Secure Scan to E-mail Administrator's Guide June 2013 A00 www.dell.com | dell.
Contents 2 Contents Overview.....................................................................................................3 Configuring Secure Scan to E-mail................................................................4 Configuring printer settings for use with the application.........................................................................4 Configuring TCP/IP settings ........................................................................................................................
Overview 3 Overview Secure Scan To E‑mail is an application that runs in place of the standard printer e‑mail function and lets you digitally sign and encrypt e‑mail sent from the printer. Additional required applications For the security features of the application to work correctly, the following must be installed and running on the printer: • Smart Card Authentication Client.
Configuring Secure Scan to E-mail 4 Configuring Secure Scan to E-mail Configuring printer settings for use with the application Even if the printer has been set up previously, make sure all settings have been configured to enable the security features of the application to work correctly. Configuring TCP/IP settings Make sure all necessary TCP/IP settings have been configured. 1 From the Embedded Web Server, click Settings or Configuration. 2 Click Network/Ports > TCP/IP.
Configuring Secure Scan to E-mail 5 • Reply Address—Make sure this field is cleared. • Use SSL/TLS—Select Disabled, Negotiate, or Required to specify whether e-mail will be sent using an encrypted link. 4 Under the Authentication heading, configure the following settings: • SMTP Server Authentication—If the SMTP server requires user credentials, then select Kerberos 5. If Kerberos is not supported, then select No authentication required.
Configuring Secure Scan to E-mail 6 Configuring the address book Configuring these settings enables users to search your network global address book for e-mail addresses. 1 From the Embedded Web Server, click Settings or Configuration. 2 Click Network/Ports > Address Book Setup. 3 Configure the following settings: • Server Address—Type the host name (not the IP address) of the LDAP server. • Server Port—Enter the server port number that will be used for address book lookups.
Configuring Secure Scan to E-mail 7 Configuring e‑mail encryption 1 Access the application configuration settings from the Embedded Web Server. 2 Configure the following settings: • Encrypt E‑mail—Do one of the following: – Select Prompt User to let users choose to encrypt their e‑mail. – Select Disabled to disable encryption. – Select Always Encrypt to require all e‑mail to be encrypted.
Configuring Secure Scan to E-mail 8 8 If necessary, expand the Function Access folder. 9 From the E‑mail Function drop‑down menu, select your security template. 10 Click Submit. 11 Access the authentication module application configuration settings from the Embedded Web Server. 12 Configure the setting that specifies where to retrieve user e‑mail addresses when sending e‑mail. 13 If necessary, configure the other authentication module settings. 14 Click Apply.
Using Secure Scan to E-mail 9 Using Secure Scan to E-mail Note: If users log in to the application manually (using a user name and password), then you must enable the authentication module application setting that prompts the printer to retrieve all user information before allowing users to access secured applications. This ensures that a manual login user’s e‑mail address is stored in the login session and is available for use with Secure E‑mail.
Using Secure Scan to E-mail 10 • If the message “Encryption certificate not found for one or more recipients” appears, then touch Next to send encrypted e‑mail only to recipients who have encryption certificates (recipients who do not have encryption certificates will not receive the e‑mail), or return to the home screen to cancel the sending of the e‑mail.
Troubleshooting 11 Troubleshooting Secure Scan to E-mail issues “The e‑mail cannot be sent because your e‑mail address could not be retrieved” error message This error occurs when the authentication module could not retrieve the user’s e‑mail address. Try one or more of the following: MAKE SURE THE PRINTER E‑MAIL FUNCTION IS SECURED For the authentication module to retrieve user e‑mail addresses, the printer e‑mail function must be secured correctly. See “Securing access to the application” on page 7.
Troubleshooting 12 If you configured the application to require e‑mail to be digitally signed, then the second error message is shown to users who do not have signing certificates. These users cannot send e‑mail. If you want all e-mail sent from the printer to be digitally signed, then make sure a signing certificate is available for each user.
Troubleshooting 13 “No encryption certificates could be found for any of the addresses you entered. Press Next to send the e‑mail without encryption” or “The e‑mail cannot be sent because encryption certificates could not be found for any recipients” error message These errors indicate that none of the recipients the user tried to send an encrypted e‑mail to have encryption certificates.
