Open Dental Forum

Hi,
We're managing IT for a dental office with ~25-30 computers and 20-25 users who frequently move between workstations. They have various USB scanners (ScanSnaps, Epsons, etc.) at different desks.

The Problem:
When users switch Windows accounts or move to different workstations, they get "default scanner cannot be opened" errors when trying to scan documents from the attached USB scanner in OD into patient charts. We can fix it by going to Setup > Imaging > Scanning > "Set Default Scanner" and selecting the appropriate scanner - then it works perfectly. However, this setting doesn't seem to persist when users switch Windows accounts on the same computer.

What We Need:
We need to know WHERE OpenDental stores this scanner selection so we can automate it via script/GPO.

We've checked:
FreeDentalConfig.xml (only has database connection info)
Common registry locations (HKCU\Software, HKLM\Software, WOW6432Node)
Database tables (computerprefs, preference)

If this setting is stored in an INI file, registry key, database table, or anywhere else we can programmatically access, we could easily script the correct scanner assignment per user/workstation at login.
We've trained users multiple times on how to set the scanner themselves, but with staff turnover and the frequency of the issue, an automated solution would save everyone significant time and frustration.
Any insights on where this setting is stored would be greatly appreciated. We're comfortable with PowerShell, database queries, registry edits, or whatever method is needed.

Or if this is an issue that shouldn't be happening in the first place we're happy to re-engage with support. We called support at first just to ask about this setting location but maybe it's a sign of another issue?

Thank you!

Create a SHARED Scanner on the network

I asked ChatGpt and got this answer:
you can use the same scanner on multiple Windows accounts on the same computer by sharing it over the network or by using a dedicated scanner sharing software, as long as all accounts can access the network or the software's sharing feature. For a network-connected scanner, you'll add it as a network device on each account through the Windows settings. If using specialized software, ensure each account is configured correctly to use the shared USB or network scanner

Using a Networked Scanner

Connect to the Network: Ensure the scanner is connected to your network, either directly or via a computer on the network.
Add the Scanner in Windows Settings:
Go to Start > Settings > Devices > Printers & scanners.
Click Add a printer or scanner.
Windows will search for available scanners on the network.
Select your scanner from the list and click Add Device.

rhaber123 wrote: Tue Sep 30, 2025 2:01 pm Create a SHARED Scanner on the network

I asked ChatGpt and got this answer:
you can use the same scanner on multiple Windows accounts on the same computer by sharing it over the network or by using a dedicated scanner sharing software, as long as all accounts can access the network or the software's sharing feature. For a network-connected scanner, you'll add it as a network device on each account through the Windows settings. If using specialized software, ensure each account is configured correctly to use the shared USB or network scanner

Hey thank you but this office has a direct USB scanner for each computer in their front/back office and their two (upstairs and downstairs) reception areas. It's a large office. They're not trying to share the scanners but ensure each user logging into a computer (it's an Active Directory environment) simply defaults to the USB scanner in open dental that's plugged in directly to their workstation.