VidiCode Fax Server IP User Guide

Fax Server IP
Manual
International Headquarters
USA
VIDICODE Datacommunicatie BV
Blauwroodlaan 140, 2718 SK Zoetermeer The Netherlands Tel. +31 79-3617181 Fax +31 79-3618092 vidicode@vidicode.nl www.vidicode.nl
VIDICODE Datacommunications
P.O. Box 3288 Wilmington, N.C. 28406 Tel. 910.452.5600 Fax 910.254.3525 sales@vidicode.com www.vidicode.com
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Fax Server IP Manual
Contents
1 Introduction ............................................................. 7
1.1 Fax Server IP........................................................... 7
1.2 Send Fax ................................................................. 7
1.3 Fax Server IP Archiving System .............................. 8
1.4 Getting the Fax Server IP Fax System to work......... 8
2 Fax Server IP ..........................................................9
2.1 Introduction to Fax Server IP ................................. 10
2.2 What's in the box ................................................... 10
2.3 Connecting the Fax Server IP................................ 10
2.4 Setting up the Fax Server IP for operation ............. 11
2.5 System settings ..................................................... 11
2.5.1 Set the Clock ................................................................ 11
2.5.2 Protect the Fax Server with a Password ...................... 12
2.5.3 Remove Password protection ...................................... 13
2.5.4 Set the Language ......................................................... 13
2.5.5 Reset all values ............................................................ 13
2.6 Fax settings ........................................................... 14
2.6.1 Fax ID ........................................................................... 14
2.6.2 Top text......................................................................... 15
2.6.3 Maximum Fax speed .................................................... 15
2.6.4 Fax Send retries ........................................................... 16
2.6.5 Send Retry time ............................................................ 16
2.6.6 Retry after voice ........................................................... 16
2.6.7 Speaker ........................................................................ 17
2.6.8 Speaker volume............................................................ 17
2.6.9 Beep after Rx/Tx........................................................... 17
2.6.10 Dial prefix .................................................................. 18
2.6.11 No Answer time-out................................................... 18
2.6.12 No Carrier time-out.................................................... 18
2.6.13 Caller ID .................................................................... 19
2.6.14 Rings to answer on.................................................... 19
2.6.15 Ring volume .............................................................. 20
2.6.16 Ring variation ............................................................ 20
2.6.17 Ring frequency .......................................................... 20
2.7 LAN settings .......................................................... 21
2.7.1 E-mail address.............................................................. 21
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2.7.2 Reply address............................................................... 22
2.7.3 SMTP server IP address .............................................. 22
2.7.4 SMTP server port ......................................................... 23
2.7.5 Domain name ............................................................... 23
2.7.6 FTP user ....................................................................... 24
2.7.7 FTP password .............................................................. 24
2.7.8 FTP server port............................................................. 25
2.7.9 TelNet ........................................................................... 25
2.7.10 DHCP server ............................................................. 26
2.7.11 IP address ................................................................. 26
2.7.12 IP subnet mask.......................................................... 27
2.7.13 Gateway .................................................................... 27
2.7.14 IP name ..................................................................... 28
2.8 Operation of the Fax Server IP .............................. 28
2.9 Rx, the received faxes ........................................... 29
2.10 Tx, the sent faxes .................................................. 30
2.11 Fax ID.................................................................... 31
2.12 Empty Send and Received queues........................ 31
2.13 Disk info................................................................. 31
3 Send Fax............................................................... 33
3.1 Introduction to Send Fax........................................ 33
3.2 Installation ............................................................. 33
3.3 Setting up the Send Fax ........................................ 33
3.4 Send a Fax ............................................................ 35
3.5 Add a new contact ................................................. 35
3.6 Edit Address list ..................................................... 36
3.7 Fax Settings........................................................... 36
3.8 Send Fax Later ...................................................... 36
3.9 Import an address book ......................................... 37
