User Guide: E-mail to Fax

User Guide: E-mail to Fax

Introduction

E-mail to fax allows you to send an e-mail to a fax machine. The content of the e-mail and the attachments will arrive as fax on the fax machine.

Requirements

Fax server installed and configured on the server (see Fax Server + Features Administrator Guide)
Email to Fax feature installed and configured on the server (see Fax Server + Features Administrator Guide)
A PC with an e-mail client

Limitations & remarks

When sending an e-mail containing text and adding files in attachment, all content will be sent in one fax transmission in the following order:
- Body of the e-mail
- Attached file 1
- Attached file 2
- ...
The supported file types are PDF. If you want to send other types of files using e-mail-to-fax, please convert the files to PDF first, and then attach the PDF file to your e-mail.
The maximum supported total size of the e-mail message is 10MB, or lower depending on your e-mail setup.
The original e-mail header (To, From, Subject and Date) is printed on the first page of the received fax. (Limitation removed since Fax Server 1.10.0+)
Your e-mail body can contain simple HTML, with support for embedded images (As from Fax Server Module 2.1.0 or higher). What kind of file can be put inline of the mail-to-fax ?
- JPEG pictures
- PNG images
- GIF images
If you use e-mail addresses as login credentials, please make sure they are not duplicated: Two local fax extensions must not have the same e-mail address. If you use extensions as login credentials, you can use duplicate e-mail addresses in your local fax extensions.
Landscape orientation is not supported, only portrait orientation.
Only A4 is supported. If you send a A3 PDF, the PDF will be truncated and the fax will be sent partially (it won't be mentioned in the confirmation message).
If you use plain text e-mail format, accents in the body are not supported.
As the fax technology doesn't support color, best color should be used to get the best rendering:
- Black (#000000)

Usage

Open your favorite e-mail client
Compose a new e-mail
Enter the 'To' address in the following format: [destination]@[local_fax_extension].[fax domain]
- [destination] is the external fax number where you want to send the fax to. Attention: Often an additional leading 0 is required to reach an external number.
- [local_fax_extension] is the local fax extension you defined on the sop. This should be provided by your administrator
- [fax domain] is the domain your administrator configured in your organization's DNS server, which points to the sop. This value should be provided to you by your administrator.
Write some text in the e-mail body or add some attachments in PDF format.
Send your e-mail.
Check if you receive a confirmation e-mail indicating the job was completed.

Attention: If the external fax device is not reachable or temporarily busy, the system will retry a couple of times. If after a few retries the fax still is not delivered you will receive a e-mail indicating the fax was not delivered.

Example e-mail

E-mail to an external fax number

E-mail To Fax confirmation e-mail

which kind of confirmation mail can be expected?
1. Succes
2. unable to to send the fax
3. fax extension doesn't exists
4. wrong type of attachment

Case 1 : what does the confirmation mail look like in case of success ?

-> A: 
  * subject : facsimile job 176 to <local fax extension> (<destination number of fax>) completed
      Local fax extension = "default" for Smals prod, "out" for Contact center
  * Mail body:
Your job to 0<destination number> was completed successfully.

            Pages: 9
         Receiver:
          Quality: 98
       Page Width: 209 (mm)
      Page Length: 296
      Signal Rate: 14400 bit/s
      Data Format: 2-D MMR
 Remote Equipment: Canon Laser Class 2060
   Remote Station:
          Dialogs: 1 (exchanges with remote device)
            Calls: 1 (total phone calls placed)
            Modem: any
   Submitted From: 127.0.0.1
            JobID: 176
          GroupID: 176
           CommID: c000000828

Processing time was 0:02:26.

+ the sent fax documents are attached to the confirmation mail.

