Vidicode Fax Server IP User manual

Fax Server IP
Manual
International
Headquarters VIDICODE Datacommunicatie BV
Blauwroodlaan 140, 2718 SK Zoetermeer
The Netherlands
Tel. [phone] Fax [phone]
[e-mail] www.vidicode.nl
USA VIDICODE Datacommunications
P.O. Box 3288
Wilmington, N.C. 28406
Tel. [phone] Fax [phone]
[e-mail] www.vidicode.com

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Fax Server IP Manual 3
Contents
1Introduction ............................................................. 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
2Fax 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
3Send 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
4Fax 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
5Acknowledgements............................................... 49
5.1 Guarantee.............................................................. 49
5.2 Liability .................................................................. 49

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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 E-
mail 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 E-
mail 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 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 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 A.
•Connect the Ethernet plug to the Ethernet socket C.

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•Connect the telephone line to the Line socket D. The Phone socket in
Dallows 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 Sys button.
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:
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 Sys button.
•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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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 Fax button.
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:
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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2.6.7 Speaker
Select the speaker mode.
Speaker: Dial only
NEXT CHANGE STOP
Set the speaker mode.
•Press CHANGE to change speaker mode.
Choose between Dial only, Always on and Always off.
•Press NEXT to save and move on to the next menu item.
2.6.8 Speaker volume
Set the speaker volume.
Speaker: 0
NEXT CHANGE STOP
Set the speaker mode.
•Press CHANGE to change speaker mode.
Select a value between 0 and 7.
•Press NEXT to save and move on to the next menu item.
2.6.9 Beep after Rx/Tx
Beep after Rx/Tx lets the Fax Server sound a beep after a fax has been sent
or received.
Beep after Rx/Tx: Yes
NEXT CHANGE STOP
Set Beep after Rx/Tx.
•Press CHANGE to enable or disable the Beep after Rx/Tx property.
•Press NEXT to save and move on to the next menu item.

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2.6.10 Dial prefix
Use the Dial prefix to have the Fax Server dial the Dial prefix before dialing
the fax number as supplied by the Send Fax application.
Dial prefix:
NEXT CHANGE STOP
Set the Dial prefix.
•Press CHANGE to enter the Dial prefix.
Dial prefix: ▓
STORE CANCEL
Enter the Dial prefix.
•Press STORE to save the Dial prefix.
•Press NEXT to move on to the next menu item.
2.6.11 No Answer time-out
The No Answer timeout time determines the time the Fax Server will wait for
the remote fax machine to answer the call.
No Answer timeout: 60s
NEXT CHANGE STOP
Set the No Answer timeout.
•Press CHANGE to change the No Answer timeout.
Select a value between 20 and 180 seconds. It is advised to keep the default
60 second setting.
•Press NEXT to save and move on to the next menu item.
2.6.12 No Carrier time-out
The No Carrier timeout determines the time the Fax Server and the remote
fax machine have for negotiation.

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No Carrier timeout: 60s
NEXT CHANGE STOP
Set the No Carrier timeout.
•Press CHANGE to change the No Carrier timeout.
Select a value between 20 and 180 seconds. It is advised to keep the default
60 second setting.
•Press NEXT to save and move on to the next menu item.
2.6.13 Caller ID
The Fax Server supports four different kinds of Caller ID methods.
Caller ID: DTMF-pola
NEXT CHANGE STOP
Set the Caller ID.
•Press CHANGE to change Caller ID method.
Choose between DTMF-pola, DTMF-ring, FSK-pola and FSK-ring. Caller
ID's are stored with the fax data and can be viewed in the Fax Archive.
•Press NEXT to save and move on to the next menu item.
2.6.14 Rings to answer on
Rings to answer on determines the number of times the telephone rings
before the Fax Server answers the telephone call.
Rings to answer on: 1x
NEXT CHANGE STOP
Set the Rings to answer on property.
•Press CHANGE to change the Rings to answer on value.
Select a value between 0x and 12x.
•Press NEXT to save and move on to the next menu item.

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2.6.15 Ring volume
The Ring volume determines the volume of the ringer of the Fax Server.
Ring volume: 3
NEXT CHANGE STOP
Set the Ring volume property.
•Press CHANGE to change the Ring volume property.
Select a value between 0 and 12.
•Press NEXT to save and move on to the next menu item.
2.6.16 Ring variation
Ring variation determines the variation in the sound of the ring.
Ring variation: 2x5
NEXT CHANGE STOP
Set the Ring variation property.
•Press CHANGE to change the Ring variation property.
Select a value between 1x3 and 3x12.
•Press NEXT to save and move on to the next menu item.
2.6.17 Ring frequency
Ring frequency determines the pitch of the ring.
Ring frequency: 2x5
CHANGE STOP
Set the Ring frequency property.
•Press CHANGE to change the Ring frequency property.
Select a value between 400+50 and 3400+350.
•Press STOP to save and exit the menu.