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.

Fax Settings

As described in the documentation, you can connect with your fax provider in a couple of ways.

Using the Basic (Generic SMTP) connector

The Basic (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.

Using the Advanced (provider-specific API-based) connectors

API-based connectors use HTTPS to connect to fax providers. These connectors are more secure compared to the Basic (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.

Basic (Generic SMTP) connector

The Basic (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.

SMTP Fax server settings. This will most likely be the same SMTP server you set up to send email notifications to the user


Configure the SMTP server by providing the following details:

HostYour SMTP server hostname.
PortThe port to connect to on the SMTP server. Common ports include 25 or 587 for TLS and 465 for SMTPS (SSL).
UsernameUsername for SMTP authentication. Typically an email address.
PasswordPassword for SMTP authentication.

Specify the fax provider SMTP domain as the email suffix. This suffix gets attached to the end of the fax number.

Email suffixFax server domain including the @ sign. For example, to send to GoFax via SMTP, use @send.gofax.com.au.

Advanced (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.

GoFax

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.

Fax settings screen for the GoFax API settings 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 URLhttps://restful-api.gofax.com.au/v1.1
Authentication tokenTo 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

RightFax is one of the leading fax providers. PaperCut provides connectivity via APIs for RightFax 10.6 Feature Pack 1 or later.
Fax settings screen for the RightFax API settings in PaperCut
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 URLSupported versions of RightFax automatically configure IIS so the following API root URL will access the API: http://server/rightfax/api where server is the hostname of the computer where RightFax is installed.
UsernameThe username of the user/service account that PaperCut will use to connect to the RightFax server.
PasswordThe password of the user/service account that PaperCut will use to connect to the RightFax server.

XM Fax Cloud

XM Fax is another prominent fax provider that has both cloud and on-premises solutions.

Fax settings screen for the XM Fax API settings in PaperCut


To configure XM Fax Cloud, you need to create an API access token for PaperCut to use to authenticate with the XMedius server.

API base URLhttps://portal.xmedius.com/services/permalink/fax/faxservice/url where permalink is the login name of your cloud faxing service account.
Authentication tokenRefer to XM Fax 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
Permission settings when creating an authentication token for XM Fax

XM Fax On-premises

XM Fax On-premises is identical to the cloud version except the API access method uses basic authentication. The PaperCut connector supports XM Fax On-premises versions 9.0+ and later.

Fax settings screen for the XM Fax On-premises API settings in PaperCut


To configure the XM Fax On-premises connector, you need to create a user that has access rights to send faxes.

API base URLhttps://server:8443/faxservice/Fax where server is the hostname of the computer where XMedius is installed.
UsernameThe username of the user/service account that PaperCut will use to connect to the XM Fax server.
PasswordThe password of the user/service account that PaperCut will use to connect to the XM Fax server.

Retarus (coming soon)

If you are using Retarus - a leading online faxing provider in the US and Europe as your fax provider, you can use the PaperCut API-based Retarus connector to send faxes.

Fax settings screen for the Retarus API settings in PaperCut


The Retarus Web API uses standard HTTP Basic Authentication. To configure, you need to create a user that has access rights to send faxes. For more details, refer to your Retarus documentation.

API base URLThe service is reachable via either https://faxws.retarus.com/rest/v1 (processing in Germany) or https://faxws.us.retarus.com/rest/v1 (processing in the USA). For further details, contact Retarus.
UsernameThe username of the user/service account that PaperCut will use to connect to the Retarus server.
PasswordThe password of the user/service account that PaperCut will use to connect to the Retarus server.

Output settings

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.

Fax output settings in PaperCut



File type

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.

Note 💡 Some fax providers have limitations on how many pages you can attach and also the maximum size of your attachments. Refer to your fax provider documentation for details.

