Administration Guide - Lloyd Johnson

FAXBACK, INC. NET SatisFAXtion Software

Administration Guide

Version

7.0

A D M I N I S T R A T I O N G U I D E

NET SatisFAXtion version 7.0

© FaxBack, Inc. 7409 SW Tech Center Drive • Suite 100

Tigard, OR 97223 Phone (800) 329-2225 • (503) 597-5350 • Fax (503) 614-5399

D I S C L A I M E R

The software described within is copyrighted material and is supplied only under license agreement and is subject to nondisclosure. The software may be copied only in accordance with the terms as described in the software agreement. FaxBack, Inc. makes no warranties with respect to the contents or use of this manual and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, FaxBack, Inc. reserves the right to revise this publication and to make changes to its contents at any time, without obligation to notify any person or entity of such revisions or changes. No part of this or any accompanying documentation may be reproduced., translated into another language, or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or scanning, for any purpose without the express written permission of FaxBack, Inc. T R A D E M A R K S

NET SatisFAXtion is a trademark of FaxBack, Inc. Microsoft, Windows 95/98/2000/NT, XP and Exchange are all registered trademarks of Microsoft Corporation. All other trademarks are owned by their respective owners.

Table of Contents

Introduction............................. 7 How to Use This Manual ................... 7 About this Guide................................ 7 Customer Service............................... 8 Knowledge Base and Technical Support .............................................. 8

Overview ................................ 11 What is a Network Fax Server? ....... 11 NET SatisFAXtion Features ............ 12 NET SatisFAXtion Components...... 13 The NET SatisFAXtion Server ........ 15 The Launch Pad Website ................. 16 The Report Utility............................ 17 Supported Clients............................. 18

NET SatisFAXtion Installation................................................ 19

Before You Get Started.................... 20 Install the Server Software............... 20

Setting up an Email Gateway29 Overview ......................................... 29 SMTP and POP3 Gateways ............. 29 Setting up the SMTP Gateway......... 31 POP3 Gateway................................. 32 Exchange Gateway .......................... 33

The Administration Utility .... 41 Overview ......................................... 41 Menu System ................................... 42 Toolbars........................................... 42 Starting Administration.................... 44 Users and Groups Overview ............ 44 Users ................................................ 51 Adding E-mail Users via Auto-Enroll......................................................... 52 Adding WinFax PRO Users via Auto-Enroll ............................................... 53 Instructions for New WinFax PRO Users ................................................ 55 Importing Users from Another Database .......................................... 55

Adding and Configuring Users Manually...........................................64 Printing and Exporting the User List 72 Summary of Indicators .....................73 Built-in Event Sounds.......................74 Other Display Options ......................75 Viewing Toolbars .............................78 Viewing Status Bars .........................78 Exiting Administration vs. Logging Off of the Server...............................79

Managing Faxes ................... 81 Viewing Faxes ..................................81 Sending / Scheduling ........................87 Printing a Fax ...................................88 Setting Up Automatic Printing .........89 Setting New Fax Notification Preferences .......................................91 Monitoring the Other Queues ...........92 The Scheduled View.........................93 The Activity Logs.............................94 Filenames for the Activity Logs .......96

The Validation Editor ........... 97 Starting the Validation Editor ...........99 Adding a Validation Rule ...............100 Testing Validation Rules ................103

Generating Reports ............. 105

Real-Time Monitor.............. 109 Installing and Using the Real-Time Monitor...........................................110 Configuring the Real-Time Monitor........................................................111 Previewing the Fax .........................113

Changing Server Settings ... 117 Starting the Change Server Settings utility ..............................................117 Changing Fax Port Preferences.......119 Changing Identification, Dialing and Retry Settings .................................120 Changing the Network Settings ......122

Changing Your Mail-Client-Specific Settings .......................................... 123 Change the Server Settings ............ 125 Starting the Advanced Server Settings utility ............................................. 127 Changing the Server Side Print Capture Document Types .............. 128 Message Transaction Logging ....... 130

Cover Pages......................... 131 Cover Pages for Email Users ..........131 Selecting Cover Pages ....................132 Cover Page Placeholders ................134

Troubleshooting .................. 137

Chapter

1 Introduction Congratulations on your purchase of NET SatisFAXtion from FaxBack, Inc. Many years of effort have gone into developing a this system that will give you the functionality you desire today and a platform that can accommodate your growing needs in the years to come.

I C O N K E Y

IMPORTANT INFORMATION or warnings about critical issues.

NOTE. Notes point out alternative methods, reminders and other helpful information.

How to Use This Manual To make the guide clear and easy to read, symbols have been used to identify information that is critical to the operation of your FaxBack system. Please pay close attention to anything identified as Important Information.

About this Guide The Administration Guide is written for the person whose responsibility it is to install and maintain the fax server and network software. It shows you how to install and configure a NET SatisFAXtion fax server on a workstation that meets the hardware requirements. It also shows you how to install and configure fax hardware. Finally, it shows how to install and configure client software.

7

Customer Service FaxBack is dedicated to giving our customers world-class support. New purchases include 30 days of free NET SatisFAXtion support form the date of purchase. Extended support plans, including telephone, fax, email and remote dial-in support are available on an annual basis. To find out more about FaxBack’s portfolio of electronic and person-to-person technical support options designed to meet your needs, please visit our web site at:

http://www.faxback.com/support

There are several ways to purchase a new software subscription or to renew an existing subscription:

Email [email protected] Web http://www.faxback.com/support/overview Phone 800-FAXBACK (800-329-2225) or (503) 597-5350

Knowledge Base and Technical Support If you need technical support on your FaxBack products, your first and best option is to search the FaxBack Knowledge Base which can be found at: http://www.faxback.com/support

This technical database gives you access to valuable information on installation, configuration and maintenance issues. The extensive database includes powerful search capabilities, allowing you to access information quickly.

If you need help and cannot find your answers in this manual or in the Knowledge Base, please feel free to contact us. Comments and suggestions regarding the documentation are also welcome.

The Knowledge Base is available for free to all FaxBack users. To obtain technical support by telephone, fax or email, you must provide the six-digit server code that was provided to you. With this code and current support agreement, you can contact NET SatisFAXtion support in one of the following methods:

Support Telephone: (503) 597-5360

8

mailto:[email protected]

http://www.faxback.com/support/overview

http://www.faxback.com/support

Support Fax: (503) 597-5399 Support E-Mail: [email protected]

Please be prepared to fully describe your hardware setup, the conditions under which the problem is occurring and the effects of the problem. Whenever possible, we request that a remote administration process such as VNC be made available so that we can provide support in a timelier manner.

9

mailto:[email protected]

O V E R V I E W

Chapter

2 Overview All fax servers are comprised of three basic components: First, client programs allow the users to create and monitor faxes and fax activity. Second, a database on the server stores the images and information regarding the transmission attempts. And third, server applications, implemented as Windows Services, control the functioning of the server.

In order to more fully understand these three components, it is necessary to answer several questions:

What is a Network Fax Server?

What are the unique features about the NET SatisFAXtion server?

What are the components in the NET SatisFAXtion server?

How does NET SatisFAXtion work?

What is a Network Fax Server? Simply defined, a fax server is a self-contained unit attached to an internal network that has the capability to allow any user on that network to send and receive faxes at their desktop.

11

O V E R V I E W

Fax server functionality is provided by software services running on the server. Fax machines, fax clients or e-mail clients submit jobs and request services from the server and the server handles these requests in an orderly and sequential manner.

NET SatisFAXtion Features NET SatisFAXtion newest features include:

Server components are now .NET applications New and simplified installation of serve and client components Improved client notification of inbound faxes Windows 2003 Server support Exchange 2003/Small Business Server 2003 support New XML/Web Services functionality New User Import/Export utility Support for co-processed boards from Brooktrout Technologies ,

Eicon Networks, MainPine, Ltd. and others. Native integration with e-mail packages including Microsoft

Exchange, Lotus cc:Mail, Lotus Notes and any SMTP Internet mail client (Microsoft Outlook Express, Eudora, Netscape Mail, etc.).

Real-time fax monitoring, which provides users with up-to-the-second page delivery status of every fax.

A powerful installation procedure (and post-installation utility) which automatically detects network protocols, fax hardware and fax ports.

FAXability, which is an add-on utility for e-mail that converts source documents to a portable document format for e-mailing and/or faxing.

User synchronization upon Import. Improved auto-configuration for new users who use an e-mail

gateway. Address Validation – Complete with a validation editor to modify

the rules, you can now qualify all fax transmissions that go through the server. This feature can be accessed from within Administration or as a separate utility.

12

O V E R V I E W

Support for WinFax PRO 9.0/10.x – NET SatisFAXtion now supports the latest releases of WinFax RO which offers a new, easier-to-use Send Screen that lets you preview and combine pages into a single fax; a new Guided Setup for easy customization; a back-up feature for faxes, address books, logs and fax settings and integration with ACT! 4.0.

Auto-Enroll for New Users – With this feature the system administrator no longer has to manually add each new user. When a new user logs in for the first time, they are automatically added, provided they know the designated password.

Class 1/Class 2 Modem Support – NET SatisFAXtion supports many Windows-compatible Class 1 or Class 2 modems and maintains a list of modems that have been certified for use by FaxBack, Inc. For a complete and up-to-date list of certified modems, please visit the support page of our web site.

Automatic Inbound Routing (AIR) – a “round robin” feature that distributes incoming faxes evenly to all the members of a designated group.

Support for TAPI / Advanced Port Configuration – TAPI stands for Telephony API, or Telephony Application Programming Interface. This feature enables modem sharing for incoming and outgoing fax messages. For example, if a RAS server and a fax server are on the same machine, TAPI directs the fax server to wait while the RAS server is using the modem, or vice versa.

NET SatisFAXtion Components NET SatisFAXtion is typically installed in a Windows, Novell or peer-to-peer network environment. The server’s fax cards are connected to the telephone system (or PBX) via standard analog telephone lines (RJ-11), or if digital services are available, via a T-1 connection.

The NET SatisFAXtion server uses a server and domain methodology for accessing the fax services. This means that a domain may actually host several NET SatisFAXtion servers, especially in a large enterprise installation. This is an important detail for administrators, because NET SatisFAXtion allows an

13

O V E R V I E W

administrator to manage multiple fax servers in multiple domains from a single workstation.

Typically, faxes will be created by users using either client software such as FAXability or WinFax PRO (figure 2.1) or an e-mail gateway which allows you to send faxes from Microsoft Exchange, Lotus Notes or SMTP-based mail systems (figure 2.2). In some instances, your configuration may include a combination of client-based and email-based solutions.

The primary components that make up the NET SatisFAXtion system in these environments are:

The NET SatisFAXtion fax server

A supported e-mail client or client application such as FAXability or WinFax PRO

Client Utilities such as Administration, Reports, Fax Validation Editor, Change Server Settings and Real-time Monitor

14

O V E R V I E W

The NET SatisFAXtion Server The NET SatisFAXtion Fax Server is a dedicated server platform configured running Windows 2000 or Windows 2003 and NET SatisFAXtion server software. Typically, this server will also contain one or more fax boards, although in the Enterprise Edition of NET SatisFAXtion, which is a distributed environment, these fax boards could be placed in a separate server.

The fax server manages the following activities:

Outbound fax delivery – Manages the delivery of faxes from two or more fax ports per server. When all fax ports are busy, the fax server monitors each port and delivers the next job to the next available line.

Inbound fax routing – Determines recipient of incoming fax based on Administrator’s choice of fax routing methods and delivers that fax to the intended recipient’s inbox.

Fax activity logging – Logs the details of inbound and outbound fax activities. Allows the Report utility to log in and extract up-to-the-minute data for activity reports.

