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HP LaserJet M3027and M5025 MFP - Set up HP Scan-to-Email and HP Save-to-Folder using the HP LaserJet MFP Wizard Console

Supported Products

This document provides installation and setup information about the HP Save-to-Folder Setup (also enables Scan-to-Folder functionality) and HP Scan to E-mail Setup wizards provided in the HP LaserJet MFP Wizard Console. These wizards enable digital sending features on the HP LaserJet M3027 MFP and the HP LaserJet M5025 MFP.

Supported Browsers

Before you download the .exe file, make sure you are using one of the following supported browsers:
  • Internet Explorer 8.x/Mozilla 5.0
  • Internet Explorer 7.x/Mozilla 5.0
  • Mozilla Firefox 3.x/Mozilla 5.0

System Requirements

Operating System

The HP LaserJet MFP Wizard Console can be installed on the following Microsoft Windows platforms:
  • Microsoft Windows 7 32-bit and 64-bit
  • Microsoft Windows Vista 32-bit and 64-bit
  • Microsoft Windows XP 32-bit and 64-bit
  • Microsoft Windows 2008 Server 32-bit and 64-bit
  • Microsoft Windows 2003 Server 32-bit and 64-bit
note:
Windows 7 and Vista users must have local/administrator permissions on the PC in order to run the HP LaserJet Wizard Console.

PC Hardware

The HP LaserJet MFP Wizard Console must be installed on a PC with the following capabilities:
  • Minimum processor speed: 800 MHz
  • Minimum memory: 512 MB

Networking

The PC running the HP LaserJet MFP Wizard Console must have the following network components:
  • TCP/IP v4 network connectivity to any HP multifunction product being configured by the wizard console.
  • Domain or workgroup membership and configuration.
  • Simple File sharing must be turned off.
note:
The HP LaserJet MFP Wizard Console does not support a connection to the device over USB.

Minimum Firmware Version

These printers must have at least the following firmware version as a minimum for the HP LaserJet Wizard Console to perform correctly:
Product
Minimum firmware version
HP LaserJet M3027 MFP
48.041.3 (20070924)
HP LaserJet M5025 MFP
48.041.4 (20071002)

Step One: Print a Configuration page

To make sure your product has the minimum supported firmware version and determine the compatibility with the HP LaserJet MFP Wizard Console, print a configuration page. To print a configuration page, perform the following steps listed for your product:
note:
The configuration page will be needed during the installation process.
  1. On the product control panel, press Administration.
  2. Scroll to and touch Information.
  3. Scroll to and touch Configuration/Status Pages.
  4. Scroll to and touch Configuration Page. The Configuration page prints.
  5. Use the firmware date code listed in section Device Information to determine whether the firmware for your product is compatible.

Step Two: Download the HP LaserJet Wizard Console

To obtain the HP Save-to-Folder Setup (also enables Scan-to-Folder functionality) and HP Scan-to-E-mail Setup wizards, download the HP LaserJet Wizard Console.
note:
If you receive a Windows security alert, click Unblock to allow the download.
  1. Create a Wizard Console folder on the C: drive.
  2. Go to HP Support, click Drivers & Downloads, type your printer name or number in the search field, click Go, and then select your model from the search results.
  3. Select your preferred language from the drop-down list and then select your operating system.
  4. Under the Utility section, locate the HP LaserJet MFP Wizard Console.
  5. Click Download to save the exe. file to the Wizard Console folder you created on the C: drive.
  6. Unzip the HP LaserJet Wizard Console files.
    1. From the Windows desktop, click Start and then click Run.
    2. Click Browse and then locate the Wizard Console folder you created in Step 1.
    3. Select the exe. file, click Open, and then click Ok.
    4. In the Unzip to folder: field, enter C:\Wizard Console and then click Unzip. The files extract to the Wizard Console folder.

Step Three: Open the HP LaserJet MFP Wizard Console

  1. Open the HP LaserJet MFP Wizard Console.
    1. From the Windows desktop, click Start, and then click Run.
    2. Click Browse and then locate the Wizard Console folder.
      note:
      You may need to open the Bin folder to locate the .exe file.
    3. Select the exe. file, click Open, and then click Ok to open the HP LaserJet MFP Wizard Console.
  2. Select your language from the drop-down menu and then click Next.
  3. Select your product and then click Next. If your product does not appear in the list, click Add Device, enter the IP address for your product, and then click Ok.
    The Select a wizard to begin screen is displayed.