Fax providerFax provider documentation
RightFaxContact your RightFax support agent for details
XMediushttps://www.xmedius.com/wp-content/uploads/2016/04/XMediusFAX-8.0-EE-EN.pdf
GoFaxhttps://support.gofax.com.au/portal/en/kb/articles/accepted-fax-send-file-types

Default

Choose PDF as the default file type, since it is universally supported by fax providers.

DPI

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.

Frequently asked questions

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 Basic (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 Basic (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.

I have a different fax provider than listed in your supported partners - does your scan to fax work with them?

Yes - it’s likely that your fax provider will support our basic scan to fax functionality. Reach out to your preferred fax provider. For configuration information on the PaperCut interface see the information above within the KB.

I use a MFD brand that doesn’t support the “rich” fax experience - when will it be ready?

PaperCut has a roadmap which includes most major MFD brands allowing you to have the rich fax experience sometime during 2021? So watch this space…

What do I have to buy to make a basic fax experience work from my MFD?

You will need PaperCut MF version 21.0 or later with integrated scanning enabled and a fax server (purchased from your preferred fax provider).

What do I have to buy to make a rich fax experience work from my MFD?

First you need to ensure that your MFD supports the rich fax experience. You can find the device list below. You will need PaperCut MF version 21.0 as a minimum with integrated scanning enabled. You will also need an advanced fax license/s and a fax server from your preferred fax provider.

Basic (Generic SMTP) Connector - Dell MFD (LeS), Fuji Xerox ApeosPort V+ (AIP), HP (OSA), HP OXP, Konica Minolta (OpenAPI 4.0+), Konica Minolta MFD (LeS), Kyocera (HyPAS), Lexmark MFD (LeS), Oki MFD (LeS), Ricoh (SDK/J), Ricoh (SmartSDK), Sharp MFD (LeS), Sharp OSA, Sharp OSA (HTML Browser n2.0+), Toshiba (eConnect), Toshiba (eConnect, HTML Browser n2.0+), Toshiba MFD (LeS), Toshiba v3+, Xerox (Secure Access EIP 1.5+)
Advanced Go Fax Connector - Konica Minolta (OpenAPI 4.0+), Toshiba v3+
Advanced RightFax Connector - Konica Minolta (OpenAPI 4.0+), Toshiba v3+
Advanced XM Fax Cloud Connector - Konica Minolta (OpenAPI 4.0+), Toshiba v3+
Advanced XM Fax Connector - Konica Minolta (OpenAPI 4.0+), Toshiba v3+

Do I need to have the same number of advanced Fax licenses as MFDs?

No - there is a minimum of 10 fax licenses required for the rich experience - but the number of fax licenses does not have to match the number of MFD embedded licenses. For example - you have 50 Konica Minolta licenses but only require 15 fax licenses - this is possible by only purchasing the amount of fax licenses required.

Example 2 - I have 8 Toshiba V3 devices - You will need to buy the minimum amount of scan to fax licences which is 10.

I have a combination of KM and HP devices… What fax experience can I have?

You can have both Advanced and Basic fax experiences in the same implementation. PaperCut MF supports a rich fax experience (secure delivery) on KM and you may also set up a basic scan to fax on your HPs.

Remember you only need to pay for the rich fax experience licenses as the basic is included with paperCut MF integrated scanning.

What happens if I go over my limit of scan to fax licenses?

The service will warn you that you are over the limit but you can continue to operate as normal for a period of time - it is best to reach out to your reseller to purchase more scan to fax licenses to ensure your functionality isn’t impacted.

Why don’t you support Canon devices?

Whilst we have a great relationship with Canon around the world we have yet to reach an agreement to add this functionality on the Canon hardware. If you would like further information please contact your ASC or PaperCut channel representative.

Do I need M&S to make this service available?

Yes. Active Maintenance and Support is required to ensure your Scan to Fax will function. If you do not have active M&S, please refer to your PaperCut reseller.


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.


Categories: How-to Articles, Integrations, Integrated Scanning

Keywords: mf-only, Scan to Fax, Healthcare Faxing, SMTP Faxing, API Faxing, HTTPS Faxing

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