Understanding the inner workings of a fax server can help you choose the solution for your organization. Everything from the “size” of the server to the number of fax channels, additional add-on modules, whether to adopt virtualization and many other factors must be considered in order to get the best solution possible.
When considering the best way to implement a fax server at your organization, it helps to think of the server like an email server. A fax server is essentially a method of sending and receiving documents (in this case faxes instead of emails), and there are four basic components to the entire process.
#1: The Source and Destination of Fax Documents
The source and destination of faxed documents can vary greatly when implementing a fax server. Will documents be faxed via multifunction devices, an email client, or a fax server desktop application? The same should be asked of the fax’s destination; what types of fax solutions do your customers, partners, etc. generally deploy at their offices?
Thankfully, regardless of the source and destination of a fax, fax servers like RightFax are highly customizable and have multiple integration options that allow them to send faxes from:
- Email clients existing on desktop and mobile devices
- Applications like ERPs, ECMs, CRMs, Microsoft Office and other third-party software
- Multifunction devices
- The RightFax FaxUtil Client and Web Client
The options are all available for receiving faxes, as well.
#2: The Fax Server Itself
The centralized server, whether installed on premise or hosted elsewhere, is the core of your fax solution. This setup eliminates the need for standalone fax machines, but they can be still be used via an integration. The server operates by converting fax traffic from formerly paper documents on fax machines to electronic documents on a computer.
The way you connect your fax server to be able to send and receive faxes can be accomplished in two basic ways:
- Connecting your existing telephone infrastructure
- Connecting to the Cloud
Fax servers like RightFax can connect with a multitude of telephone networks including analog lines (POTS/DID), digital lines (T1, E1, PRI, BRI), SIP Trunk and VoIP.
#4: How the Documents Are Delivered
There are several ways to deliver a message via a fax server:
- Via a standard fax message to a receiving machine
- Via an electronic message to a receiving server
- Via a message sent to another fax service anywhere in the world
- Via an encrypted PDF attached to an email or using a web-based certified delivery of documents
Fax servers like RightFax can send to any type of fax setup, regardless of whether it’s a standalone machine, another server or an email client.