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Introduction into FaxChange Administration
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Introduction
We have designed this document in order to answer your basic
questions concerning the administration of FaxChange.
If You need more informations try this documents:
Obsah
FaxChange -- what is it?
In datasheets you have probably learned that FaxChange is an
efficient fax server for Windows NT, modular and fully
integrated into MS Exchange. What does it mean for you, the
administrator?
- Efficient fax server ... FaxChange is able
to dispatch hundreds of faxes per hour ( of course on
condition that there is enough free phone lines
available).
- Modular conception enables you to install
FaxChange on several computers and so distribute the
load during the massive fax operation or avoid the maximal
number of fax cards in one computer.
- The full integration into MS Exchange
signifies two things for the administrator. Firstly, the
user uses fax services within the framework of the normal
e-mail client as he is used to do, without additional
requirements concerning training. Secondly and most
importantly, there is no need to install any client
enlargements or applications on all users' computers. The
administrator installs FaxChange server and that is all
as far as the installation is concerned. The required
software is automatically distributed to all users'
computers within the framework of the MS Exchange
environment. If the new version comes, there is no need
to visit all your computers. It is enough just to update
software on the server. All changes by the clients will
be carried out automatically. The same holds good for the
administration: the whole administration is carried out
only within the server (of course it is possible to
use remote control), it is not to be configured by the
clients.
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How does FaxChange differ from the "small" fax solutions ?
Most administrators surely have met a program which
realized the so called "small" fax solution -- i.e. fax
program for one computer using faxmodem. Their usual
activity could be summarized as follows:
- The user prints a document to "fax printer" within
any program (for example text editor). By this step he
ensures the transfer of the document from any format to
"fax picture".
- There is displayed a window, in which the user
specifies, where to send the fax, or gives other necessary
information (the name of the addresse etc.)
- Fax software dispatches the fax.
- The dialog "Your fax has been successfully dispatched"
appears on the screen.
Dispatch of fax with FaxChange is carried out differently:
- The user prepares document for dispatch. In the
client program MS Exchange or MS Outlook he sends
it to the address of the "FAX" type, which contains all
necessary information about the addresse.
- FaxChange server transfers the document into the
format of the fax picture.
- Preview of the fax is delivered to the
user -- i.e. the view of the fax during the dispatch.
The user examines it and if he likes it, he chooses "send".
- FaxChange sends the fax.
- The confirmation of dispatch / non-dispatch is
delivered to the e-mail box of the sender. If it was not
possible to deliver the fax, the user may try sending it
again.
The basic difference between this and classical "small"
solution is the creation of documents for sending faxes. No
printing with "fax printer" is necessary. The user simply
chooses "New message " in the client program MS Exchange,
writes the text of the message (using all advantages of RTF
text), or adds an enclosure, and sends the message in the
usual way -- only instead of, for example, internet address
chooses fax address. Conversion of documents into the frame
dispatchable by the fax is executed on the server.
Possibility of printing on the "fax printer" is not,
however, eliminated! It is impossible to convert all
the documents on the server ( all the applications used by
clients would have to be installed there). Even within the
framework of FaxChange virtual printer is available (now
for Windows 95 and Windows NT 4.0), but common user uses it
only exceptionally. And even dispatch with the fax printer
is executed according to the above mentioned principle. When
the document has been printed, a well-known window "new message"
appears on the fax printer, in which the fax picture
is enclosed (TIFF document of class TIFF.F CCITT G3/G4).
The use of the central fax server brings about following
advantages:
- Simple administration of users --
centrally it enables to define, who is allowed to use
the fax (and how and where), who is not...
- Administration of expenses -- it enables
to find out the amount of money spent by different
people on faxing.
- Data bank of faxes -- it is possible to
store all the dispatched and received faxes in the
database (and therefore there is a possibility of
finding any fax in the database) and automatically print
on the specified printer (i.e. confirmation of delivery
/non-delivery of the fax together with the fax can be
printed right on the printer in a place of "paper"
database).
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How to administer FaxChange?
