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This document explains how to enable and configure the Scan to Network Folder function. The product has a feature that enables it to scan a document and save it to a network folder. To use this scan feature, the product 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.

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

Administrators need the following items before beginning the configuration process.

• •
• •

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

  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).

1. 1.

   From the Home screen on the printer control panel, touch the Network button to display the IP address or host name.

2. 2.

   Open a Web browser, and in the address line, type the IP address or host name of the printer exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.

   NOTE:If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

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

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

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

1. 1.

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

2. 2.

   Click the Save to Network Folder Quick Set Wizard link.

3. 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 product 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. 4.

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

   1. a.

      In the Quick Set Title field, type a title.

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

   2. b.

      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:

      • •
      • •

        Home Screen

   3. c.

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

   4. d.
5. 5.

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

   1. a.

      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) (e.g., servername.us.companyname.netscans) or the IP address of the server (e.g., 16.88.20.20scans). Be sure that the folder path (e.g., scans) follows the FQDN or IP address.

      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 product does not need to use DNS to find the destination server.

   2. b.

      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. c.

      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. d.
6. 6.

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

7. 7.

   Review the Summary dialog, and then click Finish.

8. 8.

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

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

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

1. 1.

   Click the Scan/Digital Send tab.

2. 2.

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

1. 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 product control panel.

2. 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 product 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 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 product control panel and to configure the level of user interaction at the product control panel.

1. 1.

   In the Quick Set Title field, type a title.

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

2. 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:

   • •
   • •

     Home Screen

3. 3.

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

4. 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:

       • ◦
       • ◦

         Prompt for original sides

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

5. 5.

Dialog two: Folder Settings

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

There are two types of destination folders to select from:

• •
• •

  Personal shared folders

There are two types of folder permissions to select from:

• •
• •

  Write access only

The following information describes how to configure the folder settings. Make a jpeg smaller mac.

This section provides information about the following topics:

Configure the destination folder for scanned documents

Option 1: Shared folders or FTP folders

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

1. 1.

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

2. 2.

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

3. 3.

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

   • •

     Option one: Save to a standard shared network folder

     NOTE:For more information about creating shared network folders see Set up a shared folder (c04345591).

     • 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) (e.g., servername.us.companyname.netscans) or the IP address of the server (e.g., 16.88.20.20scans). Be sure that the folder path (e.g., scans) follows the FQDN or IP address.

       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 product 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.

       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.

       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.
   • •

     Option two: Save to an FTP Server

     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.
     • 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:

       • ◦
       • ◦

         Active

     • 7.
     • 8.

       In the Password field, type the password.

     • 9.

       Click Verify Access to confirm the destination can be accessed.

     • 10.

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 product control panel using Windows credentials or LDAP authentication.

1. 1.
2. 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. 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.

Option 1: Read and write access

To send scanned documents to a folders 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. 1.

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

2. 2.

   To require the product 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. 3.

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 product 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. 1.

   Select Allow sending to folders with write access only.

2. 2.

Dialog three: Notification settings

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1. ▲

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

   NOTE:In order to send notification emails, the product 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 (c04017973).

   • •

     Option one: Do not notify

     • 1.
     • 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.
     • 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.
     • 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.

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

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Scan settings:

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Dialog five: File Settings

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

File settings:

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

1. ▲

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