Step Four: Set up Scan-to-Email and Save-to-Folder digital sending features

Setup HP Scan-to-E-mail

note:
The user must have administrative rights on the PC in order to run the HP Scan-to-E-mail Setup Wizard.
  1. Click Scan-to-E-mail Default Set Up Wizard to start the wizard.
  2. If you receive the following message, click Yes to continue with the configuration process.
  3. Under Configure E-mail Server, select the E-mail server you want to configure and then click Next.
  4. Under Configure E-mail Settings, enter the From E-mail Address, E-mail Subject, and E-mail Message Body that you want to use as the default settings and then click Next.
    note:
    Fields marked with an asterisk (*) are required fields.
  5. Under Configure File Scan Settings, select the scan settings that you want to use as the defaults from the drop-down menus and then click Next.
    note:
    The settings shown in the following screen shot are an example.
  6. Under Configuration Summary, confirm that the settings you selected are correct and then click Configure.
  7. After the configuration is completed successfully, click Exit in the upper right corner and then click Yes to close the Scan-to-Email Default Set Up wizard; or click Finish to return to the beginning of the wizard and select another device to configure.

Setup HP Save-to-Folder

note:
The user must have administrative rights on the PC in order to run the HP Save-to-Folder Setup Wizard.
  1. Open the HP LaserJet MFP Wizard Console using the instructions described in Step Three: Open the HP LaserJet MFP Wizard Console.
  2. Click Save-to-Folder Quick Set Wizard to start the wizard.
  3. Under Add or Remove a Save-to-Folder Quick Set, select Add a new Save-to-Folder Quick Set to the device and then click Next.
  4. Complete the fields listed under Configure a Save-to-Folder Quick Set.
    1. In the Enter the Save-to-Folder Quick Set name field, type the folder name where you want to save the folder settings.
    2. In the Enter the Save-to-Folder Quick Set description field, type the description for the setting. This will appear on the device under the folder name created in Step a.
    3. Click Browse to select, or type, the location where you want to save the folder in the Choose where you want to save this folder on your computer field.
    4. If you want a shortcut to the folder on your desktop, select the Create a shortcut to this folder on your desktop check box.
    5. Click Next.
    note:
    Fields marked with an asterisk (*) are required fields.
  5. Under Configure Folder Access Credentials, complete the fields Network Domain, User Name and Password with your user access credentials and then click Next.
    note:
    Fields marked with an asterisk (*) are required fields.
  6. Under Configure File Scan Settings, select the scan settings that you want to use as the defaults from the drop-down menus and then click Next.
    note:
    The settings shown in the following screen shot are an example.
  7. Under Configuration Summary, confirm that the settings you selected are correct and then click Configure.
  8. After the configuration is completed successfully, click Exit in the upper right corner and then click Yes to close the Save-to-Folder Quick Set wizard; or click Finish to return to the beginning of the wizard and select another device to configure.

Known Issues and Workarounds

The following sections identify known issues and their workarounds for the Scan-to-E-mail and Save-to-Folder digital sending features.

Scan-to-E-mail Issues and Workarounds

Previously configured product

If the multifunction product is already configured to scan to E-mail before running the HP Scan-to-E-mail Setup Wizard, you will receive a warning that running the wizard will overwrite the E-mail settings, which are shared by all users, already configured on the unit. If you do not wish to overwrite any previously configured settings, cancel out of the wizard.

Embedded Web Server password protected

The HP Scan-to-E-mail Setup Wizard is prevented from running if the product’s Embedded Web Server is password protected. After logging into the product’s Embedded Web Server, password protection can be turned off by going to the Settings>Security page, selecting Configure Security Settings, entering the Old Password, leaving the New and Verify Password fields empty and then click Apply.

SMTP access to outside servers restricted by firewall configurations

Accesses to SMTP E-mail servers outside the local network's firewall is subject to the firewall configurations for port and protocol access. See your network/firewall administrator for further information.

SMTP access to SSL/TLS servers is not supported

Access to SMTP E-mail servers that use SSL/TLS protocols are not currently supported.

