Fax

General

• Fax address domain

  When sending a fax message via the email client, a fax number with an SMTP domain needs to be specified in the address field (e.g. 12345@fax.company.com). It is advisable that you select the domain name of the company here preceded by the word fax.

  These two settings must be entered accordingly in the SMTP routing of the email server. The settings cause emails addressed to the specified domain to be forwarded the IP socket of the fax service and interpreted as fax messages. Observe the instructions in the chapter of the connection instructions documentation for settings at the email server.

• IP address of fax service

  By default, the fax service runs on port 2533 for all IP addresses of the UM computer (setting “automatic”). This setting does not usually need to be changed. However, if it is required, IP address and Port can be assigned individually in the manual mode.

Economy rates and redial

• Economy rate

  Users can select the option Economy rate for fax messages to be sent in order not to use channels during normal operating hours, for example.

• Redial

  You can specify here how often the connection attempt is repeated and in which intervals if a fax message cannot be sent (e.g. recipient busy).

Junk faxes

Unwanted faxes (e.g. adverts) can be forwarded to a certain recipient (e.g. spam box) or rejected. For technical reasons, the message generally has to be transferred in full. Filtering according to station ID (CSID) and sender phone numbers can be used.

Archiving fax messages

Fax messages can be archived separately in the formats TFF, SFF or PDF based on received or sent messages. Archiving of incoming faxes in PDF format is activated as default. You can specify the memory location for the archived fax messages.

Advanced settings

You can add additional parameters or modify existing ones with Edit or delete parameters with Delete. Click Save again to apply the selected parameters with the set values.

Hint

Only change these settings when advised to do so by product support.

Name	Value
Fax2Mail\CallerIdentification [1]	0: off 1: On (default)
Fax2Mail\CommonNumber [2]
Fax2Mail\PostMaster [3]	e.g. catch-all-fax@domain.tld
Fax2Mail\PostMasterNumbers [4]	e.g. 11001-11999;22001-22009
Fax2Mail\RedirectTimeout [5]
Fax2Mail\Sff2Tiff [6]	Only set by product support!
Fax2Mail\SmsNotificationSenderType [7]	0 = Sender number = User’s mobile number 1 = Sender number = Voiceport number
Mail2Fax\FaxRendering [8]	Only set by product support!
Mail2Fax\FaxUserSessionId
Mail2Fax\FormatOutgoingMSN [9]	0 = SHORTEST, incl. prefix 1 = LOCAL, incl. prefix 2 = NATIONAL, incl. prefix 3 = INTERNATIONAL, incl. prefix 10 = SHORTEST, no ext. line prefix 11 = LOCAL, no ext. line prefix 12 = NATIONAL, no ext. line prefix 13 = INTERNATIONAL, no ext. line prefix
Mail2Fax\RtfRenderer
Mail2Fax\SFAXFromMasterData [10]	0 = Use fax number from the user’s “Fax” section 1 = Use fax number from the user’s “General” section
Mail2Fax\ShortFaxHeadline [11]	0 = Long format: headline + CSID + date/time + page number 1 = Only headline from configuration, without CSID, date, time, page number etc. 2 = Headline from configuration + page number, no CSID, date, time etc.
Mail2Fax\UserCoverPagesDir [12]
Mail2Fax\SAPSenderEmailFormat [13]	0 = No special treatment for SAP sender format (default) 1 = SAP sender format is considered. DR/NDR without attachment back to SAP. 2 = SAP sender format is considered. No (!) DR/NDR to SAP.

[1]

Caller identification on the server for inbound faxes.

[2]

Enter a list of central numbers separated by commas which are used for forwarding fax messages to fax inboxes (e.g. hunt groups). Fax inboxes are usually called directly without forwarding with the result that no entry needs to be made here.

[3]

E-mail address for a central fax inbox (Catch-All) for faxes which cannot be delivered to users (e.g. due to invalid extension). This central address must correspond with an XPhone Connect user set up with a valid fax license.

[4]

Phone numbers or intervals for which the central inbox should be active for undeliverable faxes. Several areas or numbers can be entered separated by a semicolon.

[5]

Maximum waiting time for the redirected number from the CAPI (in milliseconds).

[6]

Converts incoming faxes from SFF to TIFF.

[7]

Type of sender phone number used for text message notification of inbound faxes.

[8]

Converts documents to TIFF format.

[9]

Format for outbound MSN.

[10]

Fax number for server fax cover sheet (“SFAX” field).

[11]

Format for the fax header.

[12]

Directory containing the users’ fax cover sheets.

[13]

Support for sending faxes from SAP with special fax sender numbers

Printer

The fax inbox can be printed out automatically in certain fax mailboxes. Specify which fax extensions should automatically print out their inboxes. These can be extensions of already existing fax inboxes or extension numbers for which an inbox does not exist (e.g. central company fax printer).

The printout can be done on all printers for which the UM computer has printing authorisation. Choose the printer in the printer drop down list. In some cases the required printer may not appear in the drop down list (e.g. local printers where the UM services are not installed on the server used for CTI). In this case the printer name can be entered directly in the input field.

