Efficient fax messaging using Microsoft Office with Microsoft Exchange 2003 & 2007

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1 Efficient fax messaging using Microsoft Office with Microsoft Exchange 2003 & 2007 After intensive research it became obvious that for Suncorp to capitalise on our global opportunities we had to rely on our partners with local experience. A solution that runs itself and without the need for a schema update helps us to manage our fax fleet. Frank Pahor, Team-Leader Client Infrastructure, Suncorp Banking and Insurance

2 Integrated Solutions Desktop Faxing Sending Faxes from Outlook and Word is just like sending s Use your existing Word Fax templates msxfax has been designed to integrate with Microsoft Office without requiring any additional desktop software. Users can create their fax documents using their existing Word Fax templates. Instead of printing their documents and walking to the fax machine they simply use Outlook to send the fax document to msxfax for transmission. msxfax sends fax delivery confirmations back to the sender s inbox. A copy of the fax transmission can be sent with the confirmation allowing users to retain electronic copies of what was transmitted. Fax PDF attachments Organisations today settle on PDF format for many documents. Sending PDF files to form part of a fax transmission is simply a matter of attaching the PDF file to an Outlook message. msxfax offers full fax addressing capabilities using Exchange and Outlook comprehensive address books: Outlook Contacts, Global Address Book Contacts and one-off addressing. Sending faxes from Microsoft Outlook: Send faxes using Outlook Contacts Public folder contacts Global address list contacts (Active Directory Contacts) one-off addressing Other great features Control who can send faxes using Active Directory Security Groups. Conforms to Protective Marking standards for Australian Commonwealth Government. High Performance fax broadcasting from Microsoft Outlook. No plug-ins required for Microsoft Outlook Audit copies of all faxes sent from msxfax is available. Corporate work flow applications can integrate with msxfax via Exchange Server IT infra-structure providing efficient communications msxfax forms part of Australian Settlements Limited financial and settlements reporting systems. Application generated reports are faxed to our client Building Societies and Credit Unions. msxfax has been part of communications infrastructure since If you can send an you can send a fax.. Mr. John Toms Chief Executive Officer Australian Settlements Limited

3 Productivity Receiving Faxes to Microsoft Outlook msxfax works with all versions of Microsoft Exchange (2003 to 2007) and Microsoft Office (2000 to 2007). Inbound fax routing to Microsoft Outlook and work flow systems is via SMTP . Inbound to applications via disk folders is also supported. Received faxes are delivered as compressed TIF files in a user s Outlook mailbox. Inbound fax numbering is best implemented using ISDN Direct Dial Inwards (DDI) or similar inbound services such as T1 or fractional T1 telephone Direct Inwards Dialing (DID) services. DDI/DID numbers can be stored in the Active Directory fax number field providing a single point of administration for the IT department. Alternatively, DDI/DID numbers can be assigned to a local database on the msxfax server with a corresponding address. Features of msxfax inbound processing architecture: Supports Direct Dial Inwards and DID routing Supports ISDN/T1 hunt grouping Supports analogue line routing Uses Active Directory or a local database for routing fax messages to Exchange Server or any SMTP Server. Compressed multi-part TIF file format attachments provide instant preview in Outlook Saves paper because all inbound faxes can be sent to Outlook. msxfax can intelligently split its TIF files into single pages or logically break up the fax transmission into multiple messages. This is important when system administrators implement message size restrictions in Exchange or when msxfax is located in a DMZ. Fax routing to folders and printers is also possible with msxfax providing a powerful entry point to manage work flow of fax traffic. Users can take full advantage of Outlook to file, forward and manage their faxes. Inbound faxing to public folders and applications which are based can receive faxes. Sharepoint 2007 can accept faxes from msxfax via addressing. "After intensive research it became obvious that for Suncorp to capitalise on our global opportunities we had to rely on our partners with local experience. A solution that runs itself and without the need for a schema update helps us to manage our fax fleet". Example Outlook inbox message containing a fax with routing information provided in the message body. Frank Pahor, Team-Leader Client Infrastructure Suncorp Banking and Insurance

