> Faxing > Forwarding Incoming Fax Documents to a Shared Folder (Remote UI)
CHYE-007

Forwarding Incoming Fax Documents to a Shared Folder (Remote UI)

This section describes how to use the Remote UI to forward incoming fax documents to a shared folder registered in the Address Book.
Perform steps 1 to 2 in order.
This section describes the "procedure for forwarding incoming fax documents to a shared folder" in the following scenarios:
 Forwarding faxed documents from company A (fax no. 0011111111) to the sales team's server
 Forwarding faxed documents from companies other than company A to the computer of user B in the sales office (shared folder)
 Notifying user B by e-mail when incoming faxed documents are forwarded
Movement of Incoming Fax Documents After the Forwarding Settings Are Configured
NOTE
First check that the following settings have been completed:
That faxes can be used
That the Send functions are enabled
That the network settings have been configured
That you can access the Remote UI
Screens may differ depending on your model and the installed options.

Step 1: Registering the Forwarding Destination in the Address Book

Registering the "Sales Team Server" in the Address Book
Registering a "Shared Folder on User B's Computer" in the Address Book
Registering User B's E-Mail Address in the Address Book

Registering the "Sales Team Server" in the Address Book

1
Open the Remote UI and log in as an administrator. Opening the Remote UI
2
On the portal page, click [Address Book] and then click [Address List 01] in the list of address lists.
3
Click [Register New Destination].
4
In [Type], select [File] and click [Set].
5
Enter the "Sales Team Server" information.
[Name]
Enter the destination name you want to view in the Address Book. Here, "Sales Team Server" is entered.
[Protocol]
Here, [Windows (SMB)] is selected.
[Host Name]
Enter the path for the file server.
E.g.: \\File server computer name\Sales_Department
[Settings]
Click [Settings] to configure the following settings:
[Folder Path]
To create a folder for sorting on the file server, enter the folder name. You can also send the file without entering a folder name.
E.g.: \FAX_from_A
[User Name]
Enter the user name used when logging in to the file server.
[Password]
Enter the password for the user name.
[Confirm]
Enter the same password again.
NOTE
Even if you select the [Confirm Before Sending] checkbox, the password input screen does not appear when the file is forwarded. The file is forwarded using the registered password.
6
Click [OK].

Registering a "Shared Folder on User B's Computer" in the Address Book

1
Open the Remote UI and log in as an administrator. Opening the Remote UI
2
On the portal page, click [Address Book] and then click [Address List 01] in the list of address lists.
3
Click [Register New Destination].
4
In [Type], select [File] and click [Set].
5
Enter the information for "Shared Folder on user B's Computer."
[Name]
Enter the destination name you want to view in the Address Book. Here, "B's folder" is entered.
[Protocol]
Here, [Windows (SMB)] is selected.
[Host Name]
Enter the path for the shared folder on user B's computer.
E.g.: \\Computer name\Scan
[Settings]
Click [Settings] to configure the following settings:
[Folder Path]
To create a folder for sorting inside the shared folder, enter the folder name. You can also send the file without entering a folder name.
E.g.: \FAX
[User Name]
Enter the user name used when logging in to user B's computer.
[Password]
Enter the password for the user name.
[Confirm]
Enter the same password again.
NOTE
Even if you select the [Confirm Before Sending] checkbox, the password input screen does not appear when the file is forwarded. The file is forwarded using the registered password.
6
Click [OK].

Registering User B's E-Mail Address in the Address Book

1
Open the Remote UI and log in as an administrator. Opening the Remote UI
2
On the portal page, click [Address Book] and then click [Address List 01] in the list of address lists.
3
Click [Register New Destination].
4
In [Type], select [E-Mail] and click [Set].
5
Enter the information for "User B's E-Mail Address."
[Name]
Enter the destination name you want to view in the Address Book. Here, "B's e-mail" is entered.
[E-Mail Address]
Enter user B's e-mail address.
[Divide Data]
When you select this check box, the file is divided so that it no longer exceeds the limit and is sent as multiple deliveries. The recipient's e-mail software must support a function for re-joining the received file.
[Access Number]
To prevent unauthorized persons from seeing a registered e-mail address in future, enter a random number to be used for viewing that e-mail address.
6
Click [OK].
NOTE
Before configuring the forwarding settings, use the [Scan and Send] function to check that the file definitely arrived at the registered destination.

