GFI FAXmaker for Exchange 10

Manual

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 change 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 express written permission of GFI SOFTWARE Ltd. FAXmaker is copyright of GFI SOFTWARE Ltd. © 1995-2004 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 10.05 – Last updated January 12, 2004

Contents
FAXmaker - an overview 1
Introduction to FAXmaker.............................................................................................. 1 The FAXmaker system .................................................................................................. 1 FAXmaker features........................................................................................................ 2

Installation

3

Introduction to installing FAXmaker ............................................................................... 3 Requirements ................................................................................................................ 3 Installing the FAXmaker server ..................................................................................... 4 The FAXmaker configuration wizard ................................................... 6 Installing the fax server on a separate machine ............................................................ 9 Upgrading from earlier FAXmaker versions ................................................................ 10 Entering your License key after installation ................................................................. 10 Installing the OCR routing module............................................................................... 11

Installing the clients

13

Introduction to the FAXmaker client software.............................................................. 13 How users send a fax .................................................................................................. 13 Installing the client software (XP/NT/2000/2003/9X) ................................................... 14 FAXmaker user manual............................................................................................... 14 Unattended client installation ....................................................................................... 14 Installing the FAXmaker client on Terminal server clients........................................... 15

Configuring FAX lines & Devices

17

Introduction to fax lines & devices ............................................................................... 17 Setting up fax lines ...................................................................................................... 18 Configuring the characteristics of a fax line................................................................. 19 Fax line options............................................................................................................ 24 Fax line options - Advanced ........................................................................................ 24

Configuring Fax routing

27

Introduction to fax routing ............................................................................................ 27 General routing options ............................................................................................... 30 Configuring DID Routing.............................................................................................. 33 Configuring DTMF Routing .......................................................................................... 35 Configuring MSN routing ............................................................................................. 37 Configuring OCR routing ............................................................................................. 38 Configuring CSID routing............................................................................................. 40 Configuring Line routing............................................................................................... 40

Configuring Fax server options

43

Document Conversion configuration ........................................................................... 43 Licensed users............................................................................................................. 44 Sending options ........................................................................................................... 45 Receiving options ........................................................................................................ 47 Configuring Fax administrators.................................................................................... 48

FAXmaker for Exchange Manual

Contents • i

................................ 71 NetPrintQueue2FAX 75 Introduction to Netprintqueue2FAX ..................................... 64 Fax server monitoring & remote administration 67 Introduction ......................................................................................................................... 85 Configuring the SMS server.... 86 SMS log files ................. 61 Designing cover pages ........................................................................................................................................................... 100 ii • Contents FAXmaker for Exchange Manual ...... 55 Call blocking ..................................................................................... 48 Transmission reports ........... 51 Header/Footer options ................................................................................................ 52 Stamping options .... 56 Configuring Cover pages 59 Introduction to cover pages .......................................................... 70 Configuring the FAXmaker server remotely ...................................................................... 92 The send log and receive log file ......................................... 75 Configuring the Netprintqueue2FAX feature.......................................................... 82 Configuring the FAXmaker SMS gateway .......................... 75 Installing the printer driver on the clients machine.................................................................................... 59 Adding Cover Pages/Cover notes ............................................................................................................................................ 91 Using a shared Outlook Contact List with FAXmaker................................................................ 97 The POP3 client agent.......................................... 63 Using tables in RTF cover pages...................................................................................................................................................................................................................................................................................... 62 Supported merge-fields ......................................................................................................... 67 The FAXmaker monitor ............ 59 Specifying a default cover page..................................................................... 78 Sending a fax broadcast using NetprintQueue2FAX ........................................... 90 Advanced use 91 Introduction ............................................................................................................................................................................................................. 70 Switching to another fax server to monitor or configure ......... 61 General cover page options.......................................................... 84 Configure the Clickatell Web2SMS service ................................................................................... 92 HP Digital Sender integration.................................................................................................................. 81 Requirements of the SMS gateway .................................................................................................................................................................................................................................................. 78 Use Text API commands................................................................................................................... 76 Using the NetPrintQueue2FAX feature................................................................... 98 Internet site http://www.............................................com................................. 67 Installation of the remote tools......................................................................................... 56 General ................................................................................ 95 Customizing transmission reports ... 69 Viewing the fax server status remotely .............................................................................................................................................. 53 Junk Fax filter ............................. 82 Receiving SMS messages...................................... 89 Sending an SMS ................................................................................................................................................................................................................................................................................................ 64 Tips on designing a cover page.......................................Dialing Options .......................................................................................................................................................................................................................... 94 Using fax commands ................. 79 The SMS gateway 81 Introduction to the SMS gateway ...................................................................................................................................................................................................................... 91 Sending messages in Rich Text Format.............................................................................. 71 Remote administration permissions ..gfi........................... 92 The FAXmaker Call Accounting module/Log viewer ..................

................................................................................................................................................................................................................ 112 Build notifications ............................................................The FAXmaker API's 101 Introduction to the FAXmaker API's............................................................................................................. 101 Least cost routing 107 Introduction ................................................................................................................................................................................... 111 Request support via webchat .................................... 112 Index 113 FAXmaker for Exchange Manual Contents • iii ..................................................................... 101 Text API ........................... 111 Knowledgebase .......... 107 Troubleshooting 111 Introduction .... 112 Web Forum........................................... 112 Request support via phone................................................................................................................................................................................................................................. 107 Setting up Least Cost Routing ........................................ 111 Request support via e-mail ......................................................................

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It integrates seamlessly with your Exchange server.FAXmaker . FAXmaker for Exchange requires little resources. A Fax Connector on the machine running Exchange server. it will run in the background on the same machine as Microsoft Exchange server. The FAXmaker system The FAXmaker system consists of: • • • A FAX Server running as a service. The figure below shows the FAXmaker FAX Server/connector running on the Exchange server machine. Client software. it does not require a separate machine. If you only want users to send a fax by typing in a message and attaching Office files in Outlook. Rather. In addition. FAXmaker fax connector Fax Fax/Modem User workstation Exchange server User workstation User workstation User workstation FAXmaker Exchange connector running on MS Exchange server FAXmaker for Exchange Manual FAXmaker . which enables all Exchange users to view faxes and to send a fax from any Windows application by printing to the FAXmaker printer driver. Because FAXmaker was designed to run on Windows 2000. The client software consists only of a Fax Viewer and the FAXmaker printer driver. giving you a single point of administration and enabling you to take full advantage of all the features Exchange Server has to offer. This program handles all fax communications.an overview • 1 .an overview Introduction to FAXmaker Congratulations on purchasing FAXmaker! FAXmaker for Exchange is a fax connector for Microsoft Exchange Server 2000 & 2003. you do not need to install the FAXmaker client software.

CSID. Personalized cover pages Converts office documents at server level Receive faxes in FAXmaker fax format.FAXmaker features FAXmaker FAX Server: • • • • • • • • • • • • • • • • • • • • True connector for Microsoft Exchange Server 2000 or Microsoft Exchange Server 2003 Automatic inbound routing (OCR. Tif format. Fax annotation Transmission reports. DID/DTMF.an overview FAXmaker for Exchange Manual . Billing codes Fax scheduling. line routing) Hardware flexibility (modem/ISDN/fax board) Call logging SMS send & receive capability NetprintQueue2FAX Fax broadcaster Auto print incoming/outgoing faxes Minimal network overhead Least cost routing Remote viewing of fax server status Remote user administration Remote FAX Server configuration API toolkit using Comm objects Print to Fax. PDF format or jpg/gif Attach PDF files to faxes 2 • FAXmaker .

active ISDN card or fax modem. you can then proceed to configure the FAXmaker fax server in more detail. If you are using GFI modem drivers. Installing the FAXmaker clients (Optional). Requirements Before you install FAXmaker. FAXmaker supports class 2 fax modems from Multitech. However. The client set-up is a separate installation program and can be downloaded/run from the CD separately on each machine. FAXmaker has wider modem support. IMPORTANT: Disable Anti Virus software from scanning the GFI FAXmaker & other relevant directories! AV products are known to both interfere with normal operation as well as slow down any software which requires file access. After you have FAXmaker up and running.asp?id=KBID001523 Make sure that backup software is not backing up any of the GFI FAXmaker directories at any point. In fact Microsoft does not recommend running file based anti virus software on the Exchange Server. 2. FAXmaker FAX Server: • • • Microsoft Exchange Server 2000 or 2003 A Windows 2000 or 2003 server machine with at least 256 Mbytes of Ram and a 800 MHZ processor.Installation Introduction to installing FAXmaker Installing FAXmaker consists of the following steps: 1. FAXmaker for Exchange Manual Installation • 3 . One of the following fax devices: A supported fax board. If you are using Windows 2000 modem drivers. Installing the FAXmaker fax server and configuring the fax server using the FAXmaker configuration wizard. please ensure that you meet all the following requirements. For more information: http://kbase.gfi.com/showarticle. supporting all modems that have Microsoft fax modem drivers. Note that Windows 2003 enterprise version has no limitation on the number of fax lines used. • • I You can have a maximum of 2 fax lines using Windows 2000 fax drivers and a maximum of 4 fax lines using Windows 2003 fax drivers! Use fax boards or ISDN cards to increase beyond 2 fax lines per server. a quality class 2 fax modem is still recommended.

Select the country in which you are located and click Next. Please see: http://kbase. 3.0. Enter your company name. Run FAXmaker set-up by double-clicking on the file fex.gfi. you will need to follow certain procedures to make GFI FAXmaker work. 4.com/showarticle. You are running the FAXmaker installation on the Exchange Server machine! 1.I If you are using Microsoft Small Business Server 2003. fax number and License key. A welcome dialog will appear. Windows 95/98/ME or Windows NT Server/ Workstation 4. click Yes to accept the agreement and continue the installation. leave the default ‘Evaluation’ key. Click Next to start installation.asp?id=KBID001934 FAXmaker client: • • Microsoft Outlook 97 or higher Windows XP/2000/2003. In the License agreement dialog box. Installing the FAXmaker server Before you run the installation procedure please make sure that: • • You are logged on as Administrator. 2. Click Next. Select the language in which you want FAXmaker to appear and click OK.exe. 4 • Installation FAXmaker for Exchange Manual . Close other Windows programs and click Next. If you are evaluating the product. Selecting your country 5.

In addition to this you must reserve approximately 200-300 MB for fax data storage during operation. you must update the password for the FAXmaker Exchange Connector service and FAXmaker FAX Server service from the Services Control Panel as well. Confirm your Exchange Server name (not IP!) and click Next. Choose the destination location for the Fax server modules and click Next.Confirming Exchange server machine name 6. installation of the Installation • 5 FAXmaker for Exchange Manual . FAXmaker will need approximately 40 MB of free hard disk space. Set-up will ask you for an administrator account and password to install the FAXmaker services. Note: At this point. otherwise the FAXmaker services will no longer start! 8. Set-up will now copy the files to the FAXmaker destination folder. I If you change your password after installing FAXmaker. The actual disk space used depends on the quantity of faxes being sent. Account name for services 7. if you are using Windows 2003 and you are not installing on a domain controller machine.

Configuring fax devices 6 • Installation FAXmaker for Exchange Manual . For information how to resolve this see: http://kbase. The FAXmaker Configuration Wizard will walk you through the basic steps of configuring FAXmaker.gfi. Click ‘Finish’ to launch the FAXmaker Configuration Wizard.asp?id=KBID001925 The FAXmaker configuration wizard After this.com/showarticle. The FAXmaker configuration wizard 1. you have the option of running the FAXmaker configuration wizard.NetPrintQueue2FAX printer driver might fail due to global policy settings. Selecting the type of fax hardware to be used with FAXmaker 2. Click Next to start the wizard. This driver is not critical to FAXmaker but allows easy integration with accounting and other apps. which will guide you through the elementary steps of setting up FAXmaker.

If you are running Windows 2000. If you chose FAX modems: FAXmaker will try to detect modems already installed on your machine. ISDN cards or Brooktrout fax cards. These drivers are recommended for use with FAXmaker since they offer wider hardware support.The configuration wizard will now prompt you which fax device (s) you wish to use. Detecting modems present on your machine If you use ISDN or Brooktrout cards You will have to configure the fax lines manually. You can choose from Fax modems. Configuring lines if you are using Brooktrout or ISDN fax cards FAXmaker for Exchange Manual Installation • 7 . Select the appropriate drivers and configure the fax line. FAXmaker will first try to detect any Microsoft Fax drivers that are installed.

you can proceed to install the FAXmaker clients. Start up the FAXmaker monitor from the FAXmaker program group and check if the fax server is running. The FAXmaker configuration wizard will start the FAXmaker services 4. FAXmaker FAX Server monitor I If you have not entered an administrator account or a valid equivalent (with administrator rights in Windows 2000 server and in Exchange server). After you verified this. The FAXmaker configuration wizard will retrieve available Exchange users.3. You can view the fax server status with the FAXmaker monitor. This is done in the next step of the configuration wizard. Selecting a FAXmaker administrator: After you have configured the fax devices for FAXmaker. You can then select which user will be the FAXmaker administrator. You can now check if the fax server is up and running. Starting the FAXmaker services. 5. 8 • Installation FAXmaker for Exchange Manual . 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). Check the chapter ‘Troubleshooting’ for more information on administrator rights. the services will not start because Windows 2000 server will not allow them to do so. you must configure at least one FAXmaker administrator.

i. In addition. 4. On the exchange server machine. the FAXmaker fax server will run on a separate machine and only the FAXmaker Exchange connector will run on the Exchange server machine. This will allow you to install the fax devices on a separate machine. Decide which machine will be the fax server machine. To install FAXmaker in split server mode: 1.e. there is a node. Select 'Exchange connector component'. run the set-up program on the machine designated to be the fax server with FAXmaker for Exchange Manual Installation • 9 . Configuring FAXmaker in more detail The FAXmaker set-up program & configuration wizard walks you through the basic configuration of FAXmaker. you can do so. This will install the Exchange connector. Note that the fax server machine must run Windows 2000 pro or server or Windows 2003 pro or server.I If you wish to run the FAXmaker FAX Server service on a different machine on the network. Please see the paragraph 'Installing the fax server on a separate machine' for more information on how to do this. You will be prompted which component to install. Installing the fax server on a separate machine FAXmaker for Exchange can be installed in 'Split server mode'. This program can be found in the FAXmaker for Exchange program group. You can configure FAXmaker in more detail using the FAXmaker configuration program. 2. which allows you to monitor the FAXmaker Fax server. run the set-up program file fex. The configuration program has nodes for all the main configuration options. After you have completed the Exchange connector set-up. In this mode.exe with the command line switch "-a splitserver". not on the Exchange server machine. To do this open a command prompt. go to the directory where the set-up program is located and type fex –a splitserver Selecting which component to install 3.

you can install FAXmaker to a new directory and configure FAXmaker again. Set-up will now ask you for the name of the Exchange server machine. and you want to retain your fax device and line settings. choose to install on the same directory where your old FAXmaker for Exchange installation was. Specifying exchange component machine 5.the same command line option. I. you can enter your License key in the General > Licensing node.e. 3. 2. and verify that the Exchange connector component was installed on this machine. the dialing configuration etc… User configuration such as routing information and call blocking are not retained. When the FEX9 installation asks you the installation directory. choose to install the Fax server component. Alternatively. Un-install your current FAXmaker for Exchange installation and make sure you DO NOT delete the directory where it was installed. In this case however. This procedure will make sure that you keep your fax server settings. fax device and line settings will not be retained Entering your License key after installation If you have purchased GFI FAXmaker for Exchange. Run the FAXmaker for Exchange installation build and follow the instructions. After the new installation has been successfully installed. 10 • Installation FAXmaker for Exchange Manual . When prompted. FAXmaker will proceed with the Fax server set-up.: The lines and devices configuration. please perform the upgrade as follows: 1. If it is. Upgrading from earlier FAXmaker versions If you have an earlier version of FAXmaker installed. you can continue to configure FAXmaker. For information on this please see the paragraph 'Installing FAXmaker'.

