External fax server

Integrate TotalAgility with external fax servers such as RightFax, Kofax Communication Server (KCS) and Biscom so that it can receive documents through Fax after you configure the import connection settings.

This feature is only available in TotalAgility on-premise; it is not available in Azure environment.

See Configure the import connection settings.

  1. In the New import source dialog box, on the Type list, select External fax server server type.
  2. Enter a unique Display name for the Fax server.
  3. By default, the import source is Active.
  4. To normalize the incoming image files to TIFF and create pages, select Normalize images and create pages. (Default: Clear)
    Note By default, the Normalize images and create pages option is enabled on upgrading TotalAgility from version 7.5.0 or lower. We recommend that you do not select this option for new process maps.

    In TotalAgility 7.6.0, use the Document conversion activity to normalize images and create pages, and then use any capture activities in the process map.

  5. On the Fax server type list, select one of the following:
    • Biscom: Provides Windows credentials for file share.

    • KCS: When you send an email with an attachment using KCS as a fax server type, TotalAgility only imports the attachment of the email and cannot create a document for the email body.

    • RightFax

  6. Specify the Poll cycle in seconds when the import connector checks for new documents on the mail server. (Default: 5)
  7. Enter the Host, Username and Password for the fax server.
  8. To verify the connection between the import connector and fax server, select Test fax server.
  9. To add resources to monitor the import, do the following:
    1. Click for FAX USERS TO MONITOR.

      The Add fax users dialog box is displays the list of available fax users.

    2. Select the users as needed or click Add all to add all the users.

      The selected users appear in the Selected items box.

      To remove a selected user, click for the user to delete. To remove all the selected users, click Remove all.

    3. Select the users as needed or click Add all to add all the users.
    4. Click Done.

      The selected users appear in the table under FAX USERS TO MONITOR.

  10. Optionally, add an Extension for the users.
  11. To import an EML file same as the original email including attachments, select Include complete message as EML file. (Default: Clear)
  12. To import an MSG file same as the original email including attachments, select Include complete message as MSG file (Default: Clear)
  13. In the Skip import for files of size (bytes) less than field, enter a valid file size. TotalAgility skips the conversion of files with file size less than specified in this field. (Default is 0, which means this field is ignored.
  14. Under VRS Processing, configure the following settings:
    1. On the Scan/VRS profile list, select a Scan/VRS profile.
    2. To apply the selected Scan/VRS profile to the documents, select Apply Scan/VRS profile to eDocuments. (Default: Clear)
  15. For Document Archiving, in the Archive folder field, enter the path to a local folder (such as, C:\Archive) or a network folder. For more information, see Kofax TotalAgility Administrator's Guide.

    To test the archive folder, click Test archive folder.

  16. To send notification emails to configured email addresses when the document import process is partially successful or failed, configure the following Notification Settings:
    1. In the Reject notification recipient list (delimited by “;”) field, enter email addresses to which you want to send the notification. Delimit each email addresses with a semicolon.
    2. To attach the original message (in eml format) to the notification mail, select Include complete email message as attachment. (Default: Clear)
    3. In the Message from field, enter the email address of the sender.
    4. To verify whether the recipient list have received the emails by sending a test mail, click Send a test notification email.
  17. On the Job type list, select one of the following job types to associate an action with the POP3 server so that a job can be created at runtime.

    Create new job(Default)

    1. On the Select a Process list, select a process or case.

      If the selected process or case map has any initialization variables, the parameters appear under Initialization variables.

    2. To map the parameters to the initialization variables, on the Mapping list of the initialization variable, select a dynamic value or click and enter a static value.

    Create new case

    1. On the Case list, select a case map.

      If the selected case map has any initialization variables, the parameters appear under Initialization variables.

    2. Select an Expression type:

      • Regular: Enter an expression to extract the case reference from a subject in the Case ref field.

      • XSL: Enter an XML expression to extract the case reference from the XML data in the Case ref field.

      • None (default): Automatically uses the job ID as the case reference.

    3. Map the parameters to the initialization variables, using a dynamic or static value.

    Create job in case

    1. On the Process list, select a process, case fragment or case.

      If the selected process or case map has any initialization variables, the parameters appear under Initialization variables.

    2. Select an Expression type:

      • Regular(default): Enter an expression to extract the case reference from a subject in the Case ref field.

      • XSL: Enter an XML expression to extract the case reference from the XML data in the Case ref field.

    3. Map the parameters to the initialization variables, using a dynamic or static value.

    When you use a process with a document initialization variable; a new job is created for each document. However, when you use a process with a folder initialization variable; one job is created and the documents are added to the folder.

  18. Click Save.

    The New import connection dialog box is displayed.

  19. Click Save for the changes to take effect.