Available in PaperCut MF only.

Scan to Fax explained

This topic covers:

NOTE

The Scan to Fax service is available for Windows. Coming soon on macOS and Linux.

Overview

Scan to Fax lets users scan a document and send it by fax. The scanned document is sent through a fax connector to the organization’s preferred fax provider, then sent to the recipient(s). It works across most MFD brands.

This service makes sending faxes from MFDs a quick, seamless, and intuitive experience.

Scan to Fax:

  • does not require additional authentication

  • provides power to SysAdmins to control who can send what and to where

  • allows OEMs to connect their devices to their customer’s preferred fax provider

  • allows fax providers to sell across a wide range of brands.

There are two ways to implement Scan to Fax:

NOTE

All Scan to Fax jobs are charged as scan jobs.

How the PaperCut MF Scan to Fax service works

PaperCut MF Scan to Fax works by capturing the scanned documents from the device using the PaperCut embedded applications, then sending the documents to the preferred fax service providers via PaperCut MF.

PaperCut MF uses fax ‘connectors’ to interact with the fax providers. A connector is a separate external program that sits between the fax provider and PaperCut MF. The connector contains all of the fax provider’s specific details and exposes a common API to PaperCut MF.

Scan to Fax journey

NOTE

Since the connector code is a separate component from the PaperCut MF core code, it can be modified and updated outside of the usual PaperCut MF release cycle. This also allows other parties to write connectors to their preferred fax providers without having to modify the PaperCut MFcode.

Read on for more information about the two ways of implementing Scan to Fax: Basic and Advanced.

Basic experience

This is the most basic method of delivery, where the scanned documents are sent to the fax provider as an email. You can use this delivery method with any fax provider that accepts a fax job as an email. It’s a great way to send scans as faxes since almost all fax providers support email delivery, and You can set the Scan to Fax action in all commonly used MFD makes and models. You can check the supported MFD makes and models in the Scan to Fax action creation page.

The drawback of SMTP delivery is that it only supports a limited number of features. For example, most of the time, the orientation of the fax job is set to portrait, and if the user scans a landscape document it will get clipped.

Scan to fax journey via SMTP

Advanced experience

If you need better security and more features, and if PaperCut supports your MFD and the fax provider, you can choose to use API delivery.

This is a paid for service that allows two-way communication between PaperCut MF and the fax provider. Known as ‘API delivery’ or the ‘Advanced’ fax experience, it has richer functionality and is more secure than the Basic fax experience.

An administrator can set up a fixed destination (a scan action shortcut) to a specific fax recipient. Unlike the Basic experience, after a user sends a fax via the Advanced experience they receive a submission status.

Scan to fax journey via API

Summary of the main differences between the Basic and Advanced experiences

Basic Advanced

Via SMTP

Via HTTPS APIs

Send to a single recipient

Send to multiple recipients - coming soon

Manually enter recipient details

Select from personal and shared address book - coming soon

Available on most platforms

Available on selected platforms

Included in PaperCut MF

A paid for service

Works with any fax provider that accepts a PDF via email

Sender gets simple success/fail delivery status

 

Sender gets detailed delivery information - coming soon

Supported fax providers and devices

Basic (via SMTP)

Advanced (via APIs)

Fax provider Devices Fax provider Devices
Any fax provider that accepts a fax job as an email

Fuji Xerox ApeosPort V+ (AIP)

RightFax

Konica Minolta (Open API4.0+), Toshiba V3+

HP (OSA, OXP)

Xmedius

Konica Minolta (Open API4.0+), Toshiba V3+

Konica Minolta (OpenAPI 4.0+)

GoFax

Konica Minolta (Open API4.0+), Toshiba V3+

Kyocera (HyPAS)

   

Ricoh (SDK/J, SmartSDK)

   

Sharp (OSA, OSA HTML Browser n2.0+)

   

Toshiba (eConnect, HTML Browser n2.0+, v3+)

   

Xerox (Secure Access EIP 1.5+)

   

Different types of Scan to Fax actions

There are two Scan to Fax actions that SysAdmins can choose from to determine how users select recipients at the device:

  • Users select a fixed recipient

  • User can specify the recipient

A SysAdmin can set up two types of Scan to Fax actions based on how they want users to select recipients at the device.

Select the fixed recipient Scan to Fax action as a quick and easy way to allow users to send faxes to a predefined recipient. This allows the user at the MFD to send the fax without having to type in the recipient’s details. You can think of the fixed recipient scan action as a shortcut, and is useful if you frequently send faxes to a few recipients.

If you need the user to send a fax to any recipient, you can set up a Scan to Fax scan action so the user can specify the recipient at the MFD. This action lets the user type in the recipient details (the fax number, name, and the company name) before they perform the scan, making it the more flexible option.

FAQs

Want to know more?

To see how Integrated ScanningIntegrated Scanning provides a secure, consistent, and easy way for users to scan documents to: their own email address, their own home folders, or other authorized email and folder destinations. works at the MFD, take a look at Integrated Scanning at the MFD.

To set up scan actions, go to Configure Integrated Scanning.

You might also want to check out Example Integrated Scanning implementations.