OfficeMaster 4 Administration English

Transcription

1 OfficeMaster 4 Administration OfficeMaster 4 Administration English I

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3 Ferrari electronic OfficeMaster Messaging Server for Microsoft Exchange for IBM Lotus Notes for SMTP-Mailserver for SAP Copyright 2011 Ferrari electronic AG

4 OfficeMaster is Copyright 2005 Ferrari electronic AG. All rights reserved. No part of this manual or the software may be copied, in any way, without written approval from Ferrari electronic AG. All trade marks mentioned in this manual are registered trade marks of the particular trade mark holder. Ferrari electronic AG retains the right to change this manual and the software, without prior notice, at any time. The information contained in this manual has been gathered with the greatest care. However the possibility of incorrect details cannot be completely excluded. Ferrari electronic AG accepts no liability for any errors and their consequences. For notes and comments, please contact: This manual contains information about the following products OfficeMaster for Microsoft Exchange, IBM Lotus Domino, SMTP-Mailserver or Standalone (Windows) OfficeMaster Extension Gateway for SAP OfficeMaster OCR Published by: Ferrari electronic AG Ruhlsdorfer Str Teltow (bei Berlin) Internet: Telephone: +49 (3328) Fax: +49 (3328) Authors: Dr. Hartmut Fetzer, Chris Helbing, Bert Mittelstedt, Marko Riebe Editor: Chris Helbing Layout: Antje Binas Print date: April nd version

5 Preface Many thanks for purchasing OfficeMaster by Ferrari electronic AG. Ferrari electronic has been an established manufacturer of hardware and software for use in business-critical communications since the beginning of the 1990s. Today the OfficeMaster product, which had its origins in the analogue ferrarifax card, embodies the very latest modern communications methods used to structure business processes more efficiently. OfficeMaster 4 Version 4 of the OfficeMaster Suite provides full support for Windows Server 2008 R2. In addition, the OfficeMaster Flex, OfficeMaster Messaging Server Configuration and OfficeMaster Gate Configuration workstation programs have successfully passed the Windows 7 Logo test and have been added to our range of Windows 7 certified products. Other Version 4 highlights: OfficeMaster 4 is a variant of the Messaging Server that exclusively involves fax and SMS. OfficeMaster Basic can be used for that purpose in environments with Exchange, Notes or any SMTP mail server. Script control has been added to the voice system, which was previously based on a folder structure. This simplifies administration when you set up your own IVR (Interactive Voice Response) projects. The handling of received DTMP (Dual-Tone Multi-Frequency) tones has been greatly improved, resulting in higher system availability. This Administration manual has been completely revised. Individual, dedicated chapters now describe how to install and configure the special gateways for Exchange, Notes, SMTP and SAP. The OfficeMaster CD contains the complete manual in a PDF file with links to the Table of Contents and the Index. You will find updates and the most recent version (see the Print date in the Editorial section) in the Internet at You will find an overview of the manual in the Appendix.

6 Preface In accordance with the concept of Unified Administration, on which every Ferrari electronic communications solution is based, OfficeMaster integrates itself seamlessly in existing systems such as Microsoft s Active Active Directory, the IBM Lotus Notes/Domino Directory and any LDAPbased directory service. No matter if a network has just a few users, or many, the (very low) amount of administrative effort needed to run OfficeMaster is almost the same. Its proven structure as a Messaging Server Service with integrated components has been refined to make it easier to install and configure the required components. Microsoft Exchange Gateway Since being released in 1995, the Connector for Microsoft Exchange has proven its effectiveness in more than 15,000 international customer installations. The most popular is the Connector installation which runs independently of Exchange Server, and which provides an HTML preview of received messages and status messages, and also supports Microsoft Cluster and Windows Small Business Server. The Gateways have been integrated in OfficeMaster Messaging Server since OfficeMaster 3.0 or Connector version 7.0. This provides complete routing support for the Messaging Server. Several Connectors to different Exchange Servers can be installed on the same computer. A helpful Installation Wizard will guide you through the installation. Reinstallations, corrections or updates can be performed by simply restarting the Installation Wizard. The Connector s Gateway Object complies with the Microsoft object class specifications for Child Classes and is installed correctly. Consequently, using the OfficeMaster UMS Connector means there is no need to extend the schema. Lotus Domino Gateway This solution, for Lotus Notes, was first brought into use in It is especially interesting because of its high degree of integration in the current Notes environment. This is achieved without adding any additional software to Domino Server, or making any changes to the existing Domino Directory. Its seamless integration makes it particularly attractive for use in complex installation plans, because it uses standard IBM Lotus functionality and does not require any additions. VI OfficeMaster 4 Administration

7 Preface Since its first release, the system is now being used by more than 5,000 customers world-wide. In addition to the fax service, Notes users also benefit from other services such as SMS messaging in both fixed and wireless networks, voic , telephone functions (CTI), digital signature and optical character recognition (OCR) if included in the current license. Gateway for different SMTP Mail Servers OfficeMaster 4 contains the Messaging Server s Mail Gateway. This means the sender can send faxes and SMSses by over their existing mail server. They then receive a status report by to let hem know that the transmission was successful. In addition, send jobs can be transferred to the Messaging Server via network printing/lpd, and the system then s the sender a status report for the jobs. User data is managed either directly on the Mail Gateway or in an LDAP-compatible Directory Service such as Microsoft Active Directory Service or Novell Directory Service. Extension Gateway for SAP Since receiving its certification from SAP AG on the 4th of December 1997, the Connector for SAP has proven its effectiveness to more than 600 international customers. We feed all the experience we gain in these installations into the software development process. Since Release 3, OfficeMaster has also included a gateway for the SAP Web Application Server, on whose communications interface SMTP has been implemented. This SMTP Gateway can be used in parallel with the proven RFC Connector since both methods are also supported in the new mysap ERP versions. From Release OfficeMaster 4, the RFC Connector is unicode-compliant. OfficeMaster Gate Ferrari electronic AG has been manufacturing its own ISDN hardware for over 20 years. The current generation of OfficeMaster Gate provides the customer with a gamut of functionality that was previously not available. OfficeMaster Gate can simultaneously act as an ISDN controller for the Office Master software (for Exchange, Notes, SMTP or SAP) and as a media gateway for Microsoft Office Communication Server, OfficeMaster 4 Administration VII

8 Preface Microsoft Lync Server 2010 or for Microsoft Exchange Unified Messaging services. OfficeMaster Hybrid Gate has the Mediation Server integrated in it as a media gateway for OCS/Exchange. A first, world-wide, is support for fax receipt by OfficeMaster Gate, combined with Microsoft Exchange Server 2010, without separate software! Using this arrangement, customers can receive faxes just like in Exchange 2007, even though this function is no longer provided in Exchange We recommend that you refer to the OfficeMaster Hardware manual for a more detailed description of the different product variants, and the differences between them. This Administration manual only describes the functions necessary for operating the OfficeMaster Messaging Server. We hope that you are happy with our product and that it meets your needs. If you have any questions or suggestions about it, we would be very glad if you could let us know: please us at [email protected]. Teltow, April 2011 VIII OfficeMaster 4 Administration

9 Table of Contents

10 Table of Contents Table of Contents 1 Welcome to OfficeMaster Functionality ISDN, GSM and HTTP connections Integration in Microsoft Exchange Server Integration in Lotus Notes Integration in different SMTP mail systems Integration in SAP R/ Sending documents automatically by fax and Fax on demand server CTI function WebServices (for Sharepoint and others) Automatic Optical Character Recognition (OCR) Digital signatures for fax and Messaging Server components Operational reliability/high availability Scalability Distributed installation Virtualisation System requirements Schedule for bringing OfficeMaster into operation Help with problems Ferrari electronic CompetenceCenters Ferrari electronic AG SAP AG Electronic product registration...43 X OfficeMaster 4 Administration

11 Table of Contents 2 How to install OfficeMaster OfficeMaster Messaging Server Used file paths Distributed / remote installations Update / upgrade installation Saving data New installation with master data transfer Upgrading OfficeMaster for Exchange License management OfficeMaster Gate OfficeMaster GSM cellular engine OfficeMaster OCR OfficeMaster Sign card reader How to Configure OfficeMaster Network settings Windows Firewall Distributed/remote installation Limiting which ports are used Working with the Messaging Server Configuration program User interface Creating/deleting components Configuring components...82 OfficeMaster 4 Administration XI

12 Table of Contents 3.3 ISDN controller ISDN settings Fax settings SMS settings Voice settings Service selection (inbound) Routing (outbound) Advanced Settings Message Waiting Indicator SMS components OfficeMaster GSM cellular engine for SMS OfficeMaster SMS via Service Provider Voice Server Computer Telephone Integration (CTI) Central converter (CONV) Autoprint for received faxes (PRINTGW) Integrating print jobs in third-party software (LPD) Sending documents as faxes or attachments Setting up GhostScript as a converter Setting up transmission Adding and configuring an LPD gateway Gateway for Microsoft Exchange (MSX2KGATE) Gateway for Notes (NOTESCONN) Mail Gateway (MAILGW) FSRV-Server (FSRV, FSPQ) Sending data with LPR commands Setting up a Windows printer for the LPD gateway XII OfficeMaster 4 Administration

13 Table of Contents ERP system File Gateway (FILEGW) Base or system settings Undeliverable messages (UNDLVRBL) Redial and send control (SPLIT) Fax on demand (POLL) Creating stationery File Gateway (FILEGW) HP Digital Sender mode (MFP) Xerox Scanner mode Konica Minolta mode Laserfax mode Archive mode Appli/Com mode (OfficeMaster) Webservices (FFWEBSVC) OfficeMaster for Microsoft Exchange Connectors for Microsoft Exchange Installation Administration components Creating the service account Installing the OfficeMaster Exchange Connector Several Connectors within one organisation Installation on an Exchange 2000/2003 Server Updating the Connectors (reinstallation) OfficeMaster 4 Administration XIII

14 Table of Contents 5.3 Global OfficeMaster Settings General (Connector) settings User defaults (FAX) User defaults (voice) User permissions Administration in Messaging Server Configuration Gateway configuration Receipt configuration Administration in the Exchange System Administration Console General settings Server binding User data Address area Address resolution User administration Fax, SMS and VOX addresses OfficeMaster tab Details OfficeMaster Group and Folder Wizard Installing the Voice form Deinstalling the Connector Cover Sheets Gateway for IBM Lotus Notes/Domino Initial configuration steps Lotus Notes Basic Client with Notes User ID XIV OfficeMaster 4 Administration

15 Table of Contents Outbound Routing and Mailbox (administrative client) Journal database (ffaxlog.nsf) Default recipient (postmaster) in the NAB (FFAXcentral) Managing permissions Domino Directory for Voice/CTI users (fvoice.nsf) Access to the User mailbox User maintenance Fax and SMS users Groups and mail-in database Voice/CTI users Gateways for Lotus Notes Setting up gateways in the component table General settings for fax and SMS Sending faxes or SMS messages Receiving faxes or SMS messages Extended options for fax and SMS Settings for Voice Conversion and cover sheets Conversion with the Lotus Notes Client RTF cover sheets (recommended) Notes cover sheets/templates (alternative to RTF cover sheets) Interconnected functions involved in receiving messages Resolving telephone numbers SMS communications Voic s OfficeMaster 4 Administration XV

16 Table of Contents 7 OfficeMaster Mail Gateway and UniVoice transmission and receipt (SMTPTX, SMTPRX) Creating a Mail Gateway Configuration Receiving messages Administering user data in the directory service (LDAP) Setting up users How to use job parameters Administering user data on the Mail Gateway Universal Gateway for Voice/CTI (UNIVOICE) Creating the Voice Gateway Accessing user mailboxes and user data Select user memory Sending voic by SMTP User administration in the OfficeMaster Storage Server OfficeMaster Extension Gateway for SAP Setting up SAPconnect via RFC Creating CPIC/system users RFC communication Creating an RFC destination Creating SAPconnect nodes Configuring SAPconnect nodes (optional) RFC Connector (SAPCONN) Creating an RFC Connector Connecting the RFC Connector to SAP connect XVI OfficeMaster 4 Administration

17 Table of Contents Configuring the RFC Connector for faxes Configuring the RFC Connector for SMS/SMTP Letterhead, signature, archiving (RFC Connector) Settings for receiving faxes/smsses/ s Setting up SAPconnect via SMTP SAPSMTP Gateway (for SAP via SMTP) Creating an SAPSMTP Gateway General settings Letterhead, signature, archiving (SAPSMTP Connector) Receiving fax and SMS messages transmission and receipt (SMTPTX, SMTPRX) R/3 user administration Sending messages Creating a test message with SAP Business Workplace Appendix Messaging Server Log Files (OMCUMS) Communication log Function log Country Codes Regular expressions Address filters Character string comparison and processing Regular expressions used by the Messaging Server OfficeMaster 4 Administration XVII

18 Table of Contents 9.4 License files overview Copyrights End user license agreement (EULA) Declaration for RoHS, WEEE and REACH Table of Abbreviations Changes to the Manual Index XVIII OfficeMaster 4 Administration

19 Welcome to OfficeMaster 1

20 1 Welcome to OfficeMaster 1 Welcome to OfficeMaster 1.1 Functionality OfficeMaster 4 is a communications solution that is ideal for heterogeneous computer networks. With OfficeMaster you can send and receive documents and messages electronically as faxes, SMS messages and attachments. You can use it to send and receive fax and SMS messages over ISDN or IP networks. OfficeMaster can also be implemented flawlessly in mixed environments. The voic solution integrated in OfficeMaster 4 receives calls and then sends an to the user s Inbox, with the recorded call as an attachment. In addition to these services, OfficeMaster 4 also has CTI functionality which enables you to send telephone conversations from numerous applications to your workstation telephone at the click of a mouse button so you can receive inbound calls. In all these functions, particular emphasis has been given to how well OfficeMaster is integrated into the functions of existing mail clients. OfficeMaster has special gateways for Microsoft Exchange Server, Lotus Notes/Domino Server and SAP, and can also serve clients that do not have a mail system. Table 1.1 compares the different variants of OfficeMaster. You also have the option of extending the functionality of every main product by purchasing additional software licenses or hardware. 20 OfficeMaster 4 Administration

21 1 Welcome to OfficeMaster OfficeMaster Special Gateway for SMTP Microsoft Exchange Notes SAP Stand-alone (Windows) Global features Supported server operating systems Microsoft Windows Microsoft Windows Microsoft Windows Microsoft Windows Microsoft Windows User administration Proprietary, LDAP Active Directory Domino Directory SAP User master database Proprietary, LDAP, Active Directory, Domino Directory Fax functions Fax transmission Mail client, OfficeMaster Flex, network printing (LPD) Microsoft Outlook, Network printing (LPD) Lotus Notes, network printing (LPD) SAP Front End Microsoft Outlook, Lotus Notes, Mail client, OfficeMaster Flex, network printing (LPD) Fax receipt Mail client, OfficeMaster Flex Microsoft Outlook Lotus Notes SAP Front End Microsoft Outlook, Lotus Notes, Mail client OfficeMaster Flex, Bulk fax Anonymised bulk fax and personalised bulk fax Anonymised bulk fax and personalised bulk fax Anonymised bulk fax and personalised bulk fax Dependent on SAP application Anonymised bulk fax and personalised bulk fax Local fax printer driver (Windows) Microsoft Outlook OfficeMaster Flex Microsoft Outlook Lotus Notes - Microsoft Outlook, Lotus Notes, Mail client OfficeMaster Flex OfficeMaster 4 Administration 21

22 1 Welcome to OfficeMaster OfficeMaster Special Gateway for SMTP Microsoft Exchange Notes SAP Stand-alone (Windows) Fax on demand Polling directory Polling directory Polling directory Polling directory Polling directory Central conversion of file attachments Yes Yes Yes Yes Yes File-based job interface Yes Yes Yes Yes Yes Print-based job interface Yes, Line Printer Daemon Yes, Line Printer Daemon Yes, Line Printer Daemon Yes, Line Printer Daemon Yes, Line Printer Daemon Connection to a network scanner Yes Yes Yes Yes Yes Optical character recognition (OCR) Optional Optional Optional Optional Optional Electronic fax signature (Bulk signature) Optional Optional Optional Optional Optional Short messages/sms Optional transmission/reception hardware ISDN hardware (fixed network SMS) GSM cellular engine SMS via IP ISDN hardware (fixed network SMS) GSM cellular engine SMS via IP ISDN hardware (fixed network SMS) GSM cellular engine SMS via IP ISDN hardware (fixed network SMS) GSM cellular engine SMS via IP ISDN hardware (fixed network SMS) GSM cellular engine SMS via IP 22 OfficeMaster 4 Administration

23 1 Welcome to OfficeMaster OfficeMaster Special Gateway for SMTP Microsoft Exchange Notes SAP Stand-alone (Windows) Sending and receiving SMS messages Mail client, OfficeMaster Flex Microsoft Outlook Lotus Notes SAP Front End Outlook, Lotus Notes, Mail client, OfficeMaster Flex Job interface for alerting/monitoring Command line program Command line program Command line program Command line program Command line program "Flash SMS" Yes Yes Yes Yes Yes A message that contains more than 160 characters is split into several smaller messages Yes Yes Yes Yes Yes Sending Network printing (LPD) Network printing (LPD) Network printing (LPD) SAP Front End Network printing Receiving SAP Front End - Automatic zipping of attachments Yes - Digital signature for mail attachments (bulk signature) Optional Optional Optional Optional Optional OfficeMaster 4 Administration 23

24 1 Welcome to OfficeMaster OfficeMaster Special Gateway for SMTP Microsoft Exchange Notes SAP Stand-alone (Windows) Voic Voic receipt Voice Tray Microsoft Outlook Lotus Notes - - Voic pickup PC and (mobile) telephone PC and (mobile) telephone PC and (mobile) telephone - - Message Waiting Indication on the digital terminal/phone Yes Yes Yes - - CTI Dial helper integration Microsoft Outlook Microsoft Outlook Lotus Notes Microsoft Outlook Lotus Notes - Call setup from OfficeMaster Flex OfficeMaster Flex OfficeMaster Flex OfficeMaster Flex - Signaling in OfficeMaster Flex Microsoft Outlook OfficeMaster Flex Microsoft Outlook OfficeMaster Flex Lotus Notes OfficeMaster Flex Microsoft Outlook - User administration Proprietary, LDAP Active Directory Domino Directory Proprietary, LDAP - Table 1.1: OfficeMaster product overview 24 OfficeMaster 4 Administration

25 1 Welcome to OfficeMaster ISDN, GSM and HTTP connections OfficeMaster is installed on a network computer under Microsoft Windows to provide users with fax, SMS, voic and CTI communications services. To do this, it either uses the existing PABX s ISDN interfaces or ISDN interfaces provided directly by a telephony service provider. For ISDN connections, Ferrari electronic AG has developed the Office- Master Gate. This is a product family that consists of professional ISDN hardware with various upgrade levels. If you purchase software license levels 10 or 25 you can also run ISDN hardware from third-party suppliers. In pure IP environments, you can install OfficeMaster over IP as an alternative to ISDN hardware. In the standard system, SMSses are sent and received over the fixed network, using existing ISDN connections. However, as some telephony service providers do not support fixed network SMS even with Call-by- Call, these messages can also be sent and received via a GSM cellular engine or via an Internet Service Provider (via UCP) Integration in Microsoft Exchange Server OfficeMaster uses an SMTP Connector to integrate with Microsoft Exchange Server Each communications service has a single Connector that can run on any member server in the Exchange organisation, as long as that server has access to the Exchange system administration tools. You can also install OfficeMaster directly on the Exchange Server by performing a few additional installation steps. The OfficeMaster Exchange Connector uses the Active Directory Service Interface (ADSI) to access the user data stored in the Active Directory. All the parameters for fax, SMS and CTI that apply to a particular user are maintained in the Microsoft Active Directory Users and Computers Management Console. As existing fields are used here, you do not need to extend the Active Directory schema to run OfficeMaster. OfficeMaster 4 Administration 25

26 1 Welcome to OfficeMaster Communications between Exchange and the Connector are handled via the Simple Mail Transfer Protocol (SMTP), which is implemented worldwide as the basis for connecting independent mail clients to different mail servers. Using this protocol sent and received s, as well as status messages, are transferred. The functions of a personalised answering machine are covered by the Messaging Application Programming Interface (MAPI) which ensures uniform access to mailboxes. Note! Both the Active Directory and the Exchange Server can only access data via ADSI or MAPI if specific permissions have been granted. You must therefore take great care to ensure that the service account the Connectors are to use is set up correctly, when you first start running OfficeMaster Integration in Lotus Notes OfficeMaster accesses the user data stored in the Domino Directory to obtain all the information required for fax, SMS, voic and CTI for a particular user or user group. To use the extended options, OfficeMaster can extract information from specific Notes fields which, in turn, can be integrated into any mask. Fax messages are received as Notes mails by the mailbox to which they have been assigned. The conversion of these messages into Notes mails also supports other functions, such as those involved in forwarding to, or calling, Mail-In databases. OfficeMaster converts outbound faxes centrally with the Lotus Notes client. These processes mean you, or any other Notes user, can send any Notes document as a fax without having to modify it. Lotus Notes handles faxes and SMSses in the same way as normal Notes mails, using all the relevant Notes mechanisms. You can therefore integrate Workflow applications into the transmission process. Using OfficeMaster s Voice function you can add a high-performance answering machine to your computer network. However, before you can do this, you require a PABX that can divert inbound calls to the voice server. The user then sees these received voice messages as a Notes mail with an audio file attachment. To hear this type of message they can either divert it to their telephone, hear it via a sound card and PC loudspeaker, or listen to it remotely. 26 OfficeMaster 4 Administration

27 1 Welcome to OfficeMaster Integration in different SMTP mail systems OfficeMaster can send and receive messages via SMTP. This functionality allows it to address every mail server and, if the appropriate permissions have been assigned, send messages to different user mailboxes. You can therefore integrate OfficeMaster in almost any mail system. If you can also access a global directory service, OfficeMaster uses the user information stored in it to manage the fax numbers. As user data and messages can also be stored in OfficeMaster s local user memory, you no longer need to access external directory services. The OfficeMaster Flex Client has been developed to allow you to access messages Integration in SAP R/3 Communications with SAP are handled by SAPconnect. This is the uniform communications interface used by SAP AG. SAPconnect is based on Remote Function Calls (RFCs) via TCP/IP in LAN/WAN environments. OfficeMaster receives the document it is to transmit via an RFC, along with the associated recipient list. It then either transmits this document as a fax, using the OfficeMaster Gate, or transfers it to the in-house mail server from where it is sent as an . If the document is sent successfully, the status is reported back to the SAP R/3 System ( R/3 ), where it is assigned to the document to be transmitted, in the Business Workplace. In SAP version 4.7, SAPconnect functionality has been extended by the addition of SMTP as the transfer protocol between SAP and its communications partners. In this case, the send job is sent to OfficeMaster by SMTP instead of by RFC. Once again, OfficeMaster is responsible for sending the job and informing the SAP System of the transmission status by . When you first set up OfficeMaster, you must decide whether to use the RFC interface or the SMTP interface for your specific installation. Ferrari electronic recommends you use the RFC interface (because the design of the SMTP interface means it offers fewer functions). OfficeMaster 4 Administration 27

28 1 Welcome to OfficeMaster For its centralised fax conversion process, OfficeMaster receives files from R/3 that have already been pre-converted. These files are in Printer Common Language (PCL), PostScript (PS) or Portable Document Format (PDF) format. The files are then converted into graphics either with the internal PCL converter, with Adobe Acrobat Reader, or with GhostScript. With OfficeMaster Extension Gateway for SAP, customers can now send their purchase orders directly from Materials Management (MM), sellers can send their offers from Sales and Distribution Processing (SD), and accountants can send their notes from Financial Accounting (FI), all without having to print out the documents first. Because OfficeMaster is completely integrated in SAP, documents can be sent from almost every SAP application. Business documents are sent either as graphics, by fax, or as PDFs, by . Messages and status messages are stored in the SAP Business Workplace. Short messages/smsses can be sent automatically to the System Administration from the Alert Manager (RZ20) if threshold values are exceeded or not reached Sending documents automatically by fax and OfficeMaster s fax and functions can be integrated quickly and easily in existing goods management programs and other application programs, via LPD network printing. For this purpose, a single control tag is integrated in the print form used by goods management. This control tag contains the recipient s fax number or address, just as it is recorded in the application s master data. After OfficeMaster has received the document as a print job it interprets the control tag and starts the send job. Alternatively, the document can be given a digital signature before it is sent. Once it has been sent, the sender receives the final status report as an in their Inbox. 28 OfficeMaster 4 Administration

29 1 Welcome to OfficeMaster Fax on demand server Most fax machines have two other operating modes in addition to the standard fax transmission functions: the targeted polling of documents provided by another fax subscriber and the provision of documents that can be polled by another subscriber. During fax on demand, the device calls the number of the subscriber who has prepared a document for polling. This document is then transferred, once the connection has been made. In OfficeMaster there is almost no restriction on the number of documents you can prepare for fax on demand. Each document is then accessed via a different fax number CTI function In addition to fax, SMS and voic , OfficeMaster offers telephone functions that involve the workstation computer. This is called Computer Telephone Integration (CTI), and consists of a CTI server component, which is a component of the OfficeMaster Messaging Server, and of the OfficeMaster Flex client software. The CTI server component communicates with the PABX(s) connected to it via the Telephony Application Programming Interface (TAPI). Each user must be assigned an exclusive TAPI line to connect them with the PABX so that they can use the full functionality of the CTI solution. As the majority of PABX manufacturers charge license fees for the provision of TAPI lines, the amount of additional costs this involves will depend on how many users are to use this service. The OfficeMaster license also varies according to how many TAPI lines are to be in simultaneous use. In companies that have a large number of employees, this type of licensing is a practical way of providing every workplace with cost-effective CTI. The client and server components communicate with each other via TCP/ IP and exchange data and commands using an XML-based protocol. OfficeMaster 4 Administration 29

30 1 Welcome to OfficeMaster In addition to its graphical interface for telephone functions and configuration settings, OfficeMaster Flex has a range of integration components for Microsoft Outlook (Add-In) and Lotus Notes (template). OfficeMaster Flex also has two programming interfaces (dll API and ActiveX), which are used to integrate telephony functions into any application (see OfficeMaster Integration Manual). Note! OfficeMaster Flex can be used on Windows terminal servers WebServices (for Sharepoint and others) In designing OfficeMaster WebServices, Ferrari electronic AG has created an interface for your own applications which can be used to implement the OfficeMaster server s UMS services. This means you can use any programming environment and programming language which supports standard XML, SOAP and WSDL protocols. OfficeMaster WebServices have been tested by the Microsoft.NET Connected Logo Program and are permitted to carry the.net Connected Logo. Note! Please contact our colleagues in the (Pre-)Sales department if you require a more detailed description of the Sharepoint connection Automatic Optical Character Recognition (OCR) A fax machine scans a document and transfers it to the recipient over a telephone line, as a graphic. Even if the recipient is using a computer fax solution, the document is always received as an uneditable graphic. The OfficeMaster OCR optical character recognition functionality can re-extract the contents of received faxes so that they can be processed automatically by personal computers or document management systems (DMSses). In this way, OfficeMaster OCR enables users to search and sort fax messages using their mail program. If you are using a document management system, OfficeMaster OCR is an essential tool for the electronic archiving and subsequent processing of business documents. 30 OfficeMaster 4 Administration

31 1 Welcome to OfficeMaster In addition to performing optical character recognition in received faxes, OfficeMaster OCR s central optical character recognition functionality can be used at every workstation for documents in almost any graphic format. This task is handled by OfficeMaster s Mail OCR Responder. A user can simply a graphic document (TIF), which is to undergo optical character recognition, to the network s Messaging Server (e.g. to [email protected]). OfficeMaster OCR then uses its optical character recognition functionality to process the document, and then sends it back to the user by as a searchable PDF file. OfficeMaster OCR is licensed according to the number of pages that run through its optical character recognition system every month, and is available at different license levels for 1,000, 10,000, 75,000 and 250,000 pages per month. Note! Every OfficeMaster is also accompanied by a free demo license for OfficeMaster OCR, which can run its optical character recognition functionality once, over 150 pages. OfficeMaster OCR was developed in cooperation with Abbyy Europe GmbH, and includes much of the functionality provided in the ABBYY SDK, Abbyy s powerful optical character recognition software Digital signatures for fax and If necessary, you can add a digital signature to the documents you want to send before they are transmitted by OfficeMaster. This has been a legal requirement in Germany for all invoices and credit notes since August 1st If an invoice without a digital signature is sent as a computer fax or by , its recipient cannot use it to calculate their sales tax. For example, if this type of document is sent by , it is transferred as a signed PDF file. The signature appears as a two-dimensional barcode on the fax. Digital signatures for faxes and attachments have been developed in cooperation with digiseal supplied by Secrypt GmbH, both as the classic individual digital signature and as a bulk digital signature. Individual digital signature card To enable them to use the classic individual digital signature, users are supplied with a digital signature card on which their person-specific OfficeMaster 4 Administration 31

32 1 Welcome to OfficeMaster certificate is stored. In addition, every workstation requires a card reader device that is used to read the digital signature card and sign the documents. Bulk digital signature card In contrast to the single digital signature card, the bulk digital signature card can sign several documents at the same time, but you only need to enter your PIN once. In this situation, simply set the upper threshold limit on the server to the number of digital signatures to be performed. Once this upper threshold is reached the signature server stops signing until you enter your PIN again, and restart the bulk signature process. The documents to be signed can be stored in a directory so they can be checked and approved by the certificate owner before being sent as a fax or . If you want the digital signature process to run automatically with as little user interaction as possible, or if you want to sign and transmit a large number of documents, you can extend OfficeMaster by adding the OfficeMaster Sign server components and Secrypt GmbH s digiseal Server. These modules enable you to implement server-controlled digital signatures. For this purpose, at least one card reader device must be installed on the server and equipped with a bulk digital signature card. A bulk digital signature card stores the personal certificate of an authorised person, such as the holder of a general commercial power of attorney, the section leader, the invoice creator, or another person who holds commercial authority. 32 OfficeMaster 4 Administration

33 1 Welcome to OfficeMaster 1.2 Messaging Server components OfficeMaster is based on Ferrari electronic s base technology, the Messaging Server. The main features of this base technology are its modular structure, its load distribution, its robustness, the fact that it is not operating system-specific, its controllability and its upgradability. The Messaging Server is not simply a single program. It is a complex system that involves a range of base programs (base components) which handle its main processes and operations. These base components are complemented by the transmission/reception and Gateway components, depending on which license has been purchased. At present, the following components are available: Base components Sender/recipient for Fax and SMS Starter (Start), Controller (CTRL), Unique ID Server (UID), Configuration Server (CFG), distributed file system (SNFS), Converter (CONV), message control, both outgoing (SPLIT) and incoming (DIST), Fax On Demand (POLL), undeliverable messages (UNDLVRBL), LUA interpreter (LUA) ferrarifax-duo (DUOFAX), OfficeMaster Gate (OMCUMS), CAPI connection (JCISDN), Cellular engine (GSMSMS), SMS over Internet Service Provider (PROVIDERSMS) Sender/recipient for sender (SMTPTX), recipient (SMTPRX) Sender/recipient for voic Voice Server (VOICE), analog modem for Message Waiting Indication (MWMODEM) Gateway for Microsoft Exchange UMS Connector (msx2kgate) Gateways for Lotus Notes/Domino Fax and SMS gateway (NOTESCONN), Voice gateway (NOTESVOICE) Gateways for Mail Server Mail Gateway for Fax and SMS (MAILGW), Gateway for Voice (UNIVOICE) OfficeMaster 4 Administration 33

34 1 Welcome to OfficeMaster Gateways for SAP RFC Connector (SAPCONN), SMTP Gateway (SAPSMTP) Other gateways File Gateway (FILEGW), Gateways for printing Automatic print (PRINTGW), Network printing (LPD) Digital signature Signature server connection (SIGNDS), Signature Mail Res ponder CTI Component Storage server (STORE), CTI Server (TAPICTI, CTI), Userinfo Server (STOREINFO, UNIVOICE) Table 1.2: Overview of components All these components communicate over the network with the controller component (CTRL). If you have the appropriate license, you can start the transmission/reception and Gateway components as many times as necessary to distribute the transmission load equally. The Messaging Server Configuration program supplied with the system is where you configure the Messaging Server system. The Messaging Server Configuration program can be started on any computer running under Microsoft Windows, provided the computer has network access and an IP connection to the Messaging Server. In addition to its own extensive functions, OfficeMaster also has individual components which support aspects such as operational reliability, scalability, regional distribution and virtualisation. A brief description of these aspects is given below. A more detailed description would go beyond the framework of this manual. If you have more in-depth questions, please read the White Papers provided on the website or contact the Technical Product Marketing team at Ferrari electronic AG ([email protected]). 34 OfficeMaster 4 Administration

35 1 Welcome to OfficeMaster Operational reliability/high availability A Unified Messaging System is embedded in a complex infrastructure of mail servers, communications controllers and telephone exchanges. Before the availability of this infrastructure can be evaluated, each component must be investigated to see both how it functions on its own and when working together with other components. OfficeMaster has internal monitoring routines which check whether all the necessary programs are running correctly. If a program stops working unexpectedly, these routines perform multiple attempts to restart it. In some OfficeMaster installations, where both the mail server and the computer on which OfficeMaster has been installed are arranged as clusters, the telephone exchanges are also set up as a device pool to ensure operational reliability. In this type of design, OfficeMaster Gate is connected to the PABXs via ISDN, and to the computer which is running OfficeMaster via a network connection. In contrast to other solutions, which work with PCI controllers that are built into the computer, the OfficeMaster server can be arranged as a cluster with two or more cluster nodes, because the cluster accesses the controller(s) over the network. If OfficeMaster Gate stops working, it can no longer be addressed by the PABX. In this situation, the PABX forwards all the calls to the controller which is still running Scalability OfficeMaster has a large number of components, each of which has a single configuration set. As the components communicate with each other via a network protocol (based on TCP/ IP), they can be installed on different computers. This distribution of components across a number of different computers (scalability) therefore prevents performance bottlenecks, increases availability by implementing redundant structures, and can include more than one site in the same installation. OfficeMaster 4 Administration 35

36 1 Welcome to OfficeMaster Distributed installation Many companies and organisations operate from more than one site and have several national or international subsidiaries. These sites usually have an integrated IT network that allows any member of staff at any site to access central services and resources via a company intranet. If you want to implement a Unified Messaging System, it is also important that its services can be accessed from any location, but that the expertise required to administer the system is kept at one central site. However, as services such as voic , fax reception and transmission, or even SMS transmission (over the fixed network) are connected to the local telephone exchanges at the subsidiaries, it is therefore necessary to integrate these exchanges in the central Unified Messaging System. OfficeMaster Gate provides an elegant solution to this problem. At each subsidiary site, OfficeMaster Gate is connected via ISDN to the local PABX, which is then connected to the central OfficeMaster Server over the corporate intranet. The entire system, including the OfficeMaster Gate, can then be administered centrally. All the existing telephone numbers at the subsidiaries are retained for receiving faxes. Any faxes sent by members of staff from a subsidiary are then sent automatically via the local PABX, so that charges can be assigned accordingly. Unified Messaging solutions can integrate numerous international subsidiaries seamlessly into one, centrally administered system Virtualisation Generally speaking, the hosted operating systems of a virtual server cannot access any hardware devices connected to the bus systems of an actual computer. This does not present a problem for OfficeMaster, because OfficeMaster Gate, which creates the connection to the PABX, is connected via a network (TCP/IP). OfficeMaster can therefore be used without restriction on a virtual operating system. 36 OfficeMaster 4 Administration

37 1 Welcome to OfficeMaster 1.3 System requirements Communications interfaces To run OfficeMaster, the Messaging Server requires access to the (public) telephone network via a PABX. The most common way of doing this is to set up a connection via ISDN hardware that is then used, for example, to send and receive faxes and voic s. In a Voice over IP (VoIP) environment there is no need to use separate ISDN hardware, and the Messaging Server can connect directly to the PABX over the computer network. In some telephone exchanges, the Message Waiting indicators (MWIs) on the user s office telephones can also be activated by the existing ISDN or VoIP interfaces. However, it is more often the case that you will require an additional analog modem to implement this function. The modem is then connected to, and controlled by, the Messaging Server s COM port. OfficeMaster uses the PABX s TAPI interface to integrate telephony functions (CTI) in workstation computers. You may therefore need to acquire a separate license for this interface from the PABX manufacturer. Table 1.3 shows the communications interfaces required by the individual services. Service Fax, fixed network SMS, voic and Message Waiting Indication via ISDN Fax, Fixed network SMS, voic and Message Waiting Indication via VoIP SMS via GSM network SMS via Internet Service Provider Message Waiting Indication (MWI) via analog port Computer-Telephone Integration (CTI) Required communications interface OfficeMaster Gate ISDN card from AVM or Dialogic (only for OfficeMaster 10/25) OfficeMaster over IP OfficeMaster GSM cellular engine OfficeMaster Server Internet access Analog modem TAPI Service Provider for the particular PABX Table 1.3: Required communications interface OfficeMaster 4 Administration 37

38 1 Welcome to OfficeMaster Server hardware CPU: x86 or x64 processor with min. 1 GHz clock frequency RAM: at least 512 MB, 1 GB recommended Hard disk capacity: dependent on daily volume of data transmitted (approximately 1 MB per page), but at least 500 MB. Recommended: 2 GB Operating system OfficeMaster 4 supports Microsoft operating systems from Windows XP onwards. Server software OfficeMaster4 On the Fax Server On the network Microsoft Exchange Notes MS Exchange system administration tools Lotus Notes Basic Client Version 8, 7, 6 or R5 Microsoft Exchange 2010, 2007, 2003 IBM Domino Server 8, 7, 6, R5 SMTP - SMTP-based mail server SAP - SAP 4.7, 4.6, 4.5, 4.0, 3.1GHI Table 1.4: Required server software Optional software Adobe Acrobat Reader for PDF conversion AFPL GhostScript for PDF and PS conversion Microsoft Office for converting DOC, XLS, PPT, HTML and RTF data SMTP-based mail server for transmission and receipt LAME for MP3 encoding 38 OfficeMaster 4 Administration

39 1 Welcome to OfficeMaster 1.4 Schedule for bringing OfficeMaster into operation The list below describes the installation process for the different Office- Master product versions (for Exchange, Notes, SMTP and Extension Gateway for SAP). Steps that only apply to one or more of the Gateways listed above are identified by the abbreviations MSX, NOTES, SMTP or SAP. Steps that apply in all cases do not have one of these abbreviations. Connect the OfficeMaster Gate (Box or 19 version) to the network. In VoIP environments, install OfficeMaster over IP. If present, connect the OfficeMaster GSM Cellular engine to the server, after you have fitted a valid SIM card from a mobile phone service provider. Install all the programs necessary for converting and compressing data, such as Adobe Acrobat Reader, AFPL GhostScript, Microsoft Office and LAME. Start the programs from the Messaging Server s Service Account at least once, to check they run correctly, and resolve any configuration problems that may occur. Install OfficeMaster Messaging Server (section 2.1). Copy the license files (section 2.5). Configure the access to the telephone network and the central converter. MSX: Configure Microsoft Exchange and the associated Connector (Chapter 5). NOTES: Configure Lotus Notes and the associated Connector (Chapter 6). SAP: Configure SAP and the associated Connector (Chapter 8). MSX: Test the installation by sending and receiving faxes, SMSses and voic s with Microsoft Exchange/Outlook. NOTES: Test the installation by sending and receiving faxes, SMSses and voic s with Lotus Notes / Domino. OfficeMaster 4 Administration 39

40 1 Welcome to OfficeMaster SMTP: Install Setup-OfficeMaster-Client. Test the installation by sending and receiving faxes and SMSses with OfficeMaster Flex. SAP: Test the installation by sending and receiving faxes, SMSses and Internet mails with SAP Business Workplace. If required, install Setup-OfficeMaster-Client on the computers of selected users. Register the OfficeMaster installation. 40 OfficeMaster 4 Administration

41 1 Welcome to OfficeMaster 1.5 Help with problems If problems occur when you are installing this software, you can rely on your Ferrari electronic AG partner company to help you. You will also receive support from SAP AG and the Hotline team at Ferrari electronic AG Ferrari electronic CompetenceCenters Ferrari electronic CompetenceCenters, abbreviated to FCCs, are IT system houses with tried and tested expertise in IT infrastructures, telecommunications and collaborative projects. In addition to their partnerships with Microsoft, IBM, SuSE/Novell and SAP, these system houses also have close strategic links with Ferrari electronic AG. These FCCs provide effective help in planning and implementing IT-based business communication systems, i.e. when implementing or modernising groupware solutions such as Microsoft Exchange Servers, IBM Lotus Notes/Domino servers, SuSE Linux Open-Xchange Servers and Novell GroupWise. The same also applies to other CRM and ERP solutions (in particular SAP and Microsoft Business Solutions), which, just like the groupware solutions mentioned above, do not reach their full effectiveness until OfficeMaster is installed. Their participation in training courses on every aspect of OfficeMaster ensures that these FCC system houses are always familiar with the very latest technological developments, which makes them ideal expert contacts for every issue that may arise on site. To find the Ferrari electronic CompetenceCenter most suitable for your requirements, simply go to the FCC Finder on our website at Ferrari electronic AG Alternatively, contact the Ferrari electronic AG Hotline: If you are an end customer, our Support team can help you in the following ways: After you purchase our products you will receive four weeks of free installation support from our Hotline by telephone. However, before our OfficeMaster 4 Administration 41

42 1 Welcome to OfficeMaster Hotline can help, you must register your products with us. A registration card is included with each one of our products. When you register your product you will receive a support number which you can then use to request written or telephone support from our Hotline. We guarantee that we will respond to your request within 24 hours. The support number is valid for 4 weeks. After this installation support period has elapsed a charge will be made for further Hotline support. You can either order a support ticket which is valid for two weeks or sign up to a support contract with Ferrari electronic. If you choose a support ticket we still guarantee a response time of 24 hours. If you sign a support contract which runs for at least one year, you will receive Premium Support from our Hotline. The support contract also includes free software updates, which are usually charged for, if you implement the latest version of our software when you sign the contract. If you are a partner/reseller, our Support team can help you in these ways: If, as a sales partner, you install our products for an end customer, you will receive free installation support from us by telephone. 1 To benefit from this, you must be registered with us as a reseller and apply for a support number. This number is valid for six months SAP AG You will find more detailed information about SAPconnect connections on the SAP Service Marketplace website ( and in OSS, using the keywords SAPconnect, Fax and . These notes from SAP AG itself will give you a general overview: Fax and testing Customizing steps required to use SAPconnect SAPconnect: summary note 1 If our technicians carry out the entire installation, this must be via a previously agreed local or remote installation, and there will be a charge for their work. 42 OfficeMaster 4 Administration

43 1 Welcome to OfficeMaster 1.6 Electronic product registration You must register the products you implement, to receive installation support from the Ferrari electronic Hotline a support contract a support ticket once the installation support has expired updates or upgrades. To register you can either complete and send in the registration card that accompanies every product or register electronically. After you have installed the products and loaded the license files, the system displays all the licenses in the Status window in the Messaging Server Configuration program. Non-registered licenses are shown in red. Click on Help > Register OfficeMaster to open the electronic product registration wizard. If you extend your installation, the new licenses are once again shown as not registered. As the information in the registration dialog is retained, you do not need to enter it again for subsequent registrations. OfficeMaster 4 Administration 43

44

45 How to install OfficeMaster 2

46 2 How to install OfficeMaster 2 How to install OfficeMaster Two versions of OfficeMaster Server are available: 32 bit or 64 bit. The installation is intended for Microsoft operating systems from Windows XP. In the sections that follow you can find out how to perform the steps needed to install the Messaging Server, and possible hardware and software products. Please refer to the descriptions in Chapter 3 for details of how to configure and install the relevant Messaging Server components. 2.1 OfficeMaster Messaging Server To install OfficeMaster on Microsoft Windows, the OfficeMaster Messaging Server is supplied in the Setup-OfficeMaster-Server.exe installation package (32 bit or 64 bit). You can select the language used for the installation process and for program links when you start installation. You can also change the language used on the Messaging Server and the Messaging Server configuration after installation. To start the installation process, run Setup-OfficeMaster-Server.exe. If you are performing the installation on a Terminal Server, click the Software icon (Add or Remove Programs) in the Windows Control Panel. Figure 2.1: Selecting an installation variant 46 OfficeMaster 4 Administration

47 2 How to install OfficeMaster After you have agreed to the End User License Agreement (EULA) and entered the user information, you can choose an installation type: Main server, Sub server or Configuration program (Figure 2.1). If you want to set up a stand-alone Messaging Server, for the first time, by performing a complete installation, please select the Main server option. (You will find details of how to install a sub server in section 2.3) Figure 2.2: Selecting the required OfficeMaster version Now, select the available OfficeMaster Gateways (Figure 2.2). When you have made your selection the MSI installation package registers the necessary Gateways or components in the Messaging Server, as far as possible. After installation you can also enter the components manually in the Components table on the Messaging Server (see section 3.2.2). Click the Additional customisation of applications checkbox to enable and disable specific, individual program options (to suit special circumstances). If you select the custom setup you are prompted to specify the installation directories for the Messaging Server (see section 2.2). You must specify two directories: the binary directory for the executable files the working directory for dynamic data (such as log, configuration and temporary job files) OfficeMaster 4 Administration 47

48 2 How to install OfficeMaster Figure 2.3: Custom setup 2.2 Used file paths By default, under Windows Server 2003/Windows XP, the installation sets up the system in the %Program Files%\FFUMS\FMSRV directory. Under Windows Server 2008/Windows 7/Windows Vista only the Messaging Server s executable files are saved in that directory. The working directory is set up under \ProgramData\FFUMS\FMSRV. In the dialog you see next, click Install to start the actual installation process. During the installation process, you can copy the Base license file from the installation program. This is usually supplied on a CD and has the file extension.flf. Test licenses also have the prefix Test in their file name. After installation, all license files present must be copied to the Licence directory on the main server (see section 2.5) so that the fully licensed extent of the OfficeMaster functionality can operate. Result: You have now installed and started the Messaging Server on the computer as a Windows service called OfficeMaster Messaging Server. Generally the local system account is sufficient as a service account for the Messaging Server. You will find the Messaging Server Configuration program in the OfficeMaster program group in the Start menu. In addi tion, the ferrarifax Windows printer will have been installed for the central conversion of Office documents via OLE (see section 3.6). 48 OfficeMaster 4 Administration

49 2 How to install OfficeMaster 2.3 Distributed / remote installations Using the supplied Messaging Server Configuration program, the Office- Master Messaging Server can be configured and administered remotely from any workstation computer. To perform installation you logon to the computer with administration rights and start the Setup-OfficeMaster-Server.exe installation package. If you are performing the installation on a Terminal Server, click the Software icon (Add or Remove Programs) in the Windows Control Panel. When you enter the user information you can specify whether the program installation is to be user-specific. By default the program group is made available for each user on this computer. If you only want to install the Messaging Server Configuration program, select the setup type Configuration program. In the dialogs that follow you can then change the default installation folder and the work area. Click Install to start the actual installation process. During the installation you are prompted to specify the resolved name or IP address of the Main server for the Messaging Server System that is to be configured (Figure 2.4). Result: Figure 2.4: Specifying the Main server name The Messaging Server Configuration program is installed on the computer and can be called up in the OfficeMaster Windows program menu. OfficeMaster 4 Administration 49

50 2 How to install OfficeMaster 2.4 Update / upgrade installation You can update existing OfficeMaster 4.x Messaging Server installations to a newer release via the Download area of the Ferrari electronic AG website ( Note! The update and upgrade strategy for OfficeMaster Versions 1 and 2 always consists of saving some selected configuration parameters, performing a new installation, and then reloading the backed up configuration parameters. When you update from OfficeMaster 3.1 to OfficeMaster 4 you can also perform an update installation. The limitation to selected parameters is due to the fact that the technology on which OfficeMaster is based has, since 2001, involved a migration path in which the proven ferrarifax-serverpro product (from 1995 until OfficeMaster 1.0) is being replaced step-by-step by the Messaging Server (since 2002). This is the reason why there are Connectors or gateways for Exchange, Notes and SAP. ferrarifax-serverpro-gateway OfficeMaster 1, OfficeMaster 2 Messaging Server Gateway OfficeMaster 3 & 4 for Microsoft Exchange FFaxCon / FFaxGate and FSmsCon / FSmsGate MSX2KFAXCON / MSX2KFAXGATE and MSX2KSMSCON / MSX2KSMSGATE Notes FFNOTES, FNSMS and FOK NOTESCONN SAP FSAPCON SAPCONN Table 2.1: Connectors The proven ferrarifax-serverpro product is also completely integrated in the Messaging Server, along with OfficeMaster 4, and is available here as a component called FSRV-Server. You will find details of how to migrate the user data sets and the working data (Queue) from ferrarifaxserverpro to the new FSRV-Server in section OfficeMaster 4 Administration

51 2 How to install OfficeMaster Saving data The update procedure below describes which configuration parameters can be transferred and which ones you need to configure manually. ferrarifax-serverpro (ffsrvnt.exe) The configuration consists of the *.CFG and *.INI files saved in the ferrarifax-serverpro directory and the ferrarifax-serverpro Queue, which is normally located in the subdirectory of the same name. Installation folder c:\ferfax Version 2.6 c:\program Files\ferrariFAX-serverPro Version 3 c:\program Files\FFUMS\ferrariFAX-serverPro Version 4.0 Table 2.2: ferrarifax-serverpro installation folder If the Messaging Server Gateways for Exchange, Lotus Notes/Domino, SMTP or SAP are to be used, there is no need to transfer the ferrarifaxserverpro configuration. The only reason for transferring the ferrarifax serverpro configuration details is if there are additional ferrarifax serverpro user accounts, which were set up later, and which use the ferrarifax32 client to access ferrarifax serverpro. In this case, the following data must be saved, from the ferrarifax serverpro folder: 1. the work directory (queue) 2. the user database (npparam.cfg) 3. the routing table (nproute.ini) 4. the printer configuration (fprinter.ini) If ferrarifax-serverpro has also addressed the ISDN hardware up to now, we recommend that you document each tab and dialog in the ferrarifax-serverpro configuration (especially the dialogs on the Hardware) tab, by means of screenshots, so that you can make the correct ISDN settings in the Messaging Server. OfficeMaster 4 Administration 51

52 2 How to install OfficeMaster ferrarifax for Notes (ffnotes.exe, fnsms.exe) You cannot override the ferrarifax serverpro Gateway configuration for Lotus Notes when you configure the Messaging Server Gateway. We also recommend that you save the ffax.nsf configuration database as part of your system documentation. ferrarifax for SAP The ferrarifax-serverpro Gateways for SAP cannot be transferred as Messaging Server Gateways. In the Connector configuration, you should use screen shots to document all the tabs for each Connector, so that you can make the correct settings in the Messaging Server after the new installation has been completed. Messaging Server If the Messaging Server is already in use, you can back up its CFG configuration folder (default: %Program Files%\FFUMS\FMSRV\cfg). The same applies to any Messaging Server Gateways for Notes and SAP if they are present New installation with master data transfer The list below describes the update or upgrade process for all Office- Master Gateways. Steps that only apply to the Fax and SMS Connectors for Exchange are marked with MSX, steps that only apply to the Fax and SMS Gateways for Notes are marked with Notes, and the update steps for the Connector for SAP are marked with SAP. Generally applicable steps have no special indicator. Stop the Windows services in the following sequence (if present): 1. MSX: FFaxCon, FFaxGate, FSmsCon and FSmsGate 2. NOTES: ferrarifax for Notes, ferrarifax-sms for Notes and ferrari FAX-OK 3. SAP: fsapconnxyz (XYZ Connector name) 4. ferrarifax-server Pro 5. OfficeMaster ferrarifax or OfficeMaster Messaging Server 52 OfficeMaster 4 Administration

53 2 How to install OfficeMaster 6. MSX: Note down the user account and the password that have been assigned to the FFaxCon, FFaxGate, FSmsCon and FSms- Gate Windows services as a Service Account. 7. Save the required configuration parameters as described in section Click the Software icon (Add or Remove Programs) in the Windows Control Panel to open a dialog in which you can deinstall all programs called ferrarifax or OfficeMaster. Note! MSX: when you are deinstalling the Fax and SMS Connectors for Exchange (if present), select No when you see the prompt Is this the last ferrari FAX Connector in this organization?! This ensures the configuration parameters are still saved in the Active Directory and can be used by the new Messaging Server Connectors. Figure 2.5: De-installing an MSX Connector 9. Install the OfficeMaster Messaging Server as described in section Copy the new license files into the Licence directory %Program Files%Common Files\FFUMS\license. 11. Stop the OfficeMaster Messaging Server Windows service. 12. Copy the CFG directory you saved, as described in section 2.4.1, back to the Messaging Server. Note! For NOTES: part of the NOTESCONN functionality comes from the fnotesconn.cfg file. It is better to reconfigure NOTESCONN instead of replacing the fnotesconn.cfg file. Alternatively the Ferrari electronic Hotline can provide you with help when you are tailoring your old configuration ([email protected]). OfficeMaster 4 Administration 53

54 2 How to install OfficeMaster Note! You will find the error texts used on the Messaging Server in the errname.cfg file. If you have made no modifications of your own to the error texts, you should leave the new errname.cfg file in the cfg folder, to enable you to benefit from the updated error texts. 13. MSX: assign the user account listed in under point 1 to the Office- Master Messaging Server Windows service as a Service Account. 14. Start the OfficeMaster Messaging Server Windows service. 15. Open the Messaging Server Configuration program and configure the ISDN hardware, if it has not already been addressed by the Messaging Server. You can use the screenshots in the ferrarifax serverpro configuration to get the details for this new configuration. 16. MSX: use the Installation Wizard to install the Connectors for Exchange in the Messaging Server Configuration program. All user data is transferred. However, the Connector-specific settings need to be administered again in the new Connector. Here, it is especially important to include the default recipient (Postmaster). 17. NOTES: Create the fax, SMS, and Voice Gateways for Lotus Notes as described in section 6.3 and configure them if they were not included in the Messaging Server in the previous version. You can use some of the parameters from the old ffax.nsf configuration database to do this. Note! NOTES: If you are using your own transfer database ( ffax.box ) with ferrarifax-serverpro-gateway, the new gateway in the standard system will use its own database. As a consequence, you must then modify either the domain document for the fax domain in the Domino Directory to suit the new database (see section 6.3) or configure the existing poll database on the new Gateway (see section 7.1). Only one transfer database is now used for fax and SMS (instead the two databases previously required). The domain configuration defines which message type is involved. As a result you may also have to change the poll database for an existing SMS domain in the Domino Directory. 18. SAP: Create the Messaging Server Gateways for SAP as described in section 3.2 and configure them if the previously implemented version did not include Messaging Server Gateways. 54 OfficeMaster 4 Administration

55 2 How to install OfficeMaster 19. If you want to use ferrarifax serverpro for other functions, in addition to being a Gateway for Notes or SAP, you must now make these settings in the Messaging Server. This particularly concerns: Automatic printing of received faxes (PRINTGW; section 3.8) the connection of network scanners, (FILEGW, section 3.1) job creation via network print (LPD, section 3.9) job creation via file gateway (FILEGW; section ) The new FSRV-Server Messaging Server now performs all the other functions of ferrarifax-serverpro. You can import existing user data as well as ferrarifax-serverpro s working directory here. 20. MSX: test the installation by sending and receiving fax messages and SMS messages using a workstation computer s Outlook client (see section 3.9.5). 21. NOTES: test the installation by sending and receiving fax messages and SMS messages using a workstation computer s Lotus Notes client (see section 3.9.6). You can view the status of current send jobs in the Messaging Server Configuration program by clicking the Status > Components menu items. 22. SAP: test the installation by sending and receiving faxes, SMS messages and s using SAP Business Workplace as described in section Upgrading OfficeMaster for Exchange 2007 Note! OfficeMaster for Exchange 2007, which is based on SMTP, is an interim product used to connect to Exchange Server It requires a special OfficeMaster 3.0 for SMTP license which does not include a Voice gateway. OfficeMaster 4 completely replaces the connection to the Exchange Server 2007 provided by the SMTP Gateway. However, you cannot simply transfer the configuration data from the MAILGW. You will therefore need to re-edit the cover sheet settings and other configuration settings to a certain extent. OfficeMaster 4 Administration 55

56 2 How to install OfficeMaster You can perform a program upgrade to install OfficeMaster over an existing version. The upgrade dialog appears after you confirm the license terms. In a purely Exchange installation, simply deselect the Upgrade installation option. Note! If you want to retain the settings for the old version of the software, you must first save the CFG directory manually and then upload it again. However, this is not the intention behind the upgrade. After you confirm the dialog, you can re-install an instance of the Messaging Server as the main server. You can now change the installation type from OfficeMaster for SMTP to OfficeMaster for Exchange (Figure 2.6). Figure 2.6: Selecting the required OfficeMaster version The new version of OfficeMaster is now installed. You can then install an Exchange Connector component as described in section OfficeMaster 4 Administration

57 2 How to install OfficeMaster 2.5 License management OfficeMaster s base licenses have FLF (Ferrari Electronic License File) as their file extension. Function, user and line extensions have the file extension FLE (Ferrari Electronic License Extension). All the license files (FLF and FLE) must be made available in the licence directory on the main server. You will find an overview of all possible license files in section 9.4. Once all the license files have been imported, you must restart the Messaging Server to activate them. You can view which licenses are available to the Messaging Server in the Messaging Server Configuration by selecting View > License State. Figure 2.7: License overview in Messaging Server Configuration General Information Expiration dates: either the last valid date of the test licence or unlimited Version: licensed version of OfficeMaster Lines: number of channels for UMS License Files List of imported files along with their file type OfficeMaster 4 Administration 57

58 2 How to install OfficeMaster Components All possible modules that can be used with the imported licenses are listed here along with their uses. Components of the type (active/possible) Users for these components Lines available for the component Importing licenses The Licence directory is usually stored on the Messaging Server system s main server (CTRL) on the path %CommonProgram Files%\ FFUMS\license. The installation program creates this directory during the installation process and, if necessary, copies the base license (50-FF. flf, 51-FFX.flf, 52-FFN.flf or 53-FFS.flf) into it. To ensure the full functionality is available for use, it may be necessary to copy any existing line extensions (99-LFF.FLE), user extensions (99- UFF.FLE) and function upgrades (99-EFF.FLE, 99-EFX.FLE, 99-EFN. FLE, 99-EFS.FLE and 99-EFC.FLE) to the Licence directory with Windows Explorer. Following that, restart the Messaging Server by stopping and starting the OfficeMaster Messaging Server Service with the Windows Services Manager (Figure 2.8). Figure 2.8: OfficeMaster in the server s Services overview 58 OfficeMaster 4 Administration