We based the development of the installation program
FaxChange on the essential requirement: after
finishing the installation FaxChange must be usable without
any additional interferences. We have achieved this
goal -- and in case of simple installations ( few users,
each of them entitled to fax anywhere...)the installation is
the last thing the administrator has to worry about. But if
you want to use the whole range of services of FaxChange,
it is necessary to devote some time to further setting.
And that is what this document deals with.
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Basic terms...
First it is essential to unite the terminology and explain
the terms which will be used in the following text.
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CSID
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Identification of fax (fax machine). Every fax
machine (or every line of fax server) owners an
adjustable identification number (CSID), which
enables to "introduce" the fax during the
communication with another fax. CSID is usually
chosen as a fax number in an international format
(+420-2-5454545) or the name of the organization.
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Coversheet
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The so called coversheet is
added by the fax server in front of the text of the
message. It contains information about the sender
and addresse of the fax, or some more -- subject of
the information, etc. For example, the receiver can
sort out faxes with the help of the coversheet --
the secretary distributes them into the boxes
of specific users.
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Fax preview
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During the conversion of the documents by the server
some mistakes could be inserted into the fax. These
could result from the fact that the type of print
installed on the server differs from the print
installed by the user. That is the reason why after
the conversion to the fax picture the fax is sent
to the client ( Fax preview ). The user
examines the fax and gives permission to send
it (or cancels the operation).
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Routing of the (received) fax
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If FaxChange accepts the fax, its task is to deliver
it to the mailbox of the right user. Considering the
available information about the fax (PABX ( see
the chapter on the routing of the faxes), CSID or
the number of the line) and according to the setting
in fxUserManageru, FaxChange chooses e-mail the fax
will be delivered to.
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Introduction to the administration of the users
The program fxUserM in
FaxChange is designed for the administration of the users.
Its management is described in help, we are going to
concentrate on its use .
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Is the users' database identical with the MS Exchange
database?
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Users FaxChange database is not MS Exchange database; FaxChange
stores its information in the different place.
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How can the information from MS Exchange reach
FaxChange database?
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There are two ways of doing it: automatic
addition of the users or synchronization of the
database.
Automatic addition of the users is switched on after
the standard installation of FaxChange. If the user,
who is not in the database, tries to dispatch the
fax, the faxserver adds him to the database. His
setting is taken from the setting of the standard
user "*". Automatic addition can be turned off in
the program fxCfg in System folder.
Database synchronization is executed by
the administrator in the program fxUserM in the
main menu. Using D.S. user directory is exported
from MS Exchange (complete or only some parts) and
inserted to FaxChange database. At the same time the
users no longer present in the database of MS Exchange
server are removed from the FaxChange database.
We recommend synchronization of the database -- it
will guarantee the users FaxChange setting YOU
require.
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How to remove the user from the database?
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If the user is removed from the database of MS
Exchange Server, he is also, after the
synchronization of the database, removed from the
FaxChange database. If the user exists in the MS
Exchange Server database, there is no possibility of
removing him from the FaxChange database. But there
is no reason for this. If he is not to be entitled
to use the fax service, he can be prohibited from
doing so.
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What types of recordings are to be found in the
users' database?
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There are users, user groups and
distribution lists .
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What are "user groups" for?
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User groups are there to ease the administration of
a large number of users. You should found the groups
with regard to the real sorting of the users in your
v organization -- for ex. "Marketing", "Technicians"
and "Headquarters"...
Now try to edit some of the users. You will find
out, that most of the "controllers" consist of three
states -- chosen / non-chosen / grey(default). If the
choice is grey, it means that the setting will be
taken from the group the user belongs to. And that
is convenient for you.
As far as the coversheet and costcode is
concerned, you take the setting from the group if
the user has no text in the specific column -- i.e.
the column is empty.
Set all the choices of the user as default (i.e.
grey or empty with the coversheet /costcode). After
the common installation the users are set this way.
Now the settings are taken from the groups the users
belong to.
Do you need to to change the coversheet for the part
of the firm? You should change it in the setting of
the corresponding group. Do you think that
technicians should not be allowed to fax abroad?
The whole group should be forbidden to do so...
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What are "distribution lists" for?
