Warren Accounting - Scanner Destination Setup

Warren Accounting Documentation Guide

This is one article in a series of articles for supporting Warren Accounting.

• New Employee Setup
• Scanner Destination Setup
• New Workstation Setup
• Manage 2FA Users

Intro

Warren uses Canon MFPs for scanning. The scanners connect to the respective servers (PTSRV or RMSRV) using the canon domain user account - the password for this domain user is stored in their PCRT account.

Never change the password for this account. If you do, you'll have to reconfigure about 20 scan destinations per printer at each location.

Canon MFPs for both locations

The two types of scanner destinations: Tax Scans vs User Scans

• Tax scan folders are where they scan tax-related files so that all users can access them.
• User scan folders are where individual users scan files so that they can access them from their computer.

Technically, all users have access to all scan destinations, because all scan folders inherit the "Everyone" read/write permission from their parent folder -- but logically, tax folders are made available to everyone, and user scan folders are only made available to those users.

Creating the destination folder

• Tax: create new folder E:\Data\Archived Tax Files\YYYY where YYYY is the tax year to be stored here
• User: create new folder E:\Data\Scans\FirstName where FirstName is the name of the employee.
  • If there is an employee with the same first name as another user, append their last initial to the folder name
  • If there is an employee with the same first name and last initial as another user, append their full last name
  • If there are two employees with the same first name and last name, go home and have a beer (ask Bonnie what she wants to do)

Create the Address Book destination on the scanner

Bonnie will tell you which Canon MFPs need the given scan destination. Use the table above to login to the printer, and then go to "Address Book".

Canon MFPs handle scanning via the Address Book. All scan destinations are configured in the same Address Book on any given printer, usually "Address List 01" - you'll know which one to pick from the Address Book list because it will be the only one with configured destinations.

Create a new destination according to the type of scan folder you're creating:

For all scan destinations:

1. The "type" in the "Register New Destination" defaults to "E-Mail" - change it to "File" and click "Set"
2. \\#.#.#.# in the folder path is the IP address of the server: 192.168.0.20 for Pinetops, or 192.168.1.254 for Rocky Mount
3. The protocol is "SMB"
4. To set the folder path, username, and password - click the "Settings" button
5. Check the box for "confirm before sending" - importantly, only do this the first time you set up a destination, or if you have to during troubleshooting. See "Confirm before sending" for more information

Save the new destination, then ask Bonnie to disable "Confirm before sending" on the printer directly - see the "Confirm before sending" section below for why this seemingly unnecessary step is required.

9. Bonnie will need to uncheck "confirm before sending" ON THE PRINTER first before testing. She knows how to do this process. This is the workaround we found that is consistent for all of their Canon printers, and I don't know why this works, sorry.
10. Have Bonnie send a test scan
11. Check that you got it

Confirm before sending

Bonnie requires that all scan destinations have this setting enabled. The functionality is that the user will be prompted to confirm the destination on the printer before a scan will commence. The idea is that this helps prevent scanning to the wrong destination.

However, enabling this setting on the web interface causes scans to fail.

The error state is: When using the printer's touch display to select a destination to scan to, the user is prompted to enter credentials for the destination - entering in any credentials, even correct credentials, causes the scan to fail.

The correct state is: When using the printer's touch display to select a destination to scan to, the user is prompted to confirm their destination before scanning in a simple Confirm/Cancel dialog box. When the destination is confirmed, the scan goes through as expected.

The solution that we've found to work consistently and reliably is to check "Confirm before sending" when configuring the scan destination in the printer's Web GUI, and then have Bonnie uncheck "Confirm before sending" on the printer's touch screen. Doing this one time is sufficient, and appears to stay in effect indefinitely.

The process is:

1. In the web GUI, when setting up a new scan destination, check "Confirm Before Sending"
2. After saving the new destination in the web GUI, the user will select the scan destination on the printer interface and go into the options and uncheck "confirm before sending". This only needs to be done once.

When done, the "Confirm before sending" box in the web GUI address book destination form will be unchecked, but the "confirm before sending" behavior will function as expected.

Glass vs Feeder confirmation bug

There is an additional bug or quirk where documents on the feeder will not prompt to confirm before sending, whereas documents on the glass will. There are no settings in the user interface that control glass vs feeder settings, so it doesn't appear that we have a proper solution for this.

Bonnie's workaround is to put the first piece of paper on the glass, then all the remaining paper on the feeder. The user will be prompted to confirm the destination and it will take the paper on the glass first and then the paper in the feeder.

Don't ask me why this works, I don't know.