GFI FAXmaker for Exchange/SMTP 12
Manual
By GFI Software
http://www.gfi.com
E-mail: info@gfi.com
Information in this document is subject to change without notice.
Companies, names, and data used in examples herein are fictitious
unless otherwise noted. No part of this document may be reproduced
or transmitted in any form or by any means, electronic or mechanical,
for any purpose, without the express written permission of GFI
Software.
GFI FAXmaker is copyright of GFI SOFTWARE Ltd. © 1995-2007 GFI
Software. All rights reserved.
GFI FAXmaker is a registered trademark and GFI Software Ltd. and
the GFI logo are trademarks of GFI Software Ltd. in the Europe, the
United States and other countries.
Version 12.0 – Last updated: April 4, 2007
Contents
GFI FAXmaker - an overview 1
Introduction to GFI FAXmaker.......................................................................................1
How to deploy GFI FAXmaker for Exchange/SMTP 12.................................................1
How GFI FAXmaker works with Exchange 2000/2003.....................................1
How GFI FAXmaker works with Exchange 5.5.................................................3
How GFI FAXmaker works with Lotus Notes/Domino......................................4
How GFI FAXmaker works with an SMTP/POP3 server..................................5
How GFI FAXmaker works with multiple mail servers......................................6
How GFI FAXmaker works with an ISP hosted mail server .............................6
How users send a fax ....................................................................................................7
How users view received faxes .....................................................................................8
Installing the fax devices 11
Which fax devices to use with GFI FAXmaker?...........................................................11
Installing an Eicon Diva Server ISDN Adapter.............................................................11
Installing a Brooktrout Fax Board ................................................................................13
Installing a Brooktrout TR1034 or Trufax ISDN card drivers..........................13
If using a Brooktrout TR114 or Trufax analog card: .......................................17
Troubleshooting Brooktrout cards...................................................................21
Installing the Brooktrout SR140 (FoIP)........................................................................21
Installing the Brooktrout SR140......................................................................21
Installing fax modems or multi port fax boards............................................................27
Installing modems using GFI modem drivers ..............................................................28
Installing modems using the windows fax drivers........................................................28
Installing GFI FAXmaker 31
System Requirements..................................................................................................31
Installing the GFI FAXmaker server software..............................................................32
Running the GFI FAXmaker configuration wizard.......................................................35
Step 1: Choosing your mail server..................................................................35
Step 2: Configuring the fax devices................................................................37
Step 3: Specifying the fax administrator & users............................................38
Step 4: Test the mail server connection and start services............................41
Step 5: After running the GFI FAXmaker wizard ............................................43
Installing the connector on a remote Exchange server machine.................................44
Upgrading from earlier GFI FAXmaker versions .........................................................44
Entering your License key after installation.................................................................45
Installing the OCR module...........................................................................................45
Installing the clients 47
Introduction to the GFI FAXmaker client software.......................................................47
Installing the client software.........................................................................................47
Specifying email address................................................................................50
Set-up Command line options......................................................................................51
GFI FAXmaker client user manual...............................................................................52
Remote deploying the FAXmaker client with GFI LANguard N.S.S............................52
Installing the GFI FAXmaker client on Terminal server clients....................................53
GFI FAXmaker for Exchange/SMTP Manual Contents • i
Configuring Fax lines 55
Configuring a fax line...................................................................................................55
Setting up fax lines for an ISDN card...........................................................................56
Finding out the exact MSN numbers ..............................................................58
Setting up fax lines for a Brooktrout fax card...............................................................58
Setting up fax lines for the Brooktrout SR140..............................................................60
Setting up fax lines for a fax modem............................................................................62
Line options..................................................................................................................64
Advanced options ........................................................................................................65
Configuring Fax routing 67
Introduction to fax routing ............................................................................................67
DID routing (ISDN)..........................................................................................67
General routing options................................................................................................70
Specifying default routers ...............................................................................70
Creating printers to route to............................................................................71
Using Backup2Folder to route to folder.......................................................................72
Configuring DID/DTMF Routing (ISDN/Analog/Digital) ...............................................73
Configuring MSN routing..............................................................................................76
Configuring OCR routing..............................................................................................77
Routing to a public folder in Exchange........................................................................80
For Exchange 2000/2003................................................................................80
For Exchange 5.5............................................................................................84
Configuring Line routing...............................................................................................87
Configuring CSID routing.............................................................................................87
Configuring Fax server options 89
Document Conversion configuration............................................................................89
Configuring Licensed users .........................................................................................90
Configuring the Email2Fax gateway............................................................................91
POP3 connector..............................................................................................92
Sending & receiving options ........................................................................................92
Configuring Fax administrators....................................................................................95
Dialing Options.............................................................................................................95
Transmission reports ...................................................................................................98
Header/Footer/Stamping options.................................................................................99
Junk Fax filter.............................................................................................................102
Call blocking...............................................................................................................103
OCR...........................................................................................................................103
Installing the OCR module............................................................................104
Miscellaneous options................................................................................................105
Public contacts...........................................................................................................106
General ......................................................................................................................108
Configuring fax archiving ...........................................................................................110
GFI MailArchiver for Exchange.....................................................................110
Archiving to an e-mail archiving solution ......................................................110
Archiving directly to a database....................................................................111
Configuring Cover pages 115
Introduction to cover pages........................................................................................115
Adding Cover Pages/Cover notes .............................................................................115
Specifying a default cover page.................................................................................116
General cover page options.......................................................................................116
Designing cover pages ..............................................................................................118
Supported merge-fields..............................................................................................119
Fax server monitoring 121
ii • Contents GFI FAXmaker for Exchange/SMTP Manual
The GFI FAXmaker monitor.......................................................................................121
Installing the FAXmaker monitor remotely.................................................................123
Configuring the GFI FAXmaker server remotely .......................................................123
Switching to another fax server to monitor ................................................................123
Remote monitoring permissions ................................................................................124
NetPrintQueue2FAX 127
Introduction to Netprintqueue2FAX ...........................................................................127
Configuring the Netprintqueue2FAX feature..............................................................128
Installing the printer driver on the clients machine ....................................................129
Using the NetPrintQueue2FAX feature......................................................................130
Sending a fax broadcast using NetprintQueue2FAX.................................................131
Use Text API commands...........................................................................................132
The SMS gateway 133
Introduction to the SMS gateway...............................................................................133
Requirements of the SMS gateway...........................................................................133
Configuring the GFI FAXmaker SMS gateway..........................................................134
Configure the Web2SMS service...............................................................................136
Configuring the SMS server.......................................................................................139
Troubleshooting GSM SMS modems...........................................................143
Routing received SMS messages..............................................................................144
Configuring SMS archiving ........................................................................................145
SMS log files..............................................................................................................145
Sending an SMS........................................................................................................145
Advanced use 147
Installing GFI FAXmaker in a Microsoft Exchange cluster environment ...................147
The send log and receive log file...............................................................................147
The GFI FAXmaker Call accounting module/Log viewer...........................................148
HP Digital Sender integration.....................................................................................149
Customizing transmission reports..............................................................................151
Internet site http://www.gfi.com..................................................................................152
The GFI FAXmaker API's 153
Introduction to the GFI FAXmaker API's....................................................................153
Text API .....................................................................................................................153
The Exchange 2000/2003 SMTP connector 159
About the Exchange 2000/2003 SMTP connector ....................................................159
Connector scope...........................................................................................159
Creating the connector manually...............................................................................159
Configuring Exchange Server 5.5 for faxing 167
Introduction ................................................................................................................167
Configuring Microsoft Exchange 5.5..........................................................................167
Disabling RTF for the faxmaker.com and smsmaker.com domains..........................170
Configuring the GFI FAXmaker users........................................................................172
Configuring GFI FAXmaker for Lotus Notes 173
Introduction ................................................................................................................173
Configuring Lotus Domino/Notes server 6.5..............................................................173
Step 1: Allow mail relay from Lotus Domino/Notes server ...........................173
Step 2: Add a foreign SMTP domain on the Lotus server............................175
Configuring Lotus Domino/Notes server 6.................................................................177
GFI FAXmaker for Exchange/SMTP Manual Contents • iii
Step 1: Create a mailbox database on the Domino server...........................177
Step 2: Configure the Person for the FAXmaker Domino
database .......................................................................................................177
Step 3: Give the FAXmaker Person permission on the
FAXmaker database.....................................................................................178
Step 4: Remove default $POP3 View...........................................................179
Step 5: Add the FAX Foreign Domain ..........................................................180
Configuring Lotus Notes 4 & 5...................................................................................181
Step 1: Setting up a Fax database in Lotus Notes.......................................181
Step 2: Define the database as a POP Mailbox ...........................................182
Step 3: Setting up of forwarding of the domain.............................................182
Configuring the Email2Fax gateway in GFI FAXmaker.............................................185
Configuring the GFI FAXmaker users........................................................................185
Configuring an SMTP/POP3 server for faxing 187
Introduction ................................................................................................................187
Configuring the Email2Fax Gateway.........................................................................187
Configuring the GFI FAXmaker users........................................................................189
Troubleshooting 191
Introduction ................................................................................................................191
Knowledgebase .........................................................................................................191
Request support via e-mail........................................................................................191
Request support via web chat ...................................................................................192
Request support via phone........................................................................................192
Support website: ........................................................................................................192
Web Forum ................................................................................................................192
Build notifications.......................................................................................................192
GFI FAXmaker ReportPack - Introduction 193
About GFI ReportCenter............................................................................................193
About the GFI FAXmaker 12.0 ReportPack...............................................................194
Components of the GFI FAXmaker 12.0 ReportPack ...............................................194
Key features...............................................................................................................196
License scheme and evaluation period .....................................................................197
GFI FAXmaker ReportPack - Installation 199
System requirements.................................................................................................199
Installation procedure.................................................................................................199
Launching GFI FAXmaker 12.0 ReportPack for GFI ReportCenter..........................203
Selecting a product....................................................................................................203
GFI FAXmaker ReportPack - Default reports 205
Introduction ................................................................................................................205
Generating a default report........................................................................................205
Viewing the generated report.....................................................................................207
Adding default reports to the list of favorite reports...................................................208
GFI FAXmaker ReportPack - Custom reports 209
Introduction ................................................................................................................209
Creating a new custom report....................................................................................209
Generate a custom report..........................................................................................211
Editing a custom report..............................................................................................212
Deleting a custom report............................................................................................212
Adding custom reports to the list of favorite reports ..................................................212
iv • Contents GFI FAXmaker for Exchange/SMTP Manual
GFI FAXmaker ReportPack - Scheduling reports 213
Introduction ................................................................................................................213
Scheduling a report....................................................................................................213
Viewing the list of scheduled reports.........................................................................219
Viewing the scheduled reports activity.......................................................................219
Enable/disable a scheduled report ............................................................................220
Editing a scheduled report.........................................................................................221
Deleting a scheduled report.......................................................................................221
GFI FAXmaker ReportPack - Configuring default options 223
Introduction ................................................................................................................223
Which GFI FAXmaker reporting database is being used? ........................................223
Configuring the GFI FAXmaker reporting database source ......................................223
Configuring default scheduling options......................................................................225
GFI FAXmaker ReportPack - General options 227
Entering your license key after installation ................................................................227
Viewing the current licensing details..........................................................................228
Viewing the GFI FAXmaker 12.0 ReportPack version details...................................228
Checking the web for newer builds............................................................................228
GFI FAXmaker ReportPack - Exporting Settings 231
Introduction ................................................................................................................231
Exporting the GFI FAXmaker 12.0 ReportPack Settings...........................................231
Importing the GFI FAXmaker 12.0 ReportPack Settings...........................................232
GFI FAXmaker ReportPack - Default Reports List 235
Fax Reports................................................................................................................235
Daily Fax Usage............................................................................................235
Weekly Fax Usage........................................................................................236
User Fax Usage............................................................................................237
Estimated Saved Costs.................................................................................238
Fax Line Usage.............................................................................................238
SMS Reports..............................................................................................................239
Daily SMS Usage..........................................................................................239
Weekly SMS Usage......................................................................................240
User SMS Usage..........................................................................................241
GFI FAXmaker ReportPack - Troubleshooting 243
Introduction ................................................................................................................243
Knowledge Base........................................................................................................243
Request technical support via email..........................................................................243
Request technical support via web chat....................................................................244
Request technical support via phone.........................................................................244
Web Forum ................................................................................................................244
Build notifications.......................................................................................................244
Index 245
GFI FAXmaker for Exchange/SMTP Manual Contents • v
GFI FAXmaker - an overview
Introduction to GFI FAXmaker
GFI FAXmaker is a fax server that allows you to send and receive
faxes via your email infrastructure. Its email integration is unparalleled,
resulting in minimal administration overhead and user training. GFI
FAXmaker for Exchange/SMTP integrates with Microsoft Exchange
Server 2000/2003/5.5, Lotus Notes and with most popular
SMTP/POP3 Mail servers. GFI FAXmaker consists of:
• A FAX Server service which handles the sending and receiving of
faxes via the fax hardware.
• An Email2Fax gateway service that retrieves the faxes to be sent
via a sink or pop3 and sends inbound faxes and fax transmission
reports via SMTP.
• A fax printer driver and a fax message form which allow users to
send faxes via their e-mail client.
The fax message form integrates with the email architecture, i.e. it
does not have any direct links with the GFI FAXmaker Fax server
software. This allows for better scalability and manageability. Other
fax servers (including Microsoft fax) have proprietary communication
links between the fax client and the fax server, which is much less
scalable and results in more administration and troubleshooting.
