Equisys Zetafax Configuration Guide

C reating Zetafax user accounts

58 Zetafax Configuration Guide

Enabling network users for Zetafax

Zetafax provides two options for enabling existing network user accounts directly, by either using a list of users from the primary domain, or from an individual machine. This method of importing usernames is the fastest way of installing multiple Zetafax users. The Zetafax C onfiguration program will generate Zetafax usernames automatically based on the network username.

Run the Zetafax Configuration program and from the left pane select Users and user groups.

Select Network users and all the Domains on your system will be displayed.

C hoose the Domain you require and all members of that Domain will be listed.

To enable all users of a domain:

· Select the first name from the list, scroll to the end, and click the last user whilst holding down the S key.

This will highlight all users. Right click and select Enable to enable the selected users.

The user icon next to these users will now change to show that the users you selected are now within

Zetafax. These new users will inherit privileges identical to the (new user defaults) account.

To set restrictions individually per user:

· Select the user in the list and click Edit (Action menu) or right click and select Edit .

The Zetafax user details dialog lets you define the user's restrictions: Set the restrictions as required and click the OK button to save the changes.

Related topics

Set new Zetafax user defaults

Zetafax users 59

Creating Zetafax user groups

Use Zetafax groups to apply common settings to a number of Zetafax users.

To add a new user group

· Select the Users and user groups folder.

Highlight Zetafax groups.

C lick the Action menu, or right-click, and select Add. The Add new Zetafax user group dialog is displayed.

Related topics

Zetafax Login

Enabling network users

Zetafax user group details

User groups

60 Zetafax Configuration Guide

Zetafax Login

To use Zetafax you must be logged in to the Zetafax Server using an account name. In most cases you can use your Windows Account name to log in, alternatively Zetafax Account name can be given. The

Zetafax login dialog box will be displayed whenever you launch the Zetafax C lient unless you check the

Don't ask me again box.

Zetafax Server

The Server that you wish to Logon to - All previously accessed servers are available from a drop down list, with the last server accessed displayed. To change to a new server, browse to the desired location using the browse '...' button.

Windows Account

Uses your current Windows Account to log on to Zetafax

Zetafax Account

Uses your Zetafax Account to log on to Zetafax. Your Zetafax Account may be different to your Windows

Account.

Don't ask me again

Select this option to automatically logon to the Zetafax C lient without being prompted for your Username.

To get the Zetafax client to prompt for the username each time it is run, access the Customize dialog from the Options menu from within the Zetafax Client and choose the Prompt for username at startup option.

OK

Attempts to login using the Zetafax username entered.

Cancel

Exits Zetafax without attempting to login

Related topics

C reating Zetafax users

User groups

Security

Archiving of sent and received faxes

Zetafax users 61

Security

To make your fax transmissions secure, you can set up Zetafax so that users need to log on to access sent and received faxes. Once you do so, users can only access their own faxes after supplying the correct logon credentials. Security is set up in the Server settings section of the Zetafax Configuration program.

Please read below for an explanation of how to set up user permissions.

The operation of the Zetafax Server is heavily based on files stored within the Zetafax Server folder structure. Protecting the integrity of Zetafax user data is therefore largely a matter of applying the appropriate permissions to folders within this file structure.

Supported platforms

Folder and file security requires the NTFS file system. As a consequence, enhanced security is only available on NT-family operating systems (Windows 8, Windows 7, Windows Vista, Windows XP, Windows

2003 Server, etc.). In addition, all the relevant Zetafax folders must be on NTFS-formatted partitions.

The Zetafax Server service

In order to run with enhanced security, the Zetafax Server must be configured to run as a service. This ensures that the Zetafax Server always runs as the account set in the service properties. This account will be given the necessary rights over the Zetafax Server folder structure. Note that the service cannot be set to run as 'LocalSystem' if enhanced security is to be used.

The Zetafax Admin's group

When enhanced security is applied, a new NT Group, the Zetafax Admin's group, is created. If the Zetafax

Server Service account is local to the host computer, this group will be a local group, otherwise this group is a global group. The Zetafax Server service account is added to the group, as is the account of the logged in user — this is assumed to be the appropriate administrator account for the Zetafax Server. Users should ensure that the account they are logged in as is one they would be happy to have added to the Zetafax

Admin's group. Note also that if the service account is global but the user is logged in with a local account, the creation of the Zetafax Admin's group will fail as local accounts cannot be added to global groups.

The Zetafax Admin's group will be given wide-ranging rights over the Zetafax Server folder structure. This is necessary for the Zetafax Server to function and for the administrator to continue to perform tasks such as configuring the Zetafax Server, adding users, etc. It also means that anyone logged in with an account that is a member of the Zetafax Admin's group could access confidential information from Zetafax user accounts, so appropriate precautions need to be taken (e.g. only authorized people are given the relevant administrator and service account passwords).

User permissions

In general, all Zetafax user accounts should be associated with an NT user account. This NT account is then given Full Control over that Zetafax user's folder. No other user (aside from members of the Zetafax

Admin's Group) has any access to these folders. Note however that if the Zetafax account is not associated with an NT account, no security is applied to this account.

Zetafax Groups

When a Zetafax Group is created, no security is applied to its folders. The first time a Zetafax user is added to the group, security is applied so that only that user and the Zetafax Admin's Group have access to the group's folders. When subsequent Zetafax users are added to the group, they also get access to the group folders. This access is removed if the Zetafax user is removed from the group. Note that the above only applies when the Zetafax users are associated with NT accounts. If a Zetafax group includes no

Zetafax user associated with an NT account, then no security is applied to the group folders.

The Email Gateway

In general the security of the Email Gateway will depend on the email system concerned. With the

Microsoft Exchange Email Gateway there is one extra issue administrators should be aware of. Two folders are created for temporary files used for communication between the Zetafax Exchange C onnector and the

Zetafax Server. Because these temporary files could contain sensitive information, administrators should

62 Zetafax Configuration Guide

set appropriate permissions on these folders. The Zetafax Admin's group and the account the Zetafax

Exchange C onnector run as should both have full access to these folders.

Auto submit, archiving and LCR

It is possible for administrators to specify folders for these features which will contain information from users' fax messages (although these will be only temporary for LC R and Auto submit). If these folders are within the Zetafax file system under the 'Server' folder (as they are by default), the enhanced security will be applied to these folders. If these folders are locate elsewhere, the administrator will need to apply security manually to these folders. Note that the Zetafax Admin's group will need full access to these folders.

Related topics

Least C ost Routing (LC R)

Zetafax Login

Adding new Zetafax users

Adding new Zetafax user groups

Device C onfiguration Wizard

Server settings

Devices 63

Devices

You can incorporate devices into your Zetafax system, such as modems, printers and intelligent fax boards.

You need to set up at either a fax modem or an intelligent fax board in order to be able to send and receive faxes.

For systems of over 25 users we strongly recommend an intelligent fax board.

These topics explain how to set up devices for use with Zetafax.

C lick a topic for more information:

C onfiguring devices

Using Zetafax with intelligent fax boards

Using Zetafax with intelligent fax boards .

64 Zetafax Configuration Guide

Configuring devices

The Device C onfiguration Wizard, part of the Zetafax C onfiguration program lets you configure the system for the devices that you will use. It sets details such as the type of modem, serial port, and who will receive incoming faxes.

For information about installing, configuring and using intelligent fax boards, see

To configure a new device

C lick the Start button, point to Programs, point to Zetafax , and then click Zetafax Configuration.

In the right pane, right-click on Devices and select Add. The Device Configuration Wizard is displayed.

The Device Configuration Wizard will automatically detect any Generic C lass 1 or 2 fax modems installed on your computer.

If no Generic C lass 1 or 2 fax modems are found, click Next.

If a device is found, then the user can select Search for installed modems? and click Next. Any modems detected will be listed in the top pane on the resulting dialog. If the modem you want to install is listed, select it and click Add.

If the modem you want to install is not in the list, then go back to the previous page, select Manually

install other devices and click Next.

To install a device other than a Generic C lass 1 or 2 fax modem, select Manually install other

devices and click Next.

You can manually install devices from the Device Type list. C lick on a heading for more information:

Brooktrout intelligent fax board

Windows printer

Fax modem

SMS device

To add a Brooktrout intelligent fax board port:

Select your board type from the Device Type list, click Add and enter the settings - you should add a separate Zetafax device for each port on the board.

Note : The relevant Brooktrout device drivers must be installed prior to installing a Brooktrout channel in the device configuration. More detailed information can be found in

Using Zetafax with Brooktrout fax boards .

To add a Windows printer for automatic printing:

A Windows printer for automatic printing is installed by default. Should you need to add one for automatic printing of incoming and/or outgoing faxes: Select the item Windows printer for automatic printing , click Add and enter the description.

To add a fax modem:

After selecting the item Fax modem (class 1 or 2) from the list, click Add: In Device Configuration

Wizard - Special Devices, select your fax modem (C lass 1 or 2) if it is in the list or select (Not in list) and click Next. Specify the settings for the modem. From the Device options - Fax modem dialog box select which C OM port the modem is attached to.

A dial prefix may be specified if your modem is connected to a PBX extension. You can configure the modem to be used for incoming calls, outgoing calls or both. The number and organization names to

Devices

appear on the fax header line may be specified. C lick All Settings for other settings and Advanced

Options .

Note : To receive inbound faxes, Zetafax requires modem exclusivity, i.e. the modem should not be shared with a remote access service or any other software.

Device Demo Mode

Zetafax requires interfacing with various types of fax modems and intelligent fax boards, it is often useful to be able to use a demonstration device to test the basic functionality of Zetafax without having to setup an actual hardware device. This has been facilitated by the inclusion of a new device type, this Demonstration

Device is installed much like a standard hardware device using the Device C onfiguration Wizard.

Upon opening the Device C onfiguration Wizard if no Generic C lass 1 or 2 fax modems are found, click Next in the Start dialog. The select the option Demonstration Fax Device and select Add.

The Demonstration Fax Device should be set to connect to the DemoPort which should be automatically selected, if not it is located at the bottom of the available com port list. When DemoPort is selected many of the other options will no longer be accessible as they are predetermined when using the DemoPort.

On addition of a Demonstration Fax Device you will be warned that this device will work in Demonstration mode and will only simulate the sending of faxes, select OK to continue.

The Demonstration Fax Device will now enable the testing of Zetafax functionality.

To add an SMS device:

Select SMS device (GSM modem) from the list, click Add and enter the settings. The settings are outlined in

Device C onfiguration Wizard - SMS Settings .

Related topics

Device C onfiguration Wizard

Advanced device options

Using letterheads

66 Zetafax Configuration Guide

Advanced device options

The Advanced options dialog allows you to specify additional options for the device:

You can configure which action should be taken if fax transmission is interrupted. The modem speaker can be turned on and off. Default baud rates for sending and receiving faxes can be specified. In addition, you can select which fax protocol (if applicable) your modem should use when sending and receiving.

Service class

The service class of the fax modem describes how a PC fax application communicates with the fax modem.

The most common classes of fax modem are C lass 1, C lass 2, and C lass 2.0. These classes are specified as extensions to the Hayes command set.

The Zetafax Server supports service C lasses 1, 2 and 2.0. When you select a modem to add from the list,

Zetafax will attempt to use the modem in C lass 1 mode (if supported).If you experience problems with your fax modem operating in C lass 1, and your modem also supports C lass 2/2.0, where the fax protocol negotiation is controlled by the Zetafax Server:

C heck the Use Class 2/2.0 check box in the Advanced options dialog.

This may improve performance with some modems.

Related topics

Device options

Using Zetafax with Brooktrout fax boards

Automatic printing of received faxes

Devices 67

Automatic printing

The Zetafax Server can be configured to print every fax sent or received automatically, with a status page which gives transmission details. You can choose whether to print 1, 2 or 4 fax pages per printed sheet to save paper.

To configure automatic printing you should enable the automatic printing options you require. These are configured using the Zetafax Configuration program.

Adding a printer

To use automatic printing, you must have one or more print devices configured on the Zetafax Server. To do this:

Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).

· In the right pane, click on Add device.

In the Add new device dialog that appears, set the Device to add control to Windows printer for

automatic printing.

The device options dialog will be displayed. You can also display this to change the settings on an existing print device by right-clicking the device and clicking the Edit menu item.

You should give the printer a simple description (which is displayed on the Zetafax Server main screen).

Configuration

After adding one or more PRINT devices, you should select which sent and received faxes are to be printed by default. (The default may be overridden per user.) To do this for sent faxes: Under Server settings in

Zetafax Configuration, double-click Automatic printing of sent faxes .

The Automatic printing of sent faxes dialog will appear. Make any changes you require to the settings.

C lick OK .

Only faxes sent successfully will be printed.

To select which received faxes are to be printed: In Server settings , double-click Automatic printing

of received faxes . Make any changes you require to the settings. C lick OK . Per-user printing

The default settings may be overridden for each user and for each user group.

To make overriding setting for a user or user group: In the Zetafax Configuration folder, click Users

and user groups . C lick Zetafax users or Zetafax groups . In the right pane, click the user or group for the settings for which you want to change. In the Zetafax User Details dialog, click Printing... . In the Printing dialog that appears, make any changes you require. C lick OK .Using letterheads

When using letterheads for your faxes, you need to configure the Zetafax printer. See

Print setup

for more information.

Related topics

Automatic printing of sent faxes

User edit - printing

Advanced Printer Settings

68 Zetafax Configuration Guide

Device Configuration Wizard

The Device Configuration Wizard can automatically detect any Generic C lass 1 or 2 fax modems installed on your computer. It is recommended that you use this option, as it will simplify device configuration. If you have an intelligent fax board (e.g. Brooktrout), choose Manually install other

devices?.

The following two options only appear if the wizard has detected a physically installed device on your machine that is not configured:

Search for installed m odem s?

Select this option to have the wizard search for installed modems. Any devices found are displayed in the

Device C onfiguration Wizard - Found Devices

dialog.

Manually install other devices?

Select to choose the device you wish to configure in the

Device C onfiguration Wizard - Other Device Types

dialog.

Next

C lick this button to carry out the selected action or begin device configuration.

Cancel

C lick to exit the wizard without making any changes to the Zetafax device configuration settings.

Related topics

Devices

C onfiguring devices

Device C onfiguration Wizard - Introduction

Device C onfiguration Wizard - Special Devices

Device C onfiguration Wizard - Printer Settings

Device C onfiguration Wizard - SMS Settings

Advanced device options

Using Zetafax with intelligent fax boards

Zetafax FoIP C onnector Standard

Devices 69

Fax over IP (FoIP)

FoIP (Fax over Internet Protocol) is a new technology that allows faxes to be sent over an IP network rather than the traditional PSTN network thus reducing the cost per document sent. With FoIP the user experience remains largely the same, if transmitting IP fax to another IP fax users then you can still input a phone number however it is just an alias for the IP address of the IP fax server. Zetafax works in conjunction with the Zetafax FoIP C onnector to achieve this and comes in two options the

and the

Zetafax FoIP C onnector SR140 .

Features of Softw are IP faxing

Reduced complexity, lower maintenance costs

No boards to install/maintain, no T1/E1 lines to configure

Works just like traditional, real-time faxing

Delivers the same level of quality and real-time capability and confirmation you get from your fax machine

Reliable Faxing

Fax Background

When sending a fax message the “caller” and “called” fax machines have to communicate and understand each other, the way they do this is by using the T.30 protocol, much like 2 people talk having a conversation in the same language.

Standard Faxing Diagram

The T.30 protocol is made up of 5 different phases which fall into 2 categories; call control and image transfer. The call control handles various different factors of the call control, such as what speed to transmit at, whether to use error correction etc. The image transfer handles the transfer of document which has been converted into a TIFF image.

T.30 relies on a permanent connection between the 2 devices to ensure the fax is transmitted correctly. If the connection is lost or delayed for a long period of time (above 6 seconds) the fax fails. The network that connects the 2 devices is known as the PSTN network – the telephone network.

The Future

As more and more businesses migrate to VoIP solutions, the infrastructure that once catered for faxing is no longer available, as VoIP doesn’t require a separate legacy network (PSTN) to carry analogue traffic.

VoIP solutions make use of networks that are already in place - computer networks. These networks operate differently from telephone networks, they do not create permanent connections between devices to communicate, instead they transmit packets that could take any path to find its destination.

With this new challenge, faxing had to find a way to send faxes over an IP network. This was achieved by implementing a new protocol, which is called T.38.

T.38 allows fax messages to be sent over an IP network, the messages are sent to some sort of gateway (a

70 Zetafax Configuration Guide

gateway connects 2 different types of network together – in this case an IP network to a PSTN network).

T.38 diagram

It is important to remember that the T.38 protocol doesn’t replace T.30, it sits on top of it, and makes it compatible for transmission over a computer network. Once the data reaches the gateway, the message is transmitted in the T.30 protocol, which means normal fax machines are still able to communicate to the new

IP fax machines/servers.

Zetafax supports both of Eicons implementation of Soft IP (H323 and SIP), and Brooktrout’s TR1034 FoIP enabled fax board, which means that businesses planning to migrate to VoIP, or were cautious of doing so due to faxing compatibility are now able to take advantage of this new technology.

H.323 – IP Telephony

H323 was designed by the International Telecommunications Union; it was the first of the 2 technologies.

It is a collection of different standards that make VoIP possible, these include:

H.225 Registration, Admission, and Status

H.225 C all Signaling

Real-Time Transport Protocol

Real-Time Transport C ontrol Protocol

H.323 Com ponents

Terminals – real time bidirectional multimedia communications (PC or H323 Application)

Gateways – connects 2 different networks i.e. SIP compatible LAN à PSTN

Gatekeepers – Addressing, authorizing & authentication

Devices 71

H323 diagram

Gatekeeper’s Role:

Address Translation

Admissions C ontrol

Bandwidth C ontrol

Zone Management

C all C ontrol Signalling

C all Authorization

C all Management

SIP – Session Initiation Protocol (Defined by the Internet Engineers Task Force)

SIP is the newer of the 2 IP telephony technologies; it takes a top down approach for the communication between the 2 end users. SIP creates a session over the IP network and uses SIP commands to setup the call.

SIP Details

Session Initiation Protocol, defined by the IETF: RC F2543

C all control (signalling) protocol

C reates a session over packet networks for media

Independent of lower-layer transport protocols

Series of ASC II/Text messages similar to HTTP

SIP call control protocol establishes session connection

· SDP – Session Description Protocol – describes the media that will be established

SIP sessions use T.38 protocol to carry fax media - SIP & T.38 FoIP is defined in ITU-T T.38 Anex D

Com ponents

User Agent - Endpoint Entity which issues/accepts SIP commands (Software or hardware phone)

Registrar (optional but recommended) - Accepts REGISTER requests, Updates location database with the contact information for the user

· Proxy Server (optional) –Makes requests on behalf of clients, Address lookup

Redirect Server (optional) –Accepts a SIP request, maps the SIP address of the called party to a new address and returns it to the client

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SIP diagram

Registrar’s role

Dynamically build’s a table of registered User Agents

Definitions

IP – Internet Protocol

VoIP – Voice over Internet Protocol

FoIP – Fax over Internet Protocol

PSTN – Public switched telephone network

LAN – Local Area Network

· T.30 – Analogue protocol used to control and transmit faxes

T.38 – Digital protocol that allows faxes to be passed over a data network

Related topics

Installing the Brooktrout SR140

Installing the Brooktrout devices and drivers

C onfiguring Brooktrout devices for use in Zetafax Server .

Devices 73

Installing the Zetafax FoIP Connector (Standard Edition)

The Zetafax FoIP C onnector Standard Edition provides the capacity to send and receive faxes via a VoIP compatible PBX or gateway. It provides Fax over IP (FoIP) capabilities for integrating fax servers and fax document management solutions.

Installing Zetafax FoIP Connector Standard Edition

1. Open the Zetafax Configuration from the start menu.

2. Select the Add device option and the Device C onfiguration Wizard will open.

3. C lick Next to start the Device C onfiguration Wizard.

74 Zetafax Configuration Guide

4. Select the Zetafax Fax-over-IP device option from the list of device types and select Next.

Devices 75

5. The Device C onfiguration Wizard Settings dialog will appear, specify a Description to identify the device.

6. In the Channels used setting you need to specify the number of lines on the device you wish to utilize on the device up to the total number available on the device (these may not be the same value if you have a partial PRI line or a limited line licence).

7. Next you need to select the default User to receive incoming faxes if you wish to receive faxes on this device. You can also choose to set a certain number of Receive-only channels or check the Use

all channels for incoming calls only if you won't be sending faxes. If you wish to make all channels outgoing only, set the default user to receive faxes to (disabled).

8. Select the IP Settings button to open up the Zetafax Fax-over-IP (SIP settings) window.

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9. Select the appropriate Gateway Type from the drop down box, add the Gateway Address e.g.

192.168.0.105.

10. Next add the Gateway Port value (SIP), a typical default value of 5060 is pre-populated in the field, see your Gateway Instruction materials for further information.

11. Add Registrar Address and Port if required.

12. Specify a Username and Password as per your requirements.

13. In the Local Settings section provide the Local Address of your Zetafax Server as well as the Local

Port (SIP) (default value 5060).

14. C lick OK when you have finished the setup.

15. This will return you to the Device C onfiguration Wizard Settings screen, if you have completed setting up this device click Next to continue.

16. The Device C onfiguration Wizard Settings screen will appear, if you have completed setting up all the required devices click Next to continue, otherwise select the type of device you wish to setup and complete the above steps again as required.

Advanced Setup

1. If your system requires a more advanced setup click the All Settings button shown below on

C onfiguration Wizard Settings screen.

Devices 77

2. This will open the Device options window, to access the Advanced Settings click the Advanced... button.

3. The window shown below will appear, this allows you to specify the Advanced settings.

78 Zetafax Configuration Guide

4. Set the options as required, note the default maximum baud rate is 14400 which is the maximum value.

Once you have specified the required settings select OK.

5. You will be returned to the Device C onfiguration Wizard, when you are happy with the specified settings select OK and then Next to continue. To complete the installation simply select Next again and then

Finish.

Related topics

Fax Over IP (FoIP)

Devices

C onfiguring devices

Device C onfiguration Wizard - Introduction

Device C onfiguration Wizard - Special Devices

Device C onfiguration Wizard - Printer Settings

Device C onfiguration Wizard - SMS Settings

Advanced device options

Using Zetafax with intelligent fax boards

C onfiguring Brooktrout devices for use in Zetafax Server

Devices 79

Installing the Zetafax FoIP Connector (SR140 Edition)

The Brooktrout® SR140 Fax Software product provides the capacity to send and receive faxes via a VoIP compatible PBX or gateway. It provides Fax over IP (FoIP) capabilities for integrating fax servers and fax document management solutions.

Brooktrout SR140 operates with the SIP and H.323 protocols, for more details on SR140 please see www.dialogic.com

, to install the SR140 Fax software follow the steps below.

Installing Brooktrout SR140

1. Open the Zetafax Configuration from the start menu.

2. Select the Add device option and the Device C onfiguration Wizard will open.

3. C lick Next to start the Device C onfiguration Wizard.

80 Zetafax Configuration Guide

4. Select the Brooktrout Fax Device option from the list of device types and click Add...

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5. Select SR140 and then click Next, if you have not yet licensed SR140 on your system a message will appear indicating that you need to do this now. If you have previously installed Brooktrout drivers on your system the wizard may jump to step 11 if you do not need to update them.

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6. Select Next to launch the Brooktrout driver installer.

7. Select I accept the terms in the licence agreement, and click on Next.

8. C lick Next to confirm the destination folder.

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84 Zetafax Configuration Guide

9. C lick Install to start the installation.

10. Select Finish to close the wizard. Now that you have completed the Brooktrout driver wizard we can continue with the device configuration.

11. Select Next to apply the SR140 firmware.

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86 Zetafax Configuration Guide

12. Once the firmware has completed installation you need to enter your SR140 license. To start this simply select Next to launch the Brooktrout license manager.

13. From the license menu select Install License. You will be asked to specify the location of your license file. Enter this and select Open to install the license.

14. To activate your license, select Activate License from the License menu in the Brooktrout license manager and the Brooktrout License activation wizard will appear. For details on activating your

Brooktrout license please see your Brooktrout user documentation.

Devices 87

15. Select Next to start the license activation wizard, precede through the wizard to register your license, see your Dialogic support materials for more information. Once complete return to the Device

Configuration Wizard.

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16. Select Next and the configuration tool will run, once complete you will be asked to determine the IP stack.

17. The SR140 setup can operate using either the Session Initiation Protocol (SIP) or by using the H323 protocol. Select the one that reflects your system setup and select OK to continue.

Note: It is currently not possible to utilise the Both (SIP and H323) option due to an unresolved issue with SR140 if this is selected the system will default to SIP.

18. This will open the Brooktrout C onfiguration Tool – Advanced mode to allow you to configure SR140 to work with the selected protocol. For basic configuration you will be able to utilise the default values, for more complex installs select the IP parameters tab and input the values as necessary (see step 25).

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19. Select the type of protocol identified earlier and click Save then exit the configuration tool.

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20. The Device C onfiguration Wizard will appear allowing you to specify the settings to be used. Should your system be relatively simple, for example a basic SIP system then enter the IP Gateway, C hannels and user details. Otherwise if you require a more custom solution, such as failover check the Use

Brooktrout Config Tool Settings checkbox and continue from step 25 by leaving the Gateway IP blank and setting the IP using the Brooktrout driver configuration tool.

21. Select the Device module number, if you have multiple cards installed, you will need to make sure the correct module number has been selected for the card you are configuring.

22. In the Channels used setting you need to specify the number of lines on the device you wish to utilize on the device up to the total number available on the device (these may not be the same value if you have a partial PRI line or a limited line licence).

23. Next you need to select the default User to receive incoming faxes if you wish to receive faxes on this device. You can also choose to set a certain number of Receive-only channels or check the Use

all channels for incoming calls only if you won't be sending faxes. If you wish to make all channels outgoing only, set the default user to receive faxes to (disabled).

24. If you system has a more complex setup for example a proxy server select the Advanced Button to open the Brooktrout Advanced C onfiguration Tool.

Advanced Setup

25. If your system requires a more advanced setup click the Advanced button shown above.

26. Should you require still further configuration options select the Driver Configuration Tool button, in this example we will look at setting up a system using the Wizard and configuring failover. Note: Should you have very specific setup requirements you can check the Run Driver C onfiguration in Advanced

Mode checkbox before clicking the Driver C onfiguration Tool... button.

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27. Firstly you need to configure the SIP Setup, select the relevant option and click Next, in this example we would choose Dynamic Routing by a Proxy Server as this option supports failover.

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28. Next you need to set the Primary Proxy Server values by adding the IP address and Port number of your fax gateway. Ensure the additional Proxy servers option is set to Yes and click Next.

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29. The next screen will allow you to add the IP and port details for each of the Proxy Servers you wish to configure for use, should the primary server fail, click Next when finished and follow the rest of the wizard.

30. You will be returned to the Device C onfiguration Wizard, when you are happy with the specified settings select OK to and then Next to continue. To complete the installation simply select Next again and then

Finish.

31. There is a need to ensure firewall rules on your machine are set up correctly to allow incoming fax transmissions to be accepted from the gateway. The default port used by FoIP is 5060. In your firewall configuration, please ensure this port is not blocked for inbound connections on UDP.

Fax Over IP (FoIP)

94 Zetafax Configuration Guide

Using Zetafax with intelligent fax devices

These topics describe how to configure Zetafax to work with an intelligent fax device, instead of using a modem, to take advantage of the better compatibility and higher throughput that this type of device provides.

Overview

With Windows 2003 (and in some instances Windows XP Professional) based fax servers, intelligent fax devices may be used in place of fax modems. These devices cost more per port than fax modems, but have a number of advantages:

Better compatibility with remote fax machines and fax modems, leading to fewer dropped or failed calls.

Reduced average call times through use of higher compression and shorter protocol handshaking times during calls.

Higher density configuration for multiple fax line servers (intelligent fax devices can have a number of ports per device).

Reduced processor load for the fax server.

Zetafax supports both ISA and PC I intelligent fax devices from leading manufacturers Brooktrout and

Dialogic. Support for PC I devices simplifies installation of the device by providing 'plug and play' automatic configuration of system interrupts and device addresses.

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Using Zetafax with Brooktrout fax devices

Zetafax can be used with Brooktrout intelligent fax devices under Windows Server 2012, 2008 or 2003 and

Windows XP Professional. Used with Zetafax automatic inward routing, these support direct dial numbers using DID (Direct Inward Dialing lines) in North America, ISDN (in the rest of the world), or DTMF tones

(from a Fax Router or PBX).

The Zetafax software includes all drivers and firmware required to use Brooktrout TruFax and TR1034 devices.

Overview

This section gives instructions for installation and configuration required for using a Brooktrout device with

Zetafax.

The stages of installing a Zetafax Server using Brooktrout devices are as follows:

Install the intelligent fax device in the fax server PC and the Brooktrout device drivers, specifying where applicable the hardware settings which have been used.

Install the Zetafax Server software from the Zetafax product C D.

Specify the correct country code, and DID parameters (if required).

Add and configure the fax device for use with the Zetafax Server.

These steps are described in more detail in the following sections:

Installing the Brooktrout devices and drivers

C onfiguring Brooktrout devices for use in Zetafax Server

Note: Additional information on installing and troubleshooting Brooktrout fax devices can be found in

SERVER\BTROUT\ README.WRI in the Zetafax install folder.

Supported Brooktrout Devices

Zetafax Server provides support for a variety of Brooktrout intelligent fax devices. The type of device that you choose should be based upon the Operating System that you install the Zetafax Server on and also on your faxing requirements. For more information on the available range of Brooktrout devices, you can visit the dialogic website .

A list of supported Brooktrout devices is available on our website here , we endeavour to update it regularly based upon the latest developments from Brooktrout and Equisys.

C onfiguring Brooktrout devices for use in Zetafax Server

96 Zetafax Configuration Guide

Installing Brooktrout devices and Drivers

Zetafax Server provides support for a variety of Brooktrout intelligent fax devices. Please select your device:

TR1034 E1/T1, TR1034 BRI, Trufax BRI, Trufax Analog (Half length) and TR1034 Analog

Installing the Brooktrout device(s) hardw are

Note: To prevent static damage, always connect yourself to ground using a ground strap before working with computers and computer components. Handle boards only by the edges or mounting brackets and

Always transport and store them in an anti-static bag.

Shut down the server system and remove the cover, also if present remove the PC I expansion hold down bar.

Locate a vacant PC I slot, and remove the slot cover from the system chassis.

Align the board with the slot and seat the board firmly into the slot, and tighten the mounting screw into the system chassis.

Note: If you are adding an additional Brooktrout board, or installing multiple boards. You must make a note of Module numbers of the various boards. Each board must be set to a unique module number for that system. Please refer to the documentation provided by Brooktrout to do this.

Replace the cover.

For more information about the hardware installation please visit the website: http://www.dialogic.com

Installing the Brooktrout Drivers and application

To work through this next section you will need to have your Zetafax installation C D, or have downloaded the current Zetafax Server installation from the Equisys website http://www.equisys.com/support/

KnowledgeBase/software_update.html

Start up the system, and logon to Windows as a user with administrator rights.

Open Zetafax Configuration from the start menu.

Select the Add device option and the Device C onfiguration Wizard will open.

C lick Next to start the Device C onfiguration Wizard.

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98 Zetafax Configuration Guide

Select the Brooktrout Fax Device option from the list of device types.

Select the Brooktrout Device you wish to install and select Next.

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100 Zetafax Configuration Guide

Select Next to launch the Brooktrout driver installer.

Select Next to start the install.

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Review the license agreement and select I accept the terms in the licence agreement, and click on Next.

102 Zetafax Configuration Guide

10. C lick Next to confirm the destination folder, then click Install.

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11. Select Finish to close the wizard. Now that you have completed the Brooktrout driver wizard we can continue with the device configuration.

12. On returning to the Device C onfiguration Wizard select Next to continue.

104 Zetafax Configuration Guide

13. The Brooktrout Configuration Tool - Preferences will be displayed (if this is the first device you are adding). Accept the defaults and click OK.

14. The Brooktrout Configuration Tool - Wizard Mode will be displayed click Next to start the wizard.

15. The wizard will display the hardware and software information, as shown below, indicating the type of the device and name of the device. The Software Information section will indicate the driver version. Please make sure that the information in the following screen is in accordance with your

hardware before clicking Next.

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16. Select the country that you are operating in from the list and click Next.

Please Note: Systems utilizing a low profile PRI board need to select an appropriate Protocol

Option.

106 Zetafax Configuration Guide

17. On the Call Control Port Configuration screen, select Save Configuration and Apply

Configuration and click Next.

18. C lick Finish to close the Brooktrout C onfiguration Tool.

19. Then select Next on the Device C onfiguration window to continue the install.

20. The Zetafax Device C onfiguration Wizard - Settings dialog box will be displayed.

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108 Zetafax Configuration Guide

Note: C onfiguration for these types of device is on a per device basis, not on a per port basis as in previous versions of Zetafax, or other fax devices.

21. Enter a description for the device you are configuring.

22. If this is the only device you have installed, the configuration program, will have automatically selected the device module number, if you have multiple cards installed, you will need to make sure the correct module number has been selected for the card you are configuring.

23. In the Channels used field you need to specify the number of lines on the device you wish to utilize up to the total number available on the device (these may not be the same value if you have a partial PRI line or a limited line licence).

24. Next you need to select the default User to receive incoming faxes if you wish to receive faxes on this device. You can also choose to set a certain number of Receive-only channels or check the Use all channels for incoming calls only if you won't be sending faxes. If you wish to make all channels outgoing only, set the default user to receive faxes to (disabled) .

Note: If you are using DID/DDI routing, you will still need to select a default user for incoming faxes. This will be the user who receives faxes if no DID/DDI information is received.

25. When you have completed specifying the settings, click Advanced... to specify a dial prefix (e.g. 9 to get an outside line), the fax number on the header line etc. click OK, when you have finished.

Note: You may need to run the Driver configuration tool... in advanced mode if, for example, you have a digital card and need to check that the line type is set to either ISDN or T1 Robbed-bit as appropriate.

26. C lick Next , then Next again to continue, and Finish to complete.

27. C ontinue through the installation as normal.

28. Start up the Zetafax Server, once initiated each channel you specified will show up as idle in the

Zetafax Server.

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29. Select the type of Brooktrout card you are installing (in this case any of the TR1034 devices or the

Trufax BRI) and click Next.

Installing the Brooktrout SR140

Configuring a Brooktrout device

The Zetafax C onfiguration program allows you to configure the way in which Brooktrout devices interact with the Zetafax Server.

Main Options

Device

The name that Zetafax Server will use to identify the device, e.g. BTB-G1. This name is automatically generated by the C onfiguration program.

Description

The device description. This is automatically populated with the device type you selected, but may be changed.

Device Module Num ber (TR1034, Trufax BRI and Trufax Analog (half length)

Refers to the number selected on the rotary dial on the device. Note that the list only contains valid module numbers, i.e. module numbers where a device exists.

Channels Used

The number of channels used on the Brooktrout device. For TR1034 and Trufax BRI, and Trufax Analog

(half length) solutions, the upper limit of this control is set automatically. In each case, you should select the number of channels you want to use on this device. C hannels are mapped automatically starting at the lowest channel number (channel 0).

User to receive incom ing faxes

The Zetafax user who will receive incoming faxes for this device. By selecting (disabled) the device is configured for sending only. Please note that it is possible to configure a different receiving user for each channel on the Brooktrout card should you wish to do so. Please refer to the document setup.wri in the

\SYSTEM\Z-DB\ folder for further details. Receive-only channels

The number of channels on the device reserved for receive-only calls. Normally, channels are reserved from the lowest channel number first. Please refer to the ChannelsReserved and HighestFirst settings in setup.wri in the \SYSTEM\Z-DB\ folder for further details.

Use all channels for incom ing calls only

Reserves all channels on the device for incoming calls, effectively removing the ability to send.

Advanced Options

The advanced options can be accessed by clicking on the 'Advanced' button.

Dial Prefix for External Calls

Allows you to specify a dial-prefix for your fax calls, e.g. enter 9 if you need to dial 9 for an outside line.

Fax num ber on header line

Enter the fax number that will appear in the header line on your fax.

Organization nam e on header line

Enter the organization name that will appear in the header line on your fax.

110 Zetafax Configuration Guide

Use DTMF tone dialling

For digital devices, this option is enabled and greyed out.

Detect busy/engaged tone

Tells the Brooktrout device whether it should detect an engaged tone

Detect dial tone

Tells the Brooktrout device whether it should detect (wait for) a dial tone.

Maxim um Baud Rates

Specifies the maximum send and receive baud (transmission/reception) rates for the Brooktrout device. If left at the default settings, the rates will be set to the fastest that the device is capable of.

C onfiguring Brooktrout devices for use in Zetafax Server .

Devices 111

Scanner Integration

Using Zetafax can save time faxing documents direct from your desktop. It is possible to configure your scanner to automatically send scanned items to Zetafax for sending, this section will detail how to configure your scanner to operate effectively with Zetafax.

Configuring your Scanner to work directly with Zetafax

It is possible to adjust your computers response to the pressing of a button on your scanner for example pressing the scan button. By adjusting the button events it is possible to enable the scanner to open Zetafax by default upon scanning an item, alternatively you can set the scanner to prompt the user for the program they wish to use to process the scanned item.

