Hello my name is Jay Campbell with The Fax Guys for RightFax University.
This is the second of a 2-part series covering the use and configuration of the RightFax SMTP email gateway.
In the last video we covered the theory behind the use of the SMTP gateway and discussed what addressing schemes can be used with the SMTP gateway to send and receive faxes via a mail client.
Now let's look at the specific configuration of the SMTP gateway module in RightFax Enterprise Fax Manager. This is demonstrated on RightFax 10.6.
To add or configure an email gateway: Open the Email Gateway module from Enterprise Fax Manager.
If no email gateway was configured during the RightFax server installation, you can also open the module from the Windows Control Panel.
Select ADD to add the new gateway module and then select the type of gateway to add. You can install multiple email gateways with RightFax, and each installed gateway is listed in the tree on the left. Click each gateway in the list to view its configuration options.
Click the General tab to begin configuration for all gateways.
Specify a text string that appears in the FROM: field of messages placed into your system by the email gateway.
Specify the type of messages the gateway processes. Valid options are:
Both (for both inbound and outbound messages)
Outbound with Notifications
Outbound without Notifications
Specify (in seconds) how often the gateway checks the mail system and the fax server for incoming or outgoing faxes to process. To avoid overloading system resources, set the Frequency at 30 seconds or higher.
Specify the level of information logged in the Application Event Log under the service name “RightFax E-Mail Gateway Module.”
This represents different options such as errors and warning, or all events. Remember to only use verbose for brief periods of troubleshooting since this value set to “Verbose” for long periods of time can quickly fill the event log and prevent any further logging.
Remote email gateway service
Check this option if you are running the E-mail Gateway service on a computer other than the fax server. This option is used typically in high volume environments where the flow could potentially impact routine operation of the fax server or other applications.
Use FaxUtil user information
Checking this option uses the information from the user’s RightFax account in place of the SMTP friendly name. Depending on the information found in the user’s profile, an email address, a user name, or a friendly name appears in the From User Name field on cover sheets.
Include fax with notifications
This option applies to notifications of successfully sent faxes and faxes that failed to send. Select the check box to include a viewable copy of the fax with these types of notifications and specify the format of the copy:
Select TIF or PDF format.
Select First Page to include a copy of the first page only or All Pages to include a copy of all pages.
Specify how long the client waits for a response from the email server by moving the slider to the right to increase the time or to the left to decrease it.
Let's look at the SMTP tab:
Name or IP address of the SMTP server.
Port: Defaults to 25, the standard for nonencrypted SMTP messaging. The standard port for encrypted messaging is 465. Enter the port number for your configuration.
Specifies whether the server is using encryption (TLS/SSL). Defaults to None. To enable encryption, you must have first configured your email server for secure communication.
Click this button to return to the default settings of the Port 25 and Encryption Type of None.
The server requires authentication
Click this to activate the following authentication fields:
Log on using the same settings as the incoming server Select to use the account name and password from the POP3 tab.
Log on using Select to enter SMTP Account name and Password.
You can customize the subject line of messages sent through the SMTP email gateway using a few variables provided in the RightFax Administrator's Guide.
let's take a look at the POP3 tab:
POP3 servers can be specified separately for each email gateway. The content of this tab is unavailable if the email direction is set to Inbound only.
Name or IP address of the POP3 server.
Defaults to 110, the standard for non-encrypted POP3 messaging. The standard port for encrypted messaging is 995. Enter the port number for your configuration.
Again as configured on the SMTP tab we have TLS or SSL encryption options that we can configure for use if your email server is configured for this.
Default - same as on the SMTP tab, reverts the configuration back to Port 110 for POP3 and NONE for encryption.
POP3 login name.
password for the account above.
Send APOP passwords as:
Choices are Auto, Encrypted only, Clear text only. This option is not available if you have selected encryption.
Maximum number of messages to retrieve
Specify the maximum number of messages that can be processed at one time by the email gateway.
Use PCL converter for text files
Select this option to use the fax server's PCL conversion engine when converting email messages to fax format. This option is required to properly convert embedded codes in mail messages. This conversion also usually produces more accurate fax images of ASCII text than the fax server's native document conversion engine.
Remove e-mail headers
Select this option to remove email headers before converting to fax format.
Use IETF fax addressing
Select this option to allow the fax server to recognize the Internet Engineering Task Force (IETF) fax addressing standard for encoding fax destination information as part of the SMTP email address. You must use the IETF format when using the RightFax SMTP Gateway with Outlook 2010.
Send through this user when e-mail sender is unknown
If the sender does not have a RightFax account, this option specifies a valid RightFax User ID that is used to send the fax. The cover sheet will include the sender’s email address.
Custom messages tab:
When a fax is received as an email attachment or when an email fax status notification is received, a header is included in the mail message that provides details about the fax.
To customize the text of header messages
Click the Custom Messages tab.
The options on this tab are the same for all email gateways. Each message combines text with one or more variables and each has its own available variable options. I am not covering the granular customization of the messages here as this will likely be it's own video at some point in the future.
Finally we should discuss the service account configured for the email gateway module service.
All RightFax email gateways log on to the network as a services using a Windows NT based user account that you specify. You can select the specific domain and user account from the Select Service Account dialog box.
That is all for this installment on the configuration and use of the RightFax SMTP gateway.