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IT Bulletin: On May 30th, 2022, Scan to email may fail if new security settings are not applied

Posted on April 29, 2022

On May 31st 2022, Google will make a significant change to its email security requirements which will cause scan to email on all MFP/Copiers to Fail that do not already utilize their new App Password requirement.  App Password is a secure one-time generated password that can be utilized for services like scan to email. If you do not make this change by May 31st, 2022, your scan to email will fail.

The following is a simple step-by-step guide utilized to update your MFP/Copier to this new requirement.  If you have further questions, please refer to the Google Article link here.

To determine if this applies to you, follow these simple steps:

  1. Scan to yourself from your MFP/Copier
  2. Look at the FROM email address and if it ends with @gmail.com, then the following instructions applies to you.

Please contact your IT provider as this service is not included in your MFP service agreement.  **Centric can provide support for a fee through our professional services team if you require additional assistance.

Google Account Settings: 

  1. Login to the Google Account: https://accounts.google.com/

Note: If you do not know your password, DO NOT RESET PASSWORD as it will break your scan to email settings.  Please call your IT Provider or Centric** for assistance.

  1. Select icon for the Google Account (top right corner)
  2. Select Manage Your Google Account
  3. Select Security
    Screen Shot 2022-04-21 at 3.45.55 PM
  4. Scroll down
  5. Select 2-Step Verification
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  1. Select GET STARTED 
    10. Re-enter the Gmail account password
    11. Enter a mobile phone number (must be able to receive texts)

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    12. Select NEXT
    13. Enter the verification code received in the text
    14. Select NEXT
    15. Select TURN ON to enable 2-Step Verification
    16. Return to the Google Account settings
    17. Select App passwords

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    18. Re-enter the Gmail account password
    19. Use the Select app dropdown to choose Other (Custom name)

    Screen Shot 2022-04-21 at 3.46.57 PM

    20. Enter the corresponding MFP name or model and select GENERATE 
    21. Enter a device name.
    22. Copy and save the generated password EXAMPLE PASSWORD BELOW:
    NOTE: This password will only display once (please record this) 

    Screen Shot 2022-04-21 at 3.50.39 PM
    1. Select DONE 
    2. Apply this username and password for SMTP settings on all MFP’s and applications.