To adjust the settings of a scanner already installed on the computer please follow the steps below, if the scanner has yet to be installed on the machine please follow the manufacturer’s instructions before referring to the instructions set out below.

Open the Start Menu and select the Control Panel

Select the Scanners and Cameras option

Select the scanner you wish to setup from the list of available devices and select Properties

In the Properties window select the Events Tab

From the Select an event drop down box choose the event you wish to configure Zetafax to work with, such as on pressing the scan button or any of the other programmable buttons

From the Actions section select one of the options below o

Start this Program: If you wish Zetafax to open upon the event specified, e.g. pressing the scan button, select Zetafax from this list. (note: you will need to have opened the Zetafax

C lient at least once prior to this for the Zetafax option to be represented in this list.) o

Prompt for which program to run: This allows the user to specify the program to run from a list upon the events occurrence o

Take no action:

Select the OK button to make your changes

Using a Scanner with Zetafax

If you have set the scanner event to run Zetafax then upon a selected event, e.g. pressing the scan button,

Zetafax will open, if Zetafax is already open and button is pressed the scanning options will be displayed.

Once scanned the document will be passed to the Zetafax fax wizard where it can be processed as normal.

112 Zetafax Configuration Guide

Using Zetafax with HP Digital Sender Devices

Using Zetafax can save time faxing documents direct from your desktop. There is no need to print a fax to a network printer, and feed it through a manual fax machine. However most people still need to fax paper based documents. This is exactly what the Hewlett Packard Digital Sender devices are designed to do. They connect directly to a network Zetafax Server and allow faxes to be submitted directly from the scanner, entering the required fax number on the scanner's control panel.

They provide the following advantages over stand-alone fax machines for sending paper documents:

The Zetafax Server will dial and redial automatically.

They scan documents immediately at 15 pages per minute and store the faxes at the Zetafax Server during sending, instead of waiting for each page to be received in turn.

HP Digital Sender devices allow you to log on by specifying your network username before you use it. This is used to determine the matching Zetafax account to use when sending the fax, and the Zetafax Server reports the status of faxes in the Zetafax Server queue at the user's desktop.

You can also choose whether guest users who do not have a Zetafax account are to be allowed to submit faxes, and the Zetafax account that will be used for them.

These topics give information about how to configure the Hewlett Packard Digital Sender devices and

Zetafax to work together. They also give instructions about how to submit faxes using the device, to summarize and supplement the Hewlett Packard documentation.

Related topics

Setting up a guest account for HP Digital Sender devices

Devices 113

Installing HP Digital Sender Devices

Requirements

This setup requires a HP Digital Sender device and a Zetafax Server.

Installing the Digital Sender Service

When you install the Digital Sender Service, which is part of the install process for the HP JetAdmin utility program, the Setup program prompts you whether you wish to add fax service functionality.

C lick Yes and select the Zetafax check box.

Set the work area path to the directory zfax \HPFSC AN where zfax is the Zetafax Server's base directory.

Note: You must specify a mapped drive such as F:\ZFAX as the Setup program will not recognize UNC pathnames.

This is the directory where submitted faxes will be placed for processing by the Zetafax Server. In the current release of the HP software this directory must be named HPFSC AN.

Setting up a guest account for HP Digital Sender devices

114 Zetafax Configuration Guide

Configuration for HP Digital Sender Devices

Configuring the scanner

The following steps are all taken on the computer that runs the service tasks for the scanner where the

JetAdmin utility is installed. This may be on a different machine to the Zetafax Server computer.

Start up the HP JetAdmin utility program.

· Select All devices in the left-hand window, and in the right-hand window find the scanner that you want to configure.

Right-click on the scanner to display the Modify dialog.

C lick Next until you get to the LAN Fax Server dialog.

Select Zetafax from the list.

The Fax dialog will configure all of the necessary settings for the Zetafax Server.

Before leaving this dialog:

Ensure that the Enable fax option is checked, then click Next .

Configuring the Zetafax Server programs

To configure the Zetafax Server for use of the HP Digital sender

Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).

In the right pane, click Server Settings .

In the right pane, double-click HPSCAN direct scan-to-fax program .

The Zetafax HPSC AN direct scan-to-fax program configuration dialog will appear.

· Ensure that the Enable HP network scanner support check box is checked.

In the Directory for files box, enter zfax/HPSCAN where zfax is the path of the Zetafax Server directory.

This entry must match the work area path set in the

procedure, so if you used a alternative patch during that procedure, set the Directory for files to that path instead.

Make any other changes you require to the settings, using the Help button to discover details if required.

C lick OK . Exit the Zetafax Configuration program.

Setting up a guest account for HP Digital Sender devices

Zetafax user details . The Full name of the guest account will

Devices 115

Setting up a guest account for the HP Digital Sender Devices

You may allow fax sending by users who have not identified themselves and to the scanner and do not have a Zetafax account by creating a guest account and configuring the scanner to accept it.

To configure a guest account

· Follow the instructions in the topics within

appear on the fax header line, so you set it to, for example, Fax Server .

To configure the scanner to accept the guest account

In the HPSC AN direct scan-to-fax program configuration dialog above, under Zetafax user accounts , set Guest account to the guest account you have created.

If you want to allow people who have not identified themselves on the scanner, or who do not have a

Zetafax account, to submit faxes from the scanner:

· C reate a Zetafax user account for these guest users using the Zetafax Configuration program.

The Full name will appear on the header line, so should be set to something generic, such as Fax Server.

Run the Zetafax Configuration program and select the Change Server Settings option.

Select the HP scanner icon in the Category list to display the Scanner Setup dialog.

C onfigure the scanner options, using the on-line help for further explanation if required.

If you decided to allow guest users then enter the Zetafax account name you created, otherwise leave the guest account set to none . The directory specified in the Directory for files field should be the one which was specified in the JetAdmin program above; if this is on a network drive then ensure it is specified using

UNC drives rather than mapped drives; for example \\SERVER\APPS\HPFSC AN rather than J:\HPFSC AN.

Ensure that Enable HP network scanner support is checked.

C lick OK and exit the Setup program.

Setting up a guest account for HP Digital Sender devices

configuration procedures, you can start the Zetafax Server.

116 Zetafax Configuration Guide

Sending faxes with HP Digital Sender Devices

Checking the Zetafax Server programs

Once you have completed the

installation and

We recommend that you first run it as an application from Windows Explorer, rather than as a service, to check the installation.

As the server loads modules it logs messages to the server log and the main server window indicating the name of the programs it is loading. One of these programs will be called HPSC AN. If HPSC AN does not appear, check that the instructions in

C onfiguring the Zetafax Server programs

have been followed.

Sending from a specified user account

To begin, the screen on the scanner should present a "FAX" option. If not, press the RED button to reset it.

C lick the button on the display nearest the FAX option.

The scanner will then prompt you for a fax number and a user to notify.

· If you have pre-configured any fax recipients using the JetAdmin utility you can specify them in the FAX field. Otherwise use the numeric keypad to type in a fax number and press the Enter key.

You can repeat this to send the same thing to several people.

In the NOTIFY field, type your network username and press Enter .

Put your document on the feeder, including a cover sheet if you want one, and press the GREEN button.

Warning: The list of numbers you enter is erased only when you return to the scanner's login screen. If you want to send a second fax to a different number you must either log out first by pressing the RED button, or use the left arrow key to deselect the previous numbers.

The fax is then submitted to the Zetafax Server for sending. Zetafax will look at the network names for each user to determine which account to use; if no match is found it will use the guest account specified in the Zetafax Server configuration program, or reject the fax if no guest account was specified.

After a few seconds you should see a message on the Zetafax Server showing progress as it queues the message for the selected user. If you look at the Zetafax C lient for that user you will see a new entry for the message, and you will be able to track its progress as for any other fax.

When the message completes, Zetafax notifies the HP scanner software of the result. This can then be viewed in the transaction log on the HP Digital Sender device utility program.

If the fax failed, it remains in the Zetafax Out window for that user; this should be checked and tidied periodically as normal.

If the fax is successful, it will be deleted automatically if the Delete successful messages option was selected in the Zetafax Server configuration program.

Sending using the guest account

Unless the HP Digital Sender Device has been configured to require every user to specify their username, you can send directly from the scanner without having to log in first (rather like on a standard fax machine). There is no need to enter a network username in the NOTIFY field. Enter the fax number as before and press the GREEN button.

This requires that a

guest Zetafax account has been previously created.

Message options

Faxes submitted using the HP Digital Sender Device are sent with no additional cover sheet or letterhead, which means that as for a standard fax machine you must include a cover sheet with the document if

Devices 117

required. Otherwise all message options, including the sender name on the fax header line, are the defaults for the Zetafax user account which is used.

Setting up a guest account for HP Digital Sender devices

How the Email Gateway works

118 Zetafax Configuration Guide

Hardware requirements

Zetafax supports most active ISDN controller cards supporting C API (with fax support). The following sections give details of other possible hardware configurations.

BRI fax boards and Active ISDN Controllers

The most common way of installing DID is to use a basic rate ISDN (BRI) Brooktrout intelligent fax board.

These boards connect directly to a BRI line and interpret the DDI or MSN information. In some countries,

BRI is often called ISDN-2 as it is supplied with two channels (or telephone lines).

PRI fax boards

For companies who want to implement DID on a larger scale, it is possible to install a higher density fax board capable of supporting many more fax lines by using a Primary rate interface (PRI) fax board. PRI is an ISDN service which supports up to 30 channels and which supports DDI routing. In addition, both PRI and BRI can provide features not available over traditional analog telephone lines such as 'advice of charge'.

DID fax board

In North America and some other countries DID information can be delivered by the phone company over a special DID analogue telephone line used for incoming calls only. There are models of Brooktrout and

Gammafax intelligent fax boards for connecting directly to DID lines to interpret the DID information.

PBX with DDI/DID

If your phone system (PBX) already supports Direct Dialing Inwards (DDI or DID), you can add DDI/DID routing for fax very simply. The PBX needs to be configured so that calls to any of the fax DDI/DID numbers you allocate are routed to the phone extensions used by the Zetafax Server.

Note: The number of DDI/DID fax numbers is independent of the number of fax modems and lines in use.

On Zetafax Servers using more than one fax modem the extensions would need to be configured so that if one was engaged the PBX moved on to the next (sometimes called divert on busy or hunt groups ).

When Zetafax answers the call the PBX also must be configured to identify the extension (DDI/DID) number being dialed, by sending a series of DTMF tones. This is the method used for connecting to voicemail systems, and is supported by most PBXs which support DDI/DID.

C all Equisys or your local supplier if you want specific advice about the configuration required.

Fax modem

The fax modems or intelligent fax boards used for DID routing, using either of the two options above, must support DTMF tone recognition in fax mode. All Brooktrout and Gammafax intelligent fax boards do support

DTMF tone recognition. C heck with Equisys for a full list of supported modems with this feature.

ISDN router

ISDN (Integrated Services Digital Network) comes to the rescue of people who do not have a PBX which handles direct dialing, or who want to keep fax separate. By installing an ISDN line with a fax router box, you can allocate a series of DDI numbers without using the PBX.

The fax router box sits between the ISDN line and the fax modem or fax board. When an incoming call is answered, it identifies the DDI number dialed by sending DTMF tones before connecting the call.

Many telephone companies offer an alternative to DDI on ISDN lines called Multiple Subscriber Numbering

(MSN). It is suitable where only ten or fewer separate numbers are required. Fax routers can usually handle both MSN and DDI.

Devices 119

Modem Troubleshooting

This help file is designed to address some of the most common problems people face when using a modem:

My modem is not hanging up after making a call.

Edit the following file using NOTEPAD: zfax\SYSTEM\Z-DB\SETUP.INI

Scroll down the file until you find the FC LASS paragraph for your modem, e.g. [FC LASS-1].

Locate the line following line:

C heckInit1:

Modify this line so that it looks like this:

C heckInit1: ATH

NOTE: that there should be a space after the colon ':'.

Zetafax is reporting the error No suitable device for addressee' when I try sending a fax.

This means that Zetafax is not able to locate a device that can be used for sending. If you have not configured a modem for use with Zetafax you should do so. If you have setup a modem using the Zetafax configuration program the above message will be reported if the modem has been configured for receive only. To allow sending from a device that has been setup within Zetafax perform the following tasks:

Run the Zetafax configuration program

· Select the option C onfigure devices'

Select your modem and click on the EDIT button

Deselect the option Use for incoming calls only

C lick on OK then choose QUIT from the configuration menu

Restart the Zetafax Server

Sending to or receiving from certain people always seems to fail. Why?

If you are experiencing difficulties with sending / receiving check if this is happening with all devices sent to or receiving from.

If you can successfully send to other devices it is most likely that there is an incompatibility between your fax modem and the other fax device.

Try the following:

C heck on the Equisys web site ( www.equisys.com

) that you have the latest version of the Zetafax

FC LASS driver

If using Zetafax 6 or later, use the Zetafax configuration program to change the modem settings to enable C lass 1 operation this helps with many compatibility issues

C heck with the modem manufacturer that you have the latest version of the modem firmware.

I have got an internal fax modem, how do I know which fax classes it supports.

Use HyperTerminal in the Accessories | C ommunications program group. When prompted for a connection name type in test' and click OK. You will then be asked which modem to connect with, choose C OM'n', where n' is the com port number used by your modem. C lick OK twice.

Type the following in the terminal window:

AT+FC LASS=?

The modem reply will give the class supported, and will be of the form:

0,1,2,2.0

Where 0 is for data, 1 is C lass 1 fax, 2 is C lass 2 fax and 2.0 is C lass 2.0 fax. A reply of ERROR confirms

120 Zetafax Configuration Guide

that the modem does not support fax.

I have tried everything what else can I attempt.

C heck the phone line is OK by plugging in a normal phone (Analogue). Try dialling the telephone number for that line to check that the line works correctly (is the telephone cable OK? Make sure you are using the phone cable provided by the modem manufacturer).

If you have another fax modem, try configuring that for use with Zetafax.

If characters are being dropped or erroneous data received on receiving faxes, try reducing the

ReceiveSpeed setting for your modem. This can be done be running the Zetafax C onfiguration program.

From the main menu of the configuration program select C onfigure devices'. Edit your modem settings and click on the More' button.

If you are using an intelligent serial card and/or special C OM port drivers, remove them from the system.

· Try attaching the modem to a different PC on the network, and running the fax server from that PC .

References

For additional information on Modem issues, please refer to our website: www.equisys.com

Email Gateway 121

Email Gateway

The Zetafax Email Gateway allows email users to address and send a message to a fax recipient as if they were sending an email. The Email Gateway can also deliver received faxes as email messages with graphics attachments.

The Email Gateway is installed as a standard component with the Zetafax Server. In order to start using the

Email Gateway you will need to install additional software (depending on your email system) and then configure the Email Gateway to work with the email system. The following topics provide information on how to do this.

For a list of supported emial systems see www.equisys.com/zftechinfo

Related topics

Zetafax Email Gateway for Microsoft Exchange

Zetafax Email Gateway for SMTP

Setting up Email Gateway users

Zetafax Email Gateway for SMTP

122 Zetafax Configuration Guide

How the Email Gateway works

Sending Faxes

The Email Gateway converts email messages into a fax format before submitting them to the Zetafax

Server's main queue. The body text of the email message is converted and sent as coversheet text in the fax message.

Attachment files

Any file attachments sent through the Email Gateway, such as word processor or spreadsheet documents, are converted by the Email Gateway to fax format.

For a list of supported file formats see www.equisys.com/zftechinfo .

Notification

When you send a fax via a manual fax machine or fax software from a PC , you are instantly notified whether the fax was transmitted successfully or not. Similarly, when you send a fax through the email gateway, it will return via email confirmation of successful transmission. If required, on successful transmission, the gateway can also forward a copy of the faxed document as it was sent. If the transmission failed, an explanation of why is included in the returned email message.

Receiving Faxes

The Email Gateway can be configured so that received faxes are forwarded to a user's email Inbox. The fax is delivered as a message with a graphics attachment. The Exchange C onnector comes with special Outlook forms that allow received faxes to be viewed.

Setting up Email Gateway users

Installing the Zetafax C onnector for Microsoft Exchange 2007 ,

Email Gateway 123

Zetafax Email Gateway for Microsoft Exchange

This section gives an overview of using the Zetafax Email Gateway with Microsoft Exchange, and step-bystep instructions for configuring the Zetafax Email Gateway for Microsoft Exchange. It assumes that a

Zetafax Server has been installed and is running on your network.

The installation process requires configuration of both the Zetafax Server using Zetafax Configuration and setup of the Microsoft Exchange Hub Transport server.

Introduction

Under Microsoft Exchange, gateways to external email systems are called connectors. There are two major components to the Zetafax Email Gateway when using it with a Microsoft Exchange server: the Zetafax

C onnector and the email submitter.

Zetafax Connector

A connector is installed on the Microsoft Exchange server PC , and is used to route messages between

Microsoft Exchange Server routing groups/sites and other messaging systems. For example, the Internet

Mail C onnector enables Microsoft Exchange users to exchange messages with other users on the Internet.

Similarly, the Zetafax C onnector routes email messages addressed to a fax recipient to the Zetafax Server.

When you install the Zetafax C onnector it runs as a service like other Microsoft Exchange connectors.

The connector exists as an Active Directory object. For example, the Exchange SMTP Send C onnector is used to route messages between Exchange Hub Transport servers or external systems. The Zetafax

C onnector routes fax messages to a designated Exchange Hub Transport server, which is then redirected to a drop directory within that server. There is no physical C onnector process associated with Exchange

C onnectors, the Zetafax C onnector object can be seen from ADSI Edit and configured via Powershell commandlets.

Em ail subm itter

The submitter program STM32.EXE is an additional Zetafax Server module that runs on the Zetafax Server machine alongside the other Zetafax Server modules such as the Queue Manager, QM.EXE, and the

Address Book Manager, ADB.EXE. Its function is to monitor both outgoing messages from the C onnector, which it submits to the Zetafax Server's queue, and incoming fax messages which are passed to the

Zetafax C onnector on the Microsoft Exchange server.

The submitter program takes responsibility for monitoring and processing faxes and communicates with the

Exchange server by sending/retrieving files via the drop and pickup directories situated on the Exchange server.

Separate Zetafax Server

The Zetafax Server can either be run on the same computer as the Microsoft Exchange server or on a separate PC elsewhere on the network.

The Zetafax C onnector for Exchange can be configured manually on any machine in the domain with a user account that has the appropriate Active Directory permissions enabled. However, it is recommended that the Zetafax C onnector for Exchange be setup on the Hub Transport server to be used.

Overview

To install the Zetafax C onnector for Microsoft Exchange, you will need to follow the steps below, which are described in further detail in

Installing the

Zetafax C onnector for Microsoft Exchange 2010

and Installing the Zetafax C onnector for Microsoft

Exchange Server (2013 and later)

Install a Zetafax Server and a Microsoft Exchange server on your network if you have not already done so.

Run the Setup program to install the Zetafax C onnector on your selected Microsoft Exchange server computer.

Set up the Email Gateway using Zetafax Configuration , register the email system, and test the connection to the Microsoft Exchange server.

124 Zetafax Configuration Guide

Install the Email Gateway's printer driver and any rendering applications.

C onfigure Zetafax users to use the Email Gateway.

Install the Zetafax Outlook Extensions on each client machine that will be using the Email Gateway.

Installing the Zetafax C onnector for Microsoft Exchange 2010

Installing the Zetafax C onnector for Microsoft Exchange 2007

Microsoft Exchange Online

Microsoft Exchange Setup Service

Setting up Email Gateway users .

Email Gateway 125

Installing the Zetafax Connector for Microsoft Exchange Server (2013 and later)

If you wish to enable extended functionality for user settings in an Exchange 2013 and later environment, before the Zetafax C onnector is installed run the Zetafax Exchange C onnector - Schema Utility, this can be found on your install C D. This helps you to prepare your active directory.

Also ensure that you are logged into the Microsoft Exchange server PC using the administrator account or an account with administrator privileges that is also a member of the Schema Admin's group.

If you have a previous version of the Zetafax connector on the Exchange server PC , you must uninstall it before installing the Zetafax connector for Exchange Server. The Zetafax connector can be uninstalled using the Add/Remove programs control panel. You will need to reboot Exchange to completely remove the connector.

In addition to the automatic install process for the Exchange Server Zetafax C onnector, there is also a manual process to install the Zetafax Exchange C onnector. Please see the technote on the Equisys website for more information.

Enabling the Email Gateway for Microsoft Exchange Server (2013 and later)

This section gives instructions for configuring the Email Gateway for Microsoft Exchange Server (2013 and later).

Before you can configure the Zetafax Email Gateway for Microsoft Exchange Server, the Zetafax C onnector must have been successfully installed on the Microsoft Exchange server PC .

Configuration

The Email Gateway is configured using Zetafax Configuration.

· C hoose the Server settings option from the left pane and click the Email Gateway icon.

The default setting is for the Email Gateway to be disabled.

Select the Enabled radio button to enable the Email Gateway.

Whenever you switch between Enabled and Disabled, all email addresses held by Zetafax are removed.

These addresses can take some time to set up again, so take care not to disable the Email Gateway unless you really need to.

Adding an email system

The first step in configuring the Email Gateway is to add Microsoft Exchange Server as a service in the

Email Gateway Services Configuration dialog. At this stage you must ensure that the Zetafax Server is not running.

C lick the Add Email... button.

126 Zetafax Configuration Guide

This option displays a dialog that allows you to choose the email systems that the gateway will serve.

Select Microsoft Exchange and click the Add button.

Other email systems can be selected from this dialog, provided you have configured them correctly, as outlined in the appropriate

Email Gateway topics.

C lick the OK button once you have installed all of the required email systems.

Configuring the Email Gateway for Microsoft Exchange Server (2013 and later)

The Email Gateway Properties dialog allows you to configure various settings for the Microsoft Exchange

Server (2013 and later) gateway. However, the Zetafax Configuration program will not allow you to proceed with the configuration of the Email Gateway unless you complete all of the steps described below.

Properties

C lick the Configure button.

This displays a sequence of dialogs that allow you to configure the Zetafax Email Gateway for use with

Microsoft Exchange Server (2013 and later).

Leave Polling interval set to 1 second.

This is the interval that elapses between each occasion that the email submitter looks for new messages being forwarded by the connector.

· Highlight Microsoft Exchange in the Email systems column and click the Setup button.

This displays the Microsoft Exchange Setup dialog.

Driver Inform ation

Verify that the Driver enabled box is checked.

Exchange Server Selection

C hoose an Exchange server from the Exchange Server Selection drop down box. The server list is compiled from the list of Exchange servers that have an associated Zetafax C onnector. If no Zetafax

C onnectors have been set up in Active Directory, there will be no servers listed and you will not be able to enable the Email Gateway.

C lick the Test connection button to validate the connection to the chosen Exchange Hub Transport server.

If there are any problems with the connection, you should check that the path is valid and, if using the UNC notation, that a share has been created with the right permissions. If you are still experiencing problems with the connection, please refer to the support page on the Equisys web site

Email Gateway 127

Configuring rendering options

You now need to configure the rendering options for the Email Gateway. This section takes you through the stages of registering rendering applications, and installing the rendering printer driver at the Zetafax Server

PC .

Run Zetafax Configuration.

· C hoose Server settings in the left pane.

Select Email Gateway in the right pane.

C lick the Rendering. button to display a dialog with two tabs, Applications and Rendering .

Applications tab

The options on this tab allow you to register the applications you have installed on the Zetafax Server PC with the gateway. Typically, these are the most common applications used by your network users to send faxes.

If a network user attempts to send an email message with an attachment created by an application that has not been registered or installed on the Zetafax Server PC , the Email Gateway will be unable to process the message.

You will not be allowed to register an application from this dialog unless it has already been installed on the

Zetafax Server PC . You should check that any rendering application you configure can be run without any dialogs being invoked or errors displayed on start up or shut down.

Note: Within this dialog, numerous versions of the same software are listed. It is important that the version of each application you specify exactly matches the version you are using on the Zetafax Server PC .

If users on your network are using multiple versions of the same applications, such as Office 2000, or Office

2002, you should install the latest version of the software on the Zetafax Server PC to generally ensure backwards compatibility.

You must install the ASCII driver as an absolute minimum. This is the driver which converts the text of the

128 Zetafax Configuration Guide

email message itself.

If you want to allow users to send email messages from Exchange 2003 including formatted text (Rich

Text), you should now choose the application which will be used to render rich text:

C lick Associate and associate the .RTF file extension with your Word processing package in the

Configure Associations dialog that follows.

Rendering tab

This tab allows you to select the quality of rendering you require.

When configuring the Email Gateway for the first time, you must click on this tab to install the gateway's rendering printer driver. The e driver will then become visible the next time you start the Print Manager.

The printer driver will not be installed successfully under Windows Server 2003 unless the user account you are currently using has administrator privileges.

Configuring Zetafax users to use the Email Gateway for MS Exchange

Server (2013 and later)

This section takes you through the process of configuring a single Zetafax user for the purposes of testing your installation. It also takes you through the stages of importing a list of email users which is necessary for setting up additional Zetafax users; for more information, see

Setting up all Zetafax users to send and receive faxes (auto enrollment)

You may prefer to use the auto enrollment feature provided by the wildcard entries created during the user import. This option does not allow the administrator precise control over who will use the gateway, as each

Exchange user sending a fax from an enabled domain will be auto enrolled and tallied by Zetafax until the licensed number of users is reached. At this point any further users you may need to use the gateway will be rejected.

The following table gives examples of the options:

C lick the (All Exchange Users) entry in the right pane of the Email gateway users list with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog , Single shared account will be the only option.

C lick the OK button to proceed:

In the Add new Zetafax email user profile dialog, enter MSX and click OK.:

· In the Zetafax user details dialog, click OK.

The enabled wildcard entry will now appear in the right pane of the Email gateway users list with the email user profile account as its Zetafax name.

Setting up a Zetafax user to send and receive faxes

C hoose the Users and user groups option from the left pane of the Zetafax Server's configuration program, ZFSETUP.

C reate a new Zetafax account by highlighting Zetafax users and choosing Add new Zetafax user

(Action menu) button or alternatively select an existing account by highlighting the user's entry and selecting Edit (Action menu).

To allow a user to send messages from Microsoft Outlook via Zetafax:

C heck the box marked Allow sending from Email Gateway.

Email Gateway 129

To allow a user to receive fax messages in their Microsoft Outlook Inbox:

· C heck the box marked Forward received messages via email.

If either or both of these boxes are checked, it is important that a valid email username appears in the

Email username box. If you have already created a list of Microsoft Exchange 2013 users, as described below, then this box will be completed automatically by Zetafax.

If the Email username box is still blank, click the Browse button to browse the current list of email users maintained by the Zetafax Server.

You can manually select a name from this list by highlighting it and clicking the Select button.

Importing email user names

If there are no email users in the Zetafax Users list (shown by the following icon: ), you must populate the list.

C lick the Refresh button.

Zetafax will start the Microsoft Exchange Import Service, which builds a list of the Microsoft Exchange

Server users on the organization.

C lick the Export button to begin the export.

Highlight the email address of the Zetafax user you are configuring and click the Select button.

This will associate the email address of the user with their Zetafax address and configure them to use the gateway.

130 Zetafax Configuration Guide

Installing the Zetafax Connector for Microsoft Exchange 2010

If you wish to enable extended functionality for user settings in an Exchange 2010 environment, before the

Zetafax C onnector is installed run the Zetafax Exchange C onnector - Schema Utility, this can be found on your install C D. This helps you to prepare your active directory.

Also ensure that you are logged into the Microsoft Exchange 2010 server PC using the administrator account or an account with administrator privileges that is also a member of the Schema Admin's group.

If you have a previous version of the Zetafax connector on the Exchange 2010 server PC , you must uninstall it before installing the Zetafax connector for Exchange 2010. The Zetafax connector can be uninstalled using the Add/Remove programs control panel. You will need to reboot exchange to completely remove the connector.

In addition to the automatic install process for the Exchange 2010 Zetafax C onnector, there is also a manual process to install the Zetafax Exchange C onnector. Please see the technote on the Equisys website for more information.

Enabling the Email Gateway for Microsoft Exchange 2010

This section gives instructions for configuring the Email Gateway for Microsoft Exchange 2010.

Before you can configure the Zetafax Email Gateway for Microsoft Exchange 2010, the Zetafax C onnector must have been successfully installed on the Microsoft Exchange 2010 server PC .

Configuration

The Email Gateway is configured using Zetafax Configuration.

C hoose the Server settings option from the left pane and click the Email Gateway icon.

The default setting is for the Email Gateway to be disabled.

Select the Enabled radio button to enable the Email Gateway.

Whenever you switch between Enabled and Disabled, all email addresses held by Zetafax are removed.

These addresses can take some time to set up again, so take care not to disable the Email Gateway unless you really need to.

Adding an email system

The first step in configuring the Email Gateway is to add Microsoft Exchange 2010 as a service in the Email

Gateway Services Configuration dialog. At this stage you must ensure that the Zetafax Server is not running.

C lick the Add Email... button.

This option displays a dialog that allows you to choose the email systems that the gateway will serve.

Select Microsoft Exchange and click the Add button.

Email Gateway

Other email systems can be selected from this dialog, provided you have configured them correctly, as outlined in the appropriate

Email Gateway topics.

C lick the OK button once you have installed all of the required email systems.

131

Configuring the Email Gateway for Microsoft Exchange 2010

The Email Gateway Properties dialog allows you to configure various settings for the Microsoft Exchange

2010 gateway. However, the Zetafax Configuration program will not allow you to proceed with the configuration of the Email Gateway unless you complete all of the steps described below.

Properties

C lick the Configure button.

This displays a sequence of dialogs that allow you to configure the Zetafax Email Gateway for use with

Microsoft Exchange 2010.

Leave Polling interval set to 1 second.

This is the interval that elapses between each occasion that the email submitter looks for new messages being forwarded by the connector.

Highlight Microsoft Exchange in the Email systems column and click the Setup button.

This displays the Microsoft Exchange Setup dialog.

Driver Inform ation

· Verify that the Driver enabled box is checked.

Exchange Server Selection

C onnectors have been set up in Active Directory, there will be no servers listed and you will not be able to enable the Email Gateway.

C lick the Test connection button to validate the connection to the chosen Exchange Hub Transport server.

132 Zetafax Configuration Guide

Configuring rendering options

PC .

Run Zetafax Configuration.

· C hoose Server settings in the left pane.

Select Email Gateway in the right pane.

C lick the Rendering. button to display a dialog with two tabs, Applications and Rendering .

Applications tab

You will not be allowed to register an application from this dialog unless it has already been installed on the

Zetafax Server PC . You should check that any rendering application you configure can be run without any dialogs being invoked or errors displayed on start up or shut down.

If users on your network are using multiple versions of the same applications, such as Office 2000, or Office

2002, you should install the latest version of the software on the Zetafax Server PC to generally ensure backwards compatibility.

You must install the ASCII driver as an absolute minimum. This is the driver which converts the text of the

Email Gateway

email message itself.

If you want to allow users to send email messages from Exchange 2003 including formatted text (Rich

Text), you should now choose the application which will be used to render rich text:

C lick Associate and associate the .RTF file extension with your Word processing package in the

Configure Associations dialog that follows.

133

Rendering tab

This tab allows you to select the quality of rendering you require.

The printer driver will not be installed successfully under Windows Server 2003 unless the user account you are currently using has administrator privileges.

Configuring Zetafax users to use the Email Gateway for MS Exchange

2010

Setting up Email Gateway users .

Setting up all Zetafax users to send and receive faxes (auto enrollment)

The following table gives examples of the options:

C lick the (All Exchange Users) entry in the right pane of the Email gateway users list with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog , Single shared account will be the only option.

C lick the OK button to proceed:

In the Add new Zetafax email user profile dialog, enter MSX and click OK.:

· In the Zetafax user details dialog, click OK.

The enabled wildcard entry will now appear in the right pane of the Email gateway users list with the email user profile account as its Zetafax name.

Setting up a Zetafax user to send and receive faxes

C hoose the Users and user groups option from the left pane of the Zetafax Server's configuration program, ZFSETUP.

C reate a new Zetafax account by highlighting Zetafax users and choosing Add new Zetafax user

(Action menu) button or alternatively select an existing account by highlighting the user's entry and selecting Edit (Action menu).

To allow a user to send messages from Microsoft Outlook via Zetafax:

C heck the box marked Allow sending from Email Gateway.

To allow a user to receive fax messages in their Microsoft Outlook Inbox:

C heck the box marked Forward received messages via email.

134 Zetafax Configuration Guide

If either or both of these boxes are checked, it is important that a valid email username appears in the

Email username box. If you have already created a list of Microsoft Exchange 2010 users, as described below, then this box will be completed automatically by Zetafax.

If the Email username box is still blank, click the Browse button to browse the current list of email users maintained by the Zetafax Server.

You can manually select a name from this list by highlighting it and clicking the Select button.

Importing email user names

If there are no email users in the Zetafax Users list (shown by the following icon: ), you must populate the list.

C lick the Refresh button.

Zetafax will start the Microsoft Exchange Import Service, which builds a list of the Microsoft Exchange 2010 users on the organization.

C heck the Exchange 2010 box. We recommend that you accept the default path.

C lick the OK button to begin the export.

Highlight the email address of the Zetafax user you are configuring and click the Select button.

This will associate the email address of the user with their Zetafax address and configure them to use the gateway.

Email Gateway 135

Installing the Zetafax Connector for Microsoft Exchange 2007

If you wish to enable extended functionality for user settings in an Exchange 2007 environment, before the

Zetafax C onnector is installed run the Zetafax Exchange C onnector - Schema Utility, this can be found on your install C D. This helps you to prepare your active directory.

Also ensure that you are logged into the Microsoft Exchange 2007 server PC using the administrator account or an account with administrator privileges that is also a member of the Schema Admin's group.

If you have a previous version of the Zetafax connector on the Exchange 2007 server PC , you must uninstall it before installing the Zetafax connector for Exchange 2007. The Zetafax connector can be uninstalled using the Add/Remove programs control panel. You will need to reboot exchange to completely remove the connector.

In addition to the automatic install process for the Exchange 2007 Zetafax C onnector, there is also a manual process to install the Zetafax Exchange C onnector. Please see the technote on the Equisys website for more information.

Enabling the Email Gateway for Microsoft Exchange 2007

This section gives instructions for configuring the Email Gateway for Microsoft Exchange 2007.

Before you can configure the Zetafax Email Gateway for Microsoft Exchange 2007, the Zetafax C onnector must have been successfully installed on the Microsoft Exchange 2007 server PC .

Configuration

The Email Gateway is configured using Zetafax Configuration.

C hoose the Server settings option from the left pane and click the Email Gateway icon.

The default setting is for the Email Gateway to be disabled.

Select the Enabled radio button to enable the Email Gateway.

Whenever you switch between Enabled and Disabled, all email addresses held by Zetafax are removed.

These addresses can take some time to set up again, so take care not to disable the Email Gateway unless you really need to.

Adding an email system

The first step in configuring the Email Gateway is to add Microsoft Exchange 2007 as a service in the Email

Gateway Services Configuration dialog. At this stage you must ensure that the Zetafax Server is not running.

C lick the Add Email... button.

This option displays a dialog that allows you to choose the email systems that the gateway will serve.

Select Microsoft Exchange and click the Add button.

136 Zetafax Configuration Guide

Other email systems can be selected from this dialog, provided you have configured them correctly, as outlined in the appropriate

Email Gateway topics.

C lick the OK button once you have installed all of the required email systems.

Configuring the Email Gateway for Microsoft Exchange 2007

The Email Gateway Properties dialog allows you to configure various settings for the Microsoft Exchange

2007 gateway. However, the Zetafax Configuration program will not allow you to proceed with the configuration of the Email Gateway unless you complete all of the steps described below.

Properties

C lick the Configure button.

This displays a sequence of dialogs that allow you to configure the Zetafax Email Gateway for use with

Microsoft Exchange 2007.

Leave Polling interval set to 1 second.

This is the interval that elapses between each occasion that the email submitter looks for new messages being forwarded by the connector.

Highlight Microsoft Exchange in the Email systems column and click the Setup button.

This displays the Microsoft Exchange Setup dialog.

Driver Inform ation

· Verify that the Driver enabled box is checked.

Exchange Server Selection

C onnectors have been set up in Active Directory, there will be no servers listed and you will not be able to enable the Email Gateway.

C lick the Test connection button to validate the connection to the chosen Exchange Hub Transport server.

Email Gateway 137

Configuring rendering options

PC .

Run Zetafax Configuration.

· C hoose Server settings in the left pane.

Select Email Gateway in the right pane.

C lick the Rendering. button to display a dialog with two tabs, Applications and Rendering .

Applications tab

You will not be allowed to register an application from this dialog unless it has already been installed on the

Zetafax Server PC . You should check that any rendering application you configure can be run without any dialogs being invoked or errors displayed on start up or shut down.

If users on your network are using multiple versions of the same applications, such as Office 2007, or Office

2010, you should install the latest version of the software on the Zetafax Server PC to generally ensure backwards compatibility.

You must install the ASCII driver as an absolute minimum. This is the driver which converts the text of the

138 Zetafax Configuration Guide

email message itself.

If you want to allow users to send email messages from Exchange including formatted text (Rich Text), you should now choose the application which will be used to render rich text:

C lick Associate and associate the .RTF file extension with your Word processing package in the

Configure Associations dialog that follows.

