FAXmaker for Networks/SMTP

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Manual

FAXmaker for
Networks/SMTP










By GFI Software Ltd.



























This manual was produced by GFI SOFTWARE Ltd.















GFI SOFTWARE Ltd.

http://www.gfi.com

E
-
mail: info@gfi.com










Information in this document is subject to chang
e without notice. Companies, names, and
data used in examples herein are fictitious unless otherwise noted. No part of this document
may be reproduced or transmitted in any form or by any means, electronic or mechanical, for
any purpose, without the expres
s written permission of GFI SOFTWARE Ltd.


FAXmaker is copyright of GFI SOFTWARE Ltd.


1995
-
2002 GFI SOFTWARE Ltd. All rights
reserved.


FAXmaker is a registered trademark, and GFI SOFTWARE and the GFI SOFTWARE logo
are trademarks of GFI SOFTWARE Ltd. in
Europe, the United States and other countries.


Version 10.00


Last updated
10/30/2013














Manual FAXmaker for Networks/SMTP

Contents



i












Contents

FAXmaker
-

an introduction

1

Introduction

................................
................................
................................
.........

1

The FAXmaker s
ystem

................................
................................
........................

1

The FAXmaker Email to Fax gateway

................................
................................
...

3

Installation

5

Introduction to installing FAXmaker
................................
................................
.......

5

FAXmaker Requirements

................................
................................
.....................

5

Installing FAXmaker
................................
................................
.............................

6

Installing the OCR routing module

................................
................................
.......
12

Installing the clients

15

Introduction to the FAXmaker client software

................................
........................
15

Installing the client soft ware (XP/NT/2000/95/98/ME)

................................
............
15

FAXmaker user manual

................................
................................
......................
21

Unattended client installation
................................
................................
...............
21

Configuring FAX lines & Devices

23

Introduction to fax lines & devices
................................
................................
........
23

Setting up fax lines

................................
................................
.............................
24

Confi guri ng the characteristics of a fax line
................................
...........................
26

Fax line options

................................
................................
................................
..
32

Fax line options
-

Advanced

................................
................................
................
33

Configuring fax routing

37

Introduction to fax routing
................................
................................
....................
37

General routi ng opti ons
................................
................................
.......................
41

Confi guri ng DID Rout
ing

................................
................................
.....................
43

Confi guri ng DTMF Routing
................................
................................
..................
45

Confi guri ng MSN routing

................................
................................
.....................
46

Confi guri ng OCR routing

................................
................................
.....................
48

Confi guri ng CSID routing

................................
................................
....................
50

Confi guri ng Li ne routing

................................
................................
......................
51

Configuring Fax server options

53












ii



Contents

Manual FAXmaker for Networks/SMTP












Document Conversion configuration
................................
................................
....

53

General fax server options
................................
................................
..................

55

FAXma
ker users

................................
................................
................................

58

Confi guri ng the user details

................................
................................
................

60

FAXmaker Registration

................................
................................
......................

61

Setting up the Email 2Fax gateway

................................
................................
......

62

Dialing Options

................................
................................
................................
..

63

Header/Foot er options

................................
................................
.......................

67

Transmission reports

................................
................................
.........................

69

Junk Fax filter

................................
................................
................................
....

70

Confi guri ng Fax administrat ors

................................
................................
...........

71

Version informati on

................................
................................
............................

71

Message transfer agent
................................
................................
......................

71

Configuring FAXmaker for Lotus Notes

73

Introduction

................................
................................
................................
.......

73

Step 1: Setting up a Fax database in Lotus Notes

................................
................

73

Step 2: Define the database as a POP Mailbox
................................
....................

74

Step 3: Setting up a fax domain in Notes

................................
.............................

75

Step 4: Confi guri ng the Email2Fax gateway in FAXmaker

................................
....

77

Configuring Cover pages

79

Introduction to cover pages

................................
................................
................

79

Adding Cover Pages/Cover notes

................................
................................
.......

79

Specifying a default cover page

................................
................................
..........

81

General cov
er page options
................................
................................
................

82

Designing cover pages
................................
................................
.......................

83

Supported merge
-
fi elds

................................
................................
......................

84

Using tabl es in RTF cover pages

................................
................................
........

85

Ti ps on designing a cover page

................................
................................
..........

86

Remote monitoring & administration

87

Installation
................................
................................
................................
.........

87

Viewing the fax server status remotely

................................
................................

88

Confi guri ng the FAXmaker server remotely

................................
.........................

89

Switching to another fax server to monitor or configure
................................
.........

90

Remote admi nistration permissions
................................
................................
.....

90

NetPrintQueue2FAX

93

Introduction to Netprint
queue2FAX

................................
................................
.....

93

Confi guri ng the Netprintqueue2FAX feature

................................
........................

93

Installing the pri nter dri ver on the clients machi ne

................................
................

95

Using the NetPri ntQueue2FAX feature

................................
................................

97

Sendi ng a fax broadcast using NetprintQueue2FAX

................................
.............

98

Use Text API commands
................................
................................
....................

99












Manual FAXmaker for Networks/SMTP

Contents



楩i












Advanced Use

101

Introduction

................................
................................
................................
......

101

The send log and
recei ve log file

................................
................................
.......

101

Securing the mailbox directories

................................
................................
........

101

Creating a share on a non Windows NT server (95,Novell, Linux)

........................

102

HP Digital Sender integration

................................
................................
............

103

Internet site http://www.gfi.com

................................
................................
..........

105

The FAXmaker API's

107

Introduction to the FAXmaker API's

................................
................................
...

107

Text API
................................
................................
................................
...........

108

Troublesh
ooting

113

Introduction

................................
................................
................................
......

113

Knowl edgebase
................................
................................
................................

113

Request support vi a e
-
mail
................................
................................
................

113

Index

1
15













Manual FAXmaker for Networks/SMTP

FAXmaker
-

an introduction



1












FAXmaker
-

an introdu
ction

Introduction

FAXmaker for Networks/SMTP is designed to integrate
seamlessly with Windows NT/2000,

and will save your company
time and money by offering you advanced network fax
technology. With FAXmaker, sendin
g a fax is as easy as printing
a document.

The FAXmaker system

The FAXmaker system consists of:



A Fax server

running as a service. This program handles all
FAX communications & runs on the Fax or file server
compute
r.



An MTA (Message Transfer Agent). This program handles the
communication between the Fax server & the client software.
The program runs on the same machine as the Fax server.
The MTA also interfaces with your mail server to be able to
act as an Email to
Fax gateway and Fax to Email gateway.
(This requires a compatible mail server. More information
about this can be found further on in this chapter.)



Client software. This software allows the user to send and
receive faxes. The software is installed on the
actual client
machine.

The FAXmaker server must be installed on Windows NT/2000. If
you are running a Windows NT/2000 file server, you can install
FAXmaker on the file server itself. This system is depicted in the
following figure:












2



FAXmaker
-

an introduction

Manual FAXmaker for Networks/SMTP














FAXmaker running on Windows NT/2000

The Fax mailboxes are stored on the XP/2000 workstation or
server. This installation is very efficient, and does not require a
dedicated workstation, whilst allowing you to expand to 32 fax
lines per fax server.

