Many workflows include scanning files from a multi-function printer (MFP) into electronic storage. With some limitations, this can be accomplished using Box.
There are three primary options, each with its own pros and cons.
Email scanned documents from MFP into Box
If you have sufficient privileges, you can change the settings of specific folders in Box to allow people to email documents to that folder directly from MFPs that support email.
Pros
- This is the simplest and cheapest way to get files from an MFP into a Box.
- All it requires is an email address for the folder and an MFP that supports email.
Cons
- This method uses a simple POP email account with no security, so it cannot be used for level 1 data.
- Anyone with the email address can send files to the folder, though typically this won't be a problem.
- The email addresses used aren't 'user-friendly' or easy to enter incorrectly.
How To
- Go to the folder you want to be able to email documents to in Box.
- Click on the arrow next to the folder and choose "Settings". (If you don't see "Settings" you may not have the level of access required.)
- Under Settings, click on "Allow uploads to this folder via email", and copy or write down the email address it gives you.
- Follow the directions on the printer for scanning and emailing documents, using the email address from Box.
Scan directly from MFP to a folder on the workstation
It is technically possible to set a printer to scan to a specific folder on a user's workstation. This requires the hostname for the workstation, and it has to be turned on at the time of scanning. If the folder path is a Box Drive folder on the workstation, files will be uploaded directly into Box when scanned.
Pros
- Low-cost solution
- Potentially more secure than other solutions
Cons
- Requires setting up access on the workstation
- Requires putting credentials into the MFP
How To
This video gives you the basics of setting up a shared folder and scanning to it.
Use a "Scan to Box" application
Some models of MFP support internal applications that allow you to scan directly to Box.
Pros
- Allows direct scanning to Box from an MFP.
- "End to end" security.
Cons
- Ray Morgan Co. charges per MFP for this service. Contact ITSS for more information.
How to configure MFP to scan to Box
- Log in to the MFP with your PIN code
- Select "Secure Print Scan"
- Select "Scan"
- Select "Scan to Box"
- The MFP will now display a message that reads "No Box Credentials Available"
- Select the "Next" button to connect your Box account to the MFP. You will receive an email with a link to do so
- Go to your computer and retrieve the email regarding "uniFLOW: Authorization"
- Click the link provided in the email and log into your Box account using your campus credentials
- On the following page, click "Grant access to Box" to allow the MFP access to your account
- Depending on the browser you are using, the next page will read "your connection is not private" (in Chrome) or similar, depending on your browser. In both instances disregard these messages. Click either "advanced" or "more information" and then click "proceed to website"
- In Chrome
- You should now see a message informing you that the process was successful. If unsuccessful, return to the MFP and try again.
How to scan documents to Box via Ray Morgan Co. MFPs
- Log in to the MFP with your PIN code
- Select "Secure Print Scan"
- Select "Scan"
- Select "Scan to Box"
- On the "Secure PrintScan" page, make appropriate selections depending on the type of scan you wish to perform
- Options include duplex, color, size, pixel definition, and file type (documents, photographs, etc.)
- Once you have made the appropriate selections for the scan, select the green "Start" button
- The MFP will now scan the file and display an image of it
- From here you may make changes to the scan configuration and scan again if needed
- Select the "Next" button, the MFP will now display a list of available Box folders
- Navigate to the desired location and select the "Next" button
- The MFP will now ask you to specify a file name. Click on the existing name to modify it or just select "Next" to securely send the scanned file to the folder you specified in your Box account.
- Remember to log off of the MFP. The file you scanned will now be in the folder you specified.