How to deploy GFI FAXmaker for Exchange/SMTP 12
GFI FAXmaker has a very flexible SMTP based architecture allowing
you to deploy the fax server in a way that best suits your network and
type of mail server. You can also choose whether you want to install
GFI FAXmaker on your mail server or whether you want to run it on a
separate machine. (Unless you have Exchange 5.5, in which case you
must deploy it on a separate machine)
Since GFI FAXmaker does not require a lot of resources it can run in
the background on your mail server machine. However it is often
considered good practice to separate your mail server from fax device
hardware such as Brooktrout cards or ISDN cards. The choice will
probably depend on the size of your network. Smaller networks can
deploy GFI FAXmaker on the mail server, whilst larger networks
probably want to deploy GFI FAXmaker on a separate machine. This
separate machine does of course not need to be dedicated to GFI
FAXmaker.
How GFI FAXmaker works with Exchange 2000/2003
If you have Exchange 2000 or 2003 as your mail server you can
choose to install GFI FAXmaker on the mail server machine itself or
on a separate machine.
GFI FAXmaker for Exchange/SMTP Manual GFI FAXmaker - an overview • 1
Figure 1 - GFI FAXmaker installed on the Exchange 2000/2003 server
If you install GFI FAXmaker on the Exchange Server machine, GFI
FAXmaker will install a standard Exchange SMTP connector and a
sink (a program that captures particular messages at mail server
level). No further configuration will be needed. The connector will
forward all fax messages to GFI FAXmaker via the sink.
Figure 2 - GFI FAXmaker installed on a separate server
If want to install GFI FAXmaker on a separate machine, first install
GFI FAXmaker on the fax server machine (which will require the IIS
SMTP service to be installed). The fax server software and a sink for
the IIS SMTP service will be installed. Then run the GFI FAXmaker
set-up again on the Exchange server, which will create a standard
SMTP connector, which will forward the faxes via SMTP to the GFI
FAXmaker Fax server. If you wish you can also create this Exchange
SMTP connector manually as described in the chapter ‘The Exchange
2000/2003 SMTP connector’
The GFI FAXmaker fax server receives the faxes via SMTP and using
the sink captures the fax and converts it to fax format and faxes it out.
2 • GFI FAXmaker - an overview GFI FAXmaker for Exchange/SMTP Manual
Then it will mail back a delivery report to the user. The same principle
is applied to SMS messages.
Installing GFI FAXmaker on a separate machine leaves Microsoft
Exchange Server completely standard – no changes to active
directory are made and no custom software will be running on your
Exchange server.
How it works from the client
All faxes sent by users from the FAXmaker Fax Message form or the
New Message form of Microsoft Outlook are sent via Microsoft
Outlook using the MAPI format [FAX:<number>]. The standard SMTP
connector (which is created by FAXmaker during set-up and is a
completely standard Exchange connector) forwards the faxes via
SMTP to the GFI FAXmaker Fax server.
How GFI FAXmaker works with Exchange 5.5
Figure 3 - GFI FAXmaker installed on a separate machine if using Exchange Server 5.5
If you have Microsoft Exchange 5.5, you must install GFI FAXmaker
on a separate machine. This separate machine must be running
Windows 2000 or higher and the IIS SMTP service. Afterwards you
must create a routing rule to forward all mail sent to the domains
faxmaker.com and smsmaker.com to the GFI FAXmaker Fax server.
How to create this rule is described in detail in the chapter
‘Configuring Exchange Server 5.5 for faxing’
The GFI FAXmaker fax server receives the faxes via SMTP and using
a sink captures the fax and converts it to fax format and faxes it out.
Then it will mail back a delivery report to the user. The same principle
is applied to SMS messages.
If using Active Directory, you must ensure that the e-mail address of
each GFI FAXmaker user has been entered in Active Directory. This is
not done automatically by Exchange 5.5. If you don’t use Active
Directory you have to configure the name and email address of the
GFI FAXmaker users.
GFI FAXmaker for Exchange/SMTP Manual GFI FAXmaker - an overview • 3
How it works from the client
All faxes sent by users from the FAXmaker Fax Message form are
sent via Microsoft Outlook using the SMTP format
number@faxmaker.com. If the user wants to send a fax using the New
Message form of Microsoft Outlook, the user has to address the email
to
number@faxmaker.com. Exchange 5.5 is then configured to
forward mails sent to the faxmaker.com domain to the GFI FAXmaker
fax server via SMTP.
How GFI FAXmaker works with Lotus Notes/Domino
If you have Lotus Notes or Domino you can choose to install GFI
FAXmaker on the mail server machine itself or on a separate
machine.
Figure 4 - GFI FAXmaker installed on the Lotus Notes machine
In both cases, GFI FAXmaker will retrieve the faxes via a dedicated
POP3 mailbox. You will need to create a dedicated mailbox and
configure GFI FAXmaker to retrieve the faxes from that mailbox. How
to do this is described in detail in the chapter ‘Configuring GFI
FAXmaker for Lotus Notes’.
4 • GFI FAXmaker - an overview GFI FAXmaker for Exchange/SMTP Manual
Figure 5 - GFI FAXmaker installed on a separate machine
If using Active Directory, you must ensure that the e-mail address of
each GFI FAXmaker user has been entered in Active Directory. If you
don’t use Active Directory you have to configure the name and email
address of the GFI FAXmaker users.
How it works from the client
All faxes sent by users from the FAXmaker Fax Message form are
sent via the e-mail client to the dedicated fax mailbox. If the user
wants to send a fax using the new message form of the Lotus Notes
client, the user has to address the email to number@FAX. Lotus
Notes will forward the mail to a POP3 mailbox. This “fax mailbox” must
be dedicated to the fax server. GFI FAXmaker will download the
email, convert it to fax format and fax it out. Then it will mail back a
delivery report to the user. The same principle is applied to SMS
messages.
How GFI FAXmaker works with an SMTP/POP3 server
If you have an SMTP/POP3 server such as VPOP3 or Mdaemon you
have to choose whether you want GFI FAXmaker to collect faxes to
be faxed out via POP3, or whether you want to configure your mail
server to forward the faxes via SMTP to the GFI FAXmaker server.
If you choose the latter then the machine must be installed on a
separate machine (see figure 3). The first option allows you to install
GFI FAXmaker on the mail server machine it self (See figure 4),
however does not allow users to send faxes directly from their e-mail
client.
If using Active Directory, you must ensure that the e-mail address of
each GFI FAXmaker user has been entered in Active Directory. If you
don’t use Active Directory you have to configure the name and email
address of the GFI FAXmaker users.
How it works from the client
If you have configured GFI FAXmaker to retrieve faxes via POP3, all
faxes sent by users from the FAXmaker Fax Message form are sent
via the e-mail client to the dedicated fax mailbox. GFI FAXmaker will
download the email, convert it to fax format and fax it out. Then it will
mail back a delivery report to the user. The same principle is applied
to SMS messages.
If you have configured your mail server to forward all faxes via SMTP
to the separately installed GFI FAXmaker fax server, then all faxes
sent by users from the FAXmaker Fax Message form will be sent via
the e-mail client using the SMTP format
number@faxmaker.com. If
the user wants to send a fax from their email client, then the user has
to address the email to
number@faxmaker.com. The SMTP/POP3
mail server is then configured to forward mails sent to the
faxmaker.com domain to the GFI FAXmaker fax server via SMTP. The
GFI FAXmaker fax server receives the faxes via SMTP and using a
sink captures the fax and converts it to fax format and faxes it out.
Then it will mail back a delivery report to the user. The same principle
is applied to SMS messages.
GFI FAXmaker for Exchange/SMTP Manual GFI FAXmaker - an overview • 5
How GFI FAXmaker works with multiple mail servers
Figure 6 - GFI FAXmaker with multiple mail servers
If you have a large network with multiple mail servers independent of
what mail server they are running, you can configure your mail servers
to forward faxes from all mail servers via SMTP (using the same
methods as described above for each type of mail server). This allows
you to provide fax services to users on several mail servers with a
single GFI FAXmaker server.
How GFI FAXmaker works with an ISP hosted mail server
Figure 7 – GFI FAXmaker with hosted mail server
If you have a small network and don’t run your own mail server or
have a hosted mail server setup, you can still deploy GFI FAXmaker.
You just need to install the IIS SMTP service on the GFI FAXmaker
server. The GFI FAXmaker client software will forward all faxes
directly to the GFI FAXmaker Fax server via SMTP.
6 • GFI FAXmaker - an overview GFI FAXmaker for Exchange/SMTP Manual
The GFI FAXmaker fax server receives the faxes via SMTP and using
a sink captures the fax and converts it to fax format and faxes it out.
The same principle is applied to SMS messages. Delivery reports and
inbound faxes will be forwarded to the user’s email address at the ISP
mail server. Because of the small size of faxes files and relatively
small amount of email traffic created by GFI FAXmaker, this will not
pose a significant overhead on your internet link.
How it works from the client
All faxes sent by users from the FAXmaker client will be sent to the
SMTP format
the name of the fax server machine and submit the fax directly to the
GFI FAXmaker server. The user can not send a fax from his e-mail
client.
How users send a fax
The user can send a fax in the following ways:
number@faxmaker.com. The FAXmaker client will know
Screenshot 1 - The FAXmaker Fax Message form
1. Create or open a document in any Windows application and print it
to the ’GFI FAXmaker printer’. This will convert the document to
fax format and activate the GFI FAXmaker Fax Message form in
which a fax number and other options can be specified
2. Send directly from the GFI FAXmaker Fax Message form from the
GFI FAXmaker program group.
3. Open their e-mail client, create a new message, enter the text to
send, add attachments if needed and address the fax to
number@faxmaker.com, or if the user is on Exchange Server,
select the recipient from the Microsoft Outlook Contacts.
4. From any Microsoft Office application, Use the Send To command,
which can be found in the file menu. This will attach the document
created to a new mail message after which the fax can be sent as
per option 3.
GFI FAXmaker for Exchange/SMTP Manual GFI FAXmaker - an overview • 7
Screenshot 2 - For each fax or sms, a transmission report is sent to the user
How users view received faxes
All received faxes are forwarded to the user via e-mail. The e-mail will
contain a fax report and the fax file included with the e-mail as an
attachment.
Screenshot 3 - Faxes are received in the inbox
The faxes can be attached in several formats, of which the FAXmaker
fax format or the adobe PDF format are the recommended options. If
using the FAXmaker fax format, the fax viewer is used to view the fax.
If using PDF, the fax can be opened in any PDF viewer.
8 • GFI FAXmaker - an overview GFI FAXmaker for Exchange/SMTP Manual
Screenshot 4 - Viewing a fax in the Adobe PDF reader
GFI FAXmaker for Exchange/SMTP Manual GFI FAXmaker - an overview • 9
Installing the fax devices
Which fax devices to use with GFI FAXmaker?
Although GFI FAXmaker can use many fax devices, including
modems, we strongly recommend investing in a professional fax
server device such as a Brooktrout TR 114, TR 1034 or Trufax fax
board, an EICON DIVA PRO/SERVER ISDN fax card or an AVM B1
ISDN fax card.
These devices are far superior to a modem or multi-port modem in
terms of reliability and transmission speed. Modems can be unreliable,
requiring regular resets, and are frequently not compatible with all fax
machines, resulting in failed faxes. The chipset used is an important
factor; however, since modem manufacturers constantly change the
chipset it is difficult to recommend a particular model or brand. This is
a hardware issue and has nothing to do with the fax server software!
In terms of cost, a Brooktrout Trufax, EICON or AVM card is relatively
inexpensive: A 2-port card can be had for about $300-$500. The per
port cost is $150-$250 and is therefore only marginally more
expensive than using 2 modems. Depending on what card you
choose, you also get more fax features - for example, inbound routing
or faster 33.6 faxing. The slight increase in cost is easily justified in
terms of reliability and reduced administration!
For the most up to date list of supported fax devices, go to:
http://kbase.gfi.com/showarticle.asp?id=KBID001220
Installing an Eicon Diva Server ISDN Adapter
The Eicon Diva Server Adapter should be installed into the server as
per the installation instructions provided with the card. The list of
currently supported EICON cards is available from
http://kbase.gfi.com/showarticle.asp?id=KBID001220. The latest
drivers, Installation guides and support for the Eicon product range is
available from the Eicon website at
http://www.eicon.com.
, Current Eicon adapters are Universal PCI (3.3/5 volts), however
always check the technical details of the adapter to make sure the
adapter is suitable for the server hardware.
GFI FAXmaker uses CAPI (Common ISDN Application Programming
Interface – www.capi.org) to interface with supported EICON (&AVM)
ISDN cards. CAPI support is provided by installing the Eicon Diva
Server software and drivers.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 11
Screenshot 5 - Diva Server Configuration Wizard: - Configuring CAPI to answer all calls.
Installing the Eicon Diva Server software on the server will launch the
Diva Server Configuration Wizard. First choose the ISDN switch type
that is used by your country and then configure CAPI to ‘Accept all
incoming calls’.
Screenshot 6 - Diva Server Line Check: Test the ISDN service using this utility from the start
menu.
After running the Eicon Diva Server Configuration wizard you should
restart the server. Then run a line check using the Diva Server Line
Check utility included with the Diva Server software. If the line check
passes you can continue with installation of FAXmaker. An
unsuccessful line check will return an error code which can be
referenced on the Eicon technical support website for the cause and a
list of possible solutions.
12 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
, You can use the Eicon Diva Server Configuration Manager utility to
setup advanced configurations such as sharing the Eicon Adapter
between FAXmaker and Routing and Remote Access for dial-up
access. For further information on this consult the Eicon
documentation.
Installing a Brooktrout Fax Board
The list of currently supported Brooktrout cards is available from
http://kbase.gfi.com/showarticle.asp?id=KBID001227. Installation
guides, product documentation and support is available from the
Cantata Technology website at
, Current Brooktrout boards are Universal PCI (3.3/5 volts), however
always check the technical details of the adapter to make sure the
adapter is suitable for the server hardware. Old TR114 Boards can
only be installed in 5v slots.