The module will now be installed automatically. To install the OCR module: 1.exe from the OCR directory of your CD-ROM or from the directory you unzipped the downloaded file(s) to. This is important. If FAXmaker cannot match a fax to a recipient.com/pages/regfrm. With this module. Entering the License key should not be confused with the process of registering your company details on our website.htm Installing the OCR routing module Note: This paragraph is only applicable if you have purchased the OCR module. since it allows us to give you support and notify you of important product news. If you then decide to purchase GFI FAXmaker. it will route the fax to the user who normally receives the inbound faxes. 2. FAXmaker for Exchange Manual Installation • 11 . you can just enter the License key here without having to re-install. the fax server will scan incoming faxes for recipient names and/or keywords. Run Set-up. FAXmaker users can opt to purchase an OCR module that can automatically route incoming faxes to the right recipient. Register on: http://www.If you are evaluating GFI FAXmaker for Exchange. Set-up OCR routing from the FAXmaker configuration. You must license GFI FAXmaker for Exchange for the number of users that will send & receive faxes. and automatically route it to the matching recipient's mailbox.gfi. Click Next. it will time out after 60 days (with evaluation key). You will be asked to close all programs. OCR routing node.

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Using the FAXmaker Fax Message form The second option is to use the FAXmaker Fax Message Form. fax viewer and an optional component: The FAXmaker Fax message form. (No proprietary technology is involved. After installing the Fax server. the user can send a fax in the following ways: 1. so there are no scalability issues. you can already send faxes by typing a message in Outlook. No communication takes place between client & server. It will use the same outlook profile and the fax will be transport by exchange server to the FAXmaker connector.0. The FAXmaker Fax message form offers an easy way for users to specify fax options. however it makes it easier for the user to specify fax options and to include the company name in the cover page. However. This will activate the Outlook New Message form or the FAXmaker Fax Message form (depending on what you FAXmaker for Exchange Manual Installing the clients • 13 . The FAXmaker Fax Message form is a MAPI application that will send the fax via the Outlook MAPI API. This form looks and feels like the Microsoft Outlook standard message form. everything Exchange) How users send a fax Independent whether you choose to deploy the FAXmaker Fax Message form or not. Also the recipient's company name can not be included on a cover page. then the Outlook New Message form will be the standard way for a user to send a fax. Using the Microsoft Outlook standard message form If you do not use the FAXmaker Fax Message form. However if users wish to send faxes directly from their Windows applications.Installing the clients Introduction to the FAXmaker client software System requirements: • • Microsoft Outlook 97 or higher Windows XP Pro/2000/2003. This option represents the least administration and learning curve. or wish to view their incoming faxes using the FAXmaker viewer. Windows 95/98/ME or Windows NT Server/ Workstation 4. it is more difficult to specify fax options or one-off addresses then using the FAXmaker Fax message form. they must install the FAXmaker client. Create or open a document in any Windows application and print it to the ’FAXmaker printer’. The FAXmaker client software consists of a fax printer driver.

To install the FAXmaker client in unattended mode. 3. You can log on as administrator and install the client – it will automatically be made available to all users of the machine. 14 • Installing the clients FAXmaker for Exchange Manual . OR: 2. Set-up will now prompt you where to install the FAXmaker client. The user manual is now available for download separately. GFI LANguard N. Installing the client software (XP/NT/2000/2003/9X) Important: You will need administrator rights to install the FAXmaker client. Use the Send To command.exe.S. You will be able to select the language of the client. fexc.installed). 2. add attachments if needed and send the fax from Microsoft Outlook directly. Set-up will ask you whether you want to install the FAXmaker Fax Message form or whether you wish to use the standard Microsoft Outlook new message form to send faxes. enter the text to send. you need to create a response file. which can be found on the CD or downloaded separately.com/fex Note that on previous versions the user manual was included in the main FAXmaker manual. and is no longer included in the printed manual. The document to be faxed will have been converted to fax format. The FAXmaker client will now be installed on the machine. Open Microsoft Outlook. Select a location and click Next.gfi. You can startup the FAXmaker Fax Message form from the FAXmaker program group and send a fax directly from it. which can be found in the file menu. Unattended client installation You can install the FAXmaker client in unattended mode. Run the FAXmaker client set-up program. This means that the FAXmaker set-up will install the FAXmaker printer driver and viewer without asking any questions. This will attach the document you created to a new mail message. This allows you to deploy the FAXmaker installation using a group policy. SMS. You can download the FAXmaker for Exchange user manual from the downloads link on : http://www. OR: 3. From any Microsoft Office application. because it includes a fax printer driver. and then run the set-up with the response file as a command line option. FAXmaker user manual The FAXmaker user manual can be downloaded separately and distributed to FAXmaker users via e-mail.S. The FAXmaker client installation also includes the manual as a help file. 1. or other remote installer software. create a new message. If you are using the FAXmaker Fax Message form 4.

the snapshot file will have been created in the specified location. 2. If you are using Terminal server 2000.exe -s -a -s -f1"c:\setup.iss'. When the installation is finished.exe -s -a -s -f1"<Full path to snapshot file>" -l<Language ID> Omit the triangular brackets but keep the quote marks. the Language ID field has to be replaced by one of the following numbers depending on which language is desired: English German Spanish French Italian 0009 (default) 0007 000a 040c 0010 For example. The snapshot file created will be used in all subsequent unattended installations you which to deploy. We do not recommend installing the FAXmaker server on the terminal server machine. If using Terminal server 4 however.com/faxts. It will detect Terminal server and install the FAXmaker client accordingly.gfi.Creating a response file Run the installation executable with the following command line: GFI FAXmaker for Exchange fexc.exe -a -r -f1"<Full path to snapshot file>" Omit the triangular brackets but keep the quote marks. FAXmaker for Exchange Manual Installing the clients • 15 . you can use the normal FAXmaker client. and you wish to deploy the FAXmaker client to all terminal server users. to install in German: fexc. you have to call the installation with the following command line: fexc. Install FAXmaker for Exchange as per the documentation. follow this procedure: 1. you can you allow terminal server users to use the FAXmaker client on the terminal server. The snapshot file can be any name but it is recommended to use the name 'setup. We recommend to install the FAXmaker server on a separate machine so as to reduce the load on the terminal server machine.zip.iss" -l0007 If you use terminal server. By default the language is English. but on a separate machine. The language parameter is optional. Installing the FAXmaker client on Terminal server clients Note that use of FAXmaker Fax message form is not supported on terminal server clients. Download the FAXmaker for Exchange Terminal Server 4 client from ftp://ftp. Running set-up with a response file To run the installation in unattended mode. If you want to install in a language other then English.

4. You will be prompted to select if the fax server is installed on the terminal server (not recommended). regardless of whether they are a faxmaker user or not. If a non-faxmaker user uses the client. he will be sent a mail that he is not a faxmaker user. Run the FAXmaker terminal server client set-up on the Terminal server machine. Now the FAXmaker client group and printer driver will be installed on the terminal server machine. If this is the case select yes.3. 16 • Installing the clients FAXmaker for Exchange Manual . The printer driver will be available to all users when they next logon. All users will have access to the client.

2. From Control Panel->Administrative Tools->Services applet check that the 'Fax Service' is started and is set to 'Automatic'. FAXmaker for Exchange Manual Configuring FAX lines & Devices • 17 . you can associate multiple fax lines to a single device. To do this. Follow these steps prior to installing the FAXmaker fax lines so that FAXmaker will detect the Microsoft Fax Driver: 1.Configuring FAX lines & Devices Introduction to fax lines & devices In the FAX server configuration program. FAXmaker configuration program You can use the built in fax modem drivers of Windows 2000/2003. before you add FAXmaker fax lines. 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. Make sure you have installed your modems in Windows 2000/2003. Now you can install fax lines that use the Microsoft fax modem drivers. such as an ISDN card or a fax board. For more information check out the Microsoft FAQ's. If you have a multi line device. the modems must be already installed in Windows 2000/2003. you can set up fax devices and fax lines. Configure your fax devices from the Control panel->Fax applet. 3. ISDN cards or fax boards as fax devices. you can create fax lines in the Lines/Devices configuration node. Once you have installed the fax devices. and the Microsoft fax service must be started. You can use modems.

The Line/Device properties 18 • Configuring FAX lines & Devices FAXmaker for Exchange Manual . the Windows 2000/2003 modem drivers might work better for you. The advantages of the Microsoft Fax modem drivers are wider modem support and the possibility of sharing the modem with another application. However. and select FAXmaker Configuration. such as Multitech. Note that Windows 2003 enterprise version has no limitation on the number of fax lines used. you must ensure that the Microsoft Fax service is started. a quality fax modem is recommended! I You can have a maximum of 2 fax lines using Windows 2000 fax drivers and a maximum of 4 fax lines using Windows 2003 fax drivers! Use fax boards or ISDN cards to increase beyond 2 fax lines per server. in some cases. However. Click OK to continue. The GFI modem drivers include DTMF routing capability if you use a Multitech voice modem. If you have added new fax devices since installation. 2. In the FAXmaker Configuration node. you can click ‘Detect’ to find new modems. For both types of drivers. especially with GFI approved modems. Setting up fax lines To set up a fax line for a modem: 1. right-click Lines/Devices configuration node and select 'Properties'. since GFI cannot offer you such a wide range of modem support as Microsoft can. you get 2D faxing which can give faster transmission to some fax machines. on the 3. FAXmaker will also detect any modems installed in Windows 2000/2003. FAXmaker will detect any modems connected to your PC. it can be better to use the GFI modem drivers. I If you are using Windows 2000/2003. In addition.Which modem drivers should I use? For some modems. Go to Start > Programs> FAXmaker for Exchange.

Fax line. which allows you to specify the Device. select BROOKTROUT1 (if you are installing more than one line. If you are using an ISDN card. you can configure the characteristics of a fax line. and so on. you can select ISDN2B1 and ISDN2B2 for the second card. Configuring the characteristics of a fax line Once you have created lines. The device tab will differ depending on whether you are using a modem.e. Tick the checkbox of each modem that you wish to use. and select FAXmaker Configuration.I If your modem cannot be detected automatically. select ISDN1B1. Auto print. tick ‘Copy settings from’ and select the line from the drop down list. If you want to use channel 2.) If you are using a fax board. To do this. you can also click Add and select the COM port to which the modem is attached. choose the line number you wish to use. you can select two channels for each card. on the 3. use consecutive numbers). (If you are using more than one ISDN card. Routing and Archive options for the specific fax line. To set up a fax line for an ISDN card or fax board: Adding a port 1. Note: If you chose to use a modem via the Microsoft Fax driver. If you want to use channel 1. a fax board or an ISDN card. right-click Lines/Devices configuration node and select 'Properties'. select your device. you will have only one option to FAXmaker for Exchange Manual Configuring FAX lines & Devices • 19 . If you wish to copy the settings for a line you have already configured. A Tabbed dialog will appear. In the Fax line box. please be sure not to select the same modem twice. In the Lines dialog click Add. or select the line and click on Properties. select it using the Microsoft fax driver and then select the same device using the GFI modem driver. In the Physical device box. double-click on the line. select ISDN1B2. 2. Device tab (Windows 2000/2003 fax modem driver) If you have a modem installed and selected to use the Windows 2000/2003 fax modem drivers. i. 4. Go to Start > Programs> FAXmaker for Exchange. In the FAXmaker Configuration node. All detected modems will now appear in the Lines dialog.

configure. Device Options The Windows 2000/2003 modem driver device tab Rings until answer: The number of times the line will ring before FAXmaker answers it. If your modem does not appear in the list. All other options must be configured from the Windows 2000/2003 fax driver. 20 • Configuring FAX lines & Devices FAXmaker for Exchange Manual . you will be able to configure the following properties: The modem device tab Modem type: Select your modem from the drop down list box. select the generic class driver for your modem. Device Tab (GFI fax modem driver) If you have a modem installed and selected to use the GFI modem driver.

Advanced Modem Options: Click this button if you wish to change any of your modem settings. If you deactivate it. Modem Options Initialization string: Lists the initialization string of the selected modem driver. Check for busy tone: Activate this option if you want the modem to check for a busy tone. deactivate this option. I Some modems do not recognize the dial tone. Speaker volume: Select the appropriate volume. Rings until answer: The number of times the line will ring before FAXmaker answers it. Speaker mode: Select whether you want the speaker to be 'Always Off'. so you must first test whether your modem recognizes a dial tone. More information about the different settings can be found in the Chapter ‘Advanced use’. the FAX Server will use pulse dialing. Device Tab (ISDN card driver) If you have installed an ISDN card. Important: Remember that only advanced users should change modem settings! If you are not sure about any of the settings. or 'Until Connected' or 'Always On'. If it does not. you will be able to configure the following properties: The ISDN device tab Configuring FAX lines & Devices • 21 FAXmaker for Exchange Manual . Note also that we can not support any changes made to the modem options. Line options Tone dialing: Activate this checkbox if your modem can use tone dialing. it is better not to make any changes. the fax server will only send the fax if the modem detects a dial tone. Wait for dial tone: If you activate this option.

i. * If you want FAXmaker to answer a whole range of numbers (for example. Finding out the right number The exact MSN number that you should enter depends on your ISDN set-up. To receive faxes. please check our website http://www. Open the FAX Server Monitor from the FAXmaker program group. Configure MSN/DID list to answer all calls: Click the button to activate this option Msn/DID numbers: Here you must specify on which msn/did numbers FAXmaker must answer. FAXmaker will now answer the call.com. or only the extension number must be specified. 4. For example depending on the ISDN configuration. Enter all the msn numbers. you must enter the numbers that FAXmaker should answer. enter the base number here. After you have entered the number and restarted the FAXmaker fax service/application. Enter this number in the Msn number list in the Device tab. pick up the line to receive a fax. FAXmaker will not answer incoming calls! I Device Tab (Fax board driver) If you have a fax board you will be able to configure the following properties: 22 • Configuring FAX lines & Devices FAXmaker for Exchange Manual . If you do not enter any numbers.* If you are using DID numbers. dialing the number that you want FAXmaker to answer. 3. 2. enter 3592241. fixed fax number. take note of how the number is being displayed. Send a fax to FAXmaker. Because the currently available cards differ in their specifications. If you leave this list empty. The best way to determine the number that you need to enter is the following: 1. which you want to use as a fax line here. the driver is ready to send faxes but reception of faxes is still disabled. I After selecting the ISDN type. For the latest information regarding ISDN cards and FAXmaker.gfi. if you are using DID routing). some send and receive options may not be applicable to your card. In the FAX Server Monitor. just enter the starting number of the range of numbers. if you want FAXmaker to answer if the line rings on 3592241.ISDN type: Select the appropriate ISDN card from the list of available ISDN card drivers. For example: to instruct FAXmaker to answer all numbers 35922410 up to 35922419.e. the country/area code. then you must enter this number. FAXmaker will not receive any faxes! For example.