If you are running a Linux or Novell file server, you must install
FAXmaker on a Windows XP/2000 machine, and configure the
mailboxes to be on the Linux or Novell file server. This system is
depicted in the following figure:


FAXmaker running on a Novell, Linux Network

The databases are stored on the NetWare server and the clients
access the FAXmaker databases and fax files via the Novell File
server. In this network a separate workstation is required to run











Manual FAXmaker for Networks/SMTP

FAXmaker
-

an introduction



3












the fa
x server. Depending on the volume of faxes sent, the
computer hardware and the operating system, the administrator

must decide whether the workstation should be dedicated. The
workstation can also be a Windows XP
/2000 workstation acting
as an application server for FAXmaker and other programs.

The FAXmaker Email to Fax gateway

FAXmaker for Networks/SMTP includes an Email to Fax and Fax
to Email gateway that allows faxes to be sent and received from
popular email c
lients such as Microsoft Outlook, Microsoft Outlook
Express and Lotus Notes.

FAXmaker is designed to integrate seamlessly with most mail
servers, including Lotus Notes, Novell GroupWise and many
SMTP/POP3 servers such as VPOP3.

Note:

If you are using Micro
soft Exchange, you should not use
FAXmaker for Networks/SMTP, but our special version for
Exchange server,
FAXmaker for Exchange
.

How the Email to Fax gateway works

The email clients send and receive mail via the mail server as
usual. However, if a user ad
dresses an email to a number or
using the @FAX domain, the fax is routed by the mail server to
the fax mailbox. The “fax mailbox”, is a standard mailbox/POP
account dedicated to the fax server. FAXmaker will check this
mailbox for outbound faxes. When it f
inds a fax in the mailbox, it
will send it out and report the transmission to the user. To do this
it uses SMTP to communicate with the mail server. Received
faxes are distributed in the same manner.

Requirements for the Email to Fax gateway

To use the FAX
maker Email to Fax gateway, apart from the
‘normal’ FAXmaker requirements, you need one of the following:



Lotus Notes 4.5, 4.6 or 5.0



Novell GroupWise



A standard SMTP/POP3 server such as VPOP3.



UNIX mail servers such as Sendmail are also supported.











Manual FAXmaker for Networks/SMTP

Installation



5












Installation

Introduction to installing FAXmaker

Installing FAXmaker consists of the following steps:

1. Install the FAXmaker fax server
.

2. Installing the FAXmaker clients

The FAXmaker setup wizard wi
ll walk you through the main install
options of FAXmaker, after which you will be able to install the
clients. After you have FAXmaker up and running, you can then
proceed to configure the FAXmaker fax server and users in more
detail.

FAXmaker Requirements


Before you install FAXmaker, please ensure that you meet all the
requirements mentioned below.

FAXmaker fax server:



A Windows 2000 or XP machine with at least 64 MB
memory and a 200 MHz Pentium. The machine does not
need to be dedicated to FAXmaker. You
can run the
FAXmaker server on the file server (providing your file
server is running Windows XP/NT/2000). FAXmaker
requires very little resources or processing time.



One of the following fax devices: A supported fax board,
active ISDN card or fax modem. F
AXmaker supports all
modems that have Microsoft fax modem drivers.
However, a quality class 2 fax modem is still
recommended.

FAXmaker client:

Windows XP, 2000, Windows 95/98/ME or Windows NT Server/
Workstation 4.0.












6



Installation

Manual FAXmaker for Networks/SMTP












Installing FAXmaker

1.

Run FAXmaker setup

by double
-
clicking the file
ffn
.exe
on
the machine that will act as the fax server
.

2.

Select the language in which you want FAXmaker to appear
and click OK.

3.

Set
-
up will ask to check if there is a later version on the
Internet. We recommend that you always u
se the latest build.

4.

Now close other Windows programs and click
Next
. In the
License agreement dialog box, click
Yes

to accept the
agreement and continue the installation.

5.

Enter your company name, fax number and serial number. If
you are evaluating the pro
duct, leave the default ‘Evaluation’
serial number. Click
Next
.

6.

Set
-
up will ask you which country you are located in, in order
to configure the dialing logic.


FAXmaker setup prompts whether you have a mail server or not

7.

Select whether you have a mail ser
ver installed. If you do not
have a mail server or if you do not wish to use the Email2Fax
gateway, select
No
.

8.

Setup will ask you for an administrator account and password
to install the FAXmaker services. This account will be granted
‘logon as service’ ri
ght. You will get a message box informing
you of this later on during setup.

9.

Choose the destination location for the Fax server modules
and click
Next
. FAXmaker will need approximately 20 MB of











Manual FAXmaker for Networks/SMTP

Installation



7












free hard disk space. In addition to this you must reserve
app
roximately 200
-
500 MB for fax data storage during
operation. The actual disk space used depends on the
quantity of faxes being sent and the amount of users on your
system. Setup will now copy the files to the FAXmaker
destination folder. After this, you ha
ve the option of running
the FAXmaker configuration wizard, which will guide you
through the elementary steps of setting up FAXmaker. Click
‘Finish’ to launch the FAXmaker Configuration Wizard.




The FAXmaker configuration wizard

10.

The FAXmaker Configurati
on Wizard will walk you through
the basic steps of configuring FAXmaker. Click Next to start
the wizard.












8



Installation

Manual FAXmaker for Networks/SMTP















Selecting the type of fax hardware to be used with FAXmaker

11.

Configuring fax devices

The configuration wizard will now prompt you which fax
device y
ou wish to use. You can choose from Fax modems,
ISDN cards or Brooktrout fax cards.

If you chose FAX modems:

FAXmaker will try to detect modems already installed on your
machine. FAXmaker will first try to detect any Microsoft Fax
drivers that are installe
d. These drivers are recommended for
use with FAXmaker since they offer wider hardware support.












Manual FAXmaker for Networks/SMTP

Installation



9















Detecting modems present on your machine

If you use ISDN or Brooktrout cards

You will have to configure the fax lines manually. Select the
appropriate drive
rs and configure the fax line.




Configuring lines if you are using Brooktrout or ISDN fax cards

12.

If you have chosen to use the Email2Fax gateway, you will be
prompted for the Email2Fax gateway settings. You will need
to enter the mail server IP or name,
the fax mailbox name (a











10



Installation

Manual FAXmaker for Networks/SMTP












mailbox you must create and dedicate to FAXmaker) and the
FAXmaker reply address. You can change these settings
after installation.




Email2Fax gateway setup

For more information on how to configure the Email2FAX
gateway, see the
paragraph ‘Setting up the Email2Fax
gateway’ in the next chapter, Configuring FAXmaker.

13.

Configuring the FAXmaker users

After you have configured the fax devices for FAXmaker and
the optional Email2Fax gateway, you must configure a
number of FAXmaker users.

This is done in the next step of
the configuration wizard. You will be prompted which users to
import from the directory via the FAXmaker User Import
dialog:












Manual FAXmaker for Networks/SMTP

Installation



















Importing FAXmaker users from Windows NT/2000

In this dialog, you select which users you wish

to give
access to FAXmaker.