3.10 Preview.................................................................. 37
4 Fax Server IP Archiving System ........................... 39
4.1 Introduction to Fax Server IP Archiving System ..... 39
4.2 Installation ............................................................. 39
4.3 Setting up a Fax Server IP connection................... 39
4.4 Viewing a Fax........................................................ 40
4.5 Browsing the database, the viewer ........................ 40
4.6 Open an existing Archive....................................... 41
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4.7 Create a new Archive............................................. 41
4.8 Update the Database............................................. 42
4.9 Updating the database automatically ..................... 42
4.10 The Cache............................................................. 42
4.11 Download faxes permanently................................. 43
4.12 Mark records for transfer to PC.............................. 43
4.13 Transfer records to PC........................................... 43
4.14 Deleting records from the Archive.......................... 44
4.15 Restore deleted records......................................... 44
4.16 Build a CD Archive................................................. 44
4.17 Complete Name fields............................................ 45
4.18 Perform queries on the main archive ..................... 46
4.19 Protect Archive with a password ............................ 46
4.20 History of Fax Server database updates ................ 46
4.21 Advanced Settings................................................. 47
5 Acknowledgements............................................... 49
5.1 Guarantee.............................................................. 49
5.2 Liability .................................................................. 49
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Fax Server IP Manual
1 Introduction
The Fax Server IP is a stand-alone network fax machine. Together with the Fax Server IP Archiving System and the Send Fax application it forms a
complete network faxing system. Faxes can be sent from every workstation on the network with the Send Fax application. The Send Fax application addresses the Fax Server IP, which stores the fax and takes care of the actual fax transmission. All faxes received by the Fax Server IP are stored on the internal hard disk and can be viewed from every workstation with the Fax Server IP Archiving System. The Fax Server IP handles incoming and outgoing fax transmission and stores all sent and received faxes. All stored faxes are available through the network. The Fax Server has extensive E­mail capabilities. Incoming faxes can be selectively E-mailed to programmed E-mail addresses. Fax transmission results are E-mailed to the Send Fax User.
1.1 Fax Server IP
The Fax Server IP is the actual fax machine. The telephone line connection enables the reception and sending of faxes. All sent and received faxes are stored in a database on the internal hard disk. Faxes can be sent from every workstation using the Send Fax application. The Send Fax application addresses the Fax Server IP to send the fax. The Fax Server IP takes care of the actual fax transmission and can E-mail the User back with the result of the fax transmission. The Fax Server IP holds a list of Users. This list can be managed from within the Send Fax Options. The fax database on the Fax Server IP can be accessed with the Fax Server IP Archiving System through the network connection. All received and sent faxes can be viewed from every workstation connected to the network. E-mail is fully integrated in the Fax Server. Received faxes can be selectively E-mailed to programmed E-mail addresses. In case several local fax numbers are used the selection can take place according to local fax number. Your PBX should support this function to enable this kind of selection. Selection of faxes for distribution via E-mail can also take place according to remote Fax ID. After fax transmission the Fax Server can E­mail the result of the fax transmission back to the User of the Send Fax.
1.2 Send Fax
The Send Fax application allows you to send a fax from virtually every PC application with print option. With the installation of the Send Fax application a printer is added to the computer's list of printers. Use the print-command in your application to transfer the document to the Send Fax application, which consequently starts up. In the Send Fax application one or more
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recipients can be chosen from an address book. New entries to the address book can easily be made. The Send Fax has a preview function that allows you to have a last look at the fax before sending it off. When Send Fax is clicked the fax is uploaded to the Fax Server IP that will automatically take care of the fax transmission. After fax transmission the Fax Server can report the transmission result back to the User of the Send Fax through E-mail.
1.3 Fax Server IP Archiving System
The Fax Server IP Archiving System is a PC application that allows you to access the Fax Server IP database over the network. The Fax Server IP Archiving System shows a listing of the Fax Server IP's database in the Main Archive. Each record in the Main Archive represents a fax. The Fax Server IP Archiving System can keep the listing of the Main Archive up to date automatically. The faxes belonging to the records in the list can be viewed with the build in fax-viewer. The viewer allows you to browse through the database of the Fax Server IP. The Fax Server IP Archiving System supports the use of four Fax Servers.
