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How to Setup Scan to Network Folder

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    a. Scan to HDD:    

          On Toshiba systems, scanning to the MFP’s HDD is the simplest method available. If possible, export/import the template configurations from the existing machine. Scan a test document to each template, so that the MFP will generate the specific template destination folders. To create HDD scan folder shortcuts:

•       Press (Windows Key) + R, then type in:

                     \\(Copier IP Address). This will open the MFP’s HDD root folder.

•       Open File_Share, then right-click the destination folder. Select Send To >, and choose Send to Desktop (Create Shortcut).

•       Rename the shortcut appropriately.

          b. Scan to Network Folder Creation

          Scanning to Network folders is the most intricate function to configure for an MFP. The vast majority of scanning is done via SMB. This process requires three basic pieces of information: the scan destination, a username and password. The username specified must have read/write permissions on the destination folder.

          It is often best practice to create our own local admin account on each PC. This ensures we have a static password that will not be disrupted by user interference. We typically name these accounts after the make of the MFP we are installing (Lexmark, Toshiba, etc). The password should be the same as the username, or use “sc@nn3r!”.

          When creating a destination folder, if the client does not specify a location, create it in the root folder of the PC’s hard drive (Open a folder, and on the left pane select Computer, then open C:/). Right-click on your new folder, and select Properties. Switch to the Sharing tab, and click “Share…”.  From the drop-down, select Everyone, and click Add. Then in the list below, adjacent to Everyone, change Read to Read/Write, and click Share. You may need admin credentials to complete this.

          Back on the properties page, click Advanced Sharing. Near the bottom left, click Permissions. Click Add, and type in the username that will be used for authentication. Click Check Names and type in the username you will be using for authentication; if a result is found, click Ok. Select the user from the list, and ensure that all Allow boxes are checked. Be sure to select Apply and then OK for all applicable windows.

          On the properties window of your shared folder, the share path is displayed; it will always be formatted as // (Hostname) / (Folder Name), where Hostname is the name of the computer the folder is located on. Note that you can also use // (PC’s IP Address) / (Folder Name), this is especially important to try when you are getting “Invalid Folder Address” errors. If using the IP instead of the Hostname solves this problem, the DNS servers in the MFP’s Network Settings are likely incorrect or blank.

          Now that your destination folder has been created, plug its info into the relevant Web Interface page in the MFP. Most modern models have a test function built into this page. The majority of trouble encountered here will relate to authentication/permissions. Here are some basic troubleshooting items:

•       Try appending the domain name (if there is one) to the end of the user: username@domainname.

•       Try using the fully-qualified username: Hostname/Username

•       Check that the MFP has the correct domain name (WORKGROUP is the default for windows)

•       Try re-sharing the folder, double checking user permissions.

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