Installation, administration & user guide. Software version msxfax 7.6 build 357. Documentation version 7.6 rev 357 Updated 7 February 2011

Transcription

1 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 1 Installation, administration & user guide with commitment comes success Software version msxfax 7.6 build 357 Documentation version 7.6 rev 357 Updated 7 February 2011

2 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 2 Installation, administration and user Guide Copyright 1996 to 2011 Better Network Services Group Pty Ltd, all rights reserved. Better Network Services Group Pty Ltd (BNS Group) ABN The software described in this Guide is supplied under a license agreement and may only be used in accordance with that agreement. msxfax is a registered trademark of Better Network Services Group Pty Limited (BNS Group). Other brands or product names are trademarks or registered trademarks of their respective holders. Trademark acknowledgements: Microsoft is a registered trademark of Microsoft Corporation Inc. Exchange Server 2010 is a Trademark of Microsoft Corporation Inc. Exchange Server 2007 is a Trademark of Microsoft Corporation Inc. Exchange Server 2003 is a Trademark of Microsoft Corporation Inc. Windows, Windows 2008, Windows 2003, Windows 2000 and Windows XP are registered trademark of Microsoft Corporation Inc. Acrobat is a registered trademark of Adobe Systems Inc. Dialogic and Diva Server and trademarks of Dialogic Networks Inc/Dialogic.

3 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 3 Table of Contents 1 Installation checklists and latest revisions Latest Revision history Checklist for customers UPGRADING msxfax from a previous release of msxfax Checklist for New Installations only 28 2 Introduction Architecture High Level diagram: the boxes Software components Message flow diagram Quick Start Guide for the technical gurus Can I test msxfax without a fax board? Can my Outlook Web Access users send & receive faxes? Do I have to put FaxEnabled into every user s AD record? Can I use a Security Group to control access to a fax server? Does msxfax Security Group access controls support nested security groups? I want all users to be able to send faxes, should I use the Fax Enabled Security Group? Do I need to authorize inbound fax using the Fax Enabled options? Is msxfax affected by anti-virus software products? Does msxfax run on Windows Server 2003? Does msxfax run on Windows Server bit? Does msxfax support Exchange 2003 Server? How does msxfax handle failures in Exchange 2003 Server? How does msxfax handle failures in Global Catalog Servers? Can I install msxfax in a pure Exchange 5.5 environment? Can I install msxfax on an Exchange 2000 server? Can I install msxfax on an Exchange 2003 server? Can I install msxfax on an Exchange 2007/2010 server? Can I use msxfax in an Exchange 2003 server network? Can I use msxfax in an Exchange 2007/2010 server network? 39

4 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Can I install msxfax on SBS 2003 server? Where do I install the fax software? Can I install msxfax on a Domain Controller? Can I install msxfax on a Virtual Machine? Is FAX address space supported? Can I install msxfax on a server which has SQL server? Can msxfax work with Teleform software? Where do I install the Dialogic Diva Server board? What Exchange Service packs and registry considerations are there? What permissions do I need to install msxfax? What permissions does the fax administrator need? Does msxfax Messenger Service need to logon with account permissions? Does msxfax Print Service need to logon with account permissions? What end user security considerations are there? What do I install on my users PC? What do I need to know about Active Directory? I have msxfax 5.0x, how do I migrate to msxfax? Where do I get help? Configuration options & capacity planning Theoretical sizing of a fax server Practical sizing of a fax server Small to medium installations with direct inbound routing Larger installations with direct inbound routing Which Dialogic Diva Server board should I buy? Can I set up a load test with Dialogic boards with loop back cables? Connecting Dialogic Diva Server to PBX s PBX least cost routing over IP networks Connecting Dialogic Diva Server to Cisco IGX WAN Switch ISDN Line ordering specifications Basic Rate(s) channel 2MB ISDN Line ordering specifications North American Primary rate Line ordering specifications Primary rate North American channelized T1 connection Line ordering specifications Dialogic (Dialogic Networks) Inc Contacts Government Security? Security provisions Eicon and msxfax T.30 Fax and Modem communications Diva Server adapters - general call handling Diva Server adapters - Fax call handling Installation and Configuration Security Security Layers using Eicon Diva Server 57

5 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 5 3 Installation pre-requisites & considerations Pre-requisites of your Exchange 2007 Server Pre-requisites of your Exchange 2003 Server Domain considerations Schema Exchange Server Service pack considerations Exchange Server Registry Key addition Pre-requisites of your fax server Fax Server computer Fax Server software Direct InBound Fax Routing Utilizing PBX DTMF Tones with selected Loop-Start Boards Dialogic Diva Server Boards Inter-operability with other applications Finance One from Technology One SAP Connectivity Exchange Connectivity to Alcatel OmniPCX 65 4 Configuring Exchange Server 2007/ Exchange limitations Outlook Business Fax Contacts Exchange topology notes Set up when msxfax will communicate with a Hub Transport Server role SMTP Communications to Exchange from msxfax Create a send connector for msxfax Verify Connection from msxfax to Exchange msxfax Service Account Change msxfax mailbox POP3 protocol settings POP3 protocol settings 90 5 Configuring Exchange Server Configure POP3 virtual server for line wrap Configure Exchange SMTP Connector Adding an account in Active Directory for msxfax 97

6 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Customers configuring more than 1 fax server in a site/connector Exchange POP3 Service Service Account for msxfax Printing Preparing your fax server Installation on Windows Server bit Permissions for a member fax server Permissions required when installing msxfax on a Domain Controller Anti-virus software Installation of Microsoft Office Office 2007 installation section Office 2003 installation section Configure the Microsoft Office Document Image writer Optional: Installation of Adobe Acrobat Software Installing Adobe Acrobat Professional full product Installing support for MAX Compress / Winzip Installing Dialogic Diva Server boards Installing Dialogic Diva Server board(s) Obtaining Dialogic Diva Server software Installing the Dialogic Diva Server software Customers upgrading from Dialogic Diva Server version 6.x New Installations of Dialogic Diva Server software Diva Server Configuration Wizard Configuring a Diva Server ISDN adapter Configuring a Diva Server Pri adapter Configuring a Diva Server Analogue adapter Inbound routing using DTMF routing from PABX systems Saving your configuration Testing a Diva Server adapter Test if your line is working 139

7 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 7 8 Dialogic Fax over IP solutions Upgrading your msxfax software Special notes for existing customers Upgrading to release 7.0 and above Upgrade procedure for non Exchange environments Before you start the upgrade Upgrade Dialogic Drivers Upgrade msxfax installation files Upgrade msxfax with the MSXSETUP.EXE Initial Installation Files Installing the installation files Installing msxfax on your Exchange server Installing msxfax Login to the Domain & Permissions Run the Setup program msxfax Print Service msxfax configuration overview Permissions & Security msxfax Configuration msxfax Console Configuring Dialogic (Dialogic) boards Configuration option for analogue Dialogic Diva Server msxfax General Configuration Licensing 165

8 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Configuration in more detail msxfax System Attendant msxfax Routing Engine msxfax Messenger msxfax Dispatcher & Fax Queues Send a test fax and some useful utilities msxfax Utilities Abort Broadcast Active Directory Integration Introduction Quick setup all users can send a fax without automatic cover sheets Quick setup all users can send a common automatic cover sheet Global cover sheet based on sender s address Other global default options Fax Server Access Controls Adding an OU to the local domain where the fax server accesses AD Keywords & authorization to send a fax using Notes Field Routing to Distribution Groups Enterprise security & controls Security recommendations Active Directory Performance Settings How to reduce the number of queries to GC s Usage of Static GC option More information on Special Inbound Processing Global Fax Settings Introduction Global Fax Server Permissions and Cover Page Settings Fax Server User Feedback Message Limits Audit images of sent and received faxes Default handling of inbound faxes 217

9 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Scenario Compress or Rebuild Fax Database Manage Fax Confirmation Templates Reports Automatic Reporting Quick access to fax server statistics msxfax Enhanced Security Edition Permitted Security Classifications Agency support details msxfax generated messages Dialing Rules and Least Cost Routing (LCR) Introduction Least Cost Routing (LCR) msxfax Setup routines Dialing Rules Dialing Rules Level 1 - Exceptions Dialing Rules Level 2 International Dialing Rules Level 3 Local Calls Dialing Rules Level 4 Long Distance Dialing Rules Level 5 Absolute number (Freeform) USA example showing 2 area codes (781 and 617) in Boston USA example area code 781 Boston with a LCR to a fax server in Hong Kong Other facilities of dialing rules and LCR Build a list of remote fax servers Build a list of fax number masks Build a list of test fax numbers Request a remote dialing rules view from remote fax servers Delete a Dialing Rule View Test Dialing Rules What to do if you decide to change an IP address on a fax server Configuring Cover Sheets Domain level cover sheet controls 252

10 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Cover Page types Static Cover Page Cover Page Editor Overview Cover Page tool features The Keyword Tag definition is made up of two parts : Using the Cover Page Tool Configuration Use of tables in RTF cover page files Keywords Open a sample Cover Page file msxcover.rtf Test your Cover Page How does msxfax handle text from Outlook Fax Server cover page keywords Management of cover sheets in large enterprises Other configuration elements and options? Changing confirmation messages Configuring Exchange/AD for other tasks How to route a fax to a user using DDI values Creation of Active Directory Fax Contacts How to route inbound faxes to a public folder Create a Distribution Group which includes a public folder Routing inbound faxes to external contacts Inbound Printing Configuration Fax Server Management Windows Terminal Services and other products System Center Operations Manager (SCOM) How do my users use the system? Outlook Web Access 291

11 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Addressing & Sending faxes Outlook Contacts Outlook Contacts using msxfax Domain Addressing Send a Word document example Sending faxes when using Microsoft Word Outlook public folder Contacts msxfax Domain Addressing msxfax free form addressing Faxing from Windows Applications How to set up Microsoft Office Image Writer Print from your application Broadcast faxing Installing Microsoft Office Document Image Writer Configure the Microsoft Office Document Image writer Set up of your Excel CSV file Set up a broadcast document Receiving faxes Special commands Passcodes Manual Selection of Cover Page Removing msxfax Exchange Server considerations Removing msxfax from the fax server How to remove msxfax if WISE fails to correctly remove msxfax First and preferred option Removal via a re-install Management, Troubleshooting & error messages Database maintenance msxfax data flow diagram Exchange 2007 back pressure Winmail.dat error messages User receives with Subject = Incomplete Fax Received Which folders can be monitored by network management software Possible ISDN Errors from Diva Diagnostics 325

12 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server ENotify Application Interface Independent Software Vendor and application programmer integration guide ENotify-AI approach based approach to application integration Application programs using domain addressing Application Cover Sheets (Fax forms) Application Cover Sheets (Fax forms) Keywords supported in the memo of an Exchange Connector address space for ISV applications Systems Integration Notes Building a lab using BRI crossover cables with Dialogic PRI crossover cables for Dialogic PRI cards PRI crossover cables and PABXs Objectives of a lab Design considerations for high volume networks Integration with Alcatel-Lucent OmniPCX office R510/ Monitoring msxfax System Tester Installation Edit INI file Attachments to render Changes made require a restart of the service Log file data Procedure to update to new versions Procedure to remove msxfax System Tester 344

13 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 13

14 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 14 Table of tables Table 1: Technology upgrades that take advantage of Microsoft s new platform 30 Table 2: Dedicated Fax Server computer specifications 61 Table 3: Fax Server software specifications 62 Table 4: msxfax support attachment extension types 112 Table 5: msxfax keywords and their usage 196 Table 6: msxfax utilization of AD 225 Table 7: Example of Keyword Tag definition 261

15 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 15 Table of figures Figure 1: High level diagram showing that msxfax is implemented on a Windows 2003 computer in the same Active Directory domain as your Exchange 2003/2007 server 31 Figure 2: Software architecture: high level implementation block diagram showing key Microsoft technologies used by msxfax. 32 Figure 3: High level diagram Exchange Server & msxfax Fax Server 107 Figure 4: The Cover Page Tool is an always on top tool, to be used in conjunction with Microsoft Word. Fields are easily dragged onto cover pages created using Microsoft Word. 262 Figure 5: Open the sample cover sheet 264 Figure 6: Cover page testing using the in-built test facility. 265

16 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 16 Foreword BNS Group would like to thank the following people and organizations for making msxfax a world class product: To all our staff and their families for working tirelessly to deliver undoubtedly the best value for money product available for Microsoft Exchange Server. To Suncorp Group s messaging and collaboration team thanks. To all our customers for their feedback, wish lists and support of msxfax. To Jane Huxley, Melissa Withers, Allan Cruz, Helen Barnsley, Ross Dembecki, Mark Host, Bruce Smith, John Paloni, Raj Natarajan, Ed Beck, the Exchange beta team and everyone at Microsoft who continue to encourage us to create world class technology that adds value to Microsoft Exchange and Active Directory. To our colleagues at Microsoft for developing a great messaging system and the best directory service of all time. To Hussein Tanana Microsoft support thanks for following through hotfix rollups into E2K SP2. To Darwin Abustan, Senior Development Support Specialist, Microsoft South Pacific Regional Support Center thanks for researching To Australian Government Solicitors for DTMF testing with their PABX, feedback on documentation improvements. To Deborah Frankham at OCTAVO for assistance with documentation layout. To Wayne Small MCSE+I MCSE 2000 Technical Director of Correct Solutions Pty Limited for assistance with SMTP socket pooling references to Microsoft Web site allowing Exchange to listen on specific IP addresses port 25. To Chew Weng Hock - Dialogic Networks Malaysia. To Barry Ho, Dialogic & networking specialist consultant Sydney Australia To Eric Henna, Yves Humbert and Alain Kientz of Panalpina Worldwide Freight for testing SAP and other features of msxfax. To Sunny Mallapur and Savo Regulic Australian Taxation Office. To Robert Goodworth IBM/GSA & Department of Finance. To Thinh Ngo Product Infrastructure Manager, Telstra Technology, Innovation and Product Group. Colin Ewars and Max McLean of the ISDN product group. To Steve Dozspot, Branch Manager Canon Canberra. To janusnet Pty Limited Greg Cola and Neville Jones regarding Protective Marking Standards implementation and providing janusseal evaluation software for verification and inter-operability testing. Thanks to our customers and partners for being patient with us. We admit to being slow with our releases because we focus on rigorous quality assurance testing which takes time. Thank you all so much.

17 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 17 1 Installation checklists and latest revisions 1.1 Latest Revision history 357 patches designed to be overlaid on top of build 356. msxfax 7.6 b357 12th Jan 2011 Rework algorithm to remind Administrator that software is expiring. A new version of msxattendant.exe will create registry entry in the msxfax root called AlertLicenseFrequency containing values 90,60,30,10,9,8,7,6,5,4,3,2,1. To force the Attendant to perform a license check find the file called licdiag.ok in the msxfax XP\programs directory. This file should be renamed to licdiag to process an on demand alert message to the configured Administrator. msxfax has support for alerts to be sent to an alternate address and alternate SMTP Server. Set these values viaregistry msxfax Xp root AltAlert and AltSMTPServer. Fix Bug in msxprintspool.exe where if a print of a tiff file in most cases a tiff file with only a header occursthe msxprintspool.exe task will not delete the offending file but continue to process and fail. Thisfix deletes the offending control and tiff file and continues. msxfax 7.6 b357 27th Sept 2010 Strip * in DDI in msxdispatchrxin.exe. Found * appearing in DDI coming from a PBX in bisk education. msxfax 7.6 b357 22nd April2010 Updated msxfaxout.exe to handle situation where Acrobat rendering fails and pdf document is still locked by Acrobatprocess. Process need to be terminated so further rendering can continue. msxfax 7.6 b357 4th March 2010 Updated msxfaxout.exe to check that all work files in the converter directory are purged before starting to process eml files. If files cannot be deleted an error is logged and the task terminates. It is hoped any locked files are released and subsequently deleted. Msxfaxxp.exe 3 Feb 2011 This was patched to allow the customer to set the batch size to a higher number such as 30,000. Recommend not to go higher than 30,000. This will also mask the problem of reporting of broadcast batches where it reports one less than was actually sent. Msxverify.exe 7 Feb 2011

18 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 18 If the IP address of the messenger property for POP3 is blank, POP3 protocol will not be used and the mailbox will not be checked. This is to enable customers who use only SMTP domain address to avoid using POP3. Customers who use least cost routing or load balancing will require POP3 mailbox processing in their design using msxfax 7.6. List of 357 patches Release (Build 356) 7 January Build 356 is a general release. Build 355 was not released generally so you should review all changes inclusive of build 355 below. Additions to 355 to make build 356 Updated FaxFail.htm and FaxEpmFail.txt templates Updated Documentation Included support for TIFF file attachments. Updated msxfax UI with new Protective marking reference to ISM not ACSI33. Controlled Release (Build 355) 12 Dec Build 355 is a controlled release to selected customers. It addresses a major problem described in BNS Technical Bulletin 19 Nov 2009 (Copy the link text below into your browser, if you click on the link in Acrobat it may not work - Adobe bug) 5&caller=%7e%2fFindAnswers.aspx%3ftxtCriteria%3dtechnical+bulletin%26sSessio nid%3d

19 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 19 Re-architected components of msxfax to circumvent a Microsoft problem described in Technical Bulletin 19 Nov New msxfax System Test Service Provides an automated system test tool to check system integrity on a periodic basis. Updated msxfaxroutingengine.exe New msxfaxroutingengine.exe with new smart hosts to handle Microsoft change of dropping Custom X Headers in all mime attachments via domain addressing. Domain addressed messages are now accepted via the new smart host and passed directly via disk to a modified msxverify.exe that authenticates the sender. msxverify.exe still pulls down messages from the msxfax mailbox as well. Updated msxverify.exe Modified msxverify.exe handles domain addressed files from the routing spooler directory as well as from the msxfax mailbox. Updated msxfaxout.exe msxfaxout.exe changed to drop any *.eml files found in the attachment list. Occassionaly an original.eml is created in the attacthemnt list even though its not a specified attachment by the sender. Possibly caused by a POP3 error or POP3 sdk. msxfaxout.exe changed to drop png & gif files found in auto-signatures but still allow the message to be processed. Updated All routines using Easymail SDK upgraded to Easymail 6.5 SDK with patches Fixed SMTP related problem where long files names in attachments were not sent correctly back to Exchange. Updated msxfaxout.exe Support Acrobat 9. Needed to monitor and terminate Acrobat.exe after a render because task would not terminate. Note Acrobat 7 and 8 still supported. Fixed a bug where mime files from Exchange 2007 with X-Headers x-tm-asuser-approved-sender: No AND x-tm-as-user-blocked-sender: No would cause the parser in msxfaxout.exe to identify the wrong sender. This was caused by Exchange Anti Virus X-headers being interpreted as being msxfax related. Fixed a rare problem during rendering of Excel Documents on Office 2003/Office 2007 systems where the Microsoft registry setting to suppress launching of the mspview.exe application after printing to the MODI printer is not honoured. The mspview app locks the rendered tif attachment causing the msxfax render process to fail. All subsequent renders also fail while the mspview.exe app stays active in background. Patch msxfaxout.exe and msxconv.exe (Multi converter systems) to kill mspview.exe process if running prior to taking and processing rendered tif file. Fixed problem where sending a freeeform fax from a user whose address contains an _ resulted in a failed AD Lookup for the Sender because the _ was stripped prior to the AD Lookup. Updated AD Routines Fixed bug where if AD could not be contacted an indefinite wait would occur consuming CPU.

20 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 20 Release (Build 350) July Fixed a bug in msxfaxout.exe and msxconv.exe (multi-converter version) to stop duplicating a tif file attachment when there are multiple recipients. The second recipient onwards would get a doubling up of the attachment. This would only happen if there was a single tiff file attachment. Improve performance delivery of inbound faxes by handing off large multipage faxes to the msxorphan.exe process to split up according to inbound message limit sizes and send to users. Previously when incorporated with msxfaxinrx.exe this would slowdown inbound flow and be an issue on busy inbound systems. Patch to msxfaxinrx.exe and msxorphan.exe. Include Support for Traditional Fax Receipt which includes Sender Company,Fax Details and scaled first page of sent fax all on a single tif page. Changed : msxfaxxp.exe, msxfaxintx.exe, msximage.dll,msxsetup.exe Extended the Canon Image Real Capture (IRC) support to look at subdirectories on the IRC output directory. The subdirectory names should be numeric and are used as the ddi value for the new inbound fax. For reference setting IRC support is as follows : Support Canon Image Real Capture (IRC). IRC will accept a multi-page tif files with special bar code separator pages in them and split them up accordingly into an output directory. msxfax Image Real Capture service if configured will read this output directory and artificially create inbound fax transactions. These Fax transactions will follow normal processing. In order to activate this functionality create a C:\irc.txt in the root of C:, run the msxsetup.exe and a new service msxfax Image Real Capture will be created. Once installed run msxfax console, select Global Fax Settings, select Special Handling of inbound Faxes, create a record in the database to route inbound faxes with a specific DDI assigned for IRC to a local directory. Make this directory the Input directory for IRC (see IRC Configuration). Run Regedit and select HKEY_Local_Machine\Software\Better Network Services Group\msXfax XP\Image Real Capture Pickup. Set the Pickup Directory to the Output directory of Image Real Capture, set the CSID to what ever you prefer, and set the DDI to a new value that must not be the same as the DDI assigned to IRC. (A loop will occur if this is done). Start all services up. Place a catch-all test for CSID to drop any characters not in the a-z, A-Z, range. This was done for ATO. Patch to msxfaxinrx.exe Handle issue created in Exchange 2007 where multiple recipients via domain addressing are dropped. This was due to duplicate X-Headers not being supported in Exchange 2007 but was in Exchange Release (Build 339) November Support for Exchange 2007 Hub Transport Server connectivity Automated reports Support for JPEG & JPG file attachments. Fixed memory leak in msxdispatchrx, replace use of imagelib with leadtools. Adjusted the date time assigned to the audit RX and TX tif file name to be the same as the actual transmit and received time in the statistics table.

