Home Forums How to set up fax server?

I looked at updox, and for our practice, it will be too much per month as we get thousands of pages of mostly useless garbage. I understand the concept of using a network fax machine and downloading the files to a central directory. What I need direction with is the actual mechanics from there.

Is the image generated a PDF or an Image?
How do you "write" on that image or PDF and fax it back out?

Abhin,

Fax servers, as you know, allow you to fax from your PC and fax directly to your PC. Most good Multifunction Printers will include a fax server with it. If you look at them on their site, under specs, you want to look that it is capable of networking and Fax to PC and PC to Fax. You can also look and see if it faxes directly to PDF. Most do. Some only tiff, but those can be converted to PDFs.

There are software programs which work with a modem or fax card such as Snappy Fax and others.

Then there are the bigger companies such as Imecom, etc.

All of the images generated will be PDF or TIFF (likely). I don't know any that fax to an image.

As far as writing on the image, the prototype is Adobe, but Adobe is rather expensive. If you Google PDF software, you will find many third party programs such as CutePDF, NitroPDF and others. Some are free, many cost a small amount. Generally, the fancier you want to mark up, etc., the more it will cost. Almost all have trial periods.

Are these just as easy (ie labor intense) as Updox? There are 4 of us and I also don't think that will work for high volume.

Depends. But, using the example of the Brother MFP since it is the #1 MFP/MFC with users at least on the board, you would connect it to the network, then in settings you would set up the path you wanted the fax to go.

I don't know the Brother very well, but if you were using Muratec or Xerox or HP which had fax servers in them, you would connect them to the network, and either use the walk-up screen on the MFP or just log into using your web browser, and set the path to any folder you wish. Usually a shared folder on your server.

To fax from your PC, you would need software. If the fax server is contained in an MFP or other Fax machine, it will likely provide you with that software.

It is rather simple, and the company you purchase it from can set it up for you.

Also, the Brother MFP comes with Paperport which a free document management software.

This question comes up every few months
Yes, there are networked multifunction(MFC) machines that fax to your pc via secure email via PDF.
It take away the hassles of converting from other formats to PDF.
I have been using a networked Samsung mutifunction (MFC)machine for years and receive faxes via email to my computer.
All it costs me is $ 20 a month for a phone line to receive & send unlimited faxes.
You may need your IT person to help you with the setup.
You will need your internet provider to give you the following :
1. the SMTP address 2.Primary DNS & Secondary DNS server addresses of their service to set up your MFC machine to receive fax to your PC
Hope this helps
Grenville

My recommendation is still the Mainpine fax modem. It directly outputs to PDF, integrates into SBS 2008/11, and uses the fax wizard built into Windows. We basically have it setup coming to a folder as a PDF, staff then sorts and imports into Amazing Charts. The benefit is that there is intermediate conversion using Paperport and the high reliability of the modem.

True, it does come up every few months. The fax board Sandeep suggests wouldn't fit the definition of non-labor intensive.

Just to be clear, many fax machines with have email to PC and email to fax. But, many have simple fax to PC without the intermediate step of the email or both.

And, nothing against Grenville, but if you purchase an expensive machine, then the company's IT should be setting it up for you.

She did say thousands of pages per month. Seems intensive enough to me ha. It's just installing a PCI card. Once it's setup, you just forget it.

Maybe for you, lol.

I am not sure about fax to PC as most of the MFC machines I have seen will not allow fax to PC in PDF format with out an external software.
You basically have 2 options either print you faxes or route them via email to a PDF file format using your MFC machine without adding fax software.
I prefer using my phone line to my networked MFC machine & routing
my incoming faxes through my email.
I agree with Bert , just get an IT guy to do it right the first time.
Grenvile

Thanks Grenvile,

LOL, but I haven't seen a MFC that doesn't fax to PC. If you have a fax server in the fax machine, it will fax directly to PDF, and you can print directly to fax as a PDF.

