Virto Incoming Fax Service for SharePoint Release User and Installation Guide

Transcription

1 Virto Incoming Fax Service for SharePoint Release User and Installation Guide

2 2 Table of Contents OVERVIEW... 3 KEY FEATURES... 3 SYSTEM REQUIREMENTS... 4 FOR INCOMING FAX FEATURE... 4 FOR INCOMING FAX CLIENT... 4 BROWSER... 4 INSTALLATION AND ACTIVATION OF INCOMING FAX FEATURE AND FAX CLIENT... 5 INSTALLING VIRTO INCOMING FAX FEATURE FOR SHAREPOINT... 5 LICENSE ACTIVATION... 8 INSTALLING VIRTO INCOMING FAX CLIENT... 8 VIRTO INCOMING FAX FEATURE LICENSE DEACTIVATION UPGRADING VIRTO INCOMING FAX FEATURE FOR SHAREPOINT UNINSTALLING VIRTO INCOMING FAX FEATURE FOR SHAREPOINT ADJUSTMENT OF INCOMING FAX FEATURE CREATING LIST FOR FAX FILES COLLECTING USING LIST TEMPLATE FOR FAX FILES COLLECTING ACTIVATING INCOMING FAX FEATURE ADJUSTMENT OF VIRTO INCOMING FAX CLIENT CONNECTION TO SHAREPOINT VIEWING FAX MESSAGES VERSION RELEASE HISTORY... 21

3 Overview Virto Incoming Fax Service for SharePoint Virto Incoming Fax Service is a new simple service for handling incoming faxes and forwarding them from Microsoft Fax Server to SharePoint. The service consists of two elements. Virto Incoming Fax Client service registers an incoming fax and forward it to the Virto Incoming Fax Feature. The latter stores the fax in a SharePoint list. The service can be easily set up as a SharePoint web part. Once the Virto Incoming Fax Feature is installed, just chose a list where incoming faxes should be stored and then install Virto Incoming Fax Client on the computer with Microsoft Fax Server. Once this is done, all the incoming faxes will be automatically forwarded to SharePoint and stored in the chosen SharePoint list. The information like caller number, recipient number and page count will be stored in the corresponding fields of the list. The fax message is saved as an attachment in a.tiff format. The service is useful for organizations or departments (e.g. sales or financial) that daily get hundreds of faxes. With Virto Incoming Fax Service you can easily handle all your faxes, regardless of their amount, collecting them automatically and storing in a SharePoint list. In addition, you can use the service to design a workflow that includes a procedure of fax processing. To start working with Virto Incoming Fax Feature and adjust the process of fax receiving SharePoint administrator needs to do the following steps (see the sections about installation and adjustment): 1. Install and activate Virto Incoming Fax Feature for SharePoint. 2. Install Virto Incoming Fax Client on the work station where Microsoft Fax Server is installed. 3. Adjust Virto Incoming Fax Feature and select a list to save fax files. 4. Adjust the connection to Virto Incoming Fax for Share Point. 3 Key Features Forwarding incoming faxes from Microsoft Fax Server to SharePoint and storing them as list items. Gathering all incoming faxes into a single list for convenient storage and handling. Additional fields Caller Number, Recipient Number and Page Count in the fax list. Storing the original fax message as.tiff list item attachment.

4 4 System Requirements For Incoming Fax Feature WSS or MOSS.NET 3.5 For Incoming Fax Client Windows 2000, Windows 2003, Windows 2008 Microsoft Fax Server must be installed and activated.net 2.0 Browser Microsoft Internet Explorer 7 or higher is required.

5 Installation and Activation of Incoming Fax Feature and Fax Client 5 To start working with Virto Incoming Fax Feature and adjust the process of fax receiving SharePoint administrator needs to install and activate Virto Incoming Fax Feature for SharePoint and then install Virto Incoming Fax Client on the work station where Microsoft Fax Server is installed. Download Virto.IncomingFax.Service.zip from and unzip it. Installing Virto Incoming Fax Feature for SharePoint Before you begin, you need to make sure you have access to the server and your account must have the appropriate administrative privileges to install applications. To access Virto Incoming Fax Feature Setup program run extracted Virto.SharePoint.IncomingFax.Setup.exe file (from Virto.IncomingFax.Service zip). The setup wizard window will appear. Virto Incoming Fax Feature wizard performs a system check prior to the installation. All the system checks must be completed successfully in order to proceed with the installation. After the checks have completed, click Next.

6 6 Select the web application(s) where you want to install the product. Warning: You must be logged in to the SharePoint server with a Site Collection Administrator account to automatically activate this feature.

7 7 Then click Next. Click Close to complete the installation.

