Scan to Email

Here are the details you need to enable and configure Scan To Email.

Key Points

Here are some important things to know about Scan To Email.

  • Scan To Email has a file size limitation of 20MB.
  • Due to operating system limitations, TIFF file attachments may not open natively on Android mobile devices.

Requirements

  • The latest Identity Provider (IdP) Settings version.
  • The Control Panel Application (CPA) 2.0 must to be installed on the printer.
  • Ensure you add the applicable regional URL from below to your inbound email allow list so that emails reach the user(s).
    • mg.vasion.com — for US, APAC, or Canada regions.
    • mg.eu.vasion.com — for EMEA region.

Enable Scan To Email

Enable Scanning and configure the global Printer Default Settings

Configure Global Default Settings

Access the global scan settings from the menu. Go to Tools then Settings then Scanning and expand the Scan Settings section.

Scan Settings

Each setting is categorized as an input or output value, delineating how you position documents on the scanner (input) versus how they appear post-scanning (output). It's important to understand the category and how the values are applied, to configure the settings correctly.

Options for Scan Settings

Input Values

Output Values
  • Duplex
    • 1-Sided
    • 2-Sided-book
    • 2-Sided-flip-up
  • Paper size
    • Auto (Auto detection is available on Xerox devices only)
    • Letter
    • A4
    • A3
  • Orientation
    • Portrait

    • Landscape

      Short-edge-first orientation is required by default.

  • File Type
    • PDF
    • JPEG
    • TIFF
  • Color Mode
    • Black & White
    • Greyscale
    • Color
    • Auto
  • DPI
    • 100
    • 200
    • 300
    • 600

Enable Scanning

To enable scanning set the Enable Scanning toggle to on.

If you want to modify the default printer settings, go to the Scan Settings section and use the drop-down set the appropriate scan settings. Select Save on the top-right corner.

These settings apply globally to all printers. You can set printer-specific settings in the printer Apps tab.

Scan settings options

Configure Scan To Email

  1. Select Preset Scan Locations.
  2. Select the Email tab.
  3. Enable Scan To Email — check this box to enable.
  4. You can optionally configure the following:

    1. User can adjust email address — end users can manually enter the email address destination. When this option is not enabled, the scan goes directly to the end user currently signed in to the CPA.

      With this option enabled, end users can send to emails out of your network.

    2. Enable Address Book — end users can access the address book and select an email from the list, sourced from the email field in your identity provider. You can leave the previous option disabled to ensure end users can only send scans within your network.
    3. Default File Name — you can set a default file name for the email attachment and the email subject line. Select one or more options from the drop-down, manually enter values, or leave it blank.
  5. Select Save on the top-right corner.

Preset scan locations section, email tab options

When you use the Scan to Email feature, emails received display no-reply@vasion.com as the sender.

Configure SMTP Settings

  1. In the Admin Console, navigate to Tools then Settings then General.
  2. In the Email (SMTP) Settings section, leave the "From" Address field blank. Emails received display no-reply@vasion.com as the sender.
  3. Enter the Server Host of your mail server.
  4. Adjust the Server Port as needed (Default TCP Port 25).
  5. Enter the Username / Password for the mail server service account.
  6. In the Security dropdown select from SSL, TLS, or None.
  7. Set the maximum attachment file size in the Maximum attachment file size in MB (max 500) field.
  8. Select the Test SMTP Settings button to verify connectivity.
  9. Select Save

SMTP setting fields as seen in the Virtual Appliance.

Install Scan To Email

  1. In the Admin Console, go the printer where you want to install Scan To Email.
  2. Select the Apps tab.
  3. Ensure correct manufacturer, CPA version, and Service Client are selected.
  4. In the Install Embedded Application section, check the Scan To Email option.
  5. In the Scan Settings section, select from the following:
    1. Use global scan settings — this is the default option. the settings applied are what is configured in the global scan settings.
    2. Use printer specific scan settings — this enables the drop-downs so you can adjust the settings as needed.
  6. Select Save on the top-right corner.

Printer Apps tab, scan settings options