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Fax Communication Features

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

For transmission, the stored image data is transferred to the FCU. The FCU decompresses the image data, then recompresses and/or reduces the data if necessary for transmission. The NCU transmits the data to the line.

The documents can be stored in the HDD (Document Server) from the fax application. The stored documents in the document sever can be used for the fax transmission in many times. More than one document and the scanned document can be combined into one file and then the file can be transmitted.

 When using the document server, the SAF memory is not used.

 The document is compressed with MMR and stored.

 Up to 9,000 pages can be stored (1 file: Up to 1,000 pages) from the fax application.

 Only stored documents from the fax application can be transmitted.

 Scanned documents are given a name automatically, such as "FAX001". But it is possible to change the file name, user name and password.

 Up to 30 files can be selected at once.

 The compression method of the fax application is different from the copy application. The storing time is longer than the copier storing.

 When selecting "Print 1st page", the stored document will be reduced to A4 size.

5.4.3 INTERNET MAIL COMMUNICATION

Mail Transmission

T.37 simple and full modes

This machine supports T.37 full mode. (ITU-T Recommendation, RFC2532). The difference between T.37 simple mode and full mode is as follows.

Fax Communication Features

Data Formats

The scanned data is converted into a TIFF-F formatted file. The fields of the e-mail and their contents are as follows:

Direct SMTP Transmission

Internet Fax documents can be sent directly to their destinations without going through the SMTP server. (Internet Faxes normally transmit via the SMTP server.)

For example:

Fax Communication Features

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

In this case, this feature destination e-mail address (gts@ricoh.co.jp) is read as the SMTP server address "gts.abcd.com", and the transmissions bypass the SMTP server. This leads to decrease the server load and to reduce the time lag during transferring the mail.

 Requirements for destination server:

 Supports with Internet FAX (as a destination of Internet FAX)

 Can receive mails (as a destination of mail)

 Is installed in the same LAN as this machine

 Supports with the SMTP mail reception, and the reception protocol is set to SMTP

 Set the port number for [SMTP server] to “25” to enable this feature.

 If the sender server sends an Internet FAX or a mail using this feature, the SMTP authentication is disabled even if the server sets it.

 Using this feature, error notification mail will not be sent even if the mail is not properly received.

 Also, error mail will not be sent even if the mail is not sent properly.

 This feature refers to A records (not supported with MX records).

Selectable Options

These options are available for selection:

 With the default settings, the scan resolution can be either standard or detail. Inch-mm conversion before TX depends on IFAX SW01 Bit 7. Detail resolution will be used if Super Fine resolution is selected, unless Fine resolution is enabled with IFAX SW01.

 The requirements for originals (document size, scan width, and memory capacity) are the same as for G3 fax memory TX.

 The default compression is TIFF-F format.

 IFAX SW00: Acceptable paper widths for sending

 IFAX SW09: Maximum number of attempts to the same destination

Secure Internet Transmission

 SMTP Authentication:

User Tools> System Settings> File Transfer> SMTP Authentication

 POP Before SMTP:

User Tools> System Settings> File Transfer> POP Before SMTP

Mail Reception

Three Types

This machine supports three types of e-mail reception:

 POP3 (Post Office Protocol Ver. 3.)

 IMAP4 (Internet Messaging Access Protocol)

 SMTP (Simple Mail Transfer Protocol)

Fax Communication Features

 For details: Core Technology Manual – Facsimile Processes – Faxing from a PC – Internet/LAN Fax Boards – Mail Reception

POP3/IMAP4 Mail Reception Procedure

The machine automatically picks up e-mail from the server at an interval which is adjustable in the range 2 to 1440 min. in 1-minute steps:

 User Tools> System Settings> File Transfer> E-mail Reception Interval

SMTP Reception

1. The IFAX must be registered as an SMTP server in the MX record of the DNS server, and the address of the received mail must specify the IFAX.

2. To enable SMTP reception: User Tools> System Settings> File Transfer> Reception Protocol

 Even if the MX record on the DNS server includes the IFAX, mail cannot be received with SMTP until SMTP reception is enabled:

 However, if SMTP reception is selected and the machine is not registered in the MX record of the DNS server, then either IMAP4 or POP3 is used, depending on the setting: User Tools> System Settings> File Transfer> Reception Protocol

 An error will be issued and error mail will be sent to the mail source when the reception protocol is not set to SMTP even If you configure to enable SMTP reception in the DNS server.

 If the received mail contains error, the reception operation is stopped, the mail is discarded and error report is output. Error mail is also sent to the mail source.

 When a mail is received from SMTP server during sending a mail in the machine, the SMTP server will give a “Busy” response. The SMTP server will usually try to send the mail again later until the time-out is reached.

 This feature cannot be used with the POP server.

Mail Delivery Conditions: Transferring Mail Received With SMTP

1. The machine must be set up for SMTP mail delivery:

 User Tools> Facsimile Features> Reception Settings> SMTP RX File Delivery Settings

2. If the user wishes to limit this feature so that the machine will only deliver mail from designated senders, the machine's "Auth. E-mail RX" feature must be set (User Tools> Facsimile Features> Reception Settings> SMTP RX File Delivery Settings).

3. If the "SMTP RX File Delivery Setting" is set to “Off” to prohibit SMTP receiving, and if there is mail designated for delivery, then the machine responds with an error. (User Tools> Facsimile Features> Reception Settings> SMTP RX File Delivery Settings)

4. If the quick dial, speed dial, or group dial entry is incorrect, the mail transmission is lost, and the IFAX issues an error to the SMTP server and outputs an error report.

