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HP LaserJet Enterprise, HP PageWide Enterprise - Set up Scan to Network Folder

Learn how to set up the Scan to Network Folder 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

FutureSmart 3

Use the following steps for FutureSmart 3.

Introduction

This document explains how to enable and configure the Scan to Network Folder function. The printer has a feature that enables it to scan a document and save it to a network folder. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Network Folder, the Save to Network Folder Quick Set Wizard for basic setup and Save to Network Folder Setup for advanced setup.

Before you begin

Review the following information before you set up the Scan to Network Folder feature.

Note:

To set up the Scan to Network Folder feature, the printer must have an active network connection.

Administrators need the following items before beginning the configuration process.

  • Administrative access to the printer

  • The fully-qualified domain name (FQDN) (e.g., \\servername.us.companyname.net\scans) of the destination folder OR the IP address of the server (e.g., \\16.88.20.20\scans).

    Note:

    The use of the term "server" in this context refers to the computer where the shared folder resides.

Note:

The network folder must be set up as a shared folder for the Scan to Network Folder feature to work. For more information about setting up a shared folder, see Set up a shared folder (c04431534).

View a video demonstration on how to set up the Scan to Network feature on FutureSmart 3 printers

Set up Save to Network Folder

Use one of the following methods to set up Save to Network Folder.

Method one: Use the Save to Network Folder Wizard

This option opens the setup wizard that is in the HP Embedded Web Server (EWS) for the printer. The setup wizard includes the options for basic configuration.

Note:

Before you begin: To display the printer's IP address or host name, touch the Network Network button on the printer's control panel.

  1. Click the Scan/Digital Send tab. The E-mail and Save to Network Folder Quick Setup Wizards dialog opens.

  2. Click the Save to Network Folder Quick Set Wizard link.

  3. On the Add or Remove a Save to Network Folder Quick Set dialog, click Add.

    Note:

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

    Note:

    The Save to Network Folder feature can be minimally configured without creating a quick set. However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Save to Network Folder metadata.

  4. On the Add Folder Quick Set dialog, complete the following information:

    1. In the Quick Set Title field, type a title.

      Note:

      Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

    2. From the Button Location drop-down, select one of the following options to indicate where the Quick Set button will display on the product control panel:

      • Quick Sets Application

      • Home Screen

    3. In the Quick Set Description field, type a description explaining what the Quick Set will save.

    4. Click Next.

  5. On the Configure Destination Folder dialog, complete the following information:

    1. In the UNC Folder Path field, type a folder path where the scan will go.

      The folder path can either be the fully-qualified domain name (FQDN) or the IP address of the server. Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

      FQDN example: \\servername.us.companyname.net\scans

      IP address example: \\16.88.20.20\scans

      Note:

      The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the printer does not need to use DNS to find the destination server.

    2. From the Authentication Settings drop-down, select one of the following options:

      • Use credentials of user to connect after Sign In at the control panel

      • Always use these credentials

        Note:

        If Always use these credentials is selected, a user name and password must be entered in the corresponding fields, and the printer’s access to the folder must be verified by clicking Verify Access.

    3. In the Windows Domain field, type the Windows domain.

      Note:

      To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

      To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System.

      The domain is listed under Computer name, domain, and workgroup settings.

    4. Click Next.

  6. On the Configure File Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

  7. Review the Summary dialog, and then click Finish.

  8. On the Save to Network Folder Setup dialog, review the selected settings, and then click Finish to complete the setup.

Method two: Use Scan to Network Folder Setup

This option enables advanced configuration of the Save to Network Folder feature using the HP Embedded Web Server (EWS) for the printer.

Note:

Before you begin: To display the printer's IP address or host name, touch the Network button on the printer's control panel.

Step one: Begin the configuration

Use the following steps to begin the Save to Network Folder Setup setup.

  1. Click the Scan/Digital Send tab.

  2. On the left navigation menu, click the Save to Network Folder Setup link.

Step two: Configure the Save to Network Folder settings

Configure the Save to Network Folder settings as follows.

Start the Quick Set Wizard

Use the following steps to navigate to and start the Quick Set Wizard.

  1. On the Save to Network Folder Setup dialog, select the Enable Save to Network Folder check box. If this box is not selected, the feature is unavailable at the printer control panel.

  2. In the Quick Sets area, click Add. The Quick Set Wizard opens.

    Note:

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

    Note:

    The Save to Network Folder feature can be minimally configured without creating a quick set. However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Save to Network Folder metadata.

Complete all of the dialogs in the Quick Set Wizard to fully configure the Save to Network Folder feature.

