What you describe is expected. The radial buttons mean the following.
None: No authentication is used. No password is required for the email account when sending through the mail server.
System: Use the credentials stored in the SMTP setup every time. This is what we typically use when using hosted email accounts. It will send the same email and password each time the machine sends an email. The 2 password fields are fillable when this is selected.
Authenticated User: The walkup user is authenticating themselves each time someone walks up to the machine. This is typically done with a badge. The machine will use that users credentials, and usually email address as well, when sending an email.
I am using a WC7535:
SMTP Login credentials applied to e-mail jobs sent from the machine's touch interface.
( Radio Button ) None
( Radio Button ) System
( Radio Button ) Authenticated User
The textfields Login Name, Passwort, Re-Type Password for "Autenticated User" are disabled
when I check the radio button "Authenticated User".
Does this make sense?
Here is the settings for Gsuite.
SMTP Server: smtp.gmail.com
Address/Password: Any valid GSuite email address and password
1. Either 'Allow Less Secure Apps' or 2 factor authentication must be enabled in the email account settings. Allow less secure apps is not available if 2FA is turned on. If using 2FA you need to create an app specific password in the GMail account settings and use that as your device password rather than the normal device password. Be sure to record the app specific password before clicking to close the window that it appears in. It can't be viewed again and you'll have to create a new one if you don't have a valid record of it. If you enable allow less secure apps then use the standard account password.
2. The Xerox must support TLS 1.2 encryption. The 78xx certainly will if it is on a somewhat recent version of system software. Anything from 2019 or later should be sufficient.
3. In the encryption settings on the Xerox if you see a checkbox for 'validate server certificate' it may cause your jobs to fail. If everything looks good but that is enabled and you're still getting failures, disable that setting.
I searched our Online Knowledgebase and found this article on how to scan to email for your device.