Configure Integrated Scanning / scan actions

In the Destination area select the Email type and complete the following fields:

• Label—enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user so we recommend something short and intuitive like “Scan to my email” or “Scan to finance folder”.
• To—select one of the following:
• User’s email address—the scan job is delivered to the user’s email address.
• Custom email address—select this option, then specify the email address to which you want the scan job delivered, for example, invoices@mycompany.com .
• From—select one of the following:
  • User’s email address—the scan job is delivered from the user’s email address if they have one configured.
  • Custom email address—select this option, then specify the email address from which you want the scan job delivered, for example, invoices@mycompany.com . By default, this field is pre-populated with the system From address as specified in Options > Notifications > Email Options > From Address. This allows you to whitelist scanning emails on your mail server.
• Subject—enter the default email subject. You can use substitution macros, such as %Label% in the email subject. For more information about the available macros, see Substitution variables/macros .
• User can edit—select this check box if you want to allow users to change the default email subject at the device.

In the Destination area, select the Folder type and complete the following fields:

• Label—enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user so we recommend something short and intuitive like “Scan to my Home Folder” or “Scan to Finance”.
• Path—select one of the following:
• User’s home folder—the scan job is delivered to the user’s home folder. The maximum length is 256 characters.
• A folder path—select this option, then specify the path to which you want the scan job delivered, for example, N://finance/docs/. The maximum length is 1000 characters.

When scanning to a folder, here are some important things to keep in mind:

• The folder path must be accessible over the network from the PaperCut NG/MF server.
• The scan files are written to the network share by the PaperCut MF Primary Application Server service. The account this service runs as must have write access to the network share.

For detailed information on how to set this up, see Prepare for Integrated Scanning implementation .

In the Destination area select the Cloud Storage type.

If this is the first time you are creating a Scan to Cloud Storage scan action, a window is displayed prompting you to activate PaperCut MF Cloud Services .

PaperCut MF checks that you have active Maintenance & Support (M&A)—a requirement for creating Scan to Cloud Storage actions.

To activate PaperCut MF Cloud Services:

1. Select the hosting region for PaperCut Cloud Services.
   • Select a local region to minimize the transit of your documents outside your country during processing.
   • Make sure your selection adheres to your organization’s privacy policy and regulations.
2. Click Activate.

Next, complete the following fields:

• Cloud storage provider—select the cloud storage provider.

• Label—type a name for the scan action (maximum 25 characters). This label is displayed on the device to the user so we recommend something short and intuitive like “Scan to OneDrive” or “Scan to Dropbox”.

• SharePointDocument Library URL—(SharePoint Online only) type the URL of the document library in which you want the scan jobs delivered. When using sub-sites, you need to specify the hierarchy, for example:

  https://companyname.sharepoint.com/sites/melbourne/Invoices/AllItems.aspx

  Your URL might look more complex than this example, but PaperCut NG/MF will work out the correct path if you copy the entire URL.

Scan to Fax can be delivered via SMTP or API. For a more details, take a look at Scan to Fax explained .

For Scan to Fax actions, the default color mode is Grayscale.

Delivery via SMTP

1. Select Devices > scan actions.

2. In the Actions menu, click Create new. The Scan Action Details page is displayed.

3. In the Destination section, select Fax.

   

4. Complete the following fields:

   • Fax provider—Select Basic (Generic SMTP).

   • Label—Enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user, so make it easy to understand. For example, ‘Scan to Pathology’. As you type, to the right you can see how the label will look.

     

5. In the Fax settings area, complete the following fax server settings:

   • SMTP server host—Your SMTP server hostname. This is the server used to send your scans as emails to the fax provider.

   • Port—The port to connect to on the SMTP server. Common ports include 25 or 587 for TLS, and 465 for SMTPS(SSL).

   • Username—The username for SMTP authentication. Typically an email address. This username is used by PaperCut to log into the SMTP server.

   • Password—Password for SMTP authentication.

   • Email suffix—The email suffix provided by your fax provider. This suffix gets appended to the fax number before sending it to the fax provider.

   • Encryption—Choose between None, SSL, and TLS.