Dialog one: Set the button location for the Quick Set and options for user interaction at the control panel

Use this dialog to configure where the Quick Set button will display on the printer control panel and to configure the level of user interaction at the printer control panel.

  1. In the Quick Set Title field, type a title.

    Note:

    Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

  2. From the Button Location list, select one of the following to indicate where the Quick Set button will display on the product control panel:

    • Quick Sets Application

    • Home Screen

  3. In the Quick Set Description field, type a description explaining what the Quick Set will save.

  4. From the Quick Set Start Option list, select one of the following options:

    • Option one: Enter application, then user presses Start

    • Option two: Start instantly upon selection

      Select one of the following options under Original Sides Prompt:

      • Use application default

      • Prompt for original sides

      Note:

      If Start instantly upon selection is selected, the destination folder must be entered in the next step.

  5. Click Next.

Dialog two: Folder Settings

Use the Folder Settings dialog to configure the types of folders the printer sends scanned documents to.

There are two types of destination folders to select from:

  • Shared folders or FTP folders

  • Personal shared folders

There are two types of folder permissions to select from:

  • Read and write access

  • Write access only

The following information describes how to configure the folder settings.

Example of the Folder Settings dialog
Configure the destination folder for scanned documents

Use one of the following options to configure the destination folder.

Option 1: Shared folders or FTP folders

To save scanned documents to shared folders or FTP folders, complete the following steps:

  1. If it is not already selected, select Save to shared folders or FTP folders.

  2. Click Add.... The Add Network Folder Path dialog opens.

  3. On the Add Network Folder Path dialog, select one of the following options:

    • Option one: Save to a standard shared network folder

      Example of the Save to a standard shared network folder fields
      Note:

      For more information about creating shared network folders see Set up a shared folder (c04431534).

      1. If it is not already selected, select Save to a standard shared network folder.

      2. In the UNC Folder Path field, type a folder path.

        The folder path can either be the fully-qualified domain name (FQDN) or the IP address of the server. Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

        FQDN example: \\servername.us.companyname.net\scans

        IP address example: \\16.88.20.20\scans

        Note:

        The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the printer does not need to use DNS to find the destination server.

      3. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

        To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

      4. To view the complete folder path for scanned documents, click Update Preview.

      5. From the Authentication Settings list, select one of the following options:

        • Use credentials of user to connect after Sign In at the control panel

        • Always use these credentials

          Note:

          If Always use these credentials is selected, a user name and password must be entered in the corresponding fields.

      6. In the Windows Domain field, type the Windows domain.

        Note:

        To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

        To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System.

        The domain is listed under Computer name, domain, and workgroup settings.

        Note:

        If a shared folder is set to be accessed by everyone, values for a workgroup name (default is “Workgroup”), a user name and password must be entered in the corresponding fields. However, if the folder is within a particular user’s folders and not Public, the user name and password of that user must be used.

        Note:

        An IP address might be necessary instead of a computer name. Many home routers do not handle computer names well, and there is no Domain Name Server (DNS). In this case, it is best to set up a static IP address on the shared PC to alleviate the problem of DHCP assigning a new IP address. On a typical home router, this is done by setting a static IP address that is on the same subnet, but outside the DHCP address range.

      7. Click OK.

    • Option two: Save to an FTP Server

      Example of the Save to an FTP Server fields
      Note:

      If an FTP site is outside the firewall, a proxy server must be specified under the network settings These settings are located in the EWS Networking tab, under the Advanced options.

      1. Select Save to an FTP Server.

      2. In the FTP Server field, type the FTP server name or IP address.

      3. In the Port field, type the port number.

        Note:

        In most cases, the default port number does not need to be changed.

      4. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

      5. To view the complete folder path for scanned documents, click Update Preview.

      6. From the FTP Transfer Mode list, select one of the following options:

        • Passive

        • Active

      7. In the Username field, type the user name.

      8. In the Password field, type the password.

      9. Click Verify Access to confirm the destination can be accessed.

      10. Click OK.

Option 2: Personal shared folders

To save scanned documents to a personal shared folder, complete the following steps:

Note:

This option is used in domain environments where the administrator configures a shared folder for each user. If the Save to a personal shared folder feature is configured, users will be required to sign in at the printer control panel using Windows credentials or LDAP authentication.

  1. Select Save to a personal shared folder.

  2. In the Retrieve the device user’s home folder using this attribute field, type the user’s home folder in the Microsoft Active Directory.

    Note:

    Verify that the user knows where this home folder is located on the network.

  3. To add a user name subfolder at the end of the folder path, select Create subfolder based on user name.

    To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

Select the destination folder permissions

Use one of the following options to select the destination folder permissions.

