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InBox»Setting up to receive faxes
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Last modified on 1/30/2012 10:18 AM by User.

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Setting up to receive faxes

Overview

The InBox is the application in OASIS used to route faxes and emails received by the company using OASIS. (Once processed, the faxes and emails are available both from this application and from any transactions the fax or email is attached to.)

 

This area can have multiple functions. You can route faxes or email directly to the Inbox. Since most faxes or emails are related to jobs, these can be sent to the Inbox allowing a user to view the fax then forward it to the appropriate person and/or move the document into the Attachments tab of the job

(One may have to be granted access to the “In Box” before the In Box icon will show.)

Fax

(This assumes you have an electronic fax solution where incoming faxes create a file on the server)

The inbox can then be setup to scan that file every 30 seconds or so. Any new faxes will be loaded and shown in the Inbox area. A bubble alert will appear in the user’s lower right screen. The user can view the fax by double-clicking on it, view it, print it, forward it or attach it to any job in OASIS.

 

Email

Some agencies will have an email account setup for business such as quotes@ABCLighting.com, Orders@ABCLighting.com, etc. These also can be routed to an OASIS user via the same format as above. The inbox can then be setup to scan that file every 30 seconds or so. Any new emails will be loaded and shown in the Inbox area. A bubble alert will appear in the user’s lower right screen. The user can double-clicking on it to view it, print it, forward it, or attach it to any job in OASIS.

 

The following will give you examples of setting up a Fax into the Inbox

 

Fax Setup  

The most common setup is to have the faxes or email routed to a single person, then have that person route to the appropriate person or handle themselves.

 

In the Inbox section:

Go to File, then “Connection Manager”

 - In the Configured messaging accounts window

 - For most generic FAX solutions, select “FAX”. Currently, this only allows for faxes to be sent by OASIS – not received:

- In the Edit Connection window, fill in a descriptive name for the fax (normally the brand or make of the fax solution – this will help in the future if another fax solution is migrated to):

Other Options

  • Strip Special Characters – removes dashes, parenthesis and other adornments from fax numbers and other control information OASIS sends to the fax solution.
  • Use E-Mail Gateway: when selected, OASIS generates an email (as configured on the next tab) and sends it to the fax solution. Otherwise, the Microsoft fax API is used to send the FAX.
  • __ to be added as a prefix to all fax numbers – we recommend having the fax solution manage complex dialing rules. However, OASIS is able to add a prefix (e.g. dialing “9”).
  • The email  forms vary by the fax solution and only apply when using an email gateway.

Edit Email Form         

  • 1122444@myFax.mydomain.com – compatible with many fax solutions that include a separate email server (Castelle, FaxBack, and others).
  • {cn=The Company} … - For Castelle users only
  • [FAX:1112224444] – Compatible with many fax solutions that have a “plug in” for Microsoft Exchange or Outlook.
  • [FAX:John Jones@The Company@1112224444] – an expanded format used by some fax solutions. What is nice about the format (if supported) is that logging of the fax in the fax solution contains descriptive terms (fax to John at the company).
  • [RFax:John Jones@FN=1112224444] – Right fax format.

The email tab is only used for fax solutions utilizing an email gateway.

Receive Fax – only used if the fax solution will send emails when faxes are received to a specific email account

  • Method: (required) pop, imap or Outlook. Using Outlook will only allow the sending of faxes (no receiving).
  • Host: pop/imap host
  • User: pop/imap login
  • Password: pop/imap login

Send Fax

  • Method – required selection
  • FAX Email – only for formats with a domain (e.g. the format shows fax.mydomain.com)
  • SMTP Host – Required if outlook is not selected
  • SMTP login information – if required

Once configured, OASIS must be restarted.