Knowlege base

Administrative configuration

Article ID: 766
Last updated: 17 Jan, 2022

To configure Digital Fax click on the "Application Settings" link on the menu. Such link is available to Digital Fax administrators.

Email Configurations

Imagicle Digital Fax needs to integrate with the customer email server leveraging two different dedicated email accounts: 

  • A POP3/IMAP/EWS email account is needed for the mail2fax feature (tipically sendfax@customerdomain.com). This account is periodically polled by the service to detect new faxes to be sent by end-users.
    NOTE: All email messages in the Inbox folder of this account will be downloaded and automatically deleted by Imagicle Digital fax as they get processed.
  • An SMTP account (tipically faxserver@customerdomain.com) is needed to send email notifications to end-users about fax transmissions and receptions. Actually, for this purpose a regular email account is not strictly needed, the system can also leverage an SMTP relay mechanism enabled on the customer email server.

Please notice that the 2 mentioned accounts must have different email addresses, to avoid dangerous email loops that could lead to unpredictable results.

The following sections describe in details the configuration of the mentioned accounts.

Outgoing faxes - email download parameters

Outgoing Faxes Configuration

Select the "Set" button near "Outgoing Faxes" to open the "Email2Fax settings" page. Here flag the "Enable Outgoing Faxes" checkbox to enable the Email To Fax feature, so that all fax users can send faxes directly through their email client. Then specify the desired Email2fax "Protocol Type", by selecting from pull-down menu:

POP3/IMAP

  • a DEDICATED email address, previously defined in your email server.
  • Server Name is the IP address/DNS name of your POP3 or IMAP4 server
  • Server Port dictates which protocol you are going to use to login to above email account. Any TCP port is accepted. Standard preferred ports are:
    • 110 for POP3
    • 995 for SSL-POP3
    • 143 for IMAP4
    • 993 for SSL-IMAP4
  • Username is the userID associated to above dedicated email2fax address
  • Password to login to above dedicated email2fax address
  • Proxy allows to optionally choose a proxy, between those configured in Proxy section
  • Poll server every dictates the frequency IAS connects to email server to check for new emails

Note that clicking the "Test settings" button also saves the configuration.

EWS - Exchange Web Services Basic Authentication (deprecated)

This email protocol is supported by IAS rel. 2020.Winter.1 up to rel. 2021.Winter.1 and it leverages basic Microsoft HTTPS-based authentication available in MS- Exchange.

  • Server Base URL is the Intranet/Internet HTTPS address of local Exchange server or cloud-based Office365 email service
  • Username is the userID associated to a dedicated email2fax address previously defined in email server
  • Password to login to above dedicated email2fax address
  • Proxy allows to optionally choose a proxy, between those configured in Proxy section
  • Poll server every dictates the frequency IAS connects to email server to check for new emails

Note that clicking the "Test settings" button also saves the configuration.

Note: Please be aware that EWS Basic Authentication won't be supported anymore by Microsoft after July 2021. EWS Oauth2 authentication is supported instead, starting from Imagicle rel. 2021.Winter.1.2, and it is fully documented here.

Using Gmail as Mail server to send faxes

It is possible to use the Google's cloud based mail server Gmail to send faxes using email. 

The following steps will guide you through the configuration required on the Gmail inbox and Imagicle Digital Fax to make the integration possible:

Gmail configurations

1) log in to you Gmail inbox, and click on the top right icon: 

2) Click on the security tab and make sure that 2-steps authentication is turned off.

3) Scroll down to "Less secure app" section, and if it's not already enabled, click on "turn on" access. 

4) Enable Pop3 or Imap in the Gmail inbox settings to allow Digital Fax to download emails. (By default IMAP and POP3 accesses are turned off)

Go to the home page and click on the wheel on the top right, and then click on "See all settings":

Click on "Forwarding and POP/IMAP" tab at the top:

​Scroll down to POP access and enable the option "Enable POP for mail that arrives from now on". 

Optionally if you would like to enable IMAP you can do so by going to "IMAP access" section and select "Enable IMAP". 

Imagicle configurations

Digital Fax downloads emails from the Gmail inbox using either IMAP or POP3, then translates them into outgoing faxes. Below is a sample configuration of Gmail POP3:

The same configuration can be applied for IMAP by modifying the following parameters:

  1. Server name: imap.gmail.com
  2. Server port: 993

Spurious prefix in Subject field

If an email-to-fax transaction reaches Digital Fax, including an unexpected prefix in the Subject field, fax sending is aborted.

Starting from Imagicle 2022.Winter.1 release, there's a setting to remove these spurious text from Subject field. Read here for more details.

Incoming faxes & SMTP parameters

From the "Application Settings" page press the "Set" button near "Incoming faxes (SMTP)". Here flag the "Enable Incoming Faxes" checkbox to enable the Fax to Email feature, so that all fax users can receive incoming faxes directly in their email client.

