Equisys technical notes

Technical guidance, explanations and fixes for our products

HOWTO: Send paper documents using Multi Function Printers with Zetafax

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ZTN1762

ID: ZTN1762

This Zetafax technical note applies to:

  • Zetafax 2009

Summary

Although most faxes are generated using desktop applications, there is still a requirement for most companies to send out paper based faxes.  There are a number of ways this can achieved using MFP’s (Multi Function Printers) integrated with Zetafax. For successful transmissions email notifications can be delivered, as well as storing all sent faxes within a global archive. 

This technote outlines the main options available when sending faxes using MFP’s and Zetafax.

More information

There are 3 main ways to submit a fax from an MFP to Zetafax. These are described in the following sections.

  • Using the “Scan to Email” feature to fax from a user’s desktop.
  • Submitting a fax to the Zetafax SMTP Gateway for sending via Zetafax.
  • Using DSS (Digital Sending Software) with authentication for direct sending from an HP MFP.

*DSS Can only be used with HP MFP’s please contact Equisys for a supported list.

After submitting a fax using an MFP there may be a requirement to remove all traces of a confidential document. The following section outlines how to perform this within Zetafax.

  • How to ensure confidential faxes are completely removed from Zetafax.

Using the “Scan to Email” feature to fax from a user’s desktop

Most networked MFP’s provide “Scan to Email” functionality. This allows users to easily send documents to their desktop as Tiff or PDF attachment files which can then be faxed directly from a mail client.

The “Scan to Email” functionality is easy to setup and is already in use within many companies. This can provide basic fax submission for companies using a low volume of paper faxing.

To send a fax using “Scan to Email” follow the steps outlined below:

  1. Place the document to be faxed into the ADF (Automatic Document Feeder) or the product scanner glass.
  2. Choose to scan the document to email. Select the users email address from the address book or manually enter the address.
  3. Select scan to send an email with attachment to the user’s mailbox.
  4. The user can now submit the fax in one of two ways:
    • Select the forward button in Outlook, Address the fax in the To field using the following format [Fax: Jim Jones@Equisys@02072034005]
    • Save the attachment file to the desktop. Then click the “New Fax” button on the Outlook toolbar as shown below.

Add the relevant addressing information and attach the saved file attachment much like creating an email with attachments.

Submitting a fax to the Zetafax SMTP Gateway for sending via Zetafax

MFP’s can be used to send directly to Zetafax for submission as a fax.  Sending faxes by the Zetafax SMTP Gateway allows users to reduce the number of fax lines required within an office space. Multiple MFP’s can be configured to send to Zetafax thus removing the need for fax machines and reduce the number of telephone lines required for transmitting and receiving faxes.

To perform this task the user would need to do the following:

  1. Place the document to be faxed into the ADF (Automatic Document Feeder) or the product scanner glass.
  2. Choose to scan the document to email. For basic fax sending use the following addressing format 02072034005@fax.yourcompany.com.
    For more advanced options such as coversheets and letterheads refer to the “Sending a fax message” section in the following technote http://www.equisys.com/technotes/ztn1418.htm.
  3. Some MFP’s allow users to select a “From” email address. If your MFP supports this, an email notification can be provided to their mailbox to ensure a successful send.
  4. *To submit direct to Zetafax via the above method the Zetafax SMTP Gateway and DNS must be configured.

Using DSS (Digital Sending Software) with authentication for direct sending from a HP MFP

Using HP MFP’s integrated with DSS and Zetafax provides users with an authenticated method to submit faxes. This makes it easy for users to submit large quantities of paper documents without having to type long addresses (Such as sending via the Zetafax SMTP Gateway), as only the fax number is required or use of the address books for simpler submission.

To send a fax follow the steps outlined below:

  1. Place the document to be faxed into the ADF (Automatic Document Feeder) or the product scanner glass.
  2. On the MFP Control Panel choose the Fax option.
  3. When prompted enter the users Active Directory logon credentials.
  4. Choose the recipient fax number from the Exchange Address Book, Personal Address Book or alternatively manually enter the fax number.
  5. Press the Send button, the document will then be scanned and sent out via Zetafax with an email notification informing the user of a successful transmission.

*For a full list of supported devices contact Equisys Sales.

How to ensure confidential faxes are completely removed from Zetafax

Some customers need to send confidential paper faxes which are not recorded within the software. To erase a fax sent from an MFP after transmission you need to do the following:

  1. Open the Zetafax Client logged in as the user who submitted the fax. Open the outbox.
  2. Right click the fax, click info and choose log. Record the Message name highlighted below.

  3. Browse to the global archive for sent faxes. Default location is ZFAX\Server\Z-Sent.

    *To find out your location open the Zetafax Configuration, Choose Server Settings, then Archiving of messages received or sent”. This will list the global archive path.

  4. Browse to the folder location and select the appropriate date. Find and delete the message image and control file, the example listed above would be 9A060011.g3f and the corresponding control file 9A060011.ctl.
  5. In the Zetafax Client delete the fax from the Outbox. If the personal archive is being used click “Sent Items”.

  6. Delete the corresponding fax.

Following the procedure listed will ensure that all traces of the sent fax will have been completely removed from Zetafax.

References

Last updated: 20th October 2009 (IN/MW)

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