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HP LaserJet Enterprise, HP PageWide Enterprise - Set up Scan to SharePoint

Learn how to set up the Scan to SharePoint feature.

Note:

The steps vary according to the type of control panel.

Control panels

Firmware Version

Control panels

FutureSmart 3

FutureSmart 3 Control Panel

FutureSmart 4

FutureSmart 4 Control Panel

Video overview

View information about how to enable Scan to SharePoint.

FutureSmart 3

Use the following steps for FutureSmart 3.

Introduction

Use Save to SharePoint® to scan documents directly to a Microsoft® SharePoint site. This feature eliminates the need to scan the documents to a network folder, USB flash drive, or email message, and then manually upload the files to the SharePoint site.

Save to SharePoint® supports all scanning options, including the ability to scan documents as images or use the OCR features to create text files or searchable PDFs.

The feature is disabled by default. Enable Save to SharePoint® in the HP Embedded Web Server (EWS).

Before you begin

Before this procedure can be completed, the destination folder that the scanned files will be saved to must exist on the SharePoint site, and write access must be enabled to the destination folder. Save to SharePoint® is disabled by default.

Enable Save to SharePoint and create a Save to SharePoint Quick Set

Use the following steps to enable the Save to SharePoint feature and create a Quick Set.

  1. Using the top navigation tabs, click Scan/Digital Send.

  2. In the left navigation pane, click Save to SharePoint®.

    Note:

    Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick Sets application.

  3. Select Enable Save to SharePoint®, and then click Apply.

  4. Click Add in the Quick Sets area to launch the Quick Set Wizard.

  5. Enter a Quick Set Title (for example, “Scan to Sharepoint”) and a Quick Set Description.

  6. Select a Button Location for the Quick Set to determine whether the Quick Set displays from the Home screen or within the Quick Sets area on the product control panel.

  7. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the product control panel, and then click the Next button.

  8. Use the following steps to add the path to the SharePoint folder.

    1. Click Add on the SharePoint® Destination Settings page to open the Add SharePoint® Path page.

    2. Open another browser window, navigate to the SharePoint folder to use, and then copy the folder path for the SharePoint folder from that browser window.

    3. Paste the SharePoint folder path into the SharePoint® Path: field.

    4. By default, the printer overwrites an existing file that has the same file name as the new file. Clear Overwrite existing files so that a new file with the same name as an existing file is given an updated time/date stamp.

    5. Select an option from the Authentication Settings drop-down menu. Select whether it is necessary to sign in to the SharePoint site with credentials, or store the credentials within the Quick Set.

      Note:

      Use credentials of user to connect after Sign In at the control panel is selected in the Authentication Settings drop-down menu, the logged-in user must have permissions to write to the specified SharePoint site.

      Note:

      For security purposes, the printer does not display credentials entered in the Quick Set Wizard.

    6. Click OK to complete the SharePoint path setup and navigate back to the SharePoint Destination Settings page.

  9. Select Verify folder access prior to job start to ensure that the SharePoint folder specified as the destination folder is accessible each time the Quick Set is used. If this option is not selected, jobs can be saved to the SharePoint folder more quickly. However, if this option is not selected and the SharePoint folder is inaccessible the job will fail.

  10. Click Next.

  11. Set a Condition on Which to Notify: on the Notification Settings page. This setting configures the Quick Set to either not notify, or to send email messages or print a summary page if a job either completes successfully or fails. Select one of the following options from the Condition on Which to Notify: drop-down menu:

    • Select Do not notify for the Quick Set to not perform any notification action when a job completes successfully or fails.

    • Select Notify when job completes for the Quick Set to send a notification when a job completes successfully.

    • Select Notify only if job fails for the Quick Set to send a notification only when a job fails.

    Selecting either Notify when job completes or Notify only if job fails requires the Method Used to Deliver Notification: to be set. Select from the following options:

    • E-mail: Use this option to send an email when the selected notification condition occurs. This option requires a valid email address in the Notification E-mail Address: field.

      Note:

      To use the email notification feature, first configure the email feature on the printer.

    • Print: Use this option to print the notification when the selected notification condition occurs.

    Note:

    Select Include Thumbnail for either notification option to include a thumbnail image of the first page of the scanned page of the job.

  12. Click Next.

  13. Select options from the Scan Settings page, and then click Next. For more information, see Scan settings for Save to SharePoint.

  14. Select options from the File Settings page, and then click Next. For more information, see File settings for Save to SharePoint.