Option 1: Read and write access

To send scanned documents to a folder configured for read and write access, complete the following steps:

Note:

Send only to folders with read and write access supports folder verification and job notification

  1. If it is not already selected, select Send only to folders with read and write access.

  2. To require the printer to verify folder access before starting a scan job, select Verify folder access prior to job start.

    Note:

    Scan jobs can complete more quickly if Verify folder access prior to job start is not selected; however, if the folder is unavailable, the scan job will fail.

  3. Click Next.

Option 2: Write access only

To send scanned documents to a folder configured for write access only, complete the following steps:

Note:

Allow sending to folders with write access only does not support folder verification or job notification

Note:

If this option is selected, the printer cannot increment the scan filename. It sends the same filename for all scans.

Select a time-related filename prefix or suffix for the scan filename, so that each scan is saved as a unique file, and does not overwrite a previous file. This filename is determined by the information in the File Settings dialog in the Quick Set Wizard.

  1. Select Allow sending to folders with write access only.

  2. Click Next.

Dialog three: Notification settings

Learn how to configure Notification settings.

  1. On the Notification Settings dialog, complete one of the following tasks:

    Note:

    In order to send notification emails, the printer must be set up to use an SMTP server for sending email jobs. For more information about setting up the SMTP server for sending emails see Set up Scan to Email (c05523998).

    • Option one: Do not notify

      1. Select Do not notify.

      2. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

    • Option two: Notify when job completes

      1. Select Notify when job completes.

      2. Select the method for delivering the notification from the Method Used to Deliver Notification list.

        If the method of notification selected is E-mail, type the email address in the Notification E-mail Address field.

      3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

      4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

    • Option three: Notify only if job fails

      1. Select Notify only if job fails.

      2. Select the method for delivering the notification from the Method Used to Deliver Notification list.

        If the method of notification selected is E-mail, type the email address in the Notification E-mail Address field.

      3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

      4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

Dialog four: Scan Settings

Learn about the Scan Settings.

On the Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

Scan settings and descriptions

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.

Dialog five: File Settings

Learn about the File Settings.

On the File Settings dialog, set the default file settings for the Quick Set, and then click Next.

File settings and descriptions

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 printer control panel.

File Name Suffix

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

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 printer 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 Suppress option is enabled, blank pages will be ignored.

Dialog six: Summary

Review the summary of the Scan to Network setup.

On the Summary dialog, review the Summary dialog, and then click Finish.

Step three: Complete the configuration

Complete the Save to Network Folder setup as follows:

  1. On the Save to Network Folder dialog, review the selected settings, and then click Apply to complete the setup.

FutureSmart 4

Use the following steps for FutureSmart 4.

Introduction

This document explains how to enable and configure the Scan to Network Folder function. The printer has a feature that enables it to scan a document and save it to a network folder. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured.

There are two methods for configuring Scan to Network Folder, the Save to Network Folder Setup Wizard for basic setup and Save to Network Folder Setup for advanced setup.

Before you begin

Have the following items available before you set up the Scan to Network feature.

Note:

To set up the Scan to Network Folder feature, the printer must have an active network connection.

Administrators need the following items before beginning the configuration process.

  • Administrative access to the printer.

  • The fully-qualified domain name (FQDN) (e.g., \\servername.us.companyname.net\scans) of the destination folder OR the IP address of the server (e.g., \\16.88.20.20\scans).

    Note:

    The use of the term "server" in this context refers to the computer where the shared folder resides.

Set up Scan to Network Folder

Use one of the following methods to set up Scan to Network Folder.

Method one: Use the Scan to Network Folder Wizard

Use this option for basic configuration of the Save to Network Folder feature using the Scan to Network Folder wizard.

Note:

Before you begin: To display the printer's IP address or host name, touch the Information icon Information icon, and then touch the Network icon Network icon on the printer's control panel.

  1. Using the EWS top navigation tabs, click Scan/Digital Send tab. The Email and Scan to Network Folder Quick Setup Wizards dialog opens.

  2. In the left navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.

  3. Click the Save to Network Folder Quick Set Wizard link.

  4. On the Add or Remove a Save to Network Folder Quick Set dialog, click Add.

    Note:

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

    Note:

    The Save to Network Folder feature can be minimally configured without creating a quick set. However, without the Quick Set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Save to Network Folder metadata.

  5. On the Add Folder Quick Set dialog, complete the following information:

    1. In the Quick Set Title field, type a title.

      Note:

      Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

    2. In the Quick Set Description field, type a description explaining what the Quick Set will save.

    3. Click Next.

  6. On the Configure Destination Folder dialog, complete the following information:

    1. In the UNC Folder Path field, type a folder path where the scan will go.

      The folder path can either be the fully-qualified domain name (FQDN) or the IP address of the server. Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

      FQDN example: \\servername.us.companyname.net\scans

      IP address example: \\16.88.20.20\scans

      Note:

      The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the printer does not need to use DNS to find the destination server.