If you are using the Email2Fax gateway

If you have chosen to use the Email2Fax gateway,
FAXmaker will require a valid email address for each
FAXmaker user. FAXmaker can automatically append your
domain name to each user that yo
u import, using the
‘Append domain name’ function at the bottom of the
FAXmaker user import dialog. This function will append your
domain to the XP/2000 logon name. If your email addresses
do not follow this convention, you will have to specify the
correct

email address in the User’s personal tab. To do this,
double
-
click on the user name, select the personal tab, and
specify the email address in the Email address edit box.

To proceed with the import, click OK. FAXmaker will
automatically import them and co
nfigure default settings for
each user.

Importing from a list

If you have a list of users with their correct email addresses
or if your server is not running Windows XP/2000, you can
import users from a CSV (Comma Separated Values) file.
To do this, select

the import from file option. This option will
allow you to import users from a file. For the exact format,
please check the paragraph ‘Importing users from a file’ in
the chapter ‘Advanced use’.

14.

After importing the users, you have to select a person who w
ill
receive all faxes. This person is called the default router and











12



Inst
allation

Manual FAXmaker for Networks/SMTP












will be responsible for routing all the faxes. You can assign
multiple default routers.




The FAXmaker configuration wizard will start the FAXmaker services

15.

Starting the FAXmaker service
s. This step is an easy one.
After you have configured the fax lines and the FAXmaker
users, FAXmaker will start the FAXmaker fax service and the
FAXmaker MTA (Message transfer Agent).

16.

After the FAXmaker services are started, you need to install
the FAXmak
er clients. The first time you run the client
installation (which can be run from the CD or downloaded
from the GFI website), the client set
-
up will copy the client
installation to the FAXmaker client subfolder, so that you can
run the set
-
up from this sha
re for other client installs. The last
dialog of the FAXmaker configuration wizard gives you a link
to the client download link.

Note:

If you are using the FAXmaker client, each user will
connect to the FAXmaker share. The FAXmaker share is created
automat
ically during installation. In some cases you might want to
move this share to another machine, or a file server with a
different OS (Novell or Linux for example). To do this, please refer
to the chapter 'Advanced use'.

Installing the O
CR routing module

Note: This paragraph is only applicable if you have
purchased the OCR module.

FAXmaker users can opt to purchase an OCR module that can
automatically route

incoming faxes to the right recipient. With this











Manual FAXmaker for Networks/SMTP

Installation
















module, the fax ser
ver will scan incoming faxes for recipient
names and/or keywords,

and automatically route it to the
matching recipient's mailbox.

If FAXmaker cannot match a fax to
a recipient, it will route the fax to the user who normally

receives
the inbound faxes.

To install the OCR module:

1.

Stop the FAXmaker FAX Server service and the FAXmaker
MTA Service.

2.

Run
Setup.exe

from the OCR directory of your CD
-
ROM or
from the directory you unzipped the downloaded file(s) to.
You will be asked t
o close all programs. Click
Next
. The
module will now be installed automatically.

3.

To setup OCR routing, simply add words, based on which a
fax should be routed. This can be done from the routing
\
OCR
node in the FAXmaker configuration. You can then have the

fax routed to one or more users.

4.

Restart the FAXmaker Services.












Manual FAXmaker for Networks/SMTP

Installing the clients
















Installing the clients

Introduction to the FAXmaker client software

After installing the Fax server,

you need to install the FAXmaker
client software on the user's worksta
tions. To do this, go to the
users workstation and run the FAXmaker client set
-
up.

The FAXmaker client software consists of a fax printer driver, fax
viewer and the FAXmaker Fax message form. The FAXmaker fax
message form automatically appears after print
ing to the
FAXmaker printer driver. You can also start it from the FAXmaker
for Networks/SMTP program group in the task bar. There are two
ways to send a fax with FAXmaker using the FAXmaker client:

1.

Create or open a document in any Windows application and
print it to
FAXmaker
. This automatically activates the
FAXmaker Fax message form from which you can send the
fax.

OR:

2.

Enter a message in the FAXmaker Fax message form
directly.

Note: You can also send faxes using the NetPrintqueue2FAX
feature, which uses t
he Windows Network Printer Queues and
does not require client software.

Installing the client software (XP/NT/2000/95/98/ME)

System requirements:



Windows XP/2000, Windows 95/98/ME or Windows NT
Server/ Workstation 4.0.



You will need administrator rights to

install the FAXmaker
client, because it includes a fax printer driver. You can log on
as administrator and install the client


it will automatically be
made available to all users of the machine.












16



Installing the clients

Manual FAXmaker for Networks/SMTP












If you are NOT using the Email2Fax gateway

If you are not
using the Email2FAX gateway mode (i.e. during the
fax server installation, you specified that you do not have a mail
server), run set
-
up as follows:

1.

Run the FAXmaker client set
-
up program, ffnc.exe, which can
be found on the CD or downloaded separately. A
welcome
dialog will appear. Select Next. You will be able to select the
language of the client. Select Next.




Specify Fax server machine name

2.

If you are running the client set
-
up for the first time, or if you
are not running set
-
up from the faxmaker
\
ins
tall share, set
-
up
will ask you to specify the fax server machine name. You can
specify the machine name either using the Netbios machine
name or the IP.

If you run set
-
up for the first time, the faxmaker client setup
will copy the client set
-
up to the fax
maker
\
install share. This
allows you to run set
-
up from that share for other client
installs, in which case the fax server machine name will not
be asked.

Note: You can also suppress the dialog asking for the fax
server machine name by running the client s
etup from the
command line and specifying the fax server name with the
following syntax:

ffnc.exe

a

server:SERVERNAME

for example:












Manual FAXmaker for Networks/SMTP

Installing the clients

















ffnc.exe

a

server:FAXSERVER




Specify which address book you wish to use

3.

Setup will prompt you whether you wish to use

the FAXmaker
Personal Address Book or the Outlook Personal Address
Book. If you use Outlook, we recommend using the Outlook
Address Book, because you can have a single address book
for e
-
mail and fax.

4.

Setup will prompt you whether you want to load the
FAX
maker fax manager automatically.

5.

Set
-
up will now prompt you where to install the FAXmaker
client. Select a location and click Next. The FAXmaker client
will now be installed on the machine for all users.

If you are using the Email2Fax gateway:

If you have
installed the Email2Fax gateway to send and
receive faxes, you can select whether to use the FAXmaker
FAX message form or your e
-
mail client to send faxes. In both
cases, faxes will be received in the user's inbox. We
recommend that you use the FAXmaker FA
X message form,
which will send the fax via SMTP to the FAXmaker fax server.

1.

Run the FAXmaker client set
-
up program, ffnc.exe, which
can be found on the CD or downloaded separately. A
welcome dialog will appear. Select Next. You will be able
to select the
language of the client. Select Next.












18



Installing the clients

Manual FAXmaker for Networks/SMTP















Specify Fax server machine name

2.