FAXmaker for Exchange Manual Configuring FAX lines & Devices • 23 . DTMF or DID.The Fax board device tab Device port: Select the fax board line number. Line options Tone dialing: Activate this checkbox if you wish to use tone dialing. Wait for dial tone: If you activate this option. Options Rings until answer: The number of times the line will ring before FAXmaker answers it. Card type: Select the card type you are using. If you deactivate it. the fax server will only send the fax if the fax board detects a dial tone. Line capabilities Select the line's capabilities: None. the Fax server will use pulse dialing.

Dial prefix: If your lines are located behind a PBX. Number of retries: Sets the number of times FAXmaker will try to resend a fax. This can be useful if you are using different providers for local. Do not dial prefix if fax number is: Here you can specify whether you wish FAXmaker not to dial a prefix if the fax number is less than or equal to a certain number of digits. national or international faxes.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. you can specify a dial prefix here. Fax line options . Send outgoing faxes: Activate this option if you wish this fax line to send faxes. Fax header: The fax header is a word or company name that appears on top of each fax.Advanced This tab allows you to configure advanced fax line options 24 • Configuring FAX lines & Devices FAXmaker for Exchange Manual . Receive incoming faxes: Activate this option if you want this fax line to receive incoming faxes. Maximum Speed: Select the send and receive speed according to the capabilities of your fax device. The recipient will see this as the identification code of the fax. Retry delay: This option allows you to set a delay between retries in seconds. Local fax ID: Enter the fax ID.

The advanced line/device options Auto print Auto print allows you to automatically print faxes received on this line. Letter only or Legal only. you must set up a printer (this can be the same printer) for each page format. If you are sure you are only going to receive one fax format. you must set up a printer for that format. This way. If you want your faxes to be auto-fitted. select Nearest Size. FAXmaker for Exchange Manual Configuring FAX lines & Devices • 25 . To select the printer(s) click on Set-up. If you have chosen one format only. If you have chosen Nearest Size. you can select that format: A4 only. you can select different printers to print out faxes received on different fax lines. Auto print set-up * Printing of outgoing faxes is configured in the Sending options node.

and the DTMF number is 6. Archive incoming: Archives all incoming faxes in a directory of your choice. up to 999. The tone of the beep may be selected from the drop down box. 26 • Configuring FAX lines & Devices FAXmaker for Exchange Manual . It is recommended that this option is always selected. Another option would be to enter 6# (the # implies number complete). Archive outgoing: Archives all outgoing faxes in a directory of your choice. When this option is enabled. but using extension *. after successfully detecting tone. Note that the main routing configuration is done from the routing node. the sender must enter 006 not just 6.txt instead of *. and so on. Note that standard fax modems have no routing capabilities. the sender must enter all the digits for the fax to be routed correctly. using the same file name as the corresponding fax file. Be aware that if you enter a certain amount of digits. For example. if you are going to use from 1-9 only. Number of DTMF/DID digits to capture: Length of DTMF string/number that caller or PBX must generate. If you have the OCR module installed. 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. For example. up to 99. DTMF/DID routing options Here you set-up routing options specific to this fax line. FAXmaker will store the OCR text output in the same directory. use 3. if the digits are set to 3. The tone can be a DTMF tone or a frequency from the selected range. use 2 digits. Flash after DTMF capture and before tone: This option is used only for Multitech modems. enter 1. the fax server goes 500ms on hook (flash) and then start receiving the fax.fax. Note: Some of these options will appear grayed out depending on what device you are using.Archiving Archiving allows you to create a backup of all incoming and outgoing faxes.

ISDN/DID (Direct Inward Dial) routing is generally considered the most reliable form of automatic inbound routing. A DID line with X amount of numbers A Brooktrout TR114 DID card (approx. Overall. DID routing is preferred for larger installations. DID requires you to purchase ‘virtual phone numbers’ from your telecom company. their advantages and their requirements DID routing (ISDN or analog DID trunk) Using either an ISDN line or a DID trunk. FAXmaker supports several ways of achieving this. and MSN and Line routing for smaller installations.0 card such as an EICON Server BRI (approx. The virtual phone number (DID number) will be passed to FAXmaker so that FAXmaker knows to whom the fax should be routed. The system is completely transparent to the caller and does not require any effort on his/her part. cost $500). 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.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 (or printer). and therefore FAXmaker can route the fax to the correct user (or printer). cost $2000) For routing based on analog DID • • Recommended environment: Any environment where 100% reliability is required for inbound fax routing. Requirements: For routing based on ISDN DID • • An ISDN Line with MSN numbers An active ISDN CAPI 2. FAXmaker for Exchange Manual Configuring Fax routing • 27 .e. Each method has its advantages and disadvantages. which you can assign to users or departments. i. In this paragraph we discuss all the routing methods. legal & accounting offices.

MSN routing (ISDN only) This method is similar to DID routing. you need to specify which MSN numbers it should pick up the line for. FAX routing using the physical line on which fax is received. last name or job function. If FAXmaker cannot match a recipient. 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. For example. It will work in smaller companies/departments where received faxes are typewritten. OCR routing This method routes a fax to the correct user by recognizing the text on the fax (OCR). Recommended environment: OCR routing will achieve approximately 70% accuracy. For obvious reasons it will not be able to distinguish between users with the same name. It’s only supported if using ISDN. and finding keywords related to a recipient. If using MSN routing. Fax 00356-661071 FAX + Keywords database = Recipient OCR the fax. for example his first name. it will route the fax to the default recipient/router. if your office had 4 fax machines in each department prior to purchase of FAXmaker. This means that it will alleviate but not eliminate the routing burden. For an ISDN card to answer a line. Each ISDN line has 1 or more MSN numbers (usually 9) assigned to it. 28 • Configuring Fax routing FAXmaker for Exchange Manual . If your ISDN line has 9 MSN numbers. you do not need to purchase DID numbers. 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. Routing a fax using OCR Search in Database Requirements: • • The OCR fax module (cost $250) Faxes that need to be routed must be typewritten. you can have 9 different routes for a fax. Line routing Line routing allows you to assign a physical fax line to a user.

DTMF routing is most frequently used in combination with a voice modem and a PBX that supports DID/DTMF conversion. Most common PBXs support the conversion from DID to DTMF. The caller dials the fax number and waits until the call is answered. The PBX will convert the DID tones to DTMF and forward them to the modem after the modem beep. What is DTMF? . and can be used to identify a recipient. The FAXmaker fax server will recognize the DTMF number and use it to identify the recipient of the fax. the tone of the column and the tone of the row are generated. FAXmaker for Exchange Manual Configuring Fax routing • 29 . When any key is pressed. and can be used to identify a recipient. If you enable DTMF routing without having a voice modem or an ISDN card.DTMF routing DTMF (Dual Tone Multi Frequency) routing is based on the tones generated by a telephone handset on the calling fax machine. after which the caller/PBX must enter the DTMF routing number. pressing the '5' button generates the tones 770Hz and 1336Hz. the network administrator must have advanced technical telecommunications knowledge to operate and program the PBX. Compatible voice modems are Multitech modems that have a Rockwell voice chipset. 2. the fax server will generate an error while receiving. hence dual tone. The DTMF number can be appended after the regular fax number. you can use excess DID lines from the PBX to route the fax to an extension. If PBX is used. You must also select the corresponding driver in Modem properties as Voice modem (Rockwell). DTMF uses two tones to represent each key on the touch pad.DTMF (Dual Tone Multi Frequency) tones are generated by a telephone handset. 3. The fax card/modem will now transmit a tone. In this case. the senders of the fax) how to input the DTMF number I Do not enable DTMF/DID routing unless you have a compatible voice modem or a compatible ISDN/fax card correctly set up. Requirements: • • A Multitech voice modem (check for compatibility with GFI) OR Brooktrout fax card User must input DTMF number. Recommended environment: Only in specific environments where a special PBX is available or where one can explain to the callers (i. As an example. + Fax DTMF/DID database = Recipient Receive DTMF tones Search in Database from calling fax machine or PBX Routing a fax using DTMF/DID routing The system works in the following way: 1.e.

This mailbox can be the mailbox of a particular user. 30 • Configuring Fax routing FAXmaker for Exchange Manual . Since it rarely changes. 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. Manual routing When no recipient can be determined for a fax. 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. For example. it can be used to identify the sender and thus the corresponding recipient. which each FAX machine/FAX card displays when sending a fax. Fax 00356-661071 FAX + Fax ID database = Recipient Recognize FAX ID Search in Database 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. then CSID routing is not recommended. if your sales and support people both interact with a certain company.CSID routing CSID (Caller Sender Identification) relies on the FAX ID.

then the default router will receive the fax. whether they have been routed or not. go to the ‘Receive all faxes’ tab. but receive a fax on a DID number that is not set-up in FAXmaker. TIP: Use the Receive all faxes feature to create an exchange store/public mailbox of all inbound faxes. For example. Note that the difference between a user that is a default 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.Routing properties – specifying default fax routers Specifying default routers 1. For example this would be the case on a general fax line. right-click on the Routing node and select 'Properties'. To configure users that must route inbound faxes. This will bring up the routing properties dialog. Users specified in the ‘Receive all faxes’ tab will receive ALL faxes. Click Add and specify the user/mailbox that should receive all faxes. click on the ‘default routers’ tab. To configure users that should receive all faxes. 3. In the FAXmaker configuration program. 2. In this dialog you can specify users/mailboxes that should receive un-routed faxes and users/mailboxes that should receive all faxes. FAXmaker for Exchange Manual Configuring Fax routing • 31 . if you use DID routing. Click Add and specify the user/mailbox that should receive all faxes.

Creating printers

Creating a printer to be used in routes

You can also specify that a fax received on a particular line or route is printed on a particular printer. If you wish to do this, you must define the printers that you wish to use in inbound routes centrally. This allows you to change the printer without having to reconfigure all the routes. To define printers which you wish to use in routes: 1. In the FAXmaker configuration, right click on the printers node and select ‘New’. Enter a name, which you wish to assign to the printer.

2. Now double-click on the printer in the right-hand pane. The general properties dialog appears. This allows you to configure what printer or printer cassette to use based on the size of the fax received. For example, you can specify to print legal size faxes on a printer set up

32 • Configuring Fax routing

FAXmaker for Exchange Manual

to print legal pages. You can also force that all faxes, independent of their size be printed on a particular paper size. • To print all faxes on the same printer with the same settings, select A4 only, Letter only or legal only. Then specify the printer and its settings in the corresponding printer settings, by clicking on the button, located besides the selected paper size.

To print all faxes on different printers or with different printer settings depending on the paper size, select ‘Nearest size’ and configure the printer settings for all 3 paper formats. After you have created the printer, you will be able to select it when creating an inbound fax route.

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.

Adding 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.

FAXmaker for Exchange Manual

Configuring Fax routing • 33

Specifying to which user the fax must be routed

Optionally 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 00010100 (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.

Selecting a printer to auto print a fax on

34 • Configuring Fax routing

FAXmaker for Exchange Manual

3. Right click on the Routing > DID/DTMF node. and select 'New DTMF/DID route' FAXmaker for Exchange Manual Configuring Fax routing • 35 . Note: You must configure any printers you wish to use in an inbound route in the printers node. see the previous paragraph ‘general routing options’. You can also specify that any faxes received on this route should be printed on a particular printer. "Roger Brown". "user1". In the FAXmaker configuration go to the Lines/Devices node. Before configuring DTMF routing.4. Ensure you have a DTMF compatible fax device (for example a Multitech voice modem or a Brooktrout fax card) 2. "Joe Bloggs" You can specify the user name as either their Exchange display name. The data must be in the following CSV format: "did/dtmf number". All the user accounts to be imported must be in the Licensed Users list. right click on the Routing > DTMF/DID node. Doe". For information on how to configure printers.g. it might be easier to prepare a list of DID numbers and associate user names in another application like Excel. "John J. you don't have a voice modem. the configuration will use the user's display name for the user fields. Importing/Exporting a range of DID routes If you have a large number of users. Double-click on each installed fax line. "user3". To import or export a range of DID numbers: 1. 2. "1234". … E. "user2". Configuring DTMF Routing Configuring DTMF routing is almost identical to configuring DID routing. "Bill Smith". enable ‘Automatically print faxes routed through this rule’ and select the printer in the printer list box. Note: If the option to AutoRoute using the DTMF is greyed out. From the menu. Important: The configuration will link the user name specified to either the user's display name. this tab will appear greyed out. select the printers tab. If you do not have any printers configured. go to the advanced tab and enable the option to auto route using DTMF. select either import or export DTMF/DID range. their SMTP email address or their FAXmaker address. In the FAXmaker configuration. A file dialog will appear asking you to specify a text file with the data to be imported. To do this. enable DTMF routing for each fax line! To do this: 1. On Export. Adding DTMF routes To add a new DTMF route 1. any of the user's SMTP email addresses or the user's FAXmaker address.

Creating a new DTMF route 2. Selecting a printer to auto print a fax on 4. To do this. 1. Note: You must configure any printers you wish to use in an inbound route in the printers node. Optionally you can specify 'Force number to have this amount of digits – this will cause a range of. Now double-click on the DTMF number in the right pane. for example. if you have a 4 digit DTMF. The DTMF number will appear in the right pane of the FAXmaker configuration.100 to be noted as 00010100 (if you specify 4) 3. Now enter the users’ routing number (extension for DTMF or virtual fax number for DID). You can also enter a range of DTMF numbers. For example. If you do not have any printers configured. In the users tab. This will bring up the DTMF route properties. You can also specify that any faxes received on this route should be printed on a particular printer. select the printers tab. you enter the 4 last numbers in this dialog and click OK. 36 • Configuring Fax routing FAXmaker for Exchange Manual . enable ‘Automatically print faxes routed through this rule’ and select the printer in the printer list box. select to which user(s) the fax must be routed if the fax is received on this DTMF extension number.