   • Reject untrusted certificate—Select this checkbox when using an external email service like Gmail or if you run your own email server with a trusted certificate. This prevents man-in-the-middle attacks by blocking the connection if the email server presents a certificate that has not been signed by a trusted certificate authority.

     Do not select the checkbox if you run your own email server with a self-signed certificate.

In the How users select the recipient at the device section:

• If you want to let the users enter the fax number at the MFD, select Users can specify the recipient.
• Otherwise, if you are setting up a fixed recipient, select Fixed recipient and complete the following fields:

  • Fax number—The fax number of the recipient.

  • Recipient name—The name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration.

  • Recipient company name—The company name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.

    

Delivery via API

1. Select Devices > scan actions.

2. In the Actions menu, click Create new. The Scan Action Details page is displayed.

3. In the Destination section, select click Fax.

   

4. Complete the following fields:

5. Fax provider—Select your fax provider

6. Label—Enter a name for the scan action (maximum 25 characters). This label is displayed to the user on the device.

   

7. Complete the Fax settings area to match the settings required by the Fax Provider you selected above.

   Fax Provider	Required Fields
   GoFax To configure GoFax, you need to create an API access token for PaperCut to use to authenticate with the GoFax server.	API base URL - https://restful-api.gofax.com.au/v1.1 Authentication token - To find out details on how to create an API access token, see the GoFax documentation: https://support.gofax.com.au/portal/en/kb/articles/api-access-tokens.
   RightFax RightFax is one of the leading fax providers. PaperCut provides connectivity via APIs for RightFax 10.6 Feature Pack 1 or later, but we recommend a minimum version of RightFax 16.4. The RightFax Web API uses standard HTTP Basic Authentication. To configure RightFax, you need to create a user that has access rights to send faxes.	API base URL - Supported versions of RightFax automatically configure IIS so the following API root URL will access the API: http://server/rightfax/api where server is the hostname of the computer where RightFax is installed. Username - The username of the user/service account that PaperCut will use to connect to the RightFax server Password - The password of the user/service account that PaperCut will use to connect to the RightFax server.
   XM Fax Cloud XM Fax is another prominent fax provider that has both cloud and on-premises solutions. To configure XM Fax Cloud, you need to create an API access token for PaperCut to use to authenticate with the XMedius server.	API base URL - https://portal.xmedius.com/services/permalink/fax/faxservice/url. where permalink is the login name of your cloud faxing service account. Authentication token - Refer to XM Fax documentation to find out how to create an access token. When creating the authentication token, make sure to grant these permissions. Manage usersSend and manage faxesQuery user directory.
   XM Fax On-premises XM Fax On-premises is identical to the cloud version except the API access method uses basic authentication. The PaperCut connector supports XM Fax On-premises versions 9.0+ and later. To configure the XM Fax On-premises connector, you need to create a user that has access rights to send faxes.	API base URL - https://server:8443/faxservice/Fax where ‘server’ is the hostname of the computer where XM Fax On-premises is installed. Username - The username of the user/service account that PaperCut will use to connect to the XM Fax server. Password - The password of the user/service account that PaperCut will use to connect to the XM Fax server.
   Retarus Retarus is a leading online faxing provider in the US and Europe. If Retarus is your fax provider, you can use the PaperCut API-based Retarus connector to send faxes. The Retarus Web API uses standard HTTP Basic Authentication. To configure, you need to create a user that has access rights to send faxes. For more details, refer to your Retarus documentation.	API base URL - The service is reachable via: https://www.retarus.com/au/services/fax/fax-api/ (processing in Germany or USA) For further details, contact Retarus. Username - The username of the user/service account that PaperCut will use to connect to the Retarus server. Password - The password of the user/service account that PaperCut will use to connect to the Retarus server.
   eGoldFax To configure eGoldFax, you need to provide the account ID and the sender reference that you received from eGoldFax for your organization.	API base URL Account ID Sender reference

   
   

8. In the How users select the recipient at the device section:

   • If you are setting up a fixed recipient, select Fixed recipient and complete the following fields:

     • Fax number—The fax number of the recipient.
     • Recipient name—The name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.
     • Recipient company name—The company name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.
       

   • If you want to let the users enter the fax number at the MFD, select Users can specify the recipient.