Scan to Fax explained

Scan to Fax is a powerful feature in PaperCut MF that lets users scan documents at a device and send them as faxes. It’s designed to work across a range of multifunction devices (MFDs) and gives administrators centralized control over how faxing is used in their organization.

Once configured, the Scan to Fax feature appears as a button on the device’s touchscreen in the scan action list. Depending on how you configure this feature, users can send a fax to a preconfigured destination, enter a phone number, or select the destination from an address book. The fax jobs are then routed through the PaperCut MF server to an external fax provider.

Benefits of using PaperCut MF Scan to Fax

• Manage fax settings across multiple MFDs from the PaperCut admin web interface.
• Assign fax permissions to specific users and groups to maintain compliance and reduce misuse.
• Connect to various scan providers via SMTP or API for advanced features.
• Access detailed auditing and reporting through the PaperCut MF Job Log and reports.
• Provide a seamless experience across brands and device models.

Requirements

To use Scan to Fax with PaperCut MF, you’ll need:

• PaperCut MF version 21.0 or later.
• Active Maintenance & Support (M&S) .
• An advanced fax license or entitlement (Advanced connectors only)
• A 3rd party fax server or cloud fax service.
  (PaperCut doesn’t provide a fax server or fax service. You’ll need to organize this separately—check with your PaperCut partner for recommendations.)

Basic (SMTP) vs Advanced (API) connectors

There are two ways to connect PaperCut MF to a fax provider:

• Basic – using the Generic SMTP connector
• Advanced – using an API-based connector

See the table below for a comparison:

Advanced Scan to Fax licensing

The Basic (Generic SMTP) Scan to Fax connector is part of your standard PaperCut MF license and works across an unlimited number of devices. However, if you need an Advanced (API-based) experience, an additional license is required.

Here’s the breakdown on Advanced Scan to Fax licensing:

• Licensing is per-device - Advanced Scan to Fax actions are enabled on a per-device basis and consume a license only for devices that use the Advanced feature. For instance, if you have 50 devices but only require the Advanced experience on 15, you just need 15 licenses.
  
• 10-device minimum - A minimum of 10 Advanced Scan to Fax licenses are required, regardless of the number of MFDs. If you have fewer than 10 devices (for example, 8 devices), you must still purchase the minimum 10 licenses.
• License overages - If you exceed your allocated license count, you’ll see a warning that you’ve exceeded your license count and the service will continue to operate for a grace period. Reach out to your PaperCut reseller to purchase more licenses before functionality is impacted.

For details on setting up and enabling the Advanced Scan to Fax actions on your devices, see:Enable Advanced Scan to Fax actions.

Scan to Fax setup

To configure Scan to Fax, create a new scan action in the Scan Action Details page.

The exact steps depend on whether you’re setting up a Basic or Advanced connection.

• For Basic (SMTP) faxing: Choose Generic SMTP fax provider when setting up your scan action.
• For Advanced (API-based) faxing: Choose one of the supported API-based providers, including RightFax, XM Fax, Retarus, Concord, eGoldFax, or GoFax.

The rest of the instructions can be found inStep 1 – Create the new scan action in the Configure Integrated Scanning section of the manual.

Output File Types

We recommend choosing PDF as the default file type since it is universally supported by fax providers. However, most fax providers also accept a variety of document types, including PDF, JPEG, TIFF, and Microsoft Office documents. If you have no specific requirements, PDF is a safe choice.

To find the file types supported by your fax provider, refer to their documentation:

• RightFax
• XMFax
• GoFax
• Retarus
• eGoldFax: Contact your support agent for details.
• Concord: Fax and Automation for IT, Security and Compliance Professionals

Supported DPIs

Most fax providers support two common scan resolutions:

• Fine mode
• Standard mode

A resolution higher than 300 DPI will not improve fax quality. Stick with 300 DPI for optimal results.

Recipient options

There are two options for how users select fax recipients: either from existing details you supply (fixed recipient), or by entering the details themselves.

