fax connect: personal and group fax - my network...

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User Guide

Fax Connect: Personal Fax Option

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© 2014 CDK Global, LLC. All rights reserved, including translation in the United States of America,

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CDK Global, LLC.1950 Hassell Rd. Hoffman Estates, Illinois, USA 60169-6308 Attn: Legal Dept. 847.397.1700

Toll-free orders:

Guides and quick-reference cards .................877.646.8282

Bulletins .........................................................800.669.7706 option #1

The CDK logo is a registered trademark of CDK Global, LLC.

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Table of Contents

Overview ........................................................................................................................ 1

E-mail Based Faxing ..................................................................................................................................... 1 Prerequisites ................................................................................................................................................. 1 Benefits ......................................................................................................................................................... 2 Personal Fax ................................................................................................................................................. 2

Receiving a Fax ....................................................................................................................................... 2 Sending a Fax .......................................................................................................................................... 3

Group Fax ..................................................................................................................................................... 4 Multiple Users Sending Faxes ................................................................................................................. 4 Receiving a Group Fax ............................................................................................................................ 5

Using the Standard Cover Sheet .................................................................................................................. 7

Table of Figures

Figure 1: Fax Outbound from Dealership and Inbound from Network ......................................... 1 Figure 2: Example of Received Fax with Attachment ................................................................ 3 Figure 3: Personal E-mail with Attachment ................................................................................ 3 Figure 4: Incoming Fax to a Primary User’s E-mail on an Account ............................................ 5 Figure 5: Incoming Fax to a Distribution List ............................................................................. 6 Figure 6: Fax E-mail and Cover Sheet ....................................................................................... 7 Figure 7: Fax E-mail Confirmation Message ............................................................................. 8

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Overview

CDK Fax Connect replaces analog fax lines with a specially designed fax adapter, a hosted fax server and a reliable method of transmitting faxes. Fax machines connect to the adapter which was developed specifically to support faxes. The fax server sends and receives faxes to and from the fax adapter at customer sites to the telephone network.

E-mail Based Faxing

Personal Fax allows faxes to be sent and delivered to your e-mail inbox, reducing the chance that you won’t see an important fax and decreasing the likelihood of unauthorized viewing.

Telephone NetworkCDK Data Center

Fax machine at 111-555-1212

Dealership employee

Email Analog Fax

Employee attaches a document to an e-mail and sends it to [email protected]

The fax machine receives the fax over the standard telephone line. The fax includes the image of the attached document and also a cover sheet.

Analog FaxPersonal fax customer receives an e-mail from the network fax server with an attachment. The attachment is an image of the fax sent by the fax machine.

The fax machine sends a fax from the standard analog fax machine to an employee at their fax telephone number, 111-555-1212.

Email

Figure 1: Fax Outbound from Dealership and Inbound from Network

The Personal fax features enable you to:

Receive incoming faxes directly in your inbox.

Send faxes from your PC or laptop using a standard e-mail client.

A Group Fax option allows up to five users to share a single Personal Fax account. Allfaxes from this account will use the same fax telephone number, which is similar tosharing a physical fax machine.

Prerequisites An e-mail account.

An CDK circuit or a separate Broadband Internet connection.

Fax Connect: Personal Fax Option User Guide

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Benefits

With Fax Connect, virtually unlimited local and long distance faxing (500 minutes foreach fax machine)

Personal Fax is 200 minutes of unlimited local and long distance faxing for each faxmachine and Group Fax is 500 minutes for each fax machine.

Privacy Faxes are delivered directly to your email inbox, not to the receive tray of thefax machine where they can be read by anyone.

Convenience There is no need to walk over to the fax machine periodically to see ifyour fax has arrived. Your email client will tell you when it has been received.

Permanence Inbound faxes are now digital documents stored and easily accessible onyour hard drive.

Personal Fax Personal Fax is intended for a single user. Each Personal Fax user will have a fax telephone number. This is one telephone number associated with a single personal e-mail address.

Receiving a Fax

When receiving a fax through e-mail, the fax will appear as a .pdf attachment delivered to your e-mail inbox. You can look at the attachments with Adobe Acrobat Reader and then print them if desired.

