how can i get a record of what i scan

[Douglas03]

how can i prove i sent a scan to my customer on my  hp office jet pro 6978

[Gaya1239]

Hi @Douglas03 ,

Welcome to The HP Support Community.  

Thank you for posting your query, I will be glad to help you.

I understand you want to keep a record of what you scan and to prove that you sent a scan to a customer using your HP OfficeJet Pro 6978 All-in-One Printer, you can follow these steps:

1. Saving a Record of Your Scans

When you scan a document, you can save it as a file on your computer or a connected device. Here's how:

Using HP Smart App

1. Install HP Smart App: If you haven't already, download and install the HP Smart app from the HP website or your device's app store.
2. Open HP Smart App: Launch the app and add your printer if it’s not already connected.
3. Scan a Document:
   • Select Scan.
   • Choose Scanner as the input source.
   • Adjust the scan settings as needed.
   • Click Scan.
4. Save the Scan: Once the scan is complete, you can save the document to your computer or cloud storage. The app will usually give you options to save it as a PDF, JPEG, or other formats.
5. Keep Records: Save the scanned file in a dedicated folder on your computer or in a cloud storage service for easy access later.

Using Printer Software

1. Open HP Printer Assistant: This software is typically installed with your printer drivers. You can find it by searching "HP Printer Assistant" in your computer’s start menu.
2. Scan a Document:
   • Go to Scan.
   • Select Scan a Document or Photo.
   • Adjust the scan settings.
   • Click Scan.
3. Save the Scan: Save the scanned document to a specified folder on your computer.

2. Proving You Sent a Scan to Your Customer

Emailing the Scan

Send via Email:

• After scanning the document, you can attach it to an email directly from the HP Smart app or using your email client.
• Use an email service that provides a "sent" folder or a delivery receipt option.
• Make sure to include the customer's email address and any relevant details in the email body.

Request Delivery and Read Receipts:

• When composing the email, you can request a delivery receipt and a read receipt. This can typically be done by checking the relevant options in your email client (e.g., Outlook, Gmail).
• A delivery receipt confirms that the email was successfully delivered to the recipient's mail server.
• A read receipt requests the recipient to acknowledge when they have opened the email.

Keeping a Log

Maintain an Email Log:

• Save copies of sent emails with attachments in a dedicated folder within your email client.
• This can serve as proof that you sent the document.

Use Email Management Tools:

• Tools like Gmail, Outlook, or other email services often provide features to track sent emails, including the time and date they were sent.

Refer to this document: HP OfficeJet Pro 6978 All-in-One Printer User manual

I hope this helps. 

Take care and have a good day.

Please click “Accepted Solution” if you feel my post solved your issue, it will help others find the solution. 

[Gaya1239]

Hi @Douglas03 ,

Welcome to The HP Support Community.  

Thank you for posting your query, I will be glad to help you.

I understand you want to keep a record of what you scan and to prove that you sent a scan to a customer using your HP OfficeJet Pro 6978 All-in-One Printer, you can follow these steps:

1. Saving a Record of Your Scans

When you scan a document, you can save it as a file on your computer or a connected device. Here's how:

Using HP Smart App

1. Install HP Smart App: If you haven't already, download and install the HP Smart app from the HP website or your device's app store.
2. Open HP Smart App: Launch the app and add your printer if it’s not already connected.
3. Scan a Document:
   • Select Scan.
   • Choose Scanner as the input source.
   • Adjust the scan settings as needed.
   • Click Scan.
4. Save the Scan: Once the scan is complete, you can save the document to your computer or cloud storage. The app will usually give you options to save it as a PDF, JPEG, or other formats.
5. Keep Records: Save the scanned file in a dedicated folder on your computer or in a cloud storage service for easy access later.

Using Printer Software

1. Open HP Printer Assistant: This software is typically installed with your printer drivers. You can find it by searching "HP Printer Assistant" in your computer’s start menu.
2. Scan a Document:
   • Go to Scan.
   • Select Scan a Document or Photo.
   • Adjust the scan settings.
   • Click Scan.
3. Save the Scan: Save the scanned document to a specified folder on your computer.

2. Proving You Sent a Scan to Your Customer

Emailing the Scan

Send via Email:

• After scanning the document, you can attach it to an email directly from the HP Smart app or using your email client.
• Use an email service that provides a "sent" folder or a delivery receipt option.
• Make sure to include the customer's email address and any relevant details in the email body.

Request Delivery and Read Receipts:

• When composing the email, you can request a delivery receipt and a read receipt. This can typically be done by checking the relevant options in your email client (e.g., Outlook, Gmail).
• A delivery receipt confirms that the email was successfully delivered to the recipient's mail server.
• A read receipt requests the recipient to acknowledge when they have opened the email.

Keeping a Log

Maintain an Email Log:

• Save copies of sent emails with attachments in a dedicated folder within your email client.
• This can serve as proof that you sent the document.

Use Email Management Tools:

• Tools like Gmail, Outlook, or other email services often provide features to track sent emails, including the time and date they were sent.

Refer to this document: HP OfficeJet Pro 6978 All-in-One Printer User manual

I hope this helps. 

Take care and have a good day.

Please click “Accepted Solution” if you feel my post solved your issue, it will help others find the solution.