Version 1.0 KYOCERA Document Solutions Europe

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1 SET UP AND OPERATION GUIDE FAXHUB Version 1.0 KYOCERA Document Solutions Europe

2 Contents Introduction... 3 Part 1: Administration... 4 Installation... 4 Trial period and activation... 5 Activation... 5 Supported Devices... 6 Setting as default application... 6 Removing SmartFax from the device... 6 Setting up SmartFax Administrator Settings Determining LDAP settings Part 2: Usage Using SmartFax The User Interface Sending a fax The Address Book... Error! Bookmark not defined

3 Introduction FaxHub in combination with our connector SmartFax FaxHub SmartFax can connect to FAXHub and use its fax functionality. With help of SmartFAX, installed on different MFPs, the users are able to send Scan results in form of a Fax request to a MFP with a FaxHUB installation. FaxHUB is then able to receive these Fax requests. FaxHUB then collects the different Fax requests and sends them to the desired destination (fax number)

4 Part 1: Administration This section describes how to install and set up the application. It is relevant for administrators and service technicians. Installation Required file: SmartFax-1.6.pkg or SmartFax-1.5.pkg Please use SmartFax-1.5.pkg for the following devices: TASKalfa 250ci TASKalfa 300ci TASKalfa 400ci TASKalfa 500ci TASKalfa 552ci TASKalfa 300i TASKalfa 420i TASKalfa 520i For all other devices, please use SmartFax-1.6.pkg. Copy the SmartFax.pkg file to the root folder of an empty USB flash drive. Note that the USB flash drive needs to be compatible with the requirements of the device. Open the System Menu, scroll to the next page and press the Application button. If prompted to authenticate, login with an administrator account. The application screen will list all applications currently installed on the MFP. Press the Add button to open the Application-Add screen. Then insert the USB flash drive into the USB slot at the side of the panel. Within a few seconds, the MFP will display SmartFax in the list of applications found on the USB flash drive. Select SmartFax and press the Install button. When prompted to confirm, press Yes. The MFP will confirm that the application installed correctly. Then, press the Remove Memory button. After the MFP confirms that it is safe to remove the USB memory device, remove it from the MFP. Press the Close button to exit back to the Application page. Select SmartFax and press the Activate button. When prompted to confirm activation, press the Yes button. Updating the application:

5 In case of release of a newer version, please proceed as follows: Open the System Menu, scroll to the next page and press the Application button. If prompted to authenticate, login with an administrator account. The application screen will list all applications currently installed on the MFP. Press the Add button to open the Application-Add screen. Then insert the USB flash drive into the USB slot at the side of the panel. Within a few seconds, the MFP will display SmartFax in the list of applications found on the USB flash drive. Select SmartFax and press the Update button. When prompted to confirm, press Yes. The MFP will confirm that the application updated correctly. Then, press the Remove Memory button. After the MFP confirms that it is safe to remove the USB memory device, remove it from the MFP. Press the Close button to exit back to the Application page. Trial period and activation A license for SmartFax needs to be purchased per device. For testing purposes, a trial period is available. Available Days: 30 Trial Count: 3 After expiration of trial period, activation is required. Activation Login as administrator Open the System Menu Select Application (2 nd page of System Menu) Select SmartFax Select Activate Enter License Number and select 'Run' (You can also select Trial) Turn off/on device

6 Supported Devices All HyPAS enabled and HyPAS capable devices: TASKalfa i models FS-C2526MFP/FS-C2626MFP* FS-3540MFP/FS-3640MFP* FS-6525MFP / FS-6530MFP* FS-C8520MFP / FS-8525MFP* ECOSYS M6026cidn / ECOSYS M6526cidn* ECOSYS M3040idn / ECOSYS M3560idn / ECOSYS M3550idn / ECOSYS M3540idn* *Note that HyPAS capable devices don t have an integrated hard disc and require an external memory card (CF card) to execute HyPAS applications. Setting as default application SmartFax can be set up as default application on the device. This means it is displayed as default on the panel when the device is switched on. Login as administrator Open the Common Settings Select Default Screen Click Change Select SmartFax from the list of applications and click OK Log out Removing SmartFax from the device Removing or deactivating the application should be done by your authorized KYOCERA service technician. Open the System Menu, scroll to the next page and press the Application button. If prompted to authenticate, login with an administrator account. The application screen will list all applications currently installed on the MFP. Select the application SmartFax. Press the Deactivate button in order to deactivate the Application. Press the Delete button to remove the Application

7 Setting up FAX Hub This section explains the setting of custom box used in FAX Hub. Select the FAX Hub icon from the Home Screen to start FAX Hub. The user authentication screen is displayed, please login as an administrator. The default password and user name are as follows: User name: Admin Password: Admin Step 1: Create a new custom box This section explains how to create a new custom box and set it as a use for FAX Hub. Please select [Create]. Please select the custom box to be used for FAX Hub, and press [Submit] Item Box Number Box Name Setting Please select from the range for You cannot use the same number for multiple box. When you want to automatically set the number, please enter 0. Please choose a box number with less than 32 letters. Default setting: FAX Hub

8 Password Usage Limitation [MB] Please choose a password with less than 16 letters. By setting the password, you can limit the access. You can set the custom box usage size from MB. When expected to be used frequently, please set it more than 1200MB. Please make sure that the custom box setting is reflected, and press [Close]. *Password is always displayed as *****. Select from the Existing Custom box. This section explains how to set the existing custom box for the use of FAX Hub. Please choose the custom box with the following settings. Item Auto File Deletion Time Usage Limitation Password Setting Value Please select the custom box with the document save duration from For frequent user, please choose the custom box with the save duration of 1 day. You can set the custom box usage size from MB. When expected to be used frequently, please set it more than 1200MB. Please select the custom box with the password setting. (preferred)