Rendering tab

This tab allows you to select the quality of rendering you require.

When configuring the Email Gateway for the first time, you must click on this tab to install the gateway's rendering printer driver. The email rendering subsystem printer driver will then become visible the next time you start the Print Manager.

The printer driver will not be installed successfully under Windows Server 2003 unless the user account you are currently using has administrator privileges.

Configuring Zetafax users to use the Email Gateway for MS Exchange

2007

Setting up Email Gateway users .

Setting up all Zetafax users to send and receive faxes (auto enrollment)

The following table gives examples of the options:

C lick the (All Exchange Users) entry in the right pane of the Email gateway users list with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog , Single shared account will be the only option.

C lick the OK button to proceed:

In the Add new Zetafax email user profile dialog, enter MSX and click OK.:

In the Zetafax user details dialog, click OK.

The enabled wildcard entry will now appear in the right pane of the Email gateway users list with the email user profile account as its Zetafax name.

Setting up a Zetafax user to send and receive faxes

C hoose the Users and user groups option from the left pane of the Zetafax Server's configuration program, ZFSETUP.

C reate a new Zetafax account by highlighting Zetafax users and choosing Add new Zetafax user

(Action menu) button or alternatively select an existing account by highlighting the user's entry and selecting Edit (Action menu).

To allow a user to send messages from Microsoft Outlook via Zetafax:

C heck the box marked Allow sending from Email Gateway.

To allow a user to receive fax messages in their Microsoft Outlook Inbox:

C heck the box marked Forward received messages via email.

If either or both of these boxes are checked, it is important that a valid email username appears in the

Email username box. If you have already created a list of Microsoft Exchange 2007 users, as described

Email Gateway 139

below, then this box will be completed automatically by Zetafax.

If the Email username box is still blank, click the Browse button to browse the current list of email users maintained by the Zetafax Server.

You can manually select a name from this list by highlighting it and clicking the Select button.

Im porting em ail user nam es

If there are no email users in the Zetafax Users list (shown by the following icon: ), you must populate the list.

C lick the Refresh button.

Zetafax will start the Microsoft Exchange Import Service, which builds a list of the Microsoft Exchange 2007 users on the organization.

· C heck the Exchange 2007 box. We recommend that you accept the default path.

C lick the OK button to begin the export.

Highlight the email address of the Zetafax user you are configuring and click the Select button.

This will associate the email address of the user with their Zetafax address and configure them to use the gateway.

140 Zetafax Configuration Guide

Microsoft Exchange Online

Please visit www.equisys.com/downloads/ExchangeOnline for the latest installation information and resources.

Email Gateway 141

Installing the Zetafax Outlook Extensions

When users wish to send a fax from their Outlook client software, they are able to use the features similar to those available within the Zetafax client. The Send Fax form and integrated viewer allow you to address and view a fax. Users are also able to specify various sending options, such as a choice of cover sheet or letterhead to be used with their fax. The Zetafax Outbox folder, installed with Exchange, allows you to monitor the status of a fax which has been submitted to the Zetafax Server. To provide these features at the email client, the Zetafax Outlook Extensions must be installed on each client machine.

Exchange users

If you choose the C ustom setup type when installing the Zetafax C lient Applications, you have the option of selecting the program feature Outlook Integration which will install the Zetafax Outlook Extensions. For more information please see the

C ustom Setup Type .

Related topics

Specifying user defaults in Outlook

Outlook Addin Settings

After the Zetafax extensions have been installed and the email client software restarted, each email user can specify default message option settings for each fax they wish to send.

To specify Addin Options

· Open Outlook and selecting File > Options > Add-Ins and select the Add-in Options... button.

The dialog below should appear.

Mail Gateway

The mail gateway option allows you to determine whether you are utilizing an Exchange Server or an

Exchange Online account to deliver faxes. There are three options:

Detect Automatically (Recommended)

Exchange Server with C onnector

Exchange Online / SMTP

Please note that if you are not connected to your domain on first run after Zetafax Outlook Addins is installed, the Detect Automatically option will default to using Exchange (with C onnector) and will continue using this option after reconnecting to the domain. If you are using SMTP, please ensure you are connected to the domain when running the Outlook Addin for the first time, or manually select the SMTP option.

142 Zetafax Configuration Guide

Coversheets and letterheads

· The coversheet option allows you to use a coversheet that will be applied to every page of the first document that you are sending as a fax.

The Letterhead option allows you to use a letterhead that will be applied to every page of the first document that you are sending as a fax.

Note: If the Letterhead box is grayed out, your fax only consists of a coversheet, and therefore no letterhead can be added.

Sending behaviour

Preview fax

The Preview fax option allows you to preview a fax before it is sent.

Tim e to send

The Time to send option allows you to send your fax immediately or defer sending your fax until an off peak time period.

Mail Body Format

There are three mail body options:

Email Gateway

Optimize (Recommended)

Rich Text Format

Text Only

Note: The default settings are used each time an email is sent to a fax recipient, but they can be overridden before sending an email. This can be done by clicking the Zetafax options button, on the

Compose Fax (Outlook 2003) or Fax Message (Outlook 2007, 2010) form.

143

144 Zetafax Configuration Guide

Zetafax Email Gateway for SMTP

This section describes the process of installing and configuring the Zetafax SMTP gateway, and configuring the existing SMTP email server to operate with it.

Introduction

There are three major components of a setup of the Zetafax SMTP gateway:

The existing SMTP email server.

The Zetafax SMTP server.

The Zetafax email submitter.

These are described in the following sections:

Existing SMTP Em ail server

This is the server program at the heart of your existing SMTP email system. When a user sends an email message using a standard email client program, this SMTP email server receives the message and dispatches it to the destination. Once the SMTP email server has been configured for use with the Zetafax

SMTP server, it detects any messages addressed to the domain fax (for example to 1770-123-4567@fax) and passes them instead to the Zetafax SMTP server for sending as fax messages.

For a list of SMTP server and client applications which are supported by Zetafax, see www.equisys.com/ zftechinfo .

Zetafax SMTP server

The Zetafax SMTP server program (ZFSMTPGW.EXE) is the Zetafax program that receives messages from the SMTP email server, converts them into fax messages, and sends them to the Zetafax Server for transmission as fax messages.

Zetafax em ail subm itter

The email submitter program (STM32.EXE) is a component of the Zetafax email gateway that runs as an additional Zetafax Server module on the Zetafax Server computer alongside the other Zetafax Server modules such as the Queue Manager, QM.EXE, and the Address Book Manager, ADB.EXE.

Its function is to monitor both outgoing messages from the Zetafax SMTP server, which it submits to the

Zetafax Server, and incoming fax messages, which it passes to the Zetafax SMTP server and then to the user via the SMTP email server.

The email submitter is installed by default but needs to be enabled, as described in detail below.

Overview

To set up a system using the Zetafax SMTP server, you need to follow these steps:

Ensure that an SMTP email server and the Zetafax Server are already installed on your network.

Install the Zetafax SMTP server on your network. This will usually be on the same computer as the

Zetafax Server, and must not be on the same computer as the SMTP email server.

C onfigure the SMTP email system to direct messages addressed to the domain 'FAX' to the Zetafax SMTP server.

C onfigure the Zetafax Email Gateway using the Zetafax Configuration program, enable the email system, and test the connection to the SMTP email server.

C onfigure the Zetafax Email Gateway rendering options.

C onfigure Zetafax users to use the Email Gateway.

Send a test message via the Zetafax SMTP server.

Email Gateway 145

These steps are described in greater detail in the following sections.

Since this requires configuration of both the Zetafax Server using the Zetafax Configuration program and of the SMTP email server, it is recommended that the installation is carried out by someone who is familiar with both programs.

Ensuring that SMTP and Zetafax Servers are installed

Ensure that an SMTP email server and the Zetafax Server are already installed on your network.

To install an SMTP email server, follow the instructions in the documentation supplied with it.

To install the Zetafax Server, see the

Installation section

Related topics

Installing the Zetafax SMTP server

C onfiguring the SMTP email system

C onfiguring the Zetafax Email Gateway for SMTP

C onfiguring Zetafax users to use the Email Gateway for SMTP

SMTP Email Setup Service

individual Zetafax account

146 Zetafax Configuration Guide

Zetafax SMTP gateway overview

The Zetafax e-mail gateway for SMTP allows users of SMTP e-mail systems to send and receive faxes directly from their e-mail client application.

By addressing an e-mail to a fax domain, the message is passed to the Zetafax Server, via a Zetafax SMTP server and converted into fax format for sending.

The Zetafax SMTP server is configured with your SMTP mail system by the following parameters.

Dom ain Nam e

This must correspond to your corporate SMTP mail server domain address.

(e.g. yourdomain.com)

DNS Server

IP address of the DNS server authoritative for your domain.

(e.g. 192.168.0.1)

Data Directory

Working directory of the Zetafax SMTP Server to store any incoming faxes or notification messages. It must point to the path selected during the Zetafax SMTP server installation.

Receive Port and Send Port

The Receive and Send Ports are set to 25 (default SMTP port) unless the Zetafax SMTP server is on the same machine as the main SMTP server (not recommended) or you are using customized ports.

Receipt 'FROM'

Name or email address that will appear in the 'FROM' section of message receipts routed through the SMTP

Gateway.

Email Gateway 147

Installing the Zetafax SMTP server

The Zetafax SMTP server requires Windows 2003 and can be installed on the same computer as the Zetafax

Server. It should not be installed on the same computer as the existing SMTP email server.

To install the Zetafax SMTP server

Insert the Zetafax C D into the C D drive.

The C D will automatically run the Welcome program, which will direct you to the installation files. If it does not run the program automatically:

C lick the Start button, and then click Run .

Enter D:\RUNME, where D is the letter of your C D drive.

C lick the OK button.

Follow the on-screen instructions to start the Zetafax SMTP server installation program.

In the Choose destination location and Choose data location dialogs, click the Next› button to use the recommended location, or click the Browse… button to specify an alternative location.

C ontinue to follow the on-screen instructions.

In the Setup Complete dialog, do not uncheck Launch the Zetafax SMTP Control Panel applet .

C lick the Finish button.

The Zetafax SMTP Server Configuration dialog is displayed:

· In the Domain name field enter the domain name of the SMTP email server; for example yourdomain.com.

In the DNS server field enter the IP address of the DNS server; for example 192.168.0.1.

C lick the OK button.

C ontinue to follow the on-screen instructions.

You will be prompted to restart the server.

· C lick the Yes button.

This completes the installation of the Zetafax SMTP server.

You can alter the configuration of the Zetafax SMTP server at a later time from the Zetafax SMTP Server

Configuration control panel.

148 Zetafax Configuration Guide

Configuring the SMTP email system

C onfigure your SMTP email system to direct messages addressed to the domain fax to the Zetafax SMTP server.

Most SMTP email systems use DNS for domain name to IP address resolution or some other static representation like HOST files. When using DNS, domain names are resolved by sending DNS name queries to a configured DNS server. The DNS server is a computer that stores domain name–to–IP address mapping records or has knowledge of other DNS servers.

The DNS server resolves the queried domain name (e.g. fax) to an IP address and sends the result back.

C onfiguring

DNS or HOSTS for use Zetafax is required, allowing the SMTP email system to easily communicate with the

Zetafax SMTP Gateway.

Below is an example of configuring Microsoft Windows 2003 Server DNS for use with the SMTP email system and the

Zetafax SMTP Gateway.

Add a new Host (A) and a Mail Exchange (MX) records to the DNS System

· From you DNS Server, go to C ontrol Panel | Administrator Tools | DNS

From your current Domain, Add a New Host called “fax”. Set the IP address to the Zetafax

SMTP Server.

From your current domain, add a New Mail Exchange for the “fax” host.

Test your DNS configuration using Telnet.

Open a command prompt and type the following:

TELNET FAX 25

Perform this test from both the Mail Server and the Zetafax Gateway server.

If configured correctly you should see a response from the Zetafax SMTP gateway similar to the following:

220 yourdomain.com Service Ready

If not, use the Microsoft DNS online help to rectify the problem. Once you have successfully confirmed name resolution of the FAX domain you are ready to configure the Zetafax email gateway for SMTP.

NOTE: Since each SMTP email system has its own configuration procedure; if you need additional instructions on doing this please consult the SMTP email server's own documentation.

Email Gateway 149

Configuring the Zetafax email gateway for SMTP

The Zetafax email gateway is configured using the Email gateway configuration dialog, opened automatically at the end of the install sequence. If you subsequently need to change the configuration, you can open this dialog from the Zetafax Configuration program (Server Settings folder).

· In the Email gateway configuration dialog, click the Add Mail… button.

In the Email Gateway Services Configuration dialog, select SMTP Mail in the Available Drivers list, and click the Add›› button.

C lick the OK button to close the dialog.

In the Email gateway configuration dialog, click the Configure... button.

In the Email Gateway Properties dialog, select SMTP Mail , and then click the Setup button.

In the SMTP Mail Setup Service dialog, enter the data location in the SMTP Mail Path field; for example:

C :\Program Files\Zetafax SMTP Server\Data

If during the installation of the Zetafax SMTP server you specified a different location in the Choose data

location dialog, instead enter the destination folder that you specified at that time.

In the SMTP domain name field, enter the domain name of the SMTP email system; for example yourdomain.com.

· C lick the Test connection button.

If the test fails, check that:

The Zetafax SMTP server has been installed.

The SMTP Mail path entered above is correct.

The Zetafax SMTP server service has been started - if necessary restart the operating system.

C lick the OK button.

The Email gateway configuration dialog reappears.

150 Zetafax Configuration Guide

Configuring the Zetafax email gateway rendering options for SMTP

You now need to configure the rendering options for the email gateway.

In the Email gateway configuration dialog, click the Rendering. button.

The Email Gateway Properties dialog provides two panels of settings: Applications and Rendering.

Applications tab

If a network user attempts to send an email message with an attachment created by an application which has not been registered or installed on the Zetafax Server PC , the email gateway will be unable to process the message.

You will not be allowed to register an application from this dialog unless it has already been installed on the

Zetafax Server PC . You should check that any rendering application you configure can be run without any dialogs being invoked or errors displayed on start up or shut down.

Note: Within this dialog, numerous versions of the same program are listed. It is important that the version of each application you specify exactly matches the version you are using on the Zetafax Server PC .

If users on your network are using multiple versions of the same applications, such as Office 2003, or Office

2010, you should install the latest version of the software on the Zetafax Server PC to generally ensure backwards compatibility.

You must install the ASCII driver as an absolute minimum. This is the driver which converts the text of the email message itself.

Email Gateway 151

Rendering tab

This allows you to select the quality of rendering you require.

You must click on this tab the first time to install the gateway's rendering printer driver. The email rendering subsystem printer driver will then become visible the next time you start the Print Manager.

The printer driver will not be installed successfully under Windows XP Professional, Windows 2003 unless the user account which you are currently using has administrator privileges.

When you have configured the Applications and Rendering settings:

C lick the OK button.

The Email gateway configuration dialog reappears.

152 Zetafax Configuration Guide

Configuring Zetafax users to use the email gateway for SMTP

Each SMTP email user who wishes to use Zetafax can have their own individual Zetafax user account.

Alternatively, they can use a shared account, called an email user profile account. A single user profile account can be used for submitting faxes to the Zetafax Server on behalf of numerous email accounts. This section describes the purpose of both types of account and includes full instructions on configuring Email

Gateway users.

Zetafax supports a range of SMTP servers; unfortunately there is no common way to automatically import lists of email users from these email servers.

To individually enable these users just type in the email address of the user in the Email user name field on the Zetafax User Details page. Alternatively to bulk enable these users, follow the instructions below:

· Export the list of email addresses from the SMTP server.

C onsult your email server documentation for information on how to obtain this list.

Using Notepad or another suitable text editor, format each entry as follows:

First name, Last name, email address

For example:

Jim, Jones, [email protected]

Brian, Bull, [email protected]

Sam, Smith, [email protected]

Save the file as IMPORT.TXT.

Launch the Zetafax Configuration program (ZFSETUP.EXE) and navigate to Users and user groups.

· Select Email gateway users and click the Refresh button.

C lick the … browse button and select the file IMPORT.TXT saved earlier.

In the Import Domain Name field, enter the email domain for your SMTP server services, e.g.

yourdomain.com, and click the OK button.

The imported users will now appear in the right pane of the Email gateway users list with an SMTP prefix.

The import process will also create three wildcard entries; these are described in the

Auto enrollment topic.

You now need to configure users that may use the email gateway. Each SMTP user can either use their own

or they can share an account called a '

mail user profile ' account.

Related topics

Private accounts

Sending a test message via the Zetafax SMTP server

Auto enrollment

Private accounts

· Select one or more imported users in the right pane.

Email Gateway 153

C lick with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog, select Private accounts and click the OK button.

In the Email Account Name Generation dialog, select the preferred Alias name generation option and click the OK button.

If you selected several users, they will now be enabled. If you selected a single user, the Zetafax user

details dialog shows additional options for the user.

C lick the OK button to confirm the details.

The enabled users will now appear in the right pane of the Email gateway users list with their private account as the Zetafax user name.

Alias name generation

You can create alias names for your users based on their first, second and last names, using the conventions below:

Alias Convention

Initial of First name and full last name

Full first name, first letter of last name

Initial of First name, Initial of second name and full last name

Full name

Code to be used

%1First%Last

%First%1Last

%First%Second%Last

Example

SSmith

SamS

%1First%1Second%Last SESmith

SamEdwardSmith

Notes

First name and last name %First%Last

Initials

SamSmith

%1First%1Second%1Last SES

C are should be taken that

Alias' using this convention are not too long.

C are should be taken that

Alias' using this convention are not too long.

C are should be taken that duplicate users are not created

Related topic

Email profile accounts - SMTP

Email profile accounts allow a number of SMTP users to share a Zetafax account. As a result, fax reporting will identify all faxes sent by SMTP users as from this profile, rather than from individual users.

To configure this option

Select one or more imported users in the right pane.

C lick with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog, select Single shared account and click the OK button.

In the Choose email user profile account to use dialog, leave (new) selected and click OK . In the

Add new Zetafax email user profile dialog, enter SMTP and click OK . In the Zetafax user details dialog, click OK .

The enabled users will now appear in the right pane of the Email gateway users list with the email user profile account as their Zetafax name.

You can use email user profiles to group users into manageable units with identical user defaults.

154 Zetafax Configuration Guide

Related topics

Enabling Email users using Zetafax

Email user profiles

Auto enrollment

SMTP user sending a fax from an enabled domain will be auto enrolled and tallied by Zetafax until the licensed number of users is reached. At this point any further users you may need to use the gateway will be rejected.

The following table gives examples of the options:

To enable

Any user from yourdomain.com

Any user from any domain

Any user from sub-domain of yourdomain.com

Wildcard to be used

SMTP:‹*@yourdomain.com›

SMTP:‹*@*›

SMTP:‹*@*.yourdomain.com›

C lick the appropriate wildcard entry in the right pane of the Email gateway users list with the right mouse button and choose Enable from the pop-up menu.

In the Enable Email Users dialog , Single shared account will be the only option.

· C lick the OK button to proceed:

In the Add new Zetafax email user profile dialog, enter SMTP and click OK:

In the Zetafax user details dialog, click OK:

The enabled wildcard entry will now appear in the right pane of the Email gateway users list with the email user profile account as its Zetafax name.

Sending a test message via the Zetafax SMTP server

To send a test m essage via the Zetafax SMTP server

Launch your email client program.

C reate a new message.

In the To: field, enter a fax number followed by @fax.

For example: 01234-865213@fax

Email Gateway 155

In the Subject and body fields, enter some text.

· Send the message.

After a short period, you should receive a message confirming that the fax was successfully sent.

156 Zetafax Configuration Guide

Sending a fax message

Sending a fax message is simply a matter of sending the message by e-mail to an e-mail address consisting of the fax number, followed by @fax

Launch your e-mail client program.

C reate a new message.

In the To: field, enter a fax number followed by @fax, for example 7701234567@fax.

C omplete the Subject and body fields of the message.

Send the message.

The message is then sent via the SMTP gateway to the server for transmission. When the fax has been transmitted, the SMTP gateway sends you an acknowledgement.

The characters allowed in the fax number are:

– the digits 0-9 for example 7701234567@fax

– the international dialing character '+', for example +13312345678@fax Zetafax automatically replaces this by the configured international dialing prefix upon dialing

– Zetafax ignores period '.' and minus '-'.

Specifying the name

When you address a fax using just the fax number as described above, the Name field on the coversheet or letterhead will be blank. If you want to specify the text for the Name field, you use the following form of address:

Name<faxnumber@fax>

For example:

Sam Smith<123456789@fax>

In the Name position, the / \ [ ] ( ) and ~ characters have special meaning, so you are unable to use them directly in a name. To include any one in the name you must precede it by a \ character. For example, to set the name to: Sam Smith/Sally Smythe you use for example:

Sam Smith\ /Sally Smythe<123456789@fax>

Like addresses of all forms, this may be stored in your e-mail client program's address book.

Specifying the organization

Similarly unless you specify the Organization text, it will be blank on the coversheet or letterhead. If you want to specify the Organization text for the Name field, you use the following form of address: name {organization}<faxnumber@fax>

For example:

Sam Smith {Smith and Sons}<123456789@fax>

Specifying the coversheet or letterhead

Normally when you send a message, Zetafax will use the default configured coversheet. If instead you meant to specify the coversheet to be used for the message, you add a special option to the end of the message's Subject: text, such that the subject is of the form:

Subject line text /cov=coversheet_name

Email Gateway 157

For example:

Project Outline /cov=formal will cause the message to use the coversheet named 'formal'.

Where Zetafax is configured to use a coversheet by default for each message it sends but you wish to send a message without a coversheet, you use the same option but omit the coversheet name, for example:

Project Outline /cov=

You may specify a letterhead in a similar way:

Subject line text /let=letterhead_name

For example:

Our meeting /let=corporate to use the letterhead named corporate, and

Our meeting /let= to use no letterhead instead of the default letterhead.

Specifying send time and date

Normally your message is sent at a time that is configured for you or your user group - usually as soon as higher priority messages have been sent. You may delay the sending by specifying a send time option on the end of the Subject:

Subject line text /[option=value]

The available options are:

Option Description

/after=yy-mm-dd Send after the specified date

/after=hh:mm[:ss] Send after the specified time

/off peak Send in the off-peak period

For example:

Our meeting /let=corporate /off peak causes the message to be sent in the off-peak period.

Previewing

You may specify that the message be sent as a preview to you rather than to the recipient, allowing you to check it before resending it as normal. You specify a preview using an option on the end of the Subject:

Subject line text /preview

For example:

Our meeting /letter=corporate/preview

After viewing the preview, to send the message to the recipient, remove the /preview option and re-send it.

158 Zetafax Configuration Guide

Setting up Email Gateway users

Each email user who wishes to use Zetafax can have their own individual Zetafax user account.

Gateway users.

Related topics

Enabling Email users from your email system

Managing user accounts using Microsoft Exchange

Setting up Email Gateway users

Email Gateway 159

Enabling email users using Zetafax

When enabling email users to have their own individual Zetafax user account, it is recommended that the

Zetafax Server configuration program is used. The Zetafax Configuration program will generate Zetafax usernames automatically based on the email username.

· Run Zetafax Configuration and select Users and user groups.

Select Email Gateway users from the submenu.

The right pane displays a list of all email users on your email system and an icon identifying which of these users are currently enabled to send faxes using Zetafax.

Select a single user or multiple users which have not been configured to use Zetafax from the users listed and choose Enable (Action menu) button.

Zetafax will prompt you whether you wish to create a private account for this user or have them share an email profile account.

C hoose Private accounts and click the OK button.

C onfiguring Zetafax users to use shared email profile accounts is described later in this section.

When you enable an email user to use a private Zetafax account, Zetafax Configuration will automatically generate a Zetafax user name and complete the email user's network login account.

To help Zetafax generate this information automatically, you will be prompted to provide information regarding the format of network login accounts used on your network.

Select the convention used on your network from the examples listed; e.g. First initial and last name

(JSmith) , or specify a custom format.

Zetafax will display the User details dialog for the user account you have just created.

You can specify any special permissions for this user using the options on this screen. Before you leave this dialog:

Ensure that the Network login ID and Full name fields have been completed and are correct.

160 Zetafax Configuration Guide

Email profile accounts

Email profile accounts allow a number of email users to share a Zetafax account for sending and receiving faxes through the email gateway. This section describes the process of creating an email user profile account and enabling email users using Zetafax Configuration.

· C hoose the Users and user groups option from the Zetafax Configuration main menu.

C hoose Email user profiles options in the left pane.

C lick Add (Action menu) to create a new email profile account.

In the Add new Zetafax email user profile dialog enter the name of the email user profile account you wish to add and click the OK button.

You will then be able to set the required permissions for this email user profile.

You can use email user profiles to group users into manageable units, with identical user defaults specified by the network administrator.

For example, you could create fax cover sheets and letterheads for use by a specific department, or restrict a group of users to sending faxes through the email gateway during off-peak hours only.

In addition, a email user profile account can be used by the network administrator to manage the queue of faxes for users of the profile; for example to abort incorrectly addressed faxes, or rush specific faxes to the front of the queue.

Related topics

Email profile accounts - SMTP

Add new Zetafax email user profile

Email Gateway 161

Enabling email users from your email system

Having created an

email user profile account , you can now enable email users to use the Zetafax email

gateway. This section describes the process of enabling email user accounts using Zetafax Configuration.

It is also possible to enable email users to use the Zetafax gateway using the Microsoft Exchange administrator program public address book. See

Managing user accounts using Microsoft Exchange

for more information.

C hoose the Users and user groups option from the left pane of Zetafax Configuration.

C hoose Email gateway users from the submenu.

The right pane displays a list of all email users on your email system and an icon identifying which of these users are currently enabled to send faxes using Zetafax.

Select a single user or multiple users which have not been configured to use Zetafax from the users listed and choose Enable (Action menu).

You will be prompted whether you wish to enable this user using an email user profile account or using a private Zetafax account:

Select Single shared account and click OK .

You will then be prompted to choose an email user profile account, or create a new one:

C hoose the email profile account you created earlier and click OK to enable the user.

162 Zetafax Configuration Guide

Managing user accounts using Microsoft Exchange

Having created at least one email user profile account you can use the Microsoft Exchange administrator program to manage email accounts that are enabled to use Zetafax.

It is recommended that where shared email user profile accounts are used, the Active Directory Users and

C omputers option is used to manage whether email accounts are enabled to use Zetafax. C onversely, it is recommended that Zetafax Configuration is used to manage installations where private accounts are used.

When you add a new mailbox using the Microsoft Exchange Administrator program, the mailbox inherits the default values, giving responsibility for all configuration tasks to the Zetafax Configuration program.

If you have already created a Zetafax email profile account and want every Microsoft Exchange Inbox to use this account to send and receive faxes, please enable the (All Exchange Users) email gateway user from the Zetafax Configuration Program.

Each new mailbox you create will then be enabled to send faxes using their email client.

If you do not want email users to be enabled to send faxes using Zetafax, ensure that the (All Exchange

Users) email gateway user is disabled.

You can enable mailboxes to use Zetafax individually using the procedure described below.

Zetafax options

You can change the Zetafax options for each user by changing the properties of their mailbox.

Launch the Active Directory Users and C omputers program and highlight the user you wish to configure.

C lick Properties of the user and select the Zetafax options tab.

You can configure whether users are to have received faxes routed to their email Inboxes using the

Receiving section.

Select Enabled to receive faxes with direct dial (DID) number and specify the inward routing code.

The routing of inbound faxes using DID requires additional configuration on the Zetafax Server. See the

Automatic inward routing topics for further details on configuring DID routing.

Email Gateway 163

Zetafax Options for Exchange Server

All Zetafax Setup is performed within the Zetafax Configuration program in the Microsoft Exchange

Setup Service dialog in Email Gateway Configuration. The setup dialog is used to specify which

Zetafax enabled Exchange Server to associate with the Zetafax Server, and also allows selection of message options.

Driver enabled.

This option enables or disables the Microsoft Exchange portion of the email gateway.

Exchange Server Selection.

Select a Zetafax enabled Exchange server from the drop down box. This is the Exchange server that your

Zetafax Server will communicate with to send and receive faxes. C lick the Test Connection button to check the connectivity with the chosen Exchange server.

Return sent files after transmission.

Use this option to include the sent fax message in the email confirmation given to a user when a fax has been successfully sent..

Default coversheet.

Specifies the default coversheet to be used.

The Zetafax extensions for Outlook allow the coversheet to be selected by the user directly. This setting is then only used as the default when Outlook (or the Exchange client) is first run.

If the Zetafax extensions have not been installed on a given client computer, this setting can be used to select a coversheet in conjunction with the ‘Always use default coversheet’ option.

This setting will also be used if the 'Always use default coversheet' option is selected.

The list shows all cover sheets configured on the Zetafax Server – it is updated automatically by the

Zetafax C onnector.

Always use default coversheet.

Use this option to force all faxes sent from this site to use the default coversheet. Users will not have the option to select coversheet using the Zetafax extensions for Outlook.

Omit coversheet if no text.

Use this option to force any faxes with no text in the body of the fax message to omit the coversheet and only send the attached files.

164 Zetafax Configuration Guide

Zetafax Mailbox Options for Exchange

The Zetafax Options page in the Mailbox Properties dialog is used to specify the fax options for each individual mailbox. When a new mailbox is created, the mailbox inherits the default values set at site level – these can then be modified using this page.

Use site defaults

Select this option to use the default properties for the Exchange site. This is the default setting for new mailboxes. If the site defaults properties are changed at a later date the settings for all mailboxes configured to use site defaults will be updated automatically.

Managed by Zetafax configuration program (for private Zetafax accounts)

Select this option if this user is to use a private (personal) Zetafax account to send faxes submitted via email.

Private accounts allow the user to run the Zetafax C lient program to check the status of faxes that they have submitted. Faxes submitted by private accounts can also be tracked back to an individual user in the

Zetafax Server logs. These accounts are created and managed individually using the Zetafax C onfiguration program on the Zetafax Server computer.

Not allowed to send

Select this option if you do not wish the user to be enabled to use the Zetafax e-mail gateway. Any faxes that the user submits via e-mail will be rejected.

Allowed to send, using shared Zetafax mail profile account.

Select this option if you wish users to send faxes via a shared Zetafax mail profile account.

Mail profile accounts are special Zetafax user accounts which can be used by more than one e-mail user.

You can either use one mail profile account for all users, or create a number of accounts (e.g. one per department).

You create mail profile accounts using the Zetafax C onfiguration program on the Zetafax Server. They are simpler to manage than private Zetafax accounts, since you do not need to make any further changes on the Zetafax Server when adding or removing users. However, users with mail profile accounts are not able to use the Zetafax C lient program to monitor their faxes.

Zetafax account

This is the Zetafax mail profile account that this recipient will use to submit faxes to the Zetafax Server. The list shows all mail profile accounts configured on the Zetafax Server – it is updated automatically by the

Zetafax connector, or from the Site Properties dialog by choosing 'Update lists now' on the Zetafax Options page.

Do not print sent faxes.

Select this option to ensure that sent faxes are not printed. If the option is not selected, the Zetafax Server uses the default printing options for the Zetafax account.

Use Outlook forms for sent and received faxes (recommended)

Select this option to enable extra functionality for Microsoft's Outlook email client. Emails will be sent using

Outlook forms, and the Outlook Fax Outbox will be created and updated. Uncheck this box if the mailbox is accessed with an email client other than Outlook, or if the Zetafax extensions for Outlook are not installed.

Managed by Zetafax configuration program

Select this option if you do not want this user to receive faxes, or if you want to use the Zetafax

C onfiguration program to manage incoming fax routing (direct dial numbers etc)..

Allowed to receive faxes with direct dial (DID) number

Select this option to specify the user's direct dial fax number directly within Exchange..

Email Gateway 165

DID number

Used to specify the recipient's direct dial (DID) fax number. Usually only the last few digits of the number are specified – see the Zetafax Server Software Guide for further information.

Do not print received faxes.

Select this option to ensure that received faxes are not printed. If the option is not selected, the Zetafax

Server uses the default printing options for the Zetafax account for this user.

166 Zetafax Configuration Guide

Document Rendering

In order to be sent as a fax, a document, email, or submit file must be converted into a TIFF image compatible with one of the Group 3 Faxing standards. This process is referred to as rendering.

There are two areas where rendering may occur:

C lient-side rendering: this covers methods which perform the conversion on the client machine. All clientside rendering involves the use of printers.

Server-side rendering: this covers methods which perform the conversion on the Zetafax Server. This includes methods based on the Mail Rendering Subsystem printer and the document conversion add-on

(DOC TIFF).

This guide describes all the rendering methods available in Zetafax, and concludes with a table summarizing the features they offer.

More information

Client-side rendering

All client-side rendering methods use printers to convert the fax into a file format the Zetafax Server can handle. To render a document on the client, you print it to one of the following printers:

Zetafax Printer

. This printer is available on all operating systems except NT4 Terminal Server. It performs the following tasks:

C onverts files directly to G3F (Group 3 TIFF format)

Processes embedded addressing information

C an open the Zetafax C lient and trigger the Addressing dialog

Epson LQ-1000

. This printer driver, which ships with Windows, can be used to render documents on the client side when neither Zetafax printer is available. It creates an Epson format file which the Zetafax

Server can render natively. It does not interact with the Zetafax C lient at all. See the More Information section for information on how to configure this printer for use with the API.

Server-side rendering

Depending on which process is used to submit faxes to the Zetafax Server, one or more of the following rendering methods may be used. You can identify which component was used to render a document by inspecting the Zetafax Server's monitor or SERVER.LOG file.

Zetafax Server (EPSTIFF)

. The EPSTIFF module in the Zetafax Server can render these file types to Group 3 compatible TIFF format:

Plain text

Epson spool file format

Graphics file formats (JPEG, BMP, PC X, WPG, IC O, DC X, TARGA, GIF, non-G3F TIFF)

Em ail Gatew ay (STOLE)

. The email gateway includes its own rendering mechanism. Rendering is handled by a process called STOLE, which opens the document to be rendered in its native application, prints it to the Mail Rendering Subsystem printer, and then submits the resulting TIFF file to the Zetafax Server. The email gateway can render the following formats:

Microsoft Office documents

Adobe Acrobat

Note: The Email Gateway can only render documents submitted via email, and the application to render must be installed on the Zetafax Server. As a general rule, this process yields the best results, but it is not suitable for very high volumes.

Email Gateway 167

Docum ent rendering (DOCTIFF/PDF native rendering) .

Zetafax comes with a limited functionality version of the DOC TIFF add-on which is only available for those using the email gateway and has been restricted to only operate at a maximum speed of 20 seconds per page. If you do not have the add-on license and send a file using the client and not the gateway, it will not be rendered by the limited DOC TIFF.

DOC TIFF can handle over 250 file formats without needing the source applications to be installed on the machine. To gain a full speed version of DOC TIFF an add-on license would need to be purchased.

With Zetafax version 2007 or higher, PDF documents can be rendered in two different ways: high-quality native PDF rendering or legacy PDF rendering which is used with older versions of Zetafax. The default option is the high-quality native PDF rendering.

It is available to all areas of Zetafax which require server-side rendering, including the Email Gateway,

C OM or C -language API, ZSUBMIT and the Web C lient. This method will produce an approximation of the original document, but is most suitable for high volumes of faxing.

Note: Documents submitted via the Email Gateway can be rendered by any of the above methods. The method chosen by the Zetafax Server will depend on the following process:

The Zetafax Server checks if the Email Gateway is configured to render the submitted file type. If so, the file will be rendered using the Mail Rendering Subsystem.

If the Email Gateway is not configured to handle the file type, it will start the DOC TIFF/PDF rendering process and attempt to render the file that way.

If the rendering add-on is not able to handle the file type because it is excluded or not supported, the Zetafax Server will render the file using its own EPSTIFF module.

The API and Web C lient can only use DOC TIFF/PDF rendering or EPSTIFF. If DOC TIFF/PDF rendering is not able to render the document, EPSTIFF will attempt to render all non-graphical documents as plain text.

The following table summarizes the different rendering methods. API in this context refers to the C OM or C language API, or the automated submitter (ZSUBMIT).

Method Location

Zetafax Printer C lient

Epson LQ-1000 C lient

Zetafax Server

(Epstiff)

Email Gateway

(STOLE / Mail

Rendering

Subsystem)

Rendering addon (DOCTIFF/

PDF rendering)

Server

Operating

Systems

Licence

All except NT4 TS Any

All

All except XP and

Terminal Servers

(*)

All except

Terminal Servers

(*)

Areas Details

N/A

Any

Zetafax C lient

Rendering add-onEmail Gateway

API

Web C lient

C reates spool file in TIFF format

Supports embedded addressing

API C reates spool file in Epson format

C onverts text, Zetafax Server

Email Gateway

API

Epson and graphics files

Web C lient

Email Gateway Requires the presence of the document's original application (e.g.

Microsoft Word)

C onverts 250 file types

(*) Please note that the Zetafax Server is not supported in any Terminal Server environment. The details of the environments where each method can be used are given here for information only, and this does not

168 Zetafax Configuration Guide

imply that these are normally supported.

For additional help with document rendering please try the

Document Rendering Troubleshooting guide.

