Scan log displays a Scan‑to‑Email failed message

Issue description

Intermittent Scan-to-E-mail failure. Issues may appear as:

• Scan Log displays a scan-to-e-mail failed message.
• SMTP gateway (e-mail server) has file size restrictions for policy reasons or other.
• The Mail Server Response on the Scan Log may specify a File Size Error message.NOTE: The actual error message varies and is dependent upon individual configuration preferences.
• The e-mail server may respond with a file size error message.

Solution

Decrease the max file size on the MFP. This setting helps respect your e-mail file size policy.

1. Open the MFP embedded web server. e.g., http://MFP_IP_Address, where IP Address is the individual TCP/IP address of the MFP.



2. Click on Settings.



3. Click on E-mail/FTP settings.



4. Click on E-mail settings.



5. Specify the Max E-mail Size in KB.



6. Enter a Size Error Message; e.g., the file's size exceeds e-mail server limitations.



7. Click Submit.

For the X64xe, X78xe X85xe, X945xe Series MFP path: Configuration > E-mail/FTP settings > E-mail Server Setup. A value of '0' means that no limit is set.

Explanation

• In order to scan to e-mail, a conversion of the scanned data must take place.
• The scan data is converted from binary to base64.
• The conversion increases file size by ~33%.
• This data conversion process is reversed after receipt of the appended e-mail attachment and the file size is returned to its original file size.
• For example, a 4000KB file will actually be sent as a ~5320KB file.