How to use a new Scan to Fax action to connect to your fax provider
This article explains the fax settings of the create new Scan to Fax action page. These fax settings are used by PaperCut MF to connect with your fax provider.
The generic SMTP connector allows you to send a document you scanned at the MFD as an email to your fax provider. The scanned document is sent to the fax provider via an email (or an SMTP) gateway with a specific recipient email address (specified by the fax provider) and is then converted to fax.
API-based connectors use HTTPS to connect to fax providers. These connectors are more secure compared to the Generic SMTP connector and offer more advanced functionality, including two-way communication.
To set up an API-based connector, you need the endpoint URL and login credentials of a user who has access to the send faxes and access user profiles.
Generic SMTP connector
The generic SMTP connector works by sending your scanned documents as an email to the fax provider. To do that, you need to set up an SMTP server that will be used to send emails.
This will most likely be the same SMTP server you set up to send email notifications to the user in Options > Notifications > SMTP server. The SMTP server can be internal or external to your organization, however, it must allow sending on behalf of your users. The SMTP server is typically the same server that users set in their email application to send an email.
Configure the SMTP server by providing the following details:
|Host||Your SMTP server hostname.|
|Port||The port to connect to on the SMTP server. Common ports include 25 or 587 for TLS and 465 for SMTPS (SSL).|
|Username||Username for SMTP authentication. Typically an email address.|
|Password||Password for SMTP authentication.|
|Email suffix||Fax server domain including the @ sign. For example, to send to GoFax via SMTP, use |
Provider-specific API based connectors
API-based connectors use HTTPS to send the scanned documents to the fax provider. As you see below, the exact settings vary depending on what fax provider you use.
If you are using GoFax, one of the leading online faxing providers to send faxes, you can use the API-based GoFax connector in PaperCut.
To configure GoFax, you need to create an API access token for PaperCut to use to authenticate with the GoFax server.
|API base URL||https://restful-api.gofax.com.au/v1.1|
|Authentication token||To find out details on how to create an API access token, see the GoFax documentation https://support.gofax.com.au/portal/en/kb/articles/api-access-tokens.|
RightFax is one of the leading fax providers. PaperCut provides connectivity via APIs for RightFax 10.6 Feature Pack 1 or later.
The RightFax Web API uses standard HTTP Basic Authentication. To configure RightFax, you need to create a user that has access rights to send faxes.
|API base URL||Supported versions of RightFax automatically configure IIS so the following API root URL will access the API: http://server/product/api where server is the hostname of the computer where RightFax is installed.|
|Username||The username of the user/service account that PaperCut will use to connect to the RightFax server.|
|Password||The password of the user/service account that PaperCut will use to connect to the RightFax server.|
- Xmedius Cloud
Xmedius is another prominent fax provider that has both cloud and on-premise solutions.
To configure XMedius Cloud, you need to create an API access token for PaperCut to use to authenticate with the XMedius server.
|API base URL||https://portal.xmedius.com/services/permalink/fax/faxservice/url where permalink is the login name of your cloud faxing service account.|
|Authentication token||Refer to XMedius documentation to find out how to create an access token.|
When creating the authentication token, make sure to grant the below permissions.
- Manage users
- Send and manage faxes
- Query user directory
- Xmedius On-premise
Xmedius on-premise is identical to the cloud version except the API access method uses basic authentication. The PaperCut connector supports XMedius on-premise versions 9.0+ and later.
To configure the XMedius on-premise connector, you need to create a user that has access rights to send faxes.
|API base URL||https://server:8443/faxservice/Fax where server is the hostname of the computer where XMedius is installed.|
|Username||The username of the user/service account that PaperCut will use to connect to the XMedius server.|
|Password||The password of the user/service account that PaperCut will use to connect to the XMedius server.|
Output settings determine the format and the quality of the scanned images.
Because the scanned documents in a Scan to Fax action are sent to a fax machine, there are some differences in the output settings compared to other scan actions such as Scan to Cloud or Scan to Email.
Most fax providers accept a variety of document types as attachments, including PDF, JPEG, TIFF, and Microsoft Office documents. If you don’t have any specific requirements around the file type, using PDF is a safe option.
To find the file types that your fax provider supports, refer to their documentation.
|Fax provider||Fax provider documentation|
|RightFax||Contact your RightFax support agent for details|
Choose PDF as the default file type, since it is universally supported by fax providers.
Most fax providers support two or more resolutions for your scanned documents - fine mode (204 x 196 dpi) and standard mode (204 x 98 dpi). So, a resolution above 300 dpi is not going to improve the quality of your fax.
How many pages can I scan and send?
Some fax providers have limitations on how many pages you can send and also the maximum size of your attachments. Refer to your fax provider documentation for details. For example, with GoFax, if you are using the Generic SMTP connector the maximum page count is 99 pages and the total file size must be less than 50 megabytes.
What happens to all my scan to fax actions in a mixed fleet environment?
Good question. Let’s look at an example.
Wellness hospital has 10 Konica Minolta (that supports advanced experience) MFDs and 5 Xerox (only basic experience) MFDs. The SysAdmin has set up two scan actions: one using the Generic SMTP connector (so basic experience), and one using the RightFax API-based connector (advanced experience).
Now, when a user logs into a Konica Minolta MFD, they will see both scan actions. And when they log into a Xerox MFD, they will only see the basic experience scan action.
Why does the fax number field in the MFD accept any character, not just numbers?
Fax numbers can contain characters other than numbers, for example, the plus sign. We have decided to err on the side of being lenient in this case.
How do the ‘Recipient name’ and the ‘Recipient company name’ get used in my fax?
They appear on your fax cover page if you have configured the cover page to do so.
The ‘Test fax connection’ button says everything is okay but I still can’t send a fax?
The ‘Test fax connection’ button checks if you have entered the correct fax settings by trying to connect to the fax provider. Even though it’s a very good indication of whether the scan action is correctly set up, there can still be other reasons that prevent you from sending a fax using the scan to fax action.
Still have questions?
Let us know! We love chatting about what’s going on under the hood. Feel free to leave a comment below or visit our Support Portal for further assistance.
Keywords: mf-only, Scan to Fax, Healthcare Faxing, SMTP Faxing, API Faxing, HTTPS Faxing