59 2 How to install OfficeMaster 2.6 OfficeMaster Gate To enable OfficeMaster Gate to be used by the Messaging Server OM- CUMS component, OMCUMS needs to be told the IP addresses of the available OfficeMaster Gate (Figure 2.9). Note! You will find a detailed description of the settings for OfficeMaster Gate including the network settings in the OfficeMaster 4 Hardware manual. You will find this manual: accompanying the hardware package in the Internet at > Services > Download > OfficeMaster 4 To add hardware to the OfficeMaster installation, select the Edit > Add ISDN Device/VoIP menu item in the Messaging Server Configuration program. Figure 2.9: Adding hardware Adding an ISDN controller Click the button to display a Wizard which automatically searches for available devices. If the IP address of the required device is to be entered manually, or one of the other listed products is to be used, enable the Add ISDN device manually checkbox (Figure 2.10). OfficeMaster 4 Administration 59

60 2 How to install OfficeMaster Figure 2.10: Adding a device manually After you have selected an automatic search for the OfficeMaster Gate you will see a dialog that contains the overview of all devices available in the network (Figure 2.11). Figure 2.11: Selecting the hardware You can identify the Box s Type by the name that has been entered. You will find an overview of the different OfficeMaster Gate variants in Table OfficeMaster 4 Administration

61 2 How to install OfficeMaster Name Device type Firmware OCB... OfficeMaster Card/Gate 2.x OMG2... OMG8... OMG3... OMG6... OMGU3... OMGU6... OHG3... OHG6... OfficeMaster Gate (Box, 1/ BRI) OfficeMaster Gate (Box, 4/ BRI) OfficeMaster Gate (19" server, 1PRI) OfficeMaster Gate (19" server, 2PRI) OfficeMaster Gate UC (19" server, 1PRI) OfficeMaster Gate UC (19" server, 2PRI) OfficeMaster hybrid gate (19" server, 1PRI) OfficeMaster hybrid gate (19" server, 2PRI) 3.x 3.x 3.x 3.x 3.x 3.x 3.x 3.x Table 2.3: OfficeMaster Gate variants In the list of Available devices, select the individual hardware items that you want to add to the Messaging Server system, and then click Next to confirm. You can tailor the name displayed for the device and the software controller to be used in the next window. We recommend that you make changes of this kind to make the system clearer and easier to understand if it is distributed across several sites. When the Wizard has finished you can configure the added device, using the procedure described in section 3.2. In the case of OfficeMaster for 10 or 25 users, only one software controller can be addressed, but it can in turn address several other devices. CAPI cards In the case of license levels OfficeMaster 10 and OfficeMaster 25 the Office-Master Messaging Server can also be used with active CAPI hardware from AVM and Dialogic. You will find details of how to install OfficeMaster 4 Administration 61

62 2 How to install OfficeMaster and set up the CAPI hardware in the documentation from these thirdparty suppliers. Note! If OfficeMaster Messaging Server has already been set up before the cards are installed, it is possible that the cards will not be recognised when the system is booted for the first time. The jcisdn0 and omcums0 components must be restarted (in this sequence) in the Messaging Server Configuration program under View > Component Status. 62 OfficeMaster 4 Administration

63 2 How to install OfficeMaster 2.7 OfficeMaster GSM cellular engine If a GSM cellular engine is to be used for SMS communication, the appropriate hardware must be installed on the computer on which the OfficeMaster Messaging Server GSMSMS component is also running. The hardware you can install can include one or more GSM cellular engines or one or more mobile phones that are connected to the computer via a data cable. The modems /mobile phones are connected to the computer s COM ports. Manufacturer installation instructions are provided with the devices. As an alternative, Ferrari electronic offers its OfficeMaster GSM product (Figure 2.12). For OfficeMaster GSM, hardware installation consists of connecting the cellular engine to a free COM port on the server, connecting to a power supply, and connecting the antenna. OfficeMaster GSM The package supplied contains: Cellular engine Power supply unit Antenna Antenna adapter Serial connection cable Figure 2.12: GSM cellular engine with accessories As many server rooms not only have climate control, but are also shielded against interference, it may be necessary to install the antenna outside the server room. In this case it would be necessary to extend the antenna connection with a suitable cable and a second antenna adapter. Line lengths of up to 50 meters are possible in this situation. If required, the serial connection cable supplied can be replaced with a different one with a length of up to 10 meters. OfficeMaster 4 Administration 63

64 2 How to install OfficeMaster Note! In virtualised environments there is only limited support for connecting to GSM cellular engines. Before ordering and commissioning, their use should be agreed with Ferrari electronic AG s Technical Sales or Support staff. Note! If you have problems relating to virtualised environments or shielded server rooms, a distributed installation (see section 2.3) can provide a solution under some circumstances. 64 OfficeMaster 4 Administration

65 2 How to install OfficeMaster 2.8 OfficeMaster OCR OfficeMaster OCR extends OfficeMaster Messaging Server by adding a professional optical character recognition (OCR) solution with which received faxes are delivered not as hard graphics but in a format that the computer can edit. To bring it into operation, install OfficeMaster OCR on the server computer that is running the Messaging Server s CONV converter. Note! For OCR we recommend that you install the CONV converter on a dedicated computer, as OCR places high demands on computing capacity. You will find details of how to set up a dedicated installation in section 2.3, using the OMCUMS and Voice components as examples. Note! After you have successfully completed the installation, use ABBYY SDK to activate the OfficeMasterOCR license, online. Installation OfficeMaster OCR is supplied in the Setup-OfficeMaster-OCR.exe 1 installation package. The installation package contains the ABBYY SDK for the languages English, French, German and Polish. Approximately 150 MB free memory is required on the selected hard disk drive. Only select the user-defined installation variant if OfficeMaster OCR is to be installed in a different directory than %Program Files%\FFUMS\ FMSRV\. Activation If you want to enable the license supplied with OfficeMaster OCR, using the ABBYY SDK, start the Engine80LicenseManager.exe program after installation. This program is located in the frengine\bin subdirectory in the installation folder (for example, %Program Files%\FFUMS\FMSRV\ frengine\bin), by double-clicking in Windows Explorer. The ABBYY FineReader Engine License Manager opens. It begins by prompting you to enter the ABBY SDK licence number contained in OfficeMaster OCR (Figure 2.13). 1 You will find the installation file on the supplied software CD or at Support/Downloadcenter/OfficeMaster4/Server OfficeMaster 4 Administration 65

66 2 How to install OfficeMaster Figure 2.13: Entering the license key Note! A demo license for OfficeMaster OCR is supplied free of charge with every OfficeMaster package. This allows you to run optical character recognition once, over 150 pages. To activate this demo license, enter the serial number FECX in the ABBYY SDK License Manager. In the next dialog, activate the license by clicking the Activate button. After that, you have two choices (Figure 2.14): Activation via a direct Internet connection to ABBYY or Activation by sending an to ABBYY. We recommend that you activate the license via the Internet because this is easier and quicker. If the computer used for the installation has no, or restricted, Internet access (due to a firewall, proxy, etc.), select activation via . MAPI is automatically used to generate an , which can be sent to ABBYY without any further changes. Note! The activation code is sent to the address of the user used to log on to the operating system. You should therefore ensure that you perform activation using a user profile whose Inbox you can access. ABBYY sends you the activation code as a file attachment to an . We recommend that you save this file in a directory on the OfficeMaster OCR server. Following that, restart the Engine80LicenseManager.exe program, click the Activate button and then click Load Activation File. 66 OfficeMaster 4 Administration

67 2 How to install OfficeMaster Figure 2.14: Specifying a license file with path In the dialog you see next you specify the storage location and the directory in which the activation file is stored. You can see that activation has been performed successfully in the ABBYY Fine-Reader Engine License Manager. Result: OfficeMaster OCR has been successfully installed on the server computer. You can now configure the applications you want to use with OCR (see section 2.8). Changing a license If the license in use does not have sufficient functionality, or if you want to replace the test licence, follow these steps: Delete the old license, which is located in the FineReader installation directory (for example,...\ffums\fmsrv\frengine\bin) and has the file extension.frelf. In the same directory you edit the FREngine.INI file. In the [Engine- Activation] section, delete the value assigned to the SerialNumber parameter, after the equals sign. Run the ABBYY License Manager again and enable the new license, using the process described above. OfficeMaster 4 Administration 67

68 2 How to install OfficeMaster 2.9 OfficeMaster Sign card reader To handle bulk signatures, the digiseal server requires a chip card reader. Below you will find a description of how to install this type of chip card reader, using the SPR532 reader, supplied by the company SCM Microsystems, as an example. Note! It is necessary for you to install and test the SCM driver software directly on the server. You cannot use the remote desktop connection due to the card reader s limiting access restrictions. After you have successfully finished setting up the driver and the API, you must restart the computer before the card reader can be used. The program folder for the card reader contains these programs: Installation test: You can use the program to check whether the software has been installed correctly. Operating instructions: Information on checking the firmware used in accordance with the German digital signature law for producing a qualified electronic signature. You do not enter the PIN for the bulk digital signature card until you have set up the digiseal server (see OfficeMaster 4 Sign Manual). 68 OfficeMaster 4 Administration

69 How to Configure OfficeMaster 3

70 3 How to Configure OfficeMaster 3 How to Configure OfficeMaster To bring the OfficeMaster Messaging Server into operation you will need the functions provided by Messaging Server Configuration. This is a program that can be installed and used both on the server and on administrative workplaces. To open the Messaging Server Configuration program, select this menu option: Start > Program Files > OfficeMaster > Messaging Server Configuration You can call the Messaging Server Configuration program either from the menu or via the Quicklaunch bar (in the left-hand window pane). You will also usually find all the Quicklaunch entries in the Program menu. The Messaging Server Configuration program also has an Expert mode which you can use to bring the system into operation more quickly. As this mode is disabled in the standard system, you can only access the settings required for basic functions. Before you can configure the more complex functions, you must enable Expert mode by selecting options from the Tools menu. After you have started the program for the first time, set a configuration password in the Tools menu. This is because any user, no matter what their actual Windows permissions, can change any of the settings using the Messaging Server Configuration program. Table 3.1 gives an overview of the necessary (X) and optional (optional) configuration steps. The installation and configuration steps for Exchange, Lotus Notes and SAP are described in separate chapters because they involve different functionality. 70 OfficeMaster 4 Administration

71 3 How to Configure OfficeMaster OfficeMaster for Exchange Notes SAP SMTP Network settings (section 3.1) X X X X Communications hardware (OMCUMS, GMSMSM) (section 3.3) X X X X communication (SMTPTX, SMTPRX, MAILGW) (section 7.1) Optional Optional X X Connectors for Microsoft Exchange (Chapter 5) X Gateways for Lotus Notes (Chapter 6) - X - - Gateways for SAP (Chapter 8) - - X - Other gateways (FSPQ, FILEGW) (section 3.9) Optional Optional Optional Optional Printing (LPD, PRINTGW) (section 3.8 and section 3.9) Optional Optional Optional Optional Digital signature (SIGNDS, MAILSIGN) (OfficeMaster Sign Manual) Optional Optional Optional Optional Voice and telephone components (VOICE, STORE, MWMODEM, CTI) (section 3.5) X Optional - Optional Base and system components (CONV, Undeliverable, SPLIT, POLL) (section 3.7) X Optional Optional Optional Table 3.1: Configuration steps for OfficeMaster solutions OfficeMaster 4 Administration 71

72 3 How to Configure OfficeMaster 3.1 Network settings Windows Firewall The Messaging Server has been designed to be a multi-server installation whose components communicate with each other via TCP/ IP. However, in the standard system, the Windows Firewall prevents data from being exchanged by network programs via TCP / IP. Therefore, before you can run the Windows Firewall and the Office- Master Messaging Server together on the same computer, you must prevent individual OfficeMaster components or programs from being blocked by the Windows Firewall. You can configure these components or exceptions directly in the Windows Firewall under Start > Control Panel > Windows Firewall. In the Exceptions tab in the Windows Firewall dialog, click the Add Program... button to select a component s executable files and add them as an exception. Table 3.2 shows which programs, which belong to the Messaging Server, must be permitted to open TCP/IP ports if the Windows Firewall is switched on. In the standard installation you will find these program files in the %Program Files%\FFUMS\FMSRV\bin directory. Required functionality Program Normal operation Limited remote configuration (1) Complete remote configuration Client access fmsx2kgate X X fnotesvoice X fnotescom fmailgw X X fsmtprx (2) X fstoreinfo X funivoice X 72 OfficeMaster 4 Administration

73 3 How to Configure OfficeMaster Required functionality Program Normal operation Limited remote configuration (1) Complete remote configuration Client access ffilegw X fclientgw X ftapicti X fstore X X fvoice X X flpd fomcums fjcisdn X X X fcfg X X X fctrl X X X fsnfs X X fuid Table 3.2: Firewall settings for individual components (1) Limited remote configuration: cannot display log files or select stationery. (2) SMTPRX: only used to receive s via the Messaging Server, for example for receiving in SAP Systems or to run the gateway. After you have added these programs as exceptions for the Windows Firewall, you must restart the OfficeMaster Messaging Server Windows service Distributed/remote installation With the OfficeMaster Messaging Server s software you can distribute components throughout an IP subnet. Distributed components can involve not only software (components for the file interface or digital signature) but also hardware (OfficeMaster Gate). You can handle the main and subsidiary servers, and the purely configuration tool, separately in the installation process, as described in section 2.6. OfficeMaster 4 Administration 73

74 3 How to Configure OfficeMaster You can also distribute components and the remote administration functions outside the limits of the IP subnet. However, Ferrari electronic AG did not design the program with this approach in mind, and it is subject to a number of restrictions. Note! Due to the many problems that can occur if a distributed architecture is implemented for this purpose, Ferrari electronic AG cannot provide support for this approach. However, here are a few notes which should help answer some of the most important questions that arise in the context of distributing of Messaging Server components across a number of IP subnets. Routing In a distributed Messaging Server system, you must identify a Main server as well as one or more subsidiary servers. In this situation the system s base components run on the Main server and only individual remote components run on the sub-servers. The network connections can therefore be extended from the Main server in the direction of the sub-servers and vice versa. Connections can also be created between the Messaging Server and the Messaging Server Configuration program as well as between the Messaging Server and the OfficeMaster Gate. If the Messaging Server components are located in different IP subnets, you will need to establish a bidirectional connection to ensure IP routing from all participating subnets can be configured correctly in all the other participating subnets. Using OfficeMaster Gate as an example, this means it must be possible to send a ping both from the Messaging Server s Main server to OfficeMaster Gate and also from OfficeMaster Gate to the Main server. You can test the state of the OfficeMaster Gate s connection via Telnet by using it as the root. Gateways, tunnels and VPN Gateways are used to transfer messages between networks that use different communications protocols. The components that communicate with each other over these gateways should normally be completely unaware that the gateways exist. However, the network connections managed by the gateways are administered in internal tables. If data cannot be exchanged, it cannot be proved beyond doubt that this is due 74 OfficeMaster 4 Administration

75 3 How to Configure OfficeMaster to the connection failing or merely that it has not been ended correctly. For this reason, a connection that has not shown any activity for a predefined period of time is removed from the gateway s internal administration processes. Note! If Messaging Server components are linked with each other by a network connection via a gateway, but have not contacted each other for some time, the gateway may assume that the connection has been broken. And, vice versa, it is also possible that the Messaging Server s components cannot close down a connection correctly, because of an error, and therefore the gateway continues to assume that the connection is open. These problems are caused by the way in which the gateway operates, and cannot be fully resolved with any certainty. However, in some cases the effects can be minimised by using a suitable gateway configuration. Firewalls As firewalls have to manage information about their open connections in the same way as gateways, the statements made above, about gateways, also apply to firewalls. The main problem usually encountered with a firewall is caused by a configuration setting which prevents the Messaging Server s components from communicating with each other from the very start. You will need to know which IP port numbers are being used before you can prepare your firewall for the Messaging Server to run in a distributed system. Numbers 0 to have been made available for use as port numbers. If every program were to claim one specific port for itself, conflicts would quickly arise between programs that had the same port. This is because one port can only ever be used by one program at a time. Only particular, widely extended services such as HTTP and SMTP, which you explicitly wish unknown third parties to access, have what are known as Well Known Ports in the number range 0 to 1023 assigned to them. Other Registered Ports have numbers in the range 1024 to assigned to them. Programs to which neither a Well Known Port nor a Registered Port can be assigned use ports that are assigned dynamically by the operating system. These ports do not have a fixed number. This allows the operating system to select a free port for every request and therefore avoid OfficeMaster 4 Administration 75

76 3 How to Configure OfficeMaster conflicts. The number range used for these ports depends on which operating system is running, and is usually from 1024 to Ferrari Electronic AG has been assigned port number 3216 by the IANA (Internet Assigned Numbers Authority). This port, which has been given the number 3216, is used by the Messaging Server s controller component. All the other software components use dynamically assigned ports. Only OfficeMaster Gate can use fixed port numbers because the type and number of programs running on the gate do not change. You must enable the ports listed in Table 3.3 before the Messaging Server s components can communicate with each other. Although the ranges to be released may appear quite large they do not include the Well Known Ports that are often used for attacks. You should therefore configure the firewall in such a way that the named ports can only be shared between the computers that are running the Messaging Server components. Component A Component B Ports for A to B Ports for B to A Messaging Server's software component Messaging Server's software component Messaging Server's software component OfficeMaster Gate Broadcasts Table 3.3: Messaging Server ports Broadcast messages are only sent from the Messaging Server components to automatically search for OfficeMaster Gates both from the Messaging Server Configuration program and also from the gates. If Broadcast messages from a router, gateway, or firewall, are to be filtered out, this automatic search is not possible. In this case it is easier to set up OfficeMaster Gate manually. 76 OfficeMaster 4 Administration

77 3 How to Configure OfficeMaster Limiting which ports are used In distributed installations it is usually a good idea to limit the number of ports used by the Messaging Server. To do this, go to the Registry entry containing the OfficeMaster installation and click on HKLM/Software/ Ferrari/fmsrv/BaseCfg and fill the FMS_PORT_RANGE character string with the appropriate value. Enter the value as a string of numbers separated with a hyphen Note! The Registry path will be different if you perform the installation on a 64 bit system. In HKLM/software/Ferrari you will find the corresponding reference to the correct key in the Registry under the WARNING! character string. The ports listed in Table 3.4 are needed for Messaging Server communications. In the direction of OfficeMaster Gate (cannot be changed by a Registry entry!) Port Service 22 SSH 23 Telnet 1st and 2nd firmware 3215 snfs 3217 Job control for 1st D channel for each configured D channel, another port from Update for 1st and 2nd firmware Table 3.4: Ports for the Messaging Server In the direction of the MessagingServer (to match the specified port range) Any port can be used on any component because they are referenced dynamically. If you have pre-defined a port range, it is operated from the pool of available ports. OfficeMaster 4 Administration 77

78 3 How to Configure OfficeMaster 3.2 Working with the Messaging Server Configuration program User interface The Messaging Server Configuration interface is split into three parts. Menu bar (top): used to call particular options or components Toolbar (on the left): used to call particular options or components Main field: where you enter your settings Menu bar You can control the entire configuration program from the menu bar. Each of the sub-items listed here are static and therefore operate independently of the OfficeMaster license you have acquired. However, you can grey out or hide individual fields by making the necessary user restrictions or by deselecting Expert mode in Tools > System Settings > Expert mode. Toolbar The toolbar contains quicklinks that will help you select the Messaging Server, the user management, and general options, and create new components. You perform different actions in a separate field, depending on the current contents of the main field. Component status: Start, stop and restart the selected component Hide a particular type of component Sort components in the overview Modify the update speed of the overview Job status: Cancel or delete a job 78 OfficeMaster 4 Administration

79 3 How to Configure OfficeMaster Quick Start area The upper part of the quick start area is defined according to which license you are using. For example, if you have specified a Notes folder in an OfficeMaster for Notes installation, no Exchange folders are displayed. You can also access all the components listed here from the Menu bar by clicking Edit. Component status When you select the component status, an overview appears in the main field. This overview provides information about the components currently connected to the Messaging Server. stopped started halted processing a job has caused an error cannot be started/unknown status is not configured Job status The job status shows you an overview of which component is processing the current job. It also provides useful information, such as when a message is scheduled to be processed. License status An overview of which licenses have actually been implemented and used in the system is described in section 2.5. Log files Here you see an overview of all the log files created for the components used in the system. Press <F5> to update a particular folder or the loaded file. OfficeMaster 4 Administration 79

80 3 How to Configure OfficeMaster Job processing This overview illustrates the processing sequence for inbound and outbound fax, SMS, and voice messages. Important! Click Recalculate to use the routing set for the currently saved configuration. If you want to change the processing sequence by creating a new configuration, you can only update the routing by clicking this button or by restarting the OfficeMaster service Creating/deleting components You can create a new component in a number of different ways: 1. Menu bar: New 2. Tool bar: Settings > Component table > Create Component Figure 3.1: Messaging Server component table 3. Quick Start area: Component Type 4. Toolbar: Edit > Component Type If you select options 1. or 2. you launch a wizard that will help you install the component you require (see Figure 3.2). 80 OfficeMaster 4 Administration

81 3 How to Configure OfficeMaster Figure 3.2: Installing components If you select installation options 3 and 4 you must first decide whether you want to perform a normal, or a user-defined installation. Figure 3.3 shows the user-defined variant, which you must select if you have a distributed installation. The dialog shown below completes the installation. Figure 3.3: Base settings for a new component OfficeMaster 4 Administration 81

82 3 How to Configure OfficeMaster Configuring components When working with Messaging Server components you must clearly identify what is the actual configuration, and what are properties. Properties Properties include all the nonfunctional settings required to run the component: You can access them in a number of different ways: Select the component in the Component status overview, click the right-hand mouse button to select Properties Select the component you require from the table, then click Edit Figure 3.4: General settings for a component When you select the properties, the General Properties tab appears (see Figure 3.4). Status At this point you can control the selected component by clicking Start, Stop, Pause and Continue. Parameter You can also input an additional start parameter under Parameter. 82 OfficeMaster 4 Administration

83 3 How to Configure OfficeMaster In some constellations you may need to start components from an account that is not the system account. You can input this other account in the Logon tab. If the log outputs have to be modified for analysis purposes, the program opens the Extended tab (see Figure 3.5). Level This is where you set the log files to the appropriate Level. Stop delay Adjusts the component s reaction time to the starting and stopping of the Messaging Server service. Figure 3.5: Component debug settings Start attempts Enter the number of attempts made to restart the component if an error has occurred. Error time Period of time between the individual attempts to restart the component. OfficeMaster 4 Administration 83

84 3 How to Configure OfficeMaster Configuration To display a component s configuration you can either open the Messaging Server Configuration menu bar, by selecting the component type or selecting the Component status, then selecting the component by clicking the right-hand mouse button on Configuration Note! If several components of the same type are present, the configuration of the first component is always displayed. Before you change a configuration you must select the appropriate instance again (see Figure 3.6). Figure 3.6: Selecting the component to be configured The appropriate configuration steps are described in the corresponding chapters of this documentation set. 84 OfficeMaster 4 Administration

85 3 How to Configure OfficeMaster 3.3 ISDN controller The ISDN interface is addressed by the OMCUMS component. To configure the interface, open the Messaging Server Configuration program and then select the Edit > ISDN hardware/voip menu item. On the left side of the dialog (see Figure 3.7) under Name, you then see all the ISDN cards, virtual cards and OfficeMaster Gates that are already present and which were found by OMCUMS when it started. Figure 3.7: Hardware settings If your Messaging Server installation is to be distributed across several server computers, and these computers are also running an OMCUMStype component, the ISDN hardware available on these computers is also listed here. On the top right-hand corner of the dialog, select the controller to which the listed gates and cards have been assigned. Note! If you are using CAPI cards or OfficeMaster over IP, you will also require the JCISDN component. If OfficeMaster Gate is connected to a network you can add it to the Messaging Server as described in section 2.6. The available ISDN hardware is displayed in the left-hand dialog field. OfficeMaster Gate has the prefix omg followed by its serial number. Any CAPI cards that are found have capi as their prefix. If necessary, you can also assign a suitable name to the hardware you are using at a later point in time. This is a particularly good idea in a distributed installation. To do this, select OfficeMaster 4 Administration 85

86 3 How to Configure OfficeMaster the relevant hardware and press F2. The configuration displayed in the right-hand dialog field always refers to the hardware selected on the left. If the Use ISDN interface checkbox is enabled, you will be able to access the tabs for this configuration. Once you have completed the configuration, click OK to save the settings and transfer them to OMCUMS whilst the component is running. Note! Before you start an initial configuration, you should stop the OMCUMS component and not restart it until you have completed and transferred the configuration settings ISDN settings The ISDN tab is where you input the details of the ISDN connection to be used for fax, fixed network SMS and voice communications. Sender telephone number (OAD) Some PABXs require ISDN end devices to send them an Originator Address Digit (OAD) so they can identify them on the ISDN connection. The PABX uses this OAD to check permissions when setting up the call and also to evaluate charges if this functionality is enabled. If the PABX does not require an OAD you do not need to make any settings here. default number The OAD is normally the same as the ISDN connection s telephone number. For this purpose you can configure a default number on the Messaging Server for all your jobs. job-specific; Base number You can also input an OAD that is job-specific. However, this is only possible if the DID number configured for the Exchange, Notes or SAP user is present as an OAD in the send job. When the call is set up this number is passed to the PABX along with the configured Base number. As a result the PABX can assign every send job to an OAD or to an Exchange, Notes or SAP user no matter whether the send job is a fax or an SMS. If the send job does not have a job-specific OAD, the default number is used as the OAD. Note! You can only configure the use of job-specific OADs in Expert mode. 86 OfficeMaster 4 Administration

87 3 How to Configure OfficeMaster Number of channels to be used Total Use the Total parameter to specify how many ISDN connection channels are to be used by the Messaging Server. The Messaging Server normally uses all the available channels, in other words, two per ISDN Basic Rate Interface (S 0 ) and 30 per ISDN Primary Rate Interface (S 2M ), if it has the appropriate line licenses. You will need to enter different values if the ISDN connection is also to be used on a permanent basis by other ISDN hardware that is not available to the system. It can also be a good idea to input different values for a distributed license, for example, if only one channel is to be used on different ISDN connections. Transmission; Receipt You can also configure the number of channels for Transmission and Receipt for each ISDN connection to make best possible use of channel capacity. Send jobs can wait until a channel becomes free, but you should reserve a pair of channels for receiving messages. Example 1: 2 licensed lines (base license) 1 ISDN basic rate interface 2 channels in total, 1 channel for transmission, 2 channels for receipt Two channel licenses are therefore required for the selected hardware. In this situation, data can only be sent along one channel although it can be received by both. In this setting, one channel is blocked for receiving messages, although it can handle a wide range of outbound messages. Example: 2 licensed lines (base license) 2 ISDN basic rate interfaces BRI 1: 1 channel in total, 1 channel for transmission, 0 channels for receipt BRI 2: 1 channel total, 0 channels for transmission, 1 channel for receipt OfficeMaster 4 Administration 87

88 3 How to Configure OfficeMaster Messages are to be received and sent by different base rate interfaces. However, this involves so little data that a total of 2 channels is sufficient for all fax communications. Transmission Accessing an outside line You specify a number or character as the dial prefix that is used to connect to a specific exchange (usually 0). Here you can also specify the dial-in number of the telephony service provider that is to send faxes and SMS messages. for telephone numbers longer than So that internal fax numbers can be recognised automatically in the PABX, you can configure the for telephone numbers longer than parameter to suit the longest internal telephone number. As a result, faxes transmitted to internal extensions will not be sent via the exchange. No matter what settings are used for the dial prefix, you can use the number correction functionality to influence the telephone numbers involved in outbound conversations. This is necessary for international installations that have several locations where the ISDN connections of a Messaging Server system are distributed across a number of different countries. Another situation in which this functionality can be used is for the internal processing of transmissions, although the entire telephone number (including the local dialling code) has been entered as the recipient. To correct the telephone number, open the More Options tab and select and configure the appropriate country (only possible in Expert mode). Receipt DID number prefix The DID number prefix stands at the start of every telephone number, fax or SMS that is received, and every inbound voic . This means it is a component of every received telephone number and is involved in all the subsequent processing steps. For example, if you configure 0123 as the DID number prefix, it is added to the received telephone number 456 and therefore the Exchange, Notes or SAP user must have as their fax address. 88 OfficeMaster 4 Administration

89 3 How to Configure OfficeMaster Connection type Point-to-multipoint; Point-to-point There are two connection types: point-to-multipoint and point-to-point. While, in the case of point-to-multipoint, several ISDN devices (telephone 1, telephone 2, fax) can be connected, in a point-to-point connection, only one ISDN device, which is usually a sub-pabx, can be connected. Furthermore, a point-to-multipoint connection only has a limited number of recipient telephone numbers (usually between 3 and 10), which are known as Multiple Subscriber Numbers (MSNs), whereas a point-to-point connection has a complete range of extension numbers. Therefore, if you want to provide more than 10 users with their own direct DID number, you should use a point-to-point connection. OfficeMaster Gate can operate on both connection types. QSIG OfficeMaster Gate not only supports Euro ISDN or DSS1 as an ISDN protocol, but also QSIG. This is used in point-to-point connections by some PABXs. The documentation provided by third-party suppliers of ISDN hardware will provide details of the connection types supported by their hardware. This documentation will also include information about other settings and how to bring this hardware into operation. You can now configure how faxes and SMSses are to be received to suit the connection type you are using. non-msn-specific; MSN-specific In a point-to-multipoint connection, data can be received either on all the recipient telephone numbers provided by the connection (non-msnspecific) or only on selected recipient telephone numbers (MSN-specific). The latter option is preferable if other end devices also use this ISDN connection. In this case you enter the MSNs you require, separated by commas, semicolons or blank spaces. Base number In a point-to-point connection, the Base number reported by the PABX before the DID number is configured (usually blank unless a main connection is being used). Once this Base number has been received, the system can start receiving the DID number. To do this, it needs to know how long the expected DID number is, before it can start receiving the fax. OfficeMaster 4 Administration 89

90 3 How to Configure OfficeMaster Receipt after X DID numbers; receipt dependent on first DID number You can either set the length of the direct dialling number sequence with receipt after X DID numbers as a fixed length for all direct dialling numbers, or use receipt dependent on first DID number to set it dynamically for individual ranges of extension numbers Fax settings The Fax tab (see Figure 3.8) is where you define the parameters for fax communications. This is where you specify whether faxes can or cannot be sent via the ISDN connection. The Service selection (inbound) tab (see section 3.3.5) is where you specify that faxes are not to be received. Figure 3.8: Fax transmission settings Header row; CSID In the Header row field, specify the standard header row text (for example, the company name) for outbound fax messages. This header row text also includes the Caller Sending Identification (CSID). The CSID used here contains, in accordance with ITU norm T.30, the international telephone number of the telephone connection, i.e. the country code, the local dialling code and the telephone number. You can only use numbers, the plus sign, and blank spaces, in the Caller Sending Identification (CSID). You must enter the prefixes without the leading zero. 90 OfficeMaster 4 Administration

91 3 How to Configure OfficeMaster Example The central fax address / for Ferrari Electronic AG in the Federal Republic of Germany results in CSID In addition to the header row text, the fax protocol contains the Caller Sending Identification (CSID) for every fax (inbound and outbound), which also appears on the recipient s display and in the transfer protocol. The standard parameters configured for the header row and the CSID are only used if no job-specific settings are present, for example for the Exchange, Notes or SAP users. Recipient ID; Add recipient ID to Called Party Number If you want the recipient to receive a different Caller Sending Identification (CSID) when they receive a fax from when they send one, you can configure a special recipient ID in Expert mode. You can also add the Called Party Number to the Recipient ID. This has the effect that the destination that sends data to extension number 348 is also sent CSID , no matter whether this number is assigned to an Exchange, Notes or SAP user as a DID number. Do not send header row logo Select Do not send header row logo to hide the Ferrari electronic logo which usually appears in the header row of outbound faxes SMS settings If the current telephony service provider offers Fixed network SMS, you can also use OfficeMaster to send and receive SMS messages over a fixed network. You make the settings for sending SMS messages using fixed network SMS in the SMS tab (see Figure 3.9). Note! If SMS messages are to be sent by GSM cellular engine or by an Internet Service Provider, you must make the corresponding settings, described in section 3.4. Figure 3.9: Sending SMSses OfficeMaster 4 Administration 91

92 3 How to Configure OfficeMaster SMS Center In contrast to fax communications, in fixed network SMS, data is not sent directly between the sender and recipient but instead via the network provider s SMS Center. SMSses are transferred to the SMS center so they can be set out or received. The ISDN hardware therefore does not communicate with the person who is to receive the SMS but with the SMS Center whose number is configured on the SMS tab. In a fixed network, SMS messages can be received in two different ways: Call by SMS Center and receipt of SMS Info Alert from SMS Center (call and hang up), followed by return call by the OfficeMaster Card and receipt of SMS message To use the first method, you must make a few settings in the Service selection (inbound) tab. In Germany the first variant is offered by a number of providers including T-Com (Deutsche Telekom AG). To receive SMSses in a fixed network you must register the telephone number that is to receive messages from the SMS center as a fixed network SMS subscriber. You only need to register this number once. Otherwise the SMS center will not transfer the SMSses made to this telephone number as fixed network SMSses. Instead they will be sent to the telephone as text-to-speech messages. For T-Com the number 8888 is used to perform this registration for SMS. If the SMS contains the text ANMELD, the sending telephone number is enabled so it can receive fixed network SMSses. This results in requirements that the ISDN configuration must meet (see section 3.3.1). If you want every user to be able to receive SMS messages, their SMS DID number must be sent as an OAD to the PABX for each specific job. The entire telephone number must then be registered for fixed network SMS in the SMS center. For more information, go to In Austria, Telekom Austria offers HomeSMS as its Fixed network SMS variant. However, HomeSMS is not supported by every ISDN connection. HomeSMS does not work with: ISDN Basic Rate Interface with non-clip-enabled NT a/b (CLIP: Calling Line Identification Presentation) ISDN multiple connection 92 OfficeMaster 4 Administration

93 3 How to Configure OfficeMaster Serial connection, connection with a DID number An auxiliary switching unit Charged call blocking Connections with caller ID blocking enabled (e.g. secret numbers) Voice settings The Voice tab (see Figure 3.10) is where you configure all the hardwarespecific settings for voic and CTI. Figure 3.10: Voice Settings Permit outgoing Voice links Using the Permit outgoing Voice links option you can decide whether the ISDN connection can set up the telephone links required, for example, for the following functions: to repeat a previously received voic on an internal or external telephone, or to call internal or external subscribers for CTI Outbound. Exclusive B channels In addition you can use Exclusive B channels to specify the number of B channels or lines that are to be reserved for inbound and outbound voice connections. Although you can reserve voice connections for ISDN base connections that have a maximum of two lines, you should try not to do this because, on this scale, it is better to separate fax and voice transmission by using different ISDN base connections. Reservation has been implemented for ISDN primary multiplex connections with 30 lines that are used to send and receive faxes and voic s. In this situation, it may happen, for example, that voic s are no longer received, or telephone calls can OfficeMaster 4 Administration 93

94 3 How to Configure OfficeMaster no longer be made via ISDN if the level of fax traffic is too high. This would result in the caller (for voic ) or the user (for CTI outbound) being directly affected by the consequences of insufficient channel capacity because they would only hear the engaged tone. static; dynamic As voice connections must have priority, a certain number of the (30) licensed lines are reserved for inbound voic and outbound CTI. These lines can be reserved either statically or dynamically. Statically means that the configured number of channels is reserved for voice communications. Example If 20 of the 30 possible channels are reserved statically for voice traffic, a maximum of 10 channels will be used for fax and fixed network SMS, although currently only 12 of the 20 voice links are actually busy. If 20 voice connections are already present, no new voice connections are involved (Voic Inbound) and the caller hears the engaged tone. In addition, no further voice connections are created (CTI Outbound) although perhaps 6 of the 10 possible fax / SMS connections are still free. Example If 4 of the 30 possible channels are reserved dynamically for voice traffic, a maximum of 26 channels will be used for fax and fixed network SMS, if no channels are currently actually busy with voice connections. However, if voice connections are present, 4 further connections are always reserved for any voice connections that might be created. Once 20 voice connections have been set up, only 6 lines will be available for fax and fixed network SMS traffic. As a maximum of 30 connections are available for voice connections, no other calls (neither fax, SMS or voice) can be received Service selection (inbound) As inbound calls are handled either as a fax, a fixed network SMS, or as voic , OfficeMaster must immediately determine which of these unified messaging services is involved. It uses the Calling Party number, Redirecting Number and Called Party Number ISDN features to identify which service is being used. 94 OfficeMaster 4 Administration

95 3 How to Configure OfficeMaster Figure 3.11: Service selection Example (pre-configured) For fixed network SMS, this decision is made by using the caller s number (Calling Party number) in the ISDN protocol. If this is the number of a known SMS center, it means a fixed network SMS call is involved. If not, the call is handled as a fax or a voic . You can use the number of the redirection extension (Redirecting Number) as a reliable indicator of a voic . If this number is two to four digits long, it is probably an in-house extension that is sending calls to the voicebox. As the Redirecting Number is only reliably signaled on point-to-multipoint connections, the Called Party Number must be used to identify voic s on point-to-point connections. The system handles each call that is not identified as a fixed network SMS or voic as a fax. You assign numbers for the Unified Messaging service for each ISDN connection in the Service selection (inbound) tab. Here you configure what are known as filters, which are applied to the call numbers, in the pre-defined sequence, as they are received. If a call does not find a filter that applies to it, it will not be received. If no filters are present, all calls will be received as faxes. Note! Click the right-hand mouse button to open the context menu, in which you can define the default settings for the service selection. The individual default settings must be expanded so that they can handle voic . Filter As shown in Figure 3.11, the services are selected on the basis of a list of filters which are applied to the information in each call, one after the OfficeMaster 4 Administration 95

96 3 How to Configure OfficeMaster other. The simplest example of a filter is therefore the entire telephone number. For example, the T-Com SMS Center uses the Calling Party number = as the filter to identify inbound calls as fixed network SMS. However, you do not need to use the entire telephone number as a filter because you can also enter a filter by using regular expressions. Example The asterisk (*) applies the meaning to the preceding character as often as necessary. When applied to the telephone number mentioned above, the expression 0* , means the leading zero can occur as often as required. As a result all calls from , and are handled as fixed network SMSses. Depending on which PABX is involved, the caller s telephone number may be reported with an exchange line code (i.e ). For this reason, the configuration using an asterisk (*) is also the Messaging Server s default setting. (You can set this via the context menu). The filter you set is applied to the received call one after the other, starting with the first. Inbound calls are handled in accordance with the first suitable filter (First Match). You can click Up and Down to change the filter sequence. Identifying fixed network SMSses In the default settings, the calling telephone number (Calling Party number) is first checked to see whether it comes from one of the three fixed network SMS Centers operating in Germany. If it does, the call is received as a fixed network SMS. Identifying voic s Note! As the service selection for voic s is customer-specific, it cannot be present in any default settings. You must add this on site. Figure 3.12: Voic service 96 OfficeMaster 4 Administration

97 3 How to Configure OfficeMaster Information element; Filter; Service; Voice server; Voice Connector To identify voic s you can use either the Redirecting Number or the Called Party Number as the Information element. The selected information element is used if it matches the configured filter. For example, if you want all calls that have a three-digit Redirecting Number (=In-house telephone number of the redirecting extension) to be received as voice mails, you can use three full stops ( ) as the filter. However, the system still uses the Redirecting Number to process received transmissions that were assigned to a Unified Messaging service by their Redirecting Number. As a consequence, this is the Called Party Number of the received transmission. However if the Redirecting number is not available to a point-to-point connection, a separate range of extension numbers must be made available for voice traffic. Example All the calls in the extension numbers range from 300 to 350 are received as voic s if 3[0-5]0 has been configured as the filter for the Called Party Number. In both cases, a voice server (voice0) and a voice Connector (msx2kgate0 or notesvoice0) must also be configured. Once you have added the address filter for voice, use the Up and Down buttons to place it between the address filters for fixed network SMS and fax. Note! Settings made with Extended can only be used in IVR (Interactive Voice Response) systems without a PIN query. Identifying faxes At the end of the address filter, in other words, if no fixed network SMS or voic is involved, there should be a filter for the Called Party Number which receives all the remaining calls as faxes. OfficeMaster 4 Administration 97

98 3 How to Configure OfficeMaster Routing (outbound) In an installation with several ISDN connections, which can be distributed to a number of ISDN cards, send jobs are distributed to the available ISDN connections, depending on the volume of traffic. In larger installations where the ISDN cards in a Messaging Server system are distributed to different regional sites, there is often some doubt as to how the sending of calls via the individual sites or ISDN connections can be influenced. Figure 3.13: Routing In this case you should usually implement Outbound Routing for fax, SMS and voice as Least Cost Routing or as Location Based Routing. Least Cost Routing Send jobs are sent over the ISDN connection that involves the lowest transmission costs for the recipient. Example A company with sites in Berlin and Vienna has one Messaging Server system with one ISDN connection at each site. Now, you want faxes and SMSses from the company to recipients in the Federal Republic of Germany to be sent via the ISDN connection in Berlin, no matter whether the sender within the company is based in Berlin or Vienna. In the same way, you want faxes to be sent over the ISDN connection in Vienna when the recipients are based in Austria. In this case routing is performed on the basis of the Recipient address. Location Based Routing Since the liberalisation of the telephony market in Germany, Least Cost Routing is now only the cheapest option for international communica- 98 OfficeMaster 4 Administration

99 3 How to Configure OfficeMaster tions. The different ISDN connections on a Messaging Server within the Federal Republic of Germany are usually set to Location Based Routing, in other words, transmission costs are charged where they are incurred. Location Based Routing is also increasingly used for international communications. Example For the company in the example, which has sites in Berlin and Vienna, this means faxes are send from the sender s location no matter whether the recipient is in Germany or in Austria. Location Based Routing is based on the sender s address. Outbound Routing is therefore configured in Expert mode for each ISDN connection in the Routing (outbound) tab. To do this, create address filters, consisting of regular expressions, (see section 9.3) for each communications service (fax, SMS, voice). These address filters are based on the standardised recipient number and on the sender information provided by the sending Connector (SAPCONN, MSX2KGATE, NOTESCONN, etc.) in a routing string. Least Cost Routing Least Cost Routing is configured using the standardised recipient number. This usually means that blank spaces are removed from the number. Example If you send a fax to 0049 (3328) , you will get the standardised number 0049(3328) This number can be used for the address filter. However, as entering every possible recipient number as an address filter would involve far too much time and effort, you can use regular expressions to create variable numbers. Example You want one particular ISDN connection to process all the faxes in Germany. For this connection the recipient s address filter for faxes is set to If used in the example this would mean that the ISDN connection in Berlin can only send faxes within the Federal Republic of Germany and the Viennese ISDN connection can send faxes to any country, including Germany. To ensure that the ISDN connection in Vienna allows this, you must reconfigure the address filter for fax from.* to 0043.*. OfficeMaster 4 Administration 99

100 3 How to Configure OfficeMaster The result of this configuration would be that the Messaging Server only handles faxes to Germany and Austria. For this reason, it is often easier to use exclusion rules for Least Cost Routing. This means that the ISDN connection in Berlin is not permitted to send faxes to Austria and the ISDN connection in Vienna cannot send faxes to Germany. Faxes to other international recipients (France, Switzerland, USA, etc.) are distributed randomly by the Messaging Server. If you want to influence this, you must add the country codes of these countries to the fax address filter lists and therefore exclude them. To configure an exclusive address filter, simply insert a minus sign before the address filter (Figure 3.14). Figure 3.14: Address filter for Berlin (on left) and address filter for Vienna (on right) Table 3.5 gives an overview of possible configuration options. FAX recipient address filter for ISDN connection ISDN connection responsible for faxes in Germany (G) in Austria (A) to Germany to Austria to Switzerland to other countries.*.* G and A G and A G and A G and A 0049.*.* G and A A A A 0049.* 0043.* G A None None 0049.* 0043.*.* G and A A A A 0049.* 0041.* 0043.* G A G None * * G A Both Both * * * G A G Both Table 3.5: Configuration examples 100 OfficeMaster 4 Administration

101 3 How to Configure OfficeMaster Location Based Routing Location Based Routing is performed using information about the sender. In the simplest case, the sender information is the sender s fax, SMS or voice number. Configuring this routing therefore takes much less time and effort than setting up Least Cost Routing, because of the limited number of sender addresses involved (restricted address area ). The Connector sends this sender information as a routing string in a send job. This consists of three comma-separated tokens that are defined by the sending Connector. Routing string structure Connector Part 1: Component name Part 2: User info Part 3: Sender telephone number CTI e.g. cti0 <blank> Sender telephone number FILEGW Applicom (R / 3) e.g. filegw0 <LA-ID> SAP System and client <USERINFO> SAP user name FILEGW Applicom (Open-Xchange) e.g. filegw0 <blank> USERINFO FILEGW HP Scanner e.g. filegw0 <blank> User name FILEGW XEROX Scanner e.g. filegw0 <blank> User name FSPQ e.g. fspq0 ferrarifax-server- Pro user User's fax number User's CSID SAPCONN e.g. sapconnprd_100 <blank> Voice e.g. voice0 <blank> FSRV e.g. fsrv0 FSRV users Sender address from R/3 user master database Sender telephone number User's fax number User's CSID MSX2KFAXCON MSX2KSMSGATE e.g. msx2kfaxcon0 e.g. msx2ksmscon0 Table 3.6: Routing string structure OfficeMaster 4 Administration 101

102 3 How to Configure OfficeMaster The standard expressions entered as the sender s address filter usually only apply to the third part of the routing string, because the sender telephone number entered at this point is normally enough information. Example If the address filter for the sender is entered with the Berlin number , it will be used for every user that has this number. You can also use regular expressions here. Only Austrian senders are permitted to use the ISDN connection in Vienna with the sender address filter 0043.* and only German senders are permitted to use the Berlin ISDN connection with the sender address filter 0049.*. Although you could refine the sender details by entering * and * this is not usually necessary because only users in Berlin and Vienna can use the system. Note! Although recipient addresses are processed using the double zero (00) before the country code, this is not required for sender addresses. This is because the R /3 System transfers sender addresses in the form instead of and the Messaging Server simplifies the configuration process by not removing numerical characters. To ensure that sender addresses contain a doubled zero, you can view the sender and recipient details used by the Messaging Server to distribute jobs, in the Messaging Server Configuration program under View > Job status. If you want to use information from the first two parts of the routing string for sender-based routing (see Table 3.6), you must input the entire string including the commas as delimiters. If you enter the sender information * it therefore has the same meaning as.*,.*, * Imagine a scenario in which you do not only want send jobs to be distributed to the ISDN connections on the basis of their sender telephone number. In this case you could change the way in which send jobs are distributed from different SAPCONN Connectors to different ISDN connections so that fees are charged per connection. You would enter the sender s address filter as sapconnaustria,.*,.* in this situation. 102 OfficeMaster 4 Administration

103 3 How to Configure OfficeMaster Advanced Settings The configuration options in the Advanced Settings tab are designed for two specific purposes: to correct telephone numbers, to correct and redirect incorrect recipient numbers to set the log level that the Hotline uses in situations where support is required Telephone number correction Figure 3.15: Advanced Settings OfficeMaster Messaging Server can analyse the call number syntax of send jobs and correct the telephone number if required. Example If calls are intended for in-house subscribers, but the entire telephone number including the local dialling code and exchange number is transferred to OfficeMaster, it makes economic sense to calculate fees for correcting the telephone number within the PABX, and not over the public telephony network. The number correction procedure involves two functions which are performed for each ISDN connection or D channel: Automatic correction using a configuration table with country-specific telephone parameters Configurable substitution table for the first character of a telephone number OfficeMaster 4 Administration 103

104 3 How to Configure OfficeMaster Automatic correction adds or removes national and international network codes depending either on the site at which the D channel was configured or on which call numbers are present in the send jobs. In addition to managing the network codes, this procedure also corrects call numbers that have been entered incorrectly. Example If you want to send a fax job to +44 (132) over an ISDN connection which is located in the United Kingdom, the international network code (+44) is removed and the zero required to form the local code is added to the number. This results in If the ISDN connection is located in Austria, for example, only the plus sign of the international code is converted into a double zero to form recipient number If the number included the zero of the local code, i.e. 043 (132) , the call number correction function would take this into account and form the same, correct telephone numbers for both the situations described above. To activate the automatic correction function for an ISDN connection, go to the Advanced Settings tab (in Expert mode) and select the country in which the ISDN connection is located. You can also maintain a substitution table as an addition to the automatic correction function. This table then either replaces the first character of a telephone number with a different character or simply deletes it. You may need to do this: to transfer calls internally to an internal number even if the entire telephone number is entered ( <nothing>), to select a provider for calls to particular countries ( ): for Call by Call (3U ; if the Gateway supports this function) to cover other eventualities and gaps in the automatic correction process Click the Process rules button to create the configuration interface shown in Figure This settings only applies to the ISDN channel you have selected. You can edit, add and delete rules for inbound and outbound calls in various different ways. 104 OfficeMaster 4 Administration

105 3 How to Configure OfficeMaster Figure 3.16: Configuration interface Example The PABX at Ferrari electronic AG in Teltow (Germany) has the exchange number 455 and three-figure extensions. A fax or CTI call to the number would always be processed by the exchange even if number correction is active, even though it involves an internal subscriber with the extension number 200. However, the prefixes are stored without replacements in the substitution table so that OfficeMaster calls to this can be performed internally: As a result, in jobs whose telephone numbers start with the digits shown above, the specified character strings are removed and replaced with the values entered in Replace. The jobs in this example are therefore determined internally. Note!The substitution table can only be used if number correction is active. Debug level You can set different levels of log sensitivity. However, we strongly recommend you first discuss any changes you want to make to these settings with the Ferrari electronic AG Hotline Message Waiting Indicator The settings needed to enable and disable the Message Waiting Indicator via the ISDN interface are similar to those used to enable and disable it via an analog modem (see section 3.4.1). OfficeMaster 4 Administration 105

106 3 How to Configure OfficeMaster 3.4 SMS components OfficeMaster can send and receive SMS messages in three different ways: as a fixed network SMS via the existing ISDN connections (section 3.3.3) as an SMS via a serially connected cellular engine (section 3.4.1) as an SMS via an Internet Service Provider (section 3.4.2) OfficeMaster GSM cellular engine for SMS The Messaging Server s GSMSMS transmission/receipt component is responsible for sending and receiving SMS messages with a GSM cellular engine. A GSMSMS component uses its serial ports (COM ports) to communicate with one or more GSM cellular engines. If the cellular engine has been connected to different server hardware, because none of the COM ports on the main server were free (e.g. in the case of VM ware), the GSMSMS can be run as a remote installation on different servers. One Messaging Server system supports the operation of several GSM components. Creating GSMSMS components The standard installation of the Messaging server includes one GSMSMS component (usually gsmsms0). If no GSMSMS component is present, or if you want to add an additional one, you can use either the components table or the SMS via Cellular engine configuration dialog to do this. Click Create Component to set up a GSMSMS component. Note! If you want the GSMSMS to run on a subsidiary server, because that is where the cellular engine is connected to a COM port, enter the IP address or the resolved name of the subsidiary server as the host. 106 OfficeMaster 4 Administration

107 3 How to Configure OfficeMaster Configuring GSMSMS components To configure these components, click on the Settings > Additional Sender/Recipient > SMS via GSM cellular engine menu item. A GSMSMS component can run several cellular engines. In this situation, each cellular engine runs on its own COM port on the server. You can select the cellular engine you want to configure from the selection list at the bottom of the configuration (Figure 3.17). This selection list only appears if more than one cellular engine has been set up for this GSMSMS component. Click the appropriate button next to the selection list to add or remove a cellular engine. Figure 3.17: Selection list In Modem (Figure 3.18), input the default and connection information for the modem. Figure 3.18: Modem tab Control Connection GSMSMS must be told which serial (COM) Port each GSM cellular engine is connected to. Under Windows, the serial ports are addressed by COM1, COM2 etc. OfficeMaster 4 Administration 107

108 3 How to Configure OfficeMaster PIN In addition to the Connection, you must also input the PIN of the SIM card that the GSM SMS is to use to communicate with the cellular engine. If the GSM SMS uses the incorrect PIN for the authorisation check a number of times, the SIM card will be blocked. In this case, insert the SIM card in a mobile phone and enter the PUC code or the super PIN to unblock the card. Select network The mobile telephony network is pre-defined by the SIM card used here. However, in areas close to national borders, the cellular engine can switch automatically to a foreign service provider, if the home network is (temporarily) unavailable. As using foreign networks involves roaming charges, you can pre-define the mobile telephony network in the Select network drop-down menu. In this situation, a send job is reported to the sender as incorrect if the specified home network is not available. SMS Center The telephone number of the SMS Center is usually present on the SIM card when the card is supplied. If you want to use a different SMS Center to send SMS messages, simply enter its number here. This is a good idea for mobile telephony providers who operate several SMS centers with different transmission charges (e.g. one SMS center for private customers and one for business customers). Flash SMS ID The entry in the Flash SMS ID field tells the GSMSMS which SMS is to be sent as a Flash SMS. The mobile phone immediately displays a message when it receives a Flash SMS. If the start of the SMS you want to send matches the Flash SMS marker stored here, the message is sent as a Flash SMS. Received messages GSMSMS fetches the SMSses received by the cellular engine and they are then further processed in the Messaging Server. The number to which the message was sent is the criterion which decides whether or not the Messaging Server is to process the messages it receives any further. This number is pre-defined in the ISDN for SMSses that are received via fixed network SMS. However, the SMS messages received by GSMSMS do not have any telephone numbers that can be evaluated. 108 OfficeMaster 4 Administration

109 3 How to Configure OfficeMaster Default recipient To ensure that the Messaging Server can distribute all the messages it receives by GSM, you can configure a telephone number as the Default recipient. This number is assigned to all the received messages that do not contain recipient details. Base number The sender can add recipient details to the text of their SMS. These details must be at the beginning of the SMS, and start and end with a full stop. Example An SMS message has the contents.960. This is an SMS. The 960 is removed from the SMS text and interpreted as the recipient details. The pre-defined Base number is used as the prefix for the recipient details, so the Base number and recipient details are used as the telephone number and the message can undergo further processing. Note! The recipient details must not be entered as numbers in the SMS. To keep things simple, the letters assigned to the number are also interpreted as recipient details. For example, the recipient details for FERRARI could hide the telephone number Address filter for SMS If you want the Messaging Server to send SMS messages in various ways, for example, by GSM cellular engine, by ISDN (as fixed network SMS) and by Provider SMS, it is a good idea to set up a routing for SMS send jobs. You do this in the Routing (outbound) tab, in the Address filter for SMS. Recipient / Sender In the least complicated case, you can input the entire telephone number of the Sender and the Recipient as the address filter. However, to simplify matters, you can also use regular expressions (see the OfficeMaster 4 Integration Manual) to configure the address filter. When you select which SMS service is to be used, the first match principle applies: the first GSM cellular engine, whose first ISDN connection or the SMS provider, whose SMS address filter matches the sender and recipient numbers in the send job, is the one used to send the message. OfficeMaster 4 Administration 109

110 3 How to Configure OfficeMaster Note! If you only want to send SMS messages via GSMSMS and not via ISDN (OMCUMS), it is usually easier to disable the sending of SMS messages on those ISDN connections (section 3.3.1) OfficeMaster SMS via Service Provider The Messaging Server s PROVIDERSMS send/receive component is responsible for sending and receiving SMS messages via an Internet Service Provider (ISP). It uses the Hyper Text Transfer Protocol (HTTP) to communicate over the network with the corresponding SMS provider. The connection to Whatever Mobile is pre-configured in this component. Note! You will need a Whatever Mobile account for this! To apply for this type of account, simply call +49 (0) or send an to [email protected] and mention that you want to use Ferrari electronic AG s OfficeMaster for SMS over IP. Setting up a PROVIDERSMS component If no PROVIDERSMS component is currently present, you can add one to the Component table. To open the Component table, click the Edit button (see Figure 3.19). Figure 3.19: Component table 110 OfficeMaster 4 Administration

111 3 How to Configure OfficeMaster Create Component Click on Create Component to set up a PROVIDERSMS component. As the Component type, select SMS via Provider (PROVIDERSMS). Name (user-defined mode) The prefix of the name providersms is fixed when you select the Component type. You can extend it, for example, to providersms0. Host (user-defined mode) If you want PROVIDERSMS to set up the connection with the ISP from a subsidiary server, enter the IP address or the resolved name of the subsidiary server as the Host. Configuring the PROVIDERSMS component To configure this component, select Settings > Additional Sender/ Recipient > SMS via Internet Service Provider. In the left-hand part of the dialog, you see which PROVIDERSMS components are already present in the Messaging Server (usually provider sms0, see Figure 3.20). Figure 3.20: Settings for configuring PROVIDERSMS OfficeMaster 4 Administration 111

112 3 How to Configure OfficeMaster Connection settings Connection settings is where you input all the user data for the selected Internet Service Provider. URL/ User name / Password The path for sending and receiving SMS via Whatever Mobile has already been set up, so you only need to enter your personal login data. Sender Outbound SMS messages are provided with a sender telephone number. Default address You can input a Default address for any sender who has not already been configured. Edit rules You can also change the sender address by clicking the Edit rules button. You may need to do this if, for example, you want to send bulk messages but, for editing reasons, want to use a different reply address from the telephone number used to send the message. Extended You will only need these extended settings in special cases. Local port The port specified here, Port 7010, is the one used to receive SMS messages. This is easily changed if it causes conflicts with the local installation. Field value assignments The default settings for the Field value assignments match the field assignments made for Whatever Mobile. However, if you want to use a different provider, you may need to change these field value assignments. Ask your chosen provider which changes are required here. Routing (outbound) If you want the Messaging Server to send SMS messages in different ways, the first match principle described in section applies to the SMS address filter for the three methods you can use to send SMS messages (ISDN, GSM, Provider). 112 OfficeMaster 4 Administration

113 3 How to Configure OfficeMaster 3.5 Voice Server In addition to, and independent of, its fax and SMS functionality, the OfficeMaster s base license includes voic and CTI functions. The voic function provides users with an answering machine. Calls received when the user is absent are handled by OfficeMaster and delivered to the recipient s voic box. The Messaging Server s voice server is responsible for this. It can easily be integrated in different Voice Gateways in different Mail servers. Environment/Groupware Voice gateway Mail Server Microsoft Exchange IBM Lotus Notes/Domino SMTP Mail Server OfficeMaster stand-alone MSX2KGATE (5.3.3) NOTESVOICE (6.3.6) UNIVOICE (7.5) Microsoft Exchange IBM Lotus Domino 8, 7, 6, R5 OfficeMaster Storage Server Cyrus IMAP Server, Netline Open- Xchange, Novell GroupWise Table 3.7: Voice Gateways OMCUMS assigns a voice server and a voice Connector to these calls so they can be handled as voic s. To do this it uses the Service selection configured for each ISDN connection. Note! Older products, such as the ferrarifax-duo card and the OfficeMaster Card before Firmware / UserFS-version 0.92 do not support voic ! Once you have set up the connection to the card, go to Expert mode in the Messaging Server Configuration and click on Tools > OfficeMaster Card > Firmware-Update. Then click the appropriate button in the Toolbar to query the firmware version of the currently installed OfficeMaster Card. A voice tree defines how the voice server handles the calls. For example, it can repeat recorded messages, accept and query calls. The voice tree is stored on the server in the %Program Files%\FFUMS\FMSRV\data\ voice directory and can be viewed using the Windows File Explorer or with the voice project editor. You will find more details about the voice tree and the voice project editor in the OfficeMaster 4 Integration Manual, Chapter 5. OfficeMaster 4 Administration 113

