Fax Server. Quick Guide. Version created on:

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Fax Server

Version created on: 21.07.2014

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Fax Server application allows you to send and receive faxes and SMS messages via CTIconnect, to use Fax2Mail, Mail2Fax and Mail2SMS services.

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Prerequisites 3 Reception of faxes 3 Sending of faxes 4

Fax/SMS sending from CTIconnect 5

Fax sending via Wildix Fax Printer 5

How to use Mail2Fax and Mail2SMS services 8

Define the e-mail address for Mail2Fax service 8

Mail2Fax 8

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Prerequisites

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• Fax Server license is necessary.

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• Make sure that the USB drive’s partition or a Windows share for faxes is added in WMS → Settings → System → Storages.

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To add a partition: select “Faxes” In the “Service” column, and click “Add”

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Reception of faxes

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1. Define the settings of the SMTP server

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• Go to WMS → Settings → System → SMTP client • Select a client and click “Edit”

• Click “Save” after you have set up the parameters

• Click “Test” to send a test email in order to check if the parameters inserted into “SMTP Profile” are correct

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Parameters:

- Profile name: name of the profile

- Email from: address to be used by PBX to send emails - SMTP mail server: mail server address used by the company - Port: listening port of the SMTP server

- SMTP authentication method: authentication method provided by the SMPT server - Timeout: connection timeout

- User: user name to access the server - Password: password to access the server

- HELO domain: domain defined for sending emails. Default value is localhost, change it in case anti-spam filters of the SMTP server block the messages

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2. Add the dialplan application “Fax to e-mail”

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Parameters:

Set: set up one or more extension numbers or email addresses (separated by comma). If there is an email address associated to the user, notification about the new fax is sent to user’s email address as well. You can modify the called number (e.g. remove 9 digits, prepend 1 digit) to route faxes to sequences of numbers. Format: .tiff or .pdf

ID fax: identify faxes received from different numbers

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Example: “Set”:

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“ID fax”:

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3. You can Insert the e-mail address to which all the incoming and outgoing faxes will be saved, regardless of the address defined in the Dialplan settings (optional):

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• Go to WMS → Settings → System → Fax/SMS server • Insert an email address into the field:

• Click “Save”

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Sending of faxes

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Faxes are sent following the “Fax dialplan" procedure indicated in the WMS for each user:

If you would like fo send faxes without the line engagement prefix or to force the selection of an ISDN line instead of a VoIP trunk, it’s necessary to add an ad hoc dialplan procedure.

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Fax/SMS sending from CTIconnect

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Fax button

• Click the button

• Enter the fax number or the contact name int the field “Fax number”

• Choose the file to send

• Tick off “Faxcover” in case you would like to include the fax cover page and fill in the fields of fax cover page • Tick off “Postpone delivery” and select a different date in

case you wish to postpone the fax delivery date • Click “Send”

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Search field. Enter the user name or extension number → point the mouse cursor at the contact name that appears below → select “Fax: [fax number]” from the list.

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SMS button

• Click the button

• Enter the contact name or the mobile number into the field “Mobile #”. You can enter several numbers separated by comma • Enter the text message into the input field

• Tick off “Postpone delivery” and select a different date, in case you wish to postpone the SMS delivery date

• Click “Send”

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Search field. Enter the user name or extension number → point the mouse cursor at the contact name → select “SMS: [mobile extension number]” from the list.

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Fax sending via Wildix Fax Printer

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The Wildix integration components for Mac OS X and Windows allow you to send faxes using virtual Wildix Fax Printer from any Mac OS X or Windows programs. You can select to print any file which will be then added to the popup window of “Send fax”.

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To install the integration utility

- Go to CTIconnect Settings → Extensions - Click “Install” to download and install the

integration utility for your OS

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Example: Send a fax using Wildix Fax Printer from “Pages” on Mac OS X

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• Print a file

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• Select “Wildix Fax” in Print dialog

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• The popup window

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Example: Send a fax from “Paintbrush” using Wildix Fax Printer on Windows:

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• Print a file

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• Select “Wildix Fax Printer” in Print dialog

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How to use Mail2Fax and Mail2SMS services

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Define the e-mail address for Mail2Fax service

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• Go to WMS → Settings → System → Fax/SMS server

• Click “+” to add a new Fax/SMS Server Profile and specify a POP3 or an IMAP mailbox.

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The PBX checks the mailbox, once new emails corresponding to the parameters of Mail2Fax service are found, the PBX sends them to the addressees present in the email.

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To define a mailbox: - Click “+”

- Enter the parameters - Click “Save”

- “Test fetching mails” allows you to check if you have inserted the correct parameters

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Example:

Ask the system administrator to provide the correct parameters to set up the Fax/SMS Server Profile.

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Mail2Fax

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Option 1.

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Prerequisites:

• WMS version 3.40 and higher

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Send an email with an attachment to the PBX. Indicate one or more fax numbers (separated by comma) in the email subject.

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Notes:

• The PBX email address is the one indicated in WMS Settings → System → Fax/SMS Server • An email can be in plain text format or HTML

• An attachment must be in .tiff or .pdf format

• An email must be sent from the email address which is specified in the WMS → Users for this user.

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The PBX receives the email and sends the fax to the number (numbers) indicated in the email subject. For this operation the PBX follows the “fax dialplan" procedure selected in the WMS → Users for the user who had sent the email.

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Option 2.

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Create an ad hoc dialplan procedure “faxout” or edit an existing Dialplan procedure, for instance “users”. Specify the prefix for line engagement.

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Send an email with an attachment to the PBX containing the following text:

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PRINTEDFAX: TRUE

FAXNUMBER: 00461019978 FROMNAME:PBX

STATIONID: Wildix PBX HEADERINFO: Fax Server FROMNUMBER:100 LANGUAGE: it ANSRETRY: 3 NOANSRETRY: 5 FAXPASSWORD: wildix CONTEXT: faxout CCNUMBER: 00461019978 00461019978 00461019978

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Notes:

• The text above is an example, you should enter your own values after the colon symbols

• In the example provided above the prefix “0” is used for the line engagement in “faxout” Dialplan procedure

• An email must be in plain text format • An attachment must be in .tiff or .pdf format

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The PBX receives an email and uses the “faxout" procedure to send the fax the number (numbers) indicated in the email body.

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Mail2SMS

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Send an email to the PBX containing the following text: SENDSMS:TRUE FROMNUMBER:100 TONUMBER: +393412345678 SMSPASSWORD: wildix CCNUMBER: +393412345678 +393412345678 MESSAGE: Hello World!

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Notes:

• The text above is an example, you should enter your own values after the colon symbols • An email must be in plain text format