Xerox WorkCentre 7345 User Manual

							109 Configure a Fax Filing Repository using SMB
Installation Checklist
1. Following the fax server software manufacturers instructions, create a shared folder on the fax server 
to be used as a scan filing location (repository) for scanned documents. Write down the Share Name 
of the folder and the Computer Name or Server Name.
2. Create a user account (login name) and password for the machine on the server.  Make sure that the 
machine has full access rights to the scan directory. Write down the user account (login name) and 
password.
3. If allowed by the fax server software manufacturer, test the settings by attempting to connect to the 
shared folder from another PC by logging in with the user account and password. Create a new folder 
within the directory and then delete the folder. If you cannot perform this function check the user 
account access rights and Share setup.  Note that you can also simply wait until you have finished 
setting up device to server communications, as stated in this section, then send a fax to the server to 
test the communications setup.
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							110 Enter the Fax Repository Details via Internet Services
4. At your workstation, open your Web browser and enter the IP address of the machine in the Address 
or Location field.  Press Enter.
5. Click the Properties tab.
6. Click the Services folder.
7. Click on the Fax folder.
8. Click on Fax Repository Setup and select SMB for Protocol.
9. Enter an IP Address or Host (NetBIOS) Name.
10. Enter 139 for Port Number.
11. Enter the Share name.
12. For Document Path, type in the name of the folder on the server that has been set up to receive device 
scans.  Do not use back slashes.
13. Supply the Login Name and Password for the machine to log into the fax server.
14. Re-enter the password in the Retype Password box.
15. Click Apply.
16. Enter the administrator User Name and Password and click OK.  The default is 11111 and x-admin.
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							111 Configure General Settings
17. Click the Defaults link.
18. To print a Scan File Transfer Report, select Auto Print On, Auto Print Off, or Print when delivery fails, 
from the drop-down menu.  Note that the Transfer Report only shows whether data was sent to the fax 
server.  It does not show whether the fax was successfully sent by the fax server.
19. Check the User Name and Domain Name (Realm) boxes if you want these items to appear on the Job 
Log.  The Job Log is filed with the scan job.
20. Click Apply.
21. Enter the administrator User Name and Password and click OK.  The default is 11111 and x-admin.
Configure the Fax Server
22. Configure the fax server so that it is able to monitor the fax repository for documents.  Refer to the fax 
management software manufacturers documentation to complete this task.
Test Faxing through the Server
1. Go to the machine and press the All Services button.
2. Press the Fax button.
3. Enter a valid fax number.
4. Place a document in the document handler and press the Start button located to the immediate right of 
the Control Panels numeric keypad.
5. Verify that the fax is received by the specified fax machine.
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							112 Configure a Fax Filing Repository using SMTP
Installation Checklist
1. Ensure that the TCP/IP protocol is configured on the device and is fully functional.  To configure TCP/
IP, refer to the TCP/IP Configuration topic in the NOS Selection section of this guide.
2. Follow the basic instructions for enabling the E-mail ports in the Scan to E-mail section of this guide.
3. Also, in the Scan to E-mail section, follow the instructions for Configuring E-mail Environment to set 
the Machine E-mail Address.  This address will then be displayed in the From field of the Fax.
4. You will need to know the fully qualified domain name of the fax server on your network (e.g. 
SMTP.yournet.net).
5. Follow the fax server software manufacturers instructions to create a directory (repository) on the 
server to be used as a scan filing location.
6. Follow the fax server software manufacturers instructions to determine what, if any, additional 
protocols or ports need to be enabled at the multifunction device to support SMTP (email) filing with 
the server.
7. Follow the fax server software manufacturers instructions to establish fax server to email server 
communications in your network environment.
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							113 Enter the Fax Repository Details via Internet Services
1. At your workstation, open your Web browser and enter the IP address of the machine in the Address 
or Location field.  Press Enter.
2. Click the Properties tab.
3. Click the Services folder.
4. Click on the Fax folder.
5. Click on Fax Repository Setup and select SMTP for Protocol.
6. In the Domain Name box, enter the fully qualified domain name of the fax server on your network (e.g. 
SMTP.yournet.net).
7. For E-mail Address Display Format, choose whether to add FAX= in front of E-mail addressing.  If in 
doubt, select Do not add FAX=.
8. Click Apply.
9. Enter the administrator User Name and Password and click OK.  The default is 11111 and x-admin.
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							114 Configure General Settings
10. Click the Defaults link.
11. To print a Scan File Transfer Report, select Auto Print On, Auto Print Off, or Print when delivery fails, 
from the drop-down menu.  Note that the Transfer Report only shows whether data was sent to the fax 
server.  It does not show whether the fax was successfully sent by the fax server.
12. Check the User Name and Domain Name (Realm) boxes if you want these items to appear on the Job 
Log.  The Job Log is filed with the scan job.
13. Click Apply.
14. Enter the administrator User Name and Password and click OK.  The default is 11111 and x-admin.
Configure the Fax Server
15. Configure the fax server so that it is able to monitor the fax repository for documents.  Refer to the fax 
management software manufacturers documentation to complete this task.
Test Faxing through the Server
1. Go to the machine and press the All Services button.
2. Press the Fax button.
3. Enter a valid email address.
4. Place a document in the document handler and press the Start button located to the immediate right of 
the Control Panels numeric keypad.
5. Verify that the email was received by the specified recipient.
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							115
Features that can be set in support of Server Fax
Address Book Setup
Use of this feature enables Fax users to select recipients by 3 digit numbers.  Note that a maximum of 50 
characters can be designated for each destination and that only fax destinations can be used.  Also note 
that all Address Book information other than Fax Number, Destination Name, and Index Character will be 
ignored.  For example, the Extension/Outside line attribute of address book will be ignored.
