Fax

This chapter describes the settings you can make for faxes for a location.

Hint

• Settings can be specified on the server side. If the option that users are allowed to change settings is also set, a user has the option of changing his or her own settings.

• If a user changes the corresponding settings via his XPhone Connect Client, only these ones are used and can not be overwritten on the server side. The administrator has the possibility to deactivate the option whereby users can change their own settings and only then will all users use the specified server settings.

• Please note that this is the option enabling users to change their own settings is reactivated, the previously set user configurations become active again and not the settings on the server side.

• User settings (which always supercede server-side settings) can only be be deleted by removing and setting up the user new (NB: journals, fax and voicemail messages are deleted in this process).

Using the fax feature

Here you can set if users of the corresponding location/configuration group are permitted to use the fax function. If the fax function is required, activate Use this feature.

Integration

• Use feature in XPhone Connect Client

  Faxes are only sent, received and shown in XPhone Connect. The fax journal is managed on the XPhone Connect Server and shown in XPhone Connect.

• Use feature in groupware clients

  Faxes are only sent, received and shown in Outlook. The fax journal is not managed in the XPhone Connect Server but rather in the groupware client’s e-mail inbox and it is not shown in XPhone Connect. Using this integration requires installation of the Client extensions for Outlook.

• Use feature in XPhone Connect Client and in groupware clients

  Faxes can be sent, received and shown in both XPhone Connect and Outlook. The fax journal is managed on the XPhone Connect Server and shown in XPhone Connect. Using this integration requires installation of the Client extensions for Outlook.

Fax creation

• Render fax document on the client with fax preview (recommended)

• Render fax document on the server (requires installation of an app for printing the document to be sent on the server, e.g. Microsoft Office; PDF documents are supported directly).

  See also: Server-side fax generation with Microsoft Office

• User can change the setting

  Hint

  These settings only have an effect if the client extensions for Outlook are used.

Format for incoming faxes

• Use TIFF format

• Use PDF/A format

  The PDF/A format was developed specially for long-term archiving of electronic documents. The PDF/A-1b standard version is supported.

Fax prioritisation

• Users may send faxes of high, normal and low priority.

• Users may send faxes of normal and low priority.

• Users may send faxes of low priority.

Header

• Header

  Enter the text for the fax header here; it applies for the entire location/configuration group. The maximum length of the header is 32 characters.

• User can change the setting

  If this check box is activated, the user can adjust the fax headers individually in XPhone Connect Client > Settings > Fax > Fax transmission.

  Hint

  If the checkbox is activated, the setting on the server applies. If it is activated again, the header configured before is active again.

• Variables for the header

  You can write a text or specify variables in the header. Variables will be replaced by the user data stored in the XPhone Connect Server when the fax is sent out. It is possible to combine text and variables (e.g. Fax from last <<name>)

  Hint

  If the User may change the setting check box is activated, the sender of the fax can also insert variables in the Header dialogue box.

  The following variables can be used:

  Variable	User data field
  <<name>>	Last name
  <<firstname>>	First name
  <<company>>	Company
  <<custom1>>	Userdef1
  <<custom2>>	Userdef2
  <<custom3>>	Userdef3
  <<custom4>>	Userdef4

Station ID

Specify here, which sender fax number is to be listed in the sent fax.

• Station ID: Fax number, Master data or Other

Text message notification

• Delivery notification as text message

• User can change the setting

  If this check box is activated, the user can adjust the settings individually in XPhone Connect Client > Settings > Text messages > Notifications.

Email confirmations to shared mailbox

• Confirm if sending was successful

  E-mail to

  • Attach fax copy to confirmation message

• Confirm if sending failed

  E-mail to

  • Attach fax copy to confirmation message

Forwarding e-mails

Here you can set if a copy of a received fax is to be forwarded. If yes, activate Forward received faxes and make additional settings.

• Enter the email address for the fax copy here.

Users may receive copies of incoming faxes to

• the own email address

• another email address

Pre-settings for sending of a fax copy (only works for users that have not changed their settings yet)

• No forwarding

• Forwarding to own email address

Cover pages

• Add / edit

  • Name (mandatory field)

  • Description

  • Select cover page \*.RTF

• Remove

Default cover page

• Default cover page: no cover page or system cover page

• Users can use alternative cover pages

Transmission reports

If all transmission reports are to be printed centrally, activate Central printing for all documents and make additional settings.

Printer

• Select a printer set up on the XPhone Connect Server here.

First page

• Detailed, original document scaled down

• Header, original document scaled down

Following pages

• Original document

• Header not output

• Original document scaled down

Language

• German

• English

• French

• Italian

Prefix for sending external faxes

• Prefix for external line

  This value overwrites the “Prefix for external line” setting under UM -> Gateway. Suitable routing must be configured in the telephony gateway.

Signalling

• Permanent MSN for outbound faxes

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