Home Forums Discussions General Discussion Fax Server

We're running SBS 2011 Essentials. We only have two workstations. I'm assuming that a digital faxing solution results in less work (no scanning the paper fax, then importing into AC).

Does the Mainpine fax board make sense for us, Sandeep? One of the big perks is that it allows for faxes to be converted to PDF automatically. Is this feature specific to bundled Mainpine software? Or can we get by with a decent external Multitech model that seems to be getting decent reviews and still get the PDF conversion feature?

Does SBS 2011 Essentials even have the capability to act as Fax Server? Assuming that it does, what client program handles the faxing - Windows 7 built-in fax program?

Thanks as always.

It may or may not. That depends on the number of faxes you receive.

Fax boards (Mainpine, Brooktrout) and fax modems (Multitech, US Robotics) are worlds apart. Fax boards are faster, more efficient, and more reliable. They also have onboard processors and do not use the resources of the computer. To be honest, fax boards are for people who send/receive a large volume of faxes on a daily basis. We used to go through a Ream/Half a Ream of paper of faxes daily. That's not including the ones we send out. So, a faxboard made a lot of sense to us. Before that we had a USR Fax Modem that simply could not keep up and had a lot of sending/receiving issues.

SBS Essentials has the Server 2008R2 core so everything you can do on Server 2008R2, you can do on Essentials. It's called the Fax Server role in the Server Manager, you simply need to add it. There's no software conversion involved. Mainpine engineered the PDF conversion into the driver so you will see it as a routing method when you set it up.

When sending out faxes, you use Windows Fax and Scan. Basically you choose the fax printer as if you would normally print a page in any application. The Fax is like a shared printer accessible by all computers. Use Fax and Scan directly is like an email interface. You have the To, Subject, Message, and Attachment fields for quick faxing.

Hmm..sounds pretty slick. The Mainpine sounds like a winner. Thanks.

GoBruins,

Is there any possibility of your real name as an auto signature. Just easier? I have used at least four different fax servers each costing upwards of $700.00 a piece. I have a Brooktrout board sitting here -- no pdf.

Mainpine has great customer support. I have a two channel Mainepine, Sandeep a one channel. It's a little overkill as you need two lines, but it assures that you never miss a fax due to sending and one trying to come in.

Please remember, depending on your MFC, you may already have a fax server. MFCs like Toshiba, Xerox, Muratec, HP, Dell etc. not only have the regular inboard fax that allows "walkup" faxing, you can add a fax server or it all comes with it. Think of any fax server as being able to fax from a desktop.

The other key to faxing from any fax server is the GUI at each client. I will never forget the faces when the Toshiba company installed our Toshiba ($7,000) only to have me tell them to take it back. Why? The GUI and number of clicks for sending faxes were ridiculous. They never understood. Why? Because too many of these companies don't use end users or doctors or whatever in product and development.

Our Xerox has everything, but we have not added the $300 fax server, which would do the same thing.

So, we added the fax board to the server. The Windows Fax and Scan is nice, because you can easily see what faxes you have sent and received and watch it send successfully. It's nice to put a quick comment such as Smith, Jones so you and everyone can see it if you give them permissions. The cover page is automatic or you can build your own, and each user can choose their own or select from a central suppository on the server.

Sandeep is a computer genius and will make everything seem easier than it is. You have to enable the fax role on the server (easy), but there are a few places to set up the lines. That is where support can help. They can remote in and set it up in abou 20 minutes and you can send faxes back and forth.

Also, you sound small right now, but if you see yourself becoming the next Kaiser Permanente any time soon, consider a two-line board. Or 3, or 4, or 8, lol.

Sandeep, how does one set up a fax server?--I got this from Hylafax---but at some point it seems to go nowhere..is there a "newer" or a better way to set up a fax server? And if this fax server is setup---would you still advise the use of a fax board----considering that now its a "computer" fax server? thanks.

Fax servers are relatively easy to set up. A fax server is set up in a local area network server which allows users to send and receive faxes. Any computer which can access the computer which houses the fax server can send and receive faxes.

A fax server consists of four things. The modem or fax board (installed on the central computer), a fax engine or software allowing drivers to work with the modem. With the Mainpine board, this software uses the Windows drivers. A print driver, and the local GUI software on the clients. This comes free with Windows OS and has different names. With WIN 7, it is Windows Fax and Scan. The Windows Fax and Scan uses the print driver (fax driver) to access and use the fax board or modem.

There are many types and brands of fax servers. Some are very expensive. Others are very cheap. One can set up a fax server using something like Snappy Fax.

A lot of MFCs have fax servers in them. The Muratec, Brother, Xerox, etc. all have fax servers over and above the walk-up fax. In these fairly expensive MFCs, if they don't have a fax server, you can sometimes add one on.