Configuring MSN routing Before you can add MSN routes. If you use the ISDN line only for the fax server. enter the MSN numbers that you want to be answered. you can enter all the MSN numbers available on the ISDN line. Therefore these need to be set-up from the Line/Device configuration – Advanced tab. Right-click on the Devices\Lines Configuration node. you have to enter the MSN numbers in the ISDN card Device tab. 2. Adding MSN routes To Add a new MSN route 1.this tab will appear greyed out. In the main Device tab. which use the ISDN card and double-click. Line specific DTMF routing options Note that a number of DTMF options are line/Device specific. select properties. Add MSN numbers to the device first Entering the MSN numbers is required. Right click on the Routing > MSN node. The Device properties will appear. for example on which lines to enable DTMF routing. Select the lines. and select 'New MSN route' FAXmaker for Exchange Manual Configuring Fax routing • 37 . For information on how to configure printers. see the previous paragraph ‘general routing options’. otherwise the ISDN card will not pick up any incoming phone calls. To do this: 1. so as to create the maximum possible MSN routes. A dialog with the available lines will appear.

(Note that you must have configured the printer first in the printers node) 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. The MSN number will appear in the right pane of the FAXmaker configuration. select to which user(s) the fax must be routed if the fax is received on this MSN number. Now select from the list of available MSN numbers and click OK. and must be purchased and installed prior to configuring OCR routing. 3. General options The OCR routing properties dialog 38 • Configuring Fax routing FAXmaker for Exchange Manual . you can set-up OCR routing from the Routing > OCR node in the FAXmaker configuration. In the users tab. 4. Optionally configure a printer on which the fax must be auto printed if received on this route. To do this.Creating a new MSN route 2. After you have installed the OCR routing module. This will bring up the MSN route properties. Now double-click on the MSN number in the right pane. select the appropriate printer in the printers tab.

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. Right click on the Routing > OCR node.g. In this case a lower matching ration is required. If the fax is of bad quality. will be considered as being the phrases. Adding custom search phrases Besides routing based on a users name. OCR will not recognise all the letters on the fax. Click OK. which are similar to the phrases. and select 'New Search Phrase' Entering a new search phrase 2. e. you can also enter custom search phrases. right-click on the OCR routing node and select properties. Append OCR output to below fax report: This option inserts the text of the fax in the body after the fax report: This allows you to easily search for faxes using your e-mail client’s search function. with 60% ratio Galea and Gales will be considered to be the same. The search phrase will appear in the right pane of the FAXmaker configuration. Pages to OCR: The number of pages that FAXmaker should scan for names and keywords. some words. for example 'Sales Department' and set-up a route for faxes addressed to the Sales department. otherwise the fax will not be routed. a low ratio may lead to faxes being forwarded to users who should not receive the fax.To set-up the general OCR routing options. Use this option if you have many users and don’t want to configure custom search phrases for each user. Now enter a search phrase for example 'Sales Department'. 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.5 directory automatically. The recommended matching ratio is between 60 and 80%. If the matching ratio is too low.. Matching ratio: The matching ratio is the confidence that FAXmaker needs to have before matching the keyword or name to a recipient. it should not be 100%. On the other hand. FAXmaker for Exchange Manual Configuring Fax routing • 39 . since FAXmaker will retrieve the user names from Active Directory or the Exchange 5. To enter a custom search phrase: 1. The matching ratio is dependent on the quality of the fax. You don’t have to configure the users names.

Adding a line route To add a line route: 1. Now double-click on the CSID number/phrase in the right pane. select to which user(s) the fax must be routed if the search phrase is found. select the appropriate printer in the printers tab. This will bring up the CSID route options. must be routed. Now double-click on the search phrase in the right pane. and select 'New CSID route' Creating a new CSID route 2. Right click on the Routing > Line node. and select 'New Line route' 40 • Configuring Fax routing FAXmaker for Exchange Manual . Now enter a CSID number and click OK.3. Adding CSID routes To add a new CSID route 1. FAXmaker will then route incoming faxes with that particular CSID to that user. (Note that you must have configured the printer first in the printers node) Configuring Line routing Line routing allows you to specify to which users faxes. Optionally configure a printer on which the fax must be auto printed if received on this route. 4. 4. To do this. In the users tab. received on particular fax lines. Optionally configure a printer on which the fax must be auto printed if received on this route. Add FAX IDs to the user's CSID list by clicking Add and entering the fax numbers. In the users tab. To do this. select the appropriate printer in the printers tab. The CSID number/phrase will appear in the right pane of the FAXmaker configuration. (Note that you must have configured the printer first in the printers node) Configuring CSID routing You can set up CSID routing by adding CSID’s (FAX IDs) and associating one or more users to that CSID. This will bring up the Search Phrase options. select to which user(s) the fax must be routed if the fax has that CSID number. 3. Right click on the Routing > CSID node.

(Note that you must have configured the printer first in the printers node) FAXmaker for Exchange Manual Configuring Fax routing • 41 .Creating a new Line route 2. You can now select from the lists of available PHYSICAL fax lines. Select a line and click OK. Click on the users tab. 4. select to which user(s) the fax must be routed if the fax is received on this physical line. Now double-click on the line route in the right pane. The new line route will appear in the right pane of the FAXmaker configuration. To do this. Optionally configure a printer on which the fax must be auto printed if received on this route. Specifying to which user the fax must be routed 3. select the appropriate printer in the printers tab. In the users tab. This will bring up the Line route options.

.

Make sure you have made a full installation of Microsoft Office. txt. To use server-based document conversion you must have Microsoft Office 97/2000/2003/XP installed on the FAX Server computer! To set-up document conversion of office documents 1. 5. run Word and/or Excel to get rid of any messages displayed the first time the programs are run. 6. re-install Microsoft Office using the account used for FAXmaker. This will ensure that the FAXmaker printer driver. rtf. RTF. Ensure that Microsoft Office was installed using the same account that is being used for the FAXmaker fax server services. Re-start the fax server machine to ensure that changes will take effect. GIF. 3. Make sure that the account used for installing FAXmaker and Microsoft Office has administrator rights. JPG. HTML. 4. This user account must have administrative rights. PNG. Note: FAXmaker and Office are to be installed using the same user account. FAXmaker Fax Server and Microsoft Office will be running in the same user account while running as a service. TXT documents.Configuring Fax server options Document Conversion configuration FAXmaker can automatically convert Office 95/97/2000/2003/XP. FAXmaker for Exchange Manual Configuring Fax server options • 43 . Make sure that the FAXmaker printer driver is set as the default printer for the machine. 2. After installing Microsoft Office. jpg. HTML and PDF attachments at server level. FAXmaker includes a built in conversion engine for PDF. gif. If this is not the case.

Licensed users FAXmaker is licensed based on the number of users that receive OR send faxes. To do this.g. txt. PPT. Please note that formats other then the ones mentioned above (e. to do this you must set up a 'print to' shortcut for each format you wish to convert. Then click Add. rtf and fmk. please check our knowledgebase. p7s. and you would like to troubleshoot this. PDF. you can try them out but we can not offer you support. JPG. 44 • Configuring Fax server options FAXmaker for Exchange Manual .g. right-click on the Document conversion node and select properties. XLS.Document conversion options Document Conversion options To configure document conversion. 'doc' for Word) and enter the Application Command that is able to print the format.g.e. vcf. GIF. However. Document conversion troubleshooting If you have not set-up document conversion correctly. DOC. In most cases this is 'Print'. i. Note: FAXmaker will not ignore the standard FAXmaker extensions: fax. 'Print to' shortcut set-up: It is possible to use some additional formats apart from the ones described above. HTML) are not supported by GFI.. etc. You can configure the following options: Ignore extensions: Enter the extensions that you wish FAXmaker to ignore e. enter the extension of the format (e. You must specify all users that send or receive faxes in the licensed users/groups node.

allowing you to select Users or Groups. right-click on the Licensed Users node and select ‘New Licensed User or Group’. However. You can select individual windows users or groups of users. You can configure the following options: FAXmaker for Exchange Manual Configuring Fax server options • 45 . if you wish to change it afterwards.To specify FAXmaker users: To add licensed users. We strongly recommend creating a ‘FAXmaker users’ group in Active directory – this means that you can do all the management of the Licensed FAXmaker users directly from Active Directory! Specifying FAXmaker users Licensing The FAXmaker License key is requested during installation. you can enter the License key in the General > Licensing node. right-click on the Sending options node and select properties. for example because you are upgrading the number of users. or you are upgrading the evaluation version to a full version. Sending options To configure fax sending options. This will bring up the Windows users dialog.

Sending properties Enhance fax image when sending low resolution faxes: By enabling this option. the auto print set-up dialog will automatically pop up: Auto-fit If you want your faxes to be auto-fitted. JPG or PNG format. Auto print outgoing faxes if successful: This option automatically prints all outgoing faxes that are sent successfully. Auto print if failed: This option automatically prints all outgoing faxes that fail. the quality of low-resolution faxes is improved. FAXmaker will print a transmission report and a miniature of the fax after an outgoing fax has failed. 46 • Configuring Fax server options FAXmaker for Exchange Manual . PDF. If you are sure you are only going to receive one fax format/size. FAXmaker will include 6 fax pages on one printer page (except for the first page as this includes a transmission report and 5 fax pages). Auto print fax report if successful: If this option is activated. Auto print report if failed: If you select this option. you must set up a printer (this can be the same printer) for each format. select Nearest Size. FAXmaker will print a transmission report and a miniature of the fax after successfully sending a fax. The fax will be printed exactly as it was sent. Letter only or Legal only. Use an alternate file format for sent fax report attachments: You can choose that the fax files included in sent fax reports are sent in a different format then the standard fax format. you must set up a printer for that format. When you check one of these Auto print check boxes. you can select that format: A4 only. If you have chosen Nearest Size. You can select TIF. The fax will be printed exactly as it was sent. If you have chosen one format only. GIF.

5 times the selected page size.5 times the paper size. using an intelligent page-cutting algorithm. Paper size threshold: Select the paper size you wish to receive faxes in. Configuring Fax server options • 47 FAXmaker for Exchange Manual .Auto print set-up dialog Receiving options Receiving properties Cut long faxes to standard page size: If a page is longer than 1. it will automatically be cut to the size you select here. the page is cut to the selected size. If an incoming fax is more than 1.

*. In the FAXmaker configuration. and National Dialing for local area codes and exchange settings. To specify a fax administrator: 1. the *. the fax administrator will be notified by email. right-click on the Advanced > dialing node in the FAXmaker configuration and select properties. (Note that the user will not be able to annotate the fax) Configuring Fax administrators A Fax administrator is the person who monitors and manages the fax server. and allow you to select one or more users who will be fax administrators. Advanced > Fax Administrators node. This way.gif format or the *. right-click and select 'New administrator". The dialing logic is split into 2 parts: International dialing (country code). you can set up FAXmaker to accommodate multiple local area codes and other special dialing procedures. 2.pdf format. Dialing Options The dialing options allow you to configure ‘dialing intelligence’. If certain critical conditions occur. Click OK. the *. Dialing options 48 • Configuring Fax server options FAXmaker for Exchange Manual . To configure the dialing logic. In the Fax administrator node you can specify one or more fax administrators. This way faxes will be associated with a default tif or pdf viewer and therefore there will be no need to install the FAXmaker viewer on the user’s machine. This will bring up the Windows User dialog.Use an alternate file format for received faxes: Here you can select the format in which received fax files should be stored/forwarded. It processes the fax number in a structured manner and dials out in the correct format for the phone system. *. You can select the default *.fax format.tif format.jpg.png. These users will now be notified of critical conditions in the fax server.

Using this option you can enter your area code and ask FAXmaker to remove it if you are faxing to a number with the same area code. you can set up FAXmaker to automatically add 1 as prefix. the country code will remain as is. For example. FAXmaker will strip off the 44 and optionally put a prefix in front of the number. The dial prefixes are the numbers that are placed in front of the country code when dialling an international number. the fax server cannot determine which part of the number is the area code. In addition. One is the option to attach a prefix if the country code matches and is removed. for example 00 or 011. you must enter your country code and area code. FAXmaker for Exchange Manual Configuring Fax server options • 49 . The country code must be entered without the dial prefix. but the most common are 00 and 011. to dial the United States (which has 1 as its country code). for example 0. This may vary per country. If this is not done. thus to dial the United Kingdom (country code 44) the user must dial 01144 and then the number. If you are not in the same country. If the number is not your local area code. When the fax server detects a + in front of the number. thus. It is important to remember that the dial prefix of a country is the number the user in that country must dial to make an international call (sometimes defined as a + in front of the country code). The country code is the number that the user in another country must dial in order to call the country with that country code. it enables 2 other options. in the United Kingdom the dial prefix is 00. National dialing This option is especially important if you are based in North America. If this option is not selected. This logic will allow you to use the following number notation in your fax number entry: +44-(020)-2282666 FAXmaker will then determine in which country you are and if you are in the same country. The other is the option to replace the + with the international dial prefix when selected. this section is used to modify the first part of the number. In the United States. Note: The area code in the fax number must be included in round parentheses. The user may select the option to remove the country code if it matches the one in the ‘Where am I?’ section. FAXmaker can replace the + with the international dialing prefix. the user must dial 001 and then the number. the dial prefix is 011. If the option is selected.First. you can add a prefix to the number. International dialing In this section you must enter the settings for international dialling.

Note: You can use commas to add a delay between numbers if your system requires it. Each comma represents approximately a two second delay. and enter the area code affected into the Area Code field. it will process all the numbers starting with area code 342 (342 456. which will handle all the related exchange numbers. To add an exception: Click on the ‘Exceptions’ button. If the settings pertain to a particular exchange within the area code (i. you can set up a number of exceptions. To remove an exception: Select the telephone entry to be removed and hit “Remove”. the three digits of the phone number following the area code). to avoid entering a lot of numbers with the same area codes and different exchanges.e. you may enter a wild card (*) in the exchange section. 342 123. It allows you to remove the area code and add a prefix if needed. If you do not need to dial the area code for this number then check the box “Do not dial the area code”. 342 789…).The dialing exceptions dialog Exceptions Because some dialing procedures can be very complex (Especially those in the US). Click on the “Add” button to add it to the list of telephone entries. The Exceptions dialog allows you to specify the different area codes and exchanges for each number. If the telephone number requires a prefix for -distance dialing.. Thus if you enter area code 342 and exchange *. which can for example handle multiple local area codes. 50 • Configuring Fax server options FAXmaker for Exchange Manual . Since one area code may have hundreds of exchanges. then check the box “Dial a prefix before the area code” and enter the 1. enter them into the Exchange field. for example a 1.