If you are running the client set
-
up for the first time, or if
you are not running set
-
up from the faxmaker
\
install
share, set
-
up will ask you to specify the fax server
machine name.
You can specify the machine name either
using the Netbios machine name or the IP. You can
suppress this dialog by running set
-
up from the command
line as follows: "
ffnc

a smtpmode
".

If you run set
-
up for the first time, the faxmaker client
setup will copy

the client set
-
up to the faxmaker
\
install
share. This allows you to run set
-
up from that share for
other client installs, in which case the fax server machine
name will not be asked.












Manual FAXmaker for Networks/SMTP

Installing the clients



















Selecting the type of client to use to send faxes

3.

Select which progr
am you wish to be launched after
printing to the FAXmaker printer driver. You can select
the FAXmaker FAX Message form or your default e
-
mail
client.

The FAXmaker FAX Message form is by far the easiest to
use, because it's easier to input the fax recipient
s. If you
use Outlook, it also allows you to select fax recipients
from the Outlook contacts list.

If you select to use an e
-
mail client, set
-
up will ask for the
file location and install the FAXmaker fax viewer and
printer driver only and therefore skip t
he next dialogs.












20



Installing the clients

Manual FAXmaker for Networks/SMTP















Settings required for the FAXmaker Fax Message form

If you chose to use the FAXmaker FAX
message form

1.

If you chose the FAXmaker FAX Message form, you
have to specify your mail server settings: Specify the
name of the FAXmaker fax mailb
ox, the user’s e
-
mail
address and the mail server machine name or IP and
the SMTP Port (only change the default port setting if
you are sure that the mail server is installed on another
port).














Manual FAXmaker for Networks/SMTP

Installing the clients

















Specify which address book you wish to use

2.

Setup will promp
t you whether you wish to use the
FAXmaker Personal Address Book or the Outlook
Personal Address Book. If you use Outlook, we
recommend using Outlook Address Book, because you
can have a single address book for e
-
mail and fax.

3.

Set
-
up will now prompt you wh
ere to install the
FAXmaker client. Select a location and click Next. The
FAXmaker client will now be installed on the machine
for all users.

FAXmaker user manual

The FAXmaker user manual can be downloaded separately and
distributed to FAXmaker users via e
-
mail. The FAXmaker client
installation also includes the user manual as a help file.

You can download the FAXmaker for Networks/SMTP user
manual from the downloads link on : http://www.gfi.com/ffn

Note that on previous versions the user manual was include
d in
the main FAXmaker manual. The user manual is now available for
download separately, and is no longer included in the printed
manual.

Unattended client installation

You can install the FAXmaker client in unattended mode. This
means that the FAXmaker se
t
-
up will install the FAXmaker printer
driver and viewer without asking any questions. This allows you to
deploy the FAXmaker installation using a group policy, SMS or
another remote installer software.

To install the FAXmaker client in unattended mode, y
ou need to
create a response file, and then run the set
-
up with the response
file as a command line option.

Creating a response file

A response file stores the options that you want the FAXmaker
client set
-
up to use when installing. You can create a respon
se file
by running set
-
up in 'record mode', which means it will remember
the choices you make. When you run set
-
up again it will ' replay'
these choices.

To create a response file, set
-
up must be launched in record
mode. This can be done by specifying

a

r option when running
set
-
up from the command prompt. For example or

‘ffnc.exe

a

r’












22



Installing the clients

Manual FAXmaker for Networks/SMTP












After you have run set
-
up in record mode, the response file will be
located in the windows directory with the name ‘set
-
up.iss’.

Note: Only administrators can run set
-
up

in record mode and the
outlook forms component option will be disabled. When set
-
up is
run in record mode the client will be installed as well.

Running set
-
up with a response file

To run set
-
up with a response file, run set
-
up with the

a
-
s option
from t
he command line and specify the location of the response
file, for example fexc.exe

a
-
s

f1[path to iss file]. In this example
set
-
up will be run with the set
-
up.iss response file, located in the
windows directory:

‘ffnc.exe

a

s

f1c:
\
windows
\
set
-
up.is
s'












Manual FAXmaker for Networks/SMTP

Configuring FAX lines & Devices
















Configuring FAX lines & Devices

Introduction to fax lines & devices

In the FAX server configuration program, you can set up fax
devices and fax lines. You can use modems, ISDN cards or fax
boards as fax devices. Once you have installed the fax devices,

you can create fax lines in the Lines/Devices configuration node.
A fax line is a physical telephone line and must be associated with
a modem

or a port on an ISDN

card or fax board. If you have a
multi line device, such as an ISDN card or a fax board, you can
associate m
ultiple fax lines to a single device.


FAXmaker configuration program

You can use the built in fax modem drivers of Windows 2000/XP.
To do this, the modems must be already installed in Windows
2000, and the Microsoft fax service must be started, before y
ou
add FAXmaker fax lines. Follow these steps prior to installing the
FAXmaker fax lines so that FAXmaker will detect the Microsoft
Fax Driver:

1.

Make sure you have installed your modems in Windows 2000.

2.

From Control Panel
-
>Administrative Tools
-
>Services app
let
check that the 'Fax Service' is started and is set to
'Automatic'.












24



Configuring FAX lines & Devices

Manual FAXmaker for Networks/SMTP












3.

Configure your fax devices from the Control panel
-
>Fax
applet. For more information check out the Microsoft FAQ's.

Now you can install fax lines that use the Microsoft fax modem
drivers
.

Which modem drivers should I use?

For some modems, the Windows 2000 modem drivers might work
better for you, since GFI cannot offer you such a wide range of
modem support as Microsoft can. However, in some cases,
especially with GFI approved modems, such

as Multitech, it can
be better to use the GFI modem drivers. The GFI modem drivers
include DTMF routing capability if you use a Multitech voice
modem.

The advantages of the Microsoft Fax modem drivers are wider
modem support and the possibility of sharing

the modem with
another application. In addition, you get 2D faxing which can give
faster transmission to some fax machines.
For both types of
drivers, a quality fax modem is recommended!



You can have a maximum of 2 fax lines using Windows 2000
fax drive
rs! Use fax boards or ISDN cards to increase beyond 2
fax lines per server.


Setting up fax lines

To set up a fax line for a modem:

1.

Go to Start > Programs> FAXmaker for Networks/SMTP, and
select
FAXmaker Configuration
.

2.

In the FAXmaker Configuration node, r
ight
-
click on the
Lines/Devices configuration node and select 'Properties'.

3.

If you have added new fax devices since installation, you can
click ‘Detect’ to find new modems. FAXmaker will detect any
modems connected to your PC. Click
OK

to continue.



FAXma
ker will detect any modems installed in Windows
2000/XP, however, you must ensure that the Microsoft Fax
service is started.












Manual FAXmaker for Networks/SMTP

Configuring FAX lines & Devices



















The Line/Device properties



If your modem cannot be detected automatically, you
can also click
Add

and select the COM port to

which the
modem is attached.

4.

All detected modems will now appear in the Lines dialog. Tick
the checkbox of each modem that you wish to use.

