To instantly password protect PDFs when scanning on a Xerox WorkCentre 7845, you need to do the below. Should be the same or similar on other Xerox printers though.
Login to the web portal of the printer
– Go to the Scan Tab – Create New Template
– Name the Template – This will show for the user so pick something obvious for them, also put this in the Friendly Name box
– Set the location of the scan folder. Set protocol as SMB, and IPv4 address. Put in the IP address in and put in the share name. (Make sure you’ve shared the folder out on the server as this)
– Create a new a account on AD that only has access to that folder and put the login credentials in the login credentials part of the template. Select save password
– Click Add at the bottom
– In the template options go into Document Management Field click and in the Field Name type xrx_pdf_pswd
– In the User Editable – Click editable if you want the user to be able to create a password every time they scan a document or not editable if you want to set a standard password
— If you clicked user editable type into the required field – Please type in a password to protect your PDF
– Leave Default Value blank and tick require user input, mask user input and record user input to job log
– Go down to filing options and make sure PDF is ticked
– To show this on the printer you need to go to Properties – Services – Display – Show/Hide and Enable Workflow scanning by checking the tick box and click apply
– If you then go to Properties – Services – Workflow Scanning – Display Settings – You can set the default template here.
– So instead of going to Scan To like you normally would to scan files to the server, you go to Workflow Scanning instead and click the template you created.