Xerox, Muratec, Toshiba, HP, etc. Brother does the same thing, only as a TIFF file.

I guess if it allows you to fax to PC in a TIFF format & you want the extra hassle of converting them to PDF then those machines are worth one's time & hassle.
Most MFC's have FAX FORWARDING capabailites.I prefer to have my FAXES forwarded in PDF format & that is where you can forward it to your email address.
Grenville

Grenville,

You can ask ANYONE on this board, especially Leslie and they will tell you my distaste for Brother, although I understand its usefulness. I don't like it BECAUSE it faxes to TIFF.

I have three fax servers all of which fax directly to PDF. All of them will allow PC to fax.

All of them allow fax forward and fax to email and email to fax. I don't see the need to have the intermediate step of using email to route the faxes.

Almost all halfway expensive MFCs out there will fax directly to PDF and will allow PC to fax out. I am not sure what the confusion is here.

Well I guess I have a cheap MFC that will only allow me to recieve fax via FAX FORWRDING to an email or PRINT it
Maybe when this breaks down willtry a more expensive machine
But for now it does the job so Ill keep it!!
Grenville

Agree with Bert. I initially set up emails for incoming faxes, but it was much simpler to have it come in a folder. Brooktrout and Mainpine are some of the best modems that integrate with Windows Server.

Maybe Bert can give you some of the benefits of the Brooktrout. For the mainpine, they have US based technical support, 5 year warranty, and drivers that integrate with Windows Server. That allows you to install a fax server/printer on all client computers. To send a fax, all you have to is print said document to the fax printer and wizard will pop up. Also, faxes directly to PDF, email, or TIF. Uses Windows Fax And Scan.

Completely agree with Sandeep. Not much to add as far as the Brooktrout. They are both great fax boards. Of course, when you are used to modems selling for $40.00, $400 to $600 sounds like a lot. Although, these boards can cost up in the thousands. I just like everything going through my server.

I am perfectly happy with my setup which has served me well. I pay only $ 20 a month & the set up is extremely efficient.
I was only kidding when I said I would buy a more expensive emachine. I do have stanby MFC machines that I replaced the main boards.
Grenville

Bert,
What would you recommend as the best set up with least labor involved per activity (especially the least labor for docs!)? Can this work for all 12 separate computers on my windows 2003 server?

tceq,

While Sandeep may disagree, the simplest solution is an MFC/MFP that comes with a fax server. You can do walk up fax and fax to PC and PC to fax. If you use a fax board, not a modem, it will work great, but you don't have walk up fax unless you have a separate fax machine. If you don't use Windows Fax and Scan, then you will need a separate software solution from inexpensive to very expensive.

I have used four different Multi-function copiers or printers. All contain fax servers giving you the option to both receive and send faxes directly to your server (or wherever) and to Fax to PC as well as doing walk up fax. The machines can allow you to scan to unlimited folders on each computer as well as to massive hard drives on the MFC itself.

For my money, the Muratec is the best option for the money if it is still available. Then I like Xerox but not Toshiba. All will work with as many work stations as you have. The Brother machine is a great deal for the money which comes with Paperport which is a document management software and changes the default TIFF document to PDF an extra step that many users on here don't seem to mind. I also think you have to pay for upgrades.

ONE OF THE MOST IMPORTANT THINGS IS TO TRY TO SEE THE GUI FOR THE PC TO FAX. I actually sent back a Toshiba due to the fact that the software was not intuitive and used too many clicks. I love Xerox, but to this day, Muratec still has the best GUI for PC to fax.

Also, if you purchase an MFC, make sure in the specs it doesn't just talk about a fax capability but that it actually says both PC to fax and Fax to PC. Some of the salesmen don't even know.

If you already have a pricey MFC that does not have the capability, then the fax board would be your best option. Finally, many MFCs come without a fax server, but have the option to add it.