Create / edit

Send an incoming fax to a printer

You can assign a fax extension to a printer with Add. Enter the desired fax extension in the field MSN or DID number (MSN= Multiple Subscribe Number, DID= Direct Inward Dial) and select the desired printer in the Printer dropdown menu.

Click Apply to save the number, or click Cancel, to discard your changes. You return to the Printer list. You can now add additional fax numbers to printers or modify existing ones with Edit. Click Save to apply.

Saving an incoming fax as a tiff file

Example:

Example: Incoming faxes are to be saved in a specified directory as TIFF file for certain fax extension numbers. They are then scanned by a downstream process.

Click on Add. In the MSN or DID Number field (MSN= Multiple Subscribe Number, DID= Direct Inward Dial), enter the desired fax extension and in the Printer field, enter a desired directory path, prefixed with SaveAsTiff or SaveAsPDF: (example: SaveAsTiff:\[SERVER]\ReadWrite or SaveAsPDF:\[SERVER]\ReadWrite). The path can point to a local existing directory or a share.

Hint

The share must be available at all times. The saving process is not repeated for access errors. We therefore recommend an existing local directory with clearing for external processes.

Click Apply to save the number, or click Cancel, to discard your changes. You return to the Printer list. You can now add additional fax numbers to printers or modify existing ones with Edit. Click Save to apply.

Delete printer

You can delete a printer by selecting the corresponding entry and click Remove. Save the change by clicking Save.

Queue

Errors can arise during fax transmission, e.g. a user sends a fax to the wrong number, possibly a (private) voicemail number. The fax server processes the retries and calls this number several times. This is irritating for the called party for a longer period of time. A menu for processing the fax queue has been made available under System settings > UM > Fax > Queue in the XPhone Connect Server web administration. All fax jobs are shown in a list.

This list includes

1. Active fax jobs (= faxes currently being sent)

   The maximum number of active fax jobs corresponds with the number of fax channels availed of by the customer.

2. Waiting fax jobs

3. Number of fax jobs in the queue

List features

• Faxes currently being sent are shown at the top of the list.

• Waiting fax jobs are shown with a waiting number. This waiting number is based on the priority, transmission time and current time and needs to be calculated for each fax.

• Details e.g.

  • Users

  • Number of pages

  • Transmission time

  • Priority

  • Repetition

  • Fax number

  • etc.

• Idividual/Several faxes can be deleted or sent immediately.

  • (the “Send immediately” action is only active when at least one selected fax has not yet been sent).

• The Delete all faxes action is offered if the administrator wishes to delete all faxes in a single click.

• The entire fax transmission can be stopped and continued to enable the administrator to edit the list.

  • Fax transmission is only stopped for a certain period of time, not permanently, if the administrator forgets to click Continue.

• Faxes currently being sent via (X)CAPI can not be stopped.

• Check the status by updating the list.

  • It does not update automatically, only after each action has been carried out, e.g. Stop fax transmission.

• The list can be sorted and browsed by column status, position in queue, transmission time, sender, recipient, fax number and number of pages.

• The list can be browsed in the table footer and settings can be made as to how many entries are to be shown per page.

• Information on how many faxes are in the queue or are currently being sent is available under the table.

• The fax jobs can only be visualised when the Mail2Fax service is active.

Hint

The fax jobs are not visible in the queue until the fax mail has arrived at the Mail2Fax service, has been read in full and correctly, and attachments have been rendered.

Features

XPhone Connect offers a powerful and easy-to-use fax solution, enabling faxes to be sent and received directly at the computer (Mail 2 Fax / Fax 2 Mail). Faxes can be sent from practically any Windows application.

Individual features are listed and described below:

Receiving faxes

Feature	Description
Personal fax extension	Each user can be allocated their own fax extension. Faxes sent to the corresponding fax number are sent directly to the associated user.
Receiving faxes as e-mail in the inbox	Incoming faxes are received directly in the e-mail inbox. In this way, they can be easily edited, archived or forwarded.
Fax reception in the XPhone Connect Client	Incoming faxes can also be received and archived directly in the XPhone Connect Client. This has the advantage of creating a communication centre for fax, CTI, text messages, voicemail, chat, screen sharing etc., combining many features. This results in a huge optimisation of the daily tasks.
Server-side sender identification	XPhone Connect access all connected data bases (e.g. CRM or ERP system, Microsoft Outlook, etc.), determines the sender automatically by the signalled fax number and provides this information.
Integrated fax viewer with fax preview	A received fax can be displayed without additional software. This is realised with an integrated fax preview. The following formats are supported: TIF and PDF.
Forward as email attachment	The fax can be forwarded to a responsible person via e-mail directly from the fax window. The fax is then put into the attachment.
Automatic printout	If it is necessary to automatically print out faxes, a fax extension can be assigned to a network printer. When sending a fax, the XPhone Connect Server now sends this fax directly to the associated printer.
Server-side spam fax filter	Unwanted faxes (e.g. adverts) can be forwarded to a certain recipient (e.g. spam box) or rejected. For technical reasons, the message generally has to be transferred in full. Filtering according to station ID (CSID) and sender phone numbers can be used.
Fax formats: TIF, SFF, PDF/A-1 (long-time archiving format)	Fax messages can be archived separately in the formats TFF, SFF or PDF/A-1 based on received or sent messages. They can be added, for example, to document management systems with structured archiving in a file system.
Central archiving in the file system	Fax messages can be archived separately in the formats TFF, SFF or PDF based on received or sent messages and the memory location can be specified.
Specifying the sender telephone number for each group (fixed MSN for outgoing faxes)	A joint MSN for outgoing faxes can be specified for a defined user circle/group.
Fax for multiple locations	Fax users can use their clients in any location. However, the access of the fax gateway to the “external line” (PTSN) must be at the location of the XPhone Connect Server to avoid critical network transmission in WAN.
Annotations and stamps	Received faxes can be commented, stamped and text passages can be highlighted with XPhone Connect. The stamps and comments are created and modified individually by the user.

