How to setup Scan to Email using Gmail (imagePROGRAF MFP Z36 Scanner)
Article ID: FAQ100661 | Date published: 06/01/2022 | Date last updated: 06/01/2022
 

Answer

On May 30 2022, Google stopped all applications from using the "Less Secure apps" sign-in technology. This will prevent SmartWorks MFP using Google's SMTP email service as it does today.
To help keep Google accounts secure, Google will no longer support the use of third-party apps or devices that sign in to a Google Account using your username and password.
This only affects customers who Scan to Email using a Gmail account.

Google has provided a means to overcome this restriction by allowing a unique password to be set up for a specific application called "App Password". An App Password is a 16-digit password (E.g. abcd-efgh-ijkl-mnop that allows a named app to access a Google Account.

Configure a Google Account to allow sign-in with an App Password:
  1. Turn on 2-Step Verification
    You must enable 2-Step Verification before you can use App Passwords. This adds a security layer to an account meaning you sign in with a password and another form of identification (E.g. a passcode received via text message on your phone).

    Activate 2-Step Verification:
    • Sign in to your Google Account.
    • Select Security.
    • Scroll to "Signing in to Google" and enable "2-Step Verification" and follow the on-screen steps.

    • NOTE: If your Gmail account is associated with your work or college etc, you might not be able to set up 2-Step Verification. In this case, contact your local administrator.
       
  2. Create an App password.
    Create an App Password for SmartWorks MFP.
    • Access your Google Account.
    • Select Security.
    • Scroll to "Signing in to Google" and select "App Passwords" (you will need to re-enter your normal Google account password).
    • Click "Select app" and select "Other (Custom name)".
      Create an App Password
    • Enter "SmartWorks MFP" and click GENERATE.
      Click GENERATE to create password
    • Record the 16 digit App Password. If your Gmail account is associated with your work or college etc., you might not be able to create an App Password. In this case, contact your local administrator.
       
  3. Enter the App Password in SmartWorks MFP.
    • In SmartWorks MFP, configure the Email Settings and replace the SMTP Default Login Password with the new 16-character SmartWorks MFP App Password and select "Keep password".
      Enter App Password and select

    Similar to a personal password, this App Password gives SmartWorks MFP complete access to the Google Account from where it was generated.
    The App Password is encrypted inside SmartWorks MFP keeping it secure and there is no need to re-enter it, so there is no need to share it with anyone.