, You must always install GFI FAXmaker software before installing
Brooktrout or Trufax drivers. For more information refer to the
‘Installing GFI FAXmaker’ chapter.
http://www.cantata.com/.
Installing a Brooktrout TR1034 or Trufax ISDN card drivers
The Brooktrout TR1034 cards are the latest fax cards from Cantata
Technology. To install the card:
1. Switch off the machine where you want to install the Brooktrout Fax
card. Plug in the card following the instructions supplied with this
hardware.
2. Restart the machine. Should the ‘Add New Hardware’ wizard dialog
come up, ignore it by pressing the Cancel button.
3. Download the GFI FAXmaker Brooktrout TR1034 drivers
(brooktrout_tr1034.exe) from
drivers which are made by Cantata Technology, however Cantata
Technology relies on vendors to distribute them.
NOTE: We recommend that you download and use these drivers
(instead of the ones supplied with your hardware) so to ensure that
you always have the latest drivers for your fax card.
4. After you have downloaded the drivers, run set-up by doubleclicking on brooktrout_tr1034.exe. Setup will start by checking if
there is any Brooktrout software already installed on the machine.
Should it be the case, uninstall any existing Brooktrout software using
the Add/remove programs from the Control Panel. After all
Brooktrout software has been uninstalled, restart the Brooktrout setup
again by double-clicking on brooktrout_tr1034.exe.
ftp://ftp.gfi.com This software contains
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 13
Screenshot 7 – Setup welcome-dialog
5. In the setup welcome-dialog, click on the Next button. This will
open the End User License Agreement dialog. Select the “I accept
the agreement” option and click on the Next button to continue with
the installation.
Screenshot 8 - Selecting location of TR1034 drivers
6. At this stage, you will be prompted to specify the location where you
want to install the TR1034 drivers. By default the installation path is
set to the same path where GFI FAXmaker is installed. If you wish to
change the default installation path, click on the Browse button and
specify the required path. Otherwise you can leave as default and
continue with the installation, by clicking on the Next button.
14 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
Screenshot 9 - Finalize driver installation
7. Click on the Install button to start installing the drivers. Upon
completion, select the “View the README file“ check box and click
on the Finish button to finalize the installation of the drivers. The
README file contains instructions which will guide you through the
rest of the Fax card installation process.
NOTE: If the installation has detected existing Brooktrout drivers on
the machine, you will be prompted to reboot your computer. This is
required just in case the mentioned drivers where being used (i.e.
were locked) and could not be replaced with the new (just installed)
drivers.
Screenshot 10 - Add New Hardware wizard: Search and install options dialog
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 15
9. From the Control Panel, launch the ‘Add New Hardware’ wizard.
Select the ‘Include this location in the search’ option and specify
the path where you have installed the Brooktrout TR1034 drivers. If
you have opted to install the drivers in the default path, you should
find these drivers in the same path where GFI FAXmaker is installed.
Otherwise you should specify the same location that you have used in
step 6 of this installation.
Screenshot 11 - Confirm installation of unsigned drivers
10. Windows will prompt you to confirm the installation of uncertified
drivers (Almost no vendors certify them because it’s a very time
intensive and bureaucratic process). Click on the Yes button to
proceed and install the new hardware.
11. Launch the Brooktrout configuration tool by going on Start ` All
Programs ` GFI FAXmaker Brooktrout TR1034 Drivers `
Brooktrout Configuration Tool.
Screenshot 12 - Configuration tool preferences dialog
12. After clicking on the Next button, the configuration tool
preferences dialog will ask you to confirm the path to certain files.
Leave these options as default and click on the OK button.
16 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
13. At this stage, if you have an IP enabled fax card, a dialog will ask
you if you want to configure the Brooktrout SIP stack (i.e. FOIP - Fax
over IP). Click on the Yes button to proceed to the main configuration
tool windows.
Screenshot 13 - Brooktrout configuration tool window
14. From the Configuration tool window, check that the settings match
your setup. If you did not make any configuration changes (i.e. you
have left all settings as default), click on the Apply button and close
the Brooktrout Configuration tool. If you need configuration assistance,
you can refer to the help included in the configuration tool.
Note 1: If the drivers do not work immediately when you start the GFI
FAXmaker Fax Server or some lines refuse to send or receive, please
reboot the machine.
Note 2: If an analog board refuses to dial out, make sure that the
'Tone Dialing' option is enabled for the line in the GFI FAXmaker
Configuration ` Lines/Devices node.
Note 3: If using multiple Brooktrout boards in one chassis, make sure
that they are of the same type. Having different Brooktrout boards in
one chassis is not a supported setup. Also make sure that the rotary
switch on the Brooktrout boards are setup in as sequential numbers
starting from 2. I.e.: Module 1 rotary switch set to 2, Module 2 rotary
switch set to 3, etc...
If using a Brooktrout TR114 or Trufax analog card:
1. Switch off the machine where you want to install the Brooktrout Fax
card. Plug in the card following the instructions supplied with this
hardware.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 17
2. Restart the machine. If your computer is running Windows 2000
and the ‘Add New Hardware’ wizard dialog comes up, ignore it by
pressing the Cancel button.
3. Download the GFI FAXmaker Brooktrout TR114 drivers
(brooktrout_tr114.exe) from
ftp://ftp.gfi.com This software contains
drivers which are made by Cantata Technology, however Cantata
Technology relies on vendors to distribute them.
NOTE: We recommend that you download and use these drivers
(instead of the ones supplied with your hardware) so to ensure that
you always have the latest drivers for your fax card.
4. After you have downloaded the drivers, run set-up by doubleclicking on brooktrout_tr114.exe. Setup will start by checking if there
is any Brooktrout software already installed on the machine. Should it
be the case, uninstall the existing Brooktrout software using the
Add/remove programs from the Control Panel. After, restart the
Brooktrout setup again by double-clicking on brooktrout_tr114.exe.
Screenshot 14- Brooktrout driver setup: Welcome dialog
5. The Brooktrout driver setup will start by displaying the welcome
dialog. Click on the Next button to proceed with installation.
18 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
Screenshot 15 - The second wizard welcome screen
6. In the End User License Agreement dialog, select the “I accept the
agreement” option and click on the Next button. This will launch the
welcome screen of the second wizard which will guide you through the
rest of the installation process. Click on the Next button to continue
installing the TR114 driver.
Screenshot 16 - Define the TR114 driver's installation path
6. At this stage, you will be prompted to specify the location where you
want to install the TR114 drivers. By default the installation path is set
to the same path where GFI FAXmaker is installed. If you wish to
change the default installation path, click on the Browse button and
specify the required path. Otherwise you can leave as default and
continue with the installation, by clicking on the Next button.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 19
Screenshot 17 – Define if your Fax card interface is PCI or ISA
7. If the machine is running Windows 2000, you will be asked to
specify if the installed fax card is ISA or PCI. If you have an ISA board,
select the ISA(Industry Standard Architecture) option and ensure
that the Interrupt line and DMA channel values are set correctly.
Click on the Next button to proceed with the installation.
8. Once the drivers are installed, GFI FAXmaker is ready to detect
your Brooktrout card and its relative communication channels. Click on
the Start button to initiate the detection process.
Screenshot 18 - Detecting Brooktrout card and channels
NOTE: If for some reason an error occurs or no channels are
detected, click on the Back button to retry and launch again the
20 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
detection process. If the problem persists, refer to the
‘Troubleshooting Brooktrout Cards’ section in this chapter.
9. Upon completion of the card detection process, click on the Next
button and subsequently click on the Finish button to finalize the
Brooktrout driver installation.
Troubleshooting Brooktrout cards
If GFI FAXmaker does not detect the card, there is a hardware
installation problem. To troubleshoot, download the Brooktrout
diagnostics software from the Cantata Technology website, and
ensure the card is installed properly. If the card is not recognized or
not running, contact Cantata Technology support.
Screenshot 19 - Brooktrout diagnostics software
NOTE: The GFI FAXmaker TR 114 drivers use the Brooktrout BFV 4.3
SDK/API (this information is handy if you need to call Cantata
Technology support).
Installing the Brooktrout SR140 (FoIP)
The list of currently supported Brooktrout cards is available from
http://kbase.gfi.com/showarticle.asp?id=KBID001227. Installation
guides, product documentation and support is available from the
Cantata Technology website at
http://www.cantata.com/.
, You must always install GFI FAXmaker software before installing
Brooktrout or Trufax drivers. For more information refer to the
‘Installing GFI FAXmaker’ chapter.
Installing the Brooktrout SR140
The Brooktrout SR140 is a software-only Fax over IP (FoIP) solution
from Cantata Technology. To install the Brooktrout SR140 follow
these steps:
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 21
1. Start the GFI FAXmaker Configuration Wizard from the Start menu,
by clicking on GFI FAXmaker 12 > FAXmaker Configuration
Wizard.
2. In the Welcome page, click Next to continue. The wizard will stop
the GFI FAXmaker Fax Server Service and the GFI FAXmaker
Message Transfer Agent Service. Click Next to continue once the
services are both stopped.
Screenshot 20 - Selecting the Brooktrout SR140 driver
3. Click on Brooktrout by Cantata and from the list select Brooktrout
SR140 Software Fax over IP. Click Next to continue.
Screenshot 21 - Click Yes to launch the FAXmaker Brooktrout driver setup
4. The wizard will ask you whether you want to run the FAXmaker
Brooktrout TR1034 (Boston) / SR140 driver setup. Click Yes to
start the driver setup wizard.
NOTE 1: The Brooktrout TR1034 (Boston) / SR140 driver setup
contains drivers that are made by Cantata Technology, however
Cantata Technology relies on vendors to distribute them.
NOTE 2: You can download the latest GFI FAXmaker Brooktrout
TR1034 drivers (brooktrout_tr1034.exe) from
ftp://ftp.gfi.com.
5. Setup will start by checking if there is any Brooktrout software
already installed on the machine. Should it be the case, uninstall any
existing Brooktrout software using the Add/remove programs from
the Control Panel. After all Brooktrout software has been uninstalled,
restart the Brooktrout setup again.
22 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
Screenshot 22 – Setup welcome page
6. In the setup wizard Welcome page, click Next to continue. In the
End User License Agreement page, click I accept the agreement and
then click Next to continue the installation.
Screenshot 23 - Selecting location of TR1034 drivers
7. At this stage, you can specify the location where you want to install
the TR1034 drivers. By default, the installation path is set to the same
path where GFI FAXmaker is installed. We recommend that you install
to this default location, but if you want to change the default
installation path, click Browse and specify the required path. To
continue with the installation, click Next.
8. In the Ready to Install page, click Install.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 23
Screenshot 24 - Finalize driver installation
9. In the Finish page, clear the Run Brooktrout configuration tool
check box and then click Finish to close the GFI FAXmaker
Brooktrout TR1034 Drivers wizard and complete the installation.
10. You now need to activate the Brooktrout SR140 by licensing it.
This can be done through the Brooktrout License Manager. To start
the Brooktrout License Manager, from the Start menu click on All
Programs ` GFI FAXmaker Brooktrout TR1034 Drivers `
Brooktrout License Manager.
Screenshot 25 - Brooktrout License Manager
NOTE: If you do not have a Brooktrout SR140 license yet, from the
License menu select Activate License to contact Cantata
Technology.
11. From the License menu click Install License.
24 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
Screenshot 26 - Selecting the license file
12. From the Specify License File dialog box, select the *.lic file
provided by Cantata Technology and click Open.
13. The Brooktrout License Manager will display the details of the
license key you provided. To close the Brooktrout License Manager
click Exit from the License menu.
NOTE: To use the Brooktrout SR140 (FoIP) software, you must have
both a license from Cantata Technology, activated as outlined in steps
10 to 13 above, as well as a GFI FAXmaker license key that is
enabled for Brooktrout SR140 usage from GFI. To obtain an SR140
usage license from GFI, please contact GFI sales at
sales@gfi.com.
14. To determine whether you have a valid SR140 usage license both
from Cantata Technology and GFI, from the Start menu click on All
Programs ` GFI FAXmaker Brooktrout TR1034 Drivers `
FAXmaker Brooktrout Configuration GUI.
Screenshot 27 – Brooktrout SR140 licensed from Cantata Technology but not from GFI
Screenshot 28 – No Cantata Technology license is available for the Brooktrout SR140
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 25
Screenshot 29 – SR140 licensing status: Cantata Technology and GFI license activated
15. You now need to configure the Brooktrout SR140 settings from the
Brooktrout Configuration Tool. To start the Brooktrout configuration
tool, from the Start menu click on All Programs ` GFI FAXmaker
Brooktrout TR1034 Drivers ` Brooktrout Configuration Tool.
Screenshot 30 - Brooktrout configuration tool
26 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
16. From the Brooktrout Configuration Tool check that the settings
match your setup. If you need configuration assistance, you can refer
to the help included in the configuration tool. Click on the Apply icon
in the toolbar and then close the Brooktrout Configuration Tool.
Screenshot 31 - Configure lines from the FAXmaker Configuration Wizard
17. Now that you have installed the GFI FAXmaker Brooktrout
TR1034 Drivers, specified your license file and configured the
Brooktrout SR140 from the Brooktrout Configuration Tool, you need to
configure the GFI FAXmaker lines that will be associated with the
Brooktrout SR140 (FoIP). To do so, from the FAXmaker
Configuration Wizard click Configure lines. For more information on
how to configure GFI FAXmaker lines, refer to the ‘Setting up fax lines
for the Brooktrout SR140’ in the ‘Configuring Fax lines’ chapter.