Sorry for the lengthy response. Would welcome PM questions if you wish.

So does the Muratec automatically send them in PDF format? I don't think my Brother has a hard drive, but does have some memory.

Most people already have an old fax machine from before for walk up fax. Grab a fax board (Brooktrout or Mainpine). Muratec machines are very very expensive. We already had document scanners to from digitzing our old charts so that worked out best (allows to fax large stacks of paper). Maybe if we had a better idea of the setup you have now, we can make a better recommendation.

I sort of look at this like RDP/C vs LMI. Remote Desktop is the easiest, fastest and most secure way to remote in. But, there are a few steps to set up that for a well versed computer person is nothing. LogMeIn, however, is simple and you can't go wrong.

There is little doubt that a fax board can be a simple solution to faxing within an office, but even though the following seems simple, you have to purchase the correct one, insure that your server's motherboard has the correct slot (likely), install it, install the drivers, etc. If it doesn't work out, I am not sure how easily it can be returned.

I guess I am just giving another option. If one were in the market for a MFC, then it certainly would allow one to use it as a fax server. They would also want to know what specs to look for to make sure it does have a fax server and that it does fax to PC in PDF format.

As an example, we have a Xerox which scans, copies, prints and faxes. It has the option of fax server software, but we didn't get it, because we do have a Brooktrout fax board. (Confused yet). Even more confusing, the Xerox will allow you to use it's print driver as a "fax server" but you can fax to PC.

Now, to answer Boondoc's question, yes, the Muratec does have a fax server and does fax to PDF. The only fax server I have heard of that doesn't is the Brother. (And, I know I have gone round and round on that with users on here, and I want to be on the record that the Brother is a very good machine).

The Muratec is a step up in price but reasonable and is a work horse. My best advice on the Muratec would be to email or PM Adam or goes by LauerDO on here. He has only used the Muratec for years and can give you tons of info from experience.

Having a hard drive on the MFC is really not that helpful. We don't use ours mainly because the PDFs are all sent to the server. For some, it would be helpful.

It used to be that printers would come with 32MB of memory and you could upgrade to 256 or more. Now, they are starting to come with a GB. I don't think anything more than 256 is necessary and even that is overkill unless you are spooling multiple print jobs at once.

Bert, I agree with this, in principle. To my mind it is the best way to find out exactly what the machine will do, and how easily it will do it. My question is: is there any way to see the GUI without doing what you did (buying it first)?

When I purchased the Xerox, I went to a local store. I was able to have the salesperson show me it there.

I find the PC to Fax software for the client machines are a lot like a scheduler is on billing software. It's as if they spend five years developing Medisoft or Medware, then spend a couple of weeks on the scheduler. It's an afterthought.

Hey any idea if this fax server solution is easy to setup on a domain based network (client-server network as opposed to peer-to-peer) with a HP MFP? Anyone connecting to the server (which is obviously where I would want the fax to dump files) needs a user/password to the domain.

Not to get a battle started, but almost anything that can be done on a peer-to-peer can be done more easily on a server/client domain setup. I am not sure why you would be concerned about availability to your users.

The faxes should be routed to your server in a shared folder. I am guessing that all of your users can access Amazing Charts, billing software and any other files you wish to give them access to.

One of the advantages of a server domain is that each user must login with a user name and password, which is then authenticated against the server. Once logged in, the server recognizes that user and the user can access any data on the server which he or she has permissions to. So, if the fax folder is shared out to all domain users, then they will all have access to the faxes. If you only want certain users to have access you only give permissions to those users.

So, in short, yes it is simple to use an HP MFP on a domain, and any user can access the faxes.

As a caveat again, when you look at the specs online, be sure it specifically states that it is capable of Fax to PC and PC to Fax.

But you know that it WILL get a battle started.

Not really. I can't think of too many things one can do on a peer-to-peer that can't be done on a domain.

