Scan to E-mail suddenly stopped working

[Sonic007]

Anyone know what may be happening...

 

Our multi-function printers are setup with one of our GSuite Email addresses ([email protected]) and then smtp settings for gmail so it will send scanned documents to users email addresses. This was working fine until yesterday.

 

It's happening to all printers that are setup for this, so not just one machine.

 

I've checked the account, password is correct, and it already had the security settings set to allow less secure apps through. All good there.

 

Cant seem to figure out what it could be.

 

The printer itself prints fine so connectivity is fine as it can be accessed. I can also get into the Printers web management page no problem there. It's just the sending that doesnt work. It won't even connect when you choose the "Test communication" button in the settings for "scan to email".

 

 

What could have happened suddenly to cause this?

 

 

Any ideas? Many thanks in advance.

[caffrey]

Nothing in the alert center ? We use a local smtp server with gmail relay and it's working.

[computer_expert]

Is it possible that google have bumped up the SSL/TLS settings to something more secure that the printers can support?

 

Office 365 can give you a report of what devices are using older versions of SSL/TLS protocols. I don't know if you can get a similar report from google though.

[Sonic007]

Thanks,

 

It looks like now other devices are reporting SMTP problems and won't send.

 

Mos of us access our emails through the website so unaffected but our Business manager prefers Outlook and although she can receive mail, any emails trying to be sent are reporting they cant send via SMTP and remain in the Outbox.

Edited February 25, 2021 by Sonic007

[Steve21]

Are you using LSAs? As they were disabled on the 15th after a long delay, and you'll need to make changes to fix things

 

As an example, regarding your Outlook comment:

 

If you are using an app that accesses your Google account with only a username and password, take one of the following actions to switch to a more secure method and continue to access your email, calendar, or contacts. If you do not take one of the following actions, when LSA access is discontinued after February 15, 2021, you will begin receiving an error message that your username-password combination is incorrect.

 

Email

If you are using stand-alone Outlook 2016 or earlier, you can use G Suite Sync for Microsoft Outlook. Alternatively, move to Office 365 (or Outlook 2019), which support OAuth access.

 

Steve

[caffrey]

That's what I was thinking of, will this affect local smtp relays?

[Sonic007]

Hi,

 

Yes, I assume I am using LSA as to use devices such as Printers or Outlook, or an Android mobile device I have to choose to use Less Secure Apps access.

 

I'm guessing this could be it then. Is there a quick fix?

[caffrey]

You can turn it off, not sure of the ramifications :- https://myaccount.google.com/lesssecureapps

[Steve21]

That's what I was thinking of, will this affect local smtp relays?

 

From my understanding (I'm 365 not GSuite, but just from reading previously) the normal LSA method route was blocked for everything from the 15th, but I think you could still use the restricted SMTP relays aspmx.l.google.com on Port 25 etc instead of smtp.gmail.com but there's a lot of restrictions with it, like it only sends to GSuite users, doesn't use TLS etc, then you need to add it to the whitelisted IP list etc etc, unless those devices support oauth

 

Steve

[caffrey]

@Sonic007 you could rustle up a quick smtp server ?

 

https://support.google.com/a/answer/176600?hl=en#zippy=%2Cuse-the-gmail-smtp-server

[jmcdermott]

We had a an issue with hp printers, solution was to turn on Allow less secure apps, from the below page using the login used to send the email.

https://myaccount.google.com/lesssecureapps?pli=1

[Sonic007]

So installing GWSMO for the business manager has sorted her Outlook issue.

 

It's just these blooming Scan to Email printers which are causing me a headache.

[michaeljbrewis97]

Yes I'm having the same issue I have tried aspmx.l.google.com and port 25. But no luck so far

[Steve21]

Yes I'm having the same issue I have tried aspmx.l.google.com and port 25. But no luck so far

 

Did you do all the whitelisting etc to go with it? It won't work just by changing it without that

 

Steve

[Sonic007]

Thinking of trying another SMTP provider to use for the Printer. Anyone know of any good ones that will work with scan to email?

 

 

Thankyou.

[Michael]

On the surface, the settings look identical to O365 looking here

 

You've verified the password hasn't expired (would be my first thing to check), but then presumably the firewall is set to allow smtp.gmail.com ?

 

I agree that on newer devices, you can check whether smtp.gmail.com (just as I would smtp.office365.com) is resolvable, directly from the MFP which is useful. Presumably it's resolvable on a workstation?

 

The only other issue I've come across before, is that MFPs themselves can and do have a self-signed certificate embedded within the firmware, whether this has expired?

[Michael]

Thinking of trying another SMTP provider to use for the Printer. Anyone know of any good ones that will work with scan to email?

 

 

Thankyou.

 

If you have an unused or alias domain, you could always set it up with O365 (as one suggestion)?

[Sonic007]

Hi all,

 

I've just tried right now adding our printer email address into Outlook and it accepted it fine and can send Email....So why it cant do it from the Scanner is really bugging me.

[Michael]

Hi all,

 

I've just tried right now adding our printer email address into Outlook and it accepted it fine and can send Email....So why it cant do it from the Scanner is really bugging me.

 

Are the SMTP settings on the MFPs themselves and if so what make/model, or are you using something managed like Papercut MF?

[Sonic007]

On the Device itself. No Papercut being used.

 

Strangely 2 of our machines have started sending scans to email again. The other two are still not having it. Going to check firmware and updates next.