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Paperless Fax

Note

  • If each setting is specified on the Paperless Fax Settings screen, the Folder Report feature is automatically disabled. To print a Folder Report automatically, select [On] under > [Device] > [System Settings] > [Reports].

  • The job flow sheet created with Paperless Fax Settings cannot be edited using Internet Services or Device Setup.

Refer

  • For details of Paperless Fax Delivery, refer to Paperless Fax Delivery User Guide.

Paperless Fax Settings Simple Wizard

When setting Paperless Fax Settings feature for the first time from the control panel of the machine, use the Paperless Fax Settings Simple Wizard.

  1. Log in to Administrator Mode with the control panel of the machine.
  2. Tap on [Paperless Fax Settings].
  3. Enter the system administrator ID and password in [System Administrator ID] and [Password], And then tap on [Register].
  4. Select the line you want to set up, and tap on [Next].

    Note

    • If the machine only has one line, this screen does not appear.

  5. Select a destination type, and tap on [Next].
  6. Specify each item, and tap on [Next].

    Note

    • When transferring incoming faxes to an SMB/FTP server or forwarding via email, you can select a saved destination from [Address Book].

  7. When transferring incoming faxes to Working Folder, enter the Working Folder URL and tap on [Next].
  8. Select a saving format of received documents, and tap on [Next].
  9. Select whether to add a destination, and tap on [Next].

    If you select [Yes], repeat steps 5 to 8 to set the second destination.

  10. Select whether to print the received fax document, and tap on [Next].
  11. Select whether you want to manually switch between paperless receiving and print operation, and tap on [Complete].

    Note

    • Setting the [Use Switch Operation App] enables switching between paperless reception and print operations in the [Switch Paperless Fax Operation] application.

  12. Tap on [Close App].

Advanced Settings

Display the [Paperless Fax Settings] Screen

  1. Log in to Administrator Mode with the control panel of the machine.
  2. Tap on [Paperless Fax Settings].
  3. If the [Register System Administrator ID/Password] screen appears, enter the system administrator ID and password in [System Administrator ID] and [Password], and then tap on [Register].

    Note

    • This screen appears when the system administrator's ID and password are not registered with Paperless Fax Settings, or have changed on the machine.

  4. Tap on [Advanced Settings].

    The [Paperless Fax Settings] screen appears.

Paperless Fax Delivery Settings upon Receipt

With the Paperless Fax Settings feature, you can set an incoming folder for faxes and specify actions upon receipt.

  1. Tap the line you want to set.
  2. Specify an incoming folder for faxes.
    1. Tap on [Folder].
    2. Specify [Folder Number].

      You can also tap on [Auto Input Unused Number] to automatically specify an unused folder number.

    3. When an available folder number is selected, enter a folder name in [Folder Name].
    4. Tap on [OK].
  3. Set [Delete Files After Retrieval] as necessary.

    When this feature is enabled, the received faxes in the folder are deleted after they are printed or retrieved.

    Note

    • Even if this item is enabled, faxes in the incoming folder are not deleted when they are retrieved with Internet Services.

    • Depending on the settings specified for [System Settings] on the machine, faxes in the incoming folder may be forcedly deleted.

    • The received faxes stored in the folder are deleted in the following cases, regardless of the setting for [Delete Files After Retrieval].

      • Set [Force Delete] for > [Device] > [App Settings] > [Send from Folder Settings] > [Files After Retrieval].

      • When the expiration date is specified under > [Device] > [App Settings] > [Send from Folder Settings] > [File Retention Period], a folder is selected in [Send from Folder], and [Folder Settings] > [Delete Expired Files] is enabled.

  4. Set [Transfer Auto Start] as necessary.

    If you want to send the received faxes by e-mail or forward them to the server or shared folder, enable this feature.

    1. Tap on [Behavior upon Receipt].
    2. Enter a destination name in [Behavior Name].
    3. Tap on [Transfer 1], or [Transfer 2], then tap on [(Destination Not Set)], and specify the forwarding destination.

      Note

      • You can edit the Address Book from [Address Book] on the machine. If the information registered with the Address Book of the machine is changed after the transfer destination is specified from the Address Book on the Paperless Fax Settings screen, the information on the specified destination is not updated automatically with Paperless Fax Settings.

    4. Select a file format to be saved.

      If you want characters to be converted to editable text, select the file format that is with "OCR".

    5. Tap on [OK].
    6. To print the document, tap on [Print] and select the output destination.
    7. If you want the results of automatic transfer jobs to be notified by e-mail, tap on [Notification Destination] > [(Not Set)] and specify the contact.
    8. Tap on [OK].
  5. Tap on [OK].
  6. If you want to configure other lines, repeat steps 1 to 5 until you complete the configuration of the lines.
  7. If you want to assign folders for the Paperless Fax to service buttons on the Home screen, perform the followings.
    1. Tap on [Display on Apps Screen].
    2. Tap on a button where you want to assign the folder.
    3. Tap on [OK].
  8. Tap on [Save].

Stop Transfer

You can stop forwarding jobs for received faxes temporarily.

The received faxes are stored in a folder.

  1. Tap on the line for which to pause transfer.
  2. Disable [Transfer Auto Start].
  3. Tap on [OK].
  4. Tap on [Save].

    Note

    • To resume the job, enable [Transfer Auto Start] and tap on [Save] on the [Paperless Fax Settings] screen.

    • Even if the job is resumed, the faxes that had already been stored in the folder while [Transfer Auto Start] was inactive cannot be forwarded by e-mail or transferred to the server.

Stop Paperless Fax

Delete the settings for the line with the folder associated. To resume the service, you will need to register the line again.

  1. Tap on the line for which to stop the service.
  2. Tap on [Delete Line N Settings].
  3. Tap on [Delete].
  4. Tap on [Save].

Forward Received Faxes Stored in a Folder Manually

This section describes how to forward the faxes that are stored in a folder when an error occurs while forwarding them or when the Transfer Auto Start feature is disabled temporarily.

  1. Select a folder where received faxes are stored.
  2. Select files to be forwarded from the folder.
  3. Tap on [Start Job Flow Sheet].
  4. Tap on [Select Job Flow Sheet] to select a job flow sheet, and then tap on [OK].
  5. Slide the button to start.