DuVoice DV2000 Mailbox Administration Fax Instructions Manual

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
1   Overview  
DV2000 supports inbound fax mail as well as outbound Fax on Demand (FOD) applications.   
 
Inbound Fax Mail - DV2000 voice ports answer fax calls.  Once the fax message destination is determined, DV2000 
transfers the call to an available fax port where the fax is received.  DV2000 can be programmed to keep the document as a 
fax in a mailbox for future delivery to a fax machine and/or to convert the fax to a .tif file that can be attached to an e-mail 
message and sent to the subscriber.  The system may be programmed to discard the fax version of the document once it 
has been converted to an e-mail message. 
 
Outbound Fax on Demand – DV2000 can be made to send faxes to outside callers.  The caller listens to a 
greeting in one of the Fax on Demand (FOD) mailboxes, enters the document number via touch-tone, and when prompted, 
enters the destination fax number via touchtone as well. 
 
Fax Server – Fax Server software is available as an option.  Please refer to the FaxBack reference sheet for details on 
this product. 
 
 
Configure Fax Boards.   
DV2000 Standard and Enhanced models include one port of fax.  This can be expanded to an optional second port.  The 
DV2000 VS model does not include any fax ports but will support up to two optional fax ports depending on voice port 
configuration.  New systems that have fax port(s) included, (as a standard feature or as an added item) will have the port(s) 
installed and configured by DuVoice.  The Port Activity Viewer screen for a system with two fax ports installed will look 
like this: 
  
 
Note- Fax port numbers correspond with the DV2000 com port used by that fax port  
Note- Should your system be equipped with fax boards, yet they are not shown on the Port Activity Viewer, follow these 
steps: 1) Close the port activity viewer. 2) Reboot the system.  When the system is back up, the Port Activity Viewer will 
be synchronized and you should see your fax ports displayed on the viewer from then on. 
Enter Fax Extension Number(s) For the voice mail system to correctly transfer calls to the fax board, you must first 
enter the extension number(s) of the fax board(s) into the system.  This is done in system configuration.  Open System 
Configuration and double click on the fax port to edit it.  Enter the telephone system extension number for that fax port. 
   
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
2   The Fax Mail application   
There are a number of considerations in creating a fax mail application.  These include: Do recipients have access to e-mail? 
Do recipients wish to re-direct faxes to other fax machines? Does your phone system support DID numbers?  The 
following section details some applications that take these considerations into account.   
Centralized Fax Station:  In this application all faxes are sent to a single fax mailbox in much the same way fax calls are 
routed to a single fax machine.  Typically, one or more people are responsible for monitoring this box.  When faxes arrive 
in the box, the person monitoring the box will look at the. tiff of the cover page forward the fax to the mailbox of it’s 
intended recipient.  The recipient can then send the fax to a convenient fax machine or view the .tiff attachment to an e-
mail message forwarded to his or her e-mail account. 
Fax Route:  In this application, callers sending a fax dial the main automated attendant number and enter a single digit 
action or mailbox number for the desired subscriber’s fax mailbox.  A copy of that fax is forwarded to the recipient’s e-mail 
address as a .tif attachment and/or to the recipient’s mailbox as a fax. The subscriber can then send the fax to a convenient 
fax machine or view it as a .tiff attachment to an e-mail message. 
DID Fax:  This is the preferred method for receiving fax messages.  In a switch environment where Direct Inward Dialing 
(DID) is supported, a DID number is assigned to each subscriber’s fax mailbox.  Callers are directed to send faxes directly 
to the DID number.  The message is taken in the fax mailbox corresponding with that DID number.  A copy of that fax is 
forwarded to the e-mail address of the recipient as a .tif attachment and/or to the mailbox as a fax.  Most subscribers elect 
to receive the e-mail attachments only and dispense with receiving the fax itself. 
 
Note: Due to the possibility of talk-off (wherein human voice is mistaken for CNG or fax tone), we strongly recommend 
that fax messages not be taken in mailboxes that also record spoken messages. 
 
Programming Steps  
A fax mailbox is created and adapted to the applications listed above using Class of Service, Address List, Message Delivery 
and Single Digit Action features found in Mailbox Administration. 
Class of Service Create a Custom Class of Service or create a Fax COS Template for fax applications.  At a minimum, 
this COS should include the ability to receive messages and the ability to receive fax mail. 
  