9 Please select [Use existing box] Please enter the necessary settings for the custom box and press [Submit]. Ref) You can check the custom box number with the following procedure. Press Home Key and select [custom box] from the Home Screen. Check the box number you desired to set from the list. Setting Box Number Password Explanation Please enter the custom box number to be used. Please use the password set for the custom box. Please make sure the custom box setting is reflected and press [Close]

10 *Password is always displayed as *****. Set Auto File Deletion Time This section explains how to set the auto file deletion time of the files saved in the custom box. Open a Web browser on PC Enter the IP address of the host name of MFP on the address bar. Note) When you connect to the Command Center RX, it might display the caution There is a problem with this website s security certificate. When this message is displayed, please click Continue to this website. Enter the user name and password with Admin rights and press [Login] Ref) The default password and user name is as follows Username: Admin Password: Admin Select [Device Settings] and from the menu, select [Energy Saver/Timer]. Set the time for Auto File Deletion Time (Custom Box) and click [Submit]. Note) File will be deleted only when the MFP is ON at the time set for Auto File Deletion. Please make sure to set the time when MFP is ON

11 Setting up SmartFax When SmartFax is started for the first time, the settings pages will automatically open and you can perform all required settings. To define or change the administrator settings later, you can always access the administrator settings. Open SmartFax Press the key combination (administrator code) The admin settings will open/

12 Configuration of SmartFAX to collaborate with FaxHUB Here it is necessary to open the Application Settings dialog of SmartFAX

13 After pressing the Destination Settings button, the Fax Settings Dialog appears. The following parameter must be set: It is necessary to select the check box (Use FaxHUB), if SmartFAX should collaborate with FaxHUB. Fax Server: Here it is required to define the host name or IP address of the server. Fax Application: Enter the distinguished name of the application. Please do not change KFALAOS (the initial value). Port & SSL: Select the check box if you want to use the SSL. Please modify the default port numbers 8080 (without SSL) or 8083 (with SSL), if necessary. SSL requires the import of the Certificate, which is installed on the MFP where FaxHUB is installed

14 Specification of the destination It is necessary to enter a fax number as destination. In order to start the scan process, it is required to press the green Start button. Pressing the Fax Journal button, the Fax Journal appears

15 Fax Journal The Fax Journal will show the user an overview about the Fax transmissions. With the Fax Journal the user is able to check the fax transfer. With the Clear button the user is able to clear the Fax Journal. With Update the user is able to update the history. With Back the user comes back to the main menu of SmartFAX

16 The Fax Journal contains the following columns: Fax NR: Displays the destination that you have entered. Status2Hub: Results of connection to the server will be displayed. (OK or FAILED) Status: Show the fax transmission status. succeeded: FaxHUB sent successful the document to destination. working FaxHUB is sending the document to destination. failed Process failed. Pages: Displays the number of pages of the fax document, that has been sent. Date: Displays the date and time when SmartFAX sent the scan results to FaxHUB. Info: Shows the collected information of the different columns of the selected row. Administrator Settings By entering the administrator code, the settings can be accessed. Here the administrator has the following options: Defining default values (prefix, suffix and separators) for fax Deciding whether prefix, suffix and separators should be visible to the end user (shown) Deciding whether default values can be changed by the end user (writable) Defining LDAP or Active Directory for address book (if desired) Specifying the LDAP or Active Directory parameters o o o o Host address of the LDAP or Active Directory server Port of LDAP or Active Directory server Base DN of Active Directory tree User DN and password that will handle LDAP lookups

17 Defining default scan settings Defining default document name Enter the default file name that should be automatically entered when scanning. Defining default fax settings (prefix, suffix) Enter the fax server settings like prefix and suffix for sending faxes

18 Activating the local address book Configuring the external address book (3 steps)

19 In the external address book configuration the administrator can specify the LDAP settings that are used for the address book. The LDAP field display name will be used by the application automatically to show the names of the different persons in the address book. Now the administrator has to define the second required LDAP field. If the administrator selects for instance the LDAP field mail as the destination, the user will get the destination as the value the from the LDAP field mail when he selects an entry from the address book. LDAP field displayname (user name) User1 User2 LDAP field mail (destination) Likewise, if the administrator selects the LDAP field faxid as destination, the fax number of the person selected from the address book will automatically be entered as destination. LDAP field displayname (user name) User User LDAP field faxid (destination) Determining LDAP settings An LDAP browser can be helpful to determine the LDAP settings e.g. the Base DN of your LDAP / Active Directory tree

20

21 Part 2: Usage This section describes the usage of the application, this is relevant for end users. Using SmartFax If SmartFax is not set as the default application and does not open automatically, it has to be started manually. Press the Application button. All applications currently installed on the MFP are listed. Press the SmartFax logo in order to start the application. SmartFax starts with the default screen. The User Interface On the top of the screen you will find the general status information and buttons for the help file, settings and exit. the current page. Click here to access the help text. You will always find the help text that refers to Click here to open the Settings

22 In the next settings screen, you have additional options, like changing density, image quality and orientation, and you can activate or deactivate Continuous Scan. If you want to change any of the default settings, click the relevant button and confirm the change with Save

23 Sending a fax Click here to exit the application. You can use SmartFax like you would use a fax machine. To use the function, the settings of your fax server need to be correctly defined by your administrator. Click on the Fax button in the Function bar Enter the fax number into the entry field Insert the documents into the paper feeder and press the start button The fax will be sent

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