Real-time status feedback – Allows users to view real-time status of incoming and outgoing faxes at their desktop workstations. NET SatisFAXtion’s software even allows you to view the real-time status of every fax port on the server.

The Administration Utility NET SatisFAXtion makes it simple to manage your entire fax services from any workstation in your enterprise. The NET SatisFAXtion Administration utility offers a complete package of fax server management features in a single user interface. The application can be run from any workstation logged into the NET SatisFAXtion server, giving administrators unparalleled information and control. At least one client/user needs to have Administration capabilities. This person will handle routing, monitoring port activity, adding/changing/deleting users and groups, reporting, etc.

15

O V E R V I E W

Administration Utility

Depending on the password rights associated with each network user, NET SatisFAXtion offers different levels of administrative control. Thus, network administrators can provide department heads and MIS managers with a view of fax server activity or reporting functions without actually granting the rights to change system parameters or user information.

The Launch Pad Website When NET SatisFAXtion is installed, a web server is also installed on the server. This becomes the hosting site of the Launch Pad Website, which is the Resource Center for administrators and users of NET SatisFAXtion. All administrator and client downloads can be installed from this site by simply clicking on the appropriate download link. There is user documentation and screen shots for each client application as well as technical support documents and a link to FaxBack’s online Knowledge Base.

16

O V E R V I E W

Once installed, the Launch Pad is accessible by using your internet client to browse to the LaunchPad web server port of the fax server. If, for example, the computer name of your fax server is NetSat and you specified port 60 during the install, the following URL will direct you to the home page of the Launch Pad:

http://NetSat:60

If you were not prompted for a port during the installation, this means that the standard web server port was used and it is not necessary to specify the port in the URL and therefore, the URL would be:

http://NetSat

Some aspects of the Launch Pad are dynamic, which means that the content will change in certain areas to display pages that have been customized to your particular installation.

The Report Utility The NET SatisFAXtion Report Utility is a powerful tool that allows administrators to run real-time usage reports. The utility logs directly into the NET SatisFAXtion server to derive real-time message statistics.

The Report Utility performs queries against the usage database and allows you to display the results in a table or a graphical display. Also, with a single click Microsoft Excel can be opened with the table data present such that all the graphing and sorting capabilities provided by Excel can be used.

The utility allows you to extract data based on a custom calendar or for preset date ranges.

An entire chapter of this manual is devoted to this utility. Please refer to the chapter, Report Utility for usage instructions and examples.

17

http://netsat:60/

http://netsat/

O V E R V I E W

18

Supported Clients Net SatisFAXtion offers native support for nearly all e-mail clients or stand alone clients such as FAXability or Symantec’s WinFax PRO, versions 8.0 or newer. Regardless of which of these fax interfaces you are using, NET SatisFAXtion delivers powerful real-time fax delivery status for every user, giving you the ultimate confidence in fax delivery.

FAXability - FAXability is a browser-based fax application that works directly with a NET SatisFAXtion fax server. At less than 1 MB in download size, it installs quickly so users can be up and faxing in mere seconds! FAXability is the easiest and most flexible web-based fax solution for sending, receiving, managing, storing, viewing, and printing faxes.

WinFax PRO – WinFax PRO is the leading fax software in use for Windows-based workstations. It offers the highest level of user features and integrates seamlessly with the NET SatisFAXtion server. Built by Symantec on years of usability testing, it’s intuitive, flexible and streamlined user interface have built a strong core of committed users. It is designed to meet the fax messaging needs of the most demanding user.

Email Clients – NET SatisFAXtion can easily faxes from any mail client, including:

Microsoft Outlook Users can send, receive, manage and track the status of faxes through their Outlook mail client.

Lotus Notes Send, receive, manage and track faxes right from Lotus Notes.

SMTP/POP3 Internet Mail Clients Fax-enable GroupWise, Microsoft Mail, Netscape Mail or any SMTP/POP3 Internet Mail client.

N E T S A T I S F A X T I O N I N S T A L L A T I O N

19

Chapter

3 NET SatisFAXtion Installation Installing NET SatisFAXtion consists of the following steps:

1. Installing the NET SatisFAXtion fax server and configuring it using the configuration wizard.

2. Installing and configuring the fax hardware.

3. Installing the optional email gateway. The optional gateway provides native solutions for faxing from Microsoft Exchange, Lotus Notes and SMTP-based email packages.

4. As an option to using an email gateway, users can install faxing clients on their desktops. Client options includes FAXability or WinFax PRO, both of which are included in your purchase. FAXability is FaxBack's easy-to-use client that allows users to attach documents to fax messages. If your users have WinFax PRO installed, it can also be used as a client to NET SatisFAXtion.

It is very important to perform each step in the installation completely before proceeding to the next step.


20

Before You Get Started Before you begin installing and using NET SatisFAXtion be sure to read this section for instructions on installation and for other important product information.

Recommended Hardware Requirements for Server Hardware

1.6GHz or higher Intel compatible processor 256MB RAM 20GB Hard Drive Microsoft Windows OS: Windows 2000, XP, Windows 2003 Server Microsoft Internet Explorer 6.0+ Sufficient PCI slots for the fax hardware (contact your FaxBack sales

representative for more information) Serial Number

With the CD, you will receive a Serial Number that will be used to customize your configuration. Keep this number in a safe place as it will be required if ever a re-installation is required.

Install the Server Software Before you begin, log on to the fax server computer using an ID with Administrative rights. Failure to do this will prevent the software from installing correctly.

If your computer has been configured for Autorun, the installation program (setup.exe) will start automatically when the CD in inserted into your computer. If the screen fails to start automatically, browse to the root directory of the CD and select Setup.exe.

The welcome screen is where you will enter your serial number. By entering the serial number, the remainder of the installation will be customized for you based on the features that will be unlocked by the serial number. The simplest way to


21

enter the code is to copy it to your clipboard, click anywhere inside the key field, right-click and select paste.

The installation program will not allow you to enter an invalid number. Once it is determined that a valid serial number has been entered, a Next button will appear.

Once you have entered the key, click Next. The remainder of your installation will be customized based on your Product ID key.

Once you have agreed to the Terms of the Software Agreement, you’ll be prompted for the destination of the program files. FaxBack strongly recommends that you accept the default location, purely for ease of support at a later date.


22

A new feature of NET SatisFAXtion is the ability to notify the administrator of a serious program exception. The following screen allows you to specify the email address of the administrator:


23

A progress screen will monitor the status of your installation. During this process, you’ll be presented various screens to configure server software components. The following screen allows you to identify which document types are to be converted on the server using the Print Capture conversion technology. Additional file types can be added later.

The next phase of the server installation process will configure the server.

A Server Installation Wizard will walk you through the configuration steps. The first step is to select the network protocol that you wish to associate with your server. You’ll first be shown a screen which shows you the available protocols. On the following screen you can select which of those protocols you wish to use:


24

Select the network protocol you wish to use (FaxBack recommends TCP/IP, if available). The Server Name and Domain name have already been populated for you and there should be no reason to make a change to these fields. In the event you do wish to change the names, remember that the Domain Name is not the same as a network or NT Domain. Rather, the server and domain names will be used to identify the fax server for fax clients connecting to the fax server.

The next screen allows you to select from a list of supported fax modems. If you have not already installed fax cards into your server, it is not necessary to select a fax modem at this time. A standalone process lets you install fax devices independently of the server software.

Class 1/Class 2 modems and Brooktrout Fax Cards are the most common fax devices for NET SatisFAXtion. If you are unsure of your type of faxcard, Class 1/Class 2 is the most probable choice.

If you are installing the software for testing or evaluation purposes, select Virtual Fax Cards. This will allow you to simulate all actions of the fax server without the need to interface with fax hardware.


25

The installation will now attempt to locate the hardware or virtual ports that will be used by your server. If a detected fax card is ‘Not Responding’, you can proceed with the installation, and the situation can be addressed after installation.

The next screen allows you to specify the Call Sender Identification. This field is required by law and can either be the fax number or company name you wish to have associated with this port..


26

You can also select which, if any, digits should be automatically dialed to obtain an outside line. If a pause is required after the digit, enter a comma which represents a pause of one second.

The following screen let’s you select a port and set the Properties for that port:


27

Additionally, you can select advanced features for each port such as assigning the port a ‘friendly name’, specifying a string to be dialed as a prefix to all numbers dialed by this port, a CSID which will override the default CSID and several modem settings.

If you have purchased the optional SMTP mail gateway, you need only to provide the name of the SMTP Server and the fully qualified MX record name. If you are unsure of what to enter in these fields, please refer to the chapter entitled Installing the Email Gateway. The entries in these fields can be changed later from the Administration program.


SMTP Gateway Settings

The initial installation and configuration of your NET SatisFAXtion server is now complete. You can choose to either start the fax software as an application or run as a Service. If you choose to have the application started as a service, you will be prompted for a valid Username, Password and the name of the computer:

The installation is now complete and the server will be automatically loaded.

28

E M A I L G A T E W A Y S

Chapter

4 Setting up an Email Gateway

Overview NET SatisFAXtion provides four options for integrating with email to deliver and receive faxes: SMTP Gateway, POP3 Gateway, Microsoft Exchange Gateway and Lotus Notes Gateway. Where the Exchange and Notes Gateways will work with only those mail packages, SMTP and POP3 can work with virtually any email system.

SMTP and POP3 Gateways SMTP (Simple Mail Transfer Protocol) is a universal transfer protocol in that it is a cross-platform and able to handle traffic from most any Internet mail client or SMTP-compliant modules in proprietary mail systems such as Lotus Notes and Microsoft Exchange. In most situations, SMTP can be used for both sending and receiving faxes. In the event that SMTP cannot be used for sending faxes, you can install and SMTP/POP3 Gateway that will use SMTP for receiving and POP3 for sending faxes. The advantage to using this combination is that it is extremely easy to set up. The disadvantage is that the addressing scheme is not as intuitive and will be harder to remember for most users.

29


Therefore, the SMTP Gateway is recommended for all installations except in those where SMTP cannot be configured for outbound faxes.

IMPORTANT INFORMATION! The SMTP Mail Gateway MUST be installed on a machine that is separate from the SMTP Mail Server. They cannot coexist on the same machine.

The two components involved in SMTP messaging with NET SatisFAXtion are:

The SMTP Gateway (a module installed on the NET SatisFAXtion server) A Mail Server

Use of the term "Mail Server" refers to any mail server that can send internet mail. This includes, Notes, Microsoft Exchange 5.5, and 2000, 2003, Netscape, Eudora, AOL, and all other internet email servers, including those that run on Unix. The term "SMTP Server" also refers to any internet mail server.

SMTP Server = Your internal Mail Server SMTP Gateway = The NET SatisFAXtion SMTP Server in conjunction with the NET SatisFAXtion Fax Server

Additionally, if you are dealing with SMTP mail, the term ‘Mail Server’ refers to the SMTP Server …or…

If you are dealing with Lotus Notes, the term ‘Mail Server’ refers to the SMTP module on the Notes Server.

Each of these components needs to be given additional consideration:

The SMTP Gateway must be told:

How to contact the SMTP Server. The name of its own e-mail domain or its own fully-qualified domain

name. The Mail Server must be told:

30


There is a new e-mail domain that belongs to the SMTP Gateway. How to contact the SMTP Gateway.

Setting up the SMTP Gateway The SMTP Gateway needs to know how to contact the Mail Server. This typically consists of the Mail Server’s fully-qualified domain name (not its e-mail domain), or possibly the machine’s IP address. This information is entered during the fax server installation.

