This section will lead you to configure Email to Fax and Fax to Email, which are the main StoneFax features. Web to fax shares the same configuration. You will also learn how to configure basic routing for outgoing fax. It is strongly recommended you go through the following steps, before moving to Print-to-Fax and advanced configuration:
- Create a IAS user for each person entitled to send or receive faxes with StoneFax
- Configure outgoing fax routing
- Customize cover pages
Basic User Configuration
You should create a IAS user for each person that you want to allowed to send or receive a fax with StoneFax. You could also create group fax numbers, or receive all the faxes on a single mailbox, buth those tasks are described in the advanced configuration.
These are the fields you must fill in the Users Management for each user who needs to send/receive faxes:
- Fax number: this enables the personal incoming fax for each user (if DID - Direct Inward Dial - is available by TELCO * ), in order to let the fax reach the user directly, so it must match exactly the number received by the Voice gateway.
- Enable Receive: to enable the user to receive faxes. If this is set to "True", the faxes addressed to the user's fax number (403 in our example) will be available to him/her from the Inbox web page. If this field is set to "False", the fax will be received anyway but forwarded to the default user (if defined).
- Enable Send: this gives the user the sending capabilities. Set to "True" to enable the user to send faxes. A user who is not enabled to send faxes but still tries to use the Email To Fax or the Web To Fax features will receive a message stating that the feature is not enabled for him/her
- Enable Fax To Email: a field to activate the email notification of a received fax, which causes the faxes addressed to that user (403) to be forwarded to his/her mailbox, specified in the Fax2Email address field. The user can also receive a copy of the fax attached to the email if you enter "True" in the Fax To Email Attach Fax textbox
- Attach Fax: this is to receive a copy of the fax together with the email notification
* If you don't have DID and only one fax number is available, this procedure is still useful, as you have a simpler situation with 1 user only (the company fax).
To know how to edit the user's fields please refer to the IAS Configuration, User Management section.
User's permission control both the ability to send and receive faxes and the access to the Web To Fax feature.
StoneFax can be enabled or disabled per user. In order to enable fax for a given user (in our example the user "Test"), you need to enable the user to access the StoneFax menu in the tree view of the Application Suite web access page.
You can do this by selecting the "User permissions" icon from the Main->User Management link. You need to specify at least level 2 to enable fax operation to that user. If you like to give complete fax service control to that user, specify level 10.
You do not need to change the access level for each user. Just set the defaults and it will be inherited by all (level 2 it the default). Then you can set the differences.
See IAS Configuration, User Management, Setting user permissions.
Note: you also have to enable incoming and outgoing faxes globally as a service. Please refer to the StoneFax Administrative Configuration section.
The users with permission level 2 or higher will be able to change some preference through the web interface: enable or disable fax to email, the fax2email destination address, and if the fax will be attached to the notification.
Fax Users List Configuration Example
Suppose you have a public pool of numbers like 02 97865xxx. This means a DID (Direct Inward Dial) with one thousand available numbers (from 02 97865000 to 02 97865999).
- You have reserved 3xx numbers for the phone extensions of the users
- You will now reserve 4xx numbers for the related fax extensions
Then we will create a user to test fax features with the following parameters:
- Name and Surname: Christian Bianchi
- Phone number: 303
- Fax number: 403
- Fax2Email address: email@example.com
- Enable receive: true
- Enable send: true
You have the IAS machine with StoneFax installed on with this IP address: 10.10.10.1
You have a company email server POP3/SMTP or IMAP which allows email sending through SMTP without authentication. On this server, StoneFax has a reserved POP3 or IMAP account with the following parameters:
- Email address: firstname.lastname@example.org
- Username: stone
- Password: stone
Note: If you don't have DID and only one fax number is available, this procedure is still useful, as you have a simpler situation with 1 user only (the company fax).
If you want to assign the same number to both voice and fax (for each user) or if you have only one public number for both company telephone and company fax, you can use the IVR feature of Imagicle Application Suite in order to provide an automated voice response to choose between voice and fax.
StoneFax Administrative Configuration
To configure StoneFax click on the "Manage Service" link on the menu. This link is available to StoneFax administrators.
Outgoing Faxes Configuration - POP3/IMAP parameters
Select the "Set" button near "Outgoing faxes (POP3)" to open the "Set Outgoing Faxes Parameters" page. Here flag the "Enable Outgoing Faxes" checkbox to enable the Email To Fax feature, so that the authorized users will be able to send faxes directly through their email client. Then specify the pop3 account reserved to and test the parameters.
Note that clicking the "Test" Button also saves the configuration.
You can then specify the polling interval used to check emails by the EmailToFax module. The recommended setting is 20 seconds. All the mail messages are downloaded at every check. For this reason, using values lesser than 5 seconds will cause an useless CPU load.
The actual protocol to be used for connection is detected from the Port parameter. Enter:
- 110 for POP3
- 995 for SSL-POP3
- 143 for IMAP
- 993 for SSL-IMAP
Incoming Faxes Configuration - SMTP parameters
From the "Manage Service" page press the "Set" button near "Incoming faxes (SMTP)".
Here you can set the following parameters:
- Enable Incoming Faxes: checkbox to globally enable or disable incoming faxes
- Fax attachment Format: this is the file type for EmailToFax attachment. You can choose between TIF and PDF. See below
- Enable Return Receipt: if this option is enabled, a receipt is sent by email to the sending user when a fax is successfully sent or all the retries have expired
- 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: this option is meant for debugging. When an incoming fax has been notified by the PBX but not enough data is received, an email notification is sent to the fax recipient. By default, a fax without body is simply ignored
You also have to specify the STMP parameters for the StoneFax email account. Enable Authentication if your SMTP server requires it to relay emails, and test the parameters.
