Configuring Scan to Folder Settings on a HP LaserJet and Colour Laserjet MFP

The video below simplifies the process on setting up the scan to folder function on a Enterprise HP LaserJet Printer.  There are 2 options explained in detail and step by step.

Scan to folder saves a scanned document straight into a shared folder on your network. Nobody has to walk it back to a PC or email it to themselves first. It’s one of the most useful features on an HP LaserJet and Colour LaserJet MFP, but it doesn’t work out of the box. The feature isn’t available until someone configures it.

The job comes down to three parts -: a shared folder, a Quick Set on the printer and a test scan. Here’s how to do each one, plus the errors that trip people up.

What you need before you start

Gather these first and the rest goes quickly -:

• Admin access to the printer’s web page. HP calls it the Embedded Web Server (EWS).
• A shared folder that already exists. HP notes the setup screen can’t create the folder for you.
• The folder’s network path. The format is \server\folder, where the server is the computer or file server hosting the share.
• An account with write access to that folder, if your network uses logins.
• The printer’s IP address. On Enterprise models, touching the Network button on the home screen shows the IP address or host name.

Step 1 -: Share the folder

Create the folder on the PC or server that will receive the scans, then share it. HP is clear that the folder must be a shared folder for the feature to work. Give the account the printer will use permission to read and write. Then open the path from another computer (for example \SERVER\Scans) to confirm it works before you go near the printer.

Step 2 -: Open the printer’s web page

Type the printer’s IP address into a web browser. If the browser warns that the site might not be safe, HP says you can continue. The menus from here differ between printer families, so pick the one that matches yours.

Step 3a -: LaserJet Pro and Colour LaserJet Pro MFPs

On many Pro models, you create the destination as a Quick Set -:

1. On the EWS home page, click the Settings tab.
2. Click Control Panel Customization, then Quick Sets.
3. Click Add.
4. In the Type list, choose Scan to Network folder, give the Quick Set a name for the control panel and follow the on screen prompts.
5. Enter the network path as \server\folder.

Some older Colour LaserJet Pro models use a different route. On the M200, M300 and M400 series, open the Scan tab, choose Network Folder Setup on the left and click New. You can add a PIN there so only authorised people can save scans to the folder, then click Save and Test. If your model has HP’s Windows setup wizard, that’s an easier alternative. Open HP Printer Assistant, choose Scan, then the Scan to Network Folder Wizard.

You can also change what future scans look like. In the EWS, go to the Scan tab, choose Scan to Network Folder and click Default Settings.

Step 3b -: LaserJet Enterprise and Colour LaserJet Enterprise MFPs

Enterprise models give you more control and the screens are different -:

1. Click the Scan/Digital Send tab, then Save to Network Folder Setup.
2. Tick Enable Save to Network Folder. Without this, the feature won’t appear on the control panel.
3. Under Quick Sets, click Add and work through the wizard.
4. Type the folder path in the UNC Folder Path field, then choose how the printer signs in to the folder. You can use the signed in user’s credentials or one fixed account.
5. Review the summary, then click Apply.

A few choices in that wizard are worth thinking about -:

• Server name or IP address. HP says a server name is usually more reliable, because an IP address handed out by DHCP can change. An IP address may connect slightly faster.
• Folder permissions. Choosing “write access only” means the printer can’t increment file names. It sends the same name every time, so add a date or time prefix to stop files overwriting each other.
• No Quick Set at all. You can skip it, but users then have to type the folder details at the printer for every scan.

Set sensible scan and file defaults

Spend two minutes here and your users will thank you. The scan and file settings cover file type, colour or black and white, resolution, single or double sided originals and file name prefix. They also include blank page suppression and PDF encryption. A good starting point for office paperwork is PDF in black and white at a modest resolution, which keeps files small.

Step 4 -: Test it

Put a page on the glass or in the feeder. On Pro models, touch Scan, then Scan to Network Folder, pick the folder and press Scan. On Enterprise models, use the Save to Network Folder button on the home screen, or go to Scan, then Scan to Network Folder. Then check that the file landed in the folder.

If the scan fails

Most failures come from the network side, not the printer. HP’s community forums show the same handful of causes again and again -:

• Wrong or changed path. Test the path from a PC. If it won’t open there, it won’t open from the printer either.
• Permissions. Community helpers suggest checking the folder is shared with write access and setting a static IP on the printer.
• SMB version. SMB is the file sharing protocol the printer uses to reach the folder. On some older Pro models, HP community staff have pointed to SMBv1 as the cause. Microsoft treats SMBv1 as a security risk, so update the printer’s firmware and look for an SMBv3 option first and only turn SMBv1 on if you have no other choice.
• Different subnets. One Enterprise user couldn’t scan across subnets until the DNS and gateway settings allowed the printer to reach the server. If your printer and file server sit on separate networks, ask whoever manages your network.

Keep scans secure

Scans often hold contracts, invoices and ID. Use a dedicated account with access to just that folder and choose a PIN or user based access where your model offers it. Enterprise models can also restrict a subfolder to the person who scanned.

Need a hand with setup?

Network permissions are where most office scanning projects stall. If you’d rather not work through them yourself, QPC Group can help. We supply and support HP, Xerox, Lexmark and Epson devices and you can submit a support ticket, contact us or call (08) 9303 3888. If you scan a lot of paper, our Document Flow service can help move those records into a digital workflow. You’ll find more printer guides on our Technical Resources page and our managed print services cover set up and ongoing support for your whole fleet.