Managing Mailboxes
NOTE:
•
Mailboxes can be managed only when the optional Fax unit is installed.
SUPPLEMENT:
•
Mailboxes can be managed using the Touch Panel Display. See the Operator’s
Manual for Facsimile Function.
This equipment supports the ITU-T compatible mailboxes that allow storage and retrieval of documents via mailboxes that are already set up in a mailbox hub.
The following three types of Mailboxes are available:
Confidential mailbox
The Confidential Box allows a one-time document retrieval from the mailbox. Once a document is retrieved, it is cleared. If a new document is sent to the same box number where another document is stored, it is added to the existing box. You can also set up a password requirement for accessing the Confidential Box for document retrieval, to prevent unauthorized retrieval of documents.
Bulletin Board mailbox
The Bulletin Board Box allows multiple document retrievals from the same mailbox. Once a document is retrieved, it is not cleared. If a new document is sent to the same Box, it replaces the existing one. You can set up a password requirement for accessing the Bulletin Board Box for document reservation.
Forward mailbox
The Forward mailbox allows you to transmit a received fax to various destinations, using the following agents:
•
Internet/Fax (Relay) agent — When a document has been sent to a mailbox, this equipment can call up the remote Fax via the public switched telephone line, or send the Internet Fax via the Internet according to the destinations registered in the mailbox. After the relay transmission, the transmission result list will be sent specified remote Fax. It is also possible to set up a password requirement.
•
Save as file agent — The received faxes in this mailbox are forwarded to the local folder in this equipment or network folders.
•
Email agent — The received faxes in this mailbox are forwarded to the email addresses recipients specified in the mailbox.
•
Store to e-Filing agent — The received faxes in this mailbox are forwarded to the Box in this equipment. The data stored in the Box can be printed later, and also can be managed using the e-Filing web utility, which is a web-based utility that allows you to display, print, and merge the files in the Box.
For e-STUDIO350/450 and e-STUDIO230/280:
The Save as file agent and Email agent are available only when the Printer Kit and Scanner
Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.
NOTE:
•
Sending and storage of documents to a mailbox hub and retrieval of documents from a mailbox hub is possible only on an ITU-T compliant facsimile. Only ITU-T compliant facsimiles can be used as Mailbox hubs. This equipment is provided with mailbox hub functions.
Using TopAccess, you can set up, edit, and delete mailboxes on this equipment.
72 Network Operator’s Guide — Managing Mailboxes
Setting Up an Open Mailbox
To carry out ITU-T communications, you must first set up an Open Mailbox in the mailbox hub.
You can set up a maximum of 300 mailboxes.
Setting up or editing a mailbox
1.
Click the Registration tab and the MailBoxes menu.
• The MailBoxes menu page is displayed.
2.
Click [New] to set up new mailbox, or click the box number link that you want to edit in the mailboxes list.
• If you click [New], skip to step 5.
• If you click the box number link that is not protected by a password, skip to step 4.
• If you click the box number link that is protected by a password, go to the next step.
3.
Enter the 5-digit password for the mailbox and click [OK].
Network Operator’s Guide — Managing Mailboxes 73
4.
Click [Edit].
5.
Select agents and click [Select Agent].
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Confidential — Select this to create a Confidential mailbox.
Bulletin Board — Select this to create a Bulletin Board mailbox.
Forward — Select this to create a relay station mailbox. When you select this, select the agent from “Internet/Fax(Relay)”, “Save as file”, “Email”, or “Store to e-Filing”.
•
Internet/Fax(Relay) — Select this to create a Forward mailbox of Internet/Fax
(Relay) agent. This agent can be combined with the Save as file or Store to e-Filing agent.
•
Save as file — Select this to create a Forward mailbox of the Save as file agent.
This agent can be combined with the Internet/Fax(Relay), Email, or Store to e-Filing agent.
•
Email — Select this to create a Forward mailbox of the Email agent. This agent can be combined with the Save as file agent or Store to e-Filing agent.
•
Store to e-Filing — Select this to create a Forward mailbox of the Store to e-Filing agent. This agent can be combined with the Internet/Fax(Relay) agent, Save as file agent, or Email agent.
For e-STUDIO350/450 and e-STUDIO230/280:
“Email”, and “Save as file” are available only when the Printer Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.
6.
Click each button displayed in the page to set the template properties.
Network Operator’s Guide — Managing Mailboxes
[MailBox Setting] — Click this to specify the mailbox settings.
P.76 "MailBox Setting"
[Destination Setting] — Click this to specify the destinations to be sent. This can be set only when creating the Internet/Fax(Relay) agent or Email agent.
P.77 "Destination Setting"
[Internet Fax Setting] — Click this to specify how the document will be sent.
This can be set only when creating the Internet/Fax(Relay) agent.
P.77 "Internet Fax Setting"
[Relay End Terminal Report] — Click this to specify where the transmission result list will be sent. This can be set only when creating the Internet/Fax(Relay) agent.
P.77 "Relay End Terminal Report"
[Email Setting] — Click this to specify how the document will be sent. This can be set only when creating the Email agent.
P.78 "Email Setting"
[Save as file Setting] — Click this to specify how the document will be stored in local hard disk or network folder. This can be set only when creating the Save as file agent.
