Send to Microsoft 365 Exchange

The Send to Microsoft 365 Exchange connector delivers scanned documents to a specified email recipient in Microsoft 365 Exchange. It uses the Microsoft Graph REST API to access the Microsoft 365 repository.

This connector can only be added to a workflow whose [Job Processing Location] is set to [On Server].

This function is available only for devices with the SLNX Embedded Applications Type Smart installed.

For instructions to help the MFP user to access the Send to Microsoft 365 Exchange functionality, refer to the Streamline NX MFP User Guide.

Authentication

The Send to Microsoft 365 Exchange connector supports two OAuth Token options:

  • From Cloud Authentication
  • From OpenID Connect Login

Authentication from Cloud Authentication

Refer to Cloud Authentication Authorization.

When the OAuth token is Cloud Authentication, set the scope:

  • https://graph.microsoft.com/Mail.ReadWrite
  • https://graph.microsoft.com/Mail.Send
  • https://graph.microsoft.com/User.ReadBasic.All
  • https://graph.microsoft.com/GroupMember.Read.All
  • offline_access

Authentication from OpenID Connect Login

  • Configure the OpenID Connect authentication profile under [System] ®  [Security] ® [Authentication Profiles]    ® [OpenID Connect] tab.
  • Users must use a configured OpenID Connect authentication profile to log in on the Smart Operation Panel.

Supported Environment

  • Supported Microsoft 365 Identity Provider: Entra ID Active Directory (AAD)
  • If using national cloud, the following conditions must be satisfied:
    • Endpoint of Entra ID, Service Root Endpoint, and Microsoft 365 service must be the same national edition.
    • Endpoint of Entra ID and Root Endpoint must be accessible from the Core Server and the Delegation Server.
    • The same Graph API as the global edition must be provided in the national edition. It depends on Microsoft whether the same Graph API level is available in a specific national cloud.

To configure the properties of the Microsoft 365 Exchange connector:

The Send to Microsoft 365 Exchange connector allows users to scan a document and send to a specified folder in Exchange.

  1. From the Navigation tree, click [Workflow] and then click select [Shared Connector Settings].

  1. On the [Shared Connector Settings] tab, click [Add].

  2. When the Create Shared Connector screen appears, provide the following information:

    3. Setting

    Options

    Connector Name

    Enter a unique name in the [Name] field that you can use to identify this as the Exchange connector in the list.

    Description

    Enter a description that you and other Administrators can use to easily identify this connector in the Shared Connector Settings list [if you need to modify the settings at a later time, for example].

    Connector Category

    Select Destination. 

    Connector Type

    Select Send to Microsoft 365 Exchange.

    Location

    Note: This connector is available for On Server workflows only. The location is not editable.

  1. Click [OK] to continue.

You will now see four active tabs: General, Setting, Preset, and Workflows. 

  1. Switch to the [Setting] tab.

    Optionally, you can set a language-specific display name. Choose each language and then enter the corresponding text that will appear on the MFP.

  1. Complete the following fields in the Email System Settings section.

    2. Setting

    Options

    Authentication Method

    • Login User: User credentials are specified at the MFP.

    • Proxy User: The Login information entered below is used to authenticate.

      • Cloud Application: Select the specific cloud application. This field is populated based on the application names identified in Microsoft 365 Cloud Authentication Settings.

      • Email Address: Required if Proxy User is selected. Populated automatically after successful authorization is complete.

      • Authorization URL: Required only if Proxy User is selected. This field is automatically populated when Cloud Authentication Settings are registered for Microsoft 365 – Proxy.

      • Authorization Code: Required only if Proxy User is selected. Click Authorize to obtain a refresh token from Exchange servers by using a specified authorization code.

    HTTP Proxy Server

    If you are connecting through a proxy server, complete the following fields.

    • IP Address: Enter the IP Address of the proxy server.

    • Port No: Enter the port number to connect to the proxy server. The default value is 8080.

    • Account: Enter the account to login to the proxy server.

    • Password: Enter the password to use to login to the proxy server.
    MS Graph Endpoint

    Specify the service root endpoint.

    The default value is https://graph.microsoft.com (the default URL for the Global Entra ID service). If using a different national Entra ID service, change the value. Ensure you confirm the value on the official Microsoft page: https://learn.microsoft.com/en-us/graph/deployments.

    OAuth Token Option

    This setting is necessary when the Authentication Method is set to Login User.

    Specify the method of authentication that is used to obtain the OAuth token for this workflow.

    • From OpenID Connect Login: The same OAuth Token will be used that was issued during the OpenID Connect log-in performed by the user on the device panel.
    • From Cloud Authentication: The OAuth Token will be obtained using the configured settings in Cloud Authentication Settings.
    OpenID Connect Scope

    This setting is enabled only when the OAuth Token field is set to "OpenID Connect Login".

    Scopes must be set in the scope field of the OIDC authentication profile. The OpenID Connect Scope field is needed when a mixed scope is needed to obtain an access token during OpenID Connect authentication; otherwise, it can be left empty.

    By default, the following scope values are listed: 

    https://graph.microsoft.com/Mail.ReadWrite

    https://graph.microsoft.com/Mail.Send

    https://graph.microsoft.com/User.ReadBasic.All

    https://graph.microsoft.com/GroupMember.Read.All

    offline_access

  1. Complete the fields in the Email Option Settings section (optional):

    2. Setting

    Options

    Select Data to Attach

    Choose an option for the data that will be attached to the email message. Options are Attach All, Attach First Page Only or Do Not Attach.

    File Naming Rules

    Specify the method used to name a scanned document in the destination folder. Use one of these methods:

    • Manually enter the file name

    • Select a metadata item from the list to use as the file name

    Attach Document Link(s) and Deliver

    When set to ON, this option adds URLs to the body of the email message.

    Body

    • If you want to include body text that should be delivered with each scanned message, choose a language, and then enter the body text.

    • If no text is entered in this field, the email body is delivered empty.

    Send to Me

    When enabled, this option automatically adds the authorized Microsoft 365 account to the recipient list.

    Default Domain for Manual Input

    • Enter a default domain to simplify the process of entering email addresses for the MFP user. For example, if the default domain is ‘company.com’, the user can enter ‘John’, and the email address will automatically add the domain name for ‘john@company.com’.

    • You do not need to include the @ symbol. It will be added automatically.

    Option Settings

    Set the following for the MFP user to use:

    • Show CC: Enter addresses in the CC field

    • Show BCC: Enter addresses in the BCC field

    • Show Reply To: Enter a reply-to address

    • Enable Manual Address Entry: Manually enter addresses

    • Enable Address Validation: When checked, enforces the email address to be validate as the user is entering it on the MFP panel

  1. Set email Favorite Option. (optional)

Favorite Option enables the MFP user to add, show, and search for favorite recipient(s) only if Authentication Method is Login User. An Administrator can only choose one option, either Search Favorites or Show Favorites.

  1. Search Favorites: Selected by default. If selected, MFP users can search for matching favorite emails then set them as destination recipients.
  2. Show Favorites: If selected, all favorite emails added by the logged-in MFP user are displayed and can be set as destination recipients.

    MFP users can add favorite email recipients in Email Selection screen before using Show/Search Favorites. In case of “Multiple Authorized Microsoft 365 Accounts”, the selected account will be the owner of the favorite added.

  1. Click [Save] to save the connector.