Moreover, you can set the following parameters:

  • Enable Return Receipt: this flag enables overall email notifications from Digital Fax application
  • Attach Fax to return Receipt: checkbox to enable fax document attachment to incoming faxes notifications
  • Enable Fax Enqueued Receipt: if this option is enabled, whenever a fax is added to the outgoing queue a receipt is sent to the sending user
  • Notify Failed Incoming Calls: When an incoming fax has been notified by the PBX but not enough or partial data is received, an email notification is sent to the fax recipient. By default, a fax without body is simply ignored
  • Email From Address: This is the fax2email address used by Digital Fax to send email notifications. If SMTP server allows anonymous relay, here you can specify a dummy email address on company's domain
  • Use sender number as FROM mail field: if flagged, above email address will include sender fax number
  • Server Name: This is the IP address/DNS name of your SMTP server/relay
  • Server Port: Dictates which protocol you are going to use to communicate with SMTP server. Any TCP port is accepted. Standard preferred ports are:
    • SMTP AUTH: Port 25
    • SMTP SSL: Port 465
    • SMTP StartTLS: Port 587
  • Use Authentication: Flag this field if your SMTP server does not support anonymous relay
  • ​Username: if above authentication flag is checked, add the userID associated to SMTP fax2email address
  • Password: if above authentication flag is checked, add password to login to SMTP fax2email address

Note that clicking the "Test" Button also saves the configuration.

Warning: Do not enter here the same account you used in the POP3 configuration. Doing so can lead to unpredictable loops if Digital Fax tries to send a fax to wrong addresses or to people who set an out-of-office autoreply message.

Configuration for GMAIL

When a fax is received by Digital Fax, and if "Fax2Email" is enabled for the user, the incoming fax is translated into an email and sent to the user. Below the specific GMAIL SMTP configuration:

Selecting an attachment format for Email To Fax

Incoming faxes can be forwarded to the users' mail boxes either in TIF or PDF format. You do not need to restart Digital Fax for the change to be applied. If you enable incoming fax storage, the format of the stored documents will be the same as the ones sent by email.

The conversion to PDF format for incoming faxes is performed by an internal library - there is no need to install external programs to have this feature.

Supported File Types

Email To Fax and Web To Fax load documents on the server and convert them to fax format (black and white Tiff G4). Digital Fax is able to convert to fax these file types without installing any third party application:

  • Office documents: .doc, .docx, .xls, .xlsx
  • Standard documents: .txt, .rtf
  • Images: .bmp, png, .jpg/.jpeg, .tif/.tiff (single page and b/w multipage)
  • Adobe: .PDF

To enable additional file types, please refer to the Advanced Configuration section.

Reference number

Digital Fax assigns a unique reference number to each fax it receives or sends.
A small banner with that number is impressed on the top of each fax page.
The number can also be used to search for the fax in the web interface through the inbox and outbox pages.

The default format for the reference number is like this:

2013.00000912

i.e. the current year followed by a dot and a sequential number padded on 8 digits. The number is reset to 0 every year.

This format is not suitable for cluster installations. If you need to edit the format of the reference number, please ask Imagicle Technical Support.


Fax Service Configuration

To access to this dialog, start Digital Fax and click the "Set" button next to "Service Configuration" on the "Application Settings" page. Various fax service parameters can be configured:

  • The number of times that Digital Fax will try to send a fax
  • The time span between retries
  • The maximum number of fax that can be sent at the same time. Note that this number cannot be greater than the number of ports you are licensed to use.

Reserving Fax Ports for Incoming Faxes

If your company usually has more incoming fax than the outgoing, you may want to reserve some lines for receiving. Say that you have 12 ports. You may set the "Max Concurrent Outgoing Faxes" value to 8. This way, a minimum of 4 ports will be always available to incoming fax calls. If you have no outgoing faxes, then you could receive up to 12 faxes at the same time.

Company Info

The values specified in this dialog will be showed on all the cover pages. The TSID will override the calling number on the small banner put on the top of each fax page. Remember to also enter a valid Fax Administrator email address, to which any problem or significant fax event will be notified.

Data Retention

In this section it is possible to specify values for fax data retention.

It is possible to both configure automatic faxes and call details records deletion from Inbox/Outbox in case they are older than a defined number of days, specifying the Maximum lifetime (in days) of historical data.

That is, older data will be periodically deleted.

 NOTE. Setting one of these two parameters to zero (0) disables faxes/call details records automatic deletion.

NOTE. The "Delete fax call details records older than (days)" setting may impact on the database size.

Article ID: 766
Last updated: 17 Jan, 2022
Revision: 16
Views: 1342
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