Set up Save to Network Folder using the HP Embedded Web Server (EWS)
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.
- •
Administrative access to the product
- •
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).
Step one: Access the HP Embedded Web Server (EWS)
- 1.
From the Home screen on the printer control panel, touch the Network button to display the IP address or host name.
- 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.
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 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.
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 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.
On the Add Folder Quick Set dialog, complete the following information:
- 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").
- 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:
- c.
In the Quick Set Description field, type a description explaining what the Quick Set will save.
- d.
- 5.
On the Configure Destination Folder dialog, complete the following information:
- 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.net\scans) or the
IP address of the server (e.g., \\16.88.20.20\scans). 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.
- 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.
- 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.
- d.
- 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 Save 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 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.
Step one: Begin the configuration
- 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
- 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.
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.
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.
From the Button Location list, select one of the following to indicate where the Quick Set button will display on the product control panel:
- 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:
- ◦
- ◦
Prompt for original sides
NOTE:If Start instantly upon selection is selected, the destination folder must be entered in the next step.
- 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:
- •
Shared folders or FTP folders
- •
There are two types of folder permissions to select from:
The following information describes how to configure the folder settings.
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.
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
- •
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.
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.
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
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.
If it is not already selected, select Send only to folders with read and write access.
- 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.
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.
Select Allow sending to folders with write access only.
- 2.
Dialog three: Notification settings
- ▲
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.
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
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, 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
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.
|
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.
|
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.
|
On the Summary dialog, review the Summary dialog, and then click Finish.
Step three: Complete the configuration
- ▲
On the Save to Network Folder Setup dialog, review the selected settings, and then click Apply to complete the setup.