Saving a Copy of a Sent Document

 
You can save a copy of a sent fax in a pre-specified destination (e-mail or file server, etc.). Depending on the destination, the saved fax copy is converted into another digital file format such as PDF, thus keeping documents organized and manageable. This method also helps you easily manage logs because a folder categorized by sender name or date is automatically created in the specified destination on the server.
Some settings such as the save location and file format of the document, etc., must be registered beforehand in order to use this function. <Settings for Sent Document Backup>
You cannot perform Direct Sending if you set <Settings for Sent Document Backup> to <On>.
This setting automatically switches to <Off> in the following cases. Specify the destination again or return the setting to <On> as required.
When the backup destination has been deleted from the address book
When an address book has been imported from the Remote UI
When an address book has been received from <Device Information Distribution Settings>
A copy of a document is saved even if a sending error occurs.
Depending on the type of destination, the following restrictions may apply.
E-Mail: An e-mail without a message is sent.
Fax/I-Fax: The sent fax cannot be saved as an electronic file.
A destination in <Personal Address List> cannot be specified as the destination.
Specifying multiple destinations including a fax destination
You can save a copy of a sent document by sending to multiple destinations which include a fax destination from the Scan Basic Features screen. To display fax destinations on the Scan Basic Features screen, it is necessary to set <Enable Fax in Scan and Send Function> to <On>. <Display Fax Function>

Folder Names and File Names

You can select <Sender Information>, <Date>, or <Off> to categorize folder names. <Settings for Sent Document Backup>
File names are specified by send date and time, job number, sender information, destination information, and result information.
Example: 201603151005_0050_John_1112223333_OK.pdf
Sender information
Information regarding the sender is displayed in the following situations.
Sender Name: When <Sender Name (TTI)> is set to <W/Settings>
User Name: When <Sender Name (TTI)> is set to <No Settings>, and the user is authenticated
Line Name: When <Sender Name (TTI)> is set to <No Settings>, the user is not authenticated, and the user name is registered for the line used to send the fax
Telephone Number: When <Sender Name (TTI)> is set to <No Settings>, the user is not authenticated, and the user telephone number is registered, but the user name is not registered, for the line used to send the fax
----: When none of the above information is available
Destination information
Information regarding the destination is displayed in the following situations.
Destination Unit Name: When the destination unit name is available
Telephone Number: When the destination unit name is not available
Destination name of first successful sending: When performing a sequential broadcast transmission
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