Email Gateway 169

Document Rendering Troubleshooting

When using the e-mail gateway to send faxes it is possible to send document attachments which are converted into faxes using the Mail Rendering Subsystem' printer on the Zetafax Server system. Some times the process used to convert attachments fails. This document describes the process and details procedures to troubleshoot problems that you may be experiencing with the mail rendering subsystem.

Note: for the purpose of this troubleshooting area we are using a Microsoft word document

(<FileName.Doc>) as an example.

The process of converting an attached file (including Rich Text Format .RTF ) is as follows:

After the user sends the email containing the attachment, it passes from the email sever into the

Zetafax Server application.

The Email is separated from the attachment which is then opened on the Zetafax Server system.

When it does this it places the files temporarily into the Zfax \Mail\ST folder (where Zfax is the location of the Zetafax Server files).

Using an application that is able to view that particular file type, the attachment is printed to the

Mail Rendering Subsystem printer e.g. Word is normally used to print .DOC and .RTF attachments.

The Mail Rendering Subsystem printer creates a .TIFF image of the attachment file in the Zfax

\MAIL\ST folder.

Zetafax picks up the .TIFF image file and sends it as part of the final fax.

In most installations this process runs smoothly. However this document describes a process to troubleshoot rendering problems should they arise.

What are the symptoms?

The most common symptoms of rendering issues (as opposed to, say, e-mail gateway problems) are the following:

Sending a plain text message with no attachment works correctly.

· Messages in Rich text or HTML format, or messages with an attachment, are rejected with one of the following errors on the Zetafax Server or in the rejected message returned to your mailbox:

"Unable to process message"

"Internal error - invalid parameters"

An error code number starting with 63 (e.g. 63254).

If the problem is a rendering problem, it will affect all e-mail gateway users. If only one user is affected, there may be a problem with that user's settings, with the file, or type of attachment they are sending.

Are any messages sent successfully?

Before you troubleshoot rendering, you should ensure that the e-mail gateway is sending faxes correctly.

Send a plain text e-mail as a fax (not "Rich Text" or "HTML" - see your mail client's documentation on how to do this), and verify that it is sent successfully.

If the plain text fax is not sent, then you probably have an e-mail gateway, Zetafax Server, or connector problem, which is not covered in this document. If the plain text fax is sent successfully, continue with this troubleshooting guide.

Does rendering fail when the Zetafax Server runs as an application?

In some cases, rendering may only fail if the Zetafax Server is running as a service. If you are running

Zetafax as a service, you should check whether rendering works when you run the Zetafax Server as an application:

Go to the Control Panel , and then open Services.

Highlight the Zetafax Server service' and click on the Stop button.

C lose the Services window.

Go to Start , Programs , Zetafax , and click on Zetafax Server'.

170 Zetafax Configuration Guide

The Zetafax Server screen will appear with Zetafax Server' in the title bar (not Zetafax Server

Monitor' )

Test whether rendering works in this state. Please note that when Zetafax is running as an application, the rendering applications will open up on screen, which may disrupt any work you are doing on the server desktop.

If rendering works correctly with the Zetafax Server running as an application, check whether the account the service is using is causing problems:

C heck what user account you are currently logged into Windows as.

C hange the Zetafax Server service account to that same user, and start the service.

Test whether rendering now works. If it does, you either need to change the account used for the service, or you need to increase the permissions of the account the service currently uses.

Note: If your e-mail server is on a different machine than the Zetafax Server, the service will need to run with an account, which has access to other machines i.e. your mail server (so LocalSystem is not suitable).

Does rendering fail for all attachments?

If a particular document fails to render, check rendering with a different document from the same application.

Note: Macros, small margins and non-conventional paper sizes in the document you are trying to send may stop the application from rendering correctly.

Does rendering fail for all applications?

If you usually only send one type of attachment (for example, Microsoft Word documents), check whether other types of attachments fail as well. If only one type of attachment fails, there may be something wrong with that application's installation on the Zetafax Server.

Here are some known issues with the third-party applications Zetafax uses for rendering. If the Zetafax

Server is running as a service, run it as an application to check if these problems are occurring:

The Office Assistant or an error message appears when you open the application on the Zetafax Server.

Disable the Office Assistant or troubleshoot the error message to solve the problem.

· Adobe Acrobat 4.05 has been installed on the server at some point. There was a flaw in this version of

Acrobat which stopped rendering from working. Upgrading to Acrobat 5.0 does not fix this problem, because parts of 4.05 will remain intact. The solution is to install Acrobat 3.0. This problem does not affect clean installations of Acrobat 3.0, 4.0 and 5.0.

Large Adobe Acrobat PDFs can cause problems. Use the Document conversion engine to render PDF documents. This add-on supports over 250 file extensions and is a purchasable add-on to Zetafax.

Does printing to the Mail Rendering Subsystem printer work?

Open a document in the application that is failing, and print it to the Mail Rendering Subsystem printer. This should create a TIFF file in the Zfax \MAIL\ST folder.

If the Mail Rendering Subsystem printer is not available, or a TIFF image is not created when you print to it, then there is a problem with the Mail Rendering Subsystem printer.

C lick here for help with the Mail

Rendering Subsystem printer .

Does right-clicking on a file and selecting Fax Convert work?

If the Mail Rendering Subsystem is working correctly, then there may be a problem with the command used to print the document from the e-mail gateway.

In order to call the relevant application during rendering, the Zetafax C onfiguration normally adds a "verb" called Fax C onvert to the enabled applications. In some cases, this verb may be incorrect or became corrupt.

To test whether this command is working:

Email Gateway 171

C reate a plain file from the application you are trying to render to a location on the Zetafax Server machine.

Place the file in the Zfax \MAIL\ST folder, then close all applications that may still be open.

Right-click on the file and select Fax Convert . You should see the file open, a print to an "OEM

Printer" dialog box appear briefly (on some systems this may be to fast to notice), and then close.

C heck the contents of Zfax \MAIL\ST folder on the Zetafax Server. A new TIFF image should be in this folder. Open it and check that it is a copy of the file you printed.

If the application doesn't open, or the file doesn't print, there may be something wrong with the Fax

C onvert command. You can check the contents of the Fax C onvert command by checking the following:

Open Windows Explorer. Go to Tools , Folder Options....

C lick on File Types , and then highlight the extension for the type of file you're having problems with (e.g. .DOC Microsoft Word Document if you're having problems with Microsoft Word). C lick on Advanced.

In the next dialog, highlight Fax Convert , and then click on Edit....

C heck the ensuing dialog for obvious errors, like the wrong path in the "Application to perform action".

If at this point, you are unable to fix the problem yourself, you will need to contact Technical Support for further assistance.

Contacting Technical Support about rendering issues

Before contacting Technical Support, make sure you have run through every stage in this document. When you do contact Technical Support, you will need to provide the following items:

The version of the Zetafax Server, e-mail gateway, and Zetafax connector (if you are using

Exchange), as well as the versions of all the applications you are rendering with. If you are using another mail server we require the version of the server, e-mail gateway and mail server as well as the applications you are rendering with.

The answers to all the questions asked in this document.

E-mail gateway trace logs covering a time where rendering failed. A server.log file covering a time where rendering failed. This can be found in Zfax \SERVER\Z-DB on the Zetafax Server.

This will allow the support team to better help you with your current problem.

172 Zetafax Configuration Guide

Email Gateway Troubleshooting

This section is designed to address some of the most common problems people face when using the Email

Gateway:

Incoming faxes are being passed to the email gateway but not appearing in my Outlook client.

Is Zetafax running as a service or as an application? If you are unsure check the Zetafax Server window.

Look at the top left had corner of the window if it states Zetafax Server' then it will be running as an application. If it is running as a service then it will display Zetafax Server monitor'.

If Zetafax is running as a service then stop the service and run it as an application. If the messages are now appearing in your Inbox then you will need to check the account permissions that Zetafax is running under. The account needs to have specifics rights to write/delete files in the Zetafax connector folder. This is especially important if the Zetafax Server is not on the same machine as your exchange server. Normally a domain administrator account should be used.

Faxes are still not coming through even when Zetafax is running as an application and the interactive user account has domain admin rights.

C heck directory zfax \server\mailout (where zfax is the location of your Zetafax installation). In this folder check to see if there are any files with a $ extension e.g. ~MAIL080.$. This file type is a corrupt fax.

Delete this file and restart the Zetafax Server, faxes should now start going through to the email gateway and appearing in your in box.

There are no files with a $ extension but there are build up of .sin and .ini files in the Zfax\server

\mailout folder.

Arrange these files by Date/Modified and move the oldest files out of the zfax \server\mailout directory to another location (e.g. into a temporary folder on the desktop).

If faxes start to go through move the files back again, however if after copying any of these files these files stop new faxes being processed then these files have been corrupted and should be deleted.

When I send a fax it remains in my Outbox in my outlook client.

C heck to see if the driver is enabled in Email gateway setting. This can be found in Zetafax configuration,

Server setting, Mail Gateway, configure.

Email Gateway 173

F018

F019

F01a

F01b

F01c

F01d

F01e

F01f

F010

F011

F012

F013

F014

F015

F016

F017

F020

F021

F022

F023

F024

F025

F026

F027

F028

F008

F009

F00a

F00b

F00c

F00d

F00e

F00f

F001

F002

F003

F004

F005

F006

F007

Email Gateway error codes

Zetafax error codes are generally interpreted and explained by the Zetafax C lient program. However, they are also stored in the fax billing log (FAX.LOG) and returned by the Zetafax API functions and e-mail gateway when listing transmission history for a given message.

The error codes are normally displayed as hexadecimal numbers (eg: F100). However, in some cases you may see an error code as a five-digit decimal number (eg: 61696). The e-mail gateway and Web C lient return decimal versions of the API-specific error codes (see "API errors" below). These particular codes are listed in hexadecimal and decimal format for ease of use. The equivalent C OM error is also given.

The list below gives the error codes, and a summary of their meaning. Note that the list is generally extended with new software releases, though existing codes remain unchanged.

More information

General errors

Invalid parameter (general)

No file handles available

Pathname invalid

Filename invalid

Run out of possible file names

C an't open file (general)

C an't open control file

Invalid control data

C an't open message file

Task was aborted by request

System shut down

General file error

Wrong format file, etc

Illegal request

Feature not supported yet

Invalid message

Invalid device

No working devices of correct type

Unable to send

No space on disk

C an't convert file format

Error in receiving

Init variable not in environment

Unable to open ZETAFAX.INI

Bad format ZETAFAX.INI file

Path does not exist

Error deleting file(s)

Not Tiff file

Only support normal byte order ("II") Tiff

Only support MH tiff

Only support 1 strip per page tiff

Only support inches for resolution unit

Only support certain extended (pointer) tags

Only support lsb first

Remote process not active

Error with licence

Missing UserArea: etc in ZETAFAX.INI

C an't open SETUP.INI

C an't determine format

Only support 100, 200 and 400 dpi

174 Zetafax Configuration Guide

F041

F042

F043

F044

F045

F046

F047

F048

F039

F03a

F03b

F03c

F03d

F03e

F03f

F040

F031

F032

F033

F034

F035

F036

F037

F038

F029

F02a

F02b

F02c

F02d

F02e

F02f

F030

F052

F053

F054

F055

F056

F057

F058

F059

F049

F04a

F04b

F04c

F04e

F04f

F050

F051

F060

F061

F062

Dialling properties errors

User not found in USERLIST.INI file

C an't open USERLIST

Bad USERLIST Dial: line

Bad USERLIST NetworkEdit:

Bad USERLIST SendTime:

Bad USERLIST Urgent:

Bad USERLIST Admin:

No permission to send to this phone number

Licence expiry date passed

Bad USERLIST RushToTop:

C an't requeue message

C an't open ROUTING file

Invalid ROUTING file

No SUBADDR/SENDERID paragraph

No AC C USOFT.DLL

Bad USERLIST PrivateEdit: line

Bad USERLIST SubmitAny: line

Memory allocation failed

O/S error

Bad USERLIST GroupAdmin: line

Queueman internal use

C ouldn't load mail DLL

C ouldn't logon to mail

C ouldn't logoff from mail

User pressed C ANC EL etc

General error sending mail

General error resolving name

Two or more matches for recipient specified

Attachment file error

Recipient not found

V5 mail upgrade is for too few users

C ouldn't write to mail directory

Disk full

Insufficient memory

Invalid mail message identifier

Invalid mail session handle

Too many attachments to mail message

Too many recipients for mail message

No message found

Failed to read mail message

Invalid parameters for mail function

Failed to delete mail message

'Abort after preview' option set on mail message

Win95 can't use foreign DLL if system locale is wrong

WinNT message box system font can't support foreign chars

Requested folder not available or invalid

C an't change 'mail type'

C an't specify password for this system

C an't find required DLL (mail)

F070

F071

F072

F073

F074

TAPI errors

General dialling properties error

No dialling properties data retrieved

Editing rules make this number too long

Invalid dialling properties settings

Dialling properties switched off

F080

F081

F082

General TAPI error

TAPI not initialized

Error initializing TAPI

F083 Error with TAPI location data

Device specific errors

F100

F101

F102

F103

F104

F105

F106

F107

F108

F109

F10a

F10b

F10c

C an't talk to device - permanent

C an't talk to device -in use

Should recover soon

No answer when sending

Destination ID doesn't match

C omms error sending

C omms error receiving

Serious error in communicating with the device

Device handler timeout

Server not running

Phone number engaged

Phone call not answered

No dial tone on line

Convert program errors

F215

F216

F217

F218

F219

F21a

F21b

F21c

F20d

F20e

F20f

F210

F211

F212

F213

F214

F200

F201

F202

F203

F204

F205

F206

F207

F208

F209

F20a

F20b

F20c

F21d

F21e

F21f

F220

F221

F222

F223

Address book errors

Top word of all errors (convert programs only return low word)

C an't open TOOLS.INI file

ServerArea: variable missing

C TL file not found

Unrecognized destination format cover sheet foreground file missing

Message file not found

Letterhead file missing

C an't create message files

C VT file invalid

File too large

File error with intermediate files

File write error

File read error

Letterhead or cover sheet background file invalid

C VT file not found

Unable to initialize fonts

File error with FAX header line files

Run with invalid arguments

NULL length message

Tiff message file invalid

AllUserArea not found

Init not in environment

General error

General file error

General init error

Graphics append file not found

Graphics include file not found

Graphics append file invalid

Graphics include file invalid

C ontrol file invalid

Aborted by user

Invalid control char

Invalid escape sequence

Invalid %%[] command

Landscape buffer allocation failed

F300-F321

LCR and Router errors

F400

F401

Message already listed

Message already tried and failed

Email Gateway 175

176 Zetafax Configuration Guide

F40a

F40b

F40c

F40d

F40e

F40f

F410

F411

F402

F403

F404

F405

F406

F407

F408

F409

F412

F413

F414

F415

F416

F417

F418

F419

API errors

No message ID

Too many files to process

Multiple hopping not allowed

Message type unrecognized

Insufficient memory

Expected attachment file missing

Invalid data in message

Remote server too busy to send in time

Link or run numbers don't match

Remote server not allowed to receive fax submissions

Failed to send message

Local link failed

Remote server not online

Receiver's run number is wrong

No links to remote servers available

This message can only be sent directly (locally)

Message priority too high

Message timed out

Message rejected by remote server

Send attempt failed - link now inactive

Send attempt failed - link no longer exists

Not allowed to send this message via local server

Encryption error

Link not 'Send enabled'

Note: API errors may appear in one of the following forms not only in the Zetafax Server or Zetafax C lient, but also as Email Gateway error codes and Web C lient IDispatch errors.

F700

F701

63232

63233

0x8004F700

0x8004F701

An invalid parameter was passed to the Zetafax API

A call was made to the API when it had not been initialized with a call to

ZfAPI.Logon

F702

F703

F704

F705

F706

F707

F708

F709

F70A

F70B

F70C

F715

F716

F717

F718

F719

F71A

F71B

F71C

63234 0x8004F702

63235 0x8004F703

63236 0x8004F704

63237 0x8004F705

63238 0x8004F706

63239 0x8004F707

63240 0x8004F708

63241 0x8004F709

63242 0x8004F70A

63243 0x8004F70B

63244 0x8004F70C

F70D 63245 0x8004F70D

F70E 63246 0x8004F70E

F70F 63247 0x8004F70F

F710

F711

F712

F713

F714

63248

63249

63250

63251

63252

0x8004F710

0x8004F711

0x8004F712

0x8004F713

0x8004F714

63253

63254

63255

0x8004F715

0x8004F716

0x8004F717

63256 0x8004F718

63257 0x8004F719

63258 0x8004F71A

63259 0x8004F71B

63260 0x8004F71C

F71D 63261 0x8004F71E

F71E 63262 0x8004F71F

"Abort and Stop" status

The API failed to initialize

The API had problems reading ZETAFAX.INI

An attempt was made to log on to the API with an invalid user

The user was already logged on or the API cannot access their directories

The API was passed an invalid path

There are too many files in this directory

Too many open files

C ould not open file

C ould not read/write to file

The file could not be found

The Zetafax Server isn't running

The data file format specified is not recognized

The specified message could not be found

An attempt was made to modify a message that wasn't completed

This message already exists

C ould not open MSGDIR.C TL

Error updating/accessing MSGDIR.C TL

MSGDIR.C TL is invalid

Error handling .SUB file

The buffer in which to return data was too small

One or more lines in the specified .SUB file were invalid

C annot read user's USER.INI

The API was unable to open the message's C TL file.

Error reading/writing C TL file

C TL file is corrupt

The Zetafax Server is running

The API could not launch SYSMAN.EXE

Problems accessing SETUP.INI

The function failed because a user defined callback function returned

Email Gateway

F71F

F720

F721

F722

F723

F724

F725

F726

63263

63264

63265

63266

63267

63268

63269

63270

0x8004F720

0x8004F724

0x8004F725

0x8004F726

0x8004F727

0x8004F728

0x8004F730

0x8004F700

F727 63271 0x8004F701

ZfAPI.Logon

Workstation error codes

The specified function did not complete within the timeout period

The API ran out of memory.

The API C ould not find the Zetafax licence

Your Zetafax licence does not permit you to use the API

The API couldn't find the user of this session

Access Denied

The collection is full

An invalid parameter was passed to the Zetafax API

A call was made to the API when it had not been initialized with a call to

F800

F801

F802

F803

F804

F805

C annot delete file

C annot write to or create

C annot create file

C annot rename file

C annot r/w file

C annot access file details

F806

F807

F808

File does not exist

C ontrol file syntax error

Problem with global memory

F809

F80A

F80B

F80C

C annot read file

Problem writing file

Bad DDE command or parameters

Failure using %%[ ] command

F80D Library request failed

F80E

F80F

F810

F811

F812

F813

Problem with mail

INI file syntax error

.LST file has invalid .INI file format

Problem with ODBC DLL

Problem with control file checksum

Accusoft Error

177

178 Zetafax Configuration Guide

Zetafax Server

The Zetafax Server is central to the operation of Zetafax. It controls the movement of fax messages between clients on the LAN, fax devices, printers, and other fax servers.

Related topics

Server overview

Administration utilities

cover sheets, letterheads and attachments

Programs on the Zetafax Server

Least cost routing

Zetafax Server 179

Zetafax Server overview

The Zetafax Server is central to the operation of Zetafax. It controls the movement of fax messages between clients on the LAN, fax devices, printers, and other fax servers.

These topics provide an overview of the operation of the Zetafax Server and are aimed at the network administrator.

Related topics

C lient/server functions

Server queue management

Filing system and permissions

C ommunication with clients

Language setup

Device Management

180 Zetafax Configuration Guide

Client/server functions

Zetafax operates as a client/server application. The Zetafax C lient allows users to create requests for processing, which are then submitted to the Zetafax Server. The Zetafax Server processes these requests, and monitors and controls the shared resources such as the fax devices and address book files.

Requests

In general there are two types of request made by the Zetafax client. The first type require an immediate response, such as address book edits, log searches and queue status requests. These typically take little time to process at the Zetafax Server. The Zetafax Server creates a results file which is then displayed by the client. Usually the client (and therefore the user) is just waiting for the request to be completed.

The second type of request will take some time to process, being generally associated with messages being sent, printed or scanned. For these the client still creates a request file, often linked to a data file containing the message to be sent, and submits the request to the Zetafax Server. The main difference is that having submitted the request, the user may then continue with other tasks. The client uses icons to display the progress of the request on the screen by monitoring a status file containing information about all outstanding tasks for that user. It is important to realize that the processing of the request is still being performed on the server machine. The user could exit from the client program or even switch off his or her computer without affecting the final result. Similarly, a user can still monitor the progress of his or her own messages from another computer.

Related topic

C ommunication with clients

Zetafax Server 181

Programs on the Zetafax Server

The Zetafax Server itself is a collection of programs, all or mostly running in the background. Status and error messages from these programs are written to three different central log files. SERVER.LOG is displayed in the Zetafax Server's main window (the ZSERVER program), and is refreshed when the Zetafax

Server is restarted. Daily log files named ~Zyymmdd .LOG, where yymmdd is the date, include details of the user, message id, etc. for each logged message, and are used for client log search requests. Finally, a record of every fax sent is made in FAX.LOG; this may be used for accounting and auditing.

The following sections give details of the Zetafax Server programs.

System manager

The system manager program, SYSMAN, runs the various Zetafax Server programs, using the system configuration file SETUP.INI to define the number and types of devices, and monitors the status of these programs. It stops the Zetafax Server if a problem is detected. It is also the interface between Zetafax clients and the Zetafax Server, directing requests from the clients to the appropriate server programs.

Queue manager

The queue manager, QUEUEMAN, maintains queues of messages waiting to be processed. New messages are submitted to QUEUEMAN, which queues them, runs convert programs to generate the correct format for transmission, then submits the message to a free device for sending. QUEUEMAN handles device and transmission failures, re-queuing and re-submitting as necessary.

Device controllers

Several device controllers manage each different type of hardware device that is connected to the system.

Each device has a type and number.

PRINT performs printing to Windows compatible printers. NETWORK handles network file copies (sending on the LAN and previews). Others device controllers handle fax devices that may be connected. This includes

FC LASS for C lass 1, 2, and 2.0 fax modems, BTA for Brooktrout Trufax Analog (full length) fax boards and

BTB for Brooktrout TRxStream fax boards (TR1034 and Trufax BRI). These programs monitor the devices for errors, and perform the tasks given to them by QUEUEMAN.

Router

ROUTER is the Zetafax Server program that handles communication with other Zetafax Servers, either across a network (LAN or WAN) or over the Internet via email. Its most visible function is to pass fax requests to these 'remote' Zetafax Servers (as specified by the LC R rules) and to receive such requests from other Zetafax Servers and submit them to QUEUEMAN. ROUTER also keeps track of the status of all remote servers on the LC RNet and passes the information to other Zetafax Server programs.

Convert programs

Several convert programs convert files from one format to another. EPSTIFF is the main converter, which converts Epson FX or LQ series print format files or standard TIFF files into TIFF fax format files ready for sending. It also handles merging on to letterheads and inserting mail-merge fields and graphics.

Address books

The address book files are managed by ADDMAN. It performs searches and edits of address book entries, and performs searches of the log files when requested by a client. It is also referred to as the log search program in this help.

Zetafax Server console

182 Zetafax Configuration Guide

The Zetafax Server console, ZSERVER, is used to start SYSMAN and displays Zetafax Server information and error messages. It can be iconized if required. If the server is running as a service it may be stopped using a menu command or from the C ontrol Panel.

Startup and close down both take a few seconds to complete.

Related topic

Queuing and retry parameters

Zetafax Server 183

Server Queue Management

The Server Queue Management function within the Zetafax Server provides the Zetafax Administrator with a mechanism for centrally viewing and managing the message queue. Using this functionality,

Administrators can Rush, Hold, Release and Abort multiple messages in the queue.

To access this functionality, select Manage Queue… from the Options menu in the Zetafax Server Monitor application or right-click on the Queue Pane and select Manage Queue... in the Zetafax Server Monitor application. The Server Queue Management dialog will be displayed:

Initially the dialog will appear unpopulated while message queue information is retrieved from the Zetafax

Server. This may take several seconds if the queue is large. Once populated, the dialog is ready for use.

Switching between views

The top of the dialog provides two radio buttons, allowing you to view the message queue in different modes.

Show all recipients for all messages

– When selected, the queue list will display one row for each recipient of each message currently in the queue. So if, for example, there were three messages in the queue each addressed to two individual recipients, you would expect to see six rows in the list.

Show messages only

– When selected, the queue list will display one row for each message currently in the queue, regardless of the number of individual recipients associated with each message.

Sorting

By clicking on individual columns, you can sort the data in the queue list on that column. This can make it easier to find specific items of interest to you. On startup, the data is sorted by

Position

Refreshing the view

To ensure efficiency during operation, the onus is on the user to refresh their view of the message queue manually. This can be done by clicking the

Refresh

button.

184 Zetafax Configuration Guide

From start to finish, this process may take several seconds to complete. The status message at the bottom of the screen displays the date and time when the view was last refreshed. Please note that switching between views using the radio buttons described above does not poll the server to refresh queue information.

Viewing a message

By selecting a single row from the list, the View button will become enabled. C licking

View

will open the fax image in the application associated with the image type. This will normally be the Zetafax Viewer.

Actioning messages

By selecting one or more items from the list, the

Release, Hold, Rush

and

Abort

buttons are enabled. By clicking one of these you can perform the appropriate action on the selected messages. In doing so, there are a number of factors that should be taken into consideration:

The selected action is performed against all recipients for all selected messages. You cannot action individual recipients without affecting the entire message.

The Server Queue Management functionality does not provide immediate feedback on the actions performed. To view the results of the action, you must hit the Refresh button. This is because some requests may not be actioned immediately if the Zetafax Server is busy.

Some actions cannot be performed against messages in certain states. For example, you cannot directly Rush a message that is currently on Hold (you must first Release the message). By selecting a message and hitting an action button, the appropriate request is sent to the server. The request will be dealt with in due course. To view the results of any action, you should monitor the

Zetafax Server messages window. If an action cannot be performed on a selected message, you will not receive a direct warning through this dialog. This is because of the potential delay between request and response at peak times.

Viewing progress

Some of the operations described above may take several seconds to complete. This is especially true when actioning large numbers of messages and recipients. You can gain an indication of how long a process will take by viewing the progress indicator at the bottom of the screen.

Zetafax Server 185

Filing system and permissions

Both the Zetafax clients and the Zetafax Server need to be able to access the same file space. The file space is split into five areas, depending on the access permissions required.

The Server Area, zfax \SERVER, is used only by the Zetafax Server programs, and is used for private databases which should not be accessible to the clients.

The System Area, zfax \SYSTEM, should be accessible to clients for reading only.

The All User Area, zfax \USERS, contains a subdirectory for each user. Each user should have Full C ontrol access to their own subtree, and No Access to the directories for other users.

All users require Full C ontrol access to the Request Area zfax \REQUEST.

Finally, if the Zetafax email gateway option is installed the zfax \MAIL area is used only by the Zetafax

Server programs and should not be accessible to the clients.

In each example above zfax is the root Zetafax Server installation folder, e.g. C :\Program Files\Zetafax

Server.

Related topic

Security

186 Zetafax Configuration Guide

Communication with clients

Most requests from the clients to the Zetafax Server are made by creating a control file in the user's own area, together with any data files which are needed. A small file is then created in the Request Area giving details of the type of the request (that is, whether it is Send, Address book, etc.), plus the username and control file name.

The clients check that the Zetafax Server is running by attempting to open a lock file ZETAFAX.LOK in the request area. This is kept open by the system manager, blocking clients from having access to the file whilst the Zetafax Server is running correctly.

Related topic

C lient/server functions

Zetafax Server 187

Language setup

The Zetafax Server Monitor application is available in 5 languages:

English

French

German

Spanish

Italian

To change the language:

C lick on Options

Select Change Language...

C lick on the Language you require.

The setting applies only to the Zetafax Server Monitor and does not apply to any other Zetafax application.

Please note that the Zetafax Server messages are currently only available in English.

188 Zetafax Configuration Guide

Device Management

The Zetafax Server Monitor allows basic device management.

Devices on a Zetafax Server can be brought online or taken offline:

C lick on Options

C lick on Manage Devices

· C hange the device status

Right-click on the device in the Device Pane

Select either Bring Device Online or Take Device Offline depending on the status of the device.

Zetafax Server 189

Zetafax Updates

To check whether there are any updates available for your version of Zetafax please visit our website at http://www.equisys.com/support/ZetafaxUpdates.html

190 Zetafax Configuration Guide

Fax reporting

The Reporting facility of the Zetafax Server allows the data stored in FAX.LOG to be presented in the form of useful reports, which can be configured to show only the data pertaining to certain users, specified time periods, or to certain destinations.

The reports are generated in a preview window. From there they can be printed or exported in a variety of formats.

Report On

This box allows you to choose between sent and received fax reports.

Fax log file

This box allows you to choose from different log files. The Zetafax Server always writes to ..\SERVER\Z-DB

\FAX.LOG for sent faxes and ..\SERVER\Z-DB\FAXIN.LOG for received faxes. If you have renamed or moved either of these files, you can specify it here.

Brow se (…) button

This brings up a standard 'Open File' dialog so that you can find a FAX.LOG file elsewhere on the system.

Report Type

There are a number of basic report types:

Sent Faxes - Average usage per hour, Average usage per weekday, Detailed, International, Standard,

Summary.

Received Faxes - Average usage per hour, Average usage per weekday, Detailed, Device, Standard,

Summary.

C hoose the one that best suits your needs using the drop down list.

Report Subtype

The data in each report can be grouped in different ways. This list lets you choose the data to focus on in the report.

Date Checkbox

If this is checked, the report will only contain data in the date range indicated by the date pickers.

From and To Date Pickers

These allow you to specify the date range of interest. Note that you cannot set the 'To' date to a value less than the 'From' date.

Tim e Checkbox

If this is checked, the report will only contain data in the time range indicated by the time pickers.

From and To Tim e Pickers

These allow you to specify the time range of interest. Note that if the 'From' and 'To' dates are identical, you cannot set the 'To' time to a value less than the 'From' time.

No Filtering

All the data within the date and time range will be included in the report.

Specify Data

Allows you to focus on a particular set of data, and ignore any that do not match your selection.

Field

C hoose the category of data to filter. C hoices are Users, Recipients, C ountries, C harge C odes or Remote

Servers for sent fax reports or Users, Senders or C ountries for received fax reports.

Value

Give the value(s) of the data that you wish to report on.

Zetafax Server 191

Print Setup

Allows you to change the printer on which the report will be printed.

How do I create a Fax report?

The reporting facility of the Zetafax Server allows the data stored in FAX.LOG or FAXIN.LOG to be presented in the form of useful reports, which can be configured to show only the data pertaining to certain users, specified time periods, or to certain destinations.

To run a fax report do the following:

Open the Zetafax Server interface.

From the Options menu select Fax Report...

The Fax Report dialog will now open:

Report On Settings

C hoose whether to run reports on sent or received faxes.

Report Type Settings

C hoose the location of you Zetafax log file, the default will be displayed, but if you have customized your setup in anyway, browse to the alternative location.

C hoose the type of report you wish to produce.

The available types will vary depending on the report on setting you have chosen:

192 Zetafax Configuration Guide

Sent Faxes

Below is a list of available report types and subtypes that can be selected for sent faxes:

Average usage per hour - Gives a graphical summary of the average number of faxes sent each hour over a set period of time.

C onnection time – How long has been spent sending faxes.

Number of faxes – How many faxes have been sent.

Number of pages – How many pages have been sent.

Average usage per weekday - Gives a graphical summary of the number of faxes sent each weekday for a set period of time.

C onnection time – How long has been spent sending faxes.

Number of faxes – How many faxes have been sent.

Number of pages – How many pages have been sent.

Detailed - Gives all stored information about each fax sent within a set time period.

International - Lists the number of pages sent to each country within a set time period.

Standard - This report shows you a quick summary of each fax sent over a set period of time, this allows you to view the sender, receiver's information, the date and time sent, and the time taken for each fax that has been sent from your organization.

C harge code - What C harge codes have been entered against faxes.

C ountry - Which country faxes have been sent to.

Recipient - Who received the fax.

Remote server - The route the fax took.

User - Who sent the fax.

Summary - This report provides a numerical report on the number of faxes, the number of pages and the time taken to send.

C harge code - What C harge codes have been entered against faxes.

C ountry - Which country faxes have been sent to.

Recipient - Who received the fax.

Remote server - The route the fax took.

User - Who sent the fax.

Received Faxes

Below is a list of the available report types and subtypes that can be selected for received faxes:

Average usage per hour - Gives a graphical summary of the average number of faxes received each hour over a set period of time.

C onnection time – How long has been spent receiving faxes.

Number of faxes – How many faxes have been received.

Number of pages – How many pages have been received.

Average usage per weekday - Gives a graphical summary of the number of faxes received each weekday for a set period of time.

C onnection time – How long has been spent receiving faxes.

Number of faxes – How many faxes have been received.

Number of pages – How many pages have been received.

Detailed - Gives all stored information about each fax received within a set time period.

Device – Gives a graphical representation of the number of faxes received to each device.

Zetafax Server 193

C onnection time – How long has been spent receiving faxes.

Number of faxes – How many faxes have been received.

Number of pages – How many pages have been received.

Standard - This report shows you a quick summary of each fax received over a set period of time, this allows you to view the sender, receiver's information, the date and time received, and the time taken to receive each fax.

Sender - Who sent the fax.

User - Who received the fax.

Summary - This report provides a numerical report on the number of faxes, the number of pages and the time taken to receive.

Sender - Who sent the fax.

User - Who received the fax.

Tim e and Date Settings

This area allows you to set the time period you would like your report to cover, this can either be between 2 dates (for example for a monthly report) or for a specified time within the last 24 hours.

To alter the time period selected:

Select either the Date: or Time: check box.

In the From box, type or select the start of the period you wish to report on.

In the To box, type or select the end of the period you wish to report on.

Filter By

These options allow you to refine your report further.

If you wish to filter your report:

C lick Specify data

C hoose the Field you wish to filter by:

Sent Faxes

· C harge C ode - What C harge codes have been entered against faxes.

C ountry - Which country faxes have been sent to.

Recipient - Who received the fax.

Remote Server - The route the fax took.

User - Who sent the fax.

Received Faxes

Sender - Who sent the fax.

User - Who received the fax.

In the Value box, type in the information you want to filter by, for example if you have selected to filter by User:

SSMITH

This will allow you to report only on the faxes user SSMITH has sent.

Setting the default printer

If you wish to print your report after creating it, the Print Setup... option can be used to specify which printer you use after viewing your created fax.

194 Zetafax Configuration Guide

Creating your report

Having set all your options, press OK to create your report.

Fax report options

Having created a fax report there are a number of options available to you:

To view a fax report

When the fax report viewer is started up, the first page of your report will be shown, along with a toolbar.

This allows you to view all the pages of your fax report and change the level of magnification.

To print a fax report

Simply select the Print option from the toolbar, select the number of copies you want to print and which pages you require. When you select OK, the document will be printed to your automatic printer.

To export a fax report

If you wish to store the data, or modify it in anyway, you will need to export your report into another format.

Press the Export button.

The Export dialog will be displayed.

C hoose the format you would like to convert your fax to. For example Excel 8.0(XLS)

Press OK.

Your report will be converted to the format you selected.

Zetafax Server 195

Licensing and registration

Depending on whether you have purchased Zetafax as a stand alone product, or as part of another product, the registration procedure may be very different. Please choose the correct option from the list below:

C lick here if you have bought Zetafax as a stand alone product.

C lick here if you have bought Zetafax as part of another product.

Licensing and registration

As part of the Zetafax installation process, you will be prompted to enter your company details and the

Zetafax license number. The Zetafax Server and any add-ons will then be fully enabled for a grace period of 28 days, during which time you must register the software. Should the 28 day period expire without registering the software, you will be unable to send any faxes from your fax server until you register the software.

The starter system license number is shown on the C D or registration form supplied with the software box you are asked to enter this when you first install the software.

Note : Each time you reinstall the software you will need to re-enter the starter license and each add-on or version upgrade separately. Re-entering the original starter system license will remove any add-ons or version upgrades which have since been added to the system. Online product registration will need to be performed each time your license details are modified.

Related topics

License organization details

Registering Zetafax

Modifying license details

Licensing and registration

If you have bought zetafax as part of another product, you may still need to register your product. If this is the case, you will have been provided with a licence code and registration number as part of your software package.

Within the Zetafax Licensing and Registration configuration wizard, enter your licence number when prompted and select the Next button.

The manual registration screen will appear, enter your 6 character key obtained from your software supplier and click Yes to confirm you want to register manually.

Your software will now be licensed and registered.

196 Zetafax Configuration Guide

License organization details

The License organization details dialog allows license and registration details to be entered or edited.

To display this dialog, click Register or upgrade software in the Zetafax Configuration main dialog.

You will be prompted to enter your company details and the Zetafax license number. The Zetafax Server and any add-ons will then be fully enabled for a grace period of 28 days, during which time you must register the software. Should the 28 day period expire without registering the software, you will be unable to send any faxes from your fax server until you register the software.

License num ber

Displays the license number. The first eight characters of the license number may need to be quoted to your Zetafax software suppliers, when seeking support and when upgrading your system. The screen displays the licensed number of users and fax lines, and the upgrade options installed.

Organization

Enter your organization name. This field is compulsory.

Important: This name cannot be altered after you click OK . Make sure that you enter it correctly as this is the organization name that will appear on all outgoing faxes. If you want to change your contact details after you have registered Zetafax, you need to repeat the online registration process.