    2. From the Authentication Settings drop-down, select one of the following options:

      • Use credentials of user to connect after Sign In at the control panel

      • Always use these credentials

        Note:

        If Always use these credentials is selected, a user name and password must be entered in the corresponding fields, and the printer’s access to the folder must be verified by clicking Verify Access.

    3. In the Windows Domain field, type the Windows domain.

      Tip:

      To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

      To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System.

      The domain is listed under Computer name, domain, and workgroup settings.

    4. Click Next.

  7. On the Configure File Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

  8. Review the Summary dialog, and then click Finish.

Method two: Use Scan to Network Folder Setup

This option enables advanced configuration of the Save to Network Folder feature using the HP Embedded Web Server (EWS) for the printer.

Note:

Before you begin: To display the printer's IP address or host name, touch the Information icon Information icon, and then touch the Network icon Network icon on the printer's control panel.

Step one: Begin the configuration

Use the following steps to begin Scan to Network Folder setup.

  1. Click the Scan/Digital Send tab.

  2. In the left navigation pane, click Scan to Network Folder Setup.

Step two: Configure the Scan to Network Folder settings

Use the following procedure to complete Scan to Network Folder setup.

Step one: Begin the configuration

Use the following steps to begin configuration.

  1. On the Scan to Network Folder Setup page, select the Enable Scan to Network Folder check box. If this box is not selected, the feature is unavailable at the printer control panel.

  2. In the Scan to Network Folder area of the left navigation pane, click Quick Sets. Click Add to open the Quick Sets Setup dialog.

    Note:

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

    Note:

    The Scan to Network Folder feature can be minimally configured without creating a Quick Set. However, without the Quick Set, users must enter the destination folder information at the control panel for each scan job. A Quick Set is required to include Scan to Network Folder metadata.

Complete all of the settings in the Quick Set Setup to fully configure the Scan to Network Folder feature.

Dialog one: Set the Quick Set name, description, and options for user interaction at the control panel

Set the Quick Set details for user interaction at the printer's control panel.

Use the Set the button location for the Quick Set and options for user interaction at the control panel dialog to configure where the Quick Set button will display on the printer control panel and to configure the level of user interaction at the printer control panel.

  1. In the Quick Set Name field, type a title.

    Note:

    Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

  2. In the Quick Set Description field, type a description explaining what the Quick Set will save.

  3. From the Quick Set Start Option list, select one of the following options:

    • Option one: Enter application, then user presses Start.

    • Option two: Start instantly upon selection.

      Select one of the following prompt options :

      • Prompt for original sides

      • Prompt for additional pages

      • Require Preview

      Note:

      If Start instantly upon selection is selected, the destination folder must be entered in the next step.

  4. Click Next.

Dialog two: Folder Settings

Use the Folder Settings dialog to configure the types of folders the printer sends scanned documents to and the folder permissions.

There are two types of destination folders to select from:

  • Shared folders or FTP folders

  • Personal shared folders

There are two types of folder permissions to select from:

  • Read and write access

  • Write access only

Configure the destination folder for scanned documents

Select one of the following options to set up a destination folder.

Option 1: Configure the printer to save to a shared folder or FTP folder

To save scanned documents to a standard shared folder or an FTP folder, complete the following steps.

  1. If it is not already selected, select Save to shared folders or FTP folders.

  2. Click Add.... The Add Network Folder Path dialog opens.

  3. On the Add Network Folder Path dialog, select one of the following options:

    • Option one: Save to a standard shared network folder.

      Example of the Save to a standard shared network folder fields
      1. If it is not already selected, select Save to a standard shared network folder.

      2. In the UNC Folder Path field, type a folder path.

        The folder path can either be the fully-qualified domain name (FQDN) or the IP address of the server. Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

        FQDN example: \\servername.us.companyname.net\scans

        IP address example: \\16.88.20.20\scans

        Note:

        The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the printer does not need to use DNS to find the destination server.

      3. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

        To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

      4. To view the complete folder path for scanned documents, click Update Preview.

      5. From the Authentication Settings list, select one of the following options:

        • Use credentials of user to connect after Sign In at the control panel

        • Always use these credentials

        Note:

        If Always use these credentials is selected, a user name and password must be entered in the corresponding fields.

      6. In the Windows Domain field, type the Windows domain.

        Note:

        To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

        To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System.