21 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 21 Fixed bug in msxfaxout for ENotify to resize rendered tif file to correct dimensions for Dialogic Fax Card. Also catered for situation where if render of ENotify attachments fail they are failed back to the sender. Fixed bug in msxfaxout for Broadcast to recreate a fresh tif file for every new batch in a Broadcast transmission, previously tif files were concatenated for each batch in the transmission. Fixed problem that occurs when borlandmm.dll crashes during inserting records into Fax database, The result is that a records set comprising Store, Recipient and Attach records are not created. This will result in a stall situation occuring and records not being processed. This patch will delete Orphan Store, Recipient Attach and the associated tif file and requesting the send to resumbit fax. Fixed bug in Broadcast module where an apostrophe in a recipient's name caused an insertintostore error. Fixed bug where rendering a pdf file temp files are places in the..\modi spooler directory. On a Failure on the render these temp are not cleared out and could be used in a subsequent render. This fax been fixed. Fixed a bug in msxfaxout.exe to stop hitting the Local Database every second to examine queue depths this has been extended to every minute. Fixed Bug in Export Local Database where Cache data was also exported when requested. When the CSV was imported cache data was re-created as noncached data that could not be cleared by the clear cache function. Enhanced CSV2ADR to save adr files to the Desktop and changed the button on the adr browse to indicated a save rather than an open task is going to occur. Fixed bug in msxfaxinrx.exe to detect the occurance of a blank CSID after invalid CSID characters are removed during inbound fax filename creation is occuring. If detected the flag CSIDNotSet is set Fixed a bug in msxfaxout.exe to stop hitting the Local Database every second to examine queue depths this has been extended to every minute. Support keyword HKey-Local-Machine\Better Network Services Group\msxfax XP\messenger\SplitInboundByPage that when set to 1 will split all inbound faxes into single pages and route them via the normal logic as individual s. Support intelligent splitting up of inbound faxes into smaller multipage tif files based on the maximum tif file size. Support Canon Image Real Capture (IRC). IRC will accept a multi-page tif files with special bar code separator pages in them and split them up accordingly into an output directory. msxfax Image Real Capture service if configured will read this output directory and artifically create inbound fax transactions. These Fax transactions will follow normal processing. In order to activate this functionality create a C:\irc.txt in the root of C:, run the msxsetup.exe and a new service msxfax Image Real Capture will be created. Once installed run msxfax console, select Global Fax Settings, select Special Handling of inbound Faxes, create a record in the database to route inbound faxes with a specific DDI assigned for IRC to a local directory. Make this directory the Input directory for IRC (see IRC Configuration). Run Regedit and select HKEY_Local_Machine\Software\Better Network Services Group\msXfax XP\Image Real Capture Pickup. Set the Pickup Directory to the Output directory of Image Real Capture, set the CSID to what ever you prefer, and set the DDI to a new value that must not be the same as

22 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 22 the DDI assigned to IRC. (A loop will occur if this is done). Start all services up. 6th June 2007 Update History : Release (Build 334) Fixed problem that occurs when borlandmm.dll crashes during inserting records into Fax database, The result is that a records set comprising Store, Recipient and Attach records are not created. This will result in a stall situation occuring and records not being processed. This patch will delete Orphan Store, Recipient Attach and the associated tif file and requesting the send to resumbit fax. Fixed bug in Broadcast module where an apostrophe in a recipient's name caused an insertintostore error. Fixed bug where rendering a pdf file temp files are places inthe..\modi spooler directory. On a Failure on the render these temp are not cleared out and could be used in a subsequent render. This fax been fixed. Fixed a bug in msxfaxout.exe to stop hitting the Local Database every second to examine queue depths this has been extended to every minute. Fixed Bug in Export Local Database where Cache data was also exported when requested. When the CSV was imported cache data was created non-cache record that could not be cleared by the clear cache function. Enhanced CSV2ADR to save adr files to the Desktop and changed the button on the adr browse to indicated a save rather than an open task is going to occur. Fixed bug in msxfaxinrx.exe to detect the occurance of a blank CSID after invalid CSID characters are removedduring inbound fax filename creation is occuring. If detected the flag CSIDNotSet is set Fixed a bug in msxfaxout.exe to stop hitting the Local Database every second to examine queue depths this has been extended to every minute. Fixed bug in msxfaxinrx to not lookup DNS when installed in a standalone workgroup setup. Changed Coverpaged rendering in msxfaxout to use MODI driver Fixed bug in msxfaxout to not strip _ in addresses Fixed bug in console to show/control Dialogic Service when Transmit service disabled. Fixed bug in msxfaxinrx when the Audit Filename will contain trailing spaces in the filename for faxes that have been partially received. Fixed bug where when a CS#usercover.rtf is specified for a one-off coverpage a trailing space in the coverpage filename would cause the coverpage not to be found. Included support for Tiff Class 6 when saving inbound fax files. Included the administrator address in an alert message that goes back to the user when an inbound fax is greater in size to a configured maximum. Stopped any attachments other than single adr and single tif files being attached to a Broadcast. A rare occassion where a reporting error in a Broadcast could cause a deadlock has been fixed. 1 June 2007 Release 7.6 build 334

23 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Fixed bug in msxfaxinrx to not lookup DNS when installed in a standalone workgroup setup. Changed Coverpaged rendering in msxfaxout to use MODI driver Support Sending tif attachment of failed fax back to the user with confirmation if configured. Fixed bug in msxfaxout to not strip _ in addresses Fixed bug in console to show/control Dialogic Service when Transmit service disabled. Fixed bug in msxfaxinrx when the Audit Filename will contain trailing spaces in the filename for faxes that have been partially received. Fixed bug where when a CS#usercover.rtf is specified for a one-off coverpage a trailing space in the coverpage filename would cause the coverpage not to be found. 7 May 2007 Release 7.6 build Added a permissions check in the system attendant and print service to check that the respective service accounts have permissions to write to the registry. Local Administrator permissions are required for the services to operate correctly. Support for Dialogic diva server drivers version 8.3 Support for Windows 2003 SP2 or SP1. Include support for.eml files that have html bodies, change made to msxfaxout.exe Include in msxsetup option to disable the print spooler or if required specify a separate service account details for msxfax print spooler. See UI Change in setup. A potential conflict is possible with both the messenger and print spooler running under the same logon credentials as both attempt to set different default printers at the same time. The Attendant does now not attempt to startup diabled services Support the setting of a single Static GC for all AD lookups - See UI change in Messenger Properties un Active Directory Support the holding of suspect mime files in a suspended sub-directory in the Router Spooler directory. If an error other than SMTP Server not being contactable occurs from the Routing Engine those mime files will be held in a Suspended directory and an NT Event Message will be raised. Improved Windows Event Logging being progressively introduced to all msxfax modules to provide richer content for network management products such as Microsoft Operations Manager. Fixed bug where Dispatcher would consume CPU when idle. Support for Adobe Acrobat full product version 8 Support for Office th Sept 2006 Update History : Release Support Protective Marking standards compliance for Australian Government.

24 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 24 - Do not block 50+ recipients from being sent to in a single fax. Now there is no limit because of MODI driver. - Drop MAAD/R20 tool from setup. - Supplied a new CSV to ADR utility for use with Broadcasts. - msxfax Console OutQ count now includes Faxes transmitting and waiting for a free line. - msxfax Console ProcessQ count now includes Faxes being rendered by Enotify and msxfaxout and waiting to be processed by converter. - Certified with SoftIP v2.0 and Alcatel OMNIPCX Office Rel 5. (Fax over IP FOIP T.38 standards compliance) - Support a special record in the Local Database when AD is disabled and a user record is created with an address of 'allusers@domain' e.g allusers@test.com, outbound fax requests from any user in test.com will be allowed to send a fax. - Fix bug where if an invalid fax number is specified in a list using domain addressing then no results is returned. - Support Exchange Support Office Fix bug where on a rare occasion a tif file associated with an outbound fax gets lost. The fax now rejected back to the user rather than holding up a device as in use. - Free Disk Space monitoring builtin to msxfax Attendant. See Attendant Configuration. 23rd June 2006 Update History : Release (Build 319) Drop support for apf fax printer driver and support Microsoft Office Document Image Printer available in Office Clearer higher resolution tiff files created for faxing. - Support for Office 2003 SP2 Update History : Release 7.5 (Build 314) th April Fixed bug in outbound fax call where calling Party number was set to a space and causing an issue on Alcatel PBXs. - Fixed a bug where an inbound fax had the potential of being lost on fast processors. - Fixed a bug where on a busy server a mime file containing a fax request was incorrectly deemed to be corrupt. - if the file could not be renamed from an.eml to.emt for processing. The logic has been changed to retry the rename.

25 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 25 Update History : Release 7.5 (Build 312) th March Support for Load Balancing across multiple msxfax servers via the msxfax routing engine. - Support for multiple routed destinations (served in a round robin fashion) from a dialing rule. - Extensive Least cost routing, load balancing and load testing performed across many msxfax servers in this release. - Fixed Cover Page support. - Performance improvements. - R2O support dropped and replaced with Microsoft Office Document Imaging Printer support. Creates tiff files from any application. - Support for prioritised Broadcasts via rules engine. - Cached Active Directory calls. - Support for real-time Fax Header processing via Dialogic Diva Server. - Drop support for TAPI Modems and Brooktrout boards. This release supports Dialogic Diva Server only. - Support for Canon Multi-function Devices. Support a fast submit. - Support for automatic loopback mode when TX/RX circuits in Diva Server Configuration set to 0. - Support for intelligent dialing where the same fax number will not be dialed outbound on multiple channels. - Support for Australian On-Ramp 10, On-Ramp 20, On-Ramp 30 licensing variants. - Tested with Dialogic SoftIP v1.2 in a Lab facility with 2 Fax Servers back to back with 30 lines. - Office 2003 SP1 Support on the Fax Server. - Support for user specified keywords words in body - /S-userkeyword=value - /R-userkeyword=value - These keywords like [S-USerKeyword] and [R-UserKeyword] should be placed in the coverpage - and will be replaced with the specified value during rendering. - Support for Default Inbound Route to an address and/or folder. - Support for tiff and bmp files natively. - Support for Acrobat 7. Note. Acrobat 5 or 6 cannot be installed inplace of Acrobat 7 because - of changes Adobe have made. - Brooktrout Support has been dropped from the setup. - Fixed bug where on shutdown an error referring an unknown device was displayed. - Support for Dialogic SDK 3.5 and drivers v8.0.

26 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 26 - msxdispatchrx.exe had bug where outbound faxes with an apostrophe in the subject would not get updated - in the stats table. - Fixed bug in msxfaxinrx where inbound faxes were getting saved with multiple.tif extensions to folders - specified in the special inbound db. This occurred when auditing was turned on. - support Channel based routing on an Dialogic Analogue card - The Channel No is mapped to a DID value so the DID logic inplace will work. - Support for Dialogic Diva Server ver 8.0 Drivers.

27 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Checklist for customers UPGRADING msxfax from a previous release of msxfax This checklist provides you with a list of tasks which must be completed by existing customers intending to upgrade an existing msxfax Fax Server. If you are upgrading for other reasons eg: infrastructure upgrades to Exchange 2007 then you should consider all factors and perhaps treat the project as a new installation. Tasks to install and configuring msxfax Install notes Install Windows Server 2003 SP2. msxfax version 7.0+ now performs an upgrade in place of releases from If you have a release prior to release you should note all parameter settings of your current system, save your existing cover sheets, remove your old msxfax version then install the new version. Save your cover sheets, export any statistics or produce reports as required because this information will be deleted. Customers using Dialogic Diva Server boards must download Dialogic Diva Server software version drivers as described in this manual. ALL customers should complete the configuration of Dialogic Diva Server software. Install initial installation files (INSTALLMSX.EXE). This will update the installation files on your fax server. Remove previous versions of Microsoft Office. If you are not changing the version of Office then there is no requirement to remove Office. Re-Configure Microsoft Office Document Image writer Printer Driver Run msxsetup.exe Configure and Test your fax device(s) Configure msxfax Send a test fax. Send a fax to msxfax check admin alert mailbox for its arrival Configure Global Options as required Modify default cover sheet and/or create new cover sheet(s). Copy back any saved cover sheets. Implement other options as required. Review possibility of using security groups for access controls if you current use [Fax Enabled] keyword. If you allow all users to send a fax then you should NOT implement security group checking due to the overhead involved Only customers upgrading from to 7.0+ will require a new security license keys. Customers on previous releases eg: 6.2 will not require new license keys unless they intend to make license changes or hardware changes. Customer testimonials can be sent to sales@bnsgroup.com.au or via your reseller.

28 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Checklist for New Installations only This checklist provides you with a list of tasks which must be completed by most customers installing msxfax for the first time. This manual provides a logical sequence to follow when installing msxfax. The order of each chapter and the order of this checklist closely match one another. Please use the checklist to ensure that key tasks are completed. Verify that all other documented chapters have been completed/reviewed. Follow the sequence of the user guide Tasks prior to installing and configuring msxfax Install notes Please check the backup strategy of the fax server. USB hard disks will affect the license key of msxfax if a USB hard disk is connected. Identify Exchange bridgehead server(s) in your Exchange 2003/2007 network which will be used to configure a standard Microsoft SMTP Connector to provide a connection between Exchange and msxfax smart host services. Exchange 2007 Sites perform section 4 Exchange 2007 installations Section 4 Exchange 2003 Sites perform section 5 Exchange 2003 installations Section 5 POP3 virtual server line wrap. Microsoft have outstanding issues with this. This is just a note for your information. No action required. Configure SMTP Connector and apply address space to the connector Section 5.5 Configure msxfax domain addressing if required. Section Create an Active Directory mail enabled user account for each fax server Section 5.6 Check that the Exchange POP3 service is running Section 5.7 Tasks to install and configuring msxfax On a suitable computer (refer sizing recommendations in this guide) install Windows Server bit version SP2 Section 6.1 Set the Windows event log to overwrite. Set regional and other settings for your environment Section 6.1 Set permissions for a member fax server Section 6.2 If installing on a domain controller set permissions Section 6.3 Check Anti Virus settings so that msxfax and related directories and process are not affected Section 6.4 Install Office 2003 OR install Office 2007 (see detailed section for version support) Section 6.5 Configure Microsoft Office Document Image writer Printer Driver. Section 6.6 Install Adobe Acrobat FULL PRODUCT (see detailed section for version support) Section 6.7 Optional installation support for MAX Compress / WINZIP Section 6.8 Install Dialogic Diva Server boards and Dialogic drivers Section 7 Diva Server adapter Line testing Section 7.7

29 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 29 If using SoftIP (Fax over IP) then install Dialogic SoftIP Section 8 Observe special notes if upgrading from a previous release of msxfax Section 9 Install initial installation files (INSTALLMSX.EXE) Section 10 Special notes if you do intend to install msxfax on your Exchange Server Section 11 Running the msxfax setup program Section 12 Read the configuration overview Section 13 Configure your Dialogic fax board Section 14 License your fax server (Not required if you are evaluating msxfax) Section Review and Configure other msxfax information Section 13 Send a test fax. Send a fax to msxfax check admin alert mailbox for its arrival Section 15 Active Directory and other considerations and settings Section 16 Configure Global Options as required. Determine if you will allow all users to send or restrict users sending based upon Group membership or via keyword in Notes field. Group membership is recommended. Section 17 If you have licenced the Enhanced Security Edition you should configure settings Section 18 Dialing Rules and Least Cost routing this section is optional. Australian customers are advised to turn on Dialing rules if they intend to support Business Fax contacts in Outlook. Reason: to provide support for users with area codes with and without a zero. Section 19 Modify default cover sheet and/or create new cover sheet(s) Section 20 Optional modify confirmation messages sent to users. Perhaps links to your help desk/internal web site for documentation etc. Implement and test inbound fax routing. Routing to a public folder in Exchange Section 21 Section 22.1 Section 22.3 Implement other options as required. Section 22 onwards Fax Server Management Section 23 How do my users use the system? Section 24 Request a license key from your reseller or BNS s web site per instructions in this documentation. Section Conduct your pilot tests and roll out to users as required. Customer testimonials can be sent to sales@bnsgroup.com.au Customer support is available directly from Customers with support arrangement from their resellers should contact their reseller.

30 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 30 2 Introduction This guide is designed to provide administrators and technical staff with a comprehensive set of instructions to install, deploy and manage msxfax within an enterprise network or even on a single LAN installation. msxfax has been built upon 17 years of development at BNS Group, building upon BNS Group s previous versions of its based fax solutions (from the early days of: msmail 3.x) through Exchange version 4 through to Exchange version 5.5 & Exchange 2003 and now Exchange Exchange 2000 server was a significant change for Microsoft embracing more industry standards and fully integrating with their new Active Directory (AD) service. Exchange 2007 is another quantum leap forward for Microsoft. Many other vendors continued to port or modify their existing Exchange Fax Connectors (Exchange MAPI based gateways) in an attempt to fit in with Exchange BNS Group decided it was time re-develop its software to fully integrate with AD whilst offering a more industry standards based method of integrating with Exchange 2000/2003 server. All references to Exchange include Exchange Server 2003 and Exchange 2007 unless explicitly noted. Technology : BNS Group has made significant investments in upgrading its technology to take advantage of Microsoft s new platform. Table 1: Technology upgrades that take advantage of Microsoft s new platform Integration Technology used Comments Active Directory ADSI, LDAP & ADO msxfax xp does not extend the schema which makes it attractive to enterprises both large and small. Exchange 2003/2007 SMTP & POP3 msxfax xp uses a standard Microsoft SMTP Connector which is configured by you. It is so easy. Administrators appreciate this approach because no 3 rd party Exchange components run on your Exchange server. Your Exchange Server Environment remains a 100% pure Microsoft Exchange Environment 2.1 Architecture An understanding of the architecture of any product will help you understand the fundamental benefits to be gained from such a product.

31 3C om msxfax for Microsoft Exchange 2003, 2007 & 2010 Server High Level diagram: the boxes As can be seen in Figure 1, msxfax fax server hardware and software can be installed on a separate Windows 2003 (32bit) member server. Figure 1: High level diagram showing that msxfax is implemented on a Windows 2003 computer in the same Active Directory domain as your Exchange 2003/2007 server Exchange Server (or Exchange cluster) Windows 2003 Member server msxfax XP Fax Server Telephone network Local Area Network msxfax can be installed on: Windows Server bit domain controllers or member servers.

32 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Software components msxfax uses the latest Microsoft recommended technologies to integrate and interact with key Microsoft services: Active Directory Services and Microsoft Exchange server using Industry standard protocols for message transmission with Exchange Server.. Figure 2: Software architecture: high level implementation block diagram showing key Microsoft technologies used by msxfax. msxfax System Attendant msxfax Routing Engine msxfax Messenger Office Adobe Acrobat full product (optional) SMTP POP3 Standard Exchange SMTP Connector Exchange POP3 Virtual Server Other Exchange components ADO, ADSI, LDAP msxfax Fax Device Drivers Active Directory Services msxfax Windows 2003 Fax Server Member Server Exchange Server(s) (or a cluster) msxfax fax server can be installed on Windows Server 2003 (32 bit only) SP2. ADSI interacts with Active Directory Domain Controllers, SMTP & POP3 interacts with the Exchange server. In many instances, the Exchange server is also a Domain Controller/Global Catalogue Server (for more information on Domain Controllers and Global Catalog servers, refer to Microsoft s Exchange server and Windows 2003 Active Directory resource and planning guides). Exchange 2007 is slightly different but the same principles apply.

33 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Message flow diagram Figure 3: msxfax message flow

34 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Quick Start Guide for the technical gurus Can I test msxfax without a fax board? Yes. Set the number of transmit and receive channels to 0 (zero) and that will automatically enable a software loopback. By default this is the setting for a new installation allowing prospective customers to test msxfax functionality without a fax board Can my Outlook Web Access users send & receive faxes? Yes. Receiving faxes is no different from the Outook rich client. Internet Explorer has a TIF viewer for reading faxes. Sending faxes from OWA can be done using all methods described in this guide. However, OWA does not create a FAX address book entry like the rich client does when a Business Fax field is defined by a user. Therefore, if OWA users want to create Fax Contacts they should create a Contact with an address which follows the msxfax domain addressing format. OWA users can define a contact s fax address just like a regular address. The addressing format is known as msxfax domain addressing. A second address is built into OWA contacts which can be used for a fax address.

35 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 35 The above example shows how OWA Contacts can be defined with a regular address and a fax address.

36 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 36 Your users can select either Bob Brown s address of his fax address Do I have to put FaxEnabled into every user s AD record? NO. By default, ALL users can send a fax when msxfax is installed. msxfax will check AD to see if they actually exist. To restrict who can send you need to set an option in Fax Global Settings to use either the NOTES field in AD or use Security Groups as the means of controlling who can send a fax. If you must have granular controls for sending faxes, use Active Directory security groups Can I use a Security Group to control access to a fax server? YES. msxfax allows a network administrator to define a security group in an OU in a Domain to control access to send a fax. By default ALL users can send unless you nominate to use either control by Group or via the Notes field. The administrator can define control via a keyword in the Notes field or via a Global/Universal Security Group or Distribution Group Does msxfax Security Group access controls support nested security groups? YES, however, Nested Groups from other Domains are NOT Supported. To allow users from other domains in the same forest to send faxes directly to your fax server in your domain; you have to specifically add the user to the Fax Enabled Universal Security Group in your domain.

37 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server I want all users to be able to send faxes, should I use the Fax Enabled Security Group? NO. Just take the defaults which allow all users to send a fax. Messages are still authenticated via an address lookup to AD. We assume your firewall prevents spoofing. msxfax always checks the sender s address against AD to ensure that the sender s address is an AD user object Do I need to authorize inbound fax using the Fax Enabled options? No. A fax received by the fax server does not require any specific authorization controls other than the DID/DDI routing value being placed in an Active Directory (AD) record. In other words, a user can receive faxes without requiring any other form of authorization. You have authorized receipt by them by virtue of adding a routing value in their AD record Is msxfax affected by anti-virus software products? msxfax is fully tested with Symantec Anti-Virus Corporate edition during BNS Group quality assurance tests. For all anti-virus software products the following directories must be excluded from being scanned: Program files\bns Applications and all sub directories msxtemp ETrust from Computer Associates is known to be intrusive on files created by msxfax causing msxfax to fail. Customers using ETrust should take appropriate action to prevent msxfax files and processes from being impacted by ETrust. This is what to do if you have ETRUST Excluding the directory :\program files\bns Applications Exclude msxtemp directory off the root. If that does not work then you may have to disable real time scanning (version 6.x of Etrust for example). Perform periodic scans of your hard drives Does msxfax run on Windows Server 2003? YES. msxfax has been tested on 32 bit version of Windows Server 2003 SP2. 64bit is not supported because MODI printer drivers are not available from Microsoft.

38 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Does msxfax run on Windows Server bit? NO. msxfax has been tested on 32 bit version of Windows Server 2003 SP2. 64bit is not supported because MODI printer drivers are not available from Microsoft Does msxfax support Exchange 2003 Server? YES: msxfax has been tested with Exchange 2003 SP1 and SP How does msxfax handle failures in Exchange 2003 Server? Good question. Most other fax products crash when the Exchange Server services fail or are stopped. This is because most other fax products use Extended MAPI based gateways (Connectors). msxfax is not affected by Exchange being stopped or any individual services being stopped. Of course, no faxes will flow in or out of Exchange in all situations. msxfax will continue to receive faxes from external parties and will hold onto those faxes until Exchange SMTP services are restored How does msxfax handle failures in Global Catalog Servers? Many fax products which are Active Directory aware typically require an LDAP/global catalog server to be hard coded in the configuration. msxfax dynamically binds to the next available Global Catalog Server in the AD Site or another GC which responds to ADSI queries. msxfax is therefore not affected by a GC failure if other GC s are available in the site or enterprise. msxfax uses Microsoft Active Directory Services Interface (ADSI) to establish which GC it should query against. A failure in a GC therefore should not impact on msxfax if the customer has designed their AD correctly. At least 2 GC s should be available in a site. Architects should also provision at least 1 GC per domain per site Can I install msxfax in a pure Exchange 5.5 environment? NO. BNS no longer supports Exchange 5.5 installations Can I install msxfax on an Exchange 2000 server? Not supported Can I install msxfax on an Exchange 2003 server? Not supported.

39 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Can I install msxfax on an Exchange 2007/2010 server? Not supported Can I use msxfax in an Exchange 2003 server network? YES Can I use msxfax in an Exchange 2007/2010 server network? YES Can I install msxfax on SBS 2003 server? Not supported Where do I install the fax software? You fax server can be installed on Windows Server bit family. We recommend a member server which is not an Exchange Server Can I install msxfax on a Domain Controller? Yes Can I install msxfax on a Virtual Machine? For testing purposes in loopback yes. msxfax relies on Dialogic (Dialogic) Diva Server cards for robust communications. Therefore, for production implementation a physical server is required Is FAX address space supported? No longer supported because Microsoft did not provide compatibility for the ISV community with the introduction of Exchange Use Domain addressing Can I install msxfax on a server which has SQL server? msxfax has been tested on a system which also runs SQL 2005.

40 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Can msxfax work with Teleform software? msxfax has been tested on a system which has Teleform and SQL server Where do I install the Dialogic Diva Server board? Installation of Dialogic board(s) is on the fax server where you intend to install msxfax software. Dialogic Networks is now called Dialogic. All Dialogic Diva Server boards are supported except the voice only boards. This provides: ISDN Basic Rate ISDN Primary rate E1 North American T1 Analogue boards What Exchange Service packs and registry considerations are there? Exchange 2003 Server SP2 is supported. A registry additional parameter is required. The procedure is documented further on in this guide. Exchange 2007 with SP What permissions do I need to install msxfax? To install software on the Windows server you will need Administrator rights to the local server. You or your Exchange Administrator will need to login to your Exchange server with sufficient permissions to: Configure various Exchange options Add an SMTP connector Create an Active Directory user (Service account) for use by msxfax What permissions does the fax administrator need? This is fully documented in this guide. If your administrator is in fact a member of the Domain Admins or Administrators local group (of the Windows member server), they have sufficient permissions to administer msxfax. If you have thought through the benefits of delegated administration through Active Directory and set up pseudo administrators (delegated rights in AD, Server Operator and Backup Operator for example) they will not have sufficient rights. For pseudo administrators you could add one of their Global Security Groups or their individual account to be a member of the local Administrators Group on the Windows computer. Full control permissions are essentially required on the registry keys Local Machine\ \.. BNS Applications for your pseudo administrator to

41 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 41 successfully use msxfax s console. Alternatively, you could apply specific permissions to the registry key via REGEDT32. Different customers have their own ways of implementing security. Whichever way you decide to implement your security, the above should help you control access to msxfax management console functions Does msxfax Messenger Service need to logon with account permissions? Yes. It must be a member of the local administrators group Does msxfax Print Service need to logon with account permissions? If you decide to implement printing then the answer is Yes. It must be a member of the local administrators group. If you do not implement printing the service can be disabled What end user security considerations are there? For any user to send a fax they must be listed as a user object in Active Directory or be included in the msxfax local database for non Active Directory networks. Additional security checks can be made including Security Group memberships What do I install on my users PC? Office 2003 or Office 2007 or better is required.