18. Continue the FAXmaker Configuration Wizard to start the GFI
FAXmaker Fax Server Service and the GFI FAXmaker Message
Transfer Agent Service. On the Finish page, click Finish to close and
complete the FAXmaker Configuration Wizard.
NOTE: If the drivers do not work immediately when you start the GFI
FAXmaker Fax Server or some lines refuse to send or receive, please
reboot the machine.
Installing fax modems or multi port fax boards
NOTE: If you use a modem, ensure it’s a quality modem!
If you prefer to use a fax modem for faxing, you can choose to use
either the GFI fax modem drivers or the fax modem drivers included in
Windows 2000/2003. It depends largely on the modem that you are
using which driver will work best. For some modems, the Windows
2000/2003 modem drivers might work better for you, since GFI cannot
offer you such a wide range of modem support as Microsoft can. If you
wish to do DTMF routing and insist on using modems (i.e. not
recommended) then you must use the GFI modem drivers.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 27
In general, we recommend trying both drivers with your modem and
choosing the driver that works best.
, The Microsoft Fax modem drivers have wider modem support and
2D faxing, which can give faster fax transmission to some fax
machines. You can have a maximum of 2 fax lines using Windows
2000 fax drivers and a maximum of 4 fax lines using Windows 2003
fax drivers! Windows XP only supports 1 fax line.
Installing modems using GFI modem drivers
Simply plug in the modems. No further modem configuration needs to
be done, all configuration can be done from the GFI FAXmaker
configuration. The GFI modem drivers do not use the Windows
modem drivers and communicate with the com ports directly. It is
therefore recommended to disable the Windows detected modems
drivers in device manager to prevent other applications using the
modem.
Installing modems using the windows fax drivers
If you want to use the windows fax modem drivers, you must install
Microsoft Fax prior to configuring GFI FAXmaker, otherwise GFI
FAXmaker will not detect them. To install:
Screenshot 32 - Installing Fax Services
1. Install the fax modem(s) according to the manufacturer’s
instructions. Download the latest modem drivers from the
manufacturer website, do not rely on the automatically detected
driver of Microsoft Windows! If the modem supports fax, then
windows should install the Microsoft fax service.
2. Check whether Microsoft Fax is installed by going to ‘Add Remove
Programs’ in Control Panel, clicking on ‘Add Remove Windows
28 • Installing the fax devices GFI FAXmaker for Exchange/SMTP Manual
components’ and check that Microsoft Fax Services option is
ticked.
3. Check that the Microsoft Fax service (‘Fax’) is started and set to
automatic. You can do this from Control Panel->Administrative
Tools->Services applet.
4. Check that the Microsoft Fax printer driver is installed from
‘printers and faxes’
5. Send a test fax to ensure that it is working. Do this by printing to
the Microsoft Fax printer driver.
Once you run the GFI FAXmaker set-up, the installation wizard will
recognize this fax modem and you will be able to configure fax lines
that use the Microsoft fax drivers.
GFI FAXmaker for Exchange/SMTP Manual Installing the fax devices • 29
Installing GFI FAXmaker
System Requirements
Before you install GFI FAXmaker, please ensure that you meet all the
following requirements.
GFI FAXmaker FAX Server:
• A Windows 2000 or 2003 server machine with at least 256 Mbytes
of RAM and an 800 MHZ processor.
• A professional fax device: A Brooktrout TR 114, TR 1034 or Trufax
fax board, an EICON DIVA PRO/SERVER fax card or an AVM
active fax card. You can use class 2 or 2.0 fax modems using
either the Microsoft or the GFI fax modem drivers, although we
strongly recommend using one of the fax devices listed above. For
a complete list go to
http://kbase.gfi.com/showarticle.asp?id=KBID001220
• If you are installing GFI FAXmaker on a separate machine, the IIS
SMTP service will need to be installed. The IIS SMTP service is
included in every Windows distribution, including Windows
professional. To verify the Installation of the SMTP Service: In
Control Panel, open Add/Remove Programs, click Add/Remove
Windows Components. Click the Internet Information Services
(IIS) component, click Details, and then verify that the SMTP
Service check box is selected. If it is not selected, click to select it,
click OK, and then follow the installation directions that are
displayed.
• If you are using Microsoft Exchange Server, and are not installing
the fax server on the Exchange server machine, you must install
Microsoft Outlook on the fax server machine and configure it to
connect to a mailbox (via MAPI) on the Microsoft Exchange server
machine. This is needed for conversion of TNEF to MIME.
• If using Windows 2000, ensure you have Service Pack 3 or later
installed.
• IMPORTANT: Disable Anti Virus software from scanning the GFI
FAXmaker & other relevant directories! AV products are known to
both interfere with normal operation as well as slow down any
software which requires file access. In fact Microsoft does not
recommend running file based anti virus software on the Exchange
Server. For more information:
http://kbase.gfi.com/showarticle.asp?id=KBID001523
• Make sure that backup software is not backing up any of the GFI
FAXmaker directories at any point.
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 31
GFI FAXmaker client:
• Windows 95 or higher.
• Windows XP/2000/2003, Windows 95/98/ME or Windows NT
Server/ Workstation 4.0.
• If using Windows 2000, ensure you have Service Pack 3 or later
installed.
Installing the GFI FAXmaker server software
Before running the installation procedure, please make sure that you
are logged on as Administrator.
1. Run GFI FAXmaker set-up by double-clicking on the file
faxmaker12.exe. Click Next to start installation.
2. Select the language in which you want GFI FAXmaker to appear
and click OK. A welcome dialog will appear. Close other Windows
programs and click Next.
3. In the License agreement dialog box, review the license agreement
and click Yes to continue the installation.
4. Enter your name, company name and License key. If you are
evaluating the product, leave the default ‘Evaluation’ key. Click Next.
Screenshot 33 - Selecting what components to install
5. Set-up will ask you which components you want to install. If you
are installing GFI FAXmaker on the Exchange 2000/2003 server
machine, you will need to tick both the GFI FAXmaker Fax server
component and the Exchange 2000/2003 SMTP connector
component. If you are installing it on a separate machine, or are not
using Exchange 2000/2003, just install the GFI FAXmaker Fax server
component. (Afterwards re-run set-up on the Exchange server
machine to install just the Exchange connector)
32 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
Screenshot 34 - Selecting your country
6. Select the country in which you are located and click Next.
Screenshot 35 - Account name for services
7. Set-up will ask you for an administrator account and password to
install the GFI FAXmaker services.
, If you change your password after installing GFI FAXmaker, you
must update the password for the GFI FAXmaker services from the
Services Control Panel as well; otherwise the GFI FAXmaker services
will no longer start!
8. Choose the destination location for the Fax server modules and
click Next. GFI FAXmaker will need approximately 40 MB of free hard
disk space. In addition to this you must reserve approximately 200-
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 33
300 MB for fax data storage during operation. The actual disk space
used depends on the quantity of faxes being sent.
Screenshot 36 - Restart the IIS SMTP service
9. Set-up will need to restart the IIS/Exchange SMTP service. Click
Next.
10. Set-up will now copy the files to the GFI FAXmaker destination
folder. After the files have been copied, set-up will confirm the
installation of the GFI FAXmaker and NetprintQueue2fax printer
driver. Click ‘Next’ to proceed.
Screenshot 37 - Confirm printer driver installation
11. Windows will confirm installation of uncertified drivers (Almost no
vendors certify them because it’s a very time intensive and
bureaucratic process). Click Continue Anyway to proceed.
34 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
After this, you have the option of running the GFI FAXmaker
configuration wizard, which will guide you through the elementary
steps of setting up GFI FAXmaker. Click ‘Finish’ to launch the GFI
FAXmaker Configuration Wizard.
Running the GFI FAXmaker configuration wizard
Screenshot 38 - The GFI FAXmaker configuration wizard
The GFI FAXmaker Configuration Wizard will walk you through the
basic steps of configuring GFI FAXmaker. Click Next to start the
wizard.
Step 1: Choosing your mail server
Screenshot 39 - Choose your mail server
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 35
Unless you are installing GFI FAXmaker on an Exchange 2000/2003
server, the wizard will prompt you what type of mail server you are
using. If you select:
• Microsoft Exchange 2000/2003 on another machine or Microsoft
Exchange 5.5, the wizard will prompt you for the IP of the
Exchange server machine name. The IP is required and not the
machine name, since set-up has to allow relaying from the
Exchange Server to the GFI FAXmaker fax server machine. If your
mail server requires authentication to send mails, enter
authentication details.
• Lotus Notes/Other SMTP/POP3 server, the wizard will prompt you
for a machine name or IP and a dedicated POP3 mailbox name
and password. If your mail server requires authentication to send
mails, enter authentication details.
• Mail server hosted at an ISP, the wizard will prompt you for the IP
of the mail server machine. If your mail server requires
authentication to send mails, enter authentication details.
Screenshot 40 - The wizard will prompt you for a mail server name
After you have configured the mail server, click next. The wizard will
try to connect to the specified mail server to ensure the mailserver
responds at that IP (Note that authentication settings are only tested
at the end). For more information how GFI FAXmaker 12 integrates
with each type of mail server, review the paragraph ‘How to deploy
GFI FAXmaker for Exchange/SMTP 12‘ in the previous chapter.
36 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
Step 2: Configuring the fax devices
Screenshot 41 - Selecting the type of fax hardware to be used with GFI FAXmaker
The configuration wizard will now prompt you which fax device (s) you
wish to use with GFI FAXmaker.
If you use Fax modems:
GFI FAXmaker will try to detect modems already installed on your
machine. GFI FAXmaker will first try to detect any Microsoft Fax
drivers that are installed.
Screenshot 42 - Detecting modems present on your machine
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 37
If you use ISDN or Brooktrout cards
NOTE: If you use ISDN or Brooktrout fax cards, ensure that you have
properly installed the cards first. You will have to configure the fax
lines manually. Click ‘Configure lines’ and configure the fax line(s).
Screenshot 43 - Configuring lines if you are using Brooktrout or ISDN fax cards
Step 3: Specifying the fax administrator & users
After you have installed and configured the fax devices you have to
specify the fax users (you can change this later but you must specify
at least one fax user now). GFI FAXmaker is licensed based on the
number of users that receive OR send faxes. The procedure is
different depending on whether you have Active Directory or not:
If you have Active Directory
If you use Active Directory on your network (i.e. you have one or more
Windows Server 2000 machines or higher), FAXmaker will connect to
Active Directory and allow you to specify FAXmaker users and user
based rules by selecting users from Active Directory, rather then using
its own user database. This greatly reduces user administration.
GFI FAXmaker will rely on the email address specified for each user in
active directory. If you use Microsoft Exchange 2000/2003, or any
Active Directory integrated mail server (including Windows 2003 POP
services) this email address is automatically filled in correctly. If you
use Exchange 5.5 or a non active directory integrated mail server,
then you have to enter a correct email address for each user that
you want to ‘fax-enable’ in the Email field of the user properties.
This can be done from Active Directory Users and Computers.
38 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
Screenshot 44 - Selecting administrator and users from Active Directory
The GFI FAXmaker wizard will bring up the standard ‘Select Users or
Groups’ dialog and allow you to specify a fax user.
Screenshot 45 - Specifying users
After this, the GFI FAXmaker wizard will show the selected user. You
can proceed to specify additional fax users by clicking on the ‘Add
users’ button. You can also specify users later on in the GFI
FAXmaker configuration.
If you don’t have Active Directory
If you don’t have a Windows Server 2000 or higher, and therefore do
not have Active Directory, you will have to configure the GFI
FAXmaker users by importing the users from a Windows machine,
from a CSV list or by creating them manually. The latter can only be
done from the configuration after you have completed the GFI
FAXmaker configuration wizard. To import the users from a Windows
machine:
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 39
1. GFI FAXmaker will default to the domain controller machine and list
all available users. You can enter a different server name and click ‘list
users’ if you want to import users from another machine.
Screenshot 46 - Importing GFI FAXmaker users from Windows NT or local user database
2. All retrieved users will be listed in the left hand list box. Select which
you users will be FAXmaker users and click on the ‘Select’ button.
3. GFI FAXmaker will require a valid email address for each GFI
FAXmaker user. GFI FAXmaker can automatically append your
domain name to each user that you import, using the ‘Append domain
name’ function at the bottom of the GFI FAXmaker user import dialog.
This function will append your domain to the windows logon name. If
your email addresses do not follow this convention, you will have to
specify the correct email address in the User’s personal tab. To do
this, double-click on the user name, select the personal tab, and
specify the email address in the Email address edit box.
4. Click OK to proceed with the import. GFI FAXmaker will
automatically configure default settings for each user.
40 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
Step 4: Test the mail server connection and start services
Screenshot 47 - The GFI FAXmaker configuration wizard will start the GFI FAXmaker services
After you have configured the fax lines and the GFI FAXmaker users,
GFI FAXmaker will start the GFI FAXmaker fax service and the GFI
FAXmaker MTA (Message transfer Agent). Click Next to continue.
Screenshot 48 - Testing your mail server connection – a successful test
The wizard will now test the mail server connection. It will attempt to
send a mail via your mail server to the configured fax administrator.
You will need to check if the mail actually arrived in the fax
administrator mailbox. Whether the test was successful or not will be
displayed in the dialog itself.
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 41
Screenshot 49 - Mail server test failed
If the test fails, the error condition will be displayed in the dialog. The
screenshot shows an example error highlighted. The most common
errors and their resolution are:
CDO Error: “The transport failed to connect to the server.”
Solution: This error occurs if you specified that SSL has to be used but
the server is not configured for use with SSL. Disable SSL or
configure SSL on the mail server. This error also occurs if the IP
address of the mail server has not been specified correctly, or the
connection is being blocked by a firewall or by the mail server itself.