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"Distribution lists" -- under this heading exist "Custom
Recipients" and "distribution lists" on the level of MS
Exchange Serveru. The user of the "distribution list" type
(FaxChange DL) can not send faxes, he can just receive them.
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What are the database records "@" a "*" for?
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These two records function in the database as a
standard setting for the new records. If the user is
being added, his parameters are adjusted
according to the user "*". If the group is being
added in fxUserM, the setting of the group "@" is
copied.
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What is the costcode for?
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FaxChange enables to provide statistics concerning
the fax expenses of the individuals with the help of
fxCostM program. This research could be done on
the level of users, groups and costcodes. Users and
groups... OK, but what is the "costcode" for?
We want to watch the expenses of faxing for example
within some projects -- every user can work on more
projects, users from different groups may cooperate
on one project. That is why watching of groups and
users will not help. now we should take into
consideration costcode: at the beginning
every user can be allocated a costcode (for example
according to the groups).If we allow him (in fxUserM)
to change his costcode, he can in choose a costcode
of the dispatched fax in "dispatch possibilities".
Therefore we can find out promptly the cost of
every project.
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I want to change the coversheet of the user/ group,
but its name can not be found in the combobox
"coversheet"!
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In the combobox in fxUserM the choices are displayed
only if they have been used in the users' database at
least once. If you want to add a coversheet which is
not there, you have to insert it manually (using
the keyboard). Then it will be displayed.
This holds good for all "comboboxes" within the
framework of fxUserM!
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Routing of the received faxes
Routing of the received faxes is also set in the fxUserM
program. What is it?
FaxChange uses the following data for every fax received:
- CSID of the sender.
- The number of the real line the fax has been
received through -- in fact the serial number of
the "wire" leading to the fax card/ serial number of
modem.
- Direct selection (DIR/PABX). Some
extension exchanges (mostly those connected with the
public telephone network by PCM30 [2 MBps connection])
are able to create "virtual fax numbers". Every user of
an exchange like that then owns not only the phone
number, but also the fax number (the numbers are usually
similar -- for example 1543 phone and 2543 fax), even if
there is far less real fax lines (could be only one). If
someone "from the outside" faxes the number, for example
50002543 (i.e. line 2543), the routing of the call is
changed to the real fax line (i.e. for example to the
number 50001001) and the exchange transmits the
information "the call belongs to the line 2543" to the
fax server.
FaxChange tries to choose the most suitable addresse of the fax in accordance with the following rules:
- Is there an information available about CSID choice
and is there an addresse set up in fxUserM ? Fax is sent to him.
- (Former condition has not been fulfilled) Is
there any addresse set for the PABX sender in fxUserM? Fax is send to him.
- (Former condition has not been fulfilled) Is there any addresse set for the specific real line in
fxUserM? Fax is send to him.
- (Former condition has not been fulfilled)
Fax is sent to the administrator of FaxChange (set in fxCfg in the folder Administrator).
You will learn how to set DIR/PABX routing of the fax and
which exchanges support it in WhitePapers.
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Coversheets
You have already learned what a coversheet is. Next question
is: How does FaxChange use it?
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Where is it possible to set the coversheet for the
fax?
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The name of the coversheet is default set in the database of the
users (or it is not filled in, then you use the
coversheet set for its group).
In "dispatch possibilities" of the message it is
possible to set the change of the coversheet for the
specific fax or permanently (if the user is allowed
to do it in fxUserM!). It is possible to insert the
coversheet:
- Empty (without the coversheet).
- Standard -- then the coversheet for the
group is used, regardless of the setup of the
user.
- Preset -- the user can choose from the list.
- Using the name -- then the computer
looks right for the inserted coversheet. If you
insert the name without the suffix, the
coversheet is searched for in the order of
suffixes CVS and RTF.
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What types of coversheets do exist?
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The coversheet is the file with CVS extension, produced by the FaxChange
coversheet editor ( FxCvrEd ).
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What is the best way of designing the coversheet?
