Recent Gmail Security Changes Causing Headaches for Scanning to Email
As part of their commitment to increasing account security and combating cyber threats, Google announced on May 30, 2022, that what the company refers to as “Less Secure Apps” will no longer be supported. These security changes may affect you if you use a third-party application to use the scan to email feature with your Gmail account.
What Happened
Before May 30, 2022, a selection of third-party applications allowed you to set up a scanner or copier from brands like Ricoh, Canon, Epson, HP, and Xerox to use a feature called “scan to email.” This feature allows you to scan a paper document, convert it to a PDF file or another computer-readable format, and send it to select email recipients.
Although Gmail officially supports this feature, users of non-official third-party applications may have experienced an interruption of the scan to email service since the security changes implemented on May 30th.
Why Google Implemented These Changes
These security changes are a continuation of the security modifications first implemented in November 2021, which required accounts already configured for two-step verification (2SV) to enable the function for security reasons.
As of May 30, 2SV is now required for all Gmail accounts. In a 2021 blog post, Google stated that accounts configured with SMS-based 2-step verification block a statistically significant number of account hijack attempts, including 100% of automated bot methods and 96% of bulk phishing attacks.
How Two-Step Verification Works
Two-step verification (2SV), also known as two-factor authentication (2FA), is an authentication method for websites and applications designed to reinforce security.
With 2SV enabled, the user must complete two steps to log into their accounts:
- Enter basic login information (email or username and password)
- Verify their identity using an authentication method, typically by entering a code that is displayed on a mobile application (more rarely, a code sent to the associated email address)
2SV strengthens security by ensuring that even if the password is compromised, entering the password is no longer sufficient to gain access to the account, allowing the account’s legitimate owner to retain control over it and detect fraudulent login attempts.
What is a “Less Secure App?”
In Gmail jargon, a “Less Secure App” (LSA) is a third-party application (i.e., not developed or officially approved by Google) capable of signing into your Gmail account automatically using only your basic login information (email and password).
Google refers to such applications as “less secure” because they do not take advantage of additional security measures, such as 2SV. Most third-party mailer and scan to email applications are LSAs.
How Does it Affect Scan to Email Users?
In the past, it was possible to continue using LSAs, such as scan to email applications, by turning on the “Allow less secure apps” slider in the Gmail settings. However, the slider warned users that this feature was temporary and that it would stop working on May 30, 2022.
As of June 2022, this option is no longer available. Now that Google enforces 2SV on all Gmail accounts, legacy third-party applications (including scan to email apps) that haven’t been updated to function with 2SV and modern authentication protocols are no longer supported.
In practice, these applications can no longer log into your account. If you use a legacy mailer application and are experiencing difficulty scanning to email, it may not have been updated to support 2SV, requiring you to use an alternative solution.
Solutions and Alternatives
If you are experiencing scan to email interruptions, you may need to switch to an alternative solution. Here are some of the most popular workarounds.
Switch to Google Workspace
If you wish to continue using the Google SMTP relay for scan to email, Google’s recommended solution is to upgrade to a paid Google Workspace subscription.
Use Scan to Folder
Most modern copiers and scanners support scan to folder, allowing you to convert a paper document to a computer-readable format and send it directly to a dedicated folder, including shared folders on network computers. Consult your device’s manual for more information.
Use Scan to Google Drive
You can scan larger files directly into Google Drive. This method provides better security and lets you take advantage of Google Drive’s collaboration and file-sharing features. You may need additional services such as Papercut or Ricoh RSI to set up a scan workflow into Google Drive.
Create a Google App Password
You can allow a multi-function printer or scanner to access your Google account with a Google App password. A Google App password is a 16-character code used to grant access to your Google account from a non-Google app or a device.
Further Information and Takeaway
For more information regarding LSAs and Google’s security standards, read this Google Help page. Note that these changes currently only affect users of scan to email applications tied to Gmail accounts.
If you use scan to email with a different email client, such as Microsoft Outlook or ProtonMail, you may need to check whether your email provider has implemented similar security measures.