  15. Review the summary of settings, and then click the Finish button to save the Quick Set, or click the Previous button to edit the settings.

Scan and save a file directly to a Microsoft SharePoint site

Use the following steps to scan a document directly to a SharePoint site.

  1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

  2. From the Home screen on the printer control panel, touch Save to SharePoint®.

    Note:

    In this step, the Home screen will display the title that the user named the quick set. In this step, Save to SharePoint® is used as an example.

    Note:

    It might be necessary to sign in to the printer to use this feature.

  3. Select one of the items in the Quick Sets list.

  4. Touch the File Name: text field to open a keyboard, and then type the name for the file using either the on-screen keyboard or the physical keyboard. Touch OK.

  5. If necessary, touch the File Type drop-down menu to select a different output file format.

  6. Touch More Options to view and configure settings for the document.

    Note:

    Preview the image at any time by touching the Preview button in the upper-right corner of the screen. For more information about this feature, touch the Help button on the preview screen.

  7. Touch the Start button to save the file.

Quick set scan settings and options for Save to SharePoint

The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Save to SharePoint® Quick Set.

Scan settings for Save to SharePoint

Feature

Description

Original Size

Select the page size of the original document.

Original Sides

Select whether the original document is single-sided or double-sided.

Optimize Text/Picture

Select to optimize for the output of a particular type of content, or select Manually adjust.

Optimize For

This setting is only available when Optimize Text/Picture is set to Manually adjust. Select a manual-adjust value.

Content Orientation

Select the way the content of the original document is placed on the page: Portrait or Landscape, or select Automatically detect.

2–Sided Format

This setting is not available when Content Orientation is set to Automatically detect. Select to describe the binding of the page to specify if the back side of the page is upside down or right side up.

Background Cleanup

Select a value to remove faint images from the background or to remove a light background color.

Darkness

Select a value to adjust the darkness of the file.

Contrast

Select a value to adjust the contrast of the file.

Sharpness

Select a value to adjust the sharpness of the file.

Image Preview

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Cropping Options

Select whether or not to allow a job to be cropped and the type of cropping option.

Job Build

Select this setting to combine several sets of original documents into one email attachment. Also, use this setting to scan an original document that has more pages than the document feeder can accommodate at one time.

Automatic Tone

Select this setting to set to automatic the Darkness, Contrast, and Background cleanup settings, which then makes these settings unavailable on this page.

Multi-feed Detection

Select this setting to enable detection of multi-feed jobs.

Erase Edges

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

File settings for Save to SharePoint

Feature

Description

File Name Prefix

Set the default file name prefix used for files saved to a network folder.

Default File Name

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the product control panel.

File Name Suffix

Set the default file name suffix used for files saved to a network folder.

Duplicate filename suffix default [filename]_YYYYMMDDT

File Number Format

Select a file name format for when the job is divided into multiple files.

Default File Type

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

File Name Preview

Enter a file name, and then click the Update Preview button.

Default Color Preference

Select whether the file is in black & white or in color.

Default Output Quality

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Default Resolution

Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

Compression

Specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression.

Black TIFF Compression

Select the black TIFF compression algorithm to be used to compress the generated TIFF file.

Color/Grayscale TIFF Compression

Select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file.

PDF encryption

If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.

Disable OCR file types

Select this setting to prevent OCR file types from being available from the product control panel.

Enable Blank Page Suppression

If the Enable Blank Page Suppression option is enabled, blank pages will be ignored.

FutureSmart 4

Use the following steps for FutureSmart 4.

Introduction

Set up the Scan to SharePoint feature, and then scan documents directly to a SharePoint site.

Scan to SharePoint supports all scanning options, including the ability to scan documents as images or use the OCR features to create text files or searchable PDFs.

The feature is disabled by default. Enable Save to Sharepoint in the HP Embedded Web Server (EWS).

Before you begin

Before this procedure can be completed, the destination folder that the scanned files will be saved to must exist on the SharePoint site, and write access must be enabled to the destination folder. Scan to SharePoint is disabled by default.

Enable Scan to SharePoint and create a Scan to SharePoint Quick Set

Use the following steps to enable the Save to SharePoint feature and create a Quick Set.

  1. Using the top navigation tabs, click Scan/Digital Send.

  2. In the left navigation pane, click Scan to SharePoint®.

    Note:

    Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick Sets application.