1. Press the Log In / Out button to enter System Administration Mode. 
2. On the keypad enter [11111] or the current password. Touch Enter when finished. 
3. Press the Machine Status button on the Control Panel. 
4. Touch the Tools tab.
5. Select Setup & Calibration. 
6. Touch Address Book. 
7. Select an available Address Number. 
8. Touch Create/Delete. 
9. Touch Address Type, then touch Change Settings. 
10. Touch Fax, then touch Save. 
Group Send
This setting supports Group Send (broadcast) Fax transmissions to up to 20 address numbers in a pre-
designated group.
Note: When Group Send is designated with Server Fax, the group number retained by the server is 
used instead of the group number retained by the device.  You will have to know what group the three 
digit number represents at the server, before selecting its use at the devices control panel.
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							116 Fax Mode Settings (Screen Defaults and Fax Defaults such as Delayed Start)
These settings include Screen Defaults and Fax Defaults.
Screen Defaults sets the screen displayed at the devices Control Panel when the Fax button is pressed.  
Fax defaults lets you set the parameters for Delayed Start communications.  This can be a useful feature 
for saving time-based phone charges.  Note that the fax will be immediately sent from the device to the fax 
server repository, however the server will send the fax at the time designated by this feature.
1. If necessary, press the Log In / Out button and enter [11111] or the current password.  Touch Enter, 
then press the Machine Status button on the Control Panel..
2. Touch the Tools tab, then touch Fax Mode Settings.
3. Touch Screen Defaults. 
4. Select a Line to enter or change, then touch Change Settings. Touch Save to save any new settings. 
• Fax Screen Default.  Select General Settings or Address Book  This will be the Fax service screen 
that users see when they touch the Fax button.
• Address Book Default.  Leave this setting at the default of 1, or enter an address book (Fax 
mailbox) number to display when the Address Book button is touched by users of the Fax service 
screen.  Note that the Fax mailbox needs to be created in advance of this setting.
5. Touch Close until the Fax Mode Settings selections are again displayed. 
6. Touch Fax Defaults. 
7. Select Delayed Start – Start Time.
8. Touch Change Settings, make the desired changes, then touch Save.
9. Touch Close until the Tools tab screen is displayed.
10. Wait several seconds for the Auto Clear service to log you out.
Color Mode, Resolution, File Format, and File Name
Note that when using Server Fax, these features are set to fixed values which cannot be changed.  The 
setting for Color Mode is Monochrome.  The setting for Resolution is Fine, and the setting for File Format is 
TIFF.  In addition, the Server Fax feature also automatically assigns file names.
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							117
Fax
Fax Overview FP
The optional Fax feature works much the same as a standard facsimile machine.  Extra features, covered 
in this section, such as the Address Book, Group Dial, Comments, and the use of Mailboxes, are 
meant to provide additional capabilities in support of the Fax feature.
Note: It is assumed that you purchased the appropriate 1 or 3 line Fax hardware kit for use with your 
Device.  If you did not, contact your Xerox Representative to purchase this option.
Checking and Setting Critical Fax Parameters
Refer to the Fax Settings Topic (including Fax Defaults and Fax Control) in this section to determine if 
Fax Defaults and Fax Control parameters are correctly set for your environment.
Before You Start Fax 
Before starting the setup:
• You cannot use this machine with a call waiting service. 
• A facsimile located close to a main unit of a cordless phone can cause distorted images or interrupted 
transmission. This machine should be installed at least five meters away from the main unit of the 
cordless phone. 
• If the digital line leased for your company network is multiplexed, facsimile communication may be 
restricted as follows: 
The features using our unique transmission method, such as Recipient Print Sets, Relay Broadcast 
and Remote Mailbox, are not available. 
The transmission speed is limited. 
Super G3 cannot be used. 
Communications modes:
• G3 (Auto) - Normal Fax communications.  The machine automatically switches modes in the following 
order of priority: Unique SG3 - Unique ECM - Unique G3 - ITU-T SG3 - ITU-T ECM - ITU-TG3 
depending on the capabilities of the remote terminal. 
• F4800 - Select this mode when transmitting over noisy or bad telephone lines, as can be the case with 
overseas calls. 
Connecting the phone line:
LINE 1 Connect the fax to a public switched telephone network (PSTN). An external telephone cannot be 
connected. 
TEL An external telephone is connected here. 
LINE 2 (Line 2) Connect to a public line. 
LINE 4 (Line 4) Connect to a public line. 
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							118
Local Terminal Information Settings 
1. Press the Log In / Out button to enter System Administration Mode. 
2. On the keypad enter [11111] or current password. Touch Enter when finished. 
3. Press the Machine Status button on the Control Panel. 
4. Touch the Tools tab. 
5. Touch Fax Mode Settings. 
6. Touch Local Terminal Information. 
7. Select the items to enter information and touch Change Settings. 
a. Enter in a Local Name, up to 20 characters, then touch Save. 
b. Enter a Company Logo, up to 30 characters, then touch Save. 
c. Enter a Machine Password, up to 20 digits, then touch Save.  Note: The password prevents your 
machine from receiving faxes, or being polled by other machines that are not F-Code compatible.
d. Enter G3 Fax ID, up to 20 digits, then touch Save. 
e. Enter G3 Dial Type, Tone, 10pps, or 20pps, then touch Save. 
f. Enter G3 Line Type, PSTN or PBX, then touch Save. 
8. When complete, touch Close repeatedly until the Tools tab screen is displayed. 
9. Wait several seconds for the Auto Clear service to log you out.
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