Save-to-Folder Issues and Workarounds

Enable wizard in Embedded Web Server

The managed devices are shipped with an option set that prevents the Save-to-Folder Setup Wizard from running. The Save-to-Folder Setup Wizard can be enabled by checking the Enable Send to Folder and Enable Save-to-Folder Setup Wizard check boxes in the device’s Embedded Web Server on the Digital Sending>Send to Folder page.

Access denied error

An Access Denied error appears when two accounts with the same name are used on the PC. This can occur if there is a local system account and a Domain account with the same name. To resolve this issue, rename the local user account and re-run the Save-to-Folder Setup Wizard.

Access denied error in Windows XP

In Windows XP, if after running the HPSSW tool and you receive a Access Denied error on the control panel of the product, you must disable Use simple file sharing. To do this, click My Computer, select Tools on the menu bar, select Folder Options…. In the drop down list, select the View tab, scroll to the bottom of the list of the Advanced Settings: list and uncheck Use simple file sharing (Recommended).

Issues scanning to computer in Windows Vista

In Windows Vista, if you have issues scanning back to your computer, such as doing a scan and not receiving any files on your computer, you will need to enable file sharing. To do this, click Start, select Control Panel, then beneath the Network and Internet icon select View network status and tasks. Under Sharing and Discovery you will need to make sure Network Discovery is On, File Sharing is On and Password protected sharing is On. Select apply and scan your job at the device again.

Embedded Web Server password protected

The Save-to-Folder Setup Wizard is prevented from running if the device’s Embedded Web Server is password protected. After logging into the device’s Embedded Web Server, password protection can be turned off by going to the Settings>Security page, selecting Configure Security Settings, entering the Old Password, leaving the New and Verify Password fields empty and then click Apply.

Cannot remove folders on device

The Save-to-Folder Setup Wizard cannot remove folders already on the device if the folder names contain characters, such as some Asian characters, with code values that are outside of the standard ASCII character code range. This problem exists because of a current incompatibility in the device firmware. This incompatibility also prevents the Save-to-Folder Setup Wizard from correctly creating new folders with names containing those same characters.

Setup error for folder path greater than 230 characters

The Save-to-Folder Setup Wizard will present a setup error if the specified folder path is greater than 230 characters. This character limit is enforced by the operating system as a client-side limit for network share destinations.

Send-to-Folder configuration fails due to stored blank password

Using a stored blank password results in a configuration failure. To resolve this issue, you must modify local security policy. Alter the "account options" to disable the limit local account use of blank passwords to console logon only.

Shared folders on network restricted to user access permissions in Windows 7 and Vista

Shared folders created by this application are restricted to user access permissions on Windows 7 and Vista operating systems. This means that only this user has access to the folder from the local network environment. If the user changes his/her password then the existing connections to the folder from previously configured Send-to-Folder setups will cease to work. The user must reconfigure these Send-to-Folder setups using the EWS or the control panel of the device so they use the new password.

Shared folders on network accessible to all users in Windows NT

Shared folders created by this application are allowed "Everyone" access on Windows NT operating systems. This means that everyone on the local network has read/write access to this shared folder. To restrict access to the shared folder the user can use the file browser on the operating system to modify the shared folder properties to restrict access to the folder to this user. The Send-to-Folder configuration on the device has been setup to use this users credentials.

Other Issues and Workarounds

MUI (MLP) does not automatically detect the language

Language switching when using a Windows Multilingual User Interface (MUI) operating system pack, on older operating systems this is called MLP, does not select the current locale. The user must manually switch to the desired language.

Language localization fails when using current browser

If language support for a language pack requires installation into the users current browser, the language localization may fail, especially the Asian languages. If you see odd characters in the application where text should be, then you probably need to refer to your browser support. The application has no efficient way of detecting this condition.

Network devices not automatically detected

Automatic discovery of devices may or may not discover all of the devices in a local network environment. The automatic device discovery uses a discovery broadcast on the local network which may or may not be detected by all the devices in the immediate network environment. Network topology and types of devices will affect the success of this automatic discovery. Manual entry of the desired device should always produce device detection for supported products.

Shared folders and shortcuts created by wizard are not removed automatically after set up

Shared folders created by this application and any shortcuts to these folders must be manually removed when the shared folder or shortcut is no longer needed. To delete the shared folder on a windows system simply delete the folder. The shortcut can be deleted independently of the shared folder, but if the shared folder is deleted the shortcut should be manually deleted also.

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