Case 2 : If the fax failed, the "failed to send" mail looks like (the example bellow concern a fax send to a wrong number) :

Your job to 002887476 failed because:

No answer from remote; too many attempts to dial


    ---- Transcript of session follows ----

Sep 24 10:28:34.46: [27047]: SESSION BEGIN 000004846 2887476
Sep 24 10:28:34.46: [27047]: HylaFAX (tm) Version 6.0.5
Sep 24 10:28:34.46: [27047]: SEND FAX: JOB 1735 DEST 002887476 COMMID 000004846 DEVICE '/dev/ttyIAX1' FROM 'Amaury Duvivier <amaury.duvivier@escaux.com>' USER NPadu
Sep 24 10:28:34.46: [27047]: STATE CHANGE: RUNNING -> SENDING
Sep 24 10:28:34.46: [27047]: <-- [12:AT+FCLASS=1\r]
Sep 24 10:28:34.47: [27047]: --> [2:OK]
Sep 24 10:28:34.47: [27047]: MODEM set XON/XOFF/FLUSH: input ignored, output disabled
Sep 24 10:28:34.47: [27047]: DIAL 002887476
Sep 24 10:28:34.47: [27047]: <-- [14:ATDT002887476\r]
Sep 24 10:29:19.48: [27047]: --> [9:NO ANSWER]
Sep 24 10:29:19.48: [27047]: SEND FAILED: JOB 1735 DEST 002887476 ERR [3] No answer from remote
Sep 24 10:29:19.48: [27047]: SEND FAILED: JOB 1735 DEST 002887476 ERR [333] No answer from remote; too many attempts to dial
Sep 24 10:29:20.48: [27047]: <-- [5:ATH0\r]
Sep 24 10:29:20.49: [27047]: --> [2:OK]
Sep 24 10:29:20.52: [27047]: MODEM set DTR OFF
Sep 24 10:29:20.52: [27047]: MODEM set baud rate: 0 baud (flow control unchanged)
Sep 24 10:29:20.52: [27047]: STATE CHANGE: SENDING -> MODEMWAIT (timeout 5)
Sep 24 10:29:20.52: [27047]: SESSION END


------- Unsent job status -------
      Destination: 002887476
            JobID: 1735
          GroupID: 1735
           Sender: Xxxx Yyyy
         Mailaddr: xxx@company.com
           CommID: 000004846
            Modem: any
   Submitted From: localhost
       Page Width: 209  (mm)
      Page Length: 296 (mm)
       Resolution: 196 (lpi)
           Status: No answer from remote; too many attempts to dial
          Dialogs: 0
            Dials: 12
            Calls: 12
            Pages: 0
         TotPages: 1
         Attempts: 0
           Dirnum:

Case 3 : The fax server checks that the local fax extension exists as a fax profile. If the given extension does not exist as a fax profile, an email is sent back directly to the sender with this kind of notification:

You have tried to send a fax to 002xxxxxxx, using fax extension "xxx".
Fax extension "xxx" does not exist. The fax was not sent.

Vous avez tenté d'envoyer un fax au numéro 002xxxxxxxxx, en utilisant l'extension "xxx"
L'extension fax "xxx" n'existe pas. Le fax n'a pas été envoyé.

U probeerde een fax te sturen naar 002xxxxxxx, vanaf fax extensie "xxx".
Fax extensie "xxx" bestaat niet. De fax werd niet verstuurd.

Case 4 : If the users send the wrong kind of document, an email is sent back directly to the sender with this kind of notification:

You have tried to send a fax to 0027887476, using fax extension "adu".
 * The e-mail contains a document of type - application/octet-stream; name="trace_iax.pcap" - which is not supported

Vous avez tenté d'envoyer un fax au numéro 0027887476, en utilisant l'extension "adu"
 * L'e-mail contient un document de type - application/octet-stream; name="trace_iax.pcap" - qui n'est pas supporté

U probeerde een fax te sturen naar 0027887476, vanaf fax extensie "adu".
 * De e-mail bevat een document van type - application/octet-stream; name="trace_iax.pcap" - Dit type document is niet ondersteund