114 3 How to Configure OfficeMaster To configure the voice server, go to Expert mode in the Messaging Server Configuration program and select the Settings > Additional CTI / Voice components > Voice server menu option. In the left-hand part of the dialog, select the voice server you require, and then configure it in the right-hand part. Figure 3.21: Settings for configuring Voice Server1 Cut off recording; delay recording After the caller has left a message, the telephone call is ended when they replace the receiver. Because some telephones still generate loud noises when the receiver is replaced, the voice server can cut off the recording. The voice server can also delay the recording. Both these entries are in milliseconds. MP3 converter (Lame) The default setting is for all voic s to be sent to the user in WAV format. However, because WAV audio format uses a lot of memory, in comparison to MP3, you can use an external converter to convert received voic s into MP3 format before you send them on. The MP3 format requires only a tenth of the memory to save the same audio data as a WAV file with the same content. Note! Ferrari electronic recommends you use the LAME (freeware) program as the converter. 114 OfficeMaster 4 Administration

115 3 How to Configure OfficeMaster Before you can do this, you must specify the path and the executable file of the LAME installation on the server, together with the command line parameters that enable the conversion of WAV to MP3 and MP3 to WAV formats (for remote pickup). The path used to call the conversion is: C:\Lame3.97\lame %s %s (from WAV to MP3) C:\Lame3.97\lame --decode %s %s (from MP3 to WAV) The voice server replaces the placeholder %s with the file names for the original and target files when it runs the conversion. You can also use a different converter instead of Lame as long as it can be addressed by the voice server using command line parameters. Access permission You can reference the caller telephone number (Calling Party number) or the PIN code for use as an authorisation check for remote pickup for each voicebox. The standard system allows for both options, in other words, a caller can pick up their call remotely if they either call from a telephone that has an authorised telephone number or enter their PIN code. Alternatively, you can reduce the authorization check centrally on the voice server to one of these two features so that a caller can only remotely query their voicebox if they call from an authorised telephone number or know their PIN. You can also enable or disable the acceptance of blank PIN codes. OfficeMaster 4 Administration 115

116 3 How to Configure OfficeMaster 3.6 Computer Telephone Integration (CTI) OfficeMaster provides a range of CTI servers that allow you to integrate telephony functions on your PC workstation. These servers communicate with the PABX either over an existing ISDN connection or via the corresponding Telephony Service Provider. The range of functions provided depends on which PABX interface is being used. Each interface therefore has its own CTI component which can be used as specified in your OfficeMaster license. Computer Telephone Integration recognises two different types of call: CTI-inbound signals the arrival of inbound calls to your PC workstation and can be used to design a more efficient workflow. CTI outbound provides help with dialling, so that calls can be initiated from your PC workstation at the click of a mouse button. Important! Even if you only want to use the functions of CTI outbound, Ferrari electronic AG strongly recommends you use the 3rd Party TAPI solution because this fits best into the integration plans of various PABX manufacturers and therefore offers the most comprehensive range of functions. You may need additional special TAPI licenses for both the PABX and OfficeMaster before you can implement 3rd Party TAPI. OfficeMaster Flex, OfficeMaster s CTI workstation software, enables users to use CTI functionality. No matter which interface you select for the PABX (and therefore the one used for the Messaging Server s CTI server component), OfficeMaster Flex will need user-specific data for each CTI user. This data is usually already maintained centrally in a directory service (such as the Active Directory) or in a global address List (as in Lotus Notes). To prevent you having to maintain this user data twice, the Messaging Server has a number of different components that will help you determine which user information is required. These components are referred to below as the Userinfo server. The next table, Table 3.8, provides an overview of which Userinfo server can be used for which user data. 116 OfficeMaster 4 Administration

117 3 How to Configure OfficeMaster OfficeMaster 4 for Exchange Userinfo server- component in the Messaging Server MSX2KGATE Maintaining User Data Active Directory with Microsoft Exchange for Notes for SMTP NOTESCONN MAILGW STOREINFO Lotus Notes Domino Directory with IBM Lotus Domino 8, 7, 6, R5 LDAP-capable directory service or own user of the Office Master Mail Gateway own user of the Office Master Store server Table 3.8: Userinfo server OfficeMaster Flex acts as a CTI client to provide CTI functions (triggering transfer jobs, signaling the arrival of telephone calls) at the workstation. OfficeMaster Flex provides a CTI Add-In for Outlook which looks for telephone numbers, if necessary in the personal Outlook contacts, and then resolves the name of the caller. To operate OfficeMaster Flex you need both the name of the CTI server and the Userinfo server that is to be used. You must store both these pieces of information in the Messaging Server in a configuration set, which must then be selected at your PC workstation when you perform the basic OfficeMaster Flex configuration. You will find more details about how to set up and use OfficeMaster Flex in the OfficeMaster 4 Workstation Manual. Although voic s are usually received by in Outlook or Notes, the CTI function is used for the OfficeMaster Flex workstation program. To start using OfficeMaster Flex, select the combination of Voice Gateway/Userinfo Server you require which is stored on the Messaging Server in a Configuration Set. OfficeMaster 4 Administration 117

118 3 How to Configure OfficeMaster 3.7 Central converter (CONV) One of the most important functions of OfficeMaster 4 is the central conversion of fax documents on the server, performed by the OfficeMaster installation. This functionality converts the documents you want to send into a faxable graphic format when it is called, for example, by third-party software such as Microsoft Word or Adobe Acrobat Reader. The central converter is one of OfficeMaster Messaging Server s components. We recommend you start this component under a service account with administration rights in your system. Note! You must start the programs you want to use in the conversion once with the account used to run the component and disable all the dialogs (e.g. initial query) and automatic updates. However, for some document formats CONV must use external conversion programs. It uses two different techniques here: via OLE: CONV uses OLE (Object Linking and Embedding) to output the document on the server running the external converter to the ferrarifax32 Windows printer and convert it into a graphic. via the command line: CONV starts the converter and passes the name and storage location of the files that are to be converted as command line parameters. The ferrarifax32 Windows printer is not involved in the conversion process. These converters are currently supported: Converter File format Conversion type Adobe Acrobat Reader PDF OLE AFPL GhostScript PDF, PS Command Line Lotus Notes NTF, NSF OLE Lotus Smart Suite Lotus 1-2-3, WordPro, Freelance OLE Microsoft Excel XLS, XLSX OLE 118 OfficeMaster 4 Administration

119 3 How to Configure OfficeMaster Converter File format Conversion type Microsoft Powerpoint PPT, PPTX OLE Microsoft Word DOC, DOCX, RTF, HTM, HTML OLE QuickViewPlus GIF, TIF OLE Table 3.9: Conversion type Before you can start using OLE conversion, the required converter software and the ferrarifax32 printer must be installed on the server. You can then configure CONV by selecting the menu path Settings > Converter. Figure 3.22: OLE conversion Note! If you input the IrfanViewer as the file for QuickViewPlus, the DLL uses its file name to identify it and modify the addressing (cmdline) accordingly (see Figure 3.23). OfficeMaster 4 Administration 119

120 3 How to Configure OfficeMaster Figure 3.23: IrfanViewer converter The rules are input in the user-defined OLE conversion. Example: GIF is converted to DCX TIF is converted to DCX Converter as service Figure 3.24: User-defined OLE conversion When you install OfficeMaster 4, the installation includes two OfficeMaster services. These are the OfficeMaster Messaging Server and the OfficeMaster Converter (see Figure 3.25). The OfficeMaster Converter service is controlled by the Messaging Server (the details are handled by the CTRL component) and must not be changed when you manage or use the server s services. 120 OfficeMaster 4 Administration

121 3 How to Configure OfficeMaster Figure 3.25: The two services provided by OfficeMaster If you want to start and address the converter as a separate service, input the service account you want to use in the Messaging Server Configuration program under Converter Component Properties and select Start As Service (Figure 3.26). Figure 3.26: Properties of the CONV component OfficeMaster 4 Administration 121

122 3 How to Configure OfficeMaster 3.8 Autoprint for received faxes (PRINTGW) The Messaging Server uses the PRINTGW gateway component to output received faxes automatically to the network printer. You can assign receiving telephone numbers to this component in the same way as for any other Messaging Server gateway. PRINTGW can also be used by other Messaging Server components, like SAPCONN and Undeliverable (UNDLVRBL), to print out documents. You configure this component in Expert mode in the Quick Launch Toolbar under Printing/OCR > Automatic print. Figure 3.27: Setting up a print gateway Note! When the system is supplied, it already includes a PRINTGW component. You can therefore configure this component immediately. If you want to delete this component or add another one, use the components table or click the New... button to generate a new component. Select Print Gateway (PRINT) as the Component type. You can select any name you want as the component name, apart from the prefix, which must be printgw. Most Messaging Server components are numbered in sequence (for example, printgw0, printgw1, etc.). 122 OfficeMaster 4 Administration

123 3 How to Configure OfficeMaster If received faxes are to be printed on several in-house printers, you can also assign them meaningful names such as printgwsales or printgwfinacc, if each PRINTGW is only to supply one printer. The Host is usually the Main server s IP address or expanded name. New.../Edit/Delete Click these menu items to add a new printer, and edit and delete an existing printer. Figure 3.28: Printer Printer If you start PRINTGW in Component Status in Messaging Server Configuration program, it first searches for all the available printers in the network (e.g. all the printers in the Windows domain). You can then assign one of these printers to the PRINTGW component you require. Alternatively, you can input the printer name manually as \\SERVERNAME\ PRINTERNAME. Paper tray When the PRINTGW printer search function finds a printer, you might also be given the option of selecting the paper tray. Fax address filter The Fax address filter refers to the fax number (Calling Party number) of the inbound faxes. This filter is stored as a list of regular expressions (see also OfficeMaster 4 Integration Manual). The simplest example of a regular expression is a complete number. OfficeMaster 4 Administration 123

124 3 How to Configure OfficeMaster Example: If faxes are to be printed automatically for the numbers 349, 342 and 348 input these one after the other in this list: If you use the regular expression 34[928] you can express these three numbers in one line. Status printer/printer name If the PRINTGW is to print out sent faxes, but the address filter does not allow faxes to be assigned to a configured printer, this printer is selected to output status messages. Print status line The PRINTGW can summarise all the most important information into one row on each document. Suppressing the printer search on startup Use this option to disable the search for printers to reduce the amount of time required to start the PRINTGW. 124 OfficeMaster 4 Administration

125 3 How to Configure OfficeMaster 3.9 Integrating print jobs in third-party software (LPD) Sending documents as faxes or attachments The benefits of using OfficeMaster are most clearly shown when you need to send business documents such as offers, purchase orders, reminders, etc. The easiest way of integration its functionality into your existing commercial ERP software (e.g. Axapta, cd2000, Infor, Navision, proalpha, sage KHK, SAP Business One, Varial) is by using the print function. Your business documents are transferred to OfficeMaster, provided with a digital signature if required, and then sent as a fax or an PDF attachment. After the document has been sent successfully, the ERP user receives the status notification by in their Inbox (Microsoft Outlook, Lotus Notes). The OfficeMaster Messaging Server s LPD Gateway (where LPD stands for Line Printer Daemon) handles the request to create a print job, receives the data to be printed, creates the required send job, and therefore also defines how the print output is to be processed further in the system. Print data includes the document and any other information that is to be sent, such as the name of the printed file and the network name of the user who printed it. This name is used to assign each transmission to a particular user so that they can be sent a status notification. OfficeMaster takes the information required to send the document, such as the telephone number of the fax connection, the recipient s address, the time sent, etc., directly from the document itself. To ensure this happens correctly, this information must be specified in a number of commands that are embedded in the document in the ERP system. These commands are known as +commands because of their syntax (see Whitepaper +commands). Table 3.10 shows the individual processing steps that a document passes through when it is sent with OfficeMaster. OfficeMaster 4 Administration 125

126 3 How to Configure OfficeMaster OfficeMaster Messaging Server - - LPD CONV NOTESCONN, MAILGW, FILEGW or FSRV Description ERP client on the user workstation or ERP server Printer with printer spooler and IP address & printer queue configured for OfficeMaster Line Printer Daemon Converter with an internal PCL converter and/or AFPL GhostScript Gateway for Notes, Mail Gateway, file interface or FSRV-Server Processing step Prints the document using the embedded +commands on the printer set up for OfficeMaster. Converts the printed document into a print format (PCL, PDF, PS or text) and sends it via LPR to OfficeMaster's IP address Receives the document along with other print data (sender and file name) and defines the other processing steps from the printer queue used by the printer Converts the document from the print format to a graphics format (for fax) or to PDF format (for ) and, in doing so, extracts the +commands contained in the document Uses the LPD sender name to assign the document to a specific gateway user, and creates the send job with user-specific parameters (such as its own Caller Sending Identification (CSID)) SIGNDS (Optional) OMCUMS (for fax) SMTPTX (for ) Signature server connection to digiseal Server ISDN hardware addressing Mail sender (If specified) provides the document with a digital signature Sends the document as a fax using the pre-configured ISDN hardware Sends the document as a PDF/ attachment via SMTP NOTESCONN, MAILGW, FILEGW or FSRV Gateway for Notes, Mail Gateway, file interface or FSRV-Server Sends the Gateway user a status notification (NOTESCONN by Notes Mail, MAILGW by , FILEGW as a file, FSRV via ferrarifax user software) Table 3.10: Document transmission The procedure used to integrate with an ERP system using LPD is actually very complicated, and requires a number of specific settings that must be made once in the ERP system, the system, and in some of the OfficeMaster Messaging Server s components. You will find an overview of the mandatory and optional configuration steps in Table OfficeMaster 4 Administration

127 3 How to Configure OfficeMaster OfficeMaster Gateway Configuration step Section SMTP Notes for Microsoft Exchange Set up GhostScript as a converter for postscript X X X Set up transmission X X X Ad and configure an LPD Gateway X X X MS Exchange (MSX2KGATE) X IBM Lotus Notes/Domino (NOTESCONN) X - Mail Gateway (MAILGW) X - - File Gateway (FILEGW) Optional Optional Optional FSRV-Server (FSRV) X - - Send data with LPR commands X X X Set up Windows printer for LPD X X X ERP system X X X Table 3.11: Configuration steps Setting up GhostScript as a converter OfficeMaster Messaging Server can convert various print formats into graphics (for faxes) or PDF files (for ). To do this OfficeMaster uses internal and external converters, which you may need to install. OfficeMaster 4 Administration 127

128 3 How to Configure OfficeMaster Print format Postscript (PS) Converter AFPL GhostScript Benefits of this format or this converter Generates searchable PDF files (if no letterhead is used) Interprets embedded +commands in almost any font Freeware for free download Printer Common Language (PCL) Internal JetPCL converter* Removes +commands from the document when it converts it Text (primarily for connecting to host systems) Internal text converter Removes +commands from the document when it converts it * not for OfficeMaster 10/25: limited number of users Table 3.12: Converter for print formats Since many business documents contain graphics and other formatting, such as bold and italic type, PS or PCL are used as print formats in the majority of cases. Note! User-limited versions of OfficeMaster 10 and OfficeMaster 25 do not have the PCL converter. You must use AFPL GhostScript for the conversion. You can download AFPL GhostScript for free from edu/~ghost/. Click on the top entry in the list of Ghostscript releases (currently GPL Ghostscript 9.02 released to download the Windows installation package. After you have installed this, you must store GhostScript as the converter in the Messaging Server Configuration program (see section 3.2) Setting up transmission If you want to send business documents by as PDF attachments, an instance of the SMTPTX sender must be set up on Office- Master Messaging Server. You will find a detailed description of how to configure this in section OfficeMaster 4 Administration

129 3 How to Configure OfficeMaster Adding and configuring an LPD gateway To configure the LPD gateway, select Settings > Additional Gateways > Line Printer Daemon in Expert mode in the Messaging Server Configuration program. In the left-hand dialog field you see all the LPD gateways that are currently present in the Messaging Server system. In the standard system, this is the lpd0 gateway. If you want to perform an update installation, you must register the LPD gateway manually in the existing configuration even though this gateway has already been installed. If lpd0 is not present, you must first set it up by clicking Create Component in the Component table. Figure 3.29: Setting up the Component table You should, for example, call the LPD gateway lpd0. As Host, select the IP address or the resolved name of the server on which the LPD gateway is to run (usually the Main server). Following that, accept the new settings. The system updates the display. Figure 3.30: lpd0 settings OfficeMaster 4 Administration 129

130 3 How to Configure OfficeMaster The LPD gateway s default settings are suitable for most installations. You only need to change them in the following cases (sorted by how often they may occur): 1. OfficeMaster 10 or OfficeMaster 25 do not have a PCL converter (modify this parameter: File format). 2. LPD send jobs are not to be processed by the FSRV-Server (FSRV), but by a different gateway, such as the Fax Connector for Exchange (MSX2KGATE), the FAX gateway for Notes (NOTES- CONN), the Mail gateway (MAILGW) or the File gateway (FILEGW) instead. You may need to specify this if you also want OfficeMaster to send commercial documents as s, because the FSRV- Server only supports fax transmissions (modify the Gateway components parameter). 3. If the LPD gateway is to receive jobs either on a different port, or only to particular IP addresses (modify the relevant parameter: Port, Interface, Edit messages from). In the last case, you must modify the parameters under the Network settings. In cases 1 to 3, you must either modify the rules input under Printer queue or add new rules. Network settings Port The default setting is for the LPD gateway to receive data streams on Port 515 (the Well Known Port). However, if this Port is not available on the server e.g. because of a firewall or another LPD server, you can assign the LPD gateway to a different Port. In this case the applications used to print data with LPD/LPR must also send their data streams to the new Port. Interface In the same way as for port settings, you can specify the IP address as the Interface. The LPD gateway will then wait for inbound data streams on this address. This is especially useful if you are running servers with several network cards and router functions and you want the LPD gateway to accept data streams from only one specific network segment. The LPD gateway uses the default setting to connect to each 130 OfficeMaster 4 Administration

131 3 How to Configure OfficeMaster Interface, or to all IP addresses, and accepts send jobs from all network segments. Figure 3.31: LPD gateway interface Process messages from Under Process messages from you can use regular expressions (see section 9.3) to input a list of IP addresses that are permitted to send data to the LPD gateway. The default setting (.*.*) means the LPD gateway accepts data streams from every IP address. Printer queues The printer queue the sender selects for the send job defines how the Messaging Server processes the data streams it receives. By default, every send job is processed in the same way, no matter which printer queue is specified. Note! The person who wants to print a particular document specifies which printer queue is to be used. The name.* entered in the standard system should only be changed if you want send jobs to undergo further processing by different Messaging Server gateways, for example, faxes to be processed by FSRV, and s by FILEGW. The LPD gateway must be able to identify each printer queue. To do this you enter a specific rule for each printer queue. OfficeMaster 4 Administration 131

132 3 How to Configure OfficeMaster Name You can enter a Name for the printer queue, either in plain text or as a regular expression (see section 9.3). In the standard system, send jobs to all the printer queues (.*.*) are processed in the same way. You should only configure the Name if a number of different rules have been entered to specify that jobs are to be processed in different ways by the various different queues. Gateway components After the LPD gateway has received a send job, it sends it to the gateway component configured for that particular printer queue. The gateway component checks the job ( is the sender authorised to send documents? ), sets user-specific send parameters ( should the job be signed? ) and, once the job has been sent, ensures that the sender receives a status report. Depending on which type of OfficeMaster license you have, you can, or must, use the following gateway components. Gateway components Transmission types supported by LPD OfficeMaster Gateway SMTP Notes Exchange Connector for Exchange (MSX2KGATE) Gateway for Notes (NOTESCONN) Fax - - X Fax and - X - Mail Gateway (MAILGW) Fax and X - - File Gateway (FILEGW) Fax and Optional Optional Optional FSRV-Server (FSRV) Fax X - - Table 3.13: Gateway components that vary according to environment File format As the File format that is to be received by the LPD gateway and converted by the Messaging Server cannot be defined automatically, you must configure it for every individual printer queue rule. 132 OfficeMaster 4 Administration

133 3 How to Configure OfficeMaster These File formats can be converted by the OfficeMaster Messaging Server: PCL (Printer Common Language), PDF (Portable Document Format), PS (Postscript) TXT (ASCII text). OfficeMaster Messaging Server running in Windows environments has its own converter for converting TXT and PCL files into graphics (for fax) or PDF (for ). Note! The PCL converter is included in the user-free version of Office- Master, so therefore customers using OfficeMaster 10 or OfficeMaster 25 must use PS conversion. To do this, they must download AFPL Ghost- Script and install and configure it on their server. At first glance, using AFPL GhostScript might not appear to be a benefit because of the additional time and effort required to install it. However, its PS conversion function does allow you to create searchable PDF documents (for !). If you use the PCL converter the printed document is inserted in the PDF file as a bitmap Gateway for Microsoft Exchange (MSX2KGATE) The LPD send job is assigned to the fax Connector for Exchange (MSX2KGATE). MSX2KGATE identifies the job as an LPD send job and checks the user-specific parameters in the Active Directory. MSX2KGATE then triggers the process to send the document. To identify the Active Directory user it uses either the LPD user logon name received from the LPD gateway or the user name (U parameter) listed in the document s +command. This name is compared with the user s FAX addresses, which are stored in the Active Directory. Every Active Directory user can be assigned several FAX addresses, for example, one fax address for receiving faxes or a fax-pin and one fax address for assigning LPD send jobs. OfficeMaster 4 Administration 133

134 3 How to Configure OfficeMaster Figure 3.32: addresses for using a shared Inbox for fax Example If the document contains the number>@@ the document is assigned to the Active Directory user whose fax address in Exchange matches the logon name (LPD user) received when the fax is printed. If the LPD user s logon name cannot be found to assign the correct user because, for example, the printing process is always triggered by an automatic server task under the same logon name, the name of the relevant Active Directory user can be transferred in the +command with the help of the U number>;u<ad user>@@. Note! As the MSX2KGATE server is only programmed to process faxes and SMS messages, you can only send LPD send jobs that have msx2kgate0 as their Gateway component as fax messages and not as attachments. To send s you can use the File Gateway (FILEGW) as the gateway component. 134 OfficeMaster 4 Administration

135 3 How to Configure OfficeMaster Gateway for Notes (NOTESCONN) Print or send jobs that are passed on to NOTESCONN from the LPD gateway are assigned to a Notes user in the Domino Directory. To do this, NOTESCONN uses either the LPD name it received as the sender name when the document was printed, or the name that appears as the U parameter in the embedded +command. As soon as the U parameter contains a name, the system searches for this name. Example without a U parameter The user has logged onto the computer network with the user account SMITH and wants to print a quotation in the ERP system that contains the following The LPD gateway receives the quotation with the user information SMITH and passes it on to NOTESCONN as a send job. NOTESCONN then searches the Domino Directory to find a Person document for SMITH and checks the user-specific data to see whether SMITH is permitted to send data, which Caller Sending Identification (CSID) is therefore to be sent to the recipient etc. NOTESCONN then transfers the document to the Messaging Server as a send job to 0123/ and then sends the send report to the Notes user, later on. Example with U parameter The user has logged onto the computer network with the user account SMITH and wants to print a quotation in the ERP system that contains the following The LPD Gateway receives the quotation together with the user information SMITH and passes it onto NOTES CONN as a send job. NOTES CONN then searches for a Person document in SALES to find the relevant user-specific data etc. and then tasks the Messaging Server with the job of sending a fax to 0123/ No matter whether the LPD user name is derived from the network logon name or the U parameter in the +command, this name must be present in the Domino Directory configured for NOTESCONN. The alias field is OfficeMaster 4 Administration 135

136 3 How to Configure OfficeMaster then searched for the user name, unless a different setting has been specified in the NOTESCONN configuration. Figure 3.33: User name from Domino Directory Mail Gateway (MAILGW) The Mail Gateway (MAILGW) processes LPD send jobs in a similar way to the Gateway for Notes (NOTESCONN). It first uses the LPD sender data to find the corresponding MAILGW user. In this case, the sender is either the sender name sent to the LPD Gateway along with the print job or the sender name specified in the +command embedded in the printed document as the U parameter. The name entered as the sender name in the U parameter is also given priority treatment here. Example without a U parameter The user has logged onto the computer network with the user account SMITH and wants to print an offer in the ERP system that contains the following The LPD Gateway receives the offer together with the user information SMITH and forwards it to MAILGW as a send job. MAILGW searches 136 OfficeMaster 4 Administration

137 3 How to Configure OfficeMaster for a user with the name SMITH and checks user-specific data, e.g. to see whether SMITH is allowed to send documents or whether SMITH is authorised for the signature server specified in the +command. MAILGW then transfers the document to the Messaging Server as a send job to 0123/ and then sends the send report to the user, later on, as an . Example with U parameter The user has logged onto the computer network with the user account SMITH and wants to print an offer in the ERP system that contains the following The LPD Gateway receives the offer together with the user information SMITH and forwards it to MAILGW as a send job. MAILGW searches for a user with the Name SALES to find user-specific data and request the Messaging Server to send the fax to 0123/ To assign this fax to a specific user, the Mail Gateway compares the derived name either with the user name stored on the Mail Gateway (in MAILGW user management) or with the user name stored in the Directory Service (for user management with LDAP). Figure 3.34: user information OfficeMaster 4 Administration 137

138 3 How to Configure OfficeMaster FSRV-Server (FSRV, FSPQ) FSRV-Server versus ferrarifax-serverpro/fspq (version information) FSRV-Server is the successor to ferrarifax-serverpro/fspq. In Office- Master releases 1 and 2, ferrarifax-serverpro/fspq was used in two ways for the LPD status message: once for the status message to users from ferrarifax-serverpro and once for the status message to users from the ferrarifax-serverpro Connector for Exchange 2003, 2000 In OfficeMaster versions 3.0 and above, the fax Connector for Exchange (MSX2KFAXCON; see section 3.9.5) integrated in the new Messaging Server is used to send status messages to Exchange users. The FSRV- Server only continues to support the sending of status messages to FSRV-Server users. Status messages to FSRV-Server users The LPD job is usually assigned to the FSRV-Server user whose name matches that received by the LPD gateway as the log on name for a printing job. However, as a FSRV-Server user name can only involve a maximum of eight characters, it cannot be assigned correctly if the logon name has more than eight characters. There are two methods for resolving this problem: 1. The LPD users can be assigned to the FSRV-Server users manually. You perform this assignment in FSRV User administration in the Extended tab (see section3.9.4). 2. The required FSRV-Server user is then referenced in the document as the U parameter in the +command. The entire +command for this is number>;u<;<fsrv user>@@. No matter which method you select, the user MANAGER is assigned to every send job that cannot be assigned to a FSRV-Server user. Note! As the FSRV-Server is only programmed to process faxes and SMS messages, you can only send LPD send jobs that have fsrv0 as their Gateway component as fax messages and not as attachments. To send s you can use either the File Gateway (FILEGW) or the Mail Gateway (MAILGW) as the gateway component. 138 OfficeMaster 4 Administration

139 3 How to Configure OfficeMaster Migration from ferrarifax-serverpro/fspq to FSRV When you migrate from using the external ferrarifax-serverpro to the integrated FSRV-Server, any ferrarifax-serverpro user data that has already been input can be transferred both to the working directory (queue) for saved faxes and the journal data. However, some of the external ferrarifax-serverpro functions are implemented differently in the integrated FSRV-Server. You must therefore reconfigure these functions manually in the Messaging Server. The table at the end of this section shows which functions are affected by this. 1. User Data To transfer ferrarifax-serverpro user data to FSRV, select the Tools > Import > FSRV Users menu option in the Messaging Server Configuration program. Figure 3.35: Importing user data The Messaging Server Configuration program provides a wizard to help you transfer the user data. Figure 3.36: Selecting an import file In the wizard, first select the npparam.cfg user database in ferrarifaxserverpro. OfficeMaster 4 Administration 139

140 3 How to Configure OfficeMaster Figure 3.37: Selecting users for import You can then select which user accounts you want to import. The default setting is to import all the user data. 2. Working directory (queue) After the user data has been imported, you can transfer the working data or faxes. Important! You must stop the current ferrarifax-serverpro and the new FSRV-Server before the queue is transferred. The working directory retains the same data format. You can therefore simply copy the queue directory from ferrarifax-serverpro (in the standard system under \Programs\FFUMS\ferrariFAX-serverPro\Queue) to the new working directory /work/fsrv0/queue. The new working directory is now located in the Messaging Server s working directory. In the standard system, this is \Programs\FFUMS\ FMSRV\work\fsrv0\queue (under Windows XP and 2003) or \ProgramData\FFUMS\FMSRV\work\fsrv0\queue (under Windows Vista and Server 2008). If the FSRV-Server has already been started, its queue directory contains these four files: CASERLOG, HDR.Q, RXLX.Q and TSKX.Q. These files can either be overwritten or deleted. After the data has been copied, the external ferrarfax-serverpro service should either be removed or disabled and the FSRV-Server should be started in the Component Status in the Messaging Server Configuration program. 140 OfficeMaster 4 Administration

141 3 How to Configure OfficeMaster 3. Complementary functions After the user data and the working directory have been transferred, you can complete the functions which were previously provided directly by ferrarifax-serverpro and are now covered by other components in the Messaging Server Configuration program. The table below gives an overview of these functions: ferrarifax-serverpro function Complementary Messaging Server function Benefits of the Messaging Server function Auto-print of received faxes ("Print") Automatic print via Print Gateway Both sent and received faxes can be printed DID number table for fax Connectors ("DID number table") Messaging Server Gateways (MSX2KFAXCON, NOTESCONN, SAPCONN) FSRV-Server can be started and stopped independently of the Gateways Fax transmission via job file ("PCL Fax") FILEGW file interface TXT, PS and PDF files can be used along with PCL files Network scanner ("HP MFP/DS") Fax on demand server ("InfoFAX") FILEGW file interface POLL fax on demand server In addition to HP Digital Senders, XEROX Workcentres can also be used You can also store unconverted Office documents (DOC, XLS, PPT) Table 3.14: Complementary functions Sending data with LPR commands After you have installed and configured the LPD gateway you should first test the function without the interaction of third-party software (such as Microsoft Word). Because this can only take place with files that can be converted by the Messaging Server (PCL, PS or TXT), you should create a text file that contains a few example records and insert a simple +command: electronic AG@@ OfficeMaster 4 Administration 141

142 3 How to Configure OfficeMaster This is my first fax sent via LPD and the OfficeMaster Messaging Server. To send this file to the LPD gateway manually under Windows, use the lpr command. Figure 3.38: lpr command If you also want to send the text document you created here as an send job to the LPD gateway, the fax number will be converted into an address. electronic This is my first sent via LPD and the OfficeMaster Messaging Server. Note! You must set up and start the Messaging Server SMTPTX Component before you can start sending s (see section 3.2.2). You must also select either FILEGW or MAILGW as the gateway components on the LPD gateway because FSRV does not process s. 142 OfficeMaster 4 Administration

143 3 How to Configure OfficeMaster Setting up a Windows printer for the LPD gateway As very few applications can convert documents to PCL, PS or TXT and then send them to the LPD gateway, we recommend that you set up a Windows printer that will handle this conversion and then send the data to the LPD gateway. You can install and share this printer either on each workstation or centrally, on the server. To do this, open the printer installation wizard in the Windows Control Panel by selecting Add printer. In the next window, select Local printer attached to this computer and disable the Automatically detect and install my Plug and Play printer checkbox. Then click Next. Figure 3.39: Selecting a Local printer attached to this computer Now select Create a new port: to create a new connection for the printer, and select a Standard TCP/IP Port connection from the dropdown list. OfficeMaster 4 Administration 143

144 3 How to Configure OfficeMaster Figure 3.40: Standard TCP/IP Port The wizard for adding a standard TCP/IP printer port starts. As the Printer Name or IP Address, enter the IP address or the resolved name of the computer on which the LPD gateway is to run. If the printer is set up at the workstations, this is the server s IP address. If the printer is set up on the server that is running the LPD gateway, it is localhost, if no fixed IP address or a fixed interface has been configured for the LPD gateway. You can select any name as the Port Name, and click Next. Figure 3.41: Setting up printers at workstations 144 OfficeMaster 4 Administration

145 3 How to Configure OfficeMaster Although Windows can find the Messaging Server s LPD gateway, it cannot identify it. You must therefore configure the parameters used to describe the LPD gateway yourself as User-defined parameters by clicking the Settings button. Figure 3.42: Parameters used to describe the LPD gateway Select LPR as the protocol for the printer port settings. You should select LPR byte counter enabled no matter which queue name is being used. Note! The queue name may be required for creating a connection to several Messaging Server Gateways (see section 3.9.8). However, in most cases it can have any value. Figure 3.43: Queue name OfficeMaster 4 Administration 145

146 3 How to Configure OfficeMaster After you have input the required data, click OK and then Next to complete the wizard for adding a standard TCP/IP printer port. You now see the printer installation wizard dialog again. In it, specify which printer software (printer driver) you want to use. Depending on which file format the printer uses to prepare and send its data to the LPD gateway, select, for example, HP LaserJet III for PCL code or Apple Laserwriter 12/640 PS for PS code. Figure 3.44: Selecting a printer driver: 1 Figure 3.45: Selecting a printer driver: OfficeMaster 4 Administration

147 3 How to Configure OfficeMaster You should select a meaningful name as the Printer Name, for example, Office Master LPD, LPDPCL etc. Figure 3.46: Printer Name As the printer s Share name is used to identify it, you should also select a meaningful name here. In larger companies it is especially important that the Location and Comment are also configured. You do not need to print a test page. Figure 3.47: Location and Comment OfficeMaster 4 Administration 147

148 3 How to Configure OfficeMaster ERP system Before you can send automatically printed documents from the ERP system to OfficeMaster you must first set up either an LPD printer or an IP printer. This procedure is described in section with an example based on a Windows operating system. You may also need to identify this LPD printer to the ERP system as a (fax and ) printer. Some ERP systems already have fax interfaces for printer drivers, which can add send job information to the print data stream without any modifications to their forms. In Sage KHK Classic Line you can even select ferrarifax as the fax software so that the job information required by OfficeMaster is transferred with the correct +command syntax. Otherwise you can specify the syntax for the embedded commands and the font that the printer requires for them (Courier 10) in the fax interface. If the ERP system does not have a fax interface for the printer, you must modify the forms in the document s +commands to suit. The same usually also applies for the automated transmission of documents as attachments, which is not a function that is usually handled by the print interface in most ERP systems. Here are two examples of the most up-to-date +commands (you will find more details about this in the Whitepaper Steuerbefehle): Sending documents @@+PAR:sign=signdsFax@@ Dear Sir/Madam, this document was sent automatically on 17th June 11 at 22:00 to fax number 030/ and assigned to the user Leeming in the corresponding gateway. Before being sent, the letter.pcx letterhead stored on the Messaging Server was added to the document, and the document was signed with the signdsfax signature component. Document transmission by (not possible with FSPQ 148 OfficeMaster 4 Administration

149 3 How to Configure OfficeMaster Sir or Dear Sir/Madam, this document was sent as a PDF attachment to [email protected] and assigned to the user Leeming in the relevant gateway. Before being sent, the letter.pcx letterhead stored on the Messaging Server was added to the document, and the document was signed with the signds signature component. The has Your document as its Subject and leeming@ferrari-electronic. de as the sender address. The text has been extracted from the mail. html file after placeholder in that file was replaced with Dear Sir/Madam File Gateway (FILEGW) The file interface (FILEGW) immediately creates a send job from the document it receives by LPD and therefore sends the document without checking it any further. Then (just as for every transmitted document), FILEGW saves the sent document to the IN directory and creates a description file in the ACK directory. This procedure allows third-party software that is linked via FILEGW to use the OfficeMaster Messaging Server via LPD and the FILEGW. No matter which software created the job, the status report is always created in the same way. OfficeMaster 4 Administration 149

150 3 How to Configure OfficeMaster 3.10 Base or system settings Undeliverable messages (UNDLVRBL) If the system receives undeliverable fax, SMS or messages that it cannot assign to any gateway within the Messaging Server, it passes them on to the Undeliverable component. Undeliverable has four different modes for handling received messages that the system cannot deliver: Store mode: the received message is stored in a directory on the server Print mode (only for fax): the received message is printed by a PRINTGW component and then stored Forwarding mode: the received message is forwarded to an address of the same type, within the Messaging Server Messaging mode: the received message is sent by SMTP to any specified internal or external mail recipient To configure the Undeliverable function, select Settings > More Base Components > Undeliverable messages. The General Properties tab is where you configure the framework parameters for the modes listed above. Figure 3.48: Configuration for undeliverable messages 150 OfficeMaster 4 Administration

151 3 How to Configure OfficeMaster Archive path The Archive path is where undeliverable fax, SMS or messages are stored. (The default path under Windows is: %Programs%\FFUMS\ FMSRV\work\undeliverable\dump. Under Linux it is:/var/fmsrv/work/ undeliverable/dump). Sender address The Sender address is used for the information message. Wait for DSN (h) The number of hours you specify here defines how long Undeliverable should wait for the DSN (Delivery Status Notification) which will follow a preceding mail message, before the undeliverable message is deleted. For the Messaging Server to receive the DSN it must also be accessible externally via the pre-configured Sender address. You configure the required mode for each individual message type (fax, SMS and e- mail) in the following tabs. Archive After installation, Undeliverable usually runs in Store mode. All the undeliverable messages received by the Messaging Server are stored in the archive directory specified in the General Properties tab, along with all the messages that could not be either Forwarded or sent as Information messages. For each undeliverable message, two files are generated: the job file (recognisable by its FMJ file extension), which contains all the information about the process, including the file name of the document file. the document file (actual message). Since the files in the archive directory are not processed by the Messaging Server, they remain saved in it until the network administrator deletes them. Printing Print mode is only available for faxes. For this you must select a predefined PRINTGW component to which the faxes are to be sent. OfficeMaster 4 Administration 151

152 3 How to Configure OfficeMaster Figure 3.49: PRINTGW component for printing faxes Forwarding In Forward mode the undeliverable message is forwarded to a new address of the same type, within the Messaging Server. The message still contains its sender information. Before you can use Forward mode, you must specify and store a forwarding address. This is an internal address of the same type (fax for fax, for ). If forwarded documents still cannot be delivered, they are stored in the archive directory. Example: A fax is received on number 999 from This number is not assigned to a particular gateway, so the job is passed on to Undeliverable. Here, forwarding to the in-house fax address 960 is configured for undeliverable fax messages. Undeliverable now generates a new inbound fax message and sends it to forwarding number 960. However, the sender information from the destination remains the same: In this way the transmission is assigned to the gateways, such as NOTESCONN, SAPCONN and/or FSPQ, that are responsible for 960. Messaging If undeliverable received messages are sent by , Messaging mode is the right choice. However, this also requires you to run the Messaging 152 OfficeMaster 4 Administration

153 3 How to Configure OfficeMaster Server SMTPTX components (for the message ) and SMTPRX (for inbound status mails). You must also set a sender address in the General Properties tab. This address is where an message is sent if the original message is Undeliverable (you can use an address such as undeliverable@office- Master.co.uk). This address must also be accessible externally so that Undeliverable can be informed about any sending errors via the DSN (Delivery Status). Before you can use messaging mode, you must set up an external or internal address as the Messaging address so that any undeliverable messages that are received can be sent to it. For undeliverable fax messages you can also select TIF or PDF as the file format for fax attachments. Figure 3.50: Messaging address for undeliverable messages If the messaging cannot be sent (for example, because the SMTPTX sender has not been set up) or if the Messaging Server receives a Non Delivery Report (NDR) from the SMTPRX mail recipient, the message originally received is stored in the archive directory. Otherwise the message is deleted after the wait time configured in the General Properties tab runs out. OfficeMaster 4 Administration 153

154 3 How to Configure OfficeMaster Example: A fax is received on number 999 from the location The number is not assigned to a particular gateway, so the job is passed on to Undeliverable. Undeliverable now sends the inbound fax message to the configured messaging address number postmaster@company. de. When this message is sent, the sender address [email protected] is also sent in the communication because it has been extracted from the receipt and the evaluation of the status report (DSN) Redial and send control (SPLIT) You configure how incorrect send jobs are to be handled in Expert mode, by selecting Tools > Settings > Error handling from the menu in the Messaging Server Configuration program. This is where the central send control for errors in ISDN protocols and fax protocols is located. For each individual error code you can specify the number of redials and the pauses between them. Figure 3.51: Configuration for incorrect send jobs 154 OfficeMaster 4 Administration

155 3 How to Configure OfficeMaster Fax on demand (POLL) The Messaging Server POLL component provides a fax on demand service. You can set up a POLL component for each Messaging Server system. Configuration You configure this functionality in Expert mode by selecting Settings > Additional base components > Fax on demand. Figure 3.52: POLL component for fax on demand Documents directory This is where you configure the fax on demand directory, in which the documents intended for fax on demand are saved. These documents are assigned to the corresponding fax on demand number by their file name. If the destination in the fax protocol signals that it wants to poll a document, the document that is transferred is the one whose file name (without the file extension) matches that of the received DID number. Default file The Default file is always sent to the destination if the fax on demand directory does not contain a (sendable) document for the received number (Called Party Number). Supported graphics formats You can supply the following file formats as originals for fax on demand: BFF, DCX, PCX, SFF, TXT OfficeMaster 4 Administration 155

156 3 How to Configure OfficeMaster The ferrarifax32 user software included in the OfficeMaster suite enables you to generate these file formats quickly and easily. Example The original document is a Microsoft Word file called call-off.doc, and is stored as 4711.dcx on the fax on demand server. When you start Word, the call-off.doc file opens and the printer is set to ferrarifax32 user software. Once the print job has been triggered, the ferrarifax: recipient dialog appears. Under Options, select Preview to view the document converted into a fax. Then, under File, select Save As, to open the Save menu. Here you specify the path for the Fax on demand directory that is set up for polling. Select DCX as the file type and then, in the File name field, input 4711.dcx. After you click on OK, the document is stored in the fax on demand directory, with the specified name, 4711.dcx. Then close the display window and, in the ferrarifax: recipient dialog, click the Cancel button. Other formats and assembled documents Documents in DOC, PDF, PPT and XLS formats can be prepared as assembled documents for fax on demand, but only if the converter (CONV) component on the server has the appropriate conversion software, such as Microsoft Word. Assembled documents enable you to call several documents with one connection. To do this the component generates an ASCII file which lists the document names one after the other: Document1.doc Document2.xls Document3.dcx Pricelist.pdf This ASCII file is called 4711.par and is saved to the Fax on demand directory. If the caller now calls telephone number 4711, all four documents are sent to them. Note! If the documents are not stored in the Fax on demand directory, but in other directories on the same computer, you must input the complete file name in the PAR file, including the path. 156 OfficeMaster 4 Administration

157 3 How to Configure OfficeMaster Separate computers for the fax server and fax on demand directory If you want to run the Fax on demand directory on a computer that is not the main server, you must operate the POLL component as a remote installation on this computer. To do this, run the Messaging Server installation (OfficeMaster_for_Exchange.msi) on the remote computer as a modified installation in which only the Messaging Server (i.e. no ferrarifax-serverpro and no Office- Master workstation) is installed. During this installation you must enter the IP address or the resolved name of the Main server (CTRL). You can interrupt the procedure that copies the license file. After the installation, open the Messaging Server Configuration program and go to Expert mode, then click on Settings > Component table for the Poll component and change the HOST entry from the main server s IP address to the IP address of the remote system Creating stationery How to create a stationery file (brief description) A standard fax page is 1728 pixels wide. Faxes have a horizontal resolution of 8 pixels/mm. The resulting page width is 1728/8 = 216 mm. In other words, a fax page is 6 mm wider than DIN A4 format. Faxes have a vertical resolution of 7.7 pixels/mm. A fax page is usually represented by a vertical length of 2338 pixels which corresponds to mm. This is 6.6 mm longer than a DIN A4 page. As fax machines print the faxes they receive on DIN A4 paper, these faxes must be scaled accordingly. Because fax machines use a number of different methods to do this, the same fax may be printed as one page by one machine, but need two pages when printed out by a different machine. Sometimes, the length of the outbound fax must be reduced to ensure that the information is always printed on one page. Finding the correct length is a matter of trial and error. To sign and then store letterheads, you must create a TIF format stationery file with a resolution of 200 x 200 dpi. We recommend you use a suitable program (e.g. Word or Corel Draw) to design a letterhead and set the paper format to DIN A4. The templates for the first and sub- OfficeMaster 4 Administration 157

158 3 How to Configure OfficeMaster sequent pages are created in the same document, i.e. the letterhead consists of a total of two pages, where the second page is applied to all the document pages (except the first page). The ferrarifax printer driver prints this document. You can then open it with the appropriate viewer and save it as a DCX file. Then call the DCX2TIFF.exe converter program (located in the BIN directory) to convert the DCX file into TIFF format with a resolution of 200 x 200 dpi. This program also allows you to reduce the length of the pages to the required value. However, if you reduce the page size to a length that is shorter than the default setting of 2338 pixels, take care that you do not cut off any relevant information. 158 OfficeMaster 4 Administration

159 File Gateway (FILEGW) 4

160 4 File Gateway (FILEGW) 4 File Gateway (FILEGW) The OfficeMaster Messaging Server file interface component (FILEGW) is an interface to external systems that uses files as a communications medium. The file interface component can be operated in different modes to meet the needs of different external systems: 1. HP Digital Sender (MFP) see section Xerox Workcentre Section Konica Minolta Section Laserfax Section Archive Section Appli/Com (OfficeMaster) Section OfficeMaster WebServices Section 4.7 Select which mode you require in the upper part of the activity area of the Messaging Server configuration: Figure 4.1: Selecting the mode for the File Gateway 160 OfficeMaster 4 Administration

161 4 File Gateway (FILEGW) 4.1 HP Digital Sender mode (MFP) When the File Gateway is in Digital Sender (MFP mode, it transmits documents generated by a Hewlett Packard scanner as faxes. In this mode, text files that contain descriptions of the send jobs, and the scanned documents, are read from a configurable directory, transferred to the Messaging Server for transmission, and then finally sent to a gateway component in which the user can check the send status. HP provides a HP Digital Sending Service along with each HP Digital Sender. It is also available as an option for HP MFP products. Once the HP Digital Sending Service has been installed on a server it can transfer send jobs via a job directory to the Messaging Server's File Gateway (FILEGW). Figure 4.2: File Gateway in HP Scanner mode Directories in HP Digital Sender mode (MFP) The HP Scanner then saves not only the scanned documents but also the text files along with their job descriptions to a specific directory. At this point, the File Gateway also creates another directory, with the name error. This is where it stores all the job descriptions that could not be sent because their contents contain errors. No other directories that may be used to transfer the send status or received documents, depending on the nature of the scanner, are present here. OfficeMaster 4 Administration 161

162 4 File Gateway (FILEGW) Resolution You can send scanned documents with a vertical resolution of either 200 dpi (fine) or 100 dpi (normal). Faxes are always sent with a horizontal resolution of 200 dpi. Although sending faxes with fine resolution gives a better image quality, they do take longer to send. Status messages As the component, select the Messaging Server Connector that is to be used to deliver the status message for the transmission. Status messages are sent to the user whose fax address in the Domino Directory is the login used to log onto the Digital Sender. Installing the Digital Sending Software The work steps involved in installing and implementing the basis functions of the HP MFP Digital Sending Software (Version 4.0), also include setting up the function and authentication. You configure the fax function in the Fax tab in the Digital Sending Software itself. Figure 4.3: Define basic setting for fax Fax method To enable the fax function, select LAN-Fax as the fax method.. Product description You will find details of how to modify the Digital Sending Software to suit the capabilities of the filegw in the LAN-Fax product description General 162 OfficeMaster 4 Administration

163 4 File Gateway (FILEGW) LanFax product with messaging support.. The transfer path to the filegw must match the one given in the Messaging Server Configuration. Figure 4.4: Extended settings of the LAN-Fax To access fine configuration, click on extended. Here you can select which file format will be used for the transfer. We recommend you use MTIFF/G4 or PCL 5 (not compressed). Figure 4.5: User settings for the Digital Sender OfficeMaster 4 Administration 163

164 4 File Gateway (FILEGW) Acknowledgements in OfficeMaster format are generated by identifying the MFP user. In the standard system, the cn (common name) of the user who is currently logged on is transferred as the identifying feature in the fax. unter Abfragen von The login name (SAMAccountName) can be used as an alternative to the cn. You enter this in the Name with attribute of field. After the fax function has been set up in the Digital Sending Software, enable the fax functions on the connected MFP devices. To do this, select the device you require in the MFP Configuration tab and click on Configure the MFP device. In the next window, you see the Send to fax tab.. Here, enable "Send to fax". This sets Send fax messages to via the Digital Sending Service. Figure 4.6: Enabling fax functionality for MFP To send an acknowledgement to the user, go to the Authentication tab and enable the logon for fax, otherwise the sender will remain unknown. These are all the settings you need to make in order to send faxes and receive acknowledgements with the Digital Sending Software. 164 OfficeMaster 4 Administration

165 4 File Gateway (FILEGW) 4.2 Xerox Scanner mode With Xerox Workcentre you can use OfficeMaster to send scanned in documents directly by fax. To achieve this, the Xerox Workcentre communicates with the Messaging Server's FILEGW File Gateway, which you configure in Expert mode under Edit > More gateways > File Gateway. In this case, you must specify Xerox Workcentre as the Gateway mode. Figure 4.7: Gateway Xerox Workcentre mode Working directory The Job directory is continually monitored for new Send jobs by the Xerox Workcentre. Jobs consist of the document that is to be sent, as a TIF file, and a job file in which there is a reference to the document file. The job file also contains the telephone number of the recipient and the name of the sender. Status messages As the component, select the Messaging Server Connector that is to be used for delivering the status message for the transmission. More details about the job format A job directory is created for every job in the transfer directory. This name of this job directory has the file extension.xsm. Here you will find, among other things, the job description file with the file extension.xst. This is a text file which is split into several sections. OfficeMaster 4 Administration 165

166 4 File Gateway (FILEGW) Each section begins with a line that only contains the name of the section, in square brackets This is followed by a line that only contains an opening, curly bracket. This section is completed by a line that contains a closing curly bracket. This may be followed by a status character string that is enclosed in round brackets. The last line of the section contains only the key word end. Any amount of lines with parameters can appear between the lines containing the opening and closing brackets. Each parameter line begins with a character string that defines the type of the parameter. This is followed by the parameter name, an equals sign, the parameter value and a semicolon. The parameter value may be enclosed in quotation marks. There can be empty lines anywhere in the job description file. The section doc_object xrx_document of the job description file contains the value DocumentObjectName. When the.dat character string is added to this, it gives the name of the document list file. The document list file contains only lines with the names of the document files that belong to a particular job. These must be TIF files. Enter the file names without their path details. Section Name Meaning doc_object xrx_document Resolution Document- ObjectName Resolution: RES_FAX_FINE or RES_FAX_STAN- DARD Name of the document list file without path and without file extension.dat service xrx_svc_ general Name of the user to whom the job is to be assigned service xrx_ svc_fax NetworkUsername Phone- Number Fax number to dial Table 4.1: Parameters of a send job in Xerox Scanner mode Below you will see an example showing the structure of a job file of this kind: 166 OfficeMaster 4 Administration

167 4 File Gateway (FILEGW) [doc_object xrx_document]{ {{ enum_docformat DocumentFormat = XSM_TIFF_V6;{ string DocumentObjectExtension = "XSM";{ enum_resolution Resolution = RES_FAX_FINE;{ integer BitsPerPixel = 1;{ enum_compression Compression = G4;{ string DocumentObjectName = «0004»; string ImageFileName = « »;{ }{end{service xrx_svc_general]{{{ enum_dcs DCSDefinition = DCS65;{ string JobTemplateCharacterEncoding = "ASCII";{ string JobTemplateDescription = "Xerox WorkCentre{Pro FAX job from MFP ess at Wed Jan 21 14:32: ";{ string JobTemplateLanguageVersion = " ";{ string NetworkUsername = "bert";{ enum_confmethod ConfirmationMethod = PRINT;{ enum_confirmationstatus ConfirmationConditions = XRX_STATUS_ABORTED;{ enum_confstage ConfirmationStage = AFTER_JOB_COMPLETE;{ string OutputURL = "service:p rinter:lpr:// ";{ string ServiceDefinitionUsedVersion = "less_2.r tgz:intelinside:lynx:0. R :10/22/2003";{ }{end [service xrx_svc_scan] { enum_autoexposure AutoExposure = LEAD_EDGE; integer Contrast = 0; integer Darkness = 0; enum_imagemode DocumentImageMode = MIXED; enum_mediasize InputMediaSize = AUTO; integer Sharpness = 0; enum_sided SidesToScan = TWO_SIDED; enum_magnification Magnification = NONE; } end [service xrx_svc_file]{ {{ string DocumentPath = "\\ rightfax";{ string RepositoryName = " ";{ string UserNetworkFilingLoginName = "anonymous";{ enum_filingprotocol FilingProtocol = FTP;{ }(XRX_STATUS_COM- PLETED){end [service xrx_svc_fax]{ {{ string PhoneNumber = "26700";{ }{end OfficeMaster 4 Administration 167

168 4 File Gateway (FILEGW) 4.3 Konica Minolta mode When the File Gateway is in Konica Minolta mode, it transmits documents generated by a scanner made by Konica as faxes. Here you simply specify the relevant working directories. Figure 4.8: File Gateway in Konica Minolta mode Note!If you want to send jobs from an MFP, make the settings you require in the "Right FAX setup Utility" that is provided by Konica Minolta. Working directory The Job directory is continually monitored for new Send jobs. Jobs consist of the document that is to be sent, as a TIF file, and a job file in which there is a reference to the document file. The job file also contains the telephone number of the recipient and the name of the sender. Status messages As the component, select the Messaging Server Connector that is to be used for delivering the status message for the transmission. 168 OfficeMaster 4 Administration

169 4 File Gateway (FILEGW) 4.4 Laserfax mode Like the LPD Gateway (see section 4.8.2), you can use this mode to transfer send jobs to the OfficeMaster Messaging Server as PS or PCL formatted files. To do this, run the FILEGW File Gateway in Laserfax mode. Configure this mode under Edit > More gateways > File interface. Figure 4.9: Configure file gateway in Laserfax mode Working directories The File Gateway monitors the Job directory set here for new files with the file extensions PCL, PDF, PS or TXT. FILEGW takes the parameters required to send the data, such as the recipient's telephone number or address, from the control commands that are embedded in the document (see the White Paper Control commands). Acknowledgement The transmission status message for each job is sent as a text file to the directory which has been set up to receive acknowledgements. The associated send documents are stored in the In directory. Status messages Alternatively, status messages can be sent via a specially configured component. OfficeMaster 4 Administration 169

170 4 File Gateway (FILEGW) 4.5 Archive mode The OfficeMaster Messaging Server also uses its FILEGW File Gateway to transfer the messages (fax, SMS and ) it sends and receives to an archive or document management system.this process copies the messages you want to archive to a directory on the server and stores the transmission information belonging to the message (time, recipient, sender, fax ID, etc.) in a description file in the same directory. This description file can be structured in any way you require. To set this up, enable Expert mode and click on Edit > More gateways > File interface. Figure 4.10: File Gateway Archive mode Working directories You then select the archive directory where the messages and their description files are to be stored. The archive directory should be set up locally on the server that is running the FILEGW component. However, if you want to store the messages in an archive directory on a different computer, you can extend or distribute the Messaging Server installation to this computer and run the FILEGW there as a remote installation. 170 OfficeMaster 4 Administration

171 4 File Gateway (FILEGW) Template The template you specify here is used as the basis of the description file. A template is a text file which must be located on every computer in the Messaging Server installation in the %programs%\ffums\work\ templates directory. The description files generated on the basis of this template not only have the same file extension but also the same content structure. Examples of the contents are defined in the template by using placeholders. Every piece of transmission information has its own placeholder in the template, such Time@@ for the transmission or receipt time for the telephone number. The template can be modified to suit a wide range of formats (INI, XML, etc.) because you can use almost any structure to create the description files. The system is supplied with the archive.txt description file, which includes all the available placeholders and which can be copied and adapted as required. The table below lists all placeholders. Placeholder for Description Name of the ferrarifax-serverpro user, SAP user or Notes user ID of the AD or SAP user (cost center) Gateway component that sent the message (e.g. notesconn0, fspq0, Comment OfficeMaster 4 Administration 171

172 4 File Gateway (FILEGW) Placeholder for FILEGW Description Unique number of the job in the Messaging Server Send direction {(send jobs = send, receipt jobs = Message type (fax standard resolution = fax100l, fax fine resolution = fax200, SMS = Recipient's telephone number or DID number Details about @@Costs@@ Send/receipt time, format yyyy-mm-dd hh:mm Duration of the job in seconds Card and channel used here Number of send attempts Number of recorded @@ErrText@@ One of the error numbers that you will find in the Tools > Settings > Error texts dialog. One of the error numbers that you will find in the Tools > Settings > Error texts dialog. One of the error texts that you will find in the Tools > Settings > Error texts Comma-separated list of the transferred documents 172 OfficeMaster 4 Administration

173 4 File Gateway (FILEGW) Placeholder for FILEGW Description Total number of pages in the fax to be sent Details about a Number of pages sent or received Destination Caller Sending Identification (CSID) Transfer speed in Baud (2400, 4800, etc.) Fax coding: Modified Huffman (MH), Modified Read (MR), Modified Modified Error Correction Mode ("on" or "off") Table 4.2: Placeholder for archive.txt Reception file format This setting defines which format FILEGW uses to save the fax documents or SMS to the archive directory. Receipt tab The Receipt tab is where you specify the telephone numbers or addresses for the receipt jobs that FILEGW is to transfer to the archive system. OfficeMaster 4 Administration 173

174 4 File Gateway (FILEGW) 4.6 Appli/Com mode (OfficeMaster) The OfficeMaster Messaging Server File Gateway in the Appli/Com (OfficeMaster) mode is based on the Appli/COM interface described in the ITU's T.611 standard. This File Gateway mode has been designed with separate target directories for message documents, meta information and acknowledgements, making it extremely flexible and adaptable. Figure 4.11: Appli/Com mode (OfficeMaster) Jobs In the Job directory, send jobs are transferred to the Messaging Server. Send jobs consist of text files that contain only the send attributes. A file with the file extension.job is stored in the Job directory for each job. After the Messaging Server has read and evaluated this file, it removes it from the Job directory. Acknowledgement The Messaging Server writes receipt jobs and completed send jobs to the Ack directory. The job files stored in the Ack directory have the same file extension.job as the job files in the Job directory. 174 OfficeMaster 4 Administration

175 4 File Gateway (FILEGW) The document files that belong to the send jobs are deleted by the Messaging Server. Their names are deleted from the job files before these files are copied to the Ack directory. The document files associated with the receipt jobs are located in the In directory. Out directory The Out directory is where the documents you want to send must be stored before their associated job files are moved to the job directory. In directory The In directory is where the Messaging Server stores received documents before it moves their associated job files to the Ack directory. You can modify this in greater detail in the input folders... sub-menu. Err directory The Err directory is where the job files that could not be read due to syntactical errors are stored. Specify input folders...system settings You can create specific rules for modifying the input folder. Initially, this is created without any entries. Figure 4.12: Overview of input rules without any entries OfficeMaster 4 Administration 175