Check firewall settings and check whether incoming connections from
the FAXmaker server are allowed.
CDO Error: “The server rejected one or more recipient addresses. The
server response was: 550 5.7.1 Unable to relay for <email address>”
Solution: The FAXmaker server connected, however when specifying
the domain of the recipients address, the mail server refused it. Most
frequently this occurs because relaying is not allowed from the
FAXmaker server. Configure the SMTP server to accept relaying from
the FAXmaker machine's IP or allow relaying for the internal email
domain only. E.g. mycompany.com
CDO Error: “The server rejected the sender address. The server
response was: 530 5.7.3 Client was not authenticated.”
Solution: Your mail server requires authentication and you have not
entered the authentication details. Go back to the SMTP server
configuration dialog by clicking the 'back' button in the FAXmaker
Configuration Wizard and configure authentication details. You can
also configure the SMTP server to accept anonymous SMTP
connections (if the mail server is only available to the intranet).
CDO Error: “The message could not be sent to the SMTP server. The
transport error code was 0x80040217. The server response was not
available”
42 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
Solution: This error is normally encountered when the authentication
details are invalid. Go back to the SMTP server configuration dialog by
clicking the 'back' button in the FAXmaker Configuration Wizard and
configure authentication details.
If the mail server test was successful, you can now check if the fax
server is up and running from the GFI FAXmaker monitor node in the
GFI FAXmaker configuration. Start up the GFI FAXmaker
configuration and check the fax server status.
Screenshot 50 - GFI FAXmaker FAX Server monitor with services running
NOTE: You can configure GFI FAXmaker in more detail using the GFI
FAXmaker configuration program.
, If you have not entered an administrator account or password the
service will not start. Reconfigure the service user in the services
control panel (under administrative tools) and attempt to restart the
service.
Step 5: After running the GFI FAXmaker wizard
After you completed the GFI FAXmaker wizard and verified that the
fax server is running.
• If you have installed GFI FAXmaker on a Microsoft Exchange
2000/2003 server machine, go to the chapter ‘Installing the
clients’.
• If you have not installed it on the Exchange Server 2000/2003
machine, you must go to the paragraph ‘Installing the connector
on a remote Exchange server machine’. After this you can proceed
to install the clients.
• If you have an Exchange 5.5 server go to the chapter ‘Configuring
Exchange Server 5.5 for faxing’. After this you can proceed to
install the clients.
• If you have Lotus Notes go to the chapter ‘Configuring GFI
FAXmaker for Lotus Notes’. After this you can proceed to install
the clients.
• If you have a SMTP/POP3 server go to the chapter ‘Configuring an
SMTP/POP3 server for faxing’. After this you can proceed to install
the clients.
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 43
Installing the connector on a remote Exchange server machine
If you have Exchange Server 2000 or 2003 and have not installed GFI
FAXmaker on the Exchange server machine it self, then you must run
the GFI FAXmaker installation again on the Exchange server
machine. When you arrive at the dialog which asks which FAXmaker
components to install, tick only the option ‘Exchange 2000/2003
SMTP connector.
Screenshot 51 - Installing only the Exchange connector
This will configure a standard Exchange 2000/2003 SMTP connector
which forwards fax and sms messages to the GFI FAXmaker server.
If you prefer, you can manually create the connector. For a detailed
description how to do this, go to the chapter: ‘The Exchange
2000/2003 SMTP connector’.
Upgrading from earlier GFI FAXmaker versions
Important note: The default cover page format has changed from
RTF to HTML. Therefore, after performing the upgrade, you have to
re-design your RTF cover pages in HTML format. You will also have to
reconfigure the cover page settings.
If you have an earlier version of GFI FAXmaker installed, and you
want to retain your fax device and line settings, please perform the
upgrade as follows:
1. Un-install your current GFI FAXmaker installation and make sure
you DO NOT delete the directory where it was installed.
2. Run the GFI FAXmaker installation build and follow the instructions.
3. When set-up asks you for the installation directory, choose to install
in the same directory where your old GFI FAXmaker installation was.
This procedure will make sure that you keep your fax server settings.
I.e.: The lines and devices configuration, the dialing configuration
etc… User configuration such as routing information and call blocking
44 • Installing GFI FAXmaker GFI FAXmaker for Exchange/SMTP Manual
are not retained. After the new installation has been successfully
installed, you can continue to configure GFI FAXmaker.
Alternatively, you can install GFI FAXmaker to a new directory and
configure GFI FAXmaker again. In this case however, fax device and
line settings will not be retained
Entering your License key after installation
If you have purchased GFI FAXmaker, you can enter your License key
in the General > Licensing node.
If you are evaluating GFI FAXmaker, it will time out after 60 days (with
evaluation key). If you then decide to purchase GFI FAXmaker, you
can just enter the License key here without having to re-install.
You must license GFI FAXmaker for the number of users that will
send & receive faxes.
Entering the License key should not be confused with the process of
registering your company details on our website. This is important,
since it allows us to give you support and notify you of important
product news. Register on:
http://register.gfi.com
Installing the OCR module
NOTE: This paragraph is only applicable if you have purchased
the OCR module.
GFI FAXmaker users can opt to purchase an OCR module that can
convert the fax to readable text. It can also be used to route faxes.
To install the OCR module:
1. Run Setup.exe from the OCR directory of your CD-ROM or from
the directory you unzipped the downloaded file(s) to. You will be
asked to close all programs. Click Next. The module will now be
installed automatically.
2. Set-up OCR routing from the GFI FAXmaker configuration, OCR
routing node.
GFI FAXmaker for Exchange/SMTP Manual Installing GFI FAXmaker • 45
Installing the clients
Introduction to the GFI FAXmaker client software
After installing the Fax server, you can already send faxes by sending
an email and addressing the email correctly. However if users wish to
send faxes by printing to the GFI FAXmaker printer driver, they must
install the GFI FAXmaker client.
The GFI FAXmaker client software consists of a fax printer driver, fax
viewer and the optional GFI FAXmaker Fax message form. The GFI
FAXmaker Fax message form offers an easy way for users to specify
fax options. During installation, you can choose whether the Outlook
New Message form should appear when the user prints to the
FAXmaker printer driver, or the GFI FAXmaker Fax message form.
The FAXmaker Fax message form also retrieves the company name
of the recipient, so the cover page always has the company name
filled in. If using the Outlook new message form, the company name
will only be filled in if the FAXmaker fax server could retrieve the
company name of the recipient via a configured public contact list.
The GFI FAXmaker Fax message form submits the fax via SMTP to
the GFI FAXmaker fax server, so it should know the mail server name
as well as the email address of the user. No communication takes
place between client & the fax server (mail is delivered via your mail
server), so there are no scalability issues.
System requirements:
• Windows XP Pro/2000/2003, Windows 95/98/ME or Windows NT
Server/ Workstation 4.0.
• If using Windows 2000, ensure you have Service Pack 3 or later
installed.
Installing the client software
Important: You will need administrator rights to install the GFI
FAXmaker client, because it includes a fax printer driver. You can log
on as administrator and install the client – it will automatically be made
available to all users of the machine.
1. Download the client software (faxclient.msi) from
run from the CD) and launch the file on the client machine itself.
ftp://ftp.gfi.com (or
GFI FAXmaker for Exchange/SMTP Manual Installing the clients • 47
Screenshot 52 - Choosing the language
2. You will be prompted what language you want the client to be
installed in. Note that the setup will remain in English, but if you select
a different language the FAXmaker Fax Message form will appear in
the selected language after installation.
Screenshot 53 - Which Message form
3. You will be prompted whether you want the Outlook New message
form or the FAXmaker New Fax form to appear after a user prints to
the FAXmaker printer driver. You can also choose both – in this case
the Outlook New Message form will appear when the user prints to the
FAXmaker printer driver, however the FAXmaker New Message forms
will be accessible from the FAXmaker program group. The user can
48 • Installing the clients GFI FAXmaker for Exchange/SMTP Manual
then use this form in case he wants to set particular options which are
more difficult to do from the Outlook New Message form.
Screenshot 54 - Specifying mail server
4. If you selected the FAXmaker New Message form or both, set-up
will prompt you for the type and name of your Mail Server. If you
select Lotus Notes or SMTP/POP3 Mail server, you will also have to
enter the name of the fax mailbox. If needed, tick the ‘My mail server
requires authentication’ tick box to configure authentication options.
Screenshot 55 - Optional authentication
5. Only configure authentication if your mail server requires it and if
you are familiar with the settings! Enable SSL if you want to use SSL
certificates (does not require authentication to be enabled). If you want
to authenticate against the mail server, enable ‘Use SMTP
GFI FAXmaker for Exchange/SMTP Manual Installing the clients • 49
Authentication’. Enable ‘Logon using Secure Password Authentication
(SPA)’ to have the FAXmaker Fax Message form use the current
Windows account name and password credentials. Note that SPA
requires that your mail server supports SPA. If your mail server does
not support SPA specify account name and password to use.
NOTE: These settings are identical to Microsoft Outlook Express and
in fact the FAXmaker Fax Message form uses the same Windows API
(CDO) as Microsoft Outlook Express. If you are unsure about the
settings, configure Outlook Express to send mails using authentication
on the client machine first, and then use the identical settings in the
FAXmaker Fax Message Form.
6. Set-up will now prompt you where to install the GFI FAXmaker
client. Select a location and click ‘Next’. Set-up will now copy the files
to the GFI FAXmaker destination folder.
7. After the files have been copied, set-up will confirm the installation
of the GFI FAXmaker printer driver. Click ‘Next’ to proceed.
Screenshot 56 - Confirm printer driver installation
8. Windows will confirm installation of uncertified drivers (Almost no
vendors certify them because it’s a very time intensive and
bureaucratic process). Click Continue Anyway to proceed. There will
be short delay during this installation. The client is now installed.
Specifying email address
The first time the user starts the FAXmaker Fax Message form, the
GFI FAXmaker client will retrieve the e-mail address of the currently
logged on user from Active Directory.
It will use this e-mail address to send transmission reports. If another
user logs on to the machine, then GFI FAXmaker will query Active
Directory again: In other words the system is fully compatible with a
multi user environment (e.g. on a Terminal Server.)
50 • Installing the clients GFI FAXmaker for Exchange/SMTP Manual
Screenshot 57- Specifying the email address
If Active Directory is not present, or GFI FAXmaker fails to obtain the
e-mail address, the user will be prompted for his/her email address.
Set-up Command line options
If you want to run the GFI FAXmaker client set-up in unattended
mode, you can specify the following options on the command line of
the MSI file. MSI files can be run from the command line with the
following command: msiexec /i "<full path to client MSI file>"
‘SILENTPRINTERDRIVER=1’: Installs the printer driver silently. Note
that an older driver is installed, in order to bypass the windows
uncertified driver install dialog. If using the parameter, make sure that
the policy to prevent Kernel mode printer drivers is not set.
‘USEOUTLOOKFORM=1’: Configures the Outlook New Message
form to pop up instead of the FAXmaker New Message Form, after a
user prints to the FAXmaker printer driver.
‘LANGUAGE=<language:<insert language> >’: Specifies the
language of the client to be installed. Available options are ENGLISH,
GERMAN, ITALIAN, SPANISH, FRENCH.
If using an SMTP routing rule (sink mode, i.e. with Exchange
2000/2003/5.5 or another mail server), you just have to specify the
mail server machine name, using the following command line
parameter:
MAILSERVER=<mail server IP or machine name>
If using an SMTP/POP3 server or an ISP hosted mail server, you must
specify the FAXmaker fax server. In this case the faxes are delivered
directly to the GFI FAXmaker machine, not via the mail server:
FAXSERVER=<fax server IP or machine name>
If you are using the POP3 connector to collect the faxes (mailbox
mode, i.e. Lotus Notes or an SMTP/POP3 mail server, you have to
specify the mail server name and fax mailbox, using the following
command line parameters:
MAILSERVER=<mail server IP or machine name>
FAXMAILBOX=<email address of fax server mailbox>
NOTE: The faxserver and mailserver command line options are
mutually exclusive. The fax mailbox command line option requires the
mailserver command line.
USESSL=<0 or 1> : Enables SSL.
USEAUTH=<0 or 1>: Enables SMTP authentication.
GFI FAXmaker for Exchange/SMTP Manual Installing the clients • 51
USESPA=<0 or 1>: Enables Secure Password Authentication, which
uses the credentials of the currently logged on user to authenticate
against the mail server. Ensure that your mail server supports this.
(Ignored if USEAUTH=0)
SMTPACCOUNT=<account string> : This account name is used for
SMTP authentication. (Ignored if USEAUTH=0)
SMTPPASSWORD=<password string> : The password required for
the account above. (Ignored if USEAUTH=0)
Examples
To run msi with command lines, use the following command in the
command prompt:
msiexec /i "<full path to client MSI file>" MAILSERVER=mailsrv
FAXMAILBOX=fax@myinternaldomain.com
LANGUAGE=<language:german>
GFI FAXmaker client user manual
The GFI FAXmaker user manual can be downloaded separately and
distributed to GFI FAXmaker users via e-mail. The GFI FAXmaker
client installation also includes the manual as a help file.
You can download the GFI FAXmaker user manual from the
downloads page at:
http://www.gfi.com/faxmaker
Remote deploying the FAXmaker client with GFI LANguard N.S.S.
You can install the GFI FAXmaker client in unattended mode. This
means that the GFI FAXmaker set-up will install the GFI FAXmaker
printer driver and viewer without asking any questions. This allows you
to deploy the GFI FAXmaker installation using a group policy, SMS,
GFI LANguard N.S.S. or other remote installer software.
