Configuring Secure Scan

Secure Scan enables administrators to easily manage printing and MFP scanning across their organization and provides users with a simplified and consistent user experience across all the supported manufacturers.

Key Features

  • Provides simple scan to email functionality: With just a few clicks, users can send scanned documents to their email address because the following fields are pre-set.

    • To and From fields: These fields are pre-filled with the user’s email address.
    • Subject: This shows the scanned document’s file name (e.g. Secure Scan_7_3_2022.jpg)
    • Message: This shows the accompanying message in the email (e.g. Please find the scanned file in the attachment)
  • With Scan-to-email, users can scan documents and send them directly to a fax machine destination.
  • Integrates with OneDrive and SharePoint. Users can upload their scanned documents to OneDrive or SharePoint.
  • Supports saving scanned document to a network folder.
  • Uses the same authentication method as Secure Print. Secure Scan requires users to authenticate to access the Secure Scan function.
  • Scanned documents are encrypted via TLS 1.2 while in transit to their destination - scanned documents are never stored at rest on HP Insights.
  • Scan job metadata is sent to HP Insights for reporting purposes based on the user's data privacy settings.

Supported Printer Manufacturers

  • HP
  • Canon
  • Ricoh
  • Toshiba
  • Xerox

Scan Destinations

Users can send or upload their scanned documents to the following destinations:

  • Email – Scanned documents are sent as email attachments to the logged-in user’s email address.

Note: Scan to Email also allows users to scan documents and send them directly to a fax machine destination. To enable this feature, IT admins will need to select the Enable editable To: field setting in the Secure >Device Profiles tab of the web console.

  • OneDrive – Upload scanned documents to the user’s OneDrive folder.
  • SharePoint – Upload scanned documents to a SharePoint location.
  • Network Folder - Save scanned documents to a shared folder on your internal work.

Scan Options

If the default scan settings are not suitable, users can change them before scanning the document.

  • File Format: PDF(default), JPEG, TIFF, PDF/A
  • Quality: High, Medium (default), Low
  • Color Mode: Color(default), Grayscale, Mono
  • Paper Size: Letter (default) (US), A4 (EU), Ledger, A3, Legal
  • Orientation: Portrait (default), Landscape
  • Two-sided/One-sided: One-sided (default), Two-sided

Note: The available scan options depend on the attributes supported by the printer. For example, if A4 is not supported, it won't appear as an option.

Basic Workflow

  1. An IT administrator enables Secure Scan and configures the scan destination settings on the Device Profiles tab of the web console.
  2. The user logs in to a secure printer and selects the Scan Document option.
  3. The user places the document to be scanned in the automatic document feeder (ADF) or the scanner glass.
  4. The Scan Options screen is displayed. The user selects desired scan options if the default values are not suitable.
  5. The user clicks Done. This opens the Scan Destinations screen. The user selects their preferred destination (Email, OneDrive, SharePoint, or Network Folder).

Note: Microsoft OneDrive and SharePoint destinations may requires users to authorize the Secure Scan app access to their Office 365 folders.

  1. The user clicks the Scan Document to start the scan operation. If the scan is successful, the user sees the Scan Request complete message. Otherwise, the user sees an error message.
  1. The scanned document is sent to the user’s selected scan destination.

Important Notes:

  • File Size Limit for Secure Scan app: The file size limit for scanned documents in the Secure Scan app is 80 MB. If a user's file exceeds this size, an error will appear. To fix this, users can reduce the file size by adjusting scan settings like DPI, color mode, or other options, and then try again.

  • Canon, and Ricoh printers need to be resecured to initialize scan.
  • Toshiba: For Secure Scan to work on Toshiba MFPs, the following needs to be configured via the Toshiba printer’s TopAccess web interface
    • Enable the SSL/TLS setting under the Network > WSD section
    • Disable User Authentication for Scan under Security > Authentication > User Authentication section.

Limitations and Known Issues

  • Toshiba: Multi-Page scanning from Platen glass is not supported.
  • Canon: Scanned documents in PDF format cannot be opened at the destination (e.g. email, network folder, or OneDrive).

Configuring Secure Scan

Configuring Secure Scan involves setting up Device Profiles where administrators can set up specific scanning preferences and settings that can be easily deployed across multiple devices

To configure Secure Scan, you can either use the Default Profile or create a new custom profile. The Default Profile provides default scan options, while custom profiles allow you to specify tailored scanning preferences and security options to meet specific needs across different devices.

Step 1: Configure a Device Profile

  1. Navigate to the Secure >Device Profiles screen on the HP Insights web console.
  2. Update the default profile or create a new one.
  3. Turn on the Scan toggle switch to enable Secure Scan if it isn’t already activated.

Step 2: Configure scan options and scan destinations

In this step, you will be configuring default scan options and where scanned documents will be uploaded or sent. Scanned documents can either be sent to the user's email address, uploaded to OneDrive, SharePoint, or a network folder.

For more information on how to configure scan options and scan destinations, refer to the Device Profiles document.

Step 3: Assign a Device Profile to printers

If using a custom Device Profile, assign it with the preferred scan options and scan settings to the selected printers.

See Assign a Device Profile to printers for more information.

Step 4: Resecure the Printer (Canon, Ricoh)

For Secure Scan to operate correctly, IT administrators must resecure Canon, and Ricoh printers.

Note: HP and Toshiba printers do not need to be resecured.

Related Topic: How to scan documents