There are two distinct uses for the term DOMAIN. In the example mail.emaildomain.com, "mail" is the host name and "emaildomain.com" is the domain name. The fully qualified domain name would then be mail.emaildomain.com. mail = host name emaildomain.com = the domain name mail.emaildomain.com = the fully qualified domain name Therefore, the fully qualified domain name that you create for the SMTP Gateway might be fax.emaildomain.com. That domain name belongs to the fax server host machine where the SMTP Gateway is running. If the IP address of the fax server is 204.122.50.189, then: fax.emaildomain.com = 204.122.50.189 The SMTP Mail Server must associate the new SMTP Gateway domain with the IP address of the Fax Server. For example, if your E-mail server domain is mail.emaildomain.com, the SMTP Gateway domain you create would be something like "fax.emaildomain.com". Any message addressed to fax.emaildomain.com" should be forwarded by the SMTP Server to the SMTP Gateway.

A new MX (mail exchanger) entry in the DNS server may be required to tell other machines what mail server handles messages for the new domain. This makes the Gateway's location publicly available, meaning that anyone who has access to that DNS could find the location of the SMTP gateway.

31


fax.emaildomain.com = IP address of the Fax Server (or fully qualified domain name if you use an MX record).

To recap, there are several ways that this domain can be created or assigned depending on what type of SMTP mail server or environment you have. Several examples are listed below:

Exchange 2000 and Exchange 2003 – You can create a SMTP Connector to associate the fax server’s IP address with the domain name you choose for the fax server system.

Exchange 5.x – You can create an E-mail Domain to associate the fax server’s IP address with the domain name you choose for the fax server system.

MX Record - Create a new MX record on your DNS that point to the fax server system's IP address.

Hosts File - If your SMTP mail server is running under Windows you can add the domain to the Windows Hosts file. The HOSTS file is a simple way for one machine to associate a name with an IP address on the network. For instance, if you enter fax.emaildomain.com = 204.122.50.189 in the hosts file on your mail server, this would cause the mail server to route any messages from fax.emaildomain.com to the IP address 204.122.50.189 (The Fax Server). Likewise, on the Fax Server (if for some reason it is unaware of the DNS), you could enter the SMTP Mail Server's IP address in the HOSTS file of the Fax Server.

It is strongly recommended that mail for the SMTP Gateway's E-mail domain be routed first through the Mail Server, rather than directly from the client to the SMTP Gateway. This funneling of mail takes advantage of any advanced mail processing features the Mail Server may have, as well as introducing the fault tolerance offered by the Mail Server's store-and-forward function.

POP3 Gateway To install and use the POP3 gateway with NET SatisFAXtion you will need to create a mail box on your mail system to which outbound faxes will be sent, e.g. "fax".

32


To install the POP3 gateway you must first install the fax server. The SMTP configuration will ask you for the following two names. Enter the values that are specified below.

Mail Server Domain “SMTP Server” - Enter the domain name of your SMTP mail server.

Fax Server Domain “Your Machine’s Fully Qualified Domain Name” - Since you will be using POP3, enter “<none>” here.

Once the fax server has been installed run the following installation on the fax server system:

SMTP-POP3Install(xxxx).exe

You will need the following details when installing the POP3 gateway:

Fax e-mail box user Fax e-mail box password SMTP e-mail server same Fax e-mail box address

Exchange Gateway FaxBack recommends that the NET SatisFAXtion server software and faxing hardware be installed in a different computer than that that hosts your Exchange Server. This is considered a 2-box Installation which has been shown to be the most desirable installation method.

2 Box Installation Method Verify the NET SatisFAXtion Server is loaded. Browse to the Admin Tools page of the LaunchPad Website on your

server. Select the link for the Exchange Connector and download the installation package. THIS MUST BE DONE FROM YOUR EXCHANGE SERVER.

33


On the following screen, select 2 Box and click Next.

34


We’ll be installing just the Gateway on the server hosting the Exchange Server so check the box labeled ‘Install the Exchange e-mail gateway on this box’ and click Next.

Select 'Exchange E-mail Gateway Server'. Click 'Next'

35


Accept the default destination for the gateway installation.

36


The installation will locate the running NET SatisFAXtion software and will be displayed in the following screen. If it was not found automatically, select ‘Browse’ and locate the NET SatisFAXtion server. Click OK.

To prevent Log On failure and/or 'Server Query Failed' error it is recommended to leave the User Name 'as-is' AND keep the Password field 'blank'. The User Names (Exchange 5.5=MSPost and Exchange 2000=Exchange) are System User Accounts required for the Server and an incorrect password will prevent the Gateway from Logging On to the NET SatisFAXtion Server.

The UNC Path seen here is not related to normal UNC naming convention. To verify what the NET SatisFAXtion Server and Domain name is, go to the Administration Console on the NET SatisFAXtion Server. Look at the top for \\DOMAINNAME\SERVNAME (Example would be \\SUPPORT\FAXBACK-FOD) Verify those names match.

You’ll now be presented with the following dialog box. Click OK.

37


On the following screen, accept the default ‘Setup will recalculate the routing table now’. Click OK.

38


Finally Select 'Start Server Now' and/or 'Configure the server to run as a service'. Click Finsh.

The following screen will show you the correctly configured gateway. Click 'Next'

39


Finally Select 'Start Server Now' and/or 'Configure the server to run as a service'. Click Finish.

40

A D M I N I S T R A T I O N U T I L I T Y

Chapter

5 The Administration Utility

Overview The Administration utility is used to view and manage faxes, run reports, set up users and groups and much more. At least one user on the server network needs to have the Administration utility on their computer. The Administration interface is composed of seven different views, each one accessible either via the View icons or the View menu. A portion of the Inbox view is shown below:

41


Menu System The specific items in the menu system will be covered in their respective “how to” sections. However, here is an overview:

Menu Bar

The File menu contains typical Windows File menu functions, as well as Autoprint Setup and Logoff.

The View menu is one way to switch between the seven basic Administration views:

Errors and Warnings View Scheduled View Active View Outbox Inbox User Administration Activity Logs

There are also options for specifying which toolbars and status bars display, displaying the selected fax, and turning the Port Status panel on and off.

The Fax menu contains specific fax management items, including send, postpone, reschedule, forward, etc.

The User menu contains items with which to manage users, groups, and group members. There is also an option for printing the displayed users, as well as the Auto-enroll settings tool.

The Tools menu contains the following tools: Report Generator, Import User List, the Validation Editor, and Set New Fax Notifications.

The Help menu contains help on various tasks.

Toolbars The Toolbars provide information and icons representing the various tools that are available through a single click. Tools are made available and clickable based on the current view selection and content within that view. The top toolbar shows

42


the current login ID and fax server in use and has tools that allow you to logout (keys) and request help (?).

Access Tool Bar

The Main toolbar has a tool which allows you to View and Hide the Port Status and three groupings of tools: View Tools, Fax Management Tools and User Administration Tools.

The View tools allow you to display the following screens: Errors, the scheduled queue, the active queue, the outbox, the inbox, user and group management and activity logs.

Figure 11.3 View tools

The Fax Management tools allow you manage individual faxes including such functions as postpone/abort, reschedule, abort, resend, delete, view, print and forward faxes.

Figure 11.4 Fax Management tools

The User Administration tools lets you add, modify and delete users and groups and add or delete members.

Figure 11.5 User Administration tools

43


Starting Administration Click START > NET SatisFAXtion > Administration. (If you are on the server machine, you can simply double-click the yellow server icon in the system tray). Each time you launch Administration, the Logon dialog displays.

Logon Dialog

The very first time you log on, you must enter Supervisor for the User Name (this entry is not case-sensitive). Leave Password blank. (The built-in user “Supervisor” has no password. After the initial logon, you can create any number of specific users with supervisory privileges, and specify passwords for them at that time.) When finished, click OK.

Users and Groups Overview No one can use any of the services of NET SatisFAXtion without first being a registered user of the application. Because this includes registering any new users, NET SatisFAXtion comes with some built-in users that are described in the table on the next page.

Only through Administration can you add, delete, and modify NET SatisFAXtion users and groups of users. Users may be members of one or more groups. Groups have varying levels of privileges in using the functions of NET SatisFAXtion and

44


individual users have the privileges of any group of which they are a member. Only users with Supervisor privilege (that is, that are members of the “Supervisors” group) can perform user management tasks such as adding, modifying and deleting users and groups.

To manage users, groups and members of groups, you need to first switch to the User Administration view.

ADD, CHANGE AND DELETE USERS AND GROUPS

1. Click the User Administration tool ...or...

2. Choose the menu item View > User Administration. Below is a partial display of that view:

Figure 11.8 Users and Groups View

In this vies, the groups are listed on the left, the users on the right. A group is defined as a list of people who require common information and have the same privileges. For example: West Coast Sales, Customer Service or Managers. There are four permanent groups that you will see immediately upon completing the installation procedures. See the table below for these groups and their corresponding privileges.

45


Only members of the Routers and Supervisors groups can run Administration. Members of any other groups can use fax clients, e-mail clients and the other utilities, but they cannot run Administration.

Group Name

Predefined Members

Privileges and Restrictions

Users None Can use a fax client only. Cannot run Administration without additional privileges. * All registered users have at least this level of privileges.

Routers Postmaster Routers Postmaster Can run Administration to view and print, cover page only, faxes in the Postmaster’s inbox, or route Postmaster faxes to any user or group. Members of this group see only the cover page of a message. Cannot generate reports.

Supervisors Supervisor Can do all of the above, plus: View and print part or all faxes in anyone’s inbox or route any inbox faxes to any user or group. Members of this group only receive the cover page of a message initially, but can receive the body of the message by requesting the second page. Can perform management tasks on all outbound faxes, such as resend, reschedule and abort, put on/off hold. Can add, modify and/or delete users and groups. Members of this group only receive the cover page of a message initially, but can receive the body of the message by requesting the second page.

System Users

Autoprint N/A No real privileges; these are special users (or more accurately, accounts) that implement NET SatisFAXtion features. No one logs in as a system user.

WHO HAS ACCESS TO WHAT? Members of the Routers group can view and print only the cover page of a fax and only have access to faxes in the Postmaster inbox. Members of the Supervisors group can view faxes in their entirety and have access to faxes in anyone’s inbox. In order for members of this group to print an entire fax (rather than just the first page), they first need to view both the first and second pages of the fax.

46


TO ADD A GROUP

1. Choose the menu item User > Add Group ...or... Right-click in the Groups area and choose Add Group.

2. Using the guides following each illustration below, fill in the applicable information in each of the three tabs. Once a tab is finished, click Add. Once all new-group information is entered, click Close.

Add/Modify Group Dialog - General Tab

New Group Input

Group Name Group name, e.g. Sales, Support Description Description of group

47


Add/Modify Group Dialog - Routing Tab

New Group Input

Line Select one or more lines to direct to this group Identifier Enter an extension number or other station identifier. For further details on

your options for this field, see the chapter on Inbound Routing Options. Enable Automatic Inbound Routing

To dictate that incoming messages be distributed equally to the group, check this box. This feature distributes incoming messages equally to all the members of a group. There is an option within the Add or Modify Group dialog to specify that this feature applies to even those group members that are not logged on to the server (see above). Note: While this method of routing is turned on, conventional routing is disabled. Example: If a group named Customer Service has three members: Abe, Ben, and Carla, and the AIR feature is turned on, the first inbound message will be delivered to Abe, the second message will be delivered to Ben, the third message will be delivered to Carla, the fourth message will be delivered to Abe, and so forth.

Distribute faxes even if users are not logged on

This option will only be available if the previous checkbox is checked. Check this option to activate the AIR feature for all members, even those who are not logged on.

The following user will always get faxes for this group

This option enables you to specify one person (e.g., a team leader) who will receive a copy of all messages distributed via the AIR method. There is a ‘none’ option available as well.

48


Add/Modify Group Dialog – Security Tab

New Group Input

Group Privileges

Select all privilege levels that apply to the new group.