Microsoft Outlook will almost force the user to do this. however. This transmission report will show whether the fax was sent successfully or not.Notes for Users / inputting the fax number The dialling options will only work if the user inputs the fax numbers correctly.. FAXmaker will not be able to process the fax number. Report failed outgoing FAX transmissions: Select this option if you wish FAXmaker to send a transmission report when a fax has failed. +44 (171) 226 4788 +1 (716) 265 1016 +356 382 419 Transmission reports FAXmaker will send a transmission report to the user after a fax has been sent. if for some reason the user does not follow the guidelines. Include attachments with success reports: Tick this option if you want the fax file to be included with the transmission report. The following options are available: Transmission report options Report successful outgoing FAX transmissions: Tick this option if you want FAXmaker to send a transmission report if a fax is sent successfully. The fax number should be inputted in the following format: +<country code> (<area code>) <fax number> E. You can configure transmission report options from the Advanced > Transmission reports node. FAXmaker for Exchange Manual Configuring Fax server options • 51 . Right-click on the reports node and select properties. Include attachments with failure reports: Tick this option if you wish FAXmaker to include the fax file that failed in the transmission report.g.

To set your header to the default fields. Headers and footers are configured from the Advanced > Header/Footer node in the FAXmaker configuration. You can customize the fax header by inserting fields.Header/Footer options The Header/Footer options node allows you to specify a header and/or footer text for all outgoing faxes. The following options are available: Header/Footer options Font: Select the font. Available fields: 52 • Configuring Fax server options FAXmaker for Exchange Manual . To have different formatting for the header or footer. Note that the formatting options can be different for the header and the footer. Render this header on all outgoing faxes: Tick this option if you want a header to appear on each outgoing fax. place your cursor where you want the field to be and click on Insert fields. You can separate fields by inserting a separator. simply select the header or the footer field – then select the appropriate formatting options. click Set to Default. size and alignment that you wish the header/footer to be formatted in. Then select the field you want to insert. To insert a field.

I Please note that you can only change the footer in a purchased version of FAXmaker! Stamping options The stamping options node allows you to specify a text that has to be ‘stamped’ on all incoming faxes. If you did not specify a company name. Default To <def_to> This field is replaced by the company name of the recipient.Fields dialog Default From <def_from> Global fax header specified in the fax line options. Stamping options are configured from the Advanced > Stamping node in the FAXmaker configuration. The following options are available: FAXmaker for Exchange Manual Configuring Fax server options • 53 . You can insert fields in the text by clicking on Fields. Time. but did specify a name. date & pages Information is taken from your machine settings. If you did not specify a name or company. Render this footer text on all outgoing faxes: Tick this option if you want a footer to appear on each page. this field will include the recipient's fax number. Recipient fields Details are retrieved from the recipient details. the name will show in this field. Sender fields Details are taken from the user’s properties.

To insert a field.Stamping options Formatting and alignment Font: Select the font. Then select the field you want to insert. simply select the header or the footer field – then select the appropriate formatting options. click Set Default. place your cursor where you want the field to be and click on Fields. All the fields available in the header/footer options are available for stamping too. size and alignment that you wish the header/footer to be formatted in. To have different formatting for the header or footer. Render this text on incoming faxes: Tick this option to have text stamped on each incoming fax page. You can separate fields by inserting a separator. Render footer on all incoming faxes using this template: Tick this option if you want a footer to be stamped on each incoming page and enter the text that you wish to be stamped onto each fax. and enter the text you want to be stamped on to the fax. Please see the paragraph on header/footer options for a list of fields available. Note that the formatting options can be different for the header and the footer. I Please note that you can only change the footer in a purchased version of FAXmaker! 54 • Configuring Fax server options FAXmaker for Exchange Manual . To set your header to the default fields. You can customize the fax header by inserting fields.

so that you can review the junk faxes before deleting them. This junk fax filter works on the basis of the FAX ID of the sender. To black list a fax sender/fax ID: 1. and select 'Properties'. Most senders will rarely change a fax ID. Note that there is a big chance that valid faxes will be marked as junk faxes. FAXmaker for Exchange Manual Configuring Fax server options • 55 . This will bring up the junk fax filter dialog. Keep a copy of junk faxes: This option will store all junk faxes in a folder. There are 2 options: Delete faxes received from fax machines with an empty CSID: If you wish to be very stringent you can refuse all faxes with empty CSID's. When you receive a junk fax. and click Add to enter the CSID of the junk fax sender. Right-click on the Advanced > Junk Fax filter node. Enable the ‘Delete faxes received from these FAX CSID’s’ option.Junk Fax filter The junk fax filter options A handy feature is the ability to auto delete faxes from certain senders. 2. and therefore its an easy and pretty reliable way of eliminating future faxes from the sender. simply enter the senders FAX ID in the Junk fax filter list. and not route it. This will cause FAXmaker to delete the fax automatically. especially if its programmed into a fax machine.

Search the GFI knowledge base 56 • Configuring Fax server options FAXmaker for Exchange Manual . 3. Unlock your time limited version of FAXmaker. Click OK to create the rule. Check that you have the latest build of FAXmaker installed. GFI MailEssentials. 4. 2. Obtain the latest news about FAXmaker’s companion product. 3. In the FAXmaker configuration. Select the user (s) or group who is not allowed to send faxes to this number. General Under the general node you will find general information regarding FAXmaker: 1. To create a call blocking rule: 1. FAXmaker checks the call block rules before each fax transmission. Now a dialog will appear in which you can select which users you wish to apply the rule to. Enter the number that you wish to block and click OK. Alternatively.Call blocking A call block rule Call blocking allows you to exercise control over the fax numbers that users can send faxes to. This means that if you want to prevent certain users from making international fax transmissions. 09 or 011). 4. you can block specific fax numbers. right click and select ‘New’. Advanced > Call blocking node. 2. you only need to insert the international dial-out number (for example 00. and will not send any faxes starting with numbers listed in the call-blocking list.

Version Information This node shows the exact version of GFI FAXmaker that you are running. Registering FAXmaker GFI FAXmaker is licensed based on number of users who wish to send and receive faxes.The FAXmaker configuration – general node Licensing Use this node to enter your License key number. You can also check if a newer version is available on the GFI web site. FAXmaker for Exchange Manual Configuring Fax server options • 57 .

This node links to the main web page of GFI MailEssentials. 58 • Configuring Fax server options FAXmaker for Exchange Manual . which also has a knowledge base. GFI MailEssentials.Checking whether a newer build is available Click on the “Check for on-line updates…” button to connect to the GFI web site and check for a newer build of GFI FAXmaker. GFI support This node links to the GFI FAXmaker support page.

Right click on the Cover page node. and specifies a fax recipient. You can set-up multiple cover pages and cover notes. There are 2 types of cover pages in FAXmaker: • • Cover page: a cover page includes the message text and/or recipient/sender details. FAXmaker includes a generic cover page. render it to a fax format and send it out. However you can also create your own custom cover pages. which is assigned to all Fax users. This way. Then you could create a different cover page for the sales department. In some companies this is required. which only includes sender/recipient details in front of the cover page described above. You can compare this page to a 'Compliments slip'. If you wish to change the format of this cover page. Whenever a user writes a message in Microsoft Outlook. you can associate different cover pages with different users. you can simply double-click on the cover page entry in the right pane and click ‘edit’ to edit the cover page file. you could create a cover page for the support department and associate the support users group to it. Adding Cover Pages/Cover notes By default. Cover note: a cover note is an additional cover page. For example. and select 'New Cover page' Creating a new cover page FAXmaker for Exchange Manual Configuring Cover pages • 59 . Adding a cover page To add a cover page: 1. FAXmaker will format the message body on to a cover page.Configuring Cover pages Introduction to cover pages Cover pages are used to format the fax message text on.

3.2. Specifying for which users this cover page must be used. In the options tab you can change the cover page name or associate a different cover page file to the cover page. Now enter a display name for the cover page. add it to the file list first using the 'Add from file' button. Cover page options 60 • Configuring Cover pages FAXmaker for Exchange Manual . If you have designed a custom cover page file. Then select a cover page file from the list of available cover page files. Now double-click on the cover page entry in the right pane. Click on the users tab and select to which user(s) this cover page will be assigned. This will bring up the Cover page options. The cover page will appear in the right pane.

The default cover page will have a red tick mark next to it. Only send cover page when there is message text: If you check this field. otherwise a fax cover page will be generated. as soon as you associate a cover page with that user or to group of users to which that user belongs. then the user will be assigned the default cover page. Default cover page : Company cover page Note that the default cover page will be overridden for a particular user.Specifying a default cover page If a user has not been specifically assigned a cover page. and selecting 'Set as default cover page'. so if users have an automatic signature they have to delete this text before sending the fax. by right clicking on the Cover page entry in the right hand pane. Note that a signature constitutes message text. You can specify which cover page is default. General cover page options General cover page options A number of options are available which apply to all cover pages. Configuring Cover pages • 61 FAXmaker for Exchange Manual . FAXmaker will only include a cover page when users type in a message text in Outlook.

2. To design a cover page in HTML format. please add it by choosing Insert> Picture > From file command from the menu bar.Cover page rendering options Cover page rendering options Paper size: Select the paper size you wish the cover page to be rendered on. Add text and message fields such as <R_Name> and <R_Company> (for supported merge fields. To design a cover page in RTF format we recommend you use Microsoft Wordpad. Make sure the picture format is Windows Bitmap! 62 • Configuring Cover pages FAXmaker for Exchange Manual . Don’t use Microsoft Word because many of its formatting features are not supported in RTF cover pages. I. because it offers “What You See Is What You Get” (WYSIWYG). you can use any HTML editor such as Microsoft FrontPage. see next paragraph). Designing cover pages FAXmaker supports two kinds of cover page formats: RTF format and HTML format. For example. Designing a cover page in RTF format To design a cover page in RTF format: 1. Margins: You can limit page formatting to these margins you specify here. Note that you should design your cover page accordingly. This feature is especially handy for Cover notes – This way you can create a half page fax. I The recommended word processor for editing cover pages is Microsoft's WordPad. Create a new RTF file. a very simple cover page with recipient name and company could be created as follows: To: <R_Name> Company: <R_Company> Note: If you want to insert a graphic in your cover page. Set the page size of your cover page to the margins you select here.e.

Add text and message fields such as such as [R_Name] and [R_Company] (for supported merge fields. and specifying the file in the 'Add from file' button. Create a new HTML file. [r_name] [r_company] Supported merge-fields The following merge-fields may be used in a cover page: Sender fields: Address Fields Last name First name First name–Last name Last name–First name Company Department Fax no. and specifying the file in the 'Add from file' button. see next paragraph). a very simple cover page with recipient name and company could be created as follows: To: Company: <message> 3. you can add it by creating a new cover page. located in the New Cover page dialog. For example. After you have finished designing your cover page. After you have finished designing your cover page. 2. located in the New Cover page dialog. Designing a cover page in HTML format To design a cover page in HTML format: 1. Voice no.3. Email Merge code (RTF) <R_Company> <R_Department> <R_First_Name> <R_Last_Name> <R_Name_FL> <R_Name_LF> <R_Fax> <R_Voice> <R_E-mail> Merge code (HTML) [r_company] [r_department] [r_first_name] [r_last_name] [r_name_fl] [r_name_lf] [r_fax] [r_voice] [r_e-mail] FAXmaker for Exchange Manual Configuring Cover pages • 63 . you can add it by creating a new cover page. Email Merge code (RTF) <S_Last_name> <S_First_name> <S_Name_FL> <S_Name_LF> <S_Company> <S_Department> <S_Fax> <S_Voice> <S_E-mail> Merge code (HTML) [s_last_name] [s_first_name] [s_name_fl] [s_name_lf] [s_company] [s_department] [s_fax] [s_voice] [s_e-mail] Recipient fields: Address Fields Company Department First name Last name First name-Last name Last name-First name Fax Voice no.

General fields
These fields are for general information: Message text: <message> (HTML [message] ) This field inserts the email body text into the cover page. Be sure to leave enough space for it in the html/rtf file. Current time: <time> (HTML [time] ) Current date: <date> (HTML [date] ) Current Long date: <longdate> (HTML [longdate] ) These fields insert the date and time of fax transmission. The fax server machine’s date and time will be used. Subject: <subject> (HTML [subject] ) This field inserts the subject line of the message. IMPORTANT: When using fields in HTML cover pages, ensure that the field names are all lower case!

Using tables in RTF cover pages
You can include tables in the rtf and html cover pages. To add tables to a cover page, use Microsoft Word. After you have added the table, save the file as a Rich Text File (RTF). Note: No cell wrapping is supported, and only one line of text can fit in one individual cell. If the text does not fit in the cell, the cell will not enlarge, and the text will overlap the next cell; therefore ensure that there is enough space in the cell.

Tips on designing a cover page
When designing your cover page in RTF format, please note the following:

I I I

The recommended word processor for creating RTF cover pages is Microsoft's WordPad. Remember that RTF does not support headers or footers. To include a header or footer in your faxes, you must specify this in the FAX Server Configuration Header/Footer Tab. Remember that merge fields are replaced by the actual field values. Therefore, if you do not leave sufficient space for a merge field to ‘expand’, long names will cause formatting problems.

64 • Configuring Cover pages

FAXmaker for Exchange Manual

The Fax cover page

FAXmaker for Exchange Manual

Configuring Cover pages • 65

and as a node in the FAXmaker configuration program. You can also restart the fax server from here. the fax devices and their status. abort or debug a particular fax device. In addition you probably need to make configuration changes once in a while. or it can be run remotely. Clicking on the node will show all the available fax lines. The FAXmaker monitor The FAXmaker monitor The FAXmaker monitor can be found in the FAXmaker program group. you can initialize. The FAXmaker configuration can be run remotely too. The FAXmaker monitor allows you to • • • • Monitor status of each fax line Monitor status of fax devices View the queue of faxes View the status of the Message transfer agent Viewing the fax line & device status You can monitor the status of fax lines and devices from the from the Fax Server node. Depending on the fax device used. The FAXmaker monitor can be run on the fax server machine itself. The FAXmaker monitor is used to monitor the Fax server status. FAXmaker for Exchange Manual Fax server monitoring & remote administration • 67 .Fax server monitoring & remote administration Introduction Once installed you need to regularly monitor the FAXmaker fax server status.

SMTP sending. Transfer SMS messages to the SMS server To view the status of the Message Transfer Agent. Inbound transfer thread: Shows activity of the process that sends faxes to SMTP clients. Last file: Shows the last file being processed. It does this by collecting fax messages from a dedicated POP3 mailbox. You can delete faxed from the queue that you wish to cancel. 68 • Fax server monitoring & remote administration FAXmaker for Exchange Manual . click on its node. SMS preparation and transfer etc. Viewing the Message Transfer Agent status FAXmaker Message Transfer agent status The Message Transfer Agent is used to: 1.Viewing the fax queue Queued faxes in FAXmaker monitor The Queued faxes node shows you all faxes that are waiting to be sent. fax preparation. POP3 down loading. which comprises a number of threads that perform initializing. The following information is available: POP3 client agent: Shows activity of POP3 client agent. Transfer Fax messages from SMTP/POP3 clients to the fax server. 2. Inbound Queue: Shows the number of faxes prepared for sending to SMTP clients.

