Setup Scan or Fax to Network Folder

These instructions apply to most Multi-function Printers (MFPs). The specific steps on the MFP side of this setup will vary according to the make and model, but the general process is the same across all MFPs. If you need specific assistance with setting up Scan/Fax to Folder on a specific MFP, do a Google search for " scan|fax to network folder".

Prepare the computer

Create new user account for scanning

Windows Server

If there is a server (or a workstation acting as a server - like a Dell OptiPlex in a closet), then it's best to setup the share on this server instead of on the local device. The steps are the same as the Windows Workstations section below, except:

1. For true Servers (running Windows Server OS) acting as a Domain Controller, you create the user in the Active Directory Users and Computers Control Panel. If this isn't available, or if everything is empty, then the Server probably isn't running Active Directory and you can proceed as you would on a regular Workstation.
2. For workstations acting as a server, the setup steps are the same.
3. In either case, the final step is to connect the desired workstation(s) to the share on the server using the scanner account and, ideally, create a shortcut to the folder on the user's desktop.

Windows Workstations - no Domain Controller (Server)

1. Right-click the Start Menu and open "Computer Management".
2. Navigate to Local Users and Groups -> Users

3. Create a new user account called scanner and give it a unique, random password. Save this in PCRT with the title "Scanner Account".

   1. Uncheck "User must change password..."
   2. Check "Password never expires"

4. Hide the user from the "sign in" page so the customer doesn't have to see it in the login list when booting the computer or when unlocking the computer.

   1. Use the Windows key + R keyboard shortcut to open the Run command, type regedit, and click OK to open the Windows Registry.
   2. Browse the following path:HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon
   3. Right-click the Winlogon key, select New, and click Key.
   4. Name the new key SpecialAccounts.
   5. Right-click the SpecialAccounts key, select new, and click Key.
   6. Name the new key UserList.
   7. Inside of UserList, right-click, select New, and click DWORD (32-bit) Value.
   8. Name the new DWORD key with the name of the account you're trying to hide. In this case, it's scanner.
   9. Double-click the new DWORD key and make sure its data value is set to 0.
   10. The changes are saved automatically and take effect immediately. To verify that you've hidden the account, lock the computer (CTRL+L) and confirm that the scanner user account doesn't show up as an option on the Login Screen.

Create file share

Create a destination for the scan/fax files. Typically, this will be at C:\scans or C:\fax. Do not put the folder inside a user folder, because Windows sharing can be weird when shared out of a user's folder.

1. Create the folder, preferrably at the root of the C drive.
2. Right click the folder and go to Properties
3. Enable Sharing for this folder, being sure to include the scanner user with Read/Write permissions
4. Save the sharing settings.
5. Before closing the folder properties window, go to the Security tab and make sure that the scanner user is listed with Read and Write access. If not, add it now.

Once the shared folder is created, make sure it's accessible on the network. On the same computer you shared it from:

1. Open File Explorer

2. In the address bar, type \\ followed by the name of the computer. (Find the name of the computer from Settings -> System)

   1. If you get a pop-up banner about the firewall, click it. Chose the option to switch to a private network. If you get this option, it means the computer was on a Public network firewall profile which would have prevented other devices from accessing the network share on this computer.
3. You should see your folder in the list. Double click it to verify you can open it.

If you are unable to access the new shared folder here, then you will not be able to access it from another device on the network. Stop here and make sure that it is accessible before proceeding.

Connect the MFP to the network share

Consult the user manual or online instructions for your specific MFP model to figure out how to connect it to a network share for scanning/faxing. Generally the steps involve:

1. Login to the local web interface for the MFP
2. Find either an Address Book, where you can specify destinations for scan/fax (common on more expensive and bigger printers) or find the specific Scan/Fax tab.
3. Add the network share, paying attention to any hints on the page. Some will want the \\ in front of the destination, some may not.
4. Add the scanner username and password

5. Save and do a test scan/fax

   1. For faxing, your RingCentral number can send faxes. Open the RingCentral app on your computer or phone and navigate to the Fax tab.