OMTOOL IP Fax Network, a suite of products, is a network-based, enterprise-scale
network faxing solution. A major upgrade of the Fax Sr. software, now available supporting
IP, gives OMTOOL users the ability to fax from their workstations using the Internet
(through an industrial-grade fax board or a traditional modem attached to the server),
eliminating the need for standard PSTN-based fax machines throughout an organization. A
cost-saving solution, OMTOOL IP Fax replaces standard fax machines, as well as other
desktop faxing solutions.
INSTALLATION
There are several components to the OMTOOL IP Fax. Besides a standard fax machine
to receive faxes, there is the IP Fax Satellite and a dedicated server PC, which runs the
Fax Sr. software. The IP Fax Satellite is a small box with an LCD screen and a small
keyboard, which is covered by a door. The Satellite is the liaison between the standard
fax machine and server, and the network.
For our testing, we chose a high-end Dell PC, running Windows NT Server. We upgraded to
NT Service Pack 4 and installed the Fax Sr. Server software. Our test suite involved a
modem — a MultiTech Systems model — so we had to install modem software and
configure it within NT before we could proceed with the Fax Sr. Server software. Once the
modem was properly configured, we began installing OMTOOL’s software.
Installing Fax Sr. Server launches a wizard that offers several choices, including the
protocol, the fax board or modem choice, and the COM port. However, a simple install from
the CD-ROM did not perform a full install — we had to add several components after
our initial install.
Next, we configured our hardware, the IP Fax Satellite box. It is configured via the
keyboard and buttons (on the unit itself), or by setting the preferences on the server,
but settings from other boxes can be imported. The configuration process was simple and
intuitive, but did require experience in IP addressing. Each IP Fax Satellite is a node on
the network, so we had to configure the IP address of the Satellite, as well as the
gateway and DNS entry, if applicable to the network.
Finally, we configured the software on the NT Server. This task was slightly complex,
but comparable to any similar product. This is definitely a job for a somewhat experienced
administrator, as many of the options are not easy multiple-choice questions; to create an
account, a knowledge of NT administration is necessary. In addition, the configuration of
the rules for the Fax Sr. Server requires a reasonable level of computer knowledge.
DOCUMENTATION
Four hard copy manuals come with OMTOOL IP Fax system. The most important of
these are the 52-page Administrative Guide, which covers the basics of the system, and the
600-page Fax Sr. Enterprise Administrator And User Guide, which is far more in-depth and
covers the part of the system with which the PC deals.
Both manuals are well-organized and well-illustrated. The smaller manual has a limited
section on how to configure the server, but that topic is covered in more detail in the
Fax Sr. manual. This book is also full of screen shots, and gives detailed information on
the server configuration.
There are also two smaller manuals: the OMTOOL IP Fax Hardware Installation and
Configuration Manual and the Fax Sr. Release Notes. These are both additions to the other
documentation, and contain mostly text and very few illustrations. The Release Notes
documentation lists the latest updates and changes in the product.
The online documentation is a better-than-average Windows-based file. There are three
tabs: Contents, Index, and Find. Under Contents, there is a list of nine topics, each with
several sub-topics listed below. The Index tab allows the user to search by keywords, and
Find is a way of getting to a subject alphabetically. The pages are as helpful as the hard
copy. They are mostly text, but contain well-placed graphics and screen shots. The online
help files are simple, well organized, and easy to use. The standard Windows Help menus
give the users many options, including print topic, add bookmarks, and display history
window.
FEATURES
As an IP-faxing solution, OMTOOL IP Fax system helps eliminate the cost and administration
of dedicated fax telephone lines. With this comes the ability to manage and control fax
documents. Different cover pages, custom libraries, and address groups can be customized
to suit the user’s needs. Faxes can be sent from a workstation (an IP-enabled fax
machine) to a destination fax machine or an e-mail address.
Version 3.1 now relies on Microsoft Management Console for the IP Fax Routing Manager,
rather than a stand-alone application. The IP Fax Routing Manager snap-in is a necessary
component, needed to administer OMTOOL IP Fax. The protocol used by OMTOOL IP Fax is ITU-T
T.37, an international communications standard.
If the fax number begins with the pound sign, the fax is sent via the PSTN. If the
destination matches an entry in the fax-to-e-mail table, it is delivered directly to the
Internet, bypassing the phone lines entirely.
