Copier On-Device Scan Folder

How the on-device scan folder works

The copier stores scanned documents on its own internal drive. Authorized users open the copier’s network share, web interface or document utility to download the files.

Compatibility check

1. Print the copier’s configuration page and record its model, firmware and network address.
2. Confirm that the copier has an internal storage device or document-storage option.
3. Confirm that the model supports sharing an internal box through SMB, Web Connection or a supported document utility.
4. Check which SMB versions the copier supports. Use SMB2 or SMB3 whenever available.
5. Confirm that TCP port 445 is allowed only on the trusted local network.
6. Check storage capacity, file-size limits, retention settings and supported scan formats.

Konica Minolta Public User Box

On supported bizhub models, Share SMB File allows the machine to act as an SMB server and share documents stored in a Public User Box.

1. Open the copier’s Web Connection page by entering its network address in a browser.
2. Sign in as the copier administrator.
3. Open Network, SMB Setting and SMB Server Settings. Exact wording varies by model.
4. Turn on SMB Server Settings and Share SMB File.
5. Select SMB2 or SMB3 when the device provides a protocol-version setting.
6. Apply the changes and restart the network service or copier if requested.

Create the scan repository

1. Open User Box, Box Registration or User Box List.
2. Create a new Public User Box.
3. Name it Scan Folder or another clear department name.
4. Assign a unique box number supported by the copier.
5. Create a strong password that is different from the administrator password.
6. Enable Share SMB File for this box when the option appears.
7. Set automatic document deletion, such as one to seven days, when business requirements permit.
8. Set a storage quota when the copier supports one.
9. Save the box and record its approved network share name.

Recommended account design

Register the scan destination

1. Open Address Book, One-Touch Registration or Scan Destination Registration.
2. Select User Box as the destination type when available.
3. Search for or select the Public User Box created earlier.
4. Enter a display name such as Scan Folder.
5. Add the destination to Favorites when staff will use it regularly.
6. Choose PDF as the default file format.
7. Set a practical default resolution such as 200 or 300 dpi.
8. Save the destination.

Test scanning into the box

1. Place one non-confidential test page in the document feeder.
2. Select Scan or Fax/Scan.
3. Select the Scan Folder or User Box destination.
4. Select PDF, 200 dpi and black-and-white for the first test.
5. Enter a simple filename without unusual punctuation.
6. Start the scan.
7. Open the User Box at the copier panel and confirm that the document appears.

Find the copier share in Windows

1. Press Windows key and R.
2. Enter \\copier-IP-address or \\copier-hostname.
3. Select the share that corresponds to the Public User Box.
4. Enter the copier storage account, box number or credentials required by that model.
5. Open the folder and confirm that the test PDF appears.
6. Copy the PDF to the user’s normal document folder.
7. Confirm whether users can only download or can also rename and delete files.

Map the copier folder in Windows

1. Open File Explorer and select This PC.
2. Select the three-dot menu, then Map network drive.
3. Choose an unused drive letter.
4. Enter the complete copier share path, such as \\copier-hostname\share-name.
5. Enable Reconnect at sign-in only for trusted, assigned computers.
6. Select Connect using different credentials when the copier requires separate credentials.
7. Enter the approved copier box account and password.
8. Select Finish and verify the test PDF.

Connect from macOS

1. Open Finder.
2. Select Go, then Connect to Server.
3. Enter smb://copier-hostname/share-name or the copier’s address.
4. Select Connect.
5. Enter the User Box or SMB credentials required by the copier.
6. Select the shared User Box.
7. Copy the test scan to the user’s Mac.
8. Eject the network share when finished on shared computers.

Linux Mint access

1. Open the Files application.
2. Select Other Locations.
3. Enter smb://copier-hostname/share-name.
4. Select Connect.
5. Enter the approved copier credentials.
6. Open and copy the test PDF.
7. Disconnect after use on shared workstations.

Command-line testing when Samba client tools are installed:

smbclient -L //copier-hostname -U approved-user

Phone and tablet access

Security and privacy controls

• Use SMB2 or SMB3 and current copier firmware.
• Restrict TCP port 445 to approved local networks.
• Use a separate User Box for each department or security group.
• Use unique box numbers and passwords.
• Enable encryption of the copier’s internal drive when available.
• Enable automatic deletion and storage quotas.
• Do not store medical, financial or personnel records longer than necessary.
• Enable audit logging when the copier provides it.
• Erase stored documents before disposal, lease return or drive replacement.

Daily user workflow

1. Select Scan Folder at the copier.
2. Scan the documents as PDF.
3. Open the mapped copier folder on the computer.
4. Copy the documents into the correct permanent business folder.
5. Open the copied files and verify every page.
6. Remove the copier copy when policy allows, or allow automatic deletion to remove it.

Troubleshooting

Final technician checklist

1. Confirm model support and install current firmware.
2. Create the Public User Box with unique credentials.
3. Enable Share SMB File using SMB2 or SMB3.
4. Register the Scan Folder destination.
5. Scan a test PDF into the box.
6. Retrieve it through the copier panel and network share.
7. Map the share only on approved computers.
8. Verify retention, quota and access permissions.
9. Document the share path without recording the password.

Official reference

• Konica Minolta online manuals
• Konica Minolta European manuals
• Konica Minolta self-help and User Box setup

Search the exact copier model for “Share SMB File,” “Public User Box,” “SMB Server Settings” and “Accessing User Box files from a computer.”