Contact nam e or departm ent

This is usually the name of the Zetafax system administrator.

Edit

Edit the license and registration details, or add upgrades to the license. Displays the

Modify Zetafax license details dialog.

Cancel

C lose the dialog and return to the Zetafax C onfiguration main dialog.

Related topics

Modifying license details

Registering Zetafax

License and Registration Wizard - License Number

The License Number dialog allows you enter or modify your license details, and install add-ons and upgrades.

To display this dialog, click Edit button in the

License organization details dialog, or right-click on

Zetafax Server 197

Licensing and Registration in the Zetafax Configuration main view.

If the software is unregistered, the license details will be blank. Before Zetafax can be used for sending faxes it must be registered with the software suppliers.

If you have registered your software previously, the current license details will be displayed. If the license

number is changed, you will need to re-register Zetafax with the software suppliers.

Starter license num ber

The starter system license number is shown on the C D or registration form supplied with the software box you are asked to enter this when you first install the software. When you install add-ons or version upgrades to a starter system the license number displayed changes to an upgraded number (although the first part always stays the same).

Note : Each time you reinstall the software you will need to re-enter the starter license and each add-on or version upgrade separately. Re-entering the original starter system license will remove any add-ons or version upgrades which have since been added to the system. Online registration will need to be performed each time your license details are modified.

Add-on packs installed

If you have added any add-ons or version upgrade licenses to the starter system (e.g. to add extra fax lines or users) they will be displayed in this list, together with the original starter system license number.

Add

Install an add-on or version upgrade license to the Zetafax system. License add-on packs add extra features, such as the programmers interface (API) or direct dial inward routing (DDI/DID). There are also add-on packs to add extra users or fax lines.

Once a starter system license has been entered, click the Add button to install add-ons or version upgrades, then enter an add-on or upgrade license number (which starts with a 'U'). If the original system was registered (see

Starter license number above), you must register the upgraded system

within 28 days to continue sending faxes.

To remove all add-ons or version upgrades, re-enter the starter system license number in the

Starter license number field above.

Once the Add-on number is entered, the add-on will appear in the list of installed add-on packs in the

Modify license details dialog.

Next>>

C ontinue to the next screen of the registration wizard, the

Software assurance dialog.

Cancel

Do not save changes to the Zetafax license and return to the License organization details dialog.

Related topics

License organization details

Registering Zetafax

Available add-ons

In addition to your standard Zetafax license, there are a number of additional licenses that you can add to your Zetafax system. These licenses allow you to access functions or enhancements, that are specifically designed to meet different business needs. These can be purchased either as part of your initial system, or

198 Zetafax Configuration Guide

at any time

To activate an add-on licence:

Open the Zetafax C onfiguration program.

Select the Licensing and Registration option.

Right click your mouse in the licence detail screen, and select the modify/upgrade license

details option.

Your existing license details will be displayed:

Select the Add option and the install add-on dialog will be displayed:

Enter your add-on license number.

Once the Add-on number is entered, the add-on will appear in the list of installed add-on packs in the

Modify license details dialog.

The following add-on license types are available:

Additional line licenses

Additional user licenses

API toolkit

C orporate Edition feature upgrade

Zetafax Server 199

Premium support

Additional line license for fax or SMS

As the number of Zetafax users grows, the volume of faxes into and out of your company may increase.

Server support for these can be bought in single unit licenses or, if you think your needs will grow quickly, as an unlimited line add-on pack.

These additional lines allow you to spit your fax traffic between different fax or SMS lines, reducing the time faxes take to be sent.

To setup your server to use the additional lines,

please refer to the relevant section of the configuring devices section .

Additional user licenses

As your fax needs grow you may wish to add additional users to your Zetafax enabled network fax solution.

Licenses for additional users are available for this.

Zetafax Automation Toolkit

Introduction to the Zetafax Automation Toolkit

The Zetafax Automation Toolkit contains the Application Programmers Interface (API) which allows you to interact directly with the Zetafax Server without using the Zetafax client. Some basic functions of the API can be used on purchase of the standard Zetafax licence, however for more complex use, an additional

Zetafax Automation Toolkit addon license is required. This can be purchased at any time by contacting your reseller or Equisys directly.

Without the API

The normal method of submitting messages using Zetafax is to use the client program to manually specify the recipients and message settings. When sending a fax, when a file is printed to the Zetafax printer, or a file is selected for sending from within the client program, the addressing screens are automatically displayed and filled in by the user.

Using the API

Using the Zetafax API, there are five additional ways of submitting messages to the Zetafax Server. These additional methods have been designed to the automatic sending of messages from other applications not only feasible, but extremely easy to implement.

SMS messages as well as fax messages can be submitted to the Zetafax Server with the Zetafax API. The

200 Zetafax Configuration Guide

ZSUBMIT program makes it simple to send SMS messages directly from other applications to mobile phones.

Subm it files

The simplest method of sending messages is to create an ASC II file in a directory on a file server - a

"SUBMIT" file. This file can contain both the contents of the message and the addressing information, or these may be broken into two files. Zetafax scans the directory for new files and automatically handles any files it finds, sending messages to either a fax addressee or mobile phone via SMS. A machine with the

Zetafax C lient software installed can be used to monitor the process and resubmit any faxes that fail repeatedly.

Details on how to create SUBMIT files are given in the API help file.

Em bedded addressing

Addressing instructions can be embedded into documents created by word processors and other applications to indicate where a fax should be sent, together with a wide range of settings such as the time of sending, priority, resolution, cover sheet, and letterhead to use. The commands are embedded in the document using a special syntax; for example:

%%[Fax:123 456 7890]

When the document is printed using the Zetafax printer driver, the embedded commands are used by the

Zetafax C lient program in place of the addressing dialogs. Provided adequate details are given no dialogs will be displayed and the fax or faxes will be submitted to the Zetafax Server automatically.

When sending faxes automatically from other Windows applications, it may be simplest to embed the addressing information in the message itself using embedded commands, prior to printing it using the

Zetafax Windows printer driver. This is supported as one of the API toolkit alternatives.

DDE com m ands

Dynamic Data Exchange (DDE) may be used to pass addressing information across from a Windows application to the Zetafax client, prior to printing a message using the Zetafax Windows printer driver.

COM and C Language libraries

The most powerful way of passing faxes across to the Zetafax Server for sending is using the C OM or C language API. This allows for the monitoring of the status of a queued message, including the retrieval of a full history log once a message has completed.

Corporate Edition feature upgrade

The C orporate Edition add-on is ideal for deployment by corporate organizations who may require Least

C ost Routing plus support for Windows 2003 child domains and cluster environments when using Microsoft

Exchange - but who may not have 50 or more fax users.

Examples include companies wanting to supply Zetafax to departments or other groups of users.

The add-on offers all the features of the C orporate Edition except Software Assurance, which must be purchased separately.

Zetafax Server 201

Document conversion

Zetafax renders most regularly used document types (such as word processing documents and spreadsheets) into TIFF format so that they can be faxed as attachments. C ustomers needing to fax other, less commonly used or more specialized document types will require the Document C onversion add-on.

Using this add-on, the Zetafax Server can convert over 225 files types - including word processing, spreadsheet, presentation, graphics and database files to fax TIFF format without having to install the authoring application on the Zetafax Server PC .With the Document C onversion add-on, the Zetafax Server is enhanced in the following areas:

Web Client

Users of the web client are able to attach any supported file types to new outbound messages.

API

Users of the Zetafax API can fax file attachments of any type from third party applications because Zetafax renders them into TIFF format documents. Without the Document C onversion add-on, users of the web client and API are only able to submit ASC II text and most graphics file formats only e.g. BMP, .JPEG, and

.TIFF.

Email gateway

The email gateway can be configured to use either the native application or the Document C onversion addon to convert files to TIFF format. If u sing the Document C onversion add on, it is not necessary to install rendering applications on the fax server itself. Without it, the following rendering applications are supported when using the Zetafax email gateway and must be installed on the fax server:

· Adobe Acrobat 3.0, 4.0, 5.0, 6.0, 7.0.

Failover

The Zetafax failover solution provides system continuity protection for the sending and receiving of fax messages should a Zetafax Server computer fail. The solution provides two servers - a Primary server (for normal use) and a Back-up server (taking over on failure of the Primary server). The two servers are set up separately and installed on separate machines. When failure is detected on the primary machine, the secondary Zetafax Server will automatically take over processing.

Related Topics

Failover

FaxBroadcast

FaxBroadcast is a specialist fax tool for businesses that want to regularly send large fax jobs to multiple

202 Zetafax Configuration Guide

recipients. It can manage fax jobs from contacts held within databases or system files. It consists of a specialist C lient and an optimized server for maximizing throughput of faxes.

To install FaxBroadcast please select custom install when you install the Zetafax C lient Applications (P28).

FaxBroadcast requires a separate license which you should request from [email protected]

in the UK, [email protected]

in the US or your local Zetafax distributor outside of these countries at www.equisys.com/buy/find_supplier.html

Further help is provided at http://www.equisys.com/support/Help_and_Resource/Zetafax/Help/

FaxBroadcast/

SMS gateway

The Zetafax SMS Gateway add-on allows networked Zetafax users to send text messages to colleagues and to customers' mobile devices direct from their desktop. Text messages can also be received by an individual directly on their desktop, or processed by a third party application using the Zetafax API.

The SMS Gateway add-on requires a single GSM modem which may be purchased separately or as part of a bundle from Equisys.

To set up the SMS gateway having added your SMS gateway license, you will need to configure your GSM modem.

Please refer to the configuring devices section of the help for more information on how to do this.

Fax Relay

The Zetafax Fax Relay add-on allows you to submit faxes from existing fax machines rather than having to go to a computer to access the Zetafax client or extensions. Fax relay works by allowing fax machines to communicate to the Zetafax Server via T.38 either through the Standard FOIP or SR140 connectors. Once configured users can send faxes from fax machines, depending on the settings chosen, you could for example enter a valid DID followed by the star (*) and then the fax number e.g. 4104*02072034100. This would send the fax from the fax machine but would be sent via Zetafax from the account matching the DID and appear in the corresponding outbox, with all the cost savings and archiving advantages of using

Zetafax.

Zetafax Server 203

For more details please see the section on

Fax Relay C onfiguration .

Software assurance

The Zetafax Software Assurance Program protects your investment in Zetafax software. Software

Assurance provides member customers with all software version upgrades and updates for a period of 1, 2 or 3 years from the date of the agreement. In the UK only, Software Assurance also provides member customers with Technical Support via email for the duration of the contract.

For a one-off fee, all upgrades are supplied to Software Assurance Program holders at no further charge, and information on new releases and updates are communicated as a priority.

The Software Assurance Program is available to all Zetafax for Networks customers starting with 5 users and ranging to 100 user systems and above. One year’s Software Assurance is included as standard in certain countries with the Zetafax Business Edition and in all countries with the Zetafax C orporate Edition.

Premium Support

Zetafax Premium Support provides customers with telephone and email support for the duration of the contract. Zetafax Premium Support is available for 1, 2 or 3 year contracts with discounts available for 2 and 3 year contracts.

Over 95% of Support calls logged with Equisys are answered within 2 hours and all emails are answered within 24 hours. Each Support call logged remains open until it is resolved, however long it takes.

204 Zetafax Configuration Guide

Note: Zetafax Premium Support is not available outside the United Kingdom.

Software maintenance

Zetafax Software Maintenance combines Software Assurance giving you access to all software version upgrades, and Premium Support for a period of one year. Software Maintenance is also available for 2 and

3 year contracts at discounted prices.

Note: Zetafax Software Maintenance is not available outside the United Kingdom.

Related Topics

Software assurance

Premium support

Fax over IP Connectors

The Zetafax Fax over IP C onnector add-on provides an efficient way to integrate a fax server with Voice over IP (VoIP) phone systems, or to enable server virtualization. VoIP phone systems can be used for faxing directly, saving the cost of installing separate phone lines for use by the fax server.

For phone systems that are not IP, the Zetafax fax server supports a range of media gateways that will manage the communication between the PBX and the IP network via T.38 and enable conversion from T.38

to T.30 for communication over the PSTN, enabling compatibility with traditional fax machines.

Zetafax has two Fax over IP add-on options, Standard FoIP and SR140.

SR140

The SR140 Edition uses market-leading Brooktrout SR140 technology from Dialogic, for the highest levels of performance and interoperability. This supports a wide range of phone systems and gateways, and has been accredited for use with leading phone systems.

Standard Edition

The Standard Edition provides a more cost-effective solution for use with selected standalone gateways. It is designed for use in smaller virtualized server systems where third party accreditation is not required.

Read more about the Zetafax FoIP C onnectors here .

License and Registration Wizard - Registration Center

Zetafax must be registered within 28 days of a license change for you to be able to keep sending faxes.

Registration of Zetafax is done via our online Product Registration Page.

Zetafax Server 205

Zetafax Online Registration Process

To Register your software open the Zetafax Configuration Program.

Then select License and Registration from the console root.

Select Actions -> Modify /upgrade license details from the menu.

· This will open up the License and Registration Wizard

License and Registration Wizard

When the wizard launches, the License number dialog is displayed.

Enter your License number

C lick Add to set up additional licenses

C ontact [email protected]

for further information on add-ons for Zetafax.

C lick Next when finished.

In the Software Assurance dialog, enter your Software Assurance number.

206 Zetafax Configuration Guide

Software Assurance entitles you to free upgrades for one year. If you have a Software Assurance license, you must register it here to be eligible for free upgrades. See

Software Assurance

for more information.

License and Registration - Online Registration

Zetafax Server 207

Registering from another computer

Register Online

C lick the Register Online button.

Add the C ompany name and select the Register button, the Product Registration Page should open already populated with the license key details.

Add any remaining missing details and when completed click the Register button, your registration code will be emailed to the email address provided on the registration page.

Enter this registration code into the License and Registration Wizard, select the Finish button to complete your registration process.

Data Protection Statement

C lick the Read More button to read details of the data protection statement.

Back

This goes back to the previous screen in the registration wizard without saving any changes. Displays the

Data protection statement dialog.

208 Zetafax Configuration Guide

Finish

C onfirms the information typed, and ends the registration wizard. If automatically registering, reregistering or manually registering, a further dialog will be shown. If no changes have been made, then you will return to the Zetafax Configuration program.

Cancel

C lose the dialog and return to the Zetafax Configuration program.

Related topics

License organization details

Modifying license details

Zetafax Server 209

Administration utilities

These topics describe the Zetafax Server administration utilities, which allow the network administrator to display and modify parameters and files on the fax server. It also describes the Windows diagnostic tools that can be used to monitor the Zetafax Server.

Running the administration utilities

The administration utilities are stored in the sub directory SERVER of the Zetafax home directory. The

Zetafax Configuration program is a snap-in for the Microsoft Management console, and requires MMC version 1.2 or later to be installed on your machine.

The Zetafax Configuration program can be run from a client or server computer, but requires full access permissions to the Zetafax directories. The other administration utilities must be run on the fax server, again with full access to the Zetafax files.

Related topics

Zetafax C onfiguration

Zetafax Server console

Archiving

Zetafax C onfiguration menu commands

Billing log

Windows diagnostic tools

210 Zetafax Configuration Guide

Starting and Stopping the Zetafax Server

This section describes how to start the Zetafax Server and, if necessary, how to stop it. To send and receive faxes from other Zetafax components, the Zetafax Server software must be running. You can run the Zetafax Server as either a service or a desktop application.

Run as an application

To run the Zetafax Server

C lick the Start button and select Programs>Zetafax> Zetafax Server.

The Zetafax Server program is displayed. When the fax server starts, a number of messages appear, including Zetafax Server started at or towards the end. The server program shows the progress of the fax server at any time, including the starting and stopping of various processes. It includes a list of fax server messages along with icons showing the status of queues and devices.

The Zetafax Server window can be minimized at any time.

If the fax device message is DEVICE ERROR or similar, check that the fax modem or card is correctly connected. To reconfigure which communications port the modem or card is on, restart Zetafax

Configuration and edit the device options. You must also restart the fax server for changes to take effect.

For more information on device options, refer to the

Zetafax Configuration

section.

To stop the Zetafax Server

Zetafax Server 211

On the Options menu, click Exit Server.

Run as a service

To run the Zetafax Server Monitor

C lick the Start button and select Programs>Zetafax>Zetafax Server.

The Zetafax Server Monitor is displayed, showing the progress of the fax server, including the starting and stopping of various processes. It includes a list of fax server messages along with icons showing the status of queues and devices.

When Zetafax is running as a service, the Zetafax Server program behaves as a monitor program, and can be closed without stopping the service.

As a Windows service, you can configure the Zetafax Server using the C ontrol Panel's service configuration option.

To launch this, open the Control Panel and select Administrative Tools, then Services (Windows 2003 or later).

By default, the service is added using the LocalSystem account, with Manual startup. If the Zetafax files are stored on the network, or if you use a network printer, you need to use an alternative account with network access permissions. We recommend that you create a new account. Set the User cannot change

password and Password never expires options as the account password is stored separately by the

Service Manager program.

212 Zetafax Configuration Guide

Zetafax Configuration

The Zetafax Configuration program configures the fax server software and devices and sets up Zetafax users and their permissions. The program resides on the hard drive as C :\Program Files\Zetafax Server

\SERVER\ZFSETUP.EXE. Zetafax Configuration requires the Microsoft Management C onsole (MMC ), to be installed when you install Zetafax.

Zetafax Configuration allows day-to-day maintenance and administration of a Zetafax system. It provides the following options. C lick a heading for more detailed information:

Users and user groups

This option allows you to create and delete users' accounts, and specify when and where each user may send faxes. Each user can be set up as an administrator, who can edit the network address book, submit urgent messages and remotely configure and monitor the Zetafax Server. Use the Add new Zetafax

users wizard or Add new Zetafax user shortcut in the right pane to create and configure a new Zetafax user.

Devices

Use this option to add and configure devices, such as fax modems, intelligent fax boards and printers for printing incoming and outgoing faxes. Use the Add device shortcut in the right pane to add and configure a new device.

Autom atic inw ard routing

This option allows you to set up automatic inward routing of faxes between users on the same or another

Zetafax system.

Server settings

With this option you can:

· Specify whether incoming and outgoing faxes are archived to disk.

Select which printers are used for the automatic printing of incoming and outgoing faxes.

Specify whether charge codes are enabled or set as a requirement.

Define off-peak call times along with geographical areas of local, national and international telephone calls to control where each user can send faxes.

Specify the number of dialing attempts, together with the delay between retries.

C onfigure and enable remote administration of the Zetafax Server.

C onfigure Least C ost Routing servers, rules and links. For more information, see

Least C ost Routing .

· C onfigure Fax Relaying using Zetafax.

Adjust various system defaults.

cover sheets and letterheads

This option allows you to create and install new cover sheets and letterheads for use in Zetafax.

Licensing and registration

This option allows you to register the software when first purchased, or upgrade it at a later date.

w w w .equisys.com

Use this option to launch your web browser and connect to the Support page on the Equisys web site .

Related topics

Zetafax folder

Zetafax Server 213

Zetafax Server console

The Zetafax Server console, ZSERVER, is the program which runs SYSMAN, as described in

Programs on the Zetafax Server , to start the fax server programs. It then displays the Zetafax Server window to show

status and error messages from the fax server programs. To shut down the fax server, close the ZSERVER window. This notifies SYSMAN then exits, and SYSMAN in turn closes down the fax server programs.

If you are running the fax server as a service, running ZSERVER will allow you to monitor the activity of the service in the background and the title bar changes to Zetafax Server Monitor to indicate this. Under these circumstances, closing ZSERVER will only close the monitor program, and will not affect the fax server service. ZSERVER then provides a menu command to close down the fax server should you need to.

214 Zetafax Configuration Guide

Archiving

Zetafax allows you to archive every fax sent or received on disk, allowing you to retrieve them days or even months later. You can also print faxes automatically on any network printer, with an optional status page giving the connection time and details.

Logging and billing

Zetafax has a variety of ways of allowing users or the system administrator to keep track of fax usage.

Every fax submitted by a user stays in their Out window until they delete it, allowing them to view what was sent and to retrieve the transmission history. The logging facility allows users to check whom they have sent faxes to, and administrators can obtain a list for all users. Finally, the billing log has an entry made for every fax which is sent, including details such as the fax number and connection time; for more information, see

Billing log .

Archiving copies

The archiving feature works in addition to these mechanisms, and is configured on the Zetafax Server. It stores a copy of every fax sent and/or received, exactly as transmitted. The fax itself is saved as a graphics file, which can subsequently be viewed or printed, and a transmission history for the fax is saved in a separate file. If you wish to keep a copy of faxes on disk, it is best to use this central archiving feature and to encourage users to tidy up their In and Out windows regularly.

Configuration

Archiving is configured using the Zetafax Configuration program.

Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).

In the left pane, click Server Settings.

In the right pane, double-click on Archiving of messages received or sent.

The archiving configuration dialog will appear.

The dialog lets you enable archiving for faxes received or sent independently. You would normally select the Save fax images with transmission reports option - otherwise the transmission report will be saved, but you will not be able to view the contents of the fax.

Files created

Zetafax Server 215

The archive files are created in the directories specified in the dialog - by default these are zfax \SERVER

\Z-REC D for received faxes and zfax \SERVER\Z-SENT for sent faxes. A separate sub-directory is then created for each day, with a name of the form yymmdd ; for example, faxes received on the 1st October

2000 would be stored in the directory zfax \SERVER\Z-REC D\001001. Here zfax is the root Zetafax Server installation folder (e.g. C :\Program Files\Zetafax Server).

Each fax sent or received by Zetafax is given a message ID , which is an eight character code, and is unique for each message submitted to the Zetafax Server. The message ID is displayed on the message information and log display screens on the Zetafax client, and also stored in the billing log.

Two archive files are created for each fax; one contains the transmission history (with extension .C TL), and the other is a TIFF format graphics file containing the fax itself (with extension .G3N or .G3F). The main part of the file name is the eight character message ID.

Retrieval

Archived files may be retrieved and viewed by any user who has access rights to the archive directories by using the Zetafax client.

Select the relevant archive folder using the Folder list window in the Zetafax client. Select the folder to view for the required day and Zetafax will display the archived faxes for that day in the Filed window.

The C omment field displays the name of the user who sent or received the fax, and the original description

(e.g. "To: Fred Smith" or "From: Smith and Sons"). The name of the archive file is also displayed, which allows you to find the correct message if you already know the message ID.

Once the correct message is found you can view it, print it, or look at the message transmission history in the same way as for entries in the In or Out windows.

Related topics

Archiving of messages received or sent

Billing log

216 Zetafax Configuration Guide

Billing log

A record of all faxes sent is kept in the billing log, FAX.LOG, and all faxes received are kept in FAXIN.LOG.

These file are stored in the SERVER\Z-DB sub directory of the Zetafax home directory.

A line is added for every message addressee sent to by fax, giving details such as the Zetafax username, addressee name and company, the fax number, the connection time and number of pages sent.

The billing log file may be imported into a spreadsheet application for analysis, or you can use the Zetafax report writer to generate tabular and graphical analyses of your company's faxing habits.

Zetafax Server 217

Windows diagnostic tools

Windows Server 2012, 2008 or 2003, Windows XP and Windows Vista have built in diagnostic tools to help monitor and troubleshoot applications. This section describes how the Zetafax Server interacts with the

Event Viewer and Performance monitor.

Event Viewer

The Windows Server 2012, 2008 or 2003, Windows XP and Windows Vista Event Viewer allows you to monitor any problems that may occur on the Zetafax Server during everyday use. It provides information about such events as errors, warnings, and the success or failure of tasks. An event is any potentially significant occurrence in the system or in an application. Some critical events are noted in on-screen messages, as well as in an event log. Non-critical events are merely logged.

To start the Event Viewer:

C lick the Start button, point at Programs , point at Administrative Tools , and then click Event

Viewer .

You can view only Zetafax Server events for a given time period by applying a filter to the log.

Types of events

Zetafax logs events with varying severity: error, warning, and information messages are recorded in the application log and logging occurs whether Zetafax is run as an application or as a service.

The complete list of events that the Zetafax Server lists to the event viewer is shown in the following table:

Event

Error error checking fax device

Error error writing to printer

Unable to write to printer

Device recovered

Failing device - error error

Unable to initialize printer printer on port

Printer driver name 'name ' invalid

Printer driver file 'filename ' not found

Printer driver file 'filename ' invalid

C heckPrinter() returned OK - printer recovered

Device recovered

Process name terminated

System startup terminated

Process name terminated - shutting down system

Error error running program 'name '

Windows error error loading program 'name '

Performance monitor

Description

There was an error communicating with a fax device.

There was an error while communicating with a network printer.

A network printer is unavailable.

A device which was in a failed state has recovered.

A device has encountered a serious problem which is likely to require fixing.

Specifies the printer name and port ID.

The name by which the system tried to access a printer does not correspond to any printers visible to the system.

A printer driver file (used by the OS to communicate with the printer hardware) could not be found.

The named driver file is corrupted, or the wrong driver for the specified printer.

The printer has come on-line after being unavailable.

The (fax) device has come on-line after being unavailable.

One of the component programs has closed down and is no longer running.

The system has been shut down during startup usually by user choice.

One of the key programs (e.g. QUEUEMAN,

SYSMAN) has crashed and the rest are closing normally as the system can no longer function.

A specified program has produced a numbered error.

Windows could not find/start a named program.

218 Zetafax Configuration Guide

The Windows Server 2012, 2008 or 2003, Windows XP and Windows Vista performance monitor application allows you to monitor the performance of Zetafax Servers either locally or remotely. It uses a number of counters to track data, such as failed faxes for a specified device. You can view this data in real time, log it for future study, use it in charts and reports, and set alerts to warn when a threshold value is exceeded.

This data may be used to determine device bottlenecks and whether it may be necessary to add an additional device to your fax server.

To start the performance monitor:

C lick the Start button, point at Programs , point at Administrative Tools (Common) , then click

Performance Monitor.

Performance monitor objects

The performance monitor measures the behavior of objects running on a given computer. Zetafax adds objects such as Zetafax Server and fax devices to the list of core objects. Some objects have multiple instances; for example, each physical device, such as a fax modem will appear as a single instance of

Zetafax devices.

Performance monitor counters

Each object has a set of counters defined for it, and it is the counters which record the activity level of an object. An example of counters for a Zetafax device object would be: Connect fails , Send fails , and

Send OK .

C lick Explain>> in the Add to dialog to display more information about the use and type of data compiled for each counter.

The following table gives information about the counters logged by the Zetafax Server:

Zetafax Server

Counters

Device Receive- Failed

Device Send- Failed

Description

Devices configured for receiving/sending which have failed. This is not usually a temporary error - failed devices are likely to remain unavailable without

Device Receive- OK

Device Send- OK

Device Receive- Total

Device Send- Total

Messages- Deferred

Messages- Waiting C onversion

Messages- C onverting

Messages- Waiting Resend

Messages- Waiting C onversion

Messages- Sending

Zetafax Devices

Counters

C onnect Fails

Send Fails

Sent OK

Total Attempts (sum of above 3)

% C onnect Fails

% Send Fails

% Sent OK

Zetafax Least-Cost Routing Links

Counters

Messages Submitted

Messages Received

Messages Acknowledged

Messages Unacknowledged

Messages Sent OK

Messages Failed (Timeout)

Messages Failed (Rejected)

Messages Failed (Remote Error)

Messages Failed (Device Fault)

Zetafax Server 219

attention from a system administrator.

Devices configured for receiving/sending which are currently operating, capable of operation, or experiencing temporary problems.

Total number of fax devices - configured to receive, to send, and total of both (independent of failed/OK status).

The number of messages converted and ready for sending, but on hold due to user choice.

Messages sent by a Zetafax client, waiting to be converted into send format.

Messages currently being converted into the format in which they will be sent.

Messages which have been unsuccessfully sent

(perhaps the recipient was engaged or a device was offline). They are waiting to be resent.

Messages converted into the correct format for sending, waiting for an available hardware device.

Messages currently being sent through output devices.

Description

Attempts to send a message which have failed owing to inability of the device to establish a connection, such as a busy tone.

Messages which were submitted to the device but failed to reach their destination.

Messages which have been successfully sent by this device.

Total number of messages which the system has attempted to send.

Percentage of connection failures to total attempts to send a message.

Zero until ten attempts have been made - no '_Total' available.

Percentage of messages which were submitted to the device but failed to reach their destination. Zero until ten attempts have been made - no '_Total' available.

Percentage of messages which have been successfully sent by this device. Zero until ten attempts have been made - no '_Total' available.

Description

Messages sent to the remote server, both acknowledged and unacknowledged.

Messages received from the remote server.

Messages accepted by the remote server for processing.

Messages sent to the remote server, but waiting response.

Total of messages sent by this link to remote server no '_Total' available.

Total of messages sent which timed out - no '_Total' available.

Total of messages sent to remote server and rejected

- no '_Total' available.

Total of messages sent to remote server and failed due to error at that server - no '_Total' available.

Total of messages sent which failed owing to device failure - no '_Total' available.

220 Zetafax Configuration Guide

Zetafax Server remote administration

Provides configuration options for the Zetafax Remote Administration program. More information C lick

here for more on configuring Remote Administration.

These settings control whether the Zetafax Server can be administered from a PC other than the one where the Zetafax Server is installed. There is a separate install package on the product C D that enables Remote

Administration to be installed on another PC . The settings are described in detail below:

Zetafax Server com puter nam e

The name of the computer on which the Zetafax Server is installed. This should not normally need changing.

Allow rem ote server m onitoring

C heck this option to enable the Zetafax Server monitor program to run on another PC .

Allow rem ote server restart

C heck this option to enable the Zetafax Server to be restarted from another PC using remote administration.

Allow rem ote device control

C heck this option to enable the devices to be brought on and offline from another PC using remote administration.

Allow rem ote link control

C heck this option to enable the control of links from another PC using remote administration. This option is only available if LC R is enabled.

Queue status update frequency (seconds)

This setting controls the frequency with which the remote Zetafax Server monitor program is updated with information from the Zetafax Server.

Related topic

Installing Remote Administration

Zetafax Server 221

Auto Cleanup

Zetafax Auto C leanup allows you to set Zetafax to clean your users Inbox and Outbox of unwanted messages automatically. This can be scheduled to occur outside of normal operating hours and is fully customizable enabling you to specify both general cleanup settings that apply to all accounts as well as specific per User or Group settings. If Zetafax is not running at the scheduled Auto C leanup time it will automatically perform a C leanup when Zetafax is next started. Warning: Items deleted via Auto C leanup will not be added to the Recycling Bin and will be permanently deleted.

Scheduling Auto Cleanup

To adjust the Auto C leanup settings open the Zetafax Configuration program and select Server

Settings and then scroll down to Automatic cleanup of messages, the configuration options window will appear.

· C heck the Enable automatic cleanup checkbox

Use the Day drop down option to select the day on which to run Auto C leanup, you can either select a specific day or All for every day.

Next schedule the time to run Auto C leanup, using the 24 hour clock.

Please note it is recommended that this is set to a time of low usage such as during the night.

Setting the System Wide Cleanup Criteria

The Auto C leanup feature allows you to specify limits for your systems Inbox and Outbox. These settings allow you to determine how long items are retained for as well as a maximum number of messages that are allowed.

To determine the criteria used by Auto C leanup to decide which items to delete click the Settings...

button.

Activate each of the criteria that you require, these are:

Outbox Settings o

Abort held messages after - Will abort any messages that have been held after the specified timeframe, the default is 180 days. o

Delete successful messages after - Will delete sent messages after the specified timeframe, the

222 Zetafax Configuration Guide

default is 180 days.

Delete failed messages after - Will delete failed messages after the specified timeframe, the default is 180 days.

Outbox can contain no more than - Will delete the oldest messages to maintain the specified

Outbox size, note Zetafax will prioritize the deletion of successfully sent messages over held items to ensure queued messages are not deleted in error. The default is set to 100 messages.

Inbox Settings o

Delete received messages after - Will delete messages after the specified timeframe, the default is 180 days.

Inbox can contain no more than - Will delete the oldest messages to maintain the specified Inbox size, the default is 100 messages.

C lick OK to close the form.

Please note you must choose a value between 0 and 9999 for each option activated, note the arrow controls stop at a minimum of 14 days and a maximum of 999 which we are the recommended limits. To add a value outside this range click into the field and type it in manually.

Setting the User and Group Specific Cleanup Criteria

The User and Group settings operate in the same way as the system wide Auto C leanup settings, but if a

User or Group has their own settings these will override the system settings. The Group option also lacks the Outbox settings as Groups do not have dedicated Outbox's.

To adjust the Auto C leanup settings open the Zetafax Configuration program and select Users and

user groups.

Then select either the Zetafax users or Zetafax groups as required.

Next select the user or group you require, when the user or group details window appears select the

C leanup... button.

Activate each of the criteria that you require, these are:

Outbox Settings o

Abort held messages after - Will abort any messages that have been held after the specified timeframe, the default is 180 days. o

Delete successful messages after - Will delete sent messages after the specified timeframe, the default is 180 days.

Delete failed messages after - Will delete failed messages after the specified timeframe, the default is 180 days.

Outbox can contain no more than - Will delete the oldest messages to maintain the specified

Outbox size, note Zetafax will prioritize the deletion of successfully sent messages over held items to ensure queued messages are not deleted in error. The default is set to 100 messages.

Inbox Settings

Zetafax Server 223

Delete received messages after - Will delete messages after the specified timeframe, the default is 180 days.

Inbox can contain no more than - Will delete the oldest messages to maintain the specified Inbox size, the default is 100 messages.

C lick OK to close the form.

224 Zetafax Configuration Guide

Zetafax failover

To help reduce the impact of system failure on your faxing needs, you can set up a second Zetafax Server that will detect issues with your standard server, and activate to allow any faxes to be sent.

This allows you not only to deal with issues such as system crashes, but also allows you to carry out system upgrades without interrupting Zetafax use.

In order to set up a system for failover, you will need:

A primary Zetafax Server

A Back-up Zetafax Server

A File Server

· A failover license

This section deals with how to set up your system for failover.

Installing a failover system

C onfiguring a failover system

Normal operation and application start-up

Automatic failover

Manual failover

Reverting back to the original configuration

Zetafax Server 225

Zetafax failover - Installing a failover system

In order to set up a failover system, you require:

· A File server

The file server used with your failover system holds all the files that are used by both your primary and back-up servers. By storing all your files on this separate server, you allow instant access to files by both servers.

Note: Please ensure that your file server is backed up on a regular basis. Ideally a RAID (Redundant

Array of Independent Disks) system should be setup to enhance the fault tolerance of your system.

· A Primary Zetafax Server

Your primary Zetafax Server will send and receive the majority of faxes for your organization.

· A Back-up Zetafax Server

Your back-up server will only be activated if your primary server is not functioning for any reason. The back-up server needs to be ready to be activated as soon as it's monitoring system detects that the primary server is not functioning.

Setting up your failover system

1. Make sure that the computers where you intend to set up the failover system are in a single domain.

2. On the file server, you need to create a directory named Zetafax_Shared_Data and share the directory with full permissions.

Note: When naming folders, you should not leave any space in the folder name.

3. Make sure you can access the above created directory from both the Primary Server and Back-up server computers.

Installation of the Primary Zetafax Server

To install the Zetafax Server software follow the instructions below:

1. From the C D run the Zetafax Server Install.

2. Select Advanced Server Install and click Next.

226 Zetafax Configuration Guide

3. On the next screen, select Server Install (If you are installing the Primary server) and click Next.

4. Accept the terms of the license agreement and click Next.

Zetafax Server 227

5. Enter the Licence Number provided with the C D and click Next.

6. On the Server Files screen, browse to the location where you want to install the Zetafax Server and click Next.

7. On the Shared Data screen, browse to the shared directory 'Zetafax_Shared_Data' on the file server and click Next.

8. C lick Install on the next screen.

9. When prompted with a warning shown below, click OK (taking note of the action that may be required).

10. C lick Finish to finish the installation.

After installing your Server, open the configuration program, and run through the Configuration Wizard, this will allow your Zetafax system to operate correctly. For more information on this, please refer to the

C onfiguration wizards section.

Additional Instructions

On the Primary Server

C opy the Server folder located at C:\Program Files\Zetafax Server on your local PC , to the

Zetafax_shared_files folder on the shared file system.

Open the Zetafax.ini file located at C:\Program Files\Zetafax Server and modify the

ServerArea line so it appears as follows:

ServerArea: \\<File Server>\Zetafax_shared_files\SERVER

Start the Zetafax Server as a service and follow the steps below:

Select Run from the Start menu.

Type services.msc in the pop up window and click OK.

· Browse to the Zetafax Server and right click on Zetafax Server.

Select properties.

Select the logon tab.

Select This account radio button.

Supply the Username and Password for a user that has Domain Admin Privileges.

C lick OK and then start the Zetafax Server service.

Installation of the Back-up Zetafax Server

To install the Back-up Zetafax Server software follow the instructions below:

1. From the C D run the Zetafax installation

2. Select Advanced Server Install and click Next.

3. On the next screen, select Back-up Server Install (for failover) and click Next.

4. On the Server Files screen, browse to the location where you want to install the Zetafax Server and click Next.

228 Zetafax Configuration Guide

5. On the Shared Data screen, browse to the shared directory Zetafax_Shared_Data on the file server and click Next.

6. C lick Install on the next screen.

Zetafax Server

7. If prompted with a warning as shown below, click OK (taking note of the potentially required action).

229

8. C lick Finish to finish the installation.

C onfiguration wizards section.