8 8 License Activation To see full instruction for successful activation of your component, please download Virto License Manager PDF instruction from Downloads section of our site or read it in Wiki. Installing Virto Incoming Fax Client To install Virto Incoming Fax Client, run Virto.FaxRouter.Client.Setup.exe file extracted from downloaded Virto.IncomingFax.Service zip. Click Next.

9 9 Then select the destination folder for Incoming Fax Client files and click Next. To confirm the installation of Incoming Fax Client, click Next. The application will be installed.

10 10 Virto Incoming Fax Feature License Deactivation In case you need to deactivate the license (for instance, if you want to install the component to another computer), click Deactivate Product in the right block of License Manger window. The window of deactivation wizard will appear. Click Deactivate.

11 11 Click Yes to start deactivation process. Note: all the activation data will be removed after the deactivation. Use the displayed code for installation on another computer. And click OK to finish deactivation. Note: the code on the picture is random. Use your personal code.

12 12 Upgrading Virto Incoming Fax Feature for SharePoint If you already use Virto Incoming Fax Feature for SharePoint and need to upgrade it to the latest version, download the.zip file from Unzip the file and run Virto.SharePoint.IncomingFax.Setup.exe as it is described in the Installing Virto Incoming Fax Feature for SharePoint section. Note: it is highly recommended to exit License Manager before upgrading. If you need to use License Manager, run it after upgrading. On the step 3 check the box Upgrade and click Next. Uninstalling Virto Incoming Fax Feature for SharePoint To uninstall the Add-On: 1. Double click the Virto.SharePoint.IncomingFax.Setup.exe extracted from downloaded Virto.IncomingFax.Service.zip file. 2. The program performs the system checks again. Once that has successfully completed, the program prompts you to Repair or Remove the solution. Select Remove, and click Next. Adjustment of Incoming Fax Feature Creating List for Fax Files Collecting Fax messages should be collected to a single place on a SharePoint site a special list.

13 Note: Virto Incoming Fax Feature for SharePoint enables to use a list of any type (including custom lists) for collecting fax messages. So just create new list on the required SharePoint site. 13 Note: you can use special list template for messages collecting Virto Incoming Fax List. This template will appear in the list of available list templates after installation of Virto Incoming Fax Feature (see the next section Using List Template for Fax Messages Collecting). When you select this list for fax messages collecting (in sections below), the following fields will be added to the list automatically: Caller Number, Recipient Number, Page Count. Go to List Settings and add them to a list view if you need.

14 14 This list will be used for collecting fax server messages when the process is adjusted. Using List Template for Fax Files Collecting You can use special list template for messages collecting Virto Incoming Fax List. This template will appear in the list of available list templates after activation of Virto Incoming Fax Feature.

15 15 Note: Virto Incoming Fax List template is not mandatory to use. Three fields exist in a fax list template: Caller Number, Recipient Number, Page Count. Created List will be used for collecting fax messages when the feature is activated. See the next section. Activating Incoming Fax Feature Go to Site Actions Site Settings Modify all site settings and find Virto Incoming Fax Feature Settings.

16 16 Click Virto Incoming Fax Feature Settings. Check the box Enable Fax Processing on the displayed page.

17 17 Then select a list that will collect fax messages (see previous sections Creating List for Fax Files Collecting and Using List Template for Fax Files Collecting) and click Save. Adjustment of Virto Incoming Fax Client To complete adjustment of Virto Incoming Fax feature you need to adjust Virto Incoming Fax Client on the work station where Microsoft Fax Server is installed. Incoming Fax Client registers incoming fax messages and route them to SharePoint site. Connection to SharePoint When Incoming Fax Client is installed, you need to define the settings of connection to SharePoint site. Run Virto Incoming Fax Client using Start menu. Type the URL path to SharePoint and enter your SharePoint site administrator s login and password. Note: the settings will be saved in the windows registry HKEY_LOCAL_MACHINE section, so you will need administration right to change the settings of connection to SharePoint.

18 18 Then Click Test Connection to check if the connection settings are correct. If the settings are correct, the message will appear. Click OK to finish. Now the process of incoming faxes collecting and routing them to SharePoint is fully adjusted. Viewing Fax Messages All the incoming fax messages sent to your fax will be collected routed to SharePoint site and then placed to a corresponding list (see previous sections). Fax messages are saved in the list in a TIFF format as an attachment.

19 Go to the list you selected for collecting fax messages (Incoming Fax list in this case). You will see fax messages divided into four fields. 19 Click the required fax message to view full information concerning it. To view the fax message click the.tiff document name in Attachments.

20 20 The file will be automatically downloaded and you can view it on your computer.

21 21 Version Release History Release Date Version 06/09/2013 v New license manager. 01/28/2010 v First public release. Description