> Faxing > Forwarding Incoming Fax Documents to the Advanced Space
A5UY-005

Forwarding Incoming Fax Documents to the Advanced Space

This section describes how to forward incoming fax documents to an Advanced Space folder registered in the Address Book.
Perform steps 1 to 3 in order.
This section describes the "procedure for forwarding incoming fax documents to the Advanced Space" in the following scenarios:
 Forwarding faxed documents from company A (fax no. 0011111111) to the "Faxes from Company A" folder in the Advanced Space
 Forwarding faxed documents from companies other than company A to the "FAX" folder in the Advanced Space
 Notifying User B by e-mail when incoming faxed documents are forwarded to the Advanced Space
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
The Advanced Space is publicly available via the SMB protocol.
Screens may differ depending on your model and the installed options.

Step 1: Registering the Forwarding Destination in the Address Book

Registering the "Faxes from Company A" Folder in the Address Book
Registering the "FAX" Folder in the Address Book
Registering User B's E-Mail Address in the Address Book

Registering the "Faxes from Company A" Folder in the Address Book

1
On the <Home> screen, press <Dest./Fwd. Settings>.
2
Press <Register Destinations>  <Register New Destination>.
3
Press <File>.
4
Enter the "Faxes from Company A" folder information.
<Name>
Enter the destination name you want to view in the Address Book. Here, "Faxes from Company A" is entered.
Press <Name> enter the destination name, and press <OK>.
Where to register destinations
Select a destination from <Personal Address List>, user group address list, <Address List 1> to <Address List 10> or <Address List for Administrator>.
When registering destinations for your own use, select <Personal Address List>.
When registering destinations that only an Administrator can edit, select <Address List for Administrator>.
To share a destination with a registered user group, select the registered user group address list.
NOTE
<Address List 1> to <Address List 10> can be likened to 10 address books. Registering destinations in address lists for each department or business partner makes it easier to find destinations when specifying them. It also makes it easy to manage address lists by simply renaming a department or business partner.
<Protocol>
Here, <Windows (SMB)> is selected.
NOTE
When you select <Windows (SMB)>, the <Search Host> and <Browse> buttons appear. This makes it easy to specify the Advanced Space when browsing or searching on a network.
You can only use <Browse> if <1.0> is set to <On> in <Specify SMB Client Version>.
You can register up to five Directory servers to be used with <Browse>.
<Host Name>
Enter the host name for the Advanced Space. Enter the loopback address or the IP address specified on the machine. To send using the loopback address, enter the <Host Name> as shown below.
In IPv4 format:
When the "Faxes from Company A" folder is in a Shared Space: \\127.0.0.1\share
When the "Faxes from Company A" folder is in a Personal Space: \\127.0.0.1\users
In IPv6 format:
When the "Faxes from Company A" folder is in a Shared Space: \\[::1]\share
When the "Faxes from Company A" folder is in a Personal Space: \\[::1]\users
<Folder Path>
This specifies where the "Faxes from Company A" folder is in the Shared Space or Personal Space.
NOTE
If you set <Protocol> to <Windows (SMB)> and then specify a non-existent folder in <Folder Path>, a folder is automatically created and the file is saved in the created folder. However, if you specified non-existent folders on multiple levels, a send error occurs.
<User Name>
If you are using the Advanced Space with authentication enabled ("Auth. Yes"), enter the user name used when logging in to the Advanced Space.
<Password>
If you are using the Advanced Space with authentication enabled ("Auth. Yes"), enter the password for the user name.
<Confirm Before Sending>
If you set <Confirm Before Sending> to ON, a screen appears requesting a password before the file is sent, even if you have already entered the password in <Password>.
NOTE
If you specify a destination with <Confirm Before Sending> enabled as the forwarding destination, the password input screen does not appear. The file is forwarded using the registered password.
5
Press <Check Connection> to check the connection.
6
Press <OK> <Close>.