42 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server What do I need to know about Active Directory? Good news! The news that Exchange Administrators want to hear. msxfax does not extend or modify the schema in any way. You will be pleased to know that msxfax does not extend or modify the schema. Therefore, you can install msxfax without Schema Admin rights. Domain Administrator rights or local Administrator rights for Windows 2003 member servers will be sufficient to install msxfax together with your Exchange Administrator (Full) account capable of creating an SMTP Connector and configuring other options in Exchange System Manager I have msxfax 5.0x, how do I migrate to msxfax? There is a checklist in section 1 of this manual. Follow the checklist for some key considerations. Please feel free to contact BNS Support by placing a call via our web based support system. We will track your support request and respond with answers to assist you in your migration planning Where do I get help? BNS Group has implemented a customer self help service and technical support tracking system. To use the system for pre sales questions or post sales support (to track and manage your support requests) use the link or simply select Support from the BNS Group web site ALL customers must use the above support system. BNS monitors its web based support systems approximately 18 hours per day.

43 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configuration options & capacity planning Theoretical sizing of a fax server Fax traffic tends to be oriented around peak periods. Even though a typical fax page typically takes 1 minute to send or receive per page there are so many variations it is difficult to sensibly calculate even a theoretical maximum. We have therefore made the per page rate = 1 minutes for the purposes of this exercise. Number of fax lines (Typical fax content) maximum number of pages per 60 minute period Comments 1 60 pages per hour This is theoretical only pages per hour This is theoretical only pages per hour This is theoretical only pages per hour This is theoretical only Practical sizing of a fax server BNS Group s view is that practical sizing of a Fax server should represent 50% or lower of the maximum theoretical. This accommodates many variables and peak demands for fax lines. If your design involves attachments being sent to the fax server, there is a limited throughput that the fax server will achieve because each attachment must be processed to a rendered image. OLE Automation is used to automate the application concerned eg: Microsoft Word. Version 7.5 of msxfax offers load balancing to utilise multiple fax servers for cover sheet preparation and document rendering. Number of fax lines (Typical fax content) maximum number of pages per 60 minute period Practical number of pages per minute (50%) Comments 1 60 pages per hour 30 pages per hour Much higher chance of contention in peak periods pages per hour 60 pages per hour pages per hour 90 pages per hour pages per hour 120 pages per hour This is a popular configuration for msxfax pages per hour 240 pages per hour Much lower chance of contention in peak periods

44 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server pages per hour 480 pages per hour Much lower chance of contention in peak periods

45 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Small to medium installations with direct inbound routing. Sites receiving faxes directly into Microsoft Exchange Server mailboxes controlled via Active Directory can choose a number of technologies. Unless otherwise stated, all these options allow outbound transmissions in addition to inbound routing capability. Inbound routing technology ISDN direct in-dial (DDI also referred to as DID). This a where many numbers can be assigned to an ISDN service for use with inbound routing. DTMF routing using analogue Option Dialogic Networks Dialogic Networks Comments Diva server boards Single Basic: Rate BRI 2M (1 basic rate = 2 fax lines) 4 Basic Rates: 4 BRI 8M (4 basic rate = 8 fax lines) (Note: a number of these boards can be inserted into the one fax server. Eg: 2 x BRI 2M = 4 fax lines). Primary rate boards offering up to 30 lines are also supported. Refer to the complete range of boards and part numbers listed later in this section. Analogue Diva Server 4 or 8 port card supports DTMF routing. Similar to voice mail systems that listen to PBX connections for DTMF digits being call forwarded from the PBX to the DTMF capable device. BNS has tested Dialogic s analogue card with msxfax and a PBX system.

46 CISCO SYSTEMS SYSTEM RPS STATUTLFDUP MODE CISCO SYSTEMS SYSTEM RPS STATUTLFDUP MODE 1x 2x 3x 4x 5x 6x 7x 8x 9x 10x 11x 12x 13x 14x 15x 16x 17x 18x 19x 20x 21x 22x 23x 24x C O M P A Q C O M P A Q S D S D 10BaseT 10BaseT 1x 2x 3x 4x 5x 6x 7x 8x 9x 10x 11x 12x 13x 14x 15x 16x 17x 18x 19x 20x 21x 22x 23x 24x W A R N I N G W A R N I N G S S D D Ax Ax 100BaseTX 100BaseTX Bx Bx msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 46 msxfax XP fax server using Eicon Networks ISDN basic rate 2 fax line solution 1 physical connection = 2 fax lines Catalyst 1900 LAN Switch Exchange Server Eicon BRI 2M (single basic rate) equal to 2 fax lines ISDN networks eg: Britiish Telecom Euro ISDN-2 services Telstra On Ramp 2 etc Network layer DDI inbound routing & outbound faxing msxfax XP fax server using Eicon Networks ISDN basic rate 4 fax line solution 2 physical connections = 4 fax lines Catalyst 1900 LAN Switch Eicon BRI 2M (single basic rate) equal to 2 fax lines Exchange Server Eicon BRI 2M (single basic rate) equal to 2 fax lines ISDN networks eg: Britiish Telecom Euro ISDN-2 services Telstra On Ramp 2 etc Network layer DDI inbound routing & outbound faxing

47 CISCO SYSTEMS SYSTEM RPS STATUTLFDUP MODE 1x 2x 3x 4x 5x 6x 7x 8x 9x 10x 11x 12x 13x 14x 15x 16x 17x 18x 19x 20x 21x 22x 23x 24x C O M P A Q S D 10BaseT W A R N I N G S D Ax 100BaseTX Bx msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 47 msxfax XP fax server using Eicon Networks ISDN basic rate 8 fax line solution 4 physical connections = 8 fax lines Catalyst 1900 LAN Switch Exchange Server Eicon 4BRI 8M (single board with 4 basic rate connections) equal to 4 fax lines ISDN networks eg: Britiish Telecom Euro ISDN-2 services Telstra On Ramp 2 etc Network layer DDI inbound routing & outbound faxing

48 SYSTEM CISCO SYSTEMS RPS STAT UTL FDUP MODE C O M P A Q S D 10BaseT 1x 2x 3x 4x 5x 6x 7x 8x 9x 10x 11x 12x 13x 14x 15x 16x 17x 18x 19x 20x 21x 22x 23x 24x W A RN IN G S D Ax Catalyst BaseTX Bx msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Larger installations with direct inbound routing. Sites wishing to receive faxes directly into Microsoft Exchange Server mailboxes controlled via Active Directory can choose from a number of technologies. Note: From a design perspective, BNS Group recommends that system architects consider multiple fax servers in large sites. Multiple fax servers offer redundancy. As such, many of the medium scale routing technologies still apply to large sites. Inbound routing technology ISDN direct in-dial (DDI also referred to as DID). This a where many numbers can be assigned to an ISDN service for use with inbound routing. Option Dialogic Networks Comments Diva server boards 1 Primary Rate: PRI 30M (1 primary rate = 30 fax lines) 1 T1 Primary Rate (USA 1 T1 PRI = 24 fax lines) Refer to the complete range of boards and part numbers listed later in this section. msxfax XP fax server using Eicon Networks ISDN Primary Rate Up to 30 channels (E1) or 24 channels (T1) LAN Switch Exchange Server Full length Dialogic (Eicon) Diva Server card ISDN network or compatible interconnect such as a PBX

49 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Which Dialogic Diva Server board should I buy? Universal - Multifunction Communications Platforms Diva Server is a family of robust all-in-one communication adapters offering connectivity via Analog, ISDN Base Rate (BRI) and Primary Rate (PRI) as well as E1/T1 type of interfaces. They are scalable, flexible, and can handle any combination of ISDN, GSM, V.90 analog, fax, and voice calls - making them a perfect choice for building Remote Access, Fax, Unified Messaging, Voice and CTI solutions. On board Digital Signal Processors (DSPs) perform key real-time tasks that would normally cause an excessive burden on the host server. With one dedicated DSP per channel, the Diva Server adapters offer maximum performance. Ranging from 2 to 240 channels per system, Diva Server adapters offer the right choice for all types of organizations Diva Server BRI Dialogic Networks' Diva Server BRI is a high-performance, active PC-based server card that provides digital, analogue and GSM connections over an ISDN line. It is the perfect choice for corporate servers that need to support high-speed Internet access, remot Diva Server 4BRI Dialogic Networks Diva Server 4BRI is a high-performance, active four-port ISDN server card for mid-sized organizations that provides digital, analogue and GSM connections over an ISDN line. Diva Server PRI/E1-30 Dialogic Network s Diva Server PRI/E1-30 are exceptionally powerful, active server adapters which provide both digital and analog connectivity for up to 30 channels via ISDN Primary Rate Interface (PRI) or E1 interfaces. Diva Server PRI/T1-24 Dialogic Networks' Diva Server T1/PRI-24 are remarkably powerful, active server adapters which provide both digital and analog connectivity for up to 24 channels via T1 or ISDN Primary Rate Interface (PRI) standards. Diva Server Analog-4P/-8P Dialogic Networks' Diva Server Analog-4P/-8P are universal communications adapters offering either four or eight concurrent connections over analog trunk interfaces, enabling powerful enterprise fax, voice and remote access applications. Diva Server PRI/E1/T1-8 Dialogic Networks Diva Server PRI/E1/T1-8 telephony adapters offer digital network interfaces selectable for full and fractional E1, T1 or ISDN Primary Rate (PRI) standards with 8-channel Fax support. Diva Server PRI/E1/T1-CTI Dialogic Networks Diva Server PRI/E1/T1-CTI telephony adapters offer E1, T1 or ISDN Primary Rate (PRI) digital network interfaces and provide proven and reliable connectivity with all kinds of PBX and switch systems.

50 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Can I set up a load test with Dialogic boards with loop back cables? Configuration of a single 4 BRI with 2 cables is described in BNS Group knowledge base article number W Cable specifications are from Dialogic Networks Connecting Dialogic Diva Server to PBX s For the latest information, refer to Dialogic Networks documentation at Q-SIG line specifications are generally used for connection to PBX s PBX least cost routing over IP networks BNS suggests that extreme care be taken if you consider doing this. You may find that Remote Fax Abort messages are reported. Fax protocols are subject to time sensitivity Connecting Dialogic Diva Server to Cisco IGX WAN Switch Q-SIG line specifications are generally used for connection to Cisco IGX Switches. However, it is important to force on CRC4 mode.

51 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server ISDN Line ordering specifications Basic Rate(s) If you are configuring 1 or more ISDN Basic Rate services with a range of numbers to allocate to users for their incoming fax numbers you should order the following from your telecommunications provider: Point to Point NT1 Interface (this is the standard in countries such as Australia). If more than 1 NT1 Interface is required (eg: 4 would be required for use with Dialogic s 4BRI model) then you should make sure that hunt grouping has been specified on your order to your Telco channel 2MB ISDN Line ordering specifications Point to Point NT Interface is the default for connection to public ISDN networks. Australia and other Euro ISDN compatible countries provide these services. If you intend to connect to your PBX refer to the previous section regarding Q-SIG. If you re not sure, contact Dialogic technical support.

52 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server North American Primary rate Line ordering specifications Primary rate If you intend to connect to your PBX refer to the previous section regarding Q-SIG. If you re not sure, contact Dialogic technical support. The following is an extract from Dialogic Network s Diva Server manual.

53 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server North American channelized T1 connection Line ordering specifications The following is an extract from Dialogic Network s Diva Server manual. If you intend to connect to your PBX refer to the previous section regarding Q-SIG. If you re not sure, contact Dialogic technical support.

54 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Dialogic (Dialogic Networks) Inc Contacts Helpful contacts for you. Refer to for other regions. 2.5 Government Security? Most corporate customers will be satisfied with driver level security provided by Eicon Network s Diva Server software together with security provided by msxfax. All Australian Commonwealth government agencies are required to comply with the Australian Government Information and Communications Technology Security Manual commonly known as ACSI33 or Information Security Manual (ISM). ACSI33 is designed to enable government agencies to achieve an assured information technology security environment. msxfax Enhanced Security Edition has specific features required by ACSI33 including protective marking standards compliance msxfax version 7.6 released 1 st November 2006 provides extensive controls and compliance in a number of areas including compliance with the Australian Government Protective Marking Standards Security provisions Eicon and msxfax The requirement to send and receive faxes from user desktop computers is generally fulfilled by the provision of a LAN connected fax server computer which incorporates fax modems or fax modem adapters. There is a potential security risk to the LAN if inbound calls from external data modems could make connections to the fax modems or adapters in the fax server computer. To preserve LAN security it is essential that organisations make sure that any network attached fax services are solely able to communicate with remote Fax devices. This ensures that remote data modem connections cannot be made to the network fax erver so no breach of network security is possible. The Eicon Diva Server range of ISDN adapters can be configured and operated in conjunction with msxfax to deliver a General Secure Fax solution. The following sections give an overview of the important elements in the provision of this solution. The key elements to providing a secure fax server solution are: 1. Control physical access to the fax server computer.

55 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Control network access to the fax server computer by using the Operating System security features. 3. Install only the Eicon Diva Server components required to support msxfax 4. Configure the Diva Server adapters to maximise ISDN level call handling. Implementation of these principles will allow for the provision of a general secure fax solution using the Diva Server adapters and msxfax software. Physical access controls and associated infra-structure is managed in a secure data centre T.30 Fax and Modem communications A call from (or to) a remote fax machine is signaled by the PSTN network as an analogue call type and cannot be differentiated with a call from other analogue devices such as a telephone or modem. Once the call is connected but before any data transfer is possible the remote devices will negotiate respective capabilities and at this point the T.30 fax protocol will attempt to establish a compatible protocol connection with the supposed remote fax machine. Analogue data modems do not use the T.30 protocol so these call types will always fail the modem negotiation phase and consequently the connection will be dropped. Additionally fax devices use data encoding methods such as T.4 and T.6 which differ from the encoding methods used with data modems so that data transfer can only take place within the context of the transmission of fax images and not the transmission of data Diva Server adapters - general call handling The Diva Server adapters are used in a wide variety of applications and as such is designed to have intrinsic security. The primary level of security is that the Diva Server adapters will automatically reject ALL incoming calls unless configured to accept predefined call types by msxfax. Administrative control of the Diva Server card and associated applications are controlled under the security features of the Operating System. Therefore, the capabilities of the Diva Server adapter and applications are reliant on implementing appropriate controls on access to prevent inappropriate configuration of the Diva Server adapter or applications.

56 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Diva Server adapters - Fax call handling As noted above the Diva Server adapter will always reject inbound calls unless msxfax has instructed it to accept calls of a certain type. Similarly the Diva Server adapter will not attempt to establish outbound calls unless instructed by msxfax. msxfax instructs the Diva Server adapter to exclusively allow call connections from remote devices that successfully negotiate the fax T.30 protocol. Any other analogue call types are rejected as soon as they fail T.30 negotiation. msxfax instructs the Diva Server adapter to negotiate appropriate encoding methods such as T.4 and T.6 during T.30 negotiation with the remote fax device. This offers additional security as these encoding methods differ from the modem data encoding methods and consequently can only be used for the transmission of fax images. At the termination of a fax call the fax server application will re-instruct the Diva Server adapter to once again only accept analogue/t.30 calls with T.4 and/or T.6 encoding Installation and Configuration Security Eicon Diva Server software drivers can only be installed and subsequently configured by users that have Administrator privileges on the fax server. As a further enhancement to security Diva Server software drivers implement an installation feature that applies a further level of password protection to the Diva Server configuration program. A password is optionally provided during the initial installation and once set prevents any further additions to the installed driver set unless the password is entered. The password is stored in the registry of the Operating System requiring administrative access to gain access to the password.

57 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Security Layers using Eicon Diva Server The diagram below shows the implementation of msxfax using CAPI (ISDN common API) to enable fax only protocols to be used on the Eicon Diva Server adapter. Application/ session layers Implements fax protocols only Network/ Transport Network Data Link CAPI Upper layer application is CAPI only Eicon Drivers for Windows 2003 Physical layer

58 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 58 3 Installation pre-requisites & considerations This guide is designed to provide administrators and technical staff with a comprehensive set of instructions to install, deploy and manage msxfax within an enterprise. 3.1 Pre-requisites of your Exchange 2007 Server At the time of writing this documentation, BNS tested against Exchange 2007 RTM. Exchange 2007 SP1 was not released at the time this documentation was prepared. Some aspects of this documentation will therefore be different. 3.2 Pre-requisites of your Exchange 2003 Server Your Exchange 2003 mode of operation can be either Mixed mode or Native mode Domain considerations msxfax can be in any domain or child domain. It is recommended that your Windows bit fax server computer be a member computer in the same domain as your Exchange server. By default any user in AD can send faxes. If you wish to implement granular security controls for sending faxes, use Active Directory security groups. Using Security Groups to control access to fax servers should be done at domain level. Consideration of nesting security groups across domains to form part of a universal security group is also possible. msxfax will ONLY authenticate security groups (if you decide to implement this level of control) against the domain to which it is a member of. To allow users from another domain access controls to this fax server, those users need to be a member of the FaxEnabled security group in the domain to which msxfax is a member of. Nesting Groups to a

59 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 59 Universal Group is also supported which could help provide controls across an enterprise with many domains Schema MsXfax does not extend the schema. Installer permissions do not require Schema Administration rights. Domain Admin rights is sufficient for most installations. Installation on Windows member servers only requires local administrators group permissions to install msxfax.

60 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Exchange Server Service pack considerations msxfax will operate in conjunction with an Exchange server(s) which has the following: Exchange release Service Pack Comments 2003 SP SP Exchange Server Registry Key addition Note: Business Fax Contact FAX address space is not supported in Exchange Microsoft does not support it in Exchange BNS therefore no longer supports FAX Address space.

61 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Pre-requisites of your fax server All software and hardware can operate independently of your Exchange Server. Integration with AD is achieved using Microsoft s recommended developer programming API s such as ADSI and ADO. Interaction with Exchange itself is achieved using industry standards SMTP and POP3 protocols Fax Server computer Note: Do not use USB hard disks otherwise the System ID will change and your fax server will not work. Table 2: Dedicated Fax Server computer specifications Item Minimum Comments Motherboard Brand supplier such as DELL Major brand suppliers to ensure compatibility with PCI specifications. Capable of running Windows server. CPU requirements for up to 16 fax lines CPU requirements over 16 lines to 30 lines Single CPU Intel Xeon Processor 2.4 Ghz or better. 2GB RAM min Dual Intel Xeon Processor 3Ghz or better. 2GB RAM min Higher spec processor(s) will perform better for large volumes Higher spec processor(s) will perform better for large volumes Your fax server computer must be compatible with Windows Server software and: 1. Have sufficient compatible PCI-X slots to accommodate your fax boards 2. PCI-e (PCI Express) boards from Dialogic are now available in some countries, check with Dialogic. 3. Full length slots are required for Primary rate fax cards.

62 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Fax Server software Table 3: Fax Server software specifications Software Version/service packs Mandatory or optional Vendor/Manufacturer Windows Server 2003 SP2 R2 is supported. Mandatory Microsoft Corporation Office 2003 OR Office 2007 SP1 or SP2 Mandatory msxfax uses Microsoft Office for a number of tasks including: Cover sheet generation and rendering of various attachments to be sent as a Group III fax image. msxfax msxfax Mandatory BNS Group Adobe Acrobat (Full product) 7.x 8.x 9.x Optional Adobe Systems Inc. (required to support faxing of PDF attachments) Direct InBound Fax Routing Utilizing PBX DTMF Tones with selected Loop-Start Boards msxfax supports analogue DTMF routing with PABX s. Version 7.x of msxfax supports Dialogic Diva Server analogue fax boards (4 and 8 port versions). After your board receives DTMF routing information and passes it to msxfax, msxfax performs the same routine of concatenating (msxfax site code with routing digits), performs an ADSI search, selects the recipient s SMTP address and submits directly to the Exchange server using SMTP protocols. The following is the high level sequence that occurs using this technique. The sending fax machine dials the number for the board. PABX rings the board, and plays ringing tone to the sending fax machine. Board answers the call (goes off-hook). PABX senses this, and sends down the last few digits of the dialed number as DTMF tones (usually the last 3 or 4 digits of the phone number). PABX connects the sending fax machine to the Board. The fax is then received. msxfax collects the DTMF digits, stores them with the received fax in the received fax queue. msxfax Messenger concatenates its <SiteCode> with the DTMF routing value, performs ADSI search on Active Directory. msxfax obtains the SMTP address(es) which match the fax routing code.

63 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 63 msxfax constructs an SMTP message to the recipient(s) PABX System Requirements for analogue connections PABX should provide a standard loop-start line for the Board. (Loop-start is often referred to as "POTS", for Plain Old Telephone Service.) Be capable of assigning a sub-group of numbers to a single port. When any number within the subgroup is dialed, the call is automatically routed to the same port. Hunt grouping would be required for multiple fax server lines. Be able to send down the dialed number, or part of the dialed number to the port as DTMF digits after the call has been answered. This is commonly called after-dialing, and is a feature provided for the PABX to communicate with other peripherals, such as voice mail. Send the first DTMF digit no earlier than 200ms after the call has been answered by the Board. Ideally this parameter would be programmable, or significantly longer than the 200ms required by the Board to allow for delays within the application. Many systems are capable of sending down a pre-defined number of digits, and stripping off any leading digits. For example, a typical system can be programmed to send down the last 4 digits Dialogic Diva Server Boards MsXfax supports Dialogic Diva server boards. The voice only boards are not supported.

64 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Inter-operability with other applications Basically, any application which can send will work with msxfax Finance One from Technology One Finance One can send SMTP with msxfax freeform addressing (FAX=) in the memo body. Finance One can produce PDF files (V4) and attach them to the SMTP . Finance One runs from a user s workstation sending the fax over the MAPI session of the user to Microsoft Exchange. Installation of Adobe Acrobat full product on the fax server is required. Technology One can be reached via SAP Connectivity Exchange 2003 At the time of writing this documentation, SAP did not have an Exchange 2003 compliant Connector. However, SAP version 6.1 and higher, SMTP support is integrated therefore there is no requirement for an Exchange Connector.

65 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Connectivity to Alcatel OmniPCX Refer to BNS Group web site for further information. 4 Configuring Exchange Server 2007/ Exchange limitations Outlook Business Fax Contacts Due to omissions in Microsoft Exchange 2007, users can t send faxes to Business Fax addresses. BNS reported this to Microsoft November SRS Winmail.dat sent to external users on 3rd party Fax

66 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 66 Customers upgrading from Exchange 2003 may find that their FAX address space on an Exchange SMTP Connector may work when Exchange 2007 is joined to the site. New installations of Exchange 2007 appear not to support this feature which was first included by Microsoft in Exchange 2000 SP2. Customers should consider using msxfax domain addressing and move away from using Outlook Business Fax Contacts. 4.2 Exchange topology notes Exchange 2007/2010 sites must have at least 1 server with the Hub Transport Server role configured. A typical installation of Exchange includes the hub transport service role as part of the Exchange installation. msxfax should be configured to communicate SMTP with the Hub Transport Server and have access to Active Directory global catalogues and DNS. It should also be allowed access to a mailbox using POP3 protocol which is located on the Exchange server. POP3 protocol can be avoided if load balancing and least cost routing are not required and broadcast is not required. Customers who wish to place msxfax in a DMZ should contact BNS.

67 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Set up when msxfax will communicate with a Hub Transport Server role After you have installed Exchange your standard settings for receive connectors should look like the example below. 4.4 SMTP Communications to Exchange from msxfax To enable msxfax to communicate with Exchange at the SMTP layer, requires a specific receive connector to be set up. This can be done via the GUI. In the receive connectors pane select create a new receive connector

68 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 68 Type the name with custom settings then press next Choose the default setting as shown above then click next

69 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 69

70 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 70 Enter the IP address START and END address of the msxfax server press OK. Press next Press New. Click finish when completed. Your basic Receive Connector for msxfax to send SMTP messages to Exchange is created. However, additional settings are required. Select Properties for the connector

71 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 71

72 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 72 Default Authentication should not require any changes as shown above Select Permissions Groups property tab

73 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 73 for Set permissions groups to anonymous. Messages can now be sent using SMTP from msxfax at the IP address defined on the Receive Connector. Note: Only SMTP messages originating from the fax server will be received via this connector.

74 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Create a send connector for msxfax Open the Exchange Management Console (EMC). Navigate to hub Transport in Organization Configuration Select New Send Connector from the Actions pane When the Send connector is created you can then edit or add other address spaces to the connector via the Exchange Management Console GUI. You can also edit the smart host IP address as required. Go to the Send Connectors section as shown below and select the Refresh option.

75 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 75 Provide the connector with a name which is appropriate to your organisation. Adding the location and target IP address as part of the name is useful. Press Next

76 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 76 Click on the Add button Establish a domain address for faxing. Use your company name eg: bns.fax. The domain must end with.fax

77 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 77 Select Next.

78 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 78 s Select Route mail through the following smart hosts

79 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 79 Add the IP address of the fax server. Additional msxfax servers can be added for fault tolerance. Select Next

80 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 80 Select Next

81 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 81 Add any additional Hub Transport servers if required in your network. Again fault tolerance is important if you have more than one hub transport server in your site.