  3. Select the Enable Scan to SharePoint® check box, and then click Add....

  4. Enter a Quick Set Name (for example, “Scan to SharePoint”) and a Quick Set Description.

  5. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the printer control panel, and then click the Next button.

  6. Use the following steps to add the path to the SharePoint folder.

    1. Click Add on the SharePoint® Destination page to open the Add SharePoint® Path page.

    2. Open another browser window, navigate to the SharePoint folder to use, and then copy the folder path for the SharePoint folder from that browser window.

    3. Paste the SharePoint folder path into the SharePoint® Path: field.

    4. By default, the printer overwrites an existing file that has the same file name as the new file. Clear Overwrite existing files so that a new file with the same name as an existing file is given an updated time/date stamp.

    5. Select an option from the Authentication Settings drop-down menu. Select whether it is necessary to sign in to the SharePoint site with credentials, or store the credentials within the Quick Set.

      Note:

      If Use credentials of user to connect after Sign In at the control panel is selected in the Authentication Settings drop-down menu, the logged-in user must have permissions to write to the specified SharePoint site.

      Note:

      For security purposes, the printer does not display credentials entered in the Quick Set Wizard.

    6. Click OK to complete the SharePoint path setup and navigate back to the SharePoint Destination Settings page.

  7. Select Verify folder access prior to job start to ensure that the SharePoint folder specified as the destination folder is accessible each time the Quick Set is used. If this option is not selected, jobs can be saved to the SharePoint folder more quickly. However, if this option is not selected and the SharePoint folder is inaccessible the job will fail.

  8. Click Next.

  9. Set a Condition on Which to Notify: on the Notification page. This setting configures the Quick Set to either not notify, or to send email messages or print a summary page if a job either completes successfully or fails. Select one of the following options from the Condition on Which to Notify: drop-down menu:

    • Select Do not notify for the Quick Set to not perform any notification action when a job completes successfully or fails.

    • Select Notify when job completes for the Quick Set to send a notification when a job completes successfully.

    • Select Notify only if job fails for the Quick Set to send a notification only when a job fails.

    Selecting either Notify when job completes or Notify only if job fails requires the Method Used to Deliver Notification: to be set. Select from the following options:

    • Email: Use this option to send an email when the selected notification condition occurs. This option requires a valid email address in the Notification Email Address: field.

      Note:

      To use the email notification feature, first configure the email feature on the printer.

    • Print: Use this option to print the notification when the selected notification condition occurs.

    Note:

    Select Include Thumbnail for either notification option to include a thumbnail image of the first page of the scanned page of the job.

  10. Click Next.

  11. Select options from the Scan Settings page, and then click Next. For more information, see the table “Scan settings for Scan to SharePoint®.”

  12. Select options from the File Settings page, and then click Next. For more information, see the table “File settings for Scan to SharePoint®.”

  13. Review the summary of settings, and then click the Finish button to save the Quick Set, or click the Previous button to edit the settings.

Quick Set scan settings and options for Scan to SharePoint

Review the settings and options available in the Quick Set Wizard when adding, editing, or copying a Scan to SharePoint Quick Set.

Scan settings for Scan to SharePoint

Feature

Description

Original Size

Select the page size of the original document.

Original Sides

Select whether the original document is single-sided or double-sided.

Optimize Text/Picture

Select to optimize for the output of a particular type of content.

Content Orientation

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Background Cleanup

Select a value to remove faint images from the background or to remove a light background color.

Darkness

Select a value to adjust the darkness of the file.

Contrast

Select a value to adjust the contrast of the file.

Sharpness

Select a value to adjust the sharpness of the file.

Image Preview

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Cropping Options

Select whether or not to allow a job to be cropped and the type of cropping option.

Erase Edges

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

File settings for Scan to SharePoint

Feature

Description

File Name Prefix

Set the default file name prefix used for files to be saved.

File Name

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the printer control panel.

File Name Suffix

Set the default file name suffix used for files to be saved.

Duplicate filename suffix default [filename]_YYYYMMDDT

File Name Preview

Enter a file name, and then click the Update Preview button.

File Numbering Format

Select a file name format for when the job is divided into multiple files.

Add numbering when job has just one file (ex. _1–1)

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

File Type

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the printer control panel.

High Compression (smaller file)

Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file.

PDF encryption

If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to starting the scan.

Resolution

Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

Quality and File Size

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Color/Black

Specify whether copies are to be printed in color, black and gray, or black only

Suppress blank pages

If the Suppress blank pages option is enabled, blank pages will be ignored.

Create Multiple Files

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.


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