Autoprint button

The dialog that appears here is similar to the dialog that appears when you choose File > Autoprint Setup. The difference is that the settings specified here are group-specific and will override the generic Autoprint settings specified via the File menu. Note that if the server is loaded as an application, the basic logon information will apply to this dialog, whereas if the server is loaded as a service, you must specify users that have access to the print resources specified on the previous tabs, and could specify a different user for each group.

TO ADD OR REMOVE GROUP MEMBERS:

1. Highlight a groupname in the Groups section.

2. Choose the menu item User > Add/Remove Members ...or... Right-click on a groupname and choose Add/Remove Members.

49


Add Member Dialog

3. Use the <Add and Remove> buttons to move user names back and forth between the Has Users column and the Does Not Have Users column.

4. When you are finished, click OK.

You can also remove a single member by selecting the groupmember’s name in the User List and selecting the menu item User > Remove Member.

TO MODIFY A GROUP:

1. Highlight a group name in the Groups area.

2. Choose the menu item User > Modify Group

...or... Right-click on a groupname and choose Modify Group.

...or... Double-click a groupname. A dialog similar to the one in the Add Group section appears.

3. Make the desired changes, and then click OK.

50


TO DELETE A GROUP:

1. Highlight a group name in the Groups area.

2. Choose the menu item User > Delete Group.

3. A confirmation message will appear and allow you to proceed or cancel the deletion.

Users There are two permanent users built in to NET SatisFAXtion:

1. Supervisor, a user with access to all functions of NET SatisFAXtion.

2. Postmaster, the default destination of faxes that have no auto-routing.

There are three different ways to add additional users to your system:

1. You can set it up so that people who send faxes either through WinFax PRO or their e-mail client will automatically be added as users.

2. You can import users from an e-mail gateway.

3. You can enter users manually in the User Administration view of the Administration program.

If you use either of the first two methods, the routing and property user configuration will be done for you, however, you may need to make some changes. If you add users manually, you will need to do all of the configuration. In either case, please refer to the User Configuration section on page xxx.

The following four sections outline the different methods for adding new users. Specifically, they are:

1. Adding E-mail Users via Auto-Enroll

2. Adding WinFax PRO Users via Auto-Enroll

51


3. Importing Users from Another Database

4. Adding and Configuring Users Manually

Adding E-mail Users via Auto-Enroll TO AUTO-ENROLL E-MAIL USERS AS FAX SERVER USERS:

Auto-Enroll is a feature that saves a great deal of time over manually adding users. If you choose to have email users automatically enrolled, you must first enable the option in the Server Settings. Changes to the server settings can only be done when the server software is not running.

1. Stop (unload) the NET SatisFAXtion server by selecting File | Log Off from the Administration Utility.

2. Click on Start | Programs | NET SatisFAXtion | Change Server Settings.

3. Click the Server Options tab.

4. In the User Management area, click the Automatically add new users option. Click OK.

52


Add / Modify user Dialog - Server Options Tab

5. Start (reload) the server from the Administration utility.

Adding WinFax PRO Users via Auto-Enroll By enabling Auto-Enroll in a WinFax PRO environment, the first time a new user logs on to the server via WinFax PRO, they will be prompted for name and password information. By entering a password which they get from you, the administrator, they will automatically be enrolled in the group(s) that corresponds to that password.

Remember, only Supervisors and Routers can run Administration, so if a user attempts to auto enroll via Administration, they will be added as a member of the Users group, but they will not be able to run Administration.

TO AUTO-ENROLL WINFAX PRO USERS AS FAX SERVER USERS: 53


1. Choose the menu item User > Auto Enroll Settings. The dialog shown below displays.

Auto-Enroll Dialog

2. If you opt to have users automatically added at first logon, the other options in this dialog will become available. Fill in the fields of the dialog. Click the checkbox labeled “Require user to specify a password for autoenrollment”. Enter the password that you will require and confirm this in the second field. The password is the ‘key’ to the Auto-Enroll feature; any user to whom you give this password will automatically be enrolled upon first logon.

3. If you wish to require that the user change the password after initial logon, click the last checkbox.

4. Click OK to exit the dialog.

5. You then need to e-mail your prospective new users and notify them of the following:

Location of the client software (CD or network directory). The password (entered in Step 2 above). What they will see the first time they log on to the server via

WinFax PRO (see next page).

54


Instructions for New WinFax PRO Users (Administrators: Pass this on to your users...)

1. From WinFax PRO, log on to the NET SatisFAXtion server. Enter your User Name and the password your administrator gave you, and then click OK.

Logon Dialog

2. If your System Administrator has required that you change your password, you will see the dialog shown below:

Auto-Enroll Message

Enter the requested information, then click Done.

Importing Users from Another Database NET SatisFAXtion can import user lists from the following five (5) sources:

NET SatisFAXtion 3.0 Windows NT Server

Windows NT Server (This computer) Windows NT Server (Primary Domain Controller)

Any ODBC-compatible data source (for example, Microsoft Access, Microsoft Excel, dBase, etc.)

Microsoft Exchange Server (accessible through the Gateway Users option) Lotus Notes Server (accessible through the Gateway Users option)

Importing User Lists is a feature designed to take advantage of users and groups that are already configured in another application or server system. It is ideal for IS managers who want provide access to multiple applications based on a single name, username and/or password.

TO IMPORT A USER LIST FROM EITHER NET SATISFAXTION 3.0 OR FROM A WINDOWS NT SERVER:

55


1. In Administration, choose the menu item Tools | Import User List. The dialog below displays.

Figure 11.18 DSN Dialog

2. Select the desired source, and then click Next. If you wish to synchronize the data in the source and target databases, click the Synchronize checkbox. Click Next.

If you opt to synchronize the databases, any deletions made in the source database will be reflected in the target database upon completion of the import process, and you will get no ‘user already exists’ messages.

3. The Import function automatically maps to the correct data fields. Using Administration and the Other Utilities

56


4. When the AutoMap function finishes, the dialog below appears:

To initiate the import process, click Finish. Any informational messages about the import will appear in the white area. The most common messages you will see here are these: User Already Exists, Invalid Password, User Not Found, Invalid User Information and The Chosen Name is Currently in Use By a Group.

Any message referencing a data conflict refers only to the specified record; in other words, all other data was successfully imported.

Watch above the white area for the message “Import Complete”, then click Close.

TO IMPORT A USER LIST FROM AN E-MAIL CLIENT:

1. Choose the menu item Tools > Import User List.

2. From the Source list, choose Gateway Users, and then click Next.

3. From the Available Gateways list, choose the desired e-mail client, and then click OK.

4. The Import Wizard displays a Users Found list.

57


Users Found Dialog

5. By default, all users in this list will be imported. To select names that you do not wish to import, click on their names(s), and a red X will appear over the user icon. When this is finished, click Next.

6. To start the import, click the Finish button.

7. For any duplicate users, a dialog similar to the one shown below displays:

Figure 11.21 Duplicate Users Dialog

58


8. When any/all duplicate messages are finished, click the Close button to complete the process.

E-mail users wishing to use the Fax Preview utility will need to know a few things. During the Fax Preview utility installation process, these users will be prompted for their e-mail type and the name of the message server (there is a browse option).

TO IMPORT A USER LIST FROM AN ODBC-COMPLIANT SOURCE:

1. Locate the database or data source that you want to import.

2. In Administration, choose the menu item Tools > Import User List. The dialog below displays.

Figure 11.22 Source Dialog

3. Select Other in the Creation Source Description column. If you wish to synchronize the data in the source and target databases, click the synchronize checkbox. Click Next.

59


If you opt to synchronize the databases, any deletions made in the source database will be reflected in the target database upon completion of the import process, and you will get no ‘user already exists’ messages.

The following dialog box will display:

ODBC Data Source Names Dialog

Click on the appropriate source name, and then click OK.

If the DSN for which you are looking does not appear in this list, you must add it. Please Network or Database Administrator for assistance

The Import Wizard will attempt to automap the fields, but most probably will resort to the User List Information Mapping dialogs (the first of three potential mapping dialogs, depending on the import source that you chose).

60


Import Users - Manual Mapping

The Import Wizard reads your source’s table(s) and displays them in the top portion of the dialog.

1. Select a table from the data source that contains the user information you want to import. Once you do this, the fields for that table appear in the left column. Next, map your fields by dragging fieldnames from the left column and dropping them onto the corresponding fieldname in the right column ...or... Use the Add Map and Remove Map buttons to make the field associations. To do this, select a field in the Import Fields for Table column, and then select a field in the NET SatisFAXtion User List Fields column, and then click Add Map.

You must map at least the UserName field in order to import User List information.

61


To append two source fields together into one NET SatisFAXtion field, follow this example...

If your source data has two fields named AddressOne and AddressTwo, and the NetSat database has one field simply called FullAddress, you will probably want to append AddressOne and AddressTwo into the single field Address.

To do this, click FullAddress, click AddressOne, then click the Append button (actually, for this step, the Append and Add buttons do the same thing). Then, click FullAddress, click AddressTwo, then the Append button.

To remove a mapped field, simply select a fieldname in the right column, and then click Remove Map. Once all fields are mapped, select another table (if applicable) and repeat this step. If you are finished mapping the User List Information, click Next.

2. You may see two additional manual mapping dialogs (depending on your import source):

Group List Information and Member List Information

For these dialogs, follow the same procedure you did in Step 6, then click Next in each of the two dialogs.

You must map at least the GroupName field in order to import Group List information.

Both GroupName and UserName fields must be mapped in order to import Group Members information.

62


3. When all the mapping is complete, the dialog shown below displays.

Import Status Dialog

To initiate the import process, click Finish. Any informational messages about the import will appear in the white area. The most common messages you will see here are these: User Already Exists, Invalid Password, User Not Found, Invalid User Information and The Chosen Name is Currently in Use By a Group.

Any message referencing a data conflict refers only to the specified record; in other words, all other data was successfully imported.

Watch above the white area for the message “Import Complete”, and then click Close.

9. Switch to the Users and Groups view to see the new users.

63


Adding and Configuring Users Manually TO ADD A USER MANUALLY:

Choose the menu item User | Add User

...or...

Right-click in the User section of the screen and choose Add User.

The Add/Modify User dialog displays. Use the guidelines below, fill in the pertinent information. Proceed through all the tabs. Once all the information is entered, click the Add button.

Add/Modify User Dialog - General Tab

64


Field Explanation Name Information

First / Middle / Last Your full first name, middle initial and last name. User Name The name that will identify the user (this could be any

name, even a nickname. Description Any description that will help categorize this user. Routing Address To enable the user to receive forwarded faxes in their e-

mail mailbox, enter the user’s e-mail address here; the address must be entered in the following format: <GatewayName>!<Email Organization>!<EmailSite>!<User> Example: MSPOST!FaxBack!Support!JimJ

Billing Code This code can be used to track outgoing fax data for phone line use charges. For more information on billing codes, please see the section following this table.

Password Enter the user’s password here. Confirm Re-Enter the password for confirmation here.

More About Billing Codes

Billing codes are used to track outgoing fax data for phone line use charges. There are basically three ways you can use billing codes:

You can assign a different billing code to each user whose charges you wish to track.

You can assign one billing code to a selected group of people, a second billing code to a different selected group of people, etc. (Note: The term ‘group’ here does not refer to the groups that you can set up in Administration. A billing code group is formed simply by assigning several people the same billing code in their user profile.)

For users who don’t have an assigned billing code, a billing code can be used on a per message basis using Additional Addressing Options.

When a user sends a fax through Administration, any applicable billing code is written to the User Billing Code field of the Logs. mdb file. When a user sends a fax either via WinFax PRO or vie their e-mail client, any applicable

65


billing code is written to the Custom Billing Code field of the Logs.mdb file. There are two ways to make use of this information: You can generate a Billing Report using the Report Generator that comes

with NET SatisFAXtion. If you have programming knowledge, you can extract the information with

another product (Excel, for example). Click the Routing tab. Fill in pertinent information using the guide below.