82 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 82 The SMTP domain address should be added as shown below. Click OK. Click OK. 4.6 Verify Connection from msxfax to Exchange From the msxfax console run the SMTP Utility Select the SETUP

83 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 83 The SMTP Server is your Exchange HUB Transport Server role The address of the sender is Name can be anything eg: msxfax Server Select OK Proceed to send a test SMTP to an Outlook mailbox then verify it arrives.

84 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 84 Put the Outlook recipient s address in the TO: field Type a subject and place some text in the message area. Press the Envelope button to send the message. A message sent dialogue should be displayed.

85 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Service Account A mailbox account for the Messenger service is required to logon to its mailbox using POP3 protocol subject to what features of msxfax are used. (See note below). The account must have the logon as a service permission. This permission is automatically granted when the password is specified for the service account. One msxfax Service Account is required per fax server. Customers who use broadcast, least cost routing or load balancing will require POP3 mailbox processing in their design using msxfax 7.6. Customers who do not require POP3 are those who use only domain addressing with no broadcast, least cost routing or load balancing. Customer Note: re patch 357 in msxverify.exe If the IP address of the messenger property for POP3 is blank, POP3 protocol will not be used and the mailbox will not be checked.

86 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 86

87 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 87

88 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 88

89 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Change msxfax mailbox POP3 protocol settings Select POP3 for the mailbox Uncheck protocol defaults and select Text. Press ok Follow other prompts to create the mailbox.

90 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server POP3 protocol settings Enabling POP3 protocol access is performed on the Exchange server which has the Client Access Server role. From the Exchange Client Access Server open the Exchange Management Shell The example above shows how to access the Exchange Management Shell

91 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 91 Issue the command Set-PopSettings Logintype Plaintextlogin Go to Services and set the Exchange POP3 service to start automatically. Start the service. If the service is already running it will be necessary to restart the service. Check the msxfax console to ensure that successful login of the messenger service to the msxfax mailbox.

92 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 92 5 Configuring Exchange Server Configure POP3 virtual server for line wrap Customers may observe that text inserted into Microsoft Outlook will word wrap at column 67 inside a fax cover sheet. BNS Group tested Microsoft s registry change with Microsoft Exchange 2003 service pack 2 and could not get it to work. Microsoft KB Article acknowledges the problem is a Microsoft problem. Microsoft Exchange 2000 Server and Microsoft Exchange Server 2003 To change the message text word-wrap in an Exchange 2000 or Exchange 2003 environment, you must create a new registry key. Warning If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk. To resolve this problem, follow these steps: 1. Start Registry Editor. 2. Locate and then click the following registry subkey: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\POP3Svc\Parameters 3. On the Edit menu, point to New, and then click DWORD Value. 4. Type Line Length, and then press Enter. 5. Double-click the Line Length subkey, and then click Decimal. 6. In the Value data box, type a value that is greater than 72, and then click OK. Note The registry key is case-sensitive. Also note that the value must be greater than 72 (decimal). Setting the value too high (range 100,000) may cause the information store to stop because of stack overflow. 7. Quit Registry Editor. 8. For this change to take effect, you must stop and restart the Microsoft Exchange Information Store. Back to the top STATUS Microsoft has confirmed that this is a problem in the Microsoft products that are listed in the "Applies to" section.

93 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configure Exchange SMTP Connector Fax Connector: A standard Microsoft SMTP Connector is required Open Exchange System Manager to begin. This SMTP connector communicates with the msxfax Smart Host. The IP Address of your msxfax Windows fax server is required for the configuration of the Exchange SMTP Connector. (The IP Address was set up when you installed and configured Windows server to be used as your msxfax Fax Server. In our examples it is ) Right Click the Connectors folder and choose New Connector, SMTP Connector

94 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 94 On the General properties page, Configure the connector to forward all mail to the Smart Host which is the IP address of your msxfax Windows Server computer. Shown above as [ ].

95 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 95 Add a local Bridgehead Server by clicking the Add button on the Bridgehead Server section, use the local Exchange Server The General Properties should look as follows:

96 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 96 Click on the Address Space property tab. Select Add. Select SMTP Provide a domain address for msxfax which ends in.fax Typically, customers will use their Location.FAX or CompanyName.FAX or BusinessUnit.FAX

97 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 97 Boston.fax is only valid within your Exchange network thereby providing added security for your enterprise fax network. By limiting the msxfax SMTP Connector scope to a routing group, effectively segments your design. This allows the local msxfax fax server to process ALL messages within the routing group. It is recommended that you limit the scope to the Routing Group if this fits with your overall messaging design. Click OK. 5.3 Adding an account in Active Directory for msxfax From your Exchange Server 2003 server, open Active Directory Users and Computers snap in. Exchange 2007/2010 customers can use the Exchange Management Console to create a user account for msxfax (Refer Exchange 2007/2010 section). Select View, choose Advanced View. This will allow you to select the options required in this section.

98 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 98 Create a user for msxfax and create an Exchange Mailbox for this account on this Exchange Server.

99 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 99 Customers with more than one location should configure the account name with the site name/location included. The example above shows how Boston can be included in the name and User logon name to allow multiple msxfax servers to co-exist within the enterprise. Select Next. Ensure the password does not have to be change, and never expires

100 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 100 Select the check box to Create an Exchange mailbox. Next Select Finish

101 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 101 Complete other details as required. Permissions for this user account are the same as a normal Exchange user. Eg: membership of built-in security group Domain users Set POP3 protocol for the msxfax account should be set as follows:

102 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 102 Select Provide message body as plain text Click OK to save the settings.

103 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Customers configuring more than 1 fax server in a site/connector The following configuration notes will assist customers configuring 2 or more msxfax servers in an Exchange Server location. A second msxfax user object is required similar to the first one but with a different login account name and other details. The following example will show an example of a second msxfax Exchange user account servicing the second fax server. msxfax. Boston services the first fax server. msxfax. Boston1 services the second fax server. This second failover fax server could be used for mainly incoming faxes with a minimal amount of outbound capability to handle failovers from fax server 1. Both fax servers accept fax submissions from Exchange SMTP Connector configurations. 5.4 Exchange POP3 Service Customers who use broadcast, least cost routing or load balancing will require POP3 mailbox processing in their design using msxfax 7.6. Customers who do not require POP3 are those who use only domain addressing with no broadcast, least cost routing or load balancing. Customer Note: re patch 357 in msxverify.exe If the IP address of the messenger property for POP3 is blank, POP3 protocol will not be used and the mailbox will not be checked. msxfax uses POP3 protocol to access its mailbox. New installations of Exchange 2003 Server, sets the service to disabled. Upgrades of Exchange 2000 to Exchange 2003 server preserves the POP3 service settings. Please check to see if your service is running.

104 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 104 Set the POP3 service to be automatic by: Select Start, select run, type SERVICES.MSC Scroll down until you see Microsoft Exchange POP3. Right click, Select Properties Select Startup type = Automatic. Run Exchange System Manager Expand Servers, expand the Exchange Server where the msxfax mailbox is located, expand protocols, expand POP3, Start the Default POP3 virtual server. 5.5 Service Account for msxfax Printing If you intend to use msxfax printing features it will be necessary to set up 1 msxfax print service. From Active Directory Users and Computers Add a new account called msxfax- Printing. This account does not require a mailbox. The msxfax print service account requires permissions to print to printers in the network. Usually, domain users is sufficient. It will require logon locally to the member server in order for the administrator to add local printer definitions. Once these have been set up the logon locally permission can be removed if necessary. Note: section 5 describes an additional permission which is performed on the member server to apply permissions of the msxfax print service and the msxfax service accounts to be members of the local administrators group.

105 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Preparing your fax server Now that you have fully prepared your Exchange environment, it is now time to build your fax server. If you are evaluating msxfax you have 30 days to conduct your evaluation. If you require more time please contact your regional distributor or sales@bnsgroup.com.au to obtain an extension. MsXfax is licensed on an annual subscription basis. Multi-year subscriptions can also be purchased. After you have evaluated msxfax the next step is to purchase your first annual license from your Distributor/Reseller or web site. This documentation assumes that you have purchased your first annual license agreement to use the software. 6.1 Installation on Windows Server bit msxfax must be installed on Windows Server bit version. Optimum performance can be achieved by ensuring that your AD design incorporates a Global Catalog server in the Windows Active Directory Site where your fax server is located. MsXfax uses ADO and ADSI to access your AD service to obtain information about your users. Perform a typical installation of Windows Server 2003 to be a member server in a domain. Windows Server 2003 SP2 (R2 with SP2) should be installed on your fax server. Set the event viewer Application log file settings to overwrite events as needed.

106 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 106

107 3C om msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 107 Figure 3: High level diagram Exchange Server & msxfax Fax Server Exchange Server (or Exchange cluster) Windows 2003 Member server msxfax XP Fax Server Telephone network Local Area Network Set the IP address of the your fax server to a reserved IP address for use by this server. Do not allow DHCP to assign an address. The IP address in the above example and throughout this guide is Set DNS server IP address to the IP address of your DNS server. In the above example, the Exchange server is also a DNS server and is also a global catalog server. Therefore, the IP address of the DNS server entered into the TCP/IP properties of the fax server is

108 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Permissions for a member fax server BNS recommends installation of msxfax on a Windows Server 2003 (32 bit only) member server in the same domain as Microsoft Exchange Server. If you intend to install msxfax on a member server, please set the permissions to allow the msxfax Service and the msxfax Print Service to access the registry and file system. The msxfax Service account is applied to 2 services namely: msxfax Attendant and the msxfax Messenger Service. Logon to Windows as an Administrator. Select Start, Administrative Tools Select Computer Management Expand Local Users and Groups Open the Groups folder Double click on Administrators Group Add the msxfax Service account

109 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 109 The above action allows the msxfax service account which is just a standard user in the domain (Domain Users) to have full permissions to the fax server registry and file system. Also, add the msxfax Print Service account to the Administrators local group. Click OK. 6.3 Permissions required when installing msxfax on a Domain Controller BNS recommends installation of msxfax on a Windows 2003 (32 bit only) member server in the same domain as Microsoft Exchange Server. However, if you have to install msxfax on a domain controller eg: Small Business Server, you should provide sufficient permissions to allow the msxfax service account full access to the registry and file system. The recommended way is to add the account to the Administrators Group in Active Directory.

110 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 110

111 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Anti-virus software msxfax is fully tested with Symantec Anti-Virus. For all anti-virus software products the following directories must be excluded from being scanned: Exclude these directories from Real time scanning and scheduled scans Program files\bns Applications and all sub directories msxtemp ETrust from Computer Associates is known to be intrusive on files created by msxfax causing msxfax to fail. Customers using ETrust should take appropriate action to prevent msxfax files and processes from being impacted by ETrust. This is what to do if you have ETRUST Excluding the directory :\program files\bns Applications Exclude msxtemp off the root if it exists Disable Real Time scanning Perform periodic scans of your hard drives

112 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installation of Microsoft Office If you choose to install Office 2007 please refer to the section below relating to Office If you choose to install Office 2003 you should use Service Pack 2. Table 4: msxfax support attachment extension types Attachment Native Office required on fax server Adobe full version Extension DOC RTF Yes Yes BMP DCX Yes Yes HTM HTML XLW Yes Yes Yes PCX Yes PPT Yes TIF TXT Yes Yes WK1 WK3 WK4 WPD Yes Yes Yes Yes PDF Yes XLS Yes JPG or JPEG Yes

113 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 113 Upgrading Office:If you are upgrading your fax server please stop all msxfax services and remove the previous version of Office Office 2007 installation section Perform a Custom installation as follows: Choose Customize

114 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 114 Select Microsoft Office Document Imaging to Run from My Computer Select the options above for Microsoft Office Document Imaging Select Install Now Proceed to the next major section Configure the Microsoft Office Document Image Writer Office 2003 installation section Perform a Custom installation as follows:

115 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 115 Click on the option Choose advanced customization of applications.

116 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 116 Note: Customers installing msxfax on an Exchange Server should NOT install Outlook on the Exchange Server Make sure that Office Assistant is removed from the installation. Do not check any of the options on the Setup Completion wizard.

117 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configure the Microsoft Office Document Image writer Logoff the system. Logon as the msxfax Service account Note: it is important to logon as the msxfax service account to set up the Microsoft Office Document Image writer settings Select Start Select Printers Right click on the Microsoft Office Document Image Writer printer icon Select properties Select advanced Select Printing Defaults option (lower left). Select advanced

118 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 118 Select Fine (200 DPI) Do not change the Default folder. Allow the system to determine the setting. Click ok 6.7 Optional: Installation of Adobe Acrobat Software A standard installation of Adobe Acrobat Full product is required (FULL PRODUCT not the reader only). Note: If your users intend to fax PDF attachments using Outlook or applications intend to submit PDF files for processing by msxfax, a full version of Adobe Acrobat is required on the fax server. Installing Adobe Acrobat on the fax server is only required if users wish to send PDF files by fax Installing Adobe Acrobat Professional full product Perform a customized installation selecting the location to install the software. If you require support of Asian languages, these must be selected in a number of places and are part of Adobe s installation. After installing Adobe Full product you must run the product, activate and register it.

119 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 119 Logout and log back in as the msxfax Service account user. This is necessary to ensure that the Adobe preferences are set for the user context of the service account Run Adobe Acrobat Select Help from the menu bar Choose the option Improvement Program Options. Select No Settings for Version 8 of Adobe Select the preferences option (EDIT, preferences) To avoid any popup conflicts it is advisable to set the web update option in Adobe as follows:

120 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 120 Version 9 Adobe automatic update settings Select Help from the menu bar Select check for updates Apply any updates When updates have been completed and installed, set the preferences to not update automatically. This is important to prevent interruption to msxfax services. Select Preferences Uncheck the option to Automatically check for updates Version 9 Adobe automatic launching of update checker

121 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 121 Disable the launching of this checker because it will create additional overhead each time a PDF file is converted. Open Adobe Acrobat version 9 Select Edit Select Preferences Uncheck the option called Check for updates Logoff as the msxfax service account.

122 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installing support for MAX Compress / Winzip msxfax supports attachments which have been zipped either by the user or by using products such as Max Compress. msxfax will automatically unzip files, render them to fax format at the fax server. To implement this support: Purchase Winzip version 8 or better. Make sure that you install the Winzip command-line add-on Install Winzip fully licensed version on your fax server. Copy the file WZUNZIP.EXE needs to be copied to C:\WINNT\SYSTEM32 directory of the fax server.

123 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installing Dialogic Diva Server boards 7.1 Installing Dialogic Diva Server board(s) Install BRI board(s) or a single PRI board in accordance with Dialogic s documentation. Start your computer Windows Server will detect your board(s). Cancel the Found New Hardware Wizard. Connect board(s) to your digital or analog lines. 7.2 Obtaining Dialogic Diva Server software Go to to download the Dialogic Diva Server Software. Download the latest version of Diva Server software. Note: Revision 2 boards require maximum release 8.3 drivers. Revision 3 boards should use the latest drivers. We suggest that you download the option which includes drivers for all analogue, Basic Rate and Primary rate boards. Refer to the screen example below. Download DsAllM.exe Save the file to your fax server hard drive. Run the self extracting file DsAllM.exe

124 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installing the Dialogic Diva Server software Customers upgrading from Dialogic Diva Server version 6.x Customers with version 6.x of Dialogic Diva Server software should follow these instructions: Run the program SETUP.EXE from the directory where you ran the self extracting EXE. Select Upgrade and follow the screen prompts. A reboot is required. Login with Domain Admin rights once again. Select Start, Programs, Diva Server for Windows Software Run the Diva Server Configuration Wizard Proceed to the section below Diva Server Configuration Wizard New Installations of Dialogic Diva Server software Run the program SETUP.EXE from the directory where you ran the self extracting EXE. This will launch the Diva Server Configuration Wizard in addition to installing the software. Proceed to next section below Diva Server Configuration Wizard

125 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 125 Note: Australian customers should select Europe/other countries as shown above.

126 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 126 Analogue cards: If you are installing an Dialogic Diva Server analogue card the analogue switch type is presented as shown above. If your country is not listed, choose the default = Europe. For maximum security, select the options as shown above.

127 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 127 Only Diva Server API/CAPI should be selected. This improves security. If you wish to protect the server from being reconfigured select the password option and assign a password. Note: this should be placed in a secure location. Select Next If this server is to be used only for outgoing fax services you may change the option to not accept incoming calls.

128 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 128 Select Next Select Next Wizard should now complete to the finish.

129 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 129 You should now restart your server. 7.4 Configuring a Diva Server ISDN adapter Select Start, Programs, Diva Server Configuration Manager. You should see a screen similar to the one below with just the CAPI Services linked to your adapter(s). TIP! Select View, Advanced to see additional fields in the configuration program.

130 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 130 The example screen above is for a customer who has 4 basic rate services connected to their fax server. It is recommended that CAPI configurations be allowed to answer calls a number of channels which is the same number of receive circuits configured in msxfax. msxfax sees the CAPI service as one logical pool. msxfax allows you to set how many circuits will be used for transmission and how many for reception.

131 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 131 For lines 1 and 2 this example shows how to prevent incoming calls from being answered on those interfaces. Call answering = No calls. Line specification example for a system connected to point to multipoint system (No Direct Dial Inwards service).

132 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 132 Line specification example for a system connected to point to point Direct Dial Inwards service Tip If you need to connect Services to the Adapter or Lines to the Adapter perform the following: 1. Right click on say Services and click copy. 2. Right click on your adapter (eg: 4BRI card) then Right click Connect. When you have finished configuring the Dialogic Adapters, lines and services: Select File, Save As. Save your configuration file with an appropriate name eg: DIALOGICISDN.CFG. Select File, Activate. A message will be displayed stating that the configuration update is in progress. You should now see a message The configuration was updated successfully. A restart the server will now be necessary.

133 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configuring a Diva Server Pri adapter PRI configuration is easy. Verify that your installation looks similar to the example above. Australia can use Europe/other countries, Euro ISDN for both Telstra and Optus services.

134 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 134 Select the line which joins CAPI and the PRI adapter. Set call answering to suit your needs.

135 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configuring a Diva Server Analogue adapter Select Start, Programs, Diva Server Configuration Manager. You should see a screen similar to the one below with just the CAPI Services linked to your adapter(s). TIP! Select View, Advanced to see additional fields in the configuration program. The example screen above is for a customer who has an analogue telephone lines connected to their fax server. It is recommended that CAPI configurations be allowed to answer calls a number of channels which is the same number of receive circuits configured in msxfax. msxfax sees the CAPI service as one logical pool. msxfax allows you to set how many circuits will be used for transmission and how many for reception.

136 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 136 If you require any of the telephone lines to accept incoming calls you must select Call Answering = All Calls. Note: Connect your incoming fax lines to the high order ports eg: on a 4 line analogue fax board, connect the incoming fax lines to port say 3 & 4. msxfax will transmit from low order port numbers. Therefore, to have 2 fax lines for transmission and 2 for reception, connect transmitting fax lines to port 1 & 2 and incoming fax lines to port 3 & 4.

137 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 137 For standard analogue services, the default above should be satisfactory in most instances.

138 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Inbound routing using DTMF routing from PABX systems If you have a PABX capable of sending DTMF tones representing a series of digits please refer to the next section. To activate DTMF collection, turn DTMF collection On. Note: this is only required when inbound routing technology is limited to DTMF digits from PABX systems. 7.7 Saving your configuration Select File, Save As. Save your configuration file with an appropriate name eg: DIALOGICISDN.CFG. Select File, Activate. A message will be displayed stating that the configuration update is in progress. You should now see a message The configuration was updated successfully. A restart the server will now be necessary.

139 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Testing a Diva Server adapter If you do not have the Diva Server API/CAPI service installed, the Line Check utility will run instead of the Line Test Tool. The Diva Server Line Test tool offers signicantly greater functionality than the previous Line Check utility, to assist in troubleshooting a variety of issues Test if your line is working Click on the Line Check tab Select the adapter that you want to test from the drop-down Device list, Click 'Start' to run a Line check. If the Line Check utility reports an error, verify that: Your cabling is connected correctly. Your ISDN switch type, network type, ISDN numbers, and SPIDs (if required) are correct.

140 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 140 Your Diva Server adapter is not conflicting with any other hardware Your telco company is not experiencing any problems. If you see Line check passed. If the line check fails, check with your telecommunications company to determine the correct settings. TIP! If you have multiple Basic rate Dialogic Boards in your server we recommend that you use a permanent marking pen and write the serial number (available from the configurator and the line test utility) on the metal facia of the board. It is also recommended that you label port 1 being the port nearest the top of the board.

141 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Dialogic Fax over IP solutions For more information contact BNS Group technical support via the contact support option at

142 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Upgrading your msxfax software 9.1 Special notes for existing customers Releases of msxfax prior to release allowed the installation files to be installed on any drive letter but the actual msxfax installation did not allow installation on any other drive letter other than C. Customers who installed on C drive but who now wish to install on D drive should: Note all parameter settings and copy any files such as cover sheets to a safe location. Remove msxfax software Remove msxfax Installation files Proceed to install a fresh copy on any local disk drive in the next chapter. 9.2 Upgrading to release 7.0 and above Version 7.0 supports an upgrade-in-place for msxfax versions or greater. 9.3 Upgrade procedure for non Exchange environments Non Exchange environments means: a) Exchange is not communicating with msxfax using SMTP Connectors and; b) No Active Directory (AD) lookups are performed or; c) The customer does not have Exchange/AD to reference. Examples of this include: 1. msxfax installation in a DMZ. 2. msxfax installation in an environment such as a Lotus Notes, Unix etc.

143 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Before you start the upgrade Make a list of which msxfax XP services are currently disabled. Stop msxfax services. Backup your fax server Upgrade Dialogic Drivers To check which version you have: Start, Programs, Diva Server for Windows, Diva Server Configuration Manager. Select Help, About. The version number is displayed in the About box. If necessary, upgrade to latest Dialogic Diva Server drivers (8.3 as at Nov 2007). Refer to msxfax installation guide. It is the same procedure as installing the original drivers. A reboot may be required Upgrade msxfax installation files Determine which drive letter the original installation files were installed. Navigate in Windows explorer to Program files\bns Applications\Fax Server Installation Files. Note the driver letter and location. Download the INSTALLMSX.EXE file and copy it to any location on your fax server. Run the INSTALLMSX.EXE to refresh your installation files. Be sure to replace the existing files by specifying the current drive letter eg: E:\Program files\bns Applications\Fax Server Installation Files Upgrade msxfax with the MSXSETUP.EXE Close all program windows including the msxfax console program. Run MSXSETUP.EXE located in \Program files\bns Applications\Fax Server Installation Files\Fax Software

144 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 144 Press Continue Click next a few times, accept or reject the end user licence agreement Click next on the evaluation notice (make sure the check box is unchecked). Check that the installation Destination Folder is correct. Then select Next. Make sure that the Determine which drive letter the original installation files were installed. Site Identifier: verify details have been migrated correctly and press NEXT.

145 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 145 Exchange Integration: NOTE: Non Exchange Environments, DMZ environments and all other situations where the local database is used must UNCHECK both check boxes which are checked by default during an upgrade. All subsequent screens should correctly pickup all previous configuration information. Do not re-type passwords or any other information. Just select Next and allow msxfax to upgrade the system. Click FINISH Click CANCEL not to reboot the system Run Services.msc to review all services. Scroll down to the msxfax XP services. Set the selected services which were previously DISABLED back to DISABLED. Reboot your system Check all functions of your system.

146 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Initial Installation Files 10.1 Installing the installation files Downloading msxfax software allows you to trial the software and turn it into a fully licensed product after purchasing a subscription license. By downloading the software a file called INSTALLMSX.EXE is downloaded from BNS Group s Internet web site. Copy the file INSTALLMSX.EXE to your Fax Server s local hard drive. Run INSTALLMSX.EXE Follow the wizard and select a local hard drive to install. Note: if you are upgrading your system, please select the existing location where your installation files were originally installed. Program INSTALLMSX.EXE installs 2 major components on your fax servers local hard drive: Fax Documentation This installation documentation and any other technical notes. Fax Software Cover Page Setup and Fax Server Setup programs.

147 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installing msxfax on your Exchange server BNS Group does NOT support installation of msxfax on your Exchange Server.