176 4 File Gateway (FILEGW) Click Add to open a dialog where you can create a new, modified rule. Figure 4.13: Creating a new receipt rule Display name You can select any name to be displayed here, however it is a good idea to use one that reflects the contents of the file. The name is used for the overview in Figure Base directory You can select a separate base directory for each input rule. The subdirectories described below are all based on this base directory. Format The central converter makes the format specify here available to all the messages that match this set of rules. Add This adds individual rules to the set of rules. 176 OfficeMaster 4 Administration

177 4 File Gateway (FILEGW) Figure 4.14: Add a rule for DID numbers with 3xx to the set of rules Filter In this field you specify which messages are to be covered by this rule. Use regular expressions to restrict the selection of messages. Click the button next to the input field to display a list of possible commands. Job property Here you specify which job property the filter should apply to. Normally this is the recipient address. For example, you can call the mostly frequently used properties by clicking the button behind the input fields. Basisverzeichnis erweitern um Here you specify the name of the additional subdirectory created for this rule. For example, the dynamic is used to generate a sub-folder with the DID number for each destination number that matches this rule. The corresponding jobs send to this DID number are then stored there. Job formats Send and receipt jobs are text files that use the ASCII character set. The individual lines consist of a parameter name, a blank space (optional), a colon, a blank space (optional) and the parameter value. Comments start with a semicolon and can stand either at the beginning of a line or after a parameter value. Send jobs Send jobs contain the parameters described in the table below. You can add any number of other parameters to the jobs, as long as their names do not conflict with the parameters designed to be used for completed send jobs. Fields that are not required are not written to the job file. OfficeMaster 4 Administration 177

178 4 File Gateway (FILEGW) Parameter name Description Values FUNCTION Defines the type of the job SENDACK REQID The unique job ID Any USERINFO User name: is used for display in the Messaging Server Any SERVICE Communications service FAX/SMS/SMTP ADDRESS FILELIST Telephone number of the recipient Description of the document that is to be sent: consists of two, comma-separated parts. Part 1: Format of the document file: {see following table Part 2: Name of the document file without its path this can be repeated to describe jobs that contain more than one document files; it is missing, if the POLL parameter has the value YES POLL Specifies if an on demand job is involved YES, NO USEBPS Required transfer speed 2400, 4800, 7200, 9600, 12000, 14400, MAX DISABLEECM Switch off ECM YES, NO USEDPI Required resolution 100, 200 USET4MODE Required coding MH MR MMR HEADER Header row USECSID Sender CSID 178 OfficeMaster 4 Administration

179 4 File Gateway (FILEGW) Parameter name Description Values SENDER Sender address for SMTP SUBJECT Subject line for SMTP DSCOMPO- NENT SENDTIME PRIORITY KEEPFILES Name of a Messaging Server component for the digital signature Specifies the start and end of a time period during which the job is to be sent, format YYYY-MM- DD hh:mm:ss/yyyy-mm-dd hh:mm:ss Priority, recommended values: 100: Bulk mailing{200: Low priority{300: Normal priority{400: High priority Optional parameter in Applicom mode (Office- Master): prevents documents that are to be sent from being removed from the Out directory e.g. signds :00:00/ :00: YES, NO OAD OADEXT MAXPARTS NOTIFY- ADDRESS NOTIFYNAME COVERNAME Optional: complete sender OAD Optional: DID number that is attached to a Base- OAD configured on the D channel Optional: specifies how many parts an SMS can be split into address of the MAILGW user who is to be informed of the send status (only in Applicom mode (OfficeMaster)) Name of the MAILGW user who is to be informed about the send status (only in Applicom mode (OfficeMaster) Name of a cover sheet file in the Messaging Server cover sheet directory (only in Applicom mode (OfficeMaster)) COVERPAR Placeholder definition for the cover sheet, with the format <name>=<value>. The COVERPAR parameter can occur more than once, to define multiple placeholder values (only in Applicom mode (OfficeMaster)) Table 4.3: Parameter of a send job in Applicom mode (OfficeMaster) OfficeMaster 4 Administration 179

180 4 File Gateway (FILEGW) Descriptor Descriptions Supported services Fax SMS SMTP TXTUTF8 Text with UTF8 encoding X X X TXTLATIN1 X X X TXTLATIN2 Text with ISO Latin 2 (Eastern Europe) encoding X X X Text with ISO Latin 1 (Western Europe) or Windows Code Page 1252 (Western Europe) encoding TXT- WIN1250 Text with Windows Code Page 1250 (Central Europe) encoding X X X BFF B/W graphic for fax transmission X X BMP Microsoft bitmap format X DCX_ANY DCX graphics file X DCX_FAX DCX graphics file for fax transmission: b/w, 1728 pixels wide X X DOC Microsoft Word (required for conversion, only available under Windows) * X FFF B/W graphic for fax transmission X X GIF Graphic format for the WWW X HTML WWW X JPG Compressed graphic X PCL HP printer language{(only available under Windows) * X PCX One-page b/w graphics file X X PDF Adobe PDF (Acrobat Reader or Ghostscript required for conversion) * X PNG Graphic format for the WWW X PPT Microsoft PowerPoint X PS Postscript printer language {(GhostScript required for conversion) * X 180 OfficeMaster 4 Administration

181 4 File Gateway (FILEGW) Descriptor Descriptions Supported services Fax SMS SMTP RTF Microsoft Rich Text (MS Word is required for conversion, only available under Windows) * X SFF B/W graphic for fax transmission X X TIF_MH B/W TIF file with Modified Huffman compression X X TIF_G3 B/W TIF file with compression (FAX Group 3) X X TIF_G4 B/W TIF file with compression (FAX Group 4) X X TIF_UNCMP B/W TIF file without compression X X XLS Microsoft Excel (is required for conversion, only available under Windows) * X ZIP Example Table 4.4: File formats in Applicom mode (OfficeMaster) X FUNCTION :SENDACK REQID :123 USERINFO :Joan Smith SERVICE :FAX ADDRESS : FILELIST :BFF, bff POLL :NO USEBPS :MAX DISABLEECM :NO USEDPI :200 USET4MODE :MMR HEADER :ferrarifax USECSID :+49(3328) Figure 4.15: Send job in Applicom mode (OfficeMaster) OfficeMaster 4 Administration 181

182 4 File Gateway (FILEGW) Completed send jobs In addition to their original parameters, completed send jobs include a number of other entries that are described in the following table. The FI- LELIST parameter that is present in the original send job (apart from fax on demand) is also deleted by the Messaging Server in the same way as the files it specifies. In fax on demand jobs, the FILELIST parameter is set by the Messaging Server. In this case OfficeMaster must delete the file specified by this parameter. Parameter name Description Values BPSUSED Transfer speed used 2400, 4800, 7200, 9600, 12000, ECMUSED Use of ECM YES, NO DPIUSED Resolution used 100, 200 T4MODEUSED Coding used MH MR MMR REMOTECSID FILELIST STATUS STATTXT TRANSMISSI- ONTIME DURATION Recipient CSID Description of the document received via a fax on demand transmission. Consists of two, commaseparated parts: Part 1: Format of the document file: BFF; in Applicom mode (OfficeMaster) also TIF Part 2: Name of the document file without its path Two numbers, separated by a backslash, which identify the general status and a status-specific error code An error text to suit the Status field Transmission time in YYYY-MM-DD hh:mm:ss format Duration of the transmission in seconds (for fax) PAGESTRANS- FERRED Number of transferred pages (for fax) Table 4.5: Additional parameters for completed send jobs in Applicom mode (OfficeMaster) 182 OfficeMaster 4 Administration

183 4 File Gateway (FILEGW) Example FUNCTION REQID :123 USERINFO SERVICE :SENDACK :Joan Smith :FAX ADDRESS : FILELIST POLL USEBPS DISABLEECM :BFF, bff :NO :MAX :NO USEDPI :200 USET4MODE HEADER :MMR :ferrarifax USECSID :+49(3328) BPSUSED :14400 ECMUSED :YES DPIUSED :200 T4MODEUSED :MMR REMOTECSID :+49(3328) STATUS :0/0 STATTXT :NO ERROR TRANSMISSIONTIME : :31:51 DURATION :29 PAGESTRANSFERRED :1 Figure 4.16: Send job completed in Applicom mode (OfficeMaster) OfficeMaster 4 Administration 183

184 4 File Gateway (FILEGW) 4.7 Webservices (FFWEBSVC) Ferrari Electronic's OfficeMaster WebServices are additional components for the OfficeMaster Messaging Server which enable you to create, among other things, your own applications for sending and receiving faxes and SMS. They allow you to use any programming environment and programming language that support the standard XML, SOAP and WSDL protocols..net based Windows and web applications are the most commonly used webservice consumers, whereas Microsoft Internet Information Server is the most popular environment for running a webservice and its associated web applications. OfficeMaster WebServices have all successfully completed the Microsoft.NET Connected Logo Program and are therefore permitted to carry the.net Connected Logo. For more details about the prerequisites, installation/configuration steps, and to see sample applications, please refer to the OfficeMaster Web- Services White Paper on the Ferrari electronic web site: OfficeMaster 4 Administration

185 OfficeMaster for Microsoft Exchange 5

186 5 OfficeMaster for Microsoft Exchange 5 OfficeMaster for Microsoft Exchange OfficeMaster can be integrated in Microsoft Exchange Server 2000/2003, 2007 and One Connector is used for all communications services (fax, SMS, voic ). This Connector can run on any member server in the Exchange organisation as long as the server has the appropriate Exchange system management tools. OfficeMaster can also be installed directly on an Exchange Server (however we advise against this because of maintenance issues). The Exchange Connector uses the ADSI (Active Directory Service Interface) to access the user data stored in the Active Directory. All user-specific parameters, such as the fax ID, SMS DID and voice PIN, are maintained in the Active Directory Users and Computers Microsoft Management Console. As existing fields are used here, it means you do not have to extend the Active Directory schema to run OfficeMaster. The Connector uses SMTP (the Simple Mail Transfer Protocol) and the MAPI (Mail Application Programming Interface) for communications with the Exchange Server. Voice SMTP MAPI creating and sending encoding and decoding Remote pickup (access to the appropriate user mail box) Table 5.1: Communication protocols Note! As both the Active Directory and the Exchange Server can only be accessed via LDAP or MAPI if certain permissions are present, you must ensure that the service account to be used by the Connector is set up before you start using OfficeMaster. 186 OfficeMaster 4 Administration

187 5 OfficeMaster for Microsoft Exchange 5.1 Connectors for Microsoft Exchange Note! The next section details the technical connections to Microsoft Exchange and its integration in Active Directory. The information provided here is intended for specialists who would like to know more about the internal functionality of OfficeMaster Connectors. For this reason, it includes details about the Connector s base technology that are not needed for simply starting and operating the system. Although the OfficeMaster Exchange Connector is a component of the Messaging Server, it is deeply embedded in the structure of the Exchange Server and the Microsoft Active Directory. This integration uses technology which means you do not need to extend the Active Directory schema. A complete Unified Messaging connection is made up of the components shown in the diagram in Figure 5.1: Figure 5.1: Base technology of OfficeMaster Exchange Connectors OfficeMaster 4 Administration 187

188 5 OfficeMaster for Microsoft Exchange For the sake of simplicity a combined Exchange Server is shown here. This corresponds to an Exchange Server 2010 running hub servers, Inbox buffers and a Client Access role. Information flow 1. A message is sent from Outlook After the message has been sent, the Exchange Server forwards it via SMTP to the Messaging Server. 2. The Microsoft Exchange Server receives the message The message appears in the Messaging Server and can now be processed. It is transferred to the Connector component. 3. Message files are processed The data provided by the Exchange Server is then processed by the appropriate Connector component. This involves: Resolving the sender by using ADSI queries in the Microsoft Active Directory Processing the data on the basis of the user s permissions or global defaults Generating a fax send job and transferring it to the Messaging Server 4. The document is faxed Messaging Server receives the send job from the Connector component and sends the message as a fax. 5. Acknowledgement that document was successfully sent as fax Messaging Server informs the Connector of the document s status. 6. Acknowledgement is generated A send status is sent to the Connector component. This status can be configured to suit specific user requirements. 188 OfficeMaster 4 Administration

189 5 OfficeMaster for Microsoft Exchange 7. Acknowledgement is sent to the user The acknowledgement is sent to the Exchange Server via SMTP. The Gateway processes messages directly, using both the Microsoft Active Directory and the Exchange Server s global address book. You must therefore also provide the service account with a permissions structure. Flexible installation Recent developments in MAPI connectivity (GMAPI2 interface) and SMTP technology mean it is now possible to install the entire Connector system, including the Exchange Gateway, on an external computer that is connected to the Exchange Server over a network. As nothing needs to be physically installed on the Exchange Server, this means the installation is significantly more flexible (the OfficeMaster Exchange Connector does not require Transport Agents or Foreign Connectors). This new technology means the system can be implemented in a cluster system. Configuration without schema extension The configuration settings for the Connector are stored in the Microsoft Active Directory. You do not need to extend the schema to implement these settings. The system uses the existing attributes. The Connector s configuration attributes are stored in a compressed format. You must therefore install the global settings in a central, accessible location to ensure that the configuration can be implemented across every domain. As a consequence, this installation runs completely independently of the domains. Note! You require at least read permission in the Exchange organisation to access this part of the Active Directory. OfficeMaster 4 Administration 187

190 5 OfficeMaster for Microsoft Exchange 5.2 Installation OfficeMaster can be installed under the following operating systems: Microsoft Windows Microsoft Windows XP from Service Pack 2 Microsoft Windows Server 2003 from Service Pack 1 Microsoft Windows Server 2008 and Windows Server 2008 R2 Note! Microsoft WindowsNT, and Microsoft Windows 2000 Professional Server or Advanced Server, are not supported. The following Exchange Servers in the network are supported: Microsoft Exchange Server 2000 from Service Pack 2 Microsoft Windows Small Business Server 2000 from Exchange Service Pack 2 Microsoft Exchange Server 2003 Microsoft Windows Small Business Server 2003 Microsoft Exchange Server 2007, all variants Microsoft Exchange Server 2010, all variants Note! Versions of Exchange Server prior to Exchange Server 2000 are no longer supported Administration components We recommend you install the Exchange system administration tools on the installation computer. This will then enable you to administer the Connectors after they have been installed. The installation is integrated in: User administration Active Directory Users and Computers Exchange System Manager for Exchange 2000/2003 System administration console in Exchange Server 2007/ OfficeMaster 4 Administration

191 5 OfficeMaster for Microsoft Exchange During the installation, you must ensure that every shared folder called ADDRESS in all the organisation s Exchange Servers can be accessed over the network. Note! If this is not the case or if this is not possible because the correct permissions are not present, you must perform a proxy upgrade installation on Exchange Servers that could not be accessed (this functionality was not available at the time of printing). On the installation computer, the central conversion software (Microsoft Office, Ghostscript, etc.) should be stored in the service account of the CONV component. You actually administer the Connectors either with the Exchange Server s system administration tools or in the Users and Computers Active Directory. The OfficeMaster-specific tabs are only visible if the Connector s administrative component has been installed. These components are installed by default on the Connector server. However, you must also install these components on every other computer on which you want to perform administration tasks. On the Messaging Server, the shared \\<component server>\ffac- CESS\REDIST\Install folder contains these two installations: Setup-OfficeMaster-Exchange-Administration64.exe for installing the administration functions in x64 processor-based Windows operating systems. Setup-OfficeMaster-Exchange-Administration.exe for installing the administration functions in i386 processor-based Windows operating systems. To support organisation-wide recipient updates (formerly the Recipient Update Service, RUS), OfficeMaster supplies the appropriate proxy description objects for each address type when the Connector is being installed. These proxy description objects must be present on every Exchange Server in the organisation. If any of the Exchange Servers cannot be accessed whilst the Connector is being installed, you can also perform this installation separately on the server concerned. You will find the proxy-distribution.exe installation file on the Connector server, in the \\<component server>\ffaccess\redist\install\proxy directory. This is for performing extra installations of the proxy address generators. OfficeMaster 4 Administration 187

192 5 OfficeMaster for Microsoft Exchange Creating the service account The OfficeMaster Connector s service account is the registration account on the msx2kgate component. You must start this component under a special service account. If the component is started as part of the Office- Master Messaging Server service you must assign it the appropriate permissions. If the OfficeMaster Messaging Server service is not running with the local system account, you must run the msx2kgate component under the OfficeMaster Messaging Server service account option. You must install the Exchange Connectors using an account with the following permissions: Domain administrator Exchange organisation administrator (complete) IMPORTANT! You can also use this installation account to create the service account. However, as the service account is to have a limited number of permissions, you must use two different user accounts for the installation account and service account. Creating the service account for running the Exchange Connector: In either the Users and Computers Active Directory or the Exchange 2007/2010 system administration console, create a user account that is a member of the User domain. This account needs its own Inbox. For this reason, do not hide the Inbox in the global address list. Note! As the component empties the Inbox at specified intervals, this Inbox cannot be used as a default recipient. The account will be assigned all the read permissions of the Exchange organisation (see Table 5.2) You then add this account to the local administrators group on the installation computer. Note! If you want to use voic , the Exchange Connector s service account must also have write permissions for the user object to ensure, for example, that the PIN can be changed by a remote query. 192 OfficeMaster 4 Administration

193 5 OfficeMaster for Microsoft Exchange Exchange 2000/2003 Exchange 2007 Exchange 2010 Open the Exchange Server System Manager and call the object administration wizard (below the organisation, using the right-hand mouse button). Use the wizard to add a user account to object administration (Exchange administrator - view only). Add the account to the group Exchange View-Only Administrators Group account Pub lic Folder Management adding Table 5.2: Setting read permissions for the Exchange organisation Note! A domain controller does not have local administrators. If you want to install an OfficeMaster Exchange Connector on a domain controller, you must include the service account in the administrators group. Then assign the service account permission to access the user s Inbox: No other permissions are required for fax and SMS communications. However, you will need to assign the Exchange Connector permission to access the relevant Inboxes if you want to implement the remote pickup function for voice mailboxes. Exchange 2000/2003 Exchange 2007/2010 In the Exchange System Manager you can display the properties of the mailbox memory/ memories for the relevant user. In the Security tab, add the service account with complete access permissions. Use the Exchange administration shell command (see also Figure 5.2): add-adpermission "Database" user "Domain\Account" accessrights GenericAll Table 5.3: Assigning permission to access Inboxes Use the Messaging Server configuration functions to add the Connector. Note! If you also want this account to be used for the conv convertor component, you must logon once, locally, to the installation computer on which the convertor software (Microsoft Office, Adobe Acrobat Reader) has been started once, manually, to confirm configuration dialogs and to complete any final installation steps or on-line updates. In Acrobat Reader you should disable automatic updates to prevent blockages being created by any new dialogs that open here. OfficeMaster 4 Administration 187

194 5 OfficeMaster for Microsoft Exchange Note! Do not install Microsoft Outlook on the installation computer. The Outlook Client is not needed to run the Connector and will usually cause incompatibility issues with the MAPI Client component used by the Connector. This can significantly disrupt the running of the msx2kgate component. Figure 5.2: Inbox permissions for voice accesses for Exchange 2007/ Installing the OfficeMaster Exchange Connector The OfficeMaster Connector for Microsoft Exchange Server is a single component within the entire OfficeMaster installation. After you have installed OfficeMaster, you can then install the Connector. Note! The Connector requires the service account described in section 5.2.2, which should already have been created. After you have finished the OfficeMaster installation, the Exchange folder appears in the configuration program s Quicklaunch bar. Double click on FAX/SMS/Voice/CTI component administration to display all previously installed Connectors in the main configuration window. If no Connectors are currently present, you see the dialog shown in Figure OfficeMaster 4 Administration

195 5 OfficeMaster for Microsoft Exchange Figure 5.3: Setting up the msx2kgate component Click the Create Component button to add an instance of the Connector for all communication services. A separate Installation Wizard then appears (Figure 5.4). Figure 5.4: Welcome dialog OfficeMaster 4 Administration 187

196 5 OfficeMaster for Microsoft Exchange You should only create and delete components using this Installation Wizard. This wizard can install and deinstall Connectors from Version 3.0 onwards. Note! If you are running a Connector from Version 2.0 or earlier, use the deinstallation routine to remove its services, in Windows Control Panel. After the Welcome dialog you are prompted to enter the name of an Exchange Server. The Exchange Server you specify here (local bridgehead) will be used for bidirectional communications with the Exchange Connector. This server sends s to the Exchange Connector, whose server receives all inbound documents and acknowledgements. If you want to use an Exchange 2007/2010 server as the Exchange Connector s server, you must ensure that it is an Exchange hub server (see Figure 5.5). Figure 5.5: Selecting the Exchange communications partner To confirm the Exchange Server, the Installation Wizard calls the installation parameters so they can be displayed. You can only specify a few parameters here (see Figure 5.6). Messaging Server In the Messaging Server input field, select the server which is to run an instance of the msx2kgate component. This field usually displays the main Messaging Server. 196 OfficeMaster 4 Administration

197 5 OfficeMaster for Microsoft Exchange You can also specify a different Messaging subsidiary server here. If the list is not complete, because the configuration program cannot completely access some of the subsidiary servers, you can also input the name of a subsidiary server manually. Figure 5.6: Installation parameters Exchange Server The Exchange Server shown here is the one you have just selected. This field is for information purposes only and cannot be changed. Setting up the Receiving Connector If you select an Exchange 2007/2010 hub server, you can set up a special receiving Connector which is assigned a port that is different from the one used by the hub server s receiving Connector. This is to prevent data from the two receiving Connectors overlapping on the Exchange Server. You can select a different port from the one prompted here. Receiving Connector/Exchange 2007/2010 hub server An Exchange 2007/2010 Hub server already has the appropriate Connectors. However, these are only intended for client and intersite transport purposes. This type of receiving Connector does not accept anonymous authentication. To enable the Connector s service account for Connector communications, either change the security settings of the default Connector (this happens automatically when you disable the Create receiving Connector) checkbox or enable the Connector OfficeMaster 4 Administration 187

198 5 OfficeMaster for Microsoft Exchange for anonymous authentication. The security issues involved in either of these two measures need to be discussed in your organisation! For this reason, there is the alternative option of creating a receiving Connector that is only used for communications with the Messaging Server. The Installation Wizard configures this receiving Connector automatically as follows: Name: Connector for UMS (Exchange Server - Messaging Server) Configuration of the receipt process only via the specified port No anonymous authentication NTLM authentication is enabled Service account is shared specially for this Connector Communications to this Connector is only permitted by the Messaging Server s IP address Transmission Connector An SMTP Transmission Connector is created automatically. This can be used as an alternative to setting up your own receipt Connector. It has the following configuration: Name: Connector for UMS (Exchange Server - Messaging Server) SMTP Port 25 No outbound authentication enabled Transmission server (local Bridgehead) is a selected Exchange Server Receipt server (Smarthost) is the specified Messaging Server that is running the Connector s components These Connectors should be ready for use immediately after installation. Administrators can also modify these Connectors to suit the requirements of their organisation. Note! Do not rename these Connectors. This is because the Installation Wizard uses Connector names as a criterion for installation and deinstallation. 198 OfficeMaster 4 Administration

199 5 OfficeMaster for Microsoft Exchange Global directory The global directory refers to a shared folder in the Messaging Server installation. Every Messaging Server from version 3.0 onwards, that has selected an OfficeMaster for Microsoft Exchange Server option as its installation variant, has a shared folder FFACCESS. This shared folder has the following contents. Directory Cover Contents Cover sheets in Rich Text Format (RTF), These can be stored either by the administrator or by users Sign Signature files in Rich Text Format (RTF), These can be stored either by the administrator or by users. Letter Picture DCX image documents (multi-page PCX files) that can be inserted in outbound fax documents, These can be stored either by the administrator or by users Image files in Portable Network Graphics (PNG) format. The images can be assigned to different users and appear in the voice messages. The graphic should be a maximum of 160 x 180 pixels (width x height). These can be stored either by the administrator or by users Table 5.4: Shared folder on the Messaging Server The global directory forms the basis for all administration snap-ins and for every Connector. You can also specify a shared folder on a file server. This share must contain the same contents tree as shown in the previous table. The global directory entry may also be changed by another installation. You will be informed if this happens. Licence Group In the Small Business variants (OfficeMaster 10 or OfficeMaster 25), the Licence Group contains a field in which you must input the name of the licensed users. In the standard system, the licence group is created automatically in the Users container and is called OfficeMaster Licence Group. You can also input alternative groups here. This licence group cannot be stored in OfficeMaster. Note! Do not move the licence group after installation! The system only stores the corresponding reference. This is not corrected automatically if OfficeMaster 4 Administration 187

200 5 OfficeMaster for Microsoft Exchange you move the licence group manually. However, if you do want to move the licence group, you should install the Connector over it and input the name of the licence group manually. Service account The Service Account input field is where you enter the account you have previously prepared (section 5.2.2) for the msx2kgate component. The configuration program prompts you to enter the current registration account. You can then replace this with the name of the service account you have prepared. The account has special permission to access the Connector. Note! You must reinstall the Connector if you want to change the account or enter its name at a later point in time. Global setting: Global installation of the basis configuration object (recommended). Global user settings are used as the template for any user who is not administered directly. These settings are stored in an object which is replicated centrally and is available to any part of your organisation. This setting is the default setting for organisations that have only one administrative group or only one routing group. Installing the basis configuration object across all domains In larger organisations, it may happen that the corresponding service account or a particular site s most reliable installation account does not have permission to store global settings across the organisation. In this case, you can store the settings in the current domain object. The other locations should also perform this type of installation in the same way. As a result, different global settings then apply in each location (or each domain). Note! You should only select this method of storing global settings once and retain it for future installations. If you changed the way that these settings are saved for several installations that are performed quickly one after the other, the objects would be installed twice. This problem can only be solved by deinstallation. If settings are made both organisation-wide and in the local domain for each memory object, then the settings made for the local domain object will apply. 200 OfficeMaster 4 Administration

201 5 OfficeMaster for Microsoft Exchange The Connector is installed and initialised after you confirm the installation parameters (see Figure 5.7). All the configured options are set up in this step. The most important of these are the Connectors in the Active Directory. If the current registration account does not have the appropriate permissions, any problems that arise are displayed here. Figure 5.7: Installation status Note! For support purposes, the finstallhelp.log file is created in the root directory of the C drive. This log file is created sequentially for every installation and deinstallation process and may be useful for the Ferrari electronics Hotline team if a problem arises. In addition to creating the Exchange Connector component, the installation process also creates an SMTP receiver component (smtprx). A Messaging Server should only have one SMTP receiver component which is used to forward documents. This is because other Messaging Server components (mailgw, sapcon) also use this interface and can therefore run in parallel. However, if no SMTP receiver component that uses the current Messaging Server as the basis for receiving information is already present, it will be created. Note! If the software is installed directly on an Exchange Server, the transmission port cannot be port 25. If you use port 25, the Transmission Connector would then supply information to its own receiver Connector. To prevent you having to reconfigure the IP address, the Transmission Connector can be configured on a different port (10026). The smtprx OfficeMaster 4 Administration 187

202 5 OfficeMaster for Microsoft Exchange component is then automatically ready to send information via this port. Although this type of installation is performed entirely automatically by the Installation Wizard, you can also use administration snap-ins to reconfigure the settings at a later date. Distribution of proxy address generators The installation process continues with a dialog box (Figure 5.8) in which you specify how proxy address generators are generated. This involves the distribution of the receiver update service to support the organisationwide recipient update service. This service requires a specific generator component to be present on every Exchange Server. You should install this component manually on servers that do not have permission to install the component themselves. If this step has already been performed as part of an installation, click the Delete selection button to disable it. Click Next to move to the next installation step. Otherwise click the Installation button to start the distribution. The server list tells you if the distribution has been performed successfully. Figure 5.8: Distribution of proxy address generators This is where you set up the fax and SMS addresses that are used to process outbound jobs. This is because the Connectors can use these addresses as sender IDs. 202 OfficeMaster 4 Administration

203 5 OfficeMaster for Microsoft Exchange Note! You cannot set up recipient rules here. You cannot use recipient rules to create meaningful fax, SMS or voice addresses. We do not recommend you use the receiver update services to create fax, SMS and voice addresses. Fax, SMS and voice addresses should only ever be created manually or by a script. Click Finish in the next dialog to close the Installation Wizard. Although you have now created the component in the Messaging Server (see Figure 5.9), it has not yet been started. You start the component after it has been configured using the appropriate Exchange system administration tools. Note! You should check that both the msx2kgate Connector component and the corresponding smtprx SMTP receiver component have been started correctly. If not, you must start the relevant component manually. If the smtprx component cannot be started, this is usually due to the current Windows Simple Mail Transfer Protocol service. If it is, you would then need to either disable this service, move it to a different port, or specify a different IP address. Figure 5.9: Installed msx2kgate component OfficeMaster 4 Administration 187

204 5 OfficeMaster for Microsoft Exchange Several Connectors within one organisation To install several Connectors in an organisation running a number of Microsoft Exchange Servers, simply repeat the installation procedure described in section in each case. You can only ever install one Connector for the same Exchange Server on a component server. However, you can install several Connectors to different Exchange Servers on the same component server. Example Two Connectors can be installed on the same component server, if they both refer to different Exchange Servers Installation on an Exchange 2000/2003 Server Note! Unlike the previous 2.x and 3.0 versions, we do not recommend you install this software directly on an Exchange Server 2000/2003. The problems described below can be resolved if the OfficeMaster Messaging Server smtprx SMTP receipt component is installed on a subsidiary server. You will have to perform a few steps manually to install this system on an Exchange 2000/2003 Server if you also want the OfficeMaster Messaging Server s smtprx SMTP receiver component to run on the Exchange Server (this conflict has been avoided in Exchange Server 2007/2010 by implementing automatic port configuration). The main problem that occurs here is due to competition between the virtual SMTP server on the Exchange 2000/2003 Server and the smtprx component created when the Connector is installed. As the installation process created an SMTP Connector, which specified the Exchange Server s name as the recipient for its outbound s, this causes a problem when sending s because the Exchange Server and the local machine now have the same name. 204 OfficeMaster 4 Administration

205 5 OfficeMaster for Microsoft Exchange Configuration sequence 1. You must specify at least two IP addresses in the server s network settings. Figure 5.10: TCP/IP settings for the Exchange Server 2. Set the virtual Exchange Server (see Figure 5.11) that refers to the local Exchange Server as the first IP address (see Figure 5.12). To do this, go to the virtual Exchange Server properties under the SMTP menu item under the logs in the current Exchange Server s properties. Figure 5.11: Virtual standard server for SMTP OfficeMaster 4 Administration 187

206 5 OfficeMaster for Microsoft Exchange Figure 5.12: Changing the virtual standard server s recipient IP address for SMTP 3. In addition to the Connector for UMS under the OfficeMaster node, you will also see the actual Transmission Connector directly under the Connector node. This is where you change the Connector s Smarthost to the second IP address. You must input this address in square brackets (see Figure 5.14). Figure 5.13: SMTP transmission Connector Connector for UMS 206 OfficeMaster 4 Administration

207 5 OfficeMaster for Microsoft Exchange Figure 5.14: Changing the Smarthost entry into an IP address 4. These settings complete the modifications for the Exchange Server. To avoid resolution problems within the domain, you must ensure the first primary IP address is returned when the Exchange Server s fully qualified domain name is called. You may need to correct this by making an entry in the DNS server to reflect the appropriate network settings or making an entry in the Host table. Figure 5.15: Checking the IP address 5. The second IP address is now configured as the recipient address in the OfficeMaster Messaging Server s smtprx receiver component. Note! This configuration step can only be performed if Expert mode is enabled in the Messaging Server configuration (Tools > Expert mode). OfficeMaster 4 Administration 187

208 5 OfficeMaster for Microsoft Exchange Figure 5.16: smtprx component configuration on the new IP address menu 6. You can then start the component after it has been configured. Figure 5.17: Restarting smtprx 7. Once the IP address and SMTP components have been modified, the OfficeMaster Exchange Connector is ready for use. 208 OfficeMaster 4 Administration

209 5 OfficeMaster for Microsoft Exchange Updating the Connectors (reinstallation) If an OfficeMaster Exchange Connector has already been installed, and you perform another installation that refers to the same Exchange Server, the old installation is updated and repaired if necessary. This does not overwrite any settings that have already been made. The installation updates any parameters that might be missing. You can also change the OfficeMaster licence group or the service account during this type of repair installation. Any previous configuration settings in existing Connectors are retained as far as possible. Only server-specific data is corrected. One of the settings that might be changed is the global directory (see Figure 5.6). The Installation Wizard will prompt you to confirm that this directory is to be changed. Figure 5.18: Changing the global reference directory If this directory was input correctly during a previous installation, there is no reason to overwrite it. In this case, click No to close the dialog box. OfficeMaster 4 Administration 187

210 5 OfficeMaster for Microsoft Exchange 5.3 Global OfficeMaster Settings All the Connector settings are made by Microsoft Exchange administration snap-ins. After the Connector components have been installed, you can view the installed objects on the installation computer. For this reason, the Office- Master installation server should also run the Exchange administrative programs. Microsoft Exchange Administration Exchange 2000/2003 Exchange 2007 Exchange 2010 snap-in Exchange System Manager Exchange system Management Console Exchange system Management Console OfficeMaster 4 Administration integrated Start > Program Files > OfficeMaster> OfficeMaster Exchange administration integrated; alternative: Start > Program Files > OfficeMaster > OfficeMaster Exchange administration Table 5.5: Microsoft Exchange administration snap-ins/officemaster installation The tabs for individual settings appear either in German, English or French, depending on which language has been selected for the operating system. Figure 5.19: Exchange 2000/2003 System Manager 210 OfficeMaster 4 Administration

211 5 OfficeMaster for Microsoft Exchange You can view the Connector settings in the Exchange Server 2000/2003 administration tools under Connectors (see Figure 5.19). The SMTP Connector that represents the actual transmission object is also displayed here. However this Connector does not have OfficeMaster-specific characteristics. You must manage these separately as additional objects under OfficeMaster. When the Exchange Server structure calls the OfficeMaster object properties, it opens a dialog in which you can make a number of settings to globally influence how the Connector and any installed Connectors react. The OfficeMaster tab in the System Manager is where you set global properties for all the installed OfficeMaster Connectors. These are properties that can be assigned to every user as a global template without involving any administration tasks or properties that affect every Connector. OfficeMaster properties are displayed in all the administrative groups and routing groups. The corresponding Connectors at the various sites can only be viewed in the appropriate Routing group. Global settings are displayed in the Exchange Server 2007 and 2010 administration tools under OfficeMaster in organisation administration (see Figure 5.20). Figure 5.20: Global configuration in Exchange 2007/2010 Administration Console In server administration, OfficeMaster Connectors are displayed as properties of each particular Exchange Server under OfficeMaster (see OfficeMaster 4 Administration 187

212 5 OfficeMaster for Microsoft Exchange Figure 5.21). You can also administer all previous versions of each Connector in this display. Figure 5.21: Connector configuration in the Exchange 2007/2010 Administration Console The Properties dialogs of the administration tools are almost identical. Only the dialogs for the Exchange Server 2010 Administration Console are used in the documentation below General (Connector) settings The General settings tab (see Figure 5.22) is where you make the global General settings that every OfficeMaster Exchange Connector in the organisation uses to orient themselves. Global directory (for cover sheets etc.) This is where you input the UNC path to a global directory where you can store cover sheets, signature files, letterhead files and caller pictures. This directory must have the same structure as the FFACCESS share. In other words, the Connectors expect to find subdirectories with the following names in this location COVER (cover sheets), LETTER (letterhead files), SIGN (signatures) and PICTURE (caller pictures). It is a good idea to manage these directories here if your organisation is running a number 212 OfficeMaster 4 Administration

213 5 OfficeMaster for Microsoft Exchange of OfficeMaster Connectors. However, this directory may be changed as part of the installation process. Figure 5.22: Tab General settings This is where an administrator can, with the agreement of the people who operate the other Connectors, input a base directory. If you selected the Install global settings across all domains option during the installation, every location will be assigned its own global directory. Language This is where you specify whether the messages the Connectors send to the users are to be given in German, English or French. Users can change these entries in their recipient-specific settings. Message format OfficeMaster Connectors can both generate the documents they receive, and acknowledgement messages, in different graphic formats. You can select one of the following internal options: OfficeMaster 4 Administration 187

214 5 OfficeMaster for Microsoft Exchange Only text The documents are produced as s in text format. This setting offers the greatest compatibility with all the user programs that can be connected to the Exchange Server. HTML layout: Neutral, OfficeMaster and Outlook The HTML layouts are graphic message formats. The message is produced as an HTML message and, for fax documents, includes an attachment of the first page of the document as a preview. As acknowledgement messages contain the converted attachment files as separate files, the first page of each attachment object is displayed directly in the body of the message. The format used for the preview graphic (PNG) does not depend on the format specified for the actual attachment file. The three internal layouts that can be selected contain different coloured design options. The administrator is responsible for selecting the required layout. The default setting uses the OfficeMaster layout. HTML template In addition to the HTML style sheets implemented in the system, you can import special external formatting templates for further modifications. These are generated in a special HTML/XML variant and can be stored in the global Cover directory along with the standard RTF cover sheets. These special template files (*.HTL) store complete language records as HTML templates and can therefore permanently affect the appearance of inbound documents. If necessary, you can also modify them to match your own company s corporate design. You will find the HTL editor program and documentation about the HTL script language in the <SERVER>\FFACCESS\Redist\Tools directory. Determine from sender and recipient information The Connectors can resolve inbound and outbound call numbers into name information. This is where you specify the databases that are to be searched for this information. Global address book/microsoft Active Directory If you select this option, inbound call numbers and outbound cover sheet information are determined either from Active Directory user data or Active Directory contact data. This option ensures that internal call numbers are also resolved, because contact data is not usually stored in the Active Directory. 214 OfficeMaster 4 Administration

215 5 OfficeMaster for Microsoft Exchange Private contacts (user profile) Private contacts are made up of information stored in the sender s mail profile or, for inbound documents, in the recipient s mail profile. These profiles are not the private folder files (PST files) that were included in the mail profile. It is the contact folders in the profile that are involved here. This function can only be used successfully if the Connector component s service account has the appropriate permissions to read data from the user s Inbox buffer. Public folders The way the Connectors resolve address book data involves the cover sheet fields and information about the senders of inbound and outbound documents or messages. As most of the information about these senders is not stored as Active Directory contacts, but is available as contact elements in the public folders, you can use this type of element as a data source when you enable this function. The first contact element the program finds is used here. You can use the displayed name to see if duplicates are present. However, duplicates are not treated as errors because no other information can be used to find the data. Note! If you make these settings, the search through the private contacts and the public folders will be performed in real time. It may therefore take quite some time. As an alternative the Connectors can use the metacache database, which functions independently of these settings. Sending details Send business cards (VCARDS) as an additional fax page In Microsoft Outlook, you can specify whether Outlook s electronic business card (VCARD) is to be sent along with the original business card. This option, which is the default setting for s, can also be used when you send a fax. If you select this option, the VCARD is also converted into a fax as a separate page. Request 64k connection by default OfficeMaster Gate supports the G3C fax log standard, which allows you to transfer data at 64 kbit/s over ISDN lines when used with fax group 3. In this case, when OfficeMaster Gate is in use, the system first tries to set up a 64 kbit connection to the receiving station and then to send the fax or file at this speed. You can achieve significant savings in both time and costs if this is successful. However, if this attempt fails, be cause the receiving station does not have the corresponding functionality, a second attempt to create a connection that uses the standard speed OfficeMaster 4 Administration 187

216 5 OfficeMaster for Microsoft Exchange must be made. This will, of course, take longer. If this option has been enabled, a user can decide to disable it in the sending options for their particular send jobs. Use ECM (error correction) You use this option to specify that the error correction function is to be applied when a fax or file is to be sent. However, this is only possible if the receiving station supports this technical functionality. The error correction function ensures that the data is transferred without error, even over poorer quality connections. Any faulty data blocks are identified and repeated. We recommend you do not disable this function so that users can choose to disable it themselves for particular jobs. Use fine resolution (200 x 200 dpi) If this option is disabled, every fax is sent at standard resolution (200 dpi horizontal, 100 dpi vertical). This means they can be sent much more quickly and cheaply than with fine resolution (200 x 200 dpi). Every user then has the option of specifying the resolution they want in the send options for each job. Cover sheet mode You can usually add a cover sheet to any message you send as a fax via Microsoft Exchange. This selection field is where you influence the cover sheet. Never suppress cover sheet This option means that a cover sheet (if one has been created) is always sent with the fax. Suppress cover sheet, if message empty If the actual message only contains a file attachment (and no text), select this option to prevent a cover sheet from being sent with the message. However, this setting is ignored if the Subject field contains data. You should only use this option if the file attachment itself contains relevant information, e.g. a cover sheet that has been created in a text program. Suppress cover sheet, if message and Subject field empty Use this option to prevent a cover sheet from being sent if both the message and the Subject field are empty. You should use this option if you want a cover sheet to be generated in every case where the Subject field has been filled, because this is usually also integrated in the cover sheet. 216 OfficeMaster 4 Administration

217 5 OfficeMaster for Microsoft Exchange Time and urgency control (sending on the basis by priority) Use these options to specify when faxes and SMS documents are to be sent, on the basis of their priority. Use the prioritised option to specify whether the documents in the sending Messaging Server are also to be prioritised in the queues. However, you should only use the prioritised option for high priority because it affects the sequence of documents in the server queue User defaults (FAX) You can specify a default setting here as a global setting which is then assigned automatically to every user in an organisation. In addition to these global settings, every user can be managed on an individual basis. The tab displayed in Figure 5.23 shows the setting options for fax communications. Figure 5.23: User defaults (Fax) tab OfficeMaster 4 Administration 187

218 5 OfficeMaster for Microsoft Exchange PIN This is where you set the global fax ID for users in your organisation. This then appears in the header of every fax that is sent. You must input this ID in accordance with international standards, using the format: +country code prefix (without leading 0) call number, extension number. Example: By specifying an individual ID you ensure that the sender s fax number, including their extension number, is transferred correctly and that any faxes sent in reply can be addressed directly to them. If you do not enter an ID here, the program uses the data specified when the Messaging Server was installed. Headline This is where you specify a global header text for the users in your organisation. For example, the company name and a particular department name. Cover Sheet The cover sheet is an RTF file whose name is specified in the corresponding field. Cover sheets are stored in the COVER subdirectory which is created automatically during installation (see section 5.2.3). The default setting for the cover sheet is disabled. If a cover sheet is enabled it is applied to every fax sent by this organisation s Connectors unless the particular user has permission to disable the centrally defined cover sheet and replace it with one of their own. Note! If you use Microsoft Word to generate a cover sheet, you must also use Microsoft Word for the central conversion of the message. Microsoft Word produces RTF files which cannot usually be interpreted correctly by Exchange s internal RTF convertor, especially if more complicated formatting such as tables and position frames have been used in Microsoft Word. Signature This is where you input the name of a signature file. By default, this function is disabled. The names of all the signature files stored in the SIGN subdirectory are displayed here. You can also input an additional file name. However, if you do, you must ensure that the corresponding cover sheet file is stored in the SIGN subdirectory before you start using the system. 218 OfficeMaster 4 Administration

219 5 OfficeMaster for Microsoft Exchange Note! The administrator is responsible for assigning the appropriate signature file to each particular user. This signature file must be in RTF format so that it can be integrated at the right place in the Microsoft Exchange message. Steps in creating a signature file: Scan in the signature Store it as a graphic file, e.g. in PCX format Import it into an RTF file as an object Note! The internal convertor cannot convert objects into RTF files. For this reason, you must use Microsoft Word as the convertor in this case. Cost centre The cost centre you enter here refers to an entry in the log file generated by the Messaging Server. You should only input a cost centre in this field if the user does not have any cost centre details and you want to set the value to the value specified here. A cost centre is a code (with a maximum length of 12 digits) that uniquely identifies the user in the log file. Letterhead attachment The default setting for this field is standard.this means the Letterhead for attachments set centrally for the Fax Connector is applied to the user. However, you can also input a different letterhead. The combination field displays the names of all the letterhead files that are stored in the LET- TER subdirectory. You can input a new name in this field, but only if you ensure the associated letterhead file is stored in the LETTER subdirectory before you start the system. The next two checkboxes control how the letterhead file is used in multi-page documents: a) repeat letterhead (last page) b) only use the first page of the letterhead There are four possible combinations of these options: Case 1: a=off, b=on The appropriate page of the cover sheet or message is stored for every page of the letterhead. If the cover sheet or message has more pages than the letterhead, no data is stored for the pages of the cover sheet or message for which no letterhead is present. OfficeMaster 4 Administration 187

220 5 OfficeMaster for Microsoft Exchange Case 2: a=on, b=on (default setting) The appropriate page of the cover sheet or message is stored for every page of the letterhead. If the cover sheet or message has more pages than the letterhead, the last page of the letterhead is stored for the pages of the cover sheet or message, for which no letterhead is present. Case 3: a=off, b=off Only the first page of the letterhead is used. It is stored for the first page of the cover sheet or message. Any further letterhead pages that might be present are not used here. No data is stored for any of the subsequent pages of the cover sheet or message. Case 4: a=on, b=off Only the first page of the letterhead is used. It is stored for all the pages of the cover sheet or message. Acknowledgements Every user who sends a fax can receive the appropriate acknowledgement as a reaction to the fax transmission. These acknowledgements can be configured differently according to the Exchange Server options you select. Acknowledgements provide information about whether the fax was sent successfully. If a Non Delivery Report message is requested, the sender receives a Non Delivery Report (NDR) if the fax could not be sent successfully. This report not only describes the cause of the error but also allows the sender to change the fax number and send the fax again. positive and negative as Mail Positive and negative acknowledgements are sent to the sender s Inbox as s without the converted fax. positive as Mail, negative as NDR Positive acknowledgements are sent to the Inbox as s. Negative acknowledgements are generated as Non Delivery Reports (NDRs). The Non Delivery Report has the advantage that you can simply click a particular button to send the message again. only in the negative case, as Mail Only negative acknowledgements are sent as s to the sender s Inbox for information purposes. 220 OfficeMaster 4 Administration

221 5 OfficeMaster for Microsoft Exchange only in the negative case, as NDR An acknowledgement, consisting of an NDR, is only generated if the fax transmission fails. positive and negative as Mail with attachment This option displays the fax as a converted attachment in both positive and negative acknowledgements. positive as Mail with attachment, negative as NDR Positive acknowledgements are sent as s with the converted fax, whereas negative acknowledgements arrive in the Inbox as Non Delivery Reports. only in the negative case, as Mail with attachment (recommended) If you select this option, reply messages are only produced if the fax could not be sent correctly. After the Fax Connector has sent a fax, it sends a message to the user to tell them whether or not the fax was sent successfully. We do not recommend you require a message to be generated every time a fax is sent successfully, particularly for bulk faxes. As an additional option, you can specify that bulk faxes (outgoing fax documents with the same contents that are sent to a number of recipients) are only acknowledged by collective acknowledgements. In this case there would be one acknowledgement for all the faxes that were sent successfully and one for all those that failed instead of an individual acknowledgement for every fax. This option cannot be used for form letters, which must be treated as individual jobs. You cannot set up collective acknowledgements for form letters. File format The standard format used for attachments to inbound fax documents is TIFF/G4. However, you can select a different format from the list displayed here. The type of format that should be used for attachments depends on which program you use to display the faxes. OfficeMaster Workstation software supports, among others, DCX format. User computers that are running older Windows operating systems are already equipped with the Imaging for Windows viewer, developed by Kodak. This viewer supports both DCX and TIFF formats. If you use TIFF format, this viewer gives you the option of adding graphics and texts as annotations to a displayed fax page. You can therefore add notes or OfficeMaster 4 Administration 187

222 5 OfficeMaster for Microsoft Exchange other features to a fax before you forward it. You can also select PDF format as the format for inbound faxes. If you are using Windows XP (or higher) as your operating system, you can use the integrated fax and image display functions for TIFF documents. However, this program does not support DCX format. You can also specify that, when the Messaging Server s text recognition function is enabled, a scanable document in PDF format is attached to the inbound document (OCR). Electronic fax signature This is where you specify whether outbound fax documents are to be provided with a qualified electronic signature. If you set this signature, you must ensure that an appropriate signature component has already been set up on the OfficeMaster Exchange Connectors involved at this stage of the process. As this type of signature is usually only used by individual persons, you should enable this option in the user settings rather than here User defaults (voice) In this tab, (see Figure 5.24), you can set user defaults as global settings for voice Connectors. These default settings are then automatically applied to every user in the organisation whose data is not administered separately. Recording Recording mode differentiates between the provision of pure voice messages with a file attachment ( Only voice messages ) and the additional provision of a notification of the call without a file attachment ( All calls ) when a caller does not leave a message. Language directory The language directory identifies the Messaging Server s language tree. Every Messaging Server on which a language tree is installed has audio directories in which language-specific announcements are stored. In the standard system, you can select either de (German Katrin Loquendo) or en (English Simon Loquendo). 222 OfficeMaster 4 Administration

223 5 OfficeMaster for Microsoft Exchange Voice project This field is where you select which of the voice server s voice projects are to be used. The voice project determines how the server reacts when it receives a voice message. Figure 5.24: User defaults (Voice) tab Caller picture The caller picture is a default picture that is used if no other picture has been assigned to the user or if the incoming caller could not be resolved. This picture is a graphic file (PNG or JPG) which must be stored in the global PICTURE directory (see section 5.3.1). The graphic should not exceed 160 x 180 pixels (width x height). Message Waiting The Message Waiting reaction determines when the Message Waiting Indicator on the user s telephone is activated. The Messaging Server configuration and the triggering of the Message Waiting function in the OfficeMaster 4 Administration 187

224 5 OfficeMaster for Microsoft Exchange PABX determine when this indicator lights up. There are three modes for disabling this indicator: 1. Reset by general remote query 2. Reset by listening to at least one message 3. Reset by listening to all messages Display Audio file This selection field is where you specify whether or not the voice message file (WAV or MP3) is to be displayed in the message. If you select suppress, the file can no longer be played over the PC loudspeakers and can only be heard by remote pickup. Initial PIN Every user who is not administered directly must input this initial PIN when they pick up calls remotely from their voicebox. You can input the PIN here to modify the sequence of functions to suit the actual reaction. Pickup authorisation 1-3 This is where you input the telephone numbers that immediately switch the voicebox into configuration mode when it receives calls from these devices. The remote pickup function is only implemented for the sake of completeness. There is no good reason to use this function on a global basis User permissions The administrator can assign a wide variety of permissions to individual OfficeMaster Exchange Connector users. The permissions shown here are assigned automatically to every user as central default settings, unless other permissions have been set for individual users. The User permissions window displays all the permissions that can be assigned to a user by enabling the appropriate checkbox. 224 OfficeMaster 4 Administration

225 5 OfficeMaster for Microsoft Exchange Figure 5.25: User permissions These permissions have the following meanings: Change transmission time This allows the user to specify the date and time of the transmission time. If the option is enabled, it takes priority over the priority selection high, medium or low. If the user specifies a time without a date, it is applied to the current date unless this time has already passed. In this case, the time is applied to the following day. Change resolution This permission enables the user to specify either fine resolution or standard resolution when they send a fax. We recommend the administrator selects standard resolution to keep transmission times and costs as low as possible. However, in special cases, the resolution quality can be set on an individual basis. OfficeMaster 4 Administration 187

226 5 OfficeMaster for Microsoft Exchange Switch off cover sheet The central administration functions can specify either a standard cover sheet to be used by all users or a cover sheet for an individual user. If a user has generated the document they want to send in a text program and already provided it with its own cover sheet, you can use this option to suppress the preselected cover sheet. Cover sheets cause longer transmission times and therefore additional costs. Switch off letterhead for cover sheet If the use of a letterhead for cover sheets setting has been enabled in the central administration functions, this option allows users to suppress this letterhead here. Switch off letterhead for attachment If the use of letterhead for attachments setting has been enabled in the central administration functions, this option allows users to suppress this letterhead here. File transfer This option means that the fax connection sends both the message and any attachments that are present to the receiving station as files. You should only select this option if you know that the receiving station has the appropriate fax protocol (ITU standard T.434). The recipient can then either process the files directly or run the programs contained in these files. This option may not be supported by the fax hardware. Fax on demand This option allows users to use fax on demand services. In this case, the fax number given as the fax address is called and the fax protocol informs the receiving station that a fax document prepared for fax on demand is ready to be sent. The user receives this document in the same way as a fax. Switch off ECM This permission allows the user to suppress the recommended transmission with Error Correction Mode (ECM). OfficeMaster hardware supports fax transmission in ECM. We strongly recommend you use this function. ECM is automatically disabled for communications with fax receiving stations that do not have ECM. ECM ensures that faxes can be sent without errors because any transmission blocks in which errors occur are repeated. If line quality is poor, this may result in the 226 OfficeMaster 4 Administration

227 5 OfficeMaster for Microsoft Exchange fax taking a little longer to send. You should only disable ECM if very poor line quality would lead to extremely long transmission times and if transfer errors can be tolerated. Request acknowledgement with fax document When faxes are sent, you can specify that the user receives an acknowledgement that tells them whether their fax has been sent without errors occurring. In addition to the status information, the user receives the actual fax as an attachment consisting of a graphic file. This option is always useful if the user has triggered a number of send jobs and can only identify the acknowledgements on the basis of the original fax. Specify cover sheet/letterhead per job This option enables the administrator to authorise the user to use individually designed cover sheets and letterhead graphics. When they input a file name, they can also select a cover sheet or letterhead that is to be used on the fax they are about to send. However, this can only happen if the <Messaging Server>\FFACCESS\Cover installation share has the corresponding cover sheet stored in it. Deselect signature In the central administration functions, the administrator can specify that a signature is to be added to the messages from a particular user. This signature is stored in a file in the <Messaging Server>\FFACCESS\ Sign installation share. This option allows the user to prevent the default signature from being applied to their messages. Prevent outbound fax from being printed The administrator can specify that all sent faxes are printed automatically on a selected printer. If the option is enabled, the user can prevent these faxes from being printed. All these user permissions appear in the OfficeMaster Send Options for Outlook when a message is sent. Note! The internal mechanisms in Microsoft Exchange mean that users cannot display the permissions that have been enabled for them. They can only view all the possible settings. The administrator must then tell them which settings they can influence. This function is not affected by the configuration of any of the printer ports (printgw) in the Messaging Server configuration. OfficeMaster 4 Administration 187

228 5 OfficeMaster for Microsoft Exchange Although the settings listed below affect a user s permissions, they do not appear in the OfficeMaster Send Options for Outlook. Send with high priority The standard send options include an option for setting the transmission priority for a message to high, medium or low. As a fax with high priority is sent immediately after the request to send it is made, sending a long fax may cause high transmission costs. It is therefore a good idea to only allow users permission to use the most cost-effective priority levels in each case. If this option is enabled, the user can send faxes with the highest priority level. Send faxes with medium priority As medium priority faxes are not sent at the most cost-effective time, it is a good idea to allow users to only send faxes with low priority because this is always the least expensive. This option allows users to send faxes with the middle priority level. Fax transmission Use this option to specify whether a Microsoft Exchange user has permission to send faxes. Fax reception Here the administrator can specify that a user may not receive faxes directly. Instead, faxes are forwarded to the default recipient s Inbox. The default recipient can then decide whether the inbound fax is to be forwarded to the intended recipient (who is not permitted to receive faxes directly). Switch off electronic signature This gives the user the option of disabling the electronic fax signature in one of their send options. This permission is enabled here. Send SMS If an SMS Connector has been installed, this option permits the general sending of SMS messages. Users who send an SMS without having this permission receive an error message. Receive SMS The SMS Connector can also receive SMS messages. Select this setting to prevent SMSses from being received. The messages are then forwarded to the default recipient s Inbox. The default recipient can then decide 228 OfficeMaster 4 Administration

229 5 OfficeMaster for Microsoft Exchange whether the inbound SMS message is to be forwarded to the intended recipient (who is not permitted to receive SMS messages directly). Send split SMS If sending SMSses is generally to be permitted, SMS messages that are too long can also be sent. These messages are then divided into several messages, each with a maximum of 160 characters, and sent one after the other. As this option can cause high transmission costs, the default setting is for it to be disabled. Enabling CTI CTI functionality can be enabled or disabled for each individual user. The global setting is made here. If you disable this option, the user will no longer be able to logon to their OfficeMaster workstation using the CTI function. Allow CTI monitoring of all telephones The CTI functions also include a call monitor which can display the telephone status of other subscribers. This is where you configure the permission to display this information. Maximum number of split SMS When sending SMS messages, you can specify the maximum number of SMS messages into which SMS texts that are too long can be divided. The message is cut off when this maximum limit is reached. Documents that are too long can be sent if they are divided into a maximum of 99 SMS messages. CRL for outbound documents The CRL is used to define call numbers or call number ranges that are not to be sent to users as faxes. For example, the entry 0900 means that faxes cannot be sent to any call number which begins with this number sequence. The number sequence 00 means that users cannot send faxes abroad. The entry i (for internal) means that no internal faxes (within the same telephone PABX) can be sent. Individual call numbers in the list are separated by a semicolon (;). OfficeMaster 4 Administration 187

230 5 OfficeMaster for Microsoft Exchange 5.4 Administration in Messaging Server Configuration Gateway configuration Although the Exchange Connectors store all relevant settings in the MSX2010 management console, to manage the integration of components into the Exchange Server environment, these individual components also have a number of base settings in the Messaging Server configuration, which ensure they run correctly and effectively. Figure 5.26: Base configuration of the msx2kgate component You will find the base settings in the Gateway configuration tab (see Figure 5.26). Microsoft Exchange Server Parameters These settings are set by the Installation wizard. They include the name of the Exchange Connector, the Connector s path in the Microsoft Active Directory, the name of the Exchange Server for logging on, the X OfficeMaster 4 Administration

231 5 OfficeMaster for Microsoft Exchange address of the administrative group, and the path of the complementary configuration node. Note! Although base settings can be configured in Expert mode, we do not recommend you manage them manually. Base parameters should only be set by the installation program. Any manual changes may prevent sensitive components from running correctly. Gateway for fax, SMS, voice and information services The settings in this area determine how Exchange Connector components interact with other Messaging Server components. Component name This field contains the name of the Connector component. You cannot change this. Signature component To support the use of digital signatures, you can select a signature component here that then works together with the Connector component to run the signature functions. Status component A status component is an additional component which provides information about the status of the fax documents and SMS messages that have been sent. This is where you can specify, for example an archive gateway. Status options The msx2kgate component can also function as a status component for other gateways. This is where you specify the additional options. Status messages for SAP based on user address field If you are working with the sapconn SAP Connector you can specify that the sender is determined by the job field in the user address. The Connector then uses this field to resolve the address in the Active Directory. Status messages for SAP on the basis of the user name If you are working with the sapconn SAP Connector you can specify that the sender is determined by the job field in the user name. The Connector then uses this field to resolve the address in the Active Directory. OfficeMaster 4 Administration 187

