Disable Scan to Email on a HP OfficeJet Pro 6978

[TechGuyDrew]

Due to the underwhelming security of the Scan to Email App I am trying to disable users from accessing it, however can't find out how to do so. I should note that taking the printer off of the network is not an option and would be happy if I could actually configure the SMTP settings, but it doesn't look like that is possible.

[Dragon-Fur · Accepted solution]

@TechGuyDrew 

Maybe easiest of all - control who can use ePrint app (used in Scan to Email) by setting the "Allowed Senders" in ePrint to include only those people you want to be able to use the service.

Managing Allowed Senders for HP ePrint

Some ideas / places worth a look...

Options depend on your printer:

1. Not all printers support all features
2. Not all printers support all methods to set up / control available features.

Assuming the printer is on the network:

Use the Embedded Web Server (EWS) to configure / manage your printer.

NOTE: 

Some settings / options depend on the printer model.

For example, some printers provide Scan to Email / ePrint as an application on the printer control panel as opposed to allowing the setting / setup to be controlled / set within EWS.

From your User Guide, Page 34

From Home screen, touch Apps, and then touch Scan-to-Email app

Open EWS on your computer browser

Open your favorite browser > type / enter Printer IP address into URL / Address bar

Extreme

Depending on the options available on your printer:

You can lock the printer using a printer password and then switch off the HP ePrint / Scan to Email application in Web Services.

Caveat

The use of a printer password not particularly recommended due to the issues that can result later.  For example, if you lose the password, it is lost and the printer must likely be reset using menu options that we cannot provide (due to our Community guidelines having to do with device security).  Having said that, I have a printer password set.  I am prepared to deal with any consequences of doing so.  Personal choice.

Just short of that extreme option but related - As Available...

Use the Embedded Web Server (as you would to set / remove the printer password) and instead of setting the password AND removing access to HP ePrint, simply remove the option from the EWS home page (use Personalize) and then uncheck the setting(s) in EWS > tab Settings > Security > Administrator Settings

For example, switch off Web Services (though this in itself may be a bit "much") and / or just uncheck ePrint.

And / Or, switch off the Scan to Email setting (as available, model dependent, located under Digital Send)

Apply the change and check the outcome

NOTE:  Unlikely, although possible, you might have to switch the printer off / on to see any updated display.

This is a bit less secure since without a password, the administrator settings can be set to add back in any "removed" options.

Alternatively, switch OFF Web Services

Again, could be switched by on by one of the users and the setting may impact other resources.

References include but may not be limited to...

How to >

Topic Print

Subject List Print Apps, ePrint or Mobile Printing

Lots of documents, including:

•  Printing with HP ePrint
•  Setting Up an HP Connected Account
• Updating your HP Connected Account Information
• Using the Printer Embedded Web Server (EWS)
• How to Scan (Windows)
• User Guide > Chapter 4 Copy and Scan, Chapter 6 Web Services, Chapter 9 Printer Management Tools
• HP Connected > How to > Setting Up and Using HP ePrint

Website Support Troubleshooting, How-to, Video Tutorials

• HP Connected

Partial Excerpt:

Scan to Email – Methodology

The basic methodology used with "Scan-to-Email" and “ePrint” is (printer) model dependent. 

Help for Scan to Email Accounts – Printer Control Panel

HP Printers - Scan to Email Cannot Access Email Accounts

EWS Scan to Email Setup

If the printer is on the network and the printer supports sending direct to email, look for the Scan to Email setup in the Embedded Web Server (EWS).

Example – EWS Scan to Email Setup

Open your favorite browser > type / enter Printer IP address into URL / Address bar

Tab Scan > Scan to Email > Scan to Email Setup

“Apps” Scan to Email Setup

Printers without the ability to connect directly to the smtp server might use the Scan-to-Email App.    On some printers the Scan to Email App is available on the printer's front panel in "Apps".

Web Services (running on the printer) is used to communicate between the printer and the Cloud servers where the email is processed.  For this reason, Web Services must be running on the printer: HP Printers - Turning on Web Services

Example – “Apps” Scan to Email Setup

On the printer control panel > Touch Scan > Touch Email

Follow the prompts:  Welcome > Continue > Add your Email address > Done > Continue

Wait for your PIN number to be sent (emailed) to the email address > Open email, read PIN

Touch Continue > PIN > Enter Pin number > Done

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Still need help?  Want more information?  Search for solutions...

Reference and Resources – Places to find (more) help and learn about your Printer

Printer Homepage – “Things that are your printer”

NOTE:  Content depends on device type

Drivers / Software / Firmware Updates, How-to Videos, Bulletins/Notices, Lots of How-to Documents, Troubleshooting, User Guides, Product Information, more

HP OfficeJet Pro 6978 All-in-One Printer

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[TechGuyDrew]

Thank you for this. The web interface for this model is very lacking compared to most other r printers we have from HP and Brother. I have disabled all web services but didn't think of trying the scan to email app after that. I am out all next week but will let you know what I find when I'm back at work.

[Dragon-Fur]

@TechGuyDrew 

You are welcome.

Yes, some models provide much more in the way of configuration and features than do others. 

I added a number of things to check simply because while the printers I have (had) do support a full-featured kind of environment, some mid (and budget grade) consumer printers lack the "finer points" of control and access.  I have had occasions to be caught, "Well, nice for you, but my printer won't do this!"  Wry Smile here.

In general, unless you have a bunch of mavericks in your office (or home), simply switching off Web Services and a stern admonishment, "Stay out of this" may do the trick.  On the other  hand, no one likes to be told "No". 

It is quite possible I missed something (at least "one" something) - Another Expert may chime in and remind us of the "obvious" answer.  

Good Luck.

Thank you for participating in the HP Community Forum.

We are a world community of HP enthusiasts dedicated to supporting HP technology.

Click Thumbs Up on a post to say Thank You!

Answered? Click post "Accept as Solution" to help others find it.