148 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Installing msxfax Login to the Domain & Permissions If your fax server is a Windows member server you may login as a user of the local administrators group or as a domain admin. If your fax server is a Windows domain controller you should login as a Domain Administrator. It is recommended that your fax server computer account be in the same domain as your Exchange server computer account. With the exception of the msxfax Print Service, Messenger Service and msxfax System Attendant all other msxfax services run in the local system context. msxfax uses POP3 protocol to access its Exchange mailbox using credentials supplied in the setup/configuration of msxfax. Therefore, msxfax requires no special permissions to access your Exchange server over and above the POP3 credentials to access the msxfax Messenger mailbox. Active Directory services interfaces built into Windows Server provide the transport for msxfax to access directory resources. Therefore, you should create 2 service accounts for example: msxfax (Service account used by the Messenger and Attendant services) msxfax-printing (Service account used by msxfax Print Service) In a large network it may be necessary to establish accounts for each site for example: msxfax-boston (Service account used by the Messenger and Attendant services) msxfax-boston-printing (Service account used by msxfax Print Service) Run the Setup program The initial installation setup program installs: documentation and msxfax Setup software. If you re upgrading you should have already installed the msxfax installation files (see previous chapter). The procedure is the same to upgrade as it is to install a fresh copy. In most instances, msxfax setup software will examine existing software settings and preserve them during the upgrade. In previous sections you installed and tested hardware components, configured Exchange server in preparation for installation of msxfax on your Windows fax server. Now it is time to install msxfax on your fax server.

149 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 149 Navigate to Program Files\BNS Applications\Fax Server Installation Files\Fax Software Run the msxfax Install Program, msxsetup.exe

150 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 150 If you are performing an upgrade the following screen will be displayed If you are performing an upgrade the following screen will be displayed Accept or Reject the license agreement, click Next

151 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 151 Click Next Customers can evaluate msxfax without an Dialogic Diva Server fax card by clicking the checkbox on the above setup screen.

152 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 152 Check that the destination folder is the same as the current installation if you are performing an upgrade The Exchange Site code is used by msxfax to qualify DID/DDI routing information in Active Directory. For example: it is possible that DID fax extension 5555 in your Boston PBX could also exist in your London office. Therefore, to distinguish the intended recipient in Active Directory, msxfax fax server(s) in a particular site are configured to concatenate the Site code with the numeric DID value to ensure that

153 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 153 inbound faxes are routed to the Active Directory object which matches both the Site code and the DID value. In a global enterprise this is essential. Recommendation for sites in Countries such as Australia. If your organization does not extend beyond your country your ISDN number range will be unique. Therefore, using AUS or DDI or DID or FAX as the Exchange Site code is recommended. Reason: it is more meaningful in that context when inserting routing information into Active Directory. The msxfax Site Code is used to uniquely identify inbound routing information within a global enterprise directory. The msxfax Site code is pre-pended to the actual DID/DDI value received by the fax server to form a unique string of characters to search Active Directory. Recommendation for customers who have designed their Active Directory and Exchange networks based on Geographic location: Insert a meaningful msxfax Site Code being the general location eg: AUS or Boston or USA etc. Supply the IP address of one your Exchange Servers (or SMTP Servers) servicing the Site. DNS entries can also be used. Special Note: Customers who have Exchange Server deployed should leave both of these options checked and click next.

154 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 154 Customers who use broadcast, least cost routing or load balancing will require POP3 mailbox processing in their design using msxfax 7.6. Customers who do not require POP3 are those who use only domain addressing with no broadcast, least cost routing or load balancing. Customer Note: re patch 357 in msxverify.exe Leave the POP3 IP address blank so that msxfax will not read the POP3 mailbox.

155 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 155 The POP3 Host IP address: is the IP address of the Exchange server where you created the msxfax mailbox. POP3 Host Port Number is usually port 110. POP3 Mailbox ID is the Account login name for the msxfax mailbox. POP3 password is the password you set in Active Directory for the msxfax mailbox. Messenger Address is the SMTP address of the msxfax mailbox.. This is the SMTP address of the msxfax mailbox you created. Refer to the addresses property sheet and the general property sheet of the the msxfax mailbox. Refer to the following example.

156 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 156 Select the Country code settings

157 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 157 Specify the domain\account and password for use by the msxfax Messenger service. Permissions for this account were previously described in this documentation. Permissions required for the messenger service are the same as a normal user account. However, any group policy your organization might apply could impact on the exact permissions that you should implement. If your installation must print incoming faxes select the check box provided. Permissions required for the print service are the same as a normal user account. Choose the Program Manager group to place shortcuts into, click Next to continue

158 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 158 Click Next to continue installation, msxfax Setup will now proceed to install files When a message box appears saying you have successfully installed msxfax. Click Finish to complete the installation. A message stating that your system needs to be rebooted to complete installation, click OK. Your system will reboot and msxfax will be successfully installed. When the system restarts, go to SERVICES.MSC, scroll down to the msxfax services which have the msxfax service account specified. Enter the password again and this will cause the permission Log on as a Service to be granted msxfax Print Service msxfax offers inbound printing features. If your installation does not intend to use printing please ignore all instructions relating to the msxfax print service. If your installation requires printing please follow these instructions: Run a program Services.msc Scroll down until you see the msxfax Print Server Right click properties Select Log on property tab Select This account

159 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 159 Click Browse to select the Service Account you created earlier Eg: msxprint It may be necessary to re-enter the password for the account Verify the password for the account Click OK. Logon as a service right may appear if the account you have used has not yet been granted the right. Click OK. STOP the msxfax Print Service. DO NOT START the service. Press the refresh button (green arrowed button) on the Service MMC. msxfax s System Attendant should automatically restart the service having detected that it was not running. Logoff the fax server and logon as the msxfax Printing service account. Add printers that the print service is required to print to. It is important to do this when logged on as the print service account because it creates the correct permissions and printer references. That completes the installation of the Print Service.

160 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax configuration overview Note: All administration is performed via msxfax s Console 13.1 Permissions & Security msxfax uses the underlying services provided by ADSI/LDAP. Enterprise customers running global networks generally delegate control of AD to selected site administrators many of whom are NOT members of the Domain Administrators Group. msxfax has been designed to consider enterprise global security permissions allowing selected operations to be conducted at a local computer level (ie: Login as user who had been granted local Administrator rights to the member server as opposed to a Domain Administrator login).

161 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Configuration 14.1 msxfax Console To load the msxfax Console, select Start, Programs, BNS Applications, msxfax, msxfax Console. The first time msxfax is started you are allowed 30 days to evaluate the software. At any time you can activate the software from evaluation mode to production. Once it is activated, the expiration date of your license is displayed on the main msxfax console. During the evaluation period, each fax transmitted by msxfax has an evaluation statement included at the top of each fax page (called the fax header). When the product is activated in a production environment, the fax header comprises details such as recipient name Configuring Dialogic (Dialogic) boards msxfax and Dialogic Networks Diva Server boards offer a flexible, scalable and easy to configure solution. Open Dialogic Fax server Double click Fax Devices Expand Fax Lines

162 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 162 Double click on CAPI Devices The CSID (Communication Subscriber ID) for All Channels is the value which msxfax will exchange with the remote fax machine in the fax call setup. CSID usually contains your main fax line number for identification purposes by the receiver. Total CAPI channels available represents the number of B channels (for ISDN) or analogue lines which are configured between the CAPI Pool Service and your Dialogic adapter(s). You need to set how many of the fax lines will be used for transmitting and the number for receiving faxes. Receive circuits represents the number of fax lines which can be received. Receive Circuits must match the total number of Dialogic Interfaces configured to Answer incoming calls. It is important that your Dialogic adapters are configured to answer calls and that the total number of lines set to answer should be equal to the number specified in msxfax. Archive period refers to the msxfax events recorded in the Statistics table of the msxfax database. Archiving of statistics is performed via the Fax Server statistics option by clicking the checkbox Purge & Archive Statistics then pressing Export to CSV.

163 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 163 msxfax has now been configured to communicate with your Dialogic Diva Server board Configuration option for analogue Dialogic Diva Server Customers using Dialogic analogue boards can map their analogue line to a DDI number. This is recommended so that Direct Dial Inwards routing can be used.

164 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 164 Restart Dialogic Service: It is important that you now restart the Dialogic Fax Service.

165 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax General Configuration Licensing To fully license your product, you are required to supply a value called System ID to your reseller who in turn obtains a license key for the subscription period eg: 12 months. The System ID is nothing more than a value generated which is tied to the configuration of your hardware. It does not identify anything about your organization or credentials or any other elements which would breach security. It is only a means of generating a key pair (based on the hardware platform) to avoid piracy of BNS Group software. Note: It is also possible to stop and start all the msxfax services via the console. Left click on the + symbol to open respective folders. Double click on the options which are expanded. Each option is called a Node. There is a note on the main console screen to remind you to double click to open the function.

166 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 166 Commonly used functions are now included Right Click on the msxfax Folder in the Console Root, and select Update License A screen similar to the following is displayed. The Notes field can be used for your records to record additional information such as: who you purchased the software from, your purchase order number and other relevant details. This will be very useful in the future. If you purchased your software via the Internet, enter your purchase details for future reference. If you purchased msxfax via the Internet you can electronically request an Activation code. If your fax server is connected to the Internet, press the hyperlink Request License Key Alternatively, visit to request a license key (Select Product Info, Registration and Licensing ). License keys typically take 24 hours to clear our verification system. Please do not leave it until the last day or so before you activate the product. If you purchased msxfax from a reseller, you should advise your reseller of your System ID and allow your reseller to request an activation code on your behalf.

167 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 167 Activation codes are not issued until payment has been received in full by BNS Group. Please note: Activation keys are sent to the registered customer via only after payment has been received in full. Upon receipt of the license key, enter it into the field called License key and click on the Activate Licence button.

168 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Configuration in more detail msxfax s setup program requests as much information as possible to pre-configure the required elements of your fax server and its interaction with Exchange/Active Directory msxfax System Attendant The msxfax XP system attendant is responsible for overseeing and managing various services. If the system attendant detects a service not running, it will automatically start the service. msxfax s console allows you to manage different aspects of each service or function. Double click Properties

169 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 169 The properties of the System Attendant shows basic configuration elements. The default maximum alerts should be set to 10. Queue depths represent the number of items in the queue at any one time. If these thresholds are reached a warning message is delivered to the address(es). Do not change the settings unless you have good reason to do so. Adjust the Free Disk space parameters as required msxfax Routing Engine msxfax Routing Engine is a powerful SMTP smart host included with the msxfax package, which acts specifically as a router for FAX and other eligible address space items from Exchange. Configure the Routing Engine properties as follows: These values were configured automatically based on the values you supplied during msxfax s setup program. Make sure that Allow Detail Logging is turned on. Logging items to the Windows Event log and detailed logging should be used for troubleshooting or when event log information is used to feed into network management products.

170 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Routing Engine Logs To show some activity in the Routing Engine perform the following from the Fax Server: Run Outlook rich client. (You may need to create an Outlook profile to access your mailbox.). Alternatively, use an existing desktop Outlook client to send a message Refer to the following examples to create an Outlook Contact. Enter a fax number for this test user which is a fax number of your fax machine in your office. This will allow verify that the fax transmission worked successfully.

171 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 171 Your test fax should look similar to the one above. Press send and then observe the Routing Engine being contacted by Exchange Server. In this example the server w2ks1 in domain Americas.test.com routed the message to msxfax. To view the dialogue between Exchange and msxfax you can view the logs by double clicking on the Logs option above. The above log file shows contact made from Exchange SMTP Connector to msxfax routing engine msxfax Messenger The msxfax messenger handles core processing and management of fax messages.\

172 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 172 Note: The Filter property tab effective release 7.6 has been replaced by the Australian Government Protective marking standards. Customers who must comply with the standard must purchase and msxfax enhanced security edition. From the main msxfax Console, open the msxfax Messenger folder Various property sheets are displayed. Most of these settings should not be altered once they are set up. We recommend that you leave these settings as they are until you examine the security recommendations later in this documentation. Global Pass Code is optional for additional security when used with freeform addressing. If you set the Global Pass Code to Microsoft, users will need to include PASSCODE#Microsoft in the memo of their Outlook fax message. Some users nowadays use FAX# in their autosignatures which could cause forwarded s to fax to be copied to recipients not intended to be copied. msxfax allows the freeform string to be defined by your organization. Examples could include: FAX=, msxfax# or fax% or any other keyword you feel is appropriate. BNS recommend that you use FAX= as the freeform address Enable Enotify-AI support this turns on options in the Global Settings. Enable Dialling rules and Least Cost Routing this turns on options in the Global Settings. Customers with specific requirements for dialling rules should only use this option. For example: customers in the USA can use dialling rules to define a number of local area codes and specific rules required. Australia s default dialling rules will be activated once the option is set.

173 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 173 The Host IP address should be the IP address or DNS name of your Exchange Server The mailbox ID for Messenger is the Active Directory Account login name Password is the Active Directory password for that account. address is the SMTP address of the Active Directory account used by the msxfax Messenger. POP3 Host Port is the TCP/IP port number configured on your Exchange Server s Default POP3 Virtual Server. This is the IP address or DNS name of your Exchange Server.

174 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 174 This is the disclaimer which msxfax will automatically include on automatic cover sheets. The default option is OFF. BNS recommends that you leave this option turned off and modify your cover sheets (example one is msxcover.rtf), insert your standard organization disclaimer using Microsoft Word to edit your cover sheet(s). The concept of an enterprise wide disclaimer fax cover sheet is very popular. A user s auto signature in Outlook defines who they are and their contact details. Just like regular messages, the auto signature is included in the message body of the cover sheet taken from their Outlook message. Diagnostic logging is useful if you want to fully understand all the activity that msxfax is performing. Note: If you want to log events to the Windows Event log, make sure that you have set the overwrite events as needed in the Event Viewer.

175 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Dispatcher & Fax Queues The msxfax Dispatcher is responsible for Fax Queue management, dispatching eligible faxes to lower layer device drivers for transmission. The Dispatcher plays a role in the management of inbound faxes. Access to fax queues via the msxfax console is achieved from the dispatcher folder. Open Dispatcher folder Double click on the Fax Queues. Double click on the queue you are interested in eg: Awaiting a Free Line. If you want to view a fax double click on the entry in the queue. It is possible to expand this window to full size. Sorting on columns is achieved by clicking on the column heading. The only exception is POP3 which is a linear view of the mailbox.

176 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 176 Hints: If you are trouble shooting your fax server the following hints may help: Stop system attendant this will prevent this process from re-starting other tasks Stop Routing engine this will prevent additional messages being received from Exchange SMTP Connector while you are resolving any issues. Stop Messenger this will prevent additional messages being received from Exchange POP3 mailbox while you are resolving any issues. Use the Move all faxes to the suspense queue check box to highlight and move all the items to the suspense queue until you resolve the issues. This can be useful to avoid too many NDR s in the case of a telephony failure or other temporary problem.

177 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Send a test fax and some useful utilities msxfax has a large button to allow you to quickly send a test fax. Select Send Test Fax Enter the fax number you want to send to It is possible to generate many faxes by increasing the number from 1 using the up arrow. A sample fax is sent. By increasing the Transmission simply adds additional pages to the fax to increase the transmission time msxfax Utilities msxfax comes packed with lots of useful tools including an SMTP send utility and a POP3 client utility. Both of these tools can be used from your fax server if there is a problem trying to send from your fax server to Exchange users or when attempting to read messages using POP3 protocol from the Exchange Mailbox reserved for msxfax s Messenger service.

178 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 178 Click on the setup option as shown above and set the values that correspond to your Exchange Server. Click OK.

179 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 179 Click on the envelope to send your message Go into your Outlook and verify that you got the message. A similar utility exists should there be a need to verify that POP3 protocol is working to your Exchange server Abort Broadcast Use this option only on a broadcast server only when you wish to abort a broadcast currently in progress.

180 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 180

181 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Active Directory Integration 16.1 Introduction msxfax uses existing fields in Active Directory (AD) to store specific information required for outbound and inbound fax controls and routing Quick setup all users can send a fax without automatic cover sheets Allowing all users to send a fax from Word would be satisfactory for some organizations; whereas, other organizations may want each user to be explicitly allowed to send faxes via Active Directory. To allow all users to send faxes without expressly setting their options in AD: Expand Global Fax Settings Double click Global Fax Server Permissions and cover page settings By setting Allow all Users to Fax will allow users in Active Directory or in msxfax s local database to send a fax. msxfax also allows specific users to be nominated to send a fax using security group membership. FAXENABLED is legacy support only.

182 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Quick setup all users can send a common automatic cover sheet Some organizations want all their users to be able to send a fax without any restrictions using a single automatic cover page. An understanding of the cover page section is necessary to fully appreciate the following points. Please read the cover page section to obtain a basic understanding of how it works. If you are a small company you may have only a few variables in your cover page and you may simply place your company name and logo in the cover page. This is actually quite efficient because it reduces the number of Active Directory queries. General Page explained: These values are used when assembling an automatic cover page if the values are not available from Active Directory.

183 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 183 Address Page explained: These values are used when assembling an automatic cover page if the values are not available from Active Directory. Most medium to large sized enterprise customers will always use Active Directory therefore the above fields are not used.

184 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 184 This is where an enterprise wide cover page can be defined. Nowadays, this is used as an enterprise wide disclaimer for all outgoing fax correspondence.

185 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Global cover sheet based on sender s address Organizations which acquire different companies from time to time still retain their identity and their addresses. msxfax allows automatic generation of disclaimer/cover sheets based on the sender s domain name. The domain name is determined as the first string after symbol in the address of the sender. Examples Company name address Cover sheet which will be used ABC ABC.RTF or ABC.TIFF ZYX Insurance XYZ.RTF or AYZ.TIFF Sales SALES.RTF or SALES.TIFF A user or application which supplies CS# keyword in the message body (memo) will override any global settings.

186 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Other global default options Global inbound and outbound settings can be implemented for example: Ability to print all sent/received faxes Ability to save all sent/received faxes to a directory Customers can use Active Directory to determine what action is to be taken for a specific user.

187 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Fax Server Access Controls Note: The default installation is Allow all Users to Fax. If you accept this default there is no need to do anything further to Active Directory. Prior to release 7.0 of msxfax an administrator could only nominate selected users to send as a fax using the Notes field keyword called [FaxEnabled]. This is fully described in the next section. Version 7.0 of msxfax introduced a new method of allowing administrators to nominate who is authorized to send a fax. This method uses group membership from Active Directory as follows: Customers who elect to use Group Membership to control access to send faxes and have multiple domains, must take care to understand entire solution and how it fits into a global enterprise.

188 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Adding an OU to the local domain where the fax server accesses AD Dffsd The example above shows a child domain Americas.test.com which is where the fax server is located. To create the OU to control for msxfax perform the following Run Active Users and Computers Right click on the Domain icon Select New, Organizational Unit.

189 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 189 BNS decided to promote this OU naming convention to allow other 3 rd party vendors and in-house programming staff to use a common OU for this type of information. msxmms (BNS Group s SMS and MMS server for Microsoft Exchange) is managed in another OU underneath Application Controls with security groups for SMS Enabled and MMS Enabled. Now create an OU underneath Application Controls called msxfax Now create a Group to control access for msxfax fax servers in this domain

190 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 190 Create the group name Fax Enabled. Make sure there is a space between Fax and Enabled. Fd A universal group will provide more flexibility for inclusion of users or nested groups from other domains.

191 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 191 Do not mail enable the security group unless you have a good reason to do so. Now you can add users to this Group who are authorised to send a fax. From msxfax Console s Global Settings, scroll along from the Fax Server Access tab to the right until you see the Active Directory Tab. Dfd

192 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 192 Change the DC=child, DC=parentdomain,DC=com to reflect what domain this fax server is located in. As can be seen from the above example, we have a domain called Americas.test.com. In the example shown above Americas.test.com you would change the value to:

193 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 193 Click save these values. Double click again on Global Fax Server Permissions, navigate back to the Active Directory tab. Click the Check Group button to verify that msxfax can connect to Active Directory and read the Group information. Note: If your Active Directory Domain name is only a parent root domain eg: TEST.COM then you would change the value to the example shown below That completes setting up msxfax Fax Server Access using Security Groups. If you completed this section because you prefer to use Security Groups to control access to who can send faxes; you can proceed to review the next section. Note: the next section describes a [FaxEnabled] keyword to control access. This keyword is not required if you have elected to use Security Groups. It is useful to read the next section so you are aware of the other keywords which can be used in the notes field.

194 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Keywords & authorization to send a fax using Notes Field Using the Notes field in AD is not recommended for determining whether or not users can send faxes. This section outlines the individual level keyword settings in AD to expand your understanding of how msxfax harnesses the power of AD.

195 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 195 The Notes field is used to instruct msxfax to: authorize, account for, route, save, print and log faxes. msxfax uses the Notes field to: 1. To avoid extending your AD schema and; 2. To allow additional keywords to be added in the future without compromising your directory service. The fax number field can be used for inbound DID/DDI routing we ll look at that in just a moment.

196 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 196 All msxfax keywords are enclosed in square brackets within the Notes field. The following table summarizes the keywords above and their usage: Table 5: msxfax keywords and their usage Keyword Function Comments Note: if you are using Dialogic analogue cards, use the channel to DDI mapping capability. This allows a channel to be presented as a DDI value. DDI routing can then occur on faxes coming in on a certain channel for analogue systems Channel based routing. [InPrinter:1 Printer name] Received faxes on fax line 1 will be printed on the printer Eg: [InPrinter:1 \\fileserver1\hplaserj] [InDMI:1 Directory location] [OutDMI:Directory location] [CS:Coversheetfilename] [CC:<costcenter] Received faxes on fax line 1 will be stored in the directory specified. DMI is short for Document Management Interface. Faxes can be automatically profiled into any document management system which can import from an external directory. Outbound faxes will be stored in the directory specified. DMI is short for Document Management Interface. Faxes sent from your organization can be automatically profiled into any document management system which can import from an external directory. If this keyword is present, an automatic cover sheet will be sent each time this user sends a fax. Each fax sent by this user will be recorded in a database for reporting and input to an accounting system for internal billing purposes. Eg: [InDMI:1 \\Fileserver1\DMI] Eg: [OutDMI:C:\FAXESOUT] Eg: [CS:SALES.RTF] The coversheets must be stored in the local path Program Files\BNS Applications\msXfax\Cover Sheets Eg: [CC:Sales] = sales cost center. Another common example follows:

197 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 197 The above example shows that this user has a DID (read also DDI/DTMF) Fax number 7789 (embedded in the Fax Field) qualified with the Boston site code. The user s full fax number is not used by msxfax, only the routing portion to the right hand side of the : (colon) is used. In addition to searching the Notes field for [DDI:Boston7789] or [DID:Boston7789] msxfax will also perform a filtered ADSI query on the fax number field in AD. Filtered ADSI queries perform efficient searches against AD. This user will have cover sheet business_unit1_cover.rtf attached automatically each time they send a fax. If an employee moves to another department on a temporary basis, it is a simple matter of updating AD with their temporary cover sheet. Users can override cover sheet settings by attaching a cover sheet in the message. Charge codes: Legal firms can enter charge codes in each fax message sent. This is covered in the user documentation. Charge codes are not to be confused with cost centers. A cost center is an internal

198 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 198 billing code whereas a charge code is used by some orgnanizations to bill clients Routing to Distribution Groups The above example shows how an AD Distribution Group containing multiple members can be set up to use msxfax to route incoming faxes based on all the same criteria as previously discussed earlier in this chapter. Inbound DID values can be assigned to the Notes field together with Document Management Interfaces etc. Organizations have the capability with msxfax to collectively route incoming faxes to: Users Distribution Groups Contacts Other addresses Printers Document Management or other applications Example: Distribution group based routing (Inbound fax) with output to a network share. In this example Faxserver1 is the Site code. A site code is generally applicable to a Country to ensure global uniqueness is the DDI value presented from the telephone network.

199 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 199 When using the notes field for routing controls, it is important to include the option search notes field for DDI in the Active Directory tab of the fax server defaults. Note: if the connection to network share fails, msxfax will route the fax to the associated address for the ddi (if any) and if that fails then it will route it to the configured default route/administrator.

200 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Enterprise security & controls In well designed, secure Active Directory enterprises, designers and security control officers require local IT staff to conduct day to day management of services including: Management of users Management of printers Management of groups Management of exchange mailboxes msxfax when installed on a Windows member server it can only be administered by members of the local Administrators Group. If the person managing msxfax is not a member of the Administrators group or Domain admins group, add them to the Administrators group as follows: Administrative Tools Computer Management Local Users and Groups Select Administrators Group

201 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 201 Select the user or domain global security group to be included in the local Administrators group. Using the above approach will provide access to msxfax s functions. However, some network security controllers do not allow local IT staff to have the capability to change settings such as TCP/IP properties. The solution in that case would be to provide specific rights to the msxfax registry keys on the fax server as follows: Log on as an administrator Run regedit Navigate to local machine, software, Better Network Services Group Set the security permissions on this registry key to include full control to the person or global security group who will be responsible for the day to day management of msxfax Security recommendations msxfax support Domain addressing in various format including: number@domain.fax and name number@domain.fax (Recipient name is separated from the fax number using a vertical bar keyboard character). For example: an Outlook user can send to Larry @Boston.fax Domain Boston.fax is only known to Exchange by virtue of that address SMTP space being added to the msxfax SMTP Connector. It is not possible to address to Boston.fax on the Internet thereby providing added security for addressing purposes within the organization. As a general rule it advisable to: Set policies on your firewalls to prevent spoofing from the outside. Use Fax address space in the msxfax Connector to allow authenticated Outlook users to send to Outlook Contacts and; Use msxfax Domain addressing Note: msxfax always checks the sender s address against Active Directory. The sender s address must be present in AD and must be authorized Active Directory Performance Settings Customers with a large Active Directory (AD) or customers with high volume inbound faxing to a series of common work flow fax numbers can significantly improve throughput by reducing queries to Global Catalog (GC) servers. There are two independent performance tuning options namely: 1. Exclusion options for querying global catalogs

202 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Local database search before querying a GC msxfax provides many methods of routing inbound faxes to AD users, public folders and other objects in the directory. The options include: a) DDI (Direct Dial Inwards, also referred to as DID) based routing using the Notes field b) DDI/DID routing using the Fax Number field c) CSID based routing (notes field) Customers will typically assign fax numbers to users in AD and to work flow processes. Work flow processes typically process inbound faxes from a disk directory. Some customers configure msxfax to simply not route inbound faxes for certain numbers leaving the only copy in the audit directory for processing and interfacing to their internal document management and work flow processes. This technique uses a NULL route which will be discussed later in this chapter How to reduce the number of queries to GC s It is recommended that all customers have the Activate Special Inbound processing via local database turned turned on.

