We have several shared scanners in our office, and managing them has become quite a hassle. What's the best way to transition to a single scanner setup? I find SMB shares unreliable, and I know finance and HR will have issues with it even within their own teams. Plus, scanning via email feels tedious unless we can connect a keyboard directly to the scanner to input email addresses efficiently (the scanner has a decent-sized display). Are there any better solutions out there? Also, if anyone has recommendations for scanners that can save multiple SMB shares or email addresses to simplify this process, that would be fantastic!
7 Answers
Kyocera’s pinpoint app has been a game changer for us—might be worth looking into!
Using Scan to mail with an address book is another great option. No typing is needed, and I've had no issues with it. This is how we do it with our multifunction printers (MFPs), and it's pretty straightforward!
You might want to consider using Scan to Email combined with badge scanners. This way, it streamlines the workflow and could resolve some of the access issues you’re facing.
You pretty much have three options:
1. Scan to folder with multiple team folders or user home directories—though it can be annoying to set up.
2. Scan to Mail using an LDAP connection or a local address book. This is usually the easiest.
3. If your scanner supports TWAIN, you can scan from a computer, but that’s not very practical since users would have to deal with the physical documents repeatedly.
I’d recommend going with option 2 for efficiency!
One solution could be to set up per-user SMB shares that appear as mapped drives specific to each user. This makes it easier since only they would have access, and it might alleviate some worries from HR and finance.
Many larger MFPs have built-in Scan-to-email features along with an address book, which can simplify the process.
If you have MFP devices, that could help too. Generally, only a few people in finance or HR need a document scanner at their desks, so centralized MFPs could simplify everything.
That's similar to our approach too! Works really well without the headaches.