232 5 OfficeMaster for Microsoft Exchange Suppress status acknowledgements If the Connector is connected to an LPD, it will be able to process both mail addresses and fax numbers. This is where you prevent an acknowledgement from being sent to the user to tell them that the s have been successfully processed by the LPD using the relay forwarding functions in the Exchange Server Receipt configuration The settings in the Receipt tab (see Figure 5.27) directly affect inbound documents. You can input the called party numbers used in the receive jobs implemented for the Exchange Connector as address filters for fax or SMS messages. The default setting (.*) means that all the received faxes or SMSses are forwarded to the Exchange Connector. You only need to change this if you want the received messages to be sent to different gateways, such as sapconn or filegw, or if OfficeMaster is only to receive messages on specific phone numbers. In the second case, you can enable what is known as a White List, by selecting Tools > Black & Whitelist > Reject undeliverable messages. Note! If the address filter (without the White List procedure) is limited to certain call numbers, you should configure the Messaging Server s undeliverable component to ensure that received messages do not linger unnoticed on the server despite the best possible address filter configuration. Figure 5.27: Receipt configuration for the msx2kgate component 232 OfficeMaster 4 Administration

233 5 OfficeMaster for Microsoft Exchange The simplest form of Address filter is a list of numbers that is assigned to the Connector. If all the faxes sent to numbers 150 to 154 are intended for the Exchange Connector, the address filter list has these entries The entries in this list can be combined with regular expressions (see section 9.3) for the entry 15 [0-4]. Example The default value (.*) used for the Address filter is also a regular expression. The decimal point (.) here stands for any character. The asterisk gives the character that stands in front of it the meaning as often as required. At this point you can only input one address per line. You cannot combine several expressions into one line by using the OR ( ) or the AND (&) functions. Create address filters automatically on the basis of current addresses in the Microsoft Active Directory If you enable this option, a new list of call numbers is generated every time you start the Exchange Connector component. The component inserts all the fax and SMS addresses found in the Active Directory into these lists. The domains it scans to find these addresses are taken from the Exchange Connector settings in the Exchange System Administration Tools. OfficeMaster 4 Administration 187

234 5 OfficeMaster for Microsoft Exchange 5.5 Administration in the Exchange System Administration Console General settings Each Exchange Connector needs its own specific settings. These are administered in the properties of the corresponding object. The configurations described below can be made in the General tab (see Figure 5.28). Figure 5.28: General settings Default recipient (Postmaster) As the Default recipient you must specify a recipient to whom all the documents (fax or SMS messages) that cannot be distributed automatically are sent. Before faxes can be distributed automatically, you must ensure that the appropriate ISDN hardware has been implemented. This hardware must enable every Exchange user to be assigned a unique fax extension number. On an analog fax connection, which does not support a DID, all faxes are sent to the default recipient. The default recipient then has the task of forwarding these faxes to the correct recipient. An inbound fax is then sent to every member of this distribution list so that it can be forwarded by different group members, in other words more than once, to the actual addressees. 234 OfficeMaster 4 Administration

235 5 OfficeMaster for Microsoft Exchange Note! You must specify a default recipient in every case! If this entry is missing, undeliverable documents cannot be sent to anyone by and will remain unnoticed in the Connector component s overflow directory. Inbound copy and outbound copy Use these settings to store copies of all the inbound and outbound documents (fax and SMS) in previously created public folders or Inboxes. From these folders, you can then create a complete archive of fax communications, search for specific jobs, or send copies again. In the appropriate selection lists you can then select who is to receive a copy of a particular document. The public folders are stored in the selection list in the Microsoft Exchange System Object s folder. Printer inbound and printer outbound (UNC path only for fax documents) In these fields, you can select which network printer is to print out all the faxes that are received by a particular user. If you cannot find the required printer in this list, you can input a printer name manually using the UNC (Universal Naming Convention) spelling conventions. By default, this function is disabled. To ensure that inbound and outbound faxes can actually be printed by the selected printer, the printer driver for that printer must be installed on the computer that is running the Connector component. Note! In the Messaging Server configuration you can set up print gateways which also have this functionality. However, this type of configuration is not user-specific. Use the MsxPrinterTest.exe tool to check whether the print function is working correctly. You will find this tool on the server that is running the OfficeMaster software, in the <SERVER>\FFACCESS\ Redist\Tools directory. Country ID On most ISDN lines you cannot set up a call correctly if the call number includes your own country s international country ID. If you input this Country ID here, the Exchange Connector converts it into a zero. As you can use the Messaging Server to create a central system in which the OfficeMaster Gates are distributed beyond your own country s borders, you can also use the Connector for documents sent to and from sites abroad. In this case, you must make the modification in the Messaging Server s ISDN settings. To do this, change the Country ID to <blank>. OfficeMaster 4 Administration 187

236 5 OfficeMaster for Microsoft Exchange Address prefix In a Microsoft Exchange organisation that involves a number of locations, each of which has their own Exchange Connector with the corresponding Messaging Server, if you assign direct dialling numbers to the users at these various sites, you must ensure that these direct dialling numbers are unique. If more than one Connector is present, you must enter the entire fax number for each user. However, as the fax server can only evaluate the direct dialling number (and not the entire recipient number) when it receives a fax and passes it onto the Exchange Connector, you must input the direct dial number in the fax server as a prefix without any direct dialling information. Together, the prefix and the direct dial number provided by the fax server form the complete recipient number which is used to identify the recipient in the global address book. Example An organisation has offices in these locations: Manchester (Fax server s office number without DID: ) and Swansea (Fax server s office number without DID: ). A Fax Connector with a fax server is installed in both locations. In Manchester there is the recipient Holmes with the fax direct dialling number 105; In Swansea there is the recipient Jones who also has the DID 105. If you only input these direct dialling numbers for the fax address type for both recipients it would not be possible to replicate the addresses between these locations because the direct dialling numbers are identical. For this reason, you must input the entire fax ID as the fax address for these recipients. Holmes: Jones: Enter the following prefix for the sites in the Fax Connector Manchester Swansea OfficeMaster 4 Administration

237 5 OfficeMaster for Microsoft Exchange Note! You should only input an address prefix in the Connector if the organisation is running several Connectors. However, the trend is to create systems that use only one Connector and have OfficeMaster Gates implemented in the different locations. In this case, you input the appropriate prefix in the ISDN configuration for these gates (DID prefix). Unit price In some telephone systems charging information is provided as unit charges in the call. However, this is quite unusual and is hardly ever supported. Nonetheless, if the telephone system does make this data available, the Fax Connector multiplies the unit charge value by with the specified unit price and displays it in the fax transmission information. As unit prices vary greatly according to the time of day, these calculated values can only provide a rough estimate of the actual cost. Currency This is where you input an alphanumeric value to represent the currency used for the unit price. Embedded images Any graphic data in the text is usually removed from the cover sheet. The support embedded pictures function integrates these pictures into the cover sheet and transfers them unchanged by fax. You can there fore use signatures to which graphic data has been added if Microsoft Word has been enabled as the RTF converter Server binding The Server binding tab (see Figure 5.29) is where you configure the OfficeMaster Exchange Connector s SMTP Client. In other words, this is where you set the Messaging Server properties used to send SMTP s to the Exchange Server. OfficeMaster 4 Administration 187

238 5 OfficeMaster for Microsoft Exchange Figure 5.29: Settings for server binding Exchange Server This is the name of the Exchange Server to which the components are to send s. This has nothing to do with the outbound s sent from the Exchange Server. The direction from the Messaging Server to the Exchange Server is specified in this field. Do not change the setting in this field. Inbox Server This is where you specify the IP address of the Inbox server whose database contains the service account s Inbox. This field can usually be left empty. However, there are some environments where a number of servers have several IP addresses which indicate different networks. The Exchange Connector automatically determines the Inbox server s IP address to create the MAPI connection. If this is shown to fail, you can input a different IP address here which the Connector can then use for its mail connection. DNS A-record It may sometimes happen that you do not want acknowledgements and inbound documents to be sent to the server that was selected as the communication partner. Likewise, it may happen that the communication partner rejects the primary addresses of its own users, since the domain for this server is not authoritative. In this situation, the s must be sent to an alternative Inbox server (Smarthost). You could also 238 OfficeMaster 4 Administration

239 5 OfficeMaster for Microsoft Exchange set up a bypass to a cluster IP address or a DNS-A record. In this type of situation, you can input a FQDN (Fully Qualified Domain Name) or an IP address here and have the s sent to this as an alternative. SMTP sending port This field is where you input the SMTP port to which the component sends s to the Exchange Server specified above. This also has nothing to do the port used by the Exchange Server to send outbound s. The direction from the Messaging Server to the Exchange Server is specified in this field. Authentication The level of authentication defines how secure the traffic between the Messaging Server and the Exchange Server is. You cannot simply decide to change this setting as you wish. The service account shown here must have been specified at least once in the Installation Wizard when the data was verified because a special modification is made at this stage. Here you can select either: None (preferred option for Microsoft Exchange Server ) If you select this option, no SMTP authentication is performed. This presupposes that the Exchange Server allows anonymous access to the SMTP service. The default setting is for Exchange 2000/2003 Servers to allow anonymous accesses. We therefore generally recommend you use this option for Exchange 2000/2003. NTLM (preferred option for Microsoft Exchange Server 2007 and 2010) This type of authentication (NTLM, WindowsNT Challenge/Response, WindowsNT LAN Manager Authentication, internal Windows authentication) uses a WindowsNT domain account for logging on or for sending SMTP mails. The account is specified with the entry format domain\ account. As hub servers in an Exchange 2007/2010 environment do not allow anonymous access to the SMTP service, NTLM authentication is the preferred option here. Since the service account must be shared specially on the hub server, you cannot enter a different, random entry here later. Service account, password This is where you specify the service account and the password. Do not change the service account in this field. You should always use the Messaging Server Installation Wizard if you want to make this type of change. OfficeMaster 4 Administration 187

240 5 OfficeMaster for Microsoft Exchange User data The User data tab (see Figure 5.30) can increase the speed at which inbound and outbound fax and SMS documents can be processed and also improve the user resolution of CTI calls. Figure 5.30: Setting options for determining user data Metacache file The Metacache database is a proprietary database which can be generated whilst the Connector component is running. Like a global catalog, this database contains all the address data that is relevant to the domain. When you input a file with the file extension.mcss, this database is created on the basis of the advanced settings made as part of the replication plan. As a result, the data this makes available can be used as quickly as possible to resolve user data when you create cover sheets and to provide further information for inbound telephone calls. The database is optimised for speed and can run independently of other database systems. You can also add an interface to this database to connect it to other databases via plug-ins provided by third-party suppliers, for example, to link it with CRM systems. 240 OfficeMaster 4 Administration

241 5 OfficeMaster for Microsoft Exchange Replicate Microsoft Active Directory in Metacache Select this option to copy the Active Directory forest of user data to the database. This procedure may take quite a while. Replicate Public folders in Metacache You can also copy public contact folders to the Metacache. However, this is only possible if the public folders are already present and may, in some cases, take quite a while to complete. Only use this public folder with subfolder To optimise access speed when you access the public folder database, you can select, or input, a particular public contact folder here to limit the number of folders to be searched. Internal telephone numbers As the Metacache stores all the call number data, internal call numbers that are not unique may result in the creation of duplicates. To prevent this, you can specify how these internal call numbers are to be identified on the basis of their length and whether they are to be assigned to individual domains. Replication plan The Replication plan determines how often the data is to be copied Address area The Address area (see Figure 5.31) is where you input the address ranges or types for which the Connector will provide its functions. As Outlook is not the only program you can use with an Exchange Server (you can also use other programs to access the server via SMTP or POP3) you must also have the option of inputting a fax or SMS address. However, if you want to use this type of SMTP addressing function, you must ensure the Connector is properly prepared to handle it. You make the settings this requires in the Connector s address area tab (see section 5.2.3). This is where you input an additional SMTP address area, which contains a meaningful domain suffix. This randomly chosen domain suffix is OfficeMaster 4 Administration 187

242 5 OfficeMaster for Microsoft Exchange used only as an addressing function and does not need to be managed either in the Exchange System Manager or in the DNS. Note! You should only input an address area for the purpose of Least Cost Routing if the organisation is running more than one Connector. However, the trend is to create systems that use only one Connector and have OfficeMaster Gates implemented in the different locations. In this case, Least Cost Routing is implemented by making the appropriate hardware settings (Outbound routing - Routing by recipient). Figure 5.31: Settings in the address area Authoritative domain This input field is where you specify the domain suffix used to transfer s and faxes from the Exchange Server to the OfficeMaster Messaging Server. You only need to input data here if you want the Office- Master Messaging Server to work with several Exchange Connectors in different Exchange organisations. As all these Connectors use the same SMTP recipient agents, it must be possible to identify specific organisations by their domain suffixes. If not, Connectors that query a completely different user administration system will be addressed by mistake. You 242 OfficeMaster 4 Administration

243 5 OfficeMaster for Microsoft Exchange can input a number of domain suffixes (without the in this field, by separating them with a semicolon (;). Note! Any changes you make here may affect these sensitive system functions. For this reason, we recommend you check your input(s) extremely carefully. Link sender address of incoming messages with SMTP address area The Connector adds a return address to each inbound document. This return address matches the sender identification. Depending on their type, these return addresses are coded as fax, SMS or VOX addresses. However, there are environments (in particular Exchange Server 2003 SP2 with the intelligent Message Filter) that cannot resolve this coding and simply forward the documents to the workstation program without processing them. The return address then appears, for example, as: IMCEAFAX @fax.company.uk To enable the Exchange Connector to resolve this unclear coding, use the link return address of inbound messages with SMTP address area option to link an SMTP address area with the corresponding call numbers. However, the corresponding SMTP-type address areas must have been created before you can do this. You can create this type of address area, for example, as an SMTP-type area in the following format: fax.company.uk sms.company.uk voice.company.uk The Connector uses the fax, sms and voice (or vox) prefixes to identify the SMTP addresses as different document types. The documents are then given the following return addresses: @fax.company.uk @sms.company.uk @voice.company.uk This format is easier for the recipients to understand. OfficeMaster 4 Administration 187

244 5 OfficeMaster for Microsoft Exchange Address resolution The Address resolution tab (see Figure 5.32) is used to optimise the Connector s performance. When a document is either sent or received, the corresponding sender/recipient in the Active Directory is resolved to find out more information about the user as well as what permissions they have for sending and receiving data. In a world-wide organisation, the default setting is for the system to search every domain in the Active Directory. As this can take quite a while, this tab is where you can specify a particular domain and sequence of domains that are to be searched. Figure 5.32: Address resolution Resolve users with the help of the global catalogue This option improves the speed of operations in networks that have a number of domains. If possible, the global catalogue is queried when you trigger this function. Note! The OfficeMaster Exchange Connector s ability to handle multiple domains only involves the domains in the Active Directory Domain Tree. The Connector cannot identify Foreign Domains, which are connected to the system via a position of trust and are therefore not supported. 244 OfficeMaster 4 Administration

245 5 OfficeMaster for Microsoft Exchange 5.6 User administration In Exchange Server environments, an additional tab for OfficeMaster properties is provided in the Active Directory User and Computer Console (see section 5.2.1). In the standard system, this tab is displayed on the Connector server. The snap-in must be installed separately on other administrative computers. Figure 5.33: Active Directory Users and Computers The OfficeMaster tab (see Figure 5.33) is also installed by default for Exchange Server 2007/2010 environments. Note! For technical reasons, this tab does not appear in user objects that are called during a search. The Exchange System Administration Console has a special Office- Master node (see Figure 5.34) for professional user administration purposes. However, Microsoft Exchange Server 2007 administrative programs prevent any additions or extensions from being made to the administration functionality. For this reason, the administration functions in these programs contain a special link: Start > Program Files > OfficeMaster > OfficeMaster Exchange administration. OfficeMaster 4 Administration 187

246 5 OfficeMaster for Microsoft Exchange The OfficeMaster Administration system is completely integrated in the Microsoft Exchange Server 2010 Exchange Administration Console. Nonetheless, you can still start a special administration variant here (Start > Program Files > OfficeMaster > OfficeMaster Exchange administration) as a highly effective alternative. Figure 5.34: Exchange System Administration Console Fax, SMS and VOX addresses As the standard Microsoft dialogs do not support the use of additional address types, you can open the OfficeMaster tab in the Active Directory s User and Computer Console and call an Address dialog that you can then use to create Unified Messaging address types. Administrators can use the Exchange 2000/2003 Administration tools to call the addresses tab for a particular recipient. If a Fax, SMS or VOX-type address has not yet been entered, simply click the New button to do so. You can now maintain a user-specific address of the type you require. However, if a Fax or SMS entry is already present, double-click on it to open a dialog in which you can edit the FAX address. After you confirm your selection, you see another dialog in which you can input a name and the direct dialling number. 246 OfficeMaster 4 Administration

247 5 OfficeMaster for Microsoft Exchange Note! We do not recommend you set up FAX, VOX or SMS addresses in the recipient guidelines. In any case, the preparations for fax, SMS and VOX-type recipient guidelines have already been installed in the standard system. Nonetheless, it is essential that you ensure all the Exchange Servers in the network can be accessed when you enter guidelines manually! The address field is where you input the fax direct dialling number or an SMS number for the user. If several Microsoft Exchange Servers and several Connectors have been installed in an organisation you must prevent the same direct dialling number from occurring more than once in the address books. To do this, place a DID prefix in front of the address (see section 5.5.1). The address then looks like this: <DID prefix><did> OfficeMaster tab The OfficeMaster tab is where you input user-specific parameters. Figure 5.35: OfficeMaster tab OfficeMaster 4 Administration 187

248 5 OfficeMaster for Microsoft Exchange Default In this field you can select a user default profile. This is either the central default template used in the OfficeMaster settings (see section 5.3) or the default template for a user group. To use a group default template, set up either a security or distributor-type group. This group has its own OfficeMaster settings that can then be selected as template for the user settings. If a user is not administered directly, the central user default settings are applied automatically to them after installation. If the particular user group you specify as the default template is not itself administered directly, all the central OfficeMaster settings are applied to it automatically. PIN This is where you specify the fax ID for a particular user. This then appears in the header of all the faxes they send. You must input this ID with this format, in accordance with international standards: +country code area code (without leading 0) call number direct dialling number. Example: By entering this ID you ensure that the sender s fax number, including the direct dialling number, is transferred correctly and that the reply can be faxed directly back to them. If you leave this field blank, the Connector s global settings are used instead. If no global settings have been made, the settings specified when the ISDN hardware was configured are applied. Setting an individual ID for every user is a particularly good idea in organisations where users send faxes from different locations because this ensures that the addresses for faxed replies are always transferred correctly. Headline This field is where you input an individual header text for each user (or user group). For example, this can be the company name along with name of a particular department. Cover Sheet The cover sheet is the name of a user-specific cover sheet file. By default, this function is disabled. The cover sheet file names shown here 248 OfficeMaster 4 Administration

249 5 OfficeMaster for Microsoft Exchange are the files that were created automatically and then stored in the COVER subdirectory on the computer running the Fax Connector. You can also enter other file names here if the corresponding cover sheet file has been stored in the COVER subdirectory before the system is used. You must also enter the file extension.rtf along with the file name. Signature This is where you enter the name of a signature file. By default, this function is disabled. The names of all the signature files stored in the SIGN subdirectory are displayed here. You can also enter other file names here if the corresponding signature file was stored in the SIGN subdirectory before the system is used. Note! The administrator is responsible for assigning the appropriate signature file to each particular user. This signature file must be in RTF format so that it can be integrated at the right place in the Microsoft Exchange message. Steps in creating a signature file: Scan in the signature Store it as a graphic file, e.g. in PCX format Import it into an RTF file as an object Cost centre You can use any string of up to 12 alphanumeric characters to represent the cost centre. This then appears automatically in the Messaging Server s log file for every send job sent by a particular user. TELEPHONE EXCHANGE ID In some organisations the telecommunications costs are input centrally in the telecoms installation. To ensure that the user who incurs the cost can be identified in connections that are used by several users, for example a fax line, they must dial an additional code before the actual call number to identify themselves to the PABX. This code is then interpreted by the telecoms installation even though it is not part of the call number the PABX is to call. In this case, the public access prefix is not performed by the Messaging Server, because otherwise the public access number would be placed in front of the telephone exchange ID (TE-ID). The public access prefix must then be integrated into the TE-ID. OfficeMaster 4 Administration 187

250 5 OfficeMaster for Microsoft Exchange SMS identification This entry specifies the main sender address and destination address for SMS messages. It is used for SMS Large Account accesses. In every other case, the SMS address is used to assign the correct user to the message. Voice recording This option allows you to select either: all calls only messages If you select all calls, the recipient also receives a message in the Exchange Client if no message was left on their answering machine function. This allows the recipient to see that someone called and, usually, also who it was. If you select only messages the recipient only receives a message in the Exchange Client if the caller left a message on the answering machine function. Voice Script The Voice Script function allows you to select a voice project in the voice server. Voice PIN This is where you enter the PIN for the Voicebox. You are prompted to enter this PIN when you switch to configuration mode Details Click Details to open a separate window (see Figure 5.36) with a number of tabs for additional user administration options. General Language This is where you select the language (German or English) to be used for acknowledgements. The default setting is the central default, i.e. the language predefined in the global Connector settings (see section 5.3). 250 OfficeMaster 4 Administration

251 5 OfficeMaster for Microsoft Exchange Figure 5.36: OfficeMaster user details Message format Enter the HTML layout for the user here, to give them more flexible layout options for their documents. You have these options here: only text neutral OfficeMaster Outlook HTML template In addition to the HTML style sheets that have already been implemented internally, you can import special external format templates that will allow you to make further design modifications. These are generated in an HTML/XML variation and can be stored in the global Cover directory alongside the usual RTF cover sheets. These special template files (.HTL) store entire language sets of HTML templates and can therefore be used to permanently change the appearance of inbound documents and, if required, modify them to suit your own company s Corporate Design. You will find the HTL editor program and documentation for the HTL script language in the <SERVER>\FFACCESS\Redist\Tools directory. Subject line mode You can change the type of subject to allow the Subject line of a fax or SMS acknowledgement to have a different design. Voice messages are not affected by which mode you select for the acknowledgement Subject text. OfficeMaster 4 Administration 187

252 5 OfficeMaster for Microsoft Exchange You can select one of these 3 modes: Transmission status; This is the traditional form of the acknowledgement Subject text. Example: Fax transmission to <fax number> 1 page ok Original Subject: also inserts the Subject line of the message in the acknowledgement. The benefit of this is that it can be used to evaluate acknowledgements from commercial applications. The Subject line can be used to identify this type of fax document by, for example, their job number. User-defined: users can change the Subject line text in the acknowledgement to suit their requirements. The following placeholders can be used here and are implemented according which language setting has been selected: %S Original Subject line %T Transmission type (sent as fax or SMS) %F To /From (depending on the transmission type and specified language) %E Error status ("OK" or "incorrect") %P Number of pages (e.g. "1 page", "2 pages", etc.) %A Recipient (if this can be resolved in plain text, otherwise recipient number or fax ID) %N Telephone number that was called and transmitted by ISDN %M SMS message ("Short message" in set language) %% Percentage sign Table 5.6: User-defined acknowledgements Example: %S - %T %F %A %E If a document has the Subject text Quotation No and is sent as a fax to the number the Subject line in the acknowledgement will look like this: Quotation No fax transmission to OK 252 OfficeMaster 4 Administration

253 5 OfficeMaster for Microsoft Exchange FAX The Fax tab (Figure 5.37) is where you make the special detailed settings for the Fax service. Figure 5.37: Fax details Inbound copy and outbound copy You can store copies of inbound and outbound faxes in the public folders or inboxes you created previously. From these folders, you can then create a complete archive of fax communications, search for specific jobs or send copies again. In the appropriate field, select the recipient for the copy. They must have FAX as their address type. You can also select the public folders in the Microsoft Exchange system Object subfolder here. Inbound printer (UNC) In this combination field you can select which network printer is to be used for printing out all the faxes that are received by a particular user. If you cannot find the required printer in this list, you can input a printer name manually using the UNC (Universal Naming Convention) spelling conventions. By default, this function is disabled. Outbound printer (UNC) In this combination field, you can select which network printer is to print out all the faxes that are sent by a particular user. If you cannot find the OfficeMaster 4 Administration 187

254 5 OfficeMaster for Microsoft Exchange required printer in this list, you can input a printer name manually using the UNC spelling conventions. By default, this function is disabled. To ensure that inbound and outbound faxes can actually be printed by the selected printer, the printer driver for that printer must be installed on the computer that is running the Connector component. Note! In the Messaging Server configuration you can set up print gateways which also have this functionality. However, this type of configuration is not user-specific. Use the MsxPrinterTest.exe tool to check whether the print function is working correctly. You will find this tool on the server that is running the OfficeMaster software, in the <SERVER>\ FFACCESS\ Redist\Tools directory. Letterhead attachment The default setting for this field is <blank>. This means the Fax Connector uses the centrally specified letterhead assigned to attachments for the user. However you can also input a different letterhead. The combination field displays the names of all the letterhead files that are stored in the LETTER subdirectory. You can also input a new name in this field, but only if you ensure the associated letterhead file is stored in the LETTER subdirectory before you start the system. The next two checkboxes control how the letterhead file is used in multi-page documents: Repeat letterhead (last page) Only the first page of the letterhead is used. The possible combinations for this are described in section Letterhead message The same settings that apply to Letterhead attachment are also used here. Acknowledgements For each user, you can specify how acknowledgements are to be sent to their Inbox. You can select one of these options (see also section 5.3.2). positive and negative as Mail positive as Mail, negative as NDR only in the negative case, as Mail 254 OfficeMaster 4 Administration

255 5 OfficeMaster for Microsoft Exchange only in the negative case, as NDR positive and negative as Mail with attachment positive as Mail with attachment, negative as NDR only in the negative case, as Mail with attachment (recommended) Collective acknowledgements for bulk faxes This is where you specify if acknowledgements for bulk faxes (fax documents with identical contents but more than one recipient) are to be sent as a collective delivery report or a collective non-delivery report. The settings from the Acknowledgements selection list are applied to documents that have only one recipient. File format If the user wants to use a preferred file format when they create a fax, they must input this format in this field (see also section 5.3.2). PDF format with OCR information In addition to file formats, you can also specify that a PDF file containing scanable text is generated if the corresponding OCR text recognition software has been installed. Message format Enter the HTML layout for the user here, to give them more flexible layout options for their documents. At present the following options can be selected here: only text neutral OfficeMaster Outlook Electronic FAX signature This is where you specify whether the user can add an electronic signature to their fax documents. You can disable this option in the OfficeMaster sending options for Outlook (if you have the corresponding permission to do this). However, you will be informed at this point that the Messaging Server must support the use of electronic fax signatures (see also section 5.3.2). OfficeMaster 4 Administration 187

256 5 OfficeMaster for Microsoft Exchange Voice/CTI The Voice/CTI (Figure 5.38) tab is where you make detailed settings for the features of the personalised answering machine. Language directory In this field, you select the language tree that corresponds to a voicebox language or a voicebox voice. The default settings here are German ( Katrin Loquendo) and English ( Simon Loquendo). Figure 5.38: Voice details Caller picture The caller picture is a default picture that is used if no other picture has been assigned to the user or if the incoming caller could not be resolved. This picture is a graphic file (PNG or JPG) which must be stored in the global PICTURE directory (see Table 5.4). The graphic should not exceed 160 x 180 pixels (width x height). Message Waiting The Message Waiting reaction determines when the Message Waiting Indicator (MWI) on the user s telephone is activated. The Messaging 256 OfficeMaster 4 Administration

257 5 OfficeMaster for Microsoft Exchange Server configuration and the triggering of the Message Waiting function in the PABX determine when this indicator lights up. There are three modes for disabling this indicator: Reset by general remote query Reset by listening to at least one message Reset by listening to all messages Own call number You cannot assume that the voicebox number always corresponds to the telephone assigned to the voicebox. In most cases the telephone s direct number is not the same as the Voicebox number. In this field, you must therefore enter the number of the telephone whose indicator is to be switched off when messages are picked up from the voicebox assigned to it. In other words, you must input the number of the workplace telephone here. On my telephone call number In the Outlook integration of the Voice solution, messages can be passed on to a telephone. This is usually the workstation telephone. If the workstation s location changes frequently, or if the Mail client is started from different computers, it may happen that the actual workstation telephone is not conveniently close to hand. In these situations, you can enter a different telephone number here. Connect by line Voice over IP solutions use different switching technologies. If Shared TAPI Lines are used, you can select the appropriate line ID. In this case, a number of subscribers share a virtual telephone line. You must specify the line here so that the CTI workstation software can be implemented correctly. Pickup authorisation 1 3 This is where you enter the telephone numbers that immediately shift the called Voicebox into configuration mode when calls are made from them. Voice file attachment In this selection field, you specify whether or not the voice message file (WAV or MP3) is to appear in the message. If you select suppress, the file can no longer be played over the PC loudspeakers and can only be heard by remote pickup. OfficeMaster 4 Administration 187

258 5 OfficeMaster for Microsoft Exchange User permissions The User permissions tab is where you administer user-specific permissions. The individual permissions are described in section Figure 5.39: User permissions Maximum number of split SMS When sending SMS messages, you can specify the maximum number of SMS messages into which SMS texts that are too long can be divided. The message is cut off when this maximum limit is reached. Documents that are too long can be sent if they are divided into a maximum of 99 SMS messages. Permissions, CRL and SMS distribution according to default When you enable this option, the user permissions are set on the basis of the default permissions. The profile configured under Default then applies (see section 5.3.4). If this option is enabled, you cannot enter any data in the corresponding fields. 258 OfficeMaster 4 Administration

259 5 OfficeMaster for Microsoft Exchange OfficeMaster Group and Folder Wizard In larger companies that are running several OfficeMaster Connectors, it may happen that individual user groups or recipients in certain routing groups cannot use the Connectors global settings (see section 5.3). This may be because the global settings do not match the company default settings for these users. You can make these settings in the OfficeMaster Group and Folder Wizard without the need for the administrator to open and manage every single object to change the user properties. This automatic administration procedure can also ignore particular properties to ensure the original value is retained. To open the Group and Folder Wizard, simply display the properties of any particular folder, organisational unit or group. You can always call these settings in the Active Directory User and Computer Console. Figure 5.40: Starting the Group and Folder Wizard In the Exchange Server 2007/2010 administration tools, go to recipient configuration and select a recipient structure view under OfficeMaster. This view also shows the folder and organisational units so you can call the Group and Folder Wizard. OfficeMaster 4 Administration 187

260 5 OfficeMaster for Microsoft Exchange This object also has a special OfficeMaster tab (see Figure 5.40). You can run an Administration Wizard for containers and organisational units. In groups, this wizard is used for member management. Figure 5.41: Folder management Processing Options Only process objects in this folder The option allows the wizard to process only the users present in this folder. If this folder has other folder objects which also contain user objects, the users in these subfolder objects are ignored. This function is only available as part of OfficeMaster Folder management. Process objects in this folder and all subfolders This option allows the wizard to also process users that are present in subfolders of the original folder. This function is only available as part of OfficeMaster Folder management. Include group objects in processing Distribution lists and security groups can also be given required settings. Note! For OfficeMaster Connectors, these group objects are not senders, but instead specify properties. 260 OfficeMaster 4 Administration

261 5 OfficeMaster for Microsoft Exchange General settings The General settings Wizard dialog (see Figure 5.42) also displays the main properties of the user s OfficeMaster tab. You will find a description in section Figure 5.42: General settings PIN You can extend the value in this dialog as a special optimisation of the fax ID setting. In addition to the value entered manually, you can update the value previously input by the user. Click the Tool button [ ] to open a useful help dialog (see Figure 5.43). The fax ID can be built up from pre-prepared data. The following properties can be added to the fax ID automatically: Private number (first number from the Active Directory Call numbers - private field) Pager (first number from the Active Directory Call numbers - radio call) Mobile number (first number from the Active Directory Call numbers - Mobile field) Fax number (first number from the Active Directory Call numbers - Fax field) OfficeMaster 4 Administration 187

262 5 OfficeMaster for Microsoft Exchange IP telephone (first number from the Active Directory Call numbers - IP telephone field) Fax address (standard fax-type reply address if this is numerical) Figure 5.43: Configure special sender ID It is not always a good idea to use these specified call numbers for the sender ID. The digits of the call numbers are modified in the Accept supplementary text as extract menu item. Details The wizard pages (see Figure 5.44) Details (FAX) and Details (Voice) display the properties of the Details button in the user s OfficeMaster tab. The individual properties are described in section Figure 5.44: Fax and Voice Details 262 OfficeMaster 4 Administration

263 5 OfficeMaster for Microsoft Exchange 5.7 Installing the Voice form To mark voice messages that are received in the Outlook client with a loudspeaker icon, we recommend you publish the supplied voice form in the Exchange organisation in a library of organisational forms: In Microsoft Outlook 2003, click on Tools > Options > Mail format and temporarily disable the Use Microsoft Word to edit messages option (Outlook 2007 does not support this). In the REDIST directory of the FFACCESS (<MessagingServer>\ FFACCESS\Redist) installation share, you will see an Outlook template file called FFVoice.oft. Use an Outlook client to open this file (in the simplest case by double-clicking on it). You can now see a new, open message (see Figure 5.45). You must then publish this element in the library for organisational forms you created previously. In Outlook select Tools > Forms > Publish Form Figure 5.45: Opening the Outlook voice template The form is published with the name FFVoice. After you confirm its publication (see Figure 5.46) all inbound voice messages are automatically assigned a loudspeaker icon when they appear in Outlook. OfficeMaster 4 Administration 187

264 5 OfficeMaster for Microsoft Exchange Figure 5.46: Publishing the template in the organisational forms library Note! If the library for organisational forms is not available you must create it in the Exchange System Manager for Exchange 2000/2003. You will find additional notes in article KB ( When this manual went to print, there was a Microsoft support note for Exchange Server 2007: KB ( support.microsoft.com/kb/933358/en-us). Figure 5.47: Activate Developer Ribbon in Microsoft Outlook OfficeMaster 4 Administration

265 5 OfficeMaster for Microsoft Exchange 5.8 Deinstalling the Connector In the Messaging Server base configuration for the Connectors (Figure 5.48), click Delete to call the Installation Wizard. Figure 5.48: Removing components In the Welcome message (Figure 5.49), select the Remove components option. Figure 5.49: Welcome dialog OfficeMaster 4 Administration 187

266 5 OfficeMaster for Microsoft Exchange In the next deinstallation step (see Figure 5.50) select the specific Connectors you want to deinstall. You can also deinstall Exchange Connector components from the previous version, 3.0. Figure 5.50: Selecting the Connector The deinstallation process will attempt to delete the global settings. These settings may still be required by existing Connectors. The Deinstallation Wizard queries whether the Connector you want to delete is the last Connector (Figure 5.51). If you click Yes to exit the note window, the global settings in the Microsoft Active Directory are deleted. Figure 5.51: Deleting the receiving Connector If an installed Connector is still present in the organisation, click No to exit the system message window. This retains the global settings of the installed Connectors. 266 OfficeMaster 4 Administration

267 5 OfficeMaster for Microsoft Exchange Figure 5.52: Deleting the global configuration object You can deinstall any receiving Exchange Connectors in the same way (Figure 5.52). Figure 5.53: Deinstallation status The deinstallation steps are summarised in a table (Figure 5.53). Click Next to get to the end of the deinstallation process, which is completed with the next dialog. Note! If an error has occurred during deinstallation, that should be reported to the Ferrari electronic AG Hotline team, you can send them the C:\finstallhelp.log file to help them identify the problem. This log file is updated continuously throughout each installation and deinstallation process. OfficeMaster 4 Administration 187

268 5 OfficeMaster for Microsoft Exchange 5.9 Cover Sheets You can arrange for a cover sheet to be sent as the first page of a message that is faxed with Exchange, and for that cover sheet to automatically contain particular sender and recipient data. The cover sheet itself can be created with any word-processing program that is capable of generating an RTF file (e.g. WordPad). The following fields can be inserted in the cover sheet: fields with a fixed meaning all the fields that are present in the Exchange Global Address Book Meaning Sender Sender's fax number Recipients (all) Recipient fax number (all) Recipient carbon copy (CC)(all) Field name ORIGINATOR NAME ORIGINATOR RECEIVER NAME RECEIVER CCRECEIVER Table 5.7: Cover sheet fields If you enter field names in the form as placeholders, you must write them in the following way For all fields in which a default list can be specified (recipient, recipient fax number, recipient carbon copy, recipient BCC), the general rule is that the complete list also appears in the cover sheet. The text attribute settings (font type, size and style) made for the placeholder are applied to any new contents that replace that placeholder. Note! The attributes for a placeholder must be the same for the entire placeholder including the placeholder i.e. the font type, size and section must not vary within the placeholder string and you must not insert a specific line feed in the placeholder. 268 OfficeMaster 4 Administration

269 5 OfficeMaster for Microsoft Exchange Fax message Sender: Fax extension number: Recipients: Fax number: Copy to: Subject: To integrate fields in the global Address Book in a cover sheet, you must write them in the following way ID_NumberFromAddressList_Address book_field@@ Address ID NumberFromAddressList Address book_field Example Entry in the cover sheet One of the four address lines FROM, TO, CC, BCC The ranking number that a selected address has in the address list The (English) name with which the field in the Global Address List can be addressed (see Table 5.10) Table 5.8: Integrating address book @@CC_2_BUSINESS_TELEPHONE_NUMBER@@ Sender's name as displayed in the Address Book Sender's telephone number Name of the first addressee in the To list Department name of the first addressee in the To list Telephone number of the second addressee in the CC list Table 5.9: Example parameters for cover sheets with descriptions OfficeMaster 4 Administration 187

270 5 OfficeMaster for Microsoft Exchange Since a message only ever has one sender, you must always use NumberFromAddressList = 1 as the FROM Address ID. A special syntax is permitted for the TO address Address book_field@@ The * character (asterisk) is a placeholder and is replaced in sequence when the Address List is processed by the particular recipient s Address book_field. This method of creating a cover sheet is intended for round robin faxes to a large list of recipients in which each recipient receives a fax whose cover sheet only contains their name, and not the names of all the recipients in the list. If addresses are entered in the CC or BCC fields in a particular recipient s fax, then their cover sheet shows the complete address list from the To field. Example: Fax message Tel. The cover sheet to the second recipient in the To list would then look something like this: Fax message Recipients: Johann Deutinger Department: Board of Management Distribution list: Holger Schröder, Ferrari electronics AG Johann Deutinger, Ferrari electronics AG Peter Schröder, OfficeMaster GmbH Bert Mittelstedt, Ferrari electronic AG Sender: Holger Schröder Telephone number: Subject: Cover sheet design 270 OfficeMaster 4 Administration

271 5 OfficeMaster for Microsoft Exchange In the cover sheet design, under Complete Distribution List, there are placeholders for five addressees. Since only four have been entered, the fifth entry remains empty. If the list containing the address data is longer than the number of placeholders then no entry is created for it either. You can enter the placeholders in the way described above (syntax) to transfer data for the recipient entered in the global Address book into the cover sheet. If you do so, please note that, if the Global Address List contains an entry in the Fax field in the Phone number/notes tab, this field can be accessed with the PRIMARY_FAX_ NUMBER Address book_field. Note! Exchange does not use the data in this field as a fax-type address, which can be used to send a fax to this recipient, but merely uses the data as an item of information. You must specify the recipient s actual fax number in the Addressing tab. However, the fax number you enter there will not be transferred into any field in the directory that can be referenced by an Address book_field. Nevertheless, the actual fax number of the recipient should appear on a cover sheet. Another special syntax is available for that Here the RECEIVER placeholder should be seen as a placeholder for the fax number actually used by the recipient. This fax number can either be taken from the Address Book (Fax-type address) or can be an address that has been entered manually in a message s To field. The placeholder * (asterisk) ensures that not all fax numbers in a distribution list are displayed on the cover sheet of a particular fax, but only the fax number of the recipient (from the Address List) who receives the fax, each time. Table 5.10 below contains the designations that can be used as an Address book_field in the cover sheet and tells you which fields in the index cards in the global Address Book these names are assigned to. Not every attribute can be administered directly in User administration. OfficeMaster 4 Administration 187

272 5 OfficeMaster for Microsoft Exchange SID Variable name Active Directory Users and Computers AD tab Field AS ALIAS General Description AT AN ASSISTANT ASSISTANT_TELEPHONE_NUMBER BC BUSINESS_ADDRESS_CITY Address City BY BUSINESS_ADDRESS_COUNTRY Address Country / region BB BUSINESS_ADDRESS_POST_OFFICE_BOX Address Inbox BP BUSINESS_ADDRESS_POSTAL_CODE Address Postal code BS BUSINESS_ADDRESS_STATE_OR_PROVINCE Address Federal State in Germany /Canton (Federal State in Switzerland) BT BUSINESS_ADDRESS_STREET Address Street BF BUSINESS_FAXNUMBER Telephones Fax BH BUSINESS_HOME_PAGE General Web page BN BUSINESS_TELEPHONE_NUMBER General Telephone number BU CN CU BUSINESS2_TELEPHONE_NUMBER CALLBACK_TELEPHONE_NUMBER CAR_TELEPHONE_NUMBER CO COMMENT Telephones Note CM COMPANY_MAIN_PHONE_NUMBER CE COMPANY_NAME Organisation Company CW COMPUTER_NETWORK_NAME 272 OfficeMaster 4 Administration

273 5 OfficeMaster for Microsoft Exchange SID Variable name Active Directory Users and Computers AD tab Field CI CUSTOMER_ID DN DEPARTMENT_NAME Organisation Department DE DISPLAY_NAME General Name displayed DP EA DISPLAY_NAME_PREFIX _ADDRESS ES _ADDRESS_SMTP General FS GE FTP_SITE GENERATION GN GIVEN_NAME General First name GI HO HC HY HB HP HS HT HF GOVERNMENT_ID_NUMBER HOBBIES HOME_ADDRESS_CITY HOME_ADDRESS_COUNTRY HOME_ADDRESS_POST_OFFICE_BOX HOME_ADDRESS_POSTAL_CODE HOME_ADDRESS_STATE_OR_PROVINCE HOME_ADDRESS_STREET HOME_FAX_NUMBER HN HOME_TELEPHONE_NUMBER Telephones Private OfficeMaster 4 Administration 187

274 5 OfficeMaster for Microsoft Exchange SID Variable name Active Directory Users and Computers AD tab Field HU HOME2_TELEPHONE_NUMBER IS INITIAL General Initials IN KW LE LN MN ISDN_NUMBER KEYWORD LANGUAGE LOCATION MANAGER_NAME ME MHS_COMMON_NAME General (object name) MA MIDDLE_NAME MT MOBILE_TELEPHONE_NUMBER Telephones Mobile NN NICKNAME Exchange (General) Alias OL OFFICE_LOCATION OI ORGANIZATIONAL_ID_NUMBER ON ORIGINAL_DISPLAY_NAME OC OTHER_ADDRESS_CITY OY OTHER_ADDRESS_COUNTRY OB OTHER_ADDRESS_POST_OFFICE_BOX OP OTHER_ADDRESS_POSTAL_CODE OS OTHER_ADDRESS_STATE_OR_PROVINCE 274 OfficeMaster 4 Administration

275 5 OfficeMaster for Microsoft Exchange SID Variable name Active Directory Users and Computers AD tab Field OT OU OTHER_ADDRESS_STREET OTHER_TELEPHONE_NUMBER PN PAGER_TELEPHONE_NUMBER Telephones Pager PH PA PB PERSONAL_HOME_PAGE POSTAL_ADDRESS PREFERRED_BY_NAME PF PRIMARY_FAX_NUMBER Telephones Fax PT PR RN SN PRIMARY_TELEPHONE_NUMBER PROFESSION RADIO_TELEPHONE_NUMBER SPOUSE_NAME SE SURNAME General Last name TN TELEX_NUMBER TE TITLE General Salutation TD TRANSMITABLE_DISPLAY_NAME General (Object name) TP TTYTDD_PHONE_NUMBER Table 5.10: Address book_field for cover sheets Note! To transfer the fax number of a recipient or sender from the Global Address List to a cover sheet, you must specify the PRIMARY_FAX_ NUMBER Address book_field, and not the BUSINESS_FAX_NUMBER Address book_field. OfficeMaster 4 Administration 187

276 5 OfficeMaster for Microsoft Exchange The cover sheet can be created with any text editor that is capable of generating an RTF file. The cover sheet is used if the name of the file is selected in Administration (global see section 5.3.2, user-defined see section 5.6.2) and the cover sheet option is selected. The cover sheet file must be stored in the COVER subdirectory on the server with the fax Connector. You can also integrate graphics such as a company logo in the cover sheet. If you do so, you must ensure that Quick View Plus or Microsoft Word have been enabled in Administration so that the graphical objects can also be converted into fax format. Note! If you have used Microsoft Word to generate a cover sheet, it is strongly recommended that you also use Microsoft Word for the central conversion of the message. This is because Microsoft Word generates RTF files that cannot usually be interpreted correctly by the internal Exchange RTF converter, especially if more complex formats such as tables and item frames were used in Microsoft Word. During the faxing process, the system does not generate a separate page from the cover sheet, but instead inserts the text of the Exchange message directly on the cover sheet to minimise transmission time and cut down on paper use. If the actual Exchange message does not contain any text, you can specify that no cover sheet is to be generated. The Administrator defines how cover sheets are to be used. Since cover sheets are stored centrally in the global folder (see Table 5.4), the Administrator is responsible for the security of this folder and its contents. You can do this in a number of ways: Default cover sheet for all Microsoft Exchange users This cover sheet is used for all fax transmissions if it is has been enabled by the Administrator. In addition, the Administrator can specify whether individual users are permitted to switch off this cover sheet in their individual OfficeMaster Send options for Outlook. Default cover sheet per user The Administrator can set up a specific cover sheet for each individual user, which is then used for all fax transmissions for that user. In addition, the Administrator can specify whether each user with an individual cover sheet is permitted to switch off this cover sheet in their individual OfficeMaster Send options for Outlook. To do so, use 276 OfficeMaster 4 Administration

277 5 OfficeMaster for Microsoft Exchange the same checkbox as you use to switch off the default cover sheet for all Microsoft Exchange users. Individual cover sheet for each send job Here the Administrator permits the user to send a different cover sheet per name for each fax transmission. The template for this cover sheet, which must be a suitable RTF file, must be present on the computer on which the Fax Connector has been installed. Note! The OfficeMaster send options for Outlook (see OfficeMaster Workstation manual: Send options for Outlook) do not show the user which authorisations the Administrator has given them. OfficeMaster 4 Administration 187

278

279 Gateway for IBM Lotus Notes/Domino 6

280 6 Gateway for IBM Lotus Notes/Domino 6 Gateway for IBM Lotus Notes/ Domino OfficeMaster uses a Fax/SMS (NOTESCONN) gateway and a Voice gateway (NOTESVOICE) to connect to IBM Lotus Notes/Domino servers. To handle communications with the Domino server, these gateways use a Lotus Notes Basic Client which must be installed on the OfficeMaster server and set up with a Notes User ID and a mailbox for OfficeMaster. Although fax and SMS users can be maintained in the existing Domino Directory, OfficeMaster has a separate database template for maintaining data for Voice users. You can either set up your own user groups in the Domino Directory for sending permissions, default recipients (postmasters) and user maintenance, or use the groups that are already present. 6.1 Initial configuration steps Lotus Notes Basic Client with Notes User ID Required work steps: 1. Create a Notes User ID 2. Install a Notes Basic Client The Lotus Notes Client sets up the information that the Fax and SMS gateway (NOTESCONN) and the Voice gateway (NOTESVOICE) require to create a connection to the Domino server on the server computer. The Messaging Server also uses the Lotus Notes Client for every outbound fax, so that Notes mails can be converted into fax cover sheets. However, this means you must allow the Lotus Notes Client to run on the OfficeMaster server under a Notes User ID that is not passwordprotected. The Notes User ID can be the same as the Notes server ID, as long as the Domino server is running on the same computer. If not, you must assign it a separate, unique Notes User ID. 280 OfficeMaster 4 Administration

281 6 Gateway for IBM Lotus Notes/Domino Figure 6.1: Create Notes User ID in Domino Admin Before you can start using OfficeMaster, you must make a number of settings on the Domino server and on the OfficeMaster Messaging Server. Figure 6.2: Password Notes User ID Note! You cannot store a Notes User ID in the Domino Directory unless it has a password. When you register the Notes User ID, you must disable the function that automatically saves it to the Domino Directory. OfficeMaster 4 Administration 281

282 6 Gateway for IBM Lotus Notes/Domino Figure 6.3: Notes User ID info The Notes User ID also requires unrestricted access to the Notes Mailboxes of the user who wants to pick up voic s remotely. However, voic s can also be received by users who do not have full access permissions Outbound Routing and Mailbox (administrative client) Users send their documents as Notes Mail to fax domain or telephone domain, such as or The domains shown here are Foreign Domains. The Notes mail router then stores these messages in a mailbox on the Domino server where they can be found and processed by the Messaging Server s NOTESCONN gateway. To set up this process, you must first create two Foreign Domains (one for fax and one for SMS) which store send jobs in the NOTESCONN transfer database. In the standard system, these domains are called fax and sms. If you want to use different names, such as london-fax or fax01, you must also change this in the NOTESCONN configuration. 282 OfficeMaster 4 Administration

283 6 Gateway for IBM Lotus Notes/Domino The domains require a mailbox that NOTESCONN can monitor to identify new send jobs. The User mailbox can be used either with the existing Notes User ID (see section 6.1.1) or you can set up a new Mailbox (previously ffax.box) as the transfer database. Both options are described below. Using the Notes User ID s User mailbox as the transfer database In the standard system, NOTESCONN uses the User mailbox of the Notes User ID as the transfer database. This means you do not need to configure any special access permissions. However, you will always have to send test faxes and SMS from a workstation computer with your own User ID. Using a separate mailbox as the transfer database As an alternative to using the Notes User ID User mailbox, you can create a separate mailbox to be the transfer database. You must do this manually on the Domino server that is responsible for running NOTES- CONN. The default name given to this separate mailbox is ffax.box. Note! To avoid conflicts involving permissions, we recommend you create the mailbox using the Lotus Notes Client running on the OfficeMaster Messaging Server. To do this, go to Lotus Notes and select File > Application > New. Figure 6.4: Creating the Mailbox OfficeMaster 4 Administration 283

284 6 Gateway for IBM Lotus Notes/Domino As the Messaging Server may need to use the document screens to create the cover sheet, you should use the standard template (Mailxx.ntf) when you create ffax.box. As a result, ffax.box will automatically contain the standard screen. Figure 6.5: Standard screen After you have set up the mailbox, open the Access Control List (ACL) and check that the Notes User ID used to run the NOTESCONN gateway is able to open, print and delete documents. If the NOTESCONN gateway is running under the server ID, you must also declare the server as a Person to ensure it is assigned the necessary permissions. Foreign Domains for Fax/SMS You configure the foreign domains for fax and SMS in the company-wide Domino Directory (names.nsf) under Configuration > Messaging > Domains. 284 OfficeMaster 4 Administration

285 6 Gateway for IBM Lotus Notes/Domino Figure 6.6: Settings for configuring Foreign Domains You need one domain for fax and one domain for SMS. These domains must be Foreign Domains. You can give them any name to suit your requirements. However, experience has shown that calling these domains fax and sms is a good idea because they are familiar to Notes users. In larger installations that have a number of fax gateways, it is, of course, advisable to use different domain names such as fax-london and sms-sales. Figure 6.7: Domain for fax OfficeMaster 4 Administration 285

286 6 Gateway for IBM Lotus Notes/Domino Figure 6.8: Domain for SMS Under Gateway server name enter the name of the Domino server where the transfer database (officema.nsf or ffax.box) is stored. The Gateway s file name is the path and file name of the transfer database on the Gateway server. If you are using the Gateway s Notes User ID mailbox as the transfer database, you must configure mail\officema.nsf as the file name accordingly. Figure 6.9: Name of the gateway server for fax Figure 6.10: Name of the gateway server for SMS If you are using a separate mailbox, enter its name here (i.e. ffax.box). 286 OfficeMaster 4 Administration

287 6 Gateway for IBM Lotus Notes/Domino Figure 6.11: Name of the gateway server for fax Figure 6.12: Name of the gateway server for SMS Note! After you have set up a new domain, you may need to restart the router task on the Domino server Journal database (ffaxlog.nsf) Access with administrator permissions The fax and SMS gateway can also send every job it sends or receives to a Journal recipient. Any Notes user, Notes user group and Mail-in database can act as a Journal recipient. However, if you want to use a special Mail-in database, you can use the OfficeMaster s Notes template which visually evaluates the journal entries in the journal database. The Journal database is given the standard name ffaxlog.nsf. OfficeMaster 4 Administration 287

288 6 Gateway for IBM Lotus Notes/Domino Figure 6.13: Notes form The installation program on the OfficeMaster server computer includes the ffaxlog_om4.ntf form you use to design your own Journal database. This form contains the FFAX screen. Each fax process is usually displayed using this form. It includes the most important information about the activity. Note! If OfficeMaster was installed on the computer before the Lotus Notes Basic Client, the OfficeMaster template is saved to Directory C:\ Program Files (x86)\lotus\notes\data. You must then move this to the correct Notes Data Directory to ensure it can be accessed from the Notes client. 288 OfficeMaster 4 Administration

289 6 Gateway for IBM Lotus Notes/Domino Editing templates with Notes Designer Figure 6.14: Lotus Notes form for the Journal database (an open entry) Figure 6.15: Modifiable form for fax Select the Properties > Document.., function by clicking the righthand mouse button on the selected journal entry to view more details about all the parameters involved in the activity. OfficeMaster 4 Administration 289

290 6 Gateway for IBM Lotus Notes/Domino Figure 6.16: Fax activity parameters If a user has the appropriate permissions, they can view the received and sent journals for each fax activity. The OfficeMaster Journal form provides these views: Figure 6.17: OfficeMaster Journal A user must have one of these two permissions to access the database: Read rights: they can only read their own messages Special rights: access rights can be assigned to any user in the database This user will also need these permissions for the corresponding document: can be read by recipient/sender all LocalDomainAdmins (standard group in the Domino directory) and therefore the backup/fallback for OfficeMaster they have the role Operator 290 OfficeMaster 4 Administration

291 6 Gateway for IBM Lotus Notes/Domino Default recipient (postmaster) in the NAB (FFAXcentral) Any faxes and SMSses that are received, but whose extension number means they cannot be sent to the correct recipient, are first sent to one or more default recipients (postmasters) who have been created specifically to distribute the messages manually. These postmasters are defined in a special group. This is usually given the name FFAXcentral. Figure 6.18: Default recipient (Postmaster) As the group name is used to address the postmaster group on the fax and SMS gateway, this group does not need a direct fax number. However, please note that the group name is case-sensitive Managing permissions In the standard OfficeMaster configuration, every Notes user listed in the Domino Directory (names.nsf) that is configured for the gateway is permitted to send and receive faxes and SMS messages (as long as a sufficient number of OfficeMaster user licenses has been acquired). However, if you want only selected Notes users to be able to send and receive faxes and SMS messages, you can combine these Notes users into a group. This is usually necessary when the number of users OfficeMaster 4 Administration 291

292 6 Gateway for IBM Lotus Notes/Domino listed in the Domino Directory exceeds the number of OfficeMaster user licenses. You must first set up the group. The name suggested for this group in the NOTESCONN configuration is FFAXUser. Please note, the name is case-sensitive. You must enter the name of every Person who is authorised to send and receive faxes in this group. You cannot enter the names of groups here. Before you can start the gateway, you must ensure that at least one user is a member of this group. When a Notes user sends or receives faxes and SMS messages, the program checks whether they are a member of the FFAXUser group. The program can also check fields in the Person document instead of groups to find out which permissions a Notes user has for sending and receiving faxes and SMS messages. A further three search variants are available here: by condition: every Person who has a field with a particular value (e.g. the company entry Ferrari Electronic / Teltow) in their Person document is permitted to send and receive faxes. by field with any value: every Person who has any entry in a particular field, e.g. a registered fax number, is permitted to send and receive faxes. by formula: every Person listed in a view is permitted to send and receive faxes. In this case, you must input the name of the appropriate formula instead of the name of the view. If an unauthorised user sends a fax or SMS to OfficeMaster this message is returned to them along with an error message Domino Directory for Voice/CTI users (fvoice.nsf) To ensure the necessary permissions are in place, you should create the Domino Directory from the OfficeMaster server. To do this, open the Lotus Notes Client and select the menu item File > Database > New OfficeMaster 4 Administration

293 6 Gateway for IBM Lotus Notes/Domino Figure 6.19: Domino Directory You can give the Domino Directory any name. fvoice.nsf is the name used in this documentation. You must set up the Domino Directory on the Domino server to ensure other Notes Clients can access it to maintain user data as part of their permissions. You must use OfficeMaster Voice as the template. This template is installed along with OfficeMaster and is available locally on the OfficeMaster Server. After you have created the Domino Directory, the OfficeMaster Notes User ID must be assigned all the roles in the Access Control List (ACL) to ensure that the implemented scripts can be started to set up the users. These roles must also be assigned to those Notes users who are to maintain the Voice user data. OfficeMaster 4 Administration 293

294 6 Gateway for IBM Lotus Notes/Domino Figure 6.20: Role assignment You may need to close the Domino Directory and then open it again by selecting File > Database > Open to enable the Notes User ID to add users. In the Domino Directory itself, you can add Notes users by clicking the relevant function in the tool bar so you can administer their data. Figure 6.21: Voice user database You will find more detailed information about how to maintain user data in section OfficeMaster 4 Administration

295 6 Gateway for IBM Lotus Notes/Domino Access to the User mailbox Received voic s are only ever stored in the User mailbox of the corresponding Notes user. If a voic is to be played when it is picked up remotely by telephone, the Voice Connector must first transfer the voic from the User mailbox to the Voice server. The OfficeMaster Notes User ID must therefore be allowed access to the User mailbox. As Voic s can not only be played, but also deleted by a remote pickup, it is a good idea to allow the Notes User ID full access to the User mailboxes of all the Notes users who want to pick up their Voic s by telephone. Figure 6.22: Access rights for the Notes User ID As this can get rather complicated, particularly in larger companies, some aspects of this functionality can be left to one side. In this case, received Voice messages are played via the workstation PC loudspeakers rather than being picked up by telephone. This has no effect on how Voic s are received. OfficeMaster 4 Administration 295

296 6 Gateway for IBM Lotus Notes/Domino 6.2 User maintenance Fax and SMS users You maintain the details of fax and SMS users in the Domino Directory (names.nsf) specified in the NOTESCONN configuration. The extension number under which a Notes user can be reached by fax is usually entered in the Fax (Office) (OfficeFaxPhone number) field. However, if a different field should be used for organisational reasons, simply specify this by making the appropriate entries in the NOTESCONN configuration. Figure 6.23: Domino Directory When you input the extension numbers, make sure the string of numbers is right-justified and does not contain any special characters. You can enter any character to the left of these numbers. It is a good idea to enter the entire fax number, including the area code and, if required also the country code, because this field can also be transferred and used, for example, in other documents. 296 OfficeMaster 4 Administration