203 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 203 For small networks with low volume inbound faxing, we recommend that the above example defaults be used to allow every possible type of inbound routing method to be used. Removing unwanted inbound routing options will improve performance. High Volume: Recommendations for high volume customers with ISDN primary rate Customers with high volume inbound fax traffic should use the Fax Number field in Active Directory to store the DDI value and set the values to search the msxfax cache. How does the cache work? msxfax keeps a cache of DDI values from previous searches of a GC. If the same DDI value is found in the cache then no search is performed on the GC. Once a fax number is assigned to a person it rarely changes so this is highly recommended for large volume customers. If you know that number re-assignment has taken place in your organization, you can manually clear the cache as required.

204 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Usage of Static GC option In some rare circumstances it may be necessary for a customer to nominate which Global Catalog server is to be used. Dynamic binding to AD is always recommended. However, where there is a genuine need to nominate the GC manually the format will look like the example below More information on Special Inbound Processing Customers with very large Active Directories and high inbound fax volumes to a common set of numbers assigned to work flow processes for example should consider allocating selected fax number routing details in msxfax s local routing table to avoid any lookups on a GC and thereby improving throughput on high volume inbound fax servers.

205 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 205 How does Inbound Special Processing work? Audit Image copied to audit directory Special Inbound =1 No yes msxfax XP Routing Table Perform search on local DB Fax number found? No yes Is inbound to address set? yes yes address set to NULL No SMTP Send to Exchange Server Perform search on GC Inbound routing Folder set to NULL yes If folder value is set write copy to disk directory End inbound processing The above flow chart shows that if the Special Inbound Processing option is set msxfax will search the local database. If msxfax locates a record in the local database it will not search a GC. msxfax offers a feature called NULL Route. A value of NULL in the address and the folder routing field will cause msxfax to do nothing. This should be used

206 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 206 only where customers set the audit directories and decide to process inbound faxes from the audit directory for their work flow applications. Double click on Special Handling of Inbound Faxes Position the mouse pointer anywhere in the table and right click Select Add User

207 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 207 In this example we are adding a route to a user who is not listed in Active Directory. This is just to show you other uses of this local routing table. It is also the first step to the creation of a CSV file to allow easy editing and importing into the routing table. Inbound Fax Folder must be a local disk directory, do not use a network share. Click save. Your first entry is now added. NOTE: CSV files are now used to import and export from the table. If you do not select a specific directory using the Select Directory to Import/Export from msxfax will default to C:\ (root directory). Leave the option checked to launch Excel.

208 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 208 Click Export to CSV to create your first CSV file. Click OK. Most customers will elect to set the audit directory options in msxfax to save all inbound and outbound fax images. If your work flow application/document management system intends to process all incoming faxes from the audit directories, then you should create a NULL route entry in the routing table to: a) Avoid AD lookups and; b) Avoid any specific action by msxfax for routing purposes. The net result of a NULL route will leave only a copy in the audit directory for your application to process with no overheads in GC queries.

209 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 209 Text column DID Warning: XLS format Excel defaults all columns to number format. If you have leading zeroes in the DID field you must set the properties of the DID column to text. (Right click column C set the category to text format). You should create an XLS format file as your master spreadsheet. Do not attempt to work from a CSV file directly, otherwise, leading zeroes will be dropped and other special formatting may be lost. Create a master spreadsheet in XLS format. When your changes have been made, save your XLS spreadsheet. CSV format for importing: From your XLS file, select File, Save as. Save your XLS master to a CSV file. DO NOT OPEN THE CSV WITH EXCEL AFTER IT HAS BEEN CREATED. IMPORT IT DIRECTLY INTO MSXFAX S IMPORT FACILITY. After saving the XLS to a CSV and importing it into the local database, this is how it should appear. msxfax will now route any faxes inbound using the instructions above. No AD lookups will occur for the above numbers.

210 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Global Fax Settings 17.1 Introduction Global Fax Settings provides global settings for each fax server: 1. Global settings which apply for customers with Exchange environments. 2. Global settings which apply when msxfax is deployed in non Exchange/Active Directory sites. 3. After a while you will become familiar with msxfax keywords which are used in the notes field of an AD object to identify the object for such things as: permissions to send a fax or an inbound DID fax number.

211 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Global Fax Server Permissions and Cover Page Settings The General fields are used for cover sheets values when not sourced from AD. It is not essential that these fields be completed if you are using AD. Same applies to the Address tab.

212 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Fax Server Fax Server Maintenance Password should be set the same across the entire enterprise. This password is required to allow a central administrator to distribute cover sheets to many fax servers in the organization via .

213 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server User Feedback To improve the feedback to end users of the system, msxfax provides administrators the ability to send messages back to Outlook users when: 1. their fax has been accepted for processing 2. their fax has been inserted into the fax queue for transmission 3. their fax has commenced dialing. You can optionally send confirmations when a fax has successfully been sent or if it failed message. Note: for normal installations, you should always send confirmations Send Fax Sent Confirmations and Send Fax Fail Confirmations. An example when this would not be the case is when a fax server is dedicated for use by application and only failures are to be sent back to an inbox for operator review. An example might be a customer relationship management product which transmits faxes automatically. The system administrator may only want to know which faxes were unsuccessful, allowing corrective action to take place on an exception basis.. There are additional parameters which allow users to receive Fax Sent confirmations with the first or all pages of the fax as it was transmitted.

214 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Message Limits Administrators can restrict message sizes and recipient limits. Version 7.6 build 329 introduced an additional option to set the maximum file size of a TIF image being sent to Exchange/SMTP servers from the fax server. This was necessary to prevent messages from being rejected and/or lost in some configurations. msxfax will now split up a single incoming fax transmission into multiple SMTP messages to the intended recipient. Ie: an inbound fax that is too big to be sent is broken up into chunks (lower than the Maximum tif file size specified above) and sent to the intended recipient If a single fax page should ever be larger than the maximum tif file size specified above (which it should not) then the intended recipient is provided information regarding the file name of their fax which is located on the fax server.

215 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 215 The location is \BNS Applications\msXfax XP\Undelivered Faxes Audit images of sent and received faxes Administrators can specify directories to store images of faxes successfully sent or successfully received. Outbound Audit File Name Convention : TX_ccyymmdd_hhmmsshh_FaxServerSiteCode_FaxServerID_EventID_SenderDisp layname_pages_channel_dialedno_remotecsid.tif

216 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 216 Inbound Audit File Name Convention : RX_ccyymmdd_hhmmsshh_FaxServerSiteCode_FaxServerID_EventID_Pages_Cha nnel_ddi_remotecsid.tif The above example saves all sent faxes to a folder on the fax server and sends a copy to a public folder for inclusion in document management and work flow systems. The above example also shows that all received faxes are placed into an audit directory in addition to routing to users and other Exchange/AD objects.

217 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Default handling of inbound faxes Administrators can specify how inbound faxes are to be routed when no route can be determined after searching the local database or Active Directory. The example below would send a fax which could not be routed to an address and to a nominated folder. If one of the options above is selected then the default route will be only that option. If both options are not specified then the default route will be the administrator defined in the System Attendant Scenario Many customers will install msxfax in the simplest way possible whereas other customers need granular controls for complex routing and management of faxes. The best way to understand this subject is to look at various examples. Example 1: a small business with a single incoming fax line with 20 users. Their users have come from a manual system of faxing and used Microsoft Word Fax templates to create their manual faxes. The customer does not want to change the staff work practices. They have elected to continue to use their Word Fax

218 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 218 templates. All faxes that come in on line 1 will go to the default fax administrator who is currently responsible for distributing paper faxes. Answer= this customer would not make any changes to any of the Global Fax Property sheets. All users by default in Exchange can send a fax when msxfax is installed (refer to Fax Server Access). However, for added security, the user object must be in AD. This customer would nominate the default administrator during installation. The default administrator is located in the msxfax System Attendant properties. The field is called Primary Alert Address. It is the address of the user or distribution group or any other address. The customer decides to disable freeform fax addressing preventing forged relay of faxes from outside the organization.

219 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 219 Note: entering a cryptic freeform fax string similar to the one above will help prevent forged s being bounced off the customer s Exchange Server onto other Connectors. Example 2: similar to example 1 but the default fax admin is different from alert admin. Answer= this customer would nominate the Helpdesk to handle all fax server alerts (Errors). See below. The customer would then set the Default Inbound Route handling to a nominated address under the Global Fax Settings Global Fax Server Permissions and Cover Page Settings. The customer would set the address under the Default Inbound Route property page.

220 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 220 Example 3: any sized business with a number of fax lines and users who want to use automated standardized organization wide cover sheet for transmissions. The customer has a few more specific requirements for inbound fax lines. The IT Director (Sharon) has the following requirements: She has many users who will send Outlook messages to fax recipients and the Outlook memo text has to be inserted into a standard automated fax cover sheet with automatic disclaimers. She wants to do this because she wants only one place to change the business fax cover sheet, its representation and disclaimers which the legal department keep changing. She wants to restrict who can sent faxes using AD. Her users typically drag and drop standard PDF files to create fax responses based on the type of customer enquiry. She has 1 fax line (fax line 1) which will receive faxes. She wants these faxes to be sent to a nominated address and a specific printer. She has another fax line (fax line 2) which will receive customer complaints and other special correspondence which must be document managed. Answer: Prepares an automatic cover sheet using msxfax cover sheet program. The cover sheet can use the company and address details supplied in the property sheet or they can be simply inserted into the word document as normal. She decides to not use Company and address details in the global fax settings but simply to layout her fax cover sheet in her own way.

221 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 221 Therefore, all she has to do is to nominate the cover sheet she has created then nominate the keywords for fax line 1 and fax line 2. Selecting Channel Routing (channel = fax line) allows selection of various options including Printing, Saving to disk and ing to an address. The result should look like this. She now wants to restrict which users can send faxes. This is done in Active Directory. Firstly, she must change the Fax Server access property sheet as shown below. This forces msxfax to check Group Membership.

222 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 222 The Administrator could elect to use the notes field looking for the keyword [FaxEnabled]. She has elected to set up a Security Group Fax Enabled in the OU=Application Controls/msXfax. She now adds her users to that group. Done. Example 4: a large multi-national with many requirements. The IT Director (James) has the following requirements: Nothing is to be installed on the desktop because he has 30,000 users. They have approximately 50 regional locations where a fax server is to be located. They have SAP mainframe applications which must be able to send s, faxes and other forms of communications in the future. They use Maxcompress within their Exchange network to minimize network traffic. He wants to restrict who can send faxes using AD. He would also like to set up least cost routing so that a fax server in say Singapore can send a fax via the USA. He must provide accounting information for cost centers to be correctly billed via the general ledger Inbound routing is required within the enterprise across 63 countries. Answer: Follow the procedures to use Microsoft Office Document Imaging printer to render from applications/documents. They should install 50 regional fax servers ideally each one in its own routing group. If this is not possible then each fax server should be given a logical site name and possible use of msxfax Domain addressing to make each fax server specifically addressable via msxfax Domain addressing. FAX Address space is still a consideration where there is no direct correlation between Fax servers supporting FAX Address space and a Routing Group. Install support for Winzip as documented in this guide.

223 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 223 This customer will use AD for almost everything they do with msxfax. Including establishing a security group for each domain/ou structure plus using keywords for: Cost centers. He should carefully consider how least cost routing can be used within msxfax and utilizing the Exchange design that they have. Example 5: a customer installs an analogue Dialogic Diva Server card to a PABX with 4 incoming fax lines. Customer wants to route those 4 lines to 4 different addresses. Answer: From msxfax console, select Dialogic Fax Server, Fax Devices, expand Fax Lines, double click on CAPI. Select Dialogic Analogue only. Set a DDI value for each channel. This example shows a DDI value 010 for line 1. Go to Active Directory and place the value of the DDI into the respective user s fax number field

224 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 224 Enter a colon followed by your site code and the DDI value assigned to the analogue channel of the Dialogic card.

225 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 225 msxfax utilizes AD for the following: Table 6: msxfax utilization of AD Feature Field Used in Active Directory Value/Parameter Option 1: Direct Dial Inwards fax number Option 2: Direct Dial Inwards fax number Fax Number Field (Telephone Tab) Notes field A colon followed by the <SiteCode>DDI value eg: :Boston [DDI:<SiteCode>DDI value] eg: [DDI:Boston ] eg: [DID: Boston ] Cover sheet Notes Field [CS:sales_cover.rtf] Cost Center Notes Field [CC:Sales] Printer to use for inbound faxes Printer to use for outbound faxes Notes Field (This feature will be rolled into service pack1) Notes Field(This feature will be rolled into service pack1) [InPrinter:<Printer name>] [OutPrinter:<Printer name>.] Channel based routing Notes Field [CH:<Sitecode+channel number>] eg: [CH:Boston2] Place received faxes in a directory Place transmitted faxes in a directory Notes Field Notes Field InDMI:channel number network path Eg: InDMI:1 C:\faxes_received Note: Channel 0 means any fax channel OutDMI:channel number network path Eg: OutDMI:0 C:\faxes_received Note: Channel 0 means any fax channel

226 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Compress or Rebuild Fax Database From time to time it is recommended that a compress of the database be performed. At least annually in most cases and perhaps every 6 months for busy systems. Click Apply. Warning: Creating an empty database is reserved for rare situations where the MSGSTORE.MDB is corrupted and the customer has no backup.

227 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 227 Select Yes Click OK when the database compress has been completed and all services restarted. If the database can t be compressed (open by another process), simply exit the msxfax Console, run the msxfax Console and retry the operation. FAQ: can this operation can be run remotely via terminal Services? Answer=yes

228 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Manage Fax Confirmation Templates This option is available under Global Fax Settings. A range of reports are available and are self explanatory. Double click on Manage Fax Confirmation Templates. Select the template eg: FaxSent.htm, Microsoft Word is launched allowing you to modify the template.

229 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 229 Do not change any of the keywords in the template. You can change insert other HTML Double click on Manage Fax Confirmation Templates. Select the template eg: FaxSent.htm, Microsoft Word is launched allowing you to modify the template.

230 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 230 The above example shows how you can provide information and links to your users for every fax confirmation they receive in their inbox.

231 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Reports This option is available under Global Fax Settings. A range of reports are available and are self explanatory.

232 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Automatic Reporting Automatic reporting allows a selection of reports to be sent via to selected users. The following example shows how to nominate an hourly utilization report for sent faxes on a weekly basis. Click Add Enter details of the person to receive the report. The Display Name should be the same as in Active Directory. address is the user s primary address in Active Directory Press OK.

233 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 233 Select the date to commence reporting from. (note: msxfax automatically roles over to subsequent weeks when the previous week s report has been produced). Select the report(s) required. Select Weekly for a weekly based report. Select All users for a consolidated report. This user only relates to the intended recipient of the report. It is important that the display name of the recipient is spelled correctly and is the same as in Active Directory when this option is selected. Click on Save Reports are sent to users based on the frequency selected. Example Outlook inbox of a manager who requires a range of reports from msxfax.

234 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Quick access to fax server statistics This option is available under Global Fax Settings Features: Ability to sort columns View sent/received faxes or all faxes Export to CSV and launch Excel Note: Statistics are retained in the MSGSTORE.MDB file. They are removed based on the number of days set in the Statistics Tab found under Fax Devices.

235 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax Enhanced Security Edition Protective Marking Standard for the Australian Government COMPLIANCE WITH THE PSM AND ACSI 33 The Australian Government Information and Communications Technology Security Manual (ACSI 33) states that the standard for the application of protective markings to s will be promulgated separately once it has been finalised. The Implementation Guide for Protective Markings for Australian Government Agencies Version 1 (October 2005) and the Protective Marking Standard for the Australian Government Version 1 (October 2005) were developed to assist agencies in implementing protective markings. These documents can be accessed at msxfax version 7.6 confirms with the standard but requires a license key to activate the msxfax Enhanced Security Edition features.

236 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Permitted Security Classifications Some defaults are presented which can be modified or added to. Security administrators should be contacted to determine which classification can traverse your fax server Agency support details This information is used to compile response messages to users. A response similar to the one below is sent to the user if msxfax rejects the message in accordance with the standard msxfax generated messages Subject to ACSI33 allowing system generated messages to contain a classification msxfax administrators can turn on this feature. System generated messages include: Confirmation messages to users, error messages. The default setting is OFF.

237 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Dialing Rules and Least Cost Routing (LCR) 19.1 Introduction Tip! Dialing rules and Least Cost Routing (LCR) is activated in the Messenger Properties. Dialing rules and LCR allow administrators to define rules on msxfax fax servers version 7.0 or better to: Route international faxes to another msxfax fax server in another country to take advantage of lower rates. Specify specific rules to dial prefixes and strip digits from fax numbers. Manage long distance calls Specify a rule which defines a number of area codes which are considered to be local area codes. Dialing rules allow you precise control of outbound faxing including deferring faxes to certain times of the day or their priority. msxfax stamps a message which has been routed to another server to prevent message loops.

238 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Least Cost Routing (LCR) LCR is available at all levels. Any message which is actioned by a rule containing a LCR routing instruction will be stamped so that the receiving msxfax fax server will not attempt perform further LCR operations. A fax which is least cost routed will be notified to the sender s address. The LCR engine uses SMTP protocols to send the message on behalf of the sender. Therefore, the msxfax fax server responsible for this message will then send fax sent or fax failed confirmations directly to the sender s address msxfax Setup routines msxfax Setup places telephony values in the registry which are subsequently used by Dialing rules and Least Cost Routing (LCR). These values include: Country code, Area code(s), International dial prefix, Long distance code prefix Dialing Rules Dialing rules provides a simple but powerful rules engine to allow the administrator to define the prefixes and rules to be applied to certain fax number destinations. msxfax employs a hierarchical rules engine to easily understand the concepts and abilities of the technology.

239 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 239 Faxes prepared in Outlook and other applications ultimately create an entry in the msxfax queue (database table). msxfax s dispatcher processes faxes off the queue and if activated will follow the dialing rules and LCR instructions. Historically, most telephony systems were implemented in similar ways to handle international, long distance and local calls. Nowadays, with increased competition, an ever increasing de-regulated telecommunications industry, increased populations and consolidation or expansion of local area codes; msxfax provides the tools to manage most of the common requirements for public and private PBX prefix and suffix handling and number presentation. Least cost routing instructions can be applied at any level.

240 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Dialing Rules Level 1 - Exceptions Rules are applied from level 1 to level 5. Level 1 rules are rules you create to specify any specific matches on Country, Area codes/numbers which are not covered by lower layer rule sets. Rule 1 above shows an example of an exception. Outlook users may have defined their local area code as (02). The correct setting should be 2 without the zero. This rule will handle the condition by stripping the country code and allowing the fax server to dial the presented number. This rule requires only the country code to be stripped because the user has supplied the number inclusive of long distance code.

241 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Dialing Rules Level 2 International Level 2 deals with International numbers because these are easy to indentify because the Country code in the number is different to that contained in the local fax server settings. Rule 2 above shows the reserved name International automatically created by msxfax when dialing rules is turned on. This rule is the next logical hierarchical rule to be applied to the number. The International rule does not strip the country code and prefixes the number with the international dial prefix Dialing Rules Level 3 Local Calls Level 3 deals with local calls. Local calls are determined by local area codes in the number string which match the rule pattern. msxfax setup stores the local area code(s) in the registry allowing a level 3 rule to be defined when you turn on Dialing Rules and LCR. Telephone companies are combining many local area codes and advising customers that they are now considered to be eligible and charged as a local call. As such there is no long distance code required for these numbers. msxfax allows customers to define an alternate substring. Example: Area codes in the USA of 781, 782 and 783 are considered to be a local call and no long distance code is required. String pattern for the rule would be ^1( ). the string pattern. The full stop is part of

242 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 242 Rule 3 above is automatically created by msxfax when dialing rules are turned on. The rule is created to handle the local area code(s) defined during the setup of msxfax Dialing Rules Level 4 Long Distance Since rules are applied from level 1 to level 5, the previous levels have dealt with Exceptions, International and local areas. Therefore, by elimination there can only be long distance or a freeform number encoded into the Number portion with no country or area code. Typically all long distance codes require a single digit such as 1 or 0 to signal that the number is a long distance number. Rule 4 above is automatically created by msxfax when dialing rules are turned on. The rule is created to handle calls to other area codes in the country Dialing Rules Level 5 Absolute number (Freeform) Level 5 rule will generally be applied to freeform addresses which encode the absolute dial string (from a user perspective) into the number portion of the fax destination (ie: Country code and area code fields in the database are blank). Applying rules at this level may be appropriate if customers have connections to a PABX where a digit must be dialed to obtain a line. The rule may be as simple as: Pattern =. Prepend a USA example showing 2 area codes (781 and 617) in Boston The 1 st rule deals with the exceptions. This customer has a large msxfax server in London. Any fax from Boston to the UK will be routed via the fax server in London over the WAN. Rule 2: International numbers will be handled in accordance with standard dialing rules. Rule 3: manages the local area codes (no long distance digit required).

243 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 243 Rule 4: Long distance calls will be controlled by this rule. Rule 5: any other number will be dialed as is.

244 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server USA example area code 781 Boston with a LCR to a fax server in Hong Kong This is the default dialing rule after installation of msxfax for a fax server in Boston area code 781. If other area codes are considered local they can be added to rule 12. This exercise demonstrates how to add a rule to route faxes to say Hong Kong from the USA over your internal network to save on international call rates. Steps: Select the Boston Fax Server in the left hand pane. In the right hand pane edit Spare Rule 1

245 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 245 Enter the ^ character followed by the Country code for Hong Kong (852). Next click on Number adjustment. Ensure that no adjustments are made as shown below. The entire number must be passed to the destination server.

246 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 246 Select the Destination Tab. Enter the Exchange address of the destination Fax Server in Hong Kong. Customers with multiple outgoing fax servers in a region can specify multiple addresses of destination fax servers. This creates a load balance of fax messages similar to Exchange 2003 connectors. A customer scenario is described later this section how this is used in conjunction with Exchange Connectors. The local Exchange Server s IP address (or DNS resolution) is taken from the Messenger Property page. This IP address should not be changed unless there is a topology / design constraint or preference in your network.

247 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 247 This is how it should appear in the rules set.

248 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Other facilities of dialing rules and LCR Build a list of remote fax servers This is simply a list of msxfax fax servers in your enterprise which is used for administrative purposes. An IP address or DNS host names can be defined Build a list of fax number masks This is simply a list of msxfax fax servers in your enterprise which is used for administrative purposes.

249 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 249 This is a reference list which you can build to suit your organization. The Fax Number Mask is used when defining rules. The Fax Number Mask can be selected as the Fax Phone Number Pattern when defining dialing rules. The above examples are: ^ = at the start of the fax number 61= Australia With either a 2 or 3 or 7 or 8 in the area code Followed a full stop = any other series of digits that follow. ^ = at the start of the fax number 1= USA With either a 781 or 782 or 783 in the area code Followed a full stop = any other series of digits that follow. These examples can be used to define dialing rules to determine if long distance prefixes need to be dialed Build a list of test fax numbers This is simply a list of fax numbers which can be selected when performing tests via this interface. It is important that the + symbol be used followed by the Country code followed by area code. When there is no area code such as Hong Kong, place a pair of parenthesis as shown above with a space character in the area code Request a remote dialing rules view from remote fax servers The list of Fax Server IP addresses (or DNS host names) defined in the Build a List of Remote Fax Servers option is presented in this function.