Other features include:
- Fax on demand.
- Enhanced Lotus Notes features.
- Macintosh clients (a feature most similar products lack).
- Ability to fax over the Internet, over the PSTN, and to e-mail addresses (using the
Internet).
- Server analysis, a graphing feature designed to chart fax usage.
OPERATIONAL TESTING
After configuring the server, we were ready for our first test, which involved
sending a fax directly to the server. We had Fax Sr. Client installed on the server
(though we want to note that it did require a separate install), and we faxed a document
with a cover page straight from the server. We ran through the test, a scenario described
in the manual. We sent a fax directly through the server, and attached a Microsoft Office
document. When the document arrived at our target fax machine, the quality was excellent,
and the formatting remained intact — formatting was a problem that we have
experienced in the past when we did not have Microsoft Office installed on the server.
Adding this feature was a good call on the part of the software designers.
After that minor test, we began real-world testing. After configuring both the software
and the IP Fax Satellite, we sent faxes from the Fax Sr. Client to several types of
addresses: fax numbers for both standard fax machines, fax machines attached to the IP Fax
Satellite, and e-mail addresses. The faxes went through to their destinations, and the
quality was uniformly excellent. In addition to being able to send faxes to the outside
world, rules can be written to allow faxes to be sent over the Internet as e-mail
messages. Routing rules can also be created pertaining to which modem on a WAN sends a
particular fax to PSTN lines, to save toll call charges.
We next tested how the product received faxes from the outside. We configured our rules
to allow the fax to be printed on the fax machine attached to the IP Fax Satellite. As
with our other test, the fax was transmitted seamlessly and with the same quality as our
other faxes, limited only by the quality of the receiving fax machine. By configuring the
properties and creating rules, the incoming faxes can be routed to a variety of
recipients.
Again, this includes e-mail addresses. OMTOOL’s GUI for both the Fax Sr. Server
and Fax Sr. Client, is excellent. Most basic tasks are extremely intuitive; both users and
administrators should be able to perform tasks without having to consult the
documentation.
ROOM FOR IMPROVEMENT
OMTOOL IP Fax is a solid product with little room for improvement. Our main
complaint centers around the slightly complicated installation. After the fairly
straightforward main software install, there are several sub-installs. For example, to
install the IP Routing Manager snap-in, a separate install has to be performed after the
NT box is restarted. It is also the same with Fax Sr. Client, which is not automatically
installed on the server with the rest of the software. But under most circumstances, a
server would be locked in a network closet, and the server PC wouldn’t be running the
client software.
Also, the faxes cannot be viewed by the administrator on the server. Double-clicking
the fax in the queue brings up the entry details, with no options to view the fax. A
simple fax viewer would be a good addition to the server software.
The choice of modems is a very limited. Although standard fax boards are supported
(GammaLink and Brooktrout), there are few modems from which to choose. Only Multitech and
ZyXel external modems are supported, which leaves out modems from several vendors,
including anything by 3Com or any Rockwell-compatible chipset modems.
There are a few other bugs that need to be worked out. The queue in the Fax Sr. System
Manager does not auto-refresh, and an administrator has to refresh the server manually to
check on the status of a particular fax. Even deleting a fax being sent to an incorrect
address takes several minutes to clear the queue. Furthermore, Microsoft MMC does not
auto-refresh, so that has to be done manually as well, though this is really a Microsoft
issue, and not OMTOOL’s responsibility. Also, the OMTOOL IP Fax Routing Manager MMC
snap-in requires MMC Version 1.1, an upgrade from 1.0 that was needed in a previous
version. The administration of Fax Sr. Server should be MMC-based as well.
Finally, the firmware version 3.21 requires a dedicated phone line for each IP Fax
Satellite. This defeats the purpose of Internet faxing — replacing the standard fax
over PSTN. However, the new release of the firmware does not require a dedicated phone
line.
CONCLUSION
For an enterprise-wide faxing solution, OMTOOL IP Fax suite is definitely a top-tier
player. With good features, an easy-to-use GUI, and reliability, it makes a good choice
for a large firm’s faxing needs. Both administrators and users will find the product
easy to use. That, coupled with the relatively low cost and compatibility with an existing
IP network, makes OMTOOL IP Fax suite an excellent choice. |
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