Registering the "FAX" Folder in the Address Book

1
On the <Home> screen, press <Dest./Fwd. Settings>.
2
Press <Register Destinations>  <Register New Destination>.
3
Press <File>.
4
Enter the "FAX" folder information.
<Name>
Enter the destination name you want to view in the Address Book. Here, "FAX location" is entered.
Press <Name> enter the destination name, and then press <OK>.
Where to register destinations
Select a destination from <Personal Address List>, user group address list, <Address List 1> to <Address List 10> or <Address List for Administrator>.
When registering destinations for your own use, select <Personal Address List>.
When registering destinations that only an Administrator can edit, select <Address List for Administrator>.
To share a destination with a registered user group, select the registered user group address list.
NOTE
<Address List 1> to <Address List 10> can be likened to 10 address books. Registering destinations in address lists for each department or business partner makes it easier to find destinations when specifying them. It also makes it easy to manage address lists by simply renaming a department or business partner.
<Protocol>
Here, select <Windows (SMB)>.
NOTE
When you select <Windows (SMB)>, the <Search Host> and <Browse> buttons appear. This makes it easy to specify the Advanced Space when browsing or searching on a network.
You can only use <Browse> if <1.0> is set to <On> in <Specify SMB Client Version>.
You can register up to five Directory servers to be used with <Browse>.
<Host Name>
Enter the host name for the Advanced Space. Enter the loopback address or the IP address specified on the machine. To send using the loopback address, enter the <Host Name> as shown below.
In IPv4 format:
When the "FAX" folder is in a Shared Space: \\127.0.0.1\share
When the "FAX" folder is in a Personal Space: \\127.0.0.1\users
In IPv6 format:
When the "FAX" folder is in a Shared Space: \\[::1]\share
When the "FAX" folder is in a Personal Space: \\[::1]\users
<Folder Path>
This specifies where the "FAX" folder is in the Shared Space or Personal Space.
NOTE
If you set <Protocol> to <Windows (SMB)> and then specify a non-existent folder in <Folder Path>, a folder is automatically created and the file is saved in the created folder. However, if you specified non-existent folders on multiple levels, a send error occurs.
<User Name>
If you are using the Advanced Space with authentication enabled ("Auth. Yes"), enter the user name used when logging in to the Advanced Space.
<Password>
If you are using the Advanced Space with authentication enabled ("Auth. Yes"), enter the password for the user name.
<Confirm Before Sending>
If you set <Confirm Before Sending> to ON, a screen appears requesting a password before the file is sent, even if you have already entered the password in <Password>.
NOTE
If you specify a destination with <Confirm Before Sending> enabled as the forwarding destination, the password input screen does not appear. The file is forwarded using the registered password.
5
Press <Check Connection> to check the connection.
6
Press <OK> <Close>.

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

1
On the <Home> screen, press <Dest./Fwd. Settings>.
2
Press <Register Destinations>  <Register New Destination>.
3
Press <E-Mail>.
4
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.
Press <Name> enter the destination name, and then press <OK>.
Where to register destinations
Select a destination from <Personal Address List>, user group address list, <Address List 1> to <Address List 10> or <Address List for Administrator>.
When registering destinations for your own use, select <Personal Address List>.
When registering destinations that only an Administrator can edit, select <Address List for Administrator>.
To share a destination with a registered user group, select the registered user group address list.
NOTE
<Address List 1> to <Address List 10> can be likened to 10 address books. Registering destinations in address lists for each department or business partner makes it easier to find destinations when specifying them. It also makes it easy to manage address lists by simply renaming a department or business partner.
<E-Mail Address>
Enter user B's e-mail address.
<Divide Data>
When the size of a file exceeds the limit for e-mail transmission, you can choose to divide the file based on either size or pages.
When you set this to <On>, the file is divided so that it no longer exceeds the limit and sent as multiple deliveries. The recipient's e-mail software must support a function for re-joining the received file.
When you set this to <Off>, the number of pages sent each time is reduced and the pages are sent in multiple e-mails. For example, a 10-page file is divided into two and sent as two 5-page files, so the recipient receives two e-mails. However, if the file does not contain any pages (e.g. a JPEG image), a send error occurs.
5
Press <OK> <Close>.
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
Log in as an administrator on this machine's control panel. Logging In as an Administrator
2
On the <Home> screen, press (Settings/Registration).
3
Press <Function Settings> <Receive/Forward> <Common Settings> <Forwarding Settings>.
4
Press <Register>.
5
Press <Condition Name>, enter "Faxes from Company A" and then press <OK>.
6
Press <Forwarding Conditions>, set the conditions for the forwarding destination(s) for forwarding and then press <OK>.
In <Receive Method:>, select <Fax: Line Shared>.
In <Fax Number>, select <Equals> from the drop-down menu and then use the numeric keys to enter the fax number for "Faxes from Company A"(0011111111).
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>.
7
Press <Forwarded To> <Address Book>.
8
Select the registered "Faxes from Company A" as the forwarding destination and press <OK>.
9
Press <File Name>, enter "Faxes from Company A" and then press <OK>.
NOTE
For the file name, enter the file name used for storing the file on the forwarding destination file server. You can use any name.
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.
10
Press <PDF>, select options appropriate for the file application and then press <OK>.
Here, <Format to PDF/A> is selected.
11
Press <OK>.
12
Select "Faxes from Company A," press <Validate/Invalidate> and set the forwarding condition to <On>.
"Faxed documents from company A" are forwarded to the "Faxes from Company A" folder in the Advanced Space.
Next, configure the forwarding settings for "Faxed documents from companies other than company A."
NOTE
If this is set to <Off>, documents are printed without being forwarded to a file server.
13
Press <Forward without Conditions>.
NOTE
To forward all other incoming fax documents that do not meet the forwarding conditions, select <Forward without Conditions>.
14
Press <Forwarded To> <Address Book>.
15
Select the registered "FAX location" as the forwarding destination and press <OK>.
16
Press <PDF>, select options appropriate for the file application and then press <OK>  <OK>.
Here, <Format to PDF/A> is selected.
17
Select "Faxes from Company A," press <Validate/Invalidate> and set the forwarding condition to <On>.
"Faxed documents from companies other than Company A" are forwarded to the "FAX" folder in the Advanced Space.
18
Press <Close>.