250 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 250 Select any remote fax server to review its dialing rules. Press Send Request. msxfax uses SMTP protocols to exchange information with remote fax servers Delete a Dialing Rule View Remote fax server views can be removed by right clicking on the Dialing Rules under the Remote Fax Server Views and selecting Delete a Dialing Rule View. This simply removes the view from which has been established Test Dialing Rules This test facility should be used on the LOCAL FAX server.

251 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 251 Select Run Test. The above example shows that a fax server in Boston would process +44(701) as an International fax to be sent via the local fax server in Boston with Normal priority. The number to dial would include the international dial prefix from the USA What to do if you decide to change an IP address on a fax server The LCR definition file is tied to an IP address. The example below shows an IP address of If you decide to change the IP address of your fax server you must do 3 things: 1. Stop all service 2. Rename the INI file to the new IP address. 3. Edit the INI file and change the IP address inside.

252 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configuring Cover Sheets 20.1 Domain level cover sheet controls Business units with unique sender domain addresses can use Company based cover msxfax looks for a cover sheet file name = Company1.RTF or Company1.RTF msxfax will always look for the leftmost string (After symbol) in an address of the sender to locate the correct cover sheet file.

253 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Cover Page types msxfax allows 2 different types of cover pages: a static cover page a variable cover page Variable cover pages are described in the next major section called Cover Page Editor Overview Static Cover Page A static cover page, has a file extension.tif. Static cover pages have no variable fields, no memo text or any other values inserted in the cover page. However, the sender and recipient name, date and time is always included in the header stamp at transmission time. Microsoft Word is used to design cover pages then printed to the Microsoft Office Document Imaging printer driver to generate a TIF static cover page file. An example word document is provided with msxfax located in the cover page folder. The document is called "Disclaimer_Static_Cover_Page.RTF" A static cover page is typically used where the customer does not require variable text to be inserted on the cover page. Examples include: Fax transmissions from workflow applications which require a standard disclaimer cover page. Fax transmissions from multifunction devices which require a standard disclaimer cover page. Note: Any text that is in an Outlook message body is not used with fixed cover pages. Static cover pages are typically used in broadcasting, application driven faxing eg: sending formatted remittance advices, purchase orders etc Step one setting the Microsoft Office Document Image Printer To follow instructions, as soon that you will be creating your cover pages on the fax server itself. If you wish to do this on your desktop computer, simply copy the word document to your computer and perform the same routines. Select start. Open printers and faxes Right click Microsoft Office Document Image Writer Select properties.

254 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 254 Select advanced

255 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 255 select printing defaults select Advanced Select TIFF as shown above. f

256 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Step two open the example disclaimer cover page All example files are stored on the fax server in the folder "Program Files\BNS Applications\msXfax\Cover Sheet". Navigate to that folder, open the word document Disclaimer_Static_Cover_Page.RTF To follow instructions assume that you ll be creating your cover pages on the fax server itself. If you wish to do this on your desktop computer, simply copy the word document to your computer and perform the same routines. Insert your logo in the top left corner. Insert your telephone number, and any other relevant text. Change your address and phone numbers as required. Select file save as, provide your cover page with a file name, make sure you save it as a.rtf

257 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Step three create a TIF cover page file by printing the RTF file Print the document to the Microsoft Office Document Image Writer as shown below.

258 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 258 Your resultant TIF cover page file is displayed. This cover page file can be referenced in msxfax, as a default or by users and/or applications inserting a cover sheet keyword in the message body.

259 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Cover Page Editor Overview A Cover Page editor setup program is supplied with the general install files. This setup can be deployed to users responsible for the creation of cover pages for their respective business units Cover pages created using the Cover Page editor can be tested by forwarding it to the Fax Server to process and return a rendered image as it would appear as a fax. The forwarding process is actually part of the Cover Page editor. A TIF image is returned showing you exactly how the cover page would appear if sent as a fax. To control the implementation of user defined cover pages, users must send their final designs to the msxfax administrator for inclusion in the Program Files\BNS Applications\msXfax\Cover Sheet location on the fax server Cover Page tool features Cover Page Tool supports Microsoft Word as the editor and allows Active Directory keyword tags to be dragged from the sender and receiver panes in the tool to word. The keyword tags are defined in a text file called msxkeywords.txt located on the fax server by default in C:\program files\bns Applications\msXfax\Cover Sheets. msxfax keyword tags support ANY Active Directory attribute for Person or Contact Objects. msxfax also supports user defined keyword tags for by end users or application processes. This unique feature in msxfax is extremely powerful for use by: Application developers, Outlook forms designers or users who want to insert values in the message body and have those values appear on the fax cover sheet. Supporting user defined keyword tags allows systems integrators to provide value added integration services for their clients to integrate msxfax to any application such as: Document Management Systems, Outlook front end forms, mainframe applications, SAP applications, E-commerce applications etc. From an application perspective, an msxfax cover sheet could be considered like a fax business form which can be supplied values from an application. For example: an SAP application could perform a simple MAPI send or an SMTP send for an AD user called Purchaseorder@Company.com. This AD user has a cover sheet called Purchaseorder.DOC and the application supplies the variables the message text. This is a simple implementation of BNS Group s Enotify-AI application programmers interface which is now bundled with msxfax version When msxfax receives a message with embedded user defined keywords it will perform a search and replace on the cover page associated with the user when the fax is rendered. Technical note: The keyword/value combination should be specified in the message body of the and prefixed with a S- for Sender details or R- for Receiver

260 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 260 details and, e.g. R-SAPAccount=Q12654UQ, then in the Cover Page the keyword tag should placed in any suitable place but be enclosed in brackets e.g. [R-SAPAccount]. There is no limit to the number of keyword/value combinations in a message or Cover Page. While traditionally a cover page is a single page there is no limitation in msxfax and a cover page can be any number of pages.

261 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server The Keyword Tag definition is made up of two parts : This is technical information for customers who need to know a little more about the inner workings of cover sheet processing: Table 7: Example of Keyword Tag definition Part Description Comments S-GivenName Value=GivenName The S- prefix indicates that the tag refers to Sender Details, The value following refers to the Active Directory Attribute name for the Given name of the Sender The label assigned to Value is displayed in the Cover Page tool to describe meaningfully what the AD Attribute refers to. Extensible: Keyword Tags/Value combinations can be added to a file called msxkeywords.txt using a text editor such as notepad at any time. It should be noted however, that the Cover Page Tool setup (which may be deployed to users desktops) also requires the msxkeywords.txt file. If any changes are made to this file in regards to adding new keyword Tag/value combinations, this file must be copied to the Fax Server(s) for the new keywords to be used.

262 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 262 Figure 4: The Cover Page Tool is an always on top tool, to be used in conjunction with Microsoft Word. Fields are easily dragged onto cover pages created using Microsoft Word Using the Cover Page Tool Configuration The configuration menu shows the location to store cover page files. Click the Folder icon to the right of the location to select another location. This is where your cover sheets will be created if you create them from the tool. Fields can be dragged onto any word document that is open Use of tables in RTF cover page files For maximum reliability and performance, do not use tables in cover sheets. MsXfax, by default uses high-performance conversion routines, rather than full rendering print streams. If tables are inserted into cover sheets, you'll find that your cover sheet does not render correctly.

263 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Keywords Opens the extensible msxfax keywords file in notepad. This file an be altered by advanced Administrators with a good knowledge of Active Directory and msxfax. Keywords are representative of Active Directory Object Properties. Instructions exist in comments at the top of the file. Once you correctly modify this file, the keywords you add will appear in the keyword list next time you start the Cover Page Tool Open a sample Cover Page file msxcover.rtf Click on the Folder icon to open an existing cover sheet (RTF format file). Select the sample supplied with msxfax called MSXCOVER.RTF.

264 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 264 Figure 5: Open the sample cover sheet This sample cover sheet includes many of the common values for your Active Directory users. It is a simple matter of drag and dropping the keywords from the tool to the word document. Note: Please minimize the number of keywords you use, otherwise it will add more processing requirements on your fax server. Where possible use static values in your cover sheets. For example: Rather than pulling the Company name from Active Directory it would be more efficient to simply have your company name and

265 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 265 logo in the word document. If your enterprise is split into many business units and AD is the source of all information, ensure that your fax server has sufficient CPU and memory Test your Cover Page From the Cover Page tool you can test your cover page using the test cover page button. This will send the cover page to the fax server, perform an OLE automation of Word then return the result as a TIF image. Click the Test Cover Page button, the following dialogue appears: Figure 6: Cover page testing using the in-built test facility. You can browse for an existing cover sheet that you want to test. Specify your Exchange server DNS name or just the IP address of your Exchange Server. Complete the fields similar to the above example replacing company.com with your DNS domain name. The example above shows that we used the fax server s POP3 Mailbox address used by msxfax s Messenger process. msxfax-xp-boston@company.com Click Send to send the test. A mail message containing the cover sheet will be sent to the specified address.

266 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 266 msxfax will process the message and send you a TIF image of the rendered cover page. If you see some large text on secondary pages, please ignore this and move on to perform a real test using your fax server and a fax machine). When you re happy with the presentation, you should send yourself a test fax to a fax machine. However, before you send a test fax you must: Ensure that the cover page file eg: msxcover.rtf is located on the fax server in Program Files\BNS applications\msxfax\cover sheets\. Go to your Active Directory user object and add the keyword [CS:msxcover.rtf] in the Notes field How does msxfax handle text from Outlook There are many combinations to consider. This is how msxfax handles the different combinations:

267 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 267 Fax Server configuration User operation in Outlook No cover sheet Static (Fixed) cover sheet Variable cover sheet Supplies only memo text Allowed sends as plain text Not allowed fax is rejected Text is inserted into cover sheet. Supplies memo text and attachment(s) Allowed sends as plain text as initial page(s) and then the attachment Allowed Ignores plain text. Sends just the static cover page and the attachment Text is inserted into cover sheet. Specify only attachment(s) Allowed Allowed Allowed 20.6 Fax Server cover page keywords This information is provided for administrator s to be aware of the comprehensive features sets of msxfax with respect to cover pages. As mentioned in the introduction section of this chapter, you can add your own keywords to the keywords file. Keywords can be used in conjunction with your applications and Outlook forms (VB Script) to insert keyword commands into the body of messages. The following file can be edited via the Keywords menu option in the Cover Page Tool. It is physically located in the: Program files\bns Applications\msXfax \cover sheets directory on your fax server. ************************************************** * msxfax Cover Page Keywords File * * * This file is used by msxfax to propagate the* * Cover Page program and the Messenger as to * * what Active Directory attributes are supported * * * * Modify this with Care * * Version 6.0 * ************************************************** * The TAG is the actual AD Attribute in brackets and the value is the name displayed * in the Cover Page Program. * * Tags Prefixed with a 'S-' refer to single value Sender attributes. * Tags Prefixed with a 'S*' refer to multivalue Sender attributes. * Tags Prefixed with a 'R-' refer to single value Receiver attributes. * Tags Prefixed with a 'R*' refer to multivalue Receiver attributes.

268 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 268 * Note that Receive details will only be extracted if the Receiver is in Active Directory ************************************************************************* * Special Tags not part of AD but used by msxfax * Do not delete or change ************************************************************************* [S-Subject] Value = Subject [S*MailBody] Value = Body ************************************************************************* ************************************************************************* * Sender Tags * ************************************************************************* [S-GivenName] Value = Given Name [S-Sn] Value = Last Name [S-DisplayName] Value = Display Name [S-Initials] Value = Initials [S-Title] Value = Title [S-Manager] Value = Manager [S-Company] Value = Company [S-DirectReports] Value = Direct Reports [S-ManagedObjects] Value = Managed Objects [S-Department] Value = Department [S-Info] Value = Notes [S-Description] Value = Description [S*StreetAddress] Value = Business Street [S-L] Value = Business City [S-St] Value = Business State [S-Co] Value = Business Country [S-PostalCode] Value = Postal Code [S-PostOfficeBox] Value = Business Post Office [S-PostalAddresss] Value = Business Postal Address [S-physicalDeliveryOfficeName] Value = Office

269 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 269 [S-HomePhone]' Value = Home Phone [S-TelephoneNumber] Value = Business Telephone [S-Pager] Value = Pager [S-Mobile] Value = Mobile [S-FacsimileTelephoneNumber] Value = Fax [S-OtherMobile] Value = Alternate Mobile [S-OtherPager] Value = Alternate Pager [S-OtherTelephone] Value = Alternate Business Telephone [S-OtherFacsimileTelephoneNumber] Value = Alternate Fax [S-IPPhone] VAlue = IP Phone [S-OtherPPhone] Value = Alternate IP Phone [S-wwwhomepage] Value =www Home Page [S-url] Value = url [S-mail] Value = Address ************************************************************************* * Receiver Tags * ************************************************************************* [R-GivenName] Value = Given Name [R-Sn] Value = Last Name [R-DisplayName] Value = Display Name [R-Initials] Value = Initials [R-Title] Value = Title [R-Manager] Value = Manager [R-Company] Value = Company [R-DirectReports] Value = Direct Reports [R-ManagedObjects] Value = Managed Objects [R-Department] Value = Department

270 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 270 [R-Info] Value = Notes [R-Description] Value = Description [R*StreetAddress] Value = Business Street [R-L] Value = Business City [R-St] Value = Business State [R-Co] Value = Business Country [R-PostalCode] Value = Postal Code [R-PostOfficeBox] Value = Business Post Office [R-PostalAddresss] Value = Business Postal Address [R-physicalDeliveryOfficeName] Value = Office [R-HomePhone]' Value = Home Phone [R-TelephoneNumber] Value = Business Telephone [R-Pager] Value = Pager [R-Mobile] Value = Mobile [R-FacsimileTelephoneNumber] Value = Fax [R-OtherMobile] Value = Alternate Mobile [R-OtherPager] Value = Alternate Pager [R-OtherTelephone] Value = Alternate Business Telephone [R-OtherFacsimileTelephoneNumber] Value = Alternate Fax [R-IPPhone] VAlue = IP Phone [R-OtherPPhone] Value = Alternate IP Phone [R-wwwhomepage] Value =www Home Page [R-url] Value = url [R-mail] Value = Address

271 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Management of cover sheets in large enterprises Administrator s may have the need to update common cover sheets across a number of fax servers. This is can be performed via as follows: Set up an Exchange Distribution Group which comprises all mailboxes used by all msxfax fax servers in the enterprise. Run Outlook Create a new message and address a new message to the Exchange Distribution Group Enter the following in the subject Cover Page Update (without the quotes). In the memo enter the special keyword. MP# Maintenance Password (MP#) Setting a maintenance password on all fax servers to the same value eg: would require you to enter in the memo of the Outlook message MP#12345 Attach the revised cover sheet with the MP# password. The password must be set the same on all fax servers.

272 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Other configuration elements and options? 21.1 Changing confirmation messages Fax Sent, Fax Failed, fax received message templates can all be changed to suit your organization s standards. msxfax uses HTML format files allowing maximum flexibility for administrators to change the way users are presented with messages from msxfax. The following files are located in the msxfax\templates directory on the fax server. File name ALERT.HTM FAXSENT.HTM FAXFAIL.HTM FAXIN.TXT Purpose msxfax Alert message msxfax sent confirmation msxfax failed fax notification This is a text file used for received faxes Note: Before making any modifications to these files, make sure that you make a copy of the originals for safe keeping. Some customers like to modify the HTML files to include their company logo and links to their own internal intranets for user instructions and policy in relation to msxfax. Remember to apply any file changes to all your fax servers.

273 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Configuring Exchange/AD for other tasks 22.1 How to route a fax to a user using DDI values Edit the user s Telephone property tab in Active Directory. Insert a colon to the right of any existing value in the that field. Followed by the sitecode and the DDI value Note: msxfax can be configured to apply a DDI value to a fax which came in on a specific analogue line when using Dialogic Diva Server analogue boards. Refer to the Dialogic Board configuration in this guide. An example shows how a fax coming in on line 1 can have a DDI value 010 applied for routing purposes. msxfax will then search Active Directory for :sitecode010 and route the fax to the AD object, in this example it is a user s inbox but it could be any AD object Creation of Active Directory Fax Contacts From Exchange Management Console, select New Mail Contact.

274 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 274

275 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 275 Provide the fax number in international or local format eg: Complete the wizard. Edit the properties of the Fax Mail Contact as shown below

276 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 276 Note: if Fax Mail Contacts are used in Distribution Groups (DG), the DG must be expanded in Outlook before sending the fax How to route inbound faxes to a public folder Routing inbound faxes to users is achieved by using an address. The following describes how to accomplish the task of routing to a public folder. Firstly let s look at an example public folder structure in Exchange.

277 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 277 In this scenario we want to route faxes that come in on fax line 1 to the PF Sales Received Faxes public folder. We also want to notify ALL people in the sales team that a fax has arrived and has been placed in the public folder. Our assumption in your Exchange design is that you have mail enabled you Global Security Group eg: Sales Team Boston Firstly create your public folder in Exchange System Manager and assign permissions to the folder. Right click the public folder Select All Tasks Select Mail Enable as shown below Right click the PF Sales Faxes Received public folder Select properties

278 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 278 Note: Exchange/AD may take a little time depending on your AD Design to actually generate the proxy address(es). Your public folder should now have an address automatically generated by Exchange. You can now send an to PFSalesFaxesReceived@company.com and you should be able to see the message in the public folder from Outlook. Note: if you only wish to route inbound faxes to a public folder, you could use the local database option to route incoming numbers to the address of the public folder. The section below describes how you can use a distribution group to route to a public folder which is a member of the group Create a Distribution Group which includes a public folder Scenario: The Sales Manager decided he wanted ALL of his sales team to receive a copy of faxes for Sales. His staff cover for one another while they are on vacation so he wants all of his staff to receive a copy plus he wants a copy stored in a Public Folder for his team to refer back to if they lose a copy from their mailbox. How to Implement this scenario: Create a global distribution group which will have 2 members:

279 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 279 The public folder PF Sales Faxes Received The Global Security Group called Sales Team Boston By making the Global Security Group mail enabled ensures that if a new staff member is added to the sales team they will automatically start receiving sales faxes without the Exchange Administrator having to change anything else. Run Active Directory users and computers Select the OU where you want to create the Distribution Group (we will use a global distribution group in our example. Depending on your design you may want to use Universal Distribution Groups). For the purposes of this documentation we have used a prefix DG to make it clear which objects are which. You should carefully plan your naming conventions. Next

280 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 280 Create an Exchange address Next then Finish The following example shows: 3 users, a global security group (mail enabled) and global distribution group (Mail enabled). Right Click on DG Sales Faxes Boston

281 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 281 Select Add Exchange Public Folders Select your public folder Click on Ok Right click properties on DG Sales Faxes Boston. View the Members property tab

282 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 282 Now you can add other objects to the list. We will add the Sales Team Boston as shown below Your example should now look like the one below: a Distribution Group containing a mail enabled security group and a public folder.

283 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 283 Click on the General Property Tab [CH:Boston1] is the channel routing keyword for msxfax for the site Boston line 1 to route to this Distribution Group. We have given you some ideas how you can use the notes field to make your own notes about the function of the Distribution Group. Using Distribution Groups provides ultimate flexibility.

284 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Routing inbound faxes to external contacts Fax Service providers and customers can configure Contacts in AD with a Fax number assigned in their AD properties to enable inbound routing to external contacts. When a fax is received on a particular DID fax number, msxfax will lookup AD and send the fax to the Contact. The AD Contact can be on any external network including: Groupwise, Notes, SMTP Internet, X.400 etc. The following example shows how to create a contact in AD that an inbound fax will be routed to. From Users and Computers snap-in select an OU then Right click, create New Contact

285 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 285

286 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 286 The example above shows how the fax field in AD is used together with the site code and a colon to create the search criteria for msxfax to determine which external contact will receive this fax.

287 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 287 An alternative approach would be to use the [DDI] keyword in the notes field. This is required if printing is required in addition to routing to user s inbox or to a distribution group Inbound Printing Configuration Logoff the fax server and logon as the msxfax Print service account. This is the service account which was established during the installation process. Add printers via Control Panel that the msxfax print service should print to. It is important to do this when logged on as the print service account because it creates the correct permissions and printer references. Inbound printing is associated with a DDI value usually associated with an AD User Object or Distribution Group. This DDI keyword is inserted into the Notes field part of the User Object as per attachment. The keyword must be of the format [DDI:sitecode+ddivalue] e.g [DDI:Sydney ] Also a Printing keyword needs to be inserted into the Notes field. The format is [InPrinter:0 \\local fax server\printer name] e.g [InPrinter:0 \\faxserver\epson Stylus C65 Series]

288 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 288 Example of inbound printing using Active Directory notes field. Faxes are routed to the user s inbox and to the printer. Routing to Distribution Groups and printing is supported.

289 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Fax Server Management 23.1 Windows Terminal Services and other products Warning: Member Server Microsoft and other 3 rd party products such as Damewear may cause RPC errors and other errors with msxfax if you are logged on using a network account login. If you use such products to remotely manage msxfax servers, login using an account which has appropriate permissions and make sure you login to the member server (..This Computer) not a Domain. / Console Using the /console command with Microsoft s RDP on Windows 2003 SP0 will cause problems. Please upgrade to SP2 of Windows 2003 Server.

290 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server System Center Operations Manager (SCOM) 2007 System Center Operations Manager provides end-to-end service management that is easy to customize and extend to help improve service levels across your IT environment. A Management Pack for SCOM 2007will be released in a future release of msxfax.

291 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server How do my users use the system? msxfax uses features already built-in to Microsoft Outlook that allow users to send a fax Outlook Web Access Receiving faxes is no different from the Outook rich client. Internet Explorer version 6.x has a good TIF viewer for reading faxes. Sending faxes from OWA can be done using all methods described in this guide. However, OWA does not create a FAX address book entry like the rich client does when a Business Fax field is defined by a user. Therefore, if OWA users want to create Fax Contacts they should create a Contact with an address which follows the msxfax domain addressing format. OWA users can define a contact s fax address just like a regular address. The addressing format is known as msxfax domain addressing. A second address is built into OWA contacts which can be used for a fax address.

292 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 292 The above example shows how OWA Contacts can be defined with a regular address and a fax address.

293 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 293 Your users can select either Bob Brown s address of his fax address Addressing & Sending faxes There are many other ways to send faxes which include: Exchange Custom Addressing msxfax Free form addressing msxfax Domain addressing Printing to Microsoft Office document imaging then ing the TIF image to a fax recipient. Scan to Outlook We will discuss these additional ways to send a fax later in this chapter. Let s look firstly at sending a fax to an Outlook Contact using Outlook and we will attach a Microsoft Word document to be sent as a fax Outlook Contacts Users can simply add the recipient s fax number in the business fax number field of an existing contact. For one-off faxing, we suggest you use Exchange Custom addressing. The following is a basic Outlook Contact entry. This could be a Contact in the user s Mailbox or a public folder Contact. Important: Please advise your users to always format their fax numbers with full International formats. This is particularly important for

294 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 294 roaming users who connect to other subnets in your enterprise. The international format is +Country code (area) number EG: +1 (781) = USA, 781 = area code in Boston, is the fax telephone number The example above: +61 = Australia Country code (2) = area code for greater part of NSW and ACT followed by the number Note: in some countries (such as Australia and the UK) people think of an area code for say Sydney NSW as area code (02) or an area code in the UK (0173). This is correct in the context of the National telephone system which people use everyday. In actual fact, the 0 is in effect the long distance code. 2 or 173 in the case of is the area code.

295 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Outlook Contacts using msxfax Domain Addressing Some organizations who are unable to change settings in their Exchange network to allow FAX address space to be used, can still use Outlook Contacts by creating an additional Contact Record for Fax Addressing purposes. Alternatively, the secondary address built into Outlook will achieve the same result. The example below shows a second Outlook contact record with a SMTP address formatted to work with msxfax. The example below includes the person s name as part of the address followed by a vertical bar. The name will then be placed on an automatic cover sheet if one has been specified.

296 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Send a Word document example Selecting recipients from your local Contacts requires care. 2 entries are shown on the left hand side of the Outlook Select Names window. This is because you have specified a fax number and an address for a single contact. This is as designed by Microsoft, please take care when selecting the recipient and check that (Business Fax) is displayed by Outlook in the Message Recipients list box.

297 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 297

298 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Sending faxes when using Microsoft Word Many customers prefer to implement simple fax templates using Microsoft Word for creating and sending a fax message rather than using msxfax automatic cover pages. After a fax message has been created inside Word: Select File Select Send to Select Mail Recipient (As attachment) (This option does not appear in all Word versions. If you are using an older version of Microsoft Word and this option does not appear, you should select Mail Recipient which in fact sends the word document as an attachment. When Word launches an Outlook send window, you can address your fax using the many options supported by msxfax.