FAXmaker for Exchange Manual Fax server monitoring & remote administration • 69 . Installation of the remote tools To be able to monitor and configure the fax server remotely.gfi. Set-up will ask you what you wish to install – Configuration & monitoring or monitoring only. To install the remote monitor: 1.Outbound Queue: Shows the number of faxes collected by the POP3 downloader for queuing to fax server Outbound transfer thread: Shows activity of process that downloads POP3 mail from POP3 mailbox.com/downloads/ or on the GFI CD-ROM as the file "fmremcon. you must first install the remote monitoring and configuration tools on the machine that you wish to monitor or configure the fax server from. Double-click on 'fmremcon.exe'. Now set-up will ask you the name of the FAXmaker server. What remote tools to install 2. Last address: Last email address or SMS number used by Message Transfer agent SMS transfer thread: Shows status of thread that prepares and transfers messages to SMS server.exe". Installing the remote monitor & configuration The set-up for these tools can be found on the GFI downloads page at: http://www.

Configuring the FAXmaker server remotely The FAXmaker remote configuration program 70 • Fax server monitoring & remote administration FAXmaker for Exchange Manual . Two shortcuts will be available in this program group: 'FAXmaker remote monitor' and 'FAXmaker remote configuration'. Set-up will no prompt you what type of Exchange server you are running. Remote viewing of fax server status.Set-up prompts for the FAXmaker machine name 3. I By default only administrators have access to the remote monitor and configuration tools. see the paragraph remote administration permissions in this chapter. click Start > Programs > FAXmaker Remote Configuration and select FAXmaker remote monitor. Viewing the fax server status remotely To view the fax server status and queues remotely. After this. If you add additional users. and will create a program group ‘FAXmaker Remote Configuration’. set-up will continue to install the remote configuration and monitoring tools. you have give users access to the fmserver$ share. For more information on how to do this.

You are now ready to configure and monitor the other server. The FAXmaker remote configuration will start. To switch to another server to configure or monitor: 1. In the Share Name box. and select 'Connect to another computer' Switch to another fax server to configure or monitor 2. 3. You can now modify FAXmaker server settings as if you we're on the FAXmaker server. click on the down arrow and select fmserver$.To configure the FAXmaker fax server remotely: 1. To give users the necessary rights: 1. Right-click on the root node. you can manage them from the same Remote configuration. FAXmaker for Exchange Manual Fax server monitoring & remote administration • 71 . only administrators will be able to monitor and configure the FAXmaker fax server remotely. 2. Click Start > Programs > FAXmaker Remote Monitor and select FAXmaker remote configuration. 2. Remote administration permissions By default. Switching to another fax server to monitor or configure If you have multiple FAXmaker fax servers in your network. you must give them either Read rights (to monitor the fax server) or Full Control rights (to monitor & configure the fax server) to the ‘fmserver$’ share on the FAXmaker server machine. If you want additional users to be able to configure and monitor FAXmaker. Now enter the computer name and click OK. Open Windows Explorer on the fax server machine. Right-click the FAXmaker directory and choose Sharing. FAXmaker configuration.

click Add. 72 • Fax server monitoring & remote administration FAXmaker for Exchange Manual . NT Permissions dialog 5.Sharing Tab 4. To add more users or groups to the Permissions tab. Click on Permissions.

Select the user or group you wish to give permission and select the Type of Access you wish to give: • • Read: if you only wish the user to be able to view the Fax server monitor and fax queue. 7. Full Control: if you also wish the user to be able to configure the fax server and delete faxes from the fax queue. Click OK to close the Tab.Add users dialog 6. FAXmaker for Exchange Manual Fax server monitoring & remote administration • 73 .

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All that is needed is that the fax number is preceded by a recognisable string.NetPrintQueue2FAX Introduction to Netprintqueue2FAX The Netprintqueue2FAX feature allows you to embed the fax number in the document to fax. from anywhere in the network. This feature is especially handy for accounting applications – simply by embedding the fax number in the document. FAXmaker will pick up the fax job. fax out the document and notify the user who submitted the fax job whether the fax was sent succesfully or not. This way. search for fax number. without having to enter the fax number separately in the FAXmaker fax form or Outlook. recipient name and recipient company name. for example an invoice. you can print to fax from almost any application. for example Fax: Faxes can be submitted to FAXmaker from anywhere in the network. because the Netprintqueue2FAX printer driver is a network printer driver. a fax can be sent. No application integration or development is required. Configuring the Netprintqueue2FAX feature NetPrintQueue2FAX configuration FAXmaker for Exchange Manual NetPrintQueue2FAX • 75 .

it needs to know where the end of the search string is. For example. take the text after the string and assume this is the name of the recipient. Configuring a delimiter After FAXmaker has found the search field and retrieved the string that comes after the search string. if you enter a name 'Richard Wenthrop' and more text follows on the same line. from the start menu. Such a character can be # for example. Faxmaker will look for the string 'To:'. 76 • NetPrintQueue2FAX FAXmaker for Exchange Manual . you must install the printer driver on the client machine. and when it finds it. To install the printer driver: Adding the printer 1. There are 2 ways in which you can indicate this: 1. On the client machine. go to Settings > Printers > Add Printer. FAXmaker will take the end of line as the delimiter. it needs to know that it should 'stop' after the name Richard Wenthrop. which is a character which identifies to FAXmaker that this is the end of the search string. Select Network printer and click 'Next'. FAXmaker will search for these fields. This is exactly the same procedure as for any other Windows network printer driver. or strings that will precede the recipient name. Likewise for the Company name and Fax number.Setting up the NetPrintQueue2FAX feature is quite easy. By not putting any more text on that line. For example if you specify To:. Installing the printer driver on the clients machine If you wish to use the NetPrintQueue2FAX feature on the clients machine. By adding a delimiter. You can configure which character you wish to use as a delimiter. company and fax number strings. Configuring search fields You must specify the search fields. You can access the configuration by right clicking on the node in the FAXmaker configuration and selecting properties. 2.

Locating the printer 2. Select this printer and click Next. This will bring up all the available network printer drivers. NetprintQueue2FAX printer driver installed NetPrintQueue2FAX • 77 FAXmaker for Exchange Manual . Now browse to the machine on which FAXmaker has been installed. Now you need to specify which network printer you wish to set-up. or simply browse for it by selecting the Type option and clicking 'Next' Browsing for the printer driver on the Fax server machine 3. You can type in the name and printer driver directly. The NetPrintQueue2Fax printer driver will show up.

For more information about this. fax number (required). The recipient fax number is required. If FAXmaker fails to find the search fields in the document. 2. To send a fax broadcast using the Microsoft Mail merge feature: 1. ensure that the recipient information is included in each page and include at the end of a document a so called fax separator. Note that the user must be a FAXmaker user! A document ready to be printed toNetPrintQueue2FAX Sending a fax broadcast using NetprintQueue2FAX The NetPrintQueue2FAX feature can also be used to easily send out fax broadcasts. it will send an error report to the user. 78 • NetPrintQueue2FAX FAXmaker for Exchange Manual . Your fax will be automatically submitted to Faxmaker and sent out. Create a database or file with recipient information.4. Simply setup your mail merge in Microsoft Word. Include the fax number. including. The printer driver will be installed and show up in the printers folder. Using the NetPrintQueue2FAX feature Using the NetPrintQueue2FAX is no different from printing to a network printer. company name and recipient name fax fields in the merge document. consult the Microsoft Mail Merge help/documentation. Create the document which you want to fax broadcast. You can either use an existing data file or create a new one. Other fields are optional. Simply print from the application to the NetPrintQueue2FAX printer driver. Otherwise it will fax out the document and report back to the user as normal. and after the search fields you must have entered the recipient fax number. Note that you must include the search fields. Now users can print to this printer driver from any application. Company name (Optional) and Recipient name (Optional).

FAXmaker for Exchange Manual NetPrintQueue2FAX • 79 . After the mail merge fields. These 2 characters are referred to as the fax separator characters. FAXmaker will pick up the job. at the end of the merge letter you must add the fax separator characters. you can also add further commands at the top of the document to schedule a fax. At the end of the document to be merged include the @# characters at the beginning of a line. include the delimiter character. and indicate to FAXmaker that the next page is a new fax. separate out the print job to individual fax transmissions and send out the broadcast. print to the NetPrintQueue2FAX printer. FAXmaker will remove these commands automatically. Ensure that the line after these characters is empty. in the mail merge document. specify resolution etc. When your merge is set-up. Therefore.3. Merge to printer 5. Use Text API commands In addition to embedding recipient information in the document. 4. and FAXmaker needs to be able to separate each merge letter to individual faxes. you must indicate the end of the merge letter. Why the the fax separator is needed When you create a mail merge to be fax broadcasted. This is because Microsoft Word will create one big print job out of the mail merge. Include the search fields that FAXmaker has to search for infront of the mail merge fields. After the mail merge is created. Simply enter your commands at the top of the document. when you create a mail merge. This works in the same way as the Text API. merge to the printer.

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SMS is mainly used in Europe.The SMS gateway Introduction to the SMS gateway FAXmaker 10 includes an e-mail to SMS gateway. Sending of messages from Outlook allows you to use the outlook contacts list. and therefore the SMS gateway has limited use for users located in the US. because of the charges involved. and 70 characters in length when non-Latin alphabets such as Arabic and Chinese are used. as well as from several internet based service providers. you can ensure that sending of SMS messages will be used for business purposes only Users will not use SMS to communicate with colleagues or customers if they have to use their own mobile. Because all SMS messages will be logged on the server. However. Sending of messages from Outlook allows you to keep a copy of SMS messages sent. • • FAXmaker for Exchange Manual The SMS gateway • 81 . SMS was created as part of the GSM Phase 1 standard. and is increasingly used for business purposes as well. SMS is very popular. Why use an SMS gateway? SMS messages can be sent from any GSM mobile phone. What is SMS? The Short Message Service (SMS) is the ability to send and receive text messages to and from mobile telephones. Each short message is up to 160 characters is length when Latin alphabets are used. using a central company SMS gateway has many advantages: • • • • Sending of messages from Outlook is much faster then from the mobile phone. allowing users to send SMS messages from Outlook. A web based SMS provider means additional administration costs and means users will have to login to the service with their user account. The first short message is believed to have been sent in December 1992 from a Personal Computer (PC) to a mobile phone on the Vodafone GSM network in the UK. Additional steps for the user and additional administration for the administrator. The text can comprise of words or numbers or an alphanumeric combination.

please see the following GFI knowledge base article at: http://kbase. multiple users or a group of users. Configuring the users who can send and receive SMS messages 2. you have to specify all the users that can send and receive SMS messages. Supported SMS providers Currently.Requirements of the SMS gateway To use the SMS gateway. Right-click on the SMS node and select properties. which compares well with most mobile operators. We recommend using a web based SMS provider unless you have a better rate for SMS messages from your mobile company. You can subscribe to the Clickatell service at: http://www. This is a web based SMS service which sends SMS messages worldwide. After you have configured the users. In the Active Directory user picker.gfi. select a single user. The users will now be added to the SMS users node. Right-click on the SMS users node and select ‘new SMS user’. In the SMS users node.com/showarticle. Click OK.php?cid=870 Supported mobile phones/GSM devices For the latest list of supported mobile phones and GSM devices.clickatell. you need to enable the SMS gateway.com/central/campaigns/redir. The cost is about 4 euro cents per message. you can configure the SMS gateway. or if you do not have a permanent connection to the internet. you need to: • • Subscribe to a supported SMS provider OR Use a supported GSM modem connected to the FAXmaker fax server machine. Go to the FAXmaker configuration > SMS > SMS users node.asp?id=KBID001810 Configuring the FAXmaker SMS gateway Once you have decided whether you want to use a mobile phone or a web based SMS service to send out messages. the Clickatell service is supported. 3. Click on 82 • The SMS gateway FAXmaker for Exchange Manual . To do this: 1.

If you chose the service.‘Enable SMS gateway’. configure the SMS options though. In the SMS options tab you can configure: Send multiple SMS messages – Select this option if you want messages that are longer then the allowed length to be split up into multiple SMS messages. FAXmaker can detect this by only sending the text before the first blank line. go to the paragraph ‘Configure the Clickatell web2sms service’. Enable automatic routing of incoming SMS messages – This will enable automatic routing of SMS messages according to the logic below. go to the paragraph ‘Configure the SMS server’. Surname. Now choose how you wish to send SMS messages. Before you do that. FAXmaker for Exchange Manual The SMS gateway • 83 . or Use Clickatell Web2SMS service If you chose using the inbuilt SMS server. Select: • • Use inbuilt SMS server (Requires compatible mobile). then you must specify a maximum of SMS messages allowed. Name. SMS options 4. Append user information to outgoing SMS message – This option allows you to add one of the following sender information fields either before or after the SMS message: Display Name. Company or Department. If yes. Detect and remove personal signature – some users will forget to delete their signature.

which can be accessed by right clicking on the SMS > routing node. The default SMS router(s) can be configured from SMS routing properties dialog. are sent to the Default SMS router(s). See below for more information about the routing logic. i. Outgoing SMS message recipients are stored and associated with the user who sent the SMS. If an SMS message is received. can be sent to 1 or more users configured in the ‘Receive all SMS messages tab’.Receiving SMS messages The SMS gateway can receive and route SMS messages as well. all SMS messages. and therefore the SMS will be routed to that user. enable receive messages in the SMS server options dialog. 2. SMS routing can be switched on from the SMS properties dialog. whether un-routed or not. 3. it will be assumed that the SMS is an answer to the SMS the user sent. This option is only available if you are using a mobile phone to send and receive SMS messages. Any un-routed messages. Inbound routing rules/notes: 1. The recipient's mobile is associated with the sender and a default expiry date of 5 hours is given to the association. SMS options tab (right click on the SMS properties node) SMS routing properties GFI FAXmaker will route an inbound SMS message as follows: 1. Optionally SMS messages can be routed according to the logic described below.e. SMS messages are routed to the person who recently sent a message to that number. The association will 84 • The SMS gateway FAXmaker for Exchange Manual . Optionally. messages with whom no user is associated. To switch on receiving of SMS messages.