Although you can use Microsoft SMS or Active Directory to deploy the
client, many administrators prefer using a tool such as GFI LANguard
NSS to deploy software remotely. The custom software deployment
tool of GFI LANguard NSS is easier to use. GFI LANguard N.S.S. can
be downloaded from the GFI website.
To deploy the GFI FAXmaker client network-wide with GFI LANguard
NSS follow these steps:
Step 1: Download the FAXmaker client set-up file in MSI
format
To remotely deploy the FAXmaker client you need to use the MSI setup. This can be downloaded from:
ftp://ftp.gfi.com/
Step 2: Select the machines on which to install the
software/patches
Now startup GFI LANguard N.S.S.
1. In the GFI LANguard N.S.S. configuration, go to Deploy custom
software node in the tools node.
52 • Installing the clients GFI FAXmaker for Exchange/SMTP Manual
2. Click on the Add button to add a single computer, or click on the
select button to select a range of computers on which to deploy
the custom software.
NOTE: You can also select which machines to deploy custom
software on from Security Scanner node and the Tools > Enumerate
Computers node.
Step 3: Specify software to deploy
Click on the Add… button in the “Patches:” section to specify the
source location of the MSI file. In the custom edit box, enter the
appropriate command line parameters (see previous paragraph). Its
important that you at least specify the ‘SILENTPRINTERDRIVER=1’
option! Otherwise a dialog will popup during install.
Screenshot 58- Specifying MSI name and command line options
For example, to install the GFI FAXmaker client in English, using the
outlook form instead of the FAXmaker form, you would use the
following options:
SILENTPRINTERDRIVER=1 USEOUTLOOKFORM=1 LANGUAGE=ENGLISH
/qn
Step 4: Start the deployment process
Once you have specified the location of the client and the command
line options, you can start the deployment process by clicking on the
Start button.
Installing the GFI FAXmaker client on Terminal server clients
If you are using Terminal server, and you wish to deploy the GFI
FAXmaker client to all terminal server users, you can use the normal
GFI FAXmaker SMTP or MAPI client. To install the FAXmaker client
on your terminal server:
1. Run the client install directly on the Terminal server machine itself.
It must not be run from a remote terminal session window!
2. Launch the setup msi from explorer. Do not run the installation
from Control Panel > 'Add/Remove Programs' since the GFI
FAXmaker 12 client installation is 'Terminal Services aware'. The
GFI FAXmaker for Exchange/SMTP Manual Installing the clients • 53
'Add/Remove Programs' should only be used for installations that
do not support Terminal Services.
3. It will detect Terminal server and install the GFI FAXmaker client
accordingly.
54 • Installing the clients GFI FAXmaker for Exchange/SMTP Manual
Configuring Fax lines
Configuring a fax line
A fax line is a physical telephone line and is linked to a fax device (i.e.
a modem or an ISDN/fax card). Since many fax devices support
multiple lines, and you probably want to set different options per fax
line, you have to set up each fax line individually, and associate a fax
device to each line.
Fax lines are configured from the lines/devices node in the GFI
FAXmaker configuration program. Right-click on the ‘Lines/Devices’
node and select properties to bring up the Lines/Devices dialog. This
dialog shows all installed fax lines and to which device they are
associated.
Screenshot 59 - The Line/Devices dialog
To add a fax line, click ‘Add’. The process of adding a fax line is
slightly different depending on whether the fax line is associated to an
ISDN card, a Brooktrout card or a fax modem. Therefore the process
is described in separate paragraphs below. Line options and
Advanced options are identical for each fax line, independent of what
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 55
fax device you are using and these are described at the end of this
chapter.
Setting up fax lines for an ISDN card
Screenshot 60 - Adding an ISDN channel
1. After you clicked the ‘Add’ button in the Lines/Devices dialog, the
‘Add fax line’ dialog will appear, which requires you to specify the fax
line, device type and the physical fax port on which this fax line is
connected. Select the first available fax line number.
2. Now select your device type. If you have a 2, 4 or 8 channel ISDN
card, select ‘ISDN BRI CAPI 2.0 devices’. If you have a 30 channel
card select ‘ISDN PRI CAPI 2.0 devices’.
3. In the Physical fax port box, select the channel/port of the device
that you want to use for this fax line. For example, if you are using an
ISDN BRI card, you can select two channels for each card. If you want
to use channel 1, select ISDN1B1. If you want to use channel 2, select
ISDN1B2. (If you are using more than one ISDN card, you can select
ISDN2B1 and ISDN2B2 for the second card, and so on.) If you wish to
copy the settings for a line you have already configured, tick ‘Copy
settings from’ and select the line from the drop down list. Click OK.
56 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
Screenshot 61 - FAXmaker Lines/Devices Configuration – Adding ISDN1B1 to the configuration.
4. The device/line properties dialog appears. Now select the ISDN
card that you are using in the ISDN type list box.
5. In the MSN/DID numbers list box you should add the number(s) to
be answered by GFI FAXmaker. You can enter either a full number
entry (i.e. 82733099) or a prefix number. An example of a prefix
number would be entering ‘827330’. In this scenario FAXmaker would
answer all numbers in the range ‘82733000-8273099’. Alternatively
click the Answer All button which will cause FAXmaker to answer all
incoming calls on the ISDN channel.
, If you do not enter any numbers, GFI FAXmaker will not
answer incoming calls!
6. If you plan to do DID routing on this channel, go to the advanced
tab and tick the ‘Number of DID/MSN digits to capture’ checkbox. The
number of digits should be set to the size of the range of numbers you
will be capturing. (i.e. For range of 0-99 you should capture two digits.
For a range of 0000-5000 would capture 4 digits).
7. You can configure Line options and Advanced options from the Line
options and Advanced tabs. A description of these options can be
found further on in this manual. Click OK to add the line.
8. You should then add any additional lines you wish to use with GFI
FAXmaker to the Lines/Devices configuration. An Eicon Diva Server
BRI-2M (1 ISDN line) should have 2 channels added to the
Lines/Devices configuration (ISDN1B1, ISDNB2). An Eicon Diva
Server 4BRI (4 ISDN Lines) should have 8 channels in the
configuration (ISD1NB1 – ISDN4B2).
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 57
, After making any changes to the FAXmaker Lines/Devices
configuration make sure to restart the FAXmaker FAX Server service
for the changes to take effect. Then Check the Fax Server Monitor to
make sure that the lines have been initialized.
Finding out the exact MSN numbers
A frequent error is that the MSN number on which GFI FAXmaker
should answer is specified incorrectly. The exact MSN number that
you should enter depends on the ISDN configuration. The best way to
determine the number that you need to enter is the following:
1. Go to the GFI FAXmaker monitor node in the GFI FAXmaker
configuration.
2. Send a fax to GFI FAXmaker, dialing the number that you want
GFI FAXmaker to answer.
3. In the FAX Server Monitor, take note of how the number is being
displayed.
4. Enter this number in the Msn number list in the Device tab. After
you have entered the number and restarted the GFI FAXmaker fax
service/application, GFI FAXmaker will now answer the call.
* If you want GFI FAXmaker to answer a whole range of numbers (for
example, if you are using DID routing), just enter the starting number
of the range of numbers. For example: to instruct GFI FAXmaker to
answer all numbers 35922410 up to 35922419, enter 3592241.
Setting up fax lines for a Brooktrout fax card
Screenshot 62 - Adding a Brooktrout channel
1. After you clicked the ‘Add’ button in the Lines/Devices dialog, the
‘Add fax line’ dialog will appear, which requires you to specify the fax
line, device type and the physical fax port on which this fax line is
connected. Select the first available fax line number.
2. Now select your device type. Select the Brooktrout entry with the
number of lines that your card has.
58 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
3. In the Physical line/port box, select the channel/port that you want
to use for this fax line. For example, if you are using a 2 line card, you
can select two channels for each card. If you want to use channel 1,
select ‘Brooktrout channel 1 (BROOKTROUT1)’.
Screenshot 63 - Brooktrout device options
4. The device/line properties dialog appears. Now select the
Brooktrout card that you are using in the Card type list box.
5. Select the correct ‘Line Capabilities’ option for your card. For ISDN
DID fax routing choose DID/ISDN. For Analogue DTMF routing
choose DTMF.
6. If you plan to use fax routing to route faxes individual users based
on the DID number go to the Advanced tab and tick the ‘Number of
DTMF/DID digits to capture checkbox. The number of digits should be
set to the size of the range of numbers you will be capturing. (i.e. For
a range of 0-99 you should capture two digits. For a range of 00005000 you would capture 4 digits). Click OK.
7. You can configure ‘Line options’ and ‘Advanced options’ from the
Line options and Advanced tabs. A description of these options can be
found further on in this manual. Click OK to add the line.
8. You should then add any additional lines you wish to use with GFI
FAXmaker to the Lines/Devices configuration.
, After making any changes to the FAXmaker Lines/Devices
configuration make sure to restart the FAXmaker FAX Server service
for the changes to take effect. Then Check the Fax Server Monitor to
make sure that the lines have been initialized.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 59
Setting up fax lines for the Brooktrout SR140
Screenshot 64 - Adding a Brooktrout channel
1. When you click Add in the Lines/Devices Properties dialog box,
the Add fax line dialog box is displayed. Here you must specify the
fax line, device type and the fax port on which this fax line is
connected.
2. From the Available fax lines list select the first available fax line
number.
3. From the Device type list select the Brooktrout entry with the
number of channels you licensed from Cantata Technology.
4. In the Physical line/port list, select the channel that you want to
use with this fax line. For example, if you want to use channel 1 select
Brooktrout channel 1 (BROOKTROUT1).
5. Click OK to display the device/line properties dialog box.
6. Select Brooktrout SR140 from the Card type list.
60 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
Screenshot 65 - Brooktrout device options
7. Select the correct line capabilities option for your card. For ISDN
DID fax routing choose DID/ISDN. For Analogue DTMF routing
choose DTMF.
8. If you plan to use fax routing to route faxes to individual users
based on the DID number, click on the Advanced tab and then select
the Number of DTMF/DID digits to capture check box. The number
of digits should be set to the size of the range of numbers you will be
capturing. (i.e. For a range of 0-99 you should capture two digits. For
a range of 0000-5000 you would capture 4 digits).
9. You can configure ‘Line options’ and ‘Advanced options’ from the
Line options and Advanced tabs. A description of these options can
be found further on in this manual. Click OK to add the line.
10. Repeat the above steps to add any additional lines you wish to
use with GFI FAXmaker.
, After making any changes to the FAXmaker Lines/Devices
configuration make sure to restart the GFI FAXmaker FAX Server
service for the changes to take effect. Then check the Fax Server
Monitor to make sure that the lines have been initialized.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 61
Setting up fax lines for a fax modem
Screenshot 66 - Adding a modem channel
1. After you clicked the ‘Add’ button in the Lines/Devices dialog, the
‘Add fax line’ dialog will appear, which requires you to specify the fax
line, device type and the physical fax port on which this fax line is
connected. Select the first available fax line number.
NOTE: If you have added new fax modems since installing GFI
FAXmaker, you can click ‘Detect’ in the Lines/Devices dialog to find
new modems. GFI FAXmaker will detect any modems connected to
your PC and list them in the Lines dialog. Then tick the checkbox of
each modem that you wish to use.
, If you are using Windows 2000/2003, GFI FAXmaker will also
detect any modems connected to Microsoft Fax. However, you must
ensure that the Microsoft Fax service is started.
2. Now select your device type. Select either ‘GFI Fax modem driver’
or ‘Microsoft fax modem driver’.
3. If you selected ‘GFI Fax modem driver’, select the com port on
which the modem is connected in the Physical port box. If you
selected ‘Microsoft fax modem driver’, select ‘Microsoft Fax Service’ in
the Physical port box.
NOTE: If you chose to use a modem via the Microsoft Fax driver,
don’t select the same modem twice, i.e. once using the Microsoft fax
driver and another time using the GFI modem driver.
62 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
Screenshot 67 - The modem device tab
4. The device/line properties dialog appears. If you selected to use the
Microsoft Windows fax drivers, there are no options to configure: you
have to configure all modem options from Microsoft Fax. If you chose
to use the GFI fax modem drivers, select your modem type from the
modem type list box. If your modem does not appear in the list, select
the generic class driver for your modem.
5. Configure the Initialization string, Rings until answer, Tone dialing,
Wait for dial tone, Check for busy tone, Speaker mode and Speaker
volume options.
6. If you are familiar with modem configuration, you can click on
‘Advanced Modem Options’. This allows you to change the modem
settings of the driver. More information about the different settings can
be found in the Chapter ‘Advanced use’. Important: Only advanced
users should change modem settings!
7. You can configure ‘Line options’ and ‘Advanced options’ from the
Line options and Advanced tabs. A description of these options can be
found further on in this manual. Click OK to add the line.
8. You should then add any additional lines you wish to use with GFI
FAXmaker to the Lines/Devices configuration.
, After making any changes to the FAXmaker Lines/Devices
configuration make sure to restart the FAXmaker FAX Server service
for the changes to take effect. Then Check the Fax Server Monitor to
make sure that the lines have been initialized.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 63
Line options
Screenshot 68 - The line options tab
The line options tab allows you to specify various options, including
Maximum resolution, Maximum Speed and Local fax ID. (The local fax
ID is given to the receiving fax machine as part of the transmission
process. Usually a fax number is entered as the local fax id) Other
options:
• Receive incoming faxes: Tick this option to receive faxes on this
fax line.
• Send outgoing faxes: Tick this option to send faxes on this fax line.
• Dial prefix: If your lines are located behind a PBX, you can specify
a dial prefix.
• Do not dial prefix if fax number is: Allows you to configure when
GFI FAXmaker should add a prefix. You can not add a prefix if the
fax number is less than or equal to a certain number of digits. This
can be useful if you are using different providers for local, national
or international faxes.