299 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Outlook public folder Contacts The same level of functionality is provided as in Outlook Contacts. The only consideration is to ensure that your users profile has been configured correctly to include a public contacts folder in their address list msxfax Domain Addressing Users can use Outlook MAPI client or OWA can simply address their faxes just like an . For example Example for a USA fax number Country with no area code No spaces between the dash symbols in the case of +852

300 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 300 Above: Another example of msxfax domain addressing. This is the recommended way to prepare faxes using domain addressing if automatic cover sheets are used. msxfax uses the name eg: BillBrown to include on the fax cover sheet msxfax free form addressing msxfax has a very useful form of addressing called msxfax free form. Free form addressing is mainly used for sending to a list of fax recipients which you store in a text file. With msxfax free form addressing you can either: Paste the free form values into your memo or; Attach a text file (.ADR extension) with the free form values contained in the file. Let s look at an example to see how easy it is. NOTE: The default freeform fax command is FAX@ The default value can be changed in msxfax. BNS recommends FAX=

301 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 301 The example above shows that full International numbers can be specified by using the + symbol. msxfax fax server will automatically dial the International dial number eg: 011 (If dialing from USA), 0011 (Australia). You can specify an absolute number as shown in the example above to Bill Brown who is in area code 671. However, where possible please use full international formatted numbers. 011 (International dial from USA) 852 is Country code for Hong Kong There is no area code The remaining digits is the local number in Hong Kong.

302 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Faxing from Windows Applications Faxing from Windows applications is achieved by printing to the Microsoft Office document image writer printer How to set up Microsoft Office Image Writer To set up the Microsoft Office document image writer perform the following is a one-off operation: select start printers right click Microsoft Office document image writer printer properties advanced printing defaults advanced Select TIFF Fine 200 DPI. Choose a default folder where these images are to be kept. OK

303 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Print from your application Run any application such as MYOB Select the Print option Select Microsoft Office document image writer printer Select Print

304 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 304 Make sure that the View Document Image is checked. Note: Microsoft for some reason removed the View Document Image option from version which is the version found in Office If you are using Office 2007 you can t use the view feature to streamline your viewing and sending functions. You will need to locate the TIF file and double click on it or simply attach the TIF file in a new Outlook message window and view it from there before sending. Save the image to a location Select File Select Send to Select Recipient (As attachment)

305 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 305 Send the image to a fax recipient(s), distribution groups, recipients. Press send 24.4 Broadcast faxing Note: Broadcast functions are not supported on msxfax licences less than 8 lines.

306 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 306 Broadcast faxing is identical to sending from an application except that an Address list is attached with the message and a few simple commands. Broadcast faxing is for high volume faxing Installing Microsoft Office Document Image Writer If you have installed Microsoft Office 2003 on your desktop the Microsoft Office Document image writer printer driver is automatically installed; proceed to the sections below to configure the printer driver. If you have installed Microsoft Office 2007 it will be necessary to install the Microsoft Office Document image writer printer driver as follows. OFFICE 2007 installation requirements on the client computer which will prepare the broadcast Perform a Custom installation as follows: Choose Customize

307 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 307 Select Microsoft Office Document Imaging to Run from My Computer

308 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 308 Select the options above for Microsoft Office Document Imaging Proceed to Configure the Microsoft Office Document Image Writer below Configure the Microsoft Office Document Image writer Select Start Select Printers Right click on the Microsoft Office Document Image Writer printer icon Select properties Select advanced

309 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 309 Select Printing Defaults option (lower left). Select advanced Select Fine (200 DPI)

310 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 310 Do not change the Default folder. Allow the system to determine the setting. Click ok Set up of your Excel CSV file Your CSV file should contain a minimum of 2 fields: Recipient Name and Fax number. Your column heading names can be anything you like. The fax numbers in the CSV file should be formatted to include the country and area codes eg: +1(781) When faxing within your own Country only, it is possible to include the absolute number to be dialed inclusive of area code. Two sample files called example.adr and example.csv are located in directory \Fax Server Installation Files\Fax Software A utility program called CSV2ADR.EXE is also included in the same folder. This utility converts CSV files to ADR files for broadcasting. Customers who previously used Render to Outlook for broadcasting should now use this utility Set up a broadcast document Customers typically want to broadcast a word document to a given list of recipients. The following is an example of how to broadcast from Microsoft Word Create your TIF image file. Example below shows how to create a TIF image using Word 2007.

311 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 311 Press Control+P to print the word document. Select Microsoft Office Document Image Writer. Click ok.

312 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 312 Save you document as a TIF image file Open your Outlook Ask your administrator of the name of the broadcast server mailbox. Enter the name of the mailbox in the to field Enter a subject field broadcast attach your broadcast address list file (.ADR) Enter the keyword [ broadcast] in a memo Enter the keyword FaxSender# followed by the name to appear on top of each fax broadcast page.

313 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 313 msxfax will provide broadcast updates and final completion information directly to the sender s Outlook mailbox Receiving faxes When a fax is sent to the msxfax fax server usually there is direct in-dial (DID or DDI or DTMF) values detected by msxfax. Put simply, if msxfax receives a fax on the number assigned to you by your administrator, the fax will be sent to your mailbox. msxfax supports receiving to other locations IN ADDITION to your mailbox, these include: Printer Disk directory The following shows how a received fax appears in your mailbox.

314 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Special commands Organizations such as Legal firms usually track fax usage for client disbursement charges. Legal firms client accounting systems usually have Client/Matter number as the billing control. msxfax allows special commands to be included in the memo portion of a fax which is extracted and written to the fax transaction log for reporting and import into back office client accounting systems. The Client/Matter number are removed from the memo before transmission by fax. Outlook forms, document management systems or work flow applications can construct fax messages with special commands. Inserting BC#<matter number> in the body of a message would allow legal firms the opportunity to record and report faxes by matter number Passcodes As an additional security check it is possible to configure msxfax to check for the presence of a keyword in the message memo body called PASSCODE# Passcodes can be implemented at a Fax Server level or at a user level. Administrator s notes: At the fax server level the Passcode is entered in msxfax console - Messenger General Property tab At a user level in Active Directory as a keyword for example: [Passcode#test] The format would look like the example below:

315 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Manual Selection of Cover Page In the Outlook memo type the following keyword in the first part of your memo. CS#yourcoverpage.rtf

316 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 316 The RTF cover page must exist in the fax server s directory where cover pages are stored. 25 Removing msxfax 25.1 Exchange Server considerations Delete any Exchange mailboxes which you used for msxfax. Delete Exchange SMTP connectors which you configured for msxfax. Deleting the additional registry entries can be performed if required but it is not essential.

317 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Removing msxfax from the fax server Login with Domain Admin rights or with local Administrators group permissions. Control Panel, Add/Remove programs Select the first msxfax entry which has approximately 20MB associated with it. Select Remove Removal issue? BNS noted that sometimes WISE uninstall does not work correctly. Symptom is that removal of the entry from Add/Remove happens immediately without actually removing msxfax. If this happens to you, refer to the special section below. If you want to remove msxfax s installation files also, remove the other msxfax entry which has no associated file size associated with it. If you are removing msxfax to simply re-install it on the same machine, there is no requirement to remove the installation files. Installation files can be copied to another machine and a new installation performed. However, a change in hardware platform will require a new release code and activation process. Please contact your reseller or BNS Group if you intend to relocate your msxfax license to another machine How to remove msxfax if WISE fails to correctly remove msxfax First and preferred option There is a known problem with WISE uninstall, whereby WISE does not remove the software correctly and continues to remove its own UNWISE.EXE program. A copy of this program exists in the Program Files\BNS Applications\Fax Server Installation Files directory. If you can t find a copy of this program contact BNS Group support via Copy the UNWISE.EXE program to the Program Files\BNS Applications\msXfax directory. Run the remove option again in Control panel s Add/Remove programs Removal via a re-install There is a known problem with WISE uninstall, whereby WISE does not remove the software correctly and continues to remove its own UNWISE.EXE program. By reinstalling the software creates another copy of the UNWISE.EXE program.

318 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 318 Remain logged in with Domain Admin rights or with local Administrators group permissions. Run REGEDIT Navigate to HKEY_LOCAL_MACHINE\Software\Better Network Services Group\msXfax\Messenger Rename the registry key POP Host IP to POP Host IPX. Close REGEDIT. Run Windows Explorer and navigate to your msxfax Setup files eg: Program files\bns Applications\Fax Server Installation files\fax Software Stop all msxfax services Run the program msxsetup.exe to re-install msxfax. After installation is completed DO NOT reboot the machine. Now you can go back to the section above to remove the software again.

319 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Management, Troubleshooting & error messages This section is provided for installations which do not go to plan or where additional technical information may be required outside of the normal installation and operational procedures Database maintenance On busy systems this procedure should be followed on a monthly basis or less frequent on less busy systems. As a minimum every 6 months on low usage systems. Stop all services. Then set options as shown below. Default is 365 days. Select OK. Select Statistics

320 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 320 Select purge & archive statistics Export to CSV

321 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 321 Select Yes Now close the msxfax console Reopen the msxfax console and select Compress or Rebuild. Note the original size. Select COMPRESS DATABASE

322 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 322 Apply Should this error message appear, simply close the msxfax console then open the msxfax console and try again. The services should restart after compress has taken place. The above should be done periodically for maximum performance and stability.

323 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server msxfax data flow diagram 26.3 Exchange 2007 back pressure If you experience SMTP errors with Exchange 2007 it could be because of Exchange Back Pressure feature hitting certain thresholds. When Exchange 2007 thresholds reach their limit, Exchange refuses to accept any SMTP connections so MSXFAX isn t able to send Inbound faxes to the designated address. The following Microsoft article may help you fix the problem.

324 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Winmail.dat error messages Remove support for FAX Address space from your fax connectors User receives with Subject = Incomplete Fax Received This can happen when an inbound fax is partially received and the transmission did not complete successfully. The partial fax (tif file) may be corrupt so it cannot be forwarded on to the recipient, instead msxfax will generate this default incomplete image to indicate to the user that this situation has occurred. In a situation where the tif file is readable it will be sent to the user with an indication that it is a partial transmission. Some fax machines resend a fax after a transmission failure from where it left off. msxfax will receive the subsequent part of the transmission and deliver 2 s to the destination address for the inbound fax Which folders can be monitored by network management software The following folder names can be monitored by management products to determine if the fax server may have encountered a problem dealing with either outbound or inbound faxes. Program files\bns applications\msxfax xp\programs\message spooler\conv1 A file count of *.EML will indicate the conversion load on the server. If this count remains high for an extended period of time then investigate. Program files\bns applications\msxfax xp\files When a file is converted and inserted into the database a tif file is placed temporarily in the Program files\bns applications\msxfax xp\files directory until it is sent and then it is deleted. Inbound faxes are also kept in this directory. So if there is a buildup in this directory and it does not go down over time then there is a problem.

325 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Possible ISDN Errors from Diva Diagnostics Diva Server Diagnostics software can provide detailed diagnostics. For more information on using the Diva Server diagnostic module refer to Dialogic manuals and help within the Diagnostic software utility. Cause Code (Dec) Value in trace (Dec) Cause Code (Hex) Value in trace (Hex) Meaning Category 0 - normal event Normal Disconnect Unassigned (Unallocated number) No route to specified transit network No route to destination Send special information tone* Misdialled trunk prefix* Channel unacceptable Call awarded and being delivered in an established channel Preemption* Preemption, circuit reserved for re-use* Category 1 - normal event Normal call clearing User busy No user responding User alerting, no answer Subscriber absent* Call rejected Number changed Redirection to new destination* Exchange routing error* A 9A Non-selected user clearing B 9B Destination out of order C 9C Invalid number format D 9D Facility rejected E 9E Response to STATUS ENQUIRY F 9F Normal unspecified Category 2 - resource unavailable A2 No circuit/channel available

326 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server A6 Network out of order A7 Permanent frame mode connection out of service* A8 Permanent frame mode connection operational* A9 Temporary failure A AA Switching equipment congestion B AB Access information discarded C AC Requested circuit/channel not available E AE Precedence call blocked* F AF Resource unavailable, unspecified Category 3 - service or option not available B1 Quality of service unavailable B2 Requested facility not subscribed B5 Outgoing calls barred within CUG* B7 Incoming calls barred within CUG* B9 Bearer capability not authorized A BA Bearer capability not presently available F BF Service or option not available, unspecified Category 4 - service or option not implemented C1 Bearer capability not implemented C2 Channel type not implemented C5 Requested facility not implemented C6 Only restricted information bearer capability available F CF Service or option not available, unspecified Category 5 - invalid message (e.g. parameter out of range) D1 Invalid call reference value D2 Identified channel does not exist D3 A suspended call exists, but this identity does not D4 Call identity in use D5 No call suspended D6 Call having the requested call identity has been cleared D7 User not a member of CUG* D8 Incompatible destination A DA Non-existent CUG* B DB Invalid transit network selection F DF Invalid message, unspecified Category 6 - protocol error (e.g. unknown message) E0 Mandatory Information Element is missing E1 Message type non-existent or not implemented E2 Message not compatible with call state, or not implemented E3 Information Element non-existent or not implemented

327 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server E4 Invalid Information Element contents E5 Message not compatible with call state E6 Recovery on time expiry E7 Parameter not implemented* F EF Protocol Error, unspecified Category 7 - interworking F FF Interworking, unspecified

328 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server ENotify Application Interface This section of documentation was extracted into a separate manual dated November If you require a copy please refer to BNS Group knowledge base article A Independent Software Vendor and application programmer integration guide msxfax can be integrated with applications developed by Independent Software Vendors (ISV s) ENotify-AI approach This method is described in the previous section. It is applicable where the application can t send an or where Microsoft Exchange does not exist. Using the based approach below is the preferred approach for software developers based approach to application integration This is the preferred approach because the application can be anywhere on the network.

329 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 329 based approach 1. Application sends a message to Exchange server using SMTP. Application sends on behalf of a user with their address. ISV application 2. Message instructs msxfax to use a particular cover sheet and provides the contents for the cover sheet. Message also contains values to place on the cover page. Message can also contain attachments such as word, rtf, pdf and any other supported attachment. 3. Exchange routes message to msxfax XP server. Exchange Server Fax confirmation 4. Fax Server sends the fax, audits and sends a confirmation to the sender s inbox Application programs using domain addressing Application programmers are encouraged to use SMTP to send fax requests to msxfax. Specifically, domain addressing offers many advantages, the most important being the ability to route to specific fax servers via SMTP Connectors. Application programmers should provide the fax recipient name in the body of the message and use a simple domain addressing. The following Outlook message is an example of what is required to place the name of the Recipient on a default cover sheet. The reason this is required is because spaces are not allowed in addresses and this process. Applications can also provide the CS#<coversheet name> command to specify the exact cover sheet they wish to use.

330 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Application Cover Sheets (Fax forms) ISV s can create any number of Fax cover sheets or use this technique to send forms as a fax. The fax cover sheet/form is designed using Microsoft Word and saved as a RTF file. An example word document is shown below. The above word document (RTF format) is stored on the fax server in the coversheets folder. The values Application Cover Sheets (Fax forms) ISV s can create any number of Fax cover sheets or use this technique to send forms as a fax. The keyword values beginning with R/- value and S/- value are reserved for applications. ISV s can use as many values as they like to propagate the cover page/form. The subject value can be supplied as a value in its own right or can be supplied as the in-built S-Subject keyword. The benefit of using the S-Subject keyword for the subject is that fax confirmations which go back to the Outlook user s mailbox will have Fax Sent orginal subject name as the subject of those confirmations. The following example using Outlook (which is an application) demonstrates to ISV s how to compose a message from their application. This example does not have any attachments. If it did have attachments, the attachments would be constructed as additional pages of the fax transmission.

331 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Keywords supported in the memo of an Keyword FAXSENDER#name CS#coversheenamet.rtf [BYPASSCOVER] BC#billingcode /S-keyword=value /R-keyword=value Function Overrides the Sender Display Name normally extracted from Active Directory and used on a Coversheet, e.g. FAXSENDER#James Smith. Overrides the default coversheet set and uses the specified rtf coversheet. Coversheet must be in msxfax coversheet directory, e.g. CS#sales.rtf. Stops cover page creation which includes ignoring any body text, only attachments are processed. Saves the specified billing code and applies it against this fax in the statistics database. E.g.BC#I12345 User defined Sender keyword/value combination for use in cover pages, e.g. /S-SalesRepName=James Smith User defined Recipient keyword/value combination for use in cover pages e.g. /R-InvoiceNo=D [BROADCAST] Used to signify this message is a broadcast request and contains a tif and file combination. BROADCAST#refno Used to request a Broadcast report from the Fax Server on a specific batch where refno is the reference number of the batch in question.

332 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Exchange Connector address space for ISV applications The Exchange Connector can be configured with an address space of say Application.fax where Application can be your application s name.

333 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Systems Integration Notes 29.1 Building a lab using BRI crossover cables with Dialogic Systems Integrators are encouraged to build a lab using a 4BRI card from Dialogic with 2 loopback cables. Loopback cables specifications are available from Dialogic Networks. To assist you with the set up, BNS has created a configuration file for the Dialogic Diva Server card. This can be downloaded from the BNS Group web site navigate to the support section, knowledge base and search for article number W URL to the article is FilB=Product%20Components&sFilC=&KEY=loopback 29.2 PRI crossover cables for Dialogic PRI cards Refer to Build a cross over cable 1 to 4 and 2 to 5 at each end PRI crossover cables and PABXs When installing the Diva Server Card behind a PBX it is sometimes necessary to use a crossover cable. A T1 or E1 line uses pins 1,2,4, and 5. These are the 4 pins that have to be crossed over. Dialogic Adapter cross over for PRI can be referenced at

334 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Objectives of a lab Systems Integrators should focus on the following areas: Become familiar with Dialogic layers and concepts of a CAPI pool. Become familiar with and configure msxfax to utilise the CAPI pool. Send test faxes out from msxfax console and back into Exchange. Send test faxes out from Outlook and back into Exchange/folders etc Check audit files for both send and receive. Load testing Checking global catalogue access via ADSI Checking the dynamic nature of msxfax when a GC becomes unavailable. IE: Configure 2 GC s in the active directory site and msxfax should continue to bind to the next available GC. If you are configuring a large network, perhaps configure 2 fax servers one in site A and one in Site B. Configure least cost routing if that is a requirement. Test any interfaces to your document / record management systems.

335 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 335 Logical representation to configure msxfax XP with Eicon 4BRI card to perform lab tests with 8 concurrent fax circuits (4 transmit and 4 receive). This is particularly useful for Systems Integrators to load test msxfax XP in their environment before migrating from existing fax services msxfax XP MMC Configuration Defines 4 transmit and 4 receive Eicon CAPI Driver presents a pool Eicon Configuration For answer on the interface NO YES NO YES EICON DIVA SERVER PCI CARD 4BRI Termination type NT=Network Termination TE=Terminal Equipment Line1 Line2 Line3 Line4 NT TE NT TE Point to Point Direct Dial Inward (DDI)=YES special loopback cable special loopback cable Instructions for manufacturing cables for Eicon Basic Rate boards can be found in the Eicon Diva Server manual. The Eicon Configuration file can be found at navigate to the support system and search the knowledge base.

336 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Design considerations for high volume networks Systems Integrators are encouraged to consider the load involved in preparing cover sheets and rendering attachments using msxfax OLE automation. Rendering of documents and string replacement on msxfax cover sheets does take time. If you are a large customer/systems integrator with high capacity fax server design considerations, please contact BNS Group for advice and design guidelines Integration with Alcatel-Lucent OmniPCX office R510/23.4 Systems Integrators are provided the following information courtesy of VExpress. Extract from test report produced by Mr. Alex Boyd. Purpose Of Report Testing was performed to check the interoperability between the BNS msxfax server using Dialogic hardware and the Alcatel OmniPCX office Device Under Test BNS msxfax server on windows 2003 server (with SP2) connected to an OmniPCX office Manufacturer BNS Group/Dialogic City Woden Supplier BNS Group State ACT Address1 PO Box 671 Postcode 2606 Address2 PH: Compliance Approval Software Version msxfax server V7.6.0 Build 323, Dialogic driver 8.3 Alcatel-Lucent OmniPCX office R510/23.4 Test Summary The testing was performed using a primary rate QSIG interface, a Basic Rate QSIG interface and an analog interface inside the fax server and the OXO. Using QSIG gives DDI capabilities and tested correctly, the analog interface gave limited incoming call options but tested correctly. Details The BNS msxfax server was installed in a Windows 2003 server environment with SP2, also installed was Office 2007 ans Acrobat 8 The Alcatel-Lucent OmniPCX office (OXO) was fitted with the necessary boards to interface with the fax server. First test was using the T2 (Primary rate 30B+D interface board) The fax server was configured for QSIG PBX, TE emulation and 30 channels The number of channels is dependant on a license and needs to match the number of channels licensed in the OXO)

337 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 337 The OXO was configured with a DLT2 (QSIG) board configured in Network mode with 30 channels activated. To achieve this a license is required for QSIG private networking and the required number of Private T2 B-channels (this can be from 1 to 30) The OXO was configured to use 7xx as an ARS prefix to allow calls via the ARS towards the Fax server. The Numbering Plans were set as required to allow incoming and internal calls to reach the fax server. The private numbering plan was configured to allow the fax server to make calls out of the system (0 for an outside line and the subscriber range within the system (although this is not really necessary except for test purposes or if a fax is to be routed to a physical fax machine within the OXO.) Once connected calls to and from the fax server were successful Secondly the configuration was tested using a T0 (Basic Rate or 2B+D interface board) The fax server was configured for QSIG PBX, TE emulation and Layer 2 connection mode was set to permanent. The OXO was configured with a BRA4 (MIX cards do not support QSIG in Network mode) The third circuit was changed to provide QSIG protocol and Network mode, this then causes the fourth BRA circuit to be configured the same way (QSIG/Network). To achieve this a license is required for QSIG private networking and the required number of Private T0 B-channels (1 or 2 per circuit, 2 highly recommended per circuit to allow higher efficiency) A cross over cable was necessary to get layer1/2 connection with the fax server (The cross over is pins 4/5 TX Fax end to pins 3/6 OXO end and pins 3/6 R/X Fax end to pins 4/5 OXO end) The numbering configuration was the same as for the T2 test and worked successfully Thirdly the configuration was tested using an analog interface in the Fax server connected to an SLI circuit in the OXO No special configuration was required in the Fax server The OXO used standard SLI ports with no special configuration (It is recommended to remove the mailboxes to stop message wait from being sent to the fax server, if possible it would be better to set up the required circuits as copies of the FAX subscriber, 1st analog by default) In analog mode it is possible to configure the fax server to distibute calls on the separate analog circuits. Each circuit can therefore be setup in the OXO to call distribute to different SLI ports to allow pseudo fax machine emulation (eg Sales, Support, Marketing, etc) The testsing proved successful. To further test the BNS msxfax/oxo interoperability the following VoIP tests were attempted. Two systems were configured with VoIP using H323 site to site. The Fax server was connected to site A, and analog fax was connected to site B These tests were performed using both the QSIG interfaces and the analog interfaces The codec for the VoIP was set to G711 (no compression and T38 was activated) Faxes sent from the analog fax machine to the fax server switched via the VoIP network connected and were successful at

338 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server bps. Due to the type of fax machine used (read cheap here!) the faxes sent from the fax server to the machine connected and were successful at 9600bps The codec was then reduces to G729.a (8k compressed, recommended for WAN connectivity) Again the same results were found. All tests to and from the BNS msxfax server were successful. For further information regarding this report contact

339 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Monitoring 30.1 msxfax System Tester This is an add-on service provided to customers to automate the generation of a test fax message to ensure that all components that make up your solution is working Installation Locate msxsystestsetup.exe in the software installation folder.

340 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 340 Run it on the fax server you want to generate tests to. It can be installed anywhere but with multiple fax servers it makes it easier to manage if it is installed on the server you want to test with. Proceed through to the Finish wizard.

341 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 341 Select no to restart Go to Services Start the Service to create an INI file. Stop the Service Edit INI file Edit the ini file.

342 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server 342 SmtpHostIp set this to your SMTP IP or DNS FrequencyInMinutes Set this to 240 to produce a test message every 4 hours. Sender Name this can be left as is. Sender set this to a legitimate address as the sender from your system. ToRecipient Set this to a msxfax supported address eg: Number@something.fax CCRecipient Set this to your own address if you require a copy of the automated submission as it was sent to your SMTP Server. Example INI file Start the Service and set the service to start automatically.

343 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Attachments to render Simply use the samples images for rendering or replace them with your own Word files, JPG, PDF etc Changes made require a restart of the service If you change any settings, just restart the service to read the new values Log file data Detailed SMTP logs show SMTP dialog for each submission.

344 msxfax for Microsoft Exchange 2003, 2007 & 2010 Server Procedure to update to new versions Stop the service msxfax System Tester. Run the new setup Start the service 30.2 Procedure to remove msxfax System Tester Stop the service msxfax System Tester. Remove the existing version via control panel (ADD/REMOVE) Remove the folders if required.