This network guy that has 31 years experience working as a Microsoft IT said it best when I asked him why he doesn't work on workgroups? Without thinking more than a second, he stated, "They're just way too complicated." I love that line.

After reading the many messages above, I'm glad I use Updox.

I have tried many many ways to make faxes work for us.

I tried Snappy Fax and FaxTalk with a MultiTech ZBA modem recommended by both software. I could not get the software to work with the modem. I don't know if our fax line is defective or what but it just did not receive all the faxes. I've talked to the support people for both software and they don't know why it's not working in my setup. (I've also tried other modems with FaxTalk, which didn't work either.)

I wanted to get the MainPine modem, but MainPine said their fax software only works in network mode with Windows Server OS, not Win 7 or XP. We have a P2P network with Win 7 as the server. So I could install this modem on all computers, but I won't be able to use it as a real fax server like I want.

Currently, we're receiving faxes on an HP multifunction printer. It saves the faxes as TIF and never misses a fax. But I hate having to convert the files into PDF. I looked up ways to have watched folder that converts all TIF files into PDF automatically, but could not find a solution. It seems Adobe LiveCycle can do this but it involves coding. So now I use Acrobat to batch convert the TIFs into PDFs once or twice a day.

I could live with this batch convert, but I really want a fax server so I check sent faxes. We always have people calling for us to refax stuff. I like how I could see these sent faxes in FaxTalk. I really wished it works for us.

I've tried Updox too, but I just don't want another account and the doctors are not going to go for any service where records are sent over the internet. They won't even consider online backup.

I still want SnappyFax or Faxtalk to work but I'm tired of testing out new modems... I've been working on this for months. Anyone know of a MFC that saves faxes in PDF? I would settle for that. (But from my research I did not find one either...)

Well, I lost all of my post, so I will have to make it shorter. First, I don't know why they don't want to send over the Internet or especially online backups. There is encryption. But, whatever.

I had listed all the MFPs for these companies, but I guess you will have to look. As before I don't know of many companies that don't fax to PDF

Almost all:

Toshibas
HPs
Dells
Xerox
Muratec

I would never put modems on every computer.

Just call these companies and ask them for a certain MFP in a certain price range that can Fax to PC and PC to fax. Some of them will need an extra part/software.

If you Google "Fax Server" many 3rd party solutions will come up -- most a bit pricey. But, they are very functional.

There are also hardware/fax server solutions all in one. I believe Cisco makes one.

Yes
I have been using the Samsung SCX multifunction machine that receives faxes in PDF.. it is networked .
I am using the Samsung SCX 4826 fn but one can get more expensive network Samsung SCX if one wants.I got mine from NEWEGG.
Grenville

Bert, the doctor is just stubborn and doesn't want to use new technology. There's no use trying to reason with him.

Grenville, thanks for the suggestion. I think getting an MFC with PDF capability is the way to go for us.

Update: We bought a Samsung SCX-4835FR multifuction printer, $450 at Fry's. So far so good, I've received about 5 faxes this morning all in PDF. I'm pretty happy so far. It's replacing our Brother 8890DW. It feels more solid than the Brother and the software looks more "professional" and is easier to use. We can add a cover page when faxing out from a PC, which the Brother couldn't do, and there's a sent faxes log, which I believe the Brother didn't have either (or was difficult to get to). Hopefully the copying and printing functions will also work out well - areas where we had no problem with the Brother.

Sounds great. So does that Fax to a PC folder or to email?

You can add a cover sheet on the Brother. You can also find the fax log but, I agree, the latter is not intuitive.

Updox: no need for a fax server. No need to convert to pdf's. Emails viewed on same interface as faxes. Importing is quicker, fewer clicks. Easy to set up. No need to buy modems. Coversheet and "sent log" included.

Just my two cents.

I found some old fountain pens and bottles of ink; would they be interested in buying them to use in their office?

Saves to a PC on the network. Email would never work for us.