P.78 "Save as file Setting"
Network Operator’s Guide — Managing Mailboxes 75
[Box Setting] — Click this to specify how the document will be stored in the Box.
This can be set only when creating the Store to e-Filing agent.
P.78 "Box Setting"
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7.
After configuring the desired mailbox properties, click [Save].
• The mailbox properties are registered.
NOTE:
MailBox Setting
In the MailBox Settings page, specify the general information of the mailbox such as the box number, password, owner, comment, and notification.
•
The “Notification” and “Document Print” options are not available when creating the
Confidential mailbox or Bulletin Board mailbox.
1) Box Number
Enter the box number of the mailbox. You can enter up to 20 characters including numbers, sharp marks (#), and asterisks (*).
2) Password
Enter the box password if you want to protect the mailbox by the password. You can enter up to 20 characters including numbers, sharp marks (#), and asterisks (*).
3) User Name
Enter the user name of this mailbox. You can enter up to 64 characters.
4) Comment
Enter the comment. You can enter up to 64 characters.
5) Notification
This specifies how the notification message will be sent when an error occurs.
Send email when an error occurs
Select this to send a notification message to the specified email address when an error occurs.
Network Operator’s Guide — Managing Mailboxes
NOTE:
Send email when job is completed
Select this to send a notification message to the specified email address when an job is compeleted.
Email Address
Enter an email address that the notification message will be sent.
•
When you enable the Notification setting, make sure to set up the Email settings in the Email submenu page of the Setup menu in the TopAccess Administrator’s mode. For instructions on how to set up the Email settings, refer to the Network
Administrator’s Guide.
6) Document Print
Select whether printing the document sent to this mailbox.
Destination Setting
In the Recipient List page, you can specify the destinations of the Internet/Fax (Relay), or Email agent.
When you are setting up the destinations for the Email agent, you can only specify the email addresses for the destinations.
When you are setting up the destinations for the Internet/Fax (Relay) agent, you can specify both fax numbers and email addresses for the destinations.
For e-STUDIO350/450 and e-STUDIO230/280:
Specifying email addresses for the destinations is available only when the Printer Kit and
Scanner Upgrade Kit are installed, or the Printer/Scanner Kit is installed.
NOTE:
You can specify the recipients by entering their email addresses or fax numbers manually, selecting recipients from the address book, selecting recipient groups from the address book, or searching for recipients in the LDAP server.
•
The methods of entering the recipients manually and searching for the recipients in the LDAP server are not available if you are setting the destination for the Internet/
Fax (Relay) agent.
The instructions on how to setting up the destination setting for the mailbox is same as setting up the destination setting for the private template.
P.40 "Destination Setting"
Internet Fax Setting
In the Internet Fax Settings page, you can specify the content of the Internet Fax to be sent.
The instructions on how to setting up the Internet Fax settings for the mailbox is same as setting up the Internet Fax settings for the private template.
P.47 "Internet Fax Setting"
Relay End Terminal Report
In the Relay End Terminal Report page, you can specify a recipient that the transmission result list will be sent.
Network Operator’s Guide — Managing Mailboxes 77
Adding the relay end terminal report recipients
1.
Click [Relay End Terminal Report].
• The Relay End Terminal Report page is displayed.
2.
Enter the fax number or Email address, or select an Email or
Fax option button of a user that you want to send the transmission result list.
78
SUPPLEMENT:
•
You can clear the selected option button by clicking [Reset].
NOTE:
•
You cannot specify more than 1 recipient for the destination of the Relay End Terminal Report.
3.
Click [Save].
• The selected recipient is set for the transmission result list recipient.
Email Setting
In the Email Settings page, you can specify the content of email document to be sent.
The instructions on how to setting up the Email setting for the mailbox is same as setting up the
Email setting for the private template.
P.50 "Email Setting"
Save as file Setting
In the Save as file Setting page, you can specify how and where a received fax will be stored.
The instructions on how to setting up the Save as file setting for the mailbox is same as setting up the Save as file setting for the private template.
P.51 "Save as file Setting"
Box Setting
In the Box Setting page, you can specify how a received fax will be stored in the Box.
Network Operator’s Guide — Managing Mailboxes
The instructions on how to setting up the Box setting for the mailbox is same as setting up the
Box setting for the private template.
P.53 "Box Setting"
Deleting an Open Mailbox
You can delete an existing Open Mailbox from TopAccess.
NOTE:
•
If you want to delete an Open Mailbox, the document must first be retrieved, printed, or canceled from the Open Mailbox.
Deleting an mailbox
1.
Click the Registration tab and the MailBoxes menu.
• The MailBoxes menu page is displayed.
2.
Click the box number link that you want to delete in the mailboxes list.
• If you click the box number link that is not protected by a password, skip to step 4.
• If you click the box number link that is protected by a password, go to the next step.
3.
Enter the password for the mailbox and click [OK].
• The MailBoxes Properties page is displayed.
Network Operator’s Guide — Managing Mailboxes 79
4.
Click [Delete].
• The confirmation dialog box appears.
5.
Click [OK].
• Selected mailbox is deleted.
80 Network Operator’s Guide — Managing Mailboxes