Add/Modify User Dialog - Routing Tab

Field Explanation

Name Information

Autoforward to Click the down arrow for a list of names. Choose a user or post office to which this suer’s messages should be forwarded. One common use of this feature is forwarding faxes when a user goes on vacation.

Line Click the down arrow to display a list of line numbers and their corresponding port names from which to choose. F you do not see your choice, you can enter the information manually. All messages received through this port will automatically be forwarded to the new user.

Identfier Enter an extension number or other station identifier.

More About the Identifier Field

66


CSID: The sending fax device can specify a certain code in its Call Subscriber Identification number to indicate that the following characters identify the intended destination. NET SatisFAXtion notices the special code and routes the incoming fax to the user whose CSID routing field matches those characters.

T.30: If the special code for CSID routing is not in the received fax, NET SatisFAXtion checks for the T.30 subaddress field that the ITU has defined for Group III fax. If this field is present in the fax, NET SatisFAXtion compares it to the value of the user field for subaddress routing. If it finds a match, it routes the fax to that user.

DTMF / DID: If the incoming fax uses neither of the two above routing methods, NET SatisFAXtion checks for a DTMF routing code. In DTMF routing, the calling fax machine sends extra dialing digits after the receiver picks up the call, but before sending the fax. NET SatisFAXtion compares those digits with its users’ fields for DTMF routing and routes the fax to the user with the matching code.

When using DID service, the telephone company assigns the subscriber several telephone numbers that all come into the subscriber’s equipment on one DID trunk line. There are two ways NET SatisFAXtion can work with DID service: with a DID-capable fax board, or with a standard fax board together with a DID - DTMF converter. In both cases, the receiving hardware presents the calls to NET SatisFAXtion as all having the same main telephone number plus the different DID extensions as extra DTMF digits. Thus configuring auto-routing based on DID is the same as configuring it for DTMF.

67


Click the Cover Sheet tab.

Add/Modify User Dialog - Cover Sheet Tab

The cover page is generally the first page of a fax message. It usually contains any useful identifying information, such as sender’s name, phone number and fax number; sender’s company logo; recipient’s name and fax number; and system date and time.

This section is used to designate a cover page for e-mails sent as faxes. The cover page is a standard Rich Text Format (RTF) file. Cover sheets set for the user designated as Supervisor are global; in this case, the cover page template specified here will be the default for all users in the system. New cover pages can be uploaded to the server at any time; they will then appear in the Available Templates list in the dialog shown above.

To change the default cover page template, select the desired template in the Available Templates list, then click the Make Default button.

Messages can be sent without a cover page on a per-message basis using a recipient address option, specifically “^NOCOVER”.

68


WinFax PRO has its own built-in cover pages that can be attached at a user’s workstation and you can specify that cover pages be added at the NET SatisFAXtion server. You will need to communicate with your users about the protocol for attaching cover pages. If a cover page is attached with both of the above methods, the cover page attached at the server will precede the WinFax PRO cover page.

Click the E-Mail tab.

Add/Modify User Dialog - E-Mail Tab

Field Explanation Name Information

Fax Preview Note the checkbox at the bottom of this tab. If you check this, users will be able to preview a fax before it is transmitted. This checkbox should NEVER be checked for WinFax PRO and/ or FAXability users. See the “More About…” section following this table.

Additional User Aliases Use this field to add other usernames for this user.

69


More About Fax Preview

Fax Preview is the portion of the Real-time Monitor utility that allows you to view exactly what the recipient will see when a user sends a fax message (including any coverpage and/or any attachments) via e-mail.

This utility is only helpful if images are being rastorized on the server. If images are being rastorized on the client, as is the case if using WinFax PRO or FAXability, Fax Preview will not be of any help.

The ability to use this function requires three things:

That the ‘Allow Fax Preview’ checkbox on the General tab of a user’s profile be checked (this setting resides on the server).

That Fax Preview is installed on the user’s PC. That Fax Preview is running on the user’s PC.

All three of these conditions must be in place. If the first condition is met, but the utility is not installed and running on the user’s machine, fax messages sent by the user will sit in “limbo” in the user’s Scheduled queue, as the server is waiting for “preview approval” to send the messages.

Users who have Fax Preview installed and running on their local system can override the setting in their user profile, meaning turn off the Fax Preview function locally.

A good rule of thumb for the administrator is to refrain from checking the ‘Allow Fax Preview’ checkbox in a user’s profile UNLESS a user specifically requires the ability to preview all outgoing faxes sent via e-mail.

To specify which group will determine the new user’s rights, click the Groups button.

70


If you click the Add button without doing this step, a dialog will display, telling you that the new user is not a member of any group. It will ask you if you want to make the user a member of the Users group, which is the default.

Use the <Add and Remove> buttons to move group names from the Member Of list to the Not Member Of list and vice versa. Every user is automatically at least a member of the Users group. When you are finished in this dialog, click OK.

If this is the only or last user you are adding, click Add, and then click Close. To add additional users, repeat steps 2 through 6at this point.

71


Printing and Exporting the User List You can print out a list of users along with their corresponding information on the following: name, description, whether client-side preview is enabled, line, identifier, billing code, and any auto-forward destinations.

TO PRINT A LIST OF USERS:

1. Choose the menu item User > Print Displayed Users. This brings up a Windows Print dialog for your default printer.

Windows Print Dialog

2. Using the Properties button, navigate to the Portrait/Landscape settings, choose Landscape, and then choose OK.

TO EXPORT A USER LIST:

1. Choose the menu item User > Export User List.

2. At the Save As dialog, enter a filename with a .txt extension and click OK. This creates a quoted, comma-delimited text file.

72


Summary of Indicators Below is a summary of indicators you may see in your sys tray at various times throughout your use of Administration. You will see the first icon on the server machine only. All of the rest of the icons are Administration icons; they may be seen anywhere that Admin is running.

Icon Explanation

This yellow icon represents the loaded server modules. It will only be seen on the server machine and only if the server was loaded as an application (it will not display if the server was loaded as a service). If the server is loaded on NT as a service, you will need to stop and start the fax server’s service via the Control Panel’s Services utility. Double-clicking this icon displays the module list; at that point your options are unloading the modules and shutting down the server, or closing the module list again. This icon remains visible whenever the server is loaded.

This green icon represents your connection to the server This grey icon indicates that you have a new incoming fax. Double-clicking

on this icon takes you to the Inbox. The icon disappears at this point This white icon indicates a message or moderate warning due to a variety of

circumstances including these: The server is not responding, the server is paused because of low disk space, the server has been paused manually by the administrator, the server is paused because Autoprint has not yet loaded, etc. Double-clicking this icon takes you to the Errors and Warnings view of Admin.

This “sleeping computer” icon indicates that your server connection is temporarily suspended because of low disk space, the server has been paused manually by the administrator, or the server is paused because Autoprint has not yet loaded. This icon will temporarily replace the green ‘server connection’ icon and will remain this way until the server has been reactivated. You will be notified of this state by the ‘envelope’ icon.

This red icon indicates a severe warning: Your server connection has been lost despite several connection retries. Double-clicking this icon takes you to the Errors and Warnings view of Admin. This icon will remain in your system tray until you close Admin and log on to the server again.

This yellow icon represents the WinFax Controller. Double-clicking on this icon launches WinFax PRO. Right-clicking on this icon displays a menu of WinFax PRO options.

This icon represents the Real-time Monitor client utility.

73


Built-in Event Sounds Some of the events in the preceding table have corresponding sounds. These defaults can be viewed and/or changed by opening the Control Panel, then double-clicking on the Sounds icon.

Control Panel - Sounds Dialog

74


Other Display Options Port Status

A port—or line—is a point in the computer/telephone system where data is accessed and transmitted. NET SatisFAXtion sends and receives its faxes via ports.

The Port Status icon is a toggle switch; click it to show or hide the Port Status panel, which is shown below:

Port Status Icon and Display

Each port that your server has is represented on the Port Status panel shown above. If you have more than 12 ports, a second tab will appear.

75


Below is an outline of statuses that you could see for any given port:

Status Explanation (if applicable)

Ready Port is idle and ready Dialing Dialing out Answering Self-explanatory Transmitting Self-explanatory Receiving Self-explanatory Handshaking An exchange of signals between the fax sender and the fax

receiver to confirm that transmission can proceed, determine which specifications will be used and verify reception of the documents sent.

Disconnecting Self-explanatory Off hook You may see this if the line is busy Modem in use The modem is engaged in another transmission; for example,

it may be in use by another program besides the fax server Unavailable You may see this if the port is defective Resetting You may see this if the port needs to be re-initialized for

some reason Reloading Self-explanatory

These are generally the same status messages you could see in Console and/or the Active View.

76


TO SEE THE DETAILS FOR A SPECIFIC PORT

1. Click the Details button. The panel shown below appears.

Port Status – Details 2.

2. Once the details for a specific port are showing, the button reverts to being labeled No Details. To remove the Details panel, click No Details.

77


Viewing Toolbars There are several toolbars which you can opt to display or hide. You may recognize all the toolbars together as an ‘icon bar’.

TO SHOW OR HIDE SPECIFIC TOOLBARS

1. Choose the menu item View > Toolbars.

Toolbars Dialog

2. Choose the toolbars you wish to view and deselect the ones you do not need, then click OK.

Viewing Status Bars Status bars appear across the bottom of the Administration window.

TO SHOW THE STATUS BARS

1. Choose the menu item View > Status Bars.

Status Bar Dia og l

78


2. Choose the status bars you wish to view, and then click OK.

Below is a view of the lower half of the Admin window with both status bars displayed.

Status Bars Displayed

To close a status bar, click the Close Box in the upper right corner of the status bar.

Exiting Administration vs. Logging Off of the Server Two options that may sound similar are Log Off and Exit. Log Off means log off with the intention of logging back on as another user; Exit means log off and exit Administration completely.

TO LOG OFF OF NET SATISFAXTION AND DISCONNECT FROM THE SERVER

Click the Log Off icon (in the upper left corner) ...or... Choose the menu item File > Log Off.

A message displays: “Please wait while the application unloads.”

TO EXIT ADMINISTRATION

Choose the menu item File > Exit

79

M A N A G I N G F A X E S

Chapter

6 Managing Faxes Once the Users and Groups are set up, the main Administration activity is managing faxes. This includes viewing, forwarding, sending, scheduling, deleting and printing faxes. In addition, there are queues that will give you some more detailed transmission and status information.

Viewing Faxes The person designated to manage faxes does any manual routing using the Inbox view. The Inbox Contains a listing of all messages that have been received but not yet forwarded (routed) to the recipient’s mailbox.

Inbox Icon

When a new user is added to the system, there are several automatic routing options that the supervisor can set. Any incoming faxes that are not handled by automatic routing are handled manually in this view.

Example of Use: Let’s say your company’s fax 800-number is routed to a workgroup of 20 people. A designated person can use the Inbox to view incoming messages and manually route (forward) them to the intended recipients.

81


This view contains four main areas: the Inbox itself, a list of the Users, the list of the Groups, and a Fax Viewing area at the bottom. See the example below:

Inbox View

The Fax Viewing area has its own icon bar. See the example below:

View Fax Icons

82


To know where to route a fax, you often need to view the cover page.

TO VIEW A FAX IN THE INBOX:

Double click the message itself in the Inbox

...or...

Select the fax in the Inbox list, and choose the menu item Fax > View.

The first page of the fax will appear in the Viewing area on the lower portion of the screen ...or...

Right-click the message and choose View from the popup menu.

The fax appears in the viewing area at the bottom of the Inbox window.