Additional Instructions

On the Backup Server

Open the Zetafax.ini file located at C:\Program Files\Zetafax Server and modify the

ServerArea line so it appears as follows:

ServerArea: \\<File Server>\Zetafax_shared_files\SERVER

Go to Start > Programs > Zetafax > Zetafax tools > Manage Zetafax Server Services.

Select Install and configure Zetafax service and click OK.

Select the same Domain Admin account that was used when configuring the Primary Server, supply the Password and click OK.

230 Zetafax Configuration Guide

C lick Start on the screen below.

During the start-up of the Zetafax Backup Server as a service, you may see the following message:

Please click OK to dismiss the message – it is safe to do so. The Zetafax Backup server has a startup delay (by default 5 minutes) built in, so the Operating System will think that the service did not start.

To verify that the Backup server has started, start the Task manager and go to the processes tab.

SYSMAN.EXE process should be running.

Zetafax Server 231

When you start the Zetafax Server Monitor on the Backup Zetafax Server, sometimes you might see the dialog below. Please click OK. This is a known user interface issue, and can be safely ignored.

How to set up a Zetafax failover system when upgrading from Zetafax

Server 2006 version

Note: If you had archiving enabled in the old Zetafax Server configuration please also back-up the

'SERVER' folder from the old server located at ...\Zetafax Server\.

1. Make sure that the computers where you intend to set up the failover system are in a single domain.

2. On the file server, you need to create a directory named 'Zetafax_Shared_Data' and share the directory with full permissions.

3. Make sure you can access the above created directory from both the Primary Server and Back-up server computers.

4. Browse to \\...\Zetafax Server\ directory and copy the USERS and System directories to a local temp directory.

5. Uninstall the existing Version 2006 server.

6. Install Zetafax for failover configuration by following the instructions for the installation of the

Primary

232 Zetafax Configuration Guide

and

Back-up Servers.

7. Once the installation is complete, browse to the 'Zetafax_Shared_Data' directory on the file server and replace the USERS directory with the backed up USERS directory from the temp location.

8. Browse to the ...\System\Z-DB folder in the 'Zetafax_Shared_Data' directory on the file server and copy the following files from the backed up ...\System\Z-DB folder:

C OUNTRY.INI

USER.INI

USERLIST.INI

ROUTING.INI (If present)

MAILLIST.INI (If present)

9. Browse to the ...\System folder in the 'Zetafax_Shared_Data' directory on the file server and copy the following directories from the backed up ...\System directory:

Z-GRAPH

Z-C over

Z-LETTER

10. C onfigure the devices on both the Primary and the Back-up servers.

Follow the instructions below only if you had archiving featured enabled in the old Zetafax Server configuration:

11. Back-up the Z-SENT and Z-REC D directories from the ...\Zetafax Server\SERVER on the old Zetafax

Server.

12. After the failover installation, copy both the directories in the \\<File Server>\Zetafax_Shared_Data directory on the file server.

13. On the primary server, start the Zetafax configuration program and go to server settings and double click on Archiving of messages received.

14. Enable the archiving of received and sent faxes by clicking on Archive received messages and archive sent messages and also change the location to store files to \\<File Server>\Zetafax_Shared_Data\Z-

REC D for received faxes and \\<File Server>\Zetafax_Shared_ Data\Z-SENT for sent faxes as sown below.

Zetafax Server 233

Note: You might also need to re-enable the email gateway on both the Primary and the Back-up servers.

Additional Instructions

On the Primary Server

C opy “Server” folder located at ‘C :\Program Files\Zetafax Server’ on your local PC , to the

‘Zetafax_shared_files’ folder on the shared file system.

Open the Zetafax.ini file located at ‘C :\Program Files\Zetafax Server’ and modify the ‘ServerArea’ line so it appears as follows:

ServerArea: \\<File Server>\Zetafax_shared_files\SERVER

Start the Zetafax Server as a service and follow the steps below:

Select ‘Run’ from the Start menu.

Type services.msc in the pop up window and click OK.

Browse to the Zetafax Server and right click on Zetafax Server.

Select properties.

Select the logon tab.

· Select ‘This account’ radio button.

Supply the Username and Password for a user that has Domain Admin Privileges.

C lick OK and then start the Zetafax Server service.

On the Backup Server

Open the Zetafax.ini file located at ‘C :\Program Files\Zetafax Server’ and modify the ‘ServerArea’ line so it appears as follows:

234 Zetafax Configuration Guide

ServerArea: \\<File Server>\Zetafax_shared_files\SERVER

Go to Start > Programs > Zetafax > Zetafax tools > Manage Zetafax Server Services.

Select ‘Install and configure Zetafax service’ and click ‘OK’.

Select the same Domain Admin account that was used when configuring the Primary Server,supply the Password and click ‘OK’.

C lick ‘Start’ on the screen below.

Zetafax Server 235

During the start-up of the Zetafax Backup Server as a service, you may see the following message:

Please click ‘OK’ to dismiss the message – it is safe to do so. The Zetafax Backup server has a startup delay (by default 5 minutes) built in, so the Operating System will think that the service did not start.

To verify that the Backup server has started, start the Task manager and go to the processes tab.

SYSMAN.EXE process should be running.

When you start the Zetafax Server Monitor on the Backup Zetafax Server, sometimes you might see the dialog below. Please click ‘OK’. This is a known user interface issue, and can be safely

236 Zetafax Configuration Guide

ignored.

Related Topic:

Installing a failover system

Zetafax Server 237

Zetafax failover - configuring a failover system

Having installed your failover system, you will need to adjust your failover configuration to match your needs.

Open your Zetafax configuration program.

Open the Server failover screen, found within the Server Settings:

From here you can:

C heck your primary and back-up server locations

Set the number of minutes your primary sever can be unresponsive before starting the back-up system

Set the number of minutes your back-up server should wait on start up before monitoring the primary server

Checking your server locations

At the top of the C onfiguration Options - Server failover screen, the names of both your primary and backup Servers are displayed. if at any time you need to change these locations, you will need to modify your

Setup.ini file following the instructions in the

installing a failover system section.

Setting the check time

The check time, is the number of minutes the back-up server will wait before checking that the primary server is active.

The default setting for the check time is 2 minutes, but by modifying this number you can change this frequency to anywhere between 1 and 30 minutes. The more frequent these checks, the quicker your back-up server will be activated in the case of issues with your primary server. However, increased check times may lead to marginally decreased server productivity.

Setting the back-up standby time

In some situations, for example power failure, both your primary and back-up server may restart at the same time.

The back-up standby time is a method of preventing the back-up server from activating immediately on

238 Zetafax Configuration Guide

start up, to allow the primary server enough time to restart and activate Zetafax.

The default setting for the check time is 5 minutes, but by modifying this number you can change this frequency to anywhere between 5 and 20 minutes. The more frequent these checks, the quicker your back-up server will be activated after a restart.

Note: For both the check time and the standby time, if no value or a number outside the range has been added, the default value will be used.

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Zetafax failover - normal operation and application start-up

Once your system is set up

Having set up and configured your system for failover, it is important to test both servers are working correctly both immediately after setup and at regular intervals.

At the very least, the following maintenance routine should be followed once every six months.

On the Primary Zetafax Server check for updates to your server, using the Check for Updates option found on the Help menu of your Zetafax Server Console.

If any updates are found, the steps below should be followed:

Applying updates to a failover system

1. All available updates should be downloaded to a convenient location for use (for example on the desktop).

2. On the Back-up Zetafax Server select the Go Active option from the Options menu.

You will be prompted with the following message:

‘Are you sure you wish to shutdown the Primary Server (<<Primary Zetafax Server machine name>>) and continue processing on this machine (<<Back-up Zetafax Server machine name>>)?'

3. Select OK and your Primary Zetafax Server will close down.

4. Open each update and apply to your Primary Zetafax Server following the instructions in the related technotes.

5. When all updates have been applied, close down the Back-up Zetafax Server.

6. Restart the Primary Zetafax Server and ensure that all services are functioning normally.

7. Apply the updates to the Back-up Zetafax Server and then restart it.

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Zetafax failover - automatic failover

Once your system is correctly configured, your Zetafax system will automatically start using your Back-up

Zetafax Server as soon as it detects that the primary Zetafax Server is no longer functioning.

There are several ways that you can tell that your Back-up has replaced your Primary Zetafax Server:

The Back-up Zetafax Server Monitor will stop displaying a (Passive) message

On startup, the Back-up Zetafax Server will post a message to the server.log:

‘Back-up Server now handling all messages’

On startup, the Back-up Zetafax Server will post a message to the application event log:

‘Back-up Server now handling all messages’

Every 15 minutes, a message from the Back-up Zetafax Server will be posted to the server.log:

'Back-up server is currently active and handling all messages'

It is important, having noticed that an automatic failover has occurred, to determine the reason behind your system failure. To do this, check the server.log on your Primary Zetafax Server for error messages.

Once you are sure that your system is stable, follow the instructions on how to

revert back to the original configuration .

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Zetafax failover - manual failover

There are serval reasons why a manual failover of your Zetafax system might be necessary:

Routine Maintenance

Addition of extra software

· Addition of extra hardware

Testing of your failover system

To manually failover your system follow these steps:

1. On the Back-up Zetafax Server select the Go Active option from the Options menu.

You will be prompted with the following message:

‘Are you sure you wish to shutdown the Primary Server (<<Primary Zetafax Server machine name>>) and continue processing on this machine (<<Back-up Zetafax Server machine name>>)?'

2. Select OK and your Primary Zetafax Server will close down.

Note: If you want for any reason to shut down both your Primary Zetafax Server and your Back-up

Zetafax Server you must close down your Back-up server first.

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Zetafax failover - reverting back to the original configuration

When you are ready for your system to revert the original configuration follow these steps:

1. Ensure that all users are logged out, and that no faxes are queued to be sent.

2. Shut-down your Back-up Zetafax Server.

3. Start your Primary Zetafax Server.

4. Ensure that your Primary Zetafax Server is operating normally and has fully initialized.

5. Restart your Back-up Zetafax Server.

6. Ensure that your Back-up Zetafax Server has started in 'Passive' mode.

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cover sheets, letterheads and attachments

Zetafax allows you to create and use your own

cover sheets,

letterheads and

attachment files which can

then be added to your faxes to help maintain your corporate identity.

When you first install Zetafax you will find that a number of samples of each file type have been provided for you, this is to help you to get started using Zetafax. It is worthwhile taking the time to set up your own versions of these files which can then be used by all Zetafax users across your network.

Select one of the topics below for further instructions on how to do this:

C reating a cover sheet

C reating a letterhead

C reating a document attachment

cover sheets

A cover sheet provides the fax recipient with information about the fax they are receiving. It is usually the first sheet of a fax that gets sent, and contains information both for the recipient and also to help the fax reach it's destination.

Each cover sheet consists of two files: a foreground file which contains text which is different for each fax

(such as the name and organization), and a background file, containing fixed information such as the company logo. The background file is optional, and can be omitted if all the fixed information is in the foreground file.

C over sheets are stored in the SYSTEM\Z-C OVER sub directory of your Zetafax home directory. The foreground is stored and is given an extension of .EPN. The background is a graphics file, with extension

.G3F for fine mode faxing, or .G3N for standard mode.

C lick here for instructions on how to create your own cover sheets

Letterheads

Each letterhead for use with Zetafax is stored as a multi page graphics file, in the SYSTEM\\Z-LETTER sub directory.

When sending a fax, the pages of the document being sent are merged with the letterhead pages in order

(as when you print a document onto letterhead and continuation paper). If there are more pages in the document file than in the letterhead, the last page of the letterhead is used for all remaining pages.

Most companies have letterhead paper (with their address and logo) for the first page of letters, and continuation paper (with just a logo, or perhaps blank) for all other pages. To mirror this with Zetafax the letterhead file should contain two pages, with the letterhead sheet as the first page and the continuation sheet as the second.

Attachment files

Attachment files are multi page graphics files which can be added to the end of a fax being sent.

There are two types of attachment files: system attachments, which are available to all users, and private attachments which can only be used by a given user. System files are stored in the C :\\Program Files\

\Zetafax Server\\SYSTEM\\Z-GRAPH directory, while private files are stored in each user's graphics sub

244 Zetafax Configuration Guide

directory USERS\\{\i username} \\Z-GRAPH.

Any document or image which you could send as a fax, or any received fax, can be saved as an attachment file. This includes images in any of the supported graphics formats (TIFF, DC X, PC X, etc.) as well as any word processor or text file.

Resolutions used

You can send faxes at two different resolutions: standard mode (200 x 100 dpi), and fine mode (200 x 200 dpi). Usually graphics files for sending - letterhead, cover sheet backgrounds and attachment files - are stored in one resolution only, and Zetafax converts formats automatically if sending at a different resolution.

Most Zetafax systems are configured to send faxes at the higher resolution (fine mode), and this is the default setting if you specify Normal as the resolution unless the network administrator has used Zetafax

Configuration to alter the system default. Therefore it is usual to store fine mode versions of the graphics files only, and the instructions in the sections below tell you how to do this.

However, if you wish, you can create separate versions of the files for the two different resolutions.

Although rare, you might do this if you send at both resolutions, and want to fine tune the lower resolution version of the file to improve the image quality, or to reduce the preparation overhead in converting between formats. The different versions have the same file name, but with an extension of .G3N for standard mode and .G3F for fine mode versions.

Using cover sheets, letterheads, or attachments

The next section explains how to create custom cover sheets, using the cover sheet Editor provided with

Zetafax. You can also create a letterhead or attachment file by faxing the document and then saving the fax preview in an appropriate format; for more information, see

Faxing a cover sheet, letterhead, or attachment .

Related topics

The cover sheet Editor

Using letterheads

Faxing a cover sheet, letterhead, or attachment

Zetafax Server 245

Creating a cover sheet

Before creating your own cover sheet, it is important to give some thought into what you wish your cover sheet to look like. If you have a company logo, and would like to display this on your cover sheet, you will need a copy of this either in graphical form or on paper if you possess a scanner.

Personalized cover sheets can help your business identity. Allowing you to increase awareness of your corporate branding without incurring any extra costs.

Note: cover sheet creation can only be done by users that have Administrator status.

cover sheet C reation is done in two stages. This allows you to add both background data such as images, lines and words that you do not intend to change on a fax to fax basis and also foreground data such as fax addresses, names and dates that will differ for each fax.

Create the cover sheet background file

Open Word.

Add your corporate logos, and design the layout for the background of your cover sheet.

Print your document to the Zetafax Printer.

The Zetafax Client will open and the Fax Wizard will be displayed:

C hoose the cover sheet, letterhead or attachment file option.

Select the cover sheet background - optional checkbox.

Provide a name for your cover sheet within the File name text box.

Add a description in the Description text box.

Select the OK button to save the background of your cover sheet.

246 Zetafax Configuration Guide

Select Yes to add variable fields to your fax form.

Create the cover sheet foreground file

Open the cover sheet editor program.

Open the cover sheet you wish to modify, or select New to create a blank cover sheet or use one of the standard cover sheet templates.

Add a text field

Adding a text field allows you to add information to your cover sheet that is going to remain the same between faxes.

C lick on the Insert Text button:

C hoose where on you fax you would like this information to appear, and click the left button on your mouse.

Type the text you want to add.

Add a m erge field

Adding a merge field to your cover sheet allows you to add fields that will personalize your cover sheet.

C lick on the Insert Field button:

The Field menu will be displayed:

Select the field you would like to add to the cover sheet.

C hoose where on you fax you would like this information to appear, and click the left button on your mouse.

Your field is now added to your cover sheet.

Insert a line

One or more lines can be added to your cover sheet to separate sections.

Zetafax Server 247

C lick on the Insert Line button:

Draw your line by holding down the left button on your mouse and moving the mouse till you get a line of the desired size.

Your line is now added to your cover sheet.

Insert a box

Boxes can be added to your cover sheet to allow information such as any notes you may wish to be add to be separated from the rest of the information on the cover sheet.

C lick on the Insert Box button:

Draw your box by holding down the left button on your mouse and moving the mouse till you get a box of the desired size.

Your box is now added to your cover sheet.

Editing your cover sheet

Having added fields to your cover sheet, these can be edited using the cover sheet Editor at anytime.

Having loaded the cover sheet you wish to edit into the cover sheet Editor you can:

Edit text

Any text fields added to your cover sheet can be changed by selecting them with you left mouse button.

This will move your cursor to the field and allow you to add, delete or change text as required.

Form at text

By clicking the right button of your mouse over any text or fax field, you will be given options to edit the formatting of that text. You can:

C hange the font.

Edit the text or change the fax field.

Justify the text or fax field.

Delete the item.

If you choose to change the font, the following menu will be displayed:

248 Zetafax Configuration Guide

This allows you to change the appearance of your selected text.

Move fields

All fields can be moved by selecting them with you left mouse button and either dragging them or using the arrow keys on your keyboard.

Change line thickness

For both lines and boxes that have been added you can change the thickness of lines by clicking the right button of your mouse on the object and selecting the Properties option. This will provide you with a

Properties menu for that item, allowing you to change the line thickness. In addition, you can add a shadow to any boxes you might have added.

Saving your cover sheet

Having created a cover sheet you are happy with, simply select the Save As option from the File menu and provide a name and description of your cover sheet. You can now use your cover sheet the next time that you send a fax.

Zetafax Server 249

Creating a letterhead

Using a word processor

If you have the letterhead available in a word processor or other application program, this will generally give the best results.

With the server and client running, print the document using the Zetafax printer driver.

After a short time the Zetafax Addressing window will appear.

C lick Save As then click cover sheet, letterhead or attachment file and then click OK .

This will display the Save as system file dialog.

Select Letterhead background - letterhead and continuation .

The option will be disabled if the Zetafax printer driver was set to the wrong format before printing or if you have not correctly followed the instructions above.

In Filename , enter a filename without any extension (e.g. LETTHEAD if you want to overwrite the default file), and a short description to help users.

C lick OK.

The letterhead will be created.

250 Zetafax Configuration Guide

Creating shared document attachments

In order to allow all Zetafax users to access an attachment, they need to be stored in a suitable format in the shared document folder.

When you have a document you wish to allow other users to access, simply save it to the C :\\Program Files

\\Zetafax Server\\SYSTEM\\Z-GRAPH directory.

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The cover sheet Editor

The Zetafax cover sheet Editor allows you to create and edit a cover sheet in a single window. It works in a similar way to desktop publishing applications, so many of its features should be familiar to most users.

The cover sheet Editor allows you to import image files, such as a company logo, position and resize them, and overlay text and field objects. In addition, you can add boxes and lines to further enhance the presentation.

Foreground and background files

Zetafax cover sheets consist of two files: a

foreground file which contains text which is different for each

fax (such as the name and organization), and a

background file, containing fixed information such as the

company logo. The background file is optional, and can be omitted if all the fixed information is contained in the foreground file.

When you save the changes you make to your cover sheet design, the cover sheet Editor creates two separate files. The foreground is stored and is given an extension of .EPN. The background is a graphics file, with extension .G3F for fine mode faxing, or .G3N for standard mode.

Running the cover sheet Editor

To run the cover sheet Editor: Launch the Zetafax client program (Start menu, Programs submenu,

Zetafax submenu). On the Tools menu, click cover sheet Editor .

Zetafax users must be assigned administrator privileges in order to create cover sheets. Refer to

User edit

- permissions for more information.

Alternatively, the network administrator can launch the cover sheet Editor using the cover sheets and

Letterheads option in the Zetafax Configuration program, ZFSETUP.

Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).

In the left pane, double-click the Zetafax folder, and then click cover sheets.

On the Action menu, click Add.

When you first run the cover sheet Editor you are prompted whether you wish to create a new cover sheet or open an existing cover sheet. The installation process installs some example cover sheets. The simplest way of creating a custom cover sheet is to modify one of the examples, and to replace the background with your company logo or letterhead.

Creating a new cover sheet

To create a new cover sheet from within the cover sheet Editor:

On the Zetafax Tools menu, click cover sheet editor .

You will then be prompted to select one of the installed cover sheet templates. Ensure New blank

cover sheet is selected. C lick OK .

The cover sheet Editor window will be displayed, showing the new cover sheet as a blank page.

Creating the background file

The first stage in creating a new Zetafax cover sheet is to create the cover sheet background file. This will make it easier to insert foreground objects later.

The cover sheet background file is similar to a company letterhead. It is stored as a TIFF FAX format graphics file, and contains the fixed part of the cover sheet, like a company logo and address of the sender.

252 Zetafax Configuration Guide

As background files are an optional component of the Zetafax cover sheet, you can skip this section if you do not wish to use a background file, and go straight to the section

C reating the foreground file .

To edit the background file:

On the View menu, click Edit Background.

When you switch to editing the background file, any foreground objects you have already inserted will appear grayed and you will be unable to select or change them.

When editing the background file, you can insert bitmap images as well as cut, move, or resize areas of the graphics file.

Inserting bitmaps

To insert a bitmap:

On the Insert menu, click Bitmap… .

You will be prompted for the file to insert.

You may insert a Windows bitmap file (.BMP) or any Zetafax format TIFF files (.G3N or .G3F).

Browse to the file you wish to insert and click Open.

The mouse cursor will change to a + cross-hair to allow you to position the image.

· If you want a 3D shadow or watermark effect, click the Effects menu item of your choice.

Drag the selected bitmap to the required position.

Note: If you attempt to insert a color bitmap file, the cover sheet Editor will try to dither the colors to gray scales. For best results you should convert color bitmap images to gray scale bitmap images prior to importing them into the cover sheet Editor.

Creating the foreground file

To edit the foreground file:

On the View menu click Edit Foreground.

Note: When you open the cover sheet Editor, you will initially be in edit foreground mode.

When you switch to editing the foreground file, any background objects such as bitmap images you have already inserted will appear grayed and you will be unable to select or change them.

Foreground objects are used for the variable information which is different for each fax sent, such as the name and organization of the recipient. The cover sheet Editor also includes other objects such as text lines and boxes as foreground objects. When using the cover sheet Editor, foreground objects appear as

'floating' objects above the background TIFF image.

When you save changes to your cover sheet design, these objects are saved in the foreground file.

To insert a Text, Field, Line or Box object:

On the Insert menu, click Text , Field… , Line , or Box.

Alternatively, you may insert an object using the toolbar or the pop-up menu which is displayed on a righthand mouse click.

Zetafax Server 253

Note: The bitmap object may only be used while editing the background file. If you are currently editing the foreground file and select Bitmap , the cover sheet Editor will prompt you whether you wish to switch to editing the background file.

The following sections describe object insertion in more detail.

Inserting text

To insert text:

On the Insert menu, click Text.

C lick the position on the page at which you want the text.

Type the text.

If you want to insert a further line of text aligned below the first, press the Enter key and type the text.

If you want to reposition any item, click on the text and drag the shaded outline box to the new position.

Form atting text

The first time you insert text using the insert text command, the cover sheet Editor uses the 12pt Arial typeface. To change the typeface you use or the appearance of the typeface used in text and field objects:

C lick the object you want to format.

On the Format menu, click Font.

Make the required changes.

C lick the OK button.

The cover sheet Editor will remember and use the new typeface and style you have selected for subsequent text and field objects.

Inserting a field

To insert a field:

On the Insert menu, click Field.

The cover sheet Editor displays a tabbed dialog to allow you to select from the available fields.

C lick the tab corresponding to the type of field you wish to insert.

C lick the type of field you wish to insert.

C lick OK. C lick the position on the page at which you want the field.

The Note field behaves slightly differently from the other fields and is described separately below.

You may change the formatting and style of cover sheet fields. If you choose to format a cover sheet field using a non-standard typeface, you must ensure that this typeface is installed on the Zetafax Server computer which is responsible for generating the cover sheet.

254 Zetafax Configuration Guide

Aligning text

cover sheet field objects appear in blue text in the cover sheet Editor and they will normally appear alongside some descriptive text you have already inserted. When a fax is actually sent the field text will be replaced with real values which are meaningless unless they are qualified with such descriptive text.

For example, the field Full Name (Recipient tab) will be replaced by the name of the addressee as entered in the Zetafax client. It is advisable to use descriptive text such as the word "To" in order to identify the recipient clearly on the cover sheet.

To make this task simpler, the cover sheet Editor allows you to select multiple cover sheet fields and align them along one of their borders.

To align fields:

C lick a foreground text field.

Hold down the Shift key and click one or more additional fields.

The fields you have selected will appear with a dotted line as a border.

Drag the selected fields to reposition them on the page.

Once you have positioned the fields:

On the Format menu, click Align and then the menu item of your choice.

Note fields

A cover sheet Notebox field (Other tab) is a special type of field used to insert cover sheet notes which may span several lines of cover sheet text.

Once you have placed the field, you can select one of the edges and drag it to resize the box. The box may be as large or as small as you like; however as a typical cover sheet note may contain up to 10 lines or

Zetafax Server 255

more of message text, it may be sensible to be as generous as possible.

Inserting lines and boxes

The Zetafax cover sheet Editor allows you to insert lines and boxes to make the appearance of your cover sheet more professional. You may wish to insert a line to separate cover sheet text from your company address details, or insert a box to enclose the sender's or recipient's contact details.

To insert a line or box:

On the Insert menu, click Line or Box .

The mouse cursor changes to a + cross hair to allow you to select a position for the object.

Drag on the page to specify the start and end positions of the object.

Form atting draw ing objects

To further enhance the look of your cover sheet design, you can modify the appearance of a drawing object:

C lick the object you wish to modify.

Resize or reposition the object by dragging one of its edges.

To change the object's properties:

On the Format menu, click Properties… .

In the properties dialog that appears make any changes you require.

C lick OK.

Further features

Like most desktop publishing or word processing applications, the cover sheet Editor lets you change the view of the working area. This is controlled by the View menu:

To display the page at 1:1, click 1:1.

To display the page in the full window width, click Fit to Width.

To display the whole page in the window, click Whole Page .

The cover sheet Editor is capable of supporting several different page sizes. A4, US Letter, and US Legal page sizes may be selected from the Page setup command (File menu). In addition, custom page sizes may also be specified.

To set a specific page size as the default page size for all new cover sheets:

On the File menu, click Page Setup.

C heck the Set as default check box.

By default, the cover sheet Editor uses inches as the units of measurement. When the mouse cursor is positioned over the working area, the exact (X,Y) location is displayed in the status bar. You can change the units of measurement to centimeters or pixels by clicking Settings (Options menu).

256 Zetafax Configuration Guide

Using letterheads

Letterhead file

Each letterhead for use with Zetafax is stored as a multi page graphics file, in the C :\Program Files\Zetafax

Server\SYSTEM\Z-LETTER directory.

The pages of the document being sent are merged with the letterhead pages in order (as when you print a document onto letterhead and continuation paper). If there are more pages in the document file than in the letterhead, the last page of the letterhead is used for all remaining pages.

Print setup

Ensure that the word processor letterhead has your continuation paper (or a blank sheet) as its second page. C onfigure the Zetafax printer using the following procedure:

Window s 2003 or later

Within the word processor program on the File menu, click Print....

Set the Printer Name to Zetafax Printer.

C lick Properties.

· C lick the Advanced tab.

In the upper list, under Graphic , click Resolution.

In the lower list, click Fine Fax (204 x 196 dpi).

Using a word processor

If you have the letterhead available in a word processor or other application program, this will generally give the best results.

· With the server and client running, print the document using the Zetafax printer driver.

After a short time the Zetafax Addressing window will appear.

C lick Save As then click cover sheet, letterhead or attachment file and then click OK .

This will display the Save as system file dialog.

· Select Letterhead background - letterhead and continuation .

The option will be disabled if the Zetafax printer driver was set to the wrong format before printing or if you have not correctly followed the instructions above.

In Filename , enter a filename without any extension (e.g. LETTHEAD if you want to overwrite the default file), and a short description to help users.

C lick OK.

· The letterhead will be created.

Zetafax Server 257

Faxing a cover sheet, letterhead, or attachment

If you do not have a word processor version of your file, you can still create a new Zetafax cover sheet background image, letterhead, or attachment simply by sending from another fax machine (effectively using the other fax machine as a scanner).

· Ensure that you are logged in to the Zetafax C lient as the user you have configured to receive incoming faxes.

From another fax machine send Zetafax your file and continuation paper as a two page fax, in Fine resolution.

You should get a notification that a new fax has been received, and see an entry for the new fax in your In window.

· Select the entry, then click View (File menu) to check it has been received correctly.

The file resolution (displayed on the status bar) should be 200 x 200 dpi - otherwise you should resend it in

Fine mode.

Exit the viewer by clicking on Exit (File menu).

Quit from view, then choose Save as (File menu) to save the file.

C ontinue as described above to use the file.

You may wish to tidy up the file, for example to remove any transmission specks from it. You can do this by viewing it (either in the C :\Program Files\Zetafax Server\ SYSTEM\Z-LETTER directory or while still in the

In window), exporting it to another graphics format file, tidying it using an image editing program such as

Paint, then importing it again into the Zetafax viewer.

258 Zetafax Configuration Guide

Automatic inward routing

Zetafax can use a number of methods for delivering received faxes automatically to their intended recipient. These include giving each user their own fax number, or specifying that all faxes from a given company should be sent to a particular user.

These topics describe the various techniques used, explaining any specific hardware requirements, and explains how to configure and use the different methods.

Related topics

Automatic routing options

Use from the Zetafax client

Software configuration

Automatic inward routing dialog

Server settings

Zetafax Server 259

Automatic routing options

Routing types

When you add a new fax line to a Zetafax Server you specify the user to receive incoming faxes. This is the person who is notified when faxes are received without any specific information about for whom they are intended. The person who is notified can view the new faxes then either print them or forward them to the correct user, using the Zetafax C lient menu commands Forward (File menu) or Forward to mail (File menu). This is called manual routing.

There are three types of automatic inward routing which are configured and used independently:

Sub-address routing

This is the most direct type, in which the sender identifies the recipient directly, for example by dialing a specific fax number. Zetafax supports four different methods of sub-address routing, as described in the

Sub-address routing topic.

Sender ID routing

This looks at who sent the fax to determine the intended recipient.

Autom atic forw arding

In this type of routing all faxes for a specific user will be forwarded to another user. This might be used when someone is sick or away on vacation.

Each of these types are explained in greater detail in the following sections.

Note: Some of the routing types require additional hardware and software options to be purchased.

Related topics

Use from the Zetafax C lient

Software configuration

Sub-address routing

Sub-address routing is the most direct of the automatic routing methods available, allowing the sender to specify the intended recipient directly. There are four different methods of doing this.

DID routing

Many companies already have a phone system (PBX) where each extension can be dialed directly from outside the company, rather than having to go via the switchboard. The technology behind this is called

Direct Dialing Inwards (DDI) or Direct Inward Dialing (DID), and is as applicable to fax as it is to voice calls.

260 Zetafax Configuration Guide

This is the most direct of the inward routing methods. Each user is given their own fax number - not a separate fax line, just their own number. Faxes sent to that number are routed directly to the user.

The number of fax numbers allocated is independent of the number of fax lines on your Zetafax system all you do is define a table of fax numbers, giving the Zetafax user account corresponding to each one.

If your phone system supports DDI/DID for telephone calls already, it can probably be configured simply to allow DDI/DID for fax. If you do not already have DDI/DID you can install a separate digital telephone line

(ISDN) or analogue DID telephone line to support it just for fax. Details of both these methods are given below.

DTMF routing

The method Zetafax uses for DDI/DID routing is to recognize DTMF tones sent to the Zetafax Server just after it answers the call, telling it what number was dialed. These are the musical tones generated by modern phones when the number keys are pressed.

Even without giving each user their own fax number, you can still get the same effect by getting the sender to key in extra digits after Zetafax answers the call. This is normally done by adding them to the fax number, after a few pause characters. Because of the relatively high level of sophistication required this is suitable for expert fax senders only!

Station ID suffix

If you are sending a fax to another Zetafax system, you can specify the recipient's username to cause the fax to be routed directly to that user. This is done by adding the username to the end of the destination fax number, separated by a colon; for example 123 4567:Brian. You can also set up other routing names for use with this mechanism such as extension numbers or descriptive names such as SALES.

The username or parameter is sent to the remote fax system by adding it to the end of the station identifier

, or CSID . This is the identifier programmed into all fax machines and printed on the top line of faxes they send, and is usually set to the sender's fax number. Sometimes called colon routing, this routing method is also supported for faxes sent to and from other PC fax systems.

T.30 sub-addressing

The ITU Group 3 fax T.30 specification has been extended to allow for sub-addressing in addition to the basic fax number. At first only fax software will support this, but in the future expect to see fax machines with an extra button or two. It works in the same way as

Sender ID extension routing

Related topics

Automatic routing options

Use from the Zetafax C lient

Software configuration

Sub-addresses

C ontains rules that automatically route incoming messages according to their sub-addresses.

While this folder is selected in the left pane, the Action and Right-click menus provide commands that work on this folder.

The right pane shows the routing rules within this folder, with the following columns of information:

Zetafax Server

Sub-address

The sub-address of the number to which the message was sent.

Route to

The name of the user to which messages with the specified sub-address are to be sent.

While an item is selected in the right pane, the Action and Right-click menus provide commands that work on this item.

Related topics

New sub-address routing rule

Edit sub-address routing rule

Sender ID's

261

New sub-address routing rule

Lets you enter the details of the new sub-address routing rule.

Sub-address

The sub-address of the number to which the message was sent.

Route to

The name of the user to which messages with the specified sub-address are to be sent.

Related topics

Edit sub-address routing rule

Edit sub-address routing rule

Lets you edit the details of an existing sub-address routing rule.

Sub-address

The sub-address of the number to which the message was sent.

Route to

The name of the user to which messages with the specified sub-address are to be sent.

262 Zetafax Configuration Guide

Related topics

New sub-address routing rule

Sender ID routing

Each fax machine (or other fax system) has a signature which allows the recipient to recognize who sent the fax. This is called the Station Identifier or CSID , and is usually set to the sending machine's own fax number. As an alternative, C alling Line Identification (C LI) is being introduced by most telephone companies to identify the phone number of the sender. The C LI can be used if the C SID is not configured for a received fax.

Often only one person in your company deals with a particular sender, and so wants all faxes from that company to be routed directly to them. Zetafax allows you to set up a list of sender IDs with the users to which faxes from those companies should be routed.

Related topics

New Sender ID's routing rule

Edit sender ID routing rule

New Sender IDs routing rule dialog.

Sender IDs

C ontains rules that automatically route incoming messages according to their sender IDs.

While the Sender IDs folder is selected in the left pane, the Action and Right-click menus provide commands that work on the folder.

Select Add to add a new Sender IDs routing rule, displaying the

The right pane shows the routing rules within this folder, with the following columns of information:

Messages for

The name of the user to whom the message was sent.

Sender ID

The sending fax machine's station identifier (C SID) or the sending line's C alling Line Identification (C LI).

Organization

The name of the sender's organization. The Zetafax C lient In folder displays this to aid identification of the fax sender.

Route to

Zetafax Server

The name of the user to which messages to the specified user and with the specified Sender ID will be routed.

While an item is selected in the right pane, the Action and Right-click menus provide commands that work on the item.

Related topics

New Sender IDs routing rule

Edit sender ID routing rule

Edit sender ID routing rule

263

New Sender IDs routing rule

This dialog lets you enter the details of the new sender ID routing rule.

Messages for

The name of the user to whom the message was sent. If you want the rule to match messages regardless of the user to which they were sent, select (unaddressed) . Such rules takes lower precedence than rules that do specify a user.

Sender ID

The sending fax machine's station identifier (C SID) or the sending line's C alling Line Identification (C LI).

Only digits and letters are significant. You may also enter spaces and other formatting characters, and those there are retained, they are ignored.

Organization

The name of the sender's organization. The Zetafax C lient In folder displays this to aid identification of the fax sender.

Route to

The name of the user to which messages to the specified user and with the specified Sender ID will be routed. To cause the rule to simply add the organization name and not reroute the message, select

(none) .

Related topics

Sender IDs

New Sender IDs routing rule

Edit sender ID routing rule

Lets you edit the details of an existing sender ID routing rule.

264 Zetafax Configuration Guide

Messages for

Sender ID

The sending fax machine's station identifier (C SID) or the sending line's C alling Line Identification (C LI).

Only digits and letters are significant. You may also enter spaces and other formatting characters, but

Zetafax ignores these.

Organization

The name of the sender's organization. The Zetafax C lient In folder displays this to aid identification of the fax sender.

Route to

The name of the user to which messages to the specified user and with the specified Sender ID will be routed. To cause the rule to simply add the organization name and not reroute the message, select

(none) .

Related topics

Sender IDs

Delete

Deletes the sender ID rule.

Automatic forwarding

If you are going away on vacation, you can tell Zetafax to forward all faxes sent to you to another user.

You can even choose whether to keep your own copy of the faxes for when you return.

The automatic forwarding option can work repeatedly in a chain if necessary. For example, if the person looking after your messages also goes on vacation, their messages (including those forwarded from your account) can be forwarded on to someone else.

Related topics

Inward routing rules - Forwarding

Add Forwarding rule

Edit Forwarding rule

Inward routing rules

Zetafax Server 265

Forwarding

C ontains rules that automatically route incoming messages according to the name of the recipient.

While this folder is selected in the left pane, the Action and Right-click menus provide commands that work on this folder.