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If you want to have a picture in the background of the coversheet, logo of the firm, etc., it is
necessary first to prepare background TIFF file. The best way of doing so is to create a document in your
favorite text / graphic editor and print it to the client fax printer. You will store the resulting
TIFF file (it is enclosed to the new message) and open it by fxCvrEd.
If the white background + text + lines + frames are sufficient for you, start fxCvrEd and choose "New".
In fxCvrEd you can insert text, lines, frames and inserted variables. Variables contain
information, which will be added to the coversheet at the moment of creation of the coversheet by faxserver.
TIP: The most convenient way would be to choose 100% zooming(icon "100") and switch on the grid.
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Where to save the resulting coversheet?
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Read the following section -- language support.
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Language support
FaxChange has been created with regard to the best
possible support of the national environments. In the
following paragraphs you will learn how to make the best
use of this language aid.
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Where to set the language FaxChange uses in communication with the administrator?
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Messages for the administrator are sent in the language set in fxCfg in folder Administrator.
Administration utilities and Installation of FaxChange contain the language support for Czech, German
and English -- they are switched on automatically
according to the setting of Windows NT (Control panel -> Regional settings).
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Where to set the language FaxChange uses in communication with the user?
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This is more complicated. Communication with the user consists of several steps:
- Text of the message sent to the user is in the language set in the specific user database.
- Templates (forms) of the fax address and "Send options" of the message are chosen by MS
Exchange client / MS Outlook according to his language version (i.e. the English version of
MS Exchange contains English templates).
- FaxChange forms (fax has been sent, preview of the fax...) are chosen by
the MS Exchange client / MS Outlook according to his language version (i.e. the English version
of MS Exchange contains English templates). If you want to use only one language , remove
all Forms libraries in Exchange System Manager except for the one you require.
- Client fax printer and fax viewer contain the language support for all localizations
of FaxChange -- they are switched on automatically according to the setting of Windows NT (Control
panel -> Regional settings) or according to the language version of Windows 95.
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What is the "standard language of FaxChange"?
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Installation of FaxChange asked you under the title "Local information" about the name of the state where it
is installed in, international and intercity code... and the language spoken there. It is this one.
If you do not know, what did you set, look to fxCfg -> Dialling -> International code. There
is the international code of the country you are in. In the tab "Intercity and International calls"
you will find this country. Below is the "Language" field. It is this one.
How to change it? Right here in the database.
What is it used for? After the installation all users are sent messages in this language. And also
coversheets are chosen in accordance with it.
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How to choose the language of the coversheet?
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Coversheets are in subdirectories of the faxchange/data/cover/ directory.
They are chosen in the following way:
- If you fax locally or within the country, the coversheet is taken from the language subdirectory
according to the standard language of FaxChange (in the order of suffixes CVS a RTF).
- If you fax internationally:
- FaxChange tries to find the target country (according to the code) in the
database of countries and cities. If it is found, the language spoken in the
country is searched in the database. The system tries to find the chosen coversheet in the
corresponding language directory (order of suffixes CVS a RTF) and if it is there, uses it.
- If the previous step has not been successful, FaxChange uses the coversheet according to the
standard language (it searches in the order of suffixes CVS a RTF).
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How to ensure that faxes with the English coversheet go to England, those with the German coversheet to
Germany...?
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Create English, German and Czech ... coversheets. All of them will be given identical names. And each of
them will be stored in the corresponding language subdirectory in faxchange/data/cover/. FaxChange
then chooses the corresponding language.
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How to ensure that all faxes have the coversheet in English, regardless of the target country?
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Create one coversheet of the given name in English. Save it either into all language
subdirectories, or better, only into the directory corresponding to the standard language of FaxChange
(in other directories then must not be any other coversheet of the same name).
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How to convert documents on server?
Documents stated in the table can be converted automatically
on the server side.
RTF documents are converted by the special application using OLE object RichEdit. TIFF pictures are converted
by the special module. Other documents are converted by starting their "associated" application using OLE
and the application must print them to the fax printer. Output from the fax printer is taken away and processed.
If you want to switch off the conversion (for example because of the overloading of the server) of everything except
for RTF and TIFF, uncheck the "Convert all document types" selection in fxCfg on the System tab.
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