Forwarding / Routing a Fax

Faxes that do not auto-route to a specific user (s) go to and stay in the Postmaster’s Inbox. These faxes need to be manually forwarded to the intended recipient.

IMPORTANT

WHO HAS ACCESS TO WHAT?

Members of the Routers group can route on the basis of only the cover page of a fax and only have access to faxes in the Postmaster inbox.

Members of the Supervisors group can route on the basis of faxes in their entirety and have access to faxes in anyone’s inbox. In order for members of this group to print an entire fax (rather than just the first page), they first need to view both the first and second pages of the fax.

83


TO FORWARD A FAX:

From the Received Faxes For field at the top of the Inbox, choose the user/group’s Inbox you wish to view.

Select (click) one or more faxes to route. (For example, in Figure 11.36, the fourth fax in Postmaster’s Inbox is selected for forwarding.)

Choose one of the following methods for routing:

Choose the menu item Fax > Forward ...or...

Right-click in the fax list area and choose Forward.

Figure 11.38 Fax Forward Dialog

4. Enter a Subject if you wish (whatever you enter in this field will appear in the recipient’s Subject line), then click the user or group to whom you want to forward the fax.

84


5. If you want a copy of the fax to remain in the Inbox list after forwarding, deselect the checkbox at the bottom of this dialog.

6. Click Forward.

TO SEND A FAX FROM ADMINISTRATION

This is a simple utility for sending faxes from within Administration.

3. Choose the menu item Fax > Send Fax.

Send Fax Dialog

Enter the recipient’s information here, and then click Add ...or... Click on a name in Local Names and Lists or press the Ctrl key and select multiple names, then click Add ...or... Drag and drop names onto the Recipient’s list.

4. Click Next. The dialog shown below displays.

85


Cover and Attachment Dialog

If you wish to include a cover page, click the Send Cover checkbox, then enter the cover page text in the Cover Text area.

Since WinFax PRO has its own built-in cover pages that can be attached at a user’s workstation and you can specify that cover pages be added at the NET SatisFAXtion server, you will need to communicate with your users about the protocol for attaching cover pages. If a cover page is attached with both of the above methods, the cover page attached at the server will precede the WinFax PRO cover page.

Depending on the configuration of your fax server, you may be able to attach a document for faxing. In order for the fax server to convert your document into a faxable format, the software that created the document must be installed on the fax server. If you wish to attach one or more files to the message, click Add. This launches a Browse dialog with which you can specify the file to attach. To attach another file, repeat this step. To remove an attached file, select the file in the Attachments area, and then click Remove.

86


You can postpone a fax from sending by clicking on the box for ‘Submit as Postponed.’ With this option selected, the fax is delivered to the fax server for conversion but is scheduled for a postponed delivery. Postponing the fax allows you view the postponed fax exactly as it will be sent. If you determine that the document does not appear as you intended, you can delete it and re-submit it.

If there is a reason that your fax needs to be faxed over a specific port, you can identify that port by using the drop-down box in the ‘Port to Use’ window. The box will be populated with the ports that have been identified as active during the setup.

Sending / Scheduling There may be times when you wish to send (forward) a received message to someone outside of your network. This works very much like creating and sending a message from scratch.

TO SEND A RECEIVED FAX TO SOMEONE OUTSIDE THE NETWORK

1. Right-click on the message in the Inbox.

2. From the popup menu, choose Send Fax. The dialog shown below displays.

87


3.

Send Fax Dialog 1

4. Specify the Date, Time, Scheduling and Port options, and then click Next. The dialog shown below displays.

Printing a Fax TO PRINT A FAX:

1. From the Inbox, locate the fax you wish to print in the appropriate user’s Inbox.

2. Select the fax (click on it).

IMPORTANT

WHO HAS ACCESS TO WHAT? Members of the Routers group can view and print only the cover page of a fax and only have access to faxes in the Postmaster inbox.

88


Members of the Supervisors group can view faxes in their entirety and have access to faxes in anyone’s inbox. In order for members of this group to print an entire fax (rather than just the first page), they first need to view both the first and second pages of the fax.

3. Either right-click on the fax and choose Print from the popup menu ...or...

Select the fax (click on it) and choose the menu item File > Print. The message will print immediately according to the default printer settings.

Setting Up Automatic Printing NET SatisFAXtion allows you to automatically print both incoming and outgoing faxes to a specified network printer.

TO SET UP AUTOMATIC PRINTING:

1. From the File menu, choose Autoprint Setup. The following tabbed dialog displays.

Autoprint Setup Dialog

89


2. The Letter Printer and Legal Printer (shown above) tabs are virtually identical. Choose the tab that corresponds to the type of printer to which you want to print and select the desired printer.

3. Click the Settings tab.

Autoprint Setup Dialog

4. From the Source dropdown listbox, choose the local fax server or (one of) the gateway(s) that you have installed.

5. Use the dropdown listboxes in the Inbound and Outbound message sections to specify your preferences for the source that you chose in Step 4.

6. Repeat steps 4 and 5 for any additional sources that you wish to configure.

7. If you wish to pause the Autoprint server, click the Pause the autoprint server checkbox.

8. When finished, click OK to save your settings.

90


Setting New Fax Notification Preferences Notification that a new fax has arrived in the received queue can be delivered by an audible sound, by a visual display box or by both.

TO SET A VISUAL DISPLAY BOX NOTIFICATION ONLY

1. Choose the menu item Tools > Set New Fax Notifications.

2. Select the Visual checkbox, and then click OK.

TO SET AUDIBLE SOUND NOTIFICATION ONLY:


2. Select the Audible checkbox, and then click OK.

3. Go to the Windows Control Panel and select Sounds.

4. When the Sounds Properties dialog box opens, scroll down the Events window to find NET SatisFAXtion Administration. Click to highlight New Received Fax Notification.

5. Select a sound and scheme, browsing for the correct .WAV or MIDI file if necessary.

6. To complete the process, click OK.

TO SET BOTH AUDIO AND VISUAL NOTIFICATION:


2. Check both the Audio and Visual boxes.

3. Follow the steps above to configure your audio sound.

91


Monitoring the Other Queues The Outbox

The Outbox is a temporary storage area for completed faxes for which confirmation has not yet been sent to the sender.

Outbox Icon

The most common reason for this is that the sending client (WinFax PRO or Administration) is no longer connected for some reason. Fax messages will be built up and stored in this queue until the next time the client is logged in to the server.

The Active View

The Active queue contains faxes that are currently being sent or received. To monitor the fax server’s activity as it happens, switch to this view. Faxes usually spend only a very short time in this queue.

Active View Icon

Errors and Warnings

The Errors and Warnings view displays errors and warnings.

To switch to this view, click the first of the View icons or choose the menu item View > Errors and Warnings.

Messages View Icon

92


Errors and Warnings fall into three categories:

Informational Warning Critical

If an error has occurred, you will see an icon in your system tray, warning you that an error has occurred:

Double-clicking on the icon takes you to the Messages View. Users with Supervisor rights can view this queue for possible needed corrections, retries and resends.

The Scheduled View The Scheduled View displays two types of faxes: scheduled faxes and faxes that have automatically gone into a retry state. Faxes that have just arrived in the queue but have not yet been picked up are labeled ‘Now’.

Once a fax is in a retry state, it will undergo three retries at three-minute intervals. The most common reasons for a fax going into a retry state are these:

A busy number No answer

To view the scheduled queue, click the Scheduled View icon or choose the menu item View > Scheduled Faxes:

Scheduled View Icon

93


Scheduled View

The Activity Logs The Activity Logs allow you to view gateway-specific activity. You can also specify a section (a component of the gateway) and specify how detailed you would like the output to be.

TO VIEW THE ACTIVITY LOGS

1. Choose the menu item View > Activity Logs ...or... Click the Activity Logs icon.

Activity Logs Icon

2. From the Show Logs For dropdown listbox, choose a post office server.

3. From the Section dropdown listbox, choose a section.The options that appear in the Section listbox are post office specific, so they will vary depending on what you selected in the Show Logs For field.

4. From the Output dropdown listbox, choose a level of output detail:

Brief — This level of detail records general activity and only significant errors. This level of detail will provide enough information to pinpoint most problems that you would encounter.

Verbose — This level of detail provides a moderate amount of information.

94


Debug — This level of detail records the greatest amount of information. It is rare to require this level of detail.

5. Once you have all these options in place, click the Start Output button. To

stop the output at any time, click the Stop Output button (same button). The log information that appears in the output area scrolls continuously as the post office works. You can, however, view information that has scrolled past already simply by using the scroll bars.

Activity Logs

6. To clear all the data from the output area, click the Clear button. Depending

on the gateway you choose, you may see some additional buttons:

Abort—Stops any sending or receiving currently being conducted by the gateway.

95


Cycle Now—Overrides the automatic timed cycle for sending and receiving mail. To initiate a send/receive immediately, click the Cycle Now button.

Pause—Pauses the output. This can be resumed at any time by clicking the Start Output button.

Filenames for the Activity Logs The names for the activity log files use the following syntax:

Gateways {gateway}_LOG.{yyyy}{mm}{dd}

Main Server LOG.{yyyy}{mm}{dd}

where....

{gateway} = MSPost Microsoft Exchange E-mail Gateway

VIMPost Lotus Notes/cc:Mail E-mail Gateway

SMTPPost SMTP E-mail Gateway

{yyyy} = Four-digit year

{mm} = Month

{dd} = Day

For example, the Exchange Gateway activity log file would have a name similar to the following:

MSPost_LOG.19990907

96

U S I N G T H E V A L I D A T I O N E D I T O R

Chapter

7 The Validation Editor Validation is a server feature that qualifies all fax transmissions that go through the server, regardless of the client that sent the fax. The criteria for the validation are created, modified and removed in the Validation Editor. This editor can be accessed either as a stand-alone utility or from within the Administration utility.

You can use the Validation Editor to do any of the following, and more:

Add digits required for dialing, such as when dialing through a PBX or long distance service.

Remove digits from a telephone number, such as when dialing a local number that does not require an area code.

Prevent (block) faxing to certain telephone numbers and/or certain dialing areas.

Specifically, a fax number can potentially go through four levels of validation at the server. These are outlined in the following table:

97


Rule Type Evaluation Order Explanation

Pre-Process 1 Parameters specified here standardize a number in preparation for the next two validation levels. Examples of tasks at this level include stripping a leading ‘1’ or ‘9’ or ‘91’. This rule-type is helpful because if you want to test a number, you won’t have to write rules for all of its possible variations.

Dial 2 This rule-type is primarily for specifying what is allowed, primarily defining local and long distance dialing rules. An example of this would be stripping of area codes if you work in a seven-digit dialing area.

Block 3 This rule-type blocks certain numbers (e.g. those beginning with ‘900’).

Post-Process

4 This rule-type is most useful for adding access digits to a fax number (e.g. ‘9’ to get an outside line, etc.)

Below are a couple of miscellaneous rule notes and highlights:

As dictated by the evaluation order shown in the table above, the output of one rule-type is the input for the next rule-type.

A Block rule always overrides a Dial rule. Any modifications made to a number by a Pre-process rule apply as the

number is validated by a Block or Dial Rule. If a number is blocked, it does not get post-processed. If any Dial rule(s) exist, a number being validated must pass at least one of

these rules in order to be post-processed and dialed. If no Dial rules exist, any number will pass, provided it is not blocked.

98


Validation Editor

You can add rules to do any of the following, and more:

Add digits required for dialing, such as when dialing through a PBX or long distance service.

Remove digits from a telephone number, such as when dialing a local number that does not require an area code.

Prevent (block) messaging to certain telephone numbers and/or certain dialing areas.

Starting the Validation Editor 1. Via the Windows Start menu, choose the menu item NET SatisFAXtion >

Validation Editor ...or... Within the Administration utility, choose the menu item Tools > Validation Editor.