• Fax header: The fax header is a text, for example a company
name, that is stamped on top of each fax.
• Number of retries: Sets the number of times GFI FAXmaker will try
to re-send a fax.
• Retry delay: This option allows you to set a delay between retries
in seconds.
64 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
Advanced options
Screenshot 69 - The advanced line/device options
This tab allows you to configure auto print, backup location & format
options and number of DID/MSN digits to capture.
Screenshot 70 - Auto print set-up
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax lines • 65
The auto print option allows you to automatically print faxes received
on this line. Optionally you can setup a different printer for different fax
sizes (A4, Letter or Legal). To select the printer(s) click on ‘Set-up
printers’. If you want your faxes to be auto-fitted, select ‘Nearest Size,
otherwise select a specific paper size. If you have chosen ‘Nearest
Size’, you must set up a printer (this can be the same printer) for each
page format. If you have chosen one page size only, you must set up
a printer for that format.
NOTE: Printing of outgoing faxes is configured in the Sending options
node.
Backing up faxes
• Backup faxes received on this line: Creates a copy of all incoming
faxes in a directory of your choice.
• Backup faxes sent on this line: Creates a copy all outgoing faxes
in a directory of your choice.
DTMF/DID routing options
Here you set-up routing options specific to this fax line. Note that the
main routing configuration is done from the routing node.
NOTE: Some of these options will appear grayed out depending on
what device you are using. Note that standard fax modems have no
routing capabilities.
Number of DTMF/DID digits to capture: Length of DTMF
string/number that caller or PBX must generate. For example, if you
are going to use from 1-9 only, enter 1; up to 99, use 2 digits; up to
999, use 3; and so on. Be aware that if you enter a certain amount of
digits, the sender must enter all the digits for the fax to be routed
correctly. For example, if the digits are set to 3, and the DTMF number
is 6, the sender must enter 006 not just 6. Another option would be to
enter 6# (the # implies number complete).
Generate beep before capture: specifies that the fax device should
give a beep when it answers the call as a signal to the user to enter
the DTMF number. It is recommended that this option is always
selected. The tone of the beep may be selected from the drop down
box. The tone can be a DTMF tone or a frequency from the selected
range.
Flash after DTMF capture and before tone: This option is used only
for Multitech modems. When this option is enabled, after successfully
detecting tone, the fax server goes 500ms on hook (flash) and then
start receiving the fax.
66 • Configuring Fax lines GFI FAXmaker for Exchange/SMTP Manual
Configuring Fax routing
Introduction to fax routing
An important ability for Network fax packages is to be able to
determine the right recipient of an incoming fax. GFI FAXmaker
supports several ways of achieving this. Each method has its
advantages and disadvantages. Overall, DID routing is preferred for
larger installations, and MSN and Line routing for smaller installations.
In this paragraph we discuss all the routing methods, their advantages
and their requirements.
DID routing (ISDN)
ISDN is the faster, more reliable and more cost effective way to do
faxing. ISDN is available in most regions via your telecommunications
provider. The ISDN protocol is digital, and allows you to set-up directin-dial (DID) routing. In the UK, DID routing is also referred to as DDI
routing.
With DID routing your telecommunications provider allocates you a
range of virtual numbers, which will allow individual
users/printers/public folders to have their own fax numbers, without
requiring a physical fax line for each. If you already have ISDN you
can choose to use available lines from your PBX. Upon answering the
fax call, the ISDN protocol will pass the number on which the call is
being answered to GFI FAXmaker.
Ordering a new ISDN line
If you wish to use a new fax number range with FAXmaker you will
need to contact your telecommunications provider to install an ISDN
service. You will need to let them know that you wish to use the
service for faxing, how many ISDN lines you want installed and how
large a range of numbers you wish to have assigned to service. The
telecommunications provider will then install a port (or a network
termination device depending on your region) at your location to
connect to the ISDN card in the FAXmaker server.
, One ISDN Basic Rate Interface (BRI) consists of 2 ISDN channels.
i.e. 4BRI will give eight lines for faxing. One ISDN Primary Rate
Interface (PRI) will give 24/30 lines depending on your region.
Using available ISDN lines behind a PBX
If you want to use numbers from an existing number range for routing
faxes to individual users you will need to contact your phone
technicians. They will need to create what is commonly referred to as
an ‘s-bus extension’ and configure a port for the ISDN card to be
configured as an ‘s-bus device’. The phone technicians will then need
to program the PABX to present the DID numbers from the specified
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 67
fax number range to the ‘s-bus device’. Your PABX may require either
spare digital ports or an expansion card for this capability.
FAXmaker configured for DID behind a PABX
, Check with your telephone technicians to ensure that the PABX
will be compatible with an ISDN fax solution before purchasing any
ISDN hardware. Sample PABX configurations can be found on the
Cantata Technology website (Knowledge Base Article #1457).
Requirements for DID routing (ISDN):
• A separate ISDN Line or spare ISDN extension
• An active ISDN CAPI 2.0 card such as an EICON Server BRI
(approx. cost $300-$500).
DID routing (analog/digital)
If ISDN is not available in your area, it is possible to order a DID trunk
from your telecommunications provider. These are either analog or
digital, depending on your provider. You will be allocated a range of
virtual numbers, which will allow individual users/printers/public folders
to have their own fax numbers, without requiring a physical fax line for
each.
Ordering a new DID trunk
You can choose to order a new DID trunk, which you will dedicate to
GFI FAXmaker. This requires that you buy a DID card from Cantata
Technology.
Using extra DID lines via your PBX
If you already have a DID trunk for your PBX, you can choose to use
available lines from your PBX. Effectively you will configure your PBX
to ‘forward’ the DID number on which the call was received to GFI
FAXmaker via a DTMF tone.
, DTMF (Dual Tone Multi Frequency) tones are the tones you hear
when you press a number on your phone. DTMF uses two tones to
represent each key on the touch pad. When any key is pressed, the
tone of the column and the tone of the row are generated, hence dual
tone. As an example, pressing the '5' button generates the tones
770Hz and 1336Hz. These tones are then recognized by the hardware
and passed on to GFI FAXmaker
Requirements for DID routing (analog/digital):
• A DID line with X amount of numbers or spare extensions on your
PBX.
68 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
• If using a separate DID trunk: A Brooktrout TR114 TR 1034 DID
card (approx. cost $2000)
• If using DID lines from your PBX: any Brooktrout TR 114 or TR
1034 card. Ensure that they support your PBX and that you have a
knowledgeable phone technician who is able to configure this for
you. For information on this contact Cantata Technology.
MSN routing (ISDN only)
This method is similar to DID routing, however it uses the available
MSN numbers instead of dedicated DID numbers (ISDN only). Each
ISDN line has 1 or more MSN numbers (usually 9) assigned to it. If
your ISDN line has 9 MSN numbers, you can have 9 different routes
for a fax. The number of lines assigned to each ISDN line is different
for each telecommunications provider. Contact your
telecommunications provider for the exact number.
Requirements for DID routing (ISDN):
• A separate ISDN Line with spare MSN numbers.
• An active ISDN CAPI 2.0 card such as an EICON Server BRI
(approx. cost $300-$500).
OCR Routing
OCR (Optical Character Recognition) routing allows you to forward
incoming faxes depending on its text content. First the fax pages are
converted to text using OCR technology. Then the text is searched for
the user's first and last name and/or configurable text phrases. The
fax server will then forward the incoming fax to the respective user.
Requirements for OCR routing:
• Separately downloadable OCR module.
• OCR license.
Line routing
Line routing allows you to assign a physical fax line to a user. For
example, if your office had 4 fax machines in each department prior to
purchase of GFI FAXmaker, you could use those 4 fax lines with a 4
port fax device to route the faxes to each department based on the
number on which it was received.
Requirements:
• Two or more physical fax lines
Routing to a public folder or to an individual user
You can also choose to route to an individual’s mailbox or a public
folder/shared mailbox. In this case, faxes are manually routed by a
single person or group of persons.
CSID routing
CSID (Caller Sender Identification) routing relies on the FAX ID, which
each FAX machine/FAX card displays when sending a fax. Since it
rarely changes, it can be used to identify the sender and thus the
corresponding recipient. CSID routing is still present in the GFI
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 69
FAXmaker fax server for backward compatibility reasons. We no
longer recommend it.
General routing options
Independent of what routing method you use, you must set-up general
routing options.
Screenshot 71 - Routing properties – specifying default fax routers
Specifying default routers
1. In the GFI FAXmaker configuration program, right-click on the
Routing node and select 'Properties'. This will bring up the routing
properties dialog. In this dialog you can specify users/mailboxes that
should receive un-routed faxes and users/mailboxes that should
receive all faxes.
2. To configure users that should receive all faxes, go to the ‘Receive
all faxes’ tab. Click Add and specify the user/mailbox that should
receive all faxes.
3. To configure users that must route inbound faxes, click on the
‘default routers’ tab. Click Add and specify the user/mailbox that
should receive all faxes.
Note that the difference between a user that is a default router and a
user that is configured to receive all faxes is that the default router will
ONLY receive faxes that have not been routed. For example, if you
use DID routing, but receive a fax on a DID number that is not set-up
in GFI FAXmaker, then the default router will receive the fax. This
would be the case for a general fax line. Users specified in the
70 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
‘Receive all faxes’ tab will receive ALL faxes, whether they have been
routed or not.
TIP: Use the Receive all faxes feature to create an exchange
store/public mailbox of all inbound faxes.
Creating printers to route to
Screenshot 72 - Creating a printer to be used in routes
You can also specify that a fax received on a particular line or route is
printed on a particular printer. If you wish to do this, you must define
the printers that you wish to use in inbound routes centrally. This
allows you to change the printer without having to reconfigure all the
routes. To define printers which you wish to use in routes:
1. In the GFI FAXmaker configuration, right click on the advanced >
printers node and select ‘New’. Enter a name for the printer.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 71
2. Now double-click on the printer in the right-hand pane. The general
properties dialog appears. This allows you to configure what printer or
printer cassette to use based on the size of the fax received. For
example, you can specify to print legal size faxes on a printer set up to
print legal pages. You can also force that all faxes, independent of
their size be printed on a particular paper size.
• To print all faxes on the same printer with the same settings,
select A4 only, Letter only or legal only. Then specify the printer
and its settings in the corresponding printer settings, by clicking on
the button, located besides the selected paper size.
• To print all faxes on different printers or with different printer
settings depending on the paper size, select ‘Nearest size’ and
configure the printer settings for all 3 paper formats.
After you have created the printer, you will be able to select it when
creating an inbound fax route.
Using Backup2Folder to route to folder
You can specify that a fax received on a particular line or route is
backed up in a particular folder. If you wish to do this you have to
enable the Backup2Folder feature on a per-route basis by opening the
route's properties and selecting the Backup2Folder tab. For each
route you can specify the folder in which to backup the received fax
into, and the preferred file format for the attachment.
72 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 73 - Setting up the Backup2Folder feature
Using this feature, each fax received will have a time-stamped file
name which is used for all backed-up files related to the particular
received fax. For example, if a fax is received and it satisfies two
routing rules which have different Backup2Folder destinations, the
same time-stamped file name is used in both folders. If a fax is
received and it satisfies two routing rules which have the same
Backup2Folder destination, there will be no file duplicates of the same
fax in that particular folder.
NOTE: This feature requires that the target folder can handle 'long file
names'. Hard-disk partition formats that handle long file names include
NTFS and FAT32.
Configuring DID/DTMF Routing (ISDN/Analog/Digital)
If you have decided to use DID/DTMF routing, and have installed a
suitable fax device, you will need to:
1. In the GFI FAXmaker configuration go to the Lines/Devices node.
Double-click on each installed fax line, go to the advanced tab and
enable the option to ‘Number of DID/MSN digits to capture’. The
number of digits should be set to the size of the range of numbers
you will be capturing. (I.e. For a range of 0-99 you should capture
two digits. For a range of 0000-5000 you would capture 4 digits).
2. Associate the DID numbers with the users. This is called a DID
route.
, Do not enable DTMF/DID routing unless you have a DTMF/DID
capable fax device, otherwise the fax server will generate an error
while receiving.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 73
, If you are using DTMF routing behind a PBX in combination with a
Brooktrout card, ensure that you have setup the Brooktrout card
correctly. Please visit the Cantata Technology website for more
information how to configure your card correctly for a particular PBX.
Adding DID/DTMF routes
1. Right click on the Routing > DTMF/DID node, and select 'New
DTMF/DID route'
Screenshot 74 - Creating a new DID route
2. Now enter the users’ routing number (or virtual fax number). For
example, if you have a 4 digit DID, you enter the 4 last numbers in this
dialog and click OK. The DID number will appear in the right pane of
the GFI FAXmaker configuration. You can also enter a range of DID
numbers.
Screenshot 75 - Specifying to which user the fax must be routed
Optionally you can specify 'Force number to have this amount of digits
– this will cause a range of, for example, 1- 100 to be noted as 00010100 (if you specify 4)
NOTE: You can also import a list of users and DTMF numbers using
the import function
74 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
3. Now double-click on the DID number in the right pane. This will
bring up the DID route properties. In the users tab, select to which
user(s) the fax must be routed if the fax is received on this DID
extension number.
Screenshot 76 - Selecting a printer to auto print a fax on
4. You can also specify that any faxes received on this route should
be printed on a particular printer. To do this, select the printers tab,
enable ‘Automatically print faxes routed through this rule’ and select
the printer in the printer list box.
NOTE: You must configure any printers you wish to use in an inbound
route in the printers node. If you do not have any printers configured,
this tab will appear grayed out. For information on how to configure
printers, see the previous paragraph ‘general routing options’.