Sandeep and I would definitely advise a fax board. It is easy to see that the lower entry fax board for Mainpine or Brooktrout is around $600, while you can get a USRobotics modem for $30.00. The fax boards are just superior in every way. You can look at like an Intel i7-2600k vs a Celeron processor. If you are going to use it for heavey use at all, then I would go with the fax boards. Also, the support is incredibly better for the boards.

One piece of advice. No matter what fax server you set up or what fax server you use in an MFC, make sure you look at the GUI on each client first. It can make or break the deal. Fortunately, Windows Fax and Scan is very good.

Thanks Bert.
Is there a place where I can get a step wise" set of instructions to construct a fax server---sort of like the guidelines with the server in another thread.
chuck

General Steps
1) Get Faxboard
2) Install Faxboard
3) Install Drivers
4) Add Fax Server Role in Server 2008R2/SBS 2011
5) Set up Routing methods to have it go to a folder as a PDF file.

Basically you do step 1 and 2 which involves ordering it online and installing it in the server. Putting a card in a slot. If you call Mainpine support, they will finish the rest after that.

Forgot to mention fax server roles in some servers. Generally, in the Microsoft server line, you can find these under Server Manager --> Roles. Then find the section that says Fax Role and enable it. It really is that simple.

Depending on what type of OS or computer, it can be different. You can set up fax servers on most OS. I would suggest Googling the particular one or get back to me or Sandeep, and we should be able to walk you through it. I will second or should I say third that Mainepike support is very good. The first time I spoke with them I wasn't impressed, but you can call and ask for the owner/president of the company, and he will make sure you are helped.

One more thing. Fax boards such as Mainpine may not be compatible with any OS. They are generally meant for Windows servers or other type servers. Just sayin' make sure the modem/fax board you get is compatible with what you wish to use it with.

Agreed with Bert on all points.

You can by the 1-Line Mainpine RF5118 for $400 (http://www.provantage.com/mainpine-rf5118~7MNPN001.htm?source=googleps)

To take full advantage you will want a server OS as Bert mentioned. You can control access and whatnot which I think is something you need to take into account with HIPAA/Meaningful Use. You can have Fax Users/Admins/etc.

For full disclosure, I did get some help from Sandeep when I set up my Mainpine.

I was used to my Brooktrout. Great board, but it isn't compatible with PDF. If you don't need PDF, you can get a great deal.

Thanks Bert, and Sandeep.

We have a Brother MFC and we receive at least a ream of faxes per day and it just gets too backed up. Was thinking about adding fax board. Currently have our phone and fax lines through our cable service provider. On Mainpine site could not determine if it would be compatible with digital phone lines. Do you know if this would this be an issue? Thanks for your help in advance.

Endo,

Did the Brother come with the software Paperport? It was free with mine. You can Fax to PC and use Paperport as your document manager. And, did I mention is is free?

We do use PC fax with the Brother but it seems to be REALLY slow. Referring offices tell us that they have faxed three or four times and we are not receiving them. Latter that day we look at the PC fax que and we have three copies of their fax. Has anyone experienced this?

Are the faxes going into Paperport or another file?

As far as the Brother Fax, it seems like it already faxes. I wonder if the number of rings is set at one. This would stop the fax dead in its tracks (I think). With the copies of faxes that don't go, call that company and see how many rings it takes to start the fax process. If you change the number of rings, work with that vendor to see if you have better success. Also, there is a setting where there is a number of times where it times out such as five tries rather than one.

Using a Mainpine board would really be helpful, but if you are wanting to receive faxes on your Server's fax server, it can't be the same line as the one the Brother Fax is using or the incoming faxes won't know where to go. You would have to send on a different fax number that would show your actual fax number so that companies faxing you would always send you your fax number.

The Mainpine board will allow 1, 2, 4, 6 and 8 (or something to that effect). But, now you need to buy a more expensive fax board and buy a fax line for each port. This would insure that five faxes could be sent out at the same time. You wouldn't want the Brother Fax to receive faxes only send as a walk-up fax.

OK, the real answer.

All of the above it true. But, I can vouch for it, because I am a slightly a fax guru. But, I have never used digital fax from a fax server.

Two things:

1. Either ask Sandeep (has Mainpine and is much smarter than I).
2. Talk to Mainpine directly. They know their stuff and support will set it up for you. They will know your answer as far as digital vs analog.
3. The Mainepine, which replace the Microsoft drivers but use its role has MANY settings, which may help.

You mentioned going to their site. Personally, I would call them. You can even ask to speak with the president of the company. This company is top notch. As far as their support, I asked them how long it was. The support tech said, "We have really figured that out. Right now it is good as long as you have the board.

Most cable providers convert their digital phone lines back to analog. (E.g. Time Warner) They have designed these converters (ATA's) to work with fax machines as they know an overwhelming majority of their customers only have equipment to handle traditional POTS (analog) lines. We use Time Warner Digital Voice Unlimited Lines with our fax board and fax machine on the same line.