Step 2: Configuring the Forwarding Settings for Incoming Fax Documents

1
Open the Remote UI and log in as an administrator. Opening the Remote UI
2
On the portal page, click [Settings/Registration].
3
Click [Receive/Forward] [Forwarding Settings].
4
Click [Add New Conditions] and configure the forwarding settings for "Faxes from Company A."
[Receive Method]
Select [Fax] if someone has sent you a fax, or [I-Fax] if they sent you an I-Fax. Here, [Fax] is selected.
[Forwarding Condition Name]
Enter the name of the forwarding condition you want displayed in the list of forwarding conditions. You can assign any name. Here, "Faxes from Company A" is entered.
[Enable This Forwarding Condition]
Select the check box.
[Fax Number]
Here, you only want to forward documents with a fax number that matches that of Company A (0011111111), so select [equals...] in the pull-down list and enter "0011111111" in the text entry box.
NOTE
The basic registration number for a destination fax may use a zero prefix, a space or a country code. Depending on the use of these characters, the forwarding conditions differ. If it is unclear whether or not they are used, select [contains...] without selecting [equals...].
[Subaddress]
If you only want to forward documents with matching subaddresses, select [equals...] in the pull-down list and enter "Subaddress" in the text entry box.
If you do not use subaddress communication, select [does not exist].
[Password]
If you only want to forward documents with matching passwords, select [equals...] in the pull-down list and enter "Password" in the text entry box.
If you do not use passwords for incoming fax documents, select [does not exist].
[Forwarding Destination]
Specify the forwarding destination. Here, click [Select Destination from Address List] [Select Destination] "Sales Team Server" [OK] to set the destination.
[File Name]
Enter the name to be given to the incoming fax documents being stored at the forwarding destination. You can assign any name. Here, "Faxes from Company A" is entered.
NOTE
A file scanning date/time stamp is appended to the end of the file name. If no name is specified, the file scanning date/time stamp only is appended and cannot be deleted.
[File Format]
Select [TIFF], [PDF], or [XPS] as the file format of the incoming fax documents being stored at the forwarding destination.
[Divide into Pages]
Select this check box to divide incoming fax documents into pages for storage at the forwarding destination.
[Specify Forwarding Time]
To specify a time period for forwarding, rather than always having documents forwarded, select this check box and specify the period.
[Forwarding Done Notice]
To receive a forwarding done notification e-mail each time a document is forwareded, select this check box and specify the destination. Here, click [Select Destination]   "B's e-mail" [OK] to set the destination.
NOTE
This ensures that forwarding e-mail notifications are sent to "user B's e-mail address" when incoming fax documents are forwarded to the "Sales Server." Check the incoming fax documents as needed.
[Store/Print Received File]
Select this check box to output an incoming fax document while it is being forwarded.
NOTE
If the Memory Reception setting is [On], incoming files are saved in the Memory RX Inbox and not printed.
5
Click [OK].
"Faxed documents from Company A" are forwarded to the "Sales Team Server."
Next, configure the forwarding settings for "Faxed documents from companies other than company A."
6
Click [Forwarding without Conditions].
[Receive Method]
Here, [Fax] is selected.
NOTE
If you are often sent I-Faxes also, create a second [Forwarding without Conditions] forwarding condition after you finish configuring this forwarding condition, and then select [I-Fax].
[Enable This Forwarding Condition]
Select the check box.
[Forwarding Destination]
Specify the forwarding destination. Here, click [Select Destination from Address List] [Select Destination] "B's folder" [OK].
[File Name]
Enter the name to be given to the incoming fax documents being stored at the forwarding destination. You can assign any name. Here, "FAX" is entered.
NOTE
A file scanning date/time stamp is appended to the end of the file name. If no name is specified, the file scanning date/time stamp only is appended and cannot be deleted.
[File Format]
Select [TIFF], [PDF], or [XPS] as the file format of the incoming fax documents being stored at the forwarding destination.
[Divide into Pages]
Select this check box to divide incoming fax documents into pages for storage at the forwarding destination.
[Forwarding Done Notice]
To receive a forwarding done notification e-mail each time a document is forwareded, select this check box and specify the destination. Here, click [Select Destination] "B's e-mail" [OK] to set the destination.
NOTE
This ensures that forwarding e-mail notifications are sent to "user B's e-mail address" when incoming fax documents are forwarded to "B's folder." Check the incoming fax documents as needed.
[Store/Print Received File]
Select this check box to output an incoming fax document while it is being forwarded.
NOTE
If the Memory Reception setting is [On], incoming files are saved in the Memory RX Inbox and not printed.
NOTE
To forward all other incoming fax documents that do not meet the forwarding conditions, select [Forwarding without Conditions].
If you do not specify the [Forwarding without Conditions] setting, fax documents received from companies other than Company A are printed or held in memory without being forwarded.
7
Click [OK].
"Faxed documents from companies other than Company A" are forwarded to "B's folder."