297 6 Gateway for IBM Lotus Notes/Domino The following examples all have equal value: (44) (0) Valvona fax no.: (0132) The fax extension number can also be attached as a sender ID to the company s base number. NOTESCONN uses the figures that stand to the right of the last delimiter as the Caller Sending Identification (CSID) Groups and mail-in database You usually assign an Extension number to a group or a mail-in database (the following method uses only a group as an example) in the Description field. Description The Description field is subject to the same syntactical rules as fields for individual Persons. You must enter a delimiter in front of the fax number. You can also specify a different field for administration purposes in the NOTESCONN configuration. As a result, you can ensure that every member of a particular group will automatically receive inbound faxes. Figure 6.24: Setting up a group OfficeMaster 4 Administration 297

298 6 Gateway for IBM Lotus Notes/Domino Voice/CTI users Voice/CTI users must be administered in a separately maintained Domino Directory called fvoice.nsf. You can add new users here by clicking the appropriate tab in the toolbar.. Figure 6.25: Toolbar for new users If you have the appropriate permissions, you can also edit the data for a user who has already been created. Figure 6.26: Editing a user Notes user To configure this data, select a Notes user from the Domino Directory and then display their details. Display name The display name is used to identify the user when a call s address is resolved. Login Name When the user logs onto OfficeMaster Flex, their login name is checked against this field. The default setting is for OfficeMaster Flex to hand over responsibility for the logon to the operating system. Login Password When the user logs onto OfficeMaster Flex, it searches this field for their password. 298 OfficeMaster 4 Administration

299 6 Gateway for IBM Lotus Notes/Domino Figure 6.27: Login Password Voicebox number The Voicebox number depends on whether a separate range of extension numbers is available for Voice users (Called Party Number) or whether the corresponding Voicebox is to be addressed by means of the redirecting information (Redirecting Number). In the second situation, the ISDN connection must tell the Voice server that this redirecting information is present (see OfficeMaster 4 ISDN Manual). To my phone number Telephone number OfficeMaster Flex uses this telephone number to play voice messages on this telephone. PIN for remote pickup The PIN protects the Voicebox against unauthorised Voice remote pickup accesses. The PIN is a combination of one or more digits which can be as long as you like. Four- to six-digit PINs are the most commonly used. Message Waiting telephone The arrival of a new Voice message activates the Message Waiting Indicator for this phone number. Query permission You can also store up to three query permission numbers for each user. These telephone numbers are compared with the caller s Calling Party number (therefore also with the preceding zero). If the telephone numbers match, the caller is not asked to input a PIN and can pick up the call directly. OfficeMaster 4 Administration 299

300 6 Gateway for IBM Lotus Notes/Domino Voice project You can use the Project function to specify a particular voice tree for a user. This voice tree can have different menu items, depending on the user s requirements. If this field is blank, the default setting from the Voice server, projectvox, is used as the Voice tree (see also OfficeMaster Integration Manual section 4.2). Language This is where you specify the language for the user. OfficeMaster is available with German (DE) and English (EN) messages. The language specified here is then used for the query menu items, the Voicebox configuration and the standard welcome message unless the user has created their own personal welcome message. Enable CTI This is where users can access the CTI function. Figure 6.28: Enabling CTI functionality for users Own telephone number This is the number of the telephone that is to be checked by the user who is logged onto OfficeMaster Flex. CTI line In some cases you also need to select the user s CTI line along with their telephone number to identify which telephone is being used. 300 OfficeMaster 4 Administration

301 6 Gateway for IBM Lotus Notes/Domino 6.3 Gateways for Lotus Notes When you install Setup-OfficeMaster-Server.exe the notesconn0 and notesvoice0 gateways are also created so that you can immediately start configuring the gateways. To do this, open the Messaging Server Configuration and select Settings > Fax/SMS for Notes (for NOTESCONN) or Settings > Other CTI / Voice components > Voice for Notes (for NOTESVOICE) (Figure 6.29). Figure 6.29: Fax and SMS Gateways for Notes Note! If the gateways have not yet been set up as Messaging Server components, you must add them to the component table manually. OfficeMaster 4 Administration 301

302 6 Gateway for IBM Lotus Notes/Domino Setting up gateways in the component table To open the component table, either click on the Create Component option in the NOTESCONN or NOTESVOICE configuration or open it directly by selecting Settings > Component table (Expert mode). Figure 6.30: Component table Figure 6.31: Component description for fax/sms and Voice General settings for fax and SMS If the Messaging Server gateways are available, click Settings > Fax / SMS for Notes to configure the fax and SMS gateway (NOTES- CONN). This is where you specify all the parameters necessary for starting the gateway. Note! You can only set the optional parameters if Expert mode is enabled in the Messaging Server configuration (menu Tools > Expert mode). 302 OfficeMaster 4 Administration

303 6 Gateway for IBM Lotus Notes/Domino Lotus Notes Figure 6.32: Settings for configuring NOTESCONN Notes.ini You must specify the name and path for Notes.ini before the fax and SMS gateway can access the Lotus Notes Client. If the Messaging Server configuration is running on the NOTESCONN server, simply select Notes.ini by clicking the [ ] button to the right of this field. The notes. ini file is usually stored in the Lotus Notes directory under \Programs\ Lotus\Notes. Fax and SMS users Domino server; Domino Directory Alongside the Notes.ini file, you also require the Domino server and the Domino Directory in which the fax and SMS users are maintained in Lotus Notes. These are usually the company-wide Domino Directory (names.nsf) and its Domino server. However, a multinational company that operates in many different countries may have a company-wide Domino Directory that involves several thousand entries. In this type of environment it is a good idea to maintain the Notes users who are to use OfficeMaster in a separate Domino Directory. This reduces the time required to access the gateway to the user-specific parameters required for each send job and therefore increases message throughput rates. OfficeMaster 4 Administration 303

304 6 Gateway for IBM Lotus Notes/Domino This separate Domino Directory can be stored as a subset of the company-wide Name and Domino Directory on any Domino server in the network. If you want to store the database on the OfficeMaster server, simply leave the Domino server configuration blank. As the fax and SMS users are usually maintained in the names.nsf in the company-wide Domino Directory, you can only change the Domino Directory name in Expert mode. The parameters needed for fax and SMS can also only be assigned to the relevant Domino Directory fields in Expert mode. To assign these parameters, click the Fields button. Journal recipient Recipient; Save faxes (Receipt; Transmission) All the send and receive jobs processed by NOTESCONN can be sent to a Journal recipient by Notes Mail, to create a log. The Journal Recipient in this case is either a Notes user, a Notes user group or a mail-in database. The OfficeMaster installation includes the ffaxjournal.ntf database template which contains modified views that can be used to separate the received Notes mails into send and receive jobs. To specify whether the sent or received faxes are to be included as attachments to the Notes mails sent to the Journal recipient, click either the Receive or Send checkbox. Jobs database Fax domain; SMS domain To enable NOTESCONN to distinguish fax send jobs from SMS send jobs, you must configure the name for the fax domain and the SMS domain (see section 6.1.2). Polling interval The Polling interval shows the number of seconds that must elapse before the gateway searches the transfer database for new send jobs. The default value (20 seconds) is usually sufficient when the system is actually in normal use, and should only be changed for test purposes. For this reason, this setting can only be changed in Expert mode. 304 OfficeMaster 4 Administration

305 6 Gateway for IBM Lotus Notes/Domino Own jobs database In the standard system, NOTESCONN uses the Gateway user s mailbox as the Jobs database. Alternatively, you can monitor your Own jobs database for new send jobs. You must create this database and assign it to the Foreign Domains in the Domino Directory (see section 6.1.2). File format; Fax preview Faxes and status messages can be received in PDF, TIF-G4 and DCX (multi-page PCX) File format. To help Notes users find their way around the system, you can specify that they receive status messages and faxes as already opened documents in Notes mail. You can change this default setting by clicking the Fax preview checkbox. If you want to take user-specific parameters from fields other than those provided in the Domino Directory, or if you want to use an entirely different database template instead of the usual Notes Domino Directory, for the NOTESCONN Domino Directory, simply configure the relevant Fields by clicking the buttons that have these field names. Figure 6.33: User-specific parameters OfficeMaster 4 Administration 305

306 6 Gateway for IBM Lotus Notes/Domino Persons/Contacts Phone number The Phone number, Mail address and Headline (for send jobs) of a Notes user are usually taken from the OfficeFaxPhoneNumber field. In this case, the program only interprets the field contents from the last blank space to the end of the field. For example, if OfficeFaxPhone number contains the value , the 6772 is used as the Phone number and the SMS number. If the field also contains letters, such as Fax-Sales 6772, the 6772 is also used as the value to be processed. The entire contents of the field are written to the CSID field for send jobs. Mail address NOTESCONN requires a Person s Mail address for receipt jobs. It first searches the configured Domino Directory to find the relevant Notes user whose Phone number (OfficeFaxPhoneNumber) matches the Called Party Number telephone number that received the fax or SMS. The document is then sent to this Mail address. Headline The fax s header row is generated from the CompanyName field specified in the sender s Person document. To create a fixed Headline, leave the CompanyName field blank and store an entry in the ISDN configuration. Groups Phone number Before you can send receive jobs to special Notes User groups, you must assign Phone numbers to them. In the standard system, the ListDescription field is used here. It must contain a telephone number with the same syntax as in the OfficeFaxPhoneNumber field. The text, starting from the last blank space, is used as the value of the phone number. Name The Name field is used to send receive jobs to Notes user groups. The Name field usually contains the ListName. 306 OfficeMaster 4 Administration

307 6 Gateway for IBM Lotus Notes/Domino MailIn Databases Phone number Before you can sent receive jobs to a special Notes MailIn database you must assign them a Phone number. In the standard system, the Description field is used here. It must contain a telephone number with the same syntax as in the OfficeFaxPhoneNumber field. The text, starting from the last blank space, is used as the value of the phone number. Name The Name field is used to send receive jobs to Notes user groups. The Name field usually contains the FullName. Status of other gateways At the site, the program searches the FullName field to find the LPD and SAPCONN sender information. Note! If you also want to send status messages from other gateways to the sender via NOTESCONN, you must input the sender information of the third-party user or gateway (LPD, SAPCONN) in the Domino Directory of the required Notes user. CTI Userinfo server The CTI tab is where you input all the data required to configure Office- Master Flex. Figure 6.34: Settings for configuring Computer Telephony Integration OfficeMaster 4 Administration 307

308 6 Gateway for IBM Lotus Notes/Domino In the standard system, NOTESCONN uses the fvoice.nsf database for CTI-specific data. This database contains predefined fields for every CTI parameter. Click on the Own address book field to open all the fields to change their settings and use different databases as required. CTI enabled This is where you assign permission to use CTI to a user. Login name NOTESCONN uses the Login name to check the login name transferred from OfficeMaster Flex. This is usually the domain login, with the entry format domain\user. Login Password This field is used to check the transferred password. This is not necessary in standard environments. My Phone number This is where you assign a user name to a controlling phone number. Voicebox number This field contains the number OfficeMaster Flex, needs to access an answering machine at the click of a button. The default function can still be used even if this field is not present Sending faxes or SMS messages The Send tab displays the default values configured for Front Page, Send Options and Printing. These settings are used unless different parameters are specified in the send job (in the Notes Mail or in the Domino Directory). For this reason this tab can only be accessed in Expert mode. 308 OfficeMaster 4 Administration

309 6 Gateway for IBM Lotus Notes/Domino Figure 6.35: Send tab Front Page type OfficeMaster can provide faxes with a cover sheet (front page) before they are sent. This cover sheet is created from a cover sheet template into which the values belonging to a particular send job (Sender, Recipient, Subject, Message text, etc.) are inserted. You can use either the send job s Notes screen (usually the Memo screen) or an RTF document saved on the OfficeMaster server as the cover sheet template. As the Front Page type you can therefore select either Notes Format (NTF) or Rich Text Format (RTF). RTF cover sheet The send job s Notes screen is used as the Notes Cover Sheet. You can use the Notes Designer to modify this Notes screen in the gateway s transfer database (Mailbox) so that it looks like a fax cover sheet. You can use any of the databases that can be accessed by the Lotus Notes Client and any Notes script techniques to create your own cover sheet design. OfficeMaster 4 Administration 309

310 6 Gateway for IBM Lotus Notes/Domino The benefit of using an RTF-format cover sheet is that you can create the design in, for example, Microsoft Word, without having to know anything about Lotus Notes. In addition, the Messaging Server s CONV convertor component can achieve a higher data throughput for this type of coversheet than for a Notes-NTF conversion. However, although a great deal of the Lotus Notes information from the send job can be used in an RTF cover sheet, NTF cover sheets do offer significantly more design options. If the RTF cover sheet template you want to use is stored on the server that is running the OfficeMaster Messaging server s CONV converter, in the %Program Files%\FFUMS\FMSRV\Data\stationery\ directory, you can simply select it as your RTF cover sheet. OfficeMaster uses third-party supplier software to perform the central conversion of cover sheets. Notes cover sheets are converted with Lotus Notes and RTF cover sheets are converted with Microsoft Word. Both these third-party supplier programs must be installed on the server that is running the CONV component and then configured for use by OfficeMaster. Suppress front page You can reference the Subject line and the message text (Mailbody) to control how the selected cover sheet is used. If you want NOTESCONN to Suppress front page, use these options: Never If Subject is empty If body is empty If Subject and body are empty Always In real life, the setting If Subject and body are empty has proven to be the most popular. This setting allows you to send Notes s which only contain finished, formatted documents without a cover sheet. 310 OfficeMaster 4 Administration

311 6 Gateway for IBM Lotus Notes/Domino Send Options Apply Notes priority OfficeMaster uses the Apply Notes priority setting assigned by the sender to the Notes mails to influence the sequence in which send jobs are processed. As a result, send jobs with high priority take precedence on almost every Messaging Server component over those with lower priority. This prioritisation function is particularly relevant for the following components which play a critical role in how quickly faxes are processed: NOTESCONN (generates send jobs in the OfficeMaster Messaging Server), CONV (for conversion) and OMCUMS (for transmission). Table 6.1 shows examples of the priorities that can be selected for the various user groups or send documents. Notes priority Document type User group High Urgent documents such as purchase orders, acknowledgements etc. Management, "just-in-time" MRP Normal Normal fax transmission Standard user Low Bulk fax, group fax Marketing Table 6.1: Priority Status report only on error; Status report with converted fax The status report is sent to a Notes user as a Notes mail after the fax has been sent. It is either only on error or with converted fax. Printing Print outgoing fax; Print component If OfficeMaster is to Print outbound fax, the fax is passed on to a previously created Print component (PRINTGW: see section 3.8). If you want received faxes to be printed automatically, you must store the telephone numbers (Called Party Number) to which these faxes were sent by using regular expressions (see section 9.3) in the corresponding print component (PRINTGW). OfficeMaster 4 Administration 311

312 6 Gateway for IBM Lotus Notes/Domino Archive outgoing fax Filegateway This is where you select the FILEGW (Filegateway) in which Office- Master is to archive all outgoing faxes Receiving faxes or SMS messages You make the settings for receiving faxes / SMSses on the Receive tab. Figure 6.36: Receive tab Default recipient The telephone number of received faxes and SMS messages is compared here with the telephone number assigned to the Domino Directory users. In the standard system, the program searches for this number in the OfficeFaxPhoneNumber field. If you want to change this setting, save the telephone number to a different field in the Domino Directory. If no entry for this telephone number can be found in the Domino Directory, the task is passed onto the Default recipient. A Notes user, a Notes user group or a mail-in database can all act as a Default recipient. The default value FFAXcentral for the Default recipient must be set for each installation (see section 6.1.4). 312 OfficeMaster 4 Administration

313 6 Gateway for IBM Lotus Notes/Domino Address filter In addition to the Default recipient, you can also input the telephone numbers (Called Party Number) for the receive jobs to be operated by NOTESCONN as an Address filter for fax and SMS. The default setting (.*) means that all received faxes and SMSses are passed on to the NOTESCONN Gateway. You only need to change this setting if you want the received messages to be distributed to different gateways, such as NOTESCONN, SAPCONN and FILEGW, or if messages from OfficeMaster are only to be received by particular telephone numbers. Finally, you can enable what is known as the White List procedure by selecting Tools > System Settings and clicking the Reject undeliverable messages option. Note! If you limit the Address filter to specific telephone numbers without enabling the White List procedure, you should configure the Messaging server s Undeliverable component to ensure that received messages, despite the best possible Address filter configuration, do not linger unnoticed on the server. The simplest form of Address filter is a list of numbers that is assigned to NOTESCONN. Example If all the faxes sent to numbers 150 to 154 are intended for NOTES- CONN, the address filter list has these entries: 150, 151, 152, 153, 154. You can use regular expressions (see section 9.3) to combine these figures into one entry: 15[0-4]. The default value (.*) used for the Address filter is also a regular expression. The decimal point (.) here stands for any character. The asterisk gives the character that stands in front of it the meaning as often as required. OfficeMaster 4 Administration 313

314 6 Gateway for IBM Lotus Notes/Domino Extended options for fax and SMS User administration Authorized user To check permissions and licenses, you must specify which Notes users can work with OfficeMaster. An Authorized user can be any user in the specified Domino Directory. You only need to change this setting if: only selected Notes users are to be able to send and receive faxes and SMSses with OfficeMaster, or if the number of users in the configured Domino Directory exceeds the number of licensed OfficeMaster users. As an alternative to using the entire Domino Directory you can also gather the Authorized users together in a Notes user group. In this case, simply input the name of this user group. Another method of determining authorised users is to specify fields which must either have any, or a pre-defined, value in the Notes user s Person document. These values are then used to identify the users as authorized users and reference them to determine the license Settings for Voice To configure the Voice Gateway (NOTESVOICE), select Settings > Advanced CTI / Voice Components > Voice for Notes. Figure 6.37: Settings for configuring NOTESVOICE 314 OfficeMaster 4 Administration

315 6 Gateway for IBM Lotus Notes/Domino The first time you work with this system, you must input the details of the Voice server responsible for the Voice gateway along with details about the Domino Directory in which the Notes user parameters that are relevant to Voice messaging are maintained. Before you start the NOTESVOICE configura tion, you may need to set up this address book as a separate Address book (fvoice.nsf) for Voice because the Domino Directories (names.nsf) in the standard Lotus Notes system do not have any fields in which voice-specific parameters such as the PIN and language can be stored (see section 6.1.6). Figure 6.38: Voice Address book Notes.INI The connection to the Domino server is stored on the server in the Lotus Notes configuration file notes.ini. For this reason you need to configure the name and path to Notes.INI for the Voice gateway. Domino server; Address book; Fields You also need to input the name of the Domino server and the Address book in which the Voice user data will be maintained. You may need to extend the schema of an existing Domino Directory (for example, names. nsf), to set up the fields required for voice communications. You can then assign the field descriptors on the Voice gateway to the Voice parameters. To do this, click the Fields button. Using the options provided by all the other parameters you can achieve optimum implementation of the Voice gateway in any customer environment. This is why these options are only available in Expert mode. Notify about If a caller connected to the Voicebox, but failed to leave a message or voic , the Voice gateway can report this to the Notes user as a call without voic . You can enable/disable this function centrally for all Notes users by selecting the appropriate option from this drop-down menu. OfficeMaster 4 Administration 315

316 6 Gateway for IBM Lotus Notes/Domino Message Waiting In a PABX you can enable the Message Waiting function on the telephones connected to the Voicebox. In this field you can decide when Message Waiting is to be switched off again. format The Voic s, the Voice gateway sends to Notes users, consist of a Subject line, the message text with additional information and the audio file in which the message is saved. On the Voice gateway, you can select one of two formats for these messages: German standard and English standard. You can also create Voic s in a different language, with other descriptors or with an entirely different layout on the Voice gateway. You can access the configuration steps required to do this by clicking the [...] button. Set Read Marks The Voice gateway can Set Read Marks for the messages it receives via the telephone (provided that the appropriate permissions are set in the User mailbox). As Lotus Notes does not compare these marks until after they are replicated, any changes to the marks may not appear in the User mailbox until a considerable period of time has passed. If the query comes from the workstation phone number, it may happen that the message from the Notes user is deleted by the Notes client in the meantime. This may cause a certain amount of irritation to the user concerned. For this reason, this function can be enabled/disabled centrally in this screen. Advanced Settings for Voice Click the Advanced Settings button to input more, non-standard information about the databases and fields used by the Voice gateway. Address books In addition to the information OfficeMaster provides about calls, the Voice gateway can also send further details about the caller by voic from any Notes Domino Directory to any Notes user. The caller is identified by their Calling Party number (the telephone number shown in the ISDN connection), which is already displayed in the voic s as the From number. This telephone number must be 316 OfficeMaster 4 Administration

317 6 Gateway for IBM Lotus Notes/Domino assigned as an additional entry in the user name (Full Name) field of the caller s Person document that is stored in the Notes Domino Directory. Caller info DB All the address books the Voice gateway can access are used in the standard system. In other words, both the local address book and the company-wide Domino Directory (names.nsf.). You can also enter the name and path of the caller database (Caller info DB) as an alternative. When the program finds a Person document that contains the caller s Called Party Number as an entry in the Full Name field, selected information from this Person document is then transferred to the Voic as message text and field contents. This information, the prefix used to implement it in the message text, and the field to which it is sent in the Voic , are held in a text file in the Voice tree on the OfficeMaster Messaging Server. This text file is called notesfields.txt and is located in the %Program Files%\FFUMS\FMSRV\voice\projectRecord\fvoice\ directory. Every line that is to be inserted in the Voic is maintained in the notesfields.txt text file. This consists of three string variables. Each string is enclosed in quotation marks and separated from the next string by a comma. The last string in a data record is closed by a semicolon (;). The basic structure of a line is: Text to be displayed, Field in the Person document, Field in Voic ; Example: If you want to use the caller s fax number stored in their Person document in the Voic , you must add a line with the following contents to the notesfields.txt file: Fax:, OfficeFAXPhoneNumber, FVOICE_OfficeFAXPhoneNumber ; The contents of OfficeFAXPhoneNumber are then transferred together with the prefix Fax: to the message text and to the fvoice_officefax- PhoneNumber field in the Voic . If you want the voic message text to contain an empty line, to make it easier to read, simply enter a full stop as the Text to be displayed. In this situation, you should also leave the other two string values empty:.,, ; OfficeMaster 4 Administration 317

318 6 Gateway for IBM Lotus Notes/Domino PIN Field; DID Field; Default PIN As an alternative to using the existing user database, you can store the Notes user s PIN codes in a separate Notes database (PIN DB). To do this, you will need to know where the PIN database is stored and what it is called. To ensure the Voice Connector receives the correct PIN information, you must maintain the PIN codes (PIN Field) in this database, using the corresponding Voicebox number (DID Field) as a reference. You can also save a Default PIN, which is used if the Notes users has not yet been assigned a PIN of their own. To prevent unauthorised persons from accessing or even changing the PIN codes, you should only authorise the Notes User ID of the Voice Connector and the Notes user to access the corresponding Person document or PIN document. You specify these settings in the PIN database s Access Control List (ACL). The same also applies to the fvoice.nsf user database. Memo Flags Figure 6.39: PIN codes If the necessary permissions are present, the Voice server works together with the Voice gateway to play messages on the phone specified for the selected User mailbox. The Read flag shows whether or not the message has already been played. 318 OfficeMaster 4 Administration

319 6 Gateway for IBM Lotus Notes/Domino Mail; Fax; Voice; SMS As this is not always a 100% satisfactory solution in Lotus Notes (see Set Read Marks above), the Voice gateway uses a separate field in the Voic functions to identify which messages have already been listened to, and which are new. You see this in the Read field. Figure 6.40: Memo Flags When handling remote pickups, the Voice gateway must also be able to distinguish between the different message types so that it can identify, for example, Voic s or even s by Text-To-Speech. Once again, the gateway uses flags to differentiate between the various different types of messages. Table 6.2 shows which flags the Voice gateway uses to identify the standard message types. Flags Message type CopyTo FFAX FSMS FVOICE Received s Faxes received with OfficeMaster SMS messages (SMSses) received with OfficeMaster Voic s received with OfficeMaster Table 6.2: Flags OfficeMaster 4 Administration 319

320 6 Gateway for IBM Lotus Notes/Domino Miscellaneous The Miscellaneous tab is where you can configure the Voice Connector so it can be used with Domino servers that are running in a cluster and with encrypted User mailboxes (Figure 6.41). Figure 6.41: Settings for configuring the Voice Connector for clusters Encryption If the Notes user s user mailboxes are encrypted, the Voice gateway cannot access their voic s. Despite this, you can still enable users to listen to messages by telephone if you store a key for the Voice gateway that allows it to decrypt the user mailboxes. Cluster If several Domino servers are being operated as a cluster, you can configure the Voice gateway for a series of Domino servers so that, if the connection to the current Domino server fails, the gateway will attempt to connect to the next server in the cluster, and so on. To ensure Office- Master continues running smoothly, the fvoice.nsf user database must be saved in the same directory structure on each of these domino servers. 320 OfficeMaster 4 Administration

321 6 Gateway for IBM Lotus Notes/Domino 6.4 Conversion and cover sheets Unlike s that transfer files, faxes send graphical information to their recipients. For this reason, any message to be sent by fax must first be converted into a fax format. This involves a number of different processes, which depend on the structure and type of the document to be sent: central conversion by the OfficeMaster Messaging Server which controls its own Notes client. embedded documents are converted together with the Notes documents. attached documents are converted centrally by the Messaging Server, after their corresponding Notes document has been converted. RTF documents can be stored on the Messaging Server and used as cover sheets as an alternative to using Notes screens Conversion with the Lotus Notes Client In this case, the documents are converted directly in the Fax Gateway s Mailbox. To do this, the program opens the received fax as an and converts it using the ferrarifax/64 Windows printer. As the fax is then opened there, according to Notes functionality, with the screen stored in the Form field, any Notes document can be faxed if the Mailbox has access to the corresponding screen. Figure 6.42: Notes screen For the actual conversion process, the Fax Gateway uses the Notes Client (also called the conversion client) that is running on the server. Using the Notes client for the central conversion process has the following benefits for the user: OfficeMaster 4 Administration 321

322 6 Gateway for IBM Lotus Notes/Domino they can fax all their own Notes documents without having to modify them to suit a particular fax solution. if the current version of the Notes Client is installed on the server to handle the central conversion process, it can convert all the RTF elements even when you upgrade to a newer version of Notes. by using the most recent version of the client, OfficeMaster is always able to convert the latest Notes RTF elements. working on the client means you can easily maintain and create fax forms from one central point. If you want to send a Notes document, there are a number of options you could use for the screen and the conversion process: 1. If the screen used for the fax is not present on the conversion client. In this case, the document is opened and converted with the client s default screen. Any of the document s fields that are present in the default screen as displayed as normal. 2. If the screen used for the fax is present on the conversion client and has the same name as the original screen. The document is opened and converted with the original screen. 3. If the screen used for the fax is not present on the conversion client, but is stored in the document. The document is opened and converted with the original screen. 4. If the screen used for the fax is not present on the conversion client, but a different screen with the same name is stored on the conversion client. This screen is used to open and convert the document. In the second and third variants, the fax looks like a printout of the original document. In the fourth variant, you can create fax cover sheets in a central location, without having to modify the user s mail templates. A user can therefore write a fax in their standard memo screen. The fax is then provided with the company s default fax design before it is sent. 322 OfficeMaster 4 Administration

323 6 Gateway for IBM Lotus Notes/Domino RTF cover sheets (recommended) As an alternative to using Notes templates, you can store Rich Text documents on the Messaging Server and use them as cover sheets. These cover sheets are stored on the Messaging Server in the %Program Files%\FFUMS\FMSRV\data\stationery\ directory. The RTF documents can contain embedded placeholders which hold additional information about special send jobs. This information is sent out by NOTESCONN along with the job when the send job is created and is replaced in the RTF cover sheet before the fax is converted by the Messaging Server (CONV). Note! Before you can use the RTF cover sheet design, you must store the corresponding cover sheets on the OfficeMaster server and address them for NOTESCONN in the Messaging Server configuration Notes cover sheets/templates (alternative to RTF cover sheets) Figure 6.43 shows a fax form that was created using the Memo screen and the corresponding subscreens. The actual Notes screen acts as the form. Any attached documents are located in a field that was especially created for that purpose. As this field has the property Do not print, its icon is not included in the conversion process. Every attachment starts on a new page. You can also create a cover sheet that includes a page break to ensure that the actual text starts on the next page. Figure 6.43: Fax created with an individual Notes screen OfficeMaster 4 Administration 323

324 6 Gateway for IBM Lotus Notes/Domino This is an individually designed Notes screen that is stored on the user client and has its own Form name. Such screens must be stored either in the document or in the Fax Gateway s mailbox so that the conversion client can access them during the central conversion process. Central conversion of memo screens If a Notes user wants to send messages to both and fax recipients, they do not require, and often do not want to use, a specially modified screen for the recipient. The central conversion client provides a very simple solution to the problem of cover sheet design: the Notes client opens the fax using the screen whose name has been sent to it. If this screen s design is different from the original screen, it is used by the Notes client for the conversion process. Example In the conversion client, the usual letterhead has been removed from the Memo screen and replaced with the company address and logo. Figure 6.44: Example of a Memo screen Now, from the Notes client, the user sends a message from their mail screen to an recipient and to a fax recipient. Mail recipients usually open the s they receive with the same standardised screen. When the conversion client receives an , it opens and converts this modified screen. Figure 6.45: Modified memo screen Fax recipients receive the message with the company address and logo on a fax form. 324 OfficeMaster 4 Administration

325 6 Gateway for IBM Lotus Notes/Domino Figure 6.46: Standard subform The Fax Gateway stores the individual parts of the Mail address in the pre-defined FFAX_ReceiverName, FFAX_ReceiverNumber and FFAX_ReceiverDomain fields so that it can include the recipient name and numbers in the cover sheets. These can then be integrated in the screen on the conversion client. In this case, the names of individual recipients can be included on the cover sheet even if the sender is sending documents to a number of addressees. You can use all the many and varied design options provided by Notes in these Notes screens, for example database queries and user-specific subscreens. You can also select an appropriate cover sheet by transferring a particular parameter or a script which then transfers the name of the selected Form. The design options for creating your own cover sheet design are almost limitless. Embedded documents You can also insert another document, such as a Microsoft Word file, into the text area in a Notes Mail. This file therefore becomes part of the message. Like the message itself, it is converted into fax format by the printer driver, without losing any of its RTF attributes. The file then appears in the message at the place you inserted it. Figure 6.47: A Word document embedded in a Notes Mail OfficeMaster 4 Administration 325

326 6 Gateway for IBM Lotus Notes/Domino If you use the Attach Notes function to define the same file as an attachment, it is converted into fax format by the Fax gateway. In this case, the document retains its formatting if you ensure the conversion process can access all the fonts that were used to create the document in the first place. In contrast to inserted documents, every embedded document starts on a new page. 326 OfficeMaster 4 Administration

327 6 Gateway for IBM Lotus Notes/Domino 6.5 Interconnected functions involved in receiving messages Resolving telephone numbers NOTESCONN usually searches the Fax (Office) (OfficeFaxPhone- Number) field in the Domino Directory s Person documents to find an extension number from which it can extract the complete fax number. Figure 6.48: Person document If no hardware that can receive extension numbers is available or if you selected an extension number that has not been assigned to a Notes user, the received faxes are then delivered as Notes Mail to the members of a Default recipient (Postmaster) group (FFAXcentral) who can then pass these faxes on to the Notes users manually. The fax is also sent to members of the default group if a DID number has been assigned twice by mistake. OfficeMaster 4 Administration 327

328 6 Gateway for IBM Lotus Notes/Domino Figure 6.49: Default recipient group (FFAXcentral) An extension number can also be assigned to a group, in which case the faxes are sent to every member of this group as Notes mail. Figure 6.50: Extension number for a group A MailIn database can also be a member of a group. Authorised users can then access all the faxes that have been collected in that data base. When a fax for a Lotus Notes user is received, the status line in its window has the usual indicator to show it is a newly arrived message. The fax appears in their Inbox and can be handled like any other . Figure 6.51: Fax in the Inbox 328 OfficeMaster 4 Administration

329 6 Gateway for IBM Lotus Notes/Domino FFAX in the Who column tells the user that this message is a fax. The Subject field shows the sender ID of the received fax if the sender has set up a valid CSID on their device. You can then double-click on the Notes Mail to open it and display the actual fax as a file attachment in the Body field SMS communications Sending messages When you send an SMS from any Notes database, the message is placed in the Body field, i.e. in the text input field, in a new . Only the contents of this field are sent as an SMS. To send a message as an SMS, the recipient s mobile number must be specified, formatted like a Mail address, and sent to the Foreign Domain specified during the installation of the SMS Gateway. To send an SMS, you must specify the address in the SendTo field, using the format mobile number@sms domain. Example: @sms If there is an error, the system always outputs a delivery message in which the error refers to the handover of the message to the provider. Receiving messages if multiple telephone numbers are present If a number of different SMS telephone numbers are available to Office- Master, whether because they have been provided by several GSM cellular engines, by a fixed network connection with SMS capability, or by an account with an Internet Service Provider (ISP) that has multiple telephone numbers, you can use the telephone number called by the sender to distribute SMS messages in the same way as received faxes. To ensure the telephony service provider does not use Text-To-Speech functions to convert the SMS messages sent to the Notes user s telephone number into speech, you must first register these telephone numbers as SMS-enabled numbers with that provider. When an SMS is received it is sent to the Notes user whose DID number in the Person document (OfficeFaxPhoneNumber) matches the telephone number (Called Party Number) received from the SMS. OfficeMaster 4 Administration 329

330 6 Gateway for IBM Lotus Notes/Domino Receiving messages if only one telephone number is present You can use OfficeMaster to receive SMSses and pass them on to the Inboxes of the actual recipients. If you are sending SMSses via a GSM cellular engine or an ISP, it may happen that only one telephone number is available both for sending and receiving these messages. If therefore no direct numbers are available, messages are forwarded in the following way: a) automatic distribution To enable inbound SMSses to be transferred automatically, an extension number must be transferred in the message text. This is provided at the start of the message, using the syntax.did number.text or +DID number+text Examples.349.Please call me in the office. Ripley. +66+New pricelist in the Download area To make it easier to input the correct values, you can enter the appropriate letters by typing them with the keyboard (excluding the decimal point or the plus sign), instead of the numbers. Examples Instead of.349..dgw. Instead of MM+ Since these numbers are random, i.e. purely imaginary, numbers, the fax or telephone extension numbers can be selected for this purpose. NOTESCONN extracts the telephone number from the Person document and uses it as the extension number (OfficePhone number field). Any other field in the Person document, such as the fax number (Office- FaxPhoneNumber), or mobile telephony number (CellPhone), fields can also be used here. Simply specify which field is to be used in the NOTES CONN configuration. 330 OfficeMaster 4 Administration

331 6 Gateway for IBM Lotus Notes/Domino b) manual distribution All the SMS messages that cannot be assigned are sent to the default recipient to be forwarded manually. Default recipients are all members of a Group created specially for that purpose in the Domino Directory Voic s You must first configure the Service selection (inbound) (see section 3.3.5) for the ISDN connection. For test purposes, you can define a rule that specifies all calls are to be handled as voic . Info Element Filter Service Voice server Voice Connector Called Party Number.* Voice voice0 notesvoice0 Table 6.3: Rule for voic test Click the Up button to move this rule to the start of the list. Note! The rule configuration described here has the effect that, for test purposes only, all calls are handled as voic and therefore no faxes can be received. For this reason you must reconfigure Service selection (inbound) before the system starts being used for real (see section 3.3.5). You then need to set up a Voicebox. For test purposes, you can use one of the ISDN connection s telephone numbers (Called Party Number) as the Voicebox number. Now, call the Voicebox directly and leave a message that is at least five seconds long. This spoken voice message is then sent to the user s Lotus Notes Inbox as a Notes Mail. They can then open it and listen to it via their workstation loudspeakers. If a PIN has been specified for that Notes user in the Voice user database, and if the OfficeMaster Notes User ID has the appropriate permissions, the message can also be picked up remotely by telephone. OfficeMaster 4 Administration 331

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333 OfficeMaster Mail Gateway and UniVoice 7

334 7 OfficeMaster Mail Gateway and UniVoice 7 OfficeMaster Mail Gateway and UniVoice The OfficeMaster Messaging Server s Mail Gateway acts as a universal fax and SMS gateway for every type of Mail Server. If you also want to implement voic and CTI, this functionality is controlled by the UNIVOICE component (see section 7.5). Received fax messages are then sent to the recipient as a graphic attached to an . There are also a number of ways in which the user can send documents as faxes: with their program, as an attachment to an via the locally implemented OfficeMaster Flex (connected via the Store Server, see section 7.5.5) via the LPD network printer set up for the Messaging Server (see section 7.3). Once the document has been successfully sent, the sender receives a status report by (just like when they receive a fax). In addition to faxes, you can also use the Mail Gateway to send and receive SMSses. To run the Mail Gateway (MAILGW) you will need to access user-specific data so that, for example, it can use the telephone number of a received fax to assign it to an address, or so that a specific sender can use a cover sheet that has been specially designed for them to send their faxes. The Mail Gateway can access user-specific data either from a directory service (such as Active Directory Service [ADS], Novell Directory Service [NDS], or Openexchange Directory [OX] etc.) or from the user list you maintain on the Mail Gateway. If the Mail Gateway is used for a small number of users, for example just to provide a status report from a fax sent by the Inventories department as a network print job (LPD), we recommend that you maintain the user data on the Mail Gateway itself. This is because the data for this 334 OfficeMaster 4 Administration

335 7 OfficeMaster Mail Gateway and UniVoice relatively small group of users can be entered and maintained quickly and easily, even if some duplication is involved. If no directory service is present you must maintain user data on the Mail Gateway. However, if the number of users rises to more than 20 you should seriously consider integrating their data in the directory service. Table 7.1 below shows an overview of the required and optional configuration steps: Section User management in the directory service (via LDAP) User management on the MAILGW Configuring transmission and receipt 7.1 X Creating and configuring a Mail Gateway 7.2 X User administration in the directory service (LDAP) 7.3 X User administration in the Mail gateway (MAILGW) 7.4 X Setting up a Gateway for voice and CTI 7.5 X X Central conversion of and file attachments 3.7 For sending fax messages Sending messages (domain for fax/sms) Table 7.1: Configuration sequence for a Mail Gateway To send a job from the OfficeMaster Messaging Server via the Mail Gateway, use SMTP mail with the syntax fax=number@domain or sms=number@domain. Before you do this, the mail server you are using must recognise the domain and be able to transfer s to this domain to the server that is running the Messaging Server s Mail Gateway. Many mail servers can also send messages directly to the server. In this situation use [email protected] to address them. OfficeMaster 4 Administration 335

336 7 OfficeMaster Mail Gateway and UniVoice 7.1 transmission and receipt (SMTPTX, SMTPRX) OfficeMaster Messaging Server requires the SMTPTX mail sender and the SMTPRX mail recipient for communications. You can set up these components in the Messaging Server Configuration by selecting Settings > Send/Receive Components. Sending To send s, SMTPTX transfers all the mails to the company s internal mail server (Relaying Server) which then sends them to the Internet. This mail server can be any SMTP-based mail server, i.e. Lotus Domino, Microsoft Exchange, Sendmail etc. To configure SMTPTX, open Expert mode and select the Settings > Send/Receive Components > E- Mail transmission menu item. Figure 7.1: Settings for configuring SMTPTX Name of the mail server; port For the mail server name, use the IP address or the extended name of the company s internal mail server (e.g. mail.company.local). You must also specify the Port that will be used to send s, for SMTPTX. This is therefore also the port on which the Relaying Server expects to receive the s. This is usually port 25, the default port used to receive (also called the Well Known Port). Custom host When s are being sent, SMTPTX tells the configured mail server the name of the host on which it is running. Alternatively, the name that is configured as the Custom host name can be passed to the mail server. This is necessary if the mail server used to send the prompts you to enter the fully qualified name. If, for example, the SMTPTX host has the name faxsrv, but the mail server does not accept this name, you can configure faxsrv.fcompany.local as the Custom host. 336 OfficeMaster 4 Administration

337 7 OfficeMaster Mail Gateway and UniVoice If you want to send Internet mails over the OfficeMaster Messaging Server (e.g. from SAP or the LPD gateway), the in-house mail server must allow mail relay for the server computer that is running the Messaging Server s SMTPTX mail sender. You can check which attempts to send s succeeded or failed in the SMTPTX log files (select Status > Log Files). In most mail servers the default setting is for mail relay to be switched off. Receiving The in-house mail server must forward inbound mails to SMTPRX. To configure this, select Settings > Send/Receive Components > Receiving in Expert Mode in Messaging Server Configuration. Figure 7.2: Settings for configuring SMTPRX You can usually use the default settings. However, you will need to make changes if, for example the receiving port on the computer is being used by a different (mail) server such as Microsoft Exchange, Lotus Notes, Sendmail you want to regulate the way s are received, i.e. if you don t want SMTPRX to process every , if you want to activate the White List procedure for s, i.e. if you do not want to receive s from addresses that the Messaging Server does not recognise. OfficeMaster 4 Administration 337

338 7 OfficeMaster Mail Gateway and UniVoice Port To receive , SMTPRX connects one or all IP addresses to a port and waits for an inbound connection. The system is supplied with port 25 as the default port for receiving SMTP (this is the Well Known Port). If a third-party supplier s mail server with the same port and interface configuration is running on the SMTPRX server (the default setting under Linux), and the system attempts to start SMTPRX, this may sometimes fail. And, vice versa, the receiving component of the third-party supplier s mail server may also not always start correctly. In this case SMTPRX receives all the s. The Messaging Server then transfers them to any gateways that are present (SAPCONN, FILEGW) or to the Undeliverable default recipient. To resolve this problem you should either configure different ports or interfaces, or IP addresses, on which the SMTPRX and the third-party supplier mail server can receive . Alternatively you can set up SMTPRX remotely on a different server computer within the Messaging Server. Interface The default setting is for SMTPRX to receive s on all the IP addresses or network cards that are assigned to the server. If the server has a number of IP addresses or network cards, you can configure SMTPRX so that it only receives s on one IP address. This may be necessary if the computer is acting as a router between several networks, but should only receive s from one of these networks. You must then store this IP address as an interface. The system is supplied with the default setting configured as an interface, so that SMTPRX waits for s from every available IP address. Maximum message size In addition to using the Port and the Interface you can use the amount of data to regulate how is received. To do this, specify the Maximum message size of received s, in megabytes. Reject undeliverable messages If the Messaging Server has one or more gateway components that process inbound s (such as FILEGW, MAILGW or SAPCONN), you can define an address filter for each gateway, which then filters these messages. This address filter controls how the s are distributed 338 OfficeMaster 4 Administration

339 7 OfficeMaster Mail Gateway and UniVoice and, in the default configuration (.*), this means that each gateway receives every inbound . If you tailor this address filter for every gateway, i.e. you maintain a list of all the addresses assigned to that gateway, SMTPRX can reject undeliverable messages from the very start because the Messaging Server can recognise every address from which it is permitted to receive an . Accept messages from To further reduce the already very low probability that hackers and spam attacks can affect SMTPRX or OfficeMaster Messaging Server, you can create a list of the permitted and invalid sender addresses, by using regular expressions (see section 9.3). Alternatively, you can also use this function to perform authorisation checks on the services provided by the Messaging Server s MAILGW mail gateway (e.g. Who is allowed to send fax jobs by ?). You can edit this list in the context menu (the menu that appears when you click the right-hand mouse button). The default setting when the system is delivered is that SMTPRX accepts all addresses (.*). Note! Before s can be received they must first be transferred (by the in-house mail server) to the computer that is running SMTPRX. You can set up this routing function at several points in the network (e.g. mail server, network router). Experience has shown that sub-domains such as sap.company.com (for SAPCONN) or fax.local or sms.local (for MAILGW) are useful criteria for this routing function. The network forwards s sent to these sub-domains to the OfficeMaster Messaging Server. OfficeMaster 4 Administration 339

340 7 OfficeMaster Mail Gateway and UniVoice 7.2 Creating a Mail Gateway To create a new Mail Gateway, either click on the Create Component button in the Mail Gateway configuration or switch to Expert Mode by selecting Settings, and access the component table directly. Then select the Create Component option. After you have selected Mail Gateway (MAILGW) as the component type, you can add another Mail Gateway with the default settings Configuration To configure the system, select Settings > Mail Gateway in the Messaging Server Configuration. Here you will see all the mail gateways that are currently present in the Messaging Server. If no Mail Gateways appear here, you must now create one, as described in section Figure 7.3: General configuration options for the Mail Gateway 340 OfficeMaster 4 Administration

341 7 OfficeMaster Mail Gateway and UniVoice addresses Mail Gateway Receive jobs and status messages are sent from the Mail Gateway to the user as s. In these SMTP mails, the value entered for Mail Gateway is used as the sender address. Note! Mail Gateway also uses the domain defined in brackets (in the example, pmctest2.teltow ) to assign the s received from the Messaging Server s SMTPRX component to the Mail Gateway. You must therefore configure the domain so that it has the same name as the fax domain you are using. Administrator All the jobs that have either been created by users without appropriate permissions, or are not assigned to a specific user, are transferred directly to the address that is entered as the Administrator. Fax attachment File format When a fax is sent or received, the user sees it first as a file attachment to an . Fax files can be sent in these file formats: TIF (G4 or MH) PDF (non-searchable) PDF OCR, if the Messaging Server has a licensed OfficeMaster OCR installation. OCR text If OfficeMaster OCR is available, the OCR text identified in the fax can also be added to the message. The text can be added to the either as visible or hidden text. Hidden texts can be found and interpreted when the mail program performs an automatic search. If visible text is added to the , the user can then also copy it and save/edit it. Fax cover sheet When you send a fax, the text of the message is inserted in a Cover sheet template. This template is then used as the cover sheet for OfficeMaster 4 Administration 341

342 7 OfficeMaster Mail Gateway and UniVoice this transmission, provided that one of the cover sheet templates present on the Messaging Server has been assigned to you as the sender of this . Cover sheet templates are stored as RTF files on the Messaging Server, in the %Program Files%\FFUMS\FMSRV\data\stationery directory. You can use programs such as MS Word to modify them to suit your corporate design style. suppress The Mail Gateway can also suppress the use of a mail text as a fax cover sheet for specific faxes, for example, if you want to send finished, formatted mail attachments as faxes. The decisive factor for this function is the text contained in the Subject line and the itself. If one of these two texts is missing, it may happen that no cover sheet is used (depending on which configuration settings are active). In a fax cover sheet you can use different information from the send job, such as the text, the Subject line and other information that belongs to the (sender, recipient etc). The Mail Gateway takes this information from the send job or user administration data. It can then be referenced by placeholders in the cover sheet template. For a list of the most commonly-used placeholders, see Table 7.2. Parameter Description Sender's name (Display Name from CFG/LDAP) User Sender's fax number User Sender's address User Recipient address (Fax number) Send job ( or Recipient name from the SMTP To-Header field for jobs Send job (for Subject line for a mail job Send job (for or LPD via +PAR) 342 OfficeMaster 4 Administration

343 7 OfficeMaster Mail Gateway and UniVoice Parameter Description Origin Body text for a mail job Send job (for Date if converted System Time if converted System time Table 7.2: Placeholders for cover sheets Placeholder You can also reference other user-specific information and use it as placeholders in the cover sheet template. Click the Define button to open a list in which you can define these additional parameters. The default setting is for this list to contain the DisplayName placeholder, but you can also add more parameters to it. You define the contents of these parameters in the User tab. Figure 7.4: Available placeholders OfficeMaster 4 Administration 343

344 7 OfficeMaster Mail Gateway and UniVoice Receiving messages The Receive tab (Figure 7.5) is where you configure the parameters involved in receiving messages. Figure 7.5: Address filter for receiving faxes/sms Fax Reception enabled; SMS Reception enabled You can usually enable and disable Fax Reception enabled and SMS Reception enabled independently of each other. You can either enter these call numbers as an Address filter or take them from the user data configured in the Mail Gateway. Address filter The simplest type of Address filter is a list of the numbers that the Mail Gateway is to accept. Example If, for example, you want the Mail Gateway to process faxes sent to the numbers 305, 306, 307 and 308, simply enter these call numbers one after the other as the address filter. As the Mail Gateway may have a large amount of call numbers to handle, you can use regular expressions (see section 9.3) to group these numbers together and make the process less complicated. 344 OfficeMaster 4 Administration

345 7 OfficeMaster Mail Gateway and UniVoice In the example used above, the four numbers would then be reduced to the entry 30[5-8]. In the default configuration, the address filter consists of a full stop followed by an asterisk (.*). The full stop is a regular expression and can represent any character. The asterisk gives the meaning to the previous character as often as required. As a result, the default setting is that transmissions received on any call number (i.e. all numbers) are be forwarded to the Mail Gateway. Set address filter automatically As an alternative to using the Address filter, the Mail Gateway can also derive the relevant call numbers from the user master database, no matter whether the user data is maintained directly on the Mail Gateway or in the directory service. Here jobs received on the call numbers are passed on to the Mail Gateway in the OfficeMaster Messaging Server. Before you can use this functionality, you must enable the Set address filter automatically check box which is located on the bottom edge of the tab. The Address filters stored here are now invalid and are greyed out by the Messaging Server Configuration. Note! If the address filter is restricted, transmissions received by call numbers whose data has not been maintained are no longer sent to the Mail Gateway and its Administrator. Instead they are stored by the Undeliverable (UNDLVRBL) component in the Messaging Server. It is important that you configure the Undeliverable component as described in section to ensure that no received messages are lost without you noticing them. Address Prefix No matter whether the call numbers are derived by means of the Address filter or from the user data, you will probably need to configure the Address prefix. If the telephone number is stored there in a standard format, e.g. +44 (132) , the Mail Gateway will probably not find the user in the LDAP because, in ISDN, only the DID number 6772 is passed to OfficeMaster. To prevent this, you must therefore enter the receiving prefix +44 (132) 556 here for fax and SMS. If you have already input the prefix in the ISDN connection (section 3.3.1) you do not need to enter this data here because it is valid for all the Gateways in the Messaging Server. OfficeMaster 4 Administration 345

346 7 OfficeMaster Mail Gateway and UniVoice 7.3 Administering user data in the directory service (LDAP) Setting up users User data can also be maintained in an LDAP-enabled Directory service or in the User administration functions performed directly on the Mail Gateway. Figure 7.6: Configuring LDAP access This makes the task of maintaining user data somewhat easier because you can make all the user settings centrally in this directory. Although it will take longer to get the existing directory service up and running, there are distinct advantages to be gained from performing user administration in a uniform way when a greater number of users are involved. Although the default setting is for this mode to be disabled, you can still access the settings needed for basic functionality. For example, you can use the facsimiletelephonenumber as a field for the user s fax call number. 346 OfficeMaster 4 Administration

347 7 OfficeMaster Mail Gateway and UniVoice However there are also user-specific parameters that are not covered by the initial fields in a standard directory (for example, when you implement OfficeMaster Sign. Here, for every user, the Messaging Server components that are authorised to electronically sign that user s send jobs must also be installed). If user-specific fax/sms parameters do not have designated fields in the directory, you can save them either in new fields or in fields that were intended for a different purpose, but have not yet been used. As creating a new field sometimes means irretrievably altering the directory s structure, it is usually better to use fields that were intended for another purpose but have not yet been filled. You can also transfer many of the parameters from the user s group data. The actual user-specific parameters you need to enter for every user in the directory service are listed in Table 7.3: Userspecific parameters Required for Recommended field in Active Directory (without Exchange Server) Alternative field in Active Directory (with Exchange Server) Name Assignment of LPD users to Mail Gateway users samaccountname proxyaddresses - Address Delivery of received messages and assignment of mail jobs mail mail Fax address Fax receipt facsimiletelephone- Number proxyaddresses SMS Address Receiving SMS facsimiletelephone- Number proxyaddresses Fax permitted Transmission authorisation check memberof memberof SMS permitted Transmission authorisation check memberof memberof Fax-PIN Identification for fax transmission facsimiletelephone- Number facsimiletelephone- Number Header row text Fax transmission header row department department Fax cover sheet Determination of fax cover sheet memberof memberof OfficeMaster 4 Administration 347

348 7 OfficeMaster Mail Gateway and UniVoice Userspecific parameters Required for Recommended field in Active Directory (without Exchange Server) Alternative field in Active Directory (with Exchange Server) Fax signature Digital signature for send jobs memberof memberof Max. Priority Processing priority memberof memberof TE prefix Prefix for recipient telephone number for fax and SMS transmission Pager Pager OAD Sender telephone number for fax and SMS transmission facsimiletelephone- Number facsimiletelephone- Number Table 7.3: Required parameters in the Directory service Note! No matter which OfficeMaster Messaging Server you are using, you should install a third-party supplier s LDAP browser on the server so that you can search for individual fields and, for example, find out which parameters need to be configured. You can obtain LDAP browsers as freeware on the Internet. Example: the Softerra LDAP Browser (www. ldapbrowser.com). The Mail Gateway can search and read the fields. It can search the (LPD) Name, address, Fax address and SMS address fields to find the relevant users for the send and receive jobs that are to be processed. Examples of searches on the directory service: Field Usage address Fax address If a send job is received by , Mail Gateway uses the sender's address to search for the relevant user in the directory service. It can then find user-specific parameters such as cover sheet, fax CSID etc. Mail Gateway uses the telephone number from a received fax to search in the directory service field that is set up for fax addresses. It can then find out which address the fax is to be sent to as an . Name The LPD name is used to assign a send job received by LPD/network print to a specific user in the directory service. The system can then find this user's address or check that they have permission to send this type of job. Table 7.4: Examples of how search fields can be used 348 OfficeMaster 4 Administration

349 7 OfficeMaster Mail Gateway and UniVoice Mail Gateway can also read the data in almost every field. For example, if you want to find the user for an address for a specific send job, Mail Gateway fetches the appropriate cover sheet and the fax ID for this user from the directory. The fields in the directory service are therefore always accessed in the same way: Search In the directory service, the relevant entry or user is identified by their LPD user name (for LPD send jobs), the address (for send jobs received by ) or by the fax or SMS address (for receive jobs). Find The LDAP parameters required for further processing are taken from the entry or user the system finds. These are usually the address (for received messages), the list of signature components (for LPD send jobs) and the cover sheet (for send jobs). Replace (optional) If Mail Gateway cannot use the parameters it found in the directory service because it cannot handle the syntax in which the parameters were stored, you can derive the relevant job parameters for the Mail Gateway from the existing contents of the fields in the directory (LDAP parameters). For example, Mail Gateway is able to interpret a part of the field content. If fax call numbers are stored in the directory service with the format , received transmissions cannot be connected because only the DID number, i.e is used as the recipient (Called Party Number) in ISDN. In this situation the Mail Gateway can only access the last four digits of the fax call number stored in the directory service to compare them. Instead of only interpreting a part of the field content, entire parameters can also be derived from the field contents. Example If, for example, the memberof field in the directory service has the contents Accounting, the Mail Gateway can derive the signature component signds0 from this. This type of replacement is not set up in the system when it is supplied because it references a specific installation and should only be configured as required. OfficeMaster 4 Administration 349

350 7 OfficeMaster Mail Gateway and UniVoice If you want to use the user data from a directory service, you must specify this on the Mail Gateway in the User tab, (Figure 7.6) by selecting the Managed by LDAP Server option. However, before you can set the individual fields, you must configure the access data for the directory service. You can then use the third-party LDAP browser installed on this server to check that the access data is correct. LDAP access Server; Port; Protocol version You must configure the IP address or the expanded Directory Server name as the LDAP Server. The default Port used here is the Well Known Port 389, which expects to handle accesses to the LDAP directory. If you want the configured Directory server to expect LDAP queries on a different Port you must specify this port here. Most LDAP servers support Protocol Version 2. User; Password You will also need an Administrator user who is authorised to read the directory service via LDAP. You enter their user data (e.g.: CN=admin istrator,cn=users,dc=company or administrator@domain in the User and Password fields. LDAP queries Base DN Base DN specifies the container from which the Mail Gateway is to start searching for user data in the directory service. For performance reasons, if larger directories are involved, you should specify a container that includes all the users or is located directly above all the user containers. In the Active Directory this is the CN=users container. If all the company s users are in the same container, you can address it directly. Example: At Ferrari electronic AG the Base DN would be: OU=Ferrari electronic AG user,dc=teltow. 350 OfficeMaster 4 Administration

351 7 OfficeMaster Mail Gateway and UniVoice User filter The User filter is applied to the entries or users in the Base DN. In the standard system this filter is (objectclass=*). It is used to monitor licenses. If the number of entries or users in the Base DN is lower than the number permitted by that particular OfficeMaster user, the filter can be retained. However, if the filter detects more Active Users than there are user licenses, the Mail Gateway responds with the text license error, required X, allowed Y (X, Y = variable numbers of users) in the Messaging Server Configuration. In this case you must either purchase a license for these users or reduce the value in the User filter. A few of the possible ways in which you can reduce the filter size are shown below in Table 7.5. Authorised users Base DN User filter All in one container All in the group Office- Master user All with fax number All as their mail address OU=Ferrari electronic AG user,dc=teltow DC=Teltow OU=Ferrari electronic AG user,dc=teltow DC=Teltow (objectclass=*) (memberof=cn=officemaster Users,OU=special mailboxes, DC=Teltow) (facsimiletelephonenumber=.+) or (proxyaddresses=fax:.+) (mail=*@ferrari-electronic.de) Table 7.5: Configuration for reducing the User filter Note! In most fields you can use an asterisk (*) as a placeholder. One exception to this is the memberof field, where you must enter the entire contents or the fully-qualified name. Here we specially recommend that you now test the filter with an LDAP browser, and without any interaction with the Messaging Server. User attributes The same user-specific parameters are available for maintaining user data in the directory service and in the Mail Gateway. To configure the required User Attributes click the Define button. The settings you see here are described in the next section. OfficeMaster 4 Administration 351

352 7 OfficeMaster Mail Gateway and UniVoice Configuration Wizard General tab (Figure 7.7) Figure 7.7: General user attributes UID & Name The Name or the UID is used to assign send jobs that were transferred to OfficeMaster as network print jobs (LPD) to specific users. For example, if the LPD user Administrator prints out a send job on OfficeMaster, the process is assigned to the user in the directory service whose Name has also been specified as the Administrator in this field. The default setting is for this name to be stored in the samaccountname field. If the LPD user name and the user in the directory are not the same, you can use these options for assigning the user: In the print job s embedded control tag (U parameter) you can enter the correct name of the user in the directory service as the LPD user. You maintain LPD user names in the directory service. In this case you can also use a different field in the directory. However, you must then also take this into account in the Mail Gateway s configuration. The user name is derived from the values stored in the directory service. 352 OfficeMaster 4 Administration