1.4 Getting the Fax Server IP Fax System to work
For the Fax Server IP Fax System to work you need at least:
A Fax Server IP connected to a telephone line and to the network.
At least one workstation with the Fax Server IP Archiving System
application installed.
At least one workstation with the Send Fax application installed.
The connection and setup of the Fax Server IP is described in Chapter 2. The installation and operation of the Send Fax application is described in Chapter 3. The installation and operation of the Fax Server IP Archiving System is described in Chapter 4.
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2 Fax Server IP
1. The display.
2. The Softkeys. The softkeys function is determined by text right
above the key in the display.
3. The numerical keys.
4. The 8 function keys. See below.
5. The arrowed keys.
The eight function keys:
Received faxes queue and Received faxes info key. See § 2.9 Sent faxes queue and Send faxes info key. See § 2.10 Fax ID info key. See § 2.11 Empty queue function key. See § 2.12 Fax settings menu key. See § 2.6 Network settings menu key. See § 2.7 Disk info key. See § 2.13 System settings menu key. See § 2.5
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2.1 Introduction to Fax Server IP
The Fax Server IP is the actual fax machine. The telephone line connection enables the reception and sending of faxes. All sent and received faxes are stored in a database on the internal hard disk. E-mail is fully integrated in the Fax Server. Received faxes can be selectively E-mailed to programmed E­mail addresses. In case several local fax numbers are used the selection can take place according to local fax number. Your PBX should support this function to enable this kind of selection. Selection of faxes for distribution via E-mail can also take place according to remote Fax ID. After fax transmission the Fax Server can E-mail the result of the fax transmission back to the User of the Send Fax.
2.2 What's in the box
Fax Server IP
Mains supply adapter.
Telephone cable with RJ11 connectors.
CD-Rom with Send Fax and Fax Archive software.
2.3 Connecting the Fax Server IP
The Fax Servers back plate has the following connections.
The Fax Server IP back plate
A. The Power socket. B. The Serial connection socket.
C. The Ethernet connection socket.
D. The telephone line and telephone connection sockets.
Connect the Fax Server IP as follows.
Connect the Power supply to the power socket
Connect the Ethernet plug to the Ethernet socket C.
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A.
Connect the telephone line to the Line socket
D. The Phone socket in
D allows for the optional connection of a telephone.
The serial connection is used only in specific occasions not described in this manual.
2.4 Setting up the Fax Server IP for operation
The setup of the Fax Server is done as follows. The following setting have to be made.
System settings deal with the general settings like clock, password and language settings.
Fax Settings relate to the actual fax transmission, like transmission speed, top line and dial prefix settings.
LAN Settings deal with the settings that have to do with the network connection of the Fax Server like Ftp username and password, E-mail address and IP Number settings.
Follow the instructions in the description of the System settings in 2.5 The Fax settings can be found in 2.6 and LAN settings are described in 2.7.
2.5 System settings
Enter the System settings as follows.
Press the
A sequence of System settings will need to be passed. Every item will have at least three options:
Press NEXT to move on to the next menu item.
Press CHANGE to enter the value or property of the menu item.
Press STOP to exit the menu.
Press NEXT repeatedly to scroll through the menu items. The following sequence of menu items will appear:
Sys button.
2.5.1 Set the Clock
Press the Sys button.
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Press CHANGE to change the setting of the clock.
Clock: a 22-04-02 11:03 STORE CANCEL
Setting the clock.
Press key's 1-7 to change the day of the week.
The default date and time format is DD-MM-YY and HH:MM (when American has been set as language the format is changed to MM-DD-YY). Use the arrowed keys to move the blinking character left and right. Press softkey STORE to store the changes. Press softkey CANCEL to return to previous values.
2.5.2 Protect the Fax Server with a Password
The Fax Server can be protected with a password. When password protection has been enabled all operations are blocked before the correct password has been entered.
Press the
Press NEXT once.
Password active: No NEXT CHANGE STOP
Setting the Password.
Press CHANGE to enter a password.
Password: 000 STORE CANCEL
Enter a password.