        The domain is listed under Computer name, domain, and workgroup settings.

        Note:

        If a shared folder is set to be accessed by everyone, values for a workgroup name (default is “Workgroup”), a user name, and password must be entered in the corresponding fields. However, if the folder is within a particular user’s folders and not Public, the user name and password of that user must be used.

        Note:

        An IP address might be necessary instead of a computer name. Many home routers do not handle computer names well, and there is no Domain Name Server (DNS). In this case, it is best to set up a static IP address on the shared PC to alleviate the problem of DHCP assigning a new IP address. On a typical home router, this is done by setting a static IP address that is on the same subnet, but outside the DHCP address range.

      7. Click OK.

    • Option two: Save to an FTP Server.

      Example of the Save to an FTP Server fields
      Note:

      If an FTP site is outside the firewall, a proxy server must be specified under the network settings. These settings are located in the EWS Networking tab, under the Advanced options.

      1. Select Save to an FTP Server.

      2. In the FTP Server field, type the FTP server name or IP address.

      3. In the Port field, type the port number.

        Note:

        In most cases, the default port number does not need to be changed.

      4. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

      5. To view the complete folder path for scanned documents, click Update Preview.

      6. From the FTP Transfer Mode list, select one of the following options:

        • Passive

        • Active

      7. In the Username field, type the user name.

      8. In the Password field, type the password.

      9. Click Verify Access to confirm the destination can be accessed.

      10. Click OK.

Option 2: Configure the printer to save to a personal shared folder

To save scanned documents to a personal shared folder, complete the following steps.

Note:

This option is used in domain environments where the administrator configures a shared folder for each user. If the Save to a personal shared folder feature is configured, users will be required to sign in at the printer control panel using Windows credentials or LDAP authentication.

  1. Select Save to a personal shared folder.

  2. In the Retrieve the device user’s home folder using this attribute field, type the user’s home folder in the Microsoft Active Directory.

    Note:

    Verify that the user knows where this home folder is located on the network.

  3. To add a user name subfolder at the end of the folder path, select Create subfolder based on user name.

    To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

Select the destination folder permissions

Select one of the following options to set up destination folder permissions.

Option 1: Configure read and write access

To send scanned documents to a folder configured for read and write access, complete the following steps.

Note:

Send only to folders with read and write access supports folder verification and job notification.

  1. If it is not already selected, select Send only to folders with read and write access.

  2. To require the printer to verify folder access before starting a scan job, select Verify folder access prior to job start.

    Note:

    Scan jobs can complete more quickly if Verify folder access prior to job start is not selected; however, if the folder is unavailable, the scan job will fail.

  3. Click Next.

Option 2: Configure write access only

To send scanned documents to a folder configured for write access only, complete the following steps.

Note:

Allow sending to folders with write access only does not support folder verification or job notification.

Note:

If this option is selected, the printer cannot increment the scan filename. It sends the same filename for all scans.

Select a time-related filename prefix or suffix for the scan filename, so that each scan is saved as a unique file, and does not overwrite a previous file. This filename is determined by the information in the File Settings dialog in the Quick Set Wizard.

  1. Select Allow sending to folders with write access only.

  2. Click Next.

Dialog three: Notification Settings

Use the Notification Settings dialog to configure when notifications will be sent.

  1. On the Notification Settings dialog, complete one of the following tasks:

    • Option one: Do not notify.

      1. Select Do not notify.

      2. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

    • Option two: Notify when job completes.

      1. Select Notify when job completes.

      2. Select the method for delivering the notification from the Method Used to Deliver Notification list.

        If the method of notification selected is Email, type the email address in the Notification Email Address field.

      3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

      4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

    • Option three: Notify only if job fails.

      1. Select Notify only if job fails.

      2. Select the method for delivering the notification from the Method Used to Deliver Notification list.

        If the method of notification selected is Email, type the email address in the Notification Email Address field.

      3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

      4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

Dialog four: Scan Settings

Complete the scan settings as follows.

On the Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

Scan settings

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.

Dialog five: File Settings

Complete the file settings as follows.

On the File Settings dialog, set the default file settings for the Quick Set, and then click Next.

File settings

Feature

Description

File Name Prefix

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

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 saved to a network folder.

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.

Metadata File Format

Use the drop-down list to select the file format for metadata information.

Create Multiple Files

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

Dialog six: Summary

On the Summary dialog, review the Summary dialog, and then click Finish.

Step three: Complete the configuration

Use the following steps to complete Scan to Network Folder setup.

  1. In the left navigation pane, click Scan to Network Folder.

  2. On the Scan to Network Folder page, review the selected settings, and then click Apply to complete the setup.


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