The right pane shows the routing rules within this folder, with the following columns of information:

Messages for

The name of the user to whom the message was sent. Route to

The name of the user to whom the message is to be forwarded.

While an item is selected in the right pane, the Action and Right-click menus provide commands that work on this item.

Related topics

Automatic Inward Routing - Software configuration

Inward routing rules

Add Forwarding rule

Messages for

The name of the user to whom the message was sent.

Route to

The name of the user to whom the message is to be forwarded.

Related topics

Edit Forwarding rule

266 Zetafax Configuration Guide

Edit Forwarding rule

Lets you edit the details of an existing Forwarding routing rule.

Messages for

The name of the user to whom the message was sent.

Route to

The name of the user to whom the message is to be forwarded.

Related topics

Add Forwarding rule

Use from the Zetafax C lient

Zetafax Server 267

Software configuration

Zetafax Configuration

C onfiguring the automatic routing options is done by the system administrator using Zetafax

Configuration . The Automatic Inward Routing item (Server Settings folder) controls whether subaddress and/or sender ID routing will be used. They are enabled by default.

Additionally there is a separate Automatic Inward Routing item in the Zetafax folder itself, and this contains the rules that control inward routing.

You can configure each of the three types of routing listed below.

Adding a routing rule

To add a routing rule of any one of the three types:

C lick Automatic Inward Routing (Zetafax folder).

C lick the type of rule required - Sub-address, Sender ID, or Forwarding.

On the Action menu, click Add.

Fill in the rule dialog's controls.

C lick OK.

To edit an existing routing rule:

C lick the rule type item.

In the right pane, click the rule.

On the Action menu, click Edit.

Make the required changes.

C lick OK.

Sub-address

The sub-address option configures the rules for DID and DTMF routing, as well as for the other sub-address options (Station Identifier Suffix and ITU sub-addressing).

Each rule comprises a sub-address and a user to route the message to. For DID routing the sub-address should be the number reported to the fax modem on answering (usually the extension number or last few digits of the phone number dialed).

For example, if user FRED has a DID number of 020 7378 4122, HARRY's DID number is 020 7378 4123,

268 Zetafax Configuration Guide

and HARRY is also looking after faxes directed to SALES (using the station ID suffix method), the rules might appear as:

4122 FRED

4123 HARRY

SALES HARRY

It is not necessary to add an explicit rule for each user if their name is specified in a station ID suffix; this is done automatically, though can be disabled by adding a blank rule for that name; i.e. routing to (none).

Sender ID

Sender ID rules store two pieces of information for each sender: the organization name, and the person to receive faxes from that sender. Both these items can be set from the Zetafax C lient program as well as from the Zetafax Configuration program.

The organization name is used for labeling the message in the client's In window when a fax is received; for example, From: Smith and Sons instead of From: 012 345 9876.

Note: C hanging the organization name using Zetafax Configuration affects only messages received from that time onwards.

The new person to receive the fax depends on whom it was originally sent to. For example, suppose you have two general fax numbers for SALES and AC C OUNTS. Faxes from Smith and Sons for SALES are being handled by FRED, while faxes from Smith and Sons for AC C OUNTS are looked after by JIM. The rules would then be:

SALES Smith and Sons (012 345 9876) to FRED

AC C OUNTS Smith and Sons (012 345 9876) to JIM

When adding rules using the Zetafax Configuration program you can set the Messages for field (the name of the person who originally received the fax) to (unaddressed ). This means that the rule will be applied to messages from that company sent to any user, rather than just for a specific user. Any rules for specific users are applied in preference to the general rule.

You can also have rules which just give the company name, without specifying a user to forward messages on to. These appear in the list with the two username fields left blank.

Generally most sender ID rules are added by the user who receives unaddressed incoming faxes, using the Zetafax Client program (see

). The Zetafax Configuration program is then used for reviewing and adjusting the rules when required.

Forwarding

The third routing option is for automatic forwarding when a user is away, such as on vacation. To configure this you specify the original recipient of the messages (the person going away), and the user to receive their faxes. For each rule configured, you can specify whether the original user keeps a copy of the original message (copied to in the list), instead of deleting the original (forwarded to).

Zetafax Server 269

For example, if messages for SUE and JIM are being looked after by MIKE and HARRY respectively, and

SUE wants to keep a copy for her records while JIM does not, the rules would be:

SUE copied to MIKE

JIM forwarded to HARRY

Related topics

Software C onfiguration for more information.

270 Zetafax Configuration Guide

Use from the Zetafax Client

Forwarding messages

Sender ID forwarding may be configured from the Zetafax C lient Program by using the Forward (File menu) command. If you select the Forward all future messages check box on the forwarding dialog, a new Sender ID rule will be added. Any future faxes received from the same sender for this user will be routed to the user you are forwarding to instead.

Once a rule is configured, it can be changed using the Zetafax Configuration program. See

Edit sender

ID routing rule or

Organization name

The organization name is displayed in the Zetafax client's In window when a fax is received. After viewing a fax received from an unknown organization, you are prompted for the organization name (provided you have administrator privilege, and the fax has not been forwarded to you by another Zetafax user).

When you set the organization name for a received fax, the In window entry is updated, and any future faxes from this company will be labeled with the company name; for example From: First Fisheries instead of From: 012 666 7888 .

To change the organization name for a message in your In window, click Name of Sender (Tools menu) when viewing it. Other entries may be edited using the Zetafax Configuration program.

Zetafax Server 271

Least Cost Routing

These topics explain how to configure the Zetafax Least C ost Routing module, which allows you to route faxes between two or more Zetafax Servers in different locations.

They also explain how to configure a Least C ost Routing network and the complex routing rules on Zetafax

Servers so that they can make intelligent decisions on the most efficient way to send a fax to its final destination.

Related topics

Least C ost Routing - Introduction

Dialing properties

Providing information about fax destinations

Least C ost Routing dialog

Zetafax Online

272 Zetafax Configuration Guide

Least Cost Routing - Introduction

The Least C ost Routing ("LC R") module allows you to reduce the cost of sending faxes by linking two or more Zetafax Servers in different locations. Faxes can be routed at minimal cost, using email or a Wide

Area Network (WAN) link, from their origin on a desktop in one location to a Zetafax Server in another location, which may be closer to the final destination of the fax.

For example, a company with offices in London and New York may choose to configure its London server to route all faxes to North American destinations via the New York server.

Transmission of the fax to its final destination over the telephone network from the New York server may give a considerable saving compared with the cost of long-distance transmission from the point of origin of the fax in London.

A number of other factors besides the destination of the fax may be important in deciding which server a fax is to be sent from. For some slower network links, the time taken for network transmission may represent an unacceptable delay for urgent faxes, so the server may be configured to send all urgent faxes directly, rather than via a distant server.

Faxes from certain users may be deemed too sensitive for transmission over the Internet, and may be sent directly.

The size and time of sending of faxes may have an effect on network and Zetafax Server traffic. The time of sending may also have additional effects on telephone call rates, so these parameters may also be reflected in the routing rules.

For example, the London server may be configured to route faxes to North American destinations via the

New York server only between 08:00 and 12:00. At these times the call rate is peak in London, but the New

York server is not yet busy.

Related topics

Zetafax Server 273

274 Zetafax Configuration Guide

Configuring Least Cost Routing

Least C ost Routing is configured using the Zetafax Server C onfiguration program. To open the LC R configuration dialog:

Launch the Zetafax Configuration program (Start menu, Programs submenu, Zetafax submenu).

· In the right pane, click Server Settings .

In the right pane, double-click on Least Cost Routing of faxes.

Overview

To configure the Zetafax LC R module on a given fax server you will need to carry out the following steps, which are described in greater detail later in this section. See the

LCR rollout strategy

C onfiguring multiple Zetafax Servers to perform LC R can be a complex operation. We recommend that when setting up a link on your LC R network, you carry out the following steps:

Use the Zetafax Configuration program to create the link between the two sites.

Use the Zetafax Server program to ensure that the link is operational and is 'online'.

Add a single rule, routing all faxes for a single specified user (the network administrator) over the link.

Send a fax over the link.

C onfigure routing rules for this link to apply for a single, specified user (the network administrator).

Send several test faxes to ensure that the Zetafax Server rules function as intended and that faxes which are meant to go over the link do so. Equally, you should ensure that faxes which are meant to be sent locally are sent locally.

Enable the routing rules for all network users.

This will ensure minimum disruption to your Zetafax users' faxes while you configure LC R.

Requirements for LCR

Before you proceed to configure Least C ost Routing rules between two or more Zetafax Servers, the servers must be able to communicate using one or more (for multiple links) of the following methods.

Basic link requirem ents

LAN connection moving files between shared folders (protocol independent). WAN connection moving files between shared folders (protocol independent).

WAN connection using email.

Email connection over the Internet using a MAPI compliant email system (not POP3/SMTP).

Zetafax Server 275

Em ail link requirem ents

The following email systems are supported:

Microsoft Exchange 2003 or later.

· Lotus Notes v5 and later.

Other MAPI compliant email systems.

The Zetafax Servers on an LC R network communicate using email accounts created for their own exclusive use. It will also be necessary to install client software on the Zetafax Server computer for whichever email system you are using.

Related topics

Dialing properties

Providing information about fax destinations

Least C ost Routing dialog

276 Zetafax Configuration Guide

Dialing properties

The dialing properties determine how the Zetafax Server converts numbers which are entered at the fax addressing stage at the Zetafax C lient into a format that can be dialed. The conversion rules are vital if LC R is to be used, since numbers entered at a client in one location will probably be passed to a server in another geographical location. As LC R may be installed between servers in different countries, or different areas within a country, it is possible that each server requires numbers to be dialed differently. To cope with these differences Zetafax first converts telephone numbers into a universal (canonical) format, and then into the correct format for dialing.

Configuring the dialing properties

If you intend to use LC R between one or more remote Zetafax Servers, then you must configure the dialing properties. To do so:

· In the LC R configuration dialog, click Dialing in the Category list.

Select the Dialing option and click Configure….

The Dialing properties dialog allows you to specify settings which help the Zetafax Server convert the fax number entered by a user into an international format, adding area and country codes if necessary. It also tells the fax server how to dial an international format number from this fax server.

To disable dialing properties at any time:

Select Dial numbers as entered .

The Zetafax Server will not perform any conversion of the fax number entered by a user when addressing a fax at the Zetafax client.

The Dialing properties dialog allows you to specify the dialing properties.

To use the standard Windows dialing properties:

C lick Use standard TAPI dialing properties .

Under Windows 2003, these settings can be adjusted in the Telephony control panel, or by clicking Edit

TAPI settings… in this dialog.

To use the Zetafax dialing properties:

In some cases, particularly for earlier versions of Windows, TAPI settings may not give reliable results all of the time. In this case we recommend that you use the Zetafax settings instead:

Select Use Zetafax dialing properties.

Server location

The Server location section allows you to specify the country and the area code where your server is located, and list the national and international dialing prefixes.

For example:

International

National

International

National

011

Area rules

Zetafax Server 277

In some countries, numbers with the same area code are treated as "local" - you omit the area code for local numbers, and you dial the area code for all other numbers, often with an added digit at the start (the national access code). However, in certain countries, such as the USA and C anada, it may be necessary to dial certain area codes as local area codes, i.e. without the national dialing code prefix.

For example, in Atlanta, numbers beginning (770) and (404) are treated as local calls when dialed from within the Atlanta area. The Server location section specifies that the fax server can only be located in one of these locations, e.g. (770), therefore it is necessary to dial all numbers beginning (404) as if they were local and without the national access code. C lick Area rules… to specify such telephone numbers that must be treated as special cases.

National area codes

The Identifying national numbers section allows you to tell the Zetafax Server how it can recognize a telephone number which contains a national area code.

For some countries, such as the UK and most of Europe, telephone numbers are normally quoted with the national access code, for example in the UK a central London number normally begins 020 7 where zero is the national access code. For other countries, where the area code is not normally quoted, e.g. the US and

C anada, the only way to recognize a local telephone number is by its length.

The Zetafax Configuration program can deal with both of these scenarios. Zetafax can be configured to count the number of digits in a given telephone number, to determine whether the telephone number includes an area code. It does this by comparing the number of digits with the Numbers of more than field. If the telephone number contains more digits than this field, Zetafax will assume that the area code is not included and will add it while converting to canonical format.

This setting can be used if it is common for network users to enter fax numbers without entering an area code, for example if they are dialing to another local number within their local area code.

Alternatively, you can configure Zetafax to identify whether a national number has been entered by reading the first digit of the telephone number and matching it to the national access code. Numbers of any length without the National access code prefix are treated as local numbers.

Local area codes

This section allows you to specify how Zetafax handles local telephone numbers. It allows you to define whether the fax server should always dial the area code (called 10-digit dialing in the USA) and whether it should always dial local numbers using the national access code.

Test dialing properties

Whichever method you use to resolve telephone numbers you should use the Test dialing properties facility before you leave this dialog. This utility allows you to test and confirm that both Windows settings and any

Zetafax settings behave as intended and they convert the different types of telephone numbers to a valid format for this fax server.

The list of numbers included should test all cases; however you can also enter any number by hand.

The canonical format and dial able number conversions for the test number are displayed so that your settings can be checked.

Example 1 - Atlanta, USA

The following example highlights some valid dialing properties for a fax server based in the (770) area code in Atlanta, USA. It is intended as a guideline to help network administrators configure LC R for a fax server within North America.

278 Zetafax Configuration Guide

Select USA and Canada from the list of countries for Server location and enter 770 for the Area

code .

This informs Zetafax that the fax server is located in the US, but more specifically within the Atlanta (770) region.

Zetafax Configuration will complete the National access code and International access codes as 1 and

011 respectively.

Enter 7 in Numbers of more than for identifying local numbers.

As numbers within North America contain 7 digits, the Zetafax Server will recognize all telephone numbers which it receives containing more than 7 digits in an area code, and will deal with them appropriately.

Finally check Always dial area code (10-digit dialing) and leave the Include the National access

code box unchecked.

This ensures that the fax server always dials 10 digits when calling a local telephone number and does not prefix local telephone numbers with the national access code 1.

Use the test function to check that numbers are converted as expected.

For Atlanta, numbers with area code 404 are also treated as local telephone numbers and must not be prefixed with the national access code when dialed. To configure this:

C lick Area rules… to display the Area rules dialog.

Zetafax Server 279

In the Do not dial National access for numbers with these Area codes dialog, click Add to display the Add number dialog and type 404 in Number.

This configures Zetafax to treat telephone numbers to the (404) area as local calls so they are not prefixed with the national access code 1.

C lick OK to add the new area code to the list and click OK to close the Area rules dialog.

Exam ple 2 - London, UK

The following example highlights some valid dialing properties for a fax server based in the 020 area code in London, UK. It is intended as a guideline to help network administrators configure LC R for a fax server in the UK, and may also be applied to most European countries.

Select United Kingdom from the list of countries for Server location and enter 020 for the Area code

This informs Zetafax that the fax server is located in the UK, but more specifically within the Inner London

(020) region.

Zetafax Configuration will complete the National access code and International access codes as 0 and 00 respectively.

· Select Numbers with area codes always begin with the National access code for identifying local numbers.

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This setting makes Zetafax recognize telephone numbers which are prefixed with the national access code, in this case a 0 as containing the area code.

· Leave Always dial area code and Include the National access code unchecked.

In the UK, it is possible to call telephone numbers in the same area code without prefixing the number with the area code.

Use the test function to check that numbers are converted as expected.

Related topics

Least C ost Routing

Telephone dialing properties

Least C ost Routing - Introduction

Least C ost Routing dialog

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Enabling LCR

Once you have specified dialing properties for your Zetafax Server, you can proceed to the next stage of the setup process. The LCR option in the Zetafax Configuration program takes you through a four-stage process in preparing and then configuring the fax server to send and receive messages between other

Zetafax Servers.

This procedure is as follows:

C onfigure your Zetafax Server to use LC R (General… button).

Set up links to other Zetafax Servers (Links… button).

Provide information about the fax destinations (Destinations… button).

Set up rules for routing your faxes to other Zetafax Servers on the network (Rules… button).

It is important that you proceed through the setup in this order. Each stage is described in turn in the sections which follow.

Configuring the Zetafax Server to use LCR

To configure the Zetafax Server to use LC R:

C lick General… to display the General settings dialog.

This is where you configure this Zetafax Server to use the LC R network.

282 Zetafax Configuration Guide

The Local server ID is the unique identifier for your Zetafax Server on the LC R network, and must contain only letters and numbers, with no spaces. You may also enter a Local server description , which can be more informative, and will be used to refer to the local server elsewhere in the setup procedure.

Using em ail links

The next stage is to specify all of the possible methods your server is capable of using to communicate with other servers on the LC R network. To use email to submit and receive faxes from remote servers you must select the Allow Email links option, and provide details about an email account on the Zetafax Server computer for the LC R module to use.

Microsoft Exchange and MAPI em ail system s

If you are using Microsoft Exchange, select Microsoft Exchange from the Email list. For any other MAPI compliant email system, except Lotus Notes, select Other (MAPI compliant) . You must now specify the

Email account or profile name (profile for Microsoft Exchange) and the Password that you would normally use to log in to the account.

Lotus Notes

If you are using a Lotus Notes email system, it is important that you select the correct version of Lotus

Notes. For more recent systems, version 4.1.1 or later, select Lotus Notes (V4.1.1 or later) from the

Email types list. For earlier versions, select Lotus Notes (pre V4.1.1).

Zetafax Server 283

As well as the Email account or profile and Password , Lotus Notes systems also require the Lotus

Notes email server name to be specified. Zetafax will try to find both the email server name, and the account profile, and will suggest these as default settings.

Note: On Lotus Notes 4.11 or later, provided the fax server is running on Windows 2003 or later a password can be specified for the Notes Inbox.

Testing em ail settings

You can test your account details by clicking Test . Zetafax will attempt to log onto the account specified, and will report the outcome.

This process may affect other email programs that are logged into the account at the same time, including the Zetafax Server if it is running. We recommend that you stop the Zetafax Server before clicking the

Test button.

Em ail check frequency

Check Inbox every (hh:mm) determines how often Zetafax will check the email account for messages from other servers on the network. The default setting is 00:00, for most frequent checking. If you are concerned about overloading your email server by frequent monitoring of the account, you may wish to set a longer check interval. Be aware that a large value here will affect the amount of time taken for messages to travel between servers, and values for Link delay must be chosen accordingly; see

Link delay .

Using WAN links

Servers communicating using WAN links copy files into shared folders on the network. To use WAN links, you must first check the Allow WAN links box. You must then specify the WAN Inbox folder, where the local server is to look for messages from other servers on the network.

You can enter the folder path either as a Universal (UNC ) address (e.g. \\Server_Name\Folder\WANInbox), a network drive mapping, which Zetafax will convert (e.g. Z:\Folder\WANInbox), or a local drive path (e.g.

C :\Folder\WANInbox).

Testing WAN Inbox

The Test button ensures that the folder path has been typed correctly, and that the server has the necessary access rights. Zetafax will attempt to find the folder, test reading and writing in the folder, and will then report the outcome.

WAN Inbox check frequency

Check Inbox every (hh:mm) is equivalent to the setting for email links, and determines how frequently the Inbox is scanned for new messages. The default is 00:00 for frequent checking, but this can be increased to a larger value if you are concerned about causing extra network traffic. Again, care must be taken when specifying large values, as this will affect the amount of time taken for messages to travel between servers; see

Link delay .

Related topic

284 Zetafax Configuration Guide

Setting up links to other Zetafax Servers

The next stage in setting up the Zetafax Server for LC R is to enter some information about other servers on the network.

Select Links from the LCR options dialog to display the Links to remote servers dialog.

The display shows a list of the currently configured links.

To add a new link

C lick New to display the Edit link properties dialog.

The first field in the dialog allows you to enter an informative Link description , 'New York server' for example. The tabbed section allows you to configure the other properties of the link.

When setting up a link between two LC R servers, there are several settings which must be identical on both servers in order for the link to perform properly. It may sometimes be a good idea to configure both ends of the links simultaneously, or make note of the important settings so they can be entered identically later.

General tab

The General tab allows you to specify what the link is and how it should behave.

The Remote server ID is the identity of the remote server to be linked to, and will be used in all communications on the link. It must be identical to the remote server's Local ID , defined in the General

settings dialog on the remote server. This field must contain letters and numbers only, without spaces.

You can specify a Link password which Zetafax uses to secure all transactions on the link. It is vital that the same password is entered at both ends of the link, otherwise communication will not be possible. When you exit from this dialog and reopen it, the Zetafax Configuration program will hide the password.

Please note: The password field is an optional field, and may be left blank if you are not concerned about security.

Link functions

The next stage in setting up the link is to define what functions it will perform. Each link can be configured to submit outgoing faxes to the remote server and to accept faxes from the remote server which will be sent by this local server.

One or both of these boxes must be checked or the link is rendered redundant. If either of these boxes is left unchecked, care must be taken to ensure that the complementary box is also unchecked at the remote server so that the settings are compatible. For example, configuring both servers to allow sending but not receiving will result in a deadlock where no faxes are sent over the link in either direction.

Zetafax user account

If the link is configured to process incoming messages a Zetafax user account must be configured locally which will be used to send faxes submitted to this server by other remote servers on the LC R network. You may wish to set up a new Zetafax user for each link, or to use a single account for all links. In either case, a new account can be set up now by selecting (new) from the top of the list of available Zetafax accounts.

When you close the dialog, or attempt to move to a different tab, you will be taken to the Add new

Zetafax user dialog and prompted to enter some more information about the new account.

Link status

The final setting on this tab allows you to select whether or not you wish to start the link in a SHUTDOWN

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state. If the Zetafax Server is currently running, new links will normally be started up as soon as the setup is finished. You may set up a new link, but leave it shut down initially by checking this option. The link can then be opened later using the Zetafax Server (ZSERVER) program; see

Using ZSERVER to monitor links.

WAN or email links

Use the Communications tab to specify whether you want the two Zetafax Servers to communicate using a WAN, or email connection. This choice is dependent on whether you enabled either WAN or email links in the General settings dialog when you enabled this LC R server; see

C onfiguring the Zetafax Server to use

LC R .

WAN links

To configure the link to use a WAN connection, you must complete the WAN Inbox field by entering the path of the remote server's Inbox on the network, as defined in the General settings dialog on the remote server. You may enter the path either as a Universal name (UNC ) (e.g. \\Server_Name\Folder

\WANInbox) or you can enter a network drive mapping (e.g. Z:\Folder\WANInbox), which Zetafax will convert to UNC format. The Test button behaves in a similar manner to that of the General settings WAN

Inbox test, and can be used to ensure that the path is typed correctly, and that the server has the necessary access rights to copy files to the folder.

Em ail links

To configure an email link, you must first select the appropriate type of email from the Link type list.

Internet mail is self explanatory and can be referred to as "slow" email, as it is less reliable and messages tend to take longer to reach their final destination than an internal email system, which can be referred to as fast email.

Whichever email link type you choose, you must specify the Email address of the remote fax server .

This can either be a name from the email system's address book, or a standard SMTP type address of the form name @host .com. Use the Test button to check the email settings are working. Zetafax will attempt to log into the email account that was specified in the General settings dialog, and send a test message to the address of the remote server. Zetafax will report any problems logging in or attempting to send the message.

When you have used the test function, you should also check the email account itself to make sure that the message was processed and sent successfully and it was not rejected for any reason. You can do this by manually logging on to the specified account from the computer where the Zetafax Server is running.

Link delay

For both WAN and email links, Zetafax requires some information about the speed of transmission of messages over the link for LC R to work effectively. The Link delay should be an estimate of the maximum length of time it should take a message to pass from one server to the other. The Zetafax Configuration program suggests a default value, the length of which depends on the type of link configured, i.e. the delay for a slow email link will be longer than a WAN link.

Priority tab

The Priority tab allows you to control the type of fax traffic allowed over the link depending on the importance of the fax. It is only necessary to specify a setting here if you know that the remote server to which you are connecting has restrictions on the maximum message priority it can accept for incoming requests. This setting has the effect of preventing faxes above a specific priority ever being sent over the link to a remote server only to be rejected.

This setting may be used if the delay in transmission of a fax marked as Urgent caused by a slow email link may be unacceptable to the user. You can configure which types of faxes should be sent over this link to a remote fax server by changing the Maximum priority setting in the Messages submitted to remote

server for sending section.

Messages with higher priority than specified will not be routed via this link but they may be routed via another link if there is a rule permitting it.

Protecting locally subm itted faxes

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The other purpose of the Priority tab is to allow the network administrator to restrict certain faxes from being submitted to your server from other servers. You can use the Maximum message priority box in the same way as for submitted messages. In addition, you can reject or reduce the priority of higher priority messages submitted to your server. This protects any messages submitted by this fax servers own

Zetafax users, ensuring that they are sent first. For example, you may choose that any messages submitted from a remote server is given background priority.

Watchdog tab

The Watchdog tab allows you to set up a link watchdog, which sends regular check messages to the remote server so that the integrity of the link can be monitored. If an expected message is not received, the remote server will mark the link as failed and route faxes elsewhere to other LC R servers or send them itself. Using the watchdog on unreliable links is not recommended, since the link may be closed unnecessarily (although it will restart automatically as soon as messages are received again).

To start the link watchdog, check the Enable link watchdog box on the Watchdog tab. You will also be prompted for a Watchdog message frequency . This is the maximum amount of time that the remote server cannot be contacted before the link is marked as failed by the remote server. A default value of 15 minutes is suggested, which would allow an administrator to restart the remote computer if they wanted, without affecting the link.

As with many of the link settings configured using the Edit link properties dialog, it is necessary to configure the remote server with identical settings to successfully monitor link integrity.

Managing links

Once you have set up a new link you will see it listed in the Links to remote servers dialog. From within this dialog you can change the link properties by selecting it and clicking on Edit , or by double-clicking on the link description.

To create a new link based on a previously configured link, select the link from the list of remote servers, and click Copy . This will copy all the information from the selected link to a new link definition. It will not copy the Remote server ID information , as each link must be to a unique remote server. You will be prompted to change this.

The Links to remote servers dialog also allows you to delete any of the configured links, by highlighting them and clicking Delete.

Testing links

Before you proceed to the next stage of the setup process, you should first test the links you have configured in this section to ensure that you can establish connections to remote servers. In order for the link to work, both ends of the link need to have been configured. That is to say, it is necessary to have created an identical link to your server from the remote server.

To test the link successfully, you will learn about monitoring links using the Zetafax ZSERVER program and setting up a simple rule to route one Zetafax user's faxes (the network administrator) over the link.

Using ZSERVER to monitor links

The Zetafax Server monitor program, ZSERVER, allows you to monitor and control the link status of all of the links you have configured using the Zetafax Server configuration program.

When you start the Zetafax Server, the ROUTER program checks the status of each link in turn and displays the status next to the link icon in the main screen. When you create a new link a new icon will be displayed automatically without the need to restart the Zetafax Server.

New links appear in an Initializing state. This means that they have sent an initialization message to the remote server and are awaiting a response. The link will remain in this state indefinitely until it receives a response from the remote server. When a response has been received from the remote server, the link is put into an ONLINE state whereupon it can begin to forward messages.

The following table summarizes the various link statuses:

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Status Meaning

Initializing The link has been successfully configured - an initialization message has

Online been sent to the remote server and it is awaiting a response.

The link between the servers is active and messages will be transmitted

Offline over this link.

The link has been disabled either locally or at the remote server. If it has been disabled at the remote server, it may come back online pending user

Failed intervention at the remote server.

There is an error on the link, such as a watchdog timeout.

Shutdown Link has been disabled by local network administrator. The link can only return to an online state by issuing an online command at the local fax server.

For more detailed information about a link or to change the status of a link, click Links (Options menu) in the main ZSERVER program. The Link status dialog will be displayed, showing the status of all of the currently configured links together with logged information, such as the number of messages which have been sent and received over the link.

The Link status dialog also allows you to send an offline or online request to a specific link. The online request can be used to attempt to reestablish communications with a remote server. The Offline… button should be used to close down server links gracefully if you intend to close down the Zetafax Server for any amount of time. This ensures that all links are marked as failed at remote servers which will not attempt to route faxes over these failed links. The Offline All… button can be used to offline all links simultaneously.

Creating a sim ple rule

If the link successfully establishes a connection with the remote server and shows an Online status, the next stage of testing is to route a fax over the link to the remote fax server and have it submit a fax for you. To do this, you need to configure a simple rule which will route to all faxes sent by a specific user, the network administrator over the link. This will allow you to test the link without interfering with other Zetafax users' faxes. See

Setting up routing rules to configure more complex rules that allow sophisticated choices

of which messages will be submitted over the link.

Return to the Zetafax - configuration options dialog and click Rules… from the LCR panel. The

Routing Rules dialog will be displayed, and this will initially be empty as you have not previously created any rules on this server.

To create a new rule:

C lick New .

The Edit Routing Rule dialog will be displayed.

Type a description in the Rule description field.

Select the Users tab and select the Rule applies to the following users only option; then select your

Zetafax user name from the list.

C lick the Servers tab and select the Zetafax Server to which you want to route your test fax.

This should be the same server to which you configured a link earlier.

· C lick the Summary tab and check that it looks similar to the screen above.

The rule has been configured to route all faxes for your Zetafax user over the new link.

C lick OK to accept the new rule and open the Zetafax client.

Send a fax to your own office fax number.

You can monitor the status of the fax in the Zetafax C lient Out window. The fax status icons will change at each stage of the fax transmission to record the progress. If the link has been configured correctly, the fax should get submitted to your remote server and sent by one of its devices.

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Providing information about fax destinations

Before moving onto the final stage of LC R setup and configuring routing rules, you must first tell Zetafax about possible destinations for any faxes which Zetafax users might submit to their fax server.

C lick Destinations from the LCR panel.

The Edit destinations dialog will be displayed. There are three levels of destinations: C ountries, Areas, and Regions.

The Edit destinations dialog has two tabs. The first allows you to configure Countries and Areas, and the second tab allows you to configure Regions.

All country, area, and region definitions require a description, which will be used to refer to the destination when setting up routing rules. This may consist of any text, and may be changed at any time which is useful, if the destination definitions are exported to a server in another country. A unique ID is also required for use by the Zetafax Server only. This may contain letters and numbers only, and a suggestion will automatically be produced when you type in your description. This ID may not be changed later.

Countries

A list of countries and their dialing codes is supplied with Zetafax. These countries will be displayed in the

Countries list at the top of the Countries and Areas tab. The list is compiled from the International

Telecommunications Union (ITU) list, and should not require frequent modification.

If you do need to change the list you can edit an existing country by selecting the country in the list and clicking the Edit button, or by double clicking the country.

This will display the Edit country dialog, with fields that allow you to edit the Description and Dialing

code of the country. The dialing code must be unique for each country definition. C ountries sharing the same dialing code must also share an entry in the country list (e.g. USA and Canada ).

To add a new country, click the New Country button from the Countries and Areas tab, and the Edit

country dialog will appear as before. This time you must also type a unique ID for the new country.

Areas

LC R rules can be designed so that faxes destined for different areas within the same country can be routed to different servers for sending. For example, a company with offices in New York and Atlanta may want all of its faxes from the New York office destined for the Atlanta area, to be submitted to the Atlanta server for sending. This allows the company to take advantage of the reduced local call rates the Atlanta server enjoys when sending to local numbers.

To define an Area within a country, select the relevant country from the Country list. Any previously defined areas within that country will be displayed in the Area list. Now you can add a new area by clicking the New area button, or edit an existing area by selecting the area and clicking the Edit button. In either case the Edit Area dialog will be displayed.

You can type a convenient Area Description , and for new areas you must also specify a unique identifier in the Area ID box.

Type a number that is to be considered part of the area in the Match numbers starting box. By default

Zetafax will match all numbers starting with the digits you type, so the area New York, matching all United

States numbers starting 212, may be defined by typing 212 in the Match numbers starting box. Now click the Add button to add the number to the list below.

Area definitions will often be similar to the country's standard area dialing codes, but this need not always be the case. An area definition may be as precise as to match a single number only. To define an exact

Zetafax Server 289

match, type the number to match, then check the Match whole number box before clicking the Add button to add it to the list.

To remove a number from the list, select it, then click the Remove button.

To change a number, first select it in the list. This will copy the number to the Match number box, where you can make the necessary changes. Now click the Modify button to replace the number with your modified version.

You can add as many numbers as necessary in this way, so for example you may create an area as diverse as 'All mobile phone numbers' by adding all of the dialing codes for mobile phones to the list. When you are happy with the list of numbers to match for your area, click OK to exit from the dialog.

Regions

Regions provide a mechanism for increasing the flexibility of country and area definitions, and simplifying rule definitions. A region may comprise any combination of countries and areas. A region Europe may be defined to include all European countries, and used in a rule to route all faxes originating at a server in the

USA, but destined for European countries, via the London fax server for example.

In a similar manner, a region East Coast USA may be defined to include a number of areas within country dialing code USA and Canada which lie on the East coast of the USA. This type of region may be used in a rule to route faxes within a country where more than one fax server exists. For example, a company with

Zetafax Servers in Los Angeles and New York may want all faxes destined for the West C oast USA to be routed via the Zetafax Server in LA, and those bound for the East C oast to be handled by the Zetafax

Server in New York. Defining regions makes it simpler to handle larger groups of areas and countries by treating them as a single unit.

Since regions consist of a combination of countries and areas, its important that you have made all the necessary changes to the countries and areas before attempting to create regions.

To define a region:

C lick the Regions tab in the Edit destinations dialog.

A list of the previously defined regions will be displayed.

To create a new region:

C lick New Region.

This will display the Edit Region dialog, which allows you to enter a description of the region, and a unique identifier. A list of the countries that have been defined will be displayed, and selecting a country from the list will also bring up a list of all the areas within that country in the Area window.

You can add a country or an area to the list by selecting the item, and clicking the Add button, or by double-clicking the item. Added items will appear in the Destinations window, and can be removed again by selecting the item, and clicking the Remove button, or by double-clicking the item. Any combination of countries and areas may be added to your region definition.

When you are happy with your selection, click OK to return to the Regions tab. Your new region will now have been added to the list of regions. You can now Edit or Delete the region, and add more New regions.

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Setting up routing rules

The final stage in the setup process is configuring the routing rules which allow the Zetafax Server to make decisions on how to submit each fax. The routing rules are defined based on the information we have supplied in the previous stages of LC R setup, such as server information, link information and information about where faxes may be destined. Other criteria, such as message size, time of day, priority and network user may also be defined within LC R rules.

Related topics

C entralized management of LC R rules

C onfiguring LC R for more than one site

C reating LC R rules

Edit rules

Least C ost Routing

Least C ost Routing - Rules

Least C ost Routing - Troubleshooting

Prioritizing rules

Programs on the Zetafax Server

Rule filter

Server settings

Creating LCR rules

Understanding LCR rules

When the Zetafax Server receives a fax from a network user, it checks the fax against each rule in turn. If the criteria of the fax match those of the rule, the server attempts to submit the fax to the first remote LC R server in the rules list. If that server is not available on the network, the other servers in the list are tried in turn. If the end of the list is reached and the fax does not match any of the rules, the fax is sent directly from the local server.

Creating LCR rules

C lick Rules from the LCR panel and you will be taken to the Routing rules window, which contains a list of the rules that are currently operating on your server.

To create a new rule

C lick New.

This displays the Edit Routing Rule dialog that includes a field to enter a Rule description , and several tabbed boxes containing rule information.

Typing an informative description of the rule will simplify the stages of defining the rule, and help you to understand your rules later when you come to prioritize them. Example descriptions include Send all

urgent faxes via the local server and Send all faxes for North America via the New York server

Zetafax Server 291

Adding criteria to a rule

The Summary tab contains a summary of all of the criteria the rule follows so far. When all of these fields are blank, the rule is effectively saying that faxes to any destination, satisfying no other criteria, are to be sent via the local server. Use the remaining tabs to add criteria and a list of servers for the rule.

Related topics

Rules - Destinations

Rules - Zetafax users

Rules - Fax priority

Rules - Size of fax

Rules - Time of day

Rules - Remote servers

Rules - Destinations

The Destinations tab shows a list of the destinations for which the rule is effective, and contains a list of the countries and regions that have previously been defined. Selecting a country from the list will also bring up a list of the areas defined within that country in the Areas window. Any combination of regions, countries and areas may be added to the rule by selecting the item, and then clicking the Add button.

Alternatively you can double-click on the item itself. The added items will appear in the list of the rule's destinations above. An item can be removed from the rule's list by selecting it then clicking the Remove button, or by double-clicking the item.

You may want to configure rules that apply to faxes regardless of their destination, in which case no destinations should be added to the rule on this screen.

Related topics

Rules - Zetafax users

The Users tab allows you to define which Zetafax users the rule applies for. By default the rule will apply to faxes from any user. To make the rule apply only to particular users, select Rule applies to the

following users only . This will allow you to add users to the rule from the list of all users, in the same way that destinations were added in

Rules - Destinations .

Related topics

292 Zetafax Configuration Guide

Rules - Fax priority

The Priority tab allows you to define specific priorities of faxes for which the rule applies. By default the rule will apply to all faxes, regardless of priority. To make a rule that only applies to faxes of particular priority, select Rule applies to these priorities only . This will allow you to check any combination of the priorities given, so that a rule may apply only to urgent faxes, or to urgent and background faxes, etc.