Overview


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Figure 2: Example of Received Fax with Attachment

Sending a Fax

You may send a fax by e-mailing it as an attachment to <destination fax number>@mynetworkfax.com.

Note Most standard file types are supported including .pdf, .doc, .txt, and .rtf.

Figure 3: Personal E-mail with Attachment

1. Open your company’s e-mail client (Microsoft Outlook, Gmail, Thunderbird,etc.)

2. In the field, enter the destination telephone number for the fax.

Example: [email protected]

Note All destination fax numbers must use 10 digits. Extension dialing is

not supported.

3. Attach the document you wish to fax to your e-mail message.

4. Click the Send button.

Note The attached document will not print if it is password protected.

For example, a pdf document must not be password protected

before being sent as an attachment.



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Group Fax

Group Fax lets users share a single account when fax privacy isn’t necessary. Faxes sent by members of the group show the same originating phone number. Each Group Fax account supports up to five members. Larger groups (the maximum group size is 10) can be accommodated by buying two accounts and combining them.

Multiple Users Sending Faxes

When sending faxes, Group Fax lets you share a personal fax account just as you would share a physical fax machine. Group faxes are sent and received on a single fax telephone number; there is one telephone number assigned to the e-mail distribution list for the group account.

Telephone Network

CDK Data Center

Analog Fax

Email

Dealership Employees

Each employee on the Group Fax account can send faxes as emails. The faxes sent appear to arrive from the same phone number.

Email

Email

Email

EmailFax Machine on the Network

Figure 5: Multiple Employees sending fax e-mails to a destination

Overview


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Receiving a Group Fax

Faxes received go to the e-mail address of a designated primary group member. If all members of the group want to receive faxes, then the primary address on the account should be a distribution list containing the e-mail addresses for those group members.

For example, you provide CDK with a distribution email address, such as [email protected]. The email address must be configured on your company’s own mail servers to be distributed to the required recipients.

Telephone Network

Data Center

Email

Analog Fax

Dealership Employee

(Primary user on account)

Dealership Employee 2




Employee receives an e-mail with attachment. ONLY THE PRIMARY USER RECEIVES THE EMAIL.

The Fax machine on the Network faxes to the employee’s fax telephone number.

Figure 4: Incoming Fax to a Primary User’s E-mail on an Account



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Telephone Network

CDK Data Center

Email

Analog Fax

Email

Email

Email

Email

Email

Dealership Mail Server

The primary e-mail user on the account is an e-mail distribution list. The e-mail server distributes the e-mail with attachment to each member that requires it.

The Fax machine on the network faxes to the employee’s fax telephone number.

Dealership Employees

Figure 5: Incoming Fax to a Distribution List

Note The Group Fax account can be enhanced by configuring email distribution lists on

your company’s mail server.

Without a company mail server:

Any of the e-mail addresses can send faxes. Only the account’s primary e-mail address receives faxes

With a company Mail server (with a distribution list configured):

Any of the e-mail addresses can send faxes Faxes will appear to come from the same phone number. Faxes to the account’s fax telephone number will be received in the inboxes of

each group member.

Overview


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Using the Standard Cover Sheet

When sending faxes using e-mail

Fax Connect automatically sends a standard cover sheet for your outgoing faxes, which your recipient receives on their fax machine with an image of the e-mail attachment. Very limited information is included in the coversheet. If you would like additional information to be sent with your fax e-mail, you can put this in the body of the e-mail.

There are three ways to attach a cover sheet to a fax sent from email:

Enter information on the subject line and in the body of the e-mail and the faxserver will add the stock cover page

If the document is not editable (ex: .pdf), you can attach a separate documentcontaining the cover sheet.

If the document to be faxed is editable (ex: a Word document), you can includethe cover sheet information as the first page of the document.

Note If you do not type a message in the body of the email, there will be no cover

sheet attached.

Figure 6: Fax E-mail and Cover Sheet



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Once your fax e-mail is sent, you will receive a confirmation message in your inbox.

Figure 7: Fax E-mail Confirmation Message

fax connect: personal and group fax - my network...

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