I have a WC7545 that will not always scan to email. I have reset the software on it a couple different times and also upgraded the firmware. The current firmware is 061.121.224.18803.
The machine's room does not have any issues with sporadic internet connection so I'm wondering if anyone has ever seen this sort of issue before.
Firmware 061.121.225.27200 is 6 versions newer than what you have on yours.
Beyond that, any troubleshooting by a remote person will be pretty hard unless you can explain more than "Won't always scan to email"
For instance, does it work the first few times and then stop, primarily when you attempt to send 3 or more emails within a 5 minutes span? If so, it is likely a filter, especially if using gmail, in which case you should be able to delete out the "Header/Footer/Message body in the email (especially the "Scanned from a Xerox blah blah blah" part) and change the file name to something else, preferably something with codes that will make a new name for every scan ala:
Otherwise the mail server sees emails being sent with exactly the same sender, subject line, message body, footer info and attachment name for every email, which it flags as spam and stops working for around 20 minutes, or until a connection is broken to the device (reboots)
Next up, we have SHA-2 encryption which is being added to most mail servers, and will be added to all the clusters of servers within Gmail and Office365 by January 31st this year. The firmware you currently are running does not support SHA-2, so , for example, if you send through smtp.gmail.com it will work sometimes but not others, it just depends on which smtp server it authenticates against, if at the time of this posting it was to reach out to smtp.gmail.com and get assigned to the one at IP 126.96.36.199 it won't work, but if it hits 188.8.131.52 it could. The only way to know for sure is to do a wireshark trace and compare a good scan with a bad scan, if this is the issue, the firmware update will fix it.
But this is all shot-in-the-dark responses because I have no idea what your symptoms are when it fails, it might be giving login errors (or Connection errors, or no error at all but you don't get the email (Usually the spam thing) or you get it but many hours later (Spam thing always)
Thank you very much for the detailed reply. I will try running that firmware update first and see what happens.
We are using gmail.com and the issue that we get occasionally is that the job will just sit in the queue and process for a long period of time before printing out a "Send Failed" error sheet. Your filter theory seems to make the most sense to me on top of the firmware. Six versions out-dated?!? Where would I find the most current firmware for various Xerox equipment??
Ask here on the forum and I can usually get it for you. Or you have to call Xerox.
Essentially on Xerox.com you will only ever get a General Release
But within a short period of time there will be a Spar release.
Don't think of a spar as being beta, it isn't, it is the general release, modified to fix a bug, and in some cases add a feature or two.
The spars are built off of each other, so a fix on one should be contained within every spar release after it. Most spars have a huge amount of fixes in them, but there is no reason to always be on the latest and greatest if you don't actually have an issue (If it ain't broke don't fix it).
In your case though, make the changes I listed and do the update because:
The SHA-2 thing is going to be an issue eventually, there is no question there.
Customizing the File name and deleting the "Scanned by a Xerox" thing certainly can't hurt, but can help.