You can set the Brother to manual mode so that it won't auto answer and receive faxes. You can use it for walk up faxing on the same line. We do this with our canon, and I have also setup practices with faxboards and Brother (8480DN, 8XXX, etc.) with the same setup. Walk ups are typically one pagers. Larger ones we use the ScanSnap and send out the fax via the computer or we can fax directly from every computer with the MainPine too.

Good idea with the manual. Never thought of that.

But, I think everyone is skirting the question of whether you can fax using the digital lines.

Lol I thought I answered that above. Most cable providers have engineered their ATA's to allow faxing. I have digital voice services through Time Warner and utilize the unlimited line for faxing.

Installed Mainpine in server and it is receiving faxes. My IT guy can't get workstations to see Fax folder on server. He has allowed users accounts but still can't figure it out. Any help?

Should be the same way he setup sharing for the AC folder. Or are you talking about the fax console?

fax console

He set up Routing methods for Windows Fax and scan on work stations - we are okay with that now.

Faxes are coming in as tiff files. You had mentioned above that it can "go to a folder as a PDF file". Is there someway to automatically convert them from Tiff to PDF as they come in? We are using windows fax and scan. Thanks

You need to install the IQFSP software that comes with the faxboard.It's also available on their website. That will add a 5th Routing Method. This is the direct PDF fax. No conversion software needed.




When you open it up, it will give you options for the folder to save the faxes in/etc.

The problem with setting that up (which I know is a mute point now), is if the path is \\Server\Fax folder, you have to put \\Server\. I know it's counterintuitive, but it works.

Sandeep gave excellent instructions. But, I don't know why people don't take advantage of Mainpine's LIFELONG free support. They will remote in and set it all up in minutes.

Thanks for the help.

sometimes the receiving program needs to be restarted. Another thing is sometimes you need to click to another folder then back to the main folder and voila, the new ones appear. Doesn't happen all the time but it can b annoying.

Don't have a problem with speed, it seems to both receive and send at normal fax speeds. I have an 8860DN and a 7860N? ( which we don't use receiving on, that office gets faxes through AT&T) and both work well but the latter has not physically kept up with the rigors of the office ( doors falling off, frequent jams, old age stuff for office equipment) it scans and computer faxes well however. Soon it will be retired

Hi endo1,

Would it be possible to set up an autosig with your first name? It's just much more personal to refer to you by your first name. You could even put Endocrine underneath with your location under that. In that way, you could change your Display Name (not your username -- you can't change that) to your first name as well. Up to you.

I am confused. Earlier in the thread you were talking to me and Sandeep (more Sandeep) about your setup of a fax server using your Mainpine board. Why are you using PC Fax with a Brother Fax machine, which will not be nearly as effective. You won't have these issues with a fax server on your server.

Was using Brother MFC but was too slow. Last week bought Mainpine fax board and installed it. Mainpine cust service GREAT and they remote installed for me but it was still coming in as TIFF. Now all correct and PDFed and running perfectly. Thanks for all your help.

As for the autosig with my first name - well with all my computer issues (knowledge) you may have to autolog in and change that for me.

Wendell,
Long time no chat here. Hope all is well with you. We too are using PaperPort 11 & a Brother Laser 7840W and it has worked fairly well with some issues. Have you networked the incoming folder so that all computers or at least the a few that you and staff would need to review, send, manipulate docs can all share that single folder easily? Ala Setting Paths which I understand I thought after all these years with AC & FAP.

The software is "Glitchy" and inconsistant, regardless of making use of the repair or even reinstall on the four computers we like to all be in on the sharing, two laptops, the "Main" P2P (still in XP Pro, SP 3 here in el cheapo land) & one other old well wired tower. The funniest thing is that the Main machine is the one that frequently won't allow for full use and so Nancy is doing a lot of faxing and marking up on the wired tower networked back to the main machine. Also we get the annoying pop up everytime we try to close a PDF the first time telling us that the tiles or what have you can not be found or opened.. Do it a second time and they close.

Anyway, any learned experience or what have you would be greatly appreciated. Hello to one and All in AC Land,

Paul

Great. Glad to hear you got everything worked out. How's the speed?

@ sandeep,

is the maxpine fax board/card compatible with the win server 2008R2 and what is the difference between maxpine boards and any of a larg variety of generic fax cards that are available which can alos be installed onto the PC motherboard. reading the various theads on this topic on this UB, it seems to me that the difference in speed and reliability come form having a card in the PC versus an external /usb fax??

thanks

sameer

Well, I am no Sandeep, but he and I both have the Mainpine. I think you are looking at the wrong perspective.