Troubleshooting 14 PROVIDE THE SERVER HOST NAME IF THE SMTP SERVER USES KERBEROS If the SMTP server uses Kerberos for authentication, then you must provide the server host name, not the IP address. 1 From the Embedded Web Server, click Settings or Configuration. 2 Click E-mail/FTP Settings > SMTP Setup. 3 Under the SMTP Setup heading, verify or correct the following settings: • Primary SMTP Gateway—Type the host name (not the IP address) of the primary SMTP server the printer uses for sending e-mail.
Troubleshooting 15 VERIFY THAT THE ADDRESS BOOK SETUP CONTAINS THE HOST NAME FOR THE LDAP SERVER 1 From the Embedded Web Server, click Settings or Configuration. 2 Click Network/Ports > Address Book Setup. 3 Verify that the host name (not the IP address) of the LDAP server appears in the Server Address field. 4 Click Submit. IF THE LDAP SERVER REQUIRES SSL, THEN VERIFY OR CORRECT THE ADDRESS BOOK SETUP SETTINGS 1 From the Embedded Web Server, click Settings or Configuration.
Appendix 16 Appendix Accessing application configuration settings using the Embedded Web Server 1 Obtain the printer IP address: • From the printer home screen • From the TCP/IP section in the Network/Ports menu • By printing a network setup page or menu settings page, and then finding the TCP/IP section Note: An IP address appears as four sets of numbers separated by periods, such as 123.123.123.123. 2 Open a Web browser, and then type the printer IP address in the address field.
Appendix 17 3 Click Configure, and then do one of the following: • To export a configuration to a file, click Export, and then follow the instructions on the computer screen to save the configuration file. Note: If a JVM Out of Memory error occurs, then repeat the export process until the configuration file is saved. • To import a configuration from a file, click Import, and then browse to the saved configuration file that was exported from a previously configured printer.
Notices 18 Notices Edition notice June 2013 The following paragraph does not apply to any country where such provisions are inconsistent with local law: THIS PUBLICATION IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you.
Notices 19 property rights in and to Software are owned and retained by the manufacturer or owner of the Software. All rights not expressly granted under this Agreement are reserved by the manufacturer or owner of the Software. By opening or breaking the seal on the Software packet(s), installing, downloading, activating the Software, click-accepting these terms, or using the Software, you agree to be bound by the terms of this Agreement.
Notices 20 PARTICULAR PURPOSE OR ANY WARRANTY REGARDING TITLE OR AGAINST INFRINGEMENT, FOR THE SOFTWARE AND ALL ACCOMPANYING WRITTEN MATERIALS. THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS; YOU MAY HAVE OTHERS, WHICH VARY FROM JURISDICTION TO JURISDICTION.
Notices 21 U.S. Government Restricted Rights The software and documentation are "commercial items" as that term is defined at 48 C.F.R. 2.101, consisting of "commercial computer software" and "commercial computer software documentation" as such terms are used in 48 C.F.R. 12.212. Consistent with 48 C.F.R. 12.212 and 48 C.F.R. 227.7202-1 through 227.7202-4, all U.S. Government end users acquire the software and documentation with only those rights set forth herein.
Notices 22 Copyright (c) 2001 Markus Friedl Copyright (c) 2002 Olaf Kirch Copyright (c) 2003 Kevin Stefanik Redistribution and use in source an binary forms, with or without modification, are permitted provided that the following conditions are met: 1. Redistributions of source code must retain the above copyright notice, this list of conditions, and the following disclaimer. 2.
Index 23 Index A accessing application configuration settings using the Embedded Web Server 16 additional required applications 3 address book securing 7 address book setup 4 application configuration settings accessing 16 applications licensing 16 C cannot encrypt e‑mail for one or more recipients 12 D digital signing configuring 6 DNS settings configuring 4 E e-mail sending 4 e-mail address book 4 e-mail scan settings configuring 4 Embedded Web Server accessing application configuration settings 16 e
Index the e‑mail cannot be sent because encryption certificates could not be found for any recipients 13 the e‑mail cannot be sent because your signing certificate could not be found 11 unable to connect to the e-mail server 13 users cannot automatically e‑mail themselves a copy 14 U unable to connect to the e-mail server 13 user e‑mail addresses retrieving 7 users cannot automatically e‑mail themselves a copy 14 24
