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Sharp copier setup

Fifteen minutes at the copier's web page, once. After that the copier sends every scan straight to SortedPost and nobody at your end needs to touch a setting again.

Applies to Sharp BP and MX series multifunction copiers. Menu names vary a little between models and firmware versions; the fields are the same.

1Add SortedPost as a destination

On the copier's web page open the Address Book and choose Add. Pick the destination type. Newer models offer SFTP, which is encrypted and the better choice over the internet. Older models offer FTP with an SSL option, which is just as good when SSL is switched on.

Save the entry, then use the copier's Test or Execute button if it has one. A first SFTP connection may ask you to accept the server's key on the panel; say yes. It won't ask again.

2Choose the scan settings

Still on the web page, open Image Send Settings › Default Settings (on some models it's under Scan Settings) and set the defaults for this destination:

3Put a button on the panel

Create a one-touch key (also called a Program or Favourite on some models) that points at the SortedPost destination with the settings above, and name it POST. Operators then press one button and never see a settings screen.

Using SortedScan workflows as well, for invoices, forms or client files? Add one button per workflow. Each uses the same login with the workflow's folder name in the Directory field; the Scanners page lists them.

4Send a test

Put one letter in the feeder and press the button. Within about a minute it appears in SortedPost: in the Inbox for post, or filed straight to its destination for a SortedScan workflow. The Scanners page shows when each copier last sent something, which is the quickest way to confirm the connection.

Optional: a Sorted Suite button on the touchscreen

On Sharp copiers with Sharp OSA, people can tap Sorted Suite on the copier's screen, choose what they're scanning (a workflow, or the post), fill in anything the workflow asks them to type, then press their usual scan button. The scan is filed with that choice. Nothing is installed on site: the copier talks straight to Sorted Suite.

On Scanners, open the copier and press Make the copier's link. It gives an address for that copier alone; copy it straight away, as it is only shown once. Then, on the copier's web page, go to System Settings › Sharp OSA Settings › Standard Application Settings › Add and enter:

Submit and restart the copier. Many models (the BP-50C and BP-51C series among them) need the dealer to enable the OSA module, BP-AM10, first.

There is also a shared address, https://app.sortedsuite.com/api/panel/start, that works for every copier: tap Sorted Suite on the copier, it shows a six-character code, and you type it under Pair with a code instead on Scanners. Sharp copiers forget that pairing whenever the app closes and show a new code next time, so use it only where a copier's address can't be changed.

Extras on the touchscreen, all set from Sorted Suite:

• Scan to me: with copier PINs on (Settings), people can send a scan straight to their own OneDrive or email.
• Scan to a colleague: search the People list on the screen and tap a name; it goes to their OneDrive or email. Switch it off in Settings if you'd rather not.
• Saved as: before scanning, people see the file name and folder the scan will get, updating as they type.
• When it's filed: the screen shows page 1, and for SharePoint, OneDrive and Teams a QR code that opens the document on a phone.
• Favourites: someone signed in with a PIN sees the workflows they use most at the top.
• Who sees which workflow: on a workflow, tick Only some people can use it on the copier and choose departments or people.
• Choose the SharePoint folder: on a SharePoint workflow, tick Let people choose the SharePoint folder on the copier. A Files into row lets them open folders and press File here.
• Your look: Settings › Company notifications › Copier screen look sets your logo, name and colour.
• See it before you go to the copier: on Workflows, open a workflow and expand How it looks on the copier; it updates as you change things.
• Is it used?: the Dashboard's Copier screen card shows choices started on each copier, how many were scanned, and how many were left with no scan.
• Languages: English, Welsh, French, German, Spanish, Italian, Polish and Portuguese. Pick the company default in Settings; anyone can change a copier's language (and make the text bigger or higher contrast) on its Display screen.
• Any screen left untouched for 90 seconds goes back to the start, signing the person out.

If it doesn't work

• "Connection failed" or the test times out. Check the host and port were typed exactly as shown, and that the copier is on the office network rather than a guest Wi-Fi. If the office firewall blocks outgoing connections on unusual ports, ask IT to allow the ports shown on the Scanners page, or use scan to email instead.
• "Login failed". Passwords are typed on a copier keyboard, so a mistake is easy. Use Reset password on the Scanners page and enter the new one carefully. Make sure the username wasn't shortened.
• Connects, then fails during transfer (FTP). Passive mode is off, or the copier's own firewall blocks the data connection. Turn passive on; SortedPost works out which ports your office allows on the next scan.
• Certificate or key warning. Expected the first time. Accept it on the panel.
• Scans arrive as one page each. The file format is set to single-page. Choose Multi-page.
• Scans arrive but every letter needs checking. Resolution is too low or the pages are skewed. Use 300 dpi and square the stack in the feeder.