Related topics

Rules - Size of fax

The Size tab allows you to include or exclude faxes of a specific size for the rule. By default your rule will apply to faxes of any size. To make a rule that only applies for small faxes, select Rule only applies to

small faxes , and enter the maximum number of pages for a fax to be matched to the rule. To make a rule that only applies to large faxes, select Rule only applies to large faxes and enter the minimum number of pages for a fax to be matched to the rule.

Related topics

Rules - Time of day

The Time tab allows you to define specific times of day when the rule should or should not operate. By default your rule will apply to faxes sent at any time. You can also configure your rule to apply to faxes sent at off peak times, or peak times by selecting the appropriate button. The off peak time here refers to the off peak setting in Server settings dialog.

You can also specify other times for your rule to apply, perhaps to take advantage of off peak times at a remote server. This can be done by selecting Rule applies at the following times only button. You can now select any combination of days of the week, and a time window during which the rule is to apply on the selected days. Times must be in 24 hour format, and may be adjusted either by typing directly, or by using the up and down arrows. For example, selecting Fri, From: 08:00 To: 18:00 will produce a rule that only applies on Fridays between 8am and 6pm. Selecting Mon Tue Wed, From: 13:00 To: 09:00 will produce a rule that only on Mondays, Tuesdays and Wednesdays any time except between 9am and 1pm.

Related topics

Zetafax Server 293

Rules - Remote servers

The final part of setting up a rule is to provide the list of remote servers to which faxes matching the rule criteria should be submitted. Servers are added to the rule using the Servers tab. This provides a list of the servers currently in the rule, and a list of all the remote servers to which you have configured a link.

For more information, see

Rules - Destinations . This time the order of the list is very important, since Zetafax

You can add and remove servers from the list in much the same way that destinations and users were added and removed in

will try submitting to the remote servers in the order that they are listed. Once some servers have been added to the list you can move a server up or down in the list by selecting it, then clicking the up or down arrows next to the list.

By default, if a fax matches a rule, but none of the remote servers for this rule are available on the network, the fax will be sent directly from the local server. To prevent this, uncheck the Use local server box.

Related topics

Zetafax Online - Introduction

Prioritizing rules

Once you have configured a rule, its description will appear in the Rules list in the Routing Rules dialog.

To change a rule's criteria

Select the rule and click Edit , or double-click the rule to display the Edit Routing Rule dialog.

If you have more than one rule defined you will also be able to move between rules from within the Edit

Routing Rule dialog using the Next rule and Previous rule buttons. You may delete the selected rule from the Rules list by clicking the Delete button.

The order of the rules in the list is very important, because when Zetafax is deciding which rule to use it starts from the top, and picks the first rule that matches the submitted fax. If, for example, you configure a rule to send all urgent faxes via the local server, and another rule to send all faxes to North America via the

New York server, the 'Urgent faxes' rule must come first. If the 'North America' rule comes first, an urgent fax destined for North America would be matched against the North America rule first, and routed via the

New York server. If the 'Urgent faxes' rule was first, the fax would be sent directly from the local server.

To move a rule up or down in the list, select the rule, then click on the up or down arrow next to the list.

This will swap the positions of the selected rule and the one above or below it.

Rule filter

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The rule filter facility allows you to check that the rules you have configured will behave as intended. The filter works by showing you which rules in your list will apply to faxes with certain parameters. For example, you may set up the filter to show which rules affect faxes to New York, or which rules affect Urgent faxes.

You can also see which rules would cause faxes to be routed to a particular remote server.

To set up the filter:

C lick Set filter parameters…

The resulting dialog allows you to define the filter.

This allows you to specify which category you want to filter by - you must select one of Destination ,

Priority , Size , Time , User , or Server from the Filter category list. You can choose either to

Display all rules which include any requirements in that category (for example, any rules that have a Priority specified), or to Display rules which match these requirements (for example, any rules that affect Urgent faxes).

The rule filter will allow you to select specific requirements within the appropriate category. For example, you could select a particular country, region, or area for Destination filters, or Urgent , Normal , or

Background for Priority filters.

These filters will also show up any 'catchall' rules that may apply. For example, a filter on Destination New

York would match rules directly affecting destination New York, and rules such as 'Send all urgent faxes locally', which applies to faxes regardless of destination.

To see which rules result in faxes being routed via a particular Zetafax Server, select Server from the

Filter category list, then choose the name of the appropriate server from the Server list.

When you have set the filter as desired, click OK to return to the main Routing Rules dialog. You can view the results of the filter using the Display criteria options.

The Mark filtered rules option marks each rule that matches the message criteria specified in the filter with an asterisk. This option allows you to see where filtered rules are in relation to all the other rules in the list. The Show filtered rules only option removes all rules that don't match the filter from the list. It also numbers the remaining rules according to their position in the complete list. In this mode the rules can't be moved up or down, and new rules cannot be added.

You may want to test with a number of different filters to make sure the rules are performing as required.

Centralized management of LCR rules

Zetafax LC R is normally configured by the network administrator responsible for the Zetafax Server at each site; however it is possible to specify your routing strategy across an LC R network from a single location.

While configuring local servers for LC R and setting up links to other servers on the network requires information specific to each server and must be done locally, fax destinations and routing rules may be defined by a head office, and distributed to all of the servers on the network.

This requires that the rules and destinations must function appropriately for all of the LC R servers. One way to achieve this might be to imagine an extra server on the network that has links to all of the others, and to develop rules and location definitions for sending faxes from that server.

Destinations

Work through the servers on the network, and define all the necessary areas and regions that will be required to produce efficient rules to and from them all. This may require the definition of areas in a number of countries.

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Use local server

When adding servers to rules, you may have noticed that the ID of your local server appears in the list of all the servers to which you have configured links. The ID of your local server is used when rules are exported to other servers, but the distinction between this and the Use local server option is very important.

The Use local server option always refers to the local server, regardless of where the rules are installed.

You may want to use this for rules such as Send all urgent faxes directly from the local server .

C hoosing your local server from the list of remote servers will have a different effect depending on where the rules are installed. If you were configuring rules on a server in New York to Send all faxes to North

America via the New York server , you would select your local server (New York) from the list of

Zetafax Servers. Now when the same rule is used in London for example, faxes for North America will still be routed via New York.

Once the setup procedure is complete, Zetafax will have created a number of files containing all of your definitions. The files REGION.INI, C OUNTRY.INI, several area definitions files AREAXXX.INI, and

LC RRULES.INI may be found in C :\Program Files\Zetafax Server\SYSTEM\Z-DB. All of these may be copied directly into the same directory on fax servers across the network.

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Zetafax Online

These topics explain how to configure the Zetafax Online module, which allows you to send and receive faxes using the Zetafax Online service.

Related topics

Functional Overview

Installation and C onfiguration

Using Zetafax Online

Zetafax Server 297

Introduction

Zetafax Online is a hosted service, accessed via the Internet. It enables a Zetafax Server installed in a corporate network to send and receive faxes without requiring fax lines or specialist fax hardware to be installed.

This guide describes how to configure a Zetafax Server to use Zetafax Online. It is intended for system administrators who are already familiar with the Zetafax programs.

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Functional Overview

Basic Concepts

Many Zetafax Servers are installed with a fax board or IP fax device connected to a phone fax line. To send a fax, the Zetafax Server causes the fax board or fax device to dial the required number, then manages the call as the fax is transmitted. For incoming faxes, the Zetafax Server answers the incoming call and stores the fax as it is received. In each case, the phone line is installed at the customer premises – either a dedicated line for use by the Zetafax Server only, or additional phone lines on the company phone system (PBX).

Zetafax Online gives an alternative to local phone lines. Instead of using a local fax device, the Zetafax

Server communicates with the Zetafax Online service via the Internet. The Zetafax Online service manages the phone lines, and the Zetafax Server only needs an Internet connection to send and receive faxes.

All communication with the Zetafax Online service is handled by the Zetafax Server, transparently to users.

Users send and receive faxes in the same way as on systems configured to use fax boards, and the same client interfaces are supported including the Zetafax C lient, Zetafax Email Gateway, Web C lient, Fax

Broadcast C lient and Zetafax Automation Toolkit.

Sending Faxes

For sending faxes, the Zetafax Online service manages the process of dialing and sending the fax.

(1) The fax is submitted to the Zetafax Server, using the Zetafax C lient, Email Gateway, FaxBroadcast client, Zetafax Web C lient or any of the automation options supported by Zetafax.

(2) The Zetafax Server prepares the fax, adding a coversheet and standard attachments as specified.

It then passes the fax to Zetafax Online via the Internet, using a secure HTTPS communication protocol.

(3) Zetafax Online dials the recipient phone number and sends the fax, retrying if required (e.g. if the phone number is busy).

(4) The Zetafax Server regularly checks the status of all outstanding faxes. When the fax has been sent, the Zetafax Server updates the fax status including transmission details, and the user is notified of completion. Where a fax cannot be sent, the fax status gives a reason for failure – e.g.

no answer or invalid phone number – enabling the user to take corrective action.

Receiving Faxes

For receiving faxes, each Zetafax Online account is assigned a permanent phone number, with a wide

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choice of country and area codes available to select from. A company using Zetafax Online will either redirect calls from their existing fax number to their Zetafax Online number, or may choose to publish the

Zetafax Online number directly.

(1) When a fax is sent to the assigned fax number, Zetafax Online answers the call and stores the received fax securely, ready to be retrieved by the Zetafax Server.

(2) The Zetafax Server checks regularly for received faxes – typically every minute. There is usually no need to change the settings for the corporate firewall to allow inbound faxes to be received.

(3) The Zetafax Server retrieves the fax from Zetafax Online. The fax is deleted from the Zetafax

Online storage automatically after retrieval, for security and confidentiality purposes.

(4) The Zetafax Server forwards the fax to the recipient, using direct dial number routing and other automated routing methods. Faxes can be delivered to an email Inbox, the Zetafax C lient Inbox or a file location for automated processing, just as with other fax devices.

Least Cost Routing (LCR)

Zetafax uses the Least C ost Routing (LC R) features in the Zetafax Server for connecting to Zetafax Online.

LC R can be used to connect two or more Zetafax systems together, so faxes are sent by the cheapest route. For example, a company with two Zetafax Servers located in New York and London might choose that all faxes to North American numbers are sent by the New York server. The server in London would then forward any faxes for North America to the New York server, using email or other connection options.

With Zetafax Online, the behavior of the Zetafax Server is similar to this. The Zetafax Server is configured to forward outgoing faxes to the Zetafax Online service for sending. Because most systems using Zetafax

Online do not have any local fax device, the Zetafax Server will usually be configured to submit faxes for all destinations to Zetafax Online.

LCR links

To configure a Zetafax Server to use Least C ost Routing, you need to specify the other Zetafax Server computers which it will use for sending faxes. You do this by configuring an LC R link in Zetafax for each server, and these links are displayed on the Zetafax Server monitor screen alongside local fax devices.

To use Zetafax Online, you create an LC R link for the Zetafax Online service. Most systems will be configured with just one Zetafax Online link, though systems using multiple Zetafax Online accounts are configured with a separate link for each account.

Sending rules

LC R rules specify which faxes are to be sent using a given LC R link. These rules can be based on range of criteria, including the destination, priority, sender and number of pages.

Most systems using Zetafax Online will be configured with a single rule, specifying that all faxes should be sent using the Zetafax Online service. However, hybrid Zetafax systems which are configured with both

Zetafax Online and a local fax device may be configured with more complex rules – for example, causing

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Zetafax to use the local device for all local fax numbers to reduce call costs.

Dialing properties

In most countries you can omit the area code when dialing a number in your local area code, and most users will enter numbers in their own country without including the international code. Where all Zetafax users are in the same location, Zetafax is often configured to dial numbers as entered by the user, relying on the user to know when they need to add the area or country code as they do when making a voice call.

Zetafax Online is an international service, so fax numbers must include the country and area code. To avoid users having to change behavior to accommodate this, the Zetafax Server edits the fax number before submission to Zetafax Online, converting into a standard international format.

To do this Zetafax needs to know how to interpret phone numbers entered by users, including the current country and area code, and how to tell when a number does not include these. This is specified using the

Dialing Properties section of the Zetafax C onfiguration program, either by entering these details explicitly or by configuring Zetafax to use the settings stored in Windows for that computer.

Accounts and licensing

To use Zetafax Online, you need three separate items: an add-on license to enable the feature, a matching

Zetafax Online user ID to access the service, and an account password for additional security.

Zetafax Online Add-on license

The Zetafax Online add-on license enables the feature within the Zetafax software. It has three sections, in the following format:

Uxxxxxxx – ONLINE – xxxxxx

As with other license add-ons, the Zetafax Online license add-on is installed using the Zetafax C onfiguration program. The first section of each license number (ie Uxxxxxxx) is unique, and may only be used and registered with one Zetafax starter system license number.

Zetafax Online user ID

The Zetafax Online user ID identifies the account which is being used for sending and receiving faxes with

Zetafax Online. It has four sections, in the following format:

Uxxxxxxx – xxxxx – xxxx – xxxxxx

For added security, the first portion of the user ID (ie Uxxxxxxx) must match the first portion of the Zetafax

Online add-on license installed on the Zetafax Server.

The user ID is used by the Zetafax Server when sending or retrieving faxes. For incoming faxes, the user

ID identifies the phone number from which the faxes are being retrieved. For security and confidentiality the user ID should remain confidential, and should not be given to third parties.

Most systems using Zetafax Online will use a single Zetafax Online account (user ID), which will be supplied with the add-on license when subscribing to the service. However it is also possible to use multiple Zetafax

Online accounts from a single Zetafax Server – for example, in systems used for multiple companies (multitenant systems) which require a high degree of segregation between inbound faxes to different numbers.

This is described further in the section on link configuration below.

Zetafax Online passw ord

Each Zetafax Online account is assigned a password, which is supplied along with the user ID after subscribing to the service. The password is entered on initial configuration, and is then stored by the

Zetafax Server.

Because the password is not used directly by users or system administrators there is usually no need to change the supplied password in most systems. However the password can be changed on application to

Equisys, if this required for additional security – for example in cases where the account credentials have been supplied via a reseller or other channel partner.

Network configuration

The Zetafax Server communicates with the Zetafax Online service over the public Internet, using the secure HTTPS communication protocol. Only outbound requests are used, with all data from the service being passed as responses to requests made by the Zetafax Server.

Zetafax Server 301

This means that there will usually be no need for changes to the network configuration or firewall settings in most companies to use Zetafax Online. Provided the Zetafax Server computer is configured to allow a web browser on that computer to view web pages from the Internet, then it should work correctly with Zetafax

Online.

Security

Security and confidentiality for sent and received faxes are of prime importance within Zetafax, and have been designed into the Zetafax Online service from the start. Zetafax Online is fully compliant with worldwide security standards, including the US Health Industry HIPAA standard

Zetafax Online uses a range of industry standards and best practice to achieve robust security, including the following:

All communication between the Zetafax Server and Zetafax Online is encrypted using SSL, and uses the HTTPS communication protocol.

Inbound faxes are stored securely on the Zetafax Online servers initially, and are protected against unauthorized access by operations staff running the service. They are deleted from the Zetafax

Online servers after retrieval by the Zetafax Server, so in normal operation they will only be stored on the Zetafax Online servers for a short period.

Sent faxes are automatically deleted immediately after completion, whether successfully sent or not. If a user subsequently resends the fax, the Zetafax uses a local copy of the fax for the resubmission.

Where Zetafax is configured to store archived copies of sent and received faxes, these copies are stored on a file server within the organization. File system security can be configured simply to protect the archive from unauthorized access, using the Zetafax Enhanced Security feature.

Access to the Zetafax Online account uses an encrypted user ID and password, following industry best practice. The password can be reset where required for additional security – e.g. where account credentials have been supplied by a channel partner or other party.

Hybrid use with fax boards

Most Zetafax systems which use Zetafax Online are configured without local fax boards or other fax devices. All faxes are sent and received using the Zetafax Online service, and the Zetafax Server does not require any other access to phone lines or dedicated fax hardware within the organization.

In some cases it may be desirable to configure the Zetafax Server to use one or more local fax devices in addition to Zetafax Online. Examples where this may be used are:

High availability systems, where Zetafax Online is used as a backup mechanism to enable fax transmission to continue if the local fax device or phone line fails, or to use the local fax capability as a backup in case of failure of the Internet connection to the business.

· Occasional high volume usage, where local fax capacity is sufficient for most fax traffic but the additional capacity available with Zetafax Online is needed intermittently, to save the cost of installing additional fax lines for infrequent use.

Sites wishing to continue use of an existing fax line for incoming faxes, but needing additional capacity for outbound faxes.

To optimize call costs, e.g. for companies sending a high volume of faxes to local or other numbers which can be dialled without charge from their company premises.

Zetafax can be configured for hybrid use, adding one or more fax devices (typically a fax board or Fax over

IP C onnector) as well as a Zetafax Online link. Please contact Equisys to discuss how best to meet specific requirements, if required.

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Installation and Configuration

This section describes how to configure a Zetafax Server to use Zetafax Online for sending and/or receiving faxes.

Prerequisites

Before configuring the link to Zetafax Online, you should complete the following tasks:

· Install the Zetafax Server software, including entering the starter system license and any other feature add-on licenses.

For hybrid servers being used with a fax board or other local fax device in addition to Zetafax

Online, we recommend you install and test with the fax device first before configuring Zetafax

Online.

C reate a Zetafax user account to use for testing – the Zetafax Server setup wizard prompts you to do this during installation.

Install the Zetafax C lient software on the Zetafax Server or another client computer.

· Start the Zetafax Server, then launch the Zetafax C lient and confirm that you can login as your user account and connect to the Zetafax Server (ie so the client application title bar says “Zetafax”, not “Zetafax – Offline”).

These steps are described in the product documentation, which can also be accessed using the links below.

To configure Zetafax Online, you will require the following information, which is usually supplied by email after subscribing to the Zetafax Online service:

Zetafax Online add-on license (e.g. “U1234567 – ONLINE – ABC DEF”)

Zetafax Online user ID (e.g. “U1234567 – ABC DE – FGHI – JKLMNO”)

Zetafax Online password

For systems other than Corporate Edition: Zetafax C orporate Edition upgrade license

Configuration overview

C onfiguring Zetafax to use Zetafax Online requires the following operations:

Step 1: Enable Zetafax Online features

Step 2: C onfigure dialing properties

Step 3: Enable Least C ost Routing (LC R)

Step 4: C reate an LC R link to Zetafax Online

Step 5: C reate an LC R rule for sending faxes

Step 6: Test the Zetafax Online configuration

These are described in further detail in the following sections.

Installation of the Zetafax C lient

Zetafax User Setup

Zetafax Server 303

Step 1: Enable Zetafax Online Features

Zetafax Online is an optional feature for Zetafax. This is enabled by installing a Zetafax add-on license key with has the following format:

Uxxxxxxx – ONLINE – xxxxxx

Zetafax Online uses the Least C ost Routing feature in Zetafax, which is included as standard with Zetafax

C orporate Edition systems. To use Zetafax Online with other edition systems (Business Edition or

C ommsEngine) you will also require a C orporate Edition upgrade license, which has the following format:

Uxxxxxxx – C ORPORATE – xxxxxx

To install the add-on license(s):

On the Zetafax Server computer, open the Zetafax C onfiguration program.

· Select the Licensing and Registration option.

Right click your mouse in the license detail screen, and select the Modify/Upgrade License

Details option.

The License and Registration Wizard opens, displaying your existing license details:

Select the Add option to display Install add-on dialog. Enter your Zetafax Online add-on license number, then click OK to return to the Licensing and Registration Wizard.

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For Business Edition or CommsEngine systems: Repeat the process, clicking Add again to enter your Zetafax C orporate add-on license number, then clicking OK to return to the Licensing and

Registration Wizard.

· C lick Next to continue through the wizard screens, following instructions to register the software.

You are required to register the add-on(s) to continue using the Zetafax software.

Related topics

Zetafax Licensing

Step 2: Configure Dialing Properties

The dialing properties determine how the Zetafax Server interprets fax numbers which are entered by users when sending a fax, to convert them into a standard format (called Canonical format) for sending using Zetafax Online.

The C anonical format is an international format for specifying phone numbers. It starts with a “+” symbol and the country code (e.g. “+1” for North American numbers, or “+44” for UK numbers), followed by the area code and phone number. It is most commonly used when calling the number from another country, replacing the “+” symbol with the international access code for the country you are dialing from.

In some countries, area codes include a standard digit at the start (e.g. in the UK, all area codes start with

“0”). In most cases this digit is removed when the number is converted to C anonical format, and is not dialed when calling from abroad.

Configuring the dialing properties

On the Zetafax Server computer, run the Zetafax C onfiguration program, then click Server

Settings.

Select the Dialing option and click Configure…

The Dialing properties window will open. Select Use Zetafax Dialing Properties, then in the select the country where the Zetafax Server is located.

Using Zetafax dialing properties is sufficient in most locations, and is generally recommended for simplicity. However in some countries or areas with more complex dialing rules, it may be necessary to use the the Windows telephony settings (TAPI settings) instead. Further details on configuring these settings are given in the online help and other resources if required.

Enter other details on the page as appropriate for your location. Examples settings are given below for North America and UK – for other countries, see the online help for further advice if needed.

Zetafax Server 305

When the details have been configured, use the Test dialing properties section to ensure that the settings are correct, checking both the C anonical and Dialable forms corresponding to a range of numbers. This should include the following test numbers: o

Local number entered without the area code o

Local number entered with the area code o

National number for another area code o

International number entered with the international access code (e.g. 011) o

International number entered with a “+” sign

Configuring the Zetafax dialing properties

Example 1 – North America

For a Zetafax Server based in Georgia, USA, in area code 770, the settings would be as follows:

Server in this country

Area code

International access code

National access code

Identifying national numbers

When dialing local numbers

USA and C anada

770

011

Numbers of more than 7 digits contain an Area code

(nothing selected)

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Example 2 – UK

For a Zetafax Server based in London, UK, in area code 020, the settings would be as follows:

Server in this country

Area code

International access code

National access code

Identifying national numbers

When dialing local numbers

United Kingdom

020

Numbers with area codes always begin with the National access code

(nothing selected)

Related topics

Dialing Properties

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Step 3: Enable Least Cost Routing (LCR)

Once you have specified dialing properties for your Zetafax Server, you can proceed to enabling the Least

C ost Routing functionality which is used to connect to Zetafax Online.

Configuring the Zetafax Server to use LCR

To configure the Zetafax Server to use LC R:

· On the Zetafax Server, run the Zetafax C onfiguration program, then click Server Settings.

Select the LCR option to display the Least C ost Routing of faxes option pane, then select the

Enabled option at the top to enable the LC R functionality.

Note that Least Cost Routing can only be enabled on a Zetafax Corporate Edition system, or on a

Zetafax system which has a Corporate Edition upgrade license installed. If enabling LCR fails with an error message saying the feature is not licensed, please check that you have installed the

Corporate Edition upgrade as instructed above.

Related topics

Least C ost Routing

Step 4: Create an LCR link to Zetafax Online

The next stage in setting up Zetafax Online is to configure a link between your Zetafax Server and the

Zetafax Online service.

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In the Zetafax C onfiguration program, click Server Settings.

Select the LCR option to display the Least C ost Routing of faxes dialog, then select Links... to display the Links to remote servers dialog.

· C lick New to display the Link Type dialog.

Note that Link Type dialog is only displayed on systems which have the Zetafax Online license addon installed. If this dialog is not displayed please check that you have installed the license add-on correctly as described above.

C hoose Zetafax Online Link and select OK, and the Edit link properties dialog is displayed

General tab

The General tab allows you to specify what the link is and how it should behave.

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Enter a description for the link. This is displayed in the Zetafax Server Monitor display, so can be used to identify the link in systems using multiple Zetafax Online accounts.

· Set or clear the Send messages to Zetafax Online service checkbox to specify whether you wish to use Zetafax Online for sending faxes. If this is enabled then do the following additional step: o

Enter your company name (or main company fax number if preferred) in the Organization

name on header line box. This is added to the top of sent faxes, and is also passed to the remote fax machine to identify the sender (as the C SID field).

Set or clear the Receive messages from Zetafax Online service depending on whether the

Zetafax Online account is enabled for incoming faxes. If it is enabled then do the following additional steps: o

Select a Zetafax user from the Zetafax user account to use for receiving messages drop down list. This user will receive any incoming faxes which are not automatically routed to another user account, so that they can forward or process them manually.

Set the Check for new messages frequency setting to 00:01 (1 minute). This setting determines the maximum delay after a fax is received before it is delivered to the Zetafax user. A value of 1 minute is suitable for most systems, though it can be increased on systems using large numbers of accounts if required to reduce server load.

Account tab

The Account tab contains details of Zetafax Online account which are used by Zetafax when communicating with the Zetafax Online service.

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C omplete the User ID and Password fields with the information provided to you when you subscribed to Zetafax Online.

Note that the four part User ID can be copied whole and pasted into the first field, in a single operation.

C lick on the Test button and the Zetafax Server will test your connection to Zetafax Online. This tests that the user ID and password have been entered correctly, and also checks that the firewall and other network settings are correct to allow the computer to connect to the Zetafax Online service.

Watchdog tab

The Watchdog tab is used to configure whether the Zetafax Server should periodically check that it can contact the Zetafax Online service. This is primarily of use on systems which are only being used for sending, so that the Zetafax Server will warn of a communications failure even when there are no faxes waiting to be sent, and is recommended for send-only systems.

To start the link watchdog, check the Enable link watchdog checkbox on the Watchdog tab.

Next set the Watchdog message frequency. The default value of 00:15 (15 minutes) is suitable for most systems.

Finally, click OK on the Edit link properties dialog box to create the Zetafax Online link.

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Step 5: Create an LCR Rule for Sending Faxes

The next stage in setting up the Zetafax Online connection is to specify which faxes should be sent using the service. This is done by creating an LC R rule in the Zetafax Server.

Most systems using Zetafax Online use a single Zetafax Online account and do not have a local fax board or other fax device. These systems require a simple universal rule, specifying that all faxes should be sent using Zetafax Online.

Creating a universal rule

The following steps create a universal rule, to send all faxes via a single Zetafax Online link.

In the Zetafax C onfiguration program, click Server Settings.

Select the LCR option and then select Rules... to display the Routing Rules dialog.

C lick New to display the Edit Routing Rule dialog.

Type a short description in the Rule description field (e.g. “Zetafax Online”).

C lick the Server tab, select Zetafax Online in the Other servers available for sending

messages section, then click Add to move it to the list of servers to be used in the rule.

· C lear (uncheck) the Use local server if no others are available checkbox.

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Display the Summary tab and review the settings to ensure they are as expected. The destinations and additional criteria fields should be empty (meaning that the rule applies to all messages), and the server list should include just the Zetafax Online link.

Zetafax Server 313

C lick OK to save the new rule, then click OK on the remaining dialog boxes to return to the Zetafax

C onfiguration Program main screen.

Creating rules for more advanced scenarios

A single universal rule, as detailed above, will be sufficient for most Zetafax systems using Zetafax Online.

Some configurations will require more complex rules to be created – for example:

· For automated systems used by multiple companies (multi-tenant C ommsEngine servers), a separate Zetafax Online account can be used for each company. In this case each company would have a separate Zetafax user account, LC R link and LC R rule for that link. This would direct faxes submitted via that Zetafax user account to the correct Zetafax Online account for billing purposes, and ensure that faxes received without onward routing information would be passed to the correct administrative user for manual processing.

For systems installed with a local fax device as well as a Zetafax Online connection, you can configure rules to cause some faxes to be sent using the local device – for example, specifying that faxes to local numbers are sent using the local device to reduce call costs.

For systems using Zetafax Online for intermittent high volume usage, you can create a separate

Zetafax user account for bulk fax broadcasts, then configure the rule so that Zetafax Online is only used when sending from that user account.

For systems installed with a local fax device as well as a Zetafax Online connection, you can configure the rule so that Zetafax uses the local device for sending if the Internet connection fails, by setting the “use local server if no other servers are available” option for the rule. C onversely you can configure Zetafax to use Zetafax Online only if the local device fails, by specifying the local server above Zetafax Online in the rule.

Further details on these more advanced configuration scenarios can be found in the online help for the

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Zetafax C onfiguration Program, or from our website .

Related topics

Editing LC R Rules

Step 6: Test the Zetafax Online configuration

Once you have completed the steps to connect to Zetafax Online, you should test that the system has been configured correctly before making this available to users.

This section describes how to test the most common case, where Zetafax is configured to use a single

Zetafax Online account without any local fax device. Other scenarios will require additional testing.

To test the system, perform the following steps:

Start the Zetafax Server. C heck that the Zetafax Monitor program displays a link to Zetafax

Online, and that the link is displayed as Online. C heck the messages which are logged to ensure that there are no errors reported.

If the link is not displayed, check that you have followed the instructions to enable the LCR feature and create a link, then try restarting the Zetafax Server using the Restart menu option in the Zetafax Server monitor program.

If the link is displayed as Offline, display the Link Status dialog (using Options menu, Links), then set the link online.

If the link is displayed with an error status, run the Zetafax Configuration program, display the

Least Cost Routing server settings pane, then display the settings dialog for the link. Validate the account details and other settings using the Test button. If this works correctly, try stopping the Zetafax Server then running again as an application (rather than as a Windows service).

Using the Zetafax C lient, send a single page fax to valid test number. Watch the Zetafax Server monitor screen, and check that the fax is submitted to the Zetafax Online service, shown in the message count for the server (number of messages queued remotely) and for the link. Once the fax is sent, check that the server reports the completion, and check the message status in the client is updated to show the fax has been sent.

If the message fails immediately, with a message “No suitable devices” displayed in the

Zetafax Server monitor, check that the LCR rule has been configured correctly.

If the message fails after submission to the Zetafax Online service, with a general error such as “insufficient funds available” displayed in the Zetafax Server monitor, please contact Equisys to check the status of the Zetafax Online account being used.

For systems configured for receiving faxes:

Send a fax to the fax number associated with the Zetafax Online account. We recommend sending the fax from a separate fax device if available, rather than from the Zetafax system being tested.

C heck the Zetafax Server monitor program – the received fax should be retrieved within 1 minute

(depending on the settings configured for the link). Ensure the fax is forwarded to the Zetafax user account specified in the link settings (or other user if the system has inward routing rules configured).

If the fax is not detected by Zetafax, check the link settings to ensure that inbound fax receipt

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is enabled, and that the fax was sent to the correct fax number.

For systems with inward routing rules configured, if the routing rules do not trigger as expected then check the routing information received by Zetafax matches the specified rule, by checking the messages logged in the Zetafax Server monitor screen. Note that the format of routing information may change when moving from a local fax device to Zetafax Online – e.g. passing a different number of digits for the dialed number – so the inward routing rules may require adjustment to reflect this.

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Using Zetafax Online

The user experience on a system configured to use Zetafax Online is very similar to using Zetafax with fax boards or other local devices, as described in the online help within the Zetafax C lient and other documentation.

In general the choice of fax device or Zetafax Online is transparent to users, whether they are using the

Zetafax C lient, Zetafax Email Gateway, or any other method to send and receive faxes. Users do not need to change behavior depending on the configuration chosen, and will usually not be aware of how the server is configured. Where existing systems are migrated from using a local fax device to Zetafax Online, experienced users may notice some minor changes, including the following:

When sending with a fax board, the message status displayed in the Zetafax C lient shows detailed progress for the call. The message icon changes to show call progress, including dialing the fax number, call connection (transmission of the fax), and waiting to retry the number where required.

With Zetafax Online the number of states displayed is reduced – the message icon shows when the message is submitted to the Zetafax Online service, but call progress is not reported until the message status changes to success or fail.

On a system with local fax devices, user with sufficient permissions can display a server status screen showing which faxes are queued for sending, and the faxes which are currently being sent.

On a system using Zetafax Online the display shows faxes which have not yet been sent, but the display of which faxes are being sent and faxes awaiting retry is not available.

Faxes which are sent using Zetafax Online cannot be aborted during transmission.

The format of the fax header line for faxes sent using Zetafax Online is different from other fax devices.

· There are some differences in how non-standard or variable paper sizes are handled when sending or receiving faxes using Zetafax Online.

For received faxes, details of the sending fax number may be supplied in a different format, which may alter the subject line for users who receive faxes via email (using the Zetafax Email Gateway).

For existing systems using automatic routing of received faxes, the format of routing information such as the dialed number or sending number may change – for example giving the full dialed number rather than the last few digits – requiring existing routing rules to be updated.

Please contact Equisys for further details of these changes if required.

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Do not dial number restriction

The Do not dial number restriction option allows you to specify numbers that you do not wish to be dialed by members of your company. You can specify:

Individual numbers that should not be dialed.

· All International communications to be blocked.

Local area codes that should be barred such as premium rate fax lines.

To set up your Zetafax Do not dial list, follow the instructions below:

Open the Zetafax C onfiguration program.

Select the Server settings option and select the Do not dial C ategory. The control will be displayed:

Any numbers that have already been added will be displayed in this list, along with any descriptions you may have added.

To add a new restricted num ber

C lick on the Add button, the Add restricted number dialog is displayed:

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Type the number that you wish restrict in the Number box.

Add a description of that number if required in the Description box.

Select the Add Number button to save this number to your Do not dial list:

To m odify an existing num ber

Highlight the number you wish to change by selecting it with your left mouse button.

Select the Modify button, the Modify restricted number dialog is displayed:

At this point you can make changes to either the Number or the Description.

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When you have made your changes, select the Save option to save your modifications.

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To rem ove a num ber

Highlight the number or numbers you wish to remove from the list by selecting them with your left mouse button.

Select the Remove button, the Delete Confirmation is displayed:

Select the Yes option to delete the numbers.

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Add restricted number

To add a new restricted num ber

C lick on the Add button, the Add restricted number dialog is displayed:

Type the number that you wish restrict in the Number box.

Add a description of that number if required in the Description box.

Select the Add Number button to save this number to your Do not dial list:

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Modify a restricted number

To m odify an existing num ber

Highlight the number you wish to change by selecting it with your left mouse button.

Select the Modify button, the Modify restricted number dialog is displayed:

At this point you can make changes to either the Number or the Description.

When you have made your changes, select the Save option to save your modifications.

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Junk Message Filtering

The Junk message filter enables you to specify fax and SMS telephone numbers from which you do not want to distribute messages to your Zetafax users. It operates in the same way as the 'Automatic inward routing' based on a Sender ID (i.e. the senders fax or mobile number). You can choose from 4 different ways to deal with these messages. These are:

Delete messages

Archive messages

Store the messages in a designated 'Junk' Folder.

Archive and store messages in a designated 'Junk' Folder.

C lick here for information on how to do this.

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Setting up junk message filtering

To enable junk message filtering start up the Zetafax C onfiguration program and navigate to 'Junk message filter' in the 'Server Settings' list.

Double clicking this will display the 'Junk message filter' options dialog. This allows you to specify what action you want to take with junk messages.

Autom atically delete the m essage

Selecting this option deletes all junk messages.

Copy the m essage to the received fax archive

Selecting this option archives junk messages.

In order for this setting to work, archiving of received messages must be enabled. To do this, you must navigate to the 'Archiving of sent and received messages' in the 'Server Settings' and enable receiving of received messages.

Copy the m essage to the 'Junk' m essage folder

Selecting this option allow you to specify a specific folder for storing junk messages.

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On selecting this option the 'Folder to store junk messages' edit box will become enabled and you can browse to the desired folder using the browse button "…" or simply type in the full folder path.

Archive and Copy Junk Messages to 'Junk' folder

It is possible to both archive and copy a junk message to the 'Junk' folder. This allows you to keep a record of a received junk fax, whilst preventing that fax from reaching it's desired destination.

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Creating junk message filter rules

To identify messages as junk you must specify a junk message filter rule for each sender you have identified as a junk sender. This is done in the 'Junk' rules list.

Adding a junk rule

To add a junk rule simply right click on the 'Junk' node or right click in empty space on the junk rules list.

This will display the 'New junk message routing rule' dialog shown below.

Message for

In this drop down you specify for whom this rule applies. It will contain a list of all Zetafax users and groups as well as an 'All' users option and an '(unaddressed)' option. Rules can be specific to an individual user, for example, by selecting an individual user from the Message for drop down, then messages for USER1 from 5551234 would be routed to '(junk)' whereas all other users faxes from that number to other users would be delivered as normal.

Sender ID

Enter the FAX or SMS telephone number from which you wish to identify messages as junk.

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Organization nam e

The Organization name allows you to specify an alias for the Sender ID number.

Route to

This is always '(junk)' and indicates that this routing rule is routed depending on the junk action setting described in section 1.

Editing a Junk Rule

To edit a junk rule simply right click on the rule you wish to edit in the junk rules list and select 'Edit' from the drop down list. This will display the 'Edit junk message routing rule' dialog shown below.

Deleting a Junk Rule

To delete a junk rule simply right click on the rule you wish to delete in the junk rules list and select 'Delete' from the drop down list. Alternatively, select the junk rule and press the delete key on your keyboard.

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Automatic inward routing of junk messages

As mentioned before a junk message filter rule is actually a specialized type of sender ID routing rule. This means that you can view all your routing rules, regular and junk, in the sender ID routing rule list in the

'Automatic inward routing' settings. To find this list navigate to the 'Automatic inward routing' node and select 'Sender ID' from the sub nodes (shown below).

This list operates in exactly the same way as the junk rule list described in section 2. You can 'Add', 'Edit' and 'Delete' routing rules including junk rules.