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).
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
Have you found a mistake on this page?
Or is something not formulated well or too vague? Then we look forward to receiving an e-mail, preferably with a suggestion for improvement, to doku@c4b.de. Thank you very much!