First, let's talk about fax servers and walk up fax machines. Every office has got to have a walk up fax. You have to have the capability of taking plain paper and going to a fax machine and faxing. Sure, you could scan and then send through Mainpine, but that would be a little silly and time consuming. Depending on your quality of fax machine, you will have a fax modem that will pretty much handle all of your needs. It can be set to route faxes in PDFs to where you want it to go, again, with the right machine. It needs to be a network fax machine. You will likely be faxing at 33.6. Now can individual clients fax to that machine? Yes and no. The fax machine would have to have a fax server and software for it to be able to do that. We used the Muratec (the best value of fax machines and MFCs) with a fax server and had a great GUI on the clients.

Now, if you decide you want to have a better fax server with better ECC error correction that, and this is the key, integrates into the Windows Server and uses the fax role, then you need a fax board. It is hard to explain why it is better. $500 vs $35 should get you close. You will drop less calls, more faxes will go through, support will be infinitely better than with a U.S. Robotics modem. There are firmware updates, etc.

There is a reason many EMRs incorporate the Mainpine board into their EMR. eMDs, eClinical works, etc.

Yes, it is compatible with Windows 2008. It is compatible with SBS 2008, and if one is compatible, the other is. I would never purchase one without doing it over the phone. While some modems offer the following, they can't do it at the same level at the Mainpine or my former Brooktrout. But, here is a great feature of a fax board. Say, you have two ports like me instead of the one port like Sandeep, you can seet up the ports like this. Port 1: Outbound and inbound, Port 2 inbound. The software will see an inbound coming in but it normally would continue to ring until it timed out if you were sending, But, the board is smart enough to send that fax over to Port 2, which will ALWAYS send. Or it can be set up so one port is out and one port is in.

This is why you write down what you want to do and get support to install it. Yes, Sandeep will tell you how. We can both remote in and set it up. But, since the support is free for life, why not let them set it up. Quicker, perfect. Another advantage is that Windows Fax and Scan integrates with the Mainpine. One thing I always tell people which I find to be the most important part of client to fax server faxing. The GUI. If the fax software on the client is not intuitive and as JBS says in his tag line, less clicks, then it is useless. We leased a rather expensive (very expensive) Toshibe with a fax server, but the client software sucked. They kept arguing with me until they came over and couldn't even send a fax. Most walkup faxd machines utilize poor GUIs. It's like the scheduler in a billing software. eMedware: great billing software, developers must have made the scheduler during lunch. Same with Toshiba. Incredible MFC, horrible client program. Muratec good, don't know about Xerox yet as we haven't paid for the $200 fax server. But, Microsoft FINALLY got the software right.

Mainpine now has an Internet fax. I am sure it is better than Ring Central, etc.

So, there you go. I would say that a fax server on your fax machine is a very good addition to your practice. An employee has a two piece fax or even a 100 piece fax and bam it is out the door with full tracking. But, you have to have the walkup.

Finally, the ability to route the fax to a folder on your server, you can route it to a 3rd party software as well.

Finally, external fax servers can be very effective. Castelle, GFI, etc. But, they just aren't the same, and they can be fairly complicated.

thanks for the elaborate reply!

sameer

Bert made some excellent points. Bottom line is that fax boards and fax modems are in two different classes. Fax boards are designed for high reliability, compatibility, and speed. It's great for physicians who receive a large volume of faxes. Basically if you're on paper fax and then scanning in afterwards, you need to move on to either a fax board (Mainpine Fax Board), fax modem/fax machine (Brother 8480DN,etc.), or a cloud fax service (UpDox,etc.) It will pay off in no time.

I don't know how new this service is, but it came after my purchase. I am certainly not condoning it. I would simply say that no matter how expensive it is it would have to be more robust than another similar service.

Mainpine Online Fax Service

Online-fax-service

The latest addition to Mainpine's product lineup is the Mainpine Online Fax Service. We are pleased to offer this subscription service as a faxing alternative for our customers. The Mainpine Online Fax Service utilizes a fax engine developed by Mainpine specifically for faxing over the internet. No fax software, hardware or telephone lines required!

The Mainpine Online Fax Service offers users the opportunity to configure their internet faxing solution to meet the unique needs of their business. Whether you need inbound or outbound faxing, or both, Mainpine can help you get set up quickly and seamlessly. We also offer an inbound toll-free option.

Monthly Service Fee: $40.00

Inbound Fax Service: $.01/minute (direct) or $.16/minute (toll free)

Outbound Fax Service: $.10/minute

i have recently acquired a mainpine fax board. it is a 4 port one - does this mean i should connect all my lines into the fax board- i have 1 dedicated analog fax line for incoming faxes- and i have 3 other lines that i believe are digital that are phone lines. i have time warner for phone and internet and i have a avaya ip office phone system in the office. any suggestions on the best setup plan? i am running a network with SB2008R2 on a domain network!

sameer