Press STORE to enable the entered password.
Press STOP to exit the menu.
From this point on you will be prompted for the password before entering the menus.
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Sys button.
Fax Server IP Manual
2.5.3 Remove Password protection
Press the Sys button.
Enter the password and press CONTINUE.
Press NEXT once.
Password active: Yes NEXT CHANGE STOP
Disable the Password.
Press CHANGE to disable the password.
Press STOP to save and exit the menu.
The password protection has now been disabled.
2.5.4 Set the Language
Press the Sys button.
Press NEXT twice.
Language: English NEXT CHANGE STOP
Setting the Language.
Press CHANGE to select the preferred language.
Press STOP to save and exit the menu.
2.5.5 Reset all values
Use Reset all values to reset all fax transmission and system values. LAN settings are not affected by the Reset all values operation.
Press the Sys button.
Press NEXT three times.
Reset all values: No
CHANGE STOP
Reset all values.
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Press CHANGE to enable the Reset all values operation.
Reset all values: Yes
CHANGE STOP
Reset all values enabled.
Press STOP to execute the Reset all values operation.
Attention: Reset all values operation will disable the password protection.
2.6 Fax settings
Enter the Fax settings as follows.
Press the
A sequence of Fax settings will need to be passed. Every item will have at least three options:
Press NEXT to save and move on to the next menu item.
Press CHANGE to enter or change the value or property of the menu
item.
Press STOP to exit the menu.
Press NEXT repeatedly to scroll through the menu items. The following sequence of menu items will appear:
Fax button.
2.6.1 Fax ID
The Fax ID is the actual identification of the fax machine. When a fax is transmitted both fax machines negotiate their Fax ID's. It is by legal obligation that the Fax ID should contain the entire local fax number including country and area code. By international law it is not permitted to have a fax machine without programmed Fax ID.
Fax-Id: NEXT CHANGE STOP
Set the Fax ID.
Press CHANGE to enter the Fax ID.
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Fax-Id: STORE CANCEL
Enter the Fax ID.
Press STORE to save the Fax ID.
Press NEXT to move on to the next menu item.
2.6.2 Top text
The Top text is the text that is printed as the top line of the fax. The Top Text is mandatory in the United States.
Top Text: NEXT CHANGE STOP
Set the Top text.
Press CHANGE to enter the Top text.
Top Text: STORE CANCEL
Enter the Top text.
Press STORE to save the Top text.
Press NEXT to move on to the next menu item.
2.6.3 Maximum Fax speed
The fax transmission speed is negotiated between the two fax machines before the actual transmission of the fax takes place and depends on the quality of the telephone connection. The Maximum Fax speed is an upper limit to the transmission speed.
Maximum Fax Speed: 14400 NEXT CHANGE STOP
Set the Maximum transmission speed.
Press CHANGE to change the transmission speed.
Select 14400, 9600 or 4800 bps. The default 14400 bps setting is advised.
Press NEXT to save and move on to the next menu item.
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2.6.4 Fax Send retries
The Fax Send Retries property determines the number of times the Fax Server will try to send a fax in case of unsuccessful transmission.
Fax Send Retries: 3x NEXT CHANGE STOP
Set the Fax Send Retries.
Press CHANGE to change the number of retries.
Select a value between 0x and 15x.
Press NEXT to save and move on to the next menu item.
2.6.5 Send Retry time
The Send retry time is the time the Fax Server will take to resend the fax.
Fax Send Retries: 60s NEXT CHANGE STOP
Set the Fax Send Retries.
Press CHANGE to change the Send retry time.
Select a value between 15 and 1800 seconds.
Press NEXT to save and move on to the next menu item.
2.6.6 Retry after voice
Retry after voice determines whether the Fax Server should retry to send a fax when the fax number was answered but no fax machine found on the remote side. This property enabled allows for the recipient to put the call through to the fax machine.
Retry after voice: Yes NEXT CHANGE STOP
Set retry after voice.
Press CHANGE to enable or disable the retry after voice property.
Press NEXT to save and move on to the next menu item.
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