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12 Replies
andymbody
Valued Contributor
Valued Contributor

Re: Unable to scan to shared folder

 

As Joe indicated when this post was first submitted....

When Xerox devices scan to a folder (especially older xerox devices), they will check the destination folder to make sure that there is not already a file with the same name (as the one being saved now) in the folder.

In order to do this, it reads each file name found in that folder and compares it to the file being sent with the current scan. This inspection takes time (many seconds or even minutes), especially if the folder contains hundreds or thousands of previous scan jobs. This is the main reason why your scan jobs seem to process so long before arriving at the destination folder. And this delay gets progressively longer as the destination folder fills up over time.

If a duplicate filename is found in the destination folder, then the device must rename the file that is being sent now since files must have unique filenames (within the same folder).

The default naming convention used by xerox devices is to start at Doc001 and increment to Doc002, Doc003, (etc). However, the naming convention only allows three numeric digits, which means that a file cannot be named Doc1000. So when the machine reaches Doc999, and cannot go any further, the scan fails and you receive an error report (if it is enabled in the scan template) stating that it can't name the file since the filename already exists in the destination folder.

Follow these guidelines to prevent scans from failing (for this particular reason)


1. Do not use the scan destination folder as a storage place for old scans. Make sure it is kept empty and is only used as a temporary destination for scan jobs. Move the scan files out of this folder after they are scanned - store them somewhere else. This will dramatically speed up the scan operation and you will not see the delays at the UI (since there are no files in the destination folder to check for filename collisions).

2. In the scan template, do not use the default scan naming convention of "rename file" (or similar). Instead, choose the option to add the date/time to the filename (if it is available). This guarantees unique file names forever, as well as, giving you a visual clue as to when the file was scanned.

3. In the scan template, make sure that confirmation/error report is turned on so that when a scan fails, the machine tells you why (rather than just failing and keeping quite about it).

4. Steps 2 and 3 must be done for each scan template separately.


There are many other "gotchas" when it comes to setting up SMB scanning and many are not well documented. And these "gotchas" are constantly changing due to changes in security, operating systems, protocols, etc - all of which are outside of Xerox control. This is why it becomes so frustrating to properly setup scanning (and other shared technologies).

If this post does not address your situation, open a new thread and give details about the specific issue you are seeing so we can recommend a possible solution.

Andy

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Re: Unable to scan to shared folder

same issue. any resolution?

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Re: Unable to scan to shared folder

I've had the firmware upgraded and still unable to save to a shared folder

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Joe Arseneau
Valued Advisor
Valued Advisor

Re: Unable to scan to shared folder

Then at this point it is down to firmware, since you got a new device I would assume this one is on a release version, update the te latest from right here.

It has 3 major SMB fixes since the last general firmware (60.006.06.000)

 

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Joe Arseneau
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Re: Unable to scan to shared folder


@Joe Arseneau wrote:

Why would you use port 139 for SMB on a current OS? 445 is the default is what it should be

Switch to the IP instead of the hostname just to take DNS out of the equation

And unless the printer itself is registered on the domain, then the format of the username as well is incorrect. It will be either Domain\User, Hostname\user or an email address


139 was just defaulted and I didn't think anything of it, however I did change the port to 445 and made the other suggested changes, as well as made sure on the server-end that "everyone" had access to the shared folder, and I am still getting errors, only this time they are almost immediate after scanning. Unlike prior, it would take a good minute before giving an error.

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Joe Arseneau
Valued Advisor
Valued Advisor

Re: Unable to scan to shared folder

Why would you use port 139 for SMB on a current OS? 445 is the default is what it should be

Switch to the IP instead of the hostname just to take DNS out of the equation

And unless the printer itself is registered on the domain, then the format of the username as well is incorrect. It will be either Domain\User, Hostname\user or an email address

Please be sure to select "Accept Solution" and or select the thumbs up icon to enter Kudos for posts that resolve your issues. Your feedback counts!

Joe Arseneau
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Re: Unable to scan to shared folder

I was able to change the firmware, however I am still getting errors, but no printout.

 

Here is the settings on the printerCapture.JPG

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Joe Arseneau
Valued Advisor
Valued Advisor

Re: Unable to scan to shared folder

But it will only append until 999, so changing the name is step one.

That error is also seen and requires a firmware update when scanning to a DFS, but your post nulls that.

macOS Catalina has that error unless you change the login to either IP\username or Hostname\Username, and its random which one will work it seems, but again, your post seems to negate that (may be worth trying though)

It could be the new server is SMBv3 only where the old definitely (unless you changed it) accepted SMBv2, and if that is the case, you would need to update the firmware to 60.006.07.000

 

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Joe Arseneau

Re: Unable to scan to shared folder

First thing I tried. Besides, it's set to append a number to it if the file name already exists.

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Joe Arseneau
Valued Advisor
Valued Advisor

Re: Unable to scan to shared folder

So change the File name and see what happens

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Joe Arseneau
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