Visendo Fax@Mail 10 Manual Manual Achieve more with less ppedv AG - HQ Burghausen, Germany Tel: +49-8677-9889-110 Fax: +49-8677-9889-44 Info: support@ppedv.de sales: sales@ppedv.de http://www.visendo.com
Content Overview of Visendo Fax@Mail 10... - 2 - System requirements for Visendo Fax@Mail 10... - 3 - Install Visendo Fax@Mail... - 4 - Overview... - 4 - Installation... - 4 - Update and License... - 8 - License... - 9 - Updates... - 9 - Configuring Visendo Fax@Mail 10... - 10 - Home... - 12 - Home... - 12 - Faxes... - 13 - Settings... - 15 - Hardware... - 15 - Receiving... - 15 - E-Mail... - 24 - Content... - 24 - SMTP... - 25 - Forwarding... - 26 - Printer... - 27 - Database... - 28 - Archiving... - 30 - Support... - 31 - SupportForum... - 31 - Support Report... - 32 - Visendo Community... - 33 - Overview of Visendo Fax@Mail 10 Thank you for purchasing Visendo Fax@Mail 10. Fax@Mail 10 receives faxes and sends them via SMTP to an e-mail mailbox. It can be configured with as many multiple subscribers numbers (MSNs) and e-mail - 2 -
recipients as necessary. That means each employee can cost-effectively receive faxes via e-mail in Outlook! An ISDN card or a fax modem is all you need to receive faxes with Fax@Mail 10. Faxes are saved as images (PDF, JPG, TIF, SFF) and forwarded by e-mail. Thus your network becomes a unified messaging network! In addition, it is possible to print all incoming faxes. That way, Fax@Mail 10 replaces your fax machine for receiving faxes. System requirements for Visendo Fax@Mail 10 Visendo Fax@Mail 10 supports all of the following operating systems: All Microsoft Windows 64-Bit Versions* Microsoft Windows 2003 Microsoft Windows 2008, 2008 R2 Microsoft Windows XP Microsoft Vista Microsoft Windows 7 *Note: You can find the 64-bit-version of the Access-Database-Engine here: http://www.microsoft.com/downloads/details.aspx?familyid=c06b8369-60dd-4b64-a44b- - 3 -
84B371EDE16D&displaylang=en. However, please be aware that this driver cannot be used together with a 32-Bit-version of Microsoft Office. Alternatively, you can use the free database systems SQLExpress, SQL Compact or MySQL. For more information see chapter Database. Visendo Fax@Mail 10 supports among others the following Mail-Servers Microsoft Small Business Server (SBS) 4.5, 2000 und 2003 Microsoft Exchange Server 4.0*, 4.5*, 5.0*, 5.5, 2000, 2003, 2007 Lotus Notes Linux Mail servers (z.b. Postfix, SendMail) Software requirements: MSXML Parser 6 has to be installed. Download link e.g.: http://www.microsoft.com/downloads/details.aspx?familyid=993c0bcf-3bcf-4009- BE21-27E85E1857B1&displaylang=en In order to use an Access-database, Microsoft Access is not required. You only need the Jet OLEDB Provider. From Windows XP SP2 on, it is part of the standard Windows installation. For more information on finding out which version of the Jet provider is installed on your system look here: http://support.microsoft.com/kb/239114/en-us Hardware requirements: Analog Modem or ISDN card CAPI 2.0 Driver (G3 Fax Standard for ISDN or modem) Install Visendo Fax@Mail Overview Visendo Fax@Mail 10 is available as 64-Bit (x64) and 32-Bit(x86) version. Make sure to install the appropriate version for your system. The program is delivered as a 45-day trial version that has the complete functionality of the full version you can conduct your test with the exact same version that you can purchase later. No reinstallation is required. You can upgrade the demo version to a full version at any time via the Administrator window. Installation Open or extract the archive fax@mail_setup_x86.zip (32-Bit version) resp. fax@mail_setup_x64.zip (64-Bit-Version), and open the file fax@mail_setup_x86.exe resp. fax@mail_setup_x64.exe to start the installation. Click Accept - 4 -
Run the file "Visendo_fax@MAIL_2008_x86.exe" (the number can vary, because this shows the version) to start the installation. Click "I accept the conditions" to continue the installation and then after a directory in which the program will be installed. - 5 -
At the first start of the program, the configuration wizard will guide you through the basic configuration (Naturally, you can always change this information later via the admin console). - 6 -
Fax@Mail 10 automatically detects the available ISDN devices. Select the one you want to use. You can choose between ISDN and analog devices. Next are the receiver settings. The simplest configuration is to catch all incoming calls and send the faxes on to a single email address. But you can also explicitly catch the MSNs and send them on to different email addresses. In that case, provide for now the first MSN in the configuration wizard, and enter the other ones later (see receiver settings). In addition, you can choose the email format and the image format in which the faxes are stored in the file-system and sent on as emails: If you chose HTML, the received fax is embedded as an image (JPG) in the email. If you chose the TEXT email format, the received fax is sent as an attachment in the form of your choice (TIFF, JPG, SFF or PDF). Here you can also select the option to print all faxes at once (in addition to them being sent on as emails). The drop-down list offers you the available printers. (For advanced printing options, see the printer, MSN or routing settings.) - 7 -