Sending faxes

Feature	Description
Send from email client	XC integrates seamlessly into Microsoft Outlook. Faxes can be sent as easily as an e-mail with XPhone Connect.
SAP support	The special SAP sender format is supported
Automatic sending from a system folder (must be requested)	Different APIs, e.g. Filesystem, can be used for the connection to third-party systems such as, for example, transfer of fax documents to document management systems (DMS). With a payable extension, XPhone Connect can be configured for automatic sending of faxes. For example, it is possible for an accounting programme to save documents to be faxed (PDF or TXT) in a monitored directory. XPhone Connect regularly checks this directory if files to be sent were saved. A control file containing, amongst others, the sender’s e-mail address and the recipient’s fax number is also saved in the directory. XPhone Connect converts the control file and the message/user file into an appropriate format and sends the fax automatically. This feature must be requested and is realised in collaboration with the C4B Professional Service.
WYSIWYG (what you see is what you get) fax preview for sending	The fax is displayed in a preview window in the same way as the recipient would see it. The attachment is shown accordingly.
Fax printer driver with control character recognition	XPhone Connect recognises special control characters in a fax document and reads out recipient name and fax number automatically.
Fax printout with information in the footer, e.g date, job ID, ISDN phone number	Additional information about date, job ID and ISDN phone number is added to the footer of the fax.
Annotations and stamps	Faxes can be commented, stamped and text passages can be highlighted with XPhone Connect before sending them. The stamps and comments are created and modified individually by the user.
Mail merge in Microsoft Word	Personalised bulk faxes can, for example, be sent for advertisements using Microsoft Word. In addition to personalisation, it is possible to specify at what time the fax should be sent and whether it should be sent with or without cover page. An appropriate bulk fax macro for Microsoft Word is included as standard.
Converting e-mail attachments to a fax on the server	Sending of a fax with attachment (PDF, JPEG, BMP, OpenOffice formats, Word, Excel PPT, TXT, etc.) is possible. However, the attachments to be sent must be rendered for fax sending beforehand. If this is not possible locally, they can be rendered on the server.
Recipient from Exchange/Notes Domino address book	Recipients can be selected from the Exchange address book for sending faxes.
Recipient from personal contacts	Recipients can be selected from personal contacts for sending faxes.
Recipient from other databases	Recipients can be selected from different data bases for sending faxes. Examples for this are: CRM or ERP programmes.
Using Outlook distributors	One fax number, many recipients. An incoming fax can be sent to an Outlook distributor. Outlook then distributes the faxes to the e-mail recipients.
Mixed recipients (fax / e-mail)	Faxes are sent to fax recipients in most cases. However, if the fax number is not known or the intended person does not have a fax, an e-mail address can also be entered for the recipient.
Fax broadcast message (fax with several recipients)	Sending fax broadcast messages at the push of a button, this is easily possible with XPhone Connect. The fax is prepared and the recipients are added. XPhone Connect now sends the faxes one after another based on the specifications and even at certain times in order to, for example, relieve the external lines of the company during the day.
Cover pages on the server	Cover pages can be provided centrally. The advantage is central maintenance of the cover pages.
Sending faxes with a time delay	The time of sending the fax can be selected for each fax. The fax is either sent immediately or at a defined time. When defining certain time frames, the fax can also be sent at suitable times (economy rate, low workload).
Automatic redial	This specifies how many times the system should automatically try to establish a connection when a fax can not be sent (e.g. receiving number is engaged), and how frequently this should be done.
Delivery report. Document copy/automatic printout	After delivery of the fax message, the sender receives a confirmation by e-mail. If a printed delivery report is required, it can also be printed automatically.
Normal / high resolution	Fax resolution can be set to high or normal. If “high” was set, sending duration of the fax is longer compared to “normal”.
Setting fax priorities	In order for urgent order confirmation to have priority before advertisements, faxes can be prioritised.

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