4 Exchange Integration Exchange 2003 msxfax operates with all versions of Microsoft Exchange from Exchange 2003 SP2 to Exchange msxfax uses open architectures including SMTP to ensure that as customers upgrade their systems there is a high degree of future proofing and scalability. A standard Microsoft Exchange SMTP Connector provides the outgoing connection to msxfax. msxfax uses SMTP for all inbound communication into Exchange Exchange 2007 msxfax provides inbound and outbound fax capability to Exchange To receive faxes into Exchange 2007 does not require Microsoft Unified Messaging (UM), msxfax can route inbound faxes to Exchange However, customers that have deployed Exchange UM for inbound faxing can use msxfax for outgoing fax capability. msxfax is built on industry leading Dialogic platforms providing customers with many options to integrate into their existing PABX systems. Features of msxfax integration with Exchange Server No schema changes. Nothing is installed on Exchange Servers No software to deploy on client computers (use Outlook) enabled applications can send and receive faxes via msxfax msxfax has a built-in smart host allowing administrators to configure automatic failover at the Microsoft Connector level. Disaster Recovery (DR) is easy to configure by virtue of multiple servers in production and DR sites. Exchange 2007 receive SMTP connector provides discrete connection from msxfax servers. Exchange 2007 send SMTP connectors allow specific routing a security controls to be applied in Microsoft Exchange s Management Console. Customer migration with Dialogic Media Gateways msxfax will be certified to integrate using fax over IP T.38 with Dialogic Media Gateways in 2009 BNS Group is a certified Dialogic Development Partner supporting a variety of Dialogic technologies. Customers deploying msxfax for outgoing fax capability with Exchange 2007 can utilise the same gateways and leverage off existing PABX trunk connections.

5 Security & Compliance msxfax protective marking compliance for Government Australian Government Customers ACSI33 compliant solutions The Australian Government Information and Communications Technology Security Manual (also known as ACSI 33) has been developed by the Defence Signals Directorate (DSD) to provide policies and guidance to Australian Government agencies on how to protect their ICT systems. Australian Government agencies are required by the Protective Security Manual (PSM) to comply with ACSI 33. Agencies must consider the security implications of their IT systems and devise policy and plans to ensure the systems are appropriately protected. msxfax implements ACSI33 guidelines for protective marking standards in the Enhanced Security Edition of msxfax. Fax machines offer no audit capabilities or flow controls required under ACSI33. Government customers can now remove unsecured fax machines and replace them with products such as ecopy scan stations with integration into msxfax Controls for Government Provide flow controls, network separation and audit controls required under ACSI33. Active Directory integration provides powerful authentication capabilities from ecopy Scan Stations. Data export controls capable of blocking information based on protective markings. Benefits for Government Reduce the risk of classified material being sent from unsecured fax machines. Audited fax images can be uploaded into EDRMS / Content Management systems Accountability and cost control.

6 Digital Workflow Integration msxfax solutions with Canon imagereal Capture imagereal Capture, available from Canon, is a fast, affordable, scanning utility software designed for high volume batch scanning environments. This easy-to-use software is an ideal tool for single users or as an enterprisewide document capture solution. Organisations are better able to respond more quickly and efficiently to the demands and expectations of their customers using document capture and management systems. msxfax integration msxfax provides a feed into imagereal Capture based on the inbound fax number (Direct Dial Inwards or DDI). A batch of faxed documents from a trading partner, agent or even a remote employee can be faxed to head office for processing. Bar-coded separation sheets provide source separation and convenient batching. msxfax directs a multi-part TIF image file to imagereal Capture for processing into separate TIF files which comprise the pages for each logical document. Pages comprising each logical document are then processed as unique transactions by msxfax. Features and Benefits: Pre-printed bar-coded separation sheets provide flexible batch entry of documents from a variety of sources such as: remote employees, agents and partners. Integration with Active Directory provides intelligent routing via msxfax Integration with Microsoft Exchange Server and other systems provides flexible transport and delivery of document sets. Integration with Electronic Document Management Systems (EDRMS) and work flow systems makes fax another medium of data entry. imagereal Capture also supports OCR functions providing opportunities for customers to import metadata with images into their databases and work flow systems. imagereal capture integration can be used in conjunction with all other msxfax inbound and outbound fax features. msxfax can then forward each individual document set to a nominated address or other supported destination. Audit images can also be produced in addition to forwarding for processing. Alternatively, imagereal Capture can forward image files to an server for distribution with an recipient based on the called fax number.