Note:

If you chose to use a modem via the Microsoft Fax driver,
please be sure not to select the same modem twice,
i.e. select it
using the Microsoft fax driver and then select the same device
using the GFI modem driver.

To set up a fax line for an ISDN card or fax board:













26



Configuring FAX lines & Devices

Manual FAXmaker for Networks/SMTP












Adding a port

1.

Go to Start > Programs> FAXmaker for Networks/SMTP, and
select
FAXmaker Configurat
ion
.

2.

In the FAXmaker Configuration node, right
-
click on the
Lines/Devices configuration node and select 'Properties'.

3.

In the Lines dialog click
Add
. In the Fax line box, choose the
line number you wish to use. In the Physical device box,
select your device
. If you are using an ISDN card, you can
select two channels for each card.

If you want to use channel
1, select
ISDN1B1
. If you want to use channel 2, select
ISDN1B2
. (If you are using more than one ISDN card, you
can select ISDN2B1 and ISDN2B2 for the se
cond card, and
so on.) If you are using a fax board, select
BROOKTROUT1
(if you are installing more than one line, use consecutive
numbers).

If you wish to copy the settings for a line you have already
configured, tick ‘Copy settings from’ and select the l
ine from the
drop down list.

Configuring the characteristics of a fax line

Once you have created lines, you can configure the
characteristics of a fax line. To do this, double
-
click on the line, or
select the line and click on
Properties
. A Tabbed dialog w
ill
appear, which allows you to specify the Device, Fax line, Auto
print,

Routing and Archive options for the specific fax line. The
device tab will differ depending on whether you are using a
modem, a
fax board or an ISDN card.

Device tab (Windows 2000 fax modem driver)

If you have a modem installed and selected to use the Windows
2000 fax modem drivers, you will have only one option to
configure. All other options must be configured from the Windows
2
000 fax driver.

Device Options












Manual FAXmaker for Networks/SMTP

Configuring FAX lines &

Devices

















The Windows 2000 modem driver device tab

Rings until answer:
The number of times the

line will ring before
FAXmaker answers it.

Device Tab (GFI fax modem driver)

If you have a modem installed and selected to u
se the GFI
modem driver, you will be able to configure the following
properties:












28



Configuring FAX lines & Devices

Manual FAXmaker for Networks/SMTP













The modem

device tab

Modem type:

Select your modem from the drop down list box.
If
your modem does not appear in the list, select the generic class
driver for your modem.

Advanced Modem Options:

Click this button if you wish to
change any of your modem settings. More information about the
different settings can be found in the Chapter

‘Advanced use’.

Important: Remember that only advanced users should
change modem settings! If you are not sure about any of the
settings, it is better not to make any changes
. Note also that
we cannot support any changes made to the modem options.

Modem O
ptions

Initialization string:

Lists the initialization string of the selected
modem driver.

Rings until answer:
The number of times the

line will ring before
FAXmaker answers it.

Line options

Tone dialing:

Activate this checkbox if your modem can use tone
dialing. If you deactivate it, the FAX Server will use pulse dialing.

Wait for dial tone:

If you activate this option, the fax server will
only send the fax if the modem detects a dial tone.



Some modems do not recognize the dial tone, so you must
first

test whether your modem recognizes a dial tone. If it does
not, deactivate this option.












Manual FAXmaker for Networks/SMTP

Configuring FAX lines & Devices
















Check for busy tone:

Activate this option if you want the modem
to check for a busy tone.

Speaker mode:

Select whether you want the speaker to be
'Always Off', or 'Unt
il Connected' or 'Always On'.

Speaker volume
: Select the appropriate volume.

Device Tab (ISDN card driver)

If you have installed an ISDN card, you will be able to configure
the following properties:


The ISDN device tab

ISDN
type:

Select the appropriate ISDN card from the list of
available ISDN card drivers. Because the currently available cards
differ in their specifications, some send and receive options may
not be applicable to your card. For the latest information regardin
g
ISDN cards and FAXmaker, please check our website
http://www.gfi.com.



After selecting the ISDN type, the driver is ready to send faxes
but reception of faxes is still disabled. To receive faxes, you must
enter the numbers that FAXmaker should answer.

Configure MSN/DID list to answer all calls:
Click the button to
activate
this option












30



Configuring FAX lines & Devices

Manual FAXmaker for Networks/SMTP












Msn/DID numbers:

Here you must specify on which msn/did numbers FAXmaker
must answer, i.e. pick up the line to receive a fax. Enter all the
msn numbers, which you want to use as a fax line here. If you
leave this list empty, FAXmaker will not r
eceive any faxes! For
example, if you want FAXmaker to answer if the line rings on
3592241, then you must enter this number.*

If you are using DID numbers, enter the base number here.

Finding out the right number

The exact MSN number that you should enter

depends on your
ISDN set
-
up. For example depending on the ISDN configuration,
the country/area code, fixed fax number, or only the extension
number must be specified. The best way to determine the number
that you need to enter is the following:

1.

Open the F
AX Server Monitor from the FAXmaker program
group.

2.

Send a fax to FAXmaker, dialing the number that you want
FAXmaker to answer.

3.

In the FAX Server Monitor, take note of how the number is
being displayed.

4.

Enter this number in the Msn number list in the Devic
e tab.
After you have entered the number and restarted the
FAXmaker fax service/application, FAXmaker will now answer
the call.

* If you want FAXmaker to answer a whole range of numbers (for
example, if you are using DID routing), just enter the starting
n
umber of the range of numbers. For example: to instruct
FAXmaker to answer all numbers 35922410 up to 35922419,
enter
3592241
.



If you do not enter any numbers, FAXmaker will not
answer incoming calls!

Device Tab (Fax board driver)

If you have a fax board you will be able to configure the following
properties:












Manual FAXmaker for Networks/SMTP

Configuring FAX

lines & Devices

















The Fax board device tab

Device

port:
Select the fax board line number.

Card type:
Select the card type you are using.

Line capabilities

Select the line's capabilities: None, DTMF or DID.

Line options

Tone dialing:

Activate this checkbox if you wish to use tone
dialing. If you deactivat
e it, the Fax server will use pulse dialing.

Wait for dial tone:

If you activate this option, the fax server will
only send the fax if the fax board detects a dial tone.

Options

Rings until answer:
The number of times the

line will ring before
FAXmaker an
swers it.












32



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Manual FAXmaker for Networks/SMTP












Fax line options


The line options tab

You can specify different line options for each installed fax line.

General options

Maximum resolution
: Here you can limit the resolution to low or
high.

Maximum Speed:

Select the send and receive speed acc
ording
to the

capabilities of your fax device.

Local fax ID:

Enter the fax ID. The recipient will see this as the
identification code of the fax.

Receive incoming faxes:
Activate this option if you want this fax
li
ne to receive incoming faxes.

Send outgoing faxes:

Activate this option if you wish this fax line
to send faxes.

Dial prefix:

If your lines are located behind a PBX, you can
specify a dial prefix here.