Step 3: Configuring Forwarding Done Notifications

Configure the e-mail notification settings from the Remote UI. Log in as an administrator to configure the settings.
Configuring E-Mail Notifications for the "Faxes from Company A" Folder
Configuring E-Mail Notifications for the "FAX" Folder

Configuring E-Mail Notifications for the "Faxes from Company A" Folder

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 [Store/Access Files] [Advanced Space Settings] [URI TX Settings].
4
Click [Enable].
The notification status changes to [Enabled] and all registered URI TX settings are enabled.
5
Click [Register New...].
6
Configure e-mail notifications for the "Faxes from Company A" folder.
[Folder Path]
Enter the path for the folder to which notifications will be sent.
When the "Faxes from Company A" folder is in a Shared Space:
\\"This machine's IP address"\share\"name of a folder in Shared Space"
When the "Faxes from Company A" folder is in a Personal Space:
\\"This machine's IP address"\users\"name of a folder in the Personal Space"
[Notice Timing]
Here, you want to be notified when incoming faxed documents are forwarded, so select the [When a loopback address has been specified to send or forward] checkbox.
Destination
Specify the e-mail destination. Here, click [Select Destination] "B's e-mail" [OK] to set the destination.
[Subject]
Enter a subject for the e-mail notification.
[Content Pages]
Enter the text of the e-mail notification.
7
Click [OK].
This ensures that forwarding e-mail notifications are sent to "user B's e-mail address" when incoming fax documents are forwarded to the "Faxes from Company A" folder. Check the incoming fax documents as needed.

Configuring E-Mail Notifications for the "FAX" Folder

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 [Function Settings] [Store/Access Files] [Advanced Space Settings] [URI TX Settings].
4
Click [Enable].
The notification status changes to [Enabled] and all registered URI TX settings are enabled.
5
Click [Register New...].
6
Configure e-mail notifications for the "FAX" folder.
[Folder Path]
Enter the path for the folder to which notifications will be sent.
When the "FAX" folder is in a Shared Space:
\\"This machine's IP address\share\"name of a folder in shared space"
When the "FAX" folder is in a Personal Space:
\\"This machine's IP address"\users\"name of a folder in the Personal Space"
[Notice Timing]
Here, you want to be notified when incoming faxed documents are forwarded, so select the [When a loopback address has been specified to send or forward] checkbox.
Destination
Specify the e-mail destination. Here, click [Select Destination] "B's e-mail" [OK] to set the destination.
[Subject]
Enter a subject for the e-mail notification.
[Content Pages]
Enter the text of the e-mail notification.
7
Click [OK].
This ensures that forwarding e-mail notifications are sent to "user B's e-mail address" when incoming fax documents are forwarded to the "FAX" folder. Check the incoming fax documents as needed.