353 7 OfficeMaster Mail Gateway and UniVoice Note! Although this method of deriving parameters from values stored in the directory service is quite complicated, it does increase the flexibility of the Mail Gateway so that it can be implemented in almost any commonlyused directory structure (see section 3.9.7). ; Fax; SMS (Addresses) The Addresses section is where you input the , fax, SMS and voice data. The addresses you enter here are used to find particular users in the directory service. If OfficeMaster is to send faxes or SMSses by SMTP mail to FAX=Telephone the sender address stored in the field is used to identify the relevant user. If, for example, a mail is received from [email protected], it is assigned to the user in the directory service whose address has this value. If the sender wants to send documents to addresses that are not stored in the directory, they can use the same methods here that they would use to find out a logon name. To assign faxes received as s to a particular user, the system uses the telephone number that received the fax to identify which user is involved. The field to which call numbers are assigned to users in the directory service must be entered as a Fax address. In most directory services this is the facsimiletelephonenumber field, in which you maintain user fax numbers. As the facsimiletelephonenumber usually contains complete telephone numbers e.g. in the standard number format, such as +44 (132) , and as ISDN only transfers the DID number, i.e. 6772, to OfficeMaster, when it receives transmissions, you usually cannot simply assign a telephone number to an LDAP user. However, there are several ways in which you can resolve this problem: 1. In the facsimiletelephonenumber field, reduce the telephone number to a number that can be recognised by OfficeMaster. 2. In the Messaging Server, +44 (132) 556 is set as the receiving prefix for these ISDN connections (see section 3.3.1). 3. The receiving prefix +44 (132) 556 is only configured for the Mail Gateway (section 3.9.7) because the solution described above affects all the gateways present in the Messaging Server. OfficeMaster 4 Administration 353

354 7 OfficeMaster Mail Gateway and UniVoice 4. The search term for the fax number is changed to become facsimiletelephonenumber=+44 (132) 556 (see section 3.9.7) If the directory service is an Active Directory Service with an added Exchange Server, you can also use the proxyaddresses field as an alternative for the fax number. In this situation you must be aware that this field usually has the contents and you must take this into account when you are specifying search terms. To assign received SMSses to LDAP users, use the field defined for the SMS address. SMSses are usually received as fixed network SMSses over existing ISDN hardware that uses the same telephone number to receive faxes. For this reason, in the default settings, the telephone number used to receive SMS is also specified in the facsimiletelephone- Number field. However, if you want the OfficeMaster GSM cellular engine to receive SMSses, different call numbers are used to receive faxes and SMS. In this case you should use a different field, e.g. mobile, to store SMS call numbers. The actual field in which you maintain the telephone numbers that are used to receive SMSses is not critically important. However, you must be aware that ISDN or GSM networks often only transfer the recipient number as the DID. Since complete telephone numbers are usually entered in the directory service, the same general conditions that apply for fax addresses also apply here, too (see above). In most situations, you only need to configure the Address prefix correctly on the Receipt tab (see section 7.2.2). Fax; SMS (Permission) In the Permission section you can also define the LDAP conditions that must be fulfilled to enable, or block, a particular type of communications for an LDAP user. The best way of checking permissions is to use the (memberof) group membership criterion. You can define LDAP groups by clicking the button located next to the text field. Click the Edit button (next to the text fields) to make Advanced Settings for each attribute. section describes how you use these parameters. 354 OfficeMaster 4 Administration

355 7 OfficeMaster Mail Gateway and UniVoice FAX / SMS (Fax) tab (Figure 7.8) Figure 7.8: FAX/SMS permissions The Fax/SMS tab is where you configure the user-specific parameters for send jobs. There are special parameters for Fax and for Fax and SMS. Framework Fax CSID; Header row In many cases it is useful for every user to have their own ID and their own Header row for when they send faxes. These values are taken from the directory service The facsimiletelephonenumber field is a good field to use as the ID. In the default setting this is also used to determine the Fax address. If this field contains the fax number with the format +44 (132) , the entire number can be used as the identification. If you also want this field to be used as the fax address, you must also store +44 (132) 556 on the Receive tab as the Receiving prefix. If you want the Header row to be customised individually for each user, we recommend you use a separate field such as department for storing these values. If no fields are referenced for the Identification or the Header row, outbound faxes use the default values defined on the ISDN connection as their header row text. OfficeMaster 4 Administration 355

356 7 OfficeMaster Mail Gateway and UniVoice Cover Sheet The LDAP field entered as the Cover sheet is used to define the cover sheet in which the text, Subject line and other send job information is modified and converted into graphics. Once again the sender s memberof group membership is a useful means of defining the cover sheet. Click on the button next to the text field to open a dialog in which you assign the groups with their fully-qualified name (CN=sales, CN=users,DC=company) to a particular cover sheet template. The cover sheet must be saved in Rich Text Format on the computer that is running the Messaging Server s CONV converter in the %Program Files%\ FFUMS\FMSRV\data\stationery directory (under Windows) or under /var/work/stationery/ (under Linux). If business documents, such as invoices and credit notes, are transferred automatically to the Mail Gateway via network print (LPD), by third-party software, you can provide the printed documents with a digital signature for when they undergo further processing. In this case you can use the embedded +PAR command in the print job (see OfficeMaster Integration Manual) section to find out which signature component is required. Now, to prevent signature components from being misused (by mistake), the Mail Gateway checks which signature components each user is permitted to use. These checks also use groups to which possible signature components can be assigned. Signature The Signature field is where you enter the most important field that is used for group membership in the directory service (the default setting is memberof). Click the button next to the text field to assign groups to signature components. Fax and SMS (Figure 7.8) For Fax and SMS you can also set the Max. priority, the TE prefix and the sender telephone number (OAD). OfficeMaster Messaging Server can process send jobs that have different priorities. In this situation, jobs that have higher priority (such as orders) are given preferential treatment at decisive points (for example, during conversion with CONV and transmission with OMCUMS). As a result they go ahead of send jobs that have lower priority (such as serial faxes). The sender can assign different priorities when they set up a job. 356 OfficeMaster 4 Administration

357 7 OfficeMaster Mail Gateway and UniVoice Priority for jobs via Priority is set according to the mail's importance (in Outlook: "Down arrow" = low, "exclamation mark" = high). Network print/lpd In the embedded +command, use the P parameter to set the priority (@@+FAX:123;PHigh@@) Table 7.6: Priority Max. Priority To prevent priorities being misused (by mistake), you can set a Max. Priority for every user. Here you can select one of these four priorities: Very low, Low, Normal and High. Send jobs that were set up with a higher priority are processed with the maximum priority permitted for that user. You can also use group membership to control priorities. To assign priorities to groups, click the button to the right of the text field. TE prefix The TE prefix is required when the PABX uses a prefix number to assign send jobs to individual users so it can calculate the charges for these jobs. This prefix (TE prefix) is maintained in the directory service for each user. For this purpose we recommend you use the Pager field because it remains unused in most directories. Alternatively, you can reference a different, empty field in the directory service. OAD Telephone installations usually calculate charges by using the Originator Address Digit (OAD) sender information. When a call is set up, this OAD is passed to the PABX as the Calling Party Number, if the Messaging Server has been configured to use job-specific OADs. In a normal situation the OAD can be derived from the fax address or the fax ID i.e. on the basis of the value stored in the facsimiletelephone- Number field. However, because the OAD is usually only the DID number of the fax address, you should click the button at the end of the text field to modify the contents of facsimiletelephonenumber for the Mail Gateway. Take a part If the OAD is actually the last x digits of the value stored in the directory service, select Take a part and enter the number of the digits from the end to make it the same length as the direct dialling numbers. OfficeMaster 4 Administration 357

358 7 OfficeMaster Mail Gateway and UniVoice CTI and Voic tabs The CTI and Voic tabs are only involved in operating the Mail Gateway as a Userinfo server for the OfficeMaster s TAPICTI function and are described separately in section 3.6. Cover Page Placeholders tab (Figure 7.9) The Cover Page Placeholders tab is where you define additional fields as placeholders in the directory service. These can then be referenced in the cover sheet template. For example, you can use the department name (department) or the description as placeholders in the cover sheet. Figure 7.9: Cover Sheet placeholders Modifying user attributes (LDAP) To make the settings required to derive user-specific parameters from the values stored in the directory service, select both the Search and Properties tabs. To access these tabs, click the button next to the relevant text field How to use job parameters Search tab (Figure 7.10) The Search tab describes how the system is to handle parameters, such as the LPD user name or sender s address (job parameters), that the Mail Gateway received when the job was set up. The Search tab is where you specify the field in which the Mail Gateway is to search for the fax number so that it can identify the user. To do this, you use two-part search expressions which consist of: the actual LDAP query and the job parameter it contains (which the Mail Gateway already knows). In this case the job parameter is the fax number. 358 OfficeMaster 4 Administration

359 7 OfficeMaster Mail Gateway and UniVoice Figure 7.10: Search tab Custom LDAP search term As part of the LDAP search you can define a Custom LDAP search term (known as the LDAP query). The default setting is for the system to simply compare the field concerned with the job parameter (facsimiletelephonenumber=@@value@@). Here the job parameter is represented by the If you modify the search expression, you must use the placeholder. The Format parameter for search part of the screen gives you three options for customising the value used in the search expression described above: Take complete If you select Take complete the entire value of facsimiletelephone- Number is interpreted as the fax address. This means the value stored in the directory service is used in its entirety e.g Take a part If you select Take a part, only a part of the value is used for the search. For example, if you only want to interpret the four digits at the end, the fax number saved in the directory service would have the value OfficeMaster 4 Administration 359

360 7 OfficeMaster Mail Gateway and UniVoice Apply regular expressions If you select Apply regular expressions you can use regular expressions (see section 9.3) to format the value defined by LDAP. Property tab (Figure 7.11) The Property tab is where you define how the system is to handle the parameters saved in the directory service (LDAP parameters). Once you have found the correct user in the directory service, you must take the LDAP parameter from the directory. Figure 7.11: Property tab Take complete In the simplest case, the Take complete function converts the entire value found by the Mail Gateway as the parameter, for the fax ID, for example. For the facsimiletelephonenumber field this means that the entire saved value is used, unchanged. 360 OfficeMaster 4 Administration

361 7 OfficeMaster Mail Gateway and UniVoice Take a part If you select Take a part, only a part of the value is used for the search. Apply regular expressions You can select Apply regular expressions to convert the LDAP parameters into almost any other form. You can input groups with a fully-qualified name and then assign them the appropriate permission (Yes or No): Example CN=Administrators,=Builtin,DC=Teltow or CN=PMC,OU=Ferrari electronic AG user,dc=teltow Many directory services do not allow placeholders to be used in the memberof field. Click Edit or Add to create a dialog for the entries that are to be replaced by regular expressions. (Figure 7.12) Figure 7.12: LDAP parameters with regular expressions For more information about processing character strings with regular expressions, please refer to section 9.3. OfficeMaster 4 Administration 361

362 7 OfficeMaster Mail Gateway and UniVoice 7.4 Administering user data on the Mail Gateway If you want to run the Mail Gateway for a relatively small number of users (1 to 20), we recommend that you maintain their user data directly on the Mail Gateway itself. This will save you the added effort involved in integrating this data into an existing directory service, such as Active Directory or Novell Directory. First of all, click the Add button to add your users to the Mail Gateway. You can click the Edit button to edit this user data at any time. Figure 7.13: Administering user data on the Mail Gateway General tab (Figure 7.14) Name The Name you enter here is used to assign network print/lpd jobs to Mail Gateway users. The LPD user s logon name must match the Mail Gateway user name you enter here. 362 OfficeMaster 4 Administration

363 7 OfficeMaster Mail Gateway and UniVoice ; Fax; SMS (Addresses) The Mail Gateway uses the address to identify who is sending faxes or SMS send jobs, so that it can implement the appropriate userspecific parameters (cover sheet, header line etc.). It compares the call numbers of received faxes and SMSses with the stored fax address or SMS address. If this data matches up, the user is then assigned the appropriate receive job. They then receive the information by to the address stored in the system. The telephone numbers also have an address prefix which is specified on the Receive tab. This address prefix is used for this comparison. Example If, for example, messages are received from telephone number 960 where the address prefix is , the fax address must be assigned to the user. Figure 7.14: General Properties tab with Permission and Call numbers OfficeMaster 4 Administration 363

364 7 OfficeMaster Mail Gateway and UniVoice Fax; SMS; Voice; CTI (permission) You can permit users to use these services on an individual basis. To do this, either enable or disable the corresponding check box at the bottom of the tab. If users who do not have the appropriate permission send a fax or SMS, they receive an error message. If the Mail Gateway is running as a Userinfo Server for TAPICTI, you must also give users permission to use CTI. FAX / SMS tab (Figure 7.15) For fax send jobs you can also specify which CSID, header row, cover sheet and signature components are to be used. Figure 7.15: Fax/SMS tab CSID; Header row; Cover Page The CSID and Header row values stored for each user appear in the header of every fax sent by that user. If these parameters have not been maintained, the default values from the ISDN card are used instead. The Cover Page is stored as a cover sheet template in the %Program Files%\FFUMS\FMSRV\data\stationery directory. In this template you can use the known parameters from the send job with placeholders 364 OfficeMaster 4 Administration

365 7 OfficeMaster Mail Gateway and UniVoice Signature The components enabled for the Signature are used to check the authorisation of send jobs that are transmitted as network print jobs (LPD). If, for example, the signds0 component was specified in an LPD send job, with the embedded command this component must be enabled for this user on the Mail Gateway. If the user does not have permission to use this signature component, the signature is removed and the document is sent unsigned. Therefore, the signature components specified in the Mail Gateway are used to check the authorisation of send jobs that are transferred to the OfficeMaster Messaging Server via LPD/network print. Auto Print If inbound messages are to be printed in parallel on the same printer, this is where you specify which Printgateway is to be used. Archive If an archiving component has been defined (for example, Filegateway in Archive mode), it can be stored here. Max. priority In the Max. priority field you specify the maximum limit for processing send jobs from a specific user. If the user sends a job with a higher priority (this is set in Outlook by pressing the Down arrow or! or, in the +command, using the P parameter for LPD network print jobs) the job is processed using the priority specified here. TE prefix Some telephone installations require every user to enter a unique, multidigit number sequence so that they can assign the costs incurred by the call to the correct user. To use this cost assignment method for faxes and SMSses, specify the number sequence as a TE prefix. The ISDN card selects the TE prefix in advance for every transmission. It is then used as the prefix for the recipient telephone number (Called Party Number). OAD Telephone installations usually calculate charges by using the Originator Address Digit (OAD) sender information. If the ISDN card has been configured to use job-specific OADs, the OAD stored here is passed to the PABX as the sender telephone number (Calling Party Number) when the call is set up. OfficeMaster 4 Administration 365

366 7 OfficeMaster Mail Gateway and UniVoice CTI and Voic tabs (Figure 7.16) The CTI and Voic tabs are only involved in operating the Mail Gateway as a Userinfo server for the OfficeMaster s TAPICTI function (see section 3.6). Cover Sheet Placeholders tab (Figure 7.16) If this tab is active, every transmission is provided with the cover sheet defined in the Send Options tab. If you want the cover sheet to include user-specific parameters that are not part of the standard range, you must add these parameters to the cover sheet template and then define them in the General tab so that they can be used for the Mail Gateway. Set the placeholder values for each user in the Cover Sheet Placeholders tab. Figure 7.16: Selected Cover Sheet 366 OfficeMaster 4 Administration

367 7 OfficeMaster Mail Gateway and UniVoice 7.5 Universal Gateway for Voice/CTI (UNIVOICE) To receive voic s in the Cyrus IMAP server in SuSE Open-Xchange and Netline Open-Xchange, or in Novell GroupWise, OfficeMaster Messaging Server uses the UNIVOICE Voice Gateway. This uses SMTP to pass the voic s it receives on to the mail recipients and also accesses user mailboxes to perform remote inquiries via IMAP. UNIVOICE can be implemented as a Voice Gateway in environments that do not use Microsoft Exchange Server or Lotus Domino. Table 7.7, which you see below, highlights the differences between these Voice Gateways. Voice gateway UNIVOICE NOTESVOICE msx2kgate Environment SMTP mail server, OfficeMaster user memory IBM Lotus Notes/ Domino Microsoft Exchange Supported mail server/storage locations Cyrus IMAP Server, Novell GroupWise, Storage Server Lotus Notes / Domino Server Microsoft Exchange Pass on received voic s SMTP, Proprietary Notes Mail MAPI User administration and access to user master data LDAP, Proprietary Notes API (Domino Directory) ADSI Accessing user mailboxes IMAP, Proprietary Notes API (user mailbox) MAPI Table 7.7: How the different gateways are used for voic To implement the UNIVOICE Gateway, you require the following settings: Access to user data (LDAP permissions, field assignment), Access to user-specific mailboxes (permissions) and Voic transmission by SMTP (relay server) OfficeMaster 4 Administration 367

368 7 OfficeMaster Mail Gateway and UniVoice Note! The UNIVOICE component replaces the previous STOREVOICE and IMAPVOICE components, but continues to cover their functionality. In an update installation, existing IMAPVOICE and STOREVOICE components are migrated to UNIVOICE. You will find more detailed information in our forum: and also in a later edition of the manual Creating the Voice Gateway To create a new Voice Gateway, either click on the Add/Remove button in the Voice Gateway configuration or switch to Expert Mode by selecting Settings, and access the component table directly. Then select the Create Component option. Select Universal Voice Gateway (UNIVOICE) as the Component type Accessing user mailboxes and user data The IMAP tab (Figure 7.17) is where you define how communications with the IMAP server are to be performed. Figure 7.17: Setting up an IMAP connection 368 OfficeMaster 4 Administration

369 7 OfficeMaster Mail Gateway and UniVoice Connection Settings In Connection Settings, select the mode that will be used to access the IMAP server and define how the Gateway reacts when you log in. Some IMAP servers require a special authentication mode before you can use all the Gateway s functions. Mode At present the Novell, Cyrus, Apple and UserLogin modes are supported here. UserLogin is a generic mode and should work with any IMAP server because the Gateway uses the current user name and password to log onto the IMAP server s target mailbox. Special modes have been provided for Novell GroupWise and the Cyrus IMAP Server to enable access to the message memory store. This means a user can access the Voice system without having to input a password. Server; Port You must enter the IMAP server s name or IP address in the Server field. In the Port field you can also enter a different TCP port for the connection (the default setting here is port 143). User; Password Depending on which mode you are using, enter the relevant data in the User and Password fields. These fields are disabled for a UserLogin, because the information required for the login is fetched from user management. In Novell mode, enter the name of the Trusted Application in the User field and the associated key in the Password field. Use the OfficeMaster Trusted Application Wizard program to get this information. To connect to a Cyrus IMAP server, enter the user name and the password of a privileged user (someone who has access to all the mailboxes) in the relevant fields. Messaging by about Here, you can decide when messages are to be sent to a particular user. Either as soon as a caller access the voicebox, or only if a caller actually left a message. Delete message via telephone If you want to delete the message by remote pickup, you can select one of these options: OfficeMaster 4 Administration 369

370 7 OfficeMaster Mail Gateway and UniVoice Move to Trash folder Mark as deleted Move to folder <folder name> Send a Message Waiting message to the phone number In Message Waiting mode, you can specify whether UNIVOICE is to signal the arrival of new voic s by activating the Message Waiting Indicator on the workstation telephone (section 3.3.8) under the following conditions. If the voicebox is called by the user If a new voic is queried by the user If all new voic s are queried by the user The Message Waiting Indicator remains active until the selected condition is fulfilled. If you want to manage voice user data in an LDAP-enabled directory service instead of in the pre-configured Storage Server, open the User (Figure 7.20) and configure the access to the Directory server. Then set up the assignment between the LDAP field and the parameters of the user data record Select user memory When you click the User tab, you can select which mode users are to be managed in. You will see a range of configuration options, depending on where the User data is stored (LDAP or local storage server). User administration in LDAP The method you use to configure an LDAP query (Figure 7.20) is described below. Host; Port; User; Password; Base DN; Search format You can avoid having to maintain user data more than once if you access this data via LDAP. To do this, enter all the LDAP server connection information in Connection Settings. 370 OfficeMaster 4 Administration

371 7 OfficeMaster Mail Gateway and UniVoice Figure 7.18: Querying user data via LDAP This includes the Host and the Port used to access the server, the Bind- DN, a User name and a Password for accessing the LDAP server, and a Base DN, to limit the search range. The formula stored in the Search format field is used to assign telephone numbers to users. The placeholder used here for inbound telephone numbers is %s. User Attributes In the User Attributes section you specify the fields in the LDAP schema that contain information that is relevant to voice transmission. Click the Load LDAP defaults button to load suitable data for the particular target system. Access via the Storage Server (Figure 7.19) In some situations, especially where smaller user groups are involved, there may not be an LDAP present for user management. However you can still implement UNIVOICE here because you can set up user management locally. To do this, select the Storage server that is to manage the user data. To specify the actual user data, use the Storage Server configuration module. OfficeMaster 4 Administration 371

372 7 OfficeMaster Mail Gateway and UniVoice Figure 7.19: User Data in the OfficeMaster Storage Server Sending voic by SMTP If you select the tab, you can input settings in the interface (Figure 7.20) to define that voic s are to be sent to the user s mailbox via SMTP. Transfer; Format In the Transfer section of the screen, enter the server that will send the data, and a target address for undeliverable messages. The Format section is where you specify how the Subject line, the sender address and the sender name are to be displayed. Figure 7.20: Transmission settings for voic s 372 OfficeMaster 4 Administration

373 7 OfficeMaster Mail Gateway and UniVoice Advanced Settings (Figure 7.21) If the address is incomplete in LDAP you can specify an additional suffix in the Address Modification field. Figure 7.21: Advanced settings for user data User administration in the OfficeMaster Storage Server In OfficeMaster, you can also manage voice and CTI user data in the Storage Server (STORE) on the Messaging Server. Received voice messages can also be saved in this Storage Server. When the system is supplied, the Messaging Server contains the store0 Storage Server. Note! At the time this manual went to press, there were no options for configuring this Storage Server. All the user settings still had to be made in the Userinfo Server (STOREINFO). We are currently working on changing this to the correct interface in the STORE. This will not affect the functionality of this feature. OfficeMaster 4 Administration 373

374 7 OfficeMaster Mail Gateway and UniVoice To manage voice and CTI user data in the Storage Server, select Settings > More CTI / Voice components > User info for Storage Server. Then select the Storage Server that is responsible for STOREINFO (Figure 7.22): Figure 7.22: Managing Voice/CTI User Data The user data stored in the selected Storage Server is then displayed in the configuration dialog, but only if this Storage Server has been started in the Messaging Server (Menu: View > Component Status). Click New to create a new user. You have the same configuration options if you want to edit User Data (Figure 7.23). General tab (Figure 7.23) Figure 7.23: Creating a user 374 OfficeMaster 4 Administration

375 7 OfficeMaster Mail Gateway and UniVoice Name Under Name, enter the name that is to appear in the list. User Account This is the name (usually also with the domain) the user entered to log onto the OfficeMaster Workstation software (OfficeMaster Flex). This can also be the name of the computer the user logged onto, but this is less commonly used. Password In a standard installation, OfficeMaster Flex users the Windows logon to authenticate the users. If a user has been pre-defined for OfficeMaster Flex, their password must be stored so that it can be verified by Office- Master Flex via the Userinfo Server. This is where you input the user s address. Voicebox The Voicebox number depends on whether a separate range of extension numbers is available for the voice user (Called Party Number) or whether the relevant voicebox is to be addressed using call diversion information (Redirecting Number). In the second case, it is assumed that the ISDN connection sends this call diversion information to the voice server (see section 3.3.1). CTI This is where you assign users separate permission to use the Office- Master Flex CTI function. If a user is not authorised to use CTI, they can only use the voic function. CTI-Agent This permits the monitoring of telephones that are not assigned to any specific user with OfficeMaster Flex. Voice tab (Figure 7.24) The Voice tab is where you make all the hardware-specific settings required for voic and CTI. OfficeMaster 4 Administration 375

376 7 OfficeMaster Mail Gateway and UniVoice Figure 7.24: User data for voic PIN The PIN protects the voicebox against unauthorised accesses via Office- Master Flex or by a voice remote pickup. The PIN you use here is a combination of between one and ten digits. Four- to six-digit PINs are the most commonly used. Project In the Project field you can set up a special voice tree for a specific user. In this voice tree the menu sequence is tailored to their usual methods of working. If this field is empty the voice server uses the default setting projectvox as the voice project. Language This is where you specify the language for the user. OfficeMaster is available with German (DE) and English (EN) messages. The language you specify here affects the menu sequence used to check and configure the voicebox and the standard greeting, if the user has not recorded a personal greeting. 376 OfficeMaster 4 Administration

377 7 OfficeMaster Mail Gateway and UniVoice CTI tab (Figure 7.25) The CTI tab is where you configure the parameters that are relevant for CTI in a particular user data set. Figure 7.25: CTI user data Telephone This is the number of the telephone number to be monitored by Office- Master Flex and the TAPICTIServer. It must be stored in the Phone field. OAD When a call is set up, OfficeMaster Flex passes the OAD (Originator Address Digit) to the PABX as the sender number. This number is usually the same as the one used by the workstation telephone. Tapi Line The TAPI line assigned to the phone number must also be configured for the Storage Server user. Fax tab (Figure 7.26) Figure 7.26: Fax user data If faxes are sent directly via OfficeMaster Flex, and if the Mail Gateway user data is determined via an LDAP query, you may need to enable individual users locally in the OfficeMaster fax store. OfficeMaster 4 Administration 377

378 7 OfficeMaster Mail Gateway and UniVoice If a fax address has been stored for a user here, it means they are permitted to send faxes. As the acknowledgement address, you can input any data that an enabled OfficeMaster gateway can resolve. This can be a fax address that references a file gateway or a mail address stored in the Active Directory. 378 OfficeMaster 4 Administration

379 OfficeMaster Extension Gateway for SAP 8

380 8 OfficeMaster Extension Gateway for SAP 8 OfficeMaster Extension Gateway for SAP The connection to SAP is made via the SAPconnect interface. From R/3 Version 3.1G onwards SAPconnect has been packaged with the R/3 Basis System. It is based on Remote Function Calls (RFCs). From R/3 Version 4.7 onwards, SAPconnect comes with Web Application Server (WAS) Version 6.10 and can therefore also run using SMTP (the Simple Mail Transfer Protocol). The underlying SAPconnect design is independent of RFC and SMTP. The individual SAP applications (MM, SD, FI, CO) create send jobs, which SAPconnect transfers to OfficeMaster via RFC or via SMTP. Once OfficeMaster has processed a send job, the final send status is also reported back to R/3 via RFC or SMTP. To allow you to use both SAPconnect technologies, OfficeMaster includes the SAPCONN RFC Connector and the SAPSMTP SMTP gateway. You can make the connection to SAPconnect in two ways: from SAP Version 3.1 onwards via RFC from SAP Version 4.7 onwards, also via SMTP Note! Both RFC and SMTP enable you to send documents via fax, SMS and . However, RFC provides greater functionality and better integration than SMTP. By using the status and trace function in RFC you can view the Messaging Server s system status and the detailed log files in the SAPconnect Administration system. This function is not possible in SMTP. SAPconnect cannot run until a range of settings has been configured in the R/3 System and in the Messaging Server. The necessary settings, and the sequence in which we recommend you make those settings, are set out in Table 8.1: 380 OfficeMaster 4 Administration

381 8 OfficeMaster Extension Gateway for SAP Configuration step RFC Connector (SAPCONN) SMTP Gateway (SAPSMTP) Set up CPIC users (Section 8.1.1) X - SAP Set up SAPconnect via RFC (Section 8.1) X - OM Create and configure RFC Connectors (Section 8.2) - X SAP Set up SAPconnect via SMTP (Section 8.3) - X OM Create and configure SAPSMTP gateways (Section 8.4) - X Set up mail receipt and transmission (Section 8.5) Optional (for ) X User administration (Section 8.6) X X SAP Schedule message transmission (Section 8.7) X X Create a test message with SAP Business Workplace (Section 8.8) X X Table 8.1: Configuration steps for OfficeMaster for SAP OfficeMaster 4 Administration 381

382 8 OfficeMaster Extension Gateway for SAP 8.1 Setting up SAPconnect via RFC Depending on whether SAPconnect is connected via RFC or SMTP, SAP needs to be configured to use an appropriate SAPconnect node for fax, SMS and . A connection can then be made via the SAPconnect node, either with the OfficeMaster RFC Connector (SAPCONN) or the Officemaster SMTP gateway (SAPSMTP). Note! You will find more detailed information about how to configure SAPconnect in SAP Note Faxing in different SAP Releases. The OfficeMaster SAPCONN Connector must be set up in each client on a SAP System. In the R/3 System it represents a SAPconnect node, to which the document that is to be sent is transferred by RFC, along with the associated list of recipients. In this chapter, for clarity, we describe the process for customising SAP ECC 6. To run the RFC Connector you need a CPIC user whose configuration is described in the next section Creating CPIC/system users Transaction: SU01 The RFC-SAPCONN Connector requires a CPIC user account via which it can login to R/3 and transfer status messages and inbound documents. This is how you create the user account in R/3 user administration, transaction SU01 (see Figure 8.1): Enter the user account name, for example FERRARI_CPIC, and Confirm it in the toolbar. There is no restriction on what you can enter as the user s Surname, for example OfficeMaster. 382 OfficeMaster 4 Administration

383 8 OfficeMaster Extension Gateway for SAP Tab Logon data (see Figure 8.2) Figure 8.1: Creating a CPIC user Password Assign a password to the user here. This password is then assigned to the SAPCONN Connector later on. User type The User type is set either to System or CPIC. S_A.SCON authorisation profile You use the S_A.SCON authorisation profile to assign the necessary permissions to the user account in the Profiles tab. Once you have completed these steps, save the user account. If a user account with the same settings is already present, it can be used at OfficeMaster 4 Administration 383

384 8 OfficeMaster Extension Gateway for SAP the same time. Several Connectors in the same client can also share a CPIC user account. Figure 8.2: CPIC user login data RFC communication The SAPconnect interface between R/3 and communications systems uses RFC (Remote Function Call) connections to exchange data. SAP utilises RFC as its Remote Procedure Call (RPC) function. RPC is the process used to run subsidiary programs on remote computers, including the transfer of parameters and return values. There are two aspects to an RFC connection. Firstly, the RFC Server enables functions to be performed for other processes. Secondly, the RFC Client calls these functions. As each RFC connection consists of a Server and a Client, function calls can only occur in one direction. 384 OfficeMaster 4 Administration

385 8 OfficeMaster Extension Gateway for SAP For this reason, two RFC connections are needed for communication between R/3 and communications systems. The first RFC connection transfers data from R/3 to the communications system. This is the RFC Client s R/3 System, which calls functions provided by the communications system, which is the RFC server. The second RFC connection reports whether the communication has been performed successfully. It relays the messages it receives from the communications system to the R /3 System. The communications system, acting as the RFC Client, executes functions in the R/3 System, which is acting as the RFC server in this case. You will find more details about these two channels of communication below. From R/3 to the communications system In the R/3 System, a communications system is represented by an SAPconnect node. An RFC Destination is assigned to this node. The attributes of this RFC Destination are the information which R/3 needs to establish an RFC connection to a communications system. You can view and change the RFC Destinations with transaction SM59. When you start transaction SM59, a number of RFC Destinations of different types will become available. If you wish to use an RFC Destination for the SAPconnect interface, you must select one that is of the type TCP/IP. This RFC Destination type can have one of two activation types: Start: R/3 starts an external program via Remote Function Calls and waits for its completion. Registration: must be selected for SAPconnect. An external program logs in to R/3 and waits for Remote Function Calls. These RFC destinations have three attributes: Gateway host Gateway service Program ID Note! In this case the Gateway is an R/3 process which communicates with an external component. Gateway host is the network name or the OfficeMaster 4 Administration 385

386 8 OfficeMaster Extension Gateway for SAP TCP/IP address of the R/3 application server which relays the communication. Gateway service is the TCP/IP port used for this communication. You can either enter the port number (3300 to 3399) directly, or used the name (sapgw00 to sapgw99) defined by SAP. The last two numbers of the gateway service usually correspond to the R/3 System number. Remember that the program ID is a unique name which is used to identify the different RFC partners registered on the same application server and port. These three parameters are also all that is required for the other element of the RFC connection (the OfficeMaster SAPCONN Connector) to register on the SAP gateway. You need to ensure that the network and port names are also entered on the computer on which the SAPCONN Connector is running. By configuring the gateway host, gateway service and program ID identically on both R/3 and SAPCONN, and starting the SAPCONN Connector, you can send fax jobs from the R/3 System to SAPCONN. In transaction SM59 you can use the Test connection function to see whether the RFC connection is working correctly. Alternatively you can display each registered system by selecting the menu sequence Goto -> Logged on systems in the Gateway Monitor (transaction SMGW) From the communications system to R/3 OfficeMaster can also send information in the opposite direction, to the R/3 System. To establish the connection you need to know the application server s network name and the system or instance number of the system you are sending the message to. Normally the application server will be the same computer as the gateway host for the RFC connection from the R/3 System to the communications system. However, as exceptions to this rule are always possible, both computer names can be configured separately when setting up the SAPCONN Connector. If status messages for fax jobs or received faxes are transferred to the R/3 System, the data in the R/3 System has to be changed. This requires permissions which can only be assigned to users. The communications system must identify itself as an R/3 user. For this reason a CPIC or RFC user has been created with the necessary permissions required by the communications system. The communications system needs to provide this user s logon details each time it communicates with the R/3 System. 386 OfficeMaster 4 Administration

387 8 OfficeMaster Extension Gateway for SAP Logon details consist of the name and password of the CPIC user, as well as the name of the client for whom the CPIC user was created. Configuration files You may also need to customise the computer s TCP/IP configuration for running the SAPCONN Connector. You can do this by editing the Hosts file and the Services file. The Hosts file contains a list in which names are assigned to TCP/ IP addresses. In Windows you will find this in the %systemroot%\system32\drivers\etc folder, with the name Hosts. If you are therefore not able to resolve the name of the R/3 server on the computer running the SAPCONN Connector, you can add a line with the name and the IP address of the R/3 server to the Hosts file. The Services file contains a list in which names are assigned to TCP/ IP ports. In Windows you will find this in the %systemroot%\system32\ drivers\etc folder, with the name Services. In the SAPCONN Connector configuration, if you use names with the format sapgwxx instead of port numbers (33XX), you need to add a line to the Services file for each name, to include the name and the port number. These settings are created automatically whenever a SAPgui is installed Creating an RFC destination SCOT transaction or SM59 The Messaging Server SAPCONN Connector appears in R/3 as an SAPconnect node. An RFC Destination is assigned to this node, where jobs are sent once they have been converted. You can also create the RFC Destination when you install the node. If you need to modify the RFC Destination, either use transaction SM59 or the SAPconnect Administration System node wizard (see section 8.1.4). You can create an RFC destination by clicking on Create in the toolbar (see Figure 8.3). RFC destination Any modifications you make to the RFC destinations affect settings across the entire system. As, at a later stage, you will need to connect the destination to client settings at the SAPconnect node, select a name OfficeMaster 4 Administration 387

388 8 OfficeMaster Extension Gateway for SAP with a client number for the SAPCONN Connector (e.g. fercon_100 for the SAPCONN Connector for client 100). Figure 8.3: Creating an RFC Destination Connection type As the connection is made via TCP/IP, select T here. Activation type Set the activation type to Registered server program. Once you selected the required type, you can also enter the relevant program ID. Use the destination name to maintain its unique identity (as shown in the example above: fercon_100.) (Note that destination names are case sensitive!). 388 OfficeMaster 4 Administration

389 8 OfficeMaster Extension Gateway for SAP Gateway options Enter the R/3 server host name as the Gateway host. The Gateway service is provided by the TCP port, through which SAPconnect sets up the RFC Call to the SAPCONN Connector. For this you need to enter sapgwxx, where XX stands either for the two-digit system number or the instance number of the R/3 System (e.g. sapgw00). Finally save the RFC Destination Creating SAPconnect nodes Transaction: SCOT, menu: View > Nodes Figure 8.4: Name and node type Use the R/3 wizard each time you create an SAPconnect node in SAP. In the SCOT transaction, go to the View > Node menu item and click on Create node in the toolbar. You are then prompted to enter the node name (e.g. FERCON) with the description and node type (see Figure 8.4). The RFC node requires an RFC Destination so that it can transfer send jobs via RFC to the SAPCONN Connector. You can enter this in the dialog box (see Figure 8.5). Complete the connection by clicking on RFC Destination as described in section Then select the RFC destination and click on Next. OfficeMaster 4 Administration 389

390 8 OfficeMaster Extension Gateway for SAP Faxing with SAPconnect via RFC Figure 8.5: Establishing the RFC connection This section describes how to set up a node that has the address type Fax (see Figure 8.6). This is followed by a description of how to do this for Internet Mail and SMS. Figure 8.6: Selecting the address type 390 OfficeMaster 4 Administration

391 8 OfficeMaster Extension Gateway for SAP Address Area In the next dialog box, enter a fax address range for this node (see Figure 8.7) so that outbound fax messages are forwarded to it. You can use the recipient fax number to set up this routing. If you only want to set up an SAPconnect node or SAPCONN Connector, enter * in the address area. If you have several SAPCONN Connectors (and therefore also several nodes), split the address areas to accommodate the individual nodes (for example CH* for the node FAX_Z or DE 030* for the node FAX_B). Figure 8.7: Routing settings for the address area Document formats The next step is to specify which document formats (see Figure 8.8) can be processed by the Messaging Server. You can use the following docu ment formats for fax communications with SAP: PCL or PS (these are mutually exclusive), PDF, RAW and TIF (for forwarding received faxes). OfficeMaster 4 Administration 391

392 8 OfficeMaster Extension Gateway for SAP Note! You will need to configure the Messaging Server convertor component to suit the format you select. If you are using PS as the file format you will need to install Ghostscript as the conversion software. You may prefer to use PCL and TIF formats, as you can use the internal PCL convertor for these. Figure 8.8: Document formats for the RFC node Documents in the R/3 internal document format (for example ALI, or SCR) are converted into PCL or PS format in the R/3 Spool. Depending on how you have already configured the document format, you will need to specify either the printer driver HPLJ5 (for PCL) or POST2 (for PS), as the device type. You can also specify the transmission times for the three different priority levels in the following dialog box. Configuring the location Next, you configure the location (see Figure 8.9). The country code (for example UK) specifies the location of the OfficeMaster messaging server. This information is needed to select the correct country code for fax numbers (such as +44). 392 OfficeMaster 4 Administration

393 8 OfficeMaster Extension Gateway for SAP Figure 8.9: Specifying the country code for the RFC node Once you have clicked Next you can add address types (Internet Mail and SMS) to the node or close the Configuration Wizard. If you do not need to add any other address types, click No in the next dialog box (see Figure 8.10) to cancel all address ranges within the node. Figure 8.10: No further address ranges required for the node OfficeMaster 4 Administration 393

394 8 OfficeMaster Extension Gateway for SAP Maximum waiting time for resend attempts of failed transmissions Enter a suitable waiting time for resend attempts as the first setting for the entire node (see Figure 8.11). This will then apply if an RFC error occurs during a transmission from R/3 to SAPCONN. Figure 8.11: Waiting period for resend attempts Allow node to resolve path references/enable node alert monitor Do not select the allow node to resolve path references or enable node alert monitor check boxes. Figure 8.12: Path references Node is ready for use Finally, click the node is ready for use checkbox. 394 OfficeMaster 4 Administration

395 8 OfficeMaster Extension Gateway for SAP Figure 8.13: Completing the node configuration Result: You have now established the FERCON SAPconnect node for the SAP- CONN Connector. You can reconfigure this node whenever necessary. with SAPconnect via RFC Before you can send s, you must create an additional address field for the node, in much the same way as you do for sending faxes. The dialog boxes will take you through this process. If this is the only SAPconnect node that is assigned functionality in the R/3 client, you only need to enter * (asterisk) in the address field. The transmission of s is usually not limited to any particular document format, and so all document formats are generally supported. If SAPconnect already converts purchase orders and lists in OTF, SCR, ALI and INT formats into formats that are more acceptable to external systems, you do not need to include these formats. To do this, select the All formats except the following option, and add the above formats to the list by clicking on SAP int. formats. You also need to exclude PCL and PS from the list of formats used to send . By following these steps you will probably be able to convert all the SAP internal formats into PDF or HTM documents, depending on how you have set your conversion rules, and therefore you will not need to specify a device type. OfficeMaster 4 Administration 395

396 8 OfficeMaster Extension Gateway for SAP You have now completed all settings necessary for sending and receiving . If required, you can also configure Paging and SMS at this point. Otherwise click on No. Paging/SMS with SAPconnect via RFC Since R/3 version 4.5, SAPconnect supports the sending and receipt of short messages/smsses. However, to implement this functionality, you must have established an SMS communication interface on the OfficeMaster messaging server (see section 3.4). You must also select Pager (=SMS) as the Address type. When you configure the address area for this node, the routing of SMSses to the node will be set up. If you only require this SAPconnect node to have SMS functionality, enter * in the address area. For a more precise specification, you can enter pager subtypes such as E+.* or 02:017*. The software supports RAW data (ASCII) format for sending SMSses. To convert R/3 internal data (specify SCR) into RAW, you must specify ASCIIPRT as the device type Configuring SAPconnect nodes (optional) From SAP version 4.7 onwards, you must specify external formats for the four SAP internal formats depending on which service is to be used. You do not need to configure conversion rules, output devices or supported document formats. Table 8.2 gives an overview of the recommended target formats. SAP in-house formats Recommended target format Fax SMS / Pagers Internet mail SAPscript /Smart Forms PCL or PS TXT PDF ABAP list PCL or PS TXT HTM Business object /reference TXT TXT HTM RAW Text TXT TXT TXT Table 8.2: Internal and external formats 396 OfficeMaster 4 Administration

397 8 OfficeMaster Extension Gateway for SAP 8.2 RFC Connector (SAPCONN) The SAPCONN gateway component is used to create the connection between the R /3 System and the messaging server. You must create, configure and run at least one gateway component as a Connector for each SAP client. To do this, select Settings > Other Gateways > RFC Connector for SAP when you configure the messaging server. You will see all the Connectors you have created listed on the left hand side of the screen. When you select an SAPCONN Connector, its configuration options appear on the right hand side of the screen. If no Connector is displayed here, you must create the appropriate SAPCONN Connectors by clicking on Add Creating an RFC Connector This creates a new SAPCONN type component for the messaging server (see Figure 8.14). It sets up a SAPCONN Connector for each SAP client or for each SAPconnect node. Figure 8.14: Component type OfficeMaster 4 Administration 397

398 8 OfficeMaster Extension Gateway for SAP Since the Connectors are numbered sequentially, we recommend you give them meaningful display names to make administration tasks easier later on. For example, you could use the SAP System abbreviation and the SAP client number in the display name to create a name likesap_dev_ Connecting the RFC Connector to SAP connect The first steps for configuring the SAPCONN component are to make a direct connection to the SAP System in the SAP tab (see Figure 8.15). RFC mode Figure 8.15: Configuring the messaging server) You can specify the RFC connection type in RFC mode. The selections you make here change the way you can input data in the tab: 398 OfficeMaster 4 Administration

399 8 OfficeMaster Extension Gateway for SAP In Normal RFC mode, both RFC server and RFC client connections are made without any load distribution. This is the default setting and therefore applies to the majority of installations. In Load Distribution RFC mode, load distribution is assigned to the RFC client connection. As this setting only affects inbound messages and status messages, you should only select this option in a very small number of installations. RFC INI RFC mode is designed for experts who would like to set the RFC connection manually in the saprfc.ini configuration file. Note! As Normal RFC mode applies to the majority of installations, you can only change the RFC mode if RFC INI mode is enabled. RFC client Details about the SAPCONN RFC inbound connection are sent to the R/3 System within the RFC client (depending on the RFC mode). Host; System number (Normal RFC mode) When you are in Normal RFC mode, enter the TCP/IP address or the resolved name of the R/3 application server as the Host. Enter the R/3 System s two-digit system number or the instance number as the System Number. You can find this number in the SAPlogon program. Host; Name; Group (Load Distribution RFC mode) In Load Distribution RFC mode, enter the TCP/IP address or the resolved name of the R/3 message server as the Host. This will make load distribution available as an option. Name is the name of the R/3 System, here, and Group is the name of the group of R/3 application servers that are operating with load distribution. You will also find these details in the SAPgui SAPlogon program, if you have access to these systems. RFC section (RFC INI RFC mode) The section is specified in the saprfc.ini file and describes the RFC connection to the R/3 System (please note this value is case sensitive!). Client Trace (all modes) Use Client Trace to enable and disable RFC Trace no matter which RFC mode you are using. The trace files are stored in the SAPCONN OfficeMaster 4 Administration 399

400 8 OfficeMaster Extension Gateway for SAP Connector work directory. You will find the work directory under %Program Files%\FFUMS\FMSRVS\work\<SAPCONN> (in Windows) or /var/fmsrv/work/<sapconn> (in Linux). RFC server You configure the R/3 System RFC outbound connection to SAPCONN in the RFC server. The details you enter here must match those already specified in R/3. You will also use the same details when you use transaction SM59 configure the RFC destination in R/3. Gateway host; Gateway service (Normal RFC mode, load distribution) As the Gateway Host, you must enter either the TCP/IP address, or the resolved name of the R/3 application server (Normal RFC mode), or the resolved name of the computer on which the SAP gateway is running (Load distribution). Specify the resolved TCP/IP port to be used by the RFC connection as the Gateway Service. You may need to resolve the name of the gateway service (e.g. sapgw00, sapgw01) on the server in the Services file (see section 8.1.2). Program ID (Normal RFC mode, load distribution) This is where you input a unique text that will be used as the program ID for the SAPCONN to register in R/3. R/3 then uses this program ID to identify the SAPCONN Connector. Enter the same program ID in the RFC destination assigned to the SAPconnect node in R/3 (please note, this code is case sensitive). RFC section (RFC-INI RFC mode) In RFC INI RFC mode, specify the section in saprfc.ini that describes the R/3 System connection to SAPCONN (please note, the value is case sensitive!) as the RFC-Dest. Registration interval (all modes) Once the Connector is active, SAPCONN uses the program ID you have configured to register with R/3. This registration process enables send jobs to be transferred to the Connector via the RFC server connection configured in R/3 (with transaction SM59). As the R/3 System is regularly shut down in certain environments, e.g. for backup purposes, SAPCONN repeats registration at the Registration interval. This is a registration interval specified here for this purpose. If re-registration were not to take 400 OfficeMaster 4 Administration

401 8 OfficeMaster Extension Gateway for SAP place, R/3 would not have a registered Connector after a restart and this would trigger an RFC error for all send jobs. Server Trace (all modes) You can enable or disable Server Trace in any RFC mode. The trace files are stored in the SAPCONN work directory (as shown above). CPIC This section describes how to create the CPIC or RFC user account that is required as the service account for SAPCONN in R/3 (see section 8.1.3). Client; User; Password; Confirming your password Enter the three-digit R/3 Client number in which the CPIC user account has been created. As the User, input the R/3 user name of the CPIC user account. Then save the CPIC user account password in the Password and Confirm password fields. General Log files If required, SAPCONN can create a daily record of connections with R/3 in a communications log. The Log files also specify the number of days a communications log should be suspended. Set the value to 0 if all log files are to be suspended. Character encoding If you need to send unformatted files from R/3 as text (TXT or RAW format), you will not be able to remove their character coding. As faxes are mostly transferred as files in PCL, PS or PDF formats, this mostly concerns SMSses and s. If the character coding in the file does not match the SAPCONN setting, some of the characters in the file may be converted incorrectly. SAPCCONN can configure character coding for unformatted data, as described in section Configuring the RFC Connector for faxes Click on the Fax tab to configure the RFC Connector fax functions. OfficeMaster 4 Administration 401

402 8 OfficeMaster Extension Gateway for SAP Figure 8.16: RFC Connector fax settings Use the R/3 user fax number of the R/3 user as You can assign a unique fax identification to each send job. This is added to the fax record and appears in the fax header. If you do not maintain any Fax ID and Header values for SAPCONN, the system will use the default values configured on OMCUMS. Three modes are possible for this: Selection PIN Header row (disabled) As saved for OMCUMS As saved for OMCUMS Header row As saved for SAPCONN Fax number of the R/3 sender PIN Fax number of the R/3 sender As saved for SAPCONN Table 8.3: Header and ID for fax transmission 402 OfficeMaster 4 Administration

403 8 OfficeMaster Extension Gateway for SAP Use the R/3 user s fax number as the OAD The Connector supports two modes for determining the ISDN sender number or the OAD (Originator Address Digit). This enables SAPCONN send jobs to be sent over the telephone system via OMCUMS: the current ISDN hardware s OAD is always used (select Fax Hardware) or the OAD will be determined for each send job according to the fax number stored for the sender in R/3. In the second case, you can either arrange for the OAD to be determined automatically based on the sender s fax number or use the last x numbers of the sender s fax number. If the OAD is determined automatically, the user s direct dialling fax number stored in R/3 is used here. Automatically transfer transmission status to another gateway In addition to providing the status message in R/3, the messaging server can send the final transmission status to the user via other configured components. The user information forwarded to the selected Connector consists of the fax number as assigned to the sender in the R /3 user master, including the country code (in its standardised form). The standardised fax number must be assigned to the user or object (database, distribution list, group) that you are setting the transmission status for, either in the Active Directory (for Exchange) or in the Domino Directory (for Notes). The Active Directory assigns numbers using an additional fax address, which is given to the user. In the Domino Directory the standardised number is generally entered as an additional alias for the user. Country of the R/3 user Fax number of the R/3 user Standardised fax number Germany Austria Table 8.4: Standardisation of call numbers OfficeMaster 4 Administration 403

404 8 OfficeMaster Extension Gateway for SAP Print sent faxes The OfficeMaster messaging server can also print the faxes sent by SAPCONN on a network printer. To do this, you must first set up a PRINTGW print component in the messaging server (see section 3.8). Then select the corresponding PRINTGW on the Connector as a Component Configuring the RFC Connector for SMS/ SMTP Configure communication by SMS and Internet Mail on the SMS/SMTP tab. Figure 8.17: SMS and SMTP settings on RFC Connector Sending SMS SMS text origin is While fax messages and s consist of pages or files, an SMS is limited to text only. SAP documents created in SMS format contain only the Subject line and the message text. As the SMS text origin, you can therefore use either the text in the Subject line, the message text or the text from both the Subject line and the message text. If the resulting text exceeds the maximum 160 characters permitted for an SMS, you can split the message into several SMSses. You can do this by entering the maximum number of SMSses that a message can be divided into in Tools > System Settings (Expert mode). 404 OfficeMaster 4 Administration

405 8 OfficeMaster Extension Gateway for SAP Use the R/3 user s SMS number as the OAD In the second case, the Use the R/3 user SMS number as the OAD function allows you to assign any number not specified in the ISDN configuration as an SMS sender number or OAD. This will then be communicated to the telephone system during the call. In such cases, the mobile telephony number assigned to the SAP user in the R/3 user master will become the SMS sender address. This can happen in one of two ways. The OAD is either determined automatically or from the last numbers of the mobile telephony number. Sending SMTP Compress attachments which are larger than When sending attachments you can use the Compress appendices which are larger than function to specify the size in kb of file attachments above which the OfficeMaster messaging server will automatically start compressing the attachments into ZIP archives Letterhead, signature, archiving (RFC Connector) Not all messages from R/3 are permanently provided with a letterhead or electronic signature. These two functions can be enabled using the text in the Subject line contained in each send job by clicking on the Letterhead/signature tab (see Figure 8.19). Figure 8.18: RFC Connector letterhead, signature and archiving OfficeMaster 4 Administration 405

406 8 OfficeMaster Extension Gateway for SAP Letterhead If you click on Fax letterhead enabled, you can store a range of letterheads. Click on Add to open the dialog box in which you make the settings for this function (see Figure 8.19). This is where you can specify a graphics file that is to be stored as the letterhead for outbound messages and their attachments. The letterhead is stored on the main server (CTRL) in the subdirectory %Programs%\FFUMS\data\stationery\. The diagram must be stored in TIF or DCX (multi page PCX) format in black /white. It must be 1728 pixels wide and 2200 pixels high (recommended size). Figure 8.19: Letterhead settings Subject; letterhead; pixel options The content of the Subject line determines which letterhead is to be used. This is then applied as regular expressions (see section 9.3). The regular expression.* (full stop asterisk) is therefore valid for any Subject line regardless of the content. If, for example, you want to apply a particular letterhead to documents with the Subject line Quotation 123xyz, you can add this letterhead to the list by creating a rule that has the regular expression Quotation.*. For a multi-page letterhead, you should specify a mode to define how the Messaging Server is to use the letterhead. The following modes are available: 406 OfficeMaster 4 Administration

407 8 OfficeMaster Extension Gateway for SAP no stationery use only first page use all pages repeat the first page repeat the last page You can also specify the pixel operation to be performed when the letterhead is used. In the pixel operation or (genuine letterhead) a pixel in the result is black if the associated pixels in the sending document or in the letterhead is black (otherwise the pixel is white). In the pixel operation xor (exclusive or not genuine letterhead) a pixel in the result is black if the pixels in the sending document or in the letterhead are black. If both pixels are black, the resulting pixel is white. You can apply different letterhead configurations to the first document and any subsequent documents. Digital signature If the OfficeMaster Sign signature server is installed you can apply an electronic signature to documents before sending them. Documents are only signed in this way if their Subject field corresponds to a particular signature template. The application or R/3 user can enable and disable the use of an electronic signature (for example, if the Subject field matches the Subject of an invoice). Figure 8.20: Setting the signature for defined messages OfficeMaster 4 Administration 407

408 8 OfficeMaster Extension Gateway for SAP Subject The Subject is stored as regular expressions, which are applied to the Subject line of the message (see section 9.3). For example if all invoices are signed with the Subject Invoice , enter Invoice as the signature template in the list. However, as not only the invoice with number is to be signed, you can use regular expressions to change the number in the Subject field to suit your requirements. The signature template would therefore be Invoice.* (full stop asterisk). In addition to the Subject, you must also select separate SIGNDS components for and for fax. These have already been set up when OfficeMaster Sign installed the signature server. Archiving You can select an archiving interface for all the documents that are sent via the RFC Connector Settings for receiving faxes/smsses/ s Activate fax receipt; Base number If the fax receipt function is enabled, faxes are sent to the appropriate R /3 users in the SAP Business Workplace (transaction SBWP). To ensure that faxes reach the correct user, you must enter the master fax number along with its country code that was specified for the user in R/3 as the base number (e.g if the user has been assigned the country information UK and the fax number in the R/3 user master). You must input the country code with a plus sign (instead of the double zero). Default recipient In addition to the base number, you also need the entire call number of the R/3 user (master fax number plus DID or Called Party Number) as the default recipient to whom all the faxes that cannot be assigned to a particular R/3 user are sent. You enter the number for this default recipient in the same way as the base number (see above). 408 OfficeMaster 4 Administration

409 8 OfficeMaster Extension Gateway for SAP Figure 8.21: Specifying rules for how the RFC Connector receives faxes Address Filter You must also store an address filter which specifies which faxes SAP- CONN is to report in the R/3 System. The address filter is maintained using regular expressions (see section 9.3). If you want faxes to be received by the R/3 System, the entry.* (full stop asterisk) means that the Connector will be sent all the faxes received by the Messaging Server. If the address filters of a number of Connectors overlap, faxes will be sent to every Connector with the appropriate filter. Enable SMS receipt; Base number; Default recipient You can enable SMS receipt in the same way as faxes, so that any SMSses received by the Messaging Server are also forwarded to R/3. To do this, just like you do for receiving faxes, you need the base number and a default recipient. You configure this information using the same notation as for faxes (see previous section). OfficeMaster 4 Administration 409

410 8 OfficeMaster Extension Gateway for SAP The main difference is that the mobile telephone number stored for the user in the R/3 user master is referenced when an SMS is received. You must also specify an address filter consisting of regular expressions (see section 9.3), which is applied to the addresses of the received SMSses. Enable SMTP receipt; Default recipient; Address filter s received by the Messaging Server are forwarded to their recipient in the SAP Business Workplace. To ensure s are assigned correctly, you must store a user s address as the default recipient. All the messages for recipient addresses that are not maintained in the R/3 System are then sent to this default recipient. SAPCONN also requires an address filter, consisting of regular expressions, which is applied to the address of received messages (see section 9.3). 410 OfficeMaster 4 Administration

411 8 OfficeMaster Extension Gateway for SAP 8.3 Setting up SAPconnect via SMTP Transaction: SCOT, menu: View > Nodes In contrast to the RFC variant, you do not need to create a separate SAPconnect node to set up a connection via SMTP. As OfficeMaster forwards fax and SMS send jobs to the SMTP gateway as s it uses the SAPconnect nodes that have already been set up for s. Note! If you use the SMTP-based SAPconnect variant, you will need to make a number of profile settings on the relevant SAP Web Application Server (WAS). You will find details of these settings in SAP Note Configuration of , fax, paging or SMS using SMTP. To configure these settings, use the SCOT transaction to open SAPconnect Administration. In the menus, select View > Nodes. You will see all the current SAPconnect nodes here. From SAP R/3 Version 4.7 onwards, the SMTP node is now part of the initial settings. This node sends send jobs to the internal mail server by SMTP. To configure the settings, double-click on the node you require. Figure 8.22: Creating SMTP nodes OfficeMaster 4 Administration 411

412 8 OfficeMaster Extension Gateway for SAP Mail host; Mail port As the mail host, input the fully-qualified name or the IP address of the internal mail server to which SAPconnect transfers mail messages via the WAS. In addition to the IP address, you must also input the number of the port that is to receive s from the mail server. s are usually received by the default port 25. SAPconnect then sends fax and SMS send jobs as s to the specified mail host, which then passes them on to OfficeMaster. The details of the computer and domain to which the s are sent are then used to transfer them. To configure this information, click either the Set Fax or Set SMS button. Address Area Every node is assigned an address range, no matter whether it is an RFC or SMTP node. This address range refers to the recipient address, in other words, the fax number or the address of the recipient. Figure 8.23: Address range for SMTP nodes 412 OfficeMaster 4 Administration

413 8 OfficeMaster Extension Gateway for SAP If SAPconnect has a number of active nodes in the same client, all of which support a communications service (e.g. several nodes for fax), you will need to split the sending ranges. To do this, store all the relevant addresses in a list. You can then use an * (asterisk) as a placeholder in this list. For example, if you want the node to send all the faxes to the United Kingdom and Austria, you must specify both address ranges, UK* and AT*, in the list. If, for example, you want the node to only process faxes that are sent to Edinburgh, input UK0131* as the address range. However, you will usually want all faxes to be transferred to the same node so they can be sent out. You can therefore reduce the entry for the address range to * (asterisk). Output formats for SAP documents (only for fax) Before documents in the SAP in-house format can be transferred, they must be converted into a format that can be processed by external systems. OfficeMaster Messaging server has its own convertors for PCL and TXT. You should specify the following formats as standard settings: SAPscript /Smart Forms PCL ABAP list PCL Business Object /reference TXT RAW Text TXT Table 8.5: Specifying sending formats If necessary, SAPconnect can convert SAPscript /Smart Forms and ABAP list formats to PDF or PS format. Note! You should only change the transfer format to PS or PDF if there are significant differences in the layout of the document when it is produced in PCL by SAPconnect or when it is generated as a PDF /PS document. Converting the Internet address To ensure that the Mail server can identify and separate s from faxes and SMSses and pass them on to OfficeMaster, SAPconnect sends these send jobs to a particular mail domain, which is stored as the Domain when the Internet address is applied. OfficeMaster 4 Administration 413

