage hosted by someone else, use that host as the email provider. For Cox, set for Plain text and POP before SMTP. Make sure the MFP is not set for Cypher text. Have separate company email addresses for each employee and only use those.

    https://www.cox.com/residential/supp...formation.html

    Cox Business Email https://www.cox.com/residential/supp...-settings.html

    Cox personal email https://www.cox.com/residential/supp...-settings.html

  9. #9
    Service Manager 2,500+ Posts rthonpm's Avatar
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    Re: creating new Gmail accounts for scan to E-Mail

    Quote Originally Posted by JVergin View Post

    I used to be able to use the ISP's mail server with or without authentication (Almost everyone here uses COX communications) but in the past 10 years or so, setting it up that way is unreliable at best unfortunately. It's almost as if they don't care and want to push everyone away from using their email servers.
    Unauthenticated mail servers on the internet? Sounds like a spammer's dream to me so likely they've tightened down the requirements to use them.

    Any business clients need to be using a business email, not a consumer account, especially if they're sending documents with customer or internal information. It's stupid cheap to get business mail hosting from Microsoft or Google.

    Sent from my Pixel 6 Pro using Tapatalk

  10. #10
    Senior Tech 100+ Posts Hart's Avatar
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    Re: creating new Gmail accounts for scan to E-Mail

    Quote Originally Posted by rthonpm View Post
    Any business clients need to be using a business email, not a consumer account, especially if they're sending documents with customer or internal information. It's stupid cheap to get business mail hosting from Microsoft or Google.
    Sure, but they don't give a fuck and we're in a situation where they want to scan to their email as promised by the salesman and there is no other options.

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