7 Digital Workflow Integration msxfax integration with Teleform intelligent forms processing system Automatic processing of invoices, loan documents, contracts and other unstructured documents Forms, documents and electronic files automation on a single platform Seamlessly connects paper-based processes with electronic business workflows and eforms msxfax integration with ecopy ShareScan ecopy ShareScan enables users of a departmental or enterprise network to share the digital copier's ability to turn paper documents into digital files, which can then be distributed through a variety of systems. ecopy provides certain features which make it attractive for businesses to implement for various work flow operations. Integration using ecopy Exchange Connector ecopy provides a connector for Microsoft Exchange server allowing paper documents to be faxed from ecopy via msxfax. ecopy customers can now send faxes via msxfax servers located anywhere on the network. Benefits of msxfax integration with ecopy Authentication at the ecopy station provides traceability. based transports allow ecopy MFDs to be located anywhere on the customer network Exchange based integration provides reliable delivery between ecopy connectors and msxfax connectors. msxfax provides fax delivery confirmations to the user s Outlook inbox. Confirmations in user s inbox can include the entire fax transmission image or a copy of the first page to enable users to easily determine which faxes were successfully sent. msxfax provides independent audit copies of all faxes sent. The same msxfax server can be used for ecopy, Outlook based users, work flow applications and inbound fax routing. msxfax intelligent dialling and least cost routing allows customers to leverage the use of their data network to route faxes accordingly.

8 Specifications Fax Server platform 20+ channel systems 3ghz Xeon server class computer system with 2GB ram. 4 channel systems 2.4 ghz Xeon server class computer system with 1GB ram. Windows 2003 Server SP2 supported Office 2003 SP2 or Office Always install highest version of Office on the msxfax server which has been certified Adobe Acrobat full product (std or pro) version 8 PCI Universal or PCI Express Form factor Diva Server PRI E1-30: 312 x 106,5 mm (PCB) 352 x 126,5 mm (PCI incl. bracket and retainer) PCI Universal Form factor Diva Server 4BRI: x mm (PCB) x mm (PCI incl. bracket) Microsoft client platform No client software is installed specific to msxfax Office 2003 or above is recommended. Microsoft Messaging platform No msxfax software is installed on the customer s Exchange Servers. No changes to Active Directory schemas. Exchange Exchange 2003 and Exchange 2007 supported. Office 2003 or above is recommended. Fax card & Network Support msxfax supports Dialogic (formerly known as Eicon Networks) Diva Server products. msxfax kits available from Canon include Diva Server basic rate and primary rate connections offering from 4 to 30 channels per server. Optus Multi-line ISDN Services and Telstra On-Ramp services supported. Other Euro-ISDN compatible services such as Transact ISDN or direct Q-SIG connections supported also. Fax over IP T.38 supported. Subject to vendor interoperability certification msxfax software versions Government Government customers requiring compliance with ACSI33 should order the kit with msxfax Enhanced Security Edition. Enhanced security edition comes in 20 and 30 line editions. Part number MsXfax-16-3yr-TS-ES-KIT provides a 3 year subscription license supporting up to 20 fax channels. The Kit contains a Dialogic Diva Server PRI E1 fax card. Part number MsXfax-30-3yr-TS-ES-KIT provides a 3 year subscription license supporting up to 30 fax. The Kit contains a Dialogic Diva Server PRI E1 fax card. Part number MsXfax-16-3yr-TS-ES-PCIe-KIT provides a 3 year subscription license supporting up to 20 fax channels. The Kit contains a Dialogic Diva Server PRI PCI Express E1 fax card. Part number MsXfax-30-3yr-TS-ES-PCIe-KIT provides a 3 year subscription license supporting up to 30 fax. The Kit contains a Dialogic Diva Server PRI PCI Express E1 fax card. msxfax software versions Corporate Non Government customers should order the kit with the standard edition of msxfax. Standard edition comes in 4, 8, 20 and 30 line kits. Part number MsXfax-4-3yr-TS-BRI-KIT provides a 3 year subscription license supporting up to 4 fax channels together with a Dialogic Diva Server 4BRI fax card. Part number MsXfax-8-3yr-TS-BRI-KIT provides a 3 year subscription license supporting up to 10 fax channels together with a Dialogic Diva Server 4BRI fax card. Part number MsXfax-16-3yr-TS-PRI-KIT provides a 3 year subscription license supporting up to 20 fax channels together with a Dialogic Diva Server PRI fax card. Part number MsXfax-30-3yr-TS-PRI-KIT provides a 3 year subscription license supporting up to 30 fax channels together with a Dialogic Diva Server PRI fax card. Part number MsXfax-16-3yr-TS-PRI-PCIe-KIT provides a 3 year subscription license supporting up to 20 fax channels together with a Dialogic Diva Server PRI PCI Express fax card. Part number MsXfax-30-3yr-TS-PRI-PCIe-KIT provides a 3 year subscription license supporting up to 30 fax channels together with Subscription licenses of msxfax include free software downloads during the license term. Telephone support services provided when purchased with some licence part numbers.