99


2. A dialog similar to the one below appears:

Validation Editor

Adding a Validation Rule 1. In the open Validation Editor, click the Add button. The dialog below

displays:

100


Validation - Add New Rule Dialog

2. Using the guide on page 211, decide what type of rule to add, select it in the list, and then click OK.

3. Even though each of the rule-types has a different function, their dialogs all have a similar format. Pictured is the Dial Rule dialog.

Dial Rule Dialog

Each of the Rule dialogs has the same basic format:

To create a rule, simply give the rule a name, then read through the dialog as a sentence, filling in applicable criteria and instructions as indicated.

101


The left column of the Rule Definition area lists rule criteria, along with buttons with which to add and remove criteria that help define a particular rule.

The right column of the Rule Definition area lists the remaining criteria and the instructions on how to handle the number up for validation.

To cancel the Add process, click Close.

To complete the Add process, click Add Rule.

Regarding the checkbox that reads ‘Ignore all non-digit characters when applying this rule’: checking this box specifies that anything except number digits 0 through 9 will be ignored when determining whether or not a rule applies. Checking this box declares, ”Ignore other characters for the purpose of comparison”; it does not remove them, and they will still be dialed if the number is validated.

For example, in the Block Rule dialog, if you wish to block the number ‘5035551212’, you need to check the checkbox in order to block fax numbers submitted with the format ‘503,5551212’, for example.

Note that there are cases in which you would want to leave a comma in the number, as it indicates a pause in the dialing sequence.

Below is an example of a common Block rule:

Block Rule Example

102


TO DELETE A RULE

1. Select the rule in the Validation Editor dialog.

2. Click the Delete button.

3. In the confirmation dialog, click Yes to confirm or No to cancel.

TO MODIFY A RULE:

1. Select the rule in the Validation Editor dialog.

2. Click the Modify button.

3. Make the desired changes.

4. Click the Modify Rule button.

Testing Validation Rules 1. In the Validation Editor dialog, click the Validate button. The dialog shown

below appears.

103


Fax Number Validation Dialog

2. Enter a number in the field provided. You can either type the number using your keyboard or click numbers on the dialog’s number pad.

3. Click the Validate button. Note the feedback in the Results area to the right.

4. To perform another test, repeat steps 2 and 3; to return to the Validation Editor, click Close.

TO SET UP TEN-DIGIT LOCAL DIALING

1. Delete any existing rules that strip area codes off of local numbers.

2. Modify the rule called “Access Digits for Local Dialing” to accomplish the following: “If a number starts with <your area code> and has a minimum length of <10> and a maximum length of <10>, then add <any access digits, typically ‘9’> and dial it.

3. To save the rule, click the Modify Rule button. Any ten-digit number that starts with your area code will be processed by this rule. Any other ten-digit number will still be processed by the “Access Digits for Long Distance” rule.

104

G E N E R A T I N G R E P O R T S

Chapter

8 Generating Reports The reporting function allows you to view the traffic on a given server in both table and graphical views. The report generator has an advanced and highly extensible Windows Forms grid control as the foundation for reporting systems.

The Report Generator is accessed from the Administration Program by selecting Tools > Generate a Report. When you select that option, you will first be prompted to identify the Profile (server name), the Username and Password. You will then be presented with the following screen that will let you select the Report Type and the Date Range of the report:

The default report shows all records matching the date range:

105


You can change the report by dragging column headings and dropping them into the desired location. Grouping is done by dragging a column header to the bar above the column headers. Dragging additional headers will cause the report to be grouped according to the column headers you have selected and in the order they were selected:

You can ungroup your report by dragging a heading from the bar above the headings and dropping it back onto the report.

The Date Range allows you to select either a pre-defined range or use a custom calendar to select the start and end dates:

106


In addition to the table view, the Report Type provides graphical representation of the data. Certain utilization reports have already been defined and can be selected from the Report Type dropdown box.

The following graph shows and example of a graphical display of Fax Traffic:

107


A Port Utilization report can be used to see the times where ports were unavailable due to heavy fax traffic:

Exporting report data to Microsoft Excel

With a single click, you can open a worksheet in Microsoft Excel that has been populated with the data from the current query. Simply click the ‘Excel’ button from the toolbar. This feature allows you to use all the graphing and data sorting capabilities of Excel against your usage data.

108

R E A L - T I M E M O N I T O R & F A X P R E V I E W

Real-Time Monitor This section describes the Real-Time and Preview features as they pertain to a user sending faxes from their e-mail client or from within the Administration utility.

WinFax PRO has its own version of these capabilities and does not need to use the NET SatisFAXtion utilities.

Real-Time Monitor gives the desktop user the ability to view the status of fax messages, from the time they leave their desktop until they reach the receiving machine. Users see immediately if your fax was received, was incomplete, or whether it failed. Users can also see exactly when a successful transmission finishes. If Real-Time Monitor is turned off, users receive this information by email instead. The ability to preview faxes before they are sent is also a feature that goes hand-in hand with this utility.

This real-time technology is in contrast to a message delivery method called “store-and -forward”, in which the message and delivery instructions are forwarded from the sender’s desktop to the fax server, at which point the sender is disconnected from status feedback. It is only when the message has been delivered or has failed that the sender is notified of the result.

Chapter

9

109


In order to use Real-Time Monitor, three conditions must be met:

The Real-Time Monitor utility must be installed and running on the client. The Real-Time Monitor feature must be turned on. (This is a user-specific

feature and is set on the General tab of the Add/Modify User dialog.) A user’s e-mail address must be present in the Alias tab of the user’s

profile.

Installing and Using the Real-Time Monitor As with all Client applications, the Real-time Monitor is installed using the browser on the client computer. Browse to the LaunchPad Website, select the User Tools page and follow the link to the Real-time Monitor. During the installation, you will be prompted for the type of email client you are using:

Be aware that even though you may be using the Microsoft Outlook mail client, it may be configured to use SMTP/POP3 as the gateway to NET SatisFAXtion.

Once you have downloaded and installed the monitor, you can start it by selecting Start > All Programs > Net SatisFAXtion > Real Time Monitor. The

110


software will begin a search of your network for your NET SatisFAXtion server. Once found, you will need to provide the logon credentials that were applied when your Fax Administrator added you as a NET SatisFAXtion user:

Real-Time Monitor Logon Dialog

Enter your User Name and Password, and then locate your fax server using the Browse button. When you have done this, click OK.

The utility is now loaded; evidence of this is the icon in the lower right corner of your screen (sys tray).

Configuring the Real-Time Monitor To configure the Real-Time monitor, right-click the icon in the system tray. Toggle switches allow you to Display the Real-Time Monitor and Preview Faxes. A checkmark in front of these items indicates that the functionality has been turned on. Another option on the popup window allows you to Log Off, suspending the Real-Time monitoring.

FAX PREVIEW

Fax Preview is the portion of the Real-time Monitor utility that allows you to view exactly what the recipient will see when a user sends a fax message (including any cover page and/or any attachments) via e-mail.

111


This utility is only helpful if images are being rastorized on the server. If images are being rastorized on the client, as is the case if using WinFax PRO or FAXability, Fax Preview will not be of any help.

The ability to use this function requires three things:

That the ‘Allow Fax Preview’ checkbox on the General tab of a user’s profile be checked (this setting resides on the server).

That Fax Preview is installed on the user’s PC. That Fax Preview is running on the user’s PC.

All three of these conditions must be in place. If the first condition is met, but the utility is not installed and running on the user’s machine, fax messages sent by the user will sit in “limbo” in the user’s Scheduled queue, as the server is waiting for “preview approval” to send the messages.

Users who have Fax Preview installed and running on their local system can override the setting in their user profile, meaning turn off the Fax Preview function locally.

A good rule of thumb for the administrator is to refrain from checking the ‘Allow Fax Preview’ checkbox in a user’s profile UNLESS a user specifically requires the ability to preview all outgoing faxes sent via e-mail.

The preview function can also be turned on in Administration’s User tabbed dialog, either upon adding a new user or modifying a user’s profile. A change made to the Preview setting in either area will be reflected in the other.

Preview gives you the option to view a fax before it is sent or to send it without previewing. With Preview turned on, the dialog shown below prompts you immediately after clicking Send on any outbound fax.

112


To send the fax without previewing, click Send.

To prevent the fax from being sent, click Abort.

To preview the fax, click Preview.

Previewing the Fax If you clicked Preview, your fax appears in the viewer and offers you two choices: Send Fax or Abort Fax.

Fax Being Previewed

Notice that the icon bar is the same one as on the View section within the Administration utility.

Sending the Fax

If you clicked Send Fax and you have Real-Time turned on, you will soon see the Sending View of the Real-Time dialog. See below.

113


Real-Time Monitor - Sending View

This dialog shows you exactly what your fax is doing including the percent complete which will change in real-time as your fax is being delivered.

If you sent several faxes at once and have Preview turned on, you can view their status and manually preview them (as opposed to waiting for the Preview Prompt to pop up) by switching to the Scheduled View at this point. To do this, click the Scheduled View button.

If at any other time you wish to bring up this dialog manually, simply double-click on the Real-Time icon.

The Scheduled View has the added options to preview or send now.

114


Figure 11.73 Real-Time Mon tor - Scheduled View i

If you wish to preview a scheduled fax, select the fax and click Preview. This will launch the Viewer, as seen earlier. If you wish to send the fax without previewing, select the fax and click Send.

To view the progress of this fax, click the Sending View button. If you wish to prevent the fax from being sent, select the fax and click Abort.

115

C H A N G I N G T H E S E R V E R S E T T I N G S

Chapter

10 Changing Server Settings Two utilities are available to change the server settings after the initial installation is complete. The first utility, Change the Server Settings, allows you to configure the most general settings and the second utility, Advanced Server Settings allows you to customize certain advanced features of the fax server.

Starting the Change Server Settings utility You can access the Change Server Settings tool via the NET SatisFAXtion menu. This tool allows you to change settings specified during the server installation, as well as to specify additional details.

TO CHANGE SERVER SETTINGS AFTER INSTALLATION

1. On the machine that is your fax server, click Start > Programs > NET SatisFAXtion > Change Server Settings. This will display the following dialog:

117


Server Settings Dialog

Depending on your e-mail client, you may or may not see a Mail Client tab (client specific) on this dialog.

2. Using the following guide, make the desired changes to the server settings. When all changes in all tabs are made, click OK.

118


Changing Fax Port Preferences TO CHANGE THE FAX PORT SETTINGS

1. Click the Fax Ports tab of the Change Server Settings dialog. This dialog is identical to the one you configured during the initial fax server installation.

Change Server Settings - Fax Ports Tab

2. To configure a port, select the port, and then specify its parameters in the lower section of the dialog. Repeat for another port if needed.

119


Changing Identification, Dialing and Retry Settings TO CHANGE ID, DIALING AND/OR RETRY SETTINGS

1. Click the General tab of the Change Server Settings dialog. This dialog is similar to one you encountered during the initial fax server installation, but has additional dialing options as well.

Change Server Settings - General Tab

2. Use the following guide to set your preferences:

Setting Explanation

CSID The recommended format for this identifier is that it contain only numbers (0-9). A space or a ‘+’ is also acceptable. For example, you enter your company’s fax number as :

120


503-597-5399. Dialing Options If you have to dial a number to get an outside line when

making a phone call, enter the digit followed by a comma. Allow same fax number to be dialed simultaneously

If you send multiple faxes to the same number, it may or may not be desirable to allow more than one of these faxes to be sent simultaneously. The determining factor is the recipient. If most of your fax recipients can receive multiple faxes at once, then check this box to allow undelayed delivery of such faxes. If most of your fax recipients would produce a busy signal in the event of multiple incoming faxes (ie. they have only one fax port on their incoming line), leave this option unchecked. When the option is unchecked, faxes to the same number will wait their turn.