  
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
3   Address List Depending on the Delivery options to be used, be sure to enter the appropriate information in the Address 
List.  For example, if fax messages are to be delivered to an e-mail address, be sure that the Forward to Email address is 
included. If faxes are to be delivered to a mailbox, be sure to include the forward to mailbox number. 
  
 
Message Delivery Depending on the Application, faxes may be delivered to other mailboxes or e-mail addresses.  Use existing Message 
Delivery Templates, create a Custom Message Delivery template, or create Message Delivery Templates specifically for your application.  
At a minimum, the Message Delivery event must be fax messages or all messages. Unless the fax is to be retrieved from this 
particular mailbox, the Delete upon delivery feature is activated. For example, a Message Delivery Template for 24-hour delivery of 
faxes to an e-mail address might look like this: 
    
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
4   Single Digit Action Create a custom Single Digit Action (SDA), or create a special Fax SDA Template.  At a minimum, 
the SDA template used in mailboxes dedicated to receiving faxes should have Fax as the functions under NI and FaxFreq.   
  
 
  
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
5   Outbound – Fax on Demand 
DV2000 provides FOD applications.  Fax documents are stored in files in the FOD folder in FOD mailboxes.  The file name of the fax 
document equals the input the caller makes to retrieve that fax.  (I.E. press 6 during the FOD mailbox greeting to retrieve the document 
named 6.fax in that mailboxes FOD folder)  Callers can be routed to the fax mailbox(s) where they are prompted to enter a fax 
document number, and then prompted to enter the telephone number of the fax machine to which they would like the document to be 
sent. 
 
 
Note:  The FOD RNA Greet Override February 7, 2002 hot fix to service pack 4 must be loaded on your DV2000 in order to function as described 
in this technical note.  DV2000 systems shipped after February 15, 2002 already contain this hot fix.  All hot fixes are available at www.duvoice.com  
Be sure to read all of the notes that accompany any hot fix.  If in doubt as to how to load this or any hot fix, please contact DuVoice Technical 
Support at 425-889-9790 
 
Programming Steps  
There are three four steps to creating a FOD application on DV2000.  
1) Configure the Fax Board  
2) Create the FOD mailbox.  
3) Fax or copy the fax documents into the DV2000 to be listed on the Fax Mailbox 
 
Configure the Fax Board 
See page one of this document 
  
Create the FOD Mailbox(s) 
Systems shipped after February 15, 2002 will have a FOD Template Mailbox number 9001 available from which to copy 
other FOD mailboxes.  You can create as many FOD mailboxes as you like.  For systems shipped before February 15, 2002, 
create your FOD Mailboxes configured as follows:  
 
· Class of Service:  Audiotext 
· Call Routing Plan:  Create a new Template as shown below 
  
 
  
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
6   Create the FOD folder 
A folder called FOD must be created within the mailbox folder for the FOD mailbox. This is the folder where FOD documents 
are stored.  The folder is located within: 
c:pairtree32/vmuser/[mailbox number] 
  
 
 
Record Greetings Once your FOD mailbox(es) are created,  go through the new user tutorial for each FOD 
mailbox and record the mailbox name and extension greeting as well as the RNA/Blocking greeting.  This 
RNA/Blocking greeting is the prompt that will tell the caller what fax documents are available in that FOD mailbox. 
(E.G. “For directions to our office, press 1, for a product list, press 2…” Remember that you only need to list the 
documents.  System prompts will instruct the caller on how to enter the fax number. 
 
  
						

							                      DV2000 Mailbox Administration 
 Manual Updates - FAX 
7   Load Fax Documents 
Copy fax documents into the FOD folder  c:pairtree32/vmuser/[mailbox number]/FOD[document number]  on your 
FOD mailboxes.  The files may be copied from a floppy disk, CD, another location on the LAN, or from another mailbox.  A common 
way to load documents is to fax them into a fax mailbox and then copy them into the appropriate FOD mailbox.   
 
· Copy the document into the FOD folder you created 
· Re-name the document so that the name contains numbers only. 
 
 
 
For example, a document faxed into mailbox 9000 could be copied into the FOD folder of FOD Mailbox 9001 as follows: 
      
 
Callers to FOD mailbox 9001who press 1 will now receive the document originally faxed into mailbox 9000. 
 
As always, test your work.