Fax Communication Features

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

Auth. E-mail RX

In order to limit access to mail delivery with IFAX, the addresses of senders must be limited using the Access Limit Entry. Only one entry can be registered.

1. Access Limit Entry

For example, to limit access to @IFAX.ricoh.co.jp:

2. Conditions

 The length of the Access Limit Entry is limited to 127 characters.

 If the Access Limit Entry address and the mail address of the incoming mail do not match, the incoming mail is discarded and not delivered, and the SMTP server responds with an error. However, in this case an error report is not output.

 If the Access Limit Entry address is not registered, and if the incoming mail specifies a delivery destination, then the mail is delivered unconditionally.

Handling Mail Reception Errors

Abnormal files

When an error of this type occurs, the machine stops receiving and commands the server to erase the message. Then the machine prints an error report and sends information about the error by e-mail to the sender address (specified in the "From" or "Reply-to" field of the message). If there is an incomplete received message in the machine memory, it will be erased.

The machine prints an error message when it fails to send the receive error notification after a certain number of attempts.

The following types of files are judged to be abnormal if one or more of the following are detected:

1. Unsupported MIME headers. Supported types of MIME header

Fax Communication Features

2. MIME decoding errors

3. File format not recognized as TIFF-F format

4. Resolution, document size, or compression type cannot be accepted

Remaining SAF capacity error

The machine calls the server but does not receive e-mail if the remaining SAF capacity is less than a certain value (the value depends on IFAX Switch 08. The e-mail will be received when the SAF capacity increases (for example, after substitute reception files have been printed). The error handling method for this type of error is the same as for "Abnormal files".

If the capacity of the SAF memory drops to zero during reception, the machine operates in the same way as when receiving an abnormal file (refer to "Abnormal files" above).

Secure Internet Reception

To enable password encryption and higher level security: User Tools> System Settings> File Transfer> POP3/IMAP4 Settings> Encryption (set to "On")

Transfer Request: Request By Mail

For details: Core Technology Manual – Facsimile Processes – Faxing from a PC – Internet/LAN Fax Boards – Transfer Request

The fields of the e-mail and their contents are as follows:

Fax Communication Features

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

E-Mail Options (Sub TX Mode)

The following features are available as options for mail sending: entering a subject, designating the level of importance, confirming reception of the mail.

Subject and Level of Importance

You can enter a subject message with: TX Mode> Subject

The Subject entry for the mail being sent is limited to 128 characters. The subject can also be prefixed with a "Confidential", "Urgent", "Please phone" or "Copy to corres. Section" notation.

- How the Subject Differs According to Mail Type -

Fax Communication Features

Items 1, 2, and 3 in the table above are in the Subject.

- Subjects Displayed on the PC -

E-mail Messages

After entering the subject, you can enter a message with: TX Mode> Text

An e-mail message (up to 5 lines) can be pre-registered with: User Tools> System Settings> File Transfer> Program/Change/Delete E-mail Message

- Limitations on Entries -

Fax Communication Features

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

FAX OPTION M19 (D3DV) FOR D243/D244

Message Disposition Notification (MDN)

For details: Core Technology Manual – Facsimile Processes – Faxing from a PC – Internet/LAN Fax Boards – E-mail Options

The network system administrator can confirm whether a sent mail has been received correctly or not. This confirmation is done in four steps.

1. Send request for confirmation of mail reception. To enable or disable this request (known as MDN): TX Mode> Reception Notice

2. Mail reception (receive confirmation request)

3. Send confirmation of mail reception

4. Receive confirmation of mail reception

The other party's machine will not respond to the request unless the two conditions below are met:

 The other party's machine must be set up to respond to the confirmation request.

 The other party's machine must support MDN (Message Disposition Notification).

- Setting up the Receiving Party -

The receiving party will respond to the confirmation request if:

1. The "Disposition Notification To" field is in the received mail header (automatically inserted in the 4th line in the upper table on the previous page, if MDN is enabled), and

2. Sending the disposition notification must be enabled (User Parameter Setting SW21 (15 [H]) Bit 1 for this model). The content of the response is as follows:

Handling Reports

- Sending a Request for a Return Receipt by Mail -

After the mail sender transmits a request for a return receipt, the mail sender's journal is annotated with two hyphens (--) in the Result column and a "Q" in the Mode column.

- Mail Receipt (Request for Receipt Confirmation) and Sending Mail Receipt Response - After the mail receiver sends a response to the request for a return receipt, the mail receiver's journal is annotated with two hyphens (--) in the Result column and an "A" in the Mode column.

- Receiving the Return Receipt Mail -

 After the mail sender receives a return receipt, the information in the mail sender's journal about the receipt request is replaced, i.e. the journal is annotated with "OK" in the Result column.

 When the return receipt reports an error, the journal is annotated with an "E" in the Result

Fax Communication Features

column.

 The arrival of the return receipt is not recorded in the journal as a separate communication. Its arrival is only reported by the presence of "OK" or "E" in the Result column.

 If the mail address used by the sender specifies a mailing list (i.e., a Group destination; the machine sends the mail to more than one location. See "How to set up Mail Delivery"), the Result column of the Journal is updated every time a return receipt is received. For example, if the mailing list was to 5 destinations, the Result column indicates the result of the communication with the 5th destination only. The results of the communications to the first 4 destinations are not shown.

Exceptions:

If one of the communications had an error, the Result column will indicate E, even if subsequent communications were OK.

If two of the communications had an error, the Journal will indicate the destination for the first error only.

- Report Sample -

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