Select the option in the Scan Action Details page (Devices > Scan Actions > Scan Action Details):

• Fixed recipient: You set the fax number, name, and company. This is a quick option for frequently used recipients and is most useful when users need to scan to a predefined recipient. There is an option to allow users to edit the name and company if needed.
  
• User can specify the recipient: The user types in the fax details (fax number, name, and company name) before scanning, offering flexibility for sending faxes to any recipient.
  
  

For more details, refer to Configure Integrated Scanning / scan actions .

Multiple Recipients

The following MFD platforms support multiple fax recipients:

• Canon MEAP
• HP OXP
• Kyocera* (advanced features available on later model MFDs with WebKit browser)
• Konica Minolta (Open API 4.0+)
• Sharp OSA n2
• Toshiba V3+
• Xerox

Platforms not listed do not support multiple fax recipients.

Cover pages

Cover pages are not configured in PaperCut MF but instead are configured through your fax provider. The Advanced (API-based) connectors offer more options than the Basic (Generic SMTP) connector.

• Basic (Generic SMTP) connector options are more limited because because SMTP does not have a standard way to communicate cover page information. Each fax provider has its own workaround, for example, using the subject line or body of the email.
• Advanced (API-based) connectors allow for more options when it comes to cover pages. PaperCut MF can take the Recipient name and Recipient company name (configured by the admin or inputted by the user) and share those with the fax provider to include in a cover page. Each fax provider has a different process to set up cover pages, so refer to the fax server provider’s documentation for more info.

Testing a fax connection

When you set up a Scan to Fax there’s a Test fax connection button that lets you check whether your fax settings are correct by attempting to connect to the fax provider using the settings you’ve entered. It’s a good indication that the scan action is set up correctly — but it’s not a full end-to-end test.

Frequently asked questions

How many pages can I scan and send?

Fax providers may limit the number of pages and the maximum file size for scanned documents. For example, with the Basic (SMTP) connector, GoFax allows a maximum of 99 pages and a file size less than 50 MB. Check your fax provider’s documentation for their specific limitations.

Why does the fax number field in the MFD accept any character, not just numbers?

The fax number field allows characters like the plus sign because fax numbers can contain these characters (for example, for international dialing). We’ve chosen to be lenient to accommodate various number formats.

How do the ‘Recipient name’ and the ‘Recipient company name’ get used in a fax?

These fields appear on the fax cover page if configured with your fax provider. When using the Advanced fax connector, after you’ve followed the instructions to set up the cover page with your provider, these details will be included on the cover page.

What happens if there is a connection issue?

If there’s a connection issue, it’s usually caused by one of the following:

• a network issue
• incorrect fax provider settings that don’t match the account for the selected fax experience (Basic or Advanced).

To help identify the problem, use the Test fax connection button after creating the Scan to Fax action.

Why does the ‘Test fax connection’ button say everything is okay but I still can’t send a fax?

There can still be other reasons why a fax might not be sent successfully:

• The recipient number was mistyped.
• The scanned file exceeds your fax provider’s limits.
• Your fax provider rejected the request due to a configuration or license issue.

If the test passes but faxes aren’t sending, check your fax provider’s logs or dashboard for error messages, and confirm your setup matches their documentation.

I use an MFD brand that doesn’t support the “advanced” fax experience — when will it be ready?

We’re continuously working with MFD vendors to expand support for the Advanced (API-based) fax experience. If your brand isn’t supported yet, stay tuned! You can always use the Basic experience in the meantime.

Can users select recipients from a phonebook when sending a fax?

Yes, if your fax provider supports phonebooks, users can select recipients from the phonebook when sending a fax. The first 50 contacts (configurable via the PaperCut MF Admin web interface) will be displayed, and users can search for contacts. You can also add multiple recipients using either manual entry or the phonebook.

How can an eGoldFax customer get a token and details for connecting to eGoldFax via an eGoldFax portal?

We require the following to set up an eGoldFax scan action:

• API base URL
• Account ID
• Application ID
• API key for the eGoldFax API

Contact your eGoldFax support agent for details.