Note that clicking the "Test" Button also saves the configuration.
The SMTP email account must be reserved for exclusive use by StoneFax.
Warning: in the From address do not enter the same account you used in the POP3 configuration. Doing so can lead to infinite loops if StoneFax tries to send a fax to wrong addresses or to people who set an out-of-office autoreply message.
Selecting a different email protocol
Effective from IAS 2012.6.1, StoneFax supports Secure SMTP. It also integrates a failsafe mechanism to resend Fax To Mail messages should the connection with the mail server fail. For a detailed description of how to configure those features, please check the shared system parameters chapter in the Common Configuration section of this guide.
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 StoneFax 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). StoneFax 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.
Stonefax 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:
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.
Basic Routing for Outgoing Faxes
Voip Routes Configuration
Voip configuration can be controlled through the "IP Routes" page. From the Manage System page, click the "Manage" link next to "IP ROUTES".
WARNING: you have to stop and restart the StoneFax service from the web interface after any change done in this page.
Telephony Protocol and Negotiation
Here you can choose between SIP and h.323. Adjust your PBX configuration accordingly.
The two options on negotiation ("Allow g.711 for outgoing faxes" and "Disable t.38 for incoming faxes") are to be left unchecked for most telephony systems. Please check the PBX configuration section for additional information.
By default, StoneFax routes all outgoing faxes to one IP address. This is called the Default Route, and should be the IP address of the PBX or Voice Gateway enabled to send the faxes.
Warning: If the Default Route is not properly configured, StoneFax will not work.
StoneFax t38 engine can route the outgoing fax calls to many different IP address. Each of these addresses is a physical device which can be a PBX or a Voice Gateway supporting t.38 or g.711 faxes.
Multiple routes and Least Cost Routing
StoneFax can manage multiple routes, i.e. multiple Voice Gateways or PBX, based on the first digits of the CALLED number. E.g. you can configure it so that all the outgoing fax calls that have a recipient's telephone number beginning by 06 are routed to a specific gateway. The faxes that do not match this rule will be routed to the Default Route.
In the "Set IP Routes" dialog, just enter the prefix and the IP and click "Add".
Fallback Routes for high availability
You can add the same route multiple times associated with different IP addresses. StoneFax will try to route outgoing faxes towards the first destination. If the routing fails, it will try the next one. When no more IP addresses associated to the same prefix are found, the call is sent to the default route.
Adding a prefixes to outgoing faxes
Stonefax can add a prefix to outgoing fax numbers (for LCR or any other aim) through the Ip Routes Page. In the Routing Parameters box select the "Global" PBX routing type, enter the prefix and press "Save". This parameter will affect only off-net outgoing faxes, see below.
This option will affect Print To Fax, Web To Fax and Email To Fax.
Network Routing Type
Set this option on "External only". If you want to send faxes form StoneFax to internal ATAs, please refer to the advanced configuration chapter.
Fax Service Configuration
To access to this dialog, start StoneFax 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 StoneFax 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.
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.
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/Outobox 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.
The first page which is automatically added to each fax is called Cover Page. Its purpose is to display fax information such as the caller number, the called name, and so on.
Using Cover Pages
When the user sends a fax by the Web To Fax feature, he or she can choose the name of the cover page to be put before the fax by clicking on a drop-down list in the "Fax Body" section.
When a user sends a fax through email, the cover page file is selected based on the "Fax: cover page name" user field.
Enter the cover page file name without extension.
If this field is blank the default cover page will be used (see below).
Managing Cover Pages
The available cover pages are cover files (*.cov) stored in a folder on the server.
For Windows Server 2003 the location is:
c:\Documents and Settings\All Users\Application Data\Microsoft\Windows NT\MSFax\Common Coverpages
For Windows Server 2008:
c:\ProgamData\Microsoft\Windows NT\MSFax\Common Coverpages\
Just add a cover page file in this directory and the users will be able to use it in their faxes.
Note: some Windows 2008 editions have subdirectories for localized cover pages. These will affect Print To Fax only. To localize you cover pages in a multi-language installation please see below.
You can edit a cover page file by double-clicking on it.
Warning: on Windows 2008 the .cov extension may not be associated with the cover editor. If you double click the cover page file and windows asks you the program to use, locate FXSCOVER.exe in the Windows\System32 folder. Or run "Windows Fax and Scan" on the Application Suite server.
If you delete all the cover files, the feature will be disabled and the users won't see the drop-down list with the names of the cover pages anymore.
Default cover page
The default cover page for Email-To-Fax and Web-To-Fax modes is NOCALLEDNUM.COV.
When StoneFax sends a fax through the Email To Fax feature, it uses by default the cover page. You can edit it as you wish. If you delete the file, no cover page will be put before the faxes.
Localized cover pages
In a multi language environment you may want the same cover page to be available in different languages and to be selected based on the sender user's language.
- Set the user language prefix in the User Management page
- Prepare one copy of the .cov file for each language in the root cover pages folder
- Name the files like this: <language prefix><underscore><cover page name>.cov
For example: en_urgent.cov, it_urgent.cov
- In the "Fax: cover page name" user field enter the name without prefix. E.g. "urgent.cov"
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