Do not dial prefix if fax number is:
Here you can sp
ecify
whether you wish FAXmaker not to dial a prefix if the fax number
is less than or equal to a certain number of digits. This can be
useful if you are using different providers for local, national or
international faxes.

Fax header:

The fax header is a
word or company name that
appears on top of each fax.












Manual FAXmaker for Networks/SMTP

Configuring FAX lines & Devices
















Number of retries:

Sets the number of times FAXmaker will try to
re
-
send a fax.

Retry delay:

This option allows you to set a delay between retries
in seconds.

Fax line options
-

Advanc
ed

This tab allows you to configure advanced fax line options


The advanced line/device options

Auto print

Auto print allows you to automatically print faxes received on this
line. This way, you can select different printers to print out faxes
received
on different fax lines.

To select the printer(s) click on
Set
-
up
. If you want your faxes to
be auto
-
fitted, select
Nearest Size
. If you are sure you are only
going to receive one fax format, you can select that format:
A4
only
,
Letter only

or
Legal only
.

If you have chosen
Nearest Size
, you must set up a printer (this
can be the same printer) for each page format. If you have chosen
one format only, you must set up a printer for that format.












34



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Manual FAXmaker for Networks/SMTP













Auto print set
-
up

*

Printing of outgoing faxes is configured in

the General Node of
the FAX Server Configuration because it is not port
-
specific.

Archiving

Archiving allows you to create a backup of all incoming and
outgoing faxes.

Archive incoming:

Archives all incoming faxes in a directory of
your choice.

Archive ou
tgoing:

Archives all outgoing faxes in a directory of
your choice.

If you have the OCR module installed, FAXmaker will store the
OCR text output in the same directory, using the same file name
as the corresponding fax file, but using extension *.txt instea
d of
*.fax.

Routing

Here you set
-
up routing options specific to this fax line. Note that
the main routing configuration is done from the routing node.

Note:

Some of these options will appear greyed out depending on
what device you are using. Note that stan
dard fax modems have
no routing capabilities.

DTMF/DID routing options

Number of DTMF/DID digits to capture:

Length of DTMF
string/number that caller or PBX must generate. For example, if
you are going to use from 1
-
9 only, enter 1; up to 99, use 2 digits;












Manual FAXmaker for Networks/SMTP

Configu
ring FAX lines & Devices
















up to 999, use 3; and so on. Be aware that if you enter a certain
amount of digits, the sender must enter all the digits for the fax to
be routed correctly. For example, if the digits are set to 3, and the
DTMF number is 6, the sender must enter 006 not j
ust 6. Another
option would be to enter 6# (the # implies number complete).

Generate beep before capture:

specifies that the modem should
give a beep when it answers the call as a signal to the user to
enter the DTMF number. It is recommended that this opt
ion is
always selected. The tone of the beep may be selected from the
drop down box. The tone can be a DTMF tone or a frequency
from the selected range.

Flash after DTMF capture and before tone:

This option is used
only for Multitech modems. When this opti
on is enabled, after
successfully detecting tone, the fax server goes 500ms on hook
(flash) and then start receiving the fax.












Manual FAXmaker for Networks/SMTP

Configuring fax routing
















Configuring fax routing

Introduction to fax routing

An important ability for Network fax packages is to be able to
determine the

right recipient of an incoming fax. FAXmaker
supports several ways of achieving this. Each method has its
advantages and disadvantages. Overall, DID routing is preferred
for larger installations, and MSN and Line routing for smaller
installations. In this

paragraph we discuss all the routing methods,
their advantages and their requirements

DID routing (ISDN or analog DID trunk)

Using either an ISDN line or a DID trunk, users can be assigned
personal fax numbers without having to install physical fax lines
for each number. The number of the line is passed to FAXmaker
upon receiving the fax, and therefore FAXmaker can route the fax
to the correct user.

ISDN/DID (Direct Inward Dial)

routing is generally considered the
most reliable form of automatic inbound ro
uting. DID requires you
to purchase ‘virtual phone numbers’ from your telecom company,
which you can assign to users or departments. The virtual phone
number (DID number) will be passed to FAXmaker so that
FAXmaker knows to whom the fax should be routed. T
he system
is completely transparent to the caller and does not require any
effort on his/her part.


Requirements:

For routing based on ISDN DID



An ISDN Line with MSN numbers












38



Configuring fa routing

Manual FAXmaker for Networks/SMTP














An active ISDN CAPI 2.0 card such as an EICON Server BRI
(approx. cost $500).

For routing based on analog DID



A DID line with X amount of numbers



A Brooktrout TR114 DID card (approx. cost $2000)

Recommended environment:
Any environment where 100%
reliability is required for inbound fax routing, i.e. legal &
accounting offices.

MSN

routing (ISDN only)

This method is similar to DID routing. It’s only supported if using
ISDN. If using MSN routing, you do not need to purchase DID
numbers. Each ISDN line has 1 or more MSN numbers (usually 9)
assigned to it. For an ISDN card to answer a
line, you need to
specify which MSN numbers it should pick up the line for. If your
ISDN line has 9 MSN numbers, you can have 9 different routes
for a fax.

OCR routing

This method routes a fax to the correct user by recognizing the
text on the fax (OCR), a
nd finding keywords related to a recipient,
for example his first name, last name or job function. If FAXmaker
cannot match a recipient, it will route the fax to the default
recipient/router.


Routing a fax using OCR

Requirements
:



The OCR fax module (cost $195)



Faxes that need to be routed must be typewritten.

Recommended environment:
OCR routing will achieve
approximately 70% accuracy. This means that it will alleviate but
not eliminate the routing burden. It will work in small
er
companies/departments where received faxes are typewritten. For
obvious reasons it will not be able to distinguish between users
with the same name.












Manual FAXmaker for Networks/SMTP

Configuring fax routing
















Line routing

Line routing allows you to assign a physical fax line to a user. For
example, if your offic
e had 4 fax machines in each department
prior to purchase of FAXmaker, you could use those 4 fax lines
with 4 fax modems to route the faxes to each department based
on the number on which it was received.


FAX routing using the physical line on which fax is received.

Requirements:



Two or more physical fax lines

Recommended environment:
Highly recommended for
environments where routing a fax to a specific department or
workgroup

is sufficient.

DTMF routing

DTMF (Dual Tone Multi Frequency)

routing is based on the
tones generated by a telephone handset on the calling fax
machine, and can be used to identify a recipient. The DTMF
number can be appended after the regular fax number.


Routing a fax using DTMF/DID routing

The system works in the following way:

1.

The caller dials the fax number and waits until the call is
answered.

2.

The fax card/modem

will

now transmit a tone, after which
the caller/PBX must enter the DTMF routing number.

3.

The FAXmaker fax server will recognize the DTMF
number and use it to identify the recipient of the fax.












40



Configuring fa routing

Manual FAXmaker for Networks/SMTP












DTMF routing is most frequently used in combination with a voice
m
odem and a PBX that supports DID/DTMF conversion. In this
case, you can use excess DID lines from the PBX to route the fax
to an extension.

The PBX will convert the DID tones to DTMF and forward them to
the modem after the modem beep. Most common PBXs su
pport
the conversion from DID to DTMF.

