Toshiba estudio copier printer scanner - scans are write protected?

It really shouldn't be this hard.  We took a Toshiba estudio 3040C from one office to another.  New IP range. I  was able to change that.

Now when people scan (from the machine, they click on templates, public templates, scan to file PDF that I created), then they go to the \\toshiba's IP address\folder and they see the scans in the format:

DOC121813-00003.pdf

they try to rename it and get a write protect error.

they can delete the files OK, but not rename them.  is there a setting somewhere to allow rename?

this is a workgroup.  all windows machines use the same username / password, if that matters.

people say they were able to rename the files before the machine was moved here.

thanks!