9 Integration of desktop and paper faxing Integration of msxfax with Exchange provides automatic Outlook integration msxfax Solutions and integration summary Complies with ACSI33 Australian Government standards for Protective Marking (gateway compliance) Microsoft Active Directory services integration Microsoft Exchange (2003 and 2007) Microsoft Office (2000, 2003 and 2007) Microsoft SBS server, Microsoft CRM, Microsoft Sharepoint Server (via folder) E5 integration Dataract P/L Adobe Acrobat Applications built with SAP and other products which offer integration Canon imagereal Capture ecopy connector for Microsoft Exchange integrates with msxfax Connector for Microsoft Exchange msxfax provides compatible TIF images for Teleform forms recognition software Trim Context FinanceONE Generic SMTP servers Fax over IP supported with selected products such as media gateways from Dialogic Corporation Fax broadcasting capabilities driven from Microsoft Outlook Least Cost Routing utilizing underlying messaging transport Supports all industry leading Dialogic Diva Server fax PCI-X and PCI Express fax hardware. Infra-structure value added solutions Adds value to customer investments in the Microsoft platform msxfax does not extend or alter the customer s Active Directory schema msxfax does not install any components on the customer s Exchange Server. No desktop software required Security Solutions with local R&D BNS provides customers with real solutions to their business problems. Security today is the most important element of any IT based solution. Without security, information processing systems risk loss of information either intentional or accidental. Compliance with Australian Government guidelines ACSI33 DMZ configurations for highly secure environments Application integration Applications such as SAP which send / receive s can integrate with msxfax easily. Other features Security group controls in Active Directory Cover pages / auto disclaimers supported. Audit all faxes into and from your organisation. Intelligent splitting of inbound faxes for SMTP firewall pass through or adhering to SMTP Server maximum messages sizes. Better Network Services Group Pty Limited Australia: Sydney +61(2) Canberra: +61(2) BNS Group. All rights reserved. msxfax is a registered trademark of BNS Group. All other brands and their products are trademarks or registered trademarks of their respective. Companies, names and/or data used in screens and sample output are fictitious unless otherwise noted. Brochure Version 3.4 July 2008 describing features in version 7.6 build 350 of msxfax