In the case where a second person sends an SMS message to an already associated mobile number. in which case. 2. 3. The following fields have to be filled in: Client ID: This is a unique number assigned to you by the service provider API ID: This is an ID assigned to you by the service provider FAXmaker for Exchange Manual The SMS gateway • 85 . For multiple associations. a dialog appears in which you configure the service specific properties. if expired. they will be removed and only the latest association is kept. Any received SMS messages from the associated number will be routed to both senders. However you will need a permanent internet connection. Exception: If the other associations of the same mobile number are expired. Note: The association will be renewed (including expiry time) for every SMS message a sender sends to the same mobile number. the system makes frequent checks for the older-but-not-yet-expired associations. the system makes a second association to this sender based on the same rules. Configuring web2sms When you select the Web2SMS service.not expire if the mobile number is only assigned to one sender. Configure the Clickatell Web2SMS service The advantage of using a web2sms service is that you do not need to attach hardware to your fax server. Any received SMS messages from the associated mobile number will be routed to the original sender. the expired associations will be removed from the associations’ database and the SMS is sent only to the most recent sender.

If this is not the first mobile being entered. the "Add new mobile" dialog will show up. press OK. Configure SMS server 1. you can copy the mobile information from one of the installed mobiles by using the “Copy settings from installed mobile:” option. for example ‘Company’. it needs to know the country to which you wish to send the SMS..User name: Assigned to you by the service provider Password: Assigned to you by the service provider From: You can specify the sender of an SMS message. simply click on the ‘Sign up’ button. Once the COM port is selected. rather then a web based service. select on which COM port you have attached the mobile device. Configuring the SMS server If you have selected to use a GSM device. you have to set-up the SMS server.clickatell. keep in mind that users must include the country code when sending an SMS. Note: When using the Clickatell SMS service.. To sign up. If no mobiles have been set-up yet. 86 • The SMS gateway FAXmaker for Exchange Manual . which communicates directly with the GSM devices to send and receive SMS messages. This data will be provided to you when you sign up for the service at www. Configure the SMS server by clicking on the 'Configure SMS Server. Because the service is located in South Africa. In this dialog. You will need to make your network users aware of this.com. Select ‘Use inbuilt SMS server (Requires compatible mobile)’ 2.' button.

General GSM Mobile Phone Properties 3. Now enter: SMS Service Center Number: Mobile network provider's SMS Center Number. select "Generic Mobile (AT+C command set)". This will automatically set the Advanced options of the GSM mobile phone. select it. The GSM Mobile Phone Properties dialog will be shown. Own number: Mobile phone number Country code: Local country code number FAXmaker for Exchange Manual The SMS gateway • 87 . the following options have to be configured: Mobile model: Check if the mobile that you are using is specified in this list and if yes. This number is provided to you by your mobile provider. In this dialog. If your mobile number is not listed.

you will need to purchase one of the supported mobiles. If you have selected a "Generic Mobile (AT+C command set)" mobile. Baud rate: Enables you to select how fast you want information transferred through the port. Data bits: Enables you to select the number of data bits you want to use for each character (in most cases 7 or 8). 88 • The SMS gateway FAXmaker for Exchange Manual .Advanced GSM Mobile Phone Properties 4. Stop bits: Enables you to select a number of time units between the transmitted characters. If you are not able to configure a mobile using the settings above. Note: We only support the mobiles listed under system requirements. the following options have to be configured: Initialization string: Input the Initialization string for the mobile device. go to the Advanced tab to set up the mobile configuration. Parity: Enables you to select a method for error checking. In the Advanced tab.

"17:13:34". The SMS log files are located in the server directory along with the fax log files."Success. the SMS messages will remain in the mobile phone." FAXmaker for Exchange Manual The SMS gateway • 89 ."+4490092239". Receive incoming SMS messages: Enable this option to receive SMS messages.Time. the "In-built SMS Server Properties" dialog will be displayed. The log files are in CSV format as follows: Date. If this option is not enabled.log' for sending and receiving respectively.Recipient. The log files are called 'sms_sent. Once the mobile is set up.Message.Sender.In-built SMS Server Options 5. The GSM Devices tab contains the list of configured GSM mobiles. SMS posted to destination."SMS: Hello SMS World!". SMS log files To control SMS usage."Succes s".Details For example: "4/29/2003". GFI FAXmaker includes SMS log files which show you when. The Options tab contains the following options: Send outgoing SMS messages: Enable this option to send SMS messages. where and what was sent via the SMS gateway.Status."joebloggs@gfi.log' and 'sms_recv.com". Polling interval in seconds: Configures the interval for checking for incoming messages: The greater the interval the more priority is given to sending of messages.

FAXmaker will automatically retrieve the mobile number of the contact. [sms:99438526] Note: Remove your email signature! Otherwise the email signature will be included with your SMS message! Using the FAXmaker SMS form You can also use the FAXmaker SMS form. This form will save you having to type in the SMS number: When you select a recipient. simply use the exchange one off addressing format: [sms:<number>] e.Sending an SMS Directly from Outlook To send an SMS from Microsoft Outlook. You have to ensure that the recipient’s mobile field is filled in.g. 90 • The SMS gateway FAXmaker for Exchange Manual .

specify which public folder contains the shared Contacts List. For example. For example. enter the name of the shared Contacts folder. then you should enter the following: Phonebooks\Company contacts. Here. In Microsoft Exchange System manager > Connectors. Using a shared Outlook Contact List with FAXmaker You can opt to set-up a shared contact list. if you have created a public folder 'Company contacts'. then you must indicate the folder structure. In the field 'Retrieve addresses from Public Contacts folder'. FAXmaker for Exchange Manual Advanced use • 91 . you should enter: Company contacts.Advanced use Introduction This chapter is meant for users of FAXmaker who wish to make use of the advanced features of FAXmaker. After you have entered the shared Contacts folder name and location. The FAXmaker connector properties dialog will appear. if the folder ‘Company contacts’ is located directly under a folder ‘Phonebooks'. 3. right click on the FAXmaker connector and select Properties. To do this: 1. click OK and restart the FAXmaker Connector service. If you have created your shared Contacts List in a subfolder. The FAXmaker connector properties dialog 2.

"00:39"."22:18:16"."88888888". Set up ODBC in order to be able to export the log to an Access database.""."Fax has been sent successfully"."00:30". b."" Receive log file The following information is stored for each incoming fax: Date. Note: If you enable this option the fax commands that you specify in the message body will no longer work.SenderName. or recipient.Info.Port.CallDuration.alexm@gfitest.RecipientCompany. The files are located in the FAXmaker ‘System’ directory.Port."1".Time."nick". you can create advanced reports. Open the Control Panel.bart@gfitest" The FAXmaker Call Accounting module/Log viewer The Log view utility allows you to keep track of all outgoing faxes and manage the costing for each fax."nick@gfitest".txt and Rcvlog. Activate the option 'Convert message body in rich-text format'. user. 92 • Advanced use FAXmaker for Exchange Manual . FAXmaker will send out any text you write in outlook as plain text."nick@gfitest. You can instruct FAXmaker to convert rich text format messages to fax.BillingCode."gfi". The FAXmaker connector properties dialog will appear.PagesReceived. By loading these files in Microsoft Excel. right click on the FAXmaker connector and select Properties. i."20:14:03".SenderEmail. Open ODBC (ensure you have ODBC installed and set-up correctly).RemoteID.e."COM2". Send log file The following information is stored for each outgoing fax: Date.Time. For example.FilesInArchiveDir. "21/12/96"."SUCCESS".PagesTrans ferred.RecipientNumber.Fil eInArchiveDir.Info.Sending messages in Rich Text Format By default. 2. it will not convert any special formatting to fax format.Recipien tName.RoutedTo.Result."". The send log and receive log file FAXmaker logs all incoming and outgoing faxes in the following two files: Sendlog.txt.RemoteId. For example: "22/12/96"."SUCCESS". In Microsoft Exchange System manager > Connectors." nick_gfi_23 <fax@gfitest>"."88888888"."COM2"."1"."nick". This can be done as follows: a. Setting up the Call accounting/Log viewer module 1.CallDuration.Result. To do this: 1."Fax received".

In the Database section click Select and Browse and select the file CallAcc. d. call duration. billing code used. Dial Out code’.c. on which date and at what time. including information on who sent the fax. In the Create New Data Source dialog. You can customize the cost calculation tables by clicking Options and choosing ‘Edit International Cost Table’. In the set-up dialog enter callacc as the data source name and enter a description. recipient details. select Microsoft Access Driver and click Finish. g. FAXmaker for Exchange Manual Advanced use • 93 . Choosing the Microsoft Access Driver f. Using the Call accounting/Log viewer module In the Log viewer you will see an overview of each outgoing fax.mdb found in the FAXmaker directory and click on OK. number of pages. Click OK in the ODBC data source administrator. 3. In the ODBC data source administrator. Customize your international dial out code by choosing Options and ‘Edit Int. Click on the Add button. select the System DSN tab. cost. ‘Edit Long Distance Cost table. You can export the log file by clicking Options > Export. You will now be able to start up the Log viewer from the FAXmaker program group. and ‘Edit Local Cost table’. e. fax line it was sent on. ODBC Microsoft Access Set-up h. and whether the fax failed or was successful.

The FAXmaker log view utility HP Digital Sender integration FAXmaker can support the use of an HP Digital sender. This device eliminates the need for traditional fax machines. The fax will still be sent via FAXmaker and the user will receive a confirmation in his mailbox. 94 • Advanced use FAXmaker for Exchange Manual . This device is a scanner/copier. Note that the 8100C needs to have a LAN fax firmware upgrade to be used with FAXmaker. In ‘Path to receive inbox'. HP Digital sender set-up To allow faxes to be sent from an HP Digital sender: 1. go to the Inbox page(tab). simply by entering the document in the tray and entering the fax number. In the HP Digital sender link applet. Make sure that you check the 'enable receive' option. which allows you to send faxes directly from the Digital sender device. Currently the HP Digital Sender 9100C and 8100C are supported. enter a directory where the HP Digital Sender will pick up the fax information files.

Advanced > HPDS node and right click to bring up the properties. if you have set a directory 'c:\hpdsfaxes' in the HP Digital sender link applet. If you do not want to send a cover page. but by default a cover page is added. Please note that the recipients of the fax will not see these specifications in the received text. Now go to HP Digital sender JetAdmin utility and 'Modify' your HP Digital Sender to enable fax. you will not be able to use the Fax options below. Choose 'Other vendors with notification support' as Network Fax Server. The following options can be used: To specify a cover page ::C=cover page name or ::Coverpage= cover page name For example: ::C=cover1 ‘Cover page name’ stands for the name of your cover page. Using fax commands If you want to send a particular fax using settings. FAXmaker for Exchange Manual Advanced use • 95 . you can do this by using the Fax options described in this paragraph. Enable the Scan folder for HPDS files option and enter the directory you specified in the HP Digital sender app. which differ from the default settings. I Please note that if you have enabled ‘Convert message body in rich text format’ in the Options tab of the FAXmaker Connector. Fax options The options mentioned below should be entered at the top of the body of the email message (if sending an email) or on the second line of the text file (if you are using the Text API). preceded by a double colon :: . Now go to the FAXmaker configuration program. For example.Configuring the Digital Sender 2. you would specify 'c:\hpdsfaxes\HPFSCAN' in the FAXmaker configuration. 3. plus add a subdirectory called '\HPFSCAN' to the path.

To specify priority ::p=low/high/l/h or priority= low/high/l/h For example: ::p=low ‘P’ stands for priority. This way. To specify a billing code ::B=nnnn or ::billingcode=nnnn For example: ::B=5 ‘nnnn’ can be replaced by any number.or ::N or ::normal For example: ::H ‘H’ stands for high resolution (200 * 200 dpi) and ‘N’ for normal resolution (200 * 100 dpi). To specify high or normal resolution ::H or ::high . 96 • Advanced use FAXmaker for Exchange Manual . To schedule a fax ::hh:mm For example: ::23:15 ‘hh’ equals hours and ‘mm’ equals minutes. this option can be used. This number will be added in the log file and can then be used to apportion costs. To specify the subject ::S=subject or ::subject=subject For example: ::S=pricelist Replace ‘subject’ by the subject that FAXmaker should enter in the <subject> field of the cover page. You can enter low. you can set a custom personal header to be added to the default fax header at the top of the fax. This option is handy when you have submitted a large fax mailing and you wish to send out this fax immediately. high or l or h. If you want to send a fax at a scheduled date or time.you can override this option temporarily by specifying ‘none’ instead of a cover page name. FAXmaker will not add a cover page. To specify a front cover page ::F=front cover page name or ::frontcover=cover page name For example: ::F=frontcoverpage2 ‘front cover page name’ stands for the name of the front cover page. To specify a fax header ::fh=header or :: faxheader=header For example: ::fh=John Doe or ::faxheader=John Doe With this option.

fbt (error transmission reports).23:15. I I Remember that prior to using fax options. and to be charged to billing code 5. This means that it does not matter whether you type your text in capitals or not. FAXmaker is insensitive to case. Delete or add fields as you wish. separated by a comma. scheduled for 23:15 hours. The default transmission reports can be edited in the following way: 1. it will send it on another line. the fax will not be sent until the line is available.dl FAXmaker will only send the fax on the line specified. Customizing transmission reports FAXmaker includes the possibility to customize transmission reports. if the line is busy or unavailable.fbt (incoming fax report) and sent. demandline or ::l=linenumber. To demand which fax line to use ::line=linenumber.To request which fax line to use ::line=linenumber or l=linenumber For example: ::line=1 FAXmaker will try to send the fax on the line specified. If the specified line is busy. you must ensure that you have actually stored the attachments and cover pages that you are using. Multiple options When you are using multiple options in a message. recv. Open one of the following files in the ProgramFiles\Faxmaker directory: error. 2.B=5 Send a fax using multiple options This example sends a fax with ‘cover1’ as a cover page.fbt (sent fax report). The following fields are supported: FAXmaker for Exchange Manual Advanced use • 97 .dl For example ::line=1. For example: ::c=cover1. However. you must enter them on the same line.