Now provide the SMTP server to which the emails are forwarded. If you use Fax@Mail 10 without an SMTP server and send the mails directly to MX, ignore this mask and later check the box Send directly to MX server in the administrator console (SMTP settings). Now you have provided a basic configuration so that Visendo Fax@Mail 10 is ready to receive faxes. Fax@Mail 10 runs as a service under Windows. Changes in the configuration are made with the administrator console (faxatmail10admin.exe), to which a shortcut has been created on your desktop. Update and License Open the administrator console and chose the menu item Update & License (down left). - 8 -
License Beneath license status, you can see whether you re running a demo version or a registered version, and how much time you have left for your demo version. After you have purchased the program, you can enter the registration data under licensing information. The easiest way to do this is per HTTP request: Just enter the license key that was sent to you in your License email and click on Register. When the registration was successful, the license status changes to Registered. Alternatively, you can request an offline-key with the email (offline) registration method. With this key, you then can register your program without having an internet connection to our registration server. Updates When new updates are available for Fax@Mail 10, you can install them here with a single click. Manually downloading and installing patches is not necessary. Do not forget to check the update function even after a new installation of Fax@Mail 10, because it can happen that some of the most recent changes have not yet been integrated into the newest setup packet available for download. In the automatic update process, files that have to be altered are not simply overwritten, but are saved with the extension.old. Thus, if problems should occur after installing an update, a rollback can be performed very easily. - 9 -
Configuring Visendo Fax@Mail 10 The administrator graphical user interface of Fax@Mail 10 basically has three parts: A menu bar to the left, an information bar to the right, and the main information window in the middle. The relevant information is provided in the main window. At the left, you find the menu bar; in the lower part the main menus - 10 -
above the submenus In the quick access bar to the right you can View your faxes Save changes to the configuration and change the path to the configuration file Stop or start the Visendo Fax@Mail Service View short error or information messages of the program Please note: When you have made changes to the configuration of Fax@Mail 10, do not forget to save them. You can do this in the quick access bar to the right (see above). But when unsaved changes are present, you will also be asked whether to save or discard them on closing the Fax@Mail 10 admin console. After that, restart the Visendo Fax@Mail 10 Service. You can do that e.g. on the start page of the admin console (see here), or alternatively with a right-click on the taskbar icon of Fax@Mail 10, or directly with the Windows service administration. - 11 -
In the rest of this manual, we show you a detailed overview over the functionality of Fax@Mail 10. Home Home Here you have the basic information in one place: - available updates - license status - 12 -
- daily fax statistic - status of the fax service Faxes Here you can view the received faxes. You have the choice to see them from the file system or the database (if you did configure Fax@Mail 10 with a database). There are countless possibilities to customize the list: after a right-click on the header, you can chose the columns you want to have displayed: - 13 -
A useful feature is the column Action that offers you the possibility to perform certain actions (e.g. view the fax) on the selected fax. You can group the faxes by pulling one or more attributes to the field above the table header (In the example above, the faxes are grouped by Date and sender number). With a click on the column header, you can sort the column ascending or descending. - 14 -
Settings Hardware In this window, the detected fax cards are displayed. You can choose between ISDN and analog devices. Click on Reload to prompt the program to search for recently installed devices. Receiving MSN - 15 -
Do not send received faxes per e-mail: When you check this option, the received faxes are not sent on as e-mails. Accept all calls and forward to following e-mail address: All incoming calls are caught and sent on to the specified e-mail address. Accept calls for following MSN: Here you can add the MSNs explicitly and specify a different e-mail address to forward the faxes to for each one. You can also decide whether the faxes for a MSN should be printed and select a printer. Receiving - 16 -