414 8 OfficeMaster Extension Gateway for SAP Figure 8.24: Adding the SAPconnect address type to the node You must set up a mail routing for this address in the mail server to ensure that all the s for this domain are forwarded to OfficeMaster. The domain has been specified in the configuration exam ple to SAPSMTP _DEV_100.company.local (see Figure 8.24). SAPconnect sends faxes to the address fax= call number@sapsmtp_dev_100.company.local and SMSses to sms=call number@sapsmtp_dev_100.company.local. Note! The domain stored here must also be used with the address configured for the Messaging Server s SMTP Gateway (see section 8.4). 414 OfficeMaster 4 Administration

415 8 OfficeMaster Extension Gateway for SAP 8.4 SAPSMTP Gateway (for SAP via SMTP) You can run SAPconnect on the basis of SMTP in SAP Version 4.7 with SAP Web Application Server Version 6.10 and above. The corresponding OfficeMaster Gateway is provided by the SAPSMTP component. You set up this configuration in Messaging Server Configuration by selecting the menu sequence Settings > Other Gateways > SMTP Gateway for SAP. Note! The SMTP Gateway for SAP assumes that the Messaging Server components have been set up correctly for sending and receiving messages (SMTPTX, SMTPRX). You will find more detailed information about this in section Creating an SAPSMTP Gateway To start creating an SMTP Gateway, go to the Messaging Server s component table and click the Create Component button in the SAP- SMTP configuration. Then follow the Wizard s instructions to set up an SAPSMTP gateway for each SAP client or each SAPconnect node (see also section 8.1.5). Figure 8.25: Creating the SAPSMTP component As the SAPSMTP Gateways are numbered sequentially, we recommend you give them meaningful display names to make administration tasks OfficeMaster 4 Administration 415

416 8 OfficeMaster Extension Gateway for SAP easier later on. For example, you could use the SAP System abbreviation and the SAP client number in the display name to create a name like SAP_DEV_ General settings To perform the configuration, select Settings > Other Gateways > SMTP Gateway for SAP in the Messaging Server configuration. You will then see all the current SMTP Gateways that are present in the Messaging Server. If no SMTP Gateways have been created so far, you must do this now as described in section Figure 8.26: Tab General in SAPSMTP configuration addresses Gateway address The SMTP Gateway sends receive jobs and status messages to the SAP System as s. These SMTP mails use the value configured for the SMTP Gateway as the sender s address. Important! The domain specified for SMTP Gateway after the brackets (in the example sapsmtp_dev_100. company.local ) is used to assign the s received from the Messaging Server s SMTPRX component to the SMTP Gateway. You must therefore input the domain details exactly as they are used for the fax domain in the SAPconnect node. Default recipient (Postmaster) All the jobs that were either created by unauthorised users or which cannot be assigned to a specific user are forwarded to the address that has been stored as the default recipient. 416 OfficeMaster 4 Administration

417 8 OfficeMaster Extension Gateway for SAP Fax attachment File format Any faxes that were received or sent are forwarded to the user as a file attached to an . You can use these formats to send a fax as a file: TIF (G4 or MH), PDF (non-searchable) and PDF-OCR, if the Messaging Server has a licensed OfficeMaster OCR installation (see section 2.8) Letterhead, signature, archiving (SAPSMTP Connector) Not all messages from R/3 are permanently provided with a letterhead or electronic signature. You can enable these two functions according to the information in the Subject line in every send job. To do this, click the Letterhead/signature tab (see Figure 8.27). Figure 8.27: Letterhead, signature and archiving the SAPSMTP Connector OfficeMaster 4 Administration 417

418 8 OfficeMaster Extension Gateway for SAP Letterhead If the Fax letterhead option is enabled, you can store a number of different letterheads. Click Add to open a dialog (see Figure 8.28) where you can make all the necessary settings for this. Figure 8.28: Letterhead settings This is where you can specify a graphics file that is to be stored as the letterhead for outbound messages and their attachments. The letterhead is stored on the main server (CTRL) in the %Program Files%\FFUMS\ data\stationery\ subdirectory. The diagram must be stored in TIF or DCX (multi page PCX) format in black /white. It must be 1728 pixels wide and 2200 pixels high (recommended size). Subject; letterhead; pixel options The contents of the Subject line decide which letterhead is to be used. This is then applied as regular expressions (see section 9.3). The regular expression.* (full stop asterisk) therefore represents a Subject line with any contents. If, for example, you want to apply a particular letterhead to documents with the Subject line Quotation 123xyz, you can add this letterhead to the list by creating a rule that has the regular expression Quotation.*. For a multi-page letterhead, you should specify a mode to define how the Messaging Server is to use the letterhead. 418 OfficeMaster 4 Administration

419 8 OfficeMaster Extension Gateway for SAP The following modes are available: no letterhead use only first page use all pages repeat first page repeat last page You can also specify the pixel operation to be performed when the letterhead is used. In the pixel operation or (genuine letterhead) a pixel in the result is black if the associated pixels in the sending document or in the letterhead is black (otherwise the pixel is white). In the pixel operation xor (exclusive or not genuine letterhead) a pixel in the result is black if the pixels in the sending document or in the letterhead are black. If both pixels are black, the pixel in the result is white. You can apply different letterhead configurations to the first document and any subsequent documents. Digital signature If the OfficeMaster Sign s Signature Server has been installed, an electronic signature can be applied to documents before they are sent. However, a document can only be signed if its Subject field corresponds to a particular signature template. This then makes it possible for the application or R/3 user to enable and disable the use of an electronic signature (for example, if the Subject field matches the Subject of an invoice). Subject The Subject is stored as regular expressions, which are applied to the Subject line of the message (see section 9.3). Example If every invoice that has the Subject Invoice is to be signed, enter Invoice as the signature template in the list. However, as not only the invoice with number is to be signed, you can OfficeMaster 4 Administration 419

420 8 OfficeMaster Extension Gateway for SAP use regular expressions to change the number in the Subject field to suit your requirements (see section 9.3). The signature template would therefore be Invoice.* (full stop asterisk). In addition to the Subject, you must also select separate SIGNDS components for and for fax. These have already been created when the OfficeMaster Sign s Signature Server was installed. Archiving Figure 8.29: Specifying the signature for defined messages You can select an archiving interface for any of the documents sent via the RFC Connector Receiving fax and SMS messages The Receipt tab is where you configure the parameters involved in receiving messages. Figure 8.30: Setting receipt parameters 420 OfficeMaster 4 Administration

421 8 OfficeMaster Extension Gateway for SAP Enable FAX receipt; enable SMS receipt You can usually enable and disable the receipt of fax and SMS messages independently of each other. To receive messages you will need to enter all the call numbers that are relevant for the SMTP gateway. Address Filter The simplest form of an address filter is a list of the numbers provided for the SMTP gateway. If you want the faxes sent to numbers 305, 306, 307 and 308 to be processed by the SMTP gateway, enter these call numbers one after the other as the address filter. As a large number of call numbers may be involved there, you can use regular expressions (see section 9.3) to group these numbers together and make the process less complicated (for the example shown above the address filter would be: 30 [5-8]). In the default configuration, the address filter consists of a full stop followed by an asterisk (.*). The full stop is also a regular expression and can represent any character. The asterisk gives the meaning as often as required to the previous character. As a result, the default setting is that transmissions received on any call number (i.e. all numbers) are to be passed on to Mail Gateway. Note! If the address filter is restricted, transmissions received by call numbers whose data has not been maintained are no longer sent to the Mail Gateway and its Administrator. Instead they are stored by the Undeliverable (UNDLVRBL) component in the Messaging Server. It is important that you configure the Undeliverable component to ensure that no received messages are lost without you noticing them Address Prefix In the majority of installations where the SAP System receives faxes or SMSses via the SMTP Gateway, you will probably need to configure the Address prefix. As entire telephone numbers (e.g ), i.e. with the area code etc. are stored as the Fax number for the R/3 user, SAPconnect will be unable to find the user in the R/3 System because, in ISDN, only the DID number 6772 is passed to OfficeMaster. You must therefore enter the receipt prefix +44 (132) 556 for fax and SMS here, since SAP stores the FAX call numbers internally in what is known as a canonical number format. If the receipt prefix has already been stored for the ISDN connection, it applies to all the Gateways in the Messaging Server and does not have to be specified again for the SMTP Gateway. OfficeMaster 4 Administration 421

422 8 OfficeMaster Extension Gateway for SAP 8.5 transmission and receipt (SMTPTX, SMTPRX) OfficeMaster Messaging Server provides the SMTPTX mail sender and the SMTPRX mail recipient for communications. You can set up these components in the Messaging Server Configuration by selecting Settings > ISDN hardware/voip. Sending To send s, SMTPTX transfers all the mails to the company s internal mail server (Relaying Server) which then sends them to the Internet. This mail server can be any SMTP-based mail server, i.e. Lotus Domino, Microsoft Exchange, Sendmail etc. To configure SMTPTX, open Expert mode and select the menu items Settings > Send/Receive Components > transmission. Figure 8.31: Settings for configuring SMTPTX Name of the Mail server; Port For the Mail server name, use the IP address or the extended name of the company s internal mail server (e.g. om3exchange.company.net). You must also specify the Port that will be used to send s, for SMTPTX. This is therefore also the port on which the Relaying Server 422 OfficeMaster 4 Administration

423 8 OfficeMaster Extension Gateway for SAP expects to receive the s. This is usually port 25, the default port used to receive (also called the Well Known Port). Custom Host When s are being sent, SMTPTX tells the configured mail server the name of the host on which it is running. Alternatively, the name that is configured as the Custom host name can be passed to the mail server. This is necessary if the mail server used to send the prompts you to enter the fully qualified name. If, for example, the SMTPTX host has the name faxsrv, but the mail server does not accept this name, you can configure faxsrv.company.net as the custom host. In most mail servers the default setting is for mail relay to be switched off. If you want to send Internet mails over the OfficeMaster Messaging Server (e.g. from SAP or the LPD gateway), the in-house mail server must allow mail relay for the server computer that is running the Messaging Server s SMTPTX mail sender. You can check which attempts to send s succeeded or failed in the SMTPTX log files (select Status > Log Files). Receiving The in-house mail server must forward inbound mails to SMTPRX. To configure this, select Settings > Send/Receive Components > Receiving in Expert Mode in Messaging Server Configuration. Figure 8.32: Settings for configuring SMTPRX OfficeMaster 4 Administration 423

424 8 OfficeMaster Extension Gateway for SAP You can usually use the default settings. However, you will need to make changes if, for example, the receiving port on the computer is being used by a different (mail) server such as Microsoft Exchange, Lotus Notes, Sendmail you want to regulate the way s are received, i.e. if you don t want SMTPRX to process every if you want to enable the White List procedure for s, i.e. if you do not want to receive s from addresses that the Messaging Server does not recognise. Port To receive , SMTPRX connects to a Port for one or all IP address and waits for the inbound connection. The system is supplied with port 25 as the default port for receiving SMTP transmissions. If a third-party supplier s mail server with the same port and interface configuration is running on the SMTPRX server (the default setting under Linux), and the system attempts to start SMTPRX, this may sometimes fail. And, vice versa, the receiving component on the third-party mail server may also not always start correctly. In this case SMTPRX receives all the e- mails. They are then transferred by the Messaging Server either to any gateways that are present (MAILGW, SAPCONN, FILEGW) or to the Undeliverable default recipient. To resolve this problem you should either configure different ports or interfaces, or IP addresses, on which the SMTPRX and the third-party mail server can receive . Alternatively you can set up SMTPRX remotely on a different server computer within the Messaging Server. Interface The default setting is for SMTPRX to receive s on all the IP addresses or network cards that are assigned to the server. If the server has a number of IP addresses or network cards, you can configure SMTPRX so that it only receives s on one IP address. This may be necessary if the computer acts as a router between several networks, but is only to receive s from one of these networks. You must then store this IP address as an Interface. The system is supplied with the default setting configured as an Interface, so that SMTPRX waits for s from every available IP address. 424 OfficeMaster 4 Administration

425 8 OfficeMaster Extension Gateway for SAP Maximum message size In addition to using the Port and the Interface you can use the amount of data to regulate how is received. To do this, specify the maximum message size of received s, in megabytes. Reject undeliverable messages If the Messaging Server has one or more gateway components that process inbound s (such as FILEGW, MAILGW or SAPCONN), you can define an address filter for each gateway, which then filters these messages. This address filter controls how the s are distributed and, in the default configuration (.*), this means that each gateway receives every inbound . If you tailor this address filter for every gateway, i.e. you maintain a list of all the addresses assigned to that gateway, SMTPRX can reject undeliverable messages from the very start because the Messaging Server can recognise every address from which it is permitted to receive an . Accept messages from To further reduce the already very low probability that hackers and spam attacks can affect SMTPRX or OfficeMaster Messaging Server, you can create a list of the permitted and invalid sender addresses, by using regular expressions (see section 9.3). Alternatively, you can also use this function to perform authorisation checks on the services provided by the Messaging Server s MAILGW mail gateway (e.g. Who is allowed to send fax jobs by ?). You can edit this list in the context menu (the menu that appears when you click the right-hand mouse button). The default setting when the system is delivered is that SMTPRX accepts all addresses (.*). Note! Before s can be received they must first be transferred (by the in-house mail server) to the computer that is running SMTPRX. You can set up this routing function at several points in the network (e.g. mail server, network router). Experience has shown that sub-domains such as SAP.company.com (for SAPCONN) or fax.local or sms.local (for MAILGW) are useful criteria for this routing function. The network forwards s sent to these sub-domains to the OfficeMaster Messaging Server. OfficeMaster 4 Administration 425

426 8 OfficeMaster Extension Gateway for SAP 8.6 R/3 user administration Transaction: SU01 or SU51 For the reasons given below, R/3 users should be assigned fax numbers, wireless numbers and addresses in their R/3 user master record: Only users with a sender address for the required communications type can send messages of that type. For example, only users with a fax number can send faxes. The defined sender telephone number or address are also sent to the recipient as the sender address. You assign received faxes, short messages and s via the call numbers or addresses maintained in the R/3 user master database. In the SAPCONN Connector s log files the jobs for each R/3 user are identified by their sender address in the R/3 user master database. You can also maintain the fax number in transaction SU51 (System > User profile > User address. 426 OfficeMaster 4 Administration

427 8 OfficeMaster Extension Gateway for SAP 8.7 Sending messages Transaction: SCOT, View > Jobs RSCONN01, an internal R/3 program, is responsible for ensuring that messages are passed to OfficeMaster from R/3 via RFC. To ensure this happens, a job is scheduled that starts the program every 10 to 15 minutes. You can select the interval at which the program is run to suit your company s policies concerning security levels for handling communication. It should not be less than 5 minutes. Click Schedule send process in the SAPconnect Administration toolbar to start the process. You will be prompted to enter a name for the job. Figure 8.33: Specifying the name of the send job Then use the cursor to select the variant FAX and click on Schedule job. Figure 8.34: Schedule the fax job You can click Schedule Periodically to specify the time interval at which the RSCONN01 program runs. The first start time is usually one hour in the future. Once you have saved these settings you have scheduled the job. OfficeMaster 4 Administration 427

428 8 OfficeMaster Extension Gateway for SAP Figure 8.35: Periodically scheduling the job A similar procedure is used to schedule Internet Mail and pager/sms jobs. To test the configuration you can also send the faxes, SMSses and e- mails manually, instead of via a job. You can also do this in SAPconnect Administration. Click the Start Send Process button to do this. Select FAX, Pager, INT or * as the address type. Alternatively, you can run the send program, RSCONN01, in transaction SE38. Note! Another extremely useful R/3 program is RSCONN05. With this program you can resend incorrect faxes without having to create the documents involved again, with the R/3 applications (such as MM, SD etc.). To access RSCONN05, select the SOST transaction or the Utilities > Overview of Send orders menu option. For more information about RSCONN05, see SAP Note OfficeMaster 4 Administration

429 8 OfficeMaster Extension Gateway for SAP 8.8 Creating a test message with SAP Business Workplace To send a test message from SAP, ensure that both the Messaging Server and also the Connectors are running. Use the SAPgui to log on the R/3 System. This now creates a new message in Business Workplace (transaction SBWP). The recipient number must be entered in the syntax <country code> number (e.g. UK , US /89), which is recognised automatically by R/3 as a fax number. Figure 8.36: Sending a message in Workplace Click the Send button in the toolbar to save the document in the Outbox, as a send job. Here it waits to be sent to the Connector via the ABAP program RSCONN01 (see section 8.4). In the Office Outbox you can read the current send status of the document in the Recipient list tab at any time. This record tab is assigned to the message. OfficeMaster 4 Administration 429

430 8 OfficeMaster Extension Gateway for SAP Figure 8.37: Send status of the message You can check the status of other SAP documents, such as purchase orders, in a similar way. The SAP applications use Business Workplace as the transport medium and so place the fax jobs in the office Outbox. A document that is being sent has these status messages, in this sequence: R/3 Release 4.x Before RSCONN01 After RSCONN01 and before sending completed by the fax server After sending completed successfully by the fax server After sending not completed correctly by the fax server Waits Message from nodes transfer to communication system Distribution to No distribution Table 8.6: Status of messages whilst being sent If the document could not be sent, the R/3 sender also receives an express document that tells them that this situation has occurred. 430 OfficeMaster 4 Administration

431 Appendix 9

432 9 Appendix 9 Appendix 9.1 Messaging Server Log Files (OMCUMS) At runtime, each component in the Messaging Server logs jobs sent and received in log files that contain plain text entries. There are two types of log file: the Communication log and the Function log. The Communication log contains information about data communications performed by the components, i.e. for order tracking and evaluation on site. It is therefore intended for customers, who can perform all kinds of evaluations with it. The Function log contains technical information for securing and monitoring the function of each Messaging Server component. For example: debug information for support staff. The Function log is therefore primarily used for bug-fixing by the installer and by Ferrari electronic AG s hotline staff Communication log The DUOFAX and OMCUMS components log the sending and receipt of messages in communications logs. The system saves communications logs as tables that contain plain text entries. They are stored at %Program Files%\FFUMS\FMSRV\log\component name on the server on which the relevant components are running. Each log file contains a list of all the jobs sent and received by the relevant component during each day. The log files have the name of the component (as shown in the component status) and the date, for example omcums txt. You can specify how many log files are saved in the Messaging Server Configuration. Select Tools > Settings in the General tab and then select the Retain Send/Receive logs for x days option (see Figure 9.1). Once the set number of days has passed, the system deletes the oldest file. If you set the number of log files to 0, the system deletes all log files. 432 OfficeMaster 4 Administration

433 9 Appendix Figure 9.1: Retain Send/Receive logs Field Meaning JobId Unique job number Creator Particular Messaging Server component that initiated the action Client FSRV users, SAP users or Notes users JobType Send ("send"), receive ("rec"), send poll ("sendpoll"), receive poll ("recpoll") MsgType Fax at 100 dpi ("fax100"), fax at 200 dpi ("fax200") or SMS ("sms") Address Recipient telephone number or DID number OfficeMaster 4 Administration 433

434 9 Appendix Field Meaning CSID Destination caller sending identification (CSID) State ErrCode One of the error numbers listed in the dialog in Tools > Settings > Error texts. One of the error numbers listed in the dialog in Tools > Settings > Error texts. Time Send/receive timepoint, format yyyy-mm-dd hh:mm Duration Duration of the job in seconds TotalPages Total number of pages in the document to be sent Pages Delivered Number of pages sent or received Baud Transfer speed in Baud ECM Error Correction Mode ("on" or "off") Coding Fax coding: Modified Huffmann ("MH"), Modified Read ("MR"), Modified Modified Read ("MMR") Device Card and fax channel used RetryCount Number of send attempts Costs Number of reported charge units CostCenter Cost center of the AD user or SAP user Table 9.1: Fields in the Communication log 434 OfficeMaster 4 Administration

435 9 Appendix Function log Each component in the Messaging Server has its own function log. It is located on the Components Server, in the %ProgrammFiles%\FFUMS\ FMSRV\log folder. You can view the function logs from Messaging Server Configuration by selecting View > Log Files. Figure 9.2: Function log Each log file s name is identical to the name of its component. The system creates a new log file every day, and renames the one for the previous day. The current log file has the file extension.0. The log files for the four previous days are numbered 1 to 4. When the date changes (next day), the system deletes the oldest log file. The amount of detail that a function log contains is dependent on the selected depth of detail. You can specify this for each component via the boot parameter l (which you can set in the component table). The default value for the depth of detail is 3. OfficeMaster 4 Administration 435

436 9 Appendix 9.2 Country Codes Code Country Code Country Code Country AT Austria CA Canada JP Japan AU Australia CH Switzerland KP North Korea BE Belgium IS Iceland KR Korea BR Brazil IT Italy MX Mexico Table 9.2: Country Codes 436 OfficeMaster 4 Administration

437 9 Appendix 9.3 Regular expressions Address filters In many places you will need to work with address filters when configuring the Messaging Server. The address filters in components such as the gateways for Notes (NOTESCONN), SAP (SAPCONN) or the ferrarifax serverpro (FSPQ) are used to route received messages. You use them to define ranges of fax and SMS numbers or addresses which are then assigned to specific gateways. Note! If no address filters were present, all the gateways would receive copies of all the messages that were received. The address filters in send components such as those that address fax hardware (OMCUMS) or GSM modems (GSMSMS) are used to route outbound messages. Note! If no address filters were used here, all the send jobs would have the same priority and be assigned to all the available send components. By using address filters you can specify that particular components are reserved to send messages from a specific group of senders. Address filters can also be used to assign send channels to groups of recipient addresses, to reduce charges. Every address filter consists of lists of rules. Each rule includes a pattern and an optional, pre-defined plus or minus sign that identifies the rule as inclusive or exclusive (you can also leave out the plus sign for an inclusive rule). To decide whether a message is to be sent to a component, the rules in the address filter are evaluated one after the other until a rule is found whose pattern matches the required address. If this is an inclusive rule, the message is transferred to the component. If this is an exclusive rule, the message is not transferred to the component. If no rule is found, the job is not transferred because this means that the address filter does not contain any rules. OfficeMaster 4 Administration 437

438 9 Appendix The simplest type of pattern that can be used in an address filter is a string of characters which must match the checked address, letter for letter. However it often takes a great deal of time and effort to create a list of all the addresses that may be involved. In this situation you can use a few regular expressions to define entire ranges of addresses ( address areas ). To view the current routing settings, select Expert Mode in Messaging Server Configuration and then select State > Job Routing. Inbound faxes and s, whose addresses are not assigned to any gateway (SAPCONN, FILEGW), according to the address filter, are processed as undeliverable received messages by the Undeliverable (UNDLVRBL) component. Alternatively, the recipient (SMTPRX) and the ISDN card addressing component (OMCUMS) will only accept s and faxes which have been passed on to at least one gateway by the pre-defined address filter. Finally, you can enable what is known as the White List procedure by selecting Tools > System Settings and clicking the Reject undeliverable messages option. The default setting is for this option to be disabled Character string comparison and processing The Messaging Server s configuration files do not contain all the information required to define how a message is processed. Some parameters must be fetched from external systems such as the LDAP server. Other parameters depend on the contents of the message you want to process. Example Selecting a signature component for jobs transferred by the R/3 System to the Messaging Server may depend on the contents of the Subject line. They may perhaps contain an unchanging key word such as Invoice, but may also include variable parts such as the Invoice number. A rigid character string does not provide enough information to make it possible to decide whether a message is an invoice and whether it has to be signed. The solution to this problem is provided by regular expressions, which you can use, among other things, to find out whether a specific key word is part of a character string. 438 OfficeMaster 4 Administration

439 9 Appendix However, if configuration information is transferred from an external system where the data has been maintained in a format that is not used within the Messaging Server, you can also use regular expressions to remove the unwanted parts to isolate the fax number (the fax number in the proxyaddresses LDAP field is usually preceded by the character string Fax:) Regular expressions used by the Messaging Server The address filter used by the Messaging Server is a greatly simplified form of regular expressions. Other parts of the configuration have a more powerful type of regular expressions which include the features described here. The simplest form of a regular expression includes a pattern that matches a character string if the pattern and the character string are identical, apart from the use of upper or lower case letters. Example The regular expression abc applies to the character sequences abc, Abc and ABC but not to cba, aabc or def. In a regular expression, if you enter a full stop instead of a letter, any character that stands in place of the full stop is regarded as valid. Example The pattern a.c therefore applies to every combination of letters that is three characters long, starts with an a, and ends with a c. However, you can also define a group of permitted characters if you want only specific letters to be valid. You therefore enter all the valid characters, enclosed by square brackets. Example This means that the pattern a[xyz]c applies to the combinations axc, ayc and azc. Within the group definition you can specify a range by entering a minus sign. This range contains all the characters in the alphabet that stand between the characters to the left and right of the minus sign. OfficeMaster 4 Administration 439

440 9 Appendix Example Instead of a[xyz]c, you can also write a[x-z]c. In addition, you can define a group of characters that must not appear in a particular place. To do this, enter a caret (^) next to the first square bracket of the group definition. Example The example a[^0-9]c defines a combination of three characters in which the first one is a, the second must not be a number and the third is c. Example Character Meaning Pattern Relevant not Relevant. any character a.c abc axc a1c ac abbc [xyz] either x, y or z a[xyz]c [x-z] one of the characters that lie between x and z a[x-z] axc ayc azc abc a1c [^xyz] any character except x, y and z a[^xyz]c [^x-z] any character except the ones that lie between x and z a[^x-z]? once or not at all ax?c + at least once ax+c * as often as required ax*c abc a1c ac axc axc axxc ac axc axxxc axc ayc azc abc axxc ac ax abc xc ax \ the next extended character loses its meaning ax\*c ax*c axc a*c Table 9.3: Regular expressions with example You can also specify how often every character in a pattern can appear (see Table 9.4). 440 OfficeMaster 4 Administration

441 9 Appendix A question mark placed after a character in a regular expression means that the character may occur, but is not mandatory. Example Therefore the rule ab?c affects character strings abc and ac. A plus sign means that the preceding character must occur at least once. Example In this case, the rule a.+c affects every combination of three or more characters that starts with a and finishes with c. Finally the asterisk means that the preceding character may occur as often as required, but is not mandatory. Example The rule a[xyz]*c applies to every character string that contains any number, or none, of the letters x, y and z, where the first character is a and the last character is c. Description Pattern Number [0-9]+ Sequence of letters of at least one letter [a-z]+ Four-digit number that starts with five, six, seven or eight [5-8][0-9][0-9][0-9] address with the format FirstName.Name@MyCompany. com Table 9.4: Examples of regular expressions The backslash character (\) has a special meaning. If this character stands before (to the left of) another character, which usually has a special function, this character loses this special function and now only represents itself. Example Therefore, the pattern [xyz] affects the single character x,y or z because the square brackets define a character group. In contrast, the pattern \[xyz\] affects the character string [xyz], because the brackets have lost their special function due to the presence of the backslash. OfficeMaster 4 Administration 441

442 9 Appendix Description Address filter Any telephone number that starts with five, six, seven or eight -[5-8].*+[0-9]+ Telephone numbers that start with one, two or three +[1-3][0-9]* to domain Table 9.5: Address filter In addition to comparing patterns you can also use regular expressions to process character strings. To do this, define partial character strings in a pattern by using pairs of brackets. In a replacement rule you can refer to these partial character strings by entering a backslash followed by the sequential number of the partial character string. Example The pattern a.*c defines a character string that consists of any character between a and c. The pattern a(.*)c defines the same pattern but also permits a reference to the characters between the a and the c by using a replacement rule that contains \1. In addition to using \1 to \9 for the first to ninth partial character string defined by the pair of brackets, you can also use the string \0 in a replacement rule. This then applies to the entire text that matched the pattern. Description Pattern Replacement rule The last three characters of a character string that must be at least three characters long. Sequence of three numbers. The string 123 should stand before (to the left of) the result..*(...) \1 [0-9][0-9][0-9] 123\0 String that follows "fax:". fax:(.*) \1 Change date format YYYY-MM-DD to DD.MM.YYYY ([0-9][0-9][0-9][0-9])- ([0-9][0-9])-([0-9][0-9]) \3.\2.\1 Table 9.6: Pattern with replacement rule 442 OfficeMaster 4 Administration

443 9 Appendix 9.4 License files overview Official file name (SN=Serial Number) Product Basic license (FLF: Ferrari electronic License File) 82-OFM1sn.FLF 83-OFM2sn.FLF 84-OFM3sn.FLF OfficeMaster 10 user OfficeMaster 25 user OfficeMaster unlimited user OfficeMaster Functional Expansion (FLE: Ferrari electronic License Extension) 99-LFFsn.FLE OfficeMaster Line, extended by one channel/ B-channel 99-UFFsn.FLE OfficeMaster User, extended by 10 users OfficeMaster Functional Expansion (FLE...Ferrari electronic License Extension) 99-EFXsn.FLE OfficeMaster Extension Gateway (Exchange/Notes/SMTP) 99-EFS4sn.FLF OfficeMaster Extension Gateway for SAP 99-EFDsn.FLE OfficeMaster extended by adding a File Gateway 99-SGsn.FLE OfficeMaster Sign 99-CR1sn.FLE OfficeMaster OCR Table 9.7: License files OfficeMaster 4 Administration 443

444 9 Appendix 9.5 Copyrights Some components of OfficeMaster contain program code taken from libtiff, libpng and zlib. In addition there are OfficeMaster products that are equipped with the JetPCL PCL converter. The following copyright terms apply for these programs: ABBYY Software Ltd. ABBYY FineReader Engine 7.1 ABBYY Software Ltd ABBYY FineReader the keenest eye in OCR. ABBYY, FINEREADER and ABBYY FineReader are registered trade marks of ABBYY Software Ltd. Adobe PDF Open Technologies from Adobe Systems Incorporated are used to open and process PDF files: 2011 Adobe Systems Incorporated. Adobe PDF Library licensed by Adobe Systems Incorporated. Adobe, Adobe Acrobat, the Adobe logo, the Adobe PDF logo, the Acrobat logo and Adobe PDF Library are registered trade marks of Adobe Systems Incorporated in the United States and in several other countries. Libtiff Copyright (c) Sam Leffler Copyright (c) Silicon Graphics, Inc. Permission to use, copy, modify, distribute, and sell this software and its documentation for any purpose is hereby granted without fee, provided that (i) the above copyright notices and this permission notice appear in all copies of the software and related documentation, and (ii) the names of Sam Leffler and Silicon Graphics may not be used in any advertising or publicity relating to the software without the specific, prior written permission of Sam Leffler and Silicon Graphics. THE SOFTWARE IS PROVIDED AS-IS AND WITHOUT WARRANTY OF ANY KIND, EXPRESS, IMPLIED OR OTHERWISE, INCLUDING 444 OfficeMaster 4 Administration

445 9 Appendix WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL SAM LEFFLER OR SILICON GRAPHICS BE LIA- BLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT OR CONSEQUEN- TIAL DAMAGES OF ANY KIND, OR ANY DAMAGES WHATSOEVER RESULTING FROM LOSS OF USE, DATA OR PROFITS, WHETHER OR NOT ADVISED OF THE POSSIBILITY OF DAMAGE, AND ON ANY THEORY OF LIABILITY, ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF THIS SOFTWARE. Libpng libpng versions 1.0.7, July 1, 2000, through 1.2.5, October 3, 2002, are Copyright (c) Glenn Randers-Pehrson and are distributed according to the same disclaimer and license as libpng with the following individuals added to the list of Contributing Authors Simon-Pierre Cadieux Eric S. Raymond Gilles Vollant and with the following additions to the disclaimer: There is no warranty against interference with your enjoyment of the library or against infringement. There is no warranty that our efforts or the library will fulfil any of your particular purposes or needs. This library is provided with all faults, and the entire risk of satisfactory quality, performance, accuracy, and effort is with the user. libpng versions 0.97, January 1998, through 1.0.6, March 20, 2000, are Copyright (c) 1998, 1999 Glenn Randers-Pehrson, and are distributed according to the same disclaimer and license as libpng-0.96, with the following individuals added to the list of Contributing Authors: Tom Lane Glenn Randers-Pehrson Willem van Schaik libpng versions 0.89, June 1996, through 0.96, May 1997, are Copyright (c) 1996, 1997 Andreas Dilger Distributed according to the same dis- OfficeMaster 4 Administration 445

446 9 Appendix claimer and license as libpng-0.89, with the following individuals added to the list of Contributing Authors: John Bowler Kevin Bracey Sam Bushell Magnus Holmgren Greg Roelofs Tom Tanner libpng versions 0.5, May 1995, through 0.88, January 1996, are Copyright (c) 1995, 1996 Guy Eric Schalnat, Group 42, Inc. For the purposes of this copyright and license, Contributing Authors is defined as the following set of individuals: Andreas Dilger Dave Martindale Guy Eric Schalnat Paul Schmidt Tim Wegner The PNG Reference Library is supplied AS IS. The Contributing Authors and Group 42, Inc. disclaim all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The Contributing Authors and Group 42, Inc. assume no liability for direct, indirect, incidental, special, exemplary, or consequential damages, which may result from the use of the PNG Reference Library, even if advised of the possibility of such damage. Permission is hereby granted to use, copy, modify, and distribute this source code or portions hereof, for any purpose, without fee, subject to the following restrictions: 1. The origin of this source code must not be misrepresented. 2. Altered versions must be plainly marked as such and must not be misrepresented as being the original source. 3. This Copyright notice may not be removed or altered from any source or altered source distribution. 446 OfficeMaster 4 Administration

447 9 Appendix zlib The Contributing Authors and Group 42, Inc. specifically permit, without fee, and encourage the use of this source code as a component to supporting the PNG file format in commercial products. If you use this source code in a product, acknowledgment is not required but would be appreciated. (C) Jean-loup Gailly and Mark Adler This software is provided as-is, without any express or implied warranty. In no event will the authors be held liable for any damages arising from the use of this software. Permission is granted to anyone to use this software for any purpose, including commercial applications, and to alter it and redistribute it freely, subject to the following restrictions: 1. The origin of this software must not be misrepresented; you must not claim that you wrote the original software. If you use this software in a product, an acknowledgment in the product documentation would be appreciated but is not required. 2. Altered source versions must be plainly marked as such, and must not be misrepresented as being the original software. 3. This notice may not be removed or altered from any source distribution. JetPCL JetPCL PCL Emulation Software copyright Tech Know Systems, Ltd. Company, All rights reserved. SAP R/3 SAP and R/3 are registered trade marks of SAP AG Germany. OfficeMaster 4 Administration 447

448 9 Appendix 9.6 End user license agreement (EULA) This End User License Agreement ( EULA ) is a legally binding contract between You (as the natural or legal person referred to below as the end user ) and Ferrari electronic AG, relating to the software and corresponding manuals and other media covered by this EULA. IF YOU INSTALL OR USE OFFICEMASTER, YOU ACCEPT THIS EULA AND STATE YOUR ACCEPTANCE OF THE TERMS DEFINED IN IT. This EULA consists of three sections. Section A covers the license agreements concerning Ferrari electronic AG s OfficeMaster. Section B covers the license agreements concerning ABBYY Europe GmbH s AB- BYY SDK. Section C covers the license agreements concerning Adobe Systems Incorporated s Adobe PDF Library. SECTION A: Ferrari electronic AG s OfficeMaster 1. GRANT OF LICENSE 1.1 You are entitled to install the software as a productive OfficeMaster system, consisting of one main server with optional additional servers, and to use it as specified in the license in a private network. You are also entitled to install a further, non-productive OfficeMaster system for use exclusively if the first system fails. 1.2 Supplementary to section 1.1 you are entitled to install and use the OfficeMaster workstation software (up to the number of licenses you have purchased) on workstation computers in a private network. For this purpose you are authorised to copy the workstation software, e.g. onto a server computer, and allow the licensed number of workstation computers to access and use this copy of the workstation software over the private network. You must acquire the appropriate upgrade licenses for every workstation computer not included in the original licence that accesses and uses the software installed on the computer network. 1.3 If the implemented license is subject to a time limit, as is the case for test licenses, you must fully deinstall all installations, copies and licenses of the software once the test period has elapsed. You must then hand over the software either to Ferrari electronic or your Office- 448 OfficeMaster 4 Administration

449 9 Appendix Master contract partner. Alternatively you must extend the time period or purchase an unrestricted version of the software. 1.4 You are entitled to pass the software and manuals on to a third party, once, and permanently (publication). In this case you must completely deinstall and destroy all your existing installations, copies and licenses of this software on all your servers and workstation computers. 1.5 The documentation that accompanies the software is for in-house use only. 2. LICENSE FILES AND REGISTRATION 2.1 The software license is supplied as license files, sub-divided into basic licenses, line upgrade licenses, user upgrade licenses and function upgrade licenses (gateways). To bring the software into operation, copy the license files to the server computer which is to run the server software. Every license file has a unique serial number. If you are implementing OfficeMaster on a number of stand-alone server computers, as backups or redundant systems, you only need to copy each license file to one server computer. 2.2 After you have installed the software you must register the licenses you are using with Ferrari electronic. For this reason, each license is accompanied by a registration card with its serial number. This card must be sent to Ferrari electronic as quickly as possible. You can also register electronically. To register online, use the software s configuration program Messaging Server Configuration. 2.3 You must register the OfficeMaster over IP product online before you can bring it into operation. The final license is not issued until this product is registered. Until the final license is enabled you can run OfficeMaster over IP with limited functionality, in demo mode. 2.4 Ferrari electronic will only provide updates, upgrades and hotline support for correctly registered software licenses. 3. REVERSE ENGINEERING You are not permitted to decompile the software, or disassemble it (i.e. reverse engineer the object code into the source code), unless, and only to the extent that, such activity is expressly permitted by applicable law notwithstanding this limitation. OfficeMaster 4 Administration 449

450 9 Appendix 4. USE OF DATA You hereby grant Ferrari electronic the right to use any technical data that may be acquired within the framework of the Hotline and/or installation support provided to you, to improve its software, Hotline support services and manuals. 5. RIGHT TO CANCEL Ferrari electronic is entitled to cancel this EULA if you infringe any of the terms and conditions it contains. In this case you are obliged to destroy all copies of the software. 6. LIMITATIONS ON LIABILITY 6.1 You acknowledge that no software is error-free. Ferrari electronic does not guarantee that the software is free of errors. 6.2 OfficeMaster is supplied without any warranty covering faults. Ferrari electronic accepts no liability for damages such as loss of profit, disruptions to business activity, loss of saving, or other financial losses arising from OfficeMaster. 6.3 The information contained in the manuals has been gathered with the greatest care. However the possibility of incorrect details cannot be completely excluded. Ferrari electronic AG accepts no liability for any errors and their consequences. SECTION B: ABBYY SDK from ABBYY Europe GmbH 1. The end user is provided with a runtime license for the ABBYY SDK program integrated in OfficeMaster, provided that they comply with the conditions of the EULA that describe the use of ABBYY SDK or the application as a whole. The runtime license can be limited either in its duration or functionality, and protected against unauthorised copying by a hardware or software license key, which is a fundamental element of ABBYY SDK. 2. The end user is not entitled to perform the actions listed below or to make it possible for other persons to perform any of the activities included in the list below: 2.1 Disassemble or decompile (i.e. extract the source code from the object code) the ABBYY SDK software (applications, databases, and other ABBYY SDK components) except, and only to the extent, that 450 OfficeMaster 4 Administration

451 9 Appendix such activity is expressly permitted by applicable law notwithstanding this limitation 2.2 Modify ABBYY SDK, including making changes to the object code of the applications and databases contained in ABBYY SDK other than those provided for by ABBYY SDK and described in the documentation. 2.3 Transfer any of the rights hereby granted to the end user or any other rights pertaining to ABBYY SDK to third parties who do not have permission to use ABBYY SDK. 2.4 Make it possible for any person not entitled to use ABBYY SDK and working in the same multi-user system as you to use ABBYY SDK. 3. ABBYY SDK is supplied without any warranty covering faults. ABBYY does not guarantee that the software is free of errors and accepts no liability for any direct or indirect damages. ABBYY accepts no liability for damages such as loss of profit, disruptions to business activity, loss of business information, or other pecuniary loss arising from the use of ABBYY SDK, or for any damage caused by possible errors or misprints in ABBYY SDK. 4. Export Rules. If ABBYY SDK is purchased in the United States, the SOFTWARE shall not be exported or re-exported in violation of any export provisions of the United States or any other applicable legislation. 5. If any part of this EULA is found void and unenforceable, it will not affect the validity of the balance of the EULA, which shall remain valid and enforceable according to its terms. This EULA shall not prejudice the statutory rights of any party dealing as a consumer. SECTION C: Adobe PDF Library von Adobe Systems Incorporated 1. Adobe PDF Library. Adobe Software means Adobe PDF Library for Windows 7, NT, 2000, XP, 98, Me and related documentation, and any upgrades, modified versions, updates, additions, and copies thereof. ABBYY FineReader 7.0 uses the Adobe Software for converting PDF files into image files. 2. Granting of license and constraints. ABBYY grants you the nonexclusive right to use the Adobe software integrated in ABBYY SDK if you comply with the conditions of this EULA. The conditions of this EULA permit you to make a backup copy of the Adobe Software integrated in this software. You are permitted to make one backup copy of the Adobe OfficeMaster 4 Administration 451

452 9 Appendix software integrated in this software as long as this backup copy is not installed or used on a computer. 3. Intellectual copyright. The Adobe software integrated in the SOFT- WARE is owned by Adobe and its suppliers, and its structure and code are the valuable trade secrets of Adobe and its suppliers. The Adobe software is also protected by United States Copyright law and International Treaty provisions. You may not copy the Adobe Software incorporated into the SOFTWARE, except as provided in this EULA. Any copies that you are permitted to make pursuant to this EULA must contain the same copyright and other proprietary notices as appear on or in the SOFTWARE. You agree not to modify, adapt, translate, reverse engineer, decompile, disassemble or otherwise attempt to discover the source code of the Adobe Software incorporated into the SOFTWARE. Except as stated above, this EULA does not grant you any intellectual property rights to the Adobe software. 4. Font License. If the SOFTWARE or Adobe Software incorporated into the SOFTWARE includes font software, you may embed the font software, or outlines of the font software, into your electronic documents to the extent that the font vendor copyright owner allows for such embedding. The fonts contained in this package may contain both Adobe and non-adobe owned fonts. You may fully embed any font owned by Adobe. 5. Guarantee. ABBYY and its suppliers do not and cannot guarantee the performance results you may obtain by using the ADOBE software incorporated into the software. 6. The terms and conditions listed above contain the sole and exclusive legal remedies in the case of an infringement of the warranty by ABBYY. With the exception of the limited warranty provided in accordance with Section 13 of this EULA, ADOBE and its suppliers offer no kind of guarantee, either specifically or by their conduct, relating to the product s marketability, suitability for a particular purpose, or non-infringement of rights. ADOBE or its suppliers do not and cannot accept liability for any damages, even those caused by loss of earnings or losses in savings, even if a representative of ADOBE was aware of the possibility of such damages, or for any claims by third parties. 7. Some states or jurisdictions do not allow the exclusion or limitation of direct or indirect damages, or the exclusion of implied warranties, or limitations on how long an implied warranty may last, so the above 452 OfficeMaster 4 Administration

453 9 Appendix limitations may not apply to you. To the extent permissible, any implied warranties are limited to thirty (30) days from the date of purchase. This warranty gives you specific legal rights. You may have other rights, which vary from state to state or jurisdiction to jurisdiction. 8. Export conditions. You agree that the Adobe Software incorporated into the SOFTWARE will not be shipped, transferred or exported into any country or used in any manner prohibited by the United States Export Administration Act or any other export laws, restrictions or regulations (collectively the Export Laws ). In addition, if the Adobe Software incorporated into the SOFTWARE is identified as export controlled items under the Export Laws, you represent and warrant that you are not a citizen, or otherwise located within, an embargoed nation and that you are not otherwise prohibited under the Export Laws from receiving the Adobe Software incorporated into the SOFTWARE. All rights to use the Adobe Software incorporated into the SOFTWARE are granted on condition that such rights are forfeited if you fail to comply with the terms of this EULA. 9. Trade mark. Adobe and Adobe PDF Library are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. OfficeMaster 4 Administration 453

454 9 Appendix 9.7 Declaration for RoHS, WEEE and REACH Ferrari electronic AG is required by the legal authorities and its customers to provide proof that its products comply with German and European legal regulations. RoHS (restriction of the use of certain hazardous substances) Ferrari electronic s devices are free from any of the hazardous substances stated in the RoHS regulations (heavy metals such as lead, cadmium and mercury). Its aim is to avoid causing any environmental problems from the start and to prevent any problems of disposal. WEEE (Waste Electrical and Electronic Equipment) policy In formulating EU Directive 2002/96/EG, the European Union created Europe-wide regulations for the return of used electrical and electronic products. As a manufacturer of electrical and electronic devices that distributes its products in Germany, Ferrari electronic AG takes its responsibility in this area seriously and has registered itself in the German Elektro- Altgeräte Register (EAR). It has the registration number DE We therefore take responsibility for ensuring our products have an environmentally-friendly life cycle. REACH (requirement to gather and provide information in accordance with Article 33 of Regulation (EC) No. 1907/2006) European Regulation (EC) No. 1907/2006 (REACH) requires that companies provide information about any materials they use that pose a particular risk to human health and the environment. Ferrari electronic AG s products and packaging do not contain any of the specified substances at a concentration of more than 0.1% by weight. 454 OfficeMaster 4 Administration

455 9 Appendix 9.8 Table of Abbreviations ACL AD ADS ADSI bps BRI CAS cn CTI DMS DNS DSN engl. ERP FoIP FQDN GSM HTTP Access Control List (used by Notes databases) Active Directory (Microsoft Windows directory service) Active Directory Service Active Directory Service Interface bits per second Basic Rate Interface Communicating Applications Specification common name Computer Telephony Integration Document Management System Domain Name Service Delivery Status Notification Electronic Mail English Enterprise Resource Planning Fax over IP (fax transmission in VoIP environments) Fully Qualified Domain Name Global System for Mobile Communications (originally "Groupe Spéciale Mobile") Hyper Text Transfer Protocol OfficeMaster 4 Administration 455

456 9 Appendix IANA IM IMAP IP ISDN ISP IT IVR kbps LAN LDAP LPD MAPI MSN MWI NAB NDR OAD OCR PCI PCL Internet Assigned Numbers Authority Instant Messaging Internet Message Access Protocol Internet Protocol Integrated Services Digital Network Internet Service Provider Information technology Interactive Voice Response (intelligent voice system) kilobits per second Local Area Network Lightweight Directory Access Protocol Line Printer Daemon Mail Application Programming Interface Multiple Subscriber Number Message Waiting Indication Domino Directory (names.nsf) Non Delivery Report Originator Address Digit (sender telephone number) Optical Character Recognition Peripheral Component Interconnect Printer Common Language (HP printer language) 456 OfficeMaster 4 Administration

457 9 Appendix PDF PS PRI RFC RPC SIM SMS SMTP TC TSP TTS UM UMS UNC VoIP VPN WAS Portable Document Format Postscript Primary Rate interface Remote Function Calls Remote Procedure Call Subscriber Identity Module Short Message Service Simple Mail Transfer Protocol Telecommunications technology Telephony Service Provider Text to Speech (conversion) Unified Messaging Unified Messaging System Universal Naming Convention Voice over IP Virtual Private Network Web Application Server Table 9.8: Abbreviation OfficeMaster 4 Administration 457

458 9 Appendix 9.9 Changes to the Manual Date Changes Section Contents New Added Filegateway (FILEGW) X Server 2008/2008 R2 Voic Sending a message from SMTP mail programs RoHS/WEEE/REACH directives X X X X Migration from ferrarifax-serverpro IrfanViewer added to central converter X X Table X OfficeMaster 4 OfficeMaster Sign removed ISDN basics removed X Table 9.9: Changes to the Manual 458 OfficeMaster 4 Administration

459 Index 10

460 Index Index Symbole +commands 125, 148 A ABBYY SDK 448, 450 License 65 changing 67 Access Control List 318 Access permission Inboxes 193 Acknowledgement 220 with attachment 227 ACL 318 Active Directory 186, 187 Active Directory User and Computer 190 ActiveX 30 Add-In 30 Address Area 241, 412 SMTP type 243 Address book 271 Address dialog 246 Address Filter 99, 100, 233, 338, 437 Notes 313 SAP 409, 421 Address Prefix 236, 421 Address Resolution 244 Address Type Pager 396 Administering Connectors 191 ADSI 25 Analog modem 37 Antenna 63 Appli/Com 160, 174 Archiv 160, 170 Archive gateway 231 archive.txt 171 Archiving 253 Audio file 316 Auftragsbeschreibungsdatei 165 B Base DN 350 Base number 89 SAP 408 Broadcast 76 Bug-fixing 432 Bulk digital signature card 32 Bulk faxes 221 Cover Sheet 270 Bulk signature 68 Business cards 215 C Called Party Number 95 Caller ID 316 Caller picture 212, 256 Caller Sending Identification (CSID) 91, 218, 248, 297 Calling Party number 95, 316 Call transfer address 152 CAPI hardware 61 Card reader device 32, 68 Cellular engine 63, 107 Central conversion 118 Character coding 401 Charge assignment 36 Charge evaluation 357 Charges, 237 Circular messages 112 Cluster 35, 320 Cluster system 189 Collective acknowledgement 221 Communication log 401, 432 Component table 302 Configuring Messaging Server, 34, 49 Configuring remotely 49 Connector installation 191 Connectors Administration 191 Connector server 191 CONV 191 Conversion 321, 322 central 321 client 321 Converter AFPL GhostScript 128 JetPCL OfficeMaster 4 Administration

461 Index Text 128 Converter program 158 Cost centre 219 Country code 392 Country ID 235 COVER 218, 276 Cover Sheet 226, 271, 212, 323, 248, 268, 280, 322, 323 Bulk fax 270 Company logo 276 creating 276 Entering recipient s fax number 271 Graphics 276 individually 227 Notes 309 Placeholder 342, 343 RTF 310 suppress (Notes) 310 Text attributes 268 Cover Sheet design Notes 324, 325 CPIC 401 CPIC user 386, 387 CPIC user account 382, 401 CRL 229 CRM systems 240 CTI 20, 29, 37, 116 monitoring of all telephones 229 Outbound 94 switching on/off 229 CTRL 34 D Database template 280 DCX2TIFF.exe 158 Debug information 432 Default cover sheet 276 Default recipient (Postmaster), 234, 192, 312 group 327 Notes 291 DID number prefix 88, 247 digiseal Server 32, 68 Digital Sender 161 Directory service 346 distributed locations 36 dll API 30 Document adding 325 assembled 156 Dokumentenlistendatei 166 Domain suffix 242 Domino Directory 280, 303, 305 for Notes 303, 315 for Voice 292, 293, 298 DSN 153 E ECM 226 Engine80LicenseManager.exe 65 errname.cfg 54 Error code 154 Error Correction Mode 226 Exchange Server 197 Exclusive B channels 93 Expert mode 70 Extension number 327, 328 Notes 296 Group 297 F FacsimileTelephoneNumber 353 Fax with notes 222 Fax form creating 322 Fax on demand 29, 226 directory 155, 157 File Formats 155, 156 Fax preview 305 Fax reception 328 Fax user Maintenance 296 FCC 41 ferrarifax32 user software 156 ferrarifax-serverpro 50, 51 FFACCESS 199 ffax.box, 54 FFAXcentral 291, 312, 327 ffaxjournal.ntf 304 ffaxlog.nsf 287 ffaxlog_om2.ntf 288 FFAXUser 292 FILEGW 149, 160 OfficeMaster 4 Administration 461

462 Index file interface 149 File transfer 226 Filter 95, 96, 97 Fine resolution 225 finstallhelp.log 201, 267 Firewall 72, 75, 76 Fixed network SMS, 25, 91, 92, 95 enabling 92 receipt 92 Flags 319 Flash SMS 108 FLE 57 Foreign Domain 282, 284, 285 Form 288, 290, 293 Format ALI 392, 395 INT 395 OTF 395 PCL 395 PS 395 SAP-specific 395 SCR 392, 395 Format of inbound faxes 221 Form letters 221 Forwarding 152 FSRV-Server, 50, 138, 139 Function Log 432, 435 Funkmodem. Siehe auch GSM-Funkmodem fvoice.nsf 293, 298 G Gateway Components 132 configuring 301 Host 385, 386, 389 Service 386, 389 GhostScript 128, 133 Global directory 199 GMAPI2 interface 189 Group setting up 292 GSM cellular engine 25, 63 GSMSMS 106 H Header row 90 Notes 306 Header row logo 91 Hosts file 387 HP Digital Sending Service 161 HTL 214 Hub server 196, 197 I Imaging 221 Installation distributed system, 49 Language 46 OfficeMaster 39 OfficeMaster OCR 65 under Windows 46 Installation support 41 Internet mail 395 Internet Service Provider 25 ISDN interfaces 25 ITU T.30 standard 90 J Jobs database 305 Journal 287, 304 Journal database 288 K Konica Minolta 160, 168 L LAME 114 Language 300 Language tree 256 Laserfax 160, 169 Least Cost Routing 98, 242 Letterhead, 226, 219, 418 create 157 files 212 individual 227 select 254 with digital signature OfficeMaster 4 Administration

463 Index Licence directory 58 Licence Group 199 License 48, 57 ABBYY SDK 65 License error 351 License file, 48 Load distribution 399 Location Based Routing 99, 101 log file 432, 435 Log file, 401, 432, 201 Lotus Notes Client 280 Loudspeaker icon 263 LPD Gateway 125 Configuration 129 testing 141 LPD network printing 28 M Mail address 306 Mailbox 321 Mail Gateway 136, 334 MAILGW 136, 201, 334 Mail Host 412 Mail-In database 328 Mail Relay, 337 Main server 47 MAPI 26, 186 Message Waiting 256, 316 Indicator 299 Message Waiting Indicator 370 Messaging Server 33, 196 distributed system 74 Metacache database 240 MFP 160, 161, 162, 164, 168 Konfiguration 164 Mobile number entering 329 Mobile telephony network 108 MSN 89 dependent 89 independent 89 msx2kgate 192, 196 MsxPrinterTest.exe 235, 254 MWI 37 N names.nsf 303 NDR 220 Non Delivery Report 220, 255 NOTESCONN 135, 280 notesconn0 301 notesfields.txt 317 notes.ini 303 Notes Mail 26 Notes user groups 306 Notes User ID 282, 295 NOTESVOICE 280 notesvoice0 301 O OAD 86, 365, 377, 357 OCR 30, 222 OfficeMaster 20 OfficeMaster Card/Gate 25, 59 OfficeMaster Flex, 29, 116, 117 OfficeMaster for SMTP Voice, CTI 373 OfficeMaster GSM 63 OfficeMaster Journal 290 OfficeMaster OCR 30, 65, 341 Demo license 66 License 31 OfficeMaster Sign 32 OLE conversion 119 OMCUMS 85, 432 Operational reliability 35 Optical character recognition 30 Outbound Routing 99 P PABX 37 Parameter U 135, 136 PAR file 156 PCL converter 133, 413 PDF documents searchable 133 Permissions Voice 292 PIN 218, 299 Database 318 Voicebox 299 OfficeMaster 4 Administration 463

464 Index Point-to-multipoint 89 Point-to-point 89 POLL 155 component 157 Port 25, 336, 338 Port Port number 75 Power supply unit 63 Printer driver HPLJ5 392 Printer queue 131, 132 PRINTGW 122, 311 Configuration 122 Printout sent faxes 227 Priority 311, 357 Program ID 386 projectvox 376 PROVIDERSMS 110 Proxy address generators 191 Proxy description objects 191 Q QSIG 89 Queue directory 140 R RAW data 396 Read permission 192 RECEIVER 271 Receiving Connector 197 creating 198 Recipient ID 91 Redirecting Number 95, 299 Registration 43 Registration card 42 Regular expressions 96, 409, 421, 438, 439 Remote pickup 257, 295, 299 Repair installation 209 Repeat send attempts 394 Replication plan 241 RFC, 382, 27 RFC client 384, 399 RFC connection 384 RFC destination 385 maintaining 387 RFC mode 398 RFC server 384, 400 RFC trace 399 RFC user 386 RFC user account 401 Routing string 101 RSCONN RSCONN S Sales partner 42 SAP Business Workplace 28 SAPCON 201 sapconn 231 SAPCONN 380, 382, 397 SAPconnect, 382, 27 Node 387, 389 SAPguis 387 SAPSMTP 380, 382, 415 Scalability 35 Screen 321, 322 Memo 323 Notes 325 Sending Connector 198 Sending details 215 Sending errors 153, 154 Sending SMS 228 send port 201 Serial faxes 221 Server ID 280 Service account 26, 192 Service selection 96 Services file 387 Setup-OfficeMaster-Client 40 Setup-OfficeMaster-OCR.exe 65 Setup-OfficeMaster-Server.exe 46, 49, 301 Shared folder 199 Shared TAPI Lines 257 SIGN 218 Signature, 31, 255, 365, 227, 237, 356 Pattern 408, 419 switching off 228 Signature card 31 Signature file 212, 218, 249 SIM card 108 SMS 91, 106 distributing manually 331 entering a recipient 109 Festnetz-. Siehe Festnetz-SMS 464 OfficeMaster 4 Administration

465 Index receipt 409 split 229 Transmission, 329 user maintenance 296 SMS Center 92 SMS number 250 SMTP, 186, 26, 27, 411 SMTP Connector 211 SMTP Gateway 416 smtprx 201, 203, 204 SMTPRX 153, 337, 338 Interface, 338 SMTPTX 128, 153, 336 Standardised recipient number 99 Standard resolution 225 Status and trace function 380 Status message, 305 Status notification 403 STORE 373 STOREINFO 373 String 317 Subject line 251, 252 Subnet 74 Substitution table 104, 105 Support contract 42 Support number 42 Support ticket 42 System Manager 190 T TAPI 29 TAPI line 29 T-Com 92 TCP/IP configuration 387 TCP port 369 Telephone number correction 88, 103 Substitution table 104 Template 293 TE prefix 357 Test license 48 Test message 429 Test voic 331 Text recognition 222 Text-To-Speech 319, 329 TIFF/G4 221 Trace files 399, 401 Transaction SBWP 429 SCOT 427 SE SM59 385, 386, 387 SMGW 386 SOST 428 SU01 382, 426 SU Transmission time 225 TXT converter 413 U UNC 253 Undeliverable 150, 151, 152 UNIVOICE 368 Update 50 Upgrade 50 User administration SMTP 334 User Data 353 User default profile 248 User Filter 351 User group 248 User ID 280 Userinfo server 116 UserLogin 369 User mailbox 283, 295 User maintenance 346, 362 SMTP 335 User permissions 224 Users administer 250 V VCARDS 215 Viewer 158 Voice Gateway 316 Notes 26 Voicebox 376 Number 257, 299 Pickup authorisation 257 PIN 376 Voice gateway creating 368 Voic , 20, 295, 316 Inbound 94 number of connections 94 OfficeMaster 4 Administration 465

466 via SMTP 367 Voice messages identify 263 Voice PIN 250 Voice project editor 113 Voice recording 250 Voice Script 250 Voice tree 113, 300 VoIP 37 W WAS 380 WAV 114 Webservices 184 WebServices 30, 160 Well Known Port 75, 76, 336 Whatever Mobile 110 White List 232, 313, 438 Windows printer 143 Workstation telephone 257 X Xerox Workcentre 160, 165