Printer asks for user account login while guest permissions are set correctly in EWS

[danny253]

My company bought a new printer: the HP Color LaserJet Pro MFP 3302fdw. I have set it up to scan to email, but every time me and my colleagues want to scan a document, the printer prompts us to log in. While we can do that, it's a hassle and takes time. Because we are a very small company, we would like to turn this off.

So I went into the EWS and under Security > Access Control, I gave guests permission to perform all actions. I applied the settings, restarted the printer, but it still kept prompting to log in when we select scan to email.

I contacted HP Support via WhatsApp (edited), but the support agent was not able to help me. I kept getting copy-paste answers that often weren't even related to the issue. We didn't get further than "perform a factory reset", which I'm certain will not fix the issue and will only cause me a lot of additional work, having to reconfigure everything. Hopefully, I can get a proper solution here.

[Dragon-Fur]

@danny253 

Welcome to the HP Community --

Dragon Comments

Offered FYI

I am not aware of a method to bypass the embedded printer security.

Means nothing -- I'm not a Printer Whisperer.

True -- Factory resets can be painful in terms of recreating your custom configurations.

I've set my printer back to Factory when it was unavoidable. 

One Star experience - Not recommended.

There are perhaps options other than simply trying to bypass the security.

For example, opening up the entire EWS to "Guests" with sign-in privilege is great unless and until the "new guy" can't print and decides to Restore the printer to Factory setup.

Within the EWS security environment, you know you can add a new Permission Set

For example:  Office Staff

Next, in "Printer User Accounts",

Add + (a new user) > Create a central User Name / Display Name / Email credentials / Password

Assign the new user account to Permission Set Office Staff

General Example - Security > Access Control - Permissions / Printer User Accounts

EWS_9135_Security_Access-Control_Permissions_Printer-User-Accounts_4

Back in Sign-in Permission Policies, lock (disable) the most sensitive areas.

For example, 

Perhaps Lock Office Staff out of Support, Quick Sets, Network

True - the members still have to sign-in

This method can be made to support the use of a central repository (same email destination).

For example -- Users can all use the same email and login / password.

 Someone leaves? 

Change the Email password of that central email repository (account).

Is this better?

No, just different.

The described example hints at what can be tried instead of opening EWS to all Guests who have sign-in credentials.

What else?

A Review --

HP App / HP Smart Shortcuts are clever devices and perhaps worth another look.

Perhaps create / use HP App / HP Smart Shortcuts

Each shortcut can include one or more email address recipients.

True --

• This method limits the title of the email and any added text (Body) to the information added when the Shortcut is created.
• The upload of the scanned content from the printer to the server Shortcut can take a bit (a minute, more / less).

Because the user is sending the email from their own device, there is no signing into the printer.

True -- you need a separate Shortcut for each recipient or list of recipients.

You could, if desired, create a single / central email address that is used by all office members.

For example

Create the HP App / HP Smart Shortcut --

In this case, the Shortcut will be of type "Email"

Enter the email address(es) of the recipient(s).

Save the new shortcut.

Take a supported phone and the content to be scanned to the printer .

Load content onto Printer Flatbed (glass) or into ADF

Use supported iPhone > HP App / HP Smart to Scan the content

After "Done", select as next Action:  Shortcuts

Select the Shortcut created for the purpose of sending the content to the destination email for this job.

Scan the content > Call the appropriate Shortcut

HP_Smart_Shortcuts_Create-Edit-Execute_4

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Message Content References

User Guide – HP Color LaserJet Pro MFP 3301-3304/3388 Series

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References / Resources

HP Printer Home Page - References and Resources

Learn about your Printer - Solve Problems

“Things that are your printer”

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NOTE: Content depends on device type and Operating System

Categories: Warranty Check, Alerts, Troubleshooting, Ink & Paper, HP Software & Drivers / Firmware Updates, Setup & User Guides, Product Specifications, Account & Registration, Warranty & Repair

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 Enter the device type and model name of your HP product

OR

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OR

HP Color LaserJet Pro MFP 3302fdw  

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[danny253]

Thank you for your extensive answer, but it's not what I'm looking for.

If we are essentially being forced into a security policy we don't want because of technical limitations of the device, I think we'll be returning the printer and going for a different brand that does allow us to control this ourselves.

[Dragon-Fur]

@danny253 

You are welcome.

"Yeah, but" 

We never judge what people do.

I hope you find what you want that fits your security needs.

Thank you for participating in the HP Community --

Real people who own, use, and support HP devices.

Click Yes to say Thank You for the help !

Question / Concern Answered, Click my Post "Accept as Solution"