Here you can configure the receiving options. You can enter a Receiver ID and chose the directory where the received faxes are stored. You can also specify receiver limitations in order to prevent unwanted faxes. Address book - 17 -
Add contacts here. You can enter contacts manually or import them from Outlook, the Global Address List or the Windows Contacts List. You can specify to import only contacts that have a fax number. Routing The option to design advanced routing rules is a new feature in Fax@Mail 10. For most scenarios, the basic functionality provided by Fax@Mail 10 is absolutely adequate. However, from our long experience with electronic faxing we know that at times it can be extremely useful to be able to provide more specific rules. The routing feature of Fax@Mail 10 provides a possibility to construct from a basic set of pre-defined conditions very complex rules that should cover nearly all practically relevant scenarios. If you have questions to this new feature or need assistance realizing a certain routing rule, our support will gladly assist you! A routing rule is constructed in two steps: I Templates A rule can only be generated from a template. A template consists of a list of conditions the specification, whether all these conditions have to match (logical AND) or only one of them (logical OR) the distribution type direction: IN = incoming faxes, OUT = forwarding the faxes as e-mails A template can be deactivated or marked as active. When a template is not active, all the pertaining rules are not checked. Fax@Mail 10 has four predefined templates. They are marked blue and cannot be deleted. II Rules From a template, any number of rules can be generated. For each rule, you only have to enter the value of the condition specified in the template (e.g. fax number, time ) and the distribution destination (e.g. name of the printer, path to a folder ). A short example will make things clearer: Rule to be realized: All faxes sent to MSN 20 shall be copied to the Sharepoint Drop Folder. 1. None of the predefined templates fits, so we define a new template.: At Templates click on New. A new empty template is generated. - 18 -
Click the button ( ) and click New in the pop-up window. Now chose the condition type (for our example, we need Intern FaxNr ). Select the Operator ( Equals ). - 19 -
The box under True/False is already checked correctly (If you uncheck the box, the rule will be negated, i.e. the negation of our example rule would be: All faxes except those sent to MSN 20 shall be copied to C:\Orders. In our example, the template only has a single condition, therefore it doesn t matter whether we chose All or One. The condition in our example pertains to incoming faxes, so we chose IN as direction. Finally, choose the Distribution Type ( Sharepoint Drop Folder in our example). Now the template has been generated. - 20 -
2. Now select this new template and click at Rules on New, in order to create a rule from this template. A new rule with the template s condition(s) is generated. Click the button ( ) behind Intern Faxnr= to enter the fax number. - 21 -
Enter the distribution destination (path to your Sharepoint Drop Folder): With that, the new rule has been created. Automatically generated routing rules Fax@Mail 10 will generate some routing rules automatically. E.g. when you specify (as described in chapter MSN) that faxes for a certain MSN should be forwarded to a certain e-mail-address and printed on a certain printer, this actually defines a routing rule. - 22 -
In the example above it is specified that all faxes for MSN 222 should be forwarded to the e-mail-address johndoe@ppedv.de. A look at the routing rules shows that the routing rule for this has already been generated automatically: - 23 -
E-Mail Content Here you can specify the content of the automatically generated e-mail that delivers the fax to the user. Name: Enter the name from which the e-mails with the received faxes will be sent. E-Mail address: Enter the e-mail-address from which the e-mails with the received faxes will be sent. Subject-line: The wildcard %TSID% reads the sender number of the received fax. The default subject-line is Fax from [sender fax number]. E-Mail body: The fax itself is saved and sent as an image file. In the e-mail text the user can be provided with some basic information regarding the fax in order to give him a quick overview. You can use the default text or change it according to your wishes. On receiving a fax, Fax@Mail 10 reads out some information regarding the fax which you can pass on to the receiver in the e-mail text (as with %TSID% in the subject line). You can see the list of supported wildcards by clicking on the button?. - 24 -