Importing/Exporting a range of DID routes
If you have a large number of users, it might be easier to prepare a list
of DID numbers and associate user names in another application like
Excel.
To import or export a range of DID numbers:
1. In the GFI FAXmaker configuration, right click on the Routing >
DTMF/DID node.
2. From the menu, select either import or export DTMF/DID range. A
file dialog will appear asking you to specify a text file with the data to
be imported. The data must be in the following CSV format:
"did/dtmf number", "user1", "user2", "user3", …
E.g.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 75
"1234", "John J, Doe", "Bill Smith", "Roger Brown", "Joe Bloggs"
Specify the user name as either the Active Directory display name, or
the SMTP email address.
Important: The configuration will link the user name specified to either
the user's display name or any of the user's SMTP email addresses.
All the user accounts to be imported must be in the Licensed Users
list. On Export, the configuration will use the user's display name for
the user fields.
Configuring MSN routing
Before you can add MSN routes, you have to enter the MSN numbers
in the ISDN card Device tab. To do this:
1. Right-click on the Devices\Lines Configuration node, select
properties. A dialog with the available lines will appear.
2. Select the lines associated with the ISDN card and double-click to
bring up the Device properties dialog. In the Device tab, enter the
MSN numbers that you want to be answered.
Screenshot 77 - Add MSN numbers to the device first
You have to enter all the MSN numbers, otherwise the ISDN card will
not pick up any incoming phone calls. If you use the ISDN line only for
the fax server, you can enter all the MSN numbers available on the
ISDN line, so as to create the maximum possible MSN routes.
Adding MSN routes
1. Right click on the Routing > MSN node, and select 'New MSN route'
76 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 78 - Creating a new MSN route
2. Now select from the list of available MSN numbers and click OK.
The MSN number will appear in the right pane of the GFI FAXmaker
configuration.
3. Now double-click on the MSN number in the right pane. This will
bring up the MSN route properties. In the users tab, select to which
user(s) the fax must be routed if the fax is received on this MSN
number.
4. Optionally configure a printer on which the fax must be auto printed
if received on this route. To do this, select the appropriate printer in
the printers tab. (Note that you must have configured the printer first in
the printers node)
Configuring OCR routing
If you have installed the optional OCR module, have a valid OCR
license and wish to routing incoming faxes based on the text content
of the received fax image, you will need to do the following:
1. In the GFI FAXmaker Configuration, right click on the Advanced >
OCR node, and select 'Properties' to set up the OCR engine options.
This allows you to set up if you want to have the OCR text in the fax
report, the maximum number of pages to convert and to set up
language, spelling and correction options.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 77
Screenshot 79 - OCR Engine Configuration - Specifying fax report and language options
2. Right click on the Routing > OCR node, and select 'Properties' to
set up the OCR routing text matching engine options.
78 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 80 - General OCR Configuration - Specifying matching ratio and intelligent routing
option
Matching ratio: The matching ratio is the confidence that GFI
FAXmaker needs to have before matching the keyword or name to a
recipient. The recommended matching ratio is between 60 and 80%, it
should not be 100%.
The matching ratio is dependent on the quality of the fax. If the fax is
of bad quality, OCR will not recognize all the letters on the fax. In this
case a lower matching ration is required; otherwise the fax will not be
routed. On the other hand, a low ratio may lead to faxes being
forwarded to users who should not receive the fax. If the matching
ratio is too low, some words, which are similar to the phrases, will be
considered as being the phrases, e.g., with 60% ratio Jones and
Jonen will be considered to be the same.
Intelligently route faxes based on user's first and last names: This
option allows you to automatically route a fax if it finds a users name
in the fax. You don't have to configure the users names, since GFI
FAXmaker will retrieve the user names from Active Directory or the
Exchange 5.5 directory automatically. Use this option if you have
many users and don't want to configure custom search phrases for
each user.
Adding an OCR route
1. Right click on the Routing > OCR node, and select 'New...'
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 79
Screenshot 81 - New search phrase - Creating a new OCR search phrase
2. Now enter the phrase that you wish the OCR routing engine to look
for and click OK. The OCR search phrase will appear in the right pane
of the GFI FAXmaker Configuration.
3. The search phrase options should come up automatically but if this
is not the case double-click on the newly created search phrase. In the
users tab, select to which user(s) the fax must be routed if the search
phrase has been successfully matched.
4. Optionally configure a printer on which the fax must be auto printed
if received in this route. To do this, select the appropriate printer in the
printers tab. (Note that you must have configured the printer first in the
Advanced > Printers node)
Routing to a public folder in Exchange
To make the incoming faxes arrive in a public folder follow the
following steps, depending whether you have Exchange 2000/2003 or
Exchange 5.5:
For Exchange 2000/2003
1. Create the public folder in Exchange System manager.
80 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 82 - Setting of Public Folder Permissions
2. Set the necessary permissions to the public folder created, by rightclicking on the Public Folder > Properties > Permissions > Client
Permissions. It is important that the Anonymous and Default
permissions be set to at least Contributor. This will allow FAXmaker to
deliver faxes to the Public Folder. You should also set required
permissions to each User / Group that will require access to this
folder.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 81
Screenshot 83 - Email address assigned to the public folder.
3. Right-click on the public folder, and select ‘All tasks > Mail Enable’.
An email address will now be assigned to the public folder. Right-click
on the public folder and select properties. The public folder properties
dialog will show up. The new email address will be listed in the tab
‘email addresses’. You can change the address if you want.
82 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 84 - Getting Public Folder visible in Address Lists.
4. From the Exchange Advanced tab un-check the ‘Hidden from
Exchange address lists’ check box and click OK.
5. Create an Exchange mail enabled user using Active Directory
Users & Computers.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 83
Screenshot 85 - Set AD user to have mails delivered to the Public Folder.
6. Once the user is created, right-click on the User name and select
Properties > Exchange General tab, click on ‘Delivery Option’s and in
the Forwarding address frame, select the public folder using the
Modify button.
7. In FAXmaker configuration > Licensed Users/Groups, add the
newly created user as a FAXmaker user.
8. In the FAXmaker configuration > Routing > Properties node set the
required routing so that faxes will be received by the newly created
user.
For Exchange 5.5
1. Create the Public Folder to which Faxes should be forwarded from
Microsoft Outlook.
84 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Screenshot 86 - Open up the public folder properties
2. From the Exchange Administrator open the properties of the public
folder you just created.
Screenshot 87 - Folder properties
3. Select the Advanced tab and make sure that ‘Hide from address
book’ check box is cleared.
4. Now create a new mailbox from the Exchange Administrator File |
New Mailbox…
5. In the Mailbox properties select ‘Delivery Options’ tab.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 85
Screenshot 88 - User delivery options
6. Specify an Alternate Recipient by setting the Radio button as shown
below and click on the Modify… button.
7. In the dialog that opens select the Public Folder item created in
Step 1 from the Global Address list. And click OK.
8. Save changes for the newly created mailbox.
9. Now configure the newly created email address as a GFI
FAXmaker user. Right - click on the licensed user node and select
New Licensed user/group. Now enter the email address or mailbox
name and select OK to add the public folder/email address to the list
of GFI FAXmaker users. You can now select this user for any of the
routing methods available. The faxes will be routed to the public
folder.
86 • Configuring Fax routing GFI FAXmaker for Exchange/SMTP Manual
Configuring Line routing
Line routing allows you to route faxes based on which fax line they
were received on.
Adding a line route
To add a line route:
1. Right click on the Routing > Line node, and select 'New Line route'
Screenshot 89 - Creating a new Line route
2. You can now select from the lists of available PHYSICAL fax lines.
Select a line and click OK. The new line route will appear in the right
pane of the GFI FAXmaker configuration.
3. Now double-click on the line route in the right pane. This will bring
up the Line route options. Click on the users tab. In the users tab,
select to which user(s) the fax must be routed if the fax is received on
this physical line.
4. Optionally configure a printer on which the fax must be auto printed
if received on this route. To do this, select the appropriate printer in
the printers tab. (Note that you must have configured the printer first in
the printers node)
Configuring CSID routing
You can set up CSID routing by adding CSID’s (FAX IDs) and
associating one or more users to that CSID. GFI FAXmaker will then
route incoming faxes with that particular CSID to that user. Add FAX
IDs to the user's CSID list by clicking Add and entering the fax
numbers.
Adding CSID routes
1. Right click on the Routing > CSID node, and select 'New CSID
route'
Screenshot 90 - Creating a new CSID route
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax routing • 87
2. Now enter a CSID number and click OK. The CSID number/phrase
will appear in the right pane of the GFI FAXmaker configuration.
3. Now double-click on the CSID number/phrase in the right pane.
This will bring up the CSID route options. In the users tab, select to
which user(s) the fax must be routed if the fax has that CSID number.
4. Optionally configure a printer on which the fax must be auto printed
if received on this route. To do this, select the appropriate printer in
the printers tab. (Note that you must have configured the printer first in
the printers node)
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Configuring Fax server options
Document Conversion configuration
GFI FAXmaker can automatically convert Microsoft Office, rtf, txt, gif,
jpg, HTML and PDF attachments at server level. GFI FAXmaker
includes a built in conversion engine for PDF, HTML, PNG, GIF, JPG,
RTF, TXT documents. To convert Microsoft Office attachments you
need to have Microsoft 97 or higher installed on the FAX Server
computer! When installing Microsoft Office on the Exchange server,
do NOT install Microsoft Outlook.
Screenshot 91 - Document conversion options
To configure document conversion, right-click on the Advanced >
Document conversion node and select properties. You can configure
the following options:
Ignore extensions: Enter the extensions that you want to ignore e.g.,
p7s, vcf, etc. GFI FAXmaker will not ignore the standard GFI
FAXmaker extensions: fax, txt, rtf and fmk.
'Print to' shortcut set-up: You can also configure a custom
document format. To do this you must install the application that can
print the document and also set up a 'print to' shortcut for that format.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax server options • 89
Test that you can print the document via windows explorer. Then enter
the extension of the format (e.g. 'doc' for Word) and the Application
Command that is able to print the format. In most cases this is 'Print'.
Then click Add.
Troubleshooting Microsoft Office document conversion
1. Ensure that Microsoft Office was installed using the same account
that is being used for the GFI FAXmaker fax server services. If this
is not the case, re-install Microsoft Office using the account used
for GFI FAXmaker.
2. Make sure you have made a full installation of Microsoft Office.
3. Make sure that the account used for installing GFI FAXmaker and
Microsoft Office has administrator rights.
4. After installing Microsoft Office, run Word and/or Excel to get rid of
any messages displayed the first time the programs are run.
5. Make sure that the GFI FAXmaker printer driver is set as the
default printer for the machine.
6. Re-start the fax server machine to ensure that changes will take
effect.
Configuring Licensed users
GFI FAXmaker is licensed based on the number of users that receive
OR send faxes. You must specify all users that send or receive faxes
in the licensed users/groups node.
To add licensed users, right-click on the Licensed Users node and
select ‘New Licensed User or Group’. This will bring up the Windows
users dialog, allowing you to select Users or Groups from Active
Directory. You can select individual windows users or groups of users.
We recommend creating a ‘GFI FAXmaker users’ group in Active
directory so that you can manage all FAXmaker users directly in
Active Directory.
Importing FAXmaker users from a text file:
If you have a list of users with their correct email addresses or if your
server is not running Windows, you can import users from a CSV
(Comma Separated Values) file. To do this:
1. Right-click on the Licensed users node, and select 'Import users
from file'.
2. Select the text file with the user information. Make sure that the text
file is formatted in the following way:
"first name", "last name", "company", "department", "fax number",
"voice number", "e-mail address", "display name", "internet e-mail
address"
Example:
"Alex","Mallia","GFI FAX & VOICE","Support","+356 382419","+356
382418","alex@FAXmaker","alex"
"Andrei","Azzopardi","GFI FAX & VOICE","Development","+356
382419","+356
382418","andrei@FAXmaker","andrei","andrei@gfi.com"
90 • Configuring Fax server options GFI FAXmaker for Exchange/SMTP Manual
Field information
first name: can be empty
last name: can be empty
company: can be empty
department: can be empty
fax number: can be empty
voice number: can be empty
e-mail address: required - must be unique. If using Networks mode,
append @FAXmaker to the user name, and use this as the email
address.
display name : required; cannot be empty
internet e-mail address : can be empty
NOTE: After importing FAXmaker users, you must restart the
FAXmaker MTA.
Configuring the Email2Fax gateway
The Email2Fax gateway is configured during installation. If you want
to change the settings after installation;
1. In the GFI FAXmaker configuration, right-click on the Email2Fax
Gateway node, and select properties. This brings up the Email2Fax
Gateway properties dialog.
Screenshot 92 - Email2Fax Gateway setup
2. Specify your mail server name and the SMTP port.
GFI FAXmaker for Exchange/SMTP Manual Configuring Fax server options • 91
3. If your mail server requires authentication, specify authentication
details.
POP3 connector
Screenshot 93 - The POP3 connector
If you have Lotus Notes/Domino or an SMTP/POP3 server, then there
will also be a POP3 connector tab in the Email2Fax gateway
properties dialog. This allows you to collect faxes via a dedicated
POP3 mailbox. For more information see the first chapter. To
configure the POP3 connector:
1. Tick ‘Enable POP3 connector’ to enable collection of faxes and
SMS via POP3.
2. Specify the mail server name and port.
3. Specify the POP3 mailbox account name and password. You can
also specify the Login method.
4. Specify the full email address of the fax mailbox. This address will
be used as the ‘reply to’ address.
Sending & receiving options
To configure fax sending & receiving options, right-click on the
Sending/receiving options node and select properties. You can
configure the following options:
92 • Configuring Fax server options GFI FAXmaker for Exchange/SMTP Manual
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