98 • Advanced use FAXmaker for Exchange Manual . Users with Outlook Express will have similar capabilities as FAXmaker for Networks/SMTP users who use an SMTP/POP3 server.Status: Date: Time: Date/Time: Speed: Connection time: Pages: Total pages: Resolution: Remote ID: Local ID: Line number: Retries: Description: DTMF/DID: Subject: Billing code: Recipient last name: Recipient first name: Recipient name: Recipient company: <status> <date> <time> <date_time> <speed> <connection_time> <pages> <total_pages> <resolution> <remote_id> <local_id> <line> <retries> <description> <dtmf_did> <subject> <billing_code> <r_last_name> <r_first_name> <r_name> <r_company> <r_department> <r_e-mail> <r_fax> <r_voice> <s_last_name> <s_first_name> <s_name> <s_company> <s_department> <s_e-mail> <s_fax> <s_voice> Recipient department: Recipient email address: Recipient fax number: Recipient phone number: Sender last name: Sender first name: Sender name: Sender company: Sender department: Sender email address: Sender fax number: Sender phone number: Remember that not all fields are supported for each report! The POP3 client agent FAXmaker for Exchange 10 includes a POP3 client agent. which allows Exchange users that use SMTP/POP3 clients such as Outlook Express to send and receive faxes too.

g. You can also specify the Login method. Call the mailbox ‘fax’. Create a DEDICATED mailbox for the FAXmaker POP3 client agent on your exchange server. which has been designed for SMTP/POP3 clients! FAXmaker for Exchange Manual Advanced use • 99 . In SMTP settings (upload). In Fax server ‘Sender’ e-mail address: enter the POP3 mailbox that is used for the fax server. In the FAXmaker configuration. However using the FAXmaker client sending a fax is easier. Client software for POP3 client users Once you have setup the POP3 client agent. 6. which FAXmaker will use to send and receive faxes. Tick 'Enable POP3 client agent' to enable it. right-click.Setting up the POP3 client agent To configure the POP3 client agent. you have to install the FAXmaker for Networks/SMTP client software for the users using SMTP/POP3 clients. Do not change the port setting unless you are sure that another port should be used. Specify the POP3 mailbox account name and password. so that the function of the mailbox is clear to the users. specify the Exchange server name and the SMTP port.com. faxes can be sent directly from any SMTP/POP3 client. fax@company. Do not install the FAXmaker for Exchange client software! You have to install the FAXmaker for Networks/SMTP client software. A client is not required. This brings up the POP3 client agent configuration. 2. When you are ready. In POP3 settings (download) specify the name of the Exchange server and POP3 port. and select properties. 4. 5. Email2fax Gateway setup 3. e. advanced > pop3 client agent node. 1. click OK.

To learn how to use the FAXmaker for Networks/SMTP client.gfi.com/manuals/ffnusermanual. If you have a technical question.gfi. you can send a fax.exe 2.zip Go to the chapter ‘Installing Clients’. 100 • Advanced use FAXmaker for Exchange Manual . Run the FAXmaker for Networks/SMTP client set-up program.gfi.exe.com.com/ffnc. which can be downloaded from: ftp://ftp.com Tips for using FAXmaker and further information regarding technical support can be found on our website: http://www.com.com/manuals/ffn10manual. This can be downloaded from: ftp://ftp. which can be found on the CD or downloaded from ftp://ftp. ffnc. The website always has the most up-to-date listing of tips and support questions. read the FAXmaker for Networks/SMTP user manual.gfi.gfi. and follow the installation steps ‘ If you are using the Email2FAX gateway’ 3. Follow the instructions found in the FAXmaker for Networks/SMTP manual. you can also send an email to support@gfi.To install the FAXmaker for Networks/SMTP client: 1. After you have installed the FAXmaker for Networks/SMTP client.zip Internet site http://www.

This way. Go to the FAXmaker Configuration > Advanced > Text API node. from anywhere in the network. No application integration or development is required. FAXmaker client COM API It is possible to submit faxes programmatically using the FAXmaker client COM API. However. you must first configure the Text API in the FAX Server Configuration. right-click and select properties. 1. The FAXmaker client COM API. you can print to fax from almost any application. For more information on this API. The Text API 3. we recommend using the NetPrintQueue2FAX feature instead. for example an invoice. please see the NetPrintQueue2FAX chapter. To do this.The FAXmaker API's Introduction to the FAXmaker API's FAXmaker allows you to submit faxes automatically to the queue from your application via 3 methods: 1. Note that the FAXmaker COM API is not supported – i. without having to enter the fax number separately in the FAXmaker fax form or Outlook. NetPrintQueue2FAX The Netprintqueue2FAX feature allows you to embed the fax number in the document to fax. The Netprintqueue2FAX feature 2. This brings up the Text API properties dialog. FAXmaker Text API The Text API allows you to send out text files automatically by submitting a text file with fax options into a directory. a fax can be sent. FAXmaker for Exchange Manual The FAXmaker API's • 101 .e. Text API Before you start using the Text API. we can not analyse your code and explain why its not working for you. The FAXmaker client COM API information is available from the GFI FAXmaker knowledgebase. This feature is especially handy for accounting applications – simply by embedding the fax number in the document.

<fax number> 3. Now enable ‘Scan folder for text files’ and enter the folder name in which all files (to be faxed out) will be saved. Now specify a cover page onto which the text in the text file must be formatted by selecting an appropriate cover page from the listbox. For example. sales@gfi.txt. to send a fax to Joe Johnson who is in the sales department at the company GFI and whose email address is sales@gfi. 3. 2. You can add additional send options by adding a second line. Johnson. GFI. Create a text file with your message text in it. the entry will be as follows: ::Joe.com and fax number 382419. last name. To send out a text file automatically: 1. Sales. The fax server will now start processing the file. Add a line at the top of the text.tmp. department. You can also specify the fax number by it self. Save the text file in the directory.The text api properties 2. <company>. 382419 The fax number can be placed anywhere in the syntax. For example: :: 382419 The complete syntax for this line is as follows: ::<first name>. starting with a double colon(::). Make sure the file is saved with the extension . preceded by a double colon. specifying the recipient’s first name. company. 102 • The FAXmaker API's FAXmaker for Exchange Manual . 4. 5. specifying valid fax options as described in the paragraph below ‘Fax options’. email address (all optional) and the fax number. and rename it with the extension . <email address>. <department>. <last name>.com.

If you specify the sender of the fax (see below). you can override this option temporarily by specifying ‘none’ instead of a cover page name. These options should be entered in the second line of the text file preceded by a double colon ::. The Text API Coverpage Text files are formatted using an RTF file as a template. To specify a front cover page ::F=front cover page name or ::frontcover=cover page name For example: ::F=frontcoverpage2 ‘front cover page name’ stands for the name of the front cover page. I Remember that the cover page must be stored and configured on the server first. (The recipients of the fax will not be able to see these specifications in the received text).ERR files may be viewed using a normal text editor. To specify a fax header ::fh=header or :: faxheader=header For example: ::fh=John Doe or ::faxheader=John Doe With this option you can set a custom personal header. The following options can be used: To specify a cover page ::C=cover page name or ::Coverpage= cover page name For example: ::C=cover1 ‘Cover page name’ stands for the name of your cover page. which will be added to the default fax header at the top of the fax.or ::N or ::normal For example: ::H FAXmaker for Exchange Manual The FAXmaker API's • 103 . the extension of the fax file name will be changed to *. but by default a cover page is added.OK and *. Fax options When sending a fax using Text API you can enter send options such as high or normal resolution and schedule the faxing time. By default. which is set up in the fax server configuration. If you do not want to send a cover page. you can change the cover page you wish to use by specifying a different cover page RTF file. the extension will be changed to *. This way you can add your company logo and address details etc. To specify high or normal resolution ::H or ::high .6. the text template uses the default global cover page. If the fax is transmitted successfully. If the fax has failed.err. However. I Remember that the cover page must be stored and configured on the server first. This will cause FAXmaker not to add a cover page. to the text file. The *. coverpage tab.ok. as shown below in the fax options. a transmission report will also be sent to the user.

This is only necessary when using the Text API. If the specified line is busy. To specify priority ::p=low/high/l/h or priority= low/high/l/h For example: ::p=low ‘P’ stands for priority.dl For example ::line=1. To request which fax line to use ::line=linenumber or l=linenumber For example: ::line=1 FAXmaker will try to send the fax on the line specified. as in this case FAXmaker will not have any information on the sender. high or l or h. You can enter low. it will send it on another line. This option is handy when you have submitted a large fax mailing and you wish to send out this fax immediately. If this option is used. To specify a billing code ::B=nnnn or ::billingcode=nnnn For example: ::B=5 ‘nnnn’ can be replaced by any number. To specify the sender of the message ::fr=name or ::from=name For example: ::fr=John Smith Replace ‘name’ with the name of the sender. If you want to send a fax at a scheduled date or time. To specify the subject ::S=subject or ::subject=subject For example: ::S=pricelist Replace ‘subject’ by the subject that FAXmaker should enter in the <subject> field of the cover page.‘H’ stands for high resolution (200 * 200 dpi) and ‘N’ for normal resolution (200 * 100 dpi). the fax will not be sent until the line is available.dl FAXmaker will only send the fax on the line specified. this option can be used. demandline or ::l=linenumber. To schedule a fax ::hh:mm For example: ::23:15 ‘hh’ equals hours and ‘mm’ equals minutes. This number will be added in the log file and can then be used to apportion costs. FAXmaker will 104 • The FAXmaker API's FAXmaker for Exchange Manual . To demand which fax line to use ::line=linenumber. However. if the line is busy or unavailable.

23:15. separated by a comma. Note: FAXmaker searches for the attachment first in the 'coverpge' directory on the fax server and then in the TextAPI directory. scheduled for 23:15 hours. you must ensure that you have actually stored the attachments and cover pages that you are using.include the Sender name on the cover page and return a transmission report to the sender.B=5 This example sends a fax with ‘cover1’ as a cover page. and will be charged to billing code 5. This means that it does not matter whether you type your text in capitals or not. you must enter them on the same line. FAXmaker is case-insensitive. FAXmaker for Exchange Manual The FAXmaker API's • 105 . Multiple options When you are using multiple options in a message. Multiple attachments can be added to the fax by specifying multiple attachment commands as in the example. For example: ::c=cover1. Send a fax using multiple options I I Remember that prior to using fax options.fax or ::A=disclaimer.txt 'File name' stands for the name of a fax attachment. To attach a file to your fax ::A=File name For example: ::A=brochure.

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If you have multiple fax servers and Exchange servers. FAXmaker Connector In the Address SpaceTab in the FAXmaker Connector. you can ensure that certain fax messages will only be sent to a certain fax connector. To set up least cost routing. I Important: It is recommended that you only set up Least Cost Routing if you are a Microsoft Certified Exchange 2000 professional. which is used by the Exchange connector to determine to which connector a particular message must be sent for delivery. Setting up Least Cost Routing Each connector has an address space property associated with it. a list of type/address pattern pairs appears. These address space properties can be found in the FAXmaker Connector. as a wrong configuration could cause problems with the transfer of mail within your Exchange Organization.Least cost routing Introduction Note: To do least cost routing (also referred to as LCR) you need to have the Unlimited user version of FAXmaker. follow the instructions below. as can be seen in the screen below. Least cost routing is based on the principle of sending certain faxes to certain fax servers so that they can be faxed out at the least cost. it is possible to use Least Cost Routing (LCR). By default. By changing these addresses. FAXmaker for Exchange Manual Least cost routing • 107 . the address space tab is filled with two entries.

if you have two servers. By default however.The Address Space Tab in the FAXmaker Connector * = multi character wildcard ? = single character wildcard Type: The types FAX and FAXmaker instruct the Exchange MTA to route any messages with recipient address type FAXmaker or FAX to the FAXmaker connector. Select the Address Space Tab. it is not restricted as it uses the * wildcard. Edit or add the address space entries to define the patterns of fax numbers to be processed by the Connector. which stands for any character(s). e. open up the FAXmaker Connector. Note that the various address patterns are repeated for each address type defined (FAXmaker and FAX). From the Exchange System manager. Adding a new address space entry For instance. enter the type/address pattern pairs as indicated below. 3. When ready click OK. Address: The address pattern can be used to further restrict the address space. follow the next steps: 1.g. 2. SERV0 and SERV1 and you wish all faxes to Germany to be sent by SERV0 and all other faxes to be sent via SERV1. SERV0 FAXmaker FAXmaker FAXmaker FAX FAX FAX *+49* 0049* *@0049* *+49* 0049* *@0049* SERV1 FAXmaker FAX * * 108 • Least cost routing FAXmaker for Exchange Manual . To set-up least cost routing: To set up least cost routing.

I Make sure that all Exchange users are configured as users in each FAXmaker Connector! FAXmaker for Exchange Manual Least cost routing • 109 .

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Knowledgebase GFI maintains a knowledgebase. Contacting the support@gfi.com GFI support department by email at 5. 3. it also asks you a number of questions. To generate these files.asp 6. Without the proper information it will not be possible to diagnose your problem. which includes answers to most common problems.com Request support via e-mail If. If you have a problem. 2. included in the program group. Contacting our support department by telephone. In addition to collecting all the information. Then go to the support directory. start the troubleshooter and follow the instructions in the application. The manual – most issues can be solved by reading the manual. after using the knowledgebase and this manual. The GFI support site. you can contact the GFI support department. 4. please consult the knowledgebase first. FAXmaker for Exchange Manual Troubleshooting • 111 . Contacting the GFI support department using our live support service at http://support. and send the generated files to support@gfi. The main sources of information available to users are: 1. generates automatically a series of files needed for GFI to give you technical support. Please take your time to answer these questions accurately.gfi.com/livesupport. The knowledgebase can be found on http://kbase. since you can include vital information as an attachment that will enable us to solve the issues you have more quickly.com.gfi. The best way to do this is via e-mail. The knowledgebase always has the most up-todate listing of support questions and patches. located under the main program directory. The Troubleshooter. The files would include the configuration settings etc. ZIP the files. The GFI knowledgebase – accessible from the GFI website. you have any problems that you cannot solve.Troubleshooting Introduction The troubleshooting chapter explains how you should go about resolving issues you have.

asp Ensure that you have registered your product on our website first.htm! Request support via phone You can also contact GFI by phone for technical support. This way.com/livesupport. at http://www. The forum can be found at: http://forums.gfi.com/ Build notifications We strongly suggest that you subscribe to our build notifications list.gfi. Please check our support website for the correct numbers to call.gfi.gfi. you will be immediately notified about new product builds.com/pages/regfrm.gfi.htm! Web Forum User to user support is available via the web forum.com Ensure that you have registered your product on our website first. You can contact the GFI support department using our live support service at http://support. depending on where you are located.Ensure that you have registered your product on our website first. at http://www. depending on your time zone. To subscribe to our build notifications. and for our opening times.gfi.htm! We will answer your query within 24 hours or less. Request support via webchat You may also request support via Live support (webchat). go to: http://support.com 112 • Troubleshooting FAXmaker for Exchange Manual . Support website: http://support.com/pages/regfrm. at http://www.gfi.com/pages/regfrm.

24. 13. 22–23. 107. 17–19. 29 K Keywords 11 L Line Routing 2 Logs 92 M Mailbox 11 Modem 2. 61. 17–18. 17–18. 101. 25 Server Configuration 11 T Text API 101 Transmission Reports 2. 17–19.Index Outlook 1–2. 1–2. 17–19. 103 I ISDN 2. 111 C Comm objects 2 V Version Information 57 E Email2Fax gateway 99 Exchange Client 13. 62 Export 93 F FAx Board 23 Fax Manager 51 Fax Server 3 FAXmaker Connector 92. 8. 17– 18. 29 multiple sites 107 O OCR routing 10 FAXmaker for Exchange Manual Troubleshooting • 113 . 1–2. 17– 19. 17–18. 97 Troubleshooting 5. 91 R Remote administration 71 Requirements 3 Route 10 S A Addresses 107 administrator 93 Administrator Rights 8 API 2. 17–18. 17–18. 4. 20. 104 Autoprint 2. 17–18. 108–9 Front Cover Page 96. 20.

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