With a click on Default values you can at any time set back the e-mail text to the predefined default text. Attachment - Picture format: The format in which the fax will be saved and sent per e-mail (JPG, SFF, TIFF, PDF for text e-mails, JPG for HTML-e-mails) - E-mail format: The e-mail can be sent as text or HTML. In case of text, the fax will be attached to the e-mail as an image of the selected format. In case of HTML, the fax is embedded in the e-mail as a JPG image. You can specify the width of the embedded image. - Image-tags: TIFF and JPG images can be generated with user-defined tags. These tags can then be used to make searching the saved fax images a lot easier. As in the email body, you can use the above wildcards. SMTP - 25 -
Here you can specify the SMTP server to which the e-mails with the received faxes will be forwarded. You can check your specifications with the connection test. If you don t want to send the e-mails to an SMTP-server, but to an MX-server, check the box here. Forwarding - 26 -
Here you can specify that faxes with a certain sender identification should be forwarded to a certain e-mail-address. Printer - 27 -
Here you can specify whether all received faxes should be sent as e-mails and printed, or whether they should be printed without being sent as e-mails. You also have the option to print the faxes only in case the e-mail couldn t be sent. Please note: If you want to print faxes only for selected MSNs, you can do so via the receiver settings. Database If you want to manage your received faxes with a database, you can enter the necessary data here. Supported database types are Access, SQL, SQL Compact, MySQL and Oracle. - 28 -
1. Access: In order to use an Access-database, you do not need a full version of Access, but only the Jet OLEDB Provider. From Windows XP SP2 on, it is part of the standard Windows installation. See here for more information and to find drivers for your operation system: http://support.microsoft.com/kb/239114 64-Bit Version: http://www.microsoft.com/downloads/details.aspx?familyid=c06b8369-60dd-4b64- A44B-84B371EDE16D&displaylang=en Note: Please be aware that you cannot use the 64-bit-version of the Accessdatabase-engine together with a 32-bit version of Microsoft Office on the same machine. If this restriction is a problem for you, you can use one of the other (freely available) alternatives. At setup, Fax@Mail 10 creates an Access-database named FaxAtMail.mdb in the installation directory of Fax@Mail 10 (usually C:\Programme\ppedv\ fax@mail10). Of course, you can use another name or place. At Path you can specify the path to the Access-database you want to use. With connection test you can test the connection to your database. 2. SQL Compact: The configuration is similar to Access, only that instead of the path to the file FaxAtMail.mdb, you have to enter the path to the file faxatmail.sdf. - 29 -
3. Other database systems (SQL, SQL Compact, MySQL and Oracle) First you have to create the database. You find the scripts for doing so in the Fax@Mail 10 installation directory (usually C:\Programme\ppedv\ fax@mail10): SQL: VisendoFaxatmail_SQL_DB.sql The script generates a database named VisendoFaxatmail. Naturally, you can change this name in the script or in your database administration tool. In Fax@Mail 10, enter the name of your database server and the name of the database (Note that Path only refers to the path to the Access- or SQLCompactdatabase. For other databases this field is not needed). Choose whether you can log on to the database server with Windows authentication or whether you have to log on with username and password. With connection test you can test your specifications. Archiving - 30 -
Here you can configure the settings for archiving the received faxes and the log files. First, you can enable or disable automatic archiving Archiving can be done daily, weekly or monthly. You can keep the original files after archiving, delete them after archiving or delete them without archiving. You can specify the folder where the archives are saved. You can specify the log level (1 = minimal to 3 = very detailed) Support Our customers are number one for us. And we do everything to also become or remain number one with our customers. Therefore we have many and easy ways to assist you! You can reach us at the email address support@ppedv.de or with the MSN Messenger*. SupportForum - 31 -
You can register at the support forum at the address http://forum.visendo.com/ and discuss possible errors, problems or questions with other popconnect users or the Visendo team. If there are problems you cannot solve with the manual, contact the Visendo support. The easiest way to do so is per e-mail, because that way you can attach important information. Zip the log files showing the error and send them to support@ppedv.de. Support Report You can also use the SupportReport feature of Fax@Mail 10. It automatically sends the log and configuration files to the support team. - 32 -
Of course, you can also contact the support team per telephone under +49-8677- 9889-110. Visendo Community 1) Homepage - http://www.visendo.de/ or http://www.ppedv.de/ 2) Blog - http://blogs.visendo.de/ 3) Twitter - http://www.twitter.com/visendo 4) Facebook - http://www.facebook.com/group.php?gid=45162496105-33 -