Requirements:



A Multitech voice modem (check for compatibility with GFI)
OR Brooktrout fax card



User must input DTMF number. If PBX is used, the network
administrator must have advanced technical
telecommunications kn
owledge to operate and program the
PBX.

Recommended environment:
Only in specific environments
where a special PBX is available or where one can explain to the
callers (i.e. the senders of the fax) how to input the DTMF number



Do not enable DTMF/DID rou
ting unless you have a
compatible voice modem or a compatible ISDN/fax

card correctly
set up. Compatible voice modems are Multitech modems that
have a Rockwell voice chipset. You must also select the
corresponding driver in Modem properties as

Voice modem
(Rockwell). If you enable DTMF routing without having a voice
modem or an ISDN card, the fax server will generate an error
while receiving.

What is DTMF?

-

DTMF (Dual Tone Multi Frequency) tones are
generated by a telephone handset, and can be

used to identify a
recipient. DTMF uses two tones to represent each key on the
touch pad. When any key is pressed, the tone of the column and
the tone of the row are generated, hence dual tone. As an
example, pressing the '5' button generates the tones 77
0Hz and
1336Hz.

CSID routing

CSID (Caller Sender Identification) relies on the FAX ID, which
each FAX machine/FAX card displays when sending a fax. Since
it rarely changes, it can be used to identify the sender and thus
the corresponding recipient.












Manual FAXmaker for Networks/SMTP

Configuring fax routing

















Routing a fax using the FAX ID (CSID)


The fax ID on a received fax

Requirements:



none

Recommended environment:
Only in specific environments
where each user faxes to different companies. For example, if
your sales and support peop
le both interact with a certain
company, then CSID routing is not recommended.

Manual routing

When no recipient can be determined for a fax, the faxes are
routed to a designated mailbox, from where the inbound fax router
(a person designated to route faxes
) can view the fax and select
the right recipient. This mailbox can be the mailbox of a particular
user, or it can be an Exchange public folder.

General routing options

Independent of what routing method you use, you must set
-
up
general routing options.












42



Configuring fa routing

Manual FAXmaker for Networks/SMTP













Routing properties


specifying default fax routers

Specifying default routers

1.

In the FAXmaker configuration program, right
-
click on the
Routing node and select 'Properties'. This will bring up the
routing properties dialog. In this dialog you can specify
users/mailboxes that should receive un
-
routed faxes and
users/mailboxes that should receive all faxes.

2.

To configure users that should receive all faxes, go to the
‘Receive all faxes’ tab. Click Add and specify the user/mailbox
that should receive all faxes
.

3.

To configure users that must route inbound faxes, click on the
‘default routers’ tab. Click Add and specify the user/mailbox
that should receive inbound faxes that have not been routed
automatically.

Note that the difference between a user that is a defa
ult router
and a user that is configured to receive all faxes is that the default
router will ONLY receive faxes that have not been routed. For
example, if you use DID routing, but receive a fax on a DID
number that is not set
-
up in FAXmaker, then the defa
ult router will
receive the fax. For example this would be the case on a general
fax line. Users specified in the ‘Receive all faxes’ tab will receive
ALL faxes, whether they have been routed or not.

TIP: Use the Receive all faxes feature to create an exch
ange
store/public mailbox of all inbound faxes.












Manual FAXmaker for Networks/SMTP

Configuring fax routing
















Configuring DID Routing

If you have decided to use DID routing, and have installed a fax
device capable of DID routing, you will need to associate the DID
numbers with the users. This is called a DID route.

A
dding DID routes

To add a new DID route

1.

Right click on the Routing > DTMF/DID node, and select 'New
DTMF/DID route'




Creating a new DID route

2.

Now enter the users’ routing number (or virtual fax number).
For example, if you have a 4 digit DID, you enter

the 4 last
numbers in this dialog and click OK. The DID number will
appear in the right pane of the FAXmaker configuration. You
can also enter a range of DID numbers.












44



Configuring fa routing

Manual FAXmaker for Networks/SMTP















Specifying to which user the fax must be routed

Optionally you can specify 'Force nu
mber to have this amount
of digits


this will cause a range of, for example, 1
-

100 to be
noted as 0001
-
0100 (if you specify 4)

Note: You can also import a list of users and DTMF numbers
using the import function

3.

Now double
-
click on the DID number in the
right pane. This
will bring up the DID route properties. In the users tab, select
to which user(s) the fax must be routed if the fax is received
on this DID extension number.

Importing/Exporting a range of DID routes

If you have a large number of users, it

might be easier to prepare
a list of DID numbers and associate user names in another
application like Excel.

To import or export a range of DID numbers:

1.

In the FAXmaker configuration, right click on the Routing >
DTMF/DID node.

2.

From the menu, select eith
er import or export DTMF/DID
range. A file dialog will appear asking you to specify a text file
with the data to be imported. The data must be in the
following CSV format:

"DID/DTMF number", "user1", "user2", "user3", …

E.g.












Manual FAXmaker for Networks/SMTP

Configuring fax routing
















"1234", "John J, Doe", "Bill Sm
ith", "Roger Brown", "Joe
Bloggs"

You can specify the user name as their Exchange display
name, their SMTP email address or their FAXmaker address.

Important: The configuration will link the user name specified
to either the user's display name, any of the

user's SMTP
email addresses or the user's FAXmaker address. All the user
accounts to be imported must be in the Licensed Users list.

On Export, the configuration will use the user's display name
for the user fields.

Configuring DTMF Routing

Configuring DT
MF routing is almost identical to configuring DID
routing. Before configuring DTMF routing, enable DTMF routing
for each fax line! To do this:

1.

Ensure you have a DTMF compatible fax device (for example
a Multitech voice modem or a Brooktrout fax card)

2.

In th
e FAXmaker configuration go to the Lines/Devices node
and open the properties window.

3.

Double
-
click on each installed fax line, go to the advanced tab
and enable the option 'Number of DTMF/DID digits to
capture'.

Note: If the option to AutoRoute using the
DTMF is grayed out,
you don't have a voice modem.

Adding DTMF routes

To add a new DTMF route

1.

Right click on the Routing > DID/DTMF node, and select 'New
DTMF/DID route'




Creating a new DTMF route












46



Configuring fa routing

Manual FAXmaker for Networks/SMTP












2.

Now enter the users’ routing number (extension for DTMF o
r
virtual fax number for DID). For example, if you have a 4 digit
DTMF, you enter the 4 last numbers in this dialog and click
OK. The DTMF number will appear in the right pane of the
FAXmaker configuration. You can also enter a range of DTMF
numbers.

Optio
nally you can specify 'Force number to have this amount
of digits


this will cause a range of, for example, 1
-

100 to be
noted as 0001
-
0100 (if you specify 4)

3.

Now double
-
click on the DTMF number in the right pane. This
will bring up the DTMF route propert
ies. In the users tab,
select to which user(s) the fax must be routed if the fax is
received on this DTMF extension number.

