Blog: Scanning

One of our network support customers reported that their Kyocera Task Alfa multi-function device was taking 10-15 minutes to copy scanned documents to their network folder. After testing the scan function for about 30 minutes, I was unable to reproduce the problem. I moved on to another task, at that location and about 20 minutes later I heard a user complain that her documents didn't show up in her folder. I began investigating, since I could not reproduce the issue. As I looked at the Kyocera job logs I heard the faint sound of a phone error message "You must first dial a 1 and area code". I went into the fax job and found a fax was trying to send and kept failing and once the job failed completely the scanned items appeared in the network folder. The customer has the Kyocera configured to send faxes directly from their desktop. I determined who the user was that was trying to fax and found they had been trying to send the fax for a couple of days with errors. It appears as long as the Kyocera Task Alfa is trying to send a fax it does not allow scans to be transported to the network. They are held in memory until the fax job completes.


A user a one of our client's site was experienc an issue where a Symantec Antivirus full scan was started when the user logged in every morning.  The scan was scheduled to run at 1:00 AM, but it seemed to be ignoring the schedule.  The problem was caused by the computer being in sleep mode during the evening when the scan was scheduled to run.  The scheduled scan would not bring the computer out of sleep mode to run the scan at the scheduled time.  As soon as the started to login the computer would come out of sleep mode and the scan would start.  The power saving options are a per use setting.  Without group policies in place, this setting must be completed for each user on each computer.


The Xerox WorkCentre Pro line of multi-function printers has network scanning capabilities.  This allows users to scan a document into a PDF and save it in a number of network directories.  Well as it turns out that number is five.  You can set one default destination and up to four alternate destination.  So if you have five people in a branch then your fine, otherwise you’re not so fine.  Well in Xerox’s infinite wisdom, they did manage to work around this issue by allowing each scanning template to be saved it a specified subfolder within a destination directory.  Therefore in order to allow users to scan to a document to their UserDocs folder, you need to do the following:

  1. Open or create the branch directory where the WorkCentre was installed
  2. Create a new folder and name it “Scans”
  3. In Scans Properties, give the domain user “Xerox” read/write/modify rights to the folder
  4. In Scans, and create a folder for each user who will use the network scanning feature.  Make the username the same as the folder name
  5. Create a shortcut of each folder and put it into the respective user’s UserDocs folder.  Rename the shortcut “Xerox Scans”
  6. Access the Xerox Web UI for the respective WorkCentre and click the Scan tab
  7. Create a new template with the username as the template name
  8. Under Name and Format, click edit
  9. Select a descriptive name for the document name and set the format as PDF
  10. Under File, edit the default destination
  11. Set the Filing Policy to “Add Date to Name”
  12. Under Document Path, enter the username in the Optional field.  This is the subfolder path the documents will be saved in.
  13. Click Apply