M477fdn scan-to-email fails because SMTP password is too long

[Jorabi]

I need to use a new SMTP service for outgoing scans from the M477. The password is 90 characters long (the service generates a key that long). The password field in the printer's web interface is about 65 characters. Of course, the sending fails. Any ideas for a workaround? The front panel does not offer SMTP configuration; only the web console does.

An online SMTP test tool (https://www.gmass.co/smtp-test) sends a test message no problem with the same settings. I love that site because you can see the server dialog in the terminal window, which is a great help for troubleshooting.

[Dragon-Fur]

@Jorabi 

Welcome to the HP English Community --

Most email providers do not any longer allow "less secure apps" and instead have moved to requiring 2FA (2-step verification) for all printer to server email.   2FA includes the creation and use of an App Password to be used in place of the regular email login password.

So, I don't know.

Whether or not your email provider allows plain passwords (less secure apps) to be used with their printer to server traffic is perhaps less important (in this instance) than what the printer and the Scan to Email Profile supports.

I'm not sure how you'd bypass a hard-coded password length limitation.

If the email provider supports 2FA, then perhaps bypass trying to use the very long password by enabling 2FA and creating an App Password to be used in Scan to Email.

Perhaps ask the email provider whether they have a workaround you can use.

HP Color LaserJet Pro MFP M477 - User Guide

Starting on Page 75

Different Printer 

Example - EWS - Scan to Email - SMTP - Profile

EWS_9025_Scan_to_Email_Setup_8

=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=

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[Jorabi]

OK thanks. The 90-character password IS the app password. I generated it for the scanner. I contacted the provider and they manually created a special 60-character password just for me so I could use it with the scanner. Two SMTP test sites worked perfectly. Those sites show the console, no errors.

But the HP still does not work. The new password fits comfortably in the field. But the 'Test and Save' looks like it's working then errors out. "Username or password is incorrect". I copied and pasted all the settings from the provider, the same as I used at the test sites, into the HP console.

I wish there were a log of the SMTP dialog between the scanner and the server. Is there one hidden somewhere? It might be instantly obvious what the problem is. I tried using Wireshark to capture the SMTP packets, without success. I also tried setting up a Syslog server on my PC and having the HP log to it, but it looks like it does not include anything to do with SMTP.

[Dragon-Fur]

@Jorabi 

You are welcome.

In so much that I am aware, the tracking of SMTP data can certainly be done -- I don't have access to anything provided by HP for such a task.

If the problem is related to the Profile and destination you are using, then testing with another email address might be worth exploring.  For example, test a destination address with a standard, private G-Mail account.  I understand that does not actually do anything to fix the problem with the service you want to use.

I might be missing something obvious, of course.

If I find anything in my notes that might be useful I'll post back.

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[Jorabi]

I took your advice and tried changing the settings back to their previous working settings. Even though the length of the password was still going to be a problem, which is now solved by the provider shortening it, there is a new problem ... the printer cannot send email at all, regardless of SMTP server, with the web console giving the error that Username or Password is incorrect:

using these settings:

I generated a new app password in google and used it above. I also generated a new app password for the SMTP tester, all other settings the same, and it passed. HP must have some stricter security tests? But it worked fine in the past. And I'm sending through google with a working google username, new app pwd, to a G-Mail account. I'm flummoxed!

[Dragon-Fur · Accepted solution]

@Jorabi 

More guessing...

Perhaps -- for the test, match the two default / from addresses.

Remember:  We are a public website -- what you place in images is visible to those seeking private information.

For example -- Consider - matched Default Profile addresses --

SMTP User ID= jarobi-rabbiits1@G-Mail-com 

and

Default From E-mail Address: jarobi-rabbits@G-Mail.com 

Perhaps - Restart Web Services

Looking at the HP Color LaserJet Pro MFP M477 - User Guide, see page 96 (also can be checked on the printer control panel)

I don't have a way to test for you -- my current EWS Email Servers and Default Options setup is similar to but not the same as your older laser printer format.  In fact, neither is your printer the same as my older SMTP capable OfficeJet inkjet from which my earlier example was made.  I believe, based on the older OfficeJet Pro printer (long gone) and my current OfficeJet Pro 9135e that the underlying SMTP format has not changed -- that is, what worked should work.

At some point, you might consider at least a completing power restart / reset on the printer :

Unplug while on -- wait two minutes - plug into a standard wall outlet and boot --

I've had to -- for other reasons entirely -- set my 9135e back to Factory defaults.  Painful due to the amount of customization I'd done previously but worth it in the sense that it fixed the issue of that time.

  HP Color LaserJet Pro MFP M477 - User Guide Page 114

If I think of anything else, I'll post back.

Reference - EWS - Scan to Email - Default Options

EWS_9135_Quick_Sets_Email_PDF_1-2_3

EWS_9135_Quick_Sets_Email_PDF_3_3

EWS_9135_Quick_Sets_Email_PDF_4-5_3

EWS_9135_Scan_to_Email_Default_Options_8

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[Jorabi]

It's working! I power cycled it for about 15 minutes. Tried again, still bad password. Then I turned off 2FA on Google, which deleted all app passwords. Tried the test again using my main G-Mail account password. As expected, did not work. Turned 2FA back on, generated a new app password, tried it, worked!  Starting from ground zero with Google and/or the HP set something straight, whatever it was lol. Thank you for your help!

[Dragon-Fur]

@Jorabi 

Excellent -- and you are welcome!

It makes sense, too.

I've had to do similar though it's been a minute.

In general, I've only had to flush 2FA / App Passwords once or twice over the last year and some.

Good Job!

If you are interested, HP Smart  - Shortcuts has an elementary email capability.

Shortcuts are not flexible -- Each HP Smart Shortcut is hard coded for both sender and recipient(s).

That said, if the only thing changing is the scan (or Imported image), Shortcuts provide a decent alternative.

HP Smart Shortcuts work nicely if you can sit at your device (computer, tablet, phone) and use the app. 

Depending on the printer and whether it supports Shortcuts on the Printer Control Panel, AND whether everything cooperates, you might be able to use HP Smart Shortcuts at the printer.    ?

FYI only

General Examples - HP Smart - Shortcuts

Example - HP Smart - Shortcuts - Cloud Save - PDF

Includes Printer Settings > Shortcuts Access

HP_Smart_Shortcuts_Cloud_Save_PDF_9

Example - HP Smart - Shortcuts - Email (one or more recipients)

HP_Smart_Shortcuts_Create-Edit-Execute_4

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