Pause [x] seconds before dialing a fax number

This option allows you to specify an amount of time that a port spends in “receiving mode” before dialing out to send a fax. This is especially useful when doing broadcasts; it prevents the line from being in extended busymode.

Automatically retry failed faxes [x] times

This allows you to specify the number of times you wish to retry sending a fax. The default is three (3).

Enable Intelligent Retry

When this feature is enabled (the default setting), in the event of an interrupted fax transmission, the fax server will only send the cover page and the failed pages during the retry. If you turn the feature off, the entire fax is sent during a retry.

121


Changing the Network Settings TO CHANGE THE NETWORK SETTINGS:

1. Click the Network tab of the Change Server Settings dialog. This dialog is identical to the one you configured during the initial fax server installation.

Change Server Settings - Network Tab

Select the network protocols that you are using. At the Server Name prompt, enter the name of your fax server (NETSATISFAXTION appears as the default during installation). At the Domain Name prompt, enter the name of your fax domain. The default is the name that your machine was given upon installation of the operating system.

A domain is generally defined as a group of related servers. The Domain field above refers specifically to the NET SatisFAXtion domain (not, for example, an NT domain or a Lotus Notes domain). Even if you have only one server in your NET SatisFAXtion domain, you will need to assign the domain a name that is different from the server name.

122


Changing Your Mail-Client-Specific Settings The presence and appearance of this tab will depend on which mail client you are using.

TO CHANGE THE MAIL CLIENT SETTINGS

1. Click the Mail Client tab (Exchange, Notes, SMTP) of the Change Server Settings dialog. The options will appear exactly as they did during the initial installation. For the mail protocols other than SMTP, please see the corresponding E-mail chapter.

Mail Client Tab – Change Server Settings

In the SMTP Server field, enter the fully-qualified domain name of your SMTP e-mail server. This is the registered domain of the mail server that NET SatisFAXtion will talk to. Typical format: <server>.<registered domain> EXAMPLE: mail.yourcompany.com.

123


In the field labeled ‘Your Machine’s Fully Qualified Domain Name’, enter the name of the machine you are currently working on; in other words, the e-mail domain that represents your fax server. There are a couple of ways this machine name may come about:

1. If it’s a registered IP network domain name, you may need to obtain it from your Internet Service Provider (ISP).

...or...

2. If it’s not a registered IP network domain name, you can simply choose a name, and then configure your mail server to route mail to this name.

Filling in this field is ONLY necessary if you will be SENDING e-mail to the fax server.

124


Change the Server Settings 1. Click the Server Options tab of the Change Server Settings dialog.

Server Settings - Server Options Tab

2. Use the following guide to specify your preferences.

125


Setting Explanation

Autoprint Server In order to use the Autoprint feature, this server needs to be turned on.

NET SatisFAXtion 3.x To configure the fax server to work with NET SatisFAXtion 3.x as an extension of itself, click this checkbox.

FaxBack Clarity NS Support

To configure the fax server to work with FaxBack Clarity NS as an extension of itself, click this checkbox.

Configuring the Server to Run as a Service

In essence, configuring the server to run as a service makes it part of the operating system. If this is done, the server will be loaded even before the machine is logged onto by the user. It is best to match this setup option with the e-mail server’s setup. For example, if Lotus Notes is loaded as an application, NET SatisFAXtion should be loaded as an application, and the checkbox should be unchecked.

Automatically add new users

To auto-enroll e-mail users as fax server users the first time they send a fax through the server, click this option.

Do not automatically add new users

To prevent e-mail users from being auto-enrolled as fax server users, click this option.

126


Starting the Advanced Server Settings utility You can access the Advanced Server Settings tool via the NET SatisFAXtion menu. This tool allows you to change settings specified during the server installation, as well as to specify additional details.

TO CHANGE SERVER SETTINGS AFTER INSTALLATION

1. On the machine that is your fax server, click Start > Programs > NET SatisFAXtion > Advanced Server Settings. This will display the following dialog:

Advanced Server Settings D alog i

This utility allows you to customize your server with regards to the document types that can be converted on the server. It also allows you to customize the Logging and Fax Export Settings.

127


Changing the Server Side Print Capture Document Types TO CHANGE THE DOCUMENT TYPE SETTINGS

1. Click the Document Conversion Settings option of the Change Server Settings dialog. This dialog is identical to the one you configured in the initial installation.

Document Conversion Settings

2. You are first shown the documents types that have already been identified as being available for document conversion on the server. To remove document types from this list, you can uncheck the box in front of the application to be removed.

3. To add additional document types to be converted, you can select from a list of all available document types by clicking the checkbox in front of ‘Show all applications that support ‘Print To’.

128


All applications that suppor ‘Print To’ t

4. From this list, you can select all applications for which you want to support

document conversion on the fax server. If a specific application you wish to support is not shown on the list, that software is either not installed on the fax server or that it does not support the ‘Print To’ functionality. To install the software, click Cancel and then install the software and repeat this process.

5. Click OK to register your changes.

129


Message Transaction Logging 1. Select the Logging and Fax Export Settings option from the Advanced

Server Settings dialog.

Logging Settings – Advanced Server Settings

Click the checkbox to Enable Message Transaction Logging. Once enabled, a second checkbox appears that when enabled, will Load the Reporting Server to enable reporting from the NET SatisFAXtion Administration utility.

130

C O V E R P A G E S

Chapter

11 Cover Pages Cover pages are kept at the fax server as Rich Text Format (RTF) documents. Any software that can create an RTF file or any file that can be converted to an RTF file can be used as a cover page. There is no limitation as to how many cover pages you may have on your fax server.

Static information in the RTF file, such as a logo or street address, is combined with variable information to generate cover pages for all faxes in which a cover page is specified. The location of variable information is identified in the RTF file through the use of placeholders. A placeholder is replaced with the current value of the placeholder; for example: $(Date), $(SenderName), $(Cover).

Cover Pages for Email Users There are 3 ways to identify a cover page to be used for an email user:

Create a cover page for the user Supervisor and allow ALL users to use that specified cover page.

For Email clients, creating a cover page for the Gateway User will allow all Email Gateway users to use that cover page.

Create a cover page for each individual user which will allow only that user to use that cover page.

131

C O V E R P A G E S

Note that each step, Supervisor to individual user, supersedes the previous. In other words, if you have set a cover page for the Supervisor, this cover page is the default for all users. If the Gateway user has also specified a cover page, that cover page will be the default for all users using that Gateway. Finally, if individual users have a cover page specified, that cover page will be used for their faxes.

Selecting Cover Pages Selecting a cover page must be done from the Administration utility. You can create an RTF cover page somewhere else, browse to it and specify that cover page using the Administration program. A copy of that RTF program will then be placed on the fax server in a sub-directory for the user select. This is true whether the user selected is the Supervisor, the Gateway user or an individual user.

From Administration, select the User Administration view, then select the user Supervisor, the Gateway user or the individual user. Double click the user to modify, or right click and click on modify user. Click on the Cover Sheet Tab and the following screen will be displayed:

Cover Sheet Selection

132

C O V E R P A G E S

The templates available to this user are displayed. To add a new RTF file to this list, click Add and then browse to the file. Once added to the list, it can be made the default for this user by selecting the file and clicking the button Make Default.

This process can be repeated for the Gateway user or individual users.

WHEN COVER PAGES WILL BE USED

When creating a document to be faxed from an email message, the presence of body text is what causes a cover page to be generated for that document. Whatever text is placed in the body of the email message will be placed on the cover page identified by the $(Cover) placeholder.

Sample email which will generate a Cover Page

Since there is text appearing in the message body, this message will automatically send a cover page. If there was only an attachment without body text, just the attachment would be sent as a fax.

133

C O V E R P A G E S

Cover Page Placeholders Placeholders can be entered in two forms: English or Digits; for example, $(Date) and $(84) are functionally equivalent. All placeholders being with the symbol ‘$’ and are not case sensitive.

English Command

Digit Command

Description

$(HH) $(11) Hours with leading zero for single-digit hours; 24-hour clock

$(H) $(1) Hours with no leading zero for single-digit hours; 24-hour clock

$(MM) $(22) Minutes with leading zero for single-digit minutes

$(M) $(2) Minutes with no leading zero for single-digit minutes

$(SS) $(33) Seconds with leading zero for single-digit seconds

$(S) $(3) Seconds with no leading zero for sing-digit seconds

$(DD) $(44) Day of month as digits with leading zero for single-digit days

$(D) $(4) Day of month as digits with no leading zero for single-digit days

$(NN) $(55) Month as digits with leading zero for single-digit months

$(N) $(5) Months as digits with leading zero for single-digit months

$(YYYY) $(6666) Year represented by full four digits $(YY) $(66) Year as last two digits, but with leading zero

for years less than 10 $(TimeUS) $(81) Time in the format HH:MM:SS: AM/PM $(Time) $(82) Time formatted according to system default

set in Control Panel > Regional Settings > Time

$(DateUS) $(83) Date in the format MM/dD/YY $(Date) $(84) Date formatted according to system default for

short date style set in Control Panel > Regional Settings > Time

$(Cover) $(90) Message body $(SenderName) $(92) Sender name / friendly name

134

C O V E R P A G E S

$(From) $(96) Replacement string for the macro $(Sender Name) which will look for the name in the email address string

$(Receiver Name) $(93) Recipient name – This results in a single recipient name per cover page (the names of any other recipients will be omitted)

$(To) $(94) Recipient name(s) – This will be replaced by a comma-separated list of all email destinations that are not marked as cc or bcc

$(CC) $(95) Will be replaced with comma separated list of all email destinations that are marked as cc. If current destination is marked as bcc its email address will be appended to this list in a form (bcc: . . .) Lines will wrap on word boundary

$( CompanyName) $(80) Recipient company name $(PhoneNumber) $(80) Recipient phone number $(Subject) $(91) Subject of the message

135

T R O U B L E S H O O T I N G

Troubleshooting In the event of a fax transmission problem, you will see an error code with a corresponding error message. Each message is a member of one of the following seven categories:

No answer Unsustainable connection Busy No dial tone Incompatible fax device Equipment problem Load time error

Error Message Possible Causes and/or Things to Try

No Answer (rings but does not pick up)

Possible causes are problems on the receiving end including these: Power Outage Fax unit unplugged Fax machine out of paper Fax unit turned off Data modem, human or Group 1/Group 2 fax machine answered Wrong fax number

Chapter

12

137

T R O U B L E S H O O T I N G

Things to try: Call the receiving facility and ask about any problems on their end. Check the number and dial again; don’t forget the prefix.

Unsustainable connection

Possible causes: Noisy connection Unexplained interruption in the connection Things to try: The system will automatically retry three times. Once these are finished, try sending again. Make sure you cables are in securely. Plug in a phone and check for line noise. Call the phone company. If the problem persists, a driver debug log could help in further analyzing the problem.

Busy Try again later, the receiving fax machine is in use No Dial Tone This message is probably caused by some problem on

the sending end: Things to try: Check to make sure that your fax device is connected. Check to make sure that the phone lines are plugged into the correct jacks on the correct systems. Check to make sure that the phone line is plugged into the wall. Check the phone cord. Plug in a phone and check to see if there is a dial tone.

Incompatible fax device This is an uncommon error and applies only to the remote fax device.

Equipment problem Check your equipment for compatibility and correct setup, and then try again.

Load time error An error of this type will only occur as the fax server software is loading (due to a conflict with the device or registry, the operating system, system initialization, etc.)

For a complete list of errors, please check the Knowledge Base in the support pages at the FaxBack web site.

138

Administration Guide - Lloyd Johnson

Documents

Transcript of Administration Guide - Lloyd Johnson