Line specific DTMF routing options

Note that a number of DTMF options are line/Device specific, for
example on which lines to enable

DTMF routing. Therefore these
need to be set
-
up from the Line/Device configuration


Advanced
tab.

Configuring MSN routing

Before you can add MSN routes, you have to enter the MSN
numbers in the ISDN card Device tab.

To do this:

1.

Right
-
click on the Devices
\
Lines Configuration node, select
properties. A dialog with the available lines will appear.

2.

Select the lines, which use the ISDN card and double
-
click.
The Device properties will appear. In the main Device tab,
enter the MSN numbers that you want to be an
swered.












Manual FAXmaker for Networks/SMTP

Configuring fax routing



















Add MSN numbers to the device first

Entering the MSN numbers is required, otherwise the ISDN
card will not pick up any incoming phone calls. If you use
the ISDN line only for the fax server, you can enter all the
MSN numbers available on the IS
DN line, so as to create
the maximum possible MSN routes.

Adding MSN routes

To Add a new MSN route

1.

Right click on the Routing > MSN node, and select 'New MSN
route'




Creating a new MSN route

2.

Now select from the list of available MSN numbers and click
OK
. The MSN number will appear in the right pane of the
FAXmaker configuration.












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Configuring fa routing

Manual FAXmaker for Networks/SMTP












3.

Now double
-
click on the MSN number in the right pane. This
will bring up the MSN route properties. In the users tab, select
to which user(s) the fax must be routed if the fax is
received
on this MSN number.

Configuring OCR routing

The OCR routing module allows you to route faxes based on
keywords appearing in the fax. The OCR routing module is a
separate module, and must be purchased and installed prior to
configuring OCR routing.


After you have installed the OCR routing module, you can set
-
up
OCR routing from the Routing > OCR node in the FAXmaker
configuration.

General options


The OCR routing properties dialog

To set
-
up the general OCR routing options, right
-
click on the OCR
r
outing node and select properties. The following options are
available:

Attach OCR output to fax transmission:

This option allows you
to specify whether the OCR output must be attached to the
incoming fax.

Pages to OCR:
The number of pages that FAXmaker sh
ould
scan for names and keywords.













Manual FAXmaker for Networks/SMTP

Configuring fax routing
















Matching ratio:
The matching ratio is the confidence that
FAXmaker needs to have before matching the keyword or name
to a recipient. T
he recommended matching ratio is between 60
and 80%, it should not be 100%
.

The matchi
ng ratio

is dependent on the quality of the fax. If the fax
is of bad quality, OCR will not recognize all the letters on the fax.
In this case a lower matching ration is required, otherwise the fax
will not be routed. On the other hand, a low ratio may lea
d to
faxes being forwarded to users who should not receive the fax. If
the matching ratio is too low, some words, which are similar to the
phrases, will be considered as being the phrases, e.g., with 60%
ratio Galea and Gales will be considered to be the s
ame.

Intelligently route faxes based on user's first and last names:

This option allows you to automatically route a fax if it finds a
users name in the fax. You don’t have to configure the users
names, since FAXmaker will retrieve the user names from Act
ive
Directory or the Exchange 5.5 directory automatically. Use this
option if you have many users and don’t want to configure custom
search phrases for each user.

Adding custom search phrases

Besides routing based on a users name, you can also enter
custom

search phrases, for example 'Sales Department' and set
-
up a route for faxes addressed to the Sales department. To enter
a custom search phrase:

1.

Right click on the Routing > OCR node, and select 'New
Search Phrase'




Entering a new search phrase

2.

Now ente
r a search phrase for example 'Sales Department'.
Click OK. The search phrase will appear in the right pane of
the FAXmaker configuration.












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0



Configuring fa routing

Manual FAXmaker for Networks/SMTP














Specifying to which user the fax must be routed

3.

Now double
-
click on the search phrase in the right pane. This
will

bring up the Search Phrase options. In the users tab,
select to which user(s) the fax must be routed if the search
phrase is found.

Configuring CSID routing

You can set up CSID routing by adding CSIDs (FAX IDs) and
associating one or more users to that CS
ID. FAXmaker will then
route incoming faxes with that particular CSID to that user. Add
FAX IDs to the user's CSID list by clicking
Add

and entering the
fax numbers
.


Adding CSID routes

To add a new CSID route

1.

Right click on the Routing > CSID node, and se
lect 'New
CSID route'




Creating a new CSID route












Manual FAXmaker for Networks/SMTP

Configuring fax routing
















2.

Now enter a CSID number and click OK. The CSID
number/phrase will appear in the right pane of the FAXmaker
configuration.

3.

Now double
-
click on the CSID number/phrase in the right
pane. This will bring up t
he CSID route options. In the users
tab, select to which user(s) the fax must be routed if the fax
has that CSID number.

Configuring Line routing

Line routing allows you to specify to which users faxes, received
on particular fax lines, must be routed.

Ad
ding a line route

To add a line route:

1.

Right click on the Routing > Line node, and select 'New Line
route'


Creating a new Line route

2.

You can now select from the lists of available PHYSICAL fax
lines. Select a line and click OK. The new line route will
ap
pear in the right pane of the FAXmaker configuration.












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Configuring fa routing

Manual FAXmaker for Networks/SMTP















Specifying to which user the fax must be routed

3.

Now double
-
click on the line route in the right pane. This will
bring up the Line route options. Click on the users tab. In the
users tab, select to w
hich user(s) the fax must be routed if the
fax is received on this physical line.












Manual FAXmaker for Networks/SMTP

Configuring Fax server options
















Configuring Fax server options

Document Conversion configuration

FAXmaker can automatically convert Office 95/97/2000/XP, rtf,
txt, gif, jpg, HTML and PDF attachments at ser
ver level. To use
server
-
based document conversion you must have Microsoft
Office 97/2000/XP installed on the FAX Server computer! To
convert PDF attachments, you will need to install Adobe PDF
viewer version 4 or higher.

To set
-
up document conversion

1.

Ensu
re that Microsoft Office was installed using the same
account that is being used for the FAXmaker fax server
services. If this is not the case, re
-
install Microsoft Office
97/2000/XP using the account used for FAXmaker.

2.

Make sure you have made a full inst
allation of Microsoft
Office.

3.

Make sure that the account used for installing FAXmaker and
Microsoft Office has administrator rights.

4.

After installing Microsoft Office, run Word and/or Excel to get
rid of any messages displayed the first time the programs a
re
run.

5.

Make sure that the FAXmaker printer driver is set as the
default printer for the machine.

6.

Re
-
start the fax server machine to ensure that changes will
take effect.

Note: FAXmaker and Office are to be installed using the same
user account. This user

account must have administrative rights.
This will ensure that the FAXmaker printer driver, FAXmaker Fax
Server and Microsoft Office will be running in the same user
account while running as a service.












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Configuring Fa server options

Manual FAXmaker for Networks/SMTP












Document conversion options


Document Conversion opt
ions

To configure document conversion, right
-
click on the Document
conversion node and select properties. You can configure the
following options:

Ignore extensions:
Enter the